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Using Spreadsheets�

Gurmeet Singh

PG Department of CSc & IT

HMV Jalandhar

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What is a spreadsheet?

It is a program that displays data (text & numbers) in a table (worksheet)

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Uses of Spreadsheet

Budgets can be prepared
Financial statements can be created
Inventory management
Create different kinds of charts

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Excel Screen

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The Ribbon : It is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under Tabs. Each Tab relates to a type of activity, such as formatting or laying out a page. To reduce clutter, some Tabs are shown only when needed.

File Menu : It includes the basic commands such as open, save, print, etc.

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Quick Access Toolbar : The place to keep the items that you not only need to access quickly, but want to be immediately available regardless of which of the Ribbon's tabs you're working on. If you put so many items on the Quick Access Toolbar that it becomes too big to fit on the title bar, you can move it onto its own line.

Tell Me : This is a text field where you can enter words and phrases about what you want to do next and quickly get to features you want to use or actions you want to perform. You can also use Tell Me to find help about what you're looking for, or to use Smart Lookup to research or define the term you entered.

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Formula Bar : A place where you can enter or view formulas or text.
Expand Formula Bar Button : This button allows you to expand the formula bar. This is helpful when you have either a long formula or large piece of text in a cell.
Worksheet Navigation Tabs : By default, every workbook starts with 1 sheet.
Insert Worksheet Button : Click the Insert New Worksheet button to insert a new worksheet in your workbook.

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Horizontal/Vertical Scroll : Allows you to scroll vertically/horizontally in the worksheet.
Normal View : This is the “normal view” for working on a spreadsheet in Excel.
Page Layout View : View the document as it will appear on the printed page.
Page Break Preview View : a preview of where pages will break when the document is printed.
Zoom Level : Allows you to quickly zoom in or zoom out of the worksheet.

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Worksheet?

A grid with columns & rows; the term worksheet is used interchangeably with spreadsheet

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What is a cell?

The intersection of a row and column is called a cell

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What can be typed into a cell?

Label = words or letters
Value = numbers
Formula – statement that performs a calculation

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Cell range?

A group of cells that are closely together

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What are columns?

Vertical arrangements of cells; identified by letters

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Rows?

Horizontal arrangement of cells; identified by numbers

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Worksheet tab?

A tab that identifies each open worksheet in a spreadsheet program, located in the lower left corner of the screen

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Cell Address (Reference)?

This is a column letter & row number combination, such as A1, B2

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Name box?

Displays the name of the active cell or range

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Formula bar?

Displays the data or formula stored in the active cell

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Active cell?

The cell in which you are currently working

(normally the cell is surrounded by a black border)

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Function?

A built-in formula for common calculations such as addition and average.

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Operation Symbols?

Instruct the computer as to what mathematical operations to perform

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Operation Symbols

Addition (+)
Subtraction (-)
Multiplication (*)
Division (/)

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How to write a formula?

Combine numbers,

cell addresses (references),

Operation symbols

and/or functions

Ex: =4 + 5; =B1 * B2

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Order of Operations in Formula

Parentheses
Exponents
Multiplication
Division
Addition
Subtraction

Example:

Formula: 6+2*7 Result: 20

Formula: (6+2)*7 Result: 56

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Column width tool?

It changes the width of the columns on a spreadsheet

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Row height tool?

It changes the height of rows on a spreadsheet

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Fill Handle Tool?

It is used to copy data & formulas to another cell; and create a series like 11,22,33 etc.

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AutoSum Tool?

It creates a formula to add a series of numbers in a spreadsheet

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Chart?

It is Graphic representations of data and is used to compare & contrast worksheet data

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Sorting?

Organizing or rearranging excel data in either ascending or descending order

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Sort Ascending – arranges records from A to Z or smallest to largest

Sort Descending – arranges records from Z to A or largest to smallest