What is a Spreadsheet

❖ Computer program that allows for entry, automatic calculation and storage of
data in the form of tables.

Purpose of spreadsheet
❖ Electronic replacement for traditional financial accounting tools: accountant’s
ledger, and pencil and calculator.

❖ Use to perform simple and complex calculation with the help of:
Formula and functions
Automatic recalculation
Formatting Features
Sorting
Searching
Charts and Graphs

Terminology associated with spreadsheet

Workbook: A spreadsheet file. A spreadsheet workbook is made up of one or more
worksheets.
Worksheet: A worksheet is a single page of a workbook and is made up of grids of
cells spreadsheet files. The grid is made up of horizontal rows and vertical columns.
➔ Columns are named with letters (A,B,C)
➔ Rows are named with numbers (1,2,3,4)
Cell: A cell is the intersection of a column and row

Cell Address: The combination the column letter and the row number that is used to
identify a cell
Eg: B15, C4 and FC162.
Another name for cell address is cell reference.

A cell can contain three types of data

Label: A label is text typed into a cell to describe the values that will appear in the
other cells. Eg student name
Value: Numeric data type in a cell. Eg 34, 1907, 150.45
Formula: Formulas use mathematical expressions that make the handling
calculation easier. Eg C4*F16
Function: Function is the use of predefined formulas used to perform mathematical
tasks. Eg

Microsoft Excel Functions

https://www.youtube.com/watch?
v=y1126PQ5zRU
SUM(number 1, [number 2])
Eg: SUM(B2:G2)

AVERAGE(number 1, [number 2])

Eg: AVERAGE(B2:B11)

COUNT(value 1,[value 2])

Eg: COUNT(A1:C1)

IF(logical_test,[value_if_true],[value_if_false])
Eg: IF(C2<D3,’TRUE,’’FALSE’)

TRIM(text)
Eg: TRIM(A2)

MAX and MIN

Eg: MAX(B2:C11)
MIN(B2:C11)

AND (is used to check if certain things are true or false)

For example, =AND(A1="GOOD", B2>10) would output TRUE if A1 is GOOD and the
value of B2 is greater than 10. You can have it check more values than two as well,
simply add them on with another comma.

NB: IF function and AND functions are similar

Notes Mar 8, 2022
Every time you type a text in a cell it aligns to the left of the cell by default.
Every time you type a number in a cell it aligns to the tight of the cell by default.

Notes Mar 29, 2022

VLOOKUP Function

Syntax: =VLOOKUP (lookup_value, Table, Col_index_num, range_lookup)

VLOOKUP stands for 'Vertical Lookup'. It is a function that makes Excel search for a
certain value in a column (the so-called 'table array'), in order to return a value from
a different column in the same row.

=VLOOKUP(A4,A2:C10, 3, FALSE)
Notes Mar 30, 2022
HLOOKUP Function

HLOOKUP in Excel stands for 'Horizontal Lookup'. It is a function that makes Excel
search for a certain value in a row (the so called 'table array'), in order to return a
value from a different row in the same column

Example
=HLOOKUP(C5,C2:F3,2,TRUE)

If the exact date is not found in the first row of the lookup table, the HLOOKUP
formula returns the rate for the next largest date that is less than lookup_value. The
lookup value in this example is March 15th. That date is not in the date row, so the
value for January 1st (0.25) is returned.
SUM Function
The SUM function adds values. You can add individual values, cell references or
ranges or a mix of all three. For example: =SUM(A2:A10) Adds the values in cells
A2:10. =SUM(A2:A10, C2:C10) Adds the values in cells A2:10, as well as cells
C2:C10.
Countif Function
COUNTIF is an Excel function to count cells in a range that meet a single condition.
COUNTIF can be used to count cells that contain dates, numbers, and text. The
criteria used in COUNTIF supports logical operators (>,<,<>,=) and wildcards (*,?)
for partial matching.

Purpose

Count cells that match criteria

Return value

A number representing cells counted.

Syntax

=COUNTIF (range, criteria)

Arguments

● range - The range of cells to count.

● criteria - The criteria that controls which cells should be counted.
Counta Function

The COUNTA function counts cells containing any type of information, including
error values and empty text (""). For example, if the range contains a formula that
returns an empty string, the COUNTA function counts that value. The COUNTA
function does not count empty cells.

Max Function

The MAX function returns the largest numeric value in the data provided. The
MAX function can be used to return the largest value from any type of
numeric data. For example, MAX can return the slowest time in a race, the
latest date, the largest percentage, the highest temperature, or the top sales
number.
Min Function

The MIN function returns the smallest numeric value in the data
provided. The MIN function can be used to return the smallest value from
any type of numeric data. For example, MIN can return the fastest time in a
race, the earliest date, the smallest percentage, the lowest temperature, or
the bottom sales number.
PMT Function

PMT, one of the financial functions, calculates the payment for a loan based
on constant payments and a constant interest rate. Use the Excel Formula
Coach to figure out a monthly loan payment. At the same time, you'll learn
how to use the PMT function in a formula.
Replicate/Copy Formula into other cells
1. Click the cell with the formula to select it.
2. Press Ctrl + C to copy the formula.
3. Select a cell or a range of cells where you want to paste the formula
(to select non-adjacent ranges, press and hold the Ctrl key).
4. Press Ctrl + V to paste the formula.

Shortcut for Wrap text on Excel

Alt + H + W

* in filtering
What is a Chart?
A chart is a graphical representation of worksheet data in a spreadsheet.

★ Charts allow users to see the result to better understand and predict
current and furniture data.

★ Charts make it easier to visualize comparison and trends

★ Charts make your data easier to analyze than when it is in spreadsheet

format.

Types of charts
★ Column Charts
★ Line Charts
★ Pie Charts
★ Bar Chart
★ Area Chart
★ Data Series

How to Create a Chart on Excel

Select Source Data
Select the Type of Chart
Label the Chart
Save It
How to do a Mail Merge
Open Word
Go to Mailings
Click Start Mail Merge
Select Document Type
Select Starting Document
Select Recipients
Write Your Letters
Preview Your Letters
Complete the merge

Filtering data in Spreadsheet

1. Select any cell within the range.

2. Select Data > Filter.
3. Select the column header arrow .
4. Select Text Filters or Number Filters, and then select a comparison, like
Between.
5. Enter the filter criteria and select OK.

Filters can be used to narrow down the data in your worksheet and hide
parts of it from view. It allows you to display records that meet certain
criteria.

The basic filter in excel is known as Auto filter.

When the Excel auto filler is added to the header row of a spreadsheet, a
drop down menu appears in each cell of the header row. This provides you
with a number of filter options.

There are three documents that are involved in the mail merge process: the
main document, the data source, and the merged document.

Advanced Data Filter

Select the entire data set (including the headers). Go Data tab –> Sort &
Filter –> Advanced. (You can also use the keyboard shortcut – Alt + A + Q).
This will open the Advanced Filter dialog box.
For the criteria range you copy the headings like in the example above the
value (>30,000). The list range is the entire table and copy to you can click a
random cell to copy to.

Pivot Tables
Pivot tables in excel are a tool used to analyze big data sets.

This tool summarizes big data sets in user-friendly, easy to understand and
meaningful reports.

Pivot table allows you to look at your data in a different way.

You can explore your data and create a different look and feel about your
data to make quick business decisions.

You don’t need to apply different formulas to analyze your data, as it is just
some click away to summarize and create reports.

A PivotTable is a powerful tool to calculate, summarize, and analyze data

that lets you see comparisons, patterns and trends in your data.

Before creating a pivot table

 ➔ Data is properly formatted
➔ Each data type should be laid out in a separate column having a header on
top, called a data field
➔ Each data should be formatted as text, number or data as per type of data it
contains.
➔ No merge cells in the data field.

Create pivot table/What CXC asks

➔ 1D Pivot Table
➔ 2D Pivot Table
➔ Frequency Distribution Table
➔ Pivot Chart

Steps in creating a pivot table

➔ Click any cell in your dataset

➔ Go to insert tab, click on PivotTable in Tables group
➔ Following a dialog box will appear
➔ Placing data field
Create One Dimension (1d or flat) Pivot Table
A single dimensional pivot table summarizes dataset either in Row layout or Column
layout for the selected data fields.

Usually when doing the pivot table we would pick a new worksheet when
summarizing data.
For a pivot table to be 2d something must be in the rows box and the columns box.
2 Dimensional Pivot Table
You can also click category or product to filter the data since we used a pivot table
as the data source.
What is a Database?
A database is an organized collection of data stored and accessed electronically.
Small databases can be stored on a file system, while large databases are hosted
on computer clusters or cloud storage.

A database management system (DBMS) is a system for any program that handles
the storage, modification and retrieval of data, as well as controlling who has access
to the information.

Database programs such as Microsoft Access, Lotus Approach, File Maker Pro and
Corel Paradox, are available on personal computers and allow people to create their
own database at home, school or work.

Purpose of Databases
Databases are structured to facilitate the storage, retrieval, modification, and
deletion of data in conjunction with various data-processing operations. A database
management system (DBMS) extracts information from the database in response to
queries.

Advantages of Digitizing Paper

Easy Accessibility: Document digitization enables an organization to access the data

in the digital form from anywhere, which breaks the barriers of location, time and

simultaneous access. Easy accessibility of data improves the data flow within the

organization, resulting in enhanced productivity.

Cost Reduction: Digitization of documents enables an enterprise to get rid of

physical documents that consume various resources such as office space, security

personnel, and decay-free environment. Once the data is digitized we can optimize

these resources for cost reduction.

Data Security: As the documents are digitized, the access to digital data is easy to

define. Digital access not only reduces the time required to provide access but also

makes it possible to define the accessibility level. This enhances data security and

protects you from data leaks. With the right kind of cyber security, it’s easy to

safely maintain data.

Increased Productivity: Data can be accessed by multiple departments within the

business at the same time, if the data is not digitized, it takes more time and more

effort to access it.

Data Storage and Recovery: Digitized data is easy to store at multiple locations,

which assures data safety. Data storage in multiple locations gives extra protection

against data corruption or loss. Physical documents are more likely to get damaged

in case of natural disasters, whereas digitized data is more secure and easy to

replicate. Natural calamities are often unpredictable so storing it at multiple, secure

locations adds reliability to your documents.

Environmentally Friendly: With digitized data there’s no need to print it for

distribution, also handling of digitized data is easy. An email is all you need to share

the data so it avoids unnecessary printing. This will ultimately result in saving

natural resources.
Competitive Advantage: When you access the digitized data, it becomes easy for

you to find various records instantly. You can run analytical diagnosis which can

yield important insights.

*
Microsoft Access
Referential integrity refers to the relationship between tables. Because
each table in a database must have a primary key, this primary key can
appear in other tables because of its relationship to data within those tables.
When a primary key from one table appears in another table, it is called a
foreign key .
Steps in Creating A Form
1. Create form from Form Wizard
2. Select the available fields from the different tables or fields
3. Decide how you want to view the form
4. Decide what titles you want on the form
5. Click the finish button

Problem Solving
Research the following:

1. What is an algorithm?
An algorithm is a sequence of precise instructions which results in a solution.

2. What is the difference between Flowchart and Pseudocode?

Pseudocode is not programming code but uses english type words and
phrases that are clear enough to be easily converted into programming
code. It uses statements, keywords, variables, conditional statements and
loops described in the previous section to create the instructions for a
solution to a programming problem, while a flowchart is an algorithm that
uses symbols to depict the input, processing, output, of data and
information.

3. What does IPO stand for in problem solving?

IPO stands for Input, Processing and Output.

4. What is the difference between a variable and a constant variable?

A constant's value does not change over time. A variable, on the other hand,
has a value that changes depending on the equation. Constants are usually
expressed numerically.

5. List 5 data types used in problem solving

Integer
Real
Character
String
Boolean
`
Divide and Conquer
A typical Divide and Conquer algorithm solves a problem using the following
three steps:

Divide: This involves dividing the problem into smaller sub-problems.

Conquer: Solve sub-problems by calling recursively until solved.
Combine: Combine the sub-problems to get the final solution of the whole
problem.
Decomposing the Problem
Break the problem into three parts:

1. Get the inputs

2. Perform the processing
3. Display the output

Defining the diagram IPO Chart

Input Processing Output

Identify the input here Identify the processing Identify the outputs
that needs to take here
place to convert input
data into output

Tips:

When doing a problem underline the key terms

This can give you the idea if it is an input, output or processing

Activity

A wall is measured by its height and width in metres. How many 1m square
tiles will be needed to cover the whole area?

Develop the IPO chart and write the algorithm to solve the problem.

Input Processing Output

Height in metres Set tile area to 1 square Number of tiles

metres
Width in metres
 Calculate the area of
the wall

Calculate the number of

tiles

Algorithm

1. Get Inputs
a. Get wall hei