SPREADSHEETS

Spreadsheets are application packages used for calculations and manipulation of figures.

They consist of a series of rows and columns. Examples of spreadsheet applications include Ms. Excel,
Lotus 1-2-3, Supercalc, Quattro Pro

Uses of Spreadsheets
• Used to record sales, produce invoices and compile statement
• Used for accounting purposes by recording credits and debits on different columns, auto-sum
them and maintain running totals
• Can be used as timesheets by performing calculations on time-based numbers
• Spreadsheets can be used as simplified databases i.e. track pricing of a particular product
• Researchers can compile and analyze their results
• To compile students’ marks and produce overall results
• To create tables of figures and manipulate them
• Used for creating charts depicting trends
• Collect data from different sources

Screen Layout
• Title bar

Identifies the application and the current worksheet

• Quick Access Toolbar

Provides buttons for the most frequently used commands

• The Ribbon

Gives access to all Excel Commands

Includes File tab, which enables you to create, open, save and send files as well as protecting,
previewing and printing them.

• Formula bar

Displays the entry in the currently selected cell. Can be used to insert or edit cell entries

The [Insert Function] button opens the insert Function dialog box – to access all excel functions

• Name box

Displays the active cell or range reference and accesses named ranges
 • Work Area

The entire worksheet and all its elements, including cells, gridlines, row and column, headings, scroll
bars and sheet tabs

Each worksheet contains 16,384 columns and 1,048,576 rows.

• Select Range

If a cells selected, it is outlined in black. If a range is selected, the range is outlined in black and all cells
within that range highlighted, with the exception of the cell that is currently displayed in the formula bar

• Pointer
• Insertion point

A flashing | beam that shows where the next character will appear

• Sheet Tab

Appear at the bottom of a workbook window display the names of sheets.

• Status bar

Bar across the bottom of excel window displaying information about a selected command or an
operation in progress. On the left Mode, indicates your current status i.e;

READY – Excel waiting for your next entry

ENTER – Press [Enter] before issuing next command

EDIT – you are editing an entry in a cell

• Page view buttons

Change the way the page is viewed. Options are [Normal] , [Page Layout] and [Page Break View]

• Zoom Level

To adjust page magnification on screen

• Scroll bars

To view different parts of the spreadsheet

• Excel Window

When you work in Excel, you use workbook files to hold your information. Each workbook consists of
several worksheets made up rows and columns of information.
A workbook therefore allows you to organize various kinks of related information in a single file (or
workbook)

• Worksheet

A worksheet is one sheet in an Excel workbook. Each worksheet consists of 256 columns and 65,536
rows.

• Columns

Columns are the vertical divisions of a worksheet that are identified by letters. The columns begin with A
and proceed through the alphabet. The 27th column is AA followed by AB, AC, and this convention for
naming continues through the entire alphabet until you end up with the last column (column 256)
which is Designated IV.

• Rows

Rows are the horizontal divisions of a worksheet and are identified by numbers.

• Cells

A cell is the intersection of a row and a column. Each cell has an address that consists of the column
letter and row number (A1, B3, C5 and so on). Each cell is capable of containing different types of
information e.g. text, number, times, formulas. Excel data basically comes in two varieties: labels and
values.

A label is a text entry consisting of alphanumeric characters. It is called a label because it typically
provides descriptive information such as the name of a place, person, e.t.c. A label has no numerical
significance in Excel.

A value is data that has numerical significance. These include numbers, dates and times that you enter
on your worksheet. Values can be acted on by formulas and functions.

• Column heading

The letters across the top of the worksheet which identify the columns in the worksheet

• Row headings

The numbers on the left side of the worksheet which identify the rows in the worksheet

• Cell selector

The dark outline that indicates the active cell. It highlights the cell you are currently working on
Dialog box

A window where options can be selected, that relate to a required command. A typical example is the
font dialog box

Picture of Excel Window

Move around in a worksheet

A worksheet consists of columns named with a letter and rows identified by a number. The first cell in
the top row, left column is therefore A1. Cell A1 is called the HOME cell

Keyboard combinations available in Excel:

Action Results
Click a cell To enter or edit data in a cell
Arrow keys Move one cell in any direction
[Tab] Move one cell to the right in a worksheet
[Ctrl] + Arrow key Move to the end of the current data region in any direction
[Shift] + Arrow key Extend selected range by one cell in any direction
[Home] Move to the beginning of the row
[Ctrl] + [Home] Move to cell A1
[Ctrl] + [Shift] + [Home] Extend selected range to cell A1
[Ctrl] + [End} Move to the last used cell on the worksheet (bottom right corner)
[Ctrl] + [Shift] + [End] Extend selected range to the last used on the worksheet
[Ctrl] + A Select current range. Press again to select entire worksheet
 [Enter] Complete data entry and by default, select cell below
[F5] Open Go To dialog box to enter cell reference required
[Page Up]/[Page Down] Move one screen to the left/right in a worksheet
[Ctrl] + [Page Up]/[Page Down] Move to the previous/next sheet in a workbook
[Alt] + [Page Up]/[Page Down] Move one screen to the left/right in a worksheet

Enter data using shortcut keys

Action Results
[Enter] Complete a cell entry and by default, move down a cell
[Ctrl] + [Enter] Fill the selected cell range with the current entry
[Shift] + [Enter] Complete a cell entry and move up in the selection
[ESC] Cancel a cell entry
[F4] or [Ctrl] + [Y] Repeat the last action
[Alt] + [Enter} Start a new line in the same cell
[Backspace] To delete characters to the left
[Delete] To delete characters to the right
[Ctrl] + [Delete] Delete text to the right of the line
[F2] Edit a cell entry
[Ctrl] + [D] Fill down
[Ctrl] + [R] Fill to the right
[Ctrl] + [X] Cut the selected range
[Ctrl] + [C] Copy the selected range
[Ctrl] + [V] Paste the last clipboard entry

Work in cells or the Formula bar using shortcut keys

In addition to accessing Excel commands through the Ribbon and Quick Access toolbar, the following
keyboard commands are available:

Action Results
= Starts a formula
[ESC] Cancel an entry in the cell of formula
F2 Edit an active cell
[Backspace] Edit the active Cell, Clear, it or delete the preceding character in the active call as
you edit the cell contents
[Ctrl] + 1 Display the format cell dialog box
[F9] Calculate all sheets in an open workbooks
[Shift] + F9 Calculate the active worksheet
[Alt] + [=] Insert AutoSum formula
[Ctrl] + [;] Enter the date
[Ctrl] + [Shift] + [:] Enter time
[Ctrl] + [Shift] + [“] Copy the value from the cell above the active cell into cell or the formula bar
[Ctrl] + [’] Alternate between displaying cell values and displaying cell formulae
[Ctrl] + [‘] Copy a formula from the cell above the active cell into the cell or the formula
bar