ICT Laboratory Exercise No 6 - Spreadsheet Program Shipboard Application

MARITIME ACADEMY OF ASIA AND THE PACIFIC
KAMAYA POINT
Associated Marine Officers’ and Seamen’s Union of the Philippines – PTGWO - ITF
Kamaya Point, Brgy. Alas-asin, Mariveles, Bataan
LABORATORY WORKBOOK ON ME111 (ICT)

WEEK 6 – Spreadsheet Program Shipboard Application
COURSE OUTCOME
CO 2: Use of commonly utilized computer applications in shipboard operations
LEARNING OUTCOME
LO 2.1: Make use of spreadsheet applications in the automation of reports and necessary
calculations for engine operation
At the end of this laboratory activity, the student will be able to:
∙ Perform spreadsheet familiarization with the different functions and shortcuts in the creation of
tables, etc.
∙ Perform basic tinkering of the table properties such as cell alignment, cell values, cell format, cell
dimensions, etc.
∙ Utilize basic functions in the creation of a simple spreadsheet programs such as sum, average,
count, min, max, etc.
∙ Utilize advance functions in the creation of a much complex spreadsheet programs such as
vlookup, index, match, if/and, sumif, etc.
INTRODUCTION
Excel is a spreadsheet program that allows you to store, organize, and analyze information.
While you may believe Excel is only used by certain people to process complicated data, anyone can
learn how to take advantage of the program's powerful features. Whether you're keeping a budget,
organizing a training log, or creating an invoice, Excel makes it easy to work with different types of
data.
The MS Excel interface:

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1. The Quick Access Toolbar lets you access common commands no matter which tab is selected.
You can customize the commands depending on your preference..
2. The Ribbon contains all of the commands you will need to perform common tasks in Excel. It has
multiple tabs, each with several groups of commands.
3. The Name box displays the location, or name, of a selected cell.
4. In the formula bar, you can enter or edit data, a formula, or a function that will appear in a
specific cell.
5. A column is a group of cells that runs from the top of the page to the bottom. In Excel, columns
are identified by letters.
6. A row is a group of cells that runs from the left of the page to the right. In Excel, rows are
identified by numbers.
7. Each rectangle in a workbook is called a cell. A cell is the intersection of a row and a column.
Simply click to select a cell.
8. Excel files are called workbooks. Each workbook holds one or more worksheets. Click the tabs to
switch between them, or right-click for more options.
9. Click and drag the slider to use the zoom control. The number to the right of the slider reflects
the zoom percentage.
10. Click and drag the slider to use the zoom control. The number to the right of the slider reflects
the zoom percentage.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. You will use
these tabs to perform the most common tasks in Excel.
The Home tab gives you access to some of the most commonly used commands for working with
data, including copying and pasting, formatting and number style.
The Insert tab allows you to insert charts, tables, filters and more, which can help you visualize and
communicate your workbook data graphically.
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The Page Layout tab allows you change the print formatting of your workbook, including margin
width, page orientation and themes. These commands will be especially helpful when preparing to
print a workbook.
The Formula tab gives you access to the most commonly used functions and formulas. These
commands will help you calculate and analyze numerical data such as averages and percentages.
The Data tab makes it easy to sort and filter information in your workbook, which can be especially
helpful if your project contains a large amount of data.
The Review tab is use to access Excel's powerful editing features, including comments and track
changes. These features make it easy to share and collaborate on workbooks.
The View tab allows you to switch between different views for your workbook and freeze panes for
easy viewing. These commands will also be helpful when preparing to print a workbook.
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Contextual tabs will appear on the Ribbon when working with certain items, like tables and pictures.
These tabs contain special command groups that can help you format these items as needed.
Worksheet views
Excel has a variety of viewing options that change how your workbook is displayed. You can
choose to view any workbook in Normal view, Page Layout view, or Page Break view. These views can
be useful for various tasks, especially if you're planning to print the spreadsheet.
To change worksheet views, locate and select the desired worksheet view command in the
bottom-right corner of the Excel window.
∙ Normal view: This is the default view for all worksheets in Excel.
∙ Page Layout view: This view can help you visualize how your worksheet will appear when
printed. You can also add headers and footers from this view.
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∙ Page Break view: This view makes it easy to change the location of page breaks in your
workbook, which is especially helpful when printing
Excel Workbook
Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to
create a new workbook. There are several ways to start working with a workbook in Excel. Either
create a new workbook with a blank workbook or a predesigned template, or open an existing
workbook.
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To create a new blank workbook:

1. Select the File tab. Backstage view will appear.
2. Select New, then click Blank workbook.
3. A new blank workbook will appear.

To open an existing workbook:
In addition to creating new workbooks, you'll often need to open a workbook that was
previously saved.
1. Navigate to Backstage view, then click Open.

2. Select Computer, then click Browse to open stored files.
3. The Open dialog box will appear. Locate and select your workbook, then click Open.

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Understanding cells
Whenever you work with Excel, you'll enter information—or content—into cells. Cells are the
basic building blocks of a worksheet. Every worksheet is made up of thousands of rectangles, which
are called cells. A cell is the intersection of a row and a column. Columns are identified by letters (A,
B, C), while rows are identified by numbers (1, 2, 3).
Each cell has its own name—or cell address—

based on its column and row. In this example, the
selected cell intersects column C and row 5, so the cell
address is C5. The cell address will also appear in
the Name box. Note that a cell's column and row
headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer to a cell range using the cell addresses of the first and
last cells in the cell range, separated by a colon. For example, a cell range that included cells A1, A2,
A3, A4, and A5 would be written as A1:A5.
Example:
Cell range A1:A8
Cell range A1:B8

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Cell content
Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain
different types of content, including text, formatting, formulas, and functions. ∙ Text
Cells can contain text, such as letters, numbers, and dates.
∙ Formatting attributes
Cells can contain formatting attributes that change the way letters, numbers, and dates are
displayed. For example, percentages can appear as 0.15 or 15%. You can even change a
cell's background color.
∙ Formulas and functions

Cells can contain formulas and functions that calculate cell values. In our example,
SUM(B2:B8) adds the value of each cell in cell range B2:B8 and displays the total in cell B9.
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To insert content:
1. Click a cell to select it.
2. Type content into the selected cell, then press Enter on your keyboard. The content will appear
in the cell and the formula bar. You can also input and edit cell content in the formula bar.
To delete cell content:
1. Select the cell with content you want to delete.
2. Press the Delete or Backspace key on your keyboard. The cell's contents will be deleted.
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To drag and drop cells:

Rather than cutting, copying, and pasting, you can drag and drop cells to move their contents.
1. Select the cell(s) you want to move.
2. Hover the mouse over the border of the selected cell(s) until the cursor changes
from a white cross to a black cross with four arrows
3. Click, hold, and drag the cells to the desired location.

4. Release the mouse, and the cells will be dropped in the selected location.
To use the fill handle:

There may be times when you need to copy the content of one cell to several other cells in
your worksheet. You could copy and paste the content into each cell, but this method would be time
consuming. Instead, you can use the fill handle to quickly copy and paste content to adjacent cells in
the same row or column.
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1. Select the cell(s) containing the content you want to use. The fill handle will appear as a small
square in the bottom-right corner of the selected cell(s).
2. Click, hold, and drag the fill handle until all of the cells you want to fill are selected.
3. Release the mouse to fill the selected cells.
Also,
The fill handle can also be used to continue a series. Whenever the content of a row or
column follows a sequential order, like numbers (1, 2, 3) or days (Monday, Tuesday, Wednesday),
the fill
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handle can guess what should come next in the series. In many cases, you may need to select
multiple cells before using the fill handle to help Excel determine the series order. In our example
below, the fill handle is used to extend a series of dates in a column.
You can also double-click the fill handle instead of clicking and dragging. This can be useful
with larger spreadsheets, where clicking and dragging may be awkward.
Modifying Columns, Rows, and Cells

By default, every row and column of a new workbook is set to the same height and width.
Excel allows you to modify column width and row height in different ways, including wrapping text
and merging cells.
⮚ Open Excel_ModColumns_Practice.xlsx for this exercise.
To modify column width:

In the example below, some of the content in column A cannot be displayed. We can make
all of this content visible by changing the width of column A.
1. Position the mouse over the column line in the column heading so the white cross becomes a
double arrow .
2. Click, hold, and drag the mouse to increase or decrease the column width.

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3. Release the mouse. The column width will be changed.
⮚ If you see pound signs (#######) in a cell, it means the column is not wide enough to display
the cell content. Simply increase the column width to show the cell content. To AutoFit column
width:
The AutoFit feature will allow you to set a column's width to fit its content automatically.
1. Position the mouse over the column line in the column heading so the white cross
becomes a double arrow .
2. Double-click the mouse. The column width will be changed automatically to fit the
content.
⮚ You can also AutoFit the width for several columns at the same time. Simply select the
columns you want to AutoFit, then select the AutoFit Column Width command from
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the Format drop-down menu on the Home tab. This method can also be used for row
height.
To modify row height:

1. Position the cursor over the row line so the white cross becomes a double arrow
2. Click, hold, and drag the mouse to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed.

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Inserting, deleting, moving, and hiding rows and columns

After working with a workbook for a while, you may find that you want to insert new columns
or rows, delete certain rows or columns, move them to a different location in the worksheet, or even
hide them.
To insert rows:
1. Select the row heading below where you want the new row to appear. For example, if you want
to insert a row between rows 7 and 8, select row 8.
2. Click the Insert command on the Home tab.

3. The new row will appear above the selected row.
⮚ When inserting new rows, columns, or cells, you will see the Insert Options button next to the
inserted cells. This button allows you to choose how Excel formats these cells. By default, Excel
formats inserted rows with the same formatting as the cells in the row above. To access more
options, hover your mouse over the Insert Options button, then click the drop-down arrow.
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To insert columns:
1. Select the column heading to the right of where you want the new column to appear. For example,
if you want to insert a column between columns D and E, select column E.
2. Click the Insert command on the Home tab.
3. The new column will appear to the left of the selected column.
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⮚ When inserting rows and columns, make sure you select the entire row or column by clicking the
heading. If you select only a cell in the row or column, the Insert command will only insert a new
cell.
To delete rows:
1. Select the row(s) you want to delete. In our example, we'll select rows 6-8.
2. Click the Delete command on the Home tab.
3. The selected row(s) will be deleted, and the rows below will shift up. In our example, rows 9- 11
are now rows 6-8.
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To delete columns:
1. Select the columns(s) you want to delete. In our example, we'll select column E.
2. Click the Delete command on the Home tab.
3. The selected columns(s) will be deleted, and the columns to the right will shift left. In our
example, Column F is now Column E.

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⮚ It's important to understand the difference between deleting a row or column and simply clearing
its contents. If you want to remove the content of a row or column without causing others to shift,
right-click a heading, then select Clear Contents from the drop-down menu.
To move a row or column:

Sometimes you may want to move a column or row to rearrange the content of your
worksheet. In our example we'll move a column, but you can move a row in the same way.
1. Select the desired column heading for the column you want to move, then click the Cut command
on the Home tab or press Ctrl+X on your keyboard.

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2. Select the column heading to the right of where you want to move the column. For example, if
you want to move a column between columns B and C, select column C.
3. Click the Insert command on the Home tab, then select Insert Cut Cells from the drop-down
menu.
4. The column will be moved to the selected location, and the columns to the right will shift right.

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⮚ You can also access the Cut and Insert commands by right-clicking the mouse and then selecting
the desired commands from the drop-down menu.
To hide and unhide a row or column:

At times, you may want to compare certain rows or columns without changing the
organization of your worksheet. Excel allows you to hide rows and columns as needed. In our
example, we'll hide columns C and D to make it easier to compare columns A, B, and E.
1. Select the column(s) you want to hide, right-click the mouse, then select Hide from the formatting
menu.
2. The columns
will be hidden. The green column line indicates the location of the hidden columns.
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3. To unhide the columns, select the columns to the left and right of the hidden columns (in other
words, the columns on both sides of the hidden columns). In our example, we'll select columns B
and E.
4. Right-click the mouse, then select Unhide from the formatting menu. The hidden columns will
reappear.
Wrapping text and merging cells

Whenever you have too much cell content to be displayed in a single cell, you may decide to
wrap the text or merge the cell rather than resize a column. Wrapping the text will automatically
modify a cell's row height, allowing cell contents to be displayed on multiple lines. Merging allows
you to combine a cell with adjacent empty cells to create one large cell.
To wrap text in cells:

1. Select the cells you want to wrap. In this example, we'll select the cells in column D.
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2. Select the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped.
4. Click the Wrap Text command again to unwrap the text.

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To merge cells using the Merge & Center command:

1. Select the cell range you want to merge.
2. Select the Merge & Center command on the Home tab.
3. The selected cells will be merged, and the text will be centered.

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To access more merge options:

Click the drop-down arrow next to the Merge & Center command on the Home tab. The
Merge drop-down menu will appear. From here, you can choose to:
∙ Merge & Center: Merges the selected cells into one cell and centers the text ∙ Merge Across:
Merges the selected cells into larger cells while keeping each row separate ∙ Merge Cells:
Merges the selected cells into one cell but does not center the text ∙ Unmerge Cells:
Unmerges selected cells
Exercise #1:
1. Open Excel_ModColumns_Practice.xlsx
2. Modify the width of a column. If you are using the example, use the column that contains the
players' first names.
3. Insert a column between column A and column B, then insert a row between row 3 and row 4.
4. Delete a column or a row.
5. Move a column or row.
6. Try using the Text Wrap command on a cell range. If you are using the example, wrap the text in
the column that contains street addresses.
7. Try merging some cells. If you are using the example, merge the cells in the title row using
the Merge & Center command (cell range A1:E1).
Formatting Cells
All cell content uses the same formatting by default, which can make it difficult to read a
workbook with a lot of information. Basic formatting can customize the look and feel of your
workbook, allowing you to draw attention to specific sections and making your content easier to view
and understand. You can also apply number formatting to tell Excel exactly what type of data you’re
using in the workbook, such as percentages (%), currency ($), and so on.
The formatting buttons that appear in the Font, Alignment, and Number groups on the
Home tab in Excel enable you to accomplish targeted cell formatting.
Group Button Name Function Shortcut Keys
Font
Font Face Displays a Font drop-down menu from Alt+HFF

which you can assign a new font for the
entries in your cell selection.
Font Size Displays a Font Size drop-down menu from Alt+HFS

which you can assign a new font size to the
entries in your cell selection. Click the Font
Size text box and enter the desired point
size
if it doesn’t appear on the drop-down menu.

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Increase Increases by one point the font size of Alt+HFG
Font Size the entries in your cell selection.
Decrease Decreases by one point the font size of Alt+HFK

Font Size the entries in your cell selection.
Bold Applies and removes boldface in the Alt+H1

entries in your cell selection.
Italic Applies and removes italics in the entries Alt+H2

in your cell selection.
Underline Applies and removes underlining in Alt+H3U (single)

the entries in your cell selection. or Alt+H3D (for
double)
Borders Opens a Borders drop-down menu from Alt+HB

which you can assign a new border style to
or remove an existing border style from
your cell selection.
Fill Color Opens a drop-down Color palette from Alt+HH

which you can assign a new background
color for your cell selection.
Font Color Opens a drop-down Color palette from Alt+HFC

which you can assign a new font color for
the entries in your cell selection.
Alignment
Top Align Aligns the entries in your cell selection Alt+HAT

with the top border of their cells.
Middle Align Vertically centers the entries in your Alt+HAM

cell selection between the top and
bottom borders of their cells.
Bottom Align Aligns the entries in your cell selection Alt+HAB

with the bottom border of their cells.
Orientation Opens a drop-down menu with options Alt+HFQ

for changing the angle and direction of
the entries in your cell selection.
Wrap Text Wraps all entries in your cell selection Alt+HW

that spill over their right borders onto
multiple lines within the current
column width
Align Text Aligns all the entries in your cell Alt+HAL

Left selection with the left edge of their
cells
Center Centers all the entries in your cell Alt+HAC

selection within their cells.
Align Right Aligns all the entries in your cell Alt+HAR

selection with the right edge of their
cells.

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Decrease Decreases the margin between entries in Alt+H5 or
Indent your cell selection and their left cell Ctrl+Alt+Shift+Tab
borders by one tab stop.
Increase Increases the margin between the entries Alt+H6 or

Indent in your cell selection and their left cell Ctrl+Alt+Tab
borders by one tab stop.
Merge & Merges your cell selection into a single Alt+HMC

Center cell and then centers the combined entry
in the first cell between its new left and
right borders. Click the Merge and
Center drop down button to display a
menu of options that enable you to
merge the cell selection into a single cell
without centering the entries, as well as
to split up a merged cell back into its
original individual cells.
Number
Number Displays the number format applied to Alt+HN

Format the active cell in your cell selection. Click
its drop-down button to open a
drop-down menu where you can assign
one of Excel’s major Number formats to
the cell selection.
Accounting Opens a drop-down menu from which you Alt+HAN

Number can select the currency symbol to be used
Format in the Accounting number format. When
you select the $ English (U.S) option, this
format adds a dollar sign, uses commas to
separate thousands, displays two decimal
places, and encloses negative values in a
closed pair of parentheses. Click the More
Accounting Formats option to open the
Number tab of the Format Cells dialog
box where you can customize the number
of decimal places and/or currency symbol
used.
Percent Formats your cell selection using the Alt+HP
Style Percent Style number format, which
multiplies the values by 100 and adds a
percent sign with no decimal places.
Comma Formats your cell selection with the Alt+HK

Style Comma Style Number format, which uses
commas to separate thousands, displays
two decimal places, and encloses negative
values in a closed pair of parentheses.
Increase Adds a decimal place to the values in Alt+H0 (zero)

Decimal your cell selection.

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Decrease Removes a decimal place from the values Alt+H9
Decimal in your cell selection.
⮚ Don’t forget about the shortcut keys: Ctrl+B for toggling on and off bold in the cell selection,
Ctrl+I for toggling on and off italics, and Ctrl+U for toggling on and off underlining for quickly
adding or removing these attributes from the entries in the cell selection.
Formatting text and numbers

One of the most powerful tools in Excel is the ability to apply specific formatting for text and
numbers. Instead of displaying all cell content in exactly the same way, you can use formatting to
change the appearance of dates, times, decimals, percentages (%), currency ($), and much more.
When we format cells, we change the appearance of a number without changing the
number itself. We can apply a number format (0.8, $0.80, 80%, etc) or other formatting (alignment,
font, border, etc).
To format text and numbers:
1. Enter the value 0.8 into cell B2.
By default, Excel uses the General format (no specific number format) for numbers. To apply a
number format, use the 'Format Cells' dialog box.
2. Select cell B2.

3. Right click, and then click Format Cells (or press CTRL + 1). The 'Format Cells' dialog box appear
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4. For example, select Currency.
⮚ Note: Excel gives you a life preview of how the number will be formatted (under Sample).
5. Click OK.
⮚ Cell B2 still contains the number 0.8. We only changed the appearance of this number. The
most frequently used formatting commands are available on the Home tab.
6. On the Home tab, in the Number group, click the percentage symbol to apply a Percentage
format.
7. On the Home tab, in the Alignment group, center the number

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8. On the Home tab, in the Font group, add outside borders and change the font
color to blue.
9. Result:
To format decimal places

1. Enter the value 2.175 into cell A1.
2. On the Home tab, in the Number group, click the Decrease Decimal button twice.
Result:
⮚ Note: if you look at the formula bar, you can see that cell A1 still contains the
value 2.175.
3. We can still use this underlying precise value in calculation.

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Exercise #2:
1. Open an existing Excel_FormatCells_Practice.xlsx.
2. Select a cell and change the font style, size, and color of the text. If you are using the example,
change the title in cell A3 to Verdana font style, size 16, with a font color of green. 3. Apply bold,
italics, or underline to a cell. If you are using the example, bold the text in cell range A4:C4.
4. Try changing the vertical and horizontal text alignment for some cells.
5. Add a border to a cell range. If you are using the example, add a border to the header cells in in
row 4.
6. Change the fill color of a cell range. If you are using the example, add a fill color to row 4.
7. Try changing the formatting of a number. If you are using the example, change the date
formatting in cell range D4:H4 to Long Date.
Worksheet Basics
Every workbook contains at least one worksheet by default. When working with a large
amount of data, you can create multiple worksheets to help organize your workbook and make it
easier to find content. You can also group worksheets to quickly add information to multiple
worksheets at the same time.
- Renaming worksheet name: Right-click the worksheet you want to rename, then select Rename
from the worksheet menu.
- Adding new worksheet: Locate and select the New sheet button.
- Delete a worksheet: Right-click the worksheet you want to delete, then select Delete from the
worksheet menu.
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- Copying a worksheet:
a. Right-click the worksheet you want to copy, then select Move or Copy from the worksheet
menu.
b. The Move or Copy dialog box will appear. Choose where the sheet will appear in the Before
sheet: field. In our example, we'll choose (move to end) to place the worksheet to the right
of the existing worksheet.
c. Check the box next to Create a copy, then click OK.
⮚ The worksheet will be copied. It will have the same title as the original worksheet, as well as a
version number. In our example, we copied the January worksheet, so our new worksheet is
named January (2). All content from the January worksheet has also been copied to the
January (2) worksheet.
- Select the worksheet you want to move. The cursor will become a small worksheet icon. Hold
and drag the mouse until a small black arrow appears above the desired location.
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- Change the worksheet tab color: Right-click the desired worksheet tab, and hover the mouse over
Tab Color. The Color menu will appear. Select the desired color. A live preview of the new
worksheet tab color will appear as you hover the mouse over different options. In our example,
we'll choose Red.
Relative and Absolute Addressing

There are different sorts of cell references. These are:
∙ Relative
∙ Absolute
∙ Mixed
A relative cell address references a cell position relative to the currently selected cell, an absolute
cell address references a cell. By default, cell addresses are relative. To make a cell address absolute,
you have to add a “$”,
e.g.,
A1 = relative, i.e., if B1 is selected, this address references the cell to the left.
$A$1 = absolute, i.e., the first row of the first column is referenced.
Relative and absolute addresses can be mixed in a single reference, e.g., A$1 or $B3.
An absolute address is defined with the use of the “$” symbol. This can be type in at the time
of creating the formula, or by editing the cell afterwards.
Relative A4 A4:B5
Absolute $A$4 $A$4:$B$5

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Simple Formulas
One of the most powerful features in Excel is the ability to calculate numerical information
using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we'll
show you how to use cell references to create simple formulas.
Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign
for subtraction (-), an asterisk for multiplication (*), a forward slash for division (/), and a caret (^) for
exponents.
All formulas in Excel must begin with an equals sign (=). This is because
the cell contains, or is equal to, the formula and the value it calculates.
Understanding cell references

While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of
the time you will use cell addresses to create a formula. This is known as making a cell reference.
Using cell references will ensure that your formulas are always accurate because you can change the
value of referenced cells without having to rewrite the formula.
By combining a mathematical operator with cell references, you can create a variety of
simple formulas in Excel. Formulas can also include a combination of cell references and numbers, as
in the examples below:
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To create a formula:
1. Select the cell that will contain the formula. In our example, we'll select cell B3. Type the equals
sign (=). Notice how it appears in both the cell and the formula bar. Type the cell address of the
cell you want to reference first in the formula: cell B1 in our example. A blue border will appear
around the referenced cell.
2. Type the mathematical operator you want to use. In our example, we'll type the addition sign
(+).Type the cell address of the cell you want to reference second in the formula: cell B2 in our
example. A red border will appear around the referenced cell. Then press Enter on your
keyboard. The formula will be calculated, and the value will be displayed in the cell.
⮚ If the result of a formula is too large to be displayed in a cell, it may appear as pound signs
(#######) instead of a value. This means the column is not wide enough to display the cell
content. Simply increase the column width to show the cell content.
Creating a formula using the point-and-click method:

Rather than typing cell addresses manually, you can point and click on the cells you want to
include in your formula. This method can save a lot of time and effort when creating formulas. In our
example below, we'll create a formula to calculate the cost of ordering several boxes of plastic
silverware.
Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of
time and effort if you need to perform the same calculation multiple times in a worksheet.
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Exercise #3:
1. Open Excel_ Simple Formulas.xlsx.
2. Create a simple addition formula using cell references. If you are using the example, create the
formula in cell B4 to calculate the total budget.
3. Try modifying the value of a cell referenced in a formula. If you are using the example, change the
value of cell B2 to $2,000. Notice how the formula in cell B4 recalculates the total. 4. Try using the
point-and-click method to create a formula. If you are using the example, create a formula in cell
G5 that multiplies the cost of napkins by the quantity needed to calculate the total cost.
5. Edit a formula using the formula bar. If you are using the example, edit the formula in cell B9 to
change the division sign (/) to a minus sign (-).
Function
A function is a predefined formula that performs calculations using specific values in a
particular order. Excel includes many common functions that can be useful for quickly finding the
sum, average, count, maximum value, and minimum value for a range of cells. In order to use
functions correctly, you'll need to understand the different parts of a function and how to create
arguments to calculate values and cell references
The parts of a function

In order to work correctly, a function must be written a specific way, which is called the
syntax. The basic syntax for a function is the equals sign (=), the function name (SUM, for example),
and one or more arguments. Arguments contain the information you want to calculate. The function
in the example below would add the values of the cell range A1:A20.
KAMAYA POINT
Working with arguments

Arguments can refer to both individual cells and cell ranges and must be enclosed within
parentheses. You can include one argument or multiple arguments, depending on the syntax
required for the function.
For example, the function =AVERAGE(B1:B9) would calculate the average of the values in the cell
range B1:B9. This function contains only one argument.
Excel has a variety of functions available. Here are some of the

most common functions you'll use: ∙ SUM: This function adds
all of the values of the cells in
the argument.
∙ AVERAGE: This function determines the average of the
values included in the argument. It calculates the sum of
the cells and then divides that value by the number of
cells in the argument.
∙ COUNT: This function counts the number of cells with
numerical data in the argument. This function is useful for
quickly counting items in a cell range.
∙ MAX: This function determines the highest cell
value included in the argument.
∙ MIN: This function determines the lowest cell
value included in the argument.
Complex Formula
A simple formula is a mathematical expression with one operator, such as 7+9. A complex
formula has more than one mathematical operator, such as 5+2*8. When there is more than one
operation in a formula, the order of operations tells Excel which operation to calculate first. In order
to use Excel to calculate complex formulas, you will need to understand the order of operations
The order of operations

Excel calculates formulas based on the following order of operations:
∙ Operations enclosed in parentheses
∙ Exponential calculations (3^2, for example)
∙ Multiplication and division, whichever comes first
∙ Addition and subtraction, whichever comes first
Vlookup function is used to lookup the value with a reference cell and fetch the value from the
selected lookup table array and is quite useful and one of the most widely used excel functions. We
KAMAYA POINT
can use a table or single column to lookup the value. And all the lookup can be done in a vertical zone
or with columns only.
The vlookup function uses of the arguments:-

The four arguments in the vlookup function, which is below mention:
1. Lookup value (required argument) is the value that we want to look up in a table column. Where
you want or get the value from another table.
2. Table array (required argument) – it is the data array that is to be searched. The vlookup
function searches in the left-most column of this array. We can say that this is a matching table. 3.
Column index number (required argument) – an integer specifying the column number of the
supplied table array that you want to return a value from. If you are only using it for data matching,
you can put 1, but if you want to get a value from another column to match the lookup value, you
need to put column no from matching column no.
4. Range lookup (optional argument) defines what this function should return if it does not find an
exact match to the lookup value. The argument can be set to true or false, which means: ∙ True
or 1 – approximate match; if an exact match is not found, use the closest match below the
lookup value.
∙ False or 0 – exact match; if an exact match is not found, then it will return an error.
⮚ Open Excel_VLOOKUP_Function_Practice for this example
To search for an exact match, you put false in the last argument:
As mentioned in table b, there is all employee information like department, employee id,
address, mobile no, etc. So you can suppose as array table or master table data. And you have
another table where required only contact no of the employee. So as the employee name is a unique
column, then the employee names a lookup value in a table where you want to get a result.
KAMAYA POINT
Master data table b, as above showing, is a table array, and in master data, you can see that
mobile no column is on the 5 number column index. So then we need to put the 0 for exact matching
or 1 for false matching.
You can see the result here:

On B21, enter the formula: =vlookup(a21,a1:e12,5,0)
We can see that in a table, all values are matching the exact value.

KAMAYA POINT
To search for an approximate match:
⮚ As above showing in the picture in the H column, there is employee age mention and column I
employee name. You can take this as an array or master table. Now I want to put the age value in
k2; then we get the employee name which is approximate age as given in k2 age value as showing
below mention pictures.
So lets we check the formula now.

On L2, enter the formula =vlookup(k2,h2:i12,2,true)
Then we can get the approximate matching value.
⮚ As you see, the formula returns Mr. Puneet Sharma, whose age is 43, while we also have Mr.
Manish Patil, that age is 48, but 43 is much closer to 44 than 48. So, why does it return Mr.
Puneet? Because vlookup with approximate match retrieves the closest value that is less than
the lookup value.
KAMAYA POINT
Things to Remember
∙ The vlookup function returns result in any data type such as a string, numeric, date, etc. ∙ If you
specify false for the approximate match parameter and no exact match is found, then the vlookup
function will return #n/a
∙ If you specify true for the approximate match parameter and no exact match is found, then the
next smaller value is returned.
∙ If the index number is less than 1, the vlookup function will return the #value! ∙ If the index
number is greater than the number of columns in the table, the vlookup function will return
#ref!
Exercise #4:
1. Open an Excel spreadsheet application and save as Frequency.xlsx.
2. Create the following in Sheet 1 and rename it into Frequency.
3. Create the following in Sheet 2 and rename it into Color.
4. Use VLOOKUP to assign the specific color on the given range of Frequency Data in the Frequency
sheet. It should be look like this. (Important, you will not going to type the color on the given
Frequency data)
KAMAYA POINT
Logical Function
One very useful set of built-in functions in Excel is conditional functions. As the name implies,
these perform certain operations based when a specified condition is satisfied. IF functions or
statements allowing asking the question “is this true or false?” It then allows implementing different
actions based on the outcome. Allowing to compute two different outcomes based on whether a
certain criterion (logical test) is true or false. The format of an IF statement is as follows:
=IF(logical test, value if true, value if false).
Where:
⮚ logical test is the condition or the question being asked and then evaluated, it used
comparison statement such as equal (=), greater than (>), less than (<), greater than or
equal (>=), etc.
⮚ value if true is the statement that could be executed if the condition is evaluated as True ⮚
value if false is the statement that could be executed if the condition is evaluated as False
The syntax for the IF function in Microsoft Excel is:
IF( condition, value_if_true, [value_if_false] )
Parameters or Arguments
condition : The value that you want to test.
value_if_true : It is the value that is returned if condition evaluates to TRUE.
value_if_false : Optional. It is the value that is returned if condition evaluates to FALSE.
Returns
∙ The IF function returns value_if_true when the condition is TRUE.
∙ The IF function returns value_if_false when the condition is FALSE.
∙ The IF function returns FALSE if the value_if_false parameter is omitted and the condition is
FALSE.
KAMAYA POINT
⮚ Open Excel_IF_function_Practice.xlsx
In Example 1 sheet:
1. Select cell D2 and enter the formula =IF(B2<10, "Reorder") and

⮚ Notice that the value in D2 will be Reorder.
2. Copy the formula in cell D2 to cell D3, cell D4 and cell D5.
Expected output:
⮚ Notice that cell D2
and D5 have both Reorder while D3 and D4 display a value FALSE. This is because that IF the value in
B2 (for the row 2) is less than 10 so it is true, then it will display the value Reorder. In the other
hand, IF the value of B2 is not less than 10 so it is false, but there is no value to be display if the
value is false, then it will display the value FALSE.
3. Select cell E2 and enter the formula =IF(B2<10, "Reorder", "")

⮚ Notice that the value in E2 will be Reorder.
4. Copy the formula in cell E2 to cell E3, cell E4 and cell E5.
Expected output:
⮚ The output in the

column D (D2,D3,D4,D5) are almost the same with column E (E2,E3,E4,E5) as the condition tested
are the same (identifying if the selected cell value is less than 10) but the only difference is that in
column E, if the condition is evaluated false, it will display an empty value (“”) just look-liked a space.
Combining the IF function with Other Logical Functions

Quite often, you will need to specify more complex conditions when writing your formula in
Excel. You can combine the IF function with other logical functions such as AND, OR, etc.
KAMAYA POINT
In Example 2 sheet:
1. Select cell D2 and enter the formula =IF(AND(A2="Anderson",B2>80), "MVP", "regular")

⮚ cell D2
value will be MVP as stated on the formula. But this time it has two condition that
needed to evaluate. And it should be both TRUE as we use the AND function. A2 should be
Anderson and B2 should be greater than 80 to display MVP, otherwise it will simply display
regular when one of the condition is false.
2. Copy the formula in cell D2 to cell D3 and cell D4.
Expected Output:
⮚ Notice that in cell D4, even the value of cell B4 is greater than 80 but the value in cell A4 is not
Anderson, the condition is still false. And that is the reason why it display the value regular.
In Example 3 sheet:

KAMAYA POINT
1. Select cell D2 and enter the formula =IF(OR(A2="Apples",A2="Oranges"), "Fruit", "Other")
⮚ cell D2 display the value Fruit as the base of the condition that cell A2 should be either an
Apple OR Oranges.
2. Copy the formula in cell D2 to cell D3 and cell D4.
Expected Output:
⮚ In the given output in the value of D3 and D4, D3 (the value is Oranges) display the value Fruit as
based on the formula that A3 should be either an Apple OR Oranges while A4 contain the value
Paper which is neither Apple nor Oranges.
In Example 4 sheet:
1. Select cell D2 and enter the formula =IF(OR(B2>=5%,B2<=-5%),"investigate","")

KAMAYA POINT
⮚ Cell D2 display the value investigate as the base of the formula which evaluating the value of
A2 if either greater than or equal to 5% (>=5%) OR less than or equal to -5% (>=-5%).
Otherwise it will not display anything.
2. Copy the formula in cell D2 to cell D3, cell D4, cell D5, cell D6, cell D7, cell D8 and cell D9
Expected output
Conditional Formatting
Let's say you have a worksheet with thousands of rows of data. It would be extremely difficult
to see patterns and trends just from examining the raw information. Conditional formatting provides
another way to visualize data and make worksheets easier to understand.
Conditional formatting allows you to automatically apply formatting—such as colors, icons,
and data bars—to one or more cells based on the cell value. To do this, you'll need to create a
conditional formatting rule. For example, a conditional formatting rule might be: If the value is less
than $2000, color the cell red. By applying this rule, you'd be able to quickly see which cells contain
values less than $2000.
⮚ Open Excel_Conditional_Formatting_Practice.xlsx
To create a conditional formatting rule:

In this example, we have a worksheet containing sales data, and we'd like to see which
salespeople are meeting their monthly sales goals. The sales goal is $4000 per month, so we'll create
a conditional formatting rule for any cells containing a value higher than 4000.
1. Select the desired cells for the conditional formatting rule.

KAMAYA POINT
2. From the Home tab, click the Conditional Formatting command. A drop-down menu will appear. 3.
Hover the mouse over the desired conditional formatting type, then select the desired rule from the
menu that appears. In our example, we want to highlight cells that are greater than $4000.
4. A dialog box will appear. Enter the desired value(s) into the blank field. In our example, we'll
enter 4000 as our value.
5. Select a formatting style from the drop-down menu. In our example, we'll choose Green Fill
with Dark Green Text, then click OK.
6. The conditional formatting will be applied to the selected cells. In our example, it's easy to see
which salespeople reached the $4000 sales goal for each month.
KAMAYA POINT
⮚ You can apply multiple conditional formatting rules to a cell range or worksheet, allowing you to
visualize different trends and patterns in your data.
Exercise #5:
1. Open Excel_Conditional_Formatting_Practice.xlsx
2. Apply conditional formatting to a range of cells with numerical values (cells B3:G23).
3. Follow the rules below:
∙ Less than 2,000 – fill cells with red
∙ Greater than 4,000 – fill cells with yellow
∙ Greater than 9,000 – fill cells with green
TASKS
Task #1
A. Rename and submit all the five(5) exercises with your midshipman number and last name (ex.
0001-Rizal-Excel1, 0001-Rizal-Excel2, 0001-Rizal-Excel3, etc)
Task #2
Bunker calculation have very much significance in bunkering, at times of incorrect calculation
could lead to shortage of bunker, oil spill, etc. According to Chandrasekhar (2019), bunker quantity is
always said in Metric Ton (MT) because volume of oil changes. It is always preferable to take bunker
in weight which does not get changed with the change in temperature. But in actual scenario, it is
impossible to weight the fuel oil physically, so it is converted from weight in to volume (m3).
To convert from MT to m3: Volume (m3) = mass (MT) / density

But the density must be corrected such as the density of oil at the temperature of barge or
terminal is pumping:
KAMAYA POINT
Corrected Density = density (1-0.000654 (temperature of fuel – density at temperature)
So, the conversion formula will be:
Volume (m3) = mass (MT) / Corrected Density
In filling-up the bunker, it is filled only up to 85% of its full capacity such as if the maximum
capacity is 200 m3 then the amount to fill is 170m3 only (200*85%).
Create and complete the table below:

A. Filename: BunkerCalc-YourMidshipmanNumber-Lastname.xlsx
B. Enter the following:
- Section in the vessel name and the campus location (Main or IMMAJ) in the port name -
Enter the date today as well as the time you will finish this activity.
- Trim value is 0.50, S.W. Temp is 27 degree Celsius and E/Room Temperature is 41 degree
Celsius.
- Enter your complete name in the Name entry for Chief Engineer.
C. Compute the following:
- 85% of the full capacity of each tank
- Volume of banker in m3
- Corrected Density (S.G.)
- Total tank capacity at 100%
- Total volume in m3
- Total metric ton
D. Apply the following:
- Apply a data validation for the Temperature degree C entry, it should only accept whole
number value from 0 to 180.
- Apply conditional formatting in Metric Tons value, if the value is equal to 0, apply a light
red fill and dark red text format.
- Worksheet name: Bunker Calculation Sheet

KAMAYA POINT
Rubrics for Task #1:
0 point 8 points 12 points 20 points
Doesn’t submit Lacking of at least Lacking of at least Complete exercises

anything three (3) exercises three (1) exercises
Rubrics for Task #2:

0 point 5 points 10 points 15 points 20 points
Doesn’t do Accomplished Accomplished Accomplished Completely

anything A and B A, B and C A, B and D accomplished
instruction instruction instruction all the
instruction
Or
Accomplished
C and B
instruction
REFLECTION (5 points)
In 4 to 5 sentences, explain the importance of having knowledge in creating spreadsheet, formatting

interface and conduction basic as well as advance formulation in spreadsheet applicator for ship’s
monitoring and reports.
REFERENCES
∙ https://edu.gcfglobal.org/en/excel2016/
∙ https://www.marinesite.info/

ICT Laboratory Exercise No 6 - Spreadsheet Program Shipboard Application

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MARITIME ACADEMY OF ASIA AND THE PACIFIC

LABORATORY WORKBOOK ON ME111 (ICT)

The MS Excel interface:

To create a new blank workbook:

3. A new blank workbook will appear.

1. Navigate to Backstage view, then click Open.

MARITIME ACADEMY OF ASIA AND THE PACIFIC

Each cell has its own name—or cell address—

Cell range A1:B8

∙ Formulas and functions

To drag and drop cells:

from a white cross to a black cross with four arrows

3. Click, hold, and drag the cells to the desired location.

To use the fill handle:

Modifying Columns, Rows, and Cells

⮚ Open Excel_ModColumns_Practice.xlsx for this exercise.

To modify column width:

MARITIME ACADEMY OF ASIA AND THE PACIFIC

3. Release the mouse. The column width will be changed.

To modify row height:

MARITIME ACADEMY OF ASIA AND THE PACIFIC

Inserting, deleting, moving, and hiding rows and columns

2. Click the Insert command on the Home tab.

2. Click the Delete command on the Home tab.

2. Click the Delete command on the Home tab.

MARITIME ACADEMY OF ASIA AND THE PACIFIC

To move a row or column:

MARITIME ACADEMY OF ASIA AND THE PACIFIC

MARITIME ACADEMY OF ASIA AND THE PACIFIC

To hide and unhide a row or column:

Wrapping text and merging cells

To wrap text in cells:

3. The text in the selected cells will be wrapped.

4. Click the Wrap Text command again to unwrap the text.

To merge cells using the Merge & Center command:

MARITIME ACADEMY OF ASIA AND THE PACIFIC

To access more merge options:

Font Face Displays a Font drop-down menu from Alt+HFF

Font Size Displays a Font Size drop-down menu from Alt+HFS

MARITIME ACADEMY OF ASIA AND THE PACIFIC

Decrease Decreases by one point the font size of Alt+HFK

Bold Applies and removes boldface in the Alt+H1

Italic Applies and removes italics in the entries Alt+H2

Underline Applies and removes underlining in Alt+H3U (single)

Borders Opens a Borders drop-down menu from Alt+HB

Fill Color Opens a drop-down Color palette from Alt+HH

Font Color Opens a drop-down Color palette from Alt+HFC

Top Align Aligns the entries in your cell selection Alt+HAT

Middle Align Vertically centers the entries in your Alt+HAM

Bottom Align Aligns the entries in your cell selection Alt+HAB

Orientation Opens a drop-down menu with options Alt+HFQ

Wrap Text Wraps all entries in your cell selection Alt+HW

Align Text Aligns all the entries in your cell Alt+HAL

Center Centers all the entries in your cell Alt+HAC

Align Right Aligns all the entries in your cell Alt+HAR

MARITIME ACADEMY OF ASIA AND THE PACIFIC

Increase Increases the margin between the entries Alt+H6 or

Merge & Merges your cell selection into a single Alt+HMC

Number Displays the number format applied to Alt+HN

Accounting Opens a drop-down menu from which you Alt+HAN

Comma Formats your cell selection with the Alt+HK

Increase Adds a decimal place to the values in Alt+H0 (zero)

MARITIME ACADEMY OF ASIA AND THE PACIFIC