MODULE 4.1: INTRODUCTION TO SPREADSHEETS

CONTENTS

• What is a spreadsheet? • Basic functions• Inputting data • Use of formatting • More about different types of data format

s • Effective input using AutoFill• Test and improve knowledge and skill• Module Activities

WHAT IS A SPREADSHEET? Examples of uses

Part of a spreadsheet that is used for the calculation of marks.

WHAT IS A SPREADSHEET? First acquaintance with Excel 2010

Ribbon

Tabs

Cell name boxFormula bar

Rows 4-9

Columns A-I

Active cell

Quick Access Toolbar

Different worksheets

BASIC FUNCTIONSFormat of a function

Function Name

A function always begins with an equal sign.

=(argument(s)

)

Name of the function

Argument: cells on which the function is based

BASIC FUNCTIONSExamples of functions

Sum

Average

Minimum

Maximum

BASIC FUNCTIONSEntering functions

=SUM(D1:D7)=SUM( D1:D7)

BASIC FUNCTIONSEntering functions

INPUTTING DATA

Move to a cell by using:

Tab

Data aligned:

text

123

left for text

right for numbers

To edit data:

F2

USE OF FORMATTING

Specific range: click and drag with mouseWhole row: click on row heading number

Whole column: click on column heading number Whole spreadsheet: Click on select all block or <Ctrl>< A>

Selection of cells

USE OF FORMATTING

Character formatting and bordersHorizontal alignment

Vertical alignment

indenting

Text orientationWord wrapping in a cell

merging of cells

Basic formatting

USE OF FORMATTING

Character formattingAlignmentBordersShadingText orientationMerging of cells

Or use Format Cells

USE OF FORMATTING

Format as table

Formatting cells, rows and columns

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS

123 Names =SUM(B1:B12)

2011/02/09 Labels =DAY()

19:45 Comments =B4*C4

Numerical data Text

Functions and

Formulae

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS

123

2011/02/09

19:45

Change data format

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Ordinary numbers

Set decimal places after pointUse system separator

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Currency formats

Select symbol here – do not type RR 324.78

R 324.78

Accounting

Currency

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS

Numbers which must be treated as text

0002 098 567 8473

To save numbers as text:

‘0002 or

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS

Numbers which must be treated as text

Error message:

Select Ignore Error.

MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Dates and times

Dates Times

EFFECTIVE INPUT USING AUTOFILL

OVERVIEW OF MODULE

Spreadsheet

What is it?What used

for?

EnvironmentWorksheets

Rows, Columns

Cells

Basic FunctionsSum, Max,

Min, Average

Inputting data

Auto Fill

FormattingCosmetic

Cell Contents

(data types)

Working with

spreadsheet files

Create; Open; Save

TEST AND IMPROVE YOUR KNOWLEDGE AND SKILLSImportant terms and concepts

Argument Cell address Data type

Format Formula bar Function

RangeSpreadshe

et/ Workbook

Worksheet

TEST AND IMPROVE YOUR KNOWLEDGE AND SKILLSTips and Recommendations

Worksheets formatted to improve readability and interpretation

Labels formatted to be clearly distinguishable

The results of calculations to stand out clearly and be easy to interpret.

Correct data types and formats for data.

Use cell references (not the actual values stored in the cells) when performing calculations