1. Fluency with Information Technology
7th Edition
Chapter 13
The Basics of Spreadsheets

2. Learning Objectives
1.1 Explain how data is organized in spreadsheets 1.2 Describe how to refer to spreadsheet rows, columns, and cell ranges 1.3 Explain relative and absolute references 1.4 Apply concepts of relative and absolute references when filling a formula 1.5 Explain the concept of tab-delimited input and output

3. Arranging Information
Frequently, textual information is organized into lists:
shopping lists
invitation lists
to do lists
class lists
Computers don’t have your knowledge about how big the list is
Separate lines help the computer get it

4. 1.1 Arranging Data in Spreadsheets
Spreadsheets give us an array of cells for setting up a list
The lines are part of the GUI
They help the computer and us agree on:
What an item is
How the positions of items are related to each other

5. An Array of Cells
A list of birds presented in the cells of a spreadsheet.

6. Characteristics of Cells
Entries do not straddle cells
Each item occupies only the cell in which it is typed
Items only visually spill over into other cells when the cells to their right are unused
We can either let the entries be clipped or make the cells wider

7. Sorting the List Data
In a spreadsheet, we must specify which items to sort
Select the list by dragging the cursor across the cells
The selection is indicated with highlighting
All of the list items are selected
One item in the selection is shown as a different color because it was the first cell selected
The Sort operation is either among the menu items or is an icon
Sorting can be either ascending or descending values
With text, the list is ordered alphabetically on the first letter of the entry
The cell entries are “atomic” or “monolithic” (not separable into parts)

8. Adding More Data to the List
Adding related data to each entry is straightforward
In our example, this data is added in columns to the right of the initial entries

9. Formatting Entries
Spreadsheets give us the ability to format cell entries with the kinds of formatting found in word processors
Formatting options are typically found under a Format menu

10. 1.2 Naming Rows and Columns
If the whole list is highlighted for sorting, how do we specify which column should be sorted on?
Spreadsheet programs automatically provide a naming scheme for referring to specific cells
Columns are labeled with letters and the rows are labeled with numbers
We can refer to a whole column of data by its letter, and a whole row by its number
We can also refer directly to cells and groups of cells

11. Referencing Cells and Groups of Cells
The naming scheme allows a singe cell to be referenced
Example: B2 is a single cell reference
Or a cell range to be referenced
Naming the first cell and the last cell of a group of cells and placing a colon (:) between them
Example: B2:D7 is a cell range

12. Column Headings
Columns can be given descriptive and meaningful names using headings
We can label the columns with the type of information they contain by adding that information to the first set of cells in each column (the first row)

13. Additional Data and Column Headings
A list of birds using their common names and their scientific names (genus and species).

14. Computing with Spreadsheets: Formulas
What needs to be calculated?
Are the values in a particular cell (such as F2)?
In a new cell, where the calculation should display:
Begin a formula with an = (equals sign)
Type a cell address (or click it)
Enter the math operand and any numbers that may be involved (* to multiply) =F2*0.621

15. Formulas: The Cell Value
Using a cell address (F2) in a formula means that if the value in F2 ever changes, then the value (in H2) automatically changes
H2 holds a formula, not text or a number
H2 is actually: H2 =F2*0.641

16. Repeating a Formula
Useful to make similar computations for other cells in the same column. Either:
Manually enter them in the same way as you entered the first formula, cell by cell
Or use Copy/Paste and the fill handle to add formulas in the calculation column that use the cells in the data column

17. Formulas and Copy/Paste
Select the cell – you'll see a box indicating the selection
The cell’s contents are shown in the Edit Formula window
Copy the selected cell (^C) – in Excel you'll see a dashed line moving around selected cells
Select the remaining cells in the column by dragging the mouse across them
Paste (^V)
Check the result
The original cell has the formula: F2 * 0.621
The new cell has the formula: F3*0.621

18. Formulas and Filling
Filling is an automated way to copy information, including formulas, to another cell
The small box or tab in the cell’s lower-right corner is the fill handle
When the handle is grabbed, the cursor becomes a + to indicate a fill operation
To fill ranges of cells, pull the handle down the column (or across a row)

19. Using the Fill Handle
A highlighted cell showing the cursor changed to a "plus" as a fill handle, in preparation for filling (copying) formulas in the column cells below.

20. 1.3 Transforming Formulas: Relative and Absolute Cell References
Spreadsheet software automatically transforms the formulas as it pastes/fills them into a cell
Spreadsheets allow two kinds of cell references—relative and absolute
These references have notation that distinguishes them

21. Relative References Relative means “relative position from a cell”
When typing the formula =F2*0.621 into cell H2, the software noticed that cell F2 is two cells to the left of H2
The formula refers to a cell in the same row, but two cells to the left
This is the cell's relative position

22. Absolute References
Absolute references always refer to a fixed position—the software never adjusts it
There are two ways a reference can be relative, making four cases:
F2 The column and row are both relative
$F2 Absolute column, relative row (always refer to column F, but increment the row)
F$2 Relative column, absolute row (increment the column, but always refer to row 2)
$F$2 Column and row are both absolute

23. Relative References: An Example
At the top, the formula has been entered into cell H2, using a relative reference. At the bottom, what the relative references look like (and refer to) after the fill handle has been used.

24. When to Use Relative and Absolute References: An Example
Scenario: You save money on pizza based on how much you bought the previous month
no discount for none or one
5% discount for 2 or 3
10% discount for 4 or 5
15% discount for 6 or 7
20% discount for 8 or more
A 10” pizza costs $7.85, 12” costs $11.30, 14” costs $15.39

25. Calculating the Best Pizza Deals
Pool your purchases with your friends, designate one person as the pizza buyer
everyone’s purchases will count towards the discount
Want to have a spreadsheet to calculate the discounts

26. Figure 13.7 Pizza Prices
Spreadsheet showing the price per pizza for three different sizes based on the number purchased during the previous month.

27. Goal: To Calculate Correct Pricing
A price entry is calculated by multiplying the number in the blue row (representing the discount amount per number of pizzas purchased) by the regular cost of the size pizza being ordered.
Example: for cell D4, where we have not purchased enough pizzas to get a discount, buying a 10" pizza should cost us $7.85 (the value of cell C4, times the discount multiplier of 1, in cell D3)
One way to write the formula for that value in D4 could be =D3*C4
What happens if you want to use the fill handle to copy the formula?

28. 1.4 Calculations with Absolute and Relative References
D4 =D3*C4 is not the best choice, because it would work for that one cell, not the whole table
All of the references: D, C, 3, and 4will change when we don't want them to
After analysis, we conclude using both absolute and relative references is necessary
=D$3*$C4
The first term, D$3, will always refer to the third row ($3), where the discount multipliers are
The second term, $C4, will always refer to the C column, where the prices are

29. Cell Formats
Spreadsheet software gives control over the data format of the cells, including:
The types of information in the fields (Category, or similar)
The number of decimal digits for the Number category chosen
The thousands separators (commas for North America: 1,000,000)
The display of negative numbers

30. Using Functions
Spreadsheet software provides functions for computing common summary operations
totals (sum), averages, maximums (max), and others
To use these functions, give the function name and specify the cell range to be summarized in parentheses after it: =max(C2:C7)
A full list of function names in Excel is under Insert > Insert Function

31. Hide and Unhide Columns
Sometimes it's easier to compare data values when not all columns are visible
To hide columns: Select the column, and use the Format menu (In Excel 2016, in the Home tab) to find visibility settings, or right-click on the selected column and choose Hide
To unhide, select columns on either side of the hidden one(s), right-click and choose Unhide
You can tell columns are hidden when the column labels (A, B, C, etc.) skip letters

32. Creating Charts
It's helpful to see results graphically when comparing values
Spreadsheet software makes creating charts easy
Select the values to be plotted and then click Insert > Chart and select the chart type, then adjust the formatting to meet your needs

33. Spreadsheets and Importing Data
Spreadsheets can bring in data from outside sources (foreign data)
Preference to import data as tab-delimited text
Text means ASCII text, or files with a .txt extensions
Numbers are represented as individual numeral characters rather than a single binary number

34. 1.5 Tab-Delimited Data
Tab-delimited means that each cell’s entry is delimited, or separated by, a tab in the file
Each row is delimited with a return
There are other possible delimiters:
Spaces
Commas
Pipe characters
Others

35. Converting Data to Tab-Delimited Format
Lists with some other form can often be converted into tab-delimited form
Copy the foreign data into a text editor or word processor
Editing it using Search/Replace, using the placeholder technique
Substitute a tab or other delimiter for the delimiter in the file
Can be used to get data out of webpages

36. Summary
Spreadsheets present an array of cells, each of which is capable of storing one data item
Numbers and text can be formatted so that they display as we prefer
The power of spreadsheets comes from entering formulas that calculate new values based on the values in other cells
In addition to performing arithmetic on cells, we can apply functions to individual items or to whole cell ranges, including finding totals, averages, the maximum or minimum
Both relative and absolute references to cells are needed depending on the circumstances