Introduction to Spreadsheet Software

1. Introduction to Spreadsheet Software

2. Lesson Overview • 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

3. Spreadsheet and Their Uses • 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”

4. Charts Report using color and graphics

5. Spreadsheet Basics • 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.

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

7. Types of Spreadsheet Data Types of Spreadsheet Data There are four types of data you may enter in a cell: • 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.

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 Security • 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.

11. Basic Spreadsheet Formulas • 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