1 CS110: Lecture 2 Spreadsheets Prepared by Fred Annexstein University of Cincinnati CC Some rights reserved Today’s Topics Basics of Excel Spreadsheets Preparation for Lab Module 1 CS110: Introduction to Computer Science

2 Introduction to Spreadsheets Spreadsheet – a computerized ledger Divided into rows and columns –Columns identified with alphabetic headings –Rows identified with numeric headings Cell – the intersection of a row and a column –Cell reference uniquely identifies a cell Consists of column letter and row number

3 Rows, Columns, and Cells Cell referenced by column, then number Active cell surrounded by heavy border Column headings above each column. Columns designated with letters Row headings to the left of each row. Rows designated with numbers

4 Types of Cell Entries Constant – an entry that does not change –Can be a numeric value or descriptive text Function – a predefined computational task Formula – a combination of numeric constants, cell references, arithmetic operators, and functions –Always begins with an equal sign

5 Introduction to Microsoft Excel Common user interface with other Office applications –Menus and toolbars are similar to Word and Power Point Workbook – contains one or more worksheets Worksheet – an Excel spreadsheet

6 Toolbars Appear beneath the menu bar Contain buttons that perform commonly-used commands Standard toolbar – buttons correspond to most basic commands in Excel –Examples include opening, closing, and saving a workbook Formatting toolbar – buttons correspond to common formatting operations –Examples include boldface and cell alignment

7 An Excel Workbook Title bar shows name of workbook Standard toolbar Menu bar gives lists of commands Formatting toolbar

8 The Active Cell, Formula Bar, and Worksheet Tabs Click tabs to move to a different worksheet Active cell is highlighted Formula bar displays contents of active cell

9 Using the Help System Click the Help menu Type a question and click Search Select one of the search results and it will appear in the Help pane

10 Modifying the Worksheet: The Insert Command Can be used to add rows, columns, or cells

11 Modifying the Worksheet: The Delete Command If deleting a cell, specify whether to move other cells up or to the left Specify whether you’re deleting cell, row, or column

12 Display All the Cell Formulas: Press CTRL + ` (grave accent).

13 Using Cell Ranges Range – a rectangular group of cells –May be a single cell or the entire worksheet –May consist of a row (or part of a row), a column (or part of a column) or multiple rows and/or columns To select a range: –Click left mouse button at the beginning of the range –Hold left mouse button as you drag the mouse –Release left mouse button at the end of the range

14 Copying and Moving Cells Copy command – duplicates the contents of a cell or range of cells –Source range – the cell(s) you are copying from –Destination range – the cell(s) you are copying to You can copy to more than one destination ranges Move operation – transfers the contents of a cell or range to another cell or range You must use both the Copy (or Cut) command and the Paste command

15 Cell Referencing Absolute reference: remains constant when copied –Specified with dollar signs before the column and row, e.g. $B$4 Relative reference: adjusts during a copy operation –Specified without dollar signs, e.g. B4 Mixed reference: either the row or the column is absolute; the other is relative –Specified with a dollar sign before the absolute part of the reference, i.e. B$4

16 Absolute and Relative References Absolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores

17 Compute the Student Semester Averages Absolute and relative references used in formulas Create the formula in cell E4 and copy to other cells

18 Isolating the Assumptions Enter new exam weights in row 13 New student averages are automatically recalculated

19 Formatting Cells Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color) Select-then-do –Select the cells to which the formatting will apply –Execute the Format Cells command

20 The Format Cells Command Number tab allows you to specify appearance of numbers Alignment tab specifies vertical and horizontal alignment Font tab allows you to specify font type and size Borders and Patterns tabs allow you to create special effects

21 The Completed Worksheet Shading is used to identify labels and assumptions, and to show class averages.