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Business Computer Technology

Objectives 5.01 - Identify advantages and uses of

spreadsheet software and charts/graphs. 5.02 - Identify and explain spreadsheet

terminology. 5.03 - Create and save basic spreadsheets

and apply formulas. 5.04 – Retrieve, edit, manipulate, and print

various spreadsheets. 5.05 - Create various charts/graphs from

spreadsheets.

What is a Spreadsheet? A spreadsheet is an application that

uses rows and columns for entering data, managing data, making predictions, and presenting information.

“Spreadsheet programs, in short, do for numerical work what word processing programs do for writing” (Meyer & Barber, p. 4-19).

Uses of a Spreadsheet Prepare budgets and financial

statements Manage inventory Maintain student grades Analyze information Manage personal information such as

account balances, loan payments, etc.

Advantages of a Spreadsheet Organize information

• Sort – Arrange information in a particular order (for example from A – Z).

• Filter – Pull out specific pieces of information (for example all last names that begin with “L”).

Perform mathematical operations• Formula – simple equation which uses the symbols (+)

addition, (-) subtraction, (*) multiplication, and (/) division (for example =D4+E4 or =D4*E4).

• Function (fx)– built-in software calculations for more complex formulas. For example =AVERAGE(B2:B6).

Use of charts and graphs to present information Ability to make predictions through what-if statements

Basic Parts of a Spreadsheet

Active Cell contains a dark border.

Columns are vertical.

Rows are horizontal.

Cells are individual spaces.

Basic Spreadsheet Terms

Labels are text entered.

Cell Range is beginning cell address thru ending cell address of a formula. Here the cell range is D2:D7.

The colon (:) includes the cells in between.

Values are numbers entered and used for calculations.

Cell Address is the column and row of a cell.

Understanding a Formula Every formula begins with an equal sign and

contains two or more cell addresses, one or more operators, and parenthesis on occasion.

Equal sign

Cell AddressesMultiplication Operator

Understanding a Function Every function also begins with an equal sign except

a function is computer initiated by the user using the fx symbol. It also contains a word which names the function, and a cell range in parenthesis.

Name of Function Cell Range Function Symbol

Useful Icons Ascending Order

• Alphabetical or numerical order Descending Order

• Highest to lowest AutoSum

• Alternate and quick way of totaling columns or rows Chart Wizard

• Used for creating graphs

Your Turn: Applying What You’ve Learned Spreadsheets 101 AssessmentsShort Answer/Multiple Choice (Slides 12 – 21)Practical (Slide 22 – 23)

1. What is the cell address for the value 7.99?

2. What is the label in the active cell?

1. B5

3. What would be the cell range for totaling the Quantity column?

2. MP3 Player

4. Which of the following is a formula? A. =MUL(C6;D6) B. =SUM(D4:E4) C. =AVG(A1:E1) D. =B5*C5

NOTE: Remember the difference between a formula and a function.

3. C2:C7

5. Select two examples of cell ranges from the choices below. A. D1, E1 B. C3:C9, J2:J13 C. J, K D. 1, 2

4. D

6. Allyson uses a spreadsheet to track and calculate her weekly allowance. She spent $5 dollars on a CD. What operator should she use to calculate her balance? A. * B. + C. - D. /

5. B

7. Which represents a function? A. AVG(B3:E3) B. AVERAGE(B3;E3) C. SUM(B3;E3) D. SUM(B3:E3)

6. C

8. Miss Smith has selected this icon to sort students’ grades. This means she wants them sorted in which order?

A. Ascending B. Alphabetical C. Descending D. Numerical

7. D

9. What is the name of each space in a spreadsheet? A. Cell reference B. Cell address C. Active cell D. Cell

8. C

10. Which of the following is the symbol used to begin performing functions of all sorts? A. B. fx C. D.

9. D

Open a blank spreadsheet and enter the following data:

10. B

Next Steps Insert a formula in cells D2 thru D9 that calculates

the Total per Item. Insert a function or use AutoSum in cell D10

which calculates the total amount made for all items sold.

Create a column graph using the chart wizard icon to show the Menu Items and Number Sold. (Follow all screen defaults.) • NOTE: To select both columns, highlight the

Menu Items column. Then, hold down the CTRL key to also select the Number Sold column.

Final Steps Type your Name in cell A31. After finishing, check your work using

the next slide. Then, hold down the CTRL key & press

the grave accent key (beneath escape) and print your spreadsheet with the formulas displayed.

Submit your practice for class participation credit.

How Did You Do?

Practical Assessment Answer Key

Congratulations on learning the basics of Spreadsheet use.

Sources Microsoft Clipart

• Opening slide clipart modified by whita1bd to resemble a spreadsheet.

Meyer, M. & Baber, R. (1997). Computers in your future 2nd edition. Indianapolis, IN: Macmillan Publishing.

North Carolina Business Computer Technology Course Blueprint. (2003).

Spreadsheet print screens and icons by whita1bd