INTRODUCTION TO SPREADSHEETS MICROSOFT EXCEL

Spreadsheets Allows users to perform simple and complex sorting Allows users to perform calculations quickly by a click of a button Organizes and presents figures that can be analyzed, graphed and printed Amount of information is limitless

Spreadsheets Are used more and more by accountants Can be used to automatically – Calculate totals for you – Identify the category with the highest and lowest numbers – Calculate averages – Create presentation charts from figures for easier analysis

Common Uses for Spreadsheets Sales Accounting Scheduling Inventory Systems Keeping statistics – sciences, psychology, etc ANYTHING THAT USES NUMBERS!

Name Box: Indicates the Cell You Are In. The Cell that Appears is called the ``Active Cell`” Columns Formula Bar: Indicates the content of the selected cell. Formulas and Text can be typed here These tabs represent different worksheets within a workbook Rows Cell

Entering Information Labels: – Text Information – Numbers are useless without information to help users understand what they mean (i.e. TOTAL) Values: – Any numerical data – Important to not include commas, dollar signs, etc

Formatting Spreadsheets Just like any word or publisher document, the user can – Bold, Italicize, Underline – Change Font Size, Colour and Style – Highlight certain text or Numbers Done by Filling in certain cells with fill icon

Formatting Cells Choose the style that you want for the cell – Format Menu --- Cell – Examples Number Currency Percentage Date Borders Font

Borders and Colour These tools are used to highlight the important cells – Often totals, titles To highlight cells – use pastel colours

Inserting and Deleting Cells Select the cell or the range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells where you want to insert the new blank cells. Select the same number of cells as you want to insert. For example, to insert five blank cells, you need to select five cells.

Inserting and Deleting Cells Inserting Rows – select the row above which you want to insert the new row. Inserting Columns – select the column immediately to the right of where you want to insert the new column.

Inserting and Deleting Cells How to do insert/delete – On the Insert menu, click Cells – Right click on cell or range of cells – Use the icon You Try!

Formulas The real power of spreadsheets Automatically calculates math based on formulas inputted into specific cells What can you include in these formulas? – Addition (+), Subtraction(-) Multiplication(*), Division(/), Exponents (^)

Getting Used to Formulas To add numbers together – Type Cell Locations in the formula bar i.e. =B3 + A1 + B2 – Type “= “ then click on the desired cell with your mouse Try the same formula To Multiply or Divide – Cells are separated by either * or / – i.e. = (B3*A3)/4

Using Formulas This weekend Jimmy bought the following items – Baseball Cap$19.95 – Toothpaste$2.50 – Chips$1.25 – Movie Ticket$11.00 – Shoes $59.75 – T-Shirt$ )Organize the above information into a spreadsheet 2)Insert an additional column to calculate the HST (12%) for each item 3)Total up the price paid for each item and for the entire weekend

Spreadsheet Functions Using a function in a formula will make the input of a formula much faster Instead of entering every individual cell – can insert a function and select a range of cells – Example: Instead of = A1+A2+A3+A4 We put =SUM(A1:A4)

Spreadsheet Functions Frequently Used Spreadsheet Functions – SUM – calculates the total of a range of cells – MIN- identifies the lowest value (minimum) in the range of values specified – MAX – identifies the highest value (maximum) in the range of values specified – AVERAGE or AVG – calculates the arithmetic mean of the values in the specified cells – COUNT – counts the number of numeric values in the range specified

What makes up a formula? 1)The indicator (=) 2)The function name (e.g. SUM, AVG) 3)The arguments (contained within brackets) – the cells The cells on which you want the function perfoemed

=AVG(B3:B14) FUNCTION ARGUMENT INDICATOR

Fill Down and Fill Across This allows you to take a formula or data and replicate it down an entire column or across an entire row Absolute Cells: Will keep a certain cell constant while changing others – Insert $ before both column and row reference ($A$1)

Fill Down and Fill Across Examples: – Dates – Totals – Absolute Cells

Spreadsheet Functions Go back to Jimmy’s items’ spreadsheet – Find a more efficient way to calculate the HST and show the total amount spent over the weekend

EXCEL AND ACCOUNTING This year we will be using excel for a variety of reasons Starting with – Recording accounts – Preparing financial statements Continuing onto – Financial ratios – Journal Transactions – Many, Many, more

EXCEL AND ACCOUNTING Today, we are going to build a balance sheet using excel. (Open – intro to excel assignment) Prepare this just like you would on paper – Heading – Assets on Left – Liabilities & Owner’s Equity on right Make sure to use formulas and functions to make your totals – Example: If the amount in my equipment account changes – it should change the value in TOTAL ASSETS