M I S S O U R I R E S E A R C H & E D U C A T I O N N E T W O R K

Using Microsoft® Excel to

Enhance Teaching and
Learning

P a r t i c i pa nt
Excel XP

eMINTS
enhancing Missouri’s Instructional1 Networked Teaching Strategies
M I S S O U R I R E S E A R C H & E D U C A T I O N N E T W O R K

Enhancing Missouri’s Instructional Networked Teaching Strategies

Using Microsoft® Excel to Enhance

Teaching and Learning

MOREnet
Missouri Research & Education Network
3212 LeMone Industrial Boulevard
Columbia, Missouri 65201
Voice: (573) 884-7200 Fax: (573) 884-6673
http://emints.more.net

Cover Photos:
Brian Kratzer

Contributors:
Janice Friesen
Jennifer Kuehnle
Julie Szaj

Written: October 2001

Revised: September 2003

©2001 Missouri Department of Elementary and Secondary Education (DESE),

Missouri Research and Education Network (MOREnet) and The Curators of the University of Missouri.

Materials may be duplicated or reproduced in hard-copy format for use by educators and educational
institutions. The copies may be used for noncommercial purposes only.

Titles or names of specific software discussed or described in this document are registered trademarks,
trademarked or copyrighted as property of the companies that produce the software.

Please note that the World Wide Web is volatile and constantly changing. The URLs provided in the
following references were accurate as of the date of this report, but we can make no guarantees for their
permanence.

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Table of Contents
Purpose of the Module ............................................................................4
Module Objectives..................................................................................4
What is a Spreadsheet? ..........................................................................5
Workbooks and Worksheets ....................................................................6
Cells ....................................................................................................6
Formatting Cells ....................................................................................7
Graphing ..............................................................................................7
Using Formulas......................................................................................10
Printing ................................................................................................12
Spreadsheets in the Classroom ................................................................12
Classroom Activities ...............................................................................13
Practice ................................................................................................16
Advanced Tips and Tricks
Using Raw Data ............................................................................16
Putting a Title on the Spreadsheet...................................................17
Changing the Width of More Than One Column at a Time....................17
Changing the Format of Numbers ....................................................18
Extending the M&M Lesson .............................................................18
Inserting a Spreadsheet or Chart into Another Application ..................19
Putting Spreadsheets on the Web....................................................20
Using the $ in a Formula ................................................................21
Formula Shortcuts ........................................................................21
Resources.............................................................................................22

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Purpose of the Module

The purpose of this module is to give teachers experience using Microsoft Excel. After
learning the basic skills involved, teachers can find ways to make this program a
valuable resource for students as they collect, record, represent and analyze data
from any source. This module includes example spreadsheets from classroom
teachers.

Module Objectives
• Learners will create a simple spreadsheet to analyze data.

• Learners will make charts and diagrams to represent mathematical data.

• Learners will use simple formulas in a spreadsheet.

• Learners will become aware of many uses for spreadsheets in an inquiry-based

classroom.

• Learners will plan a way to use this program with their students in the next
month.

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What is a Spreadsheet?
A computer user can collect, organize and analyze data in a spreadsheet program.
Teachers can use it to record attendance and homework assignments and to calculate
grades. Students can use the program to improve their research and analytical skills
while they work on studies and reports.

Excel opens with a grid of boxes where data can be entered.

Task Pane
The task pane can be opened
or closed. It gives shortcuts
for many tasks.

Each space in the grid is a cell and each cell is designated by a letter and a number.
The letter indicates the column location and the number indicates the row position.
Excel has highlighted one cell in black and highlighted the letter above that cell and
the number to its left. These coordinates indicate that the name of that cell is (A, 1).

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Excel XP opens with a task pane on the right side of the

screen. This window has links to most basic Excel tasks.
Select the triangle at the top right side of the task pane
to reveal a list of several other tasks.

The task pane gives users the option to select a specific

spreadsheet already saved in a folder. To start a new
document, users may choose from a listing of templates.
To close the task pane and have a full screen showing
just the current grid page, click the X at the top right-
hand corner. To retrieve the task pane, go to the View
button on the top toolbar. Select the Toolbars option and
click Task pane.

Workbooks and
Worksheets
Open a new document in Excel to see several tabs
for Sheet 1, Sheet 2 and Sheet 3 at the bottom of
the screen. Excel opens to a workbook that is like
a grade book with different pages of grades. A
workbook in Excel is one file. When a user enters
or saves data anywhere in the workbook it all
stays in the same file. However, one workbook can
have many sheets. Sheets can have different
information or they can be related to each other. For example, an average on Sheet 1
can be inserted automatically into Sheet 3 so any change made on Sheet 1 will also
change Sheet 3.

Cells
Students opening a spreadsheet may be confused by cell
names. As previously explained, each cell is designated by a
number and a letter. Students can have fun learning how to
use a grid by creating pictures using the coordinates of each
cell. Use a spreadsheet’s cells to draw a letter or recognizable
pattern. Click in a cell and set the background color in the
Format menu (Format > Cells > Pattern). See the letter H in
the example at right.

Have students open Excel or give them a blank paper copy of a spreadsheet. Call out
a cell (C, 6—for example) and have the students color in the cell (or format the
background) and play BINGO.

Students can create pictures of their own and write out the coordinates of each cell to
be filled. By exchanging papers, students get the chance both to write the coordinates
and create a picture from coordinates.
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Formatting Cells
In Excel, a user can change the
font, background color, size,
alignment and text wrap in a cell.

Choose Format > Cells then

choose a tab to make changes.

Number–Allows contents of the

cell to be written in percentages or
currency. Provides the option of
using decimal points.

Alignment–Sets the angle of the

text in the cell. Sets the
spreadsheet to wrap the text,
shrink the text to fit or merge
several cells. (Highlight cells
before opening this window to
merge them).

Font-Sets the font size, style and color.

Patterns–Changes the background color of highlighted cells. Shading headings or

parts of a chart often makes it more readable.

Graphing
To really get a handle on using Excel, make an information graph.

To familiarize students with the Excel program, pass out packages of candy such as
jellybeans or M&Ms and have students count, record and graph their candies by color.

1. Instruct students to enter the names of the colors in column A (see example).

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2. Have them count and enter the number of each color in column B.
3. Highlight the desired information. In this example, do not highlight the title (A1-
H1). For instructions on how to insert a title, see Advanced Tips and Tricks.
4. Click on the Graph icon in the Formatting toolbar.
5. Let the Chart Wizard direct the four steps for making a graph.
6. Browse the types of graphs for viewing the spreadsheet. Learning the functions of
all the graphs can be challenging. The most commonly used are the bar and
column graphs and the pie chart.

7. View the spreadsheet as a bar

graph.

8. Click Next and the program

will ask if the series is in
rows or columns. Try both to
decide which is best for the
information presented. For
this project it probably
makes more sense to choose
rows.

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9. Choose how the

graph will look.

10.At the Titles tab,

type in a title for the
chart and names for
each axis.

11.Click on Axes to
choose not to name
the axes.

12.Click the Gridlines

tab to determine how
many lines appear in
the final graph. Have
students practice
reading graphs with
and without gridlines present.

13.Click the Legend tab to

add and place a legend.

14.Use Data Labels to name

the columns or lines in the
graph.

15.Use Data Table to show

the original data entered
on the spreadsheet along
with the graph.

16.Choose whether to
put the graph in the
spreadsheet as an
object or to make it
a separate sheet in
the workbook. To
print the graph by
itself, save it as a
separate sheet.

17.Click Finish and the

graph will appear.

18.Edit the graph by

cell, worksheet or
workbook.

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19.For example, change the colors of the bars to match the colors of the M&Ms:
a. Click on the bar to be changed. A dot will appear on that bar.
b. Choose either Format > Data Series or the icon for it on the Chart Toolbar.

The following box will appear.

c. Click on the red box to turn the bar red. Click OK.
d. Select the next bar and follow the same procedure until all the bars match
their color names.

Note: When the numbers in the spreadsheet change, the linked graph changes
automatically.

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Using Formulas
Teachers can use the features of Excel for more than data display. Enter a formula
rather than a number to have the spreadsheet do the work. Once a user has inserted
a formula, changing the numbers will automatically change the totals where the
formula was entered.

To set up a formula to average

the number of M&Ms in each
package:

1. Click on the last cell

under the M&M count.

2. Choose Insert >

Function from the top
toolbar. The box on the
right will appear. Type a
description, Select a
category of functions to
view or scroll through
the list of functions.
Select AVERAGE and
click OK.

3. In the next window,

enter the cell
numbers of the data
to be averaged. To
put the numbers in
automatically,
highlight the row
before inserting the
formula. Notice that
the numbers are
also listed after the
box as reassurance.

4. Watch the average of the numbers appear in the box. When compiling large
amounts of data, note that new numbers can be added to the columns and the
formula will adjust the average with each addition.

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Printing
Spreadsheets do not print the way they look on the screen. Before printing, decide the
following:

• Which lines should show?

To highlight the part of the spreadsheet to be printed, choose Format > Cells >
Border. Different parts of the spreadsheet can have different types of borders.
Shade rows or columns for emphasis. Go to Format > AutoFormat to choose a
new look.

• How many pages will it be when printed?

As the number of rows and columns in a spreadsheet is unlimited, specifying the
part of the document to be printed is essential.
1. Highlight the spreadsheet section to be printed.
2. Choose File > Print Area > Set Print Area. A dotted line will mark the area to
print.
3. If the print area is larger than the paper, look for the page size.
4. If a spreadsheet will not fit printed as Portrait (8 ½” x 11”), switch to
Landscape (11” x 8 ½”) at File > Page Setup.
5. If the sheet is still too big, use File > Page Setup to change the print size.
Change the percentage of normal size like on a copier. Blow up a spreadsheet
to fill a whole page or shrink it so more will fit on one page.

Spreadsheets in the Classroom

Spreadsheets are important in the classroom for the following reasons:
1. Students need to learn to read charts and graphs.
2. Students learn in different ways. A graphic representation may be the best way
for some students to manipulate mathematical concepts or data.
3. Used as grade books or for keeping track of field trip money or book orders,
spreadsheets can ease a teacher’s workload.
4. Unlike a drawn chart, a user can change a computer spreadsheet after the
initial data is entered. Students can change variables and experiment with how
graphs change in response.
5. Creating different graphs and charts from the same spreadsheet lets students
compare different representations and better understand the meaning of
various graphs and charts. These tasks would take too much time and effort to
be valuable if the students had to draw them by hand.
6. Teachers can use spreadsheets for more than math. The next section of this
module describes many other uses.
7. Teachers can use Excel to discuss statistics and probability.
8. Students can use Excel to explore the meaning of decimal numbers and the
connections among decimals, fractions and whole numbers.
9. Excel can be helpful for learning measurement (measuring plant growth,
height, time, number of days until a birthday, length of time for different
activities).

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Classroom Activities
Geometry
A spreadsheet can demonstrate mathematical formulas related to geometry. In higher
grades, challenge students to create their own formulas. For younger students, create
a spreadsheet and put it into the shared folder.

To choose a function from the list:

1. Select a category of function. The example below uses Math & Trig.
2. Find PRODUCT. Click on its name to see a description of the function.
3. Use the steps previously described for putting in the formula to average the M&Ms.

The following example shows a possible spreadsheet layout. Students can experiment
with putting in different numbers for the length and width and trying to predict the
formula for area.

To hide the formula bar, choose View > Formula Bar and uncheck the checkmark.

Making a Timeline
A timeline makes a good beginning spreadsheet project because it helps students
learn to type in the boxes. The URL below gives step-by-step directions but depends
on the teacher doing much of the work.

http://www.pwcs.edu/pattie/projects/murphy/procedure.html

Interview Form
An interview form can use the unique characteristics of Excel for typing in columns,
rows and cells.

http://www.fi.edu/fellows/fellow4/may99/ss-interview.html

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Social Studies Graphing

The following link describes how to do simple graphing about the Civil War. Scroll to
the sections titled The Civil War and More Simple Graphing.

http://www.fi.edu/fellows/fellow4/may99/spreadsheet.html

Lifesaver Spreadsheet Project

The following link describes a more complicated spreadsheet graphing activity.

http://www.pwcs.edu/pattie/projects/ls/ls_procedure.html

Probability
The following probability experiment involves using formulas and creating a pie chart
when the experiment is completed.

http://www.fi.edu/fellows/fellow4/may99/ss-coin.html

The ABCs of Excel

This site contains an alphabetical list of ideas for Excel use in the classroom.

http://www.forsyth.k12.ga.us/kadkins/abc.htm

Things to Graph
The following is a list of things students can graph.

http://www.forsyth.k12.ga.us/kadkins/graphing_abc.htm

Pictograph
The following link describes how to make a pictograph.

http://mathforum.org/alejandre/spreadsheet.html

Good-time Graphing
Put students in teams of three to gather data and create graphs about themselves,
the weather or their favorite foods. Students learn about each other and about Excel.

Geography Geometry
Students can combine math and mapping to explore vacation destinations. Useful
additional software includes Microsoft Internet Explorer and Microsoft Encarta
Encyclopedia.

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Record-keeping
Teachers can use Excel to keep attendance, average quarterly grades, create a
lesson-plan template and schedule, track room inventory, list classroom books,
manage summer-school rosters, document student behavior and more.

Self-tracking for Students

Students can plot their progress in class. Have students create the chart on graph
paper first so they get a sense of the chart’s appearance. Have students explain the
chart’s purpose. If the chart doesn't help explain the data, have students revise
accordingly.

Going Backwards
Students can view a completed chart and try to reconstruct the underlying worksheet
to learn the relationship between the spreadsheet data and the chart.

Comparing Graphs
Different types of graphs can represent the same series of data. For example, have
students compare how the data looks in a bar graph in contrast to a pie chart.

Measuring
Students can chose partners and measure various parts of their bodies (legs, arms,
noses, height, weight and ears) and make a chart comparing them. This activity helps
students improve their measurement skills and develop problem-solving abilities.

Owl Project
One teacher couldn't find enough real owl pellets for studying Missouri owls. Using
directions from the magazine, Missouri Conservationist, she made owl pellet replicas
from peanut butter cookie dough. Inside the cookie dough, she embedded different
kinds of "bones." Students made Excel graphs of their findings for the math portion of
the three-day owl project. The students converted their findings to fractions and
percentages then checked their Excel numbers against their original numbers.

Mass and Measurement in Science

Students can measure growing beasts (tiny animals that grow when put in water) as
part of their mass and measurement activities in science. Have them measure the
length and mass of their beasts twice daily and record their measurements in Excel.
For part of their final grade, have them create a bar or line graph that shows how
their beasts grew.

Nutrition
Students can study nutrition by looking at different cereals and comparing their sugar
and protein contents. Have them put the sugar and protein content of each cereal into
a graph and compare them.

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Spelling Template
One teacher created an Excel bingo template for students to use when recording
spelling or vocabulary words. In pairs, students can take turns opening the template,
randomly typing the words to be used and printing the template without saving, thus
creating bingo cards. Alternately, the teacher can type the words then cut and paste
to move them around and quickly print different bingo cards for students.

Practice
Design a classroom lesson with Excel. Post this idea to the cluster discussion list.
Include an Excel attachment as an example.

Advanced Tips and Tricks

Using Raw Data in a Spreadsheet
Many websites offer raw data that students can manipulate with a spreadsheet to
come to conclusions. Third and fourth graders likely will need help to create a basic
spreadsheet.
1. Find a site that offers raw data. Some sites are listed in the Resources at the
end of this module. This example uses the Global Grocery List, which offers
data sent in by students all over the world on item prices. For the list, go to the
following website: http://landmark-project.com/ggl/index.html.
2. Choose the link to View Data.
3. Choose to view the data in U.S. units (pounds, ounces, dollars) and choose a
period of time (1995-2001).
4. At the bottom of the screen choose tab delimited format. This format allows a
user to copy the information and paste it into a spreadsheet.
5. Open a blank spreadsheet and highlight cell (A, 3) to leave one row for the title
and another for the names for each column.
6. Click Edit > Paste Special. In this example, the students should choose text
to view the data. Not choosing text allows all information to be dumped into the
first column. Choosing text puts the information into three columns, as on the
webpage.
7. Excel was made to manipulate data. Begin by sorting the data by price. It will
be obvious by the numbers that some students typed in random amounts.
Highlight and delete rows at the top with prices that are way too low and rows
from the bottom with prices that are way too high.
8. After deleting the too-high and too-low answers, choose one representative
price for each geographic area. Create a spreadsheet for students to evaluate
just by deleting the extra data. Students can make simple comparative graphs.
9. Have students participate in data collection for the Global Grocery List. Have
them research local prices and enter them into the website. The data will
become available for others to use. Their entries may not be totally accurate,
but this exercise is a terrific opportunity to discuss the importance of correct
data with students.

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Putting a Title on the Spreadsheet

1. If necessary, add a row at the top of the spreadsheet to make room for a title.
Click on Row 1 and choose Insert > Rows.
2. Highlight the first row of the spreadsheet across columns A-H.

3. Click Merge and Center. If this button does not appear on the toolbar, add it.
At the end of the formatting toolbar, click on the down arrow to see all the
optional buttons. Click on Merge and Center to add it to the visible toolbar.
4. Merge cells using the menus by highlighting the cells and choosing Format >
Cells > Alignment. Check Merge Cells at the bottom of the window.
5. Use the formatting toolbar to choose Font, Size and Type.
6. Type READING. Notice the word appears in two places, the formula bar and the
spreadsheet.

Changing the Width of More Than One Column

1. Highlight the part of the spreadsheet to be edited. Do not include the first and
last name columns.
2. Choose Format > Column > Width.
3. A box opens that changes the number designating the column width. In this
example the number decreased from 8.43 to 5.

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Changing the Format of

Numbers
Highlight the part of the table in use,
except for the title, to indicate how the
numbers should look. To make numbers
into percentages choose Format > Cells
> Number. Choose Percentage and
indicate how many decimal points should
show.

Extending the M&M Lesson

To extend the M&M exercise described earlier in this module, include an experiment:
have students make predictions, collect data and interpret the data.

Have students pair up. Have one partner act as scientist, one as taster. The goal of
the lesson is to determine what percentage of the time blindfolded tasters can guess
the color of M&Ms they are given. Introduce the idea and discuss with the whole group
what variables need to be kept consistent for the experiment to work: Amount of time
tasting? Number of M&Ms in the bag? How many M&Ms the person has tasted before?
Number of trials?

Each set of partners should design a table to enter their data. If they want to put a
formula into the spreadsheet, the one for division is “=(C2/B2)” (replace the cell
names as necessary).

Have tasters blindfold themselves. Supply the scientists with a bags of M&Ms and
glasses of water. Have tasters reach into their bags, choose an M&M and suck on it for
3 seconds, then chew it thoroughly. Have scientists record M&M color and whether the
taster’s guess was correct. Have each pair do ten trials then switch roles. At the end,
pairs will have collected results for 20 trials. See the following example spreadsheet.

Have pairs graph their results. Total all results on the SMART Board to determine a
class total.

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To extend the M&M activity a different direction, make different charts with the same
data and discuss which has the most meaning. See the following website for ideas:
http://www.nsa.gov/programs/mepp/es/data45.pdf.

Inserting a Spreadsheet or Chart into Another

Application
1. Open the desired PowerPoint or Word document.
2. Choose Insert > Object > Create from File.
3. Find the saved file of the graph, then click OK.
4. Insert the graph and resize it to fit the page.
5. Copy and paste data from the spreadsheet into either application as desired.

Color of Total # of # of Times Guessed % Guessed

M&M Times Tasted Correctly Correctly
Red 4 1 25.00%
Yellow 7 3 42.86%
Orange 2 2 100.00%
Blue 4 2 50.00%
Green 3 2 66.67%
Total all
Colors 20 10 50.00%
Guessing M&Ms

25

20

15 Red
Yellow
Orange
Blue
Green
Total of all Colors
10

0
Total # of Times Tasted # of Times Guessed Correctly % Guessed Correctly

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Putting Spreadsheets on the Web

Preparing a spreadsheet for the Web is as easy as choosing File > Save As Web
Page. Excel gives the option of saving a single sheet as a webpage or the whole
workbook. If the workbook has several sheets or a chart insert, the program creates
one file for the main page and then a folder with the other linked pages. All items
must be uploaded for the page to work on the Web.

On the Web, the

page will have tabs
on the bottom to
switch among
worksheets.

Excel XP now has the

ability to create
interactive
worksheets that can
be manipulated on
the Web by anyone
who visits the site.
When Saving as a
Web Page, choose
Add Interactivity.
Any changes to the
spreadsheet are not
changed on the
posted version.
Try it out at the
following website: http://emints.more.net/info/area1/spreadsheet.html.

Note: Only computers with Office XP can process interactive worksheets.

Using the $ in a Formula

The dollar sign has a specific function in spreadsheets. To make it easy to use a
spreadsheet to calculate, formulas automatically change when dragged or pasted into
other cells. For example, copy =SUM(A1:C1) into Row 2 and the formula will
automatically change to =SUM(A2:C2). To copy the same formula (to reference the
original cell) into another cell let Excel know NOT to change the formula by using the $
sign.

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A $ before one of the parts of the cell address indicates to the spreadsheet to leave
that number the same. The formula =SUM(A1:C1) will stay the same copied and
pasted into another sheet when written: =SUM($A$1:$C$1). The dollar signs will
keep the same value as in the D1 box.

Formula Shortcuts
Function Sample Formula

Division =A1/B1
Multiplication =A1*B1
Subtraction =A1-B1
Addition =A1+B1
Add a Series of Cells =SUM(A1:H1)
Average =AVERAGE(A1:H1)
SUM shortcut

Shortcut to change numbers to

dollars

Shortcut to change numbers to

percents

Formula Shortcut Button

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Resources
Find all links from this module at http://emints.more.net/info/excel/.

Lewis, Pamela. (2001). Spreadsheet Magic—40 Lessons Using Spreadsheets to Teach

Curriculum in K-8 Classrooms. ISTE. 240 pages.

Many ideas (some shared previously) and data stores to get real data.
http://www.forsyth.k12.ga.us/kadkins/spreadsheet.htm

Math Forum Math Units—Graphs

http://mathforum.org/alejandre/spreadsheet.html

Step-by-Step Directions for the M&M Project, extending it to various graphs

http://www.nsa.gov/programs/mepp/es/data45.pdf

Link to Data and Other Activities

The data open automatically into an Excel spreadsheet, but Winzip is required to
extract the file.
http://mathforum.org/workshops/usi/dataproject/

The Cereal Box Problem: A Lesson in Expected Value

http://www.mste.uiuc.edu/reese/cereal/intro.html

Ken White’s Coin Flipping Page

http://shazam.econ.ubc.ca/flip/

Data Analysis Learning Units

A collection of TNT learning units teachers have done with spreadsheets.
http://www.nsa.gov/programs/mepp/esdata.html

Dinosaur Data that can be Downloaded into a Spreadsheet

http://www.nhm.ac.uk/education/online/dinosaur_data_files.html

Directions for How to Create a Self-Checking Math Spreadsheet

http://www.essdack.org/tips/selfcheck.html

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