lesson 12 spreadsheets unit 2—using the computer

Lesson 12Spreadsheets

Unit 2—Using the Computer

Computer Concepts BASICS - 22

Objectives

Understand the purpose and function of a spreadsheet.

Identify the parts of a spreadsheet window.Enter labels, values, formulas, and

functions in a spreadsheet.Use the AutoSum feature to enter the SUM

function.


Objectives (cont.)

Understand relative and absolute cell references.

Change column width and row height.Format data in a spreadsheet. Insert and delete cells, rows, and columns.Save and print a spreadsheet.


Objectives (cont.)

Add headers and footers in a spreadsheet.Sort data in a spreadsheet.Create a chart from spreadsheet data.


Spreadsheets Defined

A row and column arrangement of dataUsed to perform calculations

Budgets Payrolls Grades

Used to make forecasts and decisions


Anatomy of a Spreadsheet

256 columns identified by letters65,536 rows identified by numbersA cell is the point at which a row and

column meet (16,777,216 cells!).


Selecting Cells

Select a single cell Point to the cell and click.

Select a range of cells Click cell and then drag to select the range.


Keyboard Shortcuts


Types of Data

A label is alphabetic text entered into a cell. Labels align at the left of the cell.

A value is numeric text entered into a cell. Numbers align at the right of the cell.

A formula is a statement that performs a calculation.

A function is a built-in formula that is a shortcut for common calculations.


Entering Formulas

Type an “=“ before entering a formula or function.

Formulas include numbers, cell references, arithmetic operators, and/or functions.

The arithmetic operators include addition (+), subtraction (-), multiplication (*), and division (/).


Entering Functions

A function is a pre-written formula that performs calculations automatically.

Some functions include SUM, AVG, MIN, MAX, and IF.

A function is entered as =SUM(A1:A10). This will add the contents of cells A1 through

A10.


Copying Cell Contents

Cell contents can be copied to other cells.Formulas can be copied to other cells.Methods of copying

Copy and paste Drag and drop Fill cells


Copying Cell Contents (cont.)

To copy cells that contain formulas Absolute cell references Relative cell references


Formatting a Spreadsheet

Change column width and row height.Align labels in cells.Font style, font size, and color can be

changed.Text in cells can be rotated or wrapped.The Format Painter ensures consistency.


Formatting a Spreadsheet (cont.)

Styles and Formatting provides additional formatting options.

Add borders and shading to spreadsheet.Titles can be centered over several

columns.Numbers can be formatted with decimals,

commas, and dollar signs.


Formatting a Spreadsheet (cont.)

Borders and shading of cells can be changed.

AutoFormats add professional-looking formats to spreadsheets.


Printing a Spreadsheet

Print the entire spreadsheet.Print a selected portion of the spreadsheet.Print in landscape or portrait orientation.Divide the spreadsheet into pages with a

forced page break.Set data to fit on a specified size of paper

and number of pages.


Additional Features

Sorting rearranges data in ascending or descending order.

Headers and footers allow the same information to appear at the top or bottom of each page of the spreadsheet.

Adding objects, such as clip art and drawn objects, enhances the spreadsheet.


Creating Charts

Use Charts to display the data visually.Use the What-if analysis feature to test

different scenarios.


Summary

The primary use of spreadsheets is to enter, calculate, manipulate, and analyze numbers.

Columns in spreadsheets are identified by letters, and rows are identified by numbers.

The point at which a row and a column intersect is a cell.


Summary (cont.)

A cell that has been selected (highlighted or outlined with a black border) is referred to as the active cell.

A range of cells is a group of closely situated cells.

Alphabetic information in cells is referred to as labels; numeric information in cells that can be calculated is referred to as values.


Summary (cont.)

A formula is a type of data that performs a calculation.

To enter a formula in a cell, you must first type an equal sign.

A function is a built-in formula that performs calculations ranging from simple to complex.


Summary (cont.)

You can copy data by using the Copy and Paste commands, the drag-and-drop method, or the Fill command.

A relative cell reference refers to cells that change when they are copied into other locations.

An absolute cell reference refers to cells that do not change when they are copied into other locations.


Summary (cont.)

The AutoSum feature enables you to quickly add a range of cells.

You can change the appearance of data by using a variety of formatting tools and options or by applying one of Excel’s AutoFormats.

Selected data in a spreadsheet can be hidden so it will not be displayed or printed.


Summary (cont.)

The contents of a spreadsheet can be displayed in chart format.

A chart displays the spreadsheet data visually so that data can be understood more easily.

lesson 12 spreadsheets unit 2—using the computer

Documents

spreadsheet data

spreadsheet cont

entire spreadsheet

spreadsheet window

numbersa cell

shading of cells

range of cellsclick

contents of cells a1