1. Practical Computing by Lynn Hogan

2. Chapter 8 Creating Spreadsheets (Using Microsoft Excel 2007)
Practical Computing
Chapter 8
Creating Spreadsheets
(Using Microsoft Excel 2007)
Chapter 8 discusses creating spreadsheets using Microsoft Excel A spreadsheet is simply a list of data arranged in a grid of columns and rows. If you have ever worked with an accounting worksheet or a teacher’s grade book, then you are familiar with the spreadsheet format.

3. Objectives Understand the concept of spreadsheet software
Be able to create and edit a worksheet
Know how to select, copy, and move worksheet components
Be able to create formulas and work with functions
Know how to format a worksheet, making changes to the font, alignment, and column width
The objectives of this chapter are to understand the concept of spreadsheet software, to be able to create and edit a worksheet, to know how to select, copy, and move worksheet components, to be able to create formulas and work with functions, and to know how to format a worksheet, making changes to the font, alignment, and column width.
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4. What is Spreadsheet software?
List of data arranged in columns and rows
Easy to organize numbers in a table format
Visually shows the relationship between the numbers
Used to:
Maintain records
Explore the effect of changes
Monitor expenses
Budget
Maintain records of transactions
Spreadsheet software is a list of data arranged in columns and rows. It makes it easy to organize numbers in a table format which visually shows the relationship between the numbers. It is used to maintain records, explore the effect of changes, monitor expenses, budget, and maintain records of transactions.
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5. Keys to Creating Spreadsheets
Being a mathematician is not necessary
Organize the numbers
Understand the dependencies between numbers
Should be set up to answer questions
Work upfront to create the spreadsheet
Planning
Pays off with automatic calculations
Use to calculate
Use for “what-if’s”
Keys to creating spreadsheets include organizing the numbers and understanding the dependencies between the various numbers. You should setup the spreadsheet to answer questions. Plan it carefully. Spreadsheets are used to calculate answers and used for “what-if’s”. The pay off for careful planning is automatic calculation of results.
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6. Create and Manage a Workbook
Made up of one or more worksheets
Electronic grid of columns and rows
One page of a workbook
Saving an Excel file actually saves a Workbook
Customize worksheet by formatting
Similar to Word
Print workbooks or worksheets
Excel can be opened by going to the Start Menu, then clicking All Programs, Microsoft Office, Microsoft Excel
A workbook is made up of one or more worksheets. A worksheet is an electronic grid of columns and rows and is one page of a workbook. Saving an Excel file actually saves a Workbook. It is possible to customize a worksheet by formatting it in the same way you would Word. It is possible to print workbooks or worksheets.
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7. Workbook Elements Grid of columns and rows
Worksheet area
Gray area at top (identified by letters)
Column headings
Gray area to left (identified by numbers)
Row headings
Intersection of column and row
Cell
Identified by cell reference or cell address e.g B2
Active Cell is surrounded by a dark border
Workbook elements are the basic items the user will deal with when creating a spreadsheet. A grid of columns and rows defines the worksheet area. The gray area at top (identified by letters) distinguishes the column headings. The gray area to left (identified by numbers) distinguishes row headings. The intersection of column and row is a cell, which is identified by a cell reference or cell address.
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8. The Ribbon Found along the top of the Excel window
Replaces former Menu bar
Provides a series of tabs
Each tab divided into groups and commands
Active tab highlighted
The Ribbon is found along the top of the Excel window and replaces the former Menu bar. It provides a series of tabs, each divided into groups and commands. The active tab is highlighted.
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9. Title Bar and Quick Access Toolbar
Shown at top of window
Long shaded bar
Name of document
Name of Office program (Excel)
Quick Access Toolbar
Left side of Title bar
Frequently used commands
Save, Undo, Repeat
Easily customized by clicking arrow on right side
The Title bar is shown at top of the window. It is a long shaded bar that contains the name of document and the name of Office program (Excel). The Quick Access toolbar is located to the left side of the Title bar. It contains frequently used commands like Save, Undo, and Repeat. It is easily customized by clicking arrow on right side.
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10. Office Button Left of Quick Access toolbar Common tasks Saving
Printing
The Office button is located to the left of the Quick Access toolbar and contains common tasks like Saving and Printing.
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11. Status Bar and Views Status bar Views Bottom of document
Provides information about progress of commands
Views
Right side of Status bar
Normal view – default view, shows worksheet grid
Print Layout view – shows margin areas
The Status bar is at the bottom of the document and provides information about the progress of commands. The Views are displayed to the right side of Status bar. The Normal view is the default view and shows the worksheet grid. The Print Layout view shows margin areas.
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12. Name Box and Formula Bar
Below the Ribbon
Displays position of active cell
Formula Bar
Next to Name Box
Displays content of active cell
Worksheet Tabs
Identify individual worksheets
The Name Box is positioned below the Ribbon and displays the position of the active cell. The Formula bar is next to the Name Box and displays the content of active cell.
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13. Navigating in a Worksheet
Action
Mouse Command
Keyboard Command
Move to a cell
Click the cell
Use the arrow keys (directional keys on the right side of the keyboard)
Move to cell A1
Press Ctrl+Home
Move up one screen
Click in the vertical scroll bar above the scroll box
Press PgUp
Move down one screen
Click in the vertical scroll bar below the scroll box
Press PgDn
Move to a specific cell, even out of viewing space
Press F5. Enter the cell reference and click Enter
To navigate in a Worksheet, use the following commands to move to different
parts of the worksheet:
To move to a cell: Click the cell with the mouse or use the arrow keys (directional keys on the right side of the keyboard).
To move to cell A1: Click the cell with the mouse or press Ctrl + Home.
To move up one screen: Click in the vertical scroll bar above the scroll box or press PgUp key.
To move down one screen: Click in the vertical scroll bar below the scroll box or press PgDn key.
To move to a specific cell, even out of viewing space: Press F5 and enter the cell reference and click Enter.
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14. Saving a Workbook Saving a workbook saves all worksheets
Click the Office button
Click Save or Save As
Save replaces existing file
Save As allows a filename or location change
First time a workbook is saved
There is no difference between Save and Save As
Saving a workbook saves all worksheets. To save: click the Office button, and click Save or Save As. Save replaces existing file, while Save As allows the user to change the filename and/or the location. The first time a workbook is saved, there is no difference between Save and Save As.
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15. Correcting Mistakes Data entry mistake before pressing Enter key
Backspace and retype
Repairing data after data entry
Click cell, retype entire entry
Click cell, click Formula Bar, make changes, press Enter
Click cell, press F2, make changes, press Enter
Double-click cell, make changes, press Enter
Click the undo arrow to reverse an action
You may correct mistakes in several different ways. A data entry mistake
found before the Enter key is pressed can be corrected by (1) using
backspace and (2) retyping the correct entry. Repairing data after data entry
can be performed in one of four ways:
Click the cell and retype entire entry.
Click the cell, click Formula bar, make changes and press Enter.
Click the cell, press F2, make changes and press Enter.
Double-click the cell, make changes and press Enter.
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16. Clearing Contents Click cell, press Delete
Right-click cell, click Delete, click OK
Click the Clear arrow in Editing on Home tab
Select from list of options
Clearing the contents leaves a blank cell and can be accomplished three ways:
Click the cell and press Delete.
Right-click the cell, select delete and click OK.
Click the Clear arrow in Editing on the Home tab and select from list of options.
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17. Printing Use Print Preview first to see printed document
Click the Office button
Point to Print
Click Print Preview
Use Page Setup before Printing
Page Tab – set orientation – Portrait or Landscape
Scaling - Adjust to or Fit to options
Margin Tab – change right, left, top bottoms margins
Headers and footers
Sheet Tab – gridlines, row and column heading
The portrait orientation is the default for printing in Excel
Before printing, use Print Preview to see image of the printed document. To do this, click the Office button, Point to Print, and Click Print Preview. Use Page Setup before Printing for formatting the worksheet. The Page Tab sets orientation (either Portrait or Landscape), scaling, and adjust to or Fit to options. The Margin Tab changes right, left, top and bottom margins, and headers and footers. The Sheet Tab sets the gridlines, row and column headings.
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18. Selecting Ranges, Columns, and Rows
Range is a group of one or more cells,
Example A1:C15
Select before you change rule
Selecting a range
Click and drag over the cells
Release mouse and cell will be shaded
Multiple cells appear in a box with a border
To select a column
Click on the column heading
To select a row
Click on the row heading
A group of one or more cells is a range. Always select the cells before you apply a change. To select a range, click and drag over the cells, release the mouse button and the cell will be shaded. Multiple selected cells appear in a box with a border. To select a column, click on the column heading; to select a row, click on the row heading.
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19. Inserting Columns and RowsTo
Do This
Insert a column
1. Click the column heading (or click and drag multiple column headings)
2. Right-click in the shaded area
3. Click Insert
Insert a row
1. Click the row heading (or click and drag multiple row headings)
There are several ways to insert columns and rows. One method to insert a column involves clicking the column heading (or clicking and dragging multiple column headings), right-clicking in the shaded area, and clicking insert. To insert a row, you can click the row heading (or click and drag multiple row headings), then right-click in the shaded area and click Insert.
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20. Deleting Columns and RowsTo
Do this
Delete a column
1. Click the column heading (or click and drag multiple column headings)
2. Right-click in the shaded area
3. Click Delete
Delete a row
1. Click the row heading (or click and drag multiple row headings)
There are several ways to delete columns and rows. One way in which you can delete a column is to click the column heading (or click and drag multiple column headings), right-click in the shaded area, and then click Delete. To delete a row, click the row heading and follow the same steps.
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21. Cutting, Copying, and Pasting Cell Contents
Moving data is cutting
Duplicating data is copying
Both actions place the data on the clipboard
Temporary holding location
Holds 24 different items
Paste places the data in its new location
Leaves a copy on the clipboard
Cutting, Copying and Pasting Cell Contents requires the use of the clipboard. Moving data from one location to another is cutting. Duplicating data, or having it appear in two locations, is copying. Both actions place the data on the clipboard. The clipboard is a temporary holding location, which can hold up to 24 different items. Paste places the data in its new location, but it leaves a copy on the clipboard.
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22. Formula Group of instructions for performing a calculation
Begins with an = sign
Arithmetic operations same as Algebra
Order of precedence the same as Algebra
PEMDAS (Please Excuse My Dear Aunt Sally)
Variables in Algebra become cell addresses
Functions are predefined complex calculations
Have an unique name
Have parameters enclosed in parentheses
=AVERAGE(A1:A30)
A formula is a group of instructions for performing a calculation. It begins with an = sign. The Arithmetic operations and order of precedence are the same as in Algebra. Variables in Algebra become cell addresses in a formula. Functions are predefined complex calculations that have a unique name and have parameters enclosed in parentheses; for example, =AVERAGE(A1:A30).
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23. Absolute and Relative Cell References
Cell reference of copied formula changes based on the new location
Relative cell referencing A1
Cell reference of copied formula does not change
Absolute cell reference
User must enter $ sign in front of cell reference
$A$1
Absolute and Relative Cell References influence how formulas in cells are copied. If the cell reference of a copied formula changes based on the new location, then the formula uses relative cell referencing. An example of a relative cell reference is: A1.
If the cell reference of a copied formula does not change, then the formula uses an absolute cell reference. To create an absolute cell reference, the user must enter $ sign in front of cell reference. An example of an absolute cell reference is: $A$1.
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24. Formatting Changes the appearance Column Width Not the values
Change if numbers spill over into the next cell
Or ######### appear instead of the number
Place mouse pointer on dividing line between columns in shaded area at top of worksheet
Drag dividing line to increase or decrease
Double click dividing line to automatically widen the cell to the length of the longest entry
Formatting changes the appearance of the worksheet, but not the values. The column width needs to be changed if numbers spill over into the next cell or ######### appear instead of the number. To change the column width, place the mouse pointer on the dividing line between columns in the shaded area at the top of the worksheet and then drag the dividing line to increase or decrease.
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25. Formatting (continued)
Aligning data
Number automatically aligned to left
User can center or left align numbers
Select column to align
Click Home tab, click Alignment
Select type of alignment
Excel automatically aligns numbers to the left. You can center or left align numbers. To align numbers, select the column to be aligned, click Home tab, click Alignment and then select type of alignment.
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26. Formatting (continued)
Formatting numbers
Apply numeric formatting to add $ , % or extra zeros
Select column or range of cells
Click Home tab then click Number group
Select formatting
The appearance of numbers can be changed by applying numeric formatting to add $ , % or extra zeros. To accomplish this, select column or range of cells, click the Home tab, then click the Number group and finally select formatting type.
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27. Making the Worksheet Great
Formatting
Bold, italics, font type and size, alignment, borders, shading
Numbers
Currency
Commas
Dates
Number of places after the decimal
Spell check
Don’t forget!
Grammar check
AutoCorrect
Automatically corrects many misspellings
To improve the worksheet, use formatting, spell checking, grammar checking and auto correction. Formatting allows the user to select bold, italics, font type and size, alignment, borders and shading. Numbers can be formatted with currency, commas, dates, and the number of places after the decimal. Excel has a Spell and Grammar checker similar to Word. AutoCorrect automatically corrects many misspellings.
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28. Don’t Forget
Spreadsheet software simplifies the task of organizing numeric data on an electronic grid of columns and rows
A workbook includes one or more worksheets
Microsoft Excel is a spreadsheet program included in Microsoft Office suite
You can type data in a worksheet as text (or labels), numbers, or formulas
Remember to review the following:
Spreadsheet software simplifies the task of organizing numeric data on an electronic grid of columns and rows.
A workbook includes one or more worksheets.
Microsoft Excel is a spreadsheet program included in Microsoft Office suite.
You can type data in a worksheet as text, numbers, or formulas.
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29. Don’t Forget
Before making any changes to worksheet data, first select the cells to be affected
A range is a group of one or more cells
You can select ranges, columns, and rows
A formula is a set of instructions that tells Excel how to perform a calculation
Continue your review:
Before making any changes to worksheet data, first select the cells to be affected.
A range is a group of one or more cells.
You can select ranges, columns, and rows.
A formula is a set of instructions that tells Excel how to perform a calculation.
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30. Don’t Forget
Functions are predefined formulas that simplify complex operations
Absolute cell references in a formula do not change as the formula is copied to another location
Relative cell references change relative to the position from which they are copied
Formatting is changing the worksheet by using alignment, formatting numbers, or changing the appearance of worksheet data
You also should recall that:
Functions are predefined formulas that simplify complex operations.
Absolute cell references in a formula do not change as the formula is copied to another location, whereas relative cell references change, relative to the position from which they are copied.
When you make changes to a worksheet, such as aligning data, formatting numbers, or changing the appearance of worksheet data, you are formatting it.
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31. Questions? Are there any questions?
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