SPREADSHEET
APPLICATION
BY SIR MOSBY
INTRODUCTION TO
SPREADSHEET APPLICATION
(EXCEL)

(OBJECTIVES)

You will be able to:

Definition of Spreadsheet Application (Excel)

Launching Microsoft Excel

Types of Data

Features of Ms Excel

Formatting worksheet

Editing Worksheet

Printing Worksheet
DEFINITION OF SPREADSHEET
(EXCEL)


A spreadsheet is a grid that organizes data into
columns and rows.

Use for an accounting program

Often for financial information
Common Spreadsheet Application:

Open Office.org Calc

Apple Numbers ’09

Corel Quattro Pro

Lotus 1-2-3

MS Excel
OpenOffice.org Calc (in Linux)
Apple Numbers ‘09 (on Mac OSX)
Microsoft Excel 2007 (in Vista)
Microsoft Excel 2008 (on Mac OSX)
All spreadsheet software share basic
look and functionality:
rows
and columns
insert
text, numbers
apply
formulae to values (sum, average,
division, …)
Uses of Excel or Spreadsheet

Use to maintain values: By calculating numbers.

Representing values graphically: By creating charts based on worksheet figures.

Analyze data: Creating data summaries and short-lists using PivotTables or AutoFilters.

Organize data: Sorting data in ascending or descending order.

Create “what-if“ data for decision making: Using variable values to investigate and
sample different outcomes.

Calculating employee payments: It is used to prepare salaries of workers or
employees.

Keeping simple company accounts.

It makes it faster and accurately when performing mathematical calculation.

It is used to prepare records of organization and employees. (E.g. record student
grades

Simple stock control systems.
LAUNCHING
MICROSOFT
EXCEL APPLICATION
LAUNCHING MS EXCEL

To launch a new blank worksheet, if the icon
(shortcut) of MS- Excel is not on the desktop:
1. Click the Start Button
2. Click on All Programs
3. Point to Microsoft Office Suite
4. Click on Microsoft Office Excel
LAUNCHING MS EXCEL
If the icon (shortcut) is on the desktop:

1. Move the mouse cursor to the icon of MS- Excel on the desktop.

2. Double click on the icon to open a new blank
worksheet.
OR

1. Move the mouse cursor to the icon of MS- Excel on the desktop.

2. Right click on the icon.

3. Select Open from the Pop-Up Menu.
LAUNCHING A NEW
WORKSHEET (if Microsoft Excel is already opened)

1.Click File from the Menu Bar or Office Button.

2. In the left column, you click New option.
OR

Click the New tool on the Standard Toolbar to
open a new blank document.
OR

Use the shortcut keys, CTRL + N (Depress and hold
CTRL, Press and release 'N') to open a blank
document.
FEATURES OF
MS EXCEL
FEATURES OF MS EXCEL
Ms Excel (2003 VERSION)
Ms Excel (2007 VERSION)
FEATURES OF MS EXCEL

Title bar


The Title bar displays both the name of the application and the name of the
spreadsheet, and the control box.
Menu bar (Ms Office 2003 version)


The Menu bar displays all of the menus that are available for use in Excel.
Toolbars -(Ms Office 2003 version)

Bar containing buttons and options that you use to carry out or access
commands.

Most commonly used toolbars are Standard & Formatting toolbar.
FEATURES OF MS-EXCEL

The Ribbon (2007 version)
 Commands

are organized in logical groups.
 Each
tab relates to a type of activity.
 Some
tabs are shown only when needed.
Microsoft Office Button (2007 version)
 Commands
available in earlier releases of Ms Office to
open, save, and print your file.

Quick Access Toolbar (2007 version)
 Place
to keep the items that you need to access quickly.
FEATURES OF MS EXCEL



Workbook (Many worksheets)

Excel file containing one or more worksheets.

Automatically shows in the workspace (Blank workbook) when you open
Microsoft Excel.
Worksheet

A single excel page in a workbook.

A grid of cells consisting of 65,536 rows by 256 columns (2003 version).

By default, every excel document has three worksheets (2003 version).
Name Box

Rectangular area above the top-left corner of a worksheet.

Displays the cell reference of the active cell.

It shows the address of the current selection or active cell. E.g. B4, IV65536, etc.
FEATURES OF MS EXCEL



Formula Bar

Displays information entered or being entered as you type in the current or
active cell.

The contents of a cell can also be edited in the Formula bar.
Column

Vertical space that goes up and down the window.

Letters of the alphabet are used to identify columns location.

256 columns (2003 version) and 16,385 columns (2007 version) in a worksheet.
Row

Horizontal space that moves across the window.

Identified by numbers that appear on the left.

65,536 rows (2003 version) and 1,048,576 rows (2007 version) in a worksheet.
FEATURES OF MS EXCEL


cell

The space where a specific column and row intersect.

A darkened border, called the cell pointer, identifies a cell.

Each cell has a unique cell address, which is composed of a
cell's column and row.
Active cell


The cell that receives the data or command you give it.
Cell Range

A group of specified/selected adjacent cells.

he addresses of the first and last cells, separated by colon.
FEATURES OF MS EXCEL

Navigation buttons
 Allow
you to move to another worksheet in an Excel workbook.
 Display

the first, previous, next, or last worksheets in a workbook.
Sheet Tabs
 Separate
a workbook into specific worksheets.
 Workbook

must contain at least one worksheet.
Scroll bar
 The
vertical scroll bar located along the right edge of the screen
is used to move up or down the spreadsheet.
 The
horizontal scroll bar located at the bottom of the screen is
used to move left or right across the spreadsheet.
Excel Pointers

Normal pointer

Fill handle

: It is used to create an alpha-numeric series in a range.
The dot at the bottom right of each active cell.

I - Beam

Move

Column Resizer

Row Resizer


:it is used to select a cell or range; indicates ready mode.
: It is used to edit contents of formula bar.
: it is used to change the location of selected cell or cells.
Column Selector
Row Selector
: It is used to widen or narrow the width of a column.
: It is used to increase or decrease the height of a row.
: It is used to select a whole a column.
: It is used to select a whole a row.
Other Excel Element Definitions

Filter: The procedure to select certain information in a
spreadsheet.

Formula: A formula must always starts with “=” signs and
what the calculations for each cell.

Graph: A visual representation of data.

Grid Lines: The horizontal and vertical lines on the
spreadsheet.

Value: A number that can be entered into a cell.
TYPES OF DATA
Spreadsheet
TYPES OF DATA


Value:

Number on which calculations can be done using formulas.

Entries that starts with +, -, or a period (.), is a value. E.g. 17.83, +23324411111
Labels / Text:

Any text entry that contains an alphabet or non-numeric character (like #, &, etc.).

Descriptive pieces of information such as names, months, days, etc.
E.g. Musah, June, Friday, 24.04', #6, 7th, 57 Lane, etc.

Formula:

Instructions for excel to perform calculations.
E.g. A7+B7, =C4*C5, =F11- G11, =Z6/M20, etc.

Function:

Predefined (inbuilt) formula that helps perform common mathematical functions.
E.g. =SUM(A5:G5), AVERAGE(B2:B6),
Entering Data

Excel aligns text on the left side of cells.

Dates are aligned on the right side of cells.

Numbers in general are aligned to the right.

Use a slash or a hyphen to separate the parts:

03/04/2005 or 3-July-2004. Excel will recognize this as a date.

For time, enter the time, then ‘a’ or ‘p’ for am or pm.
Example: 6:00 p
Entering Data

You can enter today’s date automatically in a cell by pressing Ctrl + ;


Current time by pressing
Ctrl + Shift + ;
To enter fractions, leave a space between the whole number and the
fraction.
 examples
 1 1/4
 0 4/5 (if you don’t put the 0, then it is interpreted as the date 04may).

When you have to put a list of elements excel can save you time
 months
 days
of the year
of the week
 consecutive
numbers
TAB and ENTER Keys

The TAB key moves the selection one cell to the right.

The ENTER key moves the selection down one cell.

You can use the arrows as well.

An of course the mouse (left-click on the cell you
want to make active)
Auto Fill
 You
type one or more entries, and then
extend the series.
 Step
1: Enter the data (example Monday, Tuesday or 1, 2, 3)
 Step
2: Select the cells you just entered.
 Step
3: Click and drag the Fill Handle (square dot at the
bottom right of the bottom cell).
BASIC FORMULAS
Spreadsheet
Calculating Simple Data
 Formulas
 Type
always begin with an equal (=) sign;
the formula (e.g. = B5 + C5) into a cell;
 Press
enter to move to the cell below.
The answer appears after you exit the cell.
If you go back to the original cell, you will see the
formula in the “Formula Bar.”
Common Symbols
 To
add, use +
 To
subtract, use –
 To
multiply, use *
 To
divide, use /
Excel calculates in the following
order:

Parentheses

Multiplication and Division

Addition and Subtraction
Creating Addition Formulas
To create a simple formula that adds the contents of two cells:

1.Type the numbers you want to calculate in separate cells (for
example, type 128 in cell B2 and 345 in cell B3).

2.Click the cell

3.Type the equals sign (=)

4.Type the cell number that contains the first number to be added
(B2, for example).

5.Type the addition sign (+)

6.Type the cell number that contains the first number to be added
(B3, for example).

7.Press Enter or click the Enter button on the Formula bar
Creating Subtraction Formulas
To create a simple formula using the point-and-click method:

1.Type the numbers you want to calculate in separate cells (for
example, type 128 in cell B2 and 345 in cell B3).

2.Click the cell (B4, for example).

3.Type the equals sign (=)

4.Click on the first cell to be included in the formula (B3, for example).

5.Type the subtraction sign (-)

6.Click on the next cell in the formula (B2, for example).

7. If you include multiple cells in the formula, repeat steps 4 and 5 until
the entire formula is entered.

8. Press Enter or click the Enter button on the Formula bar to complete
the formula.
Creating Multiplication Formulas
To create a simple formula that multiplies the contents of two cells:

1. Type the numbers you want to calculate in separate cells (for
example, type 128 in cell B2 and 345 in cell B3).

2. Click the cell

3. Type the equals sign (=)

4. Click the first cell to be included in the formula (B2, for example).

5. Type a mathematical operator (the multiplication symbol, or

6. Click the next cell in the formula (B3, for example).

7. If you include multiple cells in the formula, repeat steps 4 and 5 until
the entire formula is entered.

8. Press Enter or click the Enter button on the Formula bar to complete
the formula.
Creating Division Formulas
To create a simple formula that divides one cell by another:

1. Type the numbers you want to calculate in separate cells (for
example, type 128 in cell B2 and 345 in cell B3).

2.Click the cell where the answer will appear (B4, for example).

3.Type the equals sign (=)

4.Click the first cell to be included in the formula (B2, for example).

5.Type a mathematical operator (the division symbol, or /).

6.Click the next cell in the formula (B3, for example).

7.If you include multiple cells in the formula, repeat steps 4 and 5
until the entire formula is entered.

8.Press Enter or click the Enter button on the Formula bar.
FUNCTIONS
Spreadsheet
DEFINITION

A function is a predefined formula that helps perform
common mathematical functions.

Functions save you the time of writing lengthy formulas.

Each function has a specific order, called syntax,
which must be strictly followed for the function to work
correctly.
FUNCTION IN
EXCEL
Syntax order:

All functions begin with the = sign.

After the = sign, define the function name (e.g., Sum).

Add one or more arguments—numbers, text, or cell
references—enclosed by parentheses. If there is more than
one argument, separate each by a comma.
An example of a function with one
argument that adds a range of cells,
B3 through B10:
An example of a function with more than
one argument that calculates the average
of numbers in a range of cells, B3 through
B10 and C3 through C10:
AutoSum
 Automatically
 Simply
adds the numbers in cells.
highlight the numbers to be added,
then click on the AutoSum icon.
 The
answer will appear in the next cell.
(Click the small arrow next to the AutoSum icon
to see other functions available.)
AutoSum
(To click the Drop down arrow)
Statistical functions

SUM: Summation adds a range of cells together. It calculates
the sum of an argument.

AVERAGE: Average calculates the average of a range of cells
or the argument.

COUNT: This counts the number of chosen data or values in a
range of cells or argument.

MAX: This identifies the largest number or value in a range of
cells or argument.

MIN: This identifies the smallest number or value in a range of
cells or argument.
EDITING
Worksheet
Editing
Correcting mistakes and making changes to the content of
a document.
Techniques:

Selecting multiple cells
 To
select all cells in a column (Click on the grey column heading)
 To
select all cells in a row (Click on the grey row heading)
 To
select a range of cells
 To
select the entire worksheet (Click on the grey rectangle in the
upper-left corner to select entire worksheet)
Techniques:

Direct Cell Editing
 Direct
editing (Double-click on the cell and edit information)
 Formula

bar editing
Deleting Information in Cells
 Click
the targeted cell and Press the Delete key.
OR
 Select
the cell range
 Right-click
 And

on the selected cell range
choose Clear Contents from the shortcut menu.
Moving Information
Error Messages

#DIV/0 (Dividing by 0)

#NAME? (Formula name or cell reference is not
recognized)

#REF! (Cell does not exist)

#VALUE! (A cell with text can NOT work with formula)

####### (Appears when column is too narrow to display
results)
Circular Reference Error
It appears when a formula or function refers to its own cell.
FORMATTING
Worksheet
Formatting Techniques in Spreadsheet
1. Changing font style (bold, italic and underline).
2. Changing font (typeface, size and colour).
3. Changing alignment (left, center and right).
4. Indenting (increase and decrease).
5. Adding styles (comma, currency and percentage).
6. Changing decimals (increase and decrease)
7. Delete (rows, columns, cells)
8. Inserting charts and boarders.
9. Adding fill colour.
10. Merging cells.
11. Adjusting cells (rows and columns).
Adjusting column
width

You can adjust the width of a column by using the
mouse to drag the borders of the column heading.
OR

1. Click the column heading to select the column

2. Right click on the column heading and select
column width

3. Enter the width size and

4. Click Ok or press the Enter key
Adjusting row
width

You can adjust the height of a row by using the
mouse to drag the borders of the row heading.
OR

1. Click the row heading to select the row

2. Right click on the row heading and select row
height

3. Enter the height size and

4. Click Ok or press the Enter key
Merging cells
 1.Select
 2.Click
 3.
a range of cells.
on the Merge button .
If selected range contains text, a dialog box
with warning will pop up.
 4.
Click Ok to merge or Cancel not to merge.
PRINTING
Worksheet
STEPS TO PRINT A WORKSHEET

Choose File from the menu bar.

Click Print from the cascading menu.
(Print Setup Dialogue box appear)

Specify the printer name where the spreadsheet will print.

In Print Range, choose whether to print All or a certain range
of pages (Pages From a to y, when n and y are the beginning
and ending page numbers).

In Print what, choose whether to print a Selection, the Active
sheet, or the Entire Workbook.

Choose the Number of copies to print.

Click OK to print the worksheet.
The END