Electronic Spreadshet

EM 210BATCH 1 ELECTRONIC SPREADSHEETS

Reported by: Donita Rose Linsangan (MaEd-EM)

Narrative Report (Group 4)Corpuz, Fajarito, Linsangan &Sunio

1

4.1 Ele

ments of Electron

ic Spre

1. Application/ Usage

2. Opening

3. Menu Bar

4. Creation and Addressing of Cells

5. Cell Inputting


Spread sheet

- Or worksheet is a tool used whenever you need to perform calculations.

These calculations can involve mathematical, financial or scientific data. There are some typical

uses of spread sheet like the household taxes, grading system, income taxes, inventories and mortgage

payments.

Two types of spreadsheets:

Manual

-creating a worksheet on ledge paper or columnar using a paper, pencil, calculator, and eraser.

Electronic

-A computer generated spread sheet that makes the basic task much easier.

Excel is basically a software package that allows you to easily work with data in a grid-like format using

columns and rows to display information. Being ‘electronic’ there are many features that make it easier

to use than the pencil and paper version – the most notable is the ability for our spreadsheets to be

automatically recalculated if any of the data inputs are later updated – but for this to happen we will

need to learn how to properly setup and write spreadsheet formulas

Uses of an electronic spread sheet:

cash flow analysis

budgets

inventory management

financial planning


2

4.1 Ele

ments of Electron

ic Spre


To open a spread sheet, first we need to click the start button. Then try to find the Microsoft excel

then click the button.

Elements of Electronic Spreadsheet

1. Row and Column

It is a horizontal block of cells running across the breadth of the spread sheet. Rows are numbered

sequentially from the top. Column is a vertical block cells identified by unique alphabetical letter.

2. Worksheet

It is made up of row, columns where you can enter labels, numbers and formulas.

It also contains 256 columns with alphabet heading and 65, 536 numbered rows.

3. Cell

It is a rectangle formed by the rows and columns.

You might notice the rectangular highlights that indicates the location on the screen of the active cell.

This called the active cell indicator (blue)

The combination of the column letter and the row number is called cell references or cell address. (Red)

4. Range

Is a block of selected cells. It is also a selection of multiple cells.

5. Menu Bar

The menu bar displays all of the menus available for use in Excel. The content of any menu can be

displayed by left clicking the menu name.


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6. Column Heading, Name Box and Formula Bar

Column headings each spread sheet contains column so each column is named by a letter or

combination of letters.

Name box shows the address of the current selection or active cell.

Formula bar displays information entered or being entered as you type in the current or active

cell. The content of cell can also be edited in formula bar.

The center of the Excel window is the worksheet and worksheet cells – with the row numbers

displayed on the left and column letters above. Just above the column letters are two boxes – the name

box which we will use later to give a name to a cell or range of cells – and the formula bar. When you

click on a specific cell - the contents of this active cell will be displayed in the formula bar. If the value 5

is typed into the cell this value will appear in the formula bar – however if the value 5 is a result of a

calculation – the cells typically displays this value but the formula bar will list the actual formula that was

written and is saved to this cell. Notice that just to the left of the formula bar is the FX button – which

launches the function wizard – as we will see later.

Just above the name box and formula bar is the ribbon. Which ribbon is displayed will be

determined by which ribbon tab is selected.. The tabs are just above the ribbon buttons – seen here is

the home ribbon. Each ribbon is further subdivided into common tool groups such as Clipboard, Font,

Alignment etc.

Above the ribbon on the left is the quick access toolbar – which you can customize as you see fit

– this toolbar is always visible – so regardless of which ribbon is displayed the buttons placed on the

quick access toolbar are always one click to use. In a similar manner the sizing buttons for the Excel


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application window and for the spreadsheet window and the help button are displayed on the upper

right hand side.

To maneuver within the spreadsheet you can using the up/down arrow keys – move your mouse

or click on the horizontal or vertical scroll bars at the bottom and sides of the worksheet. You can also

go from one worksheet to another using the sheet tabs at the bottom. On the bottom right of the

worksheet window is the zoom tool to help you easily change the size displayed on your screen w/o

impacting the font size used within the spreadsheet – which determines print sizes.


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6


Reported by: Bryan Sunio (MaEd-EM)

Create an Excel table in a worksheet

Applies To: Excel 2013

To create a table by using the default table style, do this:

a. Select the range of cells you want included in the table. The cells can be empty or can

contain data.

• Click Insert > Table.

• Keyboard shortcut - press Ctrl+T or Ctrl+L.

Create a table in the style you want

• Select the range of cells you want included in the table.

• On the Home tab, click Styles > Format as Table.

Set a column to a specific width

• Select the column or columns

that you want to change.

• On the Home tab, in the Cells

group, click Format.

• Under Cell Size, click Column

Width.


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4.2 Manipulatio

nOf

Cells

1. Enter Texts, Numbers, Others

2. Creation of Tables

3. Cell Height and Widths

4. Copying of Cells


• In the Column width box, type the value that you want.

• Click OK.

TIP: To quickly set the width of a single column, right-click the selected column, click Column

Width, and then type the value that you want.

Change the column width to automatically fit the contents (auto fit)

• Select the column or columns that you want to change.

• On the Home tab, in the Cells group, click Format.

• Under Cell Size, click AutoFit Column Width.

TIP: To quickly set the width of a single column, right-click the selected column, click Column

Width, and then type the value that you want.

Change the width of columns by using the mouse

Do one of the following:

• To change the width of one column, drag the boundary on the right side of the column

heading until the column is the width that you want.

• To change the width of multiple columns, select the columns that you want to change,

and then drag a boundary to the right of a selected column heading.

Set a row to a specific height

• Select the row or rows that you want to change.


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• Under Cell Size, click Row Height.

• In the Row height box, type the value that you want.

Change the row height to fit the contents

• Select the row or rows that you want to change.


• Under Cell Size, click AutoFit Row Height.

• TIP: To quickly autofit all rows on the worksheet, click the Select All button, and then

double-click the boundary below one of the row headings.

Change the height of rows by using the mouse

Do one of the following:

• To change the row height of one row, drag the boundary below the row heading until

the row is the height that you want.

• To change the row height of multiple rows, select the rows that you want to change,

and then drag the boundary below one of the selected row headings.

Freeze specific rows or columns

On the worksheet, do one of the following:


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• To lock rows, select the row below the row or rows that you want to keep visible when

you scroll.

• To lock columns, select the column to the right of the column or columns that you want

to keep visible when you scroll.

Before you choose to freeze rows or columns in a worksheet, it’s important to consider the

following:

• You can freeze only rows at the top and columns on the left side of the worksheet. You

cannot freeze rows and columns in the middle of the worksheet.

• The Freeze Panes command is not available when you're in cell editing mode (that is,

you're entering a formula or data in a cell or cells) or when a worksheet is protected. To

cancel cell editing mode, press Enter or Esc.

• You can choose to freeze just the top row of your worksheet, just the left column of

your worksheet, or multiple rows and columns simultaneously. For example, if you

freeze row 1 and then decide to freeze column A, row 1 will no longer be frozen. If you

want to freeze both rows and columns, you need to freeze them at the same time.

Unfreeze rows or columns

• On the View tab, in the Window group, click the arrow below Freeze Panes.

• Click Unfreeze Panes. This unfreezes all frozen rows and columns on the worksheet.

Merge cells


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Merging combines two or more cells to create a new, larger cell. This is a great way to create a

label that spans several columns. For example, here cells A1, B1, and C1 were merged to create

the label “Monthly Sales” to describe the information in rows 2 through 7.

• Select two or more adjacent cells you want to merge.

• Click Home > Merge & Center

TIP: To merge cells without centering, click the arrow next to Merge & Center, and then click

Merge Across or Merge Cells.

IMPORTANT: Make sure the data you want to end up in the merged cell is in the upper-left cell.

All data in the other merged cells will be deleted. To keep any data from the other cells, copy it

to another spot in the worksheet before you merge.

Excel keyboard shortcuts and function keys

Open a spreadsheet Ctrl+O

Go to the Home tab Alt+H

Save a spreadsheet Ctrl+S

Copy Ctrl+C

Paste Ctrl+V

Undo Ctrl+Z

Choose a fill color Alt+H, H

Cut Ctrl+X

Go to Insert tab Alt+N Bold Ctrl+B


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Center align cell contents Alt+H, A, then C

Go to Page Layout tab Alt+P

Go to Data tab Alt+A

Go to View tab Alt+W

Add borders Alt+H, B

Delete column Alt+H,D, then C

Go to Formula tab Alt+M

Function keys

F1

- Displays the Excel Help task pane.

- Ctrl+F1 displays or hides the ribbon.

- Alt+F1 creates an embedded chart of the data in the current range.

- Alt+Shift+F1 inserts a new worksheet.

F2

- Edit the active cell and put the insertion point at the end of its contents. Or, if editing is turned

off for the cell, move the insertion point into the formula bar. If editing a formula, toggle Point

mode off or on so you can use arrow keys to create a reference.

- Shift+F2 adds or edits a cell comment.

- Ctrl+F2 displays the print preview area on the Print tab in the Backstage view.

F3


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- Displays the Paste Name dialog box. Available only if names have been defined in the

workbook (Formulas tab, Defined Names group, Define Name).

- Shift+F3 displays the Insert Function dialog box.

F4

- Repeats the last command or action, if possible.

- When a cell reference or range is selected in a formula, F4 cycles through all the various

combinations of absolute and relative references.

- Ctrl+F4 closes the selected workbook window.

- Alt+F4 closes Excel.

F5

- Displays the Go To dialog box.

- Ctrl+F5 restores the window size of the selected workbook window.

F6

- Switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that

has been split, F6 includes the split panes when switching between panes and the ribbon area.

- Shift+F6 switches between the worksheet, Zoom controls, task pane, and ribbon.


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- Ctrl+F6 switches to the next workbook window when more than one workbook window is

open

F7

- Displays the Spelling dialog box to check spelling in the active worksheet or selected range.

- Ctrl+F7 performs the Move command on the workbook window when it is not maximized. Use

the arrow keys to move the window, and when finished press Enter, or Esc to cancel.

F8

- Turns extend mode on or off. In extend mode, Extended Selection appears in the status line,

and the arrow keys extend the selection.

- Shift+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the

arrow keys.

- Ctrl+F8 performs the Size command (on the Control menu for the workbook window) when a

workbook is not maximized.

- Alt+F8 displays the Macro dialog box to create, run, edit, or delete a macro.

F9


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- Shift+F9 calculates the active worksheet.

- Ctrl+Alt+F9 calculates all worksheets in all open workbooks, regardless of whether they have

changed since the last calculation.

- Ctrl+Alt+Shift+F9 rechecks dependent formulas, and then calculates all cells in all open

workbooks, including cells not marked as needing to be calculated.

- Ctrl+F9 minimizes a workbook window to an icon.

F10

- Turns key tips on or off. (Pressing Alt does the same thing.)

- Shift+F10 displays the shortcut menu for a selected item.

- Alt+Shift+F10 displays the menu or message for an Error Checking button.

- Ctrl+F10 maximizes or restores the selected workbook window.

F11

- Creates a chart of the data in the current range in a separate Chart sheet.

- Shift+F11 inserts a new worksheet.

- Alt+F11 opens the Microsoft Visual Basic For Applications Editor, in which you can create a

macro by using Visual Basic for Applications (VBA).

F12

- Displays the Save As dialog box.


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16

4.3 Providin

g Formulas

1. Basic Functions

2. Sum

3. Average

4. Percentage


Reported by: Ces Joanne M. Fajarito (MaEd- Math)

Basic functions

A function is a predefined formula that performs calculations using specific values in a

particular order. One of the key benefits of functions is that they can save you time

because you do not have to write the formula yourself. Excel has hundreds of functions

to assist with your calculations.

To use these functions correctly, you need to understand the differentparts of a

function and how to create arguments in functions to calculate values and cell

references.

The parts of a function

The order in which you insert a function is important. Each function has a specific order

—called syntax—which must be followed in order for the function to work correctly. The

basic syntax to create a formula with a function is to insert an equals sign (=), function

name (SUM, for example, is the function name for addition), and argument. Arguments

contain the information you want the formula to calculate, such as a range of cell

references.


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Working with arguments

Arguments must be enclosed in parentheses. Individual values or cell references inside

the parentheses are separated by either colons or commas.

Colons create a reference to a range of cells.

For example, =AVERAGE(E19:E23) would calculate the average of the cell range

E19 through E23.

Commas separate individual values, cell references, and cell ranges in

parentheses. If there is more than one argument, you must separate each

argument by a comma.

For example, =COUNT(C6:C14,C19:C23,C28) will count all the cells in the three

arguments that are included in parentheses.


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The parts of an Excel formula

A formula can also contain any or all of the following: functions, references, operators,

and constants.

Parts of a formula

1. Functions: The PI() function returns the value of pi: 3.142...

2. References: A2 returns the value in cell A2.

3. Constants: Numbers or text values entered directly into a formula, such as 2.

4. Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator

multiplies numbers.

Using constants in Excel formulas

A constant is a value that is not calculated; it always stays the same. For example, the

date 10/9/2008, the number 210, and the text "Quarterly Earnings" are all constants. An

expression or a value resulting from an expression is not a constant. If you use constants in a

formula instead of references to cells (for example, =30+70+110), the result changes only if you

modify the formula.


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Using calculation operators in Excel formulas

Operators specify the type of calculation that you want to perform on the elements of a

formula. There is a default order in which calculations occur (this follows general mathematical

rules), but you can change this order by using parentheses.

Types of operators

There are four different types of calculation operators: arithmetic, comparison, text

concatenation, and reference.

Arithmetic operators

To perform basic mathematical operations, such as addition, subtraction, multiplication,

or division; combine numbers; and produce numeric results, use the following arithmetic

operators.

Arithmetic operator Meaning Example

+ (plus sign) Addition 3+3

– (minus sign) Subtraction

Negation

3–1

–1

* (asterisk) Multiplication 3*3

/ (forward slash) Division 3/3

% (percent sign) Percent 20%

^ (caret) Exponentiation 3^2


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Arithmetic operator Meaning Example

Comparison operators

You can compare two values with the following operators. When two values are

compared by using these operators, the result is a logical value—either TRUE or FALSE.

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1

> (greater than sign) Greater than A1>B1

< (less than sign) Less than A1<B1

>= (greater than or equal to

sign)

Greater than or equal to A1>=B1

<= (less than or equal to sign) Less than or equal to A1<=B1

<> (not equal to sign) Not equal to A1<>B1

Calculation order

Formulas calculate values in a specific order. A formula in Excel always begins with an

equal sign (=). Excel interprets the characters that follow the equal sign as a formula. Following

the equal sign are the elements to be calculated (the operands), such as constants or cell


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references. These are separated by calculation operators. Excel calculates the formula from left

to right, according to a specific order for each operator in the formula.

Use of parentheses in Excel formulas

To change the order of evaluation, enclose in parentheses the part of the formula to be

calculated first. For example, the following formula produces 11 because Excel performs

multiplication before addition. The formula multiplies 2 by 3 and then adds 5 to the result.

=5+2*3

In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together

and then multiplies the result by 3 to produce 21.

=(5+2)*3

In the following example, the parentheses that enclose the first part of the formula

force Excel to calculate B4+25 first and then divide the result by the sum of the values in cells

D5, E5, and F5.

=(B4+25)/SUM(D5:F5)

Using functions and nested functions in Excel formulas

Functions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure. Functions can be used to perform simple or complex calculations.


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Nesting Excel functions

In certain cases, you may need to use a function as one of the arguments of another

function. For example, the following formula uses a nested AVERAGE function and compares

the result with the value 50.

1. The AVERAGE and SUM functions are nested within the IF function.

Valid returns

When a nested function is used as an argument, the nested function must return the

same type of value that the argument uses. For example, if the argument returns a TRUE or

FALSE value, the nested function must return a TRUE or FALSE value. If the function doesn't,

Excel displays a #VALUE! error value.

Nesting level limits

A formula can contain up to seven levels of nested functions. When one function (we'll

call this Function B) is used as an argument in another function (we'll call this Function A),

Function B acts as a second-level function. For example, the AVERAGE function and the SUM


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function are both second-level functions if they are used as arguments of the IF function. A

function nested within the nested AVERAGE function is then a third-level function, and so on.

Using references in Excel formulas

A reference identifies a cell or a range of cells on a worksheet, and tells Excel where to

look for the values or data you want to use in a formula. You can use references to use data

contained in different parts of a worksheet in one formula or use the value from one cell in

several formulas. You can also refer to cells on other sheets in the same workbook, and to other

workbooks. References to cells in other workbooks are called links or external references.

The A1 reference style

By default, Excel uses the A1 reference style, which refers to columns with letters (A

through XFD, for a total of 16,384 columns) and refers to rows with numbers (1 through

1,048,576). These letters and numbers are called row and column headings. To refer to a cell,

enter the column letter followed by the row number. For example, B2 refers to the cell at the

intersection of column B and row 2.

To refer to Use

The cell in column A and row 10 A10

The range of cells in column A and rows 10 through 20 A10:A20

The range of cells in row 15 and columns B through E B15:E15

All cells in row 5 5:5


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To refer to Use

All cells in rows 5 through 10 5:10

All cells in column H H:H

All cells in columns H through J H:J

The range of cells in columns A through E and rows 10 through

20

A10:E20

Making a reference to another worksheet

In the following example, the AVERAGE function calculates the average value for the

range B1:B10 on the worksheet named Marketing in the same workbook.

Reference to a range of cells on another worksheet in the same workbook

1. Refers to the worksheet named Marketing

2. Refers to the range of cells between B1 and B10, inclusively

3. Separates the worksheet reference from the cell range reference

The difference between absolute, relative and mixed references


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Relative references

A relative cell reference in a formula, such as A1, is based on the relative position of the

cell that contains the formula and the cell the reference refers to. If the position of the cell that

contains the formula changes, the reference is changed. If you copy or fill the formula across

rows or down columns, the reference automatically adjusts. By default, new formulas use

relative references. For example, if you copy or fill a relative reference in cell B2 to cell B3, it

automatically adjusts from =A1 to =A2.

Copied formula with relative reference

What occurs when you move, copy, insert, or delete worksheets

The following examples explain what happens when you move, copy, insert, or delete

worksheets that are included in a 3-D reference. The examples use the formula

=SUM(Sheet2:Sheet6!A2:A5) to add cells A2 through A5 on worksheets 2 through 6.


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Insert or copy If you insert or copy sheets between Sheet2 and Sheet6 (the endpoints in this

example), Excel includes all values in cells A2 through A5 from the added sheets in the

calculations.

Delete If you delete sheets between Sheet2 and Sheet6, Excel removes their values from the

calculation.

Move If you move sheets from between Sheet2 and Sheet6 to a location outside the

referenced sheet range, Excel removes their values from the calculation.

Move an endpoint If you move Sheet2 or Sheet6 to another location in the same workbook,

Excel adjusts the calculation to accommodate the new range of sheets between them.

Delete an endpoint If you delete Sheet2 or Sheet6, Excel adjusts the calculation to

accommodate the range of sheets between them.

Using names in Excel formulas

You can create defined names to represent cells, ranges of cells, formulas, constants, or

Excel tables. A name is a meaningful shorthand that makes it easier to understand the purpose

of a cell reference, constant, formula, or table, each of which may be difficult to comprehend at

first glance. The following information shows common examples of names and how using them

in formulas can improve clarity and make formulas easier to understand

Types of names

There are several types of names that you can create and use.

Defined name


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A name that represents a cell, range of cells, formula, or constant value. You can create

your own defined name. Also, Excel sometimes creates a defined name for you, such as when

you set a print area.

Table name

A name for an Excel table, which is a collection of data about a particular subject that is

stored in records (rows) and fields (columns). Excel creates a default Excel table name of

"Table1", "Table2", and so on, each time you insert an Excel table, but you can change these

names to make them more meaningful.

For more information about Excel tables, see Using structured references with Excel tables.

Creating and entering names

You create a name by using the:

Name box on the formula bar This is best used for creating a workbook level name for a

selected range.

Create a name from selection You can conveniently create names from existing row and

column labels by using a selection of cells in the worksheet.

New Name dialog box This is best used for when you want more flexibility in creating names,

such as specifying a local worksheet level scope or creating a name comment.


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NOTE: By default, names use absolute cell references.

You can enter a name by:

Typing Typing the name, for example, as an argument to a formula.

Using Formula AutoComplete Use the Formula AutoComplete drop-down list, where valid

names are automatically listed for you.

Selecting from the Use in Formula command Select a defined name from a list available from

the Use in Formula command in the Defined Names group on the Formula tab.

Two Percentage Calculation Types

Examples of each of these two percentage types are:

Percentage

as

a Proportion

E.g. if, out of 120 questions, you answer 90 correctly, how is this

expressed as a percentage score?

Percentage

Change

E.g. if your sales figures are $1,250 in January and $1,750 in February,

what is the percentage increase in February, compared to January?

How to Calculate a Percentage as a Proportion

If you want to calculate percentage as a proportion (i.e. calculate the size of a sample, as

a proportion of a full set), this is done by dividing the sample size by the size of the full set.


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http://www.excelfunctions.net/Percentages-In-Excel.html#PercentageChange

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For example, if you take an exam and answer 90 out of 120 questions correctly, this can

be expressed as a percentage by simply dividing 90 by 120. This gives the result 0.75, or 75%

This percentage calculation is shown in the Excel spreadsheet below.

Formulas:

A B

1 Correct Answers: 90

2 Total Questions: 120

3 Percentage Score: =B1 / B2

Results:

A B

1 Correct Answers: 90

2 Total Questions: 120

3 Percentage Score: 75%

Note that, to get the result shown as a percentage, as in the above 'Results'

spreadsheet, it is necessary to set cell B3 to have percentage formatting.

How to Calculate Percentage Change

If you want to calculate the percentage change between value a and value b, this is done using

the formula:

percentage change = ( b - a ) / a

For example if your sales figures are $1,250 in January and $1,750 in February, the

percentage change in February, compared to January, is given by:

percentage change = ( $1,750 - $1,250 ) / $1,250


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This gives the result 0.4, or +40%

This percentage calculation is shown in the Excel spreadsheet below.

Formulas:

A B

1 Jan Sales Figure: $12,500

2 Feb Sales Figure: $17,500

3 % Change:

=(B2 - B1) /

B1

Results:

A B

1 Jan Sales Figure: $12,500

2 Feb Sales Figure: $17,500

3 % Change: 40.0%

As in the previous example, in order to get the result displayed as a percentage, it is

necessary to set cell B3 to havepercentage formatting.

Formatting to Display Percentages in Excel Cells

Percentages in Excel are stored as decimal values. For example, 25% is stored as the

value 0.25, 50% is stored as the value 0.5, etc.

It is the formatting of a cell that makes the underlying decimal value appear as a

percentage.

You can change a cell's formatting to display percentages in one of the following ways:

Method 1 - Percentage Formatting Through the Ribbon Options


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http://www.excelfunctions.net/Percentages-In-Excel.html#DisplayingPercentages


The easiest way to change cell formatting is to select the cell(s) to be formatted and then select

the percentage button from the 'Number' group on the Home tab of the Excel ribbon (see

below):

Method 2 - Percentage Formatting Through the Format Cells Dialog Box

If you require more formatting options or if you have an older version of Excel, that does not

have the ribbon, you can change the formatting of an Excel cell via the 'Format Cells' Dialog Box.

To do this:

Select the cell(s) to be formatted.

Right click on the selected cell, and from the right-click menu, select the Format Cells ... option.


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The 'Format Cells' dialog box (shown on the right) will be displayed. Ensure the Number tab of

the dialog box is selected and from within the options in this tab, selectPercentage.

The Decimal places: option will appear in the dialog box. This allows you to select the number

of decimal places that you want to display.

Click OK.

The result of formatting (with zero decimal places) is shown below.

Values Displayed as Decimals:

A B

1 0.5

2 0.75

After Formatting as a Percentage:

A B

1 50%

2 75%


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Reported by: Ma. Cristina Corpuz (MaEd-English)

Aside from basic

formulas, Microsoft Excel was

also designed for various

accounting functions. Anyone

who may want to start a small

and simple business can use

MS Excel for maintaining

accounting data such as cash

transactions, book keeping or

basically just a general ledger

for their business.


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1. Maintaining Invoices, Budgets

2. Totaling Various Transactions

3. Maintaining Daily and Monthly Sales Reports

4.4 Spreadsheets for

Small

Acco


MS Excel comes with functionality that can perform simple to complex mathematical

calculations. It makes the business of book keeping easier since you do not have to manually

calculate transaction. Sometimes, all you have to do is create the formula needed, input the

data in the spreadsheet and you will have the result instantly.

Also, you can import or download pre-made spreadsheet templates from the Web

based on what you need and customize it your liking as well.

1. Maintaining Invoices/Budget

A simple method for you to use MS Excel is by making simple invoices and personal

budgets. An invoice is a document issued by the buyer to the seller which contains

description of trading parties, lists and quantifies sold items, date of payment or shipment

prices, discounts or delivery terms.

A personal budget on the other hand, is simply a plan used to decide the amount of

money that will be spent and how it will be spent.

You can use MS Excel to create invoices for your business or make your personal

budget. We can follow the steps in creating invoices and budgets:

CREATING AN INVOICE:

1. Click the Start menu and click the MS Excel icon.

2. If you want to customize your invoice, click the Page Layout to format the layout of your

spreadsheet.

3. Create the invoice heading. This must be written in a large font so when you open the

document, this is the first thing that you will and will serve as the label of the document.

Details that you may include in your heading are the following:

a. company name


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4.4 Spreadsheets for

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b. the word “invoice” or the type of invoice you are making

c. invoice date

d. invoice number (optional)

4. After creating the heading, you may enter the recipient’s details. Make sure that the

details are complete. The details of the sender may be similar to the details you will

include for the recipient.

5. When you have inputted the sender and recipient details, you can now input billing

information such as:

a. product or service

b. quantity

c. price

d. calculated column for totaling

6. Display the amount of the total bill and terms of payment of the invoice transaction. Do

not forget to save your work to avoid losing important information.

In making a personal budget, these are the steps that you need to follow:

1. Enter the name of the budget you want to create.

2. Enter column titles in the second row. The column titles will be the categories you

want to include in your budget such as date, expense category, memo/reminder,

expense amount, income and balance.

3. Fill up the row with the expense item and enter the balance formula you need. The

formula could be as simple as the Auto Sum function, Deduction, Multiplication or

Division.


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4. Continue to fill up the expense formulas until you are done with every expense that

needs to be paid.

5. Again, do not forget to click save.

VARIOUS TRANSACTIONS IN EXCEL

Aside from making invoices and budgets, you can also use MS Excel in doing the following:

cash transactions

accounts receivable and payable

summaries of transactions

book keeping

general ledger

The calculated running total is a function which helps us keep a running total of several

items in a spreadsheet. To create the running total, follow the steps:

1. Type the information on the first row of the cells in a blank spreadsheet.

2. Input the information needed.

3. Enter the formula =SUM($letter$number:letter and number).

4. Click on the first cell with amount and drag the small box found when you

highlight a cell.

MAINTANING DAILY AND MONTHLY SALES REPORTS

In managing a business, it is possible to have lots of information that it may be difficult

to locate information. There may be daily and monthly, even yearly sales reports that you have


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to sift through. Also organizing sales reports may be a bit tasking.

To help you locate information or organize data, you may use a pivot table. A pivot

table may be created so that the categories and entries that you need will appear in a new

spreadsheet. You may also create a chart or graph for the data you have. To create a pivot

table, follow the steps:

1. Pick the spreadsheet you want to organize or analyze.

2. Go to Insert and click on the Pivot Table icon.

3. A dialog box will appear. Excel will automatically select the data for you and the pivot

table will be located in another spreadsheet.

4. The Pivot Table field appears with the different categories of the data. You have to drag

the fields that you need and a pivot table will be created for you.


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Electronic Spreadshet

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