4a MS Excel

Lesson 7
Spreadsheets
Fundamentals of Computer
Software and Application
Lesson 12
Laboratory Lesson 2
1 Wells Computer Concepts BASICS

Spreadsheet Software Defined
A spreadsheet is a row and column

arrangement of data
Electronic spreadsheet software, such as

Microsoft Office Excel 2010, is used to
Lesson 12
evaluate, calculate, manipulate, analyze, and

present numeric data

Spreadsheet Software Defined
Calculations are updated automatically,

which makes this type of software very
effective for numerous applications, such as
preparing budgets, financial statements, and
sales reports
Lesson 12

The Anatomy of a Spreadsheet
A spreadsheet looks like a grid of columns

and rows. In Excel the grid is referred to as a
worksheet. The terms spreadsheet and
worksheet are used interchangeably.
Spreadsheet refers to the row and column
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arrangement of data
Workbook collection of worksheet
Worksheet a collection of cells where users
manipulate data
Cell a single box on a spreadsheet grid
Columns are identified by letters and rows

are identified by numbers. The point at which
a column and a row intersect or meet is
called a cell. Each cell has a name, called
the cell reference (or cell address), which is
represented by the column letter and the row
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number.

The active cell is the cell in which a user is

working currently and is surrounded by a
thick border.
By default, a workbook contains three
worksheets named Sheet1, Sheet2, and
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Sheet3, as shown on the sheet tabs at the

bottom of the window.

Selecting Cells
To select a cell with the mouse, point to the

cell and click. You can select a group of cells
by clicking the first cell and dragging the
mouse to the last cell of the group or by
using keyboard shortcuts.
Lesson 12

Selecting Cells
When selecting a group of cells, the group is

called a range. It is identified by the address
of the cell in the upper-left corner, followed
by a colon, and then the cell in the lower-
right corner; for example, A1:D5 identifies all
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the cells from cell A1 through cell D5.

Selecting Cells
You can select an entire column by clicking

the column letter at the top of the
spreadsheet or an entire row by clicking the
row number.
To select a cell that is not visible on the
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screen, you can use the vertical and

horizontal scroll bars or scroll boxes to
display the area of the spreadsheet that
contains the cell(s) you want to select.

Entering Data in a Spreadsheet
The data that is entered in a spreadsheet will

be one of four typesa label, a value, a
formula, or a function.
A label is alphabetical text and aligns at the left
side of the cell. It also can contain numerical data
Lesson 12
not used in calculations, such as zip codes,

telephone numbers, dates, and so on.

A value is a number and aligns at the right side of

the cell.
A formula is an equation that performs a
calculation.
A function is a built-in formula that is a shortcut for
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common calculations, such as finding totals or

averages.

When you press Enter, the next cell down in

the column becomes the active cell. You can
also press the Tab key to enter the data and
move to the next cell in the row.
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You can edit data in a cell by selecting the

cell and then typing the new data. You also
can double-click the cell and then move the
insertion point to where you want to edit the
data. Use the Delete or Backspace keys or
Lesson 12
retype the data as desired. Or press F2, to

edit the cell value in the Formula bar.

Entering Formulas and Functions
A formula performs calculations, such as

adding, subtracting, averaging, and
multiplying.
To enter a formula in a cell, first type an
equal sign (=). This symbol, called the
Lesson 12
formula prefix, identifies the data as a

formula and not a label.

For the formula, you can enter cell

references, arithmetic operators, and/or
functions.
Formulas that contain more than one
operator are called complex formulas. The
Lesson 12
order of evaluation determines the sequence

of calculation.
Multiplication and division are performed before
addition and subtraction

Calculations are performed from the left side of

the formula to the right side
Change the order of evaluation by using
parentheses. Calculations enclosed in
parentheses are performed first
Lesson 12
For more complex calculations, use a

function which is a prewritten formula that
automatically calculates a value based on
data you insert.

(continued)
Examples of order of evaluation

Lesson 12

To enter a function, type the equal sign (=),

the name of the function (such as SUM), an
opening parenthesis, the value(s), cell, or
range of cells to be calculated in the function
(referred to as the argument), and then the
Lesson 12
closing parenthesis.

You can use the AutoSum feature, which is

located in the Editing group on the Home tab,
as a shortcut for entering the SUM function.
To copy data, you can use the Copy and
Paste commands, the drag-and-drop
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method, or the fill handle.

Relative and Absolute Cell References:

When you copy cells that contain formulas,
the cell references change to accommodate
the new location. This is called a relative cell
reference.
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If you want the value of a cell referenced in a
formula to remain constant when copied,
then you need to make it an absolute cell
reference. This means that the content of the
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cell will not change when copied to another

cell.


To create an absolute cell reference, type a $
before the column letter and a $ before the row
number in the cell reference to remain the same.
For example, $A$4 is an absolute cell reference
for cell A4.
Lesson 12

Formatting a Spreadsheet
Changing Column Width and Row Height:

The appearance of the spreadsheet is almost
as important as the accuracy of the data that
it contains.
Lesson 12
To adjust column width: Position the pointer

on the vertical line between the column
letters at the top of the worksheet. Click and
drag to adjust width. You can also double-
click to adjust the column width to its best fit.
Changing Column Width and Row Height:

To adjust row height: Position the pointer on
the line between the row numbers at the left
of the worksheet. Click and drag to adjust
height. You can also double-click to adjust
Lesson 12
the row height to its best fit.

Formatting Data:
Following is a list of some of the formatting
tools, located on the Home tab:
Alignment: By default, text is aligned to the left in
a cell and numeric data is aligned to the right. You
Lesson 12
can change alignment using the buttons in the

Alignment group.

Formatting Data:
Orientation and wrapping: Data in cells can be
rotated or wrapped to fit the cell.
Font: You can change the font, font size, font
style, and font color of data just as you would in a
word-processing document.
Lesson 12
Format Painter: The Format Painter provides a

time-saving way to apply formats consistently
throughout a worksheet.

To insert a cell, rows, or columns, click Insert

in the Cells group on the Home tab. The Insert
gallery is displayed with options to Insert Cells,
Rows, Columns, and Sheets.
You can delete cells, rows, and columns by
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selecting them and pressing the Delete key.

You can format numbers to have a set number

of decimal places, to have a comma, or to be
displayed as a percentage. Some of the more
commonly used formats can be applied using
buttons in the Number group on the Home tab.
Lesson 12

Formatting numbers
Lesson 12

Excel cell styles allow users to quickly apply

professional-looking formatting to a cell or a
group of cells. A style is a collection of
formatting selections, such as cell color, font,
and font size.
Lesson 12
To give a worksheet a more professional look,

you can apply a theme. A theme is a
predefined set of attributes, including fonts,
colors, chart styles, cell styles, and fill effects.

Printing a Spreadsheet
To preview a spreadsheet, click the Office

button, point to Print, and then click Print
Preview.
In portrait orientation, the page is oriented
toward the short side of the paper. In
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landscape orientation, the page is oriented

toward the long side of the paper.

Printing a Spreadsheet
You can define the part they want to print by

selecting it first.
To print the entire spreadsheet as is, click the
Office button, point to Print, and then click
Quick Print. To clear the selected Print area,
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click the Print Area button and then click Clear

Print Area.

Working with Other Spreadsheet Tools
You can make spreadsheets more useful

and attractive by inserting headers, footers,
and other objects such as clip art.
You can also sort the data in a spreadsheet
according to a specified column or columns.
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You also can hide data.

Working with Other Spreadsheet Tools
Use headers and footers to place information

at the top or bottom of the spreadsheet. If a
spreadsheet is more than one page long, the
header and footer information will appear on
every page.
Lesson 12

Working with Other Spreadsheet
Tools
Sorting Spreadsheet Data:

Sorting is organizing or rearranging data in
either ascending or descending order.
When you sort data in ascending order, the
alphabetic information is arranged in A to Z
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order and numeric information sorts from the

lowest to the highest number.

Tools
Sorting Spreadsheet Data:

When you sort data in descending order,
alphabetic information is sorted from Z to A
and numbers from highest to lowest.
You can sort data in a worksheet according
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to the data in one column or more than one

column.

Tools
Adding Objects to a Spreadsheet:

You can add clip art, photos, and other
objects to a spreadsheet to enhance its
appearance.
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Tools
Adding Objects to a Spreadsheet:

You can use tools in the Illustrations group
on the Insert tab to add objects, such as
Pictures, Clip Art, Shapes, and SmartArt
graphics.
Lesson 12
SmartArt is a collection of professionally

created diagrams.

Creating Charts
A chart is a
visual
representation of
spreadsheet
data. The chart
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type selected will

depend on the
data to be
represented.
Chart added to worksheet

Summary
The primary use of Excel spreadsheets is to

enter, calculate, manipulate, and analyze
numbers.
Columns in spreadsheets are identified by
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letters, and rows are identified by numbers.

Summary
The point at which a row and a column

intersect is a cell.
A cell that has been selected (highlighted or
outlined with a black border) is referred to as
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the active cell.

A range of cells is a group of closely situated
cells.

Summary
Alphabetic text information in cells is referred

to as labels; numeric information in cells that
can be calculated is referred to as values.
A formula is a type of data that performs a
calculation. To enter a formula in a cell, you
Lesson 12
must first type an equal sign.

Summary
A function is a built-in formula that performs

calculations ranging from simple to complex.
You can copy data by using the Copy and
Paste commands or the fill handle.
Lesson 12
A relative cell reference refers to cells that

change when they are copied into other
locations. An absolute cell reference refers to
cells that do not change when they are
copied into other locations.
Summary
The AutoSum feature enables you to quickly

add a range of cells.
You can change the appearance of data by
using a variety of formatting tools and
options or by applying one of the Excel cell
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styles.

Summary
Selected data in a spreadsheet can be

hidden so it will not be displayed or printed.
The contents of a spreadsheet can be
displayed in chart format.
A chart displays the spreadsheet data
Lesson 12
visually so that data can be understood more

easily.

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Lesson 7

1 Wells Computer Concepts BASICS

A spreadsheet is a row and column

Electronic spreadsheet software, such as

evaluate, calculate, manipulate, analyze, and

2 Wells Computer Concepts BASICS

Calculations are updated automatically,

3 Wells Computer Concepts BASICS

A spreadsheet looks like a grid of columns

Columns are identified by letters and rows

5 Wells Computer Concepts BASICS

The active cell is the cell in which a user is

Sheet3, as shown on the sheet tabs at the

6 Wells Computer Concepts BASICS

To select a cell with the mouse, point to the

7 Wells Computer Concepts BASICS

When selecting a group of cells, the group is

the cells from cell A1 through cell D5.

8 Wells Computer Concepts BASICS

You can select an entire column by clicking

screen, you can use the vertical and

9 Wells Computer Concepts BASICS

The data that is entered in a spreadsheet will

not used in calculations, such as zip codes,

10 Wells Computer Concepts BASICS

A value is a number and aligns at the right side of

common calculations, such as finding totals or

11 Wells Computer Concepts BASICS

When you press Enter, the next cell down in

12 Wells Computer Concepts BASICS

You can edit data in a cell by selecting the

retype the data as desired. Or press F2, to

13 Wells Computer Concepts BASICS

A formula performs calculations, such as

formula prefix, identifies the data as a

14 Wells Computer Concepts BASICS

For the formula, you can enter cell

order of evaluation determines the sequence

15 Wells Computer Concepts BASICS

Calculations are performed from the left side of

For more complex calculations, use a

16 Wells Computer Concepts BASICS

Examples of order of evaluation

17 Wells Computer Concepts BASICS

To enter a function, type the equal sign (=),

18 Wells Computer Concepts BASICS

You can use the AutoSum feature, which is

method, or the fill handle.

19 Wells Computer Concepts BASICS

Relative and Absolute Cell References:

20 Wells Computer Concepts BASICS

Relative and Absolute Cell References:

cell will not change when copied to another

21 Wells Computer Concepts BASICS

Relative and Absolute Cell References:

22 Wells Computer Concepts BASICS

Changing Column Width and Row Height:

To adjust column width: Position the pointer

Changing Column Width and Row Height: