Understanding Spreadsheets Cell Data Formulas Operations

Cell Data -- is classified according to its intended purpose.

Cell Data Classifications Labels — the classification used for cells that contain text or for numbers that will not be used in calculations Examples: John Jones (text) Dates, such as 1/03/2009 (considered as text) Social Security # Phone # ZIP Code (a number, but will not be calculated) Using an apostrophe ‘ Type an apostrophe (‘) before a number to make that entry recognized as a label (the ‘ does not show when you press enter). Example: ‘27613 (Put ‘ so the ZIP Code is recognized as a label or text, not a value, by the computer)

Cell Data Classifications Values — the classification indicating that the data has the potential to be used in calculations Example: 150 Cell Alignment for these classifications: Labels align at the left side of the cell Values align at the right side of the cell

Data Types Examples Formula Bar Value Formula Label

Basic Spreadsheet Formulas Formulas instruct the software to perform a calculation. All Formulas begin with an equal sign = When the equal sign [or in some cases a plus sign(+)] is keyed in a cell, the software “knows” that the data will be used in a calculation.

Basic Spreadsheet Formulas Formulas use the following: Addition Division Multiplication Subtraction These Math Operators are used in formulas (performing Math Operations): + for Addition - for Subtraction * for Multiplication / for Division

Basic Spreadsheet Formulas Examples of basic formulas: if using Cells B7 and C7: Addition =B7+C7 Subtraction =B7-C7 Multiplication =B7*C7 Division =B7/C7

Order of Operations Calculations are performed according to the Order of Operations. (which means, they calculate in a specific order) To remember the Order Of Operations: remember PEMDAS—Please Excuse My Dear Aunt Sally P parentheses performs operations on the items enclosed in (parentheses) first E exponentiation ^ M multiplication * (from left to right) D division / A addition + (from left to right) S subtraction - Excel Obj. 4.01 SS Formulas Ppt. #2

Order of Operation Example =(A8+C9)/(H8-L9) The parentheses around the first part of the formula force Excel to calculate (A8+C9) first. then calculate (H8-L9), then divide the 2 results. A8 = 10 C9 = 2 H8 = 7 L9 = 1 =(10+2)/(7-1) =12/6 =2 SOLVE!!

You can see this screen containing formulas by holding the Ctrl key and tapping the ` (tilde/accent) key. Repeat Ctrl + ` to return to the normal Excel screen view.

Components of a Function A basic function is a shortcut for a formula. Components of a Function Cell reference – indicates a cell’s location and provides instructions for how cell data is copied or used in calculations. Relative - cell value changes as the formula is copied Absolute - cell value remains static when copied to other locations Mixed - combination of an absolute and a relative cell Parentheses – control the Order of Operations Conditions or criteria tell the function how to calculate the results and what data to use.

Functions Functions Sum, for example, =Sum(C4:C18) adds the range of cells from C4 through C18 Average, for example, =Average(C4:C18) determines the average of the range of cells from C4 through C18 Maximum, for example, =Max(C4:C18) finds the highest number in the range of cells from C4 through C18 Minimum, for example, =Min(C4:C18) finds the lowest number in the range of cells from C4 through C18