Introduction to Spreadsheets
A spreadsheet is an electronic file used to
organize related data and perform calculations.
Example- Microsoft Excel.
1
Exploring the Excel Window
A worksheet is a single spreadsheet that
contains formulas, values, text, and graphical
representations of data. Each worksheet is
identified by a sheet tab
A workbook is a file containing related
worksheets. By default, new workbooks have
one worksheet.
2
Exploring the Excel Window
Worksheet rows lie horizontally and are numbered
from 1 to 1,048,576.
• Worksheet columns lie vertically and are labeled
from A to Z. Successive groups of 26 columns are
labeled AA to AZ, BA to BZ, etc.
• A cell is the intersection of a row and column
• A cell address or cell reference names a cell and it
is made up from the column letter and row
number. Example Cell A3
• The active cell is the current cell.
•
3
Entering Text
Text is any combination of letters, numbers,
symbols, and spaces not used in calculations.
4
Entering Values
Values are numbers that represent a quantity or a
measurable amount.
A
B
C
D
Potential Rebate
1
2
3
4
5
6
7
8
5
Category
Gasoline
Restaurants
Travel
Everything Else
Totals
Rebate
Rate
3%
3%
2%
1%
Amount
Spent
$ 1,575.80
$ 1,054.75
$ 450.95
$ 2,584.32
Rebate
Amount
Entering DATES
You can enter dates and times in a variety of
formats in cells, such as 9/1/2016; 9/1/16;
September 1, 2016; or 1-Sep-16. You can also
enter times, such as 1:30 PM or 13:30.
6
Using Auto Fill
Auto Fill enables you to copy the contents of a cell or cell range
to continue a series using the fill handle.
The fill handle is the small green square in the bottom right
corner of an active cell
7
Adjusting Column Width
To widen a column to accommodate the
longest label or value in a column.
8
Selecting a Cell Range
A range is a group of adjacent or contiguous cell.
Two cell addresses separated by a colon ( : )
represents a range. Example: C3:D7
To select a range, drag from the upper left cell to
the lower right cell.
9
Moving a Range
The shortcut key combination for cutting is Ctrl + X
and pasting is Ctrl + V.
10
Copying a Range
The shortcut key combination for copying is Ctrl + C and
for Paste is Ctrl + V.
11
Merge and center labels
A range of cells can be merged together to become
one cell.
12
WRAP TEXT
WRAP TEXT : This button wraps extra long text
into multiple lines so we can see all of it without
changing the cell width.
13
Numeric Formats
14
Entering Formulas
Formulas are combinations of cell addresses,
math operations, values and/or functions
A formula begins with the equal sign (=)
Examples:
=A1+A2
=C2*5
15
Mathematical Symbols
The formula is displayed in the Formula Bar when the cell
is selected.
The following table shows what mathematical keys to use
when entering formulas in Excel.
Example : =C4/D4
Operation
16
Common Symbol
Symbol in Excel
Addition
+
+
Subtraction
-
-
Multiplication
X
*
Division
÷
/
Exponentiation
^
^
Function Basics
• An
Excel function is a predefined formula that
performs a calculation.
• A function begins with the equal sign (=)
followed by the function name and arguments
in parentheses.
Example: =SUM(A1:A3)
17
Basic Functions
• Common
1)
2)
3)
4)
5)
6)
18
functions include:
AVERAGE
MIN
MAX
COUNT
SUM
IF
arithmetic mean
minimum value
maximum value
number of values in range
calculates a total
logical function
The IF Function
• It
is a function that is used to test the values in a
cell and return one value if true and another if
false.
• The IF function has three arguments:
A condition that is tested to determine if it is either
true or false
• The resulting value if the condition is true
• The resulting value if the condition is false
•
=IF(logical_test, “value_if_true”, “value_if_false”)
19
Designing the Logical Test
• The
logical test is built from the logical
operators.
20
Excel Errors and Their meanings
Error
21
Meaning
#DIV/0!
Trying to divide by 0
#NAME?
Text in the formula is not recognized
#VALUE!
The wrong type of operand or function
argument is used
#######
The column is not wide enough to display
the content
Chart Basics
A chart is a visual representation of numeric
data
22
Chart Basics
Chart elements include:
Chart Title
• Axis Titles
• Legend
• Data Labels
• Data Table
• Axes
• Gridlines
•
23
Chart elements
24
Chart Titles and Legend
•A
chart title is the label that describes the
entire chart.
• An axis title is a label that describes either
the category or value axis.
• A legend is used to distinguish data points
in a pie chart or data series in a multiple
series chart.
25
Clearing in Worksheet
To clear the format of the worksheet, do
the following:
• Select the range.
• in the Editing group select Clear formats.
To clear the content of the worksheet in
the worksheet, do the following:
• Select the range.
• in the Editing group select Clear
contents.
To clear the entire worksheet, do the
following:
• Select the range.
• in the Editing group select Clear all.
26
Data
Sorting:
Sort Ascending
Sort Descending
27