1 Academic PowerPoint Introduction to Spreadsheets – Fundamental Skills 1

2 SpreadsheetsSpreadsheets A spreadsheet is an application that is used for performing calculations. Spreadsheets consist of columns and rows.

3 SpreadsheetsSpreadsheets The intersection of each row and column is called a CELL Each cell is identified by a row and column reference such as A4, D6 etc.

4 CellsCells Cells can contain either text, numbers or formulas. To enter data in the cell it must first be selected (by clicking on the cell)

5 Cells can be formatted to display numbers as either date, currency, percent, decimal and other numerical formats. Most common text formatting options are also available

6 FormulasFormulas Formulas are used to make a spreadsheet more versatile. When writing formulas in a cell an equal sign “=“ is first entered. Mathematical Operations Multiplication* Division/ Addition+ Subtraction- Mathematical Operations Multiplication* Division/ Addition+ Subtraction- Relational Operations Equal= Not equal to<> Less than< Greater than> Less than or equal to <= Greater than or equal to >= Relational Operations Equal= Not equal to<> Less than< Greater than> Less than or equal to <= Greater than or equal to >=

7 FormulasFormulas Formulas should be written in terms of cell references e.g. = C4 + C5 + C6 =C4+C5+C6

8 FormulasFormulas Once the formula is entered into the cell the results will be shown.

9 FunctionsFunctions There are many formulas or FUNCTIONS that can be used in a spreadsheet. Functions make calculations easier. These functions cover a variety of categories such as mathematics, financial or logical.

10 FunctionsFunctions Common functions include SUM, AVERAGE, MAX and MIN. Functions consist of a name, a set of brackets and arguments or parameters. Arguments are the values on which the functions operate.

11 SUMSUM The SUM function is one of the most commonly used. It adds up all the numbers in a range of cells. =sum(A1,A2,A3,A4) adds cells A1,A2,A3 and A4 =sum(A1,A2,A3,A4) adds cells A1,A2,A3 and A4 =sum(A1,B6,C67,F2) adds the cells indicated. =sum(A1,B6,C67,F2) adds the cells indicated. =sum(A1:B5) adds all the numbers from A1 to B5 =sum(A1:B5) adds all the numbers from A1 to B5

12 =sum(C4:C6)

13 AVERAGEAVERAGE The AVERAGE function operates in a similar way as SUM. =AVERAGE(A1,A2,A3,A4) averages cells A1,A2,A3 and A4 =AVERAGE(A1,A2,A3,A4) averages cells A1,A2,A3 and A4 =AVERAGE(A1,B6,C67,F2) averages the cells indicated. =AVERAGE(A1,B6,C67,F2) averages the cells indicated. =AVERAGE(A1:B5) averages all the numbers from A1 to B5 =AVERAGE(A1:B5) averages all the numbers from A1 to B5

14 =average(D4:D6)

15 MAX and MIN MAX returns the largest value from a range of cells. =MAX(B2:B9) MIN returns the smallest value from a range of cells. =MIN(B2:B9)

16 =MAX(D4:D6) =MIN(D4:D6) Highest Profit Lowest Profit Highest Profit Lowest Profit

17 Repetitive Formulas Often the same formula will need to be applied to different ranges of cells.

18 Repetitive Formulas Instead of entering the same formula in each cell and adjusting the cell reference, it is possible to ‘fill’ the formula across and have the cell referencing adjusted automatically. First select the cell with the formula and then either select FILL from the edit menu or use the ‘FILL’ handle.

19 Repetitive Formulas =sum(C4:C6) FILL handle =sum(D4:D6)=sum(E4:E6) Note: Fill Down may also be used to copy formulas down a column/s

20 Absolute References When ABSOLUTE references are used the contents of the formula are not changed when filling down or across. –i.e. the cell references remain the same. Absolute references are indicated by placing a ‘$’ before the column and/or row reference. –e.g. $A$1

21 Absolute References =C4*$F$3 =C5*$F$3 =C6*$F$3 =C7*$F$3