Dorothy Harrison

1
Introduction to Spreadsheets

• Dorothy Harrison
• Computer Discovery
• Riverside High School

2
Spreadsheets
3
Spreadsheet Components

• Arranged in rows and columns
• Rows--run horizontally
• Columns--run vertically

4
Cells

• Cell--the basic unit of a spreadsheet
• Cell--the intersection of a row and column
• Cell Reference--identifies each cell

5
Cell Reference

• Each individual cell has an identifier called a
  Cell Reference.
• A1--Example of cell reference
• B3--Indicates cell located at intersection of
  Column B and Row 3.

6
Range

• Group of cells connected together in a
  rectangular-shape.
• Named by beginning cell, a colon, and the ending
  cell.
• Example-- (A3A7) or (D3D10)

7
Types of Data in a Spreadsheet

• Text Used for row and column labels
• Numerals Spreadsheet data
• Formulas Tell computer to perform a calculation

Text for Labels
Formulas to Calculate
Numeric Data
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Spreadsheet Cursors

• Cursor--a square or highlight around the active
  cell box
• Selected Cell indicates current cell in which
  data is entered

9
Types of Spreadsheet Cursors

• Data Entry--White cross
• FillBlack cross
• InsertBlinking line

10
Value EntryKeying Numeric Data

• Key numbers and decimal points, if needed
• Do not key or
• Apply formats for bold, italic, underline,
  currency (), percentage (), and fixed decimal
  places

11
Alignment

• Left--text is automatically left aligned by
  default
• Right-- numbers are right aligned by default
• Center, left, or right can be applied

12
Row/Column Adjustment

• Format menu adjusts row height and column width
• --indicates cell width needs to be
  increased.

13
Formulas and Functions

• Formulas begin with an equal mark () to
  indicate a calculation follows
• Example (A3B3)
• Formula Operands
• Addition ()
• Subtraction (-)
• Multiplication ()
• Division (/)

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Function

• Special formula built into the software.
• Example Average(C3C10)

15
Function Wizard To Help Enter Formulas
Formula and function results will display in the
cell when the Enter key is pressed. Formula
will remain visible in the formula bar or data
entry bar under the tool bar when the results
display in the cell.
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Commonly Used Functions

• AutoSum--adds a range of numbers
• Average--adds the values in a range of cells and
  divides by the number of values in the cell
• CountTallies the number of numbers in a range of
  cells
• MaximumRetrieves the largest number in a range
  of cells
• MinimumRetrieves the smallest number in a range
  of cells

17
Sorting

• Sort command arranges data in specific order
• Ascending order--A-Z or 0-9
• Descending orderZ-A or 9-0

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To Sort Data

• From the data menu select SORT
• In the Sort By box, select the column for the
  Primary sort
• Select Ascending or Descending
• Repeat with secondary sort if necessary
• Indicate if a header row is included
• Click OK

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File Commands

• NewCreates a new Excel document
• Save As determines location to save document
• Print / Print Preview-shows how the document
  will appear in print
• Openopens an existing document

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Page Setup
Allows the user to determine how the spreadsheet
will appear when printed.
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Page Setup

• Select Page Setup from the File Menu and the Page
  Setup dialogue box will appear
• Page TabSelect layout--Portrait or Landscape
  here
• Margin TabAdjust margins here
• Header/Footer TabAdd text and date stamps here
• Sheet TabIndicate text lines and columns to
  appear on all sheets turn on gridlines here

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Other Commands

• Fill Down allows you to copy data to a range of
  cells below the active cell
• Fill Right-- allows you to copy data to a range
  of cells to the right the active cell
• Fill Seriesfeature that allows you to generate
  values
• numbers, dates, and times based on values in the
  active cell

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Charts and Graphs
Spreadsheet data can be converted into a visual
representation called a chart or graph.
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Create a Chart

• Select data to be converted to a chart
• Select chart
• Name data series
• Add title
• Insert chart as an object in the spreadsheet

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Help!!!!!!!

• Click on the Office Assistant for help
• Type in key term that needs extra information
• Follow links