Introduction to Spreadsheets
Chapter 1
Lecture Outline
1
Microsoft Excel/Apple Numbers:
• A powerful spreadsheet program that allows you
to:
• Organize data
• Complete calculations
• Make decisions
• Graph data
• Develop professional looking reports
• Published organized data to web
• Access real-time data from web sites
2
Workbook:
• A collection of worksheets
• Contains 3 worksheets by default
3
Worksheet:
• A sheet where data is entered
• A workbook can contain 255 worksheets in
one file
4
Worksheet:
• Column heading- labels 256 columns with letters
• Row heading- labels 65,536 rows with numbers
• How big is a worksheet???- 2 rooms wide by
4 rooms long
• Cell- intersection of a row and column
• Active cell- the one cell with the thick border
where data will be entered (similar to flashing
insertion point)
• Cell reference- unique address of a cell;
combine column letter with row number
(coordinates)
5
15 possible mouse shapes:
• Note to self: page 1 of Spreadsheet Ch1
draw top 5 most used shapes
• BIG BLOCK- displays inside a cell; used to
block a range of cells
• LITTLE “FILL” PHIL- displays when
touching the fill handle
6
5 Most Used Mouse Shapes:
• 1-displays when outside the worksheet; used to
drag and drop contents
• 2-displays when inside a cell; used to block a
range of cells (big block)
• 3-displays when touching the fill handle (Little
Phil)
• 4- displays when inside a row heading; used to
select an entire row
• 5- displays when inside a column heading; used
to select an entire column
7
Name Box:
• Used to (1) display active cell reference;
(2) navigate active cell, or (3) name a
range of cells
• Click once in cell you want to activate
• OR:
• Type column & row of desired cell then
[enter]
8
Formula bar:
• Displays data being typed and formulas
keyed
9
Status Bar:
• Displays brief description of the command
selected in a menu
• Displays the function of the button on
which the mouse is pointing
• Displays the function of the mode currently
enacted.
10
Status Bar:
• Mode indicators- display to specify current
mode of Excel (enter, ready, edit)
• Autocalculate area- used to view the sum,
average, or other totals of a group of
numbers
11
Fonts and Font Size:
•
•
•
•
•
•
Default: Arial, size 10pt
Font Conversions: same as Word
1”- 72 point
2”- 144 point
½”- 36 point
¼”-18 point
12
2 Ways to Enter Text:
• [enter]
• Enter box on formula bar (check inside
box)
13
Enter/Cancel Boxes:
• Displays on the formula bar when data is
typed and is used to enter the data (check
inside box)
• Displays on the formula bar when data is
typed and is used to cancel the data (x
inside box)
14
2 Types of Data:
• Labels:
text that identifies
contents of a
spreadsheet
Label default
alignment=left
• Values: numeric data
in the form of [1]
numbers, [2]
formulas, or [3]
functions
• Value default
alignment=right
15
Functions/Formulas
•
•
•
•
There are 3 rules for writing a function:
[1] always start with =
[2] type the function’s name
[3] type the argument (a range separated
by a colon)
• *identify by cells, not numbers addressed!
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Range:
• A rectangular group of adjacent cells
17
AutoSum:
• 2 Ways to Activate Auto sum:
=sum(1st cell: last cell) or….
AutoSum button on the Standard Toolbar
18
Auto fill:
• A feature used to fill adjacent cells with the
same or consecutive data.
• Fill Handle- a small black square in lower
right corner of active cell.
19
3 Steps to Auto fill:
• Place active cell on cell containing data to
copy
• Place mouse on active cell's fill handle
• Drag fill handle to adjacent cells to fill in
data
20
Why Auto fill Works??
• Relative Reference- cell addresses that
will adjust to the position to which formulas
or functions are being copied or moved.
21
Merge & Center:
• Select the individual cells to merge
• Click the “merge and center” button on the
formatting toolbar (not the center button)
22
Autoformat:
• Preset customized format styles that can
be applied to a table
23
Steps to Autoformat
• Select the cells to be formatted
• Format menu
• Autoformat command
24
You MUST know your
mathematical procedures!!!!!
• “Please Excuse My Dear Aunt Sally”
25
PEMDAS
•
•
•
•
•
•
P- parentheses
E- exponents
M- multiply
D- divide
A- addition
S- subtraction
26
Solve this problem:
• 10-4/(2*4)+6= ?
27
This is what you should have:
• 15.5 or 15 ½
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CHARTS
• Embedded Chart- A chart that is placed
within the same worksheet as the data
• Steps to Use a Chart Wizard:
– Select the range of cells to chart
– Click “chart wizard” button on standard toolbar
– Answer wizard questions
29
CHARTS:
• Steps to Align Chart within Gridlines:
– Select chart so that resize handles appear
– Hold [alt] key on keyboard
– Drag chart border with resize mouse
30
CHARTS
• Parts of a Chart:
– Y-axis or Value axis…. Derived from the
values within the worksheet; sets increments
automatically
– X-axis or Category axis…. Excel automatically
selects entries in topmost row
– Legend….identifies what each chart section
represents
31
AUTOCALCULATE:
• Steps to Use AutoCalculate:
– Select range of cells containing the numbers
– Right click “autocalculate” area on status bar
– Choose command from short-cut menu
32
CORRECTING ERRORS:
• Edit BEFORE Entering:
– [backspace] or
– X or cancel button
Edit AFTER Entering:
-Retype new entry on top of old entry or..
-double click in cell with error or…
-place active cell on cell containing error and singleclick on formula bar or…
-[F2] on cell containing error
33
CLEARING CELLS
• Steps to Clear Contents but leave
formatting:
– Select cells
– [delete]
Or…
-select cells
-edit menu
-clear command
-contents
34
Clearing Cells:
• Steps to Clear Formatting but Leave
Contents:
– Select cells
– Edit menu
– Clear command
– Contents
Or
-Select cells
- [delete]
35
Clearing Cells:
• Steps to clear formatting but leave
contents:
• Select cells
• Edit menu
• Clear command
• Formats
36
Clearing Cells:
•
•
•
•
•
Steps to clear contents and formatting:
Select cells
Edit menu
Clear command
All
37
SELECT ALL:
• “select all” button on worksheet or…
• Edit menu- select all command or…
• [ctrl] + [A]
38