2 SPREADSHEET Graphs "What If" Calculate Formulas A computer application program that arranges data into rows and columns, usually used to work with numbers and calculations.CalculateFormulas
3 One of the main uses of spreadsheets is to forecast or to predict. Spreadsheets answer“What If” questions.Example:What if I made three more of my shots in the last game? What would my shooting percentage be?
4 SPREADSHEET Maximum Multiply Cells Sum Formulas Divide Minimum Average A spreadsheet is a calculator that you can use to model relationships in a problem.MaximumMultiply CellsSumFormulasDivideMinimumAverageDifference
5 SPREADSHEET TERMSCELL - The intersection of a row and a column on a spreadsheet in which data can be entered.Cells are designated by theircolumn letter and row number.Example: B4ALWAYS put the column letter first, then the row number.
6 CELL ADDRESSThe name and location of a cell on a spreadsheet designated by the column letter and row number.A8
7 What is the cell address for the CELLSColumn LetterRow NumberWhat is the cell address for the4th Row, 3rd Column?
8 ALWAYS PUT THE COLUMN LETTER FIRST Remember . . .ALWAYS PUT THE COLUMN LETTER FIRSTTHEN THE ROW NUMBER
9 RELATIVE CELL REFERENCE In a spreadsheet relative cell reference is similar to giving directions that explain where to go from a present location.It does this by specifying how far away a particular cell is from some other cell.Relative cell addresses follow the same directional instructions regardless of the starting position.Example:Four cells to the left of or three cells above
10 RELATIVE CELL ADDRESS Example: Place a sum formula in Cell E2 to total cellsB2:D2.Grab the fill handleand drag the formuladown to cell E4Formula from E2 willbe pasted into cellsE3 and E4 when thefill handle is releasedDirections Given From Relative Cell Address - Put total in 5th column, adding what is in the 2nd - 4th column of each row.
11 ABSOLUTE CELL REFERENCE In a spreadsheet, a reference to a particular cell or group of cells that do not change, even if you change the shape or size of the spreadsheet, or copy the reference to another cell.Absolute cell reference always point to the same cell, no matter where the reference appears.
12 ABSOLUTE CELL REFERENCE Example: $A$3$A$3 is an absolute cell reference that always points to the cell in the first column and the third row.You know it is an absolute cell reference because of the dollar symbol before and after the column heading.
13 Displays if formula is not correct #REF!Cell Reference ErrorDisplays if formula is not correctIf you attempt to paste a formula where there are not enough cells from the target cell to fulfill the required direction, the #REF! error message will appear in the cell.
14 CELL RANGEA continuous group of selected cells.RANGE = B4:B15
15 IDENTIFYING A RANGE OF CELLS Range - A group or block of cellsExample - A1:A5Cells that are located in rows one through five in the first column,
16 COLUMN The vertical divisions of a spreadsheet Columns are labeled alphabetically
17 The lettered box at the top of a column. COLUMN HEADINGThe lettered box at the top of a column.
18 RESIZING COLUMNSTo quickly re-size a column so that you can see all the contents within the cells, place the mouse on the border between cell headers until the cursor shows arrows ( ) , then click and drag the column divider to make it wider.
19 COLUMN CELL ADDRESSData in a series of cells arranged in a column will have the same letter in the address.Example: A2:A4Read as A2 to A4
20 The numbered box at the beginning of a row. The horizontal divisions of a spreadsheet which are labeled numerically.ROW HEADINGThe numbered box at the beginning of a row.
21 ROW CELL ADDRESSTo indicate a row of data, use the beginning cell address and the ending cell address with a colon in between.Example: A1:G1 (Notice a row will have the same number but a different letter)
22 DELETING ROWS AND COLUMNS To delete an entire row or column, click on the heading.Do not try to click and drag across the cells especially if it is a large spreadsheet.
23 DELETING MULTIPLE ROWS Multiple rows can be deleted at one time by clicking and dragging on the row headings.
24 Is C2,3,4 a correct column address? Quick QuizIs C2,3,4 a correct column address?
25 NOYou must have a column letter and row number of the beginning cell and ending cell.
26 What would be the correct way to write this column address (C2,3,4)? QUICK QUIZ - QUESTION 2What would be the correct way to write this column address (C2,3,4)?
27 C2:C4Data in a series of cells located in the third column (C) going from row 2 to row 4, should be written in this format.Remember to always include a column letter and row number with a colon in between.
28 What would be the cell address for the 2nd row, 8th column? QUICK QUIZ - QUESTION 3What would be the cell address for the 2nd row, 8th column?
29 H2Even though the question said 2nd row-8th column, you still always put the column heading before the row number.When figuring the 8th column, just go down the alphabet to the 8th letter.
30 How would you identify the row that is highlighted below? QUICK QUIZ - QUESTION 4How would you identify the row that is highlighted below?
31 A7:G7 A7 TO G7 would identify this row of data. Remember to always include a column heading first then the row number.Notice that a row always has the same number.
32 Quick Quiz - Question 5How can you highlight column B without clicking and dragging the entire column?
33 Click on the column heading (B). Remember to highlight an entire column or row,click on the column or row headings.
34 What will display in the cell if you have a cell reference error? Quick Quiz - Question 6What will display in the cell if you have a cell reference error?
35 #REF!If you attempt to paste a formula where there are not enough cells from the target cell to fulfill the required direction #REF! will be displayed in the cell telling you that you have an error in the formula.
36 QUICK QUIZ - QUESTION 7What symbol do you add to a target cell address to establish it as an absolute cell reference?
37 $Putting a dollar sign in a cell address, references that particular cell and it does not change even if you move it to another cell.Example: $A$3Once established as the target cell it will always point to the cell that is in the first column, third row.
38 The active cell selected. A cell is activated by highlighting it. CURRENT CELLThe active cell selected.A cell is activated by highlighting it.To highlight cells that are not together . . .Click in the first cell you want to selectThen hold down the open apple key and click in the other cells that you want to highlight
39 Spreadsheets provide commands to help copy or generate data quickly. FILL CELLSSpreadsheets provide commands to help copy or generate data quickly.Examples:Fill Right - Copies contents of cells tothe right of an active cellFill Down - Copies contents of cellsbelow the active cell
40 Examples of fill series Generates a series of values based on the value in the active cell.Examples of fill seriesOther examplesof fill seriesIf you typeJan., thenthe spreadsheetcan provide thecommand to fillright with Feb.,Mar. etc.
41 FORMATTING A SPREADSHEET CELL Refers to changing the way the information is displayed in a cellSTYLEApplies many formatting changes at once.Example: A combination of shading, borders, etc. to give the spreadsheet a distinctive look
42 Changes the cell data type of one or more selected cells. MODIFYING CELL TYPEChanges the cell data type of one or more selected cells.Cell types in NCDeskCAUTION: If you can not change the cell type, the data in the cell is not valid for the new cell type (i.e.,changing to money when dates are in the cell).
43 CELL TYPES IN NCDESK Text - Words Whole Number - Numbers without decimalsDecimal Number - Numbers with decimalsMoney - Use when displaying money $14.96Date (MM/DD/YYYY) - Displays month, day, and year 10/23/2009Date (YYYY) - Displays year onlyTrue/False- Creates check boxes for yes/noHeader - Distinguishes as the cell headingFunction - Information Only
44 Numbers in a spreadsheet can be formatted by the command Format, Cells FORMATTING CELLSNumbers in a spreadsheet can be formatted by the command Format, CellsExamples:To show how dates will be displayed3/14/2006, Mar 14, 2006, 3/14, 3/14/06,Mar - 06, Mar - 06, MarTo show how many decimal places will be displayed, , ,To show how time will be displayed1:30 PM, :30, :30
45 CELL PROTECTIONOnce a spreadsheet has been created, you can protect cells so they can not be easily changed.Example: Creating a monthly budgetThe budget template may have how much you plan to spend each month protected so that it will not change and then you could add how much you actually spent.
46 GRIDBlank setup of rows and columns in a spreadsheet on which data is to be entered.
47 GRAPH/CHART A visual representation of numerical data. Presents complex relationships clearly.
50 Can choose a horizontal or vertical bar chart BAR CHARTSUsed to compare dataCan choose a horizontal or vertical bar chart
51 Used to show trends over time Makes patterns and trends identifiable. LINE CHARTUsed to show trends over timeMakes patterns and trends identifiable.
52 Used to show relationships Not a chart choice in NCDesk SCATTER PLOTSUsed to show relationshipsPositive - dots slope from lower left to upper rightNegative - dots slope from upper left to lower rightA line of best fit can be drawn in order to study the relationship between the variables.Not a chart choice in NCDesk.
53 MAKING CHARTS IN SPREADSHEETS Highlight the cells that contain the data you want included in the chart.Click on the icon representing the type of chart that you want or go to data, chart and then choose the chart type.If the questions ask for labels, add chart title and label the axes and then click ok.
54 LABELING A CHARTRemember to only add titles if directed to do so by the test question.After clicking ok, go on to the next question - do not click on the undo chart button
55 TIME FOR ANOTHER QUICK QUIZ What type of chart would you choose to show trends over time?
61 What is the first step in making a chart from spreadsheet data? QUESTION 4What is the first step in making a chart from spreadsheet data?
62 HIGHLIGHT THE DATA To make a chart . . . Highlight data Choose chart typeAdd labels if givenClick ok
63 WHICH CELL TYPE WOULD YOU CHOOSE TO CREATE A YES/NO CHECK BOX? QUESTION 5WHICH CELL TYPE WOULD YOU CHOOSE TO CREATE A YES/NO CHECK BOX?
64 TRUE/FALSEIn NCDesk to create a yes/no check box go to DATA, MODIFY CELL TYPE, and then CHOOSE CELL TYPE TRUE/FALSE.
65 THREE TYPES OF DATA CAN BE ENTERED INTO A SPREADSHEET LABEL - data entered as text, like a word or a letterVALUE - a number entered into a cellFORMULA - A mathematical equation consisting of numbers, other cell designators, and symbols for mathematical operations.
66 VALUES AND COLUMN WIDTH If a value is too wide to fit in a column, the spreadsheet will displaynumber signs (#####).To remove the number signs and display the value, you must widen the column.
67 THREE ELEMENTS OF A FORMULA It must begin with an equal sign (=) to distinguish it from a label or value. The equal sign tells the computer to perform a calculation.It must have operators(an instruction like +, -, *, or /)It must have operands(what the instructions operate on, i.e. values)
68 EXAMPLES OF FORMULAS FORMULA RESULT =B4+B5 Find the sum of the contents of cells B4 and B5=B4-B5Find the difference between the contents of cells B4 and B5=B4*B5Multiply cells B4 and B5=B4/B5Divide cell B4 by B5=SUM(B4:B10)Add cells B4:B10=AVG(B4:B10)Calculate the average of B4:B10
69 CREATING A FORMULA IN A SPREADSHEET Highlight the operandsActivate (click in) the cell where the formula will goType the formulaPress return
70 FORMULA HINTIf you are asked to put in a formula and you can not figure out how to do it, activate another cell that already has a formula in it and look at the formula in the data entry bar at the top of the spreadsheet.CAUTION - Make sure the formula is the same operator that is being requested. For example, if the question ask for you to put in a formula that would multiply cells, make sure the formula you looked at was multiplying cells. DO NOT copy the same formula, you must type the correct cells that are being used.
71 FORMULA HINT EXAMPLEIf you were asked to put a formula in cell D4 to figure total tokens . . .Activate cell D2 by clicking in itLook in the data entry bar for the formulaActivate cell D4 and type the formula that corresponds to the correct operandsType =(B4*C4)
72 Formulas that are already built into the spreadsheet program. FUNCTIONSFormulas that are already built into the spreadsheet program.Go To Insert, FunctionOrChoose the f(x) buttonFunctions inNCDesk
73 NCDESK FUNCTIONS Sum - Totals the values in a series of cells Average - Averages values in a series of cells - Gets the MEAN valueMinimum - Gets the smallest value in a series of cellsMaximum - Gets the largest value in a series of cells
74 APPLYING A FUNCTION (2) Insert function (1) Activate the cell (3) Choose thefunction(5) Click ok(4) Selectcolumn or row
75 What symbol lets you know that a formula will follow? FINAL QUICK QUIZWhat symbol lets you know that a formula will follow?
76 =Formulas begin with an equal sign and must include operators and operands.
77 WHAT FUNCTION WOULD YOU CHOOSE IF YOU WANTED TO FIND THE SMALLEST VALUE IN A SERIES OF CELLS?
78 The function minimum will get the smallest value in a series of cells.
79 WHAT FUNCTION WILL ALLOW YOU TO TOTAL THE VALUES IN A SERIES OF CELLS.
80 SUMValues in cells contained in rows or columns can be totaled by using the sum function.
81 WHAT FUNCTION WOULD YOU CHOOSE TO FIND THE MEAN VALUE IN A SERIES OF CELLS?
82 AVERAGEGetting the mean of a series of numbers is another way of saying, getting the average.
83 WHAT APPLICATION WOULD YOU USE AS AN ACCOUNTANT TO CALCULATE A COMPANIES PROFITS AND EXPENDITURES?
84 SPREADSHEETA spreadsheet keeps data in organized rows and columns and is used to work with numbers and calculations.
85 What appears in a cell if the value is too wide to fit in the column?
86 (####)Number signs indicate that the column is not wide enough to fit the data.To remove the number signs and display the value, increase the column width.
87 Technology Coordinator Harnett County Schools Beth BlanchardTechnology CoordinatorHarnett County Schools