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CAS 133
Beginning Computers / Microsoft Office

 

• Syllabus
• Assignments
• Current Schedule
• Course Files
• Useful Tips
• CAS Forum
• About Software
• Accounting Format
• Fill Handle
• Helpful Links

The following helpful tips are included on this page:

1. Information about the software we are going to be using in the course.

2. Accounting Format (for Excel).

3. Fill Handle (for Excel).

4. Helpful links to other Web resources.

 

About the Software

In this course, we will be using the following software:

• Windows Vista
• Internet Explorer 5.0 or higher version
• Word 2007
• PowerPoint 2007
• Excel 2007
• Access 2007

These programs are currently installed on PCC computers in the computer labs, classroom labs, and libraries at most campuses and the technology fee that you paid covers your use of this equipment.

Compatibility with Other Operating Systems:

• Windows Vista comes in several slightly different version, such as Business, Ultra, Enterprise, etc. All of these are compatible with the instructions in the textbook.
• Recent, earlier versions of Windows, such as XP, 2000 and ME are not recommended for use with the textbook, although some students may be able to use these successfully.
• Other earlier versions of Windows, such as 98, 95, 3.1, NT, etc. will NOT work with this textbook.
• Other operating systems such as Linux, Unix, and MacOS will NOT work with this textbook.

Compatibility with Other Applications:

• The Microsoft Office includes Word, PowerPoint, Excel and Access among other programs. Microsoft Office 2007 is radically different than earlier versions of Office, even the most recent, Office 2003 and Office XP (2002). Recent, earlier versions of Office are not recommended for use with the textbook.
• Very early versions of Office, such as 2000, 97, etc. and all Macintosh versions of Office will NOT work with this textbook or course.
• Other application bundles such as OpenOffice, Microsoft Works, IBM's Lotus Symphony, etc. will NOT work with this textbook or course.

The instructor will not accept files that were created in application programs other than the original Microsoft Word, PowerPoint, Excel, and Access.

 

Accounting Format

This issue relates to the Excel program.

There are agreed upon standards for how to display accounting and other financial data which have been spelled out in, among other places, the Generally Accepted Accounting Principles (GAAP) guidelines which are used by all certified accountants and most budget managers and bookkeepers in North America. Data that is in the proper look is said to be in "accounting format." Excel includes formatting tools that make it very easy to put tables of financial data into accounting format.

Among the rules to follow:

1. Only the top row of monetary numbers should be formatted with dollar signs. The rows below that should not include a dollar sign.
2. If the table of monetary numbers is totalled at the bottom, then those should be formatted with dollar signs also.
3. The dollar sign that is used should typically be a hanging dollar sign as opposed to a floating dollar sign.
4. All columns of numbers should have the same number of decimal places, and typically all the numerical data in a table should have the same number of decimal places, although there are exceptions, especially when non-monetary numbers are mixed with monetary numbers.
5. Column labels (the labels that go across a row at the top of a table) should have a single line border underneath them separating the labels from the first row of numbers.
6. Row labels (the labels that go down a column, typically Column A) should be on the left hand side of a table and usually never have a border.
7. The total row, if included in the table, will have a single line border on top, and a double line border below. This helps the total stand out from the rest of the numbers, and indicates at a glance that this row of numbers is a sum of the others.

The following is an example of proper accounting format with a standard, basic sales table with monetary numbers and a total row:

Although it doesn't always work out, it tends to be best to make dates, months, and other time periods the column labels. The row labels are typically items, names, and other units that are measured.

The following is an example of proper accounting format with a standard, basic inventory table with a both monetary and non-monetary numbers and no total row:

Adding colors to the mix makes things more complicated, but a simple rule to follow is make it consistent, and make it readable.

 

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Fill Handle

This issue relates to the Excel program.

The fill handle is that small square in the bottom right-hand corner of any selected cell(s).

It's probably the single most powerful tool in Excel because it can do three useful and time-saving things. With the fill handle, you can:

1. copy the text or numeric contents of a cell to an adjacent cell or multiple adjacent cells.
2. continue a series of data, such as a series of numbers, the months of the year, or the days of the week, etc.
3. copy formulas relative or absolute from their original location to any adjacent cells.

If you'd like to practice using the fill handle, there is a brief exercise in the textbook on page EX 231, Instructions Part 2.

 

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Helpful Links and Other Resources

When purchasing the Microsoft Office 2007 software, be sure to look around for special offers. Also, be sure to utilize your student discount. The educational version of the software is exactly like the regular version, but at a substantial discount for students and teachers.

More links will be added to this section as they become relevant to the students in the course.

 

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Greg Kerr

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