SPREADSHEETS

SPREADSHEETSSPREADSHEETS

SPREADSHEETSPREADSHEET

A computer application program that arranges data into rows and columns, usually used to work with numbers and calculations.

A computer application program that arranges data into rows and columns, usually used to work with numbers and calculations.

SPREADSHEETSPREADSHEET

One of the main uses of spreadsheets is to forecast

or to predict.

Spreadsheets answer “What If” questions.

Example:What if I made three more of my shots in the last game? What would my shooting percentage be?

One of the main uses of spreadsheets is to forecast

or to predict.

Spreadsheets answer “What If” questions.

Example:What if I made three more of my shots in the last game? What would my shooting percentage be?

SPREADSHEETSPREADSHEETA spreadsheet is a calculator that you can use to model relationships

in a problem.

A spreadsheet is a calculator that you can use to model relationships

in a problem.

SPREADSHEET TERMSSPREADSHEET TERMSCELL - The intersection of a row and a column on a spreadsheet in which data can be entered.

Cells are designated by their

column letter and row number.

Example: B4

ALWAYS put the column letter first, then the row number.

CELL - The intersection of a row and a column on a spreadsheet in which data can be entered.

Cells are designated by their

column letter and row number.

Example: B4

ALWAYS put the column letter first, then the row number.

CELL ADDRESSCELL ADDRESS

The name and location of a cell on a spreadsheet designated by the column letter and row number.

A8

The name and location of a cell on a spreadsheet designated by the column letter and row number.

A8

CELLSCELLSColumn Letter

Row Number

What is the cell address for the

4th Row, 3rd Column?

Column LetterRow Number

What is the cell address for the

4th Row, 3rd Column?

C4C4Remember . . .

ALWAYS PUT THE COLUMN LETTER FIRST

THEN THE ROW NUMBER

Remember . . .

ALWAYS PUT THE COLUMN LETTER FIRST

THEN THE ROW NUMBER

RELATIVE CELL REFERENCE

RELATIVE CELL REFERENCE

In a spreadsheet relative cell reference is similar to giving directions that explain where to go from a present

location. It does this by specifying how far away a particular cell is from some other cell.

Relative cell addresses follow the same directional instructions regardless of

the starting position.Example: Four cells to the left of or three cells above

In a spreadsheet relative cell reference is similar to giving directions that explain where to go from a present

location. It does this by specifying how far away a particular cell is from some other cell.

Relative cell addresses follow the same directional instructions regardless of

the starting position.Example: Four cells to the left of or three cells above

RELATIVE CELL ADDRESSRELATIVE CELL ADDRESS

Example:

Example:

Place a sum formula in Cell E2 to total cells B2:D2.

Grab the fill handleand drag the formuladown to cell E4 Formula from E2 will

be pasted into cellsE3 and E4 when thefill handle is released

Directions Given From Relative Cell Address - Put total in 5th column, adding what is in the 2nd - 4th column of each row.

ABSOLUTE CELL REFERENCE

ABSOLUTE CELL REFERENCE

In a spreadsheet, a reference to a particular cell or group of cells that do not change, even if you change the shape or size of the

spreadsheet, or copy the reference to another cell.

Absolute cell reference always point to the same cell, no matter where the

reference appears.

In a spreadsheet, a reference to a particular cell or group of cells that do not change, even if you change the shape or size of the

spreadsheet, or copy the reference to another cell.

Absolute cell reference always point to the same cell, no matter where the

reference appears.

ABSOLUTE CELL REFERENCE

ABSOLUTE CELL REFERENCE

Example: $A$3

$A$3 is an absolute cell reference that always points to the cell in the first column and the third

row.

You know it is an absolute cell reference because of the dollar symbol before and after the

column heading.

Example: $A$3

$A$3 is an absolute cell reference that always points to the cell in the first column and the third

row.

You know it is an absolute cell reference because of the dollar symbol before and after the

column heading.

#REF!#REF!

Cell Reference Error

Displays if formula is not correct

If you attempt to paste a formula where there are not enough cells from the target cell to fulfill

the required direction, the #REF! error message will appear in the

cell.

Cell Reference Error

Displays if formula is not correct

If you attempt to paste a formula where there are not enough cells from the target cell to fulfill

the required direction, the #REF! error message will appear in the

cell.

CELL RANGECELL RANGE

A continuous group of selected cells.

RANGE = B4:B15

A continuous group of selected cells.

RANGE = B4:B15

IDENTIFYING A RANGE OF CELLSIDENTIFYING A RANGE OF CELLS

Range - A group or block of cells

Example - A1:A5Cells that are located in rows one through five in the first

column,

Range - A group or block of cells

Example - A1:A5Cells that are located in rows one through five in the first

column,

COLUMNCOLUMN

The vertical divisions of a spreadsheet

Columns are labeled alphabetically

The vertical divisions of a spreadsheet

Columns are labeled alphabetically

COLUMN HEADINGCOLUMN HEADING

The lettered box at the top of a column.

The lettered box at the top of a column.

RESIZING COLUMNSRESIZING COLUMNS

To quickly re-size a column so that you can see all the contents within the cells, place the mouse

on the border between cell headers until the cursor shows arrows ( ) , then click and drag the column divider to make

it wider.

To quickly re-size a column so that you can see all the contents within the cells, place the mouse

on the border between cell headers until the cursor shows arrows ( ) , then click and drag the column divider to make

it wider.

COLUMN CELL ADDRESS COLUMN CELL ADDRESS Data in a series of cells

arranged in a column will have the same letter in the

address.Example: A2:A4

Read as A2 to A4

Data in a series of cells arranged in a column will have

the same letter in the address.

Example: A2:A4 Read as A2 to A4

ROWROW

The horizontal divisions of a spreadsheet which are labeled

numerically.

ROW HEADING

The numbered box at the beginning of a row.

The horizontal divisions of a spreadsheet which are labeled

numerically.

ROW HEADING

The numbered box at the beginning of a row.

ROW CELL ADDRESSROW CELL ADDRESS

To indicate a row of data, use the beginning cell address and the

ending cell address with a colon in between.

Example: A1:G1(Notice a row will have the same number but a different letter)

To indicate a row of data, use the beginning cell address and the

ending cell address with a colon in between.

Example: A1:G1(Notice a row will have the same number but a different letter)

DELETING ROWS AND COLUMNSDELETING ROWS AND COLUMNSTo delete an entire row or column,

click on the heading.

Do not try to click and drag across the cells especially if it is a large

spreadsheet.

To delete an entire row or column, click on the heading.

Do not try to click and drag across the cells especially if it is a large

spreadsheet.

DELETING MULTIPLE ROWSDELETING MULTIPLE ROWS

Multiple rows can be deleted at one time by clicking and

dragging on the row headings.

Multiple rows can be deleted at one time by clicking and

dragging on the row headings.

Quick QuizQuick Quiz

Is C2,3,4 a correct column address?

Is C2,3,4 a correct column address?

NONO

You must have a column letter and row number of the

beginning cell and ending cell.

You must have a column letter and row number of the

beginning cell and ending cell.

QUICK QUIZ - QUESTION 2

QUICK QUIZ - QUESTION 2

What would be the correct way to write this column

address (C2,3,4)?

What would be the correct way to write this column

address (C2,3,4)?

C2:C4C2:C4

Data in a series of cells located in the third column (C) going from row 2 to row 4, should be written in this

format.

Remember to always include a column letter and row number with a colon in between.

Data in a series of cells located in the third column (C) going from row 2 to row 4, should be written in this

format.

Remember to always include a column letter and row number with a colon in between.

QUICK QUIZ - QUESTION 3

QUICK QUIZ - QUESTION 3

What would be the cell address for the 2nd row, 8th column?

What would be the cell address for the 2nd row, 8th column?

H2H2

Even though the question said 2nd row-8th column, you still always put the column heading

before the row number.

When figuring the 8th column, just go down the alphabet to

the 8th letter.

Even though the question said 2nd row-8th column, you still always put the column heading

before the row number.

When figuring the 8th column, just go down the alphabet to

the 8th letter.

QUICK QUIZ - QUESTION 4

QUICK QUIZ - QUESTION 4

How would you identify the row that is highlighted below?

How would you identify the row that is highlighted below?

A7:G7A7:G7

A7 TO G7 would identify this row of data.

Remember to always include a column heading first then the

row number.

Notice that a row always has the same number.

A7 TO G7 would identify this row of data.

Remember to always include a column heading first then the

row number.

Notice that a row always has the same number.

Quick Quiz - Question 5

Quick Quiz - Question 5

How can you highlight column B without clicking and dragging the

entire column?

How can you highlight column B without clicking and dragging the

entire column?

Click on the column heading (B).

Click on the column heading (B).

Remember to highlight an entire column or row, click on the column or row headings.

Quick Quiz - Question 6

Quick Quiz - Question 6

What will display in the cell if you have a cell reference

error?

What will display in the cell if you have a cell reference

error?

#REF!#REF!

If you attempt to paste a formula where there are not enough cells from the target cell to fulfill the required direction #REF! will be displayed in the cell telling you that you have an

error in the formula.

If you attempt to paste a formula where there are not enough cells from the target cell to fulfill the required direction #REF! will be displayed in the cell telling you that you have an

error in the formula.

QUICK QUIZ - QUESTION 7

QUICK QUIZ - QUESTION 7

What symbol do you add to a target cell address to

establish it as an absolute cell reference?

What symbol do you add to a target cell address to

establish it as an absolute cell reference?

$$

Putting a dollar sign in a cell address, references that

particular cell and it does not change even if you move it to

another cell.

Example: $A$3 Once established as the target cell it will always point to the

cell that is in the first column, third row.

Putting a dollar sign in a cell address, references that

particular cell and it does not change even if you move it to

another cell.

Example: $A$3 Once established as the target cell it will always point to the

cell that is in the first column, third row.

CURRENT CELLCURRENT CELLThe active cell selected.

A cell is activated by highlighting it.

To highlight cells that are not together . . .

1. Click in the first cell you want to select

2. Then hold down the open apple key and click in the other cells that you want to highlight

The active cell selected.

A cell is activated by highlighting it.

To highlight cells that are not together . . .

1. Click in the first cell you want to select

2. Then hold down the open apple key and click in the other cells that you want to highlight

FILL CELLSFILL CELLSSpreadsheets provide commands to help copy or generate data quickly.

Examples:Fill Right - Copies contents of cells to

the right of an active cell

Fill Down - Copies contents of cells

below the active cell

Spreadsheets provide commands to help copy or generate data quickly.

Examples:Fill Right - Copies contents of cells to

the right of an active cell

Fill Down - Copies contents of cells

below the active cell

FILL SERIESFILL SERIES

Generates a series of values based on the value in the active cell.

Examples of fill series

Generates a series of values based on the value in the active cell.

Examples of fill seriesIf you typeJan., thenthe spreadsheetcan provide thecommand to fillright with Feb.,Mar. etc.

Other examplesof fill series

FORMATTING A SPREADSHEET CELLFORMATTING A

SPREADSHEET CELL

Refers to changing the way the information is displayed in a cell

STYLEApplies many formatting changes at once.

Example: A combination of shading, borders, etc. to give the

spreadsheet a distinctive look

Refers to changing the way the information is displayed in a cell

STYLEApplies many formatting changes at once.

Example: A combination of shading, borders, etc. to give the

spreadsheet a distinctive look

MODIFYING CELL TYPEMODIFYING CELL TYPEChanges the cell data type of one or

more selected cells.

Cell types in NCDesk

CAUTION: If you can not change the cell type, the data in the cell is not valid for the new cell type (i.e.,changing to money when dates are in the cell).

Changes the cell data type of one or more selected cells.

Cell types in NCDesk

CAUTION: If you can not change the cell type, the data in the cell is not valid for the new cell type (i.e.,changing to money when dates are in the cell).

CELL TYPES IN NCDESKCELL TYPES IN NCDESKText - WordsWhole Number - Numbers without decimalsDecimal Number - Numbers with decimals Money - Use when displaying money $14.96Date (MM/DD/YYYY) - Displays month, day, and year 10/23/2009

Date (YYYY) - Displays year only - 2008True/False- Creates check boxes for yes/noHeader - Distinguishes as the cell headingFunction - Information Only

Text - WordsWhole Number - Numbers without decimalsDecimal Number - Numbers with decimals Money - Use when displaying money $14.96Date (MM/DD/YYYY) - Displays month, day, and year 10/23/2009

Date (YYYY) - Displays year only - 2008True/False- Creates check boxes for yes/noHeader - Distinguishes as the cell headingFunction - Information Only

FORMATTING CELLSFORMATTING CELLSNumbers in a spreadsheet can be formatted

by the command Format, CellsExamples: To show how dates will be displayed 3/14/2006, Mar 14, 2006, 3/14, 3/14/06,

Mar - 06, 14 - Mar - 06, 14 - MarTo show how many decimal places will be displayed

3.45678, 3.456, 3.45, 3.4

To show how time will be displayed 1:30 PM, 13:30, 1:30

Numbers in a spreadsheet can be formatted by the command Format, Cells

Examples: To show how dates will be displayed 3/14/2006, Mar 14, 2006, 3/14, 3/14/06,

Mar - 06, 14 - Mar - 06, 14 - MarTo show how many decimal places will be displayed

3.45678, 3.456, 3.45, 3.4

To show how time will be displayed 1:30 PM, 13:30, 1:30

CELL PROTECTIONCELL PROTECTIONOnce a spreadsheet has been created, you can protect cells

so they can not be easily changed.

Example: Creating a monthly budget

The budget template may have how much you plan to spend each month protected so that it will not change and then you could add how much you actually spent.

Once a spreadsheet has been created, you can protect cells

so they can not be easily changed.

Example: Creating a monthly budget

The budget template may have how much you plan to spend each month protected so that it will not change and then you could add how much you actually spent.

GRIDGRID

Blank setup of rows and columns in a spreadsheet on which data is to be entered.

Blank setup of rows and columns in a spreadsheet on which data is to be entered.

GRAPH/CHARTGRAPH/CHART

A visual representation of numerical data.

Presents complex relationships clearly.

A visual representation of numerical data.

Presents complex relationships clearly.

TYPES OF CHARTSTYPES OF CHARTS

PIE CHARTPIE CHART

Used to show percents

BAR CHARTSBAR CHARTSUsed to compare data

Can choose a horizontal or vertical bar chart

Used to compare data

Can choose a horizontal or vertical bar chart

LINE CHARTLINE CHART

Used to show trends over time

Makes patterns and trends identifiable.

Used to show trends over time

Makes patterns and trends identifiable.

SCATTER PLOTSSCATTER PLOTS

Used to show relationships

Positive - dots slope from lower left to upper right

Negative - dots slope from upper left to lower rightA line of best fit can be drawn in

order to study the relationship between the variables.

Not a chart choice in NCDesk.

Used to show relationships

Positive - dots slope from lower left to upper right

Negative - dots slope from upper left to lower rightA line of best fit can be drawn in

order to study the relationship between the variables.

Not a chart choice in NCDesk.

MAKING CHARTS IN SPREADSHEETS

MAKING CHARTS IN SPREADSHEETS

1. Highlight the cells that contain the data you want included in the chart.

2. Click on the icon representing the type of chart that you want or go to data, chart and then choose the chart type.

3. If the questions ask for labels, add chart title and label the axes and then click ok.

1. Highlight the cells that contain the data you want included in the chart.

2. Click on the icon representing the type of chart that you want or go to data, chart and then choose the chart type.

3. If the questions ask for labels, add chart title and label the axes and then click ok.

LABELING A CHARTLABELING A CHART

Remember to only add titles if directed to do so by the test question.

After clicking ok, go on to the next question - do not click on the undo chart button

Remember to only add titles if directed to do so by the test question.

After clicking ok, go on to the next question - do not click on the undo chart button

TIME FOR ANOTHERQUICK QUIZ

TIME FOR ANOTHERQUICK QUIZ

What type of chart would you choose to show trends over

time?

What type of chart would you choose to show trends over

time?

LINE GRAPHLINE GRAPH

QUESTION 2QUESTION 2

Is a scatter plot a choice of charts to make in NCDesk?

Is a scatter plot a choice of charts to make in NCDesk?

NONO

You can only make pie, vertical bar, horizontal bar, and line charts in NCDesk.

QUESTION 3QUESTION 3

What type of chart is used to show percents?

What type of chart is used to show percents?

PIE CHARTPIE CHART

QUESTION 4QUESTION 4

What is the first step in making a chart from spreadsheet data?

What is the first step in making a chart from spreadsheet data?

HIGHLIGHT THE DATAHIGHLIGHT THE DATA

To make a chart . . .

1. Highlight data2. Choose chart type3. Add labels if

given4. Click ok

To make a chart . . .

1. Highlight data2. Choose chart type3. Add labels if

given4. Click ok

QUESTION 5QUESTION 5

WHICH CELL TYPE WOULD YOU CHOOSE TO CREATE A YES/NO

CHECK BOX?

WHICH CELL TYPE WOULD YOU CHOOSE TO CREATE A YES/NO

CHECK BOX?

TRUE/FALSETRUE/FALSE

In NCDesk to create a yes/no check box go to DATA, MODIFY CELL TYPE, and then CHOOSE

CELL TYPE TRUE/FALSE.

In NCDesk to create a yes/no check box go to DATA, MODIFY CELL TYPE, and then CHOOSE

CELL TYPE TRUE/FALSE.

THREE TYPES OF DATA CAN BE ENTERED INTO A

SPREADSHEET

THREE TYPES OF DATA CAN BE ENTERED INTO A

SPREADSHEET1. LABEL - data entered as text,

like a word or a letter

2. VALUE - a number entered into a cell

3. FORMULA - A mathematical equation

consisting of numbers, other cell

designators, and symbols for mathematical

operations.

1. LABEL - data entered as text, like a word or a letter

2. VALUE - a number entered into a cell

3. FORMULA - A mathematical equation

consisting of numbers, other cell

designators, and symbols for mathematical

operations.

VALUES AND COLUMN WIDTHVALUES AND COLUMN WIDTH

If a value is too wide to fit in a column, the spreadsheet

will display number signs (#####).

To remove the number signs and display the value, you must

widen the column.

If a value is too wide to fit in a column, the spreadsheet

will display number signs (#####).

To remove the number signs and display the value, you must

widen the column.

THREE ELEMENTS OF A FORMULA

THREE ELEMENTS OF A FORMULA

1. It must begin with an equal sign (=) to distinguish it from a label or value. The equal sign tells the computer to perform a calculation.

2. It must have operators (an instruction like +, -, *, or /)

3. It must have operands(what the instructions operate on, i.e. values)

1. It must begin with an equal sign (=) to distinguish it from a label or value. The equal sign tells the computer to perform a calculation.

2. It must have operators (an instruction like +, -, *, or /)

3. It must have operands(what the instructions operate on, i.e. values)

EXAMPLES OF FORMULASEXAMPLES OF FORMULAS

FORMULA RESULT

=B4+B5 Find the sum of the contents of cells B4 and B5

=B4-B5 Find the difference between the contents of cells B4 and B5

=B4*B5 Multiply cells B4 and B5

=B4/B5 Divide cell B4 by B5

=SUM(B4:B10) Add cells B4:B10

=AVG(B4:B10) Calculate the average of B4:B10

CREATING A FORMULA IN A SPREADSHEET

CREATING A FORMULA IN A SPREADSHEET

1. Highlight the operands2. Activate (click in) the cell

where the formula will go3. Type the formula4. Press return

1. Highlight the operands2. Activate (click in) the cell

where the formula will go3. Type the formula4. Press return

FORMULA HINTFORMULA HINTIf you are asked to put in a formula and you can not figure out how to do

it, activate another cell that already has a formula in it and look at the formula in the data entry bar

at the top of the spreadsheet. CAUTION - Make sure the formula is the

same operator that is being requested. For example, if the question ask for you to put in a

formula that would multiply cells, make sure the formula you looked at was multiplying cells. DO NOT copy the same formula, you must type the correct cells that are being used.

If you are asked to put in a formula and you can not figure out how to do

it, activate another cell that already has a formula in it and look at the formula in the data entry bar

at the top of the spreadsheet. CAUTION - Make sure the formula is the

same operator that is being requested. For example, if the question ask for you to put in a

formula that would multiply cells, make sure the formula you looked at was multiplying cells. DO NOT copy the same formula, you must type the correct cells that are being used.

FORMULA HINT EXAMPLEFORMULA HINT EXAMPLEIf you were asked to put a formula in cell

D4 to figure total tokens . . .1. Activate cell D2 by clicking in it2. Look in the data entry bar for the

formula3. Activate cell D4 and type the formula

that corresponds to the correct operands

Type =(B4*C4)

If you were asked to put a formula in cell D4 to figure total tokens . . .

1. Activate cell D2 by clicking in it2. Look in the data entry bar for the

formula3. Activate cell D4 and type the formula

that corresponds to the correct operands

Type =(B4*C4)

FUNCTIONSFUNCTIONS

Formulas that are already built into the spreadsheet program.

Go To Insert, Function

Or Choose the f(x) button

Functions inNCDesk

Formulas that are already built into the spreadsheet program.

Go To Insert, Function

Or Choose the f(x) button

Functions inNCDesk

NCDESK FUNCTIONSNCDESK FUNCTIONS

Sum - Totals the values in a series of cells

Average - Averages values in a series of cells - Gets the MEAN value

Minimum - Gets the smallest value in a series of cells

Maximum - Gets the largest value in a series of cells

Sum - Totals the values in a series of cells

Average - Averages values in a series of cells - Gets the MEAN value

Minimum - Gets the smallest value in a series of cells

Maximum - Gets the largest value in a series of cells

APPLYING A FUNCTIONAPPLYING A FUNCTION

(1) Activate the cell

(3) Choose the function

(4) Select column or row

(5) Click ok

(2) Insert function

FINAL QUICK QUIZFINAL QUICK QUIZ

What symbol lets you know that a formula will follow?

What symbol lets you know that a formula will follow?

==

Formulas begin with an equal sign and must include

operators and operands.

Formulas begin with an equal sign and must include

operators and operands.

WHAT FUNCTION WOULD YOU CHOOSE IF YOU WANTED TO FIND THE SMALLEST VALUE IN A SERIES OF CELLS?

WHAT FUNCTION WOULD YOU CHOOSE IF YOU WANTED TO FIND THE SMALLEST VALUE IN A SERIES OF CELLS?

MINIMUMMINIMUM

The function minimum will get the smallest value in a

series of cells.

The function minimum will get the smallest value in a

series of cells.

WHAT FUNCTION WILL ALLOW YOU TO TOTAL THE VALUES IN A SERIES OF

CELLS.

WHAT FUNCTION WILL ALLOW YOU TO TOTAL THE VALUES IN A SERIES OF

CELLS.

SUMSUM

Values in cells contained in rows or columns can be

totaled by using the sum function.

Values in cells contained in rows or columns can be

totaled by using the sum function.

WHAT FUNCTION WOULD YOU CHOOSE TO FIND THE MEAN VALUE IN A SERIES OF

CELLS?

WHAT FUNCTION WOULD YOU CHOOSE TO FIND THE MEAN VALUE IN A SERIES OF

CELLS?

AVERAGEAVERAGE

Getting the mean of a series of numbers is another way of saying, getting the average.

Getting the mean of a series of numbers is another way of saying, getting the average.

WHAT APPLICATION WOULD YOU USE AS AN ACCOUNTANT TO

CALCULATE A COMPANIES PROFITS AND

EXPENDITURES?

WHAT APPLICATION WOULD YOU USE AS AN ACCOUNTANT TO

CALCULATE A COMPANIES PROFITS AND

EXPENDITURES?

SPREADSHEETSPREADSHEET

A spreadsheet keeps data in organized rows and columns and is used to work with

numbers and calculations.

A spreadsheet keeps data in organized rows and columns and is used to work with

numbers and calculations.

What appears in a cell if the value is too wide to fit in the

column?

What appears in a cell if the value is too wide to fit in the

column?

(####)(####)

Number signs indicate that the column is not wide enough to

fit the data.

To remove the number signs and display the value, increase

the column width.

Number signs indicate that the column is not wide enough to

fit the data.

To remove the number signs and display the value, increase

the column width.

Beth BlanchardTechnology CoordinatorHarnett County Schools

Beth BlanchardTechnology CoordinatorHarnett County Schools