3Subject Area Code Chapter 1 Time Allocation

Subject Area Microsoft Windows

Instructional Hours (hr) Assessment Methods
Lecture 2.5 Written
Practical/Exercise Oral
Self Learning 1.0 Practical
Total 3.5 Total

Reference Time Allocation

STCW
Main Element/
Elements Teaching
Specific Learning Teaching Resource Time Notes
of From To Method
Objective Aids Materials (hr)
Competenc
e
Preliminaries
Lecture
www.goog 8:30 11:00 2.5
1.1 Microsoft Windows A1, A3 Self-
le.com 11:00 12:00 1.0
learning

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
. Discuss the Operating devices.
1 Systems
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 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
Discuss the different
to the user interface was released, the Windows 95.
Microsoft Versions
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.
 Computer Parts and
1.2
Accessories
. Identify computer system
1 hardware unit and its A computer system normally consists of the
accessories 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 device
Keyboard – input device
Mouse – input device
AVR – 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 button
C. Right click - Single click on the right button
D. Double click –Two instantaneous clicks on the
left button
E. 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 theme
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 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
to
Customize 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 resolution

1. Click Start, and then click Control Panel.
2. Click Appearance and themes
3. 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 Panel

2. Click Sounds, Speech, and Audio
Devices
3. Under Pick a task, click Change the Sound
Scheme
4. 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 Icon

1. 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.
Notes
Program 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 icon

1. Right-click the desktop icon that you want to
rename
2. 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 desktop

1. Open My computer
2. Double-click a drive or folder
3. 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
click
My 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.

Working with Windows

1.3
and Programs
. Discuss the operation of 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 Programs

2. 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
various programs; working
1 download pictures from your digital camera in
with Windows
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.

. Discuss the Windows Windows Explorer

2 Explorer; managing Folders
and Files 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 Panel
2. Click Start, and then click Control Panel
3. Double-click Folder Options
4. 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 worksheet

3. Type the name of the new file. This is
shown on
right pane.
4. Press Enter key
Procedures 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 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 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.
Notes
To 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 Explorer

2. 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 Allocation
Subject Area Microsoft Excel
Instructional Hours (hr) Assessment Methods
Lecture 2.0 Written
Practical 1.5 Oral
Self Learning 1.0 Practical
Total 4.5 Total

Reference Time Allocation

Resourc Teachin
Main Element/ STCW Tim
Teaching e g Notes
Specific Learning Objective Elements of From To e
Aids Material Method
Competence (hr)
s
Lecture
1:00 3:00 2.0
2. www.goo Self-
Parts of Microsoft Excel A1, A3 3:00 4:00 1.0
1 gle.com Learn
4:00 5:30 1.5
Exercises
. Discuss the Introduction to Microsoft Introduction
1 Excel
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.

. Define the basic terms of an Excel file
2 application, in this case Microsoft Excel.
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.
Title Bar - it displays the name of the
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 numbers
Cell – 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. Workbooks
2
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
. Demonstrate the various elements on a letters, while rows are horizontal partitions
1 workbook 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.

. It is possible that instead of using the menu

2 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,
Discuss the commonly used shortcut resulting into the same execution of current
keys task, which is to create a new MS Excel file.
 Ctrl + N = New file
Ctrl + O = Open an existing file
Ctrl + S = Save current file
Ctrl + P = Print current file
Ctrl + V = Snap preview before actual
printing
Ctrl + X = Cut selected element
Ctrl + C = Copy selected element to the
clipboard
Ctrl + V = Paste the element to specified
location/position
Ctrl +Z = Disregard the last action done
Ctrl + Y = Disregard the last undo

2. Data Entry
3
. Discuss the cell selection methods
1 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 cell
2. Input your data
3. 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 click
Arrow keys – press arrow up, down, left or
right
depending on which direction with
respect
to the current active cell you want to go
 Page up/page down – press page up to move
Upwards, or page down to move
downwards
Home – moves to the first column on the
selected
row
Ctrl+Home – moves to cell A1 (topmost left
cell)
End+Home – moves to the last cell in the
worksheet
Tab – moves to the right cell
Enter – moves to the cell below the current
active
cell

. Discuss the modification of files Data Input

2
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.

. Identify formatting labels and discuss

3 common 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);
or
b. 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;

Justified
Merge 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 Analysis
Instructional Hours (hr) Assessment Methods
Lecture 1.5 Written
Practical 1.5 Oral
Self Learning 1.0 Practical
Total 4.0 Total
Reference Time Allocation
STCW Teachin
Main Element/ Elements Tim
Teachin Resource Fro g Notes
Specific Learning Objective of To e
g Aids Materials m Method
Competenc (hr)
e
10:0
8:30
0 Lecture
10:0 1.5
www.goog 11:0 Self-
3.1 Formula and Functions A1, A3 0 1.0
le.com 0 Learn
11:0 1.5
12:3 Exercises
0
0
. In MS Excel, you will not need a calculator to
1 compute for any variables as may be required.

Discuss the basic Formulas and
Functions
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
Subtraction =Cell1-Cell2 =A5-B5
Multiplication =Cell1*Cell2 =A5*B5
Division =Cell1/Cell2 =A5/B5
Average =Cell1+Cell2+Cell3/3
=(A5+A6+A7)/3
Complex =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

. Discuss the opening of stocks,
2 purchases, total stock
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)/a1
The 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”.
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.

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
3
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.

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.
Discuss the multiple sheets, absolute
reference and page setup
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$3
Instead 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/B13
Beef Tapa =C7/B13
Sausage =C8/B13
Pork 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/B14
Beef Tapa =C7/B15
Sausage =C8/B16
Pork 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$13
Beef Tapa =C7/B$13
Sausage =C8/B$13
Pork 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
. Discuss the computation of victualling
1 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$ 12.00
Beef Tenderloin Price this month : US$ 11.50
---------------
US$ 23.50/2
Average price for this month is : US$ 11.75

. Discuss the Extra Meals; Captain’s
2 Provisions Account
3.3 Preparation of Reports
Recording of condemned provisions;
damaged; and short deliveries
. Damaged provisions may include those which
1 were damaged during delivery and cannot be
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 : Purchases
Equals Total Provision on board
Less: Consumption during the month
No.of persons X no.of days/meal X rate per day
Add: Extra meals
Equals Total Consumption
Total Provisions on board minus Total
Consumption will be the Balance remaining on
board.
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.
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.

Discuss month-end reports, filing
. system; telex/fax messages
2
.
3
Discuss daily consumption record of
provisions; menu card
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.
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 Allocation
Subject 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

Reference Time Allocation

Resourc Teachin
Main Element/ STCW Tim
Teachin e Fro g Notes
Specific Learning Objective Elements of To e
g Aids Material m Method
Competence (hr)
s
1:00 2:30 1.5 Lecture
www.goo
4.1 Procedures A1, A3, 2:30 3:30 1.0 Self-learn
gle.com
3:30 5:30 1.5 Exercises
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
. Discuss Start-up and execution of first
be your opening stock for the current month.
1 time operation
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.

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
2 sign-off.
Discuss the documents needed in the
 preparation of wine/slopchest account

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
As stated above, list of purchased items must be
recorded in the corresponding column under
purchases. Whatever goods taken by the crew
. Discuss the recording of stocks; should be entered under consumption column.
1 consumption and total accounts The formula used is:

Opening Stock + Purchases – Consumption

= Balance or Total Accounts.
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.

Discuss the print menu Whatever is the balance of account should

.
correspond to the actual balance remaining
2
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.