Working with Outlook & Excel

Opening your Excel Worksheets for Budget Input:

Outlook

After opening E-mail from the Budget Office, double click on Excel icon.  You will be prompted to either open your worksheet or you may select to save it to your disk to work on at a later time.

****Sending your completed worksheets to your Associate Superintendent
and the final approved worksheet to the  Budget Office:

Outlook

1.      Open your worksheet
2.      On the ‘File’ menu, point to ‘Send To’, and then click Mail Recipient (as attachment).
3.      Address to your Associate Superintendent and Don Lazenby, and then click ‘Send’

Budget Input – (Budxxx07.xls)

As a convenience, your current year budget codes and amounts are included on the Excel Budget Input worksheet for your school or department.  The worksheets will be provided to each budget manager based on the Responsibility Code via E-mail.  Schools should enter 2007/2008 budget amounts in the ‘Proposed Budget’ column for each account code.  Items funded with the BFU allocations require no justifications.

 Service departments should enter budgets in the ‘Proposed Budget’ column and provide explanations and/or justifications, as needed in the ‘Justification’ column. The ‘Justification’ cells are formatted to ‘wrap’ text so that you may enter multiple lines if necessary.  However, if all lines of text do not show, you can make the row height automatically fit the contents by double-clicking the boundary below the row number (1^st column showing row numbers).  

You may add codes as needed, but please do not duplicate codes.  You may sort account codes, and add subtotals as needed.  For example, to sort and subtotal budget accounts by program code:

1.      Click a cell in any column

2.      On the ‘Data’ menu, click ‘Sort’

3.      In the ‘Sort by’ and ‘Then by’ boxes, click the ‘Fund’, ‘Prog’, and ‘Fnc’ columns, and then click ‘ok’

4.      On the ‘Data’ menu, click ‘Subtotals’

5.      In the ‘At each change in’ box, click the ‘Prog’ column

6.      In the ‘Use function’ box, click the ‘SUM’ function

7.      In the ‘Add subtotal to’ box select the check box for the ‘Proposed’ column

8.      Select any other options you want, and then click ‘ok’

***See the following pages for applicable screens.***

**Remember to save your file periodically after entering data.**

After completing your worksheet(s), please submit to your Associate Superintendent via E-mail and copy to Don Lazenby in the Budget Office.

Due Date:  Refer to budget timeline