Spreadsheet

A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. It is an environment that can make number manipulation easy and somewhat painless.

Why use a spreadsheet?

Spreadsheets can be very valuable tools in business. They are often used to play out a series of what-if scenarios!

Allows you to create Presentation-quality documents Data lists Professional looking charts

Spread Sheet Terms

Workbook A spreadsheet file

Worksheet A page of a workbook

Row The horizontal reference on the spreadsheet

Column The vertical reference on the spreadsheet

Grid Lines The horizontal and vertical lines on the spreadsheet

Spread Sheet Terms

Cell The intersection of a column and row

Cell Indicator The gray area to the left of a row and above a column that

identifies the cell address Cell Address

The column letter and row number of an Active cell The cell that is currently selected

Range A selection of cells

Selecting Cells

Mouse Move pointer to desired cell and click.

A boarder is displayed around an active cell and cell address is in the Name box.

Click and hold to select a range of cells.

Keyboard Use arrow keys Enter (down) Tab (right) Shift/Tab (left)

Types of Data

Labels (text) Text entries. Do not have a value associated with them. Typically use labels to identify what we are talking about.

Constants (number data) Entries that have a specific fixed value.

If someone asks you how old you are, you would answer with a specific answer. Sure, other people will have different answers, but it is a fixed value for each person.

Formulas Entries that have an equation that calculates the value to display.

We DO NOT type in the numbers we are looking for; we type in the equation. This equation will be updated upon the change or entry of any data that is referenced in the equation.

Spread Sheet Terms

Values A number that can be entered into a cell

Cell Reference Use of another cell address in a formula

Function Pre-established formula where you supply the

information (called arguments) needed to make the calculation.

Excel has about 200 built-in functions.

Acceptable Number Formats

Format Example

Integers 255

Negative Numbers -255 (255)

Integers w/ commas 1,255

Decimals 2.55

Currency $255 or $2.55

Percentages 25.5%

Dates 5/31/08 or May – 08

Time 8:39:00 AM or 22:00

Changing Data

Select the cell you wish to edit Place the I-beam in either

the formula bar or the cell

where you wish to edit.

Basic Formula Guidelines

Always begin a formula with “=” Mathematical operators (in order of operation)

% allows for use of percentage^ allows for exponentiation* allows you to multiply/ allows you to divide

+ allows you to add- allow you to subtract

Use cell references when possible. • Formulas can use fixed numbers but use cell references

when possibility for more flexibility.

Insert Functions

Select the cell you want. Click the Insert Function button. Select the function you need from the list. Follow prompts.

AutoFill

Filling a Range To fill in multiple cells with the same information

select the cell out you mouse over the black square handle, in the bottom right corner, of the selected cell click and drag to fill other cells

Incrementing a Range Works with formulas too! Use Relative vs. Absolute References.

Spread Sheet Terms

Absolute Referencing Absolute ranges have a $ character before either the column

portion of the reference and/or the row portion of the reference. This indicates to Excel that it should not increment the column and/or row reference as you fill a range with a formula or as you copy a range. $A$1 = Both the column and row reference is fixed. Neither will be incremented or changed during a copy or fill.

$A1 = Only the column reference is fixed. It will not change during a fill or copy, but the row will change.

A$1 = Only the row reference is fixed. It will not change during a fill or copy, but the column will change.

Relative Referencing Relative ranges do not use the $ character. 

Formatting Worksheet Format Cells

Select and right click or use the format buttons. Can change data alignment, bold, underline, etc.

Merging Cells To merge 2 or more cell select cells to be merged and

then use the Merge & Center button under the Home menu.

Wrap Text To wrap text within a cell select cells to be wrapped

and then use the Wrap Text button under the Home menu.

Navigating Within a Worksheet Scroll bars Keyboard

The Name box Use the Go To command

Push F5 on the keyboard

Viewing Options

Normal View Default view, displays the screen with the

standard menus, toolbars, and screen elements. Page Break Preview

Shows where page breaks occur in a worksheet, both horizontally and vertically. You can change page breaks in this view by moving the

blue lines.

Additional Options

Zooming Select the magnification %

Freezing Panes Move the cell pointer to the cell below the row to

freeze. Select the window menu Select Freeze Panes You may Unfreeze later if you choose.

Worksheets

Can move between sheets by selecting appropriate tab or by using Ctrl/Page Up or Down.

Rename a Sheet Right click on the current sheet name and select Rename.

Inserting a new Sheet Insert Menu

Moving/Copying Sheets Select and drag or right click for options.

Deleting a Sheet Right click.

Moving and Copying Data

Move Select Drag and Drop Select Cut and Paste

Copy Select Drag and Drop (holding the Ctrl key) Select Copy and Paste

Paste Special• Lets you choose what you want to paste; values, formulas,

etc.

Creating Charts

To create a chart select the data range you want to include in your chart.

Go to the Insert menu and select the chart style that you desire.

Your chart will appear on your worksheet. You can edit your chart by using the Chart

Tools Menu.

Page Setup and Printing

Go to Page Setup to… add Headers and Footers

ALWAYS Print Preview! Make sure that your page breaks are the way you

want them before you print.

A Few Spreadsheet Options…. Microsoft Excel Open Office Spreadsheet Google Spreadsheet/Form

Use to collect, store, analyze data Online version of a spreadsheet

Can be shared and collaborated on