ELECTRONIC SPREADSHEETS

What is a spreadsheet?

is an electronic version of a ledger

 consists of a grid from columns and rows
 is a computation tool
 can accurately compute mathematical formulas
 helps organize, display, and manage information
has the ability to create charts and graphs can be used to
create a tables
Basics of Spreadsheets

• Spreadsheets are made up of

Columns - go vertically - up and down. They are defined by
letters.
Rows - go horizontally - left to right. They are defined by
numbers.
Cells - is the space where the column and the row
intersect. The CELL is named according to its Column letter
and Row number(E.g. B6) It is where the information is
stored.
 Each cell contains a type of data:
LABEL - anything that is just text. LABELS help us identify what the
numbers
stand for. They help us understand the spreadsheet and have no
numerical value.
ex. Title or Items or Cost
CONSTANT – any FIXED number. A constant can be any kind of specific
number:
currency, percent, decimal ...
ex. 8 or 3.14 or -59.6
FORMULA - math equation
ex. =8*5 or =6+8/4 or =sum(a2:f2)
Microsoft Excel
Microsoft Excel is a spreadsheet program included in the
Microsoft Office suite of applications. Spreadsheets will
provide you with the values arranged in rows and columns
that can be changed mathematically using both basic and
complex arithmetic operations.
MS OFFICE EXCEL is a powerful spreadsheets program
that helps you collect, manage
and analyze numerical data. It uses rows and column of
cells; each cell can hold text, numeric data
and formula that use values in other cells to calculate a
desired result. It will convert the numerical
data into graphical representation like bar and pie chart.
Basic Parts of MS Excel
• Workbook
Also called a spreadsheet, the workbook is a unique file created by Excel
XP.
• Title bar
The title bar displays both the name of the application and the name of the
spreadsheet.
• Menu bar
The menu bar displays all of the menus available for use in Excel XP. The
contents of any menu can be displayed by left-clicking the menu name.
• Toolbar
Some commands in the menus have pictures or icons associated with
them. These pictures may also appear as shortcuts in the toolbar.
• Column headings
Each Excel spreadsheet contains 256 columns. Each column is named by
a letter or combination of letters.
• Row headings
Each spreadsheet contains 65,536 rows. Each row is named by a number.
• Name box
This shows the address of the current selection or active cell.
• Formula bar
The formula bar displays information entered—or being entered as you
type—in the current or active cell. The contents of a cell can also be edited
in the formula bar.
• Cell
A cell is an intersection of a column and row. Each cell has a unique cell
address. In the picture above, the cell address of the selected cell is B3.
The heavy border around the selected cell is called the cell pointer.
• Navigation buttons and sheet tabs
 Navigation buttons allow you to move to another worksheet in an Excel
workbook. They are used to display the first, previous, next, and last
worksheets in the workbook.
 Sheet tabs separate a workbook into specific worksheets. A workbook
defaults to three worksheets. A workbook must contain at least one
worksheet.
ENTERING TEXT, NUMBERS AND DATES IN CELL

̈ The formula bar displays the content of the active

̈ Text data is a combination of letters, numbers, and some
symbols cell
̈ Number data is any numerical value that can be used in a
mathematical calculation
̈ Date and time data are commonly recognized formats for date
and time values
One of the most powerful features in Excel is the ability to
calculate numerical information using formulas. Just like a
calculator, Excel can add, subtract, multiply, and divide. In
this lesson, we'll show you how to use cell references to
create simple formulas.
OPERATORS

Excel uses standard operators for formulas, such as a plus

sign for addition (+), a minus sign for subtraction (-), an
asterisk for multiplication (*), a forward slash for division (/),
and a caret (^) for exponents.
OPERATOR PRECEDENCE

If you combine several operators in a single formula, Excel

performs the operations in the order
shown in the following table. If a formula contains operators
with the same precedence — for
example, if a formula contains both a multiplication and
division operator — Excel evaluates the
operators from left to right.
FORMULA

calculate values in a specific order. A formula in Excel

always begins with an equal sign
(=). The equal sign tells Excel that the succeeding
characters constitute a formula. Following the
equal sign are the elements to be calculated (the
operands), which are separated by calculation
operators. Excel calculates the formula from left to right,
according to a specific order for each
operator in the formula.
FUNCTIONS

Functions are predefined formulas that perform calculations

by using specific values, called
arguments, in a particular order, or structure. Functions can
be used to perform simple or complex
calculations
EXCEL’S MOST COMMON FUNCTIONS
Date Function
FUNCTION DESCRIPTION
DATE(year, month, day) Create a date value for the date represented by the
year, month and day argument
DAY(date) Extracts the day of the month from the date value
MONTH (date) Extracts the month number from the date value
where 1=January,2=February and so on
YEAR (date) Extracts the year number from the date value
WEEKDAY (date,[return_type]) Calculates the day of the week from the date value,
where 1=Sunday, 2=Monday, and so forth; choose a
different numbering scheme, set the optional
return_type value to “1”(1=Sunday,2=Monday,…),
“2” (1=Monday, 2=Tuesday,..), or “3”
(0=Monday,1=Tuesday,…)
NOW () Display the current date and time
TODAY () Display the current date
Activity #1
SCHOOL SUPPLIES
ACTIVITY #2
SAVING ACCOUNT
ACTIVITY #2
.
ACTIVITY #3
ACTIVITY # 4
ACTIVITY # 5
QUIZ #2
Test I. Write the correct formula of the following.
A.TOTAL (Vertically) E.AVERAGE SALES
1.
2. 1.
3. 2.
4.
F.LEAST SALES
B.TOTAL (Horizontally)
1. 1.
2. 2.
3.
G. MOST SALES (1st quarter)
C.VARIANCE
1. 1.
2. 2.
3.
D.PERFORMANCE H. TOTAL SALES
1. 1.
2.
3.
CHARTS AND GRAPHS
WHAT IS CHART?

• It can often be difficult to interpret Excel workbooks that

contain a lot of data.
• Charts allow you to illustrate your workbook
data graphically, which makes it easy to
visualize comparisons and trends.
• Excel has several different types of charts, allowing you
to choose the one that best fits your data. In order to use
charts effectively, you'll need to understand how different
charts are used.
 Difference between Chart and Graph?
The terms partly overlap, at least if they are used somewhat
loosely, and in that overlap there isn't really any difference.
A graph is a diagram of a mathematical function, but can
also be used (loosely) about a diagram of statistical data.
A chart is a graphic representation of data, where a
line chart is one form.
Charts present data in various formats, like graphs, diagrams
and tables. Therefore, graphs form a subset
within the classification of charts.
 Advantages of Charts
• Excel charts allow spreadsheet administrators to create visualizations of data sets.
By highlighting a set of data within an Excel spreadsheet and feeding it into the
charting tool, users can create various types of charts in which the data is displayed
in a graphical way.
• This can aid understanding of a data set, as well as communication of it, with Excel
charts suitable for use within management or corporate presentations.
• A chart can create a clearer picture of a set of data values than a table with rows of
numbers in it, allowing managers to incorporate this understanding into analysis
and future planning.
• Benefits of charts and graphs also come into play in presentations, where they can
be used to quickly illustrate trends in data for others to see.
• It's often easier to spot trends and patterns in graphs and charts than by simply
looking through a long table of data, especially for big datasets, so one of the
common uses of chart tools is in simply coming to grips with what a new dataset
actually means.
Automation of Chart Creation
• The Excel application automates the process of generating charts
from existing data sets. If a spreadsheet already contains updated
data, the chart function can transform this data into a chart with a
minimal amount of user input.
• This is often a big advantage over drawing a chart by hand with an
illustration tool or even using a more complex visualization tool,
many of which require programming or configuration.
 Customization of Charts in Excel
• The chart function in Excel enables users to strike a balance
between automation and customization. Although the program
can generate a chart quickly and easily, the user is also able to
assert control over many chart details if necessary. As well as
customizing the data presented within a chart, users can finely
tweak the chart options to any detail.
TYPES OF CHARTS
Bar chart
Alternatively referred to as a bar graph, a bar chart is a graphic representation of data.
Bar charts show horizontal or vertical bars going across the chart horizontally, with the
values displayed on the bottom of the chart.
The Title
The title offers a short explanation of what is in your
graph. This helps the reader identify what they are about
to look at. It can be creative or simple as long as it tells
what is in the graph.
X-Axis
Bar graphs have an x-axis and a y-axis. In most bar
graphs, like the one above, the x-axis runs horizontally
(flat). Then the x-axis has numbers representing different
time periods or names of things being compared.
Y-Axis
In most bar graphs, like the one above, the y-axis runs
vertically (us and down). Typically, the y-axis has
numbers for the amount of stuff being measured. The y-
axis usually starts counting at 0 and can be divided into
as many equal parts as you want to.
• Chart Area – is the rectangular box containing the chart and all other chart
elements.
• Plot Area – is the part of the chart that contains the graphical representation of all
the data series in the chart.
• Legend – is a rectangular area that labels the markers or symbols used in charts.
• Data Series - A row or column of numbers that are plotted in a chart is called
a data series. You can plot one or more data series in a chart.
 Column chart
• A column chart is a graphic representation of data.
• Column charts display vertical bars going across the chart horizontally, with the
values axis being displayed on the left side of the chart.
• Column charts can be used to display a wide range of data, such as sales trends,
stock price changes, and precipitation amounts by year.
Pros
Easy to read
Simple and versatile
Easy to add data labels at ends of bars
Cons
Become cluttered with too many categories
Clustered column charts can be difficult to
interpret
Tips
Add data labels where when it makes sense
Avoid all 3d variants
 Pie Charts
• Pie charts are easy to read and fun to look at making them a great choice if you
want to understand the parts of a whole. It’s a good practice to order the pieces of
your pie according to size an always ensure the total of all the pieces add up to
100%.
• Pie charts are used to display the contribution of each value (slice) to a total (pie).
Pie charts always use one data series.
 Line Chart
• Line charts are used to display trends over time. Use a line chart if you have text
labels, dates or a few numeric labels on the horizontal axis. Use a scatter chart (XY
chart) to show scientific XY data.
 Area Chart
• An area chart is a line chart with the areas below the lines filled with colors. Use a
stacked area chart to display the contribution of each value to a total over time.
 Scatter Chart
• Use a scatter chart (XY chart) to show scientific XY data. Scatter charts are often
used to find out if there's a relationship between variable X and Y.
 Bubble Chart
• A bubble chart is similar to a scatter plot but you can introduce a third variable to the
visualization by having the size of the bubble indicate the value of the three variable.
Again, really good option for understanding relationships between continuous
variables.
 Doughnut Chart
• The Doughnut Chart is a built-in chart type in Excel. Doughnut charts are meant
to express a "part-to-whole" relationship, where all pieces together represent 100%.
Doughnut charts work best to display data with a small number of categories (2-5).
 Combination Chart
• A combination chart is a chart that combines two or more chart types in a single
chart.
CHART ACTIVITIES
 Line Graph
• Create a line graph using the following data below.
PIE CHART

WILDLIFE POPULATION IN 2017

Doughnut
BUBBLE CHART ACTIVITY

PRODUCT SALES FOR 2017

PRODUCT SALES FOR 2018