1. What is a Spreadsheet?

Definition: A software application used to store, organize, and manipulate

Common Spreadsheet Software: Microsoft Excel, Google Sheets,

2. Structure of a Spreadsheet

Rows: Horizontal lines in the sheet, identified by numbers.

Columns: Vertical lines in the sheet, identified by letters.

Cells: Intersection of rows and columns, where data is entered (e.g., A1,
B2).

Worksheets: A single spreadsheet file may contain multiple sheets (tabs at

3. Data Types in Spreadsheets

Text: Used for labels, such as titles and headings.

Numbers: For calculations and numerical analysis.

Dates/Times: Used for schedules, time tracking, etc.

Formulas: Perform calculations (e.g., =A1+A2).

Functions: Predefined calculations (e.g., =SUM(A1:A5)).

4. Common Features of Spreadsheets

Formatting

Change font, size, color, and alignment to make the sheet more
presentable.
Apply borders and shading for visual distinction.

Adjust column width and row height for readability.

Data Validation

Set rules to restrict input (e.g., numbers only, date ranges).

Helps maintain accuracy and consistency.

Sorting and Filtering

Sorting: Organize data in ascending/descending order.

Filtering: Display only rows that meet certain criteria.

Conditional Formatting

Apply rules to format cells based on their values (e.g., highlight cells >50).

5. Basic Mathematical Functions

1. SUM
Format: =SUM(range)
Adds up all the values in the specified range.
Example: =SUM(A1:A10)

2. AVERAGE
Format: =AVERAGE(range)
Calculates the average (mean) of the numbers in the range.
Example: =AVERAGE(B1:B10)

3. MIN
Format: =MIN(range)
Finds the smallest number in the range.
Example: =MIN(C1:C10)
4. MAX
Format: =MAX(range)
Finds the largest number in the range.
Example: =MAX(D1:D10)

5. PRODUCT
Format: =PRODUCT(range)
Multiplies all the numbers in the range.
Example: =PRODUCT(E1:E10)

Logical Functions

1. IF
Format: =IF(condition, value_if_true, value_if_false)
Returns one value if the condition is TRUE and another if FALSE.
Example: =IF(A1>10, "Yes", "No")

2. AND
Format: =AND(condition1, condition2, ...)
Returns TRUE if all conditions are TRUE.
Example: =AND(A1>5, B1<10)

3. OR
Format: =OR(condition1, condition2, ...)
Returns TRUE if any condition is TRUE.
Example: =OR(A1>5, B1<10)

4. NOT
Format: =NOT(condition)
Reverses the logical value of its argument.
Example: =NOT(A1>10)

Lookup Functions
1. VLOOKUP
Format: =VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup])
Searches for a value in the first column of a range and returns a value
in the same row from another column.
Example: =VLOOKUP(1001, A2:C10, 2, FALSE)

2. HLOOKUP
Format: =HLOOKUP(lookup_value, table_array, row_index_num,
[range_lookup])
Searches for a value in the first row of a range and returns a value in
the same column from another row.
Example: =HLOOKUP("Product", A1:D5, 3, FALSE)

3. INDEX
Format: =INDEX(array, row_num, [column_num])
Returns the value of a cell in a specified row and column.
Example: =INDEX(A1:C10, 2, 3)

4. MATCH
Format: =MATCH(lookup_value, lookup_array, [match_type])
Returns the relative position of an item in an array.
Example: =MATCH(50, A1:A10, 0)

Date and Time Functions

1. NOW
Format: =NOW()
Returns the current date and time.
Example: =NOW()

2. TODAY
Format: =TODAY()
Returns the current date without the time.
Example: =TODAY()
3. DATE
Format: =DATE(year, month, day)
Returns a date value for the given year, month, and day.
Example: =DATE(2025, 1, 26)

4. DATEDIF
Format: =DATEDIF(start_date, end_date, unit)
Calculates the difference between two dates.
Example: =DATEDIF(A1, B1, "D") (unit can be "D", "M", or "Y").

Cell References:

Relative: Adjusts automatically when copied (e.g., =A1+B1).

Absolute: Fixed reference with $ (e.g., =$A$1+B1).

Mixed: Partially fixed, e.g., =$A1+B$1.

Named Ranges:

Assign a name to a group of cells for easy reference (e.g., SalesData).

6. Advanced Features

Data Analysis Tools

Charts and Graphs:

Convert data into visual representations (e.g., pie charts, line graphs).

Customizable for colors, labels, and styles.

Pivot Tables:
Summarize, analyze, and reorganize data dynamically.
Data Import/Export

Import data from external sources (e.g., CSV, databases).

Export data to formats like PDF or CSV.

7. Protecting and Securing Data

Protecting Cells

Lock cells to prevent accidental editing.

Steps:

Select cells, go to Format Cells > Protection, and check "Locked."

Protect the sheet using a password.

Password Protection

Protect the entire workbook or specific sheets with a password.

8. Printing Spreadsheets

Adjust Page Layout:

Set paper size, margins, and orientation (portrait/landscape).

Headers and Footers:

Add custom headers/footers (e.g., company name, page numbers).

Scaling Options:

Fit all content on one page using scaling options under Page Layout.

9. Testing and Evaluating Spreadsheets

Testing:
Verify calculations by entering test data.

Check data validation rules to ensure inputs are restricted correctly.

Evaluation:

Ensure the spreadsheet is accurate, user-friendly, and meets the task's

Review formatting, readability, and print layout.