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1 NCDesk Spreadsheet 22-25 % OF THE TEST WILL BE SPREADSHEET QUESTIONS

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2 NCDesk is a collection of small Java programs that replicate common applications. These are the five applications – they do not function as completely as Microsoft Word, Works or Excel that we use in class. They are similar. Several PowerPoint slideshows are available for you to see how the applications work. Now, let’s learn more about Spreadsheets.

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3 spreadsheet A spreadsheet is a tool used to perform calculations, analyze data and present data in charts or graphs.

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4 Cells are the rectangles (boxes) where information is entered. The cell that is highlighted is called the active cell. Columns run vertically and are identified with letters. Rows run horizontally and are identified with numbers. Cell Address refers to a specific cell and always begin with the Column identifier then the row number. For example: A3 Spreadsheet Parts

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5 Labels are the words typed in the cells that usually name the columns (label=words) Values are the numbers entered into a spreadsheet (value=number) Formulas are commands you enter to perform calculations in a spreadsheet (formula=calculation)

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6 Cells Formula Rows Columns Cell Address (seen within a formula) Labels Values

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7 NCDesk Open NCDesk program to begin working with NCDesk files. Menu Bar Toolbar Sections Understanding Formulas Extra Spreadsheet Information Home

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8 Let’s talk about the Menu bar…. File Edit Insert Data Help Menu Bar button The links go to the various sections there maybe several slides for each section. At the end of a section a Menu Bar button will come back to this slide. Menu Bar Home

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9 NCDesk will not allow files to open outside of the program. Always open NCDesk first File, Open…… to access.ncsh files to work File Menu

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10 New – new spreadsheet document Close – close spreadsheet Restore – returns document to “opened” state Save – retains changes to spreadsheet document. Save As…. – Options to name and store file Quit – exit out of spreadsheet program NCDesk. File Menu Edit Menu has no unusual commands. Menu Bar

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11 The Edit Menu contains no unusual commands. To remove data from a cell, it seems much easier to use the cut or delete command. Edit Menu Menu Bar

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12 rowscolumns Both rows and columns can be inserted, but they are done at specific places. Functions Functions are involved in formula calculation. Insert Menu Row above

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13 New blank row above Sharpene r Insert Select (highlight) the cell BELOW where you want the new row to go. Choose Insert Row above and select “Row above” to Insert > Row above- Read the directions to see if you have to modify the type of information the new row should contain.. insert a row. Read the directions to see if you have to modify the type of information the new row should contain.. Before shot After shot Column before

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14 After shot Insert > Column before- after Insert“Column before” Read the directions to see if you have to modify the type of information the new column should contain.. Select (highlight) a cell in the column after where you want the new column to go. Choose Insert and select “Column before” to insert a column. Read the directions to see if you have to modify the type of information the new column should contain.. Before shot Functions

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15 Insert > Functions… SUM AVG MIN MAX

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16 Four types of functions: 1 st Select correct function type 2 nd Select correct series – column or row 3 rd Verify correct cell range SUM, AVG, MIN, MAX Look for more Function information in the Toolbar section.

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17 SUM Function Example: =SUM(D3:D11)

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18 AVG or Average Function Example: =AVG(B3:B11)

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19 MIN or Minimum Function Example: =MIN(E3:E11)

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20 MAX or Maximum Function Example: =MAX(C3:C11) Menu Bar

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21 Data Menu Sort Arrangement of data is changed by the Sort command. Chart A visual display of data comes from Chart command. Modify Cell Type Modify Cell Type formats data. Sort

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22 Data >Sort method of sorting data in Reverse alphabetical order (Z-A) or reverse numerical is high to low (9-0). method of sorting data in alphabetical order (A Z) or numerical order (0-9).

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23 Read your error messages. Attempting to sort a column in a spreadsheet can interfere with formulas that are part the information being sorted. If a formula is affected, an error message will appear in NCDesk. Read your error messages.

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24 cannot Cell D5:D14 all contain formulas. Column D or the range cannot be sorted in this example. Charts Home

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25 Data > Charts Charts communicate information visually Graph (chart) makes complicated information easier to understand Charts can be created from spreadsheet Three types of charts are: –BAR –LINE –PIE

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26 Steps Creating Chart 1.Select data to include in the chart. 2.Data > Chart > select the desired chart. 3.Fill in the Chart Attributes for Title, X-Axis Label, and Y-Axis Label. 1 2 3

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27 Pie Chart Used to show relationship of one set of data to the entire data. The size of each wedge represents the percentage that each value adds to the Total. Shows the relationship of a part to a whole. Each part is presented as a "slice" of pie.

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28 Bar Chart (can be Vertical or Horizontal bars) Used to compare individual or sets of values to each other. The height of each bar being proportional to its corresponding value. Uses rectangles of varying height to illustrate values in a spreadsheet.

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29 Line Chart Used to show trends since the lines connect points of data. Used to show changes over a period of time. Similar to the bar chart except bars are replaced by points connected by a line.

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30 Things to remember about charts when taking the computer test: 1. Select the appropriate type of chart to represent the data. 2. Highlight the correct data. 3. Following the question directions exactly, some questions require Chart Attributes to be done; other questions simply state-“create a chart”. 4. After creating the chart, do not close the chart, go to the next question. Modify Cell Type Home

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31 DataModify Cell Type To format or change the way information appears in a cell, select the cell(s), then select Data. Choose “Modify Cell Type” and select the type of formatting for the data. Modify Cell Type

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32 Date (YYYY) Money Header NEED Modify Cell Type Examples of changes that NEED to be made by Modify Cell Type. Menu Bar

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33 Help If you don’t remember how something works or a term, click on the Help button in the NCDesk program. Help Menu

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34 Menu Bar Home even during the test. These Spreadsheet Help Topics are available to assist you, even during the test.

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35 Let’s talk about the toolbar... Button Names Formula Function SortingCharting Toolbar button The links go to the various sections there maybe several slides for each section. At the end of a section a Toolbar button will come back to this slide. Toolbar

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36 To find out the name for buttons, simply hover the cursor on the button – do not click – and words will appear to tell you the button’s function. Toolbar

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37 Easy Sum Easy Sum (automatically adds) column Select the empty cell under the column of values to add. Then click button. EMPLOYEE The sum will appear. Sum a Series of Values

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38 Easy Sum Easy Sum (automatically adds) row Select the cells containing the values on the row to add. Then click button. A sum will appear in the empty cell at the end of the row. Sum a Series of Values Select Function

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39Functions Sum AVG or AVERAGE MIN or MINIMUM Max or MAXIMUM =SUM(B2:B8) =AVG(C1:C8) =MIN(E1:E12) =MAX(A2:J2) Select a Function

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40 What’s a function A function is a preset formula. Functions begin with the equal sign ( = ) followed by the function’s name and its arguments. The function name tells what calculation to perform. The arguments are the part of the function enclosed in parentheses. Arguments supply the data for the function to use in its calculations. =SUM(B2:B8) =AVG(C1:C8) =MIN(E1:E12) =MAX(A2:J2)

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41 Function Function – This button begins the process to insert a function formula in a cell. The process is exactly the same as using the Menu Insert > Function.

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42 Four types of functions: 1 st Select correct function type 2 nd Select correct series – column or row 3 rd Verify correct cell range Toolbar Review Functions in Menu Section slides 14-19

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43 Sort Ascending Sort Descending Notice the numbers, not the arrow (both arrows point down.) Select the data to be sorted before Clicking on the tool button, either Sort Ascending or Sort Descending. Toolbar Review Sorting in Menu Section slides 21-23

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44 Chart Buttons Remember must select the data for the chart, before clicking the chart button. If you get an error message when you attempt to create a chart, READ the message, it will tell you what you did wrong. Line Chart Line Chart Used to show changes over a period of time. Pie Chart Pie Chart Used to show relationship of one set of data to the entire data. Percentages. Bar Chart Bar Chart Used to compare individual or sets of values to each other. Review Charts in Menu Section–slides 24-29 Home Toolbar

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45 How to figure out a formula Relative Reference Absolute Reference Let’s talk about some extra spreadsheet information ….

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46 Sometimes you have to figure out what formula is already being used in your spreadsheet in order to answer a question correctly. Stumped About a Formula Complete this spreadsheet by putting in the correct formula in Cell D4. For example your instruction might read: Complete this spreadsheet by putting in the correct formula in Cell D4.

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47 Investigate-look in the cell directly above. See the formula in the entry bar, interpret the formula, check the labels in the column headings. Is it the same type formula needed to do the problem calculations?? Use the formula, change the cell references. =B4*C4Will Work Work

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48 NCDesk Spreadsheet Does Not (at this time) Fill down, fill across Circular reference Absolute reference Relative reference Very common in other spreadsheetprograms.

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49 Absolute Reference Relative Reference Both spreadsheets used the fill down feature in Columns B, D, E Top Spreadsheet has an absolute reference cell B2 that contains the tax value. Bottom Spreadsheet formulas are examples of relative reference.

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50 Relative Reference The amount of tax is calculated in Column D. The 6% tax is actually part of the formula. When the fill down feature was used in column D and E the computer used the relative references to change the rows in each cell address.

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51 Absolute Reference These formulas must look to cell B2 for the amount of tax in each calculation. The $ symbol is placed into the cell address of B2 as ($B$2) to ensure that in each calculation the computer will look to cell B2 each time to obtain the value it hold.

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52 See what happens without the use of the Absolute Reference formatted correctly ($B $2). There is nothing in B3 and B4 contains a label. Wrong! Home

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53 Section contains information about formulas with and without the use of functions Note: This presentation shows many examples of SUM, AVG, MAX, and MIN use for columns of values. The same calculations can take place for rows of values. Let’s talk about understanding formulas….

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54 “Simple” Formulas A definition of a “simple” formula is one that does not contain a function in it. (Functions are AVG, SUM, MIN, MAX) =A1+D2=A1+D2+G2=(A1+D2)*13 =A6-A5=(A6-A5)/B3=A6-42 =B1/G2=(B1/G2)*B2=B1/0.6 =A3*B3=(A3*B3)/B4=A3*$23.00 ALL OF THESE FORMULAS ARE WRITTEN CORRECTLY The next slide will be asking questions about these formulas.

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55 WHAT DO WE KNOW ABOUT FORMULAS? All begin with = sign.= tells the computer to perform the mathematical calculation that follows They contain cell address and/or values Every cell in the spreadsheet has an address. Letter comes from the column and number from the row. Address can be seen in the cell address bar. They contain mathematical operations. + add, - subtract, / division, * multiply Some contain Parentheses. ( ) —Formulas follow the Rules of Order of Operations. (Please Excuse My Dear Aunt Sally)

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56 In one way, cells are nothing but a location in a large grid showing the intersection of a column and row. ABCDFGHJ 1 2 3 4 5 6 At this point B3 is just B3, nothing more – nothing less. The content of the cell gives it more meaning.

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57 ABCD 1CookiesQuantityPrice Amount Due 2 Vanilla Cream.00 3 Peanut Butter 7.00 4Chocolate.00 5Lemon.00 6Total.00 B3 contains the value 7, but what does 7 mean? B3 shows Quantity of 7 Peanut Butter Cookies Spreadsheets Cells can contain- Labels– text (words) Values – numbers Formulas – combination cell addresses, values, and mathematical operations It is not enough just to know the contents- you need to look at the column header. In this example – Quantity Also you need to look at the label in A3 to know the quantity is dealing with Peanut Butter Cookies.

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58 Function Formulas A definition of a function formula is a preset formula that makes use of a 3 letter abbreviation for the “operation” that makes the formula become a shortcut. Other people might call them a built-in formulas.

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59 ALL OF THESE FORMULAS ARE WRITTEN CORRECTLY =SUM(B2:B11)There are more functions than SUM, AVG, MIN, MAX. These are the ones middle grade students need to know. 2 of these examples represent row ranges; 2 represent column ranges. =AVG(B2:H2) =MIN(C3:C15) =MAX(A5:D5) The next slide will be asking questions about these formulas.

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60 WHAT DO WE KNOW ABOUT THESE FUNCTION FORMULAS? All begin with = sign.= tells the computer to perform the mathematical calculation that follows They contain 3 letter abbreviations to show the type of mathematical calculation required. Example: SUM, AVG, MIN, MAX. They contain cell RANGES A range is a group of adjoining cells either in a row or column. The cell ranges are made up of the beginning cell address, a colon (:), and the ending cell address. Example: B2:B5. This is read as “B2 through B5”. Always show Parentheses around the range. Example: (B2:B5) THERE WILL BE NOTHING BUT RANGE INSIDE THE ( )

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61 INCORRECT INCORRECT Functions Formulas: =ADD(B2:B11) =SUB(C2:C11) =SUM(B2=H2) =SUM(C3 + C15 + C4) =SUM(A5 – D5) =SUM(B2:$65.00) SUM(B2:H2) ADD is not a function SUB is not a function = NOT CORRECT + NOT USED IN A RANGE/these cells are not range, they do not adjoin. – NOT USED FOR RANGE Range only contains cell addresses Lacks the = sign Home Why??? Why? Why? Why? Why? Why? Why? Why?

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