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2 INTRODUCTION TO SPREADSHEETS
▪ It is also known as worksheet
▪ A spreadsheet is an electronic file made up
of rows and columns.
▪ It is an arrangement of cells in columns and
rows.

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3 New words
▪ Spreadsheet : this is an electronic table that
can do calculations.
▪ Rows : are used to enter records.
▪ Columns : are used to group types of
information.
▪ Cell : a place where a column and row meet.
▪ Workbook : a spreadsheet file.
▪ Worksheet : pages in a workbook.
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4 Examples of spreadsheet software

▪ Microsoft excel
▪ Kingsoft spreadsheet
▪ planMaker
▪ WordPerfect Office Quattro Pro

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 Uses of spreadsheet
5 ▪ At home
• Budgeting
• Calculations
▪ At school
• Tests and examination results
• Making time tables
• Recording schools fees
• Making Schools budget and development plans
▪ In Business

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6 ▪ In commerce and industry
• Financial accounts
• Recording and compiling data
• Recording personal details
▪ In clubs.
• Recording sponsorship details.
• Membership fees

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7

▪ Sorting and managing lists of information.

▪ Doing computations.

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8 Exercise
1. Define the following
(a)Spreadsheet
(b)Column
(c)Row
2. Give two uses of spreadsheet
(a) at school
(b) at home.
(c) In business
3. Give two examples of spreadsheet software.

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9

Features of the spreadsheet

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10 Common features of a spreadsheet Window controls

Name box
Formula bar
Active cell

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11 Basic Features of a spreadsheet
▪ Quick Access Toolbar
▪ Title Bar
▪ The Name Box
▪ The Formula Bar
▪ The Column Headers
▪ The Row Headers
▪ The worksheet area
▪ The vertical scroll bar
▪ Sheet tabs
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▪ Horizontal Scroll Bar

 ▪ Quick Access Toolbar: it has shortcuts to most
12 frequently used feature.
▪ Title Bar: it contains the name of the open document.
▪ The name box: it displays the name of a cell. e.g. A1.
▪ The Formular Bar: it is used to view information in a cell.
▪ The column Headers: they are labeled A, B, C,……….
▪ The Row Headers: they are on the left side of the main
window labeled with numbers.
▪ The worksheet area: it is made up of cells.

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 ▪ The vertical scroll bar: it allows to scroll up and
13
down.
▪ Sheet Tabs: they are on the left side of the
horizontal scroll bar. They are used to switch
the sheets.
▪ Horizontal Scroll Bar: it allows to scroll left and
right.

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14 Exercise
Study the diagram below of a spreadsheet. Answer the
questions that follow.

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C D
15 (a)Identify A, B, C and D.
(b)What is use of part D.
(c)Define row header.

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16 Concepts of Worksheet and Workbook
▪ Argument: this is a value or cell reference that is passed
on to a formula or function in order for it to carry out its
task.
▪ Row: these run from left to right of the sheet currently in
use labelled with numbers.
▪ Column : these runs from top to the bottom of the sheet
currently in use and they are labeled A-IV and are 256 in
number.
▪ Cell: A cell is the intersection of a column and a row.

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 ▪ Cell Address: a combination of column letters
17 and row numbers to a certain cell. e.g. A2

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 ▪ Cell range: a reference to a specific block of
18 cells in order using cell address. e.g. (C2 : C7)

▪ Function: a built in a formula designed to ease

use.
▪ Value : data used to calculate results.
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19 Open, Close and save a workbook
• Open an existing workbook.
• Create a new blank workbook or use a template.
• Save a workbook under a new name.
• Close a workbook.
• Exit excel.

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20 Starting a spreadsheet program
1.
▪ From the start menu, click all programs.
▪ Click Microsoft Office
▪ Click Microsoft excel
2.
▪ Double-Click on Microsoft Office Excel shortcut
icon.
▪ To create a shortcut right-click on Microsoft
excel and options will be displayed.
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21 Exercise
1. Study the diagram below of a spreadsheet extract which shows two
separate ranges and answer the question that follow.

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22 Exercise
(a)Explain how you can highlight the separate ranges of
data.
(b)The current sheet is saved as budget, explain how to
rename it to budget 2022.
(c)What meant by range?
(d)Give the cell reference to the cell where the content is
100.

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23

Entering and editing data

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24 Creating a workbook
▪ An excel file is called a workbook.
▪ By default workbooks open three blank worksheets.
▪ The advantage of having multiple worksheets is that a
variety of data can be compiled, analysed and
integrated in a single file.
▪ Worksheet may contain data, charts or both.
▪ We can create a new workbook in two ways:
1. Start with an empty worksheet.
2. Create a new workbook from an existing template.
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25

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26 A new workbook appears

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27 Creating a new workbook from existing
template

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28
Entering data in excel
▪ Select the cell where you want to enter text
▪ Type text into the cell.
▪ To accept the text, press Enter or an Arrow.

▪ You can use tab key to move to the cell to the right of the
active cell.

▪ To force text to wrap at a specific point in a cell, press Alt +

Enter.

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29

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30 Entering numbers
▪ Numeric cells can be used for
calculations and functions.
▪ They may contain a decimal point (.).
Plus (+),or minus (-) and currency ($).

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 Number formats
31
❑Number format is the type of number in a cell.
❑This is a special kind of formatting to do
calculations.
Types of numbers
▪ General numbers
▪ Percentage
▪ Currency. This is the money system a country
uses.
▪ Time
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32 Change the number format
▪ Click home
▪ Use the options in the number group option.
▪ By default all numbers are set to General.
▪ You can also customize some of the numbers. To
customize is to change something to the way
you want is.

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33 Customise a number format

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34 Edit numbers

▪ To edit numbers in a cell, select the

cell and type the new number
directly into the cell or type the new
number in the formular bar.

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35 Delete numbers
▪ You can delete single number or range of cells.
Range is a block of cells that are close together.
▪ You can delete numbers that are not close
together by holding down Ctrl key and click on
each cell whose number you want to delete.

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36 Entering Dates and Time
▪ Select the cell you want to enter date or time.
▪ Type date in one of the following formats
21/02/2022, 21-02-2022 or February 21, 2022.
▪ Type the time and press Space.
▪ To indicate AM or PM press shift + A or P
respectively.

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37 Insert symbols
▪ Under the insert tab, click the symbols button in the
text group.

▪ Click insert
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38 Exercise
1. Study the diagram below.

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39

AMENDING A SPREADSHEET

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40 AMENDING A SPREADSHEET

A spreadsheet can be amended or

changed in two ways:
1. Inserting additional columns or rows
as required.
2. Inserting or deleting rows as required.

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41 Inserting columns
▪ It can be done in two ways:
1. Select the column before which you need to
insert a column or columns.
2. Click on insert on the home icon and click
insert sheet columns.
3. This inserts a column or number of the column
immediately to the left of the selected.

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 Alternatively
43

1. Select a column before

which you need to insert a
column or number of
column.
2. Right click on the mouse to
display the insert
command.
3. Click on insert and the
column or columns will be
inserted to the left.

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44 Deleting columns
1. Select the column or
columns to be deleted.
2. Click on the Delete icon.
3. Click on Delete sheet
columns
Or
1. Select the column or
columns to be deleted.
2. Click the right button.
3. Click on Delete

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45 Inserting rows
1. Click on the number to the left side.
2. Click the insert icon
3. Select insert Sheet rows
Or
1. Click on the number to the left side.
2. Click the right button
3. Select insert

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46

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47 Deleting rows
1.Select the rows to be deleted.
2.Click on the Delete icon.
3.Click on Delete sheet the rows
Or
1.Select the rows to be deleted.
2.Click the right button.
3.Select delete sheet rows
4.Click on Delete

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48

Formatting cells

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49 Formatting data in a worksheet
▪ Formatting, in excel, refers to the different styles in which
data can be represented in a worksheet. That is
changing the font, Letter size or Colour.
▪ Formatting involves actions that help make your work
more readable.
▪ Draw attention from the and put emphasis on some of
the data.
▪ It involves actions that specify the kind of data you are
entering. e.g. numbers, currency or fraction numbers

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50 Formatting Features
 Excel’s text formatting tools are located under Home
tab.
• Font
• Alignment
• Numbers
• Styles
• Cells
• Editing

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 Pointer Shapes
51
• Appears when the pointer is • It appears when a pointer
between a row or column divider is placed over a cell
• It adjusts the height and the width boarder or objects
or rows and columns • Moves cells, graphics or
• It appears when the pointer is on objects
a column or row heading
• Selects the column and rows.

• It appears when the pointer is on

the fill corner of a cell
• Autofill other cells with similar
information • It appears when editing a
cell content
• Provides a text insertion
• It appears when a mouse is placed points
over the Ribbon
• Selects Ribbon and Menu options

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52 Merge cells
▪ Cell Merging means
combining two or more
cells to create a new
larger cell.
1. Select the cells
2. Click on merge &
center button

Merged
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cells
53 Changing text orientation
▪ When column headings are longer than the contents of
the cells in the column below the heading, you can turn
the heading vertically in order to save space on the
page and fit the contents of the column better
▪ To change text direction or orientation
• Click on the orientation option on the Home tab.
• Select the direction

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 Sorting Data
54
▪ Data entered onto a spreadsheet is usually entered in a random
order.
▪ Sorting is arranging data systematically in a specific order.
▪ Sorting is changing or organizing the order of spreadsheet data.
▪ Sorting the text can be done alphabetically such as ascending
order(A-Z )or descending order (Z-A).
 ascending order this is when values are arranged from the smallest to
the largest.
 Descending order this is when values are arranged from the largest to
the smallest
▪ Sorting numbers can be done from largest to smallest or smallest to
largest.
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55 How to sort data
1. Select the cells.

2. Click on sort & filter

command.

3. Choose the required sort.

4. Click on the command.

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56

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 57 Filter Data
▪ Filtering is the way to hide unwanted data temporarily so that
you can see only specific data. This help to focus on the specific
information.
▪ This also makes it easier to analyse data.

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 58 Filter data in a spreadsheet

1. Add column headings to the worksheet data.

2. Select data and headings.
3. Click sort & filter command
4. Choose the filter option from the drop-down
menu or press Ctrl+Shift+L.
5. Click on the arrows. A list of data will show, with a
tick box next to it.
6. To stop filtering process, press Ctrl+Shift+L again.

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59 Add a link to a document in a
spreadsheet
▪ Hyperlinks these are links between two
documents that will open a program to view the
linked file when you click on the link

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60 Create a hyperlink
1. Select the cell in a spread sheet
2. Click on insert tab
3. Click on hyperlink button in the
links group
4. Click on the field next to the look
in label. Browse to the file you
want to link.
5. Select the file and click ok.
6. The name of the linked file is
underlined in blue.
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62

Using formulas and functions

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63 Operators
▪ An operator is a symbol or sign that specifies the
type of calculation to be performed within an
expression.
▪ Types of operators
1. Arithmetic
2. Comparisons
3. Text concatenation
4. Reference

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64 1. Arithmetic operators

▪ Arithmetic operators perform basic mathematical

operations such as:
1. Addition
2. Subtraction
3. Division
4. Multiplication

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Operator Description Example interpretation

+ Addition =B2+B3
Add cell B2 and B3

* Multiplication =C2*C3 Multiply cell C2 by C3

- Subtraction =C2-C3 Subtract cell C3 from C2

/ Division =A2/C3 Divide cell C3 by C2

% Percent =A2/C3%
Gives C3 as a percentage of C2

^ Exponentiation =D4^2
Return D4 to the power 2

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 Comparison operators

66
▪ In excel two values can be compared using TRUE or FALSE. Which is a
logical value.

Operator Description Example

= Equal to = A1=B1

> Greater than = A2>B5

< Less than =A5<A7

>= Greater than or equal to =A5>=A7

<= Less than or equal to =A5<=A7

<> Not equal to =A5<>A9

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67 Exercise

1. The instruction “Divide the sum of C2 and C3 by

the contents of C1” can be entered in a
spreadsheet as…….
2. List four arithmetic operators.
3. Give two examples of how operators are used in
a spreadsheet

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68 Text Concatenation operator (&)
▪ The concatenation operator joins one or more strings to produce a
single piece of text. e.g. Cell B5 has CHONGO and C5 has
DOMARION.

Concatenation can be used to join two into a single name.

▪ The result is CHONGO DOMARION

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 Reference operators
69 ▪ Range of cells can be combined for calculations using
reference operator.

Operator Description Example

Range operator, produces one
: full colon reference to all the cells between two = A21:D21
references.

, comma Union operator, combines multiple

=SUM(B5:B15,D5:D15)
references into one reference.

Intersection operation, which produces on

B7:D7C6:C8
(space) reference to cells common to the two
references.

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70 Using mathematical operators
▪ Excel calculates a formula from left to right,
according to a specific order of each operator
in the formula.
▪ It performs the operation according to BODMAS,
similar to the BODMAS an acronym for excel is
called BEDMAS. Which means Brackets come
first, exponential, division, multiplication, addition
and subtraction.

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 Functions and Formulae
71 ▪ A function is a pre-set advanced formula that can be used to do
quick mathematical calculations.
▪ Formula is a combination of values in cells and operators to do
calculations.
▪ The following are the common functions:
1. SUM : calculate the total value of selected cells.
2. PRODUCT: when two values in a cell are multiplied.
3. AVERAGE: calculates the average value of selected cells.
4. QUOTIENT: returns the integer value of division without a remainder
5. COUNT: counts the number of cells from the selection of cell

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72 The parts of the function
▪ Functions have different parts and all functions follow the syntax.
This means that it follows the specific order or same sequence and
layout.
▪ A function always starts with an equal sign followed by the name
of the function and lastly the arguments.

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 Function What it does example
73 SUM Calculates the total value =SUM(B5:B10)
AVERAGE Calculates the average value =AVERAGE(B5:B10)
MIN Calculates the minimum value =MIN(B3:B12)
MAX Calculates the maximum value =MAX(B3:B12)
IF Gives on answer when the
condition is met =IF(B5>, “Yes", "No”)
COUNT counts the number of cells from
the selection of cell =COUNT(B4:B9)
COUNTA Counts the number of cells that
have numbers or text. Empty cells =COUNTA(B2:B6)
are not counted.
SUMIF Add the values in a range of cells =SUMIF(B3:B5,9, C4:C8)
when those values meet a
condition.
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74 Inserting a function
▪ The window has three sections
1.In the first section, type the function and click the
Go button, it lists all the functions that are able to
do that calculations.
2.The second section is used to search for specific
categories of functions.
3.The third section is where all the function are
listed. Below this function is a short description of
the selected function.
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75 The AutoSum Command
▪ Click on the arrow next to the sigma sign σ.
▪ Select the basic function from the list.
▪ When you select the More Function option, the insert
Function dialogue window opens.

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76

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77 Use the Function library
▪ Click the formulas tab on the Ribbon.

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 78 Exercise
The following table shows part of a spreadsheet
used to keep track of the ages of the athletes
below 15 years at a sports club.

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 A B C D E F
1 79 MANSA SPORTS CLUB
2 Surname Firstname D.O.B Age in years Comment
3 Chama Mary 2008
4 Mwiya Precious 2005
5 Namani James 2007
6 Sikalumbi Emmanuel 2012
7

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80
(a)What command can be used to arrange the
records in alphabetical order by surname.
(b)Write the formular in D3 that can calculate the
age in years.
(c) state what comment will be displayed in cell E4
after entering the function
=IF (D3<15, “eligible to play,” “over age”)
(d)What will be displayed if the function
=MAX (D3:D6)
(e)Explain the record 1 is made into one cell.
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81

CHARTS

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82 Charts
▪ A chart is a tool that help to illustrate information
graphically in much more efficient way than can be done
in a table.
▪ It can be used to make comparisons, show changes or
illustrate trends in a graphic manner.
▪ Charts commonly used are:
• Pie charts
• Line graph
• Bar graph
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83 Pie Chart
▪ It is used to show proportion.

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84 Create a chart
1. Select the information in worksheet.
2. Click on insert tab. Find the chart group on the Ribbon.
3. Click on chart option. A drop down list of charts
appears.
4. Select pie chart.
5. The wizard will present a table.
6. Rename the headings in the table.
7. Fill the values accordingly.
8. Format and resize your pie chart.

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85

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86

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87 Line graph
▪ These are good for showing trends.

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88 Bar graph
▪ These charts are good for making comparisons.

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89 Column chart
▪ It represents the values in in vertical.

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90 REFERENCE

1. Floyd Chanda, Kennedy Mwaba and Rachel Bey-Miller (2021) Progress in Computer
Studies) 8 and 9
2. R Banda, B Dill, S Nunkumar (2015) Longman Computer Studies 8 and 9
3. Jack Chishala (2015) Junior secondary computer Studies
4. H. Kakonkanya (2015) Revised Syllabus Computer studies 9

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