Introduction to Spreadsheets

A spreadsheet is an electronic file used to organize related data and perform calculations. Example- Microsoft Excel.

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Exploring the Excel Window

A worksheet is a single spreadsheet that contains formulas, values, text, and graphical representations of data. Each worksheet is identified by a sheet tabA workbook is a file containing related worksheets. By default, new workbooks have one worksheet.

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Exploring the Excel Window

• Worksheet rows lie horizontally and are numbered from 1 to 1,048,576. • Worksheet columns lie vertically and are labeled

from A to Z. Successive groups of 26 columns are labeled AA to AZ, BA to BZ, etc.• A cell is the intersection of a row and column• A cell address or cell reference names a cell and it is

made up from the column letter and row number. Example Cell A3 • The active cell is the current cell.

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Entering Text

Text is any combination of letters, numbers, symbols, and spaces not used in calculations.

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Entering Values

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345678

A B C D

CategoryRebate

RateAmount

SpentRebate Amount

Gasoline 3% 1,575.80$ Restaurants 3% 1,054.75$ Travel 2% 450.95$ Everything Else 1% 2,584.32$

Totals

Potential Rebate

Values are numbers that represent a quantity or a measurable amount.

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Entering DATES

You can enter dates and times in a variety of formats in cells, such as 9/1/2016; 9/1/16; September 1, 2016; or 1-Sep-16. You can also enter times, such as 1:30 PM or 13:30.

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Using Auto FillAuto Fill enables you to copy the contents of a cell or cell range to continue a series using the fill handle. The fill handle is the small green square in the bottom right corner of an active cell

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Adjusting Column WidthTo widen a column to accommodate the longest label or value in a column.

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Selecting a Cell Range

A range is a group of adjacent or contiguous cell. Two cell addresses separated by a colon ( : ) represents a range. Example: C3:D7To select a range, drag from the upper left cell to the lower right cell.

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Moving a Range

The shortcut key combination for cutting is Ctrl + X and pasting is Ctrl + V.

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Copying a Range

The shortcut key combination for copying is Ctrl + C and for Paste is Ctrl + V.

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Merge and center labelsA range of cells can be merged together to become one cell.

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WRAP TEXT

WRAP TEXT : This button wraps extra long text into multiple lines so we can see all of it without changing the cell width.

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Numeric Formats

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Entering FormulasFormulas are combinations of cell addresses, math operations, values and/or functionsA formula begins with the equal sign (=)

Examples:=A1+A2=C2*5

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Mathematical Symbols

Operation Common Symbol Symbol in ExcelAddition + +Subtraction - -Multiplication X *Division ÷ /Exponentiation ^ ^

The formula is displayed in the Formula Bar when the cell is selected.The following table shows what mathematical keys to use when entering formulas in Excel.

Example : =C4/D4

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Function Basics• An Excel function is a predefined formula that performs a calculation.• A function begins with the equal sign (=) followed by the function name and arguments in parentheses.

Example: =SUM(A1:A3)

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Basic Functions• Common functions include:

1) AVERAGE arithmetic mean2) MIN minimum value3) MAX maximum value4) COUNT number of values in range5) SUM calculates a total 6) IF logical function

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The IF Function• It is a function that is used to test the values in a cell and return one value if true and another if false.• The IF function has three arguments:

• A condition that is tested to determine if it is either true or false• The resulting value if the condition is true• The resulting value if the condition is false

=IF(logical_test, “value_if_true”, “value_if_false”)

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Designing the Logical Test• The logical test is built from the logical operators.

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Error Meaning#DIV/0! Trying to divide by 0#NAME? Text in the formula is not recognized

#VALUE! The wrong type of operand or function argument is used

####### The column is not wide enough to display the content

Excel Errors and Their meanings

Chart BasicsA chart is a visual representation of numeric data

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Chart Basics

Chart elements include:• Chart Title• Axis Titles• Legend• Data Labels• Data Table• Axes • Gridlines

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Chart elements

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Chart Titles and Legend•A chart title is the label that describes the entire chart.•An axis title is a label that describes either the category or value axis.•A legend is used to distinguish data points in a pie chart or data series in a multiple series chart.

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To clear the format of the worksheet, do the following:• Select the range.• in the Editing group select Clear formats.To clear the content of the worksheet in the worksheet, do the following:• Select the range.• in the Editing group select Clear

contents.To clear the entire worksheet, do the following:• Select the range.• in the Editing group select Clear all.

Clearing in Worksheet

Data

Sorting:Sort AscendingSort Descending

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