INTRODUCTION TO

SPREADSHEETS
What is a spreadsheet?
Forms that are used to organize business
data into rows and columns are called
spreadsheets.
An electronic spreadsheet, or worksheet,
is a computerized version of a manual
spreadsheet.
This is an
example a
manual or
paper
spreadsheet.
 This is an
example an
electronic
spreadsheet.

Manual spreadsheets are made with a pen on paper.

Electronic spreadsheets are made with a program on a
computer.
 Alternatively referred to as a worksheet,
a spreadsheet is a file made of rows and
columns that help sort data, arrange data
easily, and calculate numerical data.
What makes a spreadsheet software
program unique is its ability to calculate
values using mathematical formulas and
the data in cells.
 OpenOffice Calc

LibreOffice Calc
Where and when do we usually use a
spreadsheet software?
Although spreadsheets are typically used
with anything containing numbers, the
uses of a spreadsheet are almost
endless. Following are some other
popular uses of spreadsheets.
Finance. Spreadsheets
are ideal for financial
data, such as your
checking account
information, budgets,
transactions, billing,
invoices, receipts,
forecasts, and any
payment system.
Forms. Form
templates can be
created to handle
inventory,
evaluations,
performance reviews,
quizzes, time sheets,
patient information,
and surveys.
School and Grades.
Teachers can use
spreadsheets to track
students, calculate
grades, and identify
relevant data, such
as high and low
scores, missing tests,
and students who are
struggling.
Lists. Managing a list in
a spreadsheet is a great
example of data that
does not contain
numbers, but still can be
used in a spreadsheet.
Great examples of
spreadsheet lists include
telephone, to-do, and
grocery lists.
Sports. Spreadsheets can
keep track of your favorite
player stats or stats on the
whole team. With the
collected data, you can
also find averages, high
scores, and other statistical
data. Spreadsheets can
even be used to create
tournament brackets.
 FEATURES OF
SPREADSHEET
SOFTWARE
The greatest labor-saving aspect of the
electronic spreadsheet is automatic
recalculation:
“When one value or calculation in a
spreadsheet is changed, all dependent
values on the spreadsheet are
automatically recalculated to reflect the
change.”
 “What-if” analysis is the process of
changing one or more spreadsheet values
and observing the resulting calculated
effect.
The intersection of
a row and column
forms a cell. The
letter and number
of the intersecting
column and row is
the cell address, A2
B1 Cells

or cell reference. C4
In order to work with a cell, you have
to select it to make it an active cell.
You select a cell to enter data into it,
edit it, move or copy it, or perform an
action on it.
 Active Cell

The active
cell, or
current cell,
is the cell in
which you
can type
data.
 If you want to Cell Range Reference
Reference B3:B7
work with more
than one cell at a
time, you must
first select the
cells as a range. A
range is a group
of selected cells. Range Active Cell
Each cell can contain
one of three types of
information:
1. Label provides
descriptive information
about entries in the
spreadsheet;
2. Value is an actual
number entered into a
cell;
3. Formula is an instruction to the program to
perform a calculation.
Formula will be the content

The result will be the displayed value

Functions are built-in formulas
in excel that you can use as a
quick way of performing a task
that would usually take more
time if a formula were used.
Cell Content (A
function)

Displayed Value.
The result of a
formula or
function.
 Formulas and functions do not
appear in the cells; instead, the cell
shows the result of the formula or
function. The result is called
the displayed value of the cell. The
formula or function is the content of
the cell, or the cell content.
Cell Content

Displayed Value
On the image above can you identify:
1. the labels? 5. the cell content of the current cell?
2. the values? 6. the cell address of Store B monitor?
3. the functions? 7. the cell reference of Store C mouse?
4. the active cell? 8. the formulas?
 QUESTION:
Which of the following is the most popular
example of a spreadsheet software?
A. OpenOffice Calc
B. Google Sheets
C. LibreOffice Calc
D. MS Excel
Spreadsheets have certainly aided
the computer industry for business
purposes, with the most popular
example being the Microsoft Excel
application.
The Microsoft Excel (2016)
 Control Bar

Groups Quick Access Tabs Title Bar

Toolbar Column Header
Ribbon
Address Formula Bar
Bar
Active Cell Workbook
Row Header Window

Sheet Tab Scroll Bars

Status Bar
EXCEL is more than just a grid in which
you enter numbers in columns or rows.
Yes, one of the most powerful features
in Excel is the ability to calculate
numerical information using formulas.
Just like a calculator, Excel can add,
subtract, multiply, and divide.
 Most common arithmetic operators:
Arithmetic operator Meaning Example
+ (plus sign) Addition 3+3
Subtraction 3–1
– (minus sign)
Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2
For example, the following formula
multiplies 2 by 3 and then adds 5 to
that result to come up with the
answer of 11.
=2*3+5
All formulas in Excel must begin with
an equals sign (=). This is because
the cell contains, or is equal to, the
formula and the value it calculates.
While you can create simple formulas in Excel
manually (for example, =2+2 or =5*5), most of
the time you will use cell addresses to create
a formula. This is known as making a cell
reference or cell referencing. Using cell
references will ensure that your formulas are
always accurate because you can change the
value of referenced cells without having to
rewrite the formula.
Active Cell Cell Content Constant

Displayed Value
By combining a
mathematical operator
with cell references,
you can create a variety
of simple formulas in
Excel. Formulas can
also include a
combination of cell
references and
numbers.
 COMPLEX FORMULAS
A simple formula is a mathematical expression
with one operator, such as 7+9. A complex
formula has more than one mathematical
operator, such as =5+2*8. When there is more
than one operation in a formula, the order of
operations tells Excel which operation to
calculate first. In order to use Excel to calculate
complex formulas, you will need to understand
the order of operations.
SIMPLE FORMULA

COMPLEX FORMULA
Excel calculates formulas based on the
following order of operations:
1. Operations enclosed in parentheses
2. Exponential calculations (3^2, for
example)
3. Multiplication and division, whichever
comes first
4. Addition and subtraction, whichever
comes first
P – Parenthesis
E – Exponential
M – Multiplication
D – Division
A – Addition
S – Subtraction
G – Group
E – Exponential
M – Multiplication
D – Division
A – Addition
S – Subtraction
 FUNCTIONS
A function is a predefined formula that
performs calculations using specific
values in a particular order. Excel includes
many common functions that can be
useful for quickly finding the sum,
average, count, maximum value, and
minimum value for a range of cells.
 FUNCTIONS
In order to use functions correctly, you'll
need to understand the different parts of a
function and how to create arguments to
calculate values and cell references.
In order to work correctly, a function must
be written a specific way, which is called the
syntax. The basic syntax for a function is:
1. the equals sign (=)
2. the function name (SUM, for example)
3. one or more arguments.
Arguments contain the information you want
to calculate.
The function
in the
example
beside would
add the
values of the
cell range
A1:A20.
Arguments can refer
to both individual cells
and cell ranges and
must be enclosed
within parentheses.
You can include one
argument or multiple
arguments, depending
on the syntax required
for the function.
 Excel has a variety of functions
available. Following are some of
the most common functions you'll
use:
1. SUM:
This
function
adds all of
the values
of the cells
in the
argument.
2. AVERAGE: This =AVERAGE(C3:C12)
function determines
the average of the
values included in
the argument. It
calculates the sum
of the cells and then
divides that value by
the number of cells
in the argument.
3. COUNT: This
function counts
=COUNT(C3:C12)
the number of
cells with
numerical data in
the argument.
This function is
useful for quickly
counting items in
a cell range.
4. MAX: This
function =MAX(C3:C12)
determines
the highest
cell value
included in
the argument.
5. MIN: This
function
determines =MIN(C3:C12)
the lowest
cell value
included in
the
argument.
The AutoSum command
allows you to automatically
insert the most common
functions into your formula,
including SUM, AVERAGE,
COUNT, MIN, and MAX.
 The Function Library
While there are hundreds of functions in
Excel, the ones you use most frequently
will depend on the type of data your
workbooks contains. There is no need to
learn every single function, but exploring
some of the different types of functions
will be helpful as you create new projects.
 The Function Library
You can search for functions by category, such as
Financial, Logical, Text, Date & Time, and more
from the Function Library on the Formulas tab.
 Hover the mouse over
the cell that contains the
function, then click, hold,
and drag the fill handle over
the cells you want to fill.
The function will be copied,
Fill Handle
and values for those cells
will be calculated relative to
their rows or columns.
 Click, hold,
and drag the
Fill Handle to
copy the
functions or
formulas to
adjacent
cells.
 The COUNT Function
The COUNT function counts the number
of cells that contain numbers, and counts
numbers within the list of arguments. Use
the COUNT function to get the number of
entries in a number field that is in a range
or array of numbers.
COUNTA.
Counts the =COUNTA(C3:C12)
number of
cells in a
range that
are not
empty.
 =COUNTBLANK(C3:C12)

COUNTBLANK.
Counts the
number of
empty cells in a
specified range
of cells.
COUNTIF.
Counts the
number of =COUNTIF(C3:C12, “INC”)
cells within
a range
that meet
a given
condition.
 =COUNTIFS(E4:E15,“>500”,E4:E15,“<1000”)
COUNTIFS.
Counts the
number of
cells
specified by
a given set
of conditions
or criteria.
 What are the advantages of
Microsoft Excel over other
spreadsheet software that made
it popular to public users.?
1. Users can manage payroll records,
employee schedules or personal
bookkeeping and paperwork virtually
2. Data can be easily changed,
updated or moved around without
having to deal with paper and pen
copies.
3. Excel files can also be sent as
attachments or shared within a group
of users via various cloud storage
systems so everyone has access to the
same files.
4. Excel has the largest library of
functions that can be used at almost
any situations.
End Of The Lesson