This document introduces spreadsheets and Microsoft Excel. It discusses the basics of spreadsheets including their use for organizing and analyzing large amounts of data. Key concepts covered include the spreadsheet layout, using cell references in calculations, operators like addition and subtraction, and functions like SUM and AVERAGE. Examples provided demonstrate creating a simple spreadsheet to track university expenses and using cell references and functions to calculate totals.

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