Introduction to Spreadsheets

What are Uses of Spreadsheets?  Prepare budgets  Maintain student grades  Prepare financial statements  Analyze numbers  Manage inventory  Make forecasts

Advantages of Spreadsheets  Forecasting and making decisions  Fast and efficient  Automatically recalculates

What-if Analysis A spreadsheet tool used to play out different situations to determine the outcome

Parts of the Spreadsheet Window Active cell Column C Row 5 cells

Entering Data into a Spreadsheet  Labels –Alphabetical text  Values –A number  Formulas –Statement that performs a calculation  Functions –Built-in formula that is a shortcut for common calculations

Identifying Labels and Values

Identifying Formulas and Functions formula function The result of the formula The result of the function

Identifying Parts of a Spreadsheet Formula =B2+C2+D2 equal sign—first part of any spreadsheet formula mathematical operators cell reference/address— made up of the column heading and the row number

Identifying Parts of a Spreadsheet Function =SUM(B2:B6) equal sign name of function range

Mathematical Operators +addition -subtraction *multiplication(asterisk) /division(slash or diagonal)

Function NameDescription AVERAGEAverage of arguments. COUNTCounts the number of cells in a range. IFSpecifies a logical test to perform; then performs one action if test result in true and another if it is not true. MAXMaximum value of range of cells. MINMinimum value of range of cells. ROUNDRounds a number to a specified number of digits. SUMTotals a range of cells. Spreadsheet Functions

Relative and Absolute Referencing  Relative –cells that change when they are copied into other cells  Absolute –cells that do not change regardless of where it is copied. All absolute formulas contain a $ symbol that is what makes the formula absolute.

Changing Column Width 1. Position cursor between column headings. 2. Make sure your cursor changes to cross-hairs. 3. Click and drag to the right. Shortcut: double-click between the column headings!

Changing Row Height 1. Position cursor between row headings. 2. Make sure your cursor changes to cross-hairs. 3. Click and drag down. Shortcut: double-click between the row headings!

Formatting Cells with Enhancements bold borders shading underline font size

Numeric Formatting general currency decimal

Print Orientations  Portrait –A paper orientation that is taller than it is wide.  Landscape –A paper orientation that is wider than it is tall.

Print Options without gridlines with gridlines

Printing Column and Row Headings with column and row headings without column and row headings

Print Showing Formulas formulas displayed formulas NOT displayed

Printing Selected Areas highlight desired area, choose option to print selected area (according to your software)

GRAPHING/CHARTS  Graphing/charting-a way of presenting and comparing data in graphic format  The first step in creating a chart/graph is to select the data you wish to plot, in your spreadsheet

CHARTS/GRAPHS  When you select the data small black handles will surround your chart, these are called handles

GRAPHING/CHARTS  The Chart Wizard: In MS ’03 there is a chart wizard which allows the user to create a chart/graph by stepping you through a series of dialog boxes.  The three most common types of charts used to illustrate data are the bar/line/pie

Graphing  When a chart is inserted from a SS into a word processing document this is called integration.  bar graph –used to compare the values of individual items. These types of charts are best used when comparing similar data.  line graph –useful for plotting trends to compare items or statistics i.e.: measurements This type of chart shows data over a period of time  area graph –like a “filled in” line graph. Used to track changes over time  pie graph –used to represent the percentage each item contributes to the total. Compares parts of an item to the whole item. *tic marks are lines used to measure items they look like this:

CHARTS/GRAPHS Bar charts use the height of a bar to represent a value. A bar chart would be good to use to compare how much money your family spent on groceries in a month.

Types of Charts/Graphs

CHARTS/GRAPHS