Part FiveWorking withSpreadsheets

Basics:

Introducing Spreadsheetsand Microsoft Excel

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Objectives

Know and understand the basics of spreadsheets Apply spreadsheets to solve real world problems Be able to format and present data using

spreadsheet programs Be able to create simple charts using

spreadsheet data

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What is a spreadsheet?

ANY large sheet with rows and columns

A spreadsheet is like one BIG table, it has columns that are numbered A, B, C…

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Why use spreadsheets?Used to perform numerical

calculationsAutomated and speed up

calculationsEasily used in organising and

presenting large amounts of dataUsed to analyse data

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When do we use Spreadsheets?

TimetableInvoicing CustomersCalculating MarksFootball Scores, e.t.c

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Some other Spreadsheet Programs

OpenOffice.Org CalcMicrosoft ExcelLotus 1-2-3

Simple ExerciseStart OpenOffice.org CalcClose OpenOffice.org Calc

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OpenOffice.Org Cal Window

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The work area

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Cell Identification in Spreadsheets Identify the correct cell (cell reference)

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Exercise

Type the following in the given cell IEDS Computer Literacy Marks (A1) Name (A3) Assignment 1 (B3) Test1 (C3) Type any names of three people in A4,A5,A6 Type imaginary marks in B4,B5,B6 and

C4,C5,C6

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What is entered in cells?

Labels – Descriptive text, enhances spreadsheet

Values – numbers for calculations

Formulae (plural of fomula)–calculation instruction–can contain cell references, operators, functions–result appears in cell–function appears in formula bar

Function–preprogrammed /common formulas

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Review

What are spreadsheets and why use them? Layout of a basic spreadsheet window The spreadsheet work area and how it works

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Principle of Calculations

Calculations are a combination of–operators (symbols used in calculations)–values (numbers for calculations)–cell references (unique cell identification)–functions (pre-programmed /common formulas)

Results appear in the active cell

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Some Operators in calculations

= Equals^ Exponent* Multiplication/ Division+ Addition- Subtraction

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Using values in spreadsheets

Try out the following calculations=1500+800=10000-4000=15/3=4*1000=4 ^2

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Exercise Use spreadsheet to calculate the following

problems: (use values and operators only) Age Number of years to stay at university Amount of tuition per semester Total amount of money spent on tuition for entire

university education Personal weekly expenditure Total personal expenditure in entire time in

university Total amount of money spent by sponsor (tuition

and upkeep) while in university

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Cell references

Unique name of each cell in the spreadsheet Replace values with cell references to desired

value Update the university expenses spreadsheet to

reflect cell references instead of values

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Advantages of using cell references

Able to reuse value without typing out second time

Calculations updated when changes occur

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Functions

Predefined operation (formulas)Performed on a block of data in

spreadsheetHelp to ease workReplace simple common formulae

(A formula is sometimes called an equation. It is a specification or description of a calculation.)

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Structure of Function

NameArgumentArgument can be block of data, cell reference,or a combination of the two.=FUNCTION_NAME(arguments )=SUM(B8:B12 )

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Common functions

SUM()PRODUCT()AVERAGE()MIN()MAX()

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Using Functions

FUNCTION_NAME(argument )

SUM(A3:B10)

SUM(A3;B4;C6)

AVERAGE(A3:B10)

AVERAGE(A3;B4;C6)

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Formulae

Plural of FormulaRule of calculationA combination of cell references

and operatorsCreated because of a certain need

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Exercise

Create simple spreadsheet for when you go to supermarket– Work out how much change you should be given– Improve on the spreadsheet to include particulars of items bought

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Review

Calculations in spreadsheets involve–operators–values–cell references–functions

These are combined in various ways to get desired results

Values generated appear in the active cell Formulae are combination of cell references

and operators

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Cont. Review

Function and Formulae Identifying Block of Data with range

operator Common functions