SpreadsheetBasics

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.

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)

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Designing a SpreadsheetCell – 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

A B C D

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2 CELL

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ROWS (horizontal)

COLUMNS (vertical)

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Cell SpecificsCell 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 information4

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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)

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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

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Data Types Examples

Label

Value

Formula

Formula Bar

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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.

Formatting

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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

A Header/Footer

Footer Example

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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?

Font Size and Style

Title of Spreadsheet Title of Spreadsheetor

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Justification is also used to format cell data for the purpose of clarifying and organizing information

Left, Right, or Center justification can be applied globally to columns, rows, or cells.

Indent is used to emphasize subcategories

The Format Painter can also be used toapply global formats.

Justification

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1. Left Justification – Left is the default justification for cells formatted as Labels.

2. Indent– Indent is a format applied to cell data to emphasize subcategories, such as the itemized list of expenses in a budget

Types of Justification

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3. Right Justification – Right is the default justification for cells formatted as Values.

a. Values should be formatted uniformly, such as, using two decimal places for all

like data, or using currency for total amountsEx. $500 vs. $500.00

b. Values can be formatted for a set number of decimal places with or without a comma separator.

Ex. $1024.30 or $1,024.30

Types of Justification

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[Right Justification (continued) ]

c. Values can be formatted in a variety of date formats

Ex. October 30, 200930 Oct 200910/30/09

d. Other formats for Values include time, percentage, fraction, and scientific

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4. Center–

Centering is a format usually applied to titles and column headings

Types of Justification

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Justification Examples

Left Aligned (text) Column heading Listed Items

Right Aligned (values) Quantity Numbers with

decimals (Prices)

Centering of the Table Title

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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

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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.

Adjusting Height, Width, and Size of Cells, Columns, and Rows

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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.

Adjusting Height, Width, and Size of Cells, Columns, and Rows

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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

ZAlphabetical order—Descending Z to

A

Numerical order—Ascending 1 to 10

Numerical order—Descending 10 to 1

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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, ChrisSmith, RyanStevens, 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?_________________________

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Basic Spreadsheet Formulas

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.

Formulas instruct the software to perform a calculation.

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Basic Spreadsheet Formulas

Examples of basic formulas:if using Cells B7 and C7:

Addition =B7+C7Subtraction= B7-C7Multiplication =B7*C7Division =B7/C7

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Order of OperationsCalculations 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 -

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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 = 10C9 = 2H8 = 7L9 = 1

SOLVE!=(10+2)/(7-1)=12/6=2

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:

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• SUM • AVG• MIN• MAX• IF

• COUNT• LOOKUP• DATE • LIST

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

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Advanced Functions are used in higher-level operations, such as conditional and comparison equations to compute interest rates, due dates and payment terms, and financial projections.

Advanced Functions

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IF Statement Functions Date Functions Lookup Functions List Functions Count Functions

Types of Advanced Functions

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IF Statements are conditional operators. Results are returned IF the data specified in an equation

meets conditions set by the formula

IF statements can be written to carry out an action

Example: IF a value in a cell is greater than or equal to another value, insert the word “Pass” in a cell.

Example: The answer is one value IF a condition you specify evaluates to TRUE and returns another value IF the condition evaluates to FALSE.

IF Statements

Date Functions

Date Functions are used to calculate a period of time.

Types of Date Functions:(1) NOW – returns the current date

(2) DATE360 – calculates the difference in days between 2 dates

Examples: • The number of days that have elapsed since a value was

entered into a specific cell• To calculate a 30 day due date for a record of spreadsheet

invoices

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A Lookup function is used to compare a cell value to an ARRAY of cells and return a value that matches the location of the value in the array.(Note: the values MUST be placed in Ascending order)

Types of Lookup Functions:

(1) Lookup – used for two column vectors(2) VLookUp – used when there are more than two columns in the array (lookup table)

Lookup Functions

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A List Function is used to:

Assist in organizing spreadsheet information.

Create a more user-friendly spreadsheet atmosphere.

Control the size or content of data entries.

Filter for specific content within a list.

List Function

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Types of Lists:

(a) Validated A validated list limits data entry to specific choices

programmed into the function

(b) Non-Validated A non-validated list allows additional entries other

than those provided in the drop-down menu.

List Function

Example: displaying only the Southeast region vice presidents from a spreadsheet instead of displaying all of the vice presidents

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The COUNT Function is used to return the number of cells in a range.

Types of Count Functions: Count – returns the number of cells in a range

that contain numbers

CountA – returns the number of cells in a range that contain any value/label

Countlf – returns the number of cells that meet a condition set forth in a formula.

Count Function

Charts and Graphs used in Business

I. Charts and graphs are used in business to communicate and clarify spreadsheet information

II. A graph is a pictorial representation of data. It includes the plot area, gridlines, and values. I. A graph is used in a chart. II. A chart is an enhancement of a graph that includes

labels, legend information, titles, and color and adds meaning to the graph.

III. a chart emphasizes and categorizes the spreadsheet information into a format that can be quickly and easily analyzed. 36

Examples of charts used in business

A.Represent sales trends within different departments of a store

B.Represent the contribution of individual employee sales to the total sales for a company

C.Represent the percent of each expense to total expenses

D.Analyze stock prices and explain the fluctuations to stakeholders

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Components of Graphs and Charts

A.The y-axis is the left vertical side of the graph. It contains the numerical data.B.The x-axis is the bottom horizontal side of the graph. It contains the category information.C.Data markers are used in a graph to indicate data values.D.A data series is a collection of related values, such as one row or column from a spreadsheet.E.A gridline is a horizontal or vertical line that extends across the plot area of the graph for the purpose of adding clarification to the data.F.The plot area is the background portion of a graph. It is the area bound by the values (y) and categories (x) axes.G.A tick mark is used in a graph to clarify data categories or values. 38

ChartsI.Chart

A.A legend is an object that explains the symbols, colors, or patterns used to differentiate the data.B.A data label is a single value or text explanation used to explain the data in a series.C.A chart title is the main heading, which describes the purpose and content.D.The x-axis title describes the horizontal data.E.The y-axis title describes the vertical data.

II.Embedded and linkedA.An embedded chart is one that appears on the same sheet as the spreadsheet it represents; otherwise, it is referred to as a separate chart.B.A linked chart is one that will reflect changes made to the spreadsheet it represents.

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Common Charts Used in Business

I.A column chart is used to make comparisons and generalizations about groups of data, such as to compare the number of students from each class (Sophomores, Juniors, and Seniors) to their attendance at assemblies.II.A stacked bar chart is used to represent the sum of more than one value and compare the contribution of individuals to the whole, such as the total sales for three components to the whole sales for a store.III.A line chart is used to show trends or changes in data over time, such as growth in sales over several quarters.IV.An XY scatter chart is used to show the correlation of two or more data sets, such as the correlation between stress rates and wait time in a doctor’s office.V.A pie chart is used to represent the contribution of each component of one series of data to the whole, such as the percentage of expenditures to the total budget.VI.An exploded pie chart is a pie chart in which the individual components are enhanced. 40

Types of Charts/Graphs