1. Computer Fundamentals
Spreadsheets

2. Uses for Spreadsheets Accounts Calculations Aid to tabulate data
Small amounts of data
Better to use databases for larger amounts of inter-related data
Graphical Presentation of Information also possible (charts)

3. Basic Features Spreadsheets work on a grid system (matrix) Column C
Cursor Position
At cell B2
Row 4

4. Referencing Cells Two ways to reference cells
Use column letter and row number
A1 Reference Style
Use Row and Column Numbers
R1C1 Reference Style
Select the style you require
File Tab -> Options - Formulas ->
Under Working with formulas ->
Check or uncheck R1C1 reference style

5. Referencing Cells A1 reference style R1C1 reference style
Easier for humans to read and understand
Sometimes used in Macros

6. Referencing Examples (from on-line help)
To refer to
Use
The cell in column A and row 10
A10
The range of cells in column A and rows 10 through 20
A10:A20
The range of cells in row 15 and columns B through E
B15:E15
All cells in row 5
5:5
All cells in rows 5 through 10
5:10
All cells in column H
H:H
All cells in columns H through J
H:J
The range of cells in columns A through E and rows 10 through 20
A10:E20

7. Data Types Each cell can have a different type of data
Number
Decimal
Currency
Date
Text
Formula
Excel automatically examines the information entered and sets the data type

8. Changing Data Types The data type affects
The way the information is formatted and displayed
The way the information is stored
To format the type:
Home tab -> Cells -> Format
A description is given for each type
You can even create your own format if you can’t find one you like!

9. Formulas
Formulas allow you to calculate a value for a cell based on other cells

10. Entering Formulas Formula Area
Select the cell you want to set the value of with the result of your formula
Type ‘=’ and the formula
Alternatively click in the formula area and enter the required formula
Excel highlights the cells with different colours for the different cells referenced
TIP! You can drag these marked cells to change the reference within the formula
Formula Area

11. Basic Maths Notation Symbols for basic operations For text
Addition +
Subtraction –
Multiplication *
Division /
Power ^ (if you want to square or cube a value)
For text
Concatenation – joining two strings of text together &
Brackets around a part of a formula cause this part to be calculated first
I.e. 2*(2+1) = 6 whereas 2*2+1=5

12. Using In-built functions
Excel has many in-built functions to perform common tasks
Averages
Sums
Statistics
Financial tasks
All functions have a name
A function may take parameters to use in it’s calculation
Entered in brackets after the name, separated by commas

13. Inserting a function Start the function wizard:
Home tab > Click on the drop-down menu next to the “AutoSum” button
Search for a function by typing a description
Alternatively select a category and select the desired function
A description of the function and it’s parameters is given

14. Commonly Used Functions
Sum
sums the total value of the cells
Average
calculates the mean of the given cells
Count
Counts the number of values within the range
Min, Max
Returns the minimum or maximum value within the supplied cells respectively

15. Create your own function
Can’t find a function that you want, then create it!
Excel has it’s own Visual Basic editor
On-line help has more information

16. Smart Features AutoFill AutoSum
The little black square will automatically fill cells in a sequence when double clicked
If this little black square is dragged, it fills to the extent that it is dragged
AutoSum
The Σ (Sigma in Greek) button on the toolbar will automatically add a range of cells to the sum function

17. Enter the name for the selected cell here
Naming Cells
It is also possible to label cells with a name
Useful when creating formulas
Select a cell or a range of cells and enter a name as shown
Enter the name for the selected cell here

18. Naming Cells
Also possible to name a cell by selecting the Define Name option from the Defined Names option on the Formulas Tab.

19. Fixed References
Excel Adjusts formulas when copied to another location
Moves references relative to the move i.e. If a copy of a formula that references A1 is pasted two cells to the left, A1 is changed to C1
‘$’ used in reference fixes the reference
$A$1 will always reference A1 when copied
Whilst entering a formula press function key F4 on the keyboard to toggle the fixed reference type

20. Fixed References $A1 will always reference column A
Pasting 1 row down will give $A2
Pasting 1 column across gives $A1
A$1 will always refer to row 1
Pasting 1 row down will give A$1
Pasting 1 column across gives B$1
F4 Toggles sequentially through
$A$1
A$1
$A1 A1

21. Fixed reference example
Exchange rate: £1 = € 1.20
Use a fixed reference to convert from £ to €

22. Working with multiple Worksheets and Workbooks
A worksheet is one ‘page’ of the grid cells
A workbook contains several worksheets
Tabs at the bottom of the screen allow you to change between worksheets within a workbook

23. Referencing another Worksheet
There is no need to enter information on the worksheet or workbook if the cell or range you want to reference is on the same worksheet
To reference another worksheet enter it’s name and the cell reference separated by an exclamation mark
Sheet2!A1 refers to the cell in column A, row 1 on the worksheet Sheet2

24. Referencing Another Workbook
Same principle as for worksheets, but surround workbook name in square brackets
[book2]Sheet3!Z5, refers to the workbook book2, worksheet Sheet3, and the cell in column Z, row 5
If the name of the workbook or worksheet contains a space, surround the names with single quotes
‘[book 2]Sheet 3’!Z5
Save both workbooks before starting the reference.