1. 3.1 Understanding Spreadsheets
– An effective software tool for organizing and calculating numerical data
– Manage data in our daily lives, such as personal expenses records.
– Widely used in business for managing payroll and inventory.
– Used for organizing and
calculating students’ examination
marks in schools.

2. 3.1 Understanding Spreadsheets
 Working Environmental of Spreadsheet Software

3. 3.1 Understanding Spreadsheets
 Working Environmental of Spreadsheet Software
Component
Description
Column heading
Columns are lettered from A to Z and then from AA to IV. There are a total of 256 columns.
Row heading
Rows are numbered from 1 to
Cell
A cell is the intersection of a row and a column. Each cell can store a single data item. A cell address is formed by the column letter followed by the row number.

4. 3.1 Understanding Spreadsheets
 Working Environmental of Spreadsheet Software
Component
Description
Name box
The name box displays the cell address of the selected cell.
Formula bar
The formula bar displays the content or the formula of the selected cell.
Task pane
The task pane includes commonly preformed tasks such as opening a recently used worksheet.

5. 3.1 Understanding Spreadsheets
 The Idea of Worksheet and Workbook
– The data is stored in spreadsheets in the form of a workbook.
– The part of worksheet displayed on the computer screen is in fact a small
section of the whole worksheet.
– A workbook contains one or more worksheets which are usually related to
each other.

6. 3.1 Understanding Spreadsheets
 The Idea of Worksheet and Workbook

7. 3.1 Understanding Spreadsheets
 The Basic Use of Spreadsheets
Create and open a spreadsheet
In Microsoft Windows, click ‘Start’ ➞ ‘All Programs’ ➞ ‘Microsoft Excel’. A new
workbook is automatically created. You may select ‘File’ ➞ ‘Open…’ to open
an existing file.

8. 3.1 Understanding Spreadsheets
 The Basic Use of Spreadsheets
Enter data into a spreadsheet
The two most common types of data used in a spreadsheet are text and
numbers. We can enter the data directly into a cell and then press ‘Enter’ key or click .

9. 3.1 Understanding Spreadsheets
 The Basic Use of Spreadsheets
Save and close a spreadsheet
When all the data is entered, select ‘File’ ➞ ‘Save As…’. Enter a file name for
the spreadsheet, and save the file in .xls format.

10. 3.1 Understanding Spreadsheets
 The Basic Use of Spreadsheets
Save and close a spreadsheet
Finally, select ‘File’ ➞ ‘Close’ to close a spreadsheet.

11. 3.1 Understanding Spreadsheets
 The Basic Use of Spreadsheets
Save and close a spreadsheet
Finally, select ‘File’ ➞ ‘Close’ to close a spreadsheet.

12. 3.2 The Advantages of Using Electronic Spreadsheet
 Automatic Updates of Data
– If formulae are used to add the data in a spreadsheet, the total sum will be updated (re-calculated) automatically when changes are made to the data.
– Taking exam.xls in Activity 1 as an example
– If the computer mark of the student Anthony is changed from 82 to 90, his total mark will change from 375 to 383 automatically. This automatic update is not available in a manual spreadsheet.

13. 3.2 The Advantages of Using Electronic Spreadsheet
 Automatic Updates of Data

14. 3.2 The Advantages of Using Electronic Spreadsheet
 Automatic Updates of Data

15. 3.2 The Advantages of Using Electronic Spreadsheet
 Data Sorting
– Data can be rearranged easily in a specified order in an
electronic spreadsheet.
– This process is known as data sorting.

16. 3.2 The Advantages of Using Electronic Spreadsheet
 Data Sorting
– E.g. the spreadsheet is sorted in a descending order of total mark to see which student has the best performance.
– Originally, the data of the spreadsheet is arranged in an alphabetical order of the students' names.

17. 3.2 The Advantages of Using Electronic Spreadsheet
 Data Sorting
– E.g. the spreadsheet is sorted in a descending order of total mark to see which student has the best performance.
– The data is now sorted in a descending order of the total mark.

18. 3.2 The Advantages of Using Electronic Spreadsheet
 Chart Presentation
– For data analysis and interpreting results, chart presentation is usually a better option than a text presentation.
– Spreadsheet data can be used to create charts conveniently.
– E.g. a bar chart is created in exam.xls to present the total mark of each student. In addition, when changes are made to the data, the chart is updated automatically.

19. 3.2 The Advantages of Using Electronic Spreadsheet
 Data Sorting
– E.g. the spreadsheet is sorted in a descending order of total mark to see which student has the best performance.
– The data is now sorted in a descending order of the total mark.
updated

20. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Electronic spreadsheets provide an AutoFill function which helps us
fill in a series of cells easily.
– Text, numbers and dates can be filled using the fill handle
(a tiny solid square located at the bottom right corner of a cell).
– Position the cursor on the fill handle and it will change to a cross Drag it downwards to fill the cells below.

21. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill

22. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill

23. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Odd number series

24. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Weekday series

25. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Date series

26. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Mix-up of text and number

27. 3.2 The Advantages of Using Electronic Spreadsheet
 AutoFill
– Mix-up of text and number

28. 3.3 Previewing and Printing a Spreadsheet
Print Preview helps to save paper because we can check the spreadsheet layout before printing the actual document.
To preview a spreadsheet, select ‘File’ ➞ ‘Print Preview’.

29. 3.3 Previewing and Printing a Spreadsheet
Function
Description
Zoom
Enlarge / reduce the view to make the data easier to read.
Print
Display the ‘Print’ dialogue box.
Setup
Display the ‘Page Setup’ dialogue box.
Margins
Edit the page margins.
Close
Close the Print Preview and return to normal view.

30. 3.3 Previewing and Printing a Spreadsheet
Click the ‘Setup’ button to display the ‘Page Setup’ dialogue box.
A spreadsheet can be scaled when printed.
Gridlines, row and column headings make the spreadsheet printout easier to read.

31. 3.3 Previewing and Printing a Spreadsheet

32. 3.3 Previewing and Printing a Spreadsheet
In the ‘Page Setup’ dialogue box, header and footer can also be included in the printout. The additional options include information about the spreadsheet in the header or footer.

33. 3.3 Previewing and Printing a Spreadsheet
In the ‘Page Setup’ dialogue box, header and footer can also be included in the printout. The additional options include information about the spreadsheet in the header or footer.

34. 3.3 Previewing and Printing a Spreadsheet
In the ‘Page Setup’ dialogue box, header and footer can also be included in the printout. The additional options include information about the spreadsheet in the header or footer.