Participant Workbook BSBITU202 Create and use spreadsheets 1 st Edition 2017 Part of a suite of support materials for the BSB Business Services Training Package
Acknowledgement Innovation and Business Industry Skills Council (IBSA) would like to acknowledge Nestor Consulting for their assistance with the development of this resource. Writer: Ronald Barrow Quality reviewer: insert name, remove line if not required Images used with permission of: Nestor Consulting Copyright and Trade Mark Statement 2017 Innovation and Business Industry Skills Council Ltd All rights reserved. Apart from any use permitted under the Copyright Act 1968, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, or otherwise, without written permission from the publisher, Innovation and Business Industry Skills Council Ltd ( IBSA ). Use of this work for purposes other than those indicated above, requires the prior written permission of IBSA. Requests should be addressed to Product Development Manager, IBSA, Level 11, 176 Wellington Pde, East Melbourne VIC 3002 or email products@ibsa.org.au. Innovation and Business Skills Australia, IBSA and the IBSA logo are trade marks of IBSA. Disclaimer Care has been taken in the preparation of the material in this document, but, to the extent permitted by law, IBSA and the original developer do not warrant that any licensing or registration requirements specified in this document are either complete or up-to-date for your State or Territory or that the information contained in this document is error-free or fit for any particular purpose. To the extent permitted by law, IBSA and the original developer do not accept any liability for any damage or loss (including loss of profits, loss of revenue, indirect and consequential loss) incurred by any person as a result of relying on the information contained in this document. The information is provided on the basis that all persons accessing the information contained in this document undertake responsibility for assessing the relevance and accuracy of its content. If this information appears online, no responsibility is taken for any information or services which may appear on any linked websites, or other linked information sources, that are not controlled by IBSA. Use of versions of this document made available online or in other electronic formats is subject to the applicable terms of use. To the extent permitted by law, all implied terms are excluded from the arrangement under which this document is purchased from IBSA, and, if any term or condition that cannot lawfully be excluded is implied by law into, or deemed to apply to, that arrangement, then the liability of IBSA, and the purchaser s sole remedy, for a breach of the term or condition is limited, at IBSA s option, to any one of the following, as applicable: (a) (b) if the breach relates to goods: (i) repairing; (ii) replacing; or (iii) paying the cost of repairing or replacing, the goods; or if the breach relates to services: (i) re-supplying; or (ii) paying the cost of re-supplying, the services. Published by: Innovation and Business Industry First published: 2017 Skills Council Ltd 1 Level 11 st edition version: 1 176 Wellington Parade Release date: 2017 East Melbourne VIC 3002 Phone: +61 3 9815 7000 Fax: +61 3 9815 7001 Email: products@ibsa.org.au www.ibsa.org.au ISBN: 978-1-925460-94-0 Stock code: BSBITU2021W
Table of Contents Introduction...1 Your training...1 Extending your skills and knowledge...1 Section 1 Work Safely...2 What skills you will need?...2 Set up your workstation...3 Make adjustments...5 Efficient use of your time... 11 Efficiency and sustainability... 13 Further reading... 15 Section summary... 15 Section 2 Introduction to Spreadsheets... 16 What skills will you need?... 16 What is a spreadsheet?... 16 Functions, features and tools in spreadsheets... 17 What is a spreadsheet used for?... 19 The logic of spreadsheets... 21 Section summary... 25 Section 3 Prepare Your First Spreadsheet... 26 What skills will you need?... 27 Spreadsheet planning... 27 Set up your first spreadsheet... 29 Add to or change the spreadsheet... 36 Section summary... 41 Section 4 Basics of Formatting... 42 What skills will you need?... 42 How to make formatting changes... 42 Section summary... 46 Section 5 Data Output... 47 What skills will you need?... 47 Present the data... 48 Printing... 51 Files and filing... 53 Section summary... 55 Glossary... 56 Answers to selected learning activities... 58 BSBITU202 Create and use spreadsheets 1 st edition version: 1 Innovation and Business Industry Skills Council Ltd
Participant Workbook Introduction Introduction Welcome to the Participant Workbook. Your training This workbook has been developed for the unit of competency BSBITU202 Create and use spreadsheets. The workbook contains the following sections: 1. Working safely 2. Introducing spreadsheets 3. Preparing your first spreadsheet 4. Basics of formatting 5. Data output. These are the key knowledge and skills areas covered in the unit of competency. Your facilitator will show you the unit of competency, explain what it covers, and let you know how you can locate your own copy. Your facilitator will also let you know how you will be assessed for this unit of competency. Extending your skills and knowledge This workbook will assist you in developing the skills and knowledge required to understand spreadsheets, how to create them and how to work with them. It does not teach you how to use a specific spreadsheet program. You will need to consult user guides or online help for information on where specific features are located for your particular spreadsheet software. Knowledge and skills in this field are rapidly changing. It is important to understand that as part of your learning you should try to keep up-to-date with new techniques and technologies as they develop. You can do this through regular internet searches and discussions with your facilitator and fellow learners. Please note that any website addresses included in the further reading, learning content and learning activities of this workbook were checked by IBSA and correct at the time of publication. Website addresses do change frequently. If a website address is not current, IBSA recommends using the reference information provided to search for the source using your preferred search engine. BSBITU202 Create and use spreadsheets 1 st edition version: 1 Innovation and Business Industry Skills Council Ltd Page 1 of 59
Section 1 Work Safely Participant Workbook Section 1 Work Safely Before we begin learning about spreadsheets, it is important that you first know how to work safely at a workstation. You need to be able to ensure your workstation is suitable and set up correctly to reduce the risk of injury. Scenario: Your workstation is your driver s seat. Have you ever wondered why a car has adjustable seats, an adjustable steering wheel and all the mirrors are adjustable? In a car your feet need to be close to the accelerator and brake pedals. The seat needs to be adjustable so you can reach the pedals while still being able to see over the bonnet of the car without craning your neck. The mirrors and steering wheel need to be adjustable so that you can use them effectively to safely drive the car. These adjustments are essential to ensuring the driver can operate the vehicle safely and in enough comfort to travel long distance. For professional drivers such as bus drivers, taxi drivers and truck drivers, the seat is a true workstation. It needs to be comfortable enough to support the body, allow easy and quick access to all the controls and prevent soreness and fatigue during long hours of driving. All commercial drivers are also required to take mandatory breaks to prevent fatigue and the risk of falling asleep at the wheel. Most drivers are also aware of how to drive the vehicles efficiently to conserve fuel and reduce wear and tear on the engines, brakes and tyres. This is good for saving money and also protecting our environment. So how does this differ from your computer or office workstation? The tools and equipment might be different, but the principles are the same. It is important to know how to use your workstation correctly to prevent injuries and allow you to work effectively and efficiently during your workday. What skills you will need? In order set up a safe and efficient workstation, you must be able to: recognise workstation items in need of adjustment recognise the symptoms of a poorly adjusted workstation set up a safe workstation use energy and resource conservation techniques. 1 st edition version: 1 BSBITU202 Create and use spreadsheets Page 2 of 59 Innovation and Business Industry Skills Council Ltd
Participant Workbook Section 1 Work Safely Set up your workstation When you work in an office your desk is your workstation. Your workstation must be made comfortable for you to work safely and effectively. Like the driver s seat in a car or truck, the workstation needs to be designed to assist you to achieve the following: work safely prevent injuries caused from poorly designed or adjusted workstation components work efficiently organise the workstation to enhance efficiency and make work less stressful work sustainably use sustainable practices to help reduce the cost of doing business and contribute to environmental sustainability. Workstation safety Health issues associated with workstations are usually attributed to poorly designed equipment or poorly adjusted equipment. Injuries can occur to: fingers upper arms and shoulders wrists elbows eyes neck back. Injuries can include eye strain, headaches and vision impairment, swelling of the tendons at the joints (tendonitis), swelling of the tendons and ligaments in the wrists (carpel tunnel syndrome), and pain in the lower back or neck. Most of these health issues can be prevented or reduced with good workstation design and adjustment. The following table summarises some of the key health issues associated with poorly designed workstations and how to prevent them. Health issue Some common causes How to prevent the issue Eye strain or headaches Poorly adjusted computer screen settings Screen too far or too close to the face Adjust the clarity, brightness and contrast of your monitor to suit your vision Adjust the position of the screen for best viewing Back pain, leg pain Poor seat design and incorrectly adjusted seat Lifting heavy objects Adjust the height, backrest and tilt of the seat Consider the use of a footrest Use correct lifting techniques BSBITU202 Create and use spreadsheets 1 st edition version: 1 Innovation and Business Industry Skills Council Ltd Page 3 of 59
Section 1 Work Safely Participant Workbook Health issue Some common causes How to prevent the issue Neck pain Monitor height Adjust monitor and or seat Constant movement of head while typing Develop touch typing skills to reduce head movement Strain injuries such as pain in the lower arms and fingers, or neck and upper shoulder pain Incorrect keyboard or mouse Desk too high or too low Learning activity: Healthy exercises Constant twisting and movement of the head while typing Typing skills not conducive to best practice Improper location of tools and equipment used during the day Height of monitor not correct Use an ergonomically designed keyboard and mouse Adjust the position and tilt of the keyboard Use keyboard and mouse rests Use document holders Learn better typing skills Set up desk correctly into zones Adjust the monitor stand, desk height or seat to correct the position Choose a health issue that you have experienced when seated for long periods of time (such as at work, or on a long car or plane trip). Search online for some exercises that you can do easily at work and will help to prevent this health issue. Good typing skills While it might not seem like an important factor for your health, developing good typing skills will also help to improve performance and reduce fatigue, stress and pain in your neck. If you are not using touch typing skills, you need to look down constantly at your hands and keyboard to see which keys you are pressing. Then you need to look up at the screen regularly to check that what you are typing is correct. This means you are constantly raising and lowering your head throughout the day, causing stress and strain on the lower neck and upper shoulder areas. This can cause pain at the joints and often also causes headaches. By developing touch typing skills, this repetitive movement will be reduced and the resulting injury prevented. 1 st edition version: 1 BSBITU202 Create and use spreadsheets Page 4 of 59 Innovation and Business Industry Skills Council Ltd