1. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 Objectives 1.Perform data entry tasks 2.Use formulae and functions in worksheet calculations 3.Compare and make decisions to choose the most efficient method for calculations 4.State the advantage of the automatic recalculation feature 5.Format a worksheet

2. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.1 Introduction

3. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.2 Data Entry

4. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.2 Data Entry Data you can enter into a cell Text Not used for calculations Aligned left by default Number Used for calculations Aligned right by default Formula

5. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.2 Data Entry Spreadsheet supports basic word-processing functions To edit cell content, type over the portion of the content you want removed or changed

6. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae To enter a formula, begin with the equal sign (=) Example, =B3+C3+D3 The main operators used for calculations + Addition - Subtraction * Multiplication / Division

7. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae X and  are not found on the standard keyboard

8. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae To sum up Mary’s total marks in E3, use the formula =B3+C3+D3 to calculate the sum of 78, 70 and 65

9. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae To sum up the other students’ total marks, copy the formula =B3+C3+D3 to cells E4 to E10 Cell addresses in the formula will be updated automatically

10. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae (a) = B4 + C4 + D4 (b) = B7 + C7 + D7 (c) = B10 + C10 + D 10

11. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Functions Instead of typing your own formulae, you can use functions Built-in formula that comes with a spreadsheet program

12. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Functions (Cont’d) The functions use range address instead of individual cell addresses Much more efficient way to write a formula The MIN and MAX function returns the minimum and maximum value in a range respectively No need to do comparisons manually

13. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae

14. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae = SUM(C3:C10) = SUM(D3:D10)

15. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae = MAX(B3:B10); MIN(B3:B10) = MAX(C3:B10); MIN(C3:B10) = MAX(D3:B10); MIN(D3:B10)

16. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Automatic recalculation Updates computation returned by a formula or function automatically if referenced data is modified The automatic recalculation feature makes things very convenient.

17. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Automatic recalculation (Cont’d)

18. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Automatic recalculation (Cont’d)

19. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.3 Calculations and Formulae Error messages when using formulae

20. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.4 Formatting Worksheets Changing the appearance of a worksheet Formatting text and changing alignment Align the cell entries to the left, right or centre Change the typeface, style, size and colour of the text Formatting numbers Change number formats Number of decimal places, currency, date, etc.

21. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.4 Formatting Worksheets Changing the appearance of a worksheet (Cont’d) Adjusting the cell display Adjust the column width and row height, merge cells, add fill effect etc. To make sure that the cell entry can be seen clearly When cell width is too narrow to fit a number, a series of # will be displayed

22. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.4 Formatting Worksheets Adding borders To make information easier to read, we can add table borders Useful when presenting numbers Note: Deleting a cell entry does not remove its formatting

23. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.4 Formatting Worksheets Comparing a worksheet before and after formatting

24. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.4 Formatting Worksheets 1.Changes to C1: bold, font colour, italicised Changes to A3 to A10: Font type Changes to B2 to E2: Bold Column E and F added Row 11 and 12 added 2.Two decimal places

25. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.5 Creating a Spreadsheet To work out students’ test scores

26. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision The recalculation feature is useful for planning and making decisions Different input values can be used to compare the outcomes Examples …

27. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision Deciding on whether to buy a mobile phone that costs $600 or another that costs $400

28. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision Your school is organising a fun-fair to raise funds for charity Your class’ target is $1,000 The class decides to buy these items to sell

29. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision The intended sale prices

30. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision How much profit can your class make?

31. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 2.6 Making a “What If” Decision

32. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 Summary 1.We enter text, numeric values and formulae into cells. 2.Titles, column and row headings are referred to as labels. 3.Spreadsheet programs have built-in functions to help us in calculations.

33. Working with Spreadsheets S S T : S P R E A D S H E E T S SST 2 Summary 4.The automatic recalculation feature is useful when we are planning and making decisions. We can make changes of data easily. 5.To format a worksheet, we can change the format of text, change alignment, format numbers, adjust the cell display and add in fills and borders.