Using a SpreadsheetChapter 5

What is a Spreadsheet?

Spreadsheet◦An application used to store and analyze data◦Used for

Payroll Inventory Data collection Personal budgets Cost calculations

What is a Spreadsheet?

Worksheet◦An Excel spreadsheet document

Workbook◦An Excel file containing worksheets

Excel Window

Title Bar◦ Displays the file name of the current workbook

File Tab◦ Click to display commands for opening, saving, and printing a worksheet

Ribbon and Quick Access Toolbar◦ Select commands and perform actions

Sheet Tab◦ Displays a worksheet in the workbook

Columns◦ Lettered A to Z and AA to XFD for a total of 16,348

Rows◦ Numbered 1 to 1,048,576

Cell◦ Intersection of a row and a column

Cell Reference◦ Column letter and Row number that identify a single cell

Active Cell◦ Displayed with a dark bold border

Name Box◦ Displays a cell reference of the active cell

Formula Bar◦ Displays the contents of the active cell

Status Bar◦ View information about the current document

Entering Data into a Worksheet

3 step planning process1. What is the purpose?2. What information is needed?3. How should the worksheet be organized?

Worksheet data is either a ◦ Label

Text and cannot be used in calculations and left aligned◦ Value

Numeric and can be used in calculations and right aligned

◦ Date/time Entries may be used in some calculations and right

aligned

Editing Cell Contents

Select the cellContents of active cell are displayed in

formula bar◦Make changes and corrections in the formula

bar or double-click cell contents and use arrow keys

Practice: Grades

Complete Part 1 of 5

Formatting Cells

Formatting is applied to cells to make it easier to read◦Alignment◦Wrap text◦Borders◦Shading◦Merge and Center◦Fonts & Styles

Selecting Cells

Adjacent◦Cells next to each other

Range◦Selection of two or more cells

Selecting Cells◦Click first cell in range and then drag across

remaining cells

Applying Themes and Cell Styles

Theme◦Predefined set of colors, fonts, and effects used

to format a worksheet◦Used to maintain a consistent and professional

look in multiple worksheetsCell Styles

◦Apply several formats in one step and ensure consistent cell formatting

◦Home ⇒ Cell Styles

Previewing and Printing a Worksheet

Page layout view◦Worksheet is displayed as pages◦View ⇒ Page Layout

Headers and Footers

Automatically printed at the top and bottom of each page◦Insert ⇒ Header & Footer

Practice: Grades

Complete Grades Part 2 of 5

Using Formulas to Perform Calculations

Formulas◦Mathematical statements used to calculate values

Begin with = sign◦Mathematical operators

Exponents ^ Division / Subtraction – Multiplication * Addition +

◦Order of operations PEMDAS

Displaying Formulas

Display Formulas◦CTRL + `◦Formulas ⇒ Show Formulas

Practice: Examples

Complete Examples

Using Cell References in Formulas

Pointing◦Type a formula up to where a cell reference

should appear and then click a cell, which places its reference in the formula

◦Best method for entering cell references into a formula because typing errors are avoided

Cut, Copy, and Paste

Moving Data◦ Selected cell contents are “cut” from the worksheet and then

“pasted” into other cells Duplicating Data

◦ Selected cell contents are “copied” and the copy is “pasted” into other cells

◦ Use the cut or copy buttons on the Home tab1. Select the source which is the cell or range to be duplicated or

moved2. Click Cut or Copy on the Home tab3. Select the destination cell where the info is to be pasted4. Click Paste on the Home tab

Fill Handle◦ Solid square in the lower-right corner of a selected cell or

range◦ Drag the fill handle to copy the contents of the selected cell

or range to adjacent cells

Practice: Grades

Complete Grades Part 3 of 5

Copying and Pasting Data between Word and Excel

To copy from Excel to Word◦Home ⇒ Copy◦Display Word document and place insertion

point where data is to appear◦Home ⇒ Paste

Data copied from Excel is pasted as a table into a Word document

Copying and Pasting Databetween Word and Excel

Information organized in a table or aligned with tabs and tab stops in a Word document can be copied to a worksheet◦In Word click Home ⇒ Copy◦Display the Excel worksheet and select the

upper-left cell of the range where data is to be placed

◦Home ⇒ Paste

Practice: Dept Memo

Complete Dept Memo

Conditional Formatting

Conditional formatting◦Formatting that is applied to a cell when a

specified condition is met◦Makes worksheet data easier to evaluate◦Home ⇒ Conditional Formatting ⇒ Highlight

Cells Rules

Practice: Grades

Complete Grades Part 4 of 5

Adding Graphics

A graphic, such as a business logo, can be added to a worksheet to give it a professional appearance◦Insert ⇒ Picture

Clip Art◦Files of general purpose graphics created by an

artist using illustration software Insert ⇒ Clip Art

Hyperlinks in a Worksheet

Web and e-mail addresses are automatically formatted as hyperlinks◦Insert ⇒ Hyperlink

Practice: Gadgets Invoice

Complete Gadgets Invoice Part 1 of 2

Protecting Worksheets from Changes

To protect the contents of the active sheet◦Review ⇒ Protect Sheet

Practice: Grades

Complete Grades part 5 of 5

E-mailing A Workbook

E-mail is a fast and efficient message delivery system that can include Excel workbooks attached to the message◦File → Save & Send → Send Using E-mail◦Backstage View options for sending a worksheet as an

attachment will be displayed◦Select PDF to attach a PDF copy of the workbook to an e-

mail message

Reviewing A Worksheet

Tools for proofing a worksheet on the Review tab◦Spelling◦Thesaurus◦New Comment◦Track Changes

Practice: Gadgets Sales

Complete Gadgets Sales

Creating an HTML File

HTML◦Hypertext markup language◦Excel not needed to view; only web browser◦File ⇒ Save As ⇒ Web Page

Templates

Template◦Master worksheet that includes the basic

elements for a particular type of worksheetTo create a template

◦Enter data in a new worksheet and apply formatting

◦File ⇒ Save As ⇒ Excel Template

Practice: Gadgets Invoice

Complete Gadgets Invoice Part 2 of 2