This document discusses the use of spreadsheets in schools and offices. It describes how spreadsheets allow users to enter and maintain data in tables, charts, and other formats. Teachers use spreadsheets to track student academic records, while administrative staff use them to maintain employee records. The document also discusses Microsoft Excel as the most popular spreadsheet software and how it can be used for tasks like forecasts, macros, and more. It provides details on functions, formulas, cell addressing, charts, and other Excel features.

1. Chapter 3
Office
Automation

2.  A spreadsheet is grid of rows and
columns in which user enter data
in form of numbers and text .
 They are use for multiple tasks
and capable of maintaining data
record in various ways ( i.e. table
, pie chart, any other type of
charts,marksheets) etc.
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3.  Spreadsheets are used in School
for various purpose .
 It is used by teachers to maintain
the academic result record of
students in different subjects .
 Admin department use
spreadsheet for maintaining the
record of employees (staff
members and teachers )working
in the school. Students records
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4.  Students uses Spreadsheet in
order to complete the
assignment given by teacher .
 They can make class record on
basis of result achieved in
various subjects.
 Class list can be maintained.
 Grouping can be done .
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5.  Microsoft Excel is the world's most popular
spreadsheet software. It is designed to help
users perform a myriad of business tasks,
from to-do lists to forecasts to macros and
VBA.
 ADVANTAGES OF PROTECTING AN
EXCEL WORKSHEET
 When a worksheet is protected, other users
can only view the information in it but
changes cannot be made.
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6. MICROSOFT
Founded by Bill Gates
and Paul Allen in
April 1975 .
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7.  Identifying Cells
 Active Cells
 Size of Spreadsheet
 Filling Columns and Rows
 Relative Cell Addressing
 Absolute Cell Addressing
 Paste Special
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8. IDENTIFYING CELLS
 BOXES FORMED BY THE INTERSECTION
OF INDIVIUAL ROWS AND COLUMNS ARE
KNOWN AS CELLS .
 CELLS ARE IDENTIFY WILL THE COLUMN
AND ROW NUMBER.
ACTIVE CELLS
 AT ANY MOMENT USER IS POSITIONED
IN SINGLE CELL KNOWN AS ACTIVE CELL
OR CURRENT CELL
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9. 5/3/2020Contd 9
ACTIVE
CELL
ROW
HEADING
Worksheet
Window

10. 5/3/2020Contd 10
ACTIVE CELL
ADDRESS
Formula
Bar
Column
Heading
Worksheet
Window

11. SIZE OF SPREADSHEET
 Each worksheet has 16,234 columns and
1,048,576 rows
 User can move window sideways to view
additional columns
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REMEMEBER
Worksheet name can be changed by right
click on sheet1 and rename it

12. PASTE SPECIAL COMMAND
IN EXCEL
 Excel’s Paste Special command allows
many other options while pasting cells
such as paste only formats of selected
cells without contents o paste contents
without formulas.
 Commonly used options of Paste
Special dialog box are explained below.
 All: Used to paste text, numbers and
formulas without formatting.
 Formulas: Used to paste text, numbers
and formulas without formatting.
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13.  Values: Used to convert formulas in the
selected cell range to their calculated values
and then apply he paste command.
 Formats: Used to paste only the formatting
of selected cell range without cell contents.
 All except borders: Used to paste all the
information in the selected range without
copying any border if used.
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14.  Relative cell address means when a
formula is copied to others cells, the
cells reference in the formula
change to reflect the formula’s new
locations.
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Absolute cell address
• Relative cell address begins with
$ sign. Absolute cell addressing
keeps the reference of the cell
constant

15. C6 * $C$3
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Relative cell
address
Absolute Cell
Addressing

16. WORKING WITH
FUNCTIONS AND
FORMULAS
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17. Functions are built-in formulas in Excel that allow
user to easily perform common calculations on data.
USING KEYBOARD TO FIND AVERAGE
• Select cell where the result will appear.
• Type = av to display the Formula AutoComplete list.
• Point to AVERAGE function and Double-click.
 Select the range to inset it as argument to the
AVERAGE function.
• Press ENTER key.
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18. USING INSERT FUNCTION COMMAND TO
FIND THE HIGHEST VALUE
• Select cell where the answer will appear.
• Click Insert Function command. Inset Function dialog
box will be displayed.
• Select MAX in the function list and click OK.
• Type cell range in the Number 1 text box of Function
Arguments dialog box and click OK.
USING AUTOSUM DROP-DOWN MENU
TO FIND THE LOWEST VALUE
• Select cell where the answer will appear.
• Click Formulas tab.
• Open the AutoSum drop-down menu in the
Function
Library group and select Min.
• Type the range of cell and press enter. 5/3/2020Contd 18

19.  A formula is an expression that performs
calculations. It consists of operators,
constants and cell addresses.
 All the Excel formulas begin with equal
sign [=].
 EXAMPLE:
To multiply two numbers 4 and 7, the
formula will be =4*7. User can also use cell5/3/2020Contd 19
ARITHMETIC OPERATION EXCEL OPERATOR
Addition +
Subtraction -
Multiplication *
Division /
Exponent ^

20.  A chart is used to represent the
spreadsheet data graphically. It
helps in explanation and
communication of the meaning of
data in a worksheet.
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21. 5/3/2020Contd 21

22. Short Questions
1. Name three areas of application of MS Excel
2. Differentiate between relative and absolute cell
addressing .
3. What are the advantage to protecting an excel
worksheet ?
4. How graphical representation of data can be
helpful in business.
Detailed Questions:
1. Describe the Paste Special command use in
Excel.
2. Describe how functions are used in Excel with
examples.
3. Describe how formulas are used in Excel with
examples.
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