Spreadsheet

1
Spreadsheet

• A spreadsheet is the computer equivalent of a
  paper ledger sheet. It consists of a grid made
  from columns and rows. It is an environment that
  can make number manipulation easy and somewhat
  painless.

2
Why use a spreadsheet?

• Spreadsheets can be very valuable tools in
  business. They are often used to play out a
  series of what-if scenarios!
• Allows you to create
• Presentation-quality documents
• Data lists
• Professional looking charts

3
Spread Sheet Terms

• Workbook
• A spreadsheet file
• Worksheet
• A page of a workbook
• Row
• The horizontal reference on the spreadsheet
• Column
• The vertical reference on the spreadsheet
• Grid Lines
• The horizontal and vertical lines on the
  spreadsheet

4
Spread Sheet Terms

• Cell
• The intersection of a column and row
• Cell Indicator
• The gray area to the left of a row and above a
  column that identifies the cell address
• Cell Address
• The column letter and row number of an Active
  cell
• The cell that is currently selected
• Range
• A selection of cells

5
Selecting Cells

• Mouse
• Move pointer to desired cell and click.
• A boarder is displayed around an active cell and
  cell address is in the Name box.
• Click and hold to select a range of cells.
• Keyboard
• Use arrow keys
• Enter (down)
• Tab (right)
• Shift/Tab (left)

6
Types of Data

• Labels (text)
• Text entries. Do not have a value associated with
  them.
• Typically use labels to identify what we are
  talking about.
• Constants (number data)
• Entries that have a specific fixed value.
• If someone asks you how old you are, you would
  answer with a specific answer. Sure, other people
  will have different answers, but it is a fixed
  value for each person.
• Formulas
• Entries that have an equation that calculates the
  value to display.
• We DO NOT type in the numbers we are looking for
  we type in the equation. This equation will be
  updated upon the change or entry of any data that
  is referenced in the equation.

7
Spread Sheet Terms

• Values
• A number that can be entered into a cell
• Cell Reference
• Use of another cell address in a formula
• Function
• Pre-established formula where you supply the
  information (called arguments) needed to make the
  calculation.
• Excel has about 200 built-in functions.

8
Acceptable Number Formats
Format Example
Integers 255
Negative Numbers -255 (255)
Integers w/ commas 1,255
Decimals 2.55
Currency 255 or 2.55
Percentages 25.5
Dates 5/31/08 or May 08
Time 83900 AM or 2200
9
Changing Data

• Select the cell you wish to edit
• Place the I-beam in either
• the formula bar
• or the cell
• where you wish to edit.

10
Basic Formula Guidelines

• Always begin a formula with
• Mathematical operators (in order of operation)
• allows for use of percentage
• allows for exponentiation
• allows you to multiply
• / allows you to divide
• allows you to add
• - allow you to subtract
• Use cell references when possible.
• Formulas can use fixed numbers but use cell
  references when possibility for more flexibility.

11
Insert Functions

• Select the cell you want.
• Click the Insert Function button.
• Select the function you need from the list.
• Follow prompts.

12
AutoFill

• Filling a Range
• To fill in multiple cells with the same
  information
• select the cell ? out you mouse over the black
  square handle, in the bottom right corner, of the
  selected cell ? click and drag to fill other
  cells
• Incrementing a Range
• Works with formulas too!
• Use Relative vs. Absolute References.

13
Spread Sheet Terms

• Absolute Referencing
• Absolute ranges have a character before either
  the column portion of the reference and/or the
  row portion of the reference. This indicates to
  Excel that it should not increment the column
  and/or row reference as you fill a range with a
  formula or as you copy a range.
• A1 Both the column and row reference is
  fixed. Neither will be
• incremented or changed during a
  copy or fill.A1 Only the column reference is
  fixed. It will not change during a
• fill or copy, but the row will
  change.A1 Only the row reference is fixed. It
  will not change during a fill
• or copy, but the column will
  change.
• Relative Referencing
• Relative ranges do not use the character. 

14
Formatting Worksheet

• Format Cells
• Select and right click or use the format buttons.
• Can change data alignment, bold, underline, etc.
• Merging Cells
• To merge 2 or more cell select cells to be merged
  and then use the Merge Center button under the
  Home menu.
• Wrap Text
• To wrap text within a cell select cells to be
  wrapped and then use the Wrap Text button under
  the Home menu.

15
Navigating Within a Worksheet

• Scroll bars
• Keyboard
• The Name box
• Use the Go To command
• Push F5 on the keyboard

16
Viewing Options

• Normal View
• Default view, displays the screen with the
  standard menus, toolbars, and screen elements.
• Page Break Preview
• Shows where page breaks occur in a worksheet,
  both horizontally and vertically.
• You can change page breaks in this view by moving
  the blue lines.

17
Additional Options

• Zooming
• Select the magnification
• Freezing Panes
• Move the cell pointer to the cell below the row
  to freeze.
• Select the window menu
• Select Freeze Panes
• You may Unfreeze later if you choose.

18
Worksheets

• Can move between sheets by selecting appropriate
  tab or by using Ctrl/Page Up or Down.
• Rename a Sheet
• Right click on the current sheet name and select
  Rename.
• Inserting a new Sheet
• Insert Menu
• Moving/Copying Sheets
• Select and drag or right click for options.
• Deleting a Sheet
• Right click.

19
Moving and Copying Data

• Move
• Select ?Drag and Drop
• Select ?Cut and Paste
• Copy
• Select ?Drag and Drop (holding the Ctrl key)
• Select ?Copy and Paste
• Paste Special
• Lets you choose what you want to paste values,
  formulas, etc.

20
Creating Charts

• To create a chart select the data range you want
  to include in your chart.
• Go to the Insert menu and select the chart style
  that you desire.
• Your chart will appear on your worksheet.
• You can edit your chart by using the Chart Tools
  Menu.

21
Page Setup and Printing

• Go to Page Setup to
• add Headers and Footers
• ALWAYS Print Preview!
• Make sure that your page breaks are the way you
  want them before you print.

22
A Few Spreadsheet Options.

• Microsoft Excel
• Open Office Spreadsheet
• Google Spreadsheet/Form
• Use to collect, store, analyze data
• Online version of a spreadsheet
• Can be shared and collaborated on