USING SPREADSHEET

OBJECTIVES

1. Use formulae to solve practical problems

2. Sort data

3. Filter records

4. Creating charts and graphs

5. Formatting charts and graphs

6. Setup spreadsheet page for printing

7. Import files

8. Link files
 USING FORMULAE TO SOLVE PRACTICAL PROBLEMS

 A formula is a mathematical expression used to

perform calculations
 A predefined or in-built formula is called a function
Examples of formulae in spreadsheet
=B2/5 {Dividing numbers by cell reference B2 by a value 5}
=B3*C3 {Multiplying numbers by cell references}
=D2-$E$2 {Subtracting number using its cell reference by constant}
=SUM(B2:E2) {Adding numbers in specified range}
=ROUND(B2/5,2) {Rounding up quotient of B2 by 5 to 2 decimal places}
 General components of a formula
= ROUND (B2/5,2)
Values or Arguments
Equals sign
These are actual data to be
The formula must start with equal
operated on and can be
sign (=)
accessed in the following ways
Function  relative referencing eg A2
The formula must use correct  Absolute referencing eg $A$2
function name followed by  Mixed referencing eg A$2
parenthesis eg =SUM()  Actual values eg 25
Operators
There are in two types
 CREATING FORMULAE IN SPREADSHEET

1. Select the cell where answer should be displayed

2. Enter equals sign

3. Then function name and place its argument in the parenthesis. Eg.
=SUM(B2:E2)
4. If function is not available or not familiar, you can use your own
mathematical statement to produced desired output eg.
=B2+C2+D2+E2
5. Then press enter

NOTE: Always select data you want to manipulate either cell by cell as
in (B2+C2+D2+E2) or by range as (B2:E2)
 SAMPLE DATA FOR DEMEONSTRATION
A B C D E F D
1 2024 SHED MOCK EXAMINATION RESULTS
2 S/N First name Surname sex Com Phy Math
3 Masauko Walani m 25 50 66
4 Veronica Chakwana f 86 90 80
5 Ivy Kaliati f 42 30 48
6 David Tsambalikagwa m 75 75 75
7 Dorica Chisale f 35 20 40
8 Emmanuel Matabwa m 55 60 56
9 Falles Mvula f 94 96 98
10 Wyson Bonongwe m 82 78 88
11 Jek Kafaye m 78 60 70
12 Maureen Chikaipa f 63 20 60
13 Grace Muzuwere f 15 30 18
14 Evance Saidi m 18 46 16
15 Dyna Joseph f 77 83 78
16 Megrina Nkhoma f 59 60 89
17 Ireen Chinyama f 5 12 2
18 Elicial Chizimbi m 30 13 12
19 Justin Smoke m 60 52 50
20 Emily Khalika f 92 80 76
21 Menance Banda m 44 63 52
22 Linda Maulidi f 48 30 40
 CATEGORIES OF SPREADSHEET FUNCTIONS

The following are the common in-built spreadsheet functions

that can be used in creating good formulae
 Math & Trig
i. SUM() eg =SUM(E3:G3)
ii. ROUND() eg =ROUND(G3/60,0)
iii. PRODUCT() eg =PRODUCT(E3,$G$2)
iv. QUOTIENT() eg =QUOTIENT(E3,G3)
NOTE: Subtract or Minus function does not exist so you need to create it as =G3-F3

 Statistical
i. AVERAGE() eg =AVERAGE(E3:G3)
ii. MEDIAN() eg =MEDIAN(G3:G22)
iii. COUNT() eg =COUNT(G3:G22)
iv. MAX() eg =MAXE(G3:G22)
v. MIN() eg =AVERAGE(E3:G3
NOTE: Range can be calculated by creating own formula as =MAX() - MIN()
 Logical

i. IF() eg IF(G3>40,”PASS”,”FAIL”)
IF(G3>80,”A”, IF(G3>64,”B”, IF(G3>54,”C”, IF(G3>=40,”D”,”F”))))

ii. COUNTIF() eg COUNTIF(G3:G22,”>50”)

iii. SUMIF eg SUMIF(G3:G22,”>50”)

iv. AND eg AND(F3>50”,G3>50)

v. OR eg OR(F3>50”,G3>50”)

vi. NOT eg NOT(F3>50)

 Time and date

i. TODAY

ii. NOW()

iii. DATE()

iv. HOUR()

v. SECOND()

vi. MINUTE()
 Common spreadsheet errors when using formulae
1. #DIV/0!
• Means a formula attempts to divide by zero or by a cell that is
empty.
2. #N/A
• Means that the value used in a formula is not available

3. #NAME?
• Means that Excel doesn't recognize text or function name in a formula ,
4. #VALUE!
• Means that you try to perform a mathematical operation on text.
5. #REF!
• Means that a formula refers to a cell that is deleted
6. #NUM!
• This means that argument passed to the formula is invalid eg =sqrt(-
1)
7. #NULL!
• Means a formula specifies an intersection of two ranges that don’t
 Handling errors
The following function helps to manage errors in
excel formulae by replacing with meaningful
value or text when an error occur

IFERROR(3/0,”Divided by 0”)
 SORTING DATA
Sorting is the process of arranging items of the same kind in an ordered sequence.

IMPORTANCE OF SORTING DATA

 Sorting makes data look presentable and organized

STEPS FOR SORTING DATA

1. Select the data to be sorted.

2. On the home tab, click the sort and filter icon then click Custom Sort

command.

3. In the Sort dialog box, select the field to be used as the key for sorting and

the sort orders as either descending or ascending order then click OK button

to apply.
 SORT DATA BY CUSTOM LIST

This is user defined order . This is very important if the data need to

sorted based on other criteria

To sort data, follow steps below

• Highlight the data to be sorted.

• Click sort and filter icon fro home tab then select the Custom Sort

command.

• In the Sort dialog box, select the field to be used as the key for

sorting

• Click Custom list in sort order then create the desired order
 SORT DATA BY MULTIPLE COLUMN
This is sorting data by more than one column. For example students
details can be sorted out by both gender and age

To sort data, follow steps below

• Highlight the data to be sorted.

• Click sort and filter icon fro home tab then select the Custom Sort

command.

• In the Sort dialog box, select the field to be used as the first key for

sorting data

• Click Add Level to add another field to be used as the second key

• Finally, select order. Then apply

 FILTERING DATA
Filtering is the process of displaying only the rows in a
worksheet that meet specific criteria while hiding the rest.
 It is a quick and efficient way of finding and working

with subset of data

IMPORTANCE OF FILTERING DATA

 It makes it easier to focus on specific data that is relevant for a

task without deleting any information

TYPES OF DATA FILTERING

 Autofilter

 Advanced filter
 FILTERING DATA USING AUTOFILTER

Autoflter uses simple criteria and includes filter by selection.

 It can be applied to only one list on a worksheet at a time because the whole

row is involved

To filter data

1. Select the heading row

2. Click filter from Data tab. This will insert filter dropdown arrow to the right

of each column heading

3. Click the dropdown arrow and uncheck data you do not need.

4. Then click OK to filter

NOTE: You can also uncheck all and then check the required data.
 CUSTOM AUTOFILTER
Excel recognizes data type of every column and filter them differently.

So, text, numbers and date are the data types to be discussed here

Filtering numerical data

1. Select the heading row

2. Click filter from Data tab.

3. Click filter dropdown arrow.

4. Then choose number filters.

5. Click the criteria required.

6. Set the value in the custom autofilter dialog. And click ok to apply

NOTE: The same procedure works with text and date values what changes is step 4

which is also handled by excel itself.

 ADVANCED FILTER
 It is used to specify the criteria manually.
To apply advanced filter in excel

1. Create the criteria by copying the header name and specify

condition below it (Criteria range)

2. Select data to be filtered including headings (List range)

3. Click Advanced from Data tab to open Advanced Filter dialog box

4. Choose filter the list in place to display results on the same location
or choose copy the results to another location.

5. By default List range will be selected. If not then select the data
again.

6. Put the cursor in Criteria range field, then select created criterion

7. If results need to be copied to another location, then put cursor in

copy to field, select one cell where data should be copied.

8. Click ok to apply filtering

 CREATING CHARTS AND GRAPHICS

A chart or a graph is a pictorial representation of underlying data on a

worksheet.

• Charts make it easy for the user to see the comparisons, patterns and

trends in data.

• A chart is linked to the worksheet data it is created from, and

whenever data on the worksheet is modified, the chart is updated

automatically.

• A chart is a visual representation of data in a worksheet. Charts are

used to compare and see patterns and trends in the generated data.
 TYPES OF CHARTS
Some of the charts available in a worksheet are;

 Line chart
represents data as lines with markers at each data value in the x-y plane.

 Column chart
represents data using clustered of columns comparing values across
categories.

 Bar chart
represents data using clustered bars arranged horizontally. It is used to
compare values across categories.

 Pie chart:
used to present data on a circular pie partitioned into sectors representing
each item being analysed.

 Scatter chart
Compares pairs of values on the same axis using scattered dots.
To generate a chart proceed as follows;

1. Select the range of values for which you want to

create a chart.

2. On the insert tab, click the column button which

is within the charts group.

3. Click the type of chart you want to create i.e.

column chart then click OK button and the chart
will be inserted in the worksheet.
 FORMATTING AND EDITING CHARTS

Formatting means modifying the graph to take the desired

appearance

Some of the activities involved are

 Resizing and moving charts

 Labeling data values

 Inserting title

 Inserting a legend

 Change chart location

Resizing and moving a chart

• Click the chart you wish to resize.

• Use the place holders on the edge to drag the chart to size.

• To move the chart, click inside the chart area then drag to the
desired position.

Labeling data values

• On the chart Tools toolbars, in the chart layout group then click
the Quick layout command. Select a layout that had data labels.

• Edit the chart title as appropriate.

Insert titles

• On the Chart toolbars, in the chart Layout group click Add Chart element then

select chart Title.

• Select the preview with the expected position of the title e.g. above chart then

type the title in the provided space.

Inserting a legend

A legend is equivalent to a key used on manually drawn charts. It shows colour

which represents each data values.

To create a legend:

• On the chart tools toolbars, in chart layouts group click Legend.

• Select the preview with the right position of the legend you wish and it will be

indicated.
Changing the chart location

1. Right click the chart then select the move chart

command from the shortcut menu that appears.

2. In the move Chart dialog box, specify whether to embed

the chart into the current worksheet or place it in a new
worksheet, and then click OK.
 IMPORTING FILES INTO SPREADSHEET

This refers to transferring of data from one computer program to another,

changing the format of data in the process. For example, it is possible to
create a document in word processor and then import it in excel.

Types of text format that can be imported

1. .txt file (Tab delimited text)
2. .csv file (Comma Separated Values)

Ways of importing file in excel

3. Open the file in excel
4. Get file as an external data
 Importing a file by opening it

1. Click open from file tab

2. Select file format to be open and click the file from Open dialog
box.

3. Then click Open to apply. If it is a .csv file, it will open but if it

is .txt, then Text import wizard will popup

4. Choose the first row to start importing data, then click next

5. Select other delimeters if any, the click next

6. Finaly, Provide data format in the column then click finish

 Importing file as external data

1. Click data tab then select From text option

2. Select the file from dialog box that appear and then click

import

3. Choose the first row to start importing data, then click next

4. Select other delimiters if any, then click next

5. Finally, Provide data format in the column then click finish

 Page setup for Printing
This involves preparing the document to look as required when

printed

It involves adjusting

 Margin

 Size, Orientation and Scaling

 Headers and footers

 Print area and titles

This is very important as excel document is usual

 Exporting file from excel
Cick File tab then Save As
Rename it and schoose format as *.txt (Tab
delimiter) or *.csv
Then click save

Activity: Export excel file

 Linking files
A link is a type of formula that fetches its data from another

worksheet or spreadsheet into the current spreadsheet file.

E.g.
=[Item.xlsx]Sales!A1

 So, the fomula consist of sorce workbook name in [],

 Then worksheet name ending with !,and cell reference like A1

 When Spreadsheet which is linked to external data is launched,

it checks for updates first from external file.

 To link spreadsheets:
1. Open the workbooks you wish to link.

2. In the source worksheet, highlight the cells you wish to link to and then click

the copy command.

3. Switch focus to the destination workbook. Click the upper left corner of the

range where you wish the links to be.

4. On the Home tab, Click the paste drop down and then click the paste special

command. In the paste special dialog box, click paste link option then click the

OK command.

ACTIVITY: Create two files; one having prices and the other sales. Then calculate
total sales
 Setting margin
Margin is the white space around the document. I control the
extent to which content can be placed on the page. Left margin has
extra space called Gutter to give allowance for binding.

To set margins, proceed as follow:

1. On the Page Layout tab, click margin. Then select Custom

margin

2. In the Page Setup dialog box, click margin and adjust as

appropriate.

3. Then click ok
 Page size, Orientation and scaling
 Page size ranges from A1, A2, A3, A4, A5, Letter etc. But
the commonly used size is A4
 Orientation determines whether the page will be Portrait or
Landscape
 Scaling is used to fit the virtual page on the screen, to the
real page in the printer

All these can be set in Page Setup under Page Layout tab
 HEADERS AND FOOTERS
 A header is a repeating text printed at the top of every page within the top

margin

 A footer is a repeating text printed at the bottom of every page within the

bottom margin

Header or footer includes page number, Company name, Title, motivation text, date

etc

To insert header and footer

1. Click Page layout tab

2. Select margin, then click Custom margins

3. Click the header/Footer tab in page setup dialog box

4. Type as appropriate in the spaces provided. Customized it if necessary

 Specifying titles and print area
 In the Page setup dialog box, rows and titles
that have titles can be specified to appear on
each page.

 Sometimes Only data to be printed can be

selected. So that unwanted data is left behind

Activity: Practice page setup