MS Excel

1. Introduction to
Spreadsheet Software

2. • Spreadsheets and Their Uses
• Examples of Charts
• Spreadsheet Basics
• Spreadsheet Map
• Types of Spreadsheet Data
• Navigating Around a Spreadsheet
•Editing Cell Contents
•Spreadsheet Security
•Basic Formulas
Lesson Overview

3. • Spreadsheets provide tools for working with
numerical information.
• You can use a spreadsheet program to
create budgets, balance sheets, and other
types of number-based documents.
• You can display your information in a
traditional row-and-column format, or in a
chart.
• The default filename for Excel files is “Book
1”. Excel files use the extension “.xls”
Spreadsheet and Their Uses

4. Report using
color and graphics
Charts
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NUM
BER
OF
AUT
OM
OBIL
ES
SOL
D
2001 2002 2003 2004 2005 2006
YEAR
BAR
AUTOMOBILESALESPERMANUFACTURER(2001 - 2006)
HONDA TOYOTA KIA VOLKSWAGEN FORD AUDI
PIE
2001 AUTOMOBILE SALES PER MANUFACTURER
HONDA - 19% TOYOTA - 19% KIA - 9% VOLKSWAGEN - 14% FORD - 20% AUDI - 19%
LINE
HONDA AUTOMOBILESALES(2001 - 2006)
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2001 2002 2003 2004 2005 2006
YEAR
NUMBER
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AUTOMOBILES
SOLD
HONDA

5. • In a spreadsheet program, you work in a
document called a Worksheet. You can collect
multiple worksheets into a file called a
Workbook.
• In each worksheet Rows are identified by
Numbers, and Columns are identified by Letters.
• Data is displayed in Cells. A group of selected
cells is called a Range.
• Each cell has a Cell Address – the combination
of the cell's column letter and row number.
Spreadsheet Basics

6. Menu bar
Tool bars
Column
Row
Status bar
Scroll boxes
Cell
Formula bar
Filename
Cell Indicator

7. • Labels--text or numbers not
used in calculations.
• Values--numbers that can be
used in calculations.
• Dates--a necessary part of
most worksheets.
• Formulas--commands to
perform calculations.
There are four types of data you may enter in a cell:
Types of Spreadsheet Data
Types of Spreadsheet Data

8. Navigating Around a Spreadsheet
• Use your Mouse and click on selected cell.
• The Arrow Keys will also move you around the
spreadsheet.
• The Enter key will move you down one cell.
• The Tab key will move you one cell to the left.
• Shift + Tab will move one cell to the right.
• CTRL + HOME will go to cell A1.
• Home will move to column A in current row.
• CTRL + DOWN ARROW will move to last row.
• CTRL + RIGHT ARROW will move to last column.
• PGUP and PGDN will move up and down

9. Editing Cell Contents
Delete/Insert:
• Same process as in MS Word.
• May also insert/delete whole columns/rows by
using the right click button on mouse.
Copy/Cut and Paste:
• Same process as in MS Word.
• “Paste Special” may be used to copy Formulas,
Values and Formats (font type, size, bold,
colours…).
Fill Handle:
• The Fill Handle can be used to copy quickly.
• Can also be used to continue a series of Labels,
Values, Dates, or Formulas
Drag across or down to nearby cells

10. • Spreadsheet protection is important to ensure that
data is not inappropriately changed.
• Data can be password protected by selecting
Protection from the Tools menu.
• You can choose to protect either a single
worksheet or the entire workbook.
• It is import to remember your password and only
share it with those you trust.
Spreadsheet Security

11. • You may type a formula directly into a cell, or
you may use the button.
• All formulas begin with =
• Formulas can refer to entire ranges (or blocks)
of cells as well as individual cells.
• Common formulas include:
Sum/Subtract/Multiply/Divide – performs basic
arithmetic functions.
Average – Calculates average in specified range
Min – indicates the lowest number in range
Max – indicates the highest number in range
Basic Spreadsheet Formulas