ObjectivesObjectives• Describe the advantages of spreadsheets• List several applications for spreadsheets• Explain the underlying principles of

electronic spreadsheet use• Describe how to set up and modify a

spreadsheet• Identify the elements of standard charts

and graphs

SpreadsheetsSpreadsheets

• Spreadsheet is an application software

• Spreadsheet used to organize , present , and analyze Data

• Examples :

Excel - Lotus 123 - Quattro

Constructing a SpreadsheetConstructing a Spreadsheet• How to construct a student’s grade sheet and each student has 5 grades

* Manual sheet

Name Exam1 Exam2 Exam3 Exam4 Exam5 Total

Average

75Rabih Abbas 80 70 60 95

90Hiba Wasim 90 95 80 85

90Mazin Aly 90 95 96 80

380

440

451

351

77 80 79 82 82

68 70 70 75 68Yousef Bkar

Manual SpreadsheetsManual Spreadsheets

• Time Consuming

Disadvantages

• Making a mistake is too easy

• Manual recalculation

• Formatting is not easy • Manual Analysis

Electronic SpreadsheetsElectronic Spreadsheets

* Automatic calculations with free error

• Features

* Storing , Editing , Retrieving a sheet * Automatic recalculation (What-IF analysis)

* Formatting makes sheet more readable and appealing

A computerized version of a manual sheet

* Graphics that represent data in a Visual Format

Microsoft ExcelOpening Microsoft Excel Program Start All Programs Microsoft Excel The following main window will appear

Microsoft ExcelWhat are Workbooks and Worksheets? A workbook is A workbook is

made up of made up of multiple multiple worksheetsworksheets

A worksheet is A worksheet is made up of the made up of the rows and columns rows and columns into which you into which you enter yourenter your informationinformation

Worksheets

Microsoft ExcelCreating and Opening Workbooks

Opening a workbookOpening a workbook– Allows you to open an Allows you to open an

existing workbookexisting workbook

Creating a workbookCreating a workbook– Allows you to create a Allows you to create a

new, ‘empty’ workbooknew, ‘empty’ workbook

NEW OPEN

The last few files that you opened are displayed at the bottom of the File drop down menu!

Microsoft Excel Cell• Storage unit on a sheet• The intersection of a row and a column• Each cell has :

2. Content :

1. Address :

- Value - Label- Formula- Function

C4 , E10

• Active cell - the cell available to be edited at a given time

Microsoft Excel

• Operations on a cell

- First : Select the intended cell - Second : Apply the operation

Cell

- Enter the cell content- Edit the cell content- Delete the cell content- Format the cell content

Microsoft Excel

• A group of one or more cellsoccurring in a rectangular shape

Range

Microsoft Excel

• Operations on a range

- First : Select the intended range

- Second : Apply the operation

Mouse

Move - Copy

Delete - Format

Range

Shift key + arrows

Microsoft ExcelInserting and Deleting Cells, Rows and Columns Insert cells, rows Insert cells, rows

or columns using or columns using the Insert menuthe Insert menu

Delete cells, rows Delete cells, rows or columns using or columns using the Edit menuthe Edit menu

Microsoft Excel

To save a back-up copy using a different nameTo save a back-up copy using a different name– From the File menu, From the File menu,

select Save As to select Save As to display the Save Asdisplay the Save Asdialog boxdialog box

Saving WorkbooksSaving Workbooks

SAVE

To save a workbookTo save a workbook– From the File menu, select SaveFrom the File menu, select Save– Or press CTRL+SOr press CTRL+S– Or click on the Save button on the Standard toolbarOr click on the Save button on the Standard toolbar

Microsoft Excel Formula

• Making Calculations• General form : =Expression

Numerical Label

Operand Operator Operand Operator-Constant-Cell address

% ̂* , /+ , -

-String constant-Cell address

&

=B2*(C1+6)/2 =D4 & “name”

Microsoft Excel• Functions* A function is like a preprogrammed function* General form : =Function Name(Arguments)

=SUM(A1,B1:B8)

* Function Categories : (1) Math FunctionsSUM Adds all numbers in a range of cells

Example : =Average(C3:C8)Average Returns the average of its Arguments

Product Multiplies all the numbers in a range

Microsoft Excel Functions

MIN Returns the smallest value in a range. MAX Returns the largest value in a range .

COUNT Counts the numeric values in a range.

INDEX Gets a value with an index within a range.

Example : index(C4:C8 , 3)

SUMIF Adds the cells specified by a given condition. SUMIF(B3:B8,”Tea”,D3:D8)

Example : max(C3:C8)

Example : count(B3:D7)

Microsoft Excel Functions

(2) Text FunctionsLEN Returns the No. of Chars in a text string.

LEFT Returns the leftmost Chars in a text string.

Example : RIGHT(B3 , 3)

MID Returns a specific No. of Chars from a text string starting at a position you specify. Example : MID(B3 , 2 , 3)

Example : LEN(B3)

Example : LEFT(B3 , 2)

RIGHT Returns the rightmost Chars in a text.

Microsoft Excel Functions

Month Returns the month, an integer 1 12

Example : Date(86,11,3)

(3) Date & Time Functions

Today Returns a No. that represents today’s date.

Date Returns the No. that represents the date.

Example : Month(today( ))

Day Returns the day, an integer (1 31)Example : Day(today( ))

Year Returns the year, an integer (1900 9999)

Example : Year(today( ))

Microsoft Excel Functions

Example : Now( )

(3) Date & Time Functions

Now Returns the current date or time.

Hour Returns the hour, an integer (0 23)

Example : Hour(now( ))

Minute Returns the minute, an integer (0 59)Example : Minute(now( ))

Second Returns the second, an integer (0 59)

Example : Second(now( ))

Microsoft ExcelWorksheet Formatting Formatting makes sheet more readable and appealing

– Toggling bold, italics and underliningToggling bold, italics and underlining– Applying borders, colors and patternsApplying borders, colors and patterns– Row height and column widthRow height and column width– Changing the font type and sizeChanging the font type and size– AlignmentAlignment– Number formattingNumber formatting

Microsoft ExcelWorksheet Formatting

Company Costs

050

100150200250300350

JAN FEB MAR APR MAYMonth

Dol

lars

Utilities Supplies Travel

Microsoft Excel

1- Line Chart

• Represent data in a visual format

Showing trends over a period of time

Charts

Microsoft Excel Charts2- Column ChartShowing data comparisons by the height of bars

• Single-range Column Chart

Company cost for Utilities

0

50

100

150

200

JAN FEB MAR APR MAYMonth

Dol

lars

Utilities

Only one variable is involved

Microsoft Excel Charts

• Multiple-range Column Chart

* Clustered Chart

Several variables are involved

* Stacked ChartCompany Costs

0

50

100

150

200

250

300

350

JAN FEB MAR APR MAYMonth

Dol

lars

Utilities Supplies Travels

Company Costs

0

100

200

300

400

500

600

JAN FEB MAR APR MAYMonth

Dol

lars

Utilities Supplies Travels

Microsoft Excel Charts3- Pie Chart

% of costs for JAN

Utilities30%

Supplies26%

Travels44%

Displays the contribution of each value to a totalThe whole amount is represented by a circle, and each wedge of the pie represents a value.

Ex: Showing the proportion of all expenses during JAN

Microsoft Excel Charts Steps for Creating a Chart