Mr Shum Spreadsheets eBooklet

Key Words Key Word CellAn individual box on a spreadsheet RowCells going across in an horizontal line. All rows have a number. ColumnCells that go down the spreadsheet. All columns have a letter. Cell ReferenceThe column letter and row number of a cell. (i.e. A5) FormulaAllows you to calculate values using other cells. FunctionAllows you to complete more complex calculations quickly without having to write a long formula.

Formatting - Cells Borders To add a border around cells 1.Highlight the cells that you want to have a border. 1.On the Borders button, click All Borders (You can apply different borders if wanted) Borders To add a border around cells 1.Highlight the cells that you want to have a border. 1.On the Borders button, click All Borders (You can apply different borders if wanted) Merge and Centre When you need text to go across several cells 1.Select the cells that you want to merge, ensure that they are empty 2.Click the Merge and Centre button Merge and Centre When you need text to go across several cells 1.Select the cells that you want to merge, ensure that they are empty 2.Click the Merge and Centre button Cell Fill Colour To change the colour of a cell 1.Select the cells that you want to change. 2.Click on the Fill Colour button (Paint Bucket) and select the colour you want Cell Fill Colour To change the colour of a cell 1.Select the cells that you want to change. 2.Click on the Fill Colour button (Paint Bucket) and select the colour you want Resize Columns and Rows Make a column or row larger or smaller 1.Move your mouse in between the letters or numbers of the cell until you see this mouse: 2.Drag the row or column to the desired size Resize Columns and Rows Make a column or row larger or smaller 1.Move your mouse in between the letters or numbers of the cell until you see this mouse: 2.Drag the row or column to the desired size

Formatting - Text Text Standard text tool can be found on the toolbar. 1.Font styles 2.Font Size 3.Font Colour Text Standard text tool can be found on the toolbar. 1.Font styles 2.Font Size 3.Font Colour Comments Leave comments in tells for other users to see. Useful to help people when using your spreadsheet. 1.Click on the cell where you want to add the comment 2.Under ‘Review’ select ‘New Comment’ 3.Add you comment 4.This will show when you click on that cell Comments Leave comments in tells for other users to see. Useful to help people when using your spreadsheet. 1.Click on the cell where you want to add the comment 2.Under ‘Review’ select ‘New Comment’ 3.Add you comment 4.This will show when you click on that cell

Formatting - Numbers Numbers Cells can be in different formats. A few examples are: Numbers (With or without decimal places), currency, dates. To change the number format: 1.Select the cell(s) 2.On the toolbar, select the format type 3.Change the decimal place if required Numbers Cells can be in different formats. A few examples are: Numbers (With or without decimal places), currency, dates. To change the number format: 1.Select the cell(s) 2.On the toolbar, select the format type 3.Change the decimal place if required

Formatting – Conditional Formatting Conditional Formatting A cell can have a different format or style depending on it’s value. A few examples: If the cell is a negative number, make it red. If the cell is empty, make it yellow. Etc… To add conditional formatting: 1.Select the cell(s) 2.Choose Conditional Formatting and select New Rule 3.Choose ‘Only format cells that contain’ 4.Select the type of rule you want, (If the cell if greater or smaller than, or empty) 5.Select the format you want for that cell (Cell colour, font colour, etc) 6.Press ok and test your cell You can have multiple formats on a cell Conditional Formatting A cell can have a different format or style depending on it’s value. A few examples: If the cell is a negative number, make it red. If the cell is empty, make it yellow. Etc… To add conditional formatting: 1.Select the cell(s) 2.Choose Conditional Formatting and select New Rule 3.Choose ‘Only format cells that contain’ 4.Select the type of rule you want, (If the cell if greater or smaller than, or empty) 5.Select the format you want for that cell (Cell colour, font colour, etc) 6.Press ok and test your cell You can have multiple formats on a cell

Formulas - Basics Formulas Formulas allow you to perform calculations on your spreadsheet quickly and easily. All formulas start with an equals sign. You can add (+), subtract (-), multiply (*) or divide (/) cells. Example The formula in cell F2 is: =D2*E2 This gives the total sales for that row. It will automatically update if you change the number of sold in column D or the price in column E Formulas Formulas allow you to perform calculations on your spreadsheet quickly and easily. All formulas start with an equals sign. You can add (+), subtract (-), multiply (*) or divide (/) cells. Example The formula in cell F2 is: =D2*E2 This gives the total sales for that row. It will automatically update if you change the number of sold in column D or the price in column E

Formulas – SUM Function SUM Function Functions allow you to certain calculations quickly. The SUM function allows to you add multiple cells easily Example We want to add together cells F2 to F8 to give us the total in F10 We could write a basic formula like =F2+F3+F4+F5+F6+F7+F8 But a quicker way would be to use the SUM function: =SUM( F2 : F8 ) Remember: SUM Function should only be used if you are adding together 3 or more cells. SUM Function Functions allow you to certain calculations quickly. The SUM function allows to you add multiple cells easily Example We want to add together cells F2 to F8 to give us the total in F10 We could write a basic formula like =F2+F3+F4+F5+F6+F7+F8 But a quicker way would be to use the SUM function: =SUM( F2 : F8 ) Remember: SUM Function should only be used if you are adding together 3 or more cells.

Formulas – AVERAGE Function AVERAGE Function The AVERAGE function will find the average for a range. Example To find the average number of items sold. The long way of working it out using a formula would be =(D2+D3+D4+D5+D6+D7+D8)/7 Using the AVERAGE function is far easier and quicker: =AVERAGE( D2 : D8 ) This will also automatically update when the number sold changes. You may wish to number format this cell to reduce the number of decimal places.number format AVERAGE Function The AVERAGE function will find the average for a range. Example To find the average number of items sold. The long way of working it out using a formula would be =(D2+D3+D4+D5+D6+D7+D8)/7 Using the AVERAGE function is far easier and quicker: =AVERAGE( D2 : D8 ) This will also automatically update when the number sold changes. You may wish to number format this cell to reduce the number of decimal places.number format

Formulas – VLOOKUP Function VLOOKUP Function The VLOOKUP function will find information from a defined set of data. The function parameters are VLOOKUP( Value to search, data to search, column number of data to find) VLOOKUP Function The VLOOKUP function will find information from a defined set of data. The function parameters are VLOOKUP( Value to search, data to search, column number of data to find) Example We will lookup the price in cell I2 for the product that is given in cell H2 The function in cell I2 is =VLOOKUP( H2, B2:F8, 4 ) The first part (H2) is telling the function what to search for. In the example below H2 has Carrots, so this function will search for Carrots. The next part is the Data, all the information below is in cells B2 to F8, so it is written in as B2:F8 The last part of the function is 4, this is the column number. 1 Being Produce, 2 being Unit, etc. Setting this to 4 will return the Price. Example We will lookup the price in cell I2 for the product that is given in cell H2 The function in cell I2 is =VLOOKUP( H2, B2:F8, 4 ) The first part (H2) is telling the function what to search for. In the example below H2 has Carrots, so this function will search for Carrots. The next part is the Data, all the information below is in cells B2 to F8, so it is written in as B2:F8 The last part of the function is 4, this is the column number. 1 Being Produce, 2 being Unit, etc. Setting this to 4 will return the Price.

Formulas – IF Statement Function IF Function The IF function will change a cell’s content depending on a rule Example Check if someone is over budget. The logic test would be: If total spent is greater then the budget then overspent. The function would be IF( C6 > C5, "You've Overspent", "Under budget") IF Function The IF function will change a cell’s content depending on a rule Example Check if someone is over budget. The logic test would be: If total spent is greater then the budget then overspent. The function would be IF( C6 > C5, "You've Overspent", "Under budget")

Formulas – Text Functions LEFT/RIGHT/Concatenate Function There are text functions you can use to get parts of text. For LEFT and RIGHT you specify the cell and the amount of letters. Example: LEFT(A1,3) below will get the first 3 letters from the cell A1 Concatenate will join together text inside cells. LEFT/RIGHT/Concatenate Function There are text functions you can use to get parts of text. For LEFT and RIGHT you specify the cell and the amount of letters. Example: LEFT(A1,3) below will get the first 3 letters from the cell A1 Concatenate will join together text inside cells.

Sort and Filter It is useful if you have a large amount of data to sort and filter data. To do this you should highlight all the titles, then go to Sort and Filter then click Filter. From there it will add tabs where you can filter and sort information Sort and Filter It is useful if you have a large amount of data to sort and filter data. To do this you should highlight all the titles, then go to Sort and Filter then click Filter. From there it will add tabs where you can filter and sort information

Modelling A Spreadsheet Model is a document created in a spreadsheet program (like Microsoft Excel) which is supposed to simulate a real life situation. For example a spreadsheet model might be used to help plan a school disco. It would show how much everything costs and help you to decide how much you need to sell tickets for to cover your costs. Spreadsheet models are often used in business to help with planning, accounting and forecasting.

Charts and Graphs Charts and Graphs are useful to show data in a visual way Highlight the data you want to use to create a graph. Go to Insert and select the type of chart or graph you want. Charts and Graphs Charts and Graphs are useful to show data in a visual way Highlight the data you want to use to create a graph. Go to Insert and select the type of chart or graph you want.