An Introduction to Spreadsheets

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Objectives Spreadsheet Purposes & Advantages Layout of Spreadsheets

Data Planning Review

Objectives Describe how an electronic spreadsheet

program works Compare the merits of an electronic

spreadsheet with those of a paper spreadsheet

Explain how fiscal forecasting is done with electronic spreadsheets

Use a spreadsheet application List ways by which graphs can be

produced with a computer

What is a Spreadsheet?A B C D E F

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A Spreadsheet is a calculating tool which is divided into

columns and rows, to help people plan, manage and present results.

Paper Spreadsheet

The first type of spreadsheet is a paper spreadsheet. You need a piece of paper divided into columns and rows, a pencil and a calculator to work the spreadsheet. Everything is done manually. All changes must be done by erasing and recalculating.

Electronic SpreadsheetWith an electronic spreadsheet, the

computer works as if it were a calculator and a pencil. You simply keyboard the information into the computer, and the computer does your calculations for you. Better still, if you make a mistake typing the figures, just correct the figures and the computer recalculates the total automatically.

The Spreadsheet Helps You:

1. Calculate Numbers2. Organize information into columns and

rows3. Create a framework of titles, labels,

values, and formulas

Spreadsheet Advantages

Greater speed and accuracy The software does all the calculations The spreadsheet can be recalculated

automatically after entering new data Forecasting can be done by entering

“What if?” information Can create charts

Columns and Rows

An electronic spreadsheet consists of columns and rows. The columns run vertically --- top to bottom. The rows run horizontally --- left to right. Each column is labeled with a letter. Each row is numbered.

Columns:

A B C D E

VerticalTop to Bottom

Labeled with a Letter

Rows:

1

2

3

4

HorizontalLeft to Right

Labeled with a Number

Cells:The intersection of a row and a column is called a CELL.

A B C D

1

2

3 Cell B3

4

5

6 Cell D6

The number of cells in a spreadsheet depends on the program you are using. A cell is identified by the column label then the row label. The electronic spreadsheet has many more cells than can fit on the screen at once. To see cells that are not on the screen, you move or scroll to the left, right, up or down with the arrow keys on the keyboard or the mouse.

The cell that is selected or highlighted is called the active cell.

In the spreadsheet below, cell A1 contains the number 3 and cell c4 contains the number 2. Use the spreadsheet below to answer the questions. A B C D

1 3 5 7 92 1 1 2 33 2 4 6 84 0 1 2 3

1. How many columns are contained in the spreadsheet?

2. How many rows are contained in the spreadsheet?

3. What are the contents of the following cells? A. B2 ___ B. C4 ___ C. D1 ___ D. A1 ___

4. Which cells have the value of 3 in them?

5. How many cells are contained in a spreadsheet that has 3 columns and 4 rows?

Data

The three types of information used in a spreadsheet are:

1. LABELS2. VALUES3. FORMULAS

Data may also be formatted using dollar signs, decimals, bold, underscore, etc.. Formatting varies with each type of information.

Labels

Are words and numbers not used in calculations.

Are left justified Are used to describe what the values in

the cells represent May also be used for the title of the

spreadsheet

Examples: Test #1 2002 Totals Names

Values

Are numbers used in calculations Are right justified Represent quantity

Examples: 23, 43, 34.56, 20.33, 10

Formulas

Are equations Stored in the computers memory – we cannot

see the formula, only the result Symbols are used to let the computer know a

formula is being entered (Excel uses an = symbol)

Can be used with a range (Range is a partial row or column of adjacent cells). Example: (A4:A9) or (B4:G4)

Follow the order of mathematical operators – parentheses, exponents, multiplication and division, addition and subtraction

Examine the spreadsheet below. This spreadsheet contains a student’s test score for four subjects, the average test score for each subject, and the overall average. The title of the spreadsheet is GRADES.

1. Is the content of cell C5 a value or a label?

2. Is the content of cell C3 a value or a label?

3. What do the values in cells B7, C7, D7, and E7 represent?

4. What do the values in column F represent? Be specific!

A B C D E F

1 GRADES

2

3 Subject Test 1 Test 2 Test 3 Test 4 Average

4 Math 88 92 98 86 91

5 Science 83 85 86 94 87

6 English 78 86 82 90 84

7 History 89 87 83 85 86

8

9 Overall Average: 87

FormulasA formula can use the values in other cells to calculate new values.Perhaps the value in cell B4 was 10, and the value in cell B7 was 5. Then

the formula =B4 + B7 would equal the value 15. The formula =B4-B7 would equal 5.

The computer uses the order of operations when calculating formulas.

1. Parenthesis

2. Exponents

3. Multiplication and Division

4. Addition and Subtraction

A mnemonic may help you remember the order of operations:

Please Excuse My Dear Aunt Sally

Please Excuse My Dear Aunt

Sally

Answer the following Problems:

A B C D1 3 5 7 9

2 1 1 2 33 2 4 6 8

4 0 1 2 3

Use the values displayed in the spreadsheet to find each new value.

+ means ADD

- means SUBTRACT

* means MULTIPLY

/ means DIVIDE

1. A1 + B1 = ___________

2. A3 + B2 *C1 = _______

3. B1 – (B2 + B4) = ______

4. B3 * 1 = _____________

5. (D3 / C4) / B3 = _______

6. 13 + B3 * C2 = _______

7. D1 – D3 = ___________

8. C1 – C2 + 12 = _______

9. (C1 – B1) + D1 = ______

10. D3 / B3 = ____________

11. A1 * D1 / D2 = _______

12. A1 * (D1 / D2) = ______

13. (A1 +A2 +A3) / D4 * C4 = ______

14. (D1 + C2 + B3) / (A1 * B1) = ____

Please Excuse My

Dear Aunt Sally

Planning A Spreadsheet

– The first step is to determine what new data the spreadsheet is to generate.

– The second step is to decide what data to include.

– Third step is to decide what calculations must be performed.

– Finally, the fourth step is to determine how the spreadsheet is to appear on the computer screen.

**It’s a good idea to plan a spreadsheet on paper before you begin on a computer**