Friday 30th August

As usual no two days are the same at my work placement, I got in and completely forgot it was flexi Friday so at home I was taking my time this morning in terms of getting ready. As the PA was slightly late I helped out the receptionist with some errands to use time wisely I filled up the coffee jars, counted the competitions and put the magazines away in the magazine cupboard.

Today task was seeing what happens with all the data that I worked on when typing up all those competition entries a few weeks ago. It was quite exciting for me because it feels like next time I can fully finish the job. What happens is I type up the competition entries by writing the person’s name, their house number and postcode, followed by their magazine subscription number and filling in which competitions they answer. When the document is finally finished, the next step is to open Key Note…

Once Key Note is opened, I started with the usual steps of opening up the inspector, colour pallet and font. I then, (with the help of the PA assisting me and showing me how to do it as it was my first time doing this assignment.) started to compose the presentation of what the stats revealed from the competition entries to then show the client of the magazine. What I had to do with the Excel document was calculate the % of how many entered what competition. Below is a diagram of one I have made up to show you the process of what I learnt…

Table 1 Friday 30th August

To calculate the amount of people who entered a competition is you have to use a sum called COUNTIF as shown in the diagram below…

Table 2 Friday 30th August

What you do is choose a cell where you want the sum to by totaled (as seen above) click = enter =COUNTIF(Click cell where the first entry is:Cell where the last entry is,”Word you want counted” Then click Enter and it will calculate it for you


A quick way to add them all up to see how many people entered which competition simply highlight and drag to the last column as shown below and let go and it will have calculated the formula for each column.

Table 3 Friday 30th AugustHowever once you have let go it the rest of the columns will look like this…

Table 4 Friday 30th August

This is because the formula is not calculating the right column, such as in my first diagram it is still counting for the word dog. To change this simply click on the cell and change the word “Dog” to the correct word i.e the next column for it to count how many people preferred “Cats” instead.

Table 5 Friday 30th August

Once you have done this you are then ready to calculate the percentage for the whole competition. To calculate the percentage…
Firstly, where you can see the Total in the diagram you need to add up all of the totals in a separate cell to do this you need to click = in a cell & add all of the cells up. Make sure to include the plus sign in between each cell number as shown below…

Table 6 Friday 30th August

Secondly, you then need to make a row for where you percentages will go, then start dividing the answer with the total of entries that there were such as in my example the formula will be =B14/I14 (Note: / means dividing in Excel) do the same for each column remember to have to substitute the first part of the equation only such as C14, D14 etc… 

Table 8 Friday 30th August

Once you have done that you will notice that all the numbers have been worked out as decimals, as shown below….

Table 9 Friday 30th August

To convert them into percentages:
-Click onto the decimal cell
-Right click
-Click Format
-Click Number
-Click Percentage 
-Decimal places 0
-Click Ok

Table 10 Friday 30th August

Once you have done this you will then have all the data you need to then start converting into tables for the Key Note document. 

One thing that you need to be careful with is sometimes when you put in a formula you may see the words but the formula might not pick them up this is because if you have wrote the word “Cat ” and put in the formula to search for “Cat” the search won’t pick it up so what you need to do to fix this is to click Apple + F  The following will come up…

Friday 30th August Find & Replace

Click on the Replace tab and find the word “Cat ” & replace with “Cat”. When recalculating the formula it will then calculate it correctly. 

Another tip, the PA taught me to put in colour the different sums that you have to calculate so it’s easier for you to read when looking back for the answer. A tip that the PA taught me is to put the $ sign in between the the letter & number of the cell and you will find that it doesn’t make the cell move.

After I had calculated the % of how many people preferred which competition to enter, I then made a slide on Key Note remembering to apply F.A.C.E (Font, Alignment  Consistency & Engagement) (I’m not able to show you the steps for Key Note as I don’t have it installed on my computer) for each competition and made a table so that for the client it’s visually easier to see the differences in percentages.

Today was packed with learning about how to make more use of Excel, I learnt some more keyboard short cuts such as….
Apple + F = Find
$ = It doesn’t make the cell move
E = Sum   = Sigma/Sum

What I find is sometimes I reflect over what I did at placement and I am so grateful for the PA asking me to come in and do something which could take someone who has more experience and knows what there doing 30 minutes whereas it takes me a whole working day, yet she still assists me if I’m stuck or don’t understand something at all to pause her busy working day and help me through it. 

The PA also said to me it would be useful if I made a Word document of the experience I have with them so that for them it’s handy to know what I can and can’t do so I’m going to be working on that. I now won’t be posting until after the 12th September as i’m going on holiday on the 3rd Eeeekkk

See you soon. X

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Monday 5th August

Hi All, 

Today was my last day in work so I got in at 8:45 to get a head start with finishing these competitions as I have to get them done! However I did help out with handing out the post, counting the competitions that had arrived today and picking out 2 competition winners as they have now closed. 

Back to data entry… 

I can’t tell you how many times I played this over and over again to spur me on and to get it done! I even did overtime and stayed an extra hour and managed to finally finish them! Yay… 4500 competitions DONE! 

Until next time!

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Tuesday 30th July

As soon as I got in I got myself a drink and got onto the competition data entries straight away!


I had the task to send some magazines for an editor and to update the client list again for another editor.

I helped the receptionist with handing out the post.

I counted the new competitions that had arrived today and put them in their relevant boxes.

I had to cover the phones for a bit as the reception was out for a half hour or so

I finally got the courage to put myself out there a bit more and asked to write for a magazine and if I could do a test piece just like the CEO advised me to! 🙂

On the competitions front I did at least 700 today… yay, I’m getting there!! 

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Friday 26th July

This morning I wrote up my invoice for this weeks hours and handed it in, I then opened emails and (ICAL) the agenda for the day…

– There was an email from one of the managers stating that he would not be in today ,so I made a note to take all messages for him and email him as he would be working from home. 

– I carried on with updating this excel contact document as well as going the competition entries

– As the promotion prize has still not been sorted I have been following up with the competition winner, however the editor that was guiding me with this task is not in today so I’m a bit nervous about dealing with it on my own but to be honest it’s quite fun at the same time to be doing something different. 

Finally I’m task free, time to get on with this data entry…

As part of the receptionist duty the following was done for the day ahead…
-Booking meeting rooms
-Hand out post
-Prep water for a meeting
-Counted competitions
-Put competitions away in relevant boxes
-Frank & send out post
-Keep the kitchen tidy
-Empty & put on the dishwasher
-De scale the kettles

Most of the afternoon consisted of me doing the competition entries apart from having the odd break with doing some of the reception duties…

Also the PA has gone home and has left me to run the phones alone, I find this a bit nerve-racking as she is my point of reference when I don’t know who to direct the call too…

I’m happy to say that this promotion has finally been dealt with and has been brought to a close, hopefully the receptionist will be pleased it’s done as I have sorted it out for her in her absence

I also got talking to a girl in the office who was on work experience here as well but hadn’t had a chance to talk to her, she was saying to me that she’s doing a degree in English but has no idea what to do after university. I said to her that it’s so important to get work experience because it can help you to decide in what direction you want you working life to go in just like it has for me.

Back to data entry competitions & with that it’s 1800 done… 2500 left… yay it’s finally the weekend…

See you on Monday! 

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Tuesday 23rd July

I am exhausted today from the massive thunderstorm that our city had it’s pretty safe to say that the city as a whole probably felt sleep deprived…


I filled the coffee jars and made sure kitchen was tidy

Opened emails

Answered the phones

Book meeting rooms throughout the day

Put the Dishwasher on & emptied it when it finished.

Franked and sent off the post

I also counted all the competitions that have come in since Thursday as I just wanted to get this data entry underway I couldn’t be bothered to stop and count all the other competition entries but as they were starting to mount up again, I organised them into the correct folders and counted what had come in. This issue has such a good response almost 4000 entries although its good for the magazine, it just means more work for me yay… more experience!

Today one of the editors also asked me to sort out a promotion for her regarding a competition winner who has won a 4 day trip abroad. I have never done this before so it’s always nice to be able to do something different now & again. However due to the editors dropping me tasks now and again and having to do the reception duties as well. It slows me down with inputting the competition entries as instead of typing about 600 a day it tends to be halved. The competitions also need to be typed correctly such as where Caps are needed…

Punctuation makes all the difference!

Slightly downhill…

I didn’t get told off but it was more of a next time be more vigilant as what I did I let some people view the office without asking any of the managers if that was ok. As grateful as I am for this placement with each bit of more responsibility I get I tend to forget I don’t have the authority to delegate some things! The phrase, ‘With great power, comes great responsibility.’ comes to mind.  

Whenever I make mistakes I tend to panic & become really disappointed in myself but I have realised that I need to overcome this fear as it’s really starting to get me down that I cannot control my anxiety! 

Its crazy how much I have to write about in a days work, imagine if I actually had a job title like editor I don’t think I could update daily with the masses that their is to do…


Last but not least I carried on with getting through these competitions entries…

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Tuesday 19th July

This morning I got in at half 8 and I ended up being the first one in the office, I also managed to find a parking space straight away which is always a bonus… yay!

Due to the weather being so amazing because of this heatwave, I’m also super irritated because I can’t seem to sleep at night so lack of sleep = an irritated Rosa.

Seeing as I was an hour early I might as well make myself useful and get an early start. I did the receptionist a favour by helping her out a bit and made sure the kitchen was tidy, put plates and cups away and that jars were filled with coffee, tea, sugar etc…

Although some may argue that those were pointless jobs, when I cover for the receptionist that is all I really have to do unless I’m given tasks from the editors. However as well as being the receptionist she also covers the promotion side of things so it helps her out by ticking a few extra’s off her list. 

I also counted all the competitions that were in the box as she was most likely going to ask me to do it anyway. I think it’s strange that when we read a magazine we dive into a world that isn’t ours and when we see a competition advertised that we would only think would exist in a dream we go for it! When I sort out the competitions I see entries that make that extra effort by writing it in bubble writing or sending it in a neon coloured envelope, and then I think that it doesn’t make a difference because it really is a lucky dip and the winner could be anyone because what you don’t know is that their is a girl like me working in a magazine counting them and picking 1 out to then send out a winning letter too.

Now for the real reason why I was at work today…

One of their publications has had the majority of their competitions entries sent in and it’s my job to count them… 3073 counted competition entries later I then commence the task of opening them up 1 by 1 to then write up an excel doc to input the data as it useful to  be able to view the entries and to analyse the results.

I think I managed to do about 2000 today, not bad should be able to start typing the data up on Thursday, I’m quite fast with this as I have a pretty fast method worked out :)…


See you on Thursday as I’m going to Liverpool tomorrow. Roadtrip!! 

Rosa X 

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