SPREADSHEETSSPREADSHEETS

INTRODUCTIONINTRODUCTION

• Electronic worksheet - any worksheet done by using a computer and a spreadsheet package.

E.g. Lotus 1-2-3, Microsoft Excel and Framework.

• It is an application that allows the user to enter numbers and text into a table with rows and columns and perform calculations on them.

ADVANTAGES OF SPREADSHEETADVANTAGES OF SPREADSHEET

1. Easier to edit or change data.2. Formulae for calculation to be done automatically.3. There are built-in commands for calculating averages, totals

and so on.4. Different types of Charts can easily be created.5. It can be use to create documents just like a word

processor.6. It may have a database management facility to search data

quickly.

Contents of the worksheet

The worksheet is made up of CELLS(A cell is a box in which we enter data, information and formulae)

These CELLS are arranged in ROWS and COLUMNS

ROWS

COLUMNS

Each CELL has a reference called the ADDRESS. The ADDRESS is given by a column letter and a row number. An Example is ‘B7’.

EACH CELL MAY CONTAIN ANY OF THESE ITEMS

• Label (only ‘Text’).• Numbers.• Date/Time.• Formulae and Functions.

LABEL

• There are the non-numeric entries into a worksheet.• It is usually begin with a letter.• The data will be left-justified.

A B C1 Geography Physics2 Masters3 Experts4 Geniuses

NUMBERS

• It is usually starts with an arithmetic sign or a numerical digit in a worksheet.

• The data will be right-justified.

A B1 General 4 5002 General with decimal 4 500.003 Currency $ 4 500.004 Scientific 45E+03

DATE / TIME

• You can enter the date and time using the usual conventions, as illustrated below:

Date entry Display08-01-2010 8/1/104 June 2010 4-Jun-1010:30 am 10:30 AM

FORMULAE AND FUNCTIONS

• Formulae and functions are very useful as they allow for automatic calculation within the worksheets.

• For spreadsheet, we will consistently use ‘ =‘ (equal sign) to begin a formulae and functions.

• Arithmetic operations are expressed using: + for plus; - for minus; / for divide; and * for multiply.

• Brackets i.e ‘(‘ or ‘)’ can be used also.

FORMULAE FUNCTIONS=C3*D5 =SUM(C3:C8)

FORMULAE AND FUNCTIONS

• Several functions operate on RANGE of cells. Example : SUM(...:...), AVERAGE(...:...), MAX(...:...), MIN(...:...), COUNT(…:...) and so on.

=SUM(C3:C8)

=AVERAGE(ES:E14)

=MIN(E5:E14)

RANGE OF CELLS

• You can specify it by keying in the cell in the upper corner ‘:’ and the cell in the lower right corner.

The range selected is B3:D4

A range is a group or block of cells in a worksheet that have been selected or highlighted

A range is a group or block of cells in a worksheet that have been selected or highlighted

Some of the commonly used functions are given in the following table:

The functions simplify formulae.

For example: instead of entering= A1 + A2 + B1 + B2 + C1 + C2, you could use a range function as =SUM(A1:C2)

MOVING & COPYING CELLS

MOVING CELLS COPYING CELLS

1. Select the cell(s) to be moved.

1. Select the cell(s) to be copied.

2. Press Ctrl + X. 2. Press Ctrl + C.

3. Position your cell. 3. Position your cell.

4. Press Ctrl + V. 4. Press Ctrl + V.

FORMAT TEXT – HOME MENU

CHANGING COLUMN WIDTH AND HEIGHT

• If a cell is not side enough to display its item, then the display appears as ‘######’.• If this happens, you must widen the column so that the item is displayed properly.

SORTING DATA

• Most spreadsheet allows you to arrange data in alphabetical order.

• Follow steps below:1. Select the required RANGE to be arranged.2. Then click at the DATA menu on top3. Choose SORT from the menu list4. A window for sorting will appear as below: Specify the required

COLUMN (e.g. name, salary etc.) to be sort either in ascending or descending order. Then click OK button on confirmation.

CREATING CHARTS

1. Highlight the range of the cells.2. Click Insert menu3. Select chart type (e.g. Pie, Bar, Line).4. A selected chart on the selected data is created.