Spreadsheets

Introduction A spreadsheet is a tool for creating mathematical formulas and lists. In this PowerPoint, I will show you how to create a simple spreadsheet. Then, following my directions, you will create a spreadsheet of your own using data from the catalog.

Set up First you need to set up the desired font and size. I click on the left corner box (see the next slide), which highlights the entire spreadsheet, and select the font and size I like.

Spacing The original set up has the cells too close together. {The boxes in the spreadsheet are called “cells.”} To make the cells bigger, move the cursor between the letters or the numbers until a double arrow shows up. Click and drag the line to the size you want for those cells. (See the next slide.)

Labels The next step is to label your spreadsheet. One grouping goes across the top row and one down the side. (My example will be about students checking out and returning library books.) Notice in the next slide how I did not enter anything in the “A1” cell. Also, make the words bold by clicking the entire row and column and then the “B” button. (See the next slide.)

Formulas Next, I need to create the mathematical formulas. Formulas will do math problems for you. All formulas MUST start with an equals sign, and you have to hit the “return” button at the end to close off the formula. The next slide shows a simple addition formula {=cell+cell}. You can enter the cell by clicking on the cell with the mouse.

Formulas Continued To create an addition formula, you can either click on the cells you want to add with the plus sign in between (as in the previous slide), or use the formula =SUM(cell:cell) seen in the next slide.

Formulas continued To create a subtraction formula, do the same thing except use the minus sign. Also notice on the next slide how the formula turns to “0” once I hit the “return” button. {There are a lot more possibilities for formulas, but if you need them you can find them in the Excel program.}

Collecting and Entering Data Next, you need to find and enter your data. Let’s pretend I looked up my data in the circulation system. The first column is the number of books checked out by boys; the second the number of books checked out by girls. The computer adds up the total for me in each row and column.

Collecting and Entering Data Then I enter the number of books returned in the fourth column, and the computer subtracts the books returned from the books checked out to give me the total out right now.

Sorting Data You can sort the data from smallest to largest or largest to smallest. First you highlight the rows with the data by clicking on the numbers and dragging the mouse down. (You need to highlight the entire row, or the numbers won’t be with the correct labels any more. Do NOT highlight the labels or the total, or the spreadsheet will get messed up.)

Sorting Data (continued) Once all the data is highlighted, go to “Data>Sort” (next slide) and select which column you want to sort by (second slide). {I have sorted from least to most in the third slide.}

Making a Chart To make a chart of the data you have collected, highlight the entire spreadsheet and go to “Insert>Chart” (next slide). Then all you have to do is select the kind of chart you want and click on “finish” (second slide).

Making a list Spreadsheets can also be used to make lists so they can be sorted alphabetically. Setting up the spreadsheet is the same except there are no formulas. The next slide shows the shelving list for two classes.

Sorting the list Sorting is the same as with the formulas, but since there is no total row, you can highlight the entire spreadsheet. Then go to “Data>Sort” (next slide).

Sorting (continued) You don’t need to highlight by rows because there is no total line to worry about. You can select the entire spreadsheet, but then I need to be sure to select “Header Row” so that row doesn’t get messed up. Then you select the column you want to alphabetize. In the second slide, I alphabetized the students names. In the third slide, I alphabetized the fiction books.

Worksheet Now use what you learned from this PowerPoint to answer the questions on the worksheet, and then follow the directions to create your own spreadsheet.