The Microsoft Excel Spreadsheets

Spreadsheets Defined
 A row and column arrangement of data
 Used to perform calculations
 Budgets
 Payrolls
 Grades
 Used to make forecasts and decisions
Anatomy of a Spreadsheet
 256 columns identified by letters
 65,536 rows identified by numbers
 A cell is the point at which a row and column meet (16,777,216 cells!).
Selecting Cells
 Select a single cell
 Point to the cell and click.
 Select a range of cells
 Click cell and then drag to select the range.
Keyboard Shortcuts

Types of Data
 A label is alphabetic text entered into a cell.
 Labels align at the left of the cell.
 A value is numeric text entered into a cell.
 Numbers align at the right of the cell.
 A formula is a statement that performs a calculation.
 A function is a built-in formula that is a shortcut for common calculations.
Entering Formulas
 Type an “=“ before entering a formula or function.
 Formulas include numbers, cell references, arithmetic operators, and/or functions.
 The arithmetic operators include addition (+), subtraction (-), multiplication (*), and division (/).
Entering Functions
 A function is a pre-written formula that performs calculations automatically.
 Some functions include SUM, AVG, MIN, MAX, and IF.
 A function is entered as =SUM(A1:A10).
 This will add the contents of cells A1 through A10.
Copying Cell Contents
 Cell contents can be copied to other cells.
 Formulas can be copied to other cells.
 Methods of copying
 Copy and paste
 Drag and drop
 Fill cells
Copying Cell Contents (cont.)
 To copy cells that contain formulas
 Absolute cell references
 Relative cell references

Formatting a Spreadsheet
 Change column width and row height.
 Align labels in cells.
 Font style, font size, and color can be changed.
 Text in cells can be rotated or wrapped.
 The Format Painter ensures consistency.
Formatting a Spreadsheet (cont.)
 Styles and Formatting provides additional formatting options.
 Add borders and shading to spreadsheet.
 Titles can be centered over several columns.
 Numbers can be formatted with decimals, commas, and dollar signs.
Formatting a Spreadsheet (cont.)
 Borders and shading of cells can be changed.
 AutoFormats add professional-looking formats to spreadsheets.
Printing a Spreadsheet
 Print the entire spreadsheet.
 Print a selected portion of the spreadsheet.
 Print in landscape or portrait orientation.
 Divide the spreadsheet into pages with a forced page break.
 Set data to fit on a specified size of paper and number of pages.
Additional Features
 Sorting rearranges data in ascending or descending order.
 Headers and footers allow the same information to appear at the top or bottom of each page of the spreadsheet.
 Adding objects, such as clip art and drawn objects, enhances the spreadsheet.
Creating Charts

 Use Charts to display the data visually.
 Use the What-if analysis feature to test different scenarios.

Summary
 The primary use of spreadsheets is to enter, calculate, manipulate, and analyze numbers.
 Columns in spreadsheets are identified by letters, and rows are identified by numbers.
 The point at which a row and a column intersect is a cell.
Summary (cont.)
 A cell that has been selected (highlighted or outlined with a black border) is referred to as the active cell.
 A range of cells is a group of closely situated cells.
 Alphabetic information in cells is referred to as labels; numeric information in cells that can be calculated is referred to as values.

Summary (cont.)
 A formula is a type of data that performs a calculation.
 To enter a formula in a cell, you must first type an equal sign.
 A function is a built-in formula that performs calculations ranging from simple to complex.

Summary (cont.)
 You can copy data by using the Copy and Paste commands, the drag-and-drop method, or the Fill command.
 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 (cont.)
 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 Excel’s AutoFormats.
 Selected data in a spreadsheet can be hidden so it will not be displayed or printed.
Summary (cont.)
 The contents of a spreadsheet can be displayed in chart format.
 A chart displays the spreadsheet data visually so that data can be understood more easily.