Procedural Guide on how to Build a Basic Spreadsheet. Free to distribute, but do not alter. Any steps omitted in this procedure, the Author may not be held liable.

1. 101 Bloggers Bookkeeping Procedural Guide on how to Build a Basic Spreadsheet. Free to distribute, but do not alter. Any step omitted in this procedure, the Author may not be held liable. Joan Stewart © http://blogbizbuzz.com - 2010

2. First step is to select a Blank Workbook, this will open up the Spreadsheets. Normally three sheets are available automatically. You can add more sheets later if needed.

3. Change default name. Do “File Save As”. When naming a file keep your extension (.xls) later version (.xlsx) in Microsoft.

4. Naming a file for the first time “Save As” is used. From here on in you just need to Save from this menu, or click on “Save” ↓ Icon. ->

5. Look at your computer mouse below. Left of the mouse is left, when referring to a ‘right click’ we refer to the right button on the mouse for right handed users. Left handed operators normally set the mouse to operate opposite to right handed operators. Right handed ←←←← Operators – “Right-Click”

6. Right click on highlighted box with “A” for drop down menu to adjust width. Or ‘’Grab’ right hand side of the box and drag to width desired. Example is ’35’ width. ↓↔

7. Repeat for Column B-C-D make the width ’12’ for numbers is average. Altering can be done on the ‘fly’ so to adjust later is not a problem.

8. Type in “12” and “OK” Go back to drop menu – Format Cells use either number or currency. I prefer Number and use Currency Symbols in my Header Description.

9. Addby typing in Titles/Headings to empty cells. Circled in blue is where to find Bold Type and Centre (highlighted in yellow.)

10. Wait we forgot the Date Column! ‘Right click’ on “A” to drop down menu - select option “Insert”. Adds column automatically.

11. ‘Right click’ Column “A” - now select “Format Cells” Option – then “Number“ and “Date”, select style of date to use.

12. Name your sheet with the menu by ‘right clicking’ on the Tab at the bottom=sheet1. Select rename and type in a name. At month-end you can copy the sheet, use thesame menu “move or copy” – Tick copy √ on; No. XXX(2) will open. Follow procedure above to ‘rename’ your new sheet.

13. Automating the spreadsheet with Formulae. Click in the cell where you wish to Add + “=“ Next click on the cell press “+” repeat on all cells in calc. Copy and Paste, ‘right click’ copy/paste or Ctrl-C then Ctrl-V can then be used down the Total Column to automate. This sheet total is.. E3={C3 + D3} | E4={E3 + C4 + D4} | E5={E4 + C5 + D5}

14. Using F1 – Help Press F1 and type in the description of what you need help with. Options will pop up and you can select the description closest to what you are looking for, and read up.

15. Formulas copied into Cells with no Information will give you 0.00. Check the formulae is reading the correct information by looking in area circled below. Adjust by typing in the cell, example: should be F6 + C8 + D8... We have a blank row, so the calc did not add from the closing balance!

16. Another method is to enter the = sign into the cell for a new formulae. Click on the closing balance, add a + sign, click on the next cell to be added, add another + sign, once you have the string of numbers to be added just enter on the cell for the total.

17. Using Auto Add – click in cell where the total is to go. Click on the Auto Sum symbol indicated below. Drag your mouse Over the numbers holding the left button down, once highlighted let go and hit enter. This will not interfere with other formulae already captured!

18. Month end you may wish to underline and give a professional appearance. Indicated below is where to find the underline. Add your ‘caption’ to indicate your month-end.

19. Adding a row:– ‘Right click’ on row number down the left side of sheet for drop down menu. Select “insert” that’s it - you have another row.

20. Adding a row or column, always remember to check the formulae. When adding in new data, check the formulae is calculating correctly. Also check the auto-sum in the total has added the new row in.

21. Keep in mind this is a very basic spreadsheet. Read together with the article. Remember F1 “Help “ button is always handy for finding out more information. Good luck in your new venture. Joan