SPREADSHEET SOFTWARE

Spreadsheet software refers to Application software packages that are used for calculations, including the creation of
graphs.
Examples of spreadsheet software applications include: Microsoft Excel, Lotus 1-2-3, KSpread, Apple Numbers,
OpenOffice.org Calc, Kingsoft Spreadsheets, Quattro Pro, Ability Spreadsheet, VP Planner, Ms Frameworks etc.
WORKING WITH THE MICROSOFT EXCEL WINDOW

Active cell / Selected cell - An active is the cell you are currently working on. The cell with a thick outline.
Cell Reference - The column letter and the row number of a cell
A formula must always start with “=” sign and what the calculations for each cell
Grid Lines - The horizontal and vertical lines on the spreadsheet
Sheet tabs - Tabs that identify the worksheets in a workbook
Spreadsheets - a grid that organizes data in rows and columns.
Value - A number that can be entered into a cell
Workbook - A group of many worksheets
Worksheet - One page of a spreadsheet that contains up to 65,536 rows and 256 columns
Name Box - The Name Box is located next to the formula bar above the worksheet area. The Name Box displays the cell
reference of the active cell.
1. Toolbars are located at the top under the main Menu bar
2. Formula Bar is located under the toolbars
3. A single "grid", or page, is usually referred to as a worksheet. The current worksheet is the main area of the window
4. Task pane is the panel to the right of the worksheet.
5. Status bar is located at the bottom of the window
6. Columns - The vertical segments that you see on the spreadsheet are called columns.
7. Rows - The horizontal segments are referred to as rows.
8. Cells - Each box that is created from a row and column intersecting is referred to as a cell.
9. Scroll bars – A worksheet is too large. Scroll bars are used to roll or navigate to other parts of the worksheet that
are not visible.

DATA TYPES THAT CAN BE ENTERED INTO A SPREADSHEET CELL

 A cell may contain (i) labels or (ii) values.
 A label is a text entry, such as TOTAL, that cannot be numerically manipulated by the spreadsheet.
 A value can be a number, a date, the answer of a formula, currency, time, percentage, fraction, a logical value,
error value etc.
 If the ####### symbols appear in the cell, it means that the column is not wide enough.
 ERRORS IN SPREADSHEET CELLS
If you create a formula in Excel that contains an error or circular reference, Excel lets you know about it with error
messages below.
Error Meaning
#DIV/0! Trying to divide by 0
#N/A! A formula or a function inside a formula cannot find the referenced data
#NAME? Text in the formula is not recognized
#NULL! A space was used in formulas that reference multiple ranges; a comma separates range
references
#NUM! A formula has invalid numeric data for the type of operation
#REF! A reference is invalid
#VALUE! The wrong type of operand or function argument is used
##### The column is not wide enough

ADVANTAGES OF USING ELECTRONIC SPREADSHEETS OVER MANUAL SPREADSHEETS

1. It is Easy to make changes and corrections (to edit) data on the worksheet.
2. Electronic spreadsheets can quickly perform mathematical, statistical, and financial calculations.
3. The rest of the worksheet is recalculated whenever data in one place changes.
4. Spreadsheets have in-built functions and macros which make work easy.
5. Calculations are always accurate, provided that the data and formulae entered are correct.
6. They offer different options of data presentation by using charting tools such as pie charts, bar graphs, etc.
7. They are very useful for applications that require modeling and what-if analysis. When you revise the
contents of one or more cells in a worksheet and observe the effect this change has on all the other cells, you
are performing a what-if analysis.
8. They easily filter, sort, and arrange data in alphabetical order for better organization.
9. Workbooks can be saved in soft copies that can be easily modified and reused in future.
10. Electronic spreadsheets are much larger than manual worksheets. They are not limited by paper size like in
manual workbooks.

DISADVANTAGES (DEMERITS) OF USING ELECTRONIC SPREADSHEETS

1. Electronic spreadsheets require special software and hardware which is expensive.
2. Spreadsheets require enough time for training and practicing before use.
3. There is a lot of complexity surrounding formulas, functions and their arguments.
4. Computers can get system errors, and virus infections. These problems also can lead total loss of
data.
5. Electronic spreadsheets cannot be used in areas without Electricity.
6. There is Difficulty in finding Data Mistakes since Electronic spreadsheets have many fields, making it
look like a screen full of small boxes.
7. Difficult printing: Obtaining hard copies becomes very hard especially when the worksheets are too
wide as compared to the available page sizes.
8. One error created in the formula can distort all the results in the work sheet.
9. Some formulae are difficult to make
 TYPES OF SPREAD SHEETS
There are two types of spread sheets
1) Manual spread sheets
2) Electronic spread sheets

1) Manual spreadsheets are books or sheets of paper divided into rows and columns, which are used to enter
values.
2) Electronic spreadsheets are computer based spreadsheets. They are computer programs, which enable the
user to enter values in rows and columns. They are commonly used in Book keeping and in Accounting
 Electronic spreadsheets allow one to manipulate values (numbers) mathematically using formula
It consists of rows and columns
 Columns are labelled using letters of alphabet whereas rows are labelled using numbers.
 The rows and numbers intersect to form small boxes called cells
 A cell is the basic unit of a worksheet / spreadsheet because it is where data is entered.
 A cell is referenced od addressed or named by the column and row titles e.g., Cell D2, would imply
that Column D intersects with Row 2 to form Cell D2.

APPLICATIONS OF SPREADSHEETS
Spreadsheets can be used (applied) in various ways as shown below:
1. Statistical analysis, spreadsheets are used to perform complex and simple statistical analyses e.g. average,
median, minimum and maximum.
2. Accounting, spreadsheets are used for recording daily transactions and keeping financial records. They have
inbuilt functions which make accounting tasks easier. E.g. they can calculate depreciation, appreciation, profits,
prepare budgets etc.
3. Data management, they enable neat arrangement of data in rows and columns for easy sorting, filtering and editing.
4. Forecasting (performing “what if” analysis), this helps business in budgeting, stock portfolio analysis, cash flows etc.
 FEATURES OF A SPREADSHEET APPLICATIONS
1. Saving. Saving enables, a user to create a file for the Example: If in the cell C3 we have the formula
workbook in a directory on the disk. The Save command =A1+B2, and we copy the formula to cell E8, then it
can be accessed from the File menu. NB: The file would automatically adjust to =C6+D7.
extension of an Excel document is .xls
ABSOLUTE REFERENCE: An absolute cell
2. Columns and Rows. A spreadsheet is a grid consisting reference is a cell address that does not change
of columns and rows. Rows are labeled with numbers, and when it is copied to other cells in the spreadsheet.
columns are labeled with letters, giving each cell a unique Absolute references always refer to cells in a
address consisting of a number and a letter. specific location. To make a cell address absolute,
we insert the dollar symbol $ before the letter that
3. Auto Complete feature. The AutoComplete can speed identifies the column and before the number that
up data entry, especially if you have to enter a particular identifies the row, example B1 becomes $B$1. If
word or phrase repeatedly. you copy the formula across rows or down
When you start entering data into an empty cell, directly columns, the absolute reference does not adjust.
below an existing list, Excel will automatically offer you a Example:
match from the data above it. Example: If in the cell C3 we have the formula
=$A$1+$B$2, and we copy the formula to cell E8,
4. Formulas. Formulas are used to express mathematical then it would remain the same =$A$1+$B$2.
relationships between cells. For example, C1=A1+B1 would
add and display the sum of cells A1 and B1 into cell C1. It MIXED REFERENCE: is when you have either:
could also be a simple mathematical formula, such as an absolute column and a relative row e.g.$B1 or
(100 * 3) / 40. Formulas are not displayed on spreadsheets. a relative column and an absolute row e.g. B$4.
What you see in the cell is the result of the formula. Don't And if the cell address is copied to other cells, the
forget about order of operations (BEDMAS); anything inside relative argument changes and the absolute part
parenthesis happens first, followed by Exponent (^) Division does not change.
(/) multiplication (*), followed by addition (+) and subtraction Example: If in the cell C3 we have the formula
(-). =$A1+B$2, and we copy the formula to cell E8,
then it would automatically adjust to =$A6+D$2
5. Functions. Functions are used as shortcuts when
performing mathematical calculations. Functions are pre- Note: An easy way to add the dollar signs to a cell
programmed formulae that give power and flexibility to reference is to edit a cell reference and then press
spreadsheet calculations. They prevent the user from the F4 key on the keyboard.
having to continually enter long and cumbersome formula
expressions. They constitute standard keywords and 7. Ranges. A range is a combination of two or more
syntax. Some examples are SUM, AVERAGE, MAX, and adjacent cells in a worksheet
MIN. 1. You can refer to a range by using the cell
reference of the top – left and bottom- right
6. Cell References / Addresses. You can refer to a Cell by cells.
using the Column letter and Row number 2. For example, B2:D8 defines the rectangular
For Example, D8 refers to a cell in Column D and Row 8. In range bound at the top left by the cell B2 and at
this case, D8 is known as the Cell Reference and is also the bottom – right by the cell D8
used as the default name for the cell. 8. Custom names for cells and ranges. Identifying a
A Circular reference occurs when a formula refers back to particular cell (or range of cells) is made easier when
its own cell. For example inserting the formula =A2+A3 in it is given a unique name. Names are easier to
cell A2 creates a circular reference. remember than default cell references since they can
RELATIVE, ABSOLUTE and MIXED CELL be specific to the task being worked upon
REFERENCES 3. Names make it easier to change the structure
of the sheet.
RELATIVE REFERENCE: a relative reference is a 4. Named cells/ranges can be referred to from
cell address that changes when it is copied to other other sheets easily.
cells in a spreadsheet. This is because it is based 5. It is easy to go to a named range or cell using
on the relative position of the cell. F5.
9. Graphs and charts. A Graph or Chart is a graphical
representation of Data in a spreadsheet. These graphics,
which illustrate the meaning of the numbers in the phrase. You can also direct the spreadsheet
spreadsheet in different ways, can be used to stimulate application to replace one group of characters
interest and help make a point. with another everywhere that the first group
 There are several different types of graphs that can appears.
be made. Area graphs, bar and column graphs, line 20. Headers, Footers, & Page Numbering: Allows
graphs, pie charts, scatter plot diagrams and 3-D you to specify customized headers and footers
graphs are some examples. that the spreadsheet file will put at the top and
bottom of every worksheet. The spreadsheet
Other Features automatically keeps track of page numbers so
10. Multiple worksheets that the correct number appears on each page.
11. Inserting/deleting columns and rows 21. Spell Checker: A utility that allows you to check
12. Cell formats (Numbers, Strings, Currencies, the spelling of words in a spreadsheet file.
Dates, Times) 22. Print: Allows you to send a spreadsheet file to
13. Cell merging (rows and columns) a printer to get a hardcopy or many hardcopies
14. Cell locking as you would like.
15. Custom styles for columns, rows and column 23. Graphics: The spreadsheet application permits
groups the addition of various types of graphics, such
16. Delete text: Allows you to erase characters, as bar charts, line charts, clip art, and
words, charts, or worksheets as easily as you photographs.
can cross them out on paper. 24. Data Sort
17. Cut and Paste: Allows you to remove (cut) a 25. Macros – Allow a user to record or save a
section of text from one place in a spreadsheet sequence of keystrokes or instructions that can
and insert (paste) it somewhere else. be run later.
18. Copy: Allows you to duplicate a section of text. 26. Recalculation
19. Search and Replace: Allows you to direct the 27. Zooming Worksheet view
spreadsheet to search for a particular word or 28. Alignment, Wrap Text, etc.
 Excel Common Functions Checklist
FUNCTION NAME FUNCTION SYNTAX FUNCTION DESCRIPTION
AVERAGE =AVERAGE(C1:C4) Find the average (mean) of a list of numbers.
CONCATENATE =CONCATENATE(B1,B2) Joins contents of cells together
CONVERT =CONVERT(68, "F", "C") Converts 68 degrees Fahrenheit to Celsius (20)
COUNT =COUNT(B4:B12) Counts the number of cells which have a number in
them
COUNTBLANK =COUNTBLANK(B7:B13) Counts the number of empty cells
COUNTIF =COUNTIF(B2:B6,12) Counts the number of cells which have a 12 in them
DEC2BIN =DEC2BIN("19") Converts a decimal number 19 to binary
HEX2OCT =HEX2OCT("3B4E") Converts hexadecimal 3B4E to octal
IF =IF(logical test, [value_if_true], Records PROMOTED if the number in cell A2 is
[value_if_false]) less than or equal to 50 Otherwise, the function
e.g. displays CHOPPED
=IF(A2<=50,"PROMOTED","CHOPPED")
INT =INT(B1) Records the whole number part of a number e.g
3.15 becomes Integer 3
LARGE =LARGE(B3:B13,2) Gives the 2nd largest number
LOG =LOG(8, 2) Returns the Logarithm of 8 with base 2
LOWER =LOWER(A2) Converts text string to Lower case
MAX =MAX(A2:A6) Largest of the numbers in the range A2:A6
MEDIAN =MEDIAN(A2:A6) Median of all the numbers in the range A2:A6
MIN =MIN(A2:A6) Smallest of the numbers in the range A2:A6
MODE =MODE(A2:A6) Returns the commonest or most frequently
occurring number in the range A2:A6
NOW = NOW() Returns the serial number of the current date and
time
OCT2BIN =OCT2BIN(67) Converts an octal number 67 to binary
POWER =POWER(2,4) Returns 2 raised to the power of 4 i.e 2x2x2x2=16

PRODUCT =PRODUCT(A2:A4) Multiplies the numbers in cells A2 through A4.

PROPER =PROPER(A2) Proper case of first string (this is a TITLE =This Is A
Title)
RANK =RANK(NUMBER,REF,[ORDER]) e.g. Gives the Rank (Position) of A3 out of the values in
=RANK(A3,A2:A6,1) the range A2:A6, in ascending order

ROMAN =ROMAN(B2) Converts the value in cell B2 to roman numerals

ROUND =ROUND(B3,2) Rounds value in B3 to 2 decimal places
ROUND =ROUND(2.15, 1) Rounds 2.15 to one decimal place
SMALL =SMALL(B3:B13,2) Gives the 2nd smallest number
SQRT =SQRT(16) Square root of 16
SUM =SUM(C1:C4) Adds a list of numbers
TODAY =TODAY() Returns the current date.
UPPER =UPPER(A2) Converts text to Upper Case (CAPITAL LETTERS)

COMMON SPREADSHEET KEYBOARD SHORTCUTS

Home To the first cell in the current row
Ctrl + Home To the first cell in the current sheet

Ctrl + End To the last cell containing data

Page Up One screen up

Page Down One screen down

Alt + PgUp One screen to the left

Alt + PgDown One screen to the right

F5 or Ctrl + G Display Go to Dialogue Box

Ctrl + F4 Close Workbook

Alt + F4 Exit Application

Shift + F11 New Workbook

Ctrl + Semicolon (;) Enter Current Date

Ctrl + Shift +Enter Fill a range of cells with same data

TAB Moves one cell to the right in a worksheet.

ESC Cancels an entry in the cell or Formula Bar.

F1 Displays Help

F2 Edits the active cell and positions the insertion point at the end of the
cell contents.
F5 Displays the Go To dialog box

F6 Switches between the worksheet, ribbon, task pane, and Zoom

controls.
F7 Displays the Spelling dialog box to check spelling in the active
worksheet or selected range.
F8 Turns extend selection mode on or off.

F9 Re Calculates all worksheets in all open workbooks.

F11 Creates a chart of the data in the current range in a separate Chart
sheet.
F10 Turns key tips on or off. (Pressing ALT does the same thing.)
CTRL+F10 maximizes or restores the selected workbook window.

F12 Displays the Save As dialog box.

 Ctrl Key Combinations for Microsoft Excel 2010
Key Description
CTRL+SHIFT+( Unhides any hidden rows within the selection.
CTRL+SHIFT+& Applies the outline border to the selected cells.
CTRL+SHIFT_ Removes the outline border from the selected cells.
CTRL+SHIFT+~ Applies the General number format.
CTRL+SHIFT+$ Applies the Currency format with two decimal places (negative numbers in parentheses).
CTRL+SHIFT+% Applies the Percentage format with no decimal places.
CTRL+SHIFT+^ Applies the Scientific number format with two decimal places.
CTRL+SHIFT+# Applies the Date format with the day, month, and year.
CTRL+SHIFT+@ Applies the Time format with the hour and minute, and AM or PM.
CTRL+SHIFT+! Applies the Number format with two decimal places, thousands separator, and minus sign
(-) for negative values.
CTRL+SHIFT+* Selects the current region around the active cell (the data area enclosed by blank rows
and blank columns).
In a PivotTable, it selects the entire PivotTable report.
CTRL+SHIFT+: Enters the current time.
CTRL+SHIFT+" Copies the value from the cell above the active cell into the cell or the Formula Bar.
CTRL+SHIFT+Plus (+) Displays the Insert dialog box to insert blank cells.
CTRL+Minus (-) Displays the Delete dialog box to delete the selected cells.
CTRL+; Enters the current date.
CTRL+` Alternates between displaying cell values and displaying formulas in the worksheet.
CTRL+' Copies a formula from the cell above the active cell into the cell or the Formula Bar.
CTRL+1 Displays the Format Cells dialog box.
CTRL+2 Applies or removes bold formatting.
CTRL+3 Applies or removes italic formatting.
CTRL+4 Applies or removes underlining.
CTRL+5 Applies or removes strikethrough.
CTRL+6 Alternates between hiding and displaying objects.
CTRL+8 Displays or hides the outline symbols.
CTRL+9 Hides the selected rows.
CTRL+0 Hides the selected columns.
CTRL+A Selects the entire worksheet.
If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a
second time selects the entire worksheet.
When the insertion point is to the right of a function name in a formula, displays the
Function Arguments dialog box.
CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is
to the right of a function name in a formula.
CTRL+B Applies or removes bold formatting.
CTRL+C Copies the selected cells.
CTRL+D Uses the Fill Down command to copy the contents and format of the topmost cell of a
selected range into the cells below.
CTRL+F Displays the Find and Replace dialog box, with the Find tab selected.
SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action.
 CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected.
CTRL+G Displays the Go To dialog box.
F5 also displays this dialog box.
CTRL+H Displays the Find and Replace dialog box, with the Replace tab selected.
CTRL+I Applies or removes italic formatting.
CTRL+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog
box for selected existing hyperlinks.
CTRL+L Displays the Create Table dialog box.
CTRL+N Creates a new, blank workbook.
CTRL+O Displays the Open dialog box to open or find a file.
CTRL+SHIFT+O selects all cells that contain comments.
CTRL+P Displays the Print tab in Microsoft Office Backstage view.
CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected.
CTRL+R Uses the Fill Right command to copy the contents and format of the leftmost cell of a
selected range into the cells to the right.
CTRL+S Saves the active file with its current file name, location, and file format.

CTRL+T Displays the Create Table dialog box.

CTRL+U Applies or removes underlining.

CTRL+SHIFT+U switches between expanding and collapsing of the formula bar.
CTRL+V Inserts the contents of the Clipboard at the insertion point and replaces any selection.
Available only after you have cut or copied an object, text, or cell contents.
CTRL+ALT+V displays the Paste Special dialog box. Available only after you have cut or
copied an object, text, or cell contents on a worksheet or in another program.
CTRL+W Closes the selected workbook window.
CTRL+X Cuts the selected cells.
CTRL+Y Repeats the last command or action, if possible.
CTRL+Z Uses the Undo command to reverse the last command or to delete the last entry that you
typed.

TOOLS OF ELECTRONIC SPREADSHEETS

Spreadsheets are able to handle numeric data because of these and other special tools
1) Data sorting, this arranges data in ascending or descending order.
2) Filtering feature, removes some values / items depending on a given criterion.
3) Data validation feature, ensures that correct data is entered in the spreadsheet
4) Printing of the entire worksheet of portion
5) Adjusting column width and row height, hide row and columns

6) Data formatting e.g. both text and data can be formatted using certain formats (pre-defined
formats) e.g. integers, decimal, scientific, currency, borders and shading etc.

7) Built-in functions and formulae for adding (sum), multiplying (product), percentages and counting.

8) Charting, this feature helps the user to present data in form of pie charts, bar graphs, histograms,
column and bar graphs etc.
INTRODUCTION TO MICROSOFT EXCEL

Microsoft excel is the most common spreadsheet application.

How to start Microsoft Excel?
Click on start button
Click on Microsoft excel
NB
If you don’t see it, after clicking in start button, click on all programs, then go to Microsoft office and choose Microsoft excel
by clicking in it

FEATURES OF MOCROSOFT EXCEL WINDOW

Title bar: it is a bar which holds the title of the file and control buttons that is minimizing, maximizing/restore down and
closing.
The menu bar: this tool bar displays a list of menu options like file, open, view etc.
The status bar: it is found at the bottom of the window. It usually indicates the worksheet mode i.e. active or not active. An
active worksheet or cell is the one in which data is being entered (it is a selected cell)
Worksheet tabs: these are also called labels. These are usually named as shhet1, sheet 2, sheet 3.
NB: these tabs can be renamed by right clicking and these choose rename from the drop down list and then type the given
name or you can just double click in the tab name e.g. sheet 1 and type the given name.
Formula bar: this is a tool bar which indicates the contents or the formula in the active cell. It is also called the edit tool bar
because any change can be made from there.
Cell pointer: this marks the position of the current cell or the insertion point. It is a special cursor that is rectangular and
makes the current cell appear as if it has darker boundaries.
Vertical scroll bars: these are used to move the sheets up or down.
Horizontal scroll bars: these are used to move sheets left or right.

TYPES OF DATA ENTERED IN MS EXCEL

1) Labels
2) Values
3) Formulae
4) Functions
Labels: this refers to any text or alphabetic characters that cannot be numerically calculated. They are usually column
headings e.g. names, sex, item, date of birth etc.
Values: these are entries which can be calculated mathematically by spreadsheets e.g. numbers, currency etc.
Formulae: this is an entry in a worksheet used to calculate data or it is an expression which creates a relationship between
cells and returns a value in a chosen cell.
Functions: these are inbuilt predefined formulae that the user can quickly use instead of having to create a new one each
time calculations are to be carried out. Most common calculations have their formulae predefined. Examples of functions
are: SUM, MAX, MIN, AVERAGE etc.