INTRODUCTION TO

SPREADSHEETS

SPREADSHEET(MICROSOFT
2 INTRODUCTION TO
SPREADSHEETS
 It is also known as worksheet
 A spreadsheet is an electronic file made
up of rows and columns.
 It is an arrangement of cells in columns
and rows.

Mario@202
3
3 New
 Spreadsheet
words : this is an electronic table
that can do calculations.
 Rows : are used to enter records.
 Columns : are used to group types
of information.
 Cell : a place where a column and
row meet.
 Workbook : a spreadsheet file.
 Worksheet : pages in a workbook.
Mario@202
3
4 Examples of spreadsheet
software
 Microsoft excel
 Kingsoft spreadsheet
 planMaker
 WordPerfect Office Quattro
Pro

Mario@202
3
 Uses of
5  Atspreadsheet
home
• Budgeting
• Calculations
 At school
• Tests and examination results
• Making time tables
• Recording schools fees
• Making Schools budget and development
plans
 In Business
Mario@202
3
6  In commerce and industry
• Financial accounts
• Recording and compiling
data
• Recording personal details
 In clubs.
• Recording sponsorship details.
• Membership fees
Mario@202
3
7

 Sorting and managing lists of

information.
 Doing computations.

Mario@202
3
8 Exercis
e the
1. Define
following
(a)Spreadsheet
(b)Column
(c)Row
2. Give two uses of
spreadsheet
(a) at school
(b) at home.
(c) In business
3. Give two examples
of spreadsheet
Mario@202

software.
3
9

Features of the
spreadsheet

Mario@202
3
1 Common features of a spreadsheet
0 Window controls

Name
box Formula
Active bar
cell

Mario@202
3
1 Basic Features of a
1
 spreadsheet
Quick Access
Toolbar
 Title Bar
 The Name Box
 The Formula Bar
 The Column Headers
 The Row Headers
 The worksheet area
 The vertical scroll
bar
 Horizontal Scroll
  Quick Access Toolbar: it has shortcuts to
1 most frequently used feature.
2  Title Bar: it contains the name of the open
document.
 The name box: it displays the name of a
cell. e.g. A1.
 The Formular Bar: it is used to view
information in a cell.
 The column Headers: they are labeled A,
B, C,……….
 The Row Headers: they are on the left side of the
main window labeled with numbers.
 The worksheet area: it is made up of c ells.
Mario@202
3
  The vertical scroll bar: it allows to scroll up
1
3 and down.
 Sheet Tabs: they are on the left side of
the horizontal scroll bar. They are used to
switch the sheets.
 Horizontal Scroll Bar: it allows to scroll left
and right.

Mario@202
3
1 Exercis
4
e
Study the diagram below of a spreadsheet. Answer
the questions that follow.

B Mario@202
3
C D
1 (a)Identify A, B, C and
5
D. (b)What is use of
part D. (c)Define row
header.

Mario@202
3
1 Concepts of Worksheet and
6

Workbook
Argument: this is a value or cell reference that is
passed on to a formula or function in order for it to
carry out its task.
 Row: these run from left to right of the sheet
currently in use labelled with numbers.
 Column : these runs from top to the bottom of the
sheet currently in use and they are labeled A-IV and
are 256 in number.
 Cell: A cell is the intersection of a column and a row.

Mario@202
3
  Cell Address: a combination of column
1 letters and row numbers to a c ertain c ell.
7
e.g. A2

Mario@202
3
  Cell range: a reference to a specific block
1 of cells in order using c ell address. e.g. (C2
8 : C7)

 Function: a built in a formula designed to

ease use.
 Value : data used to calculate results.
Mario@202
3
1 Open, Close and save a
9
workbook
• Open an existing workbook.
• Create a new blank workbook or use a
template.
• Save a workbook under a new name.
• Close a workbook.
• Exit excel.

Mario@202
3
2 Starting a spreadsheet
0
1. program
 From the start menu, click all programs.
 Click Microsoft Office
Click Microsoft excel
2.
 Double-Click on Microsoft Office Excel
shortcut icon.
 To create a shortcut right-click on
Microsoft excel and options will be
displayed.
Mario@202
3
2 Exercis
1
e diagram below of a spreadsheet extract which shows
1. Study the
two separate ranges and answer the question that follow.

Mario@202
3
2 Exercis
2
e how you can highlight the separate ranges
(a) Explain
of data.
(b) The current sheet is saved as budget, explain how
to rename it to budget 2022.
(c) What meant by range?
(d) Give the cell reference to the cell where the content
is 100.

Mario@202
3
23

Entering and
editing data
2 Creating a
4
 workbook
An excel file is called a workbook.
 By default workbooks open three blank worksheets.
 The advantage of having multiple worksheets is that
a variety of data c an be compiled, analysed and
integrated in a single file.
 Worksheet may contain data, charts or both.
 We can create a new workbook in two ways:
1.Start with an empty worksheet.
2.Create a new workbook from an existing template.
Mario@202
3
2
5

Mario@202
3
2 A new workbook
6
appears

Mario@202
3
2 Creating a new workbook from
7
existing template

Mario@202
3
2
Entering data in
8 excel
 Select the cell where you want to enter
text
 Type text into the c ell.
 To accept the text, press Enter or an
Arrow.
 You can use tab key to move to the cell to the right of
the active cell.

 To force text to wrap at a specific point in a cell, press

Alt +
Enter.

Mario@202
3
2
9

Mario@202
3
3 Entering
0
numbers
 Numeric cells can be used
for calculations and
functions.
 They may contain a decimal point
(.). Plus (+),or minus (-) and currency
($).

Mario@202
3
 Number
3
1
formats
Number format is the type of number in a
cell.
This is a special kind of formatting to
do calculations.
Types of numbers
 General numbers
 Percentage
 Currency. This is the money system a
country uses.
 Time
Mario@202
3
3 Change the number
2
 format
Click home
 Use the options in the number group option.
 By default all numbers are set to General.
 You can also customize some of the numbers.
To customize is to change something to the
way you want is.

Mario@202
3
3 Customise a number
3
format

Mario@202
3
3 Edit
4
numbers
 To edit numbers in a cell, select
the cell and type the new
number directly into the cell or
type the new number in the
formular bar.

Mario@202
3
3 Delete
5
 numbers
You can delete single number or range of
cells.
Range is a block of cells that are close
together.
 You can delete numbers that are not close
together by holding down Ctrl key and click
on each cell whose number you want to
delete.

Mario@202
3
3 Entering Dates and
6
Time
 Select the cell you want to enter date or
time.
 Type date in one of the following formats
21/02/2022, 21-02-2022 or February 21,
2022.
 Type the time and press Space.
 To indicate AM or PM press shift + A or
P respectively.
Mario@202
3
3 Insert
7
 symbols
Under the insert tab, click the symbols button in
the text group.

 Click
insert
Mario@202
3
3 Exercis
8
e the diagram
1. Study
below.

Mario@202
3
3
9

AMENDING A SPREADSHEET

Mario@202
3
4 AMENDING A SPREADSHEET
0

🠶A spreadsheet can be amended

or changed in two ways:
1.Inserting additional columns or rows
as required.
2. Inserting or deleting rows as
required.

Mario@202
3
4 Inserting
1
columns
 It can be done in two ways:
1. Select the column before which you need
to insert a column or columns.
2. Click on insert on the home icon and
click insert sheet columns.
3. This inserts a column or number of the
column immediately to the left of the
selected.
Mario@202
3
4
2

Mario@202
3
 Alternative
43
ly
1. Select a column before
which you need to insert
a column or number of
column.
2. Right click on the mouse
to display the insert
command.
3. Click on insert and the
column or columns will
be inserted to the left.

Mario@202
3
4 Deleting
4
columns
1. Select the c olumn or
columns to be
deleted.
2. Click on the Delete
icon.
3. Click on Delete
sheet columns
Or
4. Select the c olumn or
columns to be
deleted.
5. Click the right button.
6. Click on Delete
Mario@202
3
4 Inserting
5
rows
1. Click on the number to the left
side.
2. Click the insert icon
3.Select insert Sheet
rows Or
4. Click on the number
to the left side.
5. Click the right button
6. Select insert

Mario@202
3
4
6

Mario@202
3
4 Deleting
7
rows
1.Select the rows to be
deleted.
2.Click on the Delete icon.
3.Click on Delete sheet the
rows Or
1.Select the rows to be
deleted. 2.Click the right
button.
3.Select delete sheet
Mario@202

rows 4.Click on Delete

3
4
8

Formatting
cells

Mario@202
3
4 Formatting data in a
9
 worksheet
Formatting, in excel, refers to the different styles in
which data can be represented in a worksheet. That
is changing the font, Letter size or C olour.
 Formatting involves actions that help make your
work more readable.
 Draw attention from the and put emphasis on some
of the data.
 It involves actions that specify the kind of data you
are
entering. e.g. numbers, currency or fraction numbers

Mario@202
3
5 Formatting
0
Features
🠶 Excel’s text formatting tools are located under
Home
tab.
• Font
• Alignment
• Numbers
• Styles
• Cells
• Editing

Mario@202
3
 Pointer
5
1 • Shapes
Appears when the pointer is • It appears when a
between a row or column pointer is placed over a
divider cell boarder or objects
• It adjusts the height and the • Moves cells, graphics
width or rows and columns or objects
• It appears when the pointer is
on a column or row heading
• Selects the column and rows.
• It appears when the pointer is
on the fill corner of a cell
• Autofill other cells with similar
information • It appears when editing
a cell content
• Provides a text insertion
• It appears when a mouse is points
placed
over the Ribbon
• Selects Ribbon and Menu
options
Mario@202
3
5 Merge
2
cells
 Cell Merging means
combining two or
more cells to create a
new larger cell.
1. Select the cells
2. Click on merge
& center button

Merged
Mario@202
cells
3
5 Changing text
3
 orientation
When column headings are longer than the contents
of the cells in the column below the heading, you
can turn the heading vertically in order to save space
on the page and fit the contents of the c olumn
better
 To change text direction or orientation
• Click on the orientation option on the Home tab.
• Select the direction

Mario@202
3
 Sorting
54
 Data
Data entered onto a spreadsheet is usually entered in a
random order.
 Sorting is arranging data systematically in a specific order.
 Sorting is changing or organizing the order of spreadsheet
data.
 Sorting the text can be done alphabetica lly such as
ascending order(A-Z )or descending order (Z-A).
🠶 ascending order this is when values are arranged from the
smallest to the largest.
🠶 Descending order this is when values are arranged from the
largest to the smallest
 Sorting numbers can be done from largest to smallest or smallest
Mario@202

to largest.
3
5 How to sort
5
data
1.Select the cells.

2.Click on sort & filter

command.

3. Choose the required

sort.
4. Click on the
command.
Mario@202
3
5
6

Mario@202
3
 5 Filter
7
 Data
Filtering is the way to hide unwanted data temporarily so
that you can see only specific data. This help to focus on the
specific information.
 This also makes it easier to analyse data.

Mario@202
3
 5 Filter data in a
8
spreadsheet
1. Add column headings to the worksheet data.
2. Select data and headings.
3. Click sort & filter command
4. Choose the filter option from the drop-
down menu or press C trl+Shift+L.
5. Click on the arrows. A list of data will
show, with a
tick box next to it.
6. To stop filtering process, press Ctrl+Shift+L
again.
Mario@202
3
5 Add a link to a document in a
9
spreadsheet
 Hyperlinks these are links between two
documents that will open a program to view
the linked file when you c lick on the link

Mario@202
3
6 Create a
0
1.Select hyperlink
the c ell in a spread
sheet
2.Click on insert tab
3.Click on hyperlink button in
the links group
4.Click on the field next to the
look in label. Browse to the file
you want to link.
5.Select the file and click ok.
6.The name of the linked file
is underlined in blue.
Mario@202
3
6
1

Mario@202
3
6
2

Using formulas and

functions

Mario@202
3
6 Operato
3
 rs operator is a
An symbol or sign that specifies
the type of calculation to be performed within
an expression.
 Types of operators
1.Arithmetic
2.Comparisons
3.Text concatenation
4.Reference

Mario@202
3
6 1. Arithmetic
4
operators
 Arithmetic operators perform basic
mathematical operations such as:
1. Addition
2. Subtraction
3. Division
4. Multiplication

Mario@202
3
6 Operato Description Example interpretation
5
r

+ Addition =B2+B3
Add cell B2 and B3

* Multiplication =C2*C3 Multiply cell C2 by C3

- Subtraction =C2-C3 Subtract cell C3 from C2

/ Division =A2/C3 Divide cell C3 by C2

% Percent =A2/C3%
Gives C3 as a percentage of C2

^ Exponentiation =D4^2
Return D4 to the power 2

Mario@202
3
 Comparison
operators
6  In excel two values can be compared using TRUE or FALSE.
6 Which is a logical value.

Operator Description Example

= Equal to = A1=B1

> Greater than = A2>B5

< Less than =A5<A7

>= Greater than or equal =A5>=A7

to
<= Less than or equal to =A5<=A7

<> Not equal to =A5<>A9

Mario@2022
6 Exercis
7
e
1.The instruction “Divide the sum of C2 and C3
by the contents of C 1” c an be entered in a
spreadsheet as…….
2.List four arithmetic operators.
3.Give two examples of how operators are used
in a spreadsheet

Mario@202
3
6 Text Concatenation
8
 operatoroperator
The concatenation (&) joins one or more strings to produce
a single piece of text. e.g. Cell B5 has CHONGO and C5 has
DOMARION.

Concatenation can be used to join two into a single

name.
 The result is CHONGO DOMARION

Mario@202
3
 Reference
6  operators
Range of cells c an be combined for calculations
9 using reference operator.

Operator Description Example

Range operator, produces one
: full colon reference to all the cells between = A21:D21
two references.

, comma Union operator, combines multiple

UM(B5:B15,D5:D15)
=S
references into one reference.
Intersection operation, which produces
on reference to cells common to the B7:D7C6:C8
(space) two references.
Mario@202
3
7 Using mathematical
0
 operators
Excel calculates a formula from left to right,
according to a specific order of each
operator in the formula.
 It performs the operation according to
BODMAS, similar to the BODMAS an acronym
for excel is called BEDMAS. Which means
Brackets come first, exponential, division,
multiplication, addition and subtraction.

Mario@202
3
 Functions and
7  AFormulae
function is a pre-set advanced formula that can be used to
1
do quick mathematical calculations.
 Formula is a combination of values in cells and operators to do
calculations.
 The following are the common functions:
1.SUM : c a lculate the total value of selected cells.
2.PRODUCT: when two values in a cell are multiplied.
3.AVERAGE: calculates the average value of selected cells.
4.QUOTIENT: returns the integer value of division without a
remainder
5.COUNT: counts the number of cells from the selection of cell

Mario@202
3
7 The parts of the
2
 function
Functions have different parts and all functions follow the syntax.
This means that it follows the specific order or same sequence
and layout.
 A function always starts with an equal sign followed by the name
of the function and lastly the arguments.

Mario@202
3
 Function What it does example
7 SUM Calculates the total value =SUM(B5:B10)
3
AVERAGE Calculates the average value =AVERAGE(B5:B10)
MIN Calculates the minimum value =MIN(B3:B12)
MAX Calculates the maximum value =MAX(B3:B12)
IF Gives on answer when
the condition is met =IF(B5>, “Yes", "No”)
COUNT counts the number of cells
from the selection of cell =COUNT(B4:B9)
COUNTA Counts the number of cells that
have numbers or text. Empty =COUNTA(B2:B6)
cells are not counted.
SUMIF Add the values in a range of =SUMIF(B3:B5,9,
cells when those values meet a C4:C8)
condition.
Mario@20 23
7 Inserting a
4
function
 The window has three sections
1.In the first section, type the function and click
the Go button, it lists all the functions that are
able to do that calculations.
2.The second section is used to search for
specific categories of functions.
3.The third section is where all the function are
listed. Below this function is a short description
of the selected function.
Mario@202
3
7 The AutoSum
5
Command
 Click on the arrow next to the sigma sign σ.
 Select the basic function from the list.
 When you select the More Function option, the
insert Function dialogue window opens.

Mario@202
3
7
6

Mario@202
3
7 Use the Function
7
 Clibrary
lick the formulas tab on the
Ribbon.

Mario@202
3
 7 Exercis
8
e table shows part of a
The following
spreadsheet used to keep track of the ages
of the athletes below 15 years at a sports
club.

Mario@202
3
 A B C E F
1 7 D SPORTS
MANSA
9
2 FirstnamCLUB
D.O.B Age in Comme
Surname
3 Chama e
Mary years
200 nt
4 Preciou 8
200
Mwiya
5 Namani s James 5
200
6 Sikalumbi Emmanuel7
7 2012

Mario@202
3
8
(a)What command ca n be used to arrange
0 the records in alphabetical order by
surname.
(b) Write the formular in D3 that can calculate
the age in years.
(c) state what comment will be displayed in
cell E4
after entering the function
=IF (D3<15, “eligible to play,” “over
age”)
(d) What will be displayed if the function
=MAX (D3:D6)
Mario@202

(e) Explain the record 1 is made into one cell.

3
8
1

CHART
S
Mario@202
3
8 Chart
2
 s is a tool that help to illustrate information
A chart
graphically in much more efficient way than can be
done in a table.
 It can be used to make comparisons, show changes
or illustrate trends in a graphic manner.
 Charts commonly used are:
• Pie charts
• Line graph
• Bar graph
Mario@202
3
8 Pie
3
 Chart
It is used to show
proportion.

Mario@202
3
8 Create a
4
chart
1. Select the information in worksheet.
2. Click on insert tab. Find the chart group on the
Ribbon.
3. Click on c hart option. A drop down list of
c harts appears.
4. Select pie chart.
5. The wizard will present a table.
6. Rename the headings in the table.
7. Fill the values accordingly.
8. Format and resize your pie chart.
Mario@202
3
8
5

Mario@202
3
8
6

Mario@202
3
8 Line
7
 graph
These are good for showing
trends.

Mario@202
3
8 Bar
8
graph
 These charts are good for making
comparisons.

Mario@202
3
8 Column
9
 Itchart
represents the values in in
vertical.

Mario@202
3
9 REFERENC
0
E
1. Floyd Chanda, Kennedy Mwaba and Rachel Bey-Miller (2021) Progress in
Computer Studies) 8 and 9
2. R Banda, B Dill, S Nunkumar (2015) Longman Computer Studies 8 and 9
3. Jack Chishala (2015) Junior secondary computer Studies
4. H. Kakonkanya (2015) Revised Syllabus Computer studies 9

Mario@202
3