3Subject Area Code Chapter 1 Time AllocationSubject Area Microsoft WindowsInstructional Hours (hr) Assessment Methods Lecture 2.5 Written Practical/Exercise Oral Self Learning 1.0 Practical Total 3.5 Total

Main Element/Specific Learning

Objective

Reference Time Allocation

Teaching Method Notes

STCW Elements

of Competenc

e

Teaching Aids

Resource Materials From To Time

(hr)

Preliminaries

1.1 Microsoft Windows A1, A3 www.google.com

8:3011:00

11:0012:00

2.5 1.0

LectureSelf-

learning

.1

Discuss the Operating Systems

Microsoft Windows is a family of operating systems for desktop computers, workstations and network servers. It dominates the personal computer world, running, by some estimates, on 90% of all personal computers. Windows provides a graphical user interface (GUI), virtual memory management, multitasking, and support for many peripheral devices.

Microsoft Corporation is continuously developing this operating system. Through the years, the company has released different versions of Windows. Its standard interface has improved a lot so users today will find the latest versions easier to use than any of its previous releases.

.2

Discuss the different Microsoft Versions

The following figures show the different versions of Windows.

The first version of Microsoft Windows, version 1.0, was released in November 1985, followed by succeeding versions until 1995, with the Windows NT 3.51 (New Technology). In August 1995, a new, major, consumer version that made further changes to the user interface was released, the Windows 95. This would be followed by Windows 96, 98, 98 SE, Windows 2000 ME, Windows XP (2001), Windows XP Professional (2005), Windows Vista (2007), Windows Server 2008 NT. All these versions and revisions focused on being more user-friendly, consumer-oriented with high technical changes and security

improved features.

1.2 Computer Parts and Accessories

.1

Identify computer system hardware unit and its accessories

A computer system normally consists of the following hardware units: (Picture shown)CPU housing unit – It includes all other components inside the casing (hard disk, memory, power supply, floppy disk drive, CD drive, etc.)Monitor – output deviceKeyboard – input deviceMouse – input deviceAVR – auto-voltage regulator, it can be replaced by a surge protector or UPS (Uninterrupted Power Supply)

Turning ON and OFF:You should follow these steps when TURNING ON the computer.

1. Connect the AVR power cord to the wall outlet.

2. Switch on AVR. Looking on the switch markings, the unit is turned on if label 1 is pressed, and it is switched off if label 0 is pressed. AVRs are usually mounted with LED, and if this LED is turned on, the AVR is switched on.

3. Connect the power cord from the CPU housing unit to the correct outlet on AVR. Usually, computers are rated 220V.

4. On the front panel of the CPU housing unit, press the power button. This is usually the biggest button.

5. If the monitor is turned off, press its power button also. This button is usually located on the bottom-right corner of the monitor.

At this point you will see sequence of displays on screen. Wait for a couple of seconds or minutes until a graphical interface appear

TURNING OFF:1. Close all windows. Do this by clicking of the X button (top-right side of each window).2. Click on Start>Turn Off>Turn Off

Note: For Windows XP, you can also turn off the computer by simply pressing the power button for 3-

seconds.

Screen Elements:The figure below shows the desktop upon successful login. The entire rectangular area is called desktop. On top of it is the wallpaper or background. Wallpaper is basically any picture which the user can select from pre-defined choices or any customized image file. Scattered on the desktop are icons/shortcuts. Programs can easily be launched by simply doing a double-click on the corresponding icon or shortcut. Start button is the gateway to any procedure, be it opening a program, turning off, or searching for a file. Taskbar lists down any program that is actively running. System tray contains the clock and any other program that are running in the background.

Mouse Operation: You can select an object or activate a button using the mouse. Mouse is an input device which can control the movement of pointer or cursor onscreen. Cursor is a visually distinct mark on a display indicating where newly typed text will be inserted. The cursor moves as text is typed.

The following basic mouse operations should be learned before you can efficiently use Windows.

A. Point - move the mouse so that the pointer or cursor will also point to a particular object onscreen. B. Click - Single click on the left buttonC. Right click - Single click on the right buttonD. Double click –Two instantaneous clicks on the left buttonE. Drag and Drop – Hold the left button while the entire mouse is being moved. When the pointer or cursor is already on the prescribed location, release the button.

Customizing Desktop: One good thing about Windows is the users’ capability to customize its appearance, wallpaper, screensaver and other settings. To start with, you can customize desktop’s background or wallpaper. Windows XP contains a selection of backgrounds to choose from. You can also import image files from a digital camera or copy from other sources and save

it to the local disk. These images can be set as desktop wallpaper. Following are simple steps to give your desktop a fresh look:

Display Properties Overview:Use Display in Control Panel to select a desktop theme, customize your desktop, and modify display settings.

Select a theme to define the overall appearance of your desktop. A theme determines your background, screen saver, Window fonts, colors and three-dimensional effects in windows and dialog boxes, the look of icons and mouse pointers, and sounds. You can customize a theme by changing individual elements.

You can customize your desktop in other ways as well, such as adding Web content to your background or selecting icons that you want to display on the desktop.

You can also specify color settings, change your screen resolution, and set the refresh rate for your monitor. If you are using multiple monitors, you can specify individual settings for each.

Shown in the figure above is the desktop. To access Display Properties window, right click on any free area on the desktop, the click Properties.

Background or Wallpaper:1. Click Start, and then click Control Panel.2. Click Appearance and Themes Note: If your Control Panel is switched to classic view, Click on Display. 3. Under Pick a task, click Change the desktop Background Note: To shorten the first three steps, you may simply right-click on any free area on the desktop, then click Properties. 4. On the Desktop tab, do one or more of the following:

In the Color box, select a color In the Background list, click a background

picture. In the Position list, click Center, Tile, or Stretch to define how your picture will be displayed.

Click Browse to search for a background

picture in other folders or on other drives. You can use files with the following extension: .bmp, .gif, .jpg, .dib, .png, or .htm. In the Position list, click Center, Tile or Stretch to define how your picture will be displayed, and then click OK or Apply.

If you want to use a picture from a Web site, on the site, right-click the image, and then click Set as Desktop Background.

To see a colored background you must select none from the Background dropdown menu. Also, if choose an .htm document as your background picture the Position options are unavailable; instead, the .htm document automatically stretches to fill the entire background.

Screen Saver

Screen savers do not really save your PC’s power consumption. Their use is just to have dynamic display on your monitor when your computer is idle. Windows XP contains a large selection of screen savers. Aside from these pre-installed selections, you can also download from the internet or create your own screensaver using available software tools.

Choose a screen saver 1. Click Start, and then click Control Panel.2. Click Appearance and Themes Note: If your control Panel is switched to Classic View, Click on Display.3. Under Pick a task, click Choose Screen saver. Note: To shorten the first two steps, you may simply right-click on any free area on the desktop, then click Properties.4. On the Screen Saver tab, in the Screen Saver list, click the screen saver you want.5. Click Preview to view the Screen saver for a few seconds (move your mouse or press any key to end the preview), and then click Settings to customize its behavior.6. When you are satisfied with your choice, click OK.

If you want a screen saver with extra personality, choose My Pictures Slideshow from the drop-down menu, and then click Settings to add saved photos from your local disk.

Theme

It is also easy to change the look of other desktop elements such as text boxes, title bars, and selected items. Windows XP contains a range of color-coordinated themes. You may also choose to customize each element individually.

Select a theme1. Click Start, and then click Control Panel.2. Click Appearance and Themes.

Note: If your Control Panel is switched to classic view, click on Display.

3. Under Pick a task, click Change the desktop Background to go to the Display Properties Dialog box. Note: To shorten the first three steps, you may simply right-click on any free area on the desktop then click Properties. 4. On the Themes tab, in the Theme list, click the Theme you want, and then click OK. To change desktop elements individually, go to The Display Properties dialog box as described above. Then:

1. On the Appearance tab, choose elements toCustomize from the drop-down menus and modify them by clicking the Effects button to open windows containing further instructions.

2. When you are satisfied, click OK.

Screen Resolution Settings

Screen resolution settings determine the amount of information your monitor displays. At low settings, screen contents appear as if viewed through a close-up camera lens- you see a relatively small amount of information (only part of a spreadsheet or Web page, for resolution settings provide a bird’s eye view- more information is visible but the items on the screen appear smaller. In Windows XP, changing screen resolution settings to suit your preferences is

easy.

Change screen resolution1. Click Start, and then click Control Panel.2. Click Appearance and themes3. Under pick a task, click change the screen resolution. Note: To shorten the first three steps, you may simply right-click on any free area on the desktop, then click Properties. Note: If your Control Panel is switched to classic view, click on Display.4.On the Settings tab, under Screen resolution, drag the the slider to the resolution you want, and then click Apply.

Note: Make sure that your monitor is capable of displaying the resolution. Most low-end CRT monitors only display up to 1024 X 768, and settings your resolution higher than this can cause trouble.

Sound

The customizing features of Windows XP offer more than just visual tweaks. You can also add sound effects to orchestrate any move, from opening and closing folders to emptying the recycle Bin. Sound effects are a perfect complement to any customized desktop and a great way to express your personality. Follow the following steps to add sound effects:

1. Click Start, and then click Control Panel2. Click Sounds, Speech, and Audio

Devices3. Under Pick a task, click Change the Sound

Scheme4. On the Sounds tab, under Program

events, click the event to which you want to apply sound.

5. In the Sounds list, click the sound you want to link the event.

6. To hear the sound, click the play button to the right of the Sounds list. If you are satisified with your choice, click OK.

Repeat steps 4 and 5 until you have linked sounds to as many program events as you want.

7. To save your settings into a personalized sound scheme, click Save As. Type a name for the sound scheme, and then click OK.

8. Click OK to complete the procedure and save your sound scheme.

While Windows XP contains many sound effects to choose from, you can create your own by copying them from other sources, such as CDs or the Internet, and storing them on your hard drive.

Taskbar

If your taskbar is taking up too much room, You can move it to any convenient location- simply drag it to the sides, top or bottom of your screen! You might need to unlock the taskbar first. To do this, right-click any open area on the Taskbar, then click Lock the Taskbar to clear the check mark.

Desktop Icon

To add a desktop Icon1. Right-click the desktop, point to New, and

then click Shortcut.2. In Type the location of the item, type the

path and name of the file or program you want to add as an icon, or click Browse to look for the file name, and then click Next.

3. Type the name that you want to appear under the icon, and then click Finish.

NotesProgram files normally use the extension .exe or .dll. Windows programs, such as Notepad (notepad.exe), are normally found in the windows folder, while other programs are often located in the Program Files folder on your computer.If they are not already present on your desktop, you can add icons for My Computer, My Documents, My Network Places, and Internet Explorer from the Display Properties dialog box. Open display, and then on the Desktop tab, click Customize Desktop to add those icons.

To open display, click Start, click Control Panel, and then double-click Display.

To rename a desktop icon1. Right-click the desktop icon that you want to rename2. Click Rename

3. Type the name that you want to appear under the icon.

Notes:You can use letters, numbers, spaces, and some punctuation marks in desktop icon names. You cannot use these characters in icon names: \ : / * ? > <

You can use also rename an icon by slowly clicking the name twice and then type the new name.

To put a shortcut on the desktop1. Open My computer2. Double-click a drive or folder3. Click the item you want, such as a file,

program, folder, printer, or computer.4. Right-click on the item, then click Send

to>Desktop (Create a Shortcut).5. Resize the window so you can see the

desktop.

Notes To open My Computer, click Start, and then

clickMy Computer

You can also drag an item to the desktop with the right mouse button, and then click Create shortcut(s) Here.

To change the shortcut’s properties, right-click the shortcut, and then click Properties.

When you delete a shortcut to an item, the original item is not deleted. It still exists on your computer in its original location.

1.3 Working with Windows and Programs

.1

Discuss the operation of various programs; working with Windows

There are several methods of opening programs in Windows. Two of the most basic ways of doing this are shown below:

Method 1: Using Start Button

1. Click on Start > All Programs2. On the list, click on the program you want

to open. (for example, Microsoft Excel)

Method 2: Using Desktop icons/shortcuts

This method is more efficient to use because it requires a single step. If the program has an icon or shortcut on the desktop, simply point to the icon/shortcut, then double-click it.

Windows

Window is a portion of the screen where programs and processes can be run. You can open several windows at the same time. For example, you can open your e-mail in one window, work on your victualling reports in a spreadsheet in another and download pictures from your digital camera in another window. Windows can be closed, resized, moved, minimized to a button on the taskbar, or maximized to take up the whole screen.

To minimize or maximize a window or restore it to its previous size

Click the appropriate button in the upper-right corner of the window:

Click to minimize the window to a taskbar button. To restore the minimized window to its previous size, click its taskbar button.

Click to maximize the window so it covers the full screen

After maximizing a window, click to restore the window to its previous size.

You can also double-click the window’s title bar to maximize it or restore it to its previous size.

.2

Discuss the Windows Explorer; managing Folders and Files

Windows Explorer

Windows Explorer displays the hierarchical structure of files, folders, and drives on your computer. It also shows any network drives that have been mapped to drive letters on your computer.

Using Windows Explorer, you can copy, move, rename, and search for files and folders. For example, you can open a folder that contains a file you want to copy or move, and then drag the file to another folder or another drive.

There are other places in Windows where you can view and work with files and folders. You can view

My Network Places, which lists other computers that are connected to your local area network (LAN). My Documents is a convenient place to store documents, graphics, or other files you want to access quickly. When you delete files or folders from your hard disk, Windows places them in the Recycle Bin, where you can retrieve them until you empty the Recycle Bin. Files or folders deleted from a floppy disk or a network drive are permanently deleted and are not sent to Recycle Bin.

To open Windows Explorer

Click Start, point to All Programs, point to Accessories, and then click Windows Explorer or

If available, double click the shortcut for Windows Explorer on the desktop.

Simple Folder View

To display simple folder view in the Windows Explorer Folders list

1. Open Folder Options in Control Panel2. Click Start, and then click Control Panel3. Double-click Folder Options4. On the View tab, select the Display simple

folder view in Explorer’s Folders list check box.

Notes: Simple folder view displays all the folder

contents and the subfolders within that folder. When you click a folder, all other folders are automatically closed.

To display multiple open folders, click the plus or minus sign next to the folder instead of clicking the folder itself.

Computers store any type of files in electronic format. Files are organized in a hierarchical manner, with the desktop as its root storage. Under My Computer, there are local hard rives, floppy drive, CD Drive, and any other removable storage media. In a particular drive, there are folders which contain either sub-folders or any type of files.

Search for files and folders

Windows offers a number of ways to find files and folders.

Search Companion offers the most direct way to locate a file. Use Search Companion if you are

looking for common file types, if you remember all or part of the name of the file or folder you want to find, or if you know when you last changed a file. If you only know part of the name, you can use wildcard characters to locate all files or folders that include that part in the name. For example,*letter*, will find Holiday letter.doc, Special letter.doc and Special letter.txt.

Windows Explorer provides a quick way to see all the files and folders on your computer, and it is also a good way to copy or move files from one folder to another. Use Windows Explorer if you know where the file or folder is located.

My Computer provides a simpler view of the folders on your computer. Use My Computer if you want to work with a number of files in one folder, or if you want to reorganize the contents of a folder by creating new subfolders or renaming subfolders.

My Network Places provides a view of all the shared computers, files and folders, printers and other resources on the network to which your computer is connected. My Network Places presents a view of the network similar to the view of your computer presented by Windows Explorer. Use my network Places when you want to see all the resources available on the network, when you know where the resource you want is located, or when you want to copy files and folders from one network location to another.

The Map Network Drive command lets you display a network resource in My Computer or Windows Explorer, which makes your network resources easier to find. Use Map Network Drive for network resources you use frequently or when you know the exact network path and name of the resource you want to connect to.

Create a new Folder and File

Open Windows Explorer and do the following steps:

1. In the left pane, click on the folder where you want to create a new file.

2. Click on the menu File > New > (file type)

Shown in the example is Microsoft Excel worksheet3. Type the name of the new file. This is

shown on right pane.

4. Press Enter keyProcedures for creating folder are also similar to the given steps. You just need to modify step 2. Click on File > New > Folder instead.

Copy a file or Folder

1. Open Windows Explorer2. Expand the list on the left pane by clicking

on the + or – signs. On the right pane, click the file or folder you want to copy.

3. In the standard toolbar, click Copy. Is also possible to click on the menu Edit>Copy).

4. In the left pane, click on the destination folder, then click paste.

Notes:To open My Documents, click Start, and then click My Documents. You can copy more than one file or folder at a time. To select consecutive files or folders, click the first item, press and hold down SHIFT, and then click the last item. To select nonconsecutive files or folders, press and hold down CTRL, and then click each item.

Move a File or Folder

1. Open Windows Explorer 2. Expand the list on the left pane by clicking

on the + or – signs. On the right pane, click the file or folder you want to copy.

3. In the standard toolbar, click on the button Cut.

4. In the left pane, click on the destination folder, then click Paste.

NotesTo open My Documents, click start, and then click My Documents. To select a consecutive group of files, click the first file, press and hold down SHIFT, and then click the last file. To select files or folders in nonconsecutive order press and hold down CTRL, and then click the items you want.You can also move a file or folder by dragging it to the desired location. For more information, click Related Topics.

To Move Files or Folders by Dragging

1. Open Windows Explorer2. Find the file or folder you want to move.3. Make sure the destination for the file or

folder you want to move is visible. For example, if you are moving a file from the My Documents folder to the desktop, you might need to resize windows Explorer so the desktop is visible.

4. Drag the file or folder to the destination.

Notes To open Windows Explorer, click Start, point

to All Programs, point to Accessories, and then click Windows Explorer.

If you drag an item while pressing the right mouse button, you can move, copy or create a shortcut to the file in its new location.

To copy the item instead of moving it, press and hold down CTRL while dragging.

If you drag an item to another disk, it is copied, not moved. To move the item, press and hold down SHIFT while dragging.

Dragging a program to a new location creates a shortcut to that program. To move a program, right click and then drag the program to the new location. You must be logged on as an administrator to move a program.

Subject Area Code Chapter 2 Time AllocationSubject Area Microsoft ExcelInstructional Hours (hr) Assessment Methods Lecture 2.0 Written Practical 1.5 Oral

Self Learning 1.0 Practical Total 4.5 Total

Main Element/Specific Learning Objective

Reference Time AllocationTeachin

g Method

NotesSTCW Elements of Competence

Teaching Aids

Resource

Materials

From ToTime

(hr)

2.1 Parts of Microsoft Excel A1, A3 www.goo

gle.com

1:003:004:00

3:004:005:30

2.01.01.5

LectureSelf-Learn

Exercises.1

Discuss the Introduction to Microsoft Excel

Introduction

Microsoft Excel is part of the Microsoft Office suite which allows you to create computerized versions of paper ledgers containing data and corresponding calculations. It serves as a tool to perform a number of tasks onboard, including stocks inventory, stability and trim calculations and even requisitions. Microsoft Excel, together with Microsoft Word is among the essential programs that must be learned by ship personnel in order to facilitate easier execution of selected vessel tasks.

Versions of MS Office installed on every computer may vary. However, these variations are negligible when talking about applicability of different techniques discussed in this manual. As seafarers, your learning requirements regarding these topics are mostly basic in nature and therefore, all required tools are almost available in any version of the program.

Basic knowledge of Windows is required before you proceed with succeeding discussions. To better equip you with relevant illustrative examples, actual screenshots are made available. These screenshots are based on Windows XP platform and Microsoft Office XP. Windows XP and Office XP were chosen because most computers today are installed with such versions. In case your computer does not have exactly the same program version, you just need to adjust some steps which will become very obvious in actual practice.

Opening MS Excel

MS Excel can be launched using several methods. The following are some of the common ways to open the program:

Click Start > All Programs > Microsoft Excel

Or Double-click on the MS Excel

shortcut on your desktop

By default, the blank file that will be opened is named Book 1, until you save it with a different name.

.2

Define the basic terms of an Excel file Title Bar - it displays the name of the application, in this case Microsoft Excel.Menu Bar – main level commands; corresponding pull-down sub-menu is displayed once a button is clicked.Standard Toolbar – composed of graphic icon buttons; quick way to perform an action instead of using the menus. Examples are: creating a new file (New), saving the current file (Save) and printing the current file (Print).Formatting Toolbar – most commonly used commands for formatting are included here. It includes: Font type and size, alignment, fill and font colors.Caption Buttons – It is composed of buttons for maximizing, minimizing, restoring and closing the window.Formula Bar – displays information entered or about to be entered in a cell. The Name box on the other hand gives the address location of that cell.Column – vertical partitions labeled by letters.Row – horizontal divisions labeled by numbersCell – it is the basic unit of a spreadsheet; area intersected by a column and a row.Block – it is a group of adjacent cells.Worksheet – composed of grid matrix of cells where spreadsheets data are entered.Status Bar – it displays information on the current state of the program.Vertical Scrollbar – tool for upwards or downwards movement onscreen; used to view the hidden portion of current file.

Horizontal scrollbar – tool to move to the left or right onscreen; also used to view the hidden portion of current file.

Workbook – MS Excel file, it can contain more than one worksheet.Sheet tabs – composed of three worksheets by default; can be renamed, deleted or copied.

2.2

Workbooks

.1

Demonstrate the various elements on a workbook

An Excel file is technically called a workbook. Each workbook can hold several worksheets. Initially, a new workbook will contain three worksheets named sheet 1, sheet2, and sheet 3. A worksheet is a grid of columns and rows. Columns are vertical divisions labeled by letters, while rows are horizontal partitions designated by numbers. The intersection of a column and a row is called cell. Each cell can be identified by its cell address, which contains the column label followed by row label. A group of cells is called a block.

.2

Discuss the commonly used shortcut keys

It is possible that instead of using the menu through mouse points and clicks, you can use the following shortcut keys. This is especially helpful if you find it irritable and tiring to toggle between keyboard and mouse while using the program. You just need to find the underlined letter in the menu label. Pressing Control Key and the underlined letter simultaneously results in the same output as using mouse click operation on the menu.

As an example, if you want to create a new MS Excel file, you may click File > New (on the main menu). To save time, however, you may simply Press Ctrl Key and O simultaneously, resulting into the same execution of current task, which is to create a new MS Excel file.

Ctrl + N = New fileCtrl + O = Open an existing fileCtrl + S = Save current fileCtrl + P = Print current fileCtrl + V = Snap preview before actual printingCtrl + X = Cut selected elementCtrl + C = Copy selected element to the clipboardCtrl + V = Paste the element to specified location/positionCtrl +Z = Disregard the last action doneCtrl + Y = Disregard the last undo

2. Data Entry

3

.1 Discuss the cell selection methods

Make sure that the proper cell is selected before you input anything. This is the most common error committed and therefore, it is emphasized here.

The active cell can be uniquely identified by its dark border. Its location address can be seen in the name box, just beside the formula box. You can move from one cell to another using mouse clicks, arrow keys and PageUp/PageDown keys on the keyboard. There are shortcut keys available to facilitate easier navigation within the entire worksheet.

Data entry is basically composed of three steps:

1. Select or highlight the correct cell2. Input your data3. Press enter. (or arrow keys if you want

to proceed to the next cell except at the bottom).

Selecting Cells

As stated above, selecting cells can be done using any of the following methods:

Mouse click - simply use your mouse, point to the correct cell then clickArrow keys – press arrow up, down, left or right depending on which direction with respect to the current active cell you want to goPage up/page down – press page up to move Upwards, or page down to move downwardsHome – moves to the first column on the selected rowCtrl+Home – moves to cell A1 (topmost left cell)End+Home – moves to the last cell in the worksheetTab – moves to the right cellEnter – moves to the cell below the current active cell

.2

Discuss the modification of files Data Input

In step 2, simply use your keyboard and key-in the necessary data for the selected cell. Use the numeric keypad if you are going to input numbers. Take note that while you are typing, entered data becomes visible also in the formula bar as shown in the right figure.

Adjusting Column Width

At this stage, you may want to adjust the column width in case data is too long and does not fit well with the default size. To adjust column width, do the following:

1. Point to the partition between two column labels

2. Drag your mouse to either left or right direction, depending on your data space requirements.

Note that the column width on the left will be adjusted, not the right column.

Adjusting Row Height

Adjusting row height is similar to the above steps but this time, you should point to the partition between two rows instead. Height of the row above the selected partition will be adjusted, either higher or lower depending on dragging direction that you will execute.

Editing

After you have entered data, it may be necessary to modify some erroneous inputs or completely delete the entire cell content. Following discussions demonstrate some techniques in editing.

Example 1: Cell C5 contains completely erroneous data.To correct this, simply click on the cell and directly type the new data. Previous content will be overwritten.

Example 2: Cell C5 contains misspelled data.

To correct this, double-click on the cell and move the blinking cursor near the character you want to modify. You can move the cursor using mouse click or left and right arrow keys.

It is also possible to click on the cell, then click on formula bar and do the modification there.

Take note that if you want to delete a character to the left of the blinking cursor, press Backspace key. If you are going to delete the character to the right press Delete key.

.3

Identify formatting labels and discusscommon formatting tasks Formatting

This manual recommends you to input everything first, then formatting cells and its data contents will follow. Some of the common formatting tasks include changing the font type and size, fixing the number of decimal values, appending the currency symbol for computed amounts, and adding borders.

Strictly follow the following 2 basic steps in formatting:

1. Highlight the cell or block you want to format

2. a. Click on the formatting button (if it is available in the formatting toolbar); orb. Click Format> Cells

Formatting toolbar includes the most commonly used buttons. This toolbar should be made visible at all times because it is easier to use compared to the menu Format > Cells which requires you to do several mouse clicks. If the formatting toolbar is invisible, do the following:

Click on View > Toolbars > Formatting

A check mark should appear once the menu is clicked. Formatting toolbar should now become visible.

Shown below is the formatting toolbar the corresponding labels to commonly used buttons.

Font Type – by default, font type is set to Arial. You may change this type by clicking on the arrow down (or itself), and other available fonts will show up. As a rule of thumb, choose font types that are readable.

Font size – default settings is at 10pt. You

may adjust this to any of pre-set values, although you may input manually any value between 1 and 409.

Attributes – Bold-increase in font thickness, this is primarily used if you want to give emphasis on a certain data; also used for table and column headings. Italic-font is bent to the right; another way of differentiating a data from the rest. Underline-data has a line under it; for emphasis or just pure style.

Alignment – Align Left; Centered; Align Right; JustifiedMerge and Center – Two or more cells are combined; contained data is aligned to center.

Border – Initially, your worksheet does not have any border, gridlines that you see are just there as guides. You can use this button to choose the border setting for selected cells. You can also customize your own border by using the draw borders button.

Fill Color- Click on the small arrow and choose the background color of selected cells. The last selected color appears on the button.

Font Color – Click on the small arrow and choose the font color of selected cells. The last selected color appears on the button.

Format > Cells Menu

In case the formatting button is not available in the formatting toolbar, you can access the menu Format>Cells. You can also opt to simply right click on the selected (highlighted) cells, then click on Format>Cells.

As shown in the succeeding pages, Format Cells window will show up onscreen once the menu Format>Cells is clicked. You have the option to select any of the following menu tabs: Number, Alignment, Font, Border, Patterns, and Protection. Patterns and protection tabs will not be covered in the following discussions.

Number Tab

Data type can be set here. Option General should be selected if the highlighted cell/s contain/s both text and numbers.

Alignment Tab

These options allow you to change the position and alignment of data within the selected cells.

Vertical text alignment is not available on the formatting toolbar and therefore, you can configure this setting here. Click on the selection field and choose the setting you want.

Font Tab

All font attributes, including font face, style, size, color and effects are available here.

Border Tab

It allows you to add borders, including a variety of border line styles and color.

Subject Area Code Chapter 3 Time Allocation

Subject Area Victualling Cost AnalysisInstructional Hours (hr) Assessment Methods Lecture 1.5 Written Practical 1.5 Oral Self Learning 1.0 Practical Total 4.0 Total

Main Element/Specific Learning Objective

Reference Time Allocation

Teaching

MethodNotes

STCW Elements

of Competenc

e

Teaching Aids

Resource Materials

From To

Time

(hr)

3.1 Formula and Functions A1, A3 www.google.com

8:3010:0011:00

10:00

11:00

12:30

1.51.01.5

LectureSelf-Learn

Exercises

.1

Discuss the basic Formulas and

In MS Excel, you will not need a calculator to compute for any variables as may be required. For example, adding the total quantities per item entered in an inventory can be automated using formula or function.

Formula or function always starts with the equal sign =. It also includes the addresses of cells whose values will be manipulated with appropriate operands placed in between.

The following are some of the basic formula:

Operation Formula Example

Addition =Cell1+Cell2 =A5+B5

Functions Subtraction =Cell1-Cell2 =A5-B5Multiplication =Cell1*Cell2 =A5*B5Division =Cell1/Cell2 =A5/B5Average =Cell1+Cell2+Cell3/3 =(A5+A6+A7)/3Complex =Cell+(Cell2*Cell3)/(Cell4-Cell1) =A5+(B5*A12)/(F45-D3)

To implement the use of basic Excel formula, you just need to select first the correct cell where you want to input the formula. Type the equal sign = followed by the required expression. After this, press Enter key. Take note that incorrect inputs in the formula will result to erroneous output.

It is also possible that after typing the equal sign =, just point and click the cell you want to include. You just need to use the keyboard to input the operators +-*/ or ().

Functions are more efficient than formula in performing some mathematical operations. If you want to add all values of 100 items in an inventory, then using the formula =Cell1+Cell2+Cell3+Cell4+…+Cell100 is tedious. A more practical way to do this is using the SUM function, and you will only need to type =SUM (Cell1:Cell100). In this example, Cell1 is the beginning cell while Cell100 is the ending cell. Colon : is placed in between these two cells to denote that all cell between Cell 1 and Cell 100 should be included in the summation.

Following are some basic functions and their use:

(Table)

In some cases, you may also need to combine these basic formulas and functions to fulfill the required computations. In these cases, you may need to include parentheses () to group an expression. Every opening parentheses ‘(‘ requires a paired closing parentheses ‘)’. Following are some of the possible complex formulas and functions:

Example 1: =((D5+E7)/F30)+SUM(A1:A10)The sum of D5 and E7 will be divided by F30. Resulting value will be added to the summation of all cells from A1 up to A10.

Example 2: =(AVERAGE(F3:J3)*4.50)/a1The average value of cells F3,G3,H3,I3 and J3 will be multiplied by 4.5. Its result will then be divided by A1.

Example 3: =ROUND(AVERAGE(R10:R20),0)It will compute for the average of all values from R10 to R20. The result will be rounded-off to the nearest ones (No decimal values included)

Example 4: =IF(A50<10,”NEED STOCK”,”OK”)If cell A50 is less than 10, it will output the phrase “need stock”, else, “ok” will be printed on the cell.

Example 5: =IF(F10>A10/2,”Above”,”Below”)If cell F10 is greater than A10 divided by 2, word “above” will be printed, else, output will be “below”.

.2

Discuss the opening of stocks, purchases, total stock

Normally the victualling period computation is made on a monthly basis. Copy of this report is sent to the owners at the end of each month with a copy retained onboard as file. The Chief Steward/Cook is also given a copy for his references purposes.

Opening Stock

Take stock at the commencement of the victualling period and enter quantities, prices, and values in the columns marked “Opening Stock”. These figures will be the same as the “Closing Stock” figures of the previous period.

Invoice List

For every purchases made after the date of stocktaking, obtain a copy invoice. Enter the particulars of ALL provisions invoices for stores received onboard. I f at any port of call no provisions are purchased, enter the name of the port and mark “No Purchases”.

Purchases

Enter the quantities and prices of all items purchased in the columns marked “Purchases” . You may have to convert the amount if purchased on local currency so as to reflect purchases in US dollars. The Master usually has the conversion rate prevailing in the country where the provisions was purchased in coordination with the Shipchandler who delivered the goods.

Total Stock and Closing Stock

The opening stock plus purchases for the month is your total stock. The closing stock less consumption for the month will be your closing stock. The basic formula is as follows:Opening stocks + Purchases = Total Stock – Consumption = Closing Stock.

.3

Multiple Sheets

Data from one worksheet can be linked to another worksheet. In case an inventory system based in excel is designed such that each worksheet contains data for each month, closing stock of a particular month can be automatically linked as the opening stock of the succeeding month. In this scenario, values will no longer be copied manually.

Linking data from one worksheet to another follows this format:

=’sheetname’!celladdress

This formula should be entered to the correct cell in the destination worksheet. Sheetname is the name given to the source worksheet, while cell address is the location of the data in the source worksheet. Single quotes are required if the given sheetname is composed of more than two words separated by white space/s.

Discuss the multiple sheets, absolute reference and page setup

Example: On the Feb-04 worksheet, the formula =’jan-04’!C5 was entered in cell C5.

In this example, the value in cell C5 of jan-04 worksheet will be automatically linked to cell C5 of Feb-04 worksheet.

Absolute Reference

As discussed in the previous pages, formula or function can be copied to other cells. Reference to column or row labels will automatically be adjusted once the formula is pasted. This is particularly useful if you are dealing with a table that simply operates a uniform set of data, either in the same columns or rows, with their references practically aligned with respective addresses.

In another case, it is also possible that a single cell address will be commonly used to perform a mathematical operation on several cells. For example, you will need to convert the individual purchase amount of items n local currency to US dollars. The exchange rate is placed in a single cell.

Problems will arise here when you will paste the formula to other cells. The exchange rate cell address will be adjusted resulting to errors in the outputs.

To solve this problem, you need to apply absolute referencing. In the formula, include the dollar sign $ before the column or row label, depending on which parameter you are going to fix. It means that when you paste the formula to other cell/s, the address will not change.

As an example: =D4/$F$3

D4 divided by F3. When this formula is copied to the succeeding cells below, resulting formula will become:

=D5/$F$3 =D6/$F$3 =D7/$F$3

…. =D10/$F$3Instead of these: =D5/F5 =D6/F6 =D7/F7 …. =D10/F10

Moreover, since only the row label should change as you go down, it is also correct to use this formula: =D5/F$3, wherein the $ sign is placed before the row label.

Another example shown below uses absolute reference to compute for Purchase Amount in US dollars. Exchange rate here is placed in cell B13. For the first item (Boneless Bangus), the formula for computing its US$ amount is =C5/B13

(Table)

Succeeding items will have the following formula:Tilapia =C6/B13Beef Tapa =C7/B13Sausage =C8/B13Pork Liempo =C9/B13

In practical application, you just need to input the formula for the first item (boneless bangus) and the rest will be copied. The usual approach therefore is to type =C5/B13 in cell D5, then simply copy this formula to the remaining four cells (D6,D7,D8, and D9). However, this technique poses some problems because the following formulas were pasted instead of the formula shown above:

Tilapia =C6/B14Beef Tapa =C7/B15Sausage =C8/B16Pork Liempo =C9/B17

The denominators were adjusted which result to erroneous outputs. To solve this problem, we just need to type the formula =C5/B$13 in cell D5. Copying this formula to the remaining four cells (D6,D7,D8, and D9) shows the following formula:

Tilapia =C6/B$13Beef Tapa =C7/B$13Sausage =C8/B$13Pork Liempo =C9/B$13

Page Setup

The last thing that you should do before printing the final output is to configure the proper page format, paper size, margins, and headers and footers.

Click on File > Page Setup

The window shown below will appear.

Page Tab

Orientation can either be portrait or landscape. The correct ratio button should be clicked.

3.2 Computations.1

Discuss the computation of victualling days, rate and consumption, average pricing

Feeding Days

The number of men multiplied by the number of days gives the number of “Feeding Days”. Note that one feeding day is equivalent to three meals.

Feeding days = No.of crew X No.of days

Victualling Rate

Summarize opening stock and closing stock values. Add the total value of provisions purchased to the value of opening stock. Deduct the value of the closing stock and thus arrive at the value of the provisions consumed during the period. Divide this sum by the number of feeding days and you will obtain the Victualling

Rate per Man per Day.

Consumption

The number of crew multiplied by the number of days and rate per day gives you consumption total. However if there are consumption charged to Owner’s and Charterer’s Account this will have to be added to the sum of total consumption.Consumption = No.of crew X No.of days X Rate per day

Average Pricing

To obtain the average pricing per unit of food items, get price from previous month and add the new provisions price divided by two.

Example:

Beef Tenderloin Price last month : US$ 12.00Beef Tenderloin Price this month : US$ 11.50 --------------- US$ 23.50/2Average price for this month is : US$ 11.75

.2

Discuss the Extra Meals; Captain’s Provisions Account

Extra Meals

Record extra meals served to visitors and prepare a report at the end of each month, retain a copy for your file. They maybe charged to Owner’s account or Charterer’s Account.

Captain’s Provisions Account

Normally a statement of Captain’s Provisions Account is prepared with the following entries:

Balance from previous month (Closing stock)Add : PurchasesEquals Total Provision on board

Less: Consumption during the month

No.of persons X no.of days/meal X rate per dayAdd: Extra mealsEquals Total Consumption

Total Provisions on board minus Total Consumption will be the Balance remaining on board.

3.3 Preparation of Reports

.1 Recording of condemned provisions;

damaged; and short deliveries

Condemned, damaged Provisions

If there are provisions which were condemned or thrown overboard, this must be declared as such listing the name of the food item and cost. Expired provisions may also be included in this report. This will be deducted as part of provisions report.

Damaged provisions may include those which were damaged during delivery and cannot be returned anymore to shipchandler due to lack of time.

Short deliveries

There are some instances when goods delivered were short or less as declared in the delivery report/invoice. Advise the Master as such and declare the items with the corresponding quantity and amount.

.2

Discuss month-end reports, filing system; telex/fax messages

Month-end Reports; Filing System

At the end of each month All reports must be checked and collated. If possible a separate file for Invoices, provisions delivery reports, month-end reports, extra meals, and other related reports be kept on file for easy reference.

Telex/Fax Messages

Some shipchandlers send messages to the vessel with the corresponding prices for provisions to be requisitioned. It would be best

to keep a file so as to compare who has the lowest price and possibly with good quality delivery.

.3

Discuss daily consumption record of provisions; menu card

Menu Card

Some ships require that a Menu for the Day is prepared in a Menu Card to be displayed at each table on the Officer’s Messroom. Create a file in Microsoft Word with the heading Menu for the Day and followed by the menu for Breakfast, Lunch and Dinner. You can just edit each day for the menu list you have prepared and print out copies

Daily consumption record

To monitor daily consumption of provisions used and for easy preparation of month-end reports, a daily consumption record prepared. List all the provisions received from last month and add if there any new items purchased for the current month and record iit in kilogram units from day one until the last day of the month.

Subject Area Code Chapter 4 Time AllocationSubject Area Wine Account (Slopchest)Instructional Hours (hr) Assessment Methods Lecture 1.5 Written Practical 1.5 Oral Self Learning 1.0 Practical Total 4.0 Total

Main Element/Specific Learning Objective

Reference Time AllocationTeachin

g Method

NotesSTCW Elements of Competence

Teaching Aids

Resource

Materials

From To

Time

(hr)

4.1 Procedures A1, A3, www.google.com

1:002:30

2:303:30

1.51.0

LectureSelf-learn

3:30 5:30 1.5 Exercises

.1

Discuss Start-up and execution of first time operation

Start-up

To make a new file for wine account, follow steps as discussed in MS Excel topic, i.e., creating a new workbook. Enter all the items and proceed in making the new list of opening stock with their corresponding prices. If, however, there is an existing file for this account, the previous month’s closing stock will be your opening stock for the current month.

Purchases

From the purchase invoice, convert to US dollars if purchased in the local currency. Depending on the Master, a 3-5% mark-up may be added on the individual price. This mark-up can be used as part of Crew’s Welfare Account or other purposes which the crew may plan.

.2

Discuss the documents needed in the preparation of wine/slopchest account

Crew List and Signed Off Crew

In the workbook, list down the names taken from the crew list. Be sure to make the necessary deduction for the crew scheduled to sign-off.

Price List and List of Sale to Crew

A price list may be posted on the bulletin board so the crew may be able to see list of slopchest items for sale.Average pricing is computed for same product purchased at different ports.

For example a case of Coca-cola cost us$10.00 in Singapore but costs US$15.00 in Rotterdam, so to get the average price, add the two amount divide by two will give you the average price which is US$12.50.

At the end of each month a list of sale to crew is also made out for deduction to monthly payroll.

4.2 Operation.

1

Discuss the recording of stocks; consumption and total accounts

As stated above, list of purchased items must be recorded in the corresponding column under purchases. Whatever goods taken by the crew should be entered under consumption column. The formula used is:

Opening Stock + Purchases – Consumption

= Balance or Total Accounts.

.2

Discuss the print menu

Under print menu, follow steps under the topic Page Set-up. You can however, print a copy immediately by just clicking the print icon in the menu bar.

Whatever is the balance of account should correspond to the actual balance remaining onboard. An actual check is made to confirm this from the list. Once the report is confirmed to be correct, proceed to print the file by clicking the print button. Two copies are made one for your file and the other for Master.