1. Spreadsheet Basics
What is a Spreadsheet?
A spreadsheet (or worksheet) is an arrangement of cells in columns and rows used to organize, analyze, calculate, and report information, usually in numerical form.
A workbook is a file which contains one or more spreadsheets.
Excel Obj SS Basics Ppt. #1

2. Spreadsheets Perform Mathematical Calculations
Do you or your family use spreadsheets?
Daily Uses of Spreadsheets:
Balancing a checkbook
Calculating car loans
Calculating student grades (helping students keep up with their grades)
Household budgets
Why would a business use spreadsheets?
Payroll
Financial statements for a business (profit/loss)

3. Designing a Spreadsheet
Cell – individual locations on a spreadsheet
(intersection of a row and column)
Column— identified by letters of the alphabet (vertical)
Column A refers to all of the contents in a vertical range of cells in the first column of the spreadsheet.
Row— identified by numbers (horizontal)
Row 3 refers to all of the contents in a horizontal range of cells on Row 3
COLUMNS (vertical) A B C D 1 2
CELL 3
ROWS (horizontal)

4. Cell Specifics Cell Range: A4:A16 refers to a group of adjacent cells
A Range is a group/block of cells.
example: A6:E16 refers to a range of cells in a specific spreadsheet.
Cell Address: a specific location
Cell A4 = Cell address
It is the Column letter and Row number.
The cell address is also called the cell reference.
Active cell:
The cell that is selected
It is the cell that is ready to receive information

5. Cell Data Classifications
Values — the classification indicating that the data has the potential to be used in calculations
Example: 150
Cell Alignment for these classifications:
Labels align at the left side of the cell
Values align at the right side of the cell

6. Cell Data Classifications
Labels — the classification used for cells that contain text or for numbers that will not be used in calculations
Examples: John Jones (text)
Dates, such as 1/03/2009 (considered as text)
Social Security #
Phone #
ZIP Code (a number, but will not be calculated)
Using an apostrophe ‘
Type an apostrophe (‘) before a number to make that entry recognized as a label (the ‘ does not show when you press enter). Example: ‘27613
(Put ‘ so the ZIP Code is recognized as a label or text, not a value, by the computer)

7. Data Types Examples
Formula Bar
Value
Formula
Label

8. Formatting
Formatting is applied to spreadsheet components for the purpose of organizing and clarifying information.
Data that is presented in a uniform and consistent format is much easier to understand than data presented with random formats.
Formatting can be applied to pages, columns, rows, cell ranges, and cells.

9. A Header/Footer
Headers or Footers are used to add identifying information to a spreadsheet.
May include:
Title of company
Date
Page number
Time of creation or update
Contact information
Footer Example
Excel Obj SS Formatting Ppt. #4

10. Font Size and Style
Font Size and Font Style are used to clarify information by adding emphasis to titles, column headings, and grand totals, etc.
can also change font type and color
Example: which title below is emphasized more?
Title of Spreadsheet or
Title of Spreadsheet

11. Justification/Alignments
Left, Right, or Center justification can be applied globally to columns, rows, or cells.
Indent is used to emphasize subcategories

12. Types of Justification
Left Justification –
Left is the default justification for cells formatted as Labels.
Indent–
Indent is a format applied to cell data to emphasize subcategories, such as the itemized list of expenses in a budget

13. Types of Justification
3. Right Justification –
Right is the default justification for cells formatted as Values.
Values should be formatted uniformly,
such as, using two decimal places for all
like data, or using currency for total amounts
Ex. $ vs. $500.00
Values can be formatted for a set number of
decimal places with or without a comma
separator.
Ex. $ or $1,024.30

14. [Right Justification (continued) ]
Values can be formatted in a variety of date formats
Ex. October 30, 2009
30 Oct 2009
10/30/09
d. Other formats for Values include time, percentage, fraction, and scientific

15. Types of Justification
4. Center–
Centering is a format usually applied to titles and column headings

16. Justification Examples
Centering of the Table Title
Left Aligned (text)
Column heading
Listed Items
Right Aligned (values)
Quantity
Numbers with decimals (Prices)

17. Borders and Shading
are used to emphasize and organize information, and
can be applied to columns, rows, cell ranges, or individual cells
These lines are Borders!
Reminder: select the columns, rows, or cells on which you want to apply Borders and Shading

18. Adjusting Height, Width, and Size of Cells, Columns, and Rows
Wrap text is used to align
multi-line text within a cell.
Merge is used to combine two or more cells.
Center is the default alignment when cells are merged.

19. Adjusting Height, Width, and Size of Cells, Columns, and Rows
Column Width
Column Width is adjusted to fit the longest entry.
Double click on the border between the 2 column heading
When the ##### symbols appear in a cell, this indicates that the width is too small to display the contents.

20. Sorts
A Sort is used to arrange data in alphabetical or chronological order
data can be sorted in
Ascending or Descending Order
Examples of:
Alphabetical order—Ascending A to Z
Alphabetical order—Descending Z to A
Numerical order—Ascending 1 to 10
Numerical order—Descending 10 to 1

21. Sorts Primary sort – indicates the primary sort range
of data (i.e., last name)
also known as a single sort
Secondary sort – indicates the next sort range of date (i.e., first name)
also known as a multiple sort
Examples of primary and secondary sort:
Smith, Chris
Smith, Ryan
Stevens, John
Can you answer this question?:
Mr. Smith sorted the student athletes in order by GPA, last name, first name, and homeroom.
GPA is an example of which part of the sort operation?
_________________________

22. Basic Spreadsheet Formulas
Formulas instruct the software to perform a calculation.
All Formulas begin with an equal sign =
When the equal sign [or in some cases a plus sign(+)] is keyed in a cell, the software “knows” that the data will be used in a calculation.

23. Basic Spreadsheet Formulas
Examples of basic formulas:
if using Cells B7 and C7:
Addition =B7+C7
Subtraction =B7-C7
Multiplication =B7*C7
Division =B7/C7

24. Order of Operations
Calculations are performed according to the Order of Operations.
(which means, they calculate in a specific order)
To remember the Order Of Operations:
remember PEMDAS—Please Excuse My Dear Aunt Sally
P parentheses performs operations on the items enclosed in (parentheses) first
E exponentiation ^
M multiplication * (from left to right)
D division /
A addition + (from left to right)
S subtraction -
Excel Obj SS Formulas Ppt. #2

25. Order of Operation Example
=(A8+C9)/(H8-L9)
The parentheses around the first part of the formula force Excel to calculate (A8+C9) first. then calculate (H8-L9),
then divide the 2 results.
A8 = 10
C9 = 2
H8 = 7
L9 = 1
=(10+2)/(7-1)
=12/6 =2
SOLVE!

26. Functions
Functions: is a short cut to performing a calculation or a formula
All functions contain a word
Start with an = sign just like a Formula
Examples:
SUM
COUNT
AVG
LOOKUP
MIN
DATE
MAX
LIST IF

27. Most commonly used Formulas
SUM - Used for finding a total in a range of numbers
AVG - Used to find the average in a range of numbers (add all numbers and divide by the #)
MAX -Finds the largest # in a range
MIN- -Finds the smallest # in the range