1. Objectives Describe the advantages of spreadsheets List several applications for spreadsheets Explain the underlying principles of electronic spreadsheet use Describe how to set up and modify a spreadsheet Identify the elements of standard charts and graphs

2. Spreadsheets Spreadsheet is an application software Spreadsheet used to organize, present, and analyze Data Examples : Excel - Lotus 123 - Quattro

3. Constructing a Spreadsheet How to construct a student’s grade sheet and each student has 5 grades * Manual sheet NameExam1Exam2Exam3Exam4Exam5Total Average 75Rabih Abbas 80 70 60 95 90Hiba Wasim 90 95 80 85 90 Mazin Aly 90 9596 80 380 440 451 351 77 80 79 82 68 70 75 68Yousef Bkar

4. Manual Spreadsheets Time Consuming Disadvantages Making a mistake is too easy Manual recalculation Formatting is not easy Manual Analysis

5. Electronic Spreadsheets * Automatic calculations with free error Features * Storing, Editing, Retrieving a sheet * Automatic recalculation (What-IF analysis) * Formatting makes sheet more readable and appealing A computerized version of a manual sheet * Graphics that represent data in a Visual Format

6. Microsoft Excel Opening Microsoft Excel Program Start  All Programs  Microsoft Excel The following main window will appear

7. Microsoft Excel What are Workbooks and Worksheets? A workbook is made up of multiple worksheets A workbook is made up of multiple worksheets A worksheet is made up of the rows and columns into which you enter your information A worksheet is made up of the rows and columns into which you enter your information Worksheets

8. Microsoft Excel Creating and Opening Workbooks Opening a workbook Opening a workbook –Allows you to open an existing workbook Creating a workbook Creating a workbook –Allows you to create a new, ‘empty’ workbook NEWOPEN The last few files that you opened are displayed at the bottom of the File drop down menu!

9. Microsoft Excel  Cell Storage unit on a sheet The intersection of a row and a column Each cell has : 2. Content : 1. Address : - Value - Label - Formula - Function C4, E10 Active cell - the cell available to be edited at a given time

10. Microsoft Excel Operations on a cell - First : Select the intended cell - Second : Apply the operation  Cell - Enter the cell content - Edit the cell content - Delete the cell content - Format the cell content

11. Microsoft Excel A group of one or more cells occurring in a rectangular shape  Range

12. Microsoft Excel Operations on a range - First : Select the intended range - Second : Apply the operation Mouse Move - Copy Delete - Format  Range Shift key + arrows

13. Microsoft Excel Inserting and Deleting Cells, Rows and Columns Insert cells, rows or columns using the Insert menu Insert cells, rows or columns using the Insert menu Delete cells, rows or columns using the Edit menu Delete cells, rows or columns using the Edit menu

14. Microsoft Excel To save a back-up copy using a different name To save a back-up copy using a different name –From the File menu, select Save As to display the Save As dialog box Saving Workbooks SAVE To save a workbook To save a workbook –From the File menu, select Save –Or press CTRL+S –Or click on the Save button on the Standard toolbar

15. Microsoft Excel  Formula Making Calculations General form : =Expression NumericalLabel Operand OperatorOperandOperator -Constant -Cell address % ^ *, / +, - -String constant -Cell address & =B2*(C1+6)/2=D4 & “name”

16. Microsoft Excel Functions * A function is like a preprogrammed function * General form : =Function Name(Arguments) =SUM(A1,B1:B8) * Function Categories : (1) Math Functions SUM Adds all numbers in a range of cells Example : =Average(C3:C8) Average Returns the average of its Arguments Product Multiplies all the numbers in a range

17. Microsoft Excel Functions MIN Returns the smallest value in a range. MAX Returns the largest value in a range. COUNT Counts the numeric values in a range. INDEX Gets a value with an index within a range. Example : index(C4:C8, 3) SUMIF Adds the cells specified by a given condition. SUMIF ( B3:B8,”Tea”,D3:D8) Example : max(C3:C8) Example : count(B3:D7)

18. Microsoft Excel Functions (2) Text Functions LEN Returns the No. of Chars in a text string. LEFT Returns the leftmost Chars in a text string. Example : RIGHT(B3, 3) MID Returns a specific No. of Chars from a text string starting at a position you specify. Example : MID ( B3, 2, 3) Example : LEN(B3) Example : LEFT(B3, 2) RIGHT Returns the rightmost Chars in a text.

19. Microsoft Excel Functions Month Returns the month, an integer 1 12 Example : Date(86,11,3) (3) Date & Time Functions Today Returns a No. that represents today’s date. Date Returns the No. that represents the date. Example : Month(today( )) Day Returns the day, an integer (1 31) Example : Day(today( )) Year Returns the year, an integer (1900 9999) Example : Year(today( ))

20. Microsoft Excel Functions Example : Now( ) (3) Date & Time Functions Now Returns the current date or time. Hour Returns the hour, an integer (0 23) Example : Hour(now( )) Minute Returns the minute, an integer (0 59) Example : Minute(now( )) Second Returns the second, an integer (0 59) Example : Second(now( ))

21. Microsoft Excel Worksheet Formatting Formatting makes sheet more readable and appealing –Toggling bold, italics and underlining –Applying borders, colors and patterns –Row height and column width –Changing the font type and size –Alignment –Number formatting

22. Microsoft Excel Worksheet Formatting

23. Microsoft Excel 1- Line Chart Represent data in a visual format Showing trends over a period of time Charts

24. Microsoft Excel Charts 2- Column Chart Showing data comparisons by the height of bars Single-range Column Chart Only one variable is involved

25. Microsoft Excel Charts Multiple-range Column Chart * Clustered Chart Several variables are involved * Stacked Chart

26. Microsoft Excel Charts 3- Pie Chart Displays the contribution of each value to a total The whole amount is represented by a circle, and each wedge of the pie represents a value. Ex: Showing the proportion of all expenses during JAN

27. Microsoft Excel Charts Steps for Creating a Chart