SPREADSHEET

Definition of a spreadsheet
A spreadsheet is a ledger sheet that lets you enter, edit and manipulate numeric data. It
can be manual or an electronic spreadsheet.

Types of spreadsheets
i. Manual Spreadsheet
This spreadsheet consists of a book like ledger with many sheets of papers
divided into rows and columns on which data elements are entered manually
using a pen or pencil.

ii. Electronic Spreadsheet

This spreadsheet is prepared using a computer program that enables the user to
enter values in rows and columns and manipulate them mathematically using
formulae.

Types of spreadsheet programs

a) Viscal
b) Lotus 1-2-3
c) Microsoft Excel
d) VP- Planner

Advantages of using electronic spreadsheets over manual spreadsheets

i. The electronic spreadsheet utilizes the powerful aspects of the computer like
speed, accuracy and efficiency to enable the user quickly accomplish tasks,

ii. The electronic spreadsheet offers a larger virtual sheet for data entry and
manipulation. For example the largest paper ledger you can get is one that does
not exceed 30 columns and 51 rows while with an electronic spreadsheet, the least
ledger has 256 columns and over 30,000 rows
iii. The electronic spreadsheet utilizes the large storage space on computer storage
devices to save and retrieve documents.
iv. The electronic spreadsheet enables the user to produce neat work because the
traditional paper, pencil, rubber and calculator are put aside. All the work is edited
on the screen and a final clean copy is printed. With a handwritten spreadsheet,
neatness and legibility depends on the writer's hand writing skills.
v. Electronic spreadsheets have better document formatting capabilities.
vi. Electronic spreadsheets have inbuilt formulae called functions that enable the user
to quickly manipulate mathematical data.
vii. An electronic spreadsheet automatically adjusts the result of a formula if the
values in worksheet are changed. This is called the automatic recalculation
feature. For a manual sheet, changing one value means rubbing the result and
writing the correct one again.
Components of Spreadsheet
i. Worksheet
This is the component in which data values are entered. It's made up of Rows and
Columns. The intersection between a row and a column is called a cell. A row is a
horizontal arrangement of cells while a column is a vertical arrangement of cells.

ii. Database
It’s a collection of related data stored in a computer in some organized manner so
as to provide a consistent and controlled access to the data.

The data management feature of spreadsheet can be found on the data menu. Data
entered in spreadsheet can be manipulated by sorting, filtering, calculating
subtotals etc.
 iii. Graphs
A graph is a pictorial representation of data on a worksheet

Application Areas of Spreadsheet

i) Statistical analysis
Spreadsheets have in-built statistical analysis tools that can be used to speed up
data manipulation when developing complex statistical or engineering analyses.
The user is usually expected to provide the appropriate data and parameters for
each analysis.
Some of statistical functions found in MS Excel include
Average Rank
Median SumIf
Mode Sum
Maximum Minimum

ii) Accounting
Many Accountants and business people find spreadsheet a useful tool to use in
recording daily transactions and keeping of financial records. Spreadsheet
provides a user-friendly environment for financial management since they have
inbuilt functions that make accounting tasks easier.
iii) Data Management
Spreadsheet enables neat arrangement of data into tabular structure. Related data
can be typed on the same worksheet but also different worksheets can be linked to
enhance accessibility Data management functions include sorting, filtering, using
forms to enter and view records.

iv) Forecasting ("What if analysis")

The automatic recalculation feature enables the use of "What if' analysis
technique This feature involves changing the value of one of the arguments in a
formula to see the difference the change would make on the result of the
calculation. For example, a formula to calculate a company's profit margin may be
as follows:
Profit = (Total units sold x sale price) - (Total units bought x cost price)-
Operating expenses

A sales manager in the company can ask the following question: What if sales
increase by 20%, how much profit will the company make? The manager
substitutes the total units sold value with one that is 20% higher and the
spreadsheet automatically displays the new profit. A traditional analysis method
would require a different work sheet to be prepared. Therefore, this method can
be used for financial forecasting, budgeting, stock portfolio analysis, cost
analysis, cash flow etc.

v) Scientific Application
Engineers, Scientific and technical users store empirical / experimental data,
perform statistical analysis, build and prepare complex mathematical models
using spreadsheet.

vi) Home / personal use

This involves tracking cash flow, preparing household budgets and personal
financial statements.
 Microsoft Excel Application Window
Title bar
Menu bar
Standard Label
tool bar Formatting
toolbar
Value Work Sheet Work book
Horizontal Scroll
bar
Cell Formulae
Address bar
Column

Vertical
Rows Scroll bar

Title Bar
It displays the title of the application and control buttons Cell for minimizing,
maximize and closing application.
The Menu Bar
Displays a list of menu options e.g. inserts, view, edit etc.
Standard Tool Bars
Has shortcuts to some of the most commonly used menu commands e.g. copy,
cut, save, print, open.etc.
Formula Bar
It enables the user to enter or edit a formula or data in a cell.
Cell Pointer
It marks the position of the current cell or the insertion point.
Worksheet
Consists of cell, rows and columns where data is entered.
Workbook
It consists of several worksheets

Components of a Worksheet
Cells:
An intersection between a row and a column
Row
Horizontal arrangement of cells
Columns
Vertical arrangement of cells
Range
A group of rectangular cells that can be selected and manipulated as a
block

Cell Data Types

There are four basic types of data used in spreadsheet.

a) Labels
Any text or alphanumeric characters entered in a cell are viewed as labels in a
spreadsheet program. Labels can be row and column headings used to describe the
contents of row or column. E.g. CLASS, NAME, SEX etc.

b) Values
They are numbers that can be manipulated mathematically. E.g. Currency, date, numbers
(0 - 9) etc

c) Formulae
They are user designed mathematical expressions that create a relationship between cells
and return a value in a chosen cell.
NB: Formula must start with an = sign.

d) Functions
They are in-built predefined formulae that the user can quickly use instead of having to
create a new one each time a calculation is to be done. E.g. SUM, COUNTIF, IF etc.
Cell References

A cell reference identifies a cell or a range of cells on the worksheet and shows
Microsoft excel where to look for the values or data needed to use in formulas.
Ms-excel uses the A1 cell reference style that identifies a cell by it's column label
followed by Row number. E.g. B1, E10 e.t.c
RICI reference style can also be used where a cell is referenced by its row number
followed by it's column number e.g. R3 C4, R5 C20 etc.

A. Relative Reference
This is a cell reference whose cell references keep on changing automatically depending
on their position in the worksheet. .
E.g. If you type formula = 82 + C2 in cell D2 if the formula is copied to cell D3 it
automatically changes to =82 + C3.

B. Absolute Referencing
This is used when you copy a formula to different cell and you don't want Excel to adjust
references. To make a formula absolute, add a dollar sign before the parts of cell
reference that do not change e.g. = A5 x $8$2

Basic Functions and Formulae

A formula is a sequence of values, cell references, names, functions or operators in a cell
that together produce a new value while a function is an inbuilt formula for solving
standard problems.

(A) Statistical Functions

AVERAGE
It returns the average (mean) of a set of values, which can be numbers, arrays, or
references that contain numbers. e.g. value 20 is in cell B2 and 10 in cell C2 then.
= AVERAGE (B2:C2) returns 15 as the average:

COUNT
Counts the number of cells that contain values within a range. e.g. = COUNT
(E2:E7) returns 6 if all cells have values. NB If any of the cells is blank it will be
ignored

COUNTBLANK
Is used to count all blank cells in a given range e.g. = COUNTBLANK (A1:A5)

MAX
Returns the largest value in a set of values. e.g. =MAX (A10:E10) return the
maximum value in the range.

MIN
Returns the smallest value in a set of values. e.g. = MIN (A10:E10) will return the
lowest value in the range.
 MODE
Returns the most frequently occurring value in a set of values e.g. = MODE
(A10:E10)

(B) Logical Functions

IF
It returns a specified value if a condition is evaluated and found to be true and
another value if it's false e.g if we have values 60,70,52, 42 in cells G1 to G4, the
formulae will be typed in cell H1 as follows: =IF (G1:G4>50,"Pass", "Fail") will
display Pass If values are more than 50 else will display Fail.

COUNTIF
Counts the number of cells within a specified range that meet the given condition.
E.g. If Cell (A10:A14) contains values 5, 8, 10,12,20.
= COUNTIF (A10:A14,”>10”) will return 2.

SUMIF
Adds values in the cells specified by a given criteria. e.g. If cell (A2:A5) contains
values 6, 10, 50, 11 to sum all values greater than 10, use the following formulae
=SUMIF (A2:A5,">10") will return 61.

(C) Mathematical Functions

SUM
Add all values in a range of cells as specified.
e.g. =SUM (A2:A7) add all values in the range.

PRODUCT
Multiplies values in a range of cells.
E.g. =Product (A2:A7) or =PRODUCT(5,2,4) Will return 40

Order of precedence
As we have been used to BODMAS operators in ms excel have their order of precedence
during execution. NB brackets will always make that part to be calculated first

Operator Name Precedence

- Negative as in -1 1
% Percentage 2
^ Exponentiation 3
* and / Multiplication and 4
+ and - division 5
=, <>, >, <, <=, Addition and subtraction 6
>= Relational
Editing a worksheet
Copying and moving data
When data is cut or copied from the worksheet, it is temporarily held in a storage location
called the clipboard

Copying data
Copying means creating a duplicate of cell or cells or an object
Procedure:
i. Select the cells you want to copy.
ii. Click Copy on the Standard toolbar or Click the Edit menu then select Copy
command.
iii. Select the cell in which you want to place a copy of the information
iv. From the Edit again, click Paste command. The Paste command puts a copy from
the clipboard on the specified location

Moving data
Unlike the Copy command where a duplicate copy is created, the Move command
transfers the contents of the original cell (s) to a new location.
To move a range of cells:
i. Highlight the range you want to move.
ii. From the Edit menu, select Cut.
iii. Specify the location you want to move the contents to.
iv. From the Edit menu again, click Paste.

Worksheet formatting
Worksheet formatting refers to enhancing the appearance of the worksheet to make it
more attractive and appealing to the reader. Appropriate formatting should be used to lay
emphasis, catch attention and bring otherwise hidden detail to the fore of the document.
The golden rule of formatting is to use simple clear formats.
Formatting essentially consists of changing text colour and typeface (font), size, style and
alignment.

Formatting a single cell

i. Make it the current cell then
ii. Click on the format menu option
iii. Select the cells command.
iv. In the format cells dialog box, make the formatting specifications that you wish
then click the OK button to apply.
NB: If it is a range of cells, they must be highlighted first before formatting them as a
block of cells.
Formatting text
i. Highlight the cells that have the text to be formatted.
ii. Click on Format menu then cells command. The dialog box below will appears
iii. Select the font tab as shown in the figure by clicking it.
iv. Select the font type e.g. Times New Roman. Other font formatting features like
style, size, underline and colour are available and can be selected.
v. Click OK button to apply.

Font tab

Format font dialog box

Number tab

Formatting numbers
i. Highlight the cells that have the numbers to be formatted.
ii. Click Format menu then cells command. .The dialog box below will appears.
iii. Select the Number tab as shown in the figure below.
iv. You can now choose number formats as explained below:

Number
format

Format Number format dialogue box

Number Meaning
General General format cells have no, specific number format.
format
Number Used for general display of numbers e.g. 2345.23.
Date Displays date in chosen format
Currency For displaying general monetary values e.g. $100, Ksh.20.
Accounting Lines up the currency symbols and decimal points.
Time Displays time in chosen format
Percentage Multiplies the value in a cell with 100 and displays it as %
Text Formats cells to be treated as text even when numbers are entered.
Custome For a number format not predefined in Microsoft Excel, select custom then
define the pattern

Worksheet borders
You may need to put a printable border around your worksheet or in a range of cells to
make it more attractive and appealing. To put a border:
 i. Highlight the range you wish to insert borders. From the format menu, click
cells command.
ii. Click the borders tab as shown in below and specify the border options for left,
right, top and bottom.
iii. From the Style options, select the type offline thickness and style. Also select the
preset options.
iv. Click the OK button. The selected range will have a border around it.

Click this to insert outline

Border tab on selected text

Click this to
insert top
boarder in the
highlighted
range

Border dialogue box

Formatting rows and columns
Sometimes, the information entered in the spreadsheet may not fit neatly in the cell set
with the default height and width. It therefore necessary to adjust the height of a row or
the width of a column. The standard width of a column in Microsoft Excel is 8.43
characters but can be adjusted to any value between 0 and 255.

Changing column width

i. Move the mouse pointer to the right hand side line that separates the column
headers i.e. for instance the line between A and B.
ii. Notice that the mouse pointer changes from a cross to a double arrow
iii. Click the mouse button and hold it down so that you can now resize the width of
the column by dragging .to the size you wish. After dragging to the required point
release the mouse button and the column will have a new size.
Place to move the mouse pointer (for i, ii above)

Alternatively,
i. Selelect one of the cells on the column you adjust
ii. Then click Format, point to Column then click Width command from the sidekick
menu.
iii. Type a width in the dialog box that resembles the one below.

Click in here
and type the
column width
NB: To change the widths of several columns at the same time, highlight them first
before following this method.

Changing row height

i. Point to the line that separates two row numbers e.g. the line between 1 and 2.
The mouse pointer becomes a double arrow.
ii. Drag the line until the height of the row is as required then stop and release the
mouse button.
Place to move the mouse pointer (for i, ii above)

Alternatively
i. Click Format point to Row then click Height from the sidekick menu that appears.
ii. Type the height that you wish in the dialog box that appears and then click OK
button to apply.

Click in here and

type the row width
Inserting rows and columns
i. Click cell to make it the current or active cell.
ii. Click insert then row command to insert a row above the selected cell and shift all
the other rows downward.

Alternatively
Click insert then column to insert a column to the left of the selected cell or column. This
shifts all the others to the right.

Alternatively
Click insert then cells to display the dialog box below
Then Select the entire row or column respectively.

Global worksheet formatting

The word global in this case refers to the entire worksheet. In order to format the whole
worksheet globally, it must be selected as a whole. Two methods can be used to select a
worksheet globally:
i. Click the top left corner of the worksheet that has a blank column header i.e.
immediately on the left of A and just above 1.
OR
ii. Press Ctrl A ,on the keyboard.
NB: All the entire worksheet will be selected and can be formatted as a whole

Using autoformat
It allows the user to apply one of sixteen sets of formatting to a selected range on the
worksheet. This quickly creates tables that are easy to read and are attractive to the eye.
.
i. Select a range of cells you wish to autoformat.
ii. Click format then select autoformat command on the menu that appears. Select a
format from the autoformat dialog box shown
iii. Click the OK button to apply the format to the selected range.
 Select an
autoformat

Autoformat dialogue box

Data management
At times, it becomes necessary to use advanced data management tools to manage large
data stored on a worksheet e.g. if the worksheet has many records, it may become
necessary to arrange them in a particular order using a method called sorting for easier
access to data items. Other methods of data management include use of filters,
total/subtotal function and forms.

Sorting
To carryout sorting proceed as follows:
i. Highlight the range that you wish to sort by clicking its column header letter.
ii. Click Data then Sort to display the dialog box shown below. Notice that the Sort
by field is already reading the field that yu selected.
This field is called the criteria field. '
iii. Select the field to be used as the key for sorting and the sort order as either
descending or ascending then click OK button to apply.
Highlight data
to be sorted

Select the
column you
want to sort
by

Select a
sort criteria
 Sort

Filtering data
Filtering is a quick and efficient method of finding and working with a subset of data in a
list. A filtered list will only display the rows that meet the condition or criteria you
specify. Microsoft Excel has two commands for filtering lists:
i. The auto filter: It uses a simple criteria and includes filter by selection
ii. Advanced filter: It uses more complex criteria.

Autofilter
Sometimes while looking through a list of values on a large worksheet, you may come to
a value of interest and want to see all other occurrences of the value in the spreadsheet.
Simply click the cell that has the value then click autofilter on the standard toolbar.
Microsoft Excel turns on AutoFilter and then filters the list to show only the rows you
want.

Filters can be applied to only one list on a worksheet at a time.

i. Click a cell in the list that is to be filtered; usually the list is in a colunm.
ii. On the Data menu, point to Filter, and then click AutoFilter
iii. To display only the rows that contain a specific value, click the arrow in the
column that contains the data you want to display as shown
iv. Click the value that is to be displayed by the filter from the drop down list. e.g in
the example below, the selected value is 34.
 Click the auto
filter to choose the
filter option from
the drop down list

Subtotals function
Consider the following scenario:A company that has
many salespersons will need to know how much each of
them sold at the end of a period by looking at individual
sales volumes.

Also, the grand total for all the sales has to be

calculated. Therefore, if the salespersons are held in a
list, there would be need to calculate the amount due. to
each of them. This can be called a subtotal in the list. All
the subtotals can then be added together to make the
grand total. Consider the list alongside

To calculate the subtotal

Procedure
i. Sort the data in ascending or descending order first
ii. Click a cell in the list that will have subtotals e.g. cell A2.
iii. On the Data menu click Subtotal to see the dialog box below. Notice that all the
data range is now selected.
 Select how to group

Select a function

Select which column

will have subtotals
inserted in

iv. In the At each change in box, select Sales man from the drop down list because
we want a subtotoal for each of the sales man.
v. In the Use function box select the sum function as shown in the Figure above then
select the list for which subtotals will be inserted in the add subtotals box by
checking the appropriate label. In this case it is the sales.
vi. Click ok button to apply and the list will now have subtotals inserted as shown
below

Subtotals inserted and the grand total will appear at the bottom
Totals function
Use the AutoCalculate feature in Microsoft Excel to automatically show the total of a
selected range. When cells are selected, Microsoft Excel displays the sum of the range on
the status bar. Right clicking this function displays other functions like Min, Max and
Average that can also be used. To find the total of a range, highlight it then click the
autosum icon on the standard toolbar.

Form
A form is a specially prepared template specifically formatted to enable users to enter
data in a worksheet in a format that is more convenient to them. If data is collected on
paper before entering in the computer, then a form can be created to have the layout of
the data on the paper to quicken data entry procedures.
To display a form:
i. Click Data then Form

Charts / Graphs
Charts / graphs are graphics or pictures that represent values and their relationships. A
chart helps the reader to quickly see trends in data and to be able to compare and contrast
aspects of data that would otherwise have remained difficult to understand.

Types of charts
i. Line chart
Represents data as lines with markers at each data value in the x-y plane
ii. Column chart
Represents data as a cluster of columns comparing values across categories
iii. Bar chart
Data values arranged horizontally as clustered bars. Compares values across
categories
iv. Pie chart
It displays the contribution of each value to a grand total.
v. Scatter chart
Compares pairs of values on the same axis

Creating a chart
A chart must be based on values that are already entered in the worksheet.
To create a chart:
1. Select the range of values for which you want to create a chart.
2. Click the Chart-wizard button on the standard toolbar and the chart wizard dialog box
will open as shown in below.

Chart wizard Step 1

3. Click the type of chart you wish to create. If the office assistant appears, close it. The
chart sub-type preview will show several styles of the selected chart type.
4. Click the Next button to move to the dialog in diagram along side.
5. Click the Series tab then the collapse dialog button on the Category labels text box.

Chart wizard Step 2

This will shrink the dialog box so that only the category labels text box is shown.
Highlight the data labels from the worksheet.

Chart wizard Step 3

6. Click the Expand dialog button to

bring the full dialog box into view
then click the Next button. In step 3
of the wizard, use the appropriate
tabs to type the title of the chart, show a legend , select whether to display gridlines or not
etc. After all these click the Next button.

7. At step 4 determine whether the chart will be inserted in the current worksheet or a
new worksheet then click Finish button

Chart wizard Step 4

Moving and resizing a chart

Once the chart is created, its size and location can be changed in the worksheet. The chart
element is enclosed inside a boundary called the chart area and hence both can be resized
independently. Simply click the object you wish to resize and use the object handles just
like in objects to drag to size. To move the chart, click inside the chart area then drag to
the desired position.

Data ranges
A data range is a rectangular block of cells that provides the base data that is used to
create the chart. In charting, a data range is referenced as an absolute range e.g.

=Sheetl !$B$2:$C$8 which means that the base data is found on

Worksheet 1 find absolute range B2:C8

To see the data range of a chart, right click it then select the Source data command.

Labels
Each representation of data on a chart can either be labeled by a value or text label. For
example, in a bar chart that compares the height of pupils, each bar can be given a value
label to make it more readable.

To label:
I. Right click the chart then select the chart options command from the shortcut menu.
2. Click the label tab and choose whether you want value or text labels then click OK
button to apply.

Headings and titles

Each chart must have a heading showing clearly what it represents. To make the chart
understandable, include axis titles.
To include axis titles proceed as follows:
I. Right click the chart then select the chart option command.
2. Click the Title tab then type the chart title (heading) and axis titles respectively.
3. Click OK button to apply.

Legends
Its a key that explains what each colour or pattern of the data representation in the chart
means. e.g. Excel may give red colour to one data value and green to the other etc.
Without a legend it would be difficult to differentiate between two or more sets of values
in a chart.

To create a legend:
i. Right click the chart then select the Chart option command
ii. Click the Legend tab and specify that it be displayed in the chart area
iii. Click OK button to apply.

Printing worksheets
A worksheet can be printed for sharing with others or for filing purposes. For charts that
do fit on a standard printing page the use can adjust using the default printing options and
settings. Therefore, Microsoft Excel allows the user to preview and set up the pages of a
worksheet in order to fit themTab
Margin on the Insert
hard copy page.
a header and or footer

Page setup
i. Click File: menu option then Page setup command to display the page setup
dialog box.
Page
ii. On the Page tab, select the orientation of the page. Study the meanings of each
Tab
buttons and options in Figures below
iii. After making the necessary selections, click OK to apply.

Select paper size

Page setup dialogue box

Print preview
It displays the worksheet from the point of view of the printer i.e. exactly the way it will
look when printed. Before using this command, make sure the chart is deselected.
i. Click the Print preview button on the standard toolbar.
ii. The worksheet will be displayed in the print preview window with the status bar
reading preview
iii. Click Setup to start the page setup dialog box. To close the preview, click the
Close button.

Print options Select a printer

To print click File then Print command. The print dialog box appears as shown in Figure
below

Check this to
print to file
printer (send
to file)

Set the
number of
copies to print

Option button selected to allow

Specify the printing of the entire workbook
print range

Print option dialogue box

1. Select printer
This dialog box enables a person to select the printer that will be used to print the
document. All the printers that are installed on the computer will be available
here.
2. The print what options are
i. Selection - this prints the selected worksheet area
ii. Workbook - prints all the worksheets in the workbook
iii. Selected chart - prints the selected chart only.

Page orientation
This refers to the layout of the text on the page. A worksheet can also be printed on either
landscape (longer side placed horizontally) or portrait (Longer side placed vertically)
depending on the number of columns across the worksheet.

Pages and copies

The number of copies box specifies how many copies of a particular worksheet or
workbook should be printed.
Sometimes only some specified pages in a workbook are specified for printing e.g. if a
workbook has 19 pages and you wish to print only pages 8 to 16 select the page(s) range
button then type 8 and 16 in the from, to boxes respectively before clicking the OK
button.

Printing
After selecting all the options, click the OK button to print.

Some common printing problems

A message appears on the screen saying that the printer specified could not be found in
the directory.
Possible problems and solutions
i. The printer could be off. Switch it on and it will start printing
ii. The data cable to the printer could be loose. Make sure it is firm at the ports.
iii. The wrong printer could have been selected. Select the right one in the print
dialog box and send the print job again.
iv. A message appears on the screen reading that there is a paper jam. The printer is
clogged with a paper jam alert the lab technician or the teacher to clear the paper
jam.