SPREADSHEET

•A spreadsheet or worksheet is an
arrangement of cells in columns and
rows used to organize, analyze,
calculate, and report information,
usually in numerical form.
list of the most common spreadsheet applications
and their operating system where these programs
can be opened
USES OF SPREADSHEET

•used in accounting and recording data,

such as preparing budgets, recording
students’ grades, preparing financial
statements, analyzing numbers,
managing inventory, or making
forecasts.
PARTS OF A SPREADSHEET

• Spreadsheets are contained in a file called

workbook. In Microsoft Excel, Book with a
number beside it (in this case “Book1”)
refers to the spreadsheet’s file name. The
basic parts of the Microsoft Excel are row,
column, cell, active cell, cell address, and
formula bar.
OPENING AND CLOSING A
SPREADSHEET APPLICATION
1. To launch or open a spreadsheet application, double-click
the spreadsheet icon in the desktop if it is available.
2. You may also use the search bar on the taskbar. Type the
name of the spreadsheet application you are looking for.
3. To open a new workbook, click New on the right side of the
screen then select Blank workbook.
4. To close a spreadsheet application, click the Close button
on the upper right corner of the screen.
• Microsoft Excel allows users to use available
templates with formatting and predefined
formulas. You can browse different
templates, depending on the type of
spreadsheet you want to create, such as
record lists, budgets, calendars, schedules,
inventory lists, and plans.
CREATING A NEW SPREADSHEET BASED ON THE
AVAILABLE TEMPLATES – PERSONAL BUDGET
1. Click Personal in the suggested searches.
2. Select Personal Monthly Budget. Once it is selected, a window will
appear with details about the template. Click Create.
3. Once Excel loads the selected template, you will see two sheets: Start
and Personal Monthly Budget. Click the Personal Monthly Budget
sheet.
4. To edit, click the cells and change to your desired contents.
5. Templates can still be modified according to the preferred data.
6. If you do not like the templates, you can always go back and use a
blank workbook.
SAVING A WORKBOOK
• 1. To save a new workbook, press Ctrl+S on the keyboard. You can also
click the Save button  on the upper left corner of the workbook, or
click the File tab then select Save.
2. A dialog box will appear, asking for a File Name and Choose a
Location where the file will be stored. If you are going to locate a folder,
click the drop-down arrow on Choose a Location or click More save
options to look for other locations. Enter your desired file name and
press Save.
3. Notice that the file name on the upper left corner has changed from
“Book1” to “My First Workbook.
• 4. You can also save the file in a different location, with a different file
name, and file type. Just click on the File tab then select Save As.
• 5. To save under a different file name, delete the current filename and
type a new one. You can also save it as a different file format, just click
the drop-down arrow on the file type and select the desired file type.
• 6. Click Browse to choose the folder or drive where you want to save
the file. A window will appear where you can locate your folder or
drive. Choose a location then click Save to finish the process.
SWITCHING BETWEEN OPEN
SPREADSHEETS
• There are several ways to switch between files.

• USING THE SWITCH WINDOWS BUTTON

1. One option to switch between the open Excel files is to use the View
tab on the ribbon. Go to the View tab and click on Switch Windows.
2. Pick the workbook you would like to move from the list of available
open files. There will be a check next to the file that you are currently
viewing for easy reference. In the example below, there are two open
spreadsheets: Book 1 and Book 2. Choose among the open
spreadsheets you want to switch with by clicking it.
USING KEYBOARD SHORTCUTS
• To move back and forth between any open windows (of all file types
and browsers), use the combination Alt+Tab. Hold Alt and press Tab to
browse through the files until you get to the file you are looking for.
CLICKING THROUGH THE TASKBAR
• Click the icon of the spreadsheet application on the taskbar.
A small window will appear. Then, select the file you want to
open.
USING AVAILABLE HELP FUNCTIONS
• The help feature in Microsoft Office applications is usually the fastest
and easiest way to get help. In Windows, access it by pressing F1 in
the application or just click the Help tab.
ZOOM TOOLS
• Zoom tools are available in most applications such as Microsoft Word,
Microsoft Excel, and Microsoft PowerPoint. Zoom tools let you zoom
in or out your documents, workbooks, or presentations while working
on them. You can find the zoom tools View Tab Zoom Group in Excel
under the View tab of the application
1. The default view is 100%, but you can adjust this by clicking Zoom. A
window with different levels of magnification to choose from will pop
out, including Fit Selection and Custom.
2. Zoom to Selection will allow you to zoom the document up to 400%,
which is the maximum magnification. This helps you focus on a specific
area of the sheet.
3. Alternatively, the zoom slider is available for instant zoom in and
zoom out. It is located at the lower right corner of the workbook.
USING RIBBONS, TABS, AND THE
QUICK ACCESS TOOLBAR
• Ribbons are designed to help you quickly find
the command that you want to execute in
Microsoft Office. Ribbons are divided into logical
groups called tabs, and each tab has its own set
of groups with unique functions to perform.
• There are various tabs: Home, Insert, Page Layout,
Formulas, Data, Review, and View.
• Ribbons can be hidden when you collapse or minimize
ribbons. Right click on the ribbon area and choose
Collapse the Ribbon.
• To restore the Ribbons, click the Ribbon Display Options at the upper
right of the workbook then select Show Tabs and Commands
• The Quick Access Toolbar is a universal toolbar that is always visible
and is not dependent on the tab that you are working with. It lets you
execute commands easily.
• The default commands are the save, undo, and redo buttons.
USING SPREADSHEET CELLS
• As aforementioned, a cell is made up of a row and a
column. Each cell should only contain one element of
data. If you are ready to insert data or content, click a
cell.
1. Click the cell to insert data such as numbers, dates, and texts. Let us
put data in cells A1 to A5.
2. Let us put names as text beside each number in cells B1 to B5.
3. If the data is longer than the width, put your cursor on the right side
of the header and drag to adjust the column headers. Use the same
process to adjust the rows
CREATING LISTS
• When creating lists of data in a spreadsheet, remember the basics to for
better results. Examine the sample illustrations below.
1. Avoid blank rows and columns in the main body of the list. It may look
unpleasing to the eye, and the data may look disorganized.
2. If your list needs to have a total row like the example on the next page,
it is best to put a blank row before the total row to separate the final
data from the main list.
3. Ensure that the cell bordering lists are blank. It is better not to put
borders to main lists to avoid confusion, especially if you are going to
insert rows between data in the future. Apply No Border found on the
Font group to remove the cell borders
SELECTING CELLS AND WORKSHEETS
1. To select a single cell, click the cell using your mouse or use the
arrows keys on the keyboard.
2. To select a range of cells, hold the left button of your mouse and
drag from the start of the range up to the end. You may also use the
arrow keys while holding the Shift key in the keyboard.
3. To select a nonadjacent cell or cells, click each cell while holding the
Ctrl key on the keyboard.
4. If you want to select the entire worksheet, click the triangle at the
corner of A1.
COPYING AND MOVING CELL
CONTENTS
1. To copy cell content, follow the steps we previously discussed on
selecting cells then click Copy in the Clipboard group on the Home tab,
or press Ctrl+C on your keyboard. You can also right-click on the
selected cells and choose Copy.
2. Select the cell or cells where you want to paste the content then click
the Paste command on the Home tab, or press Ctrl+V on your
keyboard. Alternatively, right-click on a blank cell, choose Paste
Options, and click Paste.
3. To move contents in a cell, select the cell or cells to be moved then
click Cut on the Home tab. You may also press Ctrl+X on the keyboard,
or right-click on the selected cells and choose Cut. The Cut command
will remove the contents from its origin and transfer them to your
chosen cell.
4. Select the cells where you want to move your content then click
Paste.
5. You can also copy or move cell contents from one sheet to another
or between open workbooks. Do the same procedure in copying
contents in a worksheet.
6. To remove or delete cell contents, select the cells to
be deleted then press Del on the keyboard.
USING THE AUTOFILL TOOL
• Instead of entering data manually, Microsoft Excel has a feature called
AutoFill that lets you fill cells automatically. It may either follow a
pattern or base on data from other cells.
1. To use AutoFill, let us enter a text in a cell. In this example, let us
type a month, say, January.
2. Point your mouse on the lower right corner of the cell. You should
see a solid cross pointer; this is called the fill handle.
3. Hold the mouse’s left button and drag down the pointer. You will be
guided by a tool tip indicating the next content.
4. AutoFill Options will appear after your use the fill handle. When you
click the button, the options for AutoFill will be displayed.
5. The default selection is Fill Series. Copy Cells will not follow a
pattern; it will only copy the selected word.

If you want to copy the format of the cell but not the content, choose
Fill Formatting Only. If you want to copy the content of the cell but not
the format, choose Fill Without Formatting.
• AutoFill can add incremental data entries if the data is numerical or
alphanumeric. Enter any starting value in a cell. Enter the next value
in the cell below it to establish a pattern. Select those two cells and
drag the bottom fill handle down the column to create a series of
incremental numbers.
SELECTING ROWS AND COLUMNS
1. To choose a row or a column, click the row header (number) or
column header (letter).
2. To click more than one row or column, click and hold the headers,
hold the left button, and drag the mouse vertically or horizontally.
3. To select nonadjacent rows and columns, click the headers of the
desired rows and columns while pressing the Ctrl key on the
keyboard.
ADJUSTING ROW HEIGHT AND
COLUMN WIDTH
1. To adjust the row height, select the row headers to be adjusted and
then point your mouse to the last selected row header. Double-click
or resize it manually by holding the left button while dragging down
the headers.
2. To adjust the column width, select the column headers to be
adjusted and then point your mouse to the last selected column
header. Double click or resize it manually by holding the left click
while dragging the headers to the left or to the right.
INSERTING AND DELETING ROWS AND
COLUMNS
1. To insert a row in between, right-click on the row header and click Insert.
2. To insert more than one row, select the desired number of row headers
and click Insert. The selected rows correspond to the number of new rows.
3. To insert a column in between, right-click the column header and click
Insert.
4. To insert more than one column, select the desired number of column
headers then click Insert. The selected columns correspond to the number
of new columns.
5. To delete cells, do the same procedure in inserting rows or columns, but
instead of Insert, click Delete.
FREEZING AND UNFREEZING PANES
1. To keep an area of a worksheet visible while you scroll to another
area of the worksheet, go to the View tab and click Freeze Panes to
lock specific rows and columns in place.
2. To freeze the first column, click Freeze First Column; to freeze the top
row, click Freeze Top Row. You will see a faint line between the first
column and the second column. It indicates that the first column was
locked or frozen.
3. Aside from the first column, you can also freeze two or more columns
and rows. Example if you want to freeze the first and second column,
you need to choose the third column and then click Freeze Panes on
the View tab.
4. The same procedure will be applied for the rows. Freezing panes is
very helpful if you are working with big or long worksheets. The effect
will be seen upon scrolling from left to right or from up to down.
5. To unfreeze the panes, simply click Unfreeze Panes.
ADDING WORKSHEETS
1. To add another sheet, click the plus sign button beside Sheet1.
2. A new sheet will appear with Sheet2 as the name. You can continue
doing this if you need more worksheets.
RENAMING A WORKSHEET
1. To rename a worksheet, right-click on the worksheet to be renamed
then select Rename. Type a meaningful worksheet name that is
related to your task. Let us rename our worksheet to “Sample 1”
and “Sample 2.
2. Do the same procedure to all the worksheets that you will add.
3. To switch between worksheets, just click the sheet that you want to
work on.
COPYING, MOVING, AND DELETING
WORKSHEETS
1. To copy a worksheet, right-click the worksheet to be copied then
click Move or Copy...
2. A dialog box will appear with a list of existing worksheets. Check
Create a copy
3. A duplicate worksheet will appear with the same name but with
“(2)” because Excel does not accept worksheets with the same
names. You can also change it to your desired name.
4. To move worksheets, right click the sheet to be moved then select
Move or Copy and choose (move to end). Click OK.
5. To delete a worksheet, click the worksheet to be deleted, right-click,
and then choose Delete.