Lecture 6 spreadsheets

1. Part Five
Working with
Spreadsheets
Basics:
Introducing Spreadsheets
and Microsoft Excel

2. 2
Objectives
 Know and understand the basics of spreadsheets
 Apply spreadsheets to solve real world problems
 Be able to format and present data using
spreadsheet programs
 Be able to create simple charts using
spreadsheet data

3. 3
What is a spreadsheet?
ANY large sheet with rows
and columns
A spreadsheet is like one
BIG table, it has columns
that are numbered A, B, C…

4. 4
Why use spreadsheets?
Used to perform numerical
calculations
Automated and speed up
calculations
Easily used in organising and
presenting large amounts of data
Used to analyse data

5. 5
When do we use Spreadsheets?
Timetable
Invoicing Customers
Calculating Marks
Football Scores, e.t.c

6. 6
Some other Spreadsheet Programs
OpenOffice.Org Calc
Microsoft Excel
Lotus 1-2-3
Simple Exercise
Start OpenOffice.org Calc
Close OpenOffice.org Calc

7. 7
OpenOffice.Org Cal Window

8. 8
The work area

9. 9
Cell Identification in Spreadsheets
 Identify the correct cell (cell reference)

10. 10
Exercise
Type the following in the given cell
 IEDS Computer Literacy Marks (A1)
 Name (A3)
 Assignment 1 (B3)
 Test1 (C3)
 Type any names of three people in A4,A5,A6
 Type imaginary marks in B4,B5,B6 and
C4,C5,C6

11. 11
What is entered in cells?
Labels – Descriptive text, enhances
spreadsheet
Values – numbers for calculations
Formulae (plural of fomula)
–calculation instruction
–can contain cell references, operators, functions
–result appears in cell
–function appears in formula bar
Function
–preprogrammed /common formulas

12. 12
Review
 What are spreadsheets and why use them?
 Layout of a basic spreadsheet window
 The spreadsheet work area and how it works

13. 13
Principle of Calculations
Calculations are a combination of
–operators (symbols used in calculations)
–values (numbers for calculations)
–cell references (unique cell identification)
–functions (pre-programmed /common
formulas)
Results appear in the active cell

14. 14
Some Operators in calculations
= Equals
^ Exponent
* Multiplication
/ Division
+ Addition
- Subtraction

15. 15
Using values in spreadsheets
Try out the following calculations
=1500+800
=10000-4000
=15/3
=4*1000
=4 ^2

16. 16
Exercise
 Use spreadsheet to calculate the following
problems: (use values and operators only)
 Age
 Number of years to stay at university
 Amount of tuition per semester
 Total amount of money spent on tuition for entire
university education
 Personal weekly expenditure
 Total personal expenditure in entire time in
university
 Total amount of money spent by sponsor (tuition
and upkeep) while in university

17. 17
Cell references
 Unique name of each cell in the spreadsheet
 Replace values with cell references to desired
value
 Update the university expenses spreadsheet to
reflect cell references instead of values

18. 18
Advantages of using cell
references
Able to reuse value without typing
out second time
Calculations updated when changes
occur

19. 19
Functions
Predefined operation (formulas)
Performed on a block of data in
spreadsheet
Help to ease work
Replace simple common formulae
(A formula is sometimes called an equation. It
is a specification or description of a
calculation.)

20. 20
Structure of Function
Name
Argument
Argument can be block of data, cell
reference,
or a combination of the two.
=FUNCTION_NAME(arguments )
=SUM(B8:B12 )

21. 21
Common functions
SUM()
PRODUCT()
AVERAGE()
MIN()
MAX()

22. 22
Using Functions

FUNCTION_NAME(argument )

SUM(A3:B10)

SUM(A3;B4;C6)

AVERAGE(A3:B10)

AVERAGE(A3;B4;C6)

23. 23
Formulae
Plural of Formula
Rule of calculation
A combination of cell references
and operators
Created because of a certain need

24. 24
Exercise
Create simple spreadsheet for when
you go to supermarket
– Work out how much change you should be
given
– Improve on the spreadsheet to include
particulars of items bought

25. 25
Review
 Calculations in spreadsheets involve
–operators
–values
–cell references
–functions
 These are combined in various ways to get
desired results
 Values generated appear in the active cell
 Formulae are combination of cell references
and operators

26. 26
Cont. Review
 Function and Formulae
 Identifying Block of Data with range
operator
 Common functions