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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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microsoft excel apple numbers
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
workbook
Workbook:
  • A collection of worksheets
  • Contains 3 worksheets by default
worksheet
Worksheet:
  • A sheet where data is entered
  • A workbook can contain 255 worksheets in one file
worksheet1
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)
15 possible mouse shapes
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
5 most used mouse shapes
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
name box
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]
formula bar
Formula bar:
  • Displays data being typed and formulas keyed
status bar
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.
status bar1
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
fonts and font size
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
2 ways to enter text
2 Ways to Enter Text:
  • [enter]
  • Enter box on formula bar (check inside box)
enter cancel boxes
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)
2 types of data
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:
functions formulas
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!
range
Range:
  • A rectangular group of adjacent cells
autosum
AutoSum:
  • 2 Ways to Activate Auto sum:

=sum(1st cell: last cell) or….

AutoSum button on the Standard Toolbar

auto fill
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.
3 steps to auto fill
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
why auto fill works
Why Auto fill Works??
  • Relative Reference- cell addresses that will adjust to the position to which formulas or functions are being copied or moved.
merge center
Merge & Center:
  • Select the individual cells to merge
  • Click the “merge and center” button on the formatting toolbar (not the center button)
autoformat
Autoformat:
  • Preset customized format styles that can be applied to a table
steps to autoformat
Steps to Autoformat
  • Select the cells to be formatted
  • Format menu
  • Autoformat command
you must know your mathematical procedures
You MUST know your mathematical procedures!!!!!
  • “Please Excuse My Dear Aunt Sally”
pemdas
PEMDAS
  • P- parentheses
  • E- exponents
  • M- multiply
  • D- divide
  • A- addition
  • S- subtraction
solve this problem
Solve this problem:
  • 10-4/(2*4)+6= ?
charts
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
charts1
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
charts2
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
autocalculate
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
correcting errors
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

clearing cells
CLEARING CELLS
  • Steps to Clear Contents but leave formatting:
    • Select cells
    • [delete]

Or…

-select cells

-edit menu

-clear command

-contents

clearing cells1
Clearing Cells:
  • Steps to Clear Formatting but Leave Contents:
    • Select cells
    • Edit menu
    • Clear command
    • Contents

Or

-Select cells

- [delete]

clearing cells2
Clearing Cells:
  • Steps to clear formatting but leave contents:
  • Select cells
  • Edit menu
  • Clear command
  • Formats
clearing cells3
Clearing Cells:
  • Steps to clear contents and formatting:
  • Select cells
  • Edit menu
  • Clear command
  • All
select all
SELECT ALL:
  • “select all” button on worksheet or…
  • Edit menu- select all command or…
  • [ctrl] + [A]
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