Objectives Describe the advantages of spreadsheets List several applications for spreadsheets Explain the underlying principles of electronic spreadsheet use Describe how to set up and modify a spreadsheet Identify the elements of standard charts and graphs

Spreadsheets Spreadsheet is an application software Spreadsheet used to organize, present, and analyze Data Examples : Excel - Lotus Quattro

Constructing a Spreadsheet How to construct a student’s grade sheet and each student has 5 grades * Manual sheet NameExam1Exam2Exam3Exam4Exam5Total Average 75Rabih Abbas Hiba Wasim Mazin Aly Yousef Bkar

Manual Spreadsheets Time Consuming Disadvantages Making a mistake is too easy Manual recalculation Formatting is not easy Manual Analysis

Electronic Spreadsheets * Automatic calculations with free error Features * Storing, Editing, Retrieving a sheet * Automatic recalculation (What-IF analysis) * Formatting makes sheet more readable and appealing A computerized version of a manual sheet * Graphics that represent data in a Visual Format

Microsoft Excel Opening Microsoft Excel Program Start  All Programs  Microsoft Excel The following main window will appear

Microsoft Excel What are Workbooks and Worksheets? A workbook is made up of multiple worksheets A workbook is made up of multiple worksheets A worksheet is made up of the rows and columns into which you enter your information A worksheet is made up of the rows and columns into which you enter your information Worksheets

Microsoft Excel Creating and Opening Workbooks Opening a workbook Opening a workbook –Allows you to open an existing workbook Creating a workbook Creating a workbook –Allows you to create a new, ‘empty’ workbook NEWOPEN The last few files that you opened are displayed at the bottom of the File drop down menu!

Microsoft Excel  Cell Storage unit on a sheet The intersection of a row and a column Each cell has : 2. Content : 1. Address : - Value - Label - Formula - Function C4, E10 Active cell - the cell available to be edited at a given time

Microsoft Excel Operations on a cell - First : Select the intended cell - Second : Apply the operation  Cell - Enter the cell content - Edit the cell content - Delete the cell content - Format the cell content

Microsoft Excel A group of one or more cells occurring in a rectangular shape  Range

Microsoft Excel Operations on a range - First : Select the intended range - Second : Apply the operation Mouse Move - Copy Delete - Format  Range Shift key + arrows

Microsoft Excel Inserting and Deleting Cells, Rows and Columns Insert cells, rows or columns using the Insert menu Insert cells, rows or columns using the Insert menu Delete cells, rows or columns using the Edit menu Delete cells, rows or columns using the Edit menu

Microsoft Excel To save a back-up copy using a different name To save a back-up copy using a different name –From the File menu, select Save As to display the Save As dialog box Saving Workbooks SAVE To save a workbook To save a workbook –From the File menu, select Save –Or press CTRL+S –Or click on the Save button on the Standard toolbar

Microsoft Excel  Formula Making Calculations General form : =Expression NumericalLabel Operand OperatorOperandOperator -Constant -Cell address % ^ *, / +, - -String constant -Cell address & =B2*(C1+6)/2=D4 & “name”

Microsoft Excel Functions * A function is like a preprogrammed function * General form : =Function Name(Arguments) =SUM(A1,B1:B8) * Function Categories : (1) Math Functions SUM Adds all numbers in a range of cells Example : =Average(C3:C8) Average Returns the average of its Arguments Product Multiplies all the numbers in a range

Microsoft Excel Functions MIN Returns the smallest value in a range. MAX Returns the largest value in a range. COUNT Counts the numeric values in a range. INDEX Gets a value with an index within a range. Example : index(C4:C8, 3) SUMIF Adds the cells specified by a given condition. SUMIF ( B3:B8,”Tea”,D3:D8) Example : max(C3:C8) Example : count(B3:D7)

Microsoft Excel Functions (2) Text Functions LEN Returns the No. of Chars in a text string. LEFT Returns the leftmost Chars in a text string. Example : RIGHT(B3, 3) MID Returns a specific No. of Chars from a text string starting at a position you specify. Example : MID ( B3, 2, 3) Example : LEN(B3) Example : LEFT(B3, 2) RIGHT Returns the rightmost Chars in a text.

Microsoft Excel Functions Month Returns the month, an integer 1 12 Example : Date(86,11,3) (3) Date & Time Functions Today Returns a No. that represents today’s date. Date Returns the No. that represents the date. Example : Month(today( )) Day Returns the day, an integer (1 31) Example : Day(today( )) Year Returns the year, an integer ( ) Example : Year(today( ))

Microsoft Excel Functions Example : Now( ) (3) Date & Time Functions Now Returns the current date or time. Hour Returns the hour, an integer (0 23) Example : Hour(now( )) Minute Returns the minute, an integer (0 59) Example : Minute(now( )) Second Returns the second, an integer (0 59) Example : Second(now( ))

Microsoft Excel Worksheet Formatting Formatting makes sheet more readable and appealing –Toggling bold, italics and underlining –Applying borders, colors and patterns –Row height and column width –Changing the font type and size –Alignment –Number formatting

Microsoft Excel Worksheet Formatting

Microsoft Excel 1- Line Chart Represent data in a visual format Showing trends over a period of time Charts

Microsoft Excel Charts 2- Column Chart Showing data comparisons by the height of bars Single-range Column Chart Only one variable is involved

Microsoft Excel Charts Multiple-range Column Chart * Clustered Chart Several variables are involved * Stacked Chart

Microsoft Excel Charts 3- Pie Chart Displays the contribution of each value to a total The whole amount is represented by a circle, and each wedge of the pie represents a value. Ex: Showing the proportion of all expenses during JAN

Microsoft Excel Charts Steps for Creating a Chart