Introduction to Spreadsheets

What is a spreadsheet? A computer program made of rows and columns that form cells. Cell: The point at which a column and a row meet; the intersection of a column and row. A software used to enter, calculate, manipulate and analyze numbers.

What are Uses of Spreadsheets? School secretary can keep record of student fees Students and teachers can calculate averages Businesses compute company payroll Predict entertainment expenses for personal use. Manage inventory to track purchasing trends Create graphs or charts Examples: Chart business expenses Chart change in temperature over a two-week period of time Local tax office can record sales tax paid by businesses. Keep track of money spent.

Advantages of Spreadsheets The speed of calculating numbers. Automatically recalculates Recalculation feature changes values and updates totals instantly. Numerical data entered into a spreadsheet is called a value. The fastest way to calculate your current average as well as your new average when you make up missing assignments.

“What if” Analysis/ Questions/Scenarios A spreadsheet tool used to play out different situations to determine the outcome. Spreadsheet has the major advantage to answer “What If” questions, scenarios or analysis years after it is created.

Parts of the Spreadsheet Window Active cell -cell in which you are currently working ; highlighted or outline with a black border cells Column - vertical portion of a spreadsheet that is identified by a letter Row - horizontal portion of a spreadsheet that is identified by a number

Entering Data into a Spreadsheet Labels Contain alphabetic information; alphabetical text. Values Contain numeric information that can be used for calculations. Formula Statement that performs a calculation. Function Shortcut formula for common calculations. The most appropriate time to establish a file name and save the spreadsheet for the first time is when YOU BEGIN THE SPREADSHEET! After you retrieve and edit a spreadsheet you must save the file in order to save revisions that you made to an existing spreadsheet!

Identifying Labels and Values

Identifying Formulas and Functions The result of the formula function The result of the function

Identifying Parts of a Spreadsheet Formula mathematical operators =B2+C2+D2 Equal sign—First part of any spreadsheet formula Cell reference or address - The first cell on a worksheet or spreadsheet is located in column A and on row 1 is Cell A1.

Cell Address The column letter and row number make up the cell address.

Vocabulary The cell reference for an active cell is displayed in the address box. Attributes are added to a spreadsheet to improve its appearance. To format font color in a cell you must highlight the cell first! Dashed lines on a spreadsheet represent page break. Standard toolbar has icons for commands that are used frequently.

Identifying Parts of a Spreadsheet Function =SUM(B2:B6) name of function range equal sign

Mathematical Operators + addition - subtraction * multiplication (asterisk) / division (slash or diagonal)

Spreadsheet Functions Function Name Description AVERAGE (AVG) Average of arguments. COUNT Counts the number of cells in a range. IF Specifies a logical test to perform; then performs one action if test result in true and another if it is not true. MAX Largest value of range of cells. MIN Smallest value of range of cells. ROUND Rounds a number to a specified number of digits. SUM Total; adds a range of cells.

Relative and Absolute Referencing cells that change when they are copied into other cells Ab$olute cells that do not change regardless of where it is copied

Formatting Cells with Enhancements underline shading font size Cell Border is used to change line style or outline bold

What feature DOES NOT increase the efficiency and effectiveness of a spreadsheet? Formatting cells Inserting columns Inserting clipart Spellchecker

Clipboard Cut Paste Copy What procedure could you use if you had 5 different columns of data and wanted to add each column without re-keying the formula each time? Clipboard Cut Paste Copy

Changing Column Width 1. Position cursor between column headings. 2. Make sure your cursor changes to cross-hairs. 3. Click and drag to the right. Shortcut: double-click between the column headings! REPEATED ### SYMBOLS INDICATE COLUMN WIDTH IS TOO NARROW!

Enhanced Formatting Formula Standard Which toolbar has icons that are used frequently for formatting the appearance of a spreadsheet? Enhanced Formatting Formula Standard

Numeric Formatting Currency $ Format 29.99 to currency $29.99 general Decimal formatted to the nearest CENT by using 2 numbers AFTER the decimal for example 39.82653 to 39.83 Currency $ Format 29.99 to currency $29.99 general

Which is true about applying formatting to a spreadsheet cell? Formatting can take place before or after data is entered.

Print Orientations Portrait Landscape A paper orientation that is taller than it is wide. 8 ½ X 11” Landscape A paper orientation that is wider than it is tall. 11” X 8 1/2

Print Options without gridlines with gridlines- faint gray lines File command on menu bar is used to print.

On most charts vertical (left) edge of plot is Y axis. Horizontal (bottom) edge is X axis. Y X Handles- small black squares surrounding chart. Tick marks- small lines that mark a unit of measurement. The first step to creating a chart is to SELECT data you wish to plot!

Printing Selected Areas Highlight desired area, choose option to print selected area . Advantage- Allows only defined area to print.

Graphing- presenting and comparing data in a graphic format Bar graph Used to compare groups of similar data Line graph Useful for plotting trends Pie graph Used to represent the percentage each item contributes to the total Data can be easily understood with graphing!

Chart wizard- series of dialog boxes used to provide steps in creating charts