1. Warm up – What do you know?
Explain in your own words what a spreadsheet looks like or is similar to.
What parts/features are used in a spreadsheet?
What are spreadsheets used for?
How would businesses all over the world incorporate spreadsheets?

2. 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.
Excel Obj SS Basics Ppt. #1

3. 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)

4. 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
COLUMNS (vertical) A B C D 1 2
CELL 3
ROWS (horizontal)

5. 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

6. 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

7. 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)

8. Data Types Examples
Formula Bar
Value
Formula
Label

9. Formatting
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.

10. A Header/Footer
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
Footer Example
Excel Obj SS Formatting Ppt. #4

11. Font Size and Style
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?
Title of Spreadsheet or
Title of Spreadsheet

12. Justification/Alignments
Left, Right, or Center justification can be applied globally to columns, rows, or cells.
Indent is used to emphasize subcategories

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

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

15. [Right Justification (continued) ]
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

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

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

18. Formatting Continued
*Merge and centering- when you create one large cell by combining 2 or more cells together
*Text Wrap – when multiple lines are stacked on top of one another in a cell
*Fill Series – when you start writing the beginning of series and it automatically fills the rest in
*Ex- January, February in A1 and A2 and you Drag down to A13 and it fills March – December.

19. 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

20. Adjusting Height, Width, and Size of Cells, Columns, and Rows
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.

21. Adjusting Height, Width, and Size of Cells, Columns, and Rows
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.

22. Sorts
A Sort is used to arrange data in alphabetical or chronological order
data can be sorted in
Ascending or Descending Order
Examples of:
Alphabetical order—Ascending A to Z
Alphabetical order—Descending Z to A
Numerical order—Ascending 1 to 10
Numerical order—Descending 10 to 1

23. Sorts Primary sort – indicates the primary sort range
of data (i.e., last name)
also known as a single sort
Secondary sort – indicates the next sort range of date (i.e., first name)
also known as a multiple sort
Examples of primary and secondary sort:
Smith, Chris
Smith, Ryan
Stevens, John
Can you answer this question?:
Mr. Smith sorted the student athletes in order by GPA, last name, first name, and homeroom.
GPA is an example of which part of the sort operation?
_________________________

24. Basic Spreadsheet Formulas
Formulas instruct the software to perform a calculation.
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.

25. 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

26. 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 -
Excel Obj SS Formulas Ppt. #2

27. 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
=(10+2)/(7-1)
=12/6 =2
SOLVE!

28. Functions
Functions: is a short cut to performing a calculation or a formula
All functions contain a word
Start with an = sign just like a Formula
Examples:
SUM
COUNT
AVG
LOOKUP
MIN
DATE
MAX
LIST IF

29. Most commonly used Formulas
SUM - Used for finding a total in a range of numbers
AVG - Used to find the average in a range of numbers (add all numbers and divide by the #)
MAX -Finds the largest # in a range
MIN- -Finds the smallest # in the range

30. Advanced Functions
Advanced Functions are used in higher-level operations, such as conditional and comparison equations to compute interest rates, due dates and payment terms, and financial projections.
Excel Obj Advanced Functions Ppt. #6

31. Types of Advanced Functions
IF Statement Functions
Date Functions
Lookup Functions
List Functions
Count Functions

32. IF Statements are conditional operators.
Results are returned IF the data specified in an equation meets conditions set by the formula
IF statements can be written to carry out an action
Example: IF a value in a cell is greater than or equal to another value, insert the word “Pass” in a cell.
Example: The answer is one value IF a condition you specify evaluates to TRUE and returns another value IF the condition evaluates to FALSE.

33. Date Functions Date Functions are used to calculate a period of time.
Types of Date Functions:
NOW – returns the current date
(2) DATE360 – calculates the difference in days between 2 dates
Examples:
The number of days that have elapsed since a value was entered into a specific cell
To calculate a 30 day due date for a record of spreadsheet invoices

34. Lookup Functions
A Lookup function is used to compare a cell value to an ARRAY of cells and return a value that matches the location of the value in the array.
(Note: the values MUST be placed in Ascending order)
Types of Lookup Functions:
(1) Lookup – used for two column vectors
(2) VLookUp – used when there are more
than two columns in the array (lookup
table)

35. List Function A List Function is used to:
Assist in organizing spreadsheet information.
Create a more user-friendly spreadsheet atmosphere.
Control the size or content of data entries.
Filter for specific content within a list.

36. List Function Types of Lists: (a) Validated
A validated list limits data entry to specific choices programmed into the function
(b) Non-Validated
A non-validated list allows additional entries other than those provided in the drop-down menu.
Example: displaying only the Southeast region vice presidents from a spreadsheet instead of displaying all of the vice presidents

37. Count Function
The COUNT Function is used to return the number of cells in a range.
Types of Count Functions:
Count – returns the number of cells in a range that contain numbers
CountA – returns the number of cells in a range that contain any value/label
Countlf – returns the number of cells that meet a condition set forth in a formula.

38. What do you know?
For Discussion, think of all the different types of charts/graphs that you know or have learned about and what they are used for.
List as many of the different parts of a graph that you can think of?
Why do companies used different types of charts?

39. Charts and Graphs used in Business
Charts and graphs are used in business to communicate and clarify spreadsheet information
A graph is a pictorial representation of data. It includes the plot area, gridlines, and values.
A graph is used in a chart.
A chart is an enhancement of a graph that includes labels, legend information, titles, and color and adds meaning to the graph.
a chart emphasizes and categorizes the spreadsheet information into a format that can be quickly and easily analyzed.

40. Examples of charts used in business
Represent sales trends within different departments of a store
Represent the contribution of individual employee sales to the total sales for a company
Represent the percent of each expense to total expenses
Analyze stock prices and explain the fluctuations to stakeholders

41. Components of Graphs and Charts
The y-axis is the left vertical side of the graph. It contains the numerical data.
The x-axis is the bottom horizontal side of the graph. It contains the category information.
Data markers are used in a graph to indicate data values.
A data series is a collection of related values, such as one row or column from a spreadsheet.
A gridline is a horizontal or vertical line that extends across the plot area of the graph for the purpose of adding clarification to the data.
The plot area is the background portion of a graph. It is the area bound by the values (y) and categories (x) axes.
A tick mark is used in a graph to clarify data categories or values.

42. Charts
Chart
A legend is an object that explains the symbols, colors, or patterns used to differentiate the data.
A data label is a single value or text explanation used to explain the data in a series.
A chart title is the main heading, which describes the purpose and content.
The x-axis title describes the horizontal data.
The y-axis title describes the vertical data.
Embedded and linked
An embedded chart is one that appears on the same sheet as the spreadsheet it represents; otherwise, it is referred to as a separate chart.
A linked chart is one that will reflect changes made to the spreadsheet it represents.

43. Common Charts Used in Business
A column chart is used to make comparisons and generalizations about groups of data, such as to compare the number of students from each class (Sophomores, Juniors, and Seniors) to their attendance at assemblies.
A stacked bar chart is used to represent the sum of more than one value and compare the contribution of individuals to the whole, such as the total sales for three components to the whole sales for a store.
A line chart is used to show trends or changes in data over time, such as growth in sales over several quarters.
An XY scatter chart is used to show the correlation of two or more data sets, such as the correlation between stress rates and wait time in a doctor’s office.
A pie chart is used to represent the contribution of each component of one series of data to the whole, such as the percentage of expenditures to the total budget.
An exploded pie chart is a pie chart in which the individual components are enhanced.

44. Types of Charts/Graphs