Introduction to Spreadsheets

Kingston TagoeTechpreneur & IT Consultant

Foundational Training Program

Objectives for this session

• Understand what spreadsheets are• Fundamental operations in Excel• Learn essential tasks• Data manipulation – tips and tricks

What Are Spreadsheets

The computer equivalent of a paper ledger sheet. It’s an electronic document in which data is arranged in rows and columns. This data can be manipulated and used in calculations.

Why Spreadsheets Matter

• Easy formatting of data• Organize data by sorting it• Name ranges of data and use those range names

in formulas • Use cell references rather than values in

formulas• Generation of charts and graphs • Other reasons?

Types of Spreadsheet Apps

Alternatives

Working with Excel Spreadsheets

Excel Spreadsheet Layout

View Options and Zoom Control

Status Bar and Sheets

Ribbon

Row ColumnScroll Bar

Quick Access Toolbar Window Controls & Help

Understanding the Ribbon

• File – managing files• Home – common tools• Insert – insertion of objects (pictures,

charts etc.)• Page Layout – printing and structure of

page• Formulas – functions, calculations• Data – working with data• Review – spell checks, protection,

sharing• View – how Excel appears on your

screen

Spreadsheet Basics

Each Excel file is a workbook and hold many worksheets. Worksheets are made of rows, columns, and intersections called cells.

Each cell on the spreadsheet has a cell address that is the column letter followed by the row number.

Basic types of data that can be entered into a cell:1. text (eg. ”Education”) 2. numbers (such as ”4”)3. formulas (mathematical equation, such as ”=9*4”)

Excel Labs – We’ll work on:

• Data selection• Spreadsheet navigation• Data entry and revisions:

oFinding and replacing dataoFilling dataoSorting data

• Formatting of cells

• Other useful skills

Excel Labs – Data Selection

Action ResultCtrl + Spacebar

Highlight the entire column

Shift + Spacebar

Highlight the entire row

Ctrl + A Highlight the entire worksheet

Data selection keyboard shortcuts

Use the mouse or keyboard shortcuts to select cells, rows, and columns of data: • Single clicking on the column (or row) label

will highlight the whole column (or row).• Clicking and dragging across several row or

column labels will highlight several rows or columns, respectively.

Non-adjacent cells can be highlighted by holding down the Ctrl key and using the mouse to single click the desired cells.

Excel Labs – Spreadsheet navigation

As you enter and edit data you’ll need to move through the worksheet using either the mouse or keyboard shortcuts.

Action ResultSingle Click Cell

Make cell active

Enter Move active cell downShift + Enter Move active cell one

cell upTab Move active cell one

cell to the rightShift + Tab Move active cell one

cell to the leftHome Move active cell to

column A of current rowCtrl + Home Move active cell to A1Ctrl + End Move active cell to last

cell in the spreadsheetCtrl + Page Down

Move to next worksheet

Ctrl + Page Up Move to previous worksheet

Some navigation techniques

Excel Labs – Entry and revision

Using Cut, Copy and Paste

Using the drag-and-drop method to move data:1. Select the cells you wish to move 2. Point to an outside border of the cell3. Click and drag the cell(s) to the new location

The data is removed from its original location and overwrites the contents in the destination location, just as when you apply cut and paste.

Action ResultCtrl + C CopyCtrl + X CutCtrl + V Paste

Cut, Copy and Paste Shortcuts

Excel Labs – Find and replace data

Action ResultCtrl + F FindCtrl + H Replace

Find and Replace shortcuts

Using Find or Replace from the Edit drop menu allows you to quickly find and/or replace text or numbers in multiple cells

Excel Labs – Filling data

Autofill feature allows you to quickly fill in commonly used series of data, such as repetitive or sequential data.

To use Autofill: 1. Type in the first few elements of the series in order

for Autofill to distinguish the pattern (eg. 2, 4, 6)2. Highlight cells distinguishing the series 3. Select the (cross) handle at the bottom right corner of

the cell with the left mouse and drag it down across as many rows as you want to fill

4. Release mouse button when done

Can also Autofill across columns by dragging right instead

Excel Labs – Sorting data & formatting

Action ResultCtrl + B BoldCtrl + I ItalicizeCtrl + U UnderlineCtrl + 5 StrikethroughShift + Ctrl + $

Format as currency with 2 decimal places

Shift + Ctrl + %

Format as percent with no decimal places

Formatting keyboard shortcuts

Formatting optionsUsing the Format Cells Dialog BoxWorking with Format PainterConditional formatting of cellsWorking with Styles

Sorting DataSort in the Ascending & Descending OrderWorking with Sort Dialog BoxNon-alphabetic or numeric sort

Tips, useful skills

Action ResultCtrl + O OpenCtrl + N Open a new fileF12 Save AsCtrl + S SaveCtrl + P PrintCtrl + Z UndoCtrl + Y Redo

Additional keyboard shortcuts

Add & delete a rowAdd & delete a columnResize rows and columnsFreezing panes and allowing for scrollingPrinting a worksheetData import and export

Worksheet modification – How To:

Thanks for working with Excel Spreadsheets