Santa Monica College Legal Staff Billable Hours Log Worksheet

The workbook for this project generates client bills from staff hours in multiple worksheets. In this project, you will complete the worksheet for staff member Swinson to calculate the daily bill, the total billable hours per week, and the total weekly bill. The worksheet for staff member Stevens has been completed. You may use it for reference as necessary.

Skills needed to complete this project:

Working in Protected View (Skill 1.3)

Navigating a Workbook (Skill 1.2)

• Exploring Charts (Skill 1.8)
• Entering and Editing Text and Numbers in Cells (Skill 1.4)
• Applying Number Formats (Skill 1.5)
• Entering Dates and Applying Date Formats (Skill 1.6)
• Inserting Data Using AutoFill (Skill 1.7)
• Understanding Absolute and Relative References (Skill 1.11)
• Entering Simple Formulas (Skill 1.10)
• Calculating Totals with the Quick Analysis Tool (Skill 1.14)
• Using the Recommended Charts Feature (Skill 1.9)
• Previewing and Printing a Worksheet (Skill 1.20)
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• Open the start file EX2019-SkillReview-1-1. The file will be renamed automatically to include your name. Change the file name if directed to do so by your instructor, and save it.

If the workbook opens in Protected View, click the Enable Editing button in the Message Bar at the top of the workbook so you can modify the workbook.

Explore the workbook. If you accidentally make changes while exploring, press Ctrl + Z to undo the change.

Click the worksheet tab labeled Stevens Hours.

1. If necessary, use the vertical scroll bar to scroll down so you can see both weeks of billable hours. (If necessary, use the vertical scroll bar again to return to the top of the worksheet.)

Click cell B2 (the cell displaying the staff member’s last name, Stevens). This is the cell at the intersection of column B and row 2.

Note that the column B and row 2 selector boxes highlight.

1. Note that the status bar displays Ready, indicating that you are in Ready mode.

On the Home tab, in the Number group, look at the Number Format box at the top of the group. Note that the format for this cell is General.

Double-click cell B2 to switch to Edit mode. Note that the status bar now displays Edit, and the blinking cursor appears within the cell. If you needed to, you could edit the text directly in the cell.

1. Press Esc to exit Edit mode and return to Ready mode.

Press Enter twice to move to cell B4 (the cell displaying the staff member’s billable rate). This cell is formatted with the Accounting Number Format number format.

Look in the Number Format box and note that the format for this cell is Accounting.

On the Home tab, in the Styles group, look in the Cell Styles gallery, and note that the cell style Currency is highlighted. (If the Cell Styles gallery is collapsed on your Ribbon, click the Cell Styles button to display it.)

1. Click cell B8 (the cell displaying the number of hours for Monday, August 5). This cell is formatted with the Comma cell style.

Look in the Number Format box and note that the format for this cell is also Accounting.

On the Home tab, in the Styles group, look in the Cell Styles gallery, and note that the cell style Comma is highlighted for this cell. (If the Cell Styles gallery is collapsed on your Ribbon, click the Cell Styles button to display it.)

Note the style differences between cell B4 (Accounting Number Format, Currency style) and cell B8 (Accounting Number Format, Comma style).

1. Click cell B7 (the cell displaying the date 8/5/2019). This cell is formatted using the Short Date format. Note that the Number Format box displays Date.

Double-click cell B14.

Note that the status bar now displays Edit, indicating that you are in Edit mode.

1. This cell contains a formula to calculate the daily bill for Monday, August 5: =B12*$B$4

Note that cells B12 and B4 are highlighted with colors matching the cell references in the formula.

1. Note that the reference to cell B4 is an absolute reference ($B$4).

Press Esc to exit Edit mode.

Double-click cell B12.

1. Note that once again the status bar displays Edit, indicating that you are in Edit mode.

This cell contains a formula using the SUM function to calculate the total billable hours for Monday, August 5: =SUM(B8:B11)

In this case, the SUM function uses a single argument B8:B11 to indicate the range of cells to total.

1. Note that the cell range B8:B11 is highlighted with the color matching the argument in the SUM function formula.

Note that the reference to the cell range B8:B11 uses relative references.

Press Esc to exit Edit mode.

Press Tab to move to cell C12. Look in the formula bar and note that this cell contains a similar formula to the one in cell B12: =SUM(C8:C11)

Press ? to move through cells D12 through H12. Note the formula in the formula bar for each cell.

Did you notice that the cell references in the formulas in cells C12 through H12 all use relative references?

The Stevens Hours worksheet contains a stacked column chart. Review the chart so you can recreate it on the Swinson Hours worksheet.

1. The stacked column chart to the right of the hours for the week of August 5 represents the hours worked for each client each day.

The column height for each day represents the total hours worked. Each column is divided into segments representing the hours worked for each client.

The number of hours worked is represented on the y axis. The dates are represented along the x axis.

The chart title has been changed to: Week of 8/5/19

1. Now you are ready to complete the worksheet for David Swinson. Navigate to the Swinson Hours worksheet by clicking the Swinson Hours worksheet tab.

The staff member’s last name is spelled incorrectly. Navigate to cell B2 and edit the text so the last name is spelled correctly (Swinson – with an i instead of an a). Use Edit mode.

Double-click cell B2.

Edit the text to: Swinson

1. Press Enter to accept your changes.

The billable rate amount is missing. Navigate to cell B4 and enter the rate. Use Ready mode.

Click cell B4.

1. Type: 180

Press Enter.

Modify the billable rate to use the Accounting Number Format.

Press the ? to return to cell B4.

On the Home tab, in the Number group, click the Accounting Number Format button.

1. The dates are missing from the timesheet. Enter the first date, August 5, 2019.

Click cell B7.

Type: 8/5/2019

Press Enter.

Use Autofill to complete the dates in the timesheet.

Click cell B7.

Click the Fill Handle, and drag to cell H7. Release the mouse button.

Change the date format to the 8/5/2019 format.

1. The cell range B7:H7 should still be selected. If not, click cell B7, press and hold Shift, click cell H7, and then release the Shift key.

On the Home tab, in the Number group, expand the Number Format list, and click Short Date.

1. Use the Quick Analysis tool to enter total hours for each day.

Select cells B8:H11. Click cell B8, hold down the left mouse button, and drag the mouse to cell H11. Release the mouse button. The cell range B8 through H11 should now appear selected.

The Quick Analysis tool button should appear near the lower right corner of the selected cell range. (If the Quick Analysis tool button is not visible, move your mouse cursor over the selected cell range again, without clicking. This action should make the button appear.)

Click the Quick Analysis tool button, and then click Totals.

Click Sum (the first option).

1. Format the hours billed section to use the Comma Style number format. Be sure to include the total row.

Select cells B8:H12. Try another method: Click cell B8, press and hold Shift, click cell H12, and release the Shift key.

On the Home tab, in the Number group, click the Comma Style button.

Enter a formula in cell B14 to calculate the daily bill for Monday, August 5. The formula should calculate the total billable hours for the day (cell B12) times the billable rate (B4).

Click cell B14.

Type: =

Click cell B12.

Type: *

1. Click cell B4.

Press F4 to change the cell reference B4 to an absolute reference ($B$4).

Press Enter.

1. The formula should look like this: =B12*$B$4

Use AutoFill to copy the formula to the remaining days in the timesheet.

Click cell B14 again.

Click the AutoFill handle. Hold down the left mouse button and drag to cell H14. Release the mouse button.

The formulas in cells B14 through H14 should look like this.Table EX 1.5 displays the relative and absolute references for the remaining days in the timesheet.BCDEFGH14=B12*$B$4=C12*$B$4=D12*$B$4=E12*$B$4=F12*$B$4=G12*$B$4=H12*$B$4Notice that when the AutoFill copied the formula, it updated the relative reference (B12) to reflect the new column position, but it did not change the absolute reference ($B$4).

1. Now you can calculate the bill total for the week by summing the daily bill amounts. Enter a formula using the SUM function with the cell range B14:H14 as the argument.

Click cell B15.

1. Type: =SUM(B14:H14)

Press Enter.

Use the Recommended Charts feature to insert a stacked column chart representing hours worked for each day for the week of August 5.

Select cells A7:H11. Click cell A7, hold down the left mouse button, and drag the mouse to cell H11. Release the mouse button. The cell range A7 through H11 should now appear selected.

1. The Quick Analysis tool button should appear near the lower right corner of the selected cell range. (If the Quick Analysis tool button is not visible, move your mouse cursor over the selected cell range again, without clicking. This action should make the button appear.)

Click the Quick Analysis tool button, and then click Charts.

Click Stacked Column to insert a stacked column chart.

1. Change the chart title.

Click the Chart Title placeholder once to select it.

Type: Week of 8/5/2019

1. Press Enter.

Preview how the worksheet will look when printed.

Click cell A1 to deselect the chart.

1. Click the File tab to open Backstage view.

Click Print to display the print preview.

Click the left arrow to close the Backstage view.

Save and close the workbook.