Lesson 8 — Spreadsheets Unit 2 — Software

Lesson 8 – Spreadsheets 2 Objectives Understand the purpose and function of a spreadsheet. Identify the major parts of a spreadsheet window. Enter labels, values, formulas, and functions into a spreadsheet. Change column width and row height.

Lesson 8 – Spreadsheets 3 Objectives (continued) Insert and delete rows and columns. Format data in a spreadsheet. Create graphs. Save and print a spreadsheet.

Lesson 8 – Spreadsheets 4 What Is the Purpose of Spreadsheets? A row and column arrangement of data Used to perform calculations – Budgets – Payrolls – Grades Used to make forecasts and decisions

Lesson 8 – Spreadsheets 5 The Anatomy of a Spreadsheet 256 columns identified by letters 65,536 rows identified by numbers A cell is the point at which a row and column meet (16,777,216 cells!).

Lesson 8 – Spreadsheets 6 Entering Data into a Spreadsheet A label is alphabetic text entered into a cell. It aligns at the left of the cell. A value is numeric text entered into a cell. It aligns at the right of the cell. A formula is a statement that performs a calculation. A function is a built-in formula that is a shortcut for common calculations.

Lesson 8 – Spreadsheets 7 Entering Formulas Key an “=“ before entering a formula or function. Formulas include numbers, cell references, arithmetic operators, and/or functions. The arithmetic operators include addition (+), subtraction (-), multiplication (*), and division (/).

Lesson 8 – Spreadsheets 8 Entering Functions A function is a pre-written formula that performs calculations automatically. Some functions include SUM, AVG, MIN, MAX, and IF. A function is entered as “=SUM(A1:A10).” This will add the contents of cells A1 through A10.

Lesson 8 – Spreadsheets 9 Copying Cells Cell contents can be copied to other cells. Formulas can be copied to other cells. Methods of copying: – Copy and paste – Drag and drop – Fill cells To copy cells that contain formulas: – Absolute cell references – Relative cell references

Lesson 8 – Spreadsheets 10 Printing a Spreadsheet Print the entire spreadsheet. Print a selected portion of the spreadsheet. Print in landscape or portrait orientation. Divide spreadsheet into pages with a forced page break. Set data to fit on a specified size of paper and number of pages.

Lesson 8 – Spreadsheets 11 Formatting a Spreadsheet Change column width and row height. Align labels in cells. Font style, font size, and color can be changed. Text in cells can be rotated or wrapped. The Format Painter ensures consistency. Styles and Formatting provides additional formatting options. Add borders and shading to spreadsheet.

Lesson 8 – Spreadsheets 12 Formatting (continued) Titles can be centered over several columns. Numbers can be formatted with decimals, commas, or dollar signs. Borders and shading of cells can be changed. AutoFormats add professional-looking formats to spreadsheets.

Lesson 8 – Spreadsheets 13 Additional Features Sorting rearranges data in ascending or descending order. Headers and Footers allow the same information to appear at the top or bottom of each page of the spreadsheet. Adding objects such as clip art and drawn objects enhances the spreadsheet. Charts are used to display the data visually. What-if analysis can be used to test different scenarios.

Lesson 8 – Spreadsheets 14 Summary The purpose of spreadsheet software is to enter, calculate, manipulate, and analyze numbers. An important part of a spreadsheet window consists of the toolbars. Columns are identified by letters. There are 256 columns in a spreadsheet. Rows are identified by numbers. There are 65,536 rows in a spreadsheet.

Lesson 8 – Spreadsheets 15 Summary (continued) The point at which a column and a row intersect is a cell. A cell that has been selected is referred to as an active cell. A range of cells is a group of closely situated cells. Cells containing alphabetic information are referred to as labels, and cells containing numeric information that can be calculated are referred to as values.

Lesson 8 – Spreadsheets 16 Summary (continued) A formula is a statement that performs a calculation. All formulas begin with the equals sign. A function is a built-in formula that is a shortcut for common calculations such as addition and average. Formulas may be copied to other cells by using several methods such as the copy-and-paste method. New rows and columns may be added to an existing spreadsheet; likewise, unwanted rows and columns can be deleted.

Lesson 8 – Spreadsheets 17 Summary (continued) Formatting can be added to a spreadsheet to improve its appearance. Selected data in a spreadsheet can be hidden so it will not display or print. A relative cell reference refers to cells that change when copied into other locations. An absolute cell reference refers to cells that do not change regardless of where they are copied.

Lesson 8 – Spreadsheets 18 Summary (continued) A spreadsheet should be saved often. The contents of a spreadsheet can be displayed in chart format. Spreadsheet programs have many features that make spreadsheets more efficient and attractive.