Introduction to Spreadsheets CHAPTERll

"'"" wrn 1spreadsheet1

is used widely in accounting and business today 'Spre d h , . . 11"' • a s eet 1s denved from the d, , n be seen in the context of a newspaper or magazine where t f . wor spread ~ c f Id and considered as one. wo acmg pages extend or are spread across the enter o

Eatl er, the accounting records were maintained manually on oversized sheets of papers called ledgers. These ledgers were used to record and calculate the monetary transactions of a company. The transaction data used to be arranged m the form of a table with rows and columns. Later on, the need arose to maintain a large number of records which was dlffltu\t to fit onto a page. This led to the concept of spreading the data across pages and thus the concept of s~readsheet camem existence.

Ill IMPORTANT FEATURES OF SPREADSHEETS

Computeosed or electronic spreadsheets are of much more recent origin. MS Excel is one of the most professional and ad'wanced spreadsheet software and is used by a large number of people across the world. It allows you to store, organise, calculate, and manipulate the available data m a tabular format, consisting of rows and columns. It provides nbullt features and data analysis tools that make it easy to work with a large amount of data. It has an additional feature of representing data in the form of a chart that helps you to analyse data quickly.

letusdiscuss some important features of MS Excel that are listed below:

Formulas and Functions: Formulas are mathematical expressions that are mainly used for performing simple and plex calculations. Functions are the built-in formulas which are used for calculating percentage, interest, average etc, n MS Excel.

• d f · roving the appearance of data. formatting Features: These features are use or imp • 11 I ulated in the whole worksheet if any change is made in a single cell. A\rto Updatlon of Data: The data is automat1ca Y reca c

Seifth and Replace: This feature leads to the fa 5t sea re hing and instant replacing of data.

A · eries automatically. utoRn• This feature helps m entering data ms Th. helps the users to understand, analyse, and compare ,..,....... . If m such as charts. ts ... ...ru ata can be viewed in a graphica or

an effect ve manner . ding or a descending order.

d) ther in an ascen aqi n be rrangecl (sorte et f . nals to quickly perform lengthy and complex I the first choice for pro essao ·••• ~-iced featu s have made MS Exce . ~-lWl;Mdfl1na,,da ed1ate dec1s1ons. · . I tasks, nd tak ,mm

DSHEET soFTWARE

he OpenOffice Cale ,.. Apac

-t G mere

+ Google Sheets

♦ W1k!Calc

+ Chck on the Start button and then clicl< on All Programs.

• Select Microsoft Office.

• Click on Microsoft Excel 2010. The main window of application opens.

WINDOWSl0

-+ Click on the Start button.

-+ Scroll through the list of application folders and select Microsoft Office.

"+ Click on the Microsoft Excel 2010. Or

Type Excel in the Search bar and select the application.

-+- The main window of application opens.

■II COMPONENTS OF MS EXCEL When you launch Excel, the following window appears, which is the Excel interface. It consists of the follov.'l{lg

components:

FIie Tab

Name Box

Active Cell

Row Heading

Column Heading

Tab Scrolling Buttons

Range

B9 E9

E

Formula Bar

Title Bar

;ta Delete •

Lli) Format •

i: • A ii. '/.

Sort & find a. ..,t_• f ttttr• Stitt!•

Ribbon

• Scroll Bars

Ag 10 1 Component. of MS Excel 2010 Window

na(lle a ~ an which you work and store yaur data. It is assigned a temporatY ai,4

1t11h111ta -ar more worbhet9ts in a singte file. Each workbook has a single therne 11 se to oria

~ to hold multlpte worksheets to9ether in order

iS a grid like area, made up of rows and columns h , w ere you enter data and

.:::.»11 it lfl other words, a worksheet is composed of a very I r b ww.· a ge num er of cells which .. •sic storage unit for data in a file or workbook The cell . ' . tht.,.. · s are arranged m a grid U$ini rows and columns. Rows run horizontally from left to · ht d

1 ttefl'I ng an co umns run pa ,canvtrom top to bottom. When you open an Excel workbook, by default, it consists of

reewarksheets, with the names Sheen, Sheet2, and Sheet3. They are displayed as tabs at

!le t,ottom of the worksheet just above the Status bar. You can add any number of

lVOrksheets in a workbook while working with a large amount of data.

nMSExcel 2010, row numbers range from 1 to 1048576 and columns range from A to XFD total16384 columns).

coiamns are represented by letters on the top and rows by numbers on the left side of the s11eet The components of a worksheet are:

(e!t.Acell is an intersection of a column and row in a worksheet. It is rectangular in shape.

Each cell ls identified by its column letter and row number, which is known as cell address, for example, Al, G2, etc. The address of the first cell of a worksheet is Al and last cell is

01048576. There are 1,073,741,824 number of cells in a worksheet. A cell is used to store

data such as text, numbers, formulas, functions, etc. A cell can contain up to 32,767 characters. A cell which is selected is called an active cell.

Row: Row is the horizontal arrangement of cells in Excel. Rows have numbers in Excel

1,2,3 .... and so on .

Coturnn: A vertical arrangement of cells in Excel in known as a column. Letters are used to

name the columns A, B, C .... AA, .... AZ, BA, BB, BC, and so on.

OLLBAR

Excel, there are two scroll bars - horizontal and vertical. You can use these scroll bars to

avigatethrough the content of the Excel worksheets.

0WHEAOER

Each-row1n Excel is represented by a specific number, which is present on the left hand side

a WOrksheet This number is known as a row header. Row headers are numbered from

l 1048,576

Wll.lMNHEADER

ss the top border of a worksheet represent column headings, starting with A to

M. ~ IA BZ .XAA. XFO Every worksheet in Excel contains 16,384 columns.

locat dab ve the column heading on the left hand side of the window. 1 he

played In this box. It displays the location of the cell

Press the k~y combination Ctrl+F9 to mlntm1se the

workbook window

The tab scrolling buttons to the left of Sheet tabs let you move through

the tabs quickly.

Multiple sheet tabs can be

selected at once by holding

I down the Ctrl key while

you click on the names.

To rename a sheet,

double click on the

reqwred sheet tab Type in the new name

and press Enter.

f the heet It is located to the right of the Name box \ Worbheet vs WortNOll )

enter in an active cell It shows the

Leis Discuss

la that you

.ICb,ill c:.ontt!nt,ofthe cell In Excel if a funtt,on or formula Is wntten In a cell the t<?II displays the result or val . I.le, qt\d formula bar dt$plays the fun ct on o formula applied A fornlU1a or tu net on always start~ wtth an equal {==lsign \!

F • 10 2 Name 6ox :snd fonnula Bar SHEETTABS

Sheet tabs appear atthe bottom left of the Excel v.: 1ndow,just above the Status bar. Every ~ew workbook which VOuo~ contains three blank sheets nam~d Sheetl, Sheet 2, and Sheet3. When you c' ~11; on a particular sheet tab, that wot1;s~ becomes active. You can add mare wo, ksheeB in a wor,kbook according to yuvt need. ~ou can rename the sh~t libs, msert new sheet:;, and delete sheets as per your requirement.

STATUS BAR

The Status bar hes at the bottom of the Excel window. It displays information, like Sheet number, active working m~ zoom level, and other important information about the spreadsheet in which you are working.

■II RANGE OF CELLS

In general, a range refers to a series of values between two other values Fo" example, the range between 1 and S includes 2, 3.,and 4 as well. When referring toa spreadsheet, the range or cell range 1s a collection of cells wit hin a row or column.~ range can be two or more contiguous cells which are selected or denoted collectively. You can specify a range by writing the starting cell address :tallowed by the ending cell address, both separated b', a colon {:). A range can be ot three types.

COLUMN RANGE

Column range refers to the range of cells spread across a column. In this type of range, the column letter is constant whereas the row number varies. For examp1e, a column range that includes rows 1 to S of column B will be written as 81:85

ROWRANGE

Row range refers to the range of cells spreac:i across a row. In this type of range, the row number is constant, whereas the column letter varies. For example, a row range that includes columns 8 to F of row Swill be written as BS:FS.

ROW ANOCOlUMN RANGE

type of range s n t e form of a matnx including multiple rows and columns. For example, a range consist1n& of all t~ ofrows3to10that ten o nBtofwnlbewrittenasB3:F10.

by u ng a mouse or keyboard.

ng et~ want select a range, A1:F6. Since a range 1s always in the form of a recta •••--•s.AI Al. fl and F6 Bring the cell pointer to any one comer ond drag 1t diagooa lb11ti-.ittt11us'lflJ.e~e~cttted!d area aets haghl ghted

A B C D E Address 1 Tifle,. ~•me Last Name Address City f352; Sec•l 2 Ms Anju" "Rawat #332, Sec-12 Chandigarh .. #1745,Sec 1 3 Ms Manju Negi "#i 745r.Sec-l 7 Chandigarh #36, Sec-22 4 MR l<unal Bansal #36, Sec:2z ... P.anchkula #1601, Sec•2 s Ms Rajana Kunnan #1601, Sec-2 #402, Sec 7 6 Ms Krrti Yadav #402, Sec 7

Fig, 10.3: Selecting a Range

u,14thet<tyboard: To select a range of cells using a keyboard, follow the steps given below:

,. select anyone cell at the corner oft he specific range.

- .. Panchktlla--Mohali

♦ While pressing the Shift key, select the number of cells in your range by using the arrow keys.

• After reaching the dest ination cell, release the Shift key. The desired range will be selected.

~ t!1 ASSESSMENT TIME

A wer the Following Questions:

hat 1s a spreadsheet' Name three important features of spreadsheets.

Mention anv four spreadsheet software.

Define a workbook .

s a Formula bar different from Name box?

Define cell range in MS Excel.

For Better Concept Clarity

F State/UT Chandigarh Chandigarh

Haryana ,J-iaryana

"" Punjab'" ..

°"'1 Mterosoft Excel Identify all t he components of a worksheet and write down their definitions in the

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El A24 Gl 3, one after the other and observe the display of cell address in the 820, F9, , •

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