1. Spreadsheet Basics What is a 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. A workbook is a file which contains one or more spreadsheets.

2. Spreadsheets Perform Mathematical Calculations Do you or your family use spreadsheets? Daily Uses of Spreadsheets:  Balancing a checkbook  Calculating car loans  Calculating student grades (helping students keep up with their grades)  Household budgets Why would a business use spreadsheets?  Payroll  Financial statements for a business (profit/loss) 2

3. Designing a Spreadsheet Cell – individual locations on a spreadsheet (intersection of a row and column)  Column— identified by letters of the alphabet (vertical)  Column A refers to all of the contents in a vertical range of cells in the first column of the spreadsheet.  Row— identified by numbers (horizontal)  Row 3 refers to all of the contents in a horizontal range of cells on Row 3 ABCD 1 2 CELL 3 ROWS (horizontal) COLUMNS (vertical) 3

4. Cell Specifics Cell Range: A4:A16 refers to a group of adjacent cells A Range is a group/block of cells. example: A6:E16 refers to a range of cells in a specific spreadsheet. Cell Address: a specific location Cell A4 = Cell address It is the Column letter and Row number. The cell address is also called the cell reference. Active cell: The cell that is selected It is the cell that is ready to receive information 4

5. Spreadsheet Formatting 5

6.  Formatting is applied to spreadsheet components for the purpose of organizing and clarifying information.  Data that is presented in a uniform and consistent format is much easier to understand than data presented with random formats.  Formatting can be applied to pages, columns, rows, cell ranges, and cells. Formatting 6

7.  Headers or Footers are used to add identifying information to a spreadsheet.  May include:  Title of company  Date  Page number  Time of creation or update  Contact information 7 A Header/Footer Footer Example

8.  Font Size and Font Style are used to clarify information by adding emphasis to titles, column headings, and grand totals, etc.  can also change font type and color Example: which title below is emphasized more? Font Size and Style Title of Spreadsheet or 8

9.  Justification is also used to format cell data for the purpose of clarifying and organizing information  Left, Right, or Center justification can be applied globally to columns, rows, or cells.  Indent is used to emphasize subcategories  The Format Painter can also be used to apply global formats. Justification 9

10. 1.Left Justification – Left is the default justification for cells formatted as Labels. 2.Indent – Indent is a format applied to cell data to emphasize subcategories, such as the itemized list of expenses in a budget Types of Justification 10

11. 3. Right Justification – Right is the default justification for cells formatted as Values. a.Values should be formatted uniformly, such as, using two decimal places for all like data, or using currency for total amounts Ex. $500 vs. $500.00 b.Values can be formatted for a set number of decimal places with or without a comma separator. Ex. $1024.30 or $1,024.30 Types of Justification 11

12. [ Right Justification (continued) ] c.Values can be formatted in a variety of date formats Ex. October 30, 2009 30 Oct 2009 10/30/09 d. Other formats for Values include time, percentage, fraction, and scientific 12

13. 4. Center – Centering is a format usually applied to titles and column headings Types of Justification 13

14. Justification Examples  Left Aligned (text)  Column heading  Listed Items  Right Aligned (values)  Quantity  Numbers with decimals (Prices) Centering of the Table Title 14

15.  Wrap text is used to align multi-line text within a cell.  Merge is used to combine two or more cells.  Center is the default alignment when cells are merged. Adjusting Height, Width, and Size of Cells, Columns, and Ro ws 15

16.  Column Width  Column Width is adjusted to fit the longest entry.  Double click on the border between the 2 column heading  When the ##### symbols appear in a cell, this indicates that the width is too small to display the contents. Adjusting Height, Width, and Size of Cells, Columns, and Rows 16

17. Borders and Shading  are used to emphasize and organize information, and  can be applied to columns, rows, cell ranges, or individual cells These lines are Borders!  Reminder: select the columns, rows, or cells on which you want to apply Borders and Shading 17

18.  Columns and Rows can be  Inserted  Copied  Pasted  Deleted  Cell Data can be  Cleared  Copied  Pasted Editing 18

19.  Renaming a spreadsheet tab adds a descriptive identifier to the spreadsheet  The Reordering of spreadsheet tabs is helpful in organizing and clarifying information Renaming and Reordering 19

20. Understanding Spreadsheets Cell Data Formulas Operations 20

21. Cell Data -- is classified according to its intended purpose. 21

22. Cell Data Classifications  Labels — the classification used for cells that contain text or for numbers that will not be used in calculations Examples: John Jones (text) Dates, such as 1/03/2009 (considered as text) Social Security # Phone # ZIP Code (a number, but will not be calculated) Using an apostrophe ‘ Type an apostrophe (‘) before a number to make that entry recognized as a label (the ‘ does not show when you press enter). Example: ‘27613 (Put ‘ so the ZIP Code is recognized as a label or text, not a value, by the computer) 22

23. Cell Data Classifications  Values — the classification indicating that the data has the potential to be used in calculations Example: 150 Cell Alignment for these classifications:  Labels align at the left side of the cell  Values align at the right side of the cell 23

24. Data Types Examples Labe l Valu e Formu la Formula Bar 24

25. Basic Spreadsheet Formulas All Formulas begin with an equal sign = When the equal sign [or in some cases a plus sign(+)] is keyed in a cell, the software “knows” that the data will be used in a calculation. Formulas instruct the software to perform a calculation. 25

26. Basic Spreadsheet Formulas Formulas use the following:  Addition  Division  Multiplication  Subtraction These Math Operators are used in formulas (performing Math Operations): + for Addition- for Subtraction * for Multiplication/ for Division 26

27. Basic Spreadsheet Formulas Examples of basic formulas: if using Cells B7 and C7: Addition=B7+C7 Subtraction=B7-C7 Multiplication=B7*C7 Division=B7/C7 27

28. Order of Operations Calculations are performed according to the Order of Operations. (which means, they calculate in a specific order) To remember the Order Of Operations: remember PEMDAS—Please Excuse My Dear Aunt Sally P parentheses performs operations on the items enclosed in (parentheses) first E exponentiation^ M multiplication* (from left to right) D division/ A addition+ (from left to right) S subtraction- 28

29. Order of Operation Example =(A8+C9)/(H8-L9) The parentheses around the first part of the formula force Excel to calculate (A8+C9) first. then calculate (H8-L9), then divide the 2 results. A8 = 10 C9 = 2 H8 = 7 L9 = 1 SOLVE! ! =(10+2)/( 7-1) =12/6 =2 29

30. You can see this screen containing formulas by holding the Ctrl key and tapping the ` (tilde/accent) key. Repeat Ctrl + ` to return to the normal Excel screen view. 30