Introduction to Spreadsheets

Presented byFrank H. Osborne, Ph. D.

© 2005

ID 2950Technology and the Young Child

Basic Considerations• A spreadsheet is basically a sheet of paper

with columns and rows like you would use to keep business records.

Basic Considerations• The columns and rows form a grid. Each

column has a letter at the top and each row has a number at the side.

Basic Considerations• Where each column and row intersect is a

cell. In this picture the cursor is in cell A1.

Basic Considerations• A typical computer spreadsheet has 256 rows

identified as A through IV and 65536 rows. This gives a total of 16,777,216 cells.

• A cell contains data. Data can be– constants (numbers)– labels (such as column headings)– formulas (for calculations)

Basic Considerations• Spreadsheets are useful in a variety of

disciplines. These include:– business - for financial records– science - for data analysis and calculations– math - for graphing, formulas and statistics

• Spreadsheets are used in all disciplines where data analysis, graphs and charts are needed.

Spreadsheet Data Types• Constants

– Constants are numbers. Numbers may be whole numbers or decimals.

– Numbers can also be currency, fractions, scientific notation, and percentages

Spreadsheet Data Types• Labels

– Any type of text, such as column headings or identifiers in lists.

– Text can have a variety of fonts and pitch sizes.– Cells can have borders and underlines. – Cells can have different colors than the

background for emphasis purposes.

Spreadsheet Data Types• Formulas

– Formulas are used for calculations. All formulas must begin with the equals (=) sign.

– When a formula is in a cell, the spreadsheet displays the value of the formula, not the formula itself.

– You can see the formula in the formula bar.

Command Menus• Command menus are located on the top

program line, just below the title line.

• The menus include File, Edit, View, Insert, Format, Tools, Data, Window and Help

Command Menus• File Menu

– Contains file commands

– New: makes a new workbook

– Save: saves a workbook

– Save As: saves file under a new name

– also contains Print commands

Command Menus• Edit Menu

– Contains editing commands

– Undo: permits to reverse a mistake

– Cut, Paste: allow moving parts of a worksheet to another part of the workbook or to another file

Command Menus• Insert Menu

– Can insert rows, columns and extra worksheets

– Allows to insert charts and graphs

– Can insert pictures and graphics, diagrams and other objects

Command Menus• Format Menu

– Permits formatting of cells, rows, columns or entire worksheets

– Formatting can be numeric, dates, text, time, currency, accounting or a variety of others

Command Menus• Tools Menu

– Spell checking– Cell and worksheet

protection– Data analysis

Command Menus• Data Menu

– Sort is most commonly used

– Ascending order means that the smallest item comes first and the largest is last

– Descending order means that the largest is first and the smallest is last

Command Menus• Window Menu

– Allows you to work with multiple windows at the same time.

– Windows can be different files or different parts of the same file

Command Menus• Help Menu

– Help menu offers help and explanations about the product

– With some products, help is also available over the Internet

Some Simple Worksheets• We will do some simple worksheets in class

– List of school supplies– Grade book– Simple Graph

Some Simple Worksheets• List of School Supplies

Some Simple Worksheets• Grade Book

Some Simple Worksheets• Simple Graph

The End