Chapter 7: Spreadsheet Basics Rebekah I. Kat H.
Chapter 7:Spreadsheet Basics Outline • Exploring Spreadsheets • Basic Editing Functions • Using Formulas • Vocabulary
Spreadsheet • A software program used for processing numbers that are stored in tables, such as budgets or financial statements
Worksheet • A grid made of vertical columns and horizontal rows in a spreadsheet program
Cell • The box on a worksheet where each column and row meet
Cell Address • A unique name by which each cell on a worksheet is identified.
Active Cell • The highlighted cell in use in a spreadsheet application
Formula • A mathematical expression used to link and perform calculations on numbers in worksheet cells
Function • A commonly used formula that is built into a spreadsheet program
7-1 Exploring Spreadsheets: Spreadsheet Basics • Spreadsheets can be used to: • place numbers and text in easy-to-read rows and columns • calculate numbers and show the result • calculate new results when the numbers are changed • create charts to display data
7-1 Exploring Spreadsheets: Understanding Worksheets • Understanding Worksheets When you use a spreadsheet program, your data goes into a special kind of document called a worksheet, a grid made of vertical columns and horizontal rows. Columns are labeled with letters, and rows are labeled with numbers.
7-1 Exploring Spreadsheets: Understanding Worksheets (continued) • Each column and row meets to make a box called a cell. Each cell in the grid is identified by a unique name—its cell address. The address is made simply by taking the letter of the column and the number of the row that meet to make the cell. For example, column C and row 3 create the cell address C3
7-1 Exploring Spreadsheets: Parts of a Worksheet : Frame • Most worksheets look similar. The parts of a worksheet include: • Frame The frame forms the top and left borders of the worksheet. It includes the column and row headings.
7-1 Exploring Spreadsheets: Parts of a Worksheet : Active Cell • Active Cell The active cell is the cell currently in use. A rectangle appears around this cell to highlight it and make it easy to spot.
7-1 Exploring Spreadsheets: Parts of a Worksheet : Cell Identifier • Cell Identifier Located in the upper left corner, just above the frame, the cell identifier is an area that shows the cell address of the cell that is active.
7-1 Exploring Spreadsheets: Parts of a Worksheet : Formula Bar • Formula Bar The formula bar displays what you type. This data will be entered into the active cell when you are done. The formula bar is like a one-line word-processing program. Pressing Enter, Return, or Tab completes the entry and places the data in the cell.
7-1 Exploring Spreadsheets: Parts of a Worksheet: Scroll Bars • Scroll Bars Scroll bars appear on the worksheet’s right and bottom edges. You can click on the arrows or slide the scroll box to see another part of the worksheet.
7-1 Exploring Spreadsheets: Parts of a Worksheet: Worksheet Tabs • Worksheet Tabs On the same line as the horizontal scroll bar are tabs that show the other worksheets that belong to the same spreadsheet file. If you click on one of these tabs, you switch to that worksheet.
7-1 Exploring Spreadsheets: Parts of a Worksheet: Status Bar • Status Bar The status bar appears below the scroll bar at the very bottom of the worksheet. Messages from the program are displayed here.
7-1 Exploring Spreadsheets: Working With a Spreadsheet Spreadsheet programs share many features. You can perform many similar actions, regardless of the program. • Moving Around You can use the Home, End, Page Up, and Page Down keys, along with the scroll bars, to move large distances within the worksheet. You can use the Tab key to move one cell to the right or the arrow keys to move one cell at a time in any direction.
7-1 Exploring Spreadsheets: Working With a Spreadsheet: Selecting Cells and Entering Data • Selecting Cells and Entering Data To make a cell active, click on that cell. Then type to enter data in the cell. Data can be text, numbers, dates, or formulas.
7-1 Exploring Spreadsheets: Working With a Spreadsheet : Formulas • Formulas Formulas are mathematical expressions, which sometimes link numbers in cells. A simple formula might add the numbers in two cells. The formula appears in the formula bar but not in the active cell. The active cell shows the result of the formula—in this case, the sum of the two numbers in the other cells. Functions are commonly used formulas built into the program that make it easier to write the formulas you need.
7-1 Exploring Spreadsheets: Working With a Spreadsheet : Formatting the Worksheet • Formatting the Worksheet You can change the look of a worksheet in many ways. You can add or remove rows or columns or change their size. You can change the font or type size of the data. You can also add color, borders, or shading and change how the data is aligned in the cell.
Review Quiz Question 1 • In a worksheet, this is where a column and row meet---cell
Review Quiz Question 2 • Each cell in a worksheet is identified by a unique---cell address
Review Quiz Question 3 • The active cell is---always highlighted
Review Quiz Question 4 • A formula is a mathematical expression that might---operate on multiple cells.
Review Quiz Question 5 • Most spreadsheets feature a set of built-in, ready-to-use formulas, called---functions
Review Quiz Question 6 • If a cell contains text, the text is called a---label
Review Quiz Question 7 • Which Excel feature can automatically insert a series of data into a series of cells? AutoFill
Review Quiz Question 8 • What rule must be followed when a formula carries out more than one mathematical operation? Order of evaluation
Review Quiz Question 9 • Tables in spreadsheets are better than tables in word processors because they---can be easily updated
Review Quiz Question 9 • It is best to use cell references in formulas, so the spreadsheet---can be easily updated
Review Quiz Question 10 • To switch to a different worksheet in a spreadsheet file, click that worksheet’s---tab
Review Quiz Question 11 • The status bar displays messages from--- the program
Review Quiz Question 12 • Which keyboard key cannot be used to move around in a worksheet? Escape
Review Quiz Question 13 • Which type of chart shows how parts relate to the whole? pie
Review Quiz Question 14 • Both Spreadsheets and word processors are used to make tables. Which kind of program would be more effective and efficient for making a budget for producing a movie? Why? Word Processor because you can edit, format, and print it.
Review Quiz Question 15 • How are cells identified in a worksheet? Why does this method work for all cells? They highlight it and make it easier to spot.
Review Quiz Question 16 • What appears in a cell when you enter a formula in it? It displays what you type
Value • Value-A number, such as a whole number, a fraction, or decimal
Label • Label- Text or a combination of numbers and text typically used for titles or explanation in a worksheet
AutoFill • AutoFill-A spreadsheet command that automatically enters related, sequential data (such as the days of the week) into a connected set of cells
Chart • Chart-A graphical image, such as a pie or a set of columns, used to visually display numerical data, making it easy to understand and analyze
Print Area • Print Area-A portion of a worksheet intended to be printed
7-2Entering Data • In addition to formulas, you can enter three types of data in a worksheet: values, labels, and dates and times. The spreadsheet program identifies the data type entered and formats it.
Values • Values A value is a number, such as a whole number, a fraction, or a decimal. Values are formatted to align to the right in a cell. If a value is too large for the width of the cell, you may see a set of symbols such as ###### or *******. You can change the column width so that the full number shows. Click the right edge of the column heading and drag it to the right.
7-2 Entering Data • Labels A label is text or a combination of numbers and text. Labels are typically used for headings or explanations. By default, labels are aligned to the left in a cell. Labels that are too wide will overlap into the next cell to the right—if that cell is empty. If that cell already has text, the long text in the first cell will appear cut off. Again, you can widen the column to show the entire label.
7-2 Entering Data • Dates and Times Data typed as dates or times are displayed in the format you choose. For example, November 1, 2009, can be typed as 11/01/09 or 01-Nov-09. Times can simply be typed as the hour and minute—07:45 or 12:52, for instance.
7-2 Filling Cells Easily • Certain kinds of data can be entered automatically by using the AutoFill feature. To use this feature, you usually have to type only the first item in the series. Then move the mouse to the lower right corner of the cell, where a small plus symbol, or arrow, appears. Drag that symbol to the right or down to highlight the cells you want filled and release the mouse. For example, you could enter 1/1/2009 in the first cell and then use AutoFill to enter the rest of the dates automatically.