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Introduction to Spreadsheets Chapter 1

Lecture Outline

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Microsoft Excel/Apple Numbers:

• A powerful spreadsheet program that allows you to:

• Organize data• Complete calculations• Make decisions• Graph data• Develop professional looking reports• Published organized data to web• Access real-time data from web sites

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Workbook:

• A collection of worksheets

• Contains 3 worksheets by default

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Worksheet:

• A sheet where data is entered

• A workbook can contain 255 worksheets in one file

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Worksheet:

• Column heading- labels 256 columns with letters• Row heading- labels 65,536 rows with numbers• How big is a worksheet???- 2 rooms wide by

4 rooms long• Cell- intersection of a row and column• Active cell- the one cell with the thick border

where data will be entered (similar to flashing insertion point)

• Cell reference- unique address of a cell; combine column letter with row number (coordinates)

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15 possible mouse shapes:

• Note to self: page 1 of Spreadsheet Ch1 draw top 5 most used shapes

• BIG BLOCK- displays inside a cell; used to block a range of cells

• LITTLE “FILL” PHIL- displays when touching the fill handle

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5 Most Used Mouse Shapes:

• 1-displays when outside the worksheet; used to drag and drop contents

• 2-displays when inside a cell; used to block a range of cells (big block)

• 3-displays when touching the fill handle (Little Phil)

• 4- displays when inside a row heading; used to select an entire row

• 5- displays when inside a column heading; used to select an entire column

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Name Box:

• Used to (1) display active cell reference; (2) navigate active cell, or (3) name a range of cells

• Click once in cell you want to activate

• OR:

• Type column & row of desired cell then [enter]

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Formula bar:

• Displays data being typed and formulas keyed

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Status Bar:

• Displays brief description of the command selected in a menu

• Displays the function of the button on which the mouse is pointing

• Displays the function of the mode currently enacted.

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Status Bar:

• Mode indicators- display to specify current mode of Excel (enter, ready, edit)

• Autocalculate area- used to view the sum, average, or other totals of a group of numbers

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Fonts and Font Size:

• Default: Arial, size 10pt

• Font Conversions: same as Word

• 1”- 72 point

• 2”- 144 point

• ½”- 36 point

• ¼”-18 point

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2 Ways to Enter Text:

• [enter]

• Enter box on formula bar (check inside box)

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Enter/Cancel Boxes:

• Displays on the formula bar when data is typed and is used to enter the data (check inside box)

• Displays on the formula bar when data is typed and is used to cancel the data (x inside box)

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2 Types of Data:

• Labels:

text that identifies contents of a spreadsheet

Label default alignment=left

• Values: numeric data in the form of [1] numbers, [2] formulas, or [3] functions

• Value default alignment=right

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Functions/Formulas

• There are 3 rules for writing a function:

• [1] always start with =

• [2] type the function’s name

• [3] type the argument (a range separated by a colon)

• *identify by cells, not numbers addressed!

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Range:

• A rectangular group of adjacent cells

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AutoSum:

• 2 Ways to Activate Auto sum:=sum(1st cell: last cell) or….

AutoSum button on the Standard Toolbar

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Auto fill:

• A feature used to fill adjacent cells with the same or consecutive data.

• Fill Handle- a small black square in lower right corner of active cell.

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3 Steps to Auto fill:

• Place active cell on cell containing data to copy

• Place mouse on active cell's fill handle

• Drag fill handle to adjacent cells to fill in data

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Why Auto fill Works??

• Relative Reference- cell addresses that will adjust to the position to which formulas or functions are being copied or moved.

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Merge & Center:

• Select the individual cells to merge

• Click the “merge and center” button on the formatting toolbar (not the center button)

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Autoformat:

• Preset customized format styles that can be applied to a table

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Steps to Autoformat

• Select the cells to be formatted

• Format menu

• Autoformat command

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You MUST know your mathematical procedures!!!!!

• “Please Excuse My Dear Aunt Sally”

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PEMDAS

• P- parentheses

• E- exponents

• M- multiply

• D- divide

• A- addition

• S- subtraction

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Solve this problem:

• 10-4/(2*4)+6= ?

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This is what you should have:

• 15.5 or 15 ½

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CHARTS

• Embedded Chart- A chart that is placed within the same worksheet as the data

• Steps to Use a Chart Wizard:– Select the range of cells to chart– Click “chart wizard” button on standard toolbar– Answer wizard questions

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CHARTS:

• Steps to Align Chart within Gridlines:– Select chart so that resize handles appear– Hold [alt] key on keyboard– Drag chart border with resize mouse

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CHARTS

• Parts of a Chart:– Y-axis or Value axis…. Derived from the

values within the worksheet; sets increments automatically

– X-axis or Category axis…. Excel automatically selects entries in topmost row

– Legend….identifies what each chart section represents

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AUTOCALCULATE:

• Steps to Use AutoCalculate:– Select range of cells containing the numbers– Right click “autocalculate” area on status bar– Choose command from short-cut menu

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CORRECTING ERRORS:

• Edit BEFORE Entering:– [backspace] or– X or cancel button

Edit AFTER Entering:

-Retype new entry on top of old entry or..

-double click in cell with error or…

-place active cell on cell containing error and single-click on formula bar or…

-[F2] on cell containing error

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CLEARING CELLS

• Steps to Clear Contents but leave formatting:– Select cells– [delete]Or…-select cells-edit menu-clear command-contents

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Clearing Cells:

• Steps to Clear Formatting but Leave Contents:– Select cells– Edit menu– Clear command– Contents Or-Select cells- [delete]

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Clearing Cells:

• Steps to clear formatting but leave contents:

• Select cells

• Edit menu

• Clear command

• Formats

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Clearing Cells:

• Steps to clear contents and formatting:

• Select cells

• Edit menu

• Clear command

• All

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SELECT ALL:

• “select all” button on worksheet or…

• Edit menu- select all command or…

• [ctrl] + [A]