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Introduction to Spreadsheets Chapter 1

Introduction to Spreadsheets Chapter 1. Lecture Outline. Microsoft Excel/Apple Numbers:. A powerful spreadsheet program that allows you to : Organize data Complete calculations Make decisions Graph data Develop professional looking reports Published organized data to web

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Introduction to Spreadsheets Chapter 1

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  1. Introduction to Spreadsheets Chapter 1 Lecture Outline

  2. Microsoft Excel/Apple Numbers: • A powerful spreadsheet program that allows you to: • Organize data • Complete calculations • Make decisions • Graph data • Develop professional looking reports • Published organized data to web • Access real-time data from web sites

  3. Workbook: • A collection of worksheets • Contains 3 worksheets by default

  4. Worksheet: • A sheet where data is entered • A workbook can contain 255 worksheets in one file

  5. Worksheet: • Column heading- labels 256 columns with letters • Row heading- labels 65,536 rows with numbers • How big is a worksheet???- 2 rooms wide by 4 rooms long • Cell- intersection of a row and column • Active cell- the one cell with the thick border where data will be entered (similar to flashing insertion point) • Cell reference- unique address of a cell; combine column letter with row number (coordinates)

  6. 15 possible mouse shapes: • Note to self: page 1 of Spreadsheet Ch1 draw top 5 most used shapes • BIG BLOCK- displays inside a cell; used to block a range of cells • LITTLE “FILL” PHIL- displays when touching the fill handle

  7. 5 Most Used Mouse Shapes: • 1-displays when outside the worksheet; used to drag and drop contents • 2-displays when inside a cell; used to block a range of cells (big block) • 3-displays when touching the fill handle (Little Phil) • 4- displays when inside a row heading; used to select an entire row • 5- displays when inside a column heading; used to select an entire column

  8. Name Box: • Used to (1) display active cell reference; (2) navigate active cell, or (3) name a range of cells • Click once in cell you want to activate • OR: • Type column & row of desired cell then [enter]

  9. Formula bar: • Displays data being typed and formulas keyed

  10. Status Bar: • Displays brief description of the command selected in a menu • Displays the function of the button on which the mouse is pointing • Displays the function of the mode currently enacted.

  11. Status Bar: • Mode indicators- display to specify current mode of Excel (enter, ready, edit) • Autocalculate area- used to view the sum, average, or other totals of a group of numbers

  12. Fonts and Font Size: • Default: Arial, size 10pt • Font Conversions: same as Word • 1”- 72 point • 2”- 144 point • ½”- 36 point • ¼”-18 point

  13. 2 Ways to Enter Text: • [enter] • Enter box on formula bar (check inside box)

  14. Enter/Cancel Boxes: • Displays on the formula bar when data is typed and is used to enter the data (check inside box) • Displays on the formula bar when data is typed and is used to cancel the data (x inside box)

  15. Labels: text that identifies contents of a spreadsheet Label default alignment=left Values: numeric data in the form of [1] numbers, [2] formulas, or [3] functions Value default alignment=right 2 Types of Data:

  16. Functions/Formulas • There are 3 rules for writing a function: • [1] always start with = • [2] type the function’s name • [3] type the argument (a range separated by a colon) • *identify by cells, not numbers addressed!

  17. Range: • A rectangular group of adjacent cells

  18. AutoSum: • 2 Ways to Activate Auto sum: =sum(1st cell: last cell) or…. AutoSum button on the Standard Toolbar

  19. Auto fill: • A feature used to fill adjacent cells with the same or consecutive data. • Fill Handle- a small black square in lower right corner of active cell.

  20. 3 Steps to Auto fill: • Place active cell on cell containing data to copy • Place mouse on active cell's fill handle • Drag fill handle to adjacent cells to fill in data

  21. Why Auto fill Works?? • Relative Reference- cell addresses that will adjust to the position to which formulas or functions are being copied or moved.

  22. Merge & Center: • Select the individual cells to merge • Click the “merge and center” button on the formatting toolbar (not the center button)

  23. Autoformat: • Preset customized format styles that can be applied to a table

  24. Steps to Autoformat • Select the cells to be formatted • Format menu • Autoformat command

  25. You MUST know your mathematical procedures!!!!! • “Please Excuse My Dear Aunt Sally”

  26. PEMDAS • P- parentheses • E- exponents • M- multiply • D- divide • A- addition • S- subtraction

  27. Solve this problem: • 10-4/(2*4)+6= ?

  28. This is what you should have: • 15.5 or 15 ½

  29. CHARTS • Embedded Chart- A chart that is placed within the same worksheet as the data • Steps to Use a Chart Wizard: • Select the range of cells to chart • Click “chart wizard” button on standard toolbar • Answer wizard questions

  30. CHARTS: • Steps to Align Chart within Gridlines: • Select chart so that resize handles appear • Hold [alt] key on keyboard • Drag chart border with resize mouse

  31. CHARTS • Parts of a Chart: • Y-axis or Value axis…. Derived from the values within the worksheet; sets increments automatically • X-axis or Category axis…. Excel automatically selects entries in topmost row • Legend….identifies what each chart section represents

  32. AUTOCALCULATE: • Steps to Use AutoCalculate: • Select range of cells containing the numbers • Right click “autocalculate” area on status bar • Choose command from short-cut menu

  33. CORRECTING ERRORS: • Edit BEFORE Entering: • [backspace] or • X or cancel button Edit AFTER Entering: -Retype new entry on top of old entry or.. -double click in cell with error or… -place active cell on cell containing error and single-click on formula bar or… -[F2] on cell containing error

  34. CLEARING CELLS • Steps to Clear Contents but leave formatting: • Select cells • [delete] Or… -select cells -edit menu -clear command -contents

  35. Clearing Cells: • Steps to Clear Formatting but Leave Contents: • Select cells • Edit menu • Clear command • Contents Or -Select cells - [delete]

  36. Clearing Cells: • Steps to clear formatting but leave contents: • Select cells • Edit menu • Clear command • Formats

  37. Clearing Cells: • Steps to clear contents and formatting: • Select cells • Edit menu • Clear command • All

  38. SELECT ALL: • “select all” button on worksheet or… • Edit menu- select all command or… • [ctrl] + [A]

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