Spreadsheet
A spreadsheet is the computer equivalent of a paper
ledger sheet. It consists of a grid made from columns
and rows. It is an environment that can make number
manipulation easy and somewhat painless.
Why use a spreadsheet?
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Spreadsheets can be very valuable tools in
business. They are often used to play out a
series of what-if scenarios!
Allows you to create
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Presentation-quality documents
Data lists
Professional looking charts
Spread Sheet Terms
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Workbook
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Worksheet
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The horizontal reference on the spreadsheet
Column
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A page of a workbook
Row
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A spreadsheet file
The vertical reference on the spreadsheet
Grid Lines
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The horizontal and vertical lines on the spreadsheet
Spread Sheet Terms
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Cell
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Cell Indicator
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The intersection of a column and row
The gray area to the left of a row and above a column that
identifies the cell address
Cell Address
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The column letter and row number of an Active cell
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The cell that is currently selected
Range
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A selection of cells
Selecting Cells
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Mouse
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Move pointer to desired cell and click.
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A boarder is displayed around an active cell and cell address
is in the Name box.
Click and hold to select a range of cells.
Keyboard
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Use arrow keys
Enter (down)
Tab (right)
Shift/Tab (left)
Types of Data
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Labels (text)
 Text entries. Do not have a value associated with them.
 Typically use labels to identify what we are talking about.
Constants (number data)
 Entries that have a specific fixed value.
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If someone asks you how old you are, you would answer with a
specific answer. Sure, other people will have different answers, but it
is a fixed value for each person.
Formulas
 Entries that have an equation that calculates the value to display.
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We DO NOT type in the numbers we are looking for; we type in the
equation. This equation will be updated upon the change or entry of
any data that is referenced in the equation.
Spread Sheet Terms
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Values
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Cell Reference
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A number that can be entered into a cell
Use of another cell address in a formula
Function
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Pre-established formula where you supply the
information (called arguments) needed to make
the calculation.
Excel has about 200 built-in functions.
Acceptable Number Formats
Format
Integers
Negative Numbers
Integers w/ commas
Decimals
Currency
Percentages
Dates
Time
Example
255
-255 (255)
1,255
2.55
$255 or $2.55
25.5%
5/31/08 or May – 08
8:39:00 AM or 22:00
Changing Data
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Select the cell you wish to edit
Place the I-beam in either
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the formula bar
or the cell
where you wish to edit.
Basic Formula Guidelines
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Always begin a formula with “=”
Mathematical operators (in order of operation)
% allows for use of percentage
^ allows for exponentiation
* allows you to multiply
/ allows you to divide
+ allows you to add
- allow you to subtract
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Use cell references when possible.
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Formulas can use fixed numbers but use cell references
when possibility for more flexibility.
Insert Functions
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Select the cell you want.
Click the Insert Function button.
Select the function you need from the list.
Follow prompts.
AutoFill
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Filling a Range
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To fill in multiple cells with the same information
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select the cell  out you mouse over the black square
handle, in the bottom right corner, of the selected cell 
click and drag to fill other cells
Incrementing a Range
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Works with formulas too!
Use Relative vs. Absolute References.
Spread Sheet Terms
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Absolute Referencing
 Absolute ranges have a $ character before either the column
portion of the reference and/or the row portion of the reference.
This indicates to Excel that it should not increment the column
and/or row reference as you fill a range with a formula or as you
copy a range.
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$A$1 = Both the column and row reference is fixed. Neither will be
incremented or changed during a copy or fill.
$A1 = Only the column reference is fixed. It will not change during a
fill or copy, but the row will change.
A$1 = Only the row reference is fixed. It will not change during a fill
or copy, but the column will change.
Relative Referencing
 Relative ranges do not use the $ character.
Formatting Worksheet
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Format Cells
 Select and right click or use the format buttons.
 Can change data alignment, bold, underline, etc.
Merging Cells
 To merge 2 or more cell select cells to be merged and
then use the Merge & Center button under the Home
menu.
Wrap Text
 To wrap text within a cell select cells to be wrapped
and then use the Wrap Text button under the Home
menu.
Navigating Within a Worksheet
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Scroll bars
Keyboard
The Name box
Use the Go To command
 Push F5 on the keyboard
Viewing Options
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Normal View
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Default view, displays the screen with the
standard menus, toolbars, and screen elements.
Page Break Preview
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Shows where page breaks occur in a worksheet,
both horizontally and vertically.
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You can change page breaks in this view by moving the
blue lines.
Additional Options
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Zooming
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Select the magnification %
Freezing Panes
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Move the cell pointer to the cell below the row to
freeze.
Select the window menu
Select Freeze Panes
You may Unfreeze later if you choose.
Worksheets
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Can move between sheets by selecting appropriate
tab or by using Ctrl/Page Up or Down.
Rename a Sheet
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Inserting a new Sheet
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Insert Menu
Moving/Copying Sheets
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Right click on the current sheet name and select Rename.
Select and drag or right click for options.
Deleting a Sheet
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Right click.
Moving and Copying Data
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Move
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Copy
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Select Drag and Drop
Select Cut and Paste
Select Drag and Drop (holding the Ctrl key)
Select Copy and Paste
Paste Special
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Lets you choose what you want to paste; values, formulas,
etc.
Creating Charts
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To create a chart select the data range you
want to include in your chart.
Go to the Insert menu and select the chart
style that you desire.
Your chart will appear on your worksheet.
You can edit your chart by using the Chart
Tools Menu.
Page Setup and Printing
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Go to Page Setup to…
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add Headers and Footers
ALWAYS Print Preview!
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Make sure that your page breaks are the way you
want them before you print.
A Few Spreadsheet Options….
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Microsoft Excel
Open Office Spreadsheet
Google Spreadsheet/Form
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Use to collect, store, analyze data
Online version of a spreadsheet
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Can be shared and collaborated on