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Introduction to

Spreadsheets

Computer Technology

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Terms you need to know(need to know these for use in the program and on a test)

• Rows

• Columns

• Range

• Cells

• Active Cell

• Cell Address

• Workbook

• Worksheet

• Labels

• Numeric Labels

• Values

• Mathematical

Operators

• Orders of Operation

• Equation Formula

• Function Formula

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Microsoft Excel

• A program which allows you to perform

complex mathematical operations in an

organized manner without using a handheld

calculator.

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Microsoft Excel Layout

Tabs Ribbon

Groups

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What is a Spreadsheet?

• A Spreadsheet is a grid of rows and

columns containing numbers and text.

• Another name for a Spreadsheet is

Worksheet Columns

R

o

w

s

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The Size of the Spreadsheet

• Number of Rows

–65536

• Number of Columns

–256

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Some terms

• Workbook

– An Excel file that

contains single or

multiple

worksheets

• Worksheet

– One page in an

Excel workbook

– Also called a

Spreadsheet

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Rows vs. Columns

• Rows

– Identified by

1,2,3, etc. and

goes across the

spreadsheet

horizontally

• Columns

– Identified by

A,B,C and goes

across the

spreadsheet

vertically.

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Cell

• This is where a row and column meet. Each

cell has a cell coordinate.(Isn’t it romantic!)

Examples of this are A1, C5, Z34

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Label-Value-Function-Range

• Label- Alphanumeric data that describes the

values that follow and cannot be used in a

calculation.

• Value - Numeric data that can be used in

calculations.

• Function - A preset formula that tells Excel

what calculation to perform.

• Range-A rectangular group of adjacent cells

used when calculating Functions.

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Columns

R

o

w

s

Active Cell

Range (A8:C8)

Range

(A3:A6)

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Cell Address

Label

1999-2000 Numeric

Label

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Label

Label

Label

Label

Value

Value

Value

Value

Function

Numeric Label

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What is this

called?

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•It is called the active

cell…...

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Widen Columns as necessary

Place your cursor on

the lines between

column names. Mouse

looks like

and drag to the size

required. You can

also double click to

allow the spreadsheet

to choose an

appropriate width

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Entering Formulas using the Fill Handle

When you want to copy the contents of one cell into the cells

above or below or to the right or left, you can drag the small black

fill handle in the bottom corner of the active cell. This will copy

the formulas and the formatting, so make the correct changes. Use

this technique instead of typing the same formula many times.

Click and Drag the

Fill Handle. Mouse

looks like when

in position in the

bottom corner of the

activated cell with

the correct formula

and formatting.

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• One page of your work in an

Excel workbook is called…..

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Notice that there are multiple

worksheets in this workbook.

•A Worksheet or Spreadsheet...

Use the Insert Worksheet button to

add more worksheets. You should

have at least 5 worksheets in one

workbook for CT-4.

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To Insert a new worksheet right click on the tab

and choose Insert.

To change the name of a worksheet

right click on the tab and select Rename.

Use the Insert tab to add worksheets so

there are at least 5.

Back to: How Do I?

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Alpha characters used as titles,

column headings or row headings

are called …..

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Labels

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Last Question…...

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• Numeric data that can be used

in calculations are called…..

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Values

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Mathematical

Operators

• Addition

• Subtraction

• Multiplication *

• Division /

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Orders of Operation

1. Parenthesis

2. Exponents

3. Multiplication

4. Division

5. Addition

6. Subtraction

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Two Types of Formulas

• A formula is an instruction to calculate a

number.

• All Formulas begin with an equal sign =• Equation Formulas

– Use mathematical operators (+, -, *)

• Function Formulas

– Use function names (SUM, AVERAGE, MAX)

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Equation FormulasTo add

=cell+cell+cell

To subtract

=cell-cell

To multiply

=cell*cell

To Divide

= cell/cell

Or any combination of math

operators:

Example = A1*10

Example: =(A1 + B3)*B7+10

A1 = 10

B3 = 2

B7 = 5

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Function Formulas

• =function name(cell:cell)

• Function Names

– SUM - adds a range of cells

– AVERAGE - finds the average of a range of cells

– MIN - lowest value in a range

– MAX - highest value in a range

– COUNT - number of cells filled with a value

– COUNTA - number of cells filled with a label

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Examples of Function Formulas

• To add a range of cells

=SUM(A1:A250)

• To find the average

=AVERAGE(A1:B25)

• To count a range of values

=COUNT(B50:H100)

• To count a range of labels

=COUNTA(C4:C8)

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How Do I…• Use function formulas?

• Add/delete columns or rows?

• Insert a new worksheet?

• Center my spreadsheet on a page and change margins?

• Insert a header or footer on my spreadsheet?

• Change Paper to Landscape and/or Change the Print size of my spreadsheet

• Turn on gridlines and set print area?

• Format cells?

– decimal places, currency, date, accounting,….

• Add Borders and Shading?

• Merge cells?

• Fill Down a column?

• Change a Cell Reference from Relative to Absolute

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Function Formulas

• The first step to using formulas it to think about what mathematical operation you want to accomplish. It helps sometimes to write the math problem on paper first.

• Next click on the cell where you want the answer to the formula to appear.

• Choose the formula you want from the drop down menu next to the Sum icon.

• Select the cells you want to include in the operation. If Excel guesses the cells for you, MAKE SURE TO VERIFY THAT THOSE ARE THE CELLS YOU WANT! EXCEL IS NOT ALWAYS RIGHT!!

Back to: How Do I?

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Add/Delete Columns or Rows

• Select the column or row where you’d like to add one or select the column you wish to delete.

• Use the following keyboard shortcuts.

– To add use Ctrl+ (hold control and strike the plus key it’s best to use the + on the number pad)

– To delete use Ctrl- (hold control and strike the minus key)

Back to: How Do I?

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Center a Spreadsheet on a Page and

Change Margins• Page Layout tab>Page

Setup

• Change margins in

designated boxes.

• Click the horizontally (if

you want it centered

between the left and right

margins or vertically (if

you want it centered

between the top and

bottom margins) box(es). Back to: How Do I?

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Insert Header or Footer• Choose Page Layout tab>

• Open Page Setup dialog box

launcher

• Select Header/Footer tab

• Select Custom Header

• Type your Name, the Date,

and your period in the section

you want the header to appear.

Back to: How Do I?

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Portrait or Landscape

• What is Portrait or Landscape?

– They are terms that describe the paper orientation.

• Choose Page Layout tab.

• In the Page Setup group, you can choose portrait or landscape orientation

Landscape

Portrait

Back to: How Do I?

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Gridlines and Print Area

• Select cells with data

• Page Layout tab>

Page Setup Group

• Check the gridlines

box to turn them on.

• Set Print Area.

Back to: How Do I?

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Format Cells

• Select the cells you wish

to format

• Choose Home tab>

Number dialog box

• Choose the desired format.

(alignment, borders, fill)

• Select the additional

desired options (number

of decimals, 1000

separator) and click OK

Back to: How Do I?

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Merge Cells1. Select the

range needed

2. Click the

Merge & Center

button

Back to: How Do I?

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Entering Formulas using the Fill Handle

When you want to copy the contents of one cell into the cells

above or below or to the right or left, you can drag the small black

fill handle in the bottom corner of the active cell. This will copy

the formulas and the formatting, so make the correct changes. Use

this technique instead of typing the same formula many times.

Click and Drag

the Fill Handle

in the bottom

corner of the

activated cell

with the correct

formula.Back to: How Do I?

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Add Borders and Shading

• Activate the cells that you

want borders around

• Select the Font Group and

Border tab

• Select the Border, Style and

Color of the lines you wish.

• For shading select the Fill

tab.

Back to: How Do I? This box is dynamic. Use it to select

portions of a selected cell.

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Absolute Cell ReferenceUse this technique to calculate the percentage of total expense for Budget

By default, spreadsheet formulas are set up as relative cell references, which means when

the formula in a cell is copied from one cell to another (i.e., Fill Down), it changes the

formula to match the cells it has moved to. For example, if you have a formula that adds

cells down a column and copy that formula to another column, the values automatically

change to the values of the column you copied it to. In some situations, you may need to

have the formula stay the same and not change, which is known as an absolute cell

reference.

• Changing a cell from a relative to an absolute reference can be done by following the

steps below.

• Highlight the cell containing the formula you want to have changed into an absolute or

relative reference.

• In the formula box as shown below, click the formula box or highlight the formula

and press the F4 key to switch between an absolute and relative cell reference.

• Tip: You can also highlight portions of the formula and press F4 to have a partial

absolute reference.

• If you want to write manually or create your own absolute reference, use the "$"

symbol in your formula. The next slide shows a basic example demonstrating the

difference between a relative and absolute reference.

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Absolute Reference• Relative reference

• =SUM(A1:A3)

• The above formula adds the values of A1 through A3 and is a basic formula most users should be

familiar with.

• Absolute reference

• =SUM($A$1:$A$3)

• To change the above relative reference to an absolute reference, add a "$" symbol in front of the

column and row.

• Partial Absolute reference

• You can also create a partial absolute reference, which allows for flexibility in the formula and

functionality in a spreadsheet.

• =SUM($A1:$A3)

• In this first example, only the column (A) is an absolute reference, while the row is a relative

reference. So when this formula is copied to another column and row, the formula will still reference

column A, but it will change the row based on where it has been copied to.

• =SUM(A$1:A$3)

• In this second example, only the rows (1 through 3) are an absolute reference, while the column is a

relative reference. So when this formula is copied to another column and row, the formula will still

reference rows 1 through 3, but it will change the column based on where it has been copied to.

Back to: How Do I?

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