Computer Fundamentals Spreadsheets

Uses for Spreadsheets Accounts Calculations Aid to tabulate data Small amounts of data Better to use databases for larger amounts of inter-related data Graphical Presentation of Information also possible (charts)

Basic Features Spreadsheets work on a grid system (matrix) Column C Cursor Position At cell B2 Row 4

Referencing Cells Two ways to reference cells Use column letter and row number A1 Reference Style Use Row and Column Numbers R1C1 Reference Style Select the style you require File Tab -> Options - Formulas -> Under Working with formulas -> Check or uncheck R1C1 reference style

Referencing Cells A1 reference style R1C1 reference style Easier for humans to read and understand Sometimes used in Macros

Referencing Examples (from on-line help) To refer to Use The cell in column A and row 10 A10 The range of cells in column A and rows 10 through 20 A10:A20 The range of cells in row 15 and columns B through E B15:E15 All cells in row 5 5:5 All cells in rows 5 through 10 5:10 All cells in column H H:H All cells in columns H through J H:J The range of cells in columns A through E and rows 10 through 20 A10:E20

Data Types Each cell can have a different type of data Number Decimal Currency Date Text Formula Excel automatically examines the information entered and sets the data type

Changing Data Types The data type affects The way the information is formatted and displayed The way the information is stored To format the type: Home tab -> Cells -> Format A description is given for each type You can even create your own format if you can’t find one you like!

Formulas Formulas allow you to calculate a value for a cell based on other cells

Entering Formulas Formula Area Select the cell you want to set the value of with the result of your formula Type ‘=’ and the formula Alternatively click in the formula area and enter the required formula Excel highlights the cells with different colours for the different cells referenced TIP! You can drag these marked cells to change the reference within the formula Formula Area

Basic Maths Notation Symbols for basic operations For text Addition + Subtraction – Multiplication * Division / Power ^ (if you want to square or cube a value) For text Concatenation – joining two strings of text together & Brackets around a part of a formula cause this part to be calculated first I.e. 2*(2+1) = 6 whereas 2*2+1=5

Using In-built functions Excel has many in-built functions to perform common tasks Averages Sums Statistics Financial tasks All functions have a name A function may take parameters to use in it’s calculation Entered in brackets after the name, separated by commas

Inserting a function Start the function wizard: Home tab > Click on the drop-down menu next to the “AutoSum” button Search for a function by typing a description Alternatively select a category and select the desired function A description of the function and it’s parameters is given

Commonly Used Functions Sum sums the total value of the cells Average calculates the mean of the given cells Count Counts the number of values within the range Min, Max Returns the minimum or maximum value within the supplied cells respectively

Create your own function Can’t find a function that you want, then create it! Excel has it’s own Visual Basic editor On-line help has more information

Smart Features AutoFill AutoSum The little black square will automatically fill cells in a sequence when double clicked If this little black square is dragged, it fills to the extent that it is dragged AutoSum The Σ (Sigma in Greek) button on the toolbar will automatically add a range of cells to the sum function

Enter the name for the selected cell here Naming Cells It is also possible to label cells with a name Useful when creating formulas Select a cell or a range of cells and enter a name as shown Enter the name for the selected cell here

Naming Cells Also possible to name a cell by selecting the Define Name option from the Defined Names option on the Formulas Tab.

Fixed References Excel Adjusts formulas when copied to another location Moves references relative to the move i.e. If a copy of a formula that references A1 is pasted two cells to the left, A1 is changed to C1 ‘$’ used in reference fixes the reference $A$1 will always reference A1 when copied Whilst entering a formula press function key F4 on the keyboard to toggle the fixed reference type

Fixed References $A1 will always reference column A Pasting 1 row down will give $A2 Pasting 1 column across gives $A1 A$1 will always refer to row 1 Pasting 1 row down will give A$1 Pasting 1 column across gives B$1 F4 Toggles sequentially through $A$1 A$1 $A1 A1

Fixed reference example Exchange rate: £1 = € 1.20 Use a fixed reference to convert from £ to €

Working with multiple Worksheets and Workbooks A worksheet is one ‘page’ of the grid cells A workbook contains several worksheets Tabs at the bottom of the screen allow you to change between worksheets within a workbook

Referencing another Worksheet There is no need to enter information on the worksheet or workbook if the cell or range you want to reference is on the same worksheet To reference another worksheet enter it’s name and the cell reference separated by an exclamation mark Sheet2!A1 refers to the cell in column A, row 1 on the worksheet Sheet2

Referencing Another Workbook Same principle as for worksheets, but surround workbook name in square brackets [book2]Sheet3!Z5, refers to the workbook book2, worksheet Sheet3, and the cell in column Z, row 5 If the name of the workbook or worksheet contains a space, surround the names with single quotes ‘[book 2]Sheet 3’!Z5 Save both workbooks before starting the reference.