Understanding Spreadsheets Used in Business Review of Prior Spreadsheet Knowledge

How many workbooks are shown above? The file which contains one or more spreadsheets How many workbooks are shown above?

Spreadsheet (aka worksheet) An arrangement of cells in columns and rows used to organize, analyze, calculate, and report information usually in numerical form. How many spreadsheets are shown to the right?

Spreadsheets Perform Mathematical Calculations Do you or your family use spreadsheets? Daily Uses of Spreadsheets: Balancing a checkbook Calculating car loans Calculating student grades (helping students keep up with their grades) Household budgets Why would a business use spreadsheets? Payroll Financial statements for a business (profit/loss)

Cell Individual locations on a spreadsheet. Created when a column and a row intersect CELL ADDRESS: refers to one specific location. Ex: G12 CELL RANGE: refers to a group of adjacent cells. Ex: B5:G6

Column Vertical lines of data that are labeled with letters of the alphabet Ex: Column B

Rows Horizontal lines of data in a spreadsheet that are labeled with numbers Ex: Row 5

Name (Address) Box You can type in a cell name, cell range, or choose data on a different spreadsheet (worksheet) by typing in the name (address) box Here we typed ’11-3-05’!B6:E6 to get to the second worksheet for that cell range

Labels Used for cells that contain text or for numbers that will not be used in calculations What cells have labels? 1.

Values Used for cells that contain data that has potential to be used in calculations What cells have values? 2.

Formulas Instructs the software to perform a calculation. What symbol always begins a formula? What symbol tells the spreadsheet software NOT to treat a cell data as a value? What symbol is used for addition? What symbol is used for subtraction? What symbol is used for multiplication? What symbol is used for division? Calculations performed according to the Order of Operations: Parenthesis Exponents Multiplication and Division (left to right) Addition and Subtraction (left to right) 3-10

Formulas Instructs the software to perform a calculation. What symbol always begins a formula? EQUALS What symbol tells the spreadsheet software NOT to treat a cell data as a value? PARENTHESIS What symbol is used for addition? PLUS What symbol is used for subtraction? HYPHEN What symbol is used for multiplication? ASTERISK What symbol is used for division? FORWARD SLASH Calculations performed according to the Order of Operations: Parenthesis Exponents Multiplication and Division (left to right) Addition and Subtraction (left to right) 3-10

Formulas Formulas are arithmetic equations with symbols (+ - * / ) used for mathematical operations: A3+B3-C3*4 B9 will contain a formula. It will represent how many students road buses on Monday at Wolf Creek School. Just imagine that your math teacher told you to add the number of people that road the buses on Monday and your answer should go in cell B9 You would click in B9 Then instead of writing 34+29+15+42+38 you would type the following: =B4+B5+B6+B7+B8 Once you press enter, your formula will show the answer inside that cell!

Functions A function is a shortcut for a formula What does the function SUM do? What does the function AVERAGE do? What does the function MAX do? What does the function MIN do? The parts of a function Equals always comes first The name of the function in All Caps The range of cells within parenthesis =SUM(A1:C6) 11, 16-23

Functions A function is a shortcut for a formula What does the function SUM do? ADD A RANGE OF CELLS What does the function AVERAGE do? ADDS A RANGE OF CELLS AND THEN DIVIDES IT BY THE NUMBER OF CELLS IN THE RANGE What does the function MAX do? TELLS THE SOFTWARE TO LOOK FOR THE HIGHEST VALUE IN THE RANGE OF CELLS What does the function MIN do? TELLS THE SOFTWARE TO LOOK FOR THE LOWEST VALUE IN THE RANGE OF CELLS The parts of a function Equals always comes first The name of the function in All Caps The range of cells within parenthesis =SUM(A1:C6) 11, 16-23

Function A Function creates shortcut formulas for the user. A function can be used for addition (SUM), averaging (AVERAGE), getting the highest number (MAX), and getting the lowest number (MIN). B9 can contain a function instead of a formula. If you have to add up several numbers, instead of having to type a long formula you can create a short function. Instead of typing the formula =B4+B5+B6+B7+B8 in cell B9 you could create a function as a shortcut You would click in B9 Then type the following: =SUM(B4:B8) Once you press enter, your function will show the answer inside that cell!

Cell References Cell Reference: indicates a cell’s location and provides instructions for HOW cell data is copied or used in calculations RELATIVE CELL REFERENCE: the cell changes “relative to the cell in which it is copied ex: if C3 contains =A3+B3 and you copy the formula of C3 to C4 the formula in C4 will change to =A4+B4 ABSOLUTE CELL REFERENCE: the cell value remains constant when copied to another cell or used in a formula Ex: If C3 contains =$A$3+B3 and you copy the formula of C3 to C4 the formula in C4 will change to =A$3$+B4 MIXED CELL REFERNCE: a fixed row combined with a relative column or the other way around Ex: If C3 contains =A$3+B3 and you copy the formula of C3 to C4 the formula in C4 will change to =B$3+B4 12-15

Directions: Use cell addresses from the Invoice spreadsheet above to identify examples of each component Component Description Cell Cell address Cell range Column Row