SPREADSHEET

BERNARD RODA
TUP
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Learning Objective

1. To know the basic about electronic spread sheet.

2. To determine the functions of Excel.
3. To learn the ways in formatting worksheet.
4. To identify the some math and conditional
function in Excel 2007.
5. To apply electronic spread sheet function in
creating a simple application.
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Lecture Outline
1. Basic Function of Spread sheet
2. Nature of Spread sheet
3. Features of Electronic Spread sheet
4. Columns, rows and cells
5. Formatting worksheet
6. Preparing charts
7. Math Functions
8. If statement
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What’s in Store?
1. Basic Function of Spread sheet
2. Nature of Spread sheet
3. Features of Electronic Spread sheet
4. Columns, rows and cells
5. Formatting worksheet
6. Preparing charts
7. Math Functions
8. If statement
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Basic Function of Spreadsheet

Why Use Spreadsheets?
• A spreadsheet is a file that exists of cells in rows and
columns and can help arrange, calculate and sort
data.
• Data in a spreadsheet can be numeric values, as well
as text, formulas, references and functions

• Plan ahead (What if)

• Make the computer do the work
• See the results of change
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The Nature of Spreadsheets

• Use numbers to track performance
• Manual
▫ Tedious
▫ Time-consuming
▫ Error-prone
• Electronic spreadsheets
▫ Automate
▫ Increase ability to track performance
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Electronic Spreadsheets
VisiCalc
• First electronic spreadsheet
program, 1979
Apple II microcomputer
• Computer becomes an
indispensable tool for financial
analysis
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Electronic Spreadsheets
Labor Saving
Automatic recalculation
• Change one value
• All dependent values are recalculated
• A single change can affect many calculations
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Electronic Spreadsheets
Labor Saving

“What If” Analysis

▫ The process of changing one or more spreadsheet
values and observing the resulting calculated effect

• What if we reduce the price by 5%?

• What if we buy a home and the mortgage rate
increases by .5%?
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Working with Spreadsheets

• Plan
• Create
• Edit and proofread
• Format
• Print
• Add graphics
• Provide data security – password, protect
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Working with Spreadsheets

The plan…

…The result
Electronic Spreadsheets
How it Works
• Enter data and calculations
• Electronic spreadsheet automatically performs the
calculations
• Error-free results are displayed on the spreadsheet
• Print
• Store to be used again

INCOSYS
12
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Electronic Spreadsheets
Fundamentals
• Screen
▫ Window into the spreadsheet
▫ Scroll using mouse or cursor-movement keys
• Rows and columns
▫ Row – number
▫ Column – letters
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Electronic Spreadsheets
Fundamentals
• Cell
▫ Junction of a row and column
▫ Cell address (cell reference) – letter and number
• Active cell (current cell)
▫ Highlighted with border or reverse video
▫ Can enter or edit data in active cell only
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Basic Data Types

• Number – the inputted data is consider to be a
number format.
• Currency – the data is in a form of currency with
symbol correspond to it.
• Date – data is in a date format
• Time – data is in time format
• Text – data is enclosed by a double quotation (“)
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Columns, Rows and Cells

Insert blank cells, rows, or columns
Do one of the following:
• Insert new blank cells Select a range of cells where you want to insert
the new blank cells. Select the same number of cells as you want to
insert.
• Insert a single row Click a cell in the row immediately below where you
want the new row. For example, to insert a new row above row 5, click a
cell in row 5. Insert multiple rows Select rows immediately below where
you want the new rows. Select the same number of rows as you want to
insert.
• Insert a single column Click a cell in the column immediately to the right
of where you want to insert the new column. For example, to insert a
new column to the left of column B, click a cell in column B.
• Insert multiple columns Select columns immediately to the right of
where you want to insert the new columns. Select the same number of
columns as you want to insert.
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Delete cells, rows, or columns

• Select the cells, rows, or columns you want to delete.
• If you are deleting a range of cells, click Shift cells left,
Shift cells up, Entire row, or Entire column in the
Delete dialog box.
• Note Microsoft Excel keeps formulas up to date by
adjusting references to the shifted cells to reflect their
new locations. However, a formula that refers to a
deleted cell displays the #REF! error value.
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INCOSYS Module IX:

Spread Sheet
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Worksheet, Data and Content

Formatting cell attributes

This is used to modify the appearance of the cell, there

are six categories for cell attributes:
1. Number – use to change the number appearance.
2. Alignment – use to change the text alignment.
3. Font – use to change the font type, size and effects.
4. Border – use to add and modify the borders for each
cell.
5. Pattern – use to modify cell shading.
6. Protection – for password protection
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INCOSYS Module IX:

Spread Sheet
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INCOSYS Module IX:

Spread Sheet
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Display or hide rows or columns

Display a hidden row or column
1. Select a row or column on each side of the hidden rows or columns you
want to display.
2. Right click the cell and select unhide.

TIPS:
• If the first row or column of a worksheet is hidden, click Go To on the
Edit menu. Type A1 in the Reference box, and click OK. Point to Row or
Column on the Format menu, and then click Unhide.
• Also, the row or column may have had the height or width set to zero.
Point to the border of Select All until the cursor changes to or , and
drag to widen the row or column.
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Adjusting Worksheet View

Split panes
1. At the top of the vertical scroll bar or at the right end of
the horizontal scroll bar, point to the split box.
2. When the pointer changes to a split pointer , drag
the split box down or to the left to the position you want.
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Freeze panes
1. Freezing panes allows you to select data that remains visible when scrolling
in a sheet. For example, keeping row and column labels visible as you scroll.
2. To freeze a pane, do one of the following:
– The top horizontal pane Select the row below where you want the split to appear.
– The left vertical pane Select the column to the right of where you want the split to
appear.
– Both the upper and left panes Click the cell below and to the right of where you want
the split to appear.
• On the Window menu, click Freeze Panes.
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What is a Chart?
• It is a visual representation of data that is used to convey
information in an easy-to-understand and attractive manner.

• It consists of a number of parts or elements that are used to

graphically display the worksheet data.
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What are the types of Charts?

300000

+14%
238281 -12%
210299
200000 +38%172195
-16%
150900

112424
94094
100000

0
2003 2004 2005 2006 Jan-Jun '06 Jan-Jun '07

Bar or Column Charts – usually used when the purpose of the chart is to
compare one with another data element. It shows variations over a period of
time.
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What are the types of Charts?

50,000

40,000

30,000

20,000

10,000

-
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2004 15,960 20,826 16,949 12,081 14,838 10,908 12,160 9,947 10,513 14,653 13,015 15,464
2005 16,088 14,804 46,089 26,857 21,964 17,221 2,932 22,160 18,224 19,294 15,111 15,803
2006 15746.5 15,592 18,892 24,945 22,820 14,428 12,964. 10,723. 12,090. 18,661.0 24,286. 17,752.
2007 9,644.6 9,785.5 12,233 14,137. 29,729. 18,564.

• Line Charts – usually used where you need to plot trends

or show changes over a period of time.
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What are the types of Charts?

5% 2% 4%
4%
• Pie Charts - usually used to 9%
show the proportions of 26%
individual components 4%
compared to the total.

9%
37%
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What are the types of Charts?

25,000.00

20,000.00

15,000.00 2007 YTD

2006
10,000.00 2005

5,000.00

0.00
0 2 4 6 8 10 12 14

• Scatter Plot Chart – usually show how one or more data

elements relate to one another data elements.
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Different Charts available in Excel

40,000.00

35,000.00

30,000.00

25,000.00
2005
20,000.00 2006
2007 YTD
15,000.00

10,000.00

5,000.00

0.00
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

• Area Charts – Shows the magnitude of change over time by emphasizing the area
under the curve created by each data series.
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Different Charts available in Excel

• Radar Charts
▫ Display a line or area chart wrapped around a central point.

• XY (scatter) Charts
▫ Used to show the relationship between two ranges of numeric
data.

• Surface Charts
▫ display values as what appears to be a rubber sheet stretched
over a 3-D column chart. These are useful for finding the best
combination between sets of data.
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Different Charts available in Excel

• Bubble Charts
▫ It is like a scatter chart with the third value displayed as the size of
bubble markers.

• Stock Chart
▫ is a high-low-close chart.
▫ It requires three series of values in this order.

• Cylinder Charts
▫ Display values with a cylindrical shape.
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Different Charts available in Excel

• Cone Charts
▫ Display values with a conical shape.

• Pyramid Charts
– Display values with a pyramid shape.
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What are the Chart Elements?

• Category Names
▫ Labels that correspond to the headings for the worksheet data that is
plotted along the X axis.

• Plot Area
▫ The area within the X- and Y- axis boundaries where the chart appears.

• Data Series
▫ Related data point that are distinguished by different colors or patters.

• Data Marker
▫ A bar, dot, or other symbol that represents one number from the
worksheet.
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Chart Elements…
• Chart gridlines
▫ Lines extending from the axis line across the plot area that make it easier
to read the chart data.

• Legend
▫ A box that identifies the chart data series.

• Chart Title
▫ A descriptive label displayed above the charted data that explains the
contents of the chart.
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Chart Elements…

•Category-axis Title
▫A descriptive label displayed along the X
axis.

•Value-axis-Title
▫A descriptive displayed along the Y axis.
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Chart title Sales Forecast INCOSYS Module IX:

Plot Area
First Quarter Spread Sheet

Value-
axis title
$16,000
$14,000 Data
$12,000 marker
$10,000
Sales

$8,000
$6,000
$4,000
Y-axis
$2,000
$- Data
JAN FEB MAR series
X-axis
Category Months Legend
axis title
Beverage Food Internet Merchandise
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How to Insert a Chart

1. From the menu bars on the Excel 2007 Ribbon,

click on Insert
2. Locate the Charts panel:
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• So click the down arrow on the Type of Chart at Chart

Panel.
FUNCTION IN EXCEL is a predefined formula that is used for
specific values in a particular order. Function is used for
quick tasks like finding the sum, count, average, maximum
value, and minimum values for a range of cells
• SUM for summation of a range of numbers
• AVERAGE for calculating the average of a given range of
numbers
• COUNT for counting the number of items in a given range
• Functions increase user productivity when working with excel.
• Let’s say you would like to get the grand total for the above home supplies
budget.
• To make it simpler, you can use a formula to get the grand total. Using a formula,
you would have to reference the cells E4 through to E8 one by one.
• You would have to use the following formula.
= E4 + E5 + E6 + E7 + E8
With a function, you would write the above formula as
=SUM (E4:E8)
As you can see from the above function used to get the sum of a range of cells, it is
much more efficient to use a function to get the sum than using the formula which
will have to reference a lot of cells.
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Add numbers
• You can add numbers as you type them into a cell.
• For example, type =5+10 in a cell to display the result 15.

Add all numbers in a contiguous row or column

• Use AutoSum to do this task.
• Click a cell below the column of numbers or to the right of the row of
numbers.
• Click AutoSum on the Standard toolbar, and then press enter
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Add numbers that are not in a contiguous row or column

• You can use the SUM function to do this task as in the following example.
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Calculate the average of numbers

• The average is also called the mean.
• Calculate the average of numbers in a contiguous row or column

• Click a cell below or to the right of the numbers for which you want to find the average.
• Click the arrow next to AutoSum on the Formula tab, and then click Average, and then press
ENTER.
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Calculate the average of numbers

• Calculate the average of numbers not in a contiguous row or column
• Use the AVERAGE function to do this task
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Calculate the smallest or largest number in a range

If the cells are in a contiguous row or column
• Select a cell below or to the right of the numbers for which you want to find the
smallest number
• Click the arrow next to AutoSum , and then click Min (calculates the smallest), or
Max (calculates the largest), and then press ENTER.
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Calculate the smallest or largest number in a range

• Use the MIN, MAX, SMALL, or LARGE functions to do this task.
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Increase or decrease a number by a percentage

• Note When you use a number followed by a percent sign (%), the number
is interpreted as a hundredth of its value. For example, 5% is interpreted
as .05.
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Raise a number to a power

• Power Returns the result of a number raised to a power.
• Syntax:
POWER(number,power)
• Number is the base number. It can be any real number.
• Power is the exponent to which the base number is raised.
• Remark
• The "^" operator can be used instead of POWER to indicate to what power the base number is to
be raised, such as in 5^2.
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Round a number
• Use the ROUNDUP, EVEN, or ODD functions to do this task.
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Round a number
• Round a number to the nearest number
• Use the ROUND function to do this task.
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Round a number
• ROUND(number,num_digits)
• Number is the number you want to round.
• Num_digits specifies the number of digits to which you want to round number.

Remarks:
• If num_digits is greater than 0 (zero), then number is rounded to the specified number of
decimal places.
• If num_digits is 0, then number is rounded to the nearest integer.
• If num_digits is less than 0, then number is rounded to the left of the decimal point.
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What’s Next?
1. Basic Function of Spread sheet
2. Nature of Spread sheet
3. Features of Electronic Spread sheet
4. Columns, rows and cells
5. Formatting worksheet
6. Preparing charts
7. Math Functions
8. If statement
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IF CONDITION
IF FUNCTION
• Returns one value if a condition you specify evaluates to TRUE and another value if
it evaluates to FALSE.

• Syntax
• IF(logical_test,value_if_true,value_if_false)
• Logical_test is any value or expression that can be evaluated to TRUE or FALSE.
• Value_if_true is the value that is returned if logical_test is TRUE..
• Value_if_false is the value that is returned if logical_test is FALSE.
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Reminders
Remarks
• Up to seven IF functions can be nested as value_if_true and
value_if_false arguments to construct more elaborate tests. See the last
of the following examples.
• When the value_if_true and value_if_false arguments are evaluated, IF
returns the value returned by those statements.
• If any of the arguments to IF are arrays, every element of the array is
evaluated when the IF statement is carried out.
• Microsoft Excel provides additional functions that can be used to
analyze your data based on a condition. For example, to count the
number of occurrences of a string of text or a number within a range of
cells, use the COUNTIF worksheet function. To calculate a sum based on
a string of text or a number within a range, use the SUMIF worksheet
function. Learn about calculating a value based on a condition.
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Example 1
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Example 2
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Example 3