Introduction to Spreadsheets

What are Uses of Spreadsheets?

Prepare budgets Maintain student grades Prepare financial statements Analyze numbers Manage inventory Make forecasts

Advantages of Spreadsheets

Forecasting and making decisions

Fast and efficient Automatically

recalculates

What-if Analysis

A spreadsheet tool used to play out different situations to determine the outcome

Parts of the Spreadsheet Window

Active cell

Column C

Row 5

cells

Entering Data into a Spreadsheet

Labels– Alphabetical text

Values– A number

Formulas– Statement that performs a calculation

Functions– Built-in formula that is a shortcut for common

calculations

Identifying Labels and Values

labels values

Identifying Formulas and Functions

formula

function

The result of the formula

The result of the function

Identifying Parts of a Spreadsheet Formula

=B2+C2+D2

equal sign—first part of any spreadsheet formula

mathematical operators

cell reference/address—made up of the column heading and the row number

Identifying Parts of a Spreadsheet Function

=SUM(B2:B6)

equal sign

name of function range

Mathematical Operators

+ addition

- subtraction

* multiplication (asterisk)

/ division (slash or diagonal)

Function Name Description

AVERAGE Average of arguments.

COUNT Counts the number of cells in a range.

IF Specifies a logical test to perform; then performs one action if test result in true and another if it is not true.

MAX Maximum value of range of cells.

MIN Minimum value of range of cells.

ROUND Rounds a number to a specified number of digits.

SUM Totals a range of cells.

Spreadsheet Functions

Relative and Absolute Referencing

Relative– cells that change when they are copied

into other cells

Absolute– cells that do not change regardless of

where it is copied

Changing Column Width

1. Position cursor between column headings.

2. Make sure your cursor changes to cross-hairs.

3. Click and drag to the right.

Shortcut: double-click between the column headings!

Changing Row Height

1. Position cursor between row headings.

2. Make sure your cursor changes to cross-hairs.

3. Click and drag down.

Shortcut: double-click between the row headings!

Formatting Cells with Enhancements

bold bordersfont size

shading

underline

Numeric Formatting

generalcurrency

decimal

Print Orientations Portrait

– A paper orientation that is taller than it is wide.

Landscape– A paper orientation that is

wider than it is tall.

Print Options

without gridlines

with gridlines

Printing Column and Row Headings

with column and row headings

without column and row headings

Print Showing Formulas

formulas displayed

formulas NOT

displayed

Printing Selected Areas

highlight desired area, choose option to print

selected area (according to your

software)

Graphing bar graph

– used to compare the values of various items

line graph– useful for plotting trends

area graph– like a “filled in” line graph. Used to track

changes over time

pie graph– used to represent the percentage each item

contributes to the total

Types of Charts/Graphs