1 Introduction to Electronic Spreadsheets Using Microsoft Excel

2 What is a Spreadsheet? A software/program used to assist people in performing tasks that require the use of mathematical calculations and operations. A spreadsheet is designed around a table system of rows and columns. Major part of any spreadsheet is numbers or values. Different from a word processing program where the major part is text.

3 Who Uses a Spreadsheet? Anyone responsible for providing numerical data in any form. Accountants—preparing financial documents Teachers—reporting grades and averages Managers—reporting sales, profits, & losses Tax Preparers—reports for tax purposes Payroll—employee reports Anyone needing mathematical answers

4 Column Labels Row Labels Cell Indicator Edit Line Vertical Scroll Bar Horizontal Scroll Bar Menus Various Menu Toolbars

5 Parts of a Spreadsheet 1. Rows 2. Columns 3. Cells 4. Ranges RANGE CELL ROWS COLUMNS 1. Rows 2. Columns 3. Cells 4. Ranges

6 1. Rows A row is a horizontal section of a spreadsheet. Rows run from left to right. Rows are labeled with numbers. ( ) There are 1,048,576 rows in an Excel Spreadsheet. Row Labels

7 2. Columns A column is a vertical section of a spreadsheet. Columns run from top to bottom Columns are labeled with letters. (A B C D) There are 16,385 columns in an Excel spreadsheet. Column Labels

8 Rows & Columns (cont’d) On your screen you only see columns A – K Columns go from A to XFD, once at column Z, labeling begins again with AA, AB, AC. On your screen you only see rows 1 – 25. Rows go up through 1,048,576.

9 3. Cells A cell in where a row and a column meet or intersect. (the intersection of a row and a column. The smallest unit of the spreadsheet. The actual area where data is entered into the spreadsheet. Labeled with a letter and a number. (A1 B7 D12 AB978 IV892) A1 C2E3G4 I2

10 EXCEL Spreadsheet--- HUGE A1 XFD1 A XFD

11 How Many Cells In a Spreadsheet????? ROWS X COLUMNS 1,048,576 X 16,385 17,180,917,760

12 4. Ranges A range is any ADJACENT set of cells in a spreadsheet. Adjacent means all of the cells are either side by side or up and down from one another. Ranges are labeled as follows: First Cell in Range : Last Cell in Range Example: A1:A8 D1:D12 A1:F1 G12:Z12

13 Examples of Ranges Range of Cells A1 through A9 A1:A9 Range of Cells C2 through G2 C2:G2 Range of Cells G5 through J9 G5:J9

14 More Ranges All Cells in Row 1 A1:XFD1 All Cells in Row 8 A8:XFD8 All Cells in Column C C1:C All Cells in Column IV IV1:IV

15 Types of Data in a Spreadsheet 1. Labels 2. Values or Numbers 3. Formulas

16 1. LABELS A label is any cell that has something other than numbers in it. Labels include cells that have letters and/or special symbols. Labels cannot have mathematical operations performed on them. Usually labels are used to identify the numbers in the spreadsheet. Many times labels are column headings. Example: Student Names in a Teacher Grade book Spreadsheet would be labels.

17 Examples of Labels

18 2. VALUES A value is any cell that contains only numbers Numbers can include the digits 0-9, a period for a decimal point, and a dash for a negative sign. Values can have mathematical operations performed on them. By far the most important part of the spreadsheet Values are your “givens”—the numbers you already know.

19 Examples of Values

20 3. FORMULAS The reason you are doing the spreadsheet in the first place. The “Unknowns”. The values you are trying to find or answer. Example: In a teacher’s grade book, the average is the unknown. This is why the teacher does the grade book in the first place. The formulas give us our answers within the spreadsheet.

21 Examples of Formulas The User Did NOT Type These Numbers, The Spreadsheet Calculated them from Formulas Entered by the User.

22 Text, Values, and Formulas Formulas Values Labels

23 FORMULAS (cont’d) RULE : You must begin EVERY formula with an equals sign = Examples: =A1+B2 =C5-D11 =B27/3 =B54+B55+B56

24 Mathematical Formulas When programming formulas in a spreadsheet, you must follow your typical arithmetic rules learned since elementary school. P lease E xcuse M y D ear A unt S ally (order of operations when solving a mathematical expression)

25 P lease E xcuse M y D ear A unt S ally P Items in Parenthesis E Exponents M Multiplication D Division A Addition S Subtraction

26 = / 5 Answer 18 = ( ) / 5 Answer 6 = 10 + (5 + 15) / 5 Answer 14 Order of Operations (cont’d)

27 Arithmetic Operators + Addition=A1+B2 - Subtraction =A1-B2 * Multiplication =A1*B2 / Division =A1/B2 ^ Exponentiation =A1^B2

28 Exponentiation (power) 2 3 Means 2 times 2 times 2 in a spreadsheet it would be typed as 2^ ^5 and ^10

29