MODULE 3: INTERMEDIATE SPREADSHEET

Prepared by: MELVIN DIPASUPIL

Overview:

This module will guide to intermediate spreadsheets. It will begin by knowing the different
symbol use in excel for you to perform calculation. This module will also ask you to perform
simple function to calculate sum, difference, product, quotient and average by doing an
activity. After knowing the simple function in excel and the different formula use in excel you
will be guided on the next topic ongoing maintenance of computer systems.

Module Objectives:

After completing the module, you are expected to:

1. Use simple functions to calculate sum, difference, product, quotient and average.
2. Identify the different formula and symbols use in excel.
3. Appreciate that one set of information can be displayed in several different ways.
4. Use of complex formula in excel.

Course Materials:

Pre-Activity
Test your math skills

Answer the following basic problems.

1. Timothy's average score on the first 4 tests was 76. On the next 5 tests his average score was
85. What was his average score on all 9 tests?

2. Laura has 8 marbles. Dennis gives Laura 3 more. How many marbles does Laura have in all?

3. Suppose that a car dealer has an inventory of 15,258 Honda Accord they have to sell by the
end of 2008. Suppose they don't meet their goals and sell only 12456 Honda Accord by the end
of 2008. How many cars are left in the backyard of the car dealer?

4. There are 9 apples in each box. How many apples are in 6 boxes?

5. There are 3 students in the class and 27 apples. If the apples are divided equally among the
students, how many does each student get?

Watch

1. Be able to watch this video clip about intermediate spreadsheets.

https://www.youtube.com/watch?v=DsZ7lsTaAYo
2. What are your significant learning from the video?
3. What are your reflections about the video?

Read
Creating Simple Formula

In school, you learned formulas used to calculate math problems. Microsoft Excel uses these
same formulas to perform calculations in a spreadsheet.

A formula can be a combination of values (numbers or cell references) and math operators (+,
-, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign
(=).

The following table illustrates the mathematical operators learned in school and those
represented in Excel XP.

Operation School Excel

Addition + +
Subtraction - -
Multiplication X *
Division / /
Equals = =

The result of a formula-the answer to 2+3, for example displays in the cell on the Excel
worksheet. The formula is visible only in the formula bar. A formula's result will change as
different numbers are entered into the cells included in the formula's definition.

Creating a Simple Addition Formula

A simple formula in Excel contains one mathematical operation only: one number plus a
second number equals a third number. Writing a simple formula is really no more difficult
than that: 1+1. The only difference in Excel is that all formulas must begin with the equal sign
(=). It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1." You must
begin the equation with an equal sign, or =1+1. This holds true for any formula, simple or
complicated, that adds, subtracts, multiplies or divides.

Let's add two numbers to create a third, 128+345=473. In Excel XP, this would be expressed by
the formula, =128+345, as shown below.
To Create a Simple Formula that Adds Two Numbers:

 Click the cell where the formula will be defined.

 Type the equal sign (=) to let Excel know a formula is being defined.

 Type the first number to be added (128, for example)

 Type the addition sign (+) to let Excel know that an add operation is to be
performed.

 Type the second number to be added (345, for example)

 Press Enter or click the Enter button on the Formula bar to complete the
formula
A formula can add the value of two cells-B2 and B3, for example. Type any two values in these
two cells and the formula will adjust the answer accordingly.
Using this method to calculate two numbers-128 and 345, for example-requires that you type
128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would then be
defined in cell B4.

To Create a Simple Formula that Adds the Contents of Two Cells:

 Type the numbers you want to calculate in separate cells (for example, type 128 in cell
B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equal sign (=) to let Excel know a formula is being defined.
 Type the cell number that contains the first number to be added (B2, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be performed.
 Type the cell number that contains the first number to be added (B3, for example).
 Press Enter or click the Enter button on the Formula bar to complete the formula.
Creating a Simple Subtraction Formula Using the Point-and-Click Method

Formulas can be created by using either numbers or cell references in the definition. You can
also use the mouse to select the cells to be used in the formula instead of typing the cell
number or cell reference. Using this method, we are going to write a simple formula that
subtracts one cell from another: =B3-B2.

To Create a Simple Formula using the Point and Click Method:

• Type the numbers you want to calculate in separate cells (for example, type 128 in
cell B2 and 345 in cell B3).
• Click the cell where the answer will appear (B4, for example).
• Type the equal sign (=) to let Excel know a formula is being defined.
• Click on the first cell to be included in the formula (B3, for example).
• Type the subtraction sign (-) to let Excel know that a subtraction operation is to be
performed.
• Click on the next cell in the formula (B2, for example).
• If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula
is entered.
• Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating Simple Multiplication Formulas

• Creating multiplication formulas is very similar to addition and subtraction formulas.

To multiply two cells the formula, B2 and B3, you would need to insert a multiplication
operator
* between them, =B2*B3. Press Enter or click the Enter button on the Formula bar to complete
the formula.
Creating Simple Division Formulas

Creating division formulas is very similar to the addition, subtraction and multiplication
formulas. To divide the contents of cell B2 by cell B3, you would need to insert a division
operator / between them, =B2/B3. Press Enter or click the Enter button on the Formula bar to
complete the formula.

Creating Complex Formulas

Simple formulas have one mathematical operation. Complex formulas involve more than one
mathematical operation.
The order of mathematical operations is very important. If you enter a formula that contains
several operations-- like adding, subtracting and dividing--Excel XP knows to work those
operations in a specific order. The order of operations is:
1. Operations enclosed in parenthesis
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first.
Using this order, let us see how the formula 120/(8- 5)*4-2 is calculated in the following
picture:
Let's take a look at another example:
2*(6-4) =?
Is the answer 8 or 4? Well, if you ignored the parentheses and calculated in the order in which
the numbers appear, 2*6-4, you'd get the wrong answer, 8. You must follow the order of
operations to get the correct answer.

To Calculate the Correct Answer:

• Calculate the operation in parenthesis (6-4), where the answer is 2.
• Multiply the answer obtained in step #1, which is 2, to the numeric 2* that opened the
equation. In other words, multiply 2*2.
• The answer is 4.
When using formulas with cell references, the results change each time the numbers are
edited.
Remember: In Excel, never do math "in your head" and type the answer in a cell where you
would expect to have a formula calculate the answer.
Before moving on, let's explore some more formulas to make sure you understand the order of
operations by which Excel calculates the answer.
5*3/2 Multiply 5*3 before performing the
division operation because the
multiplication sign comes before the
division sign. The answer is 7.5.

5/3*2 Divide 5/3 before performing the

multiplication operation because the
division sign comes before the
multiplication sign. The answer is
 3.333333.

5/(3*2) Perform the operation in parentheses

(3*2) first and divide this result by 5. The
answer is 0.833333.
5+3-2 Add 5+3 before performing the
subtraction operation because the
addition sign comes before the
subtraction sign. The answer is 6.

5-2+3 Subtract 5-2 before performing the

addition operation because the
subtraction sign comes before the
addition sign. The answer is 6.
5-2*3 Multiply 2*3 before performing the
subtraction operation because the
multiplication sign is of a higher order
than the subtraction sign. The answer is -
1.

Creating Complex Formulas

Excel XP automatically follows a standard order of operations in a complex formula. If you

want a certain portion of the formula to be calculated first, put it in parentheses.
If we wanted to add the contents of cell B2 and cell B3, for example, and then take that answer
and multiply it by the data in cell A4, then we would need to define the following formula:
=(B2+B3)*A4.

• Enter the numbers you want to calculate.

• Click the cell where you want the formula result to appear.
• Type the equal sign (=) to let Excel know a formula is being defined.
• Type an open parenthesis, or (
• Click on the first cell to be included in the formula (cell B2, for example).
• Type the addition sign (+) to let Excel know that an add operation is to be performed.
• Click on the second cell in the formula. The reference B3 displays where you want your
result.
• End the B2+B3 operation by adding the close parenthesis
• Type the next mathematical operator, or the multiplication symbol (*) to let Excel know
that an multiply operation is to be performed.
• Click on the third cell to be included in the formula, cell A4.
• Very Important: Press Enter or click the Enter button on the Formula bar. This step
ends the formula.
Filling Formulas to Other Cells (AutoFilling Formulas)
Sometimes, you will write a formula that gets used a lot in different places of a worksheet. For
example, a spreadsheet may contain several columns of numbers. Each column will contain a
formula that adds all the numbers in it. You could write the formula several times, once in
each column. Or you could copy-and-paste it into each column. The fill formula method
allows you to copy a formula and fill it into many different consecutive cells at the same time.

The mouse pointer changes to a black crosshair when passed over the fill handle, or the square
box in the lower right corner of the cell.

To Use the Fill Handle to Copy a Formula to a Surrounding Cell:

• Click on the cell that contains the formula to be copied.

• Position the mouse pointer over the fill handle.
• Click and hold the left mouse button, and then drag the contents to the cell that's to
receive the fill formula.
• Release the mouse button.
• Select the Copy Cells option in the fill formula drop-down menu.
The cell references in a formula are automatically updated when the formula is copied to other
cells in the spreadsheet.
You can also use copy and paste to copy a formula to other cells.
Copy and Paste Formulas
The process to copy and paste a formula is identical to that process used to copy and paste
text.

To Copy and Paste a Formula:

• Select the cell that contains the formula to be copied.

• Click the Copy button. Marching "ants" appear around the copied cell(s).

• Select the cell where the copied formula is to be pasted.

• Press the Enter key. The formula is copied to the new location.
Revising Formulas

You can revise any formula that was previously written in a worksheet. To Revise a Formula
using the Keyboard:
• Double-click the cell that contains the formula you want to revise.
• The cursor can now move left and right between the values in the formula in cell B5.

• Make the necessary changes to the formula.

• Press the Enter key or click the Enter button to accept the new formula.
Relative and Absolute Cell References

Excel uses two types of cell references to create formulas. Each has its own purpose. Read on
to determine which type of cell reference to use for your formula.
Relative Cell References
This is the most widely used type of cell reference in formulas. Relative cell references are
basic cell references that adjust and change when copied or when using AutoFill.
Example:
=SUM(B5:B8), as shown below, changes to =SUM(C5:C8) when copied across to the next cell.

Absolute Cell References

Situations arise in which the cell reference must remain the same when copied or when using
AutoFill. Dollar signs are used to hold a column and/or row reference constant.

Example:
In the example below, when calculating commissions for sales staff, you would not want cell
B10 to change when copying the formula down. You want both the column and the row to
remain the same to refer to that exact cell. By using $B$10 in the formula, neither changes
when copied.

A more complicated example:

Let's pretend that you need to calculate the prices of items in stock with two different
price discounts. Take a look at the worksheet below.

Examine the formula in cell E4. By making the first cell reference $C4, you keep the column
from changing when copied across, but allow the row to change when copying down to
accommodate the prices of the different items going down. By making the last cell reference
A$12, you keep the row number from changing when copied down, but allow the column to
change and reflect discount B when copied across. Confused? Check out the graphics below
and the cell results.
Copied Across Copied Down
Review:
Activity 1.
Challenge
Follow the instruction below for you to make this activity correct.
• In cell A1, type 1234

• In cell A2, type 15865

• Click the cell where you want the result to appear.

• Type a formula in cell A3 that adds cell A1 and cell A2

• Type a formula in cell A4 that subtracts cell A1 from cell A2

• Type a formula in cell A5 that multiplies cell A1 by cell A2

• Type a formula in cell A6 that divides cell A2 by cell A1

Activity 2.
• Type the following information:
In cell A1, type 12345
In cell A2, type 15865
In cell B1, type 9347
In cell B2, type 11942
In cell C1, type 19348
In cell C2, type 17103
• Create the following simple formulas:

In cell A3, write a formula to add cell A1 and cell A2

• Fill the formula in cell A3 to both cell B3 and cell C3
• Create the following complex formula:

In cell A5, write a formula that divides cell A1 by the sum of cells A3, B3 and C3

• In the formula defined in cell A5, create an absolute reference to all cells and rows
referenced in the following part of the formula: sum of cells A3, B3 and C3.
• Copy the formula and absolute reference in cell A5 and paste it into cell B5 and cell C5.
• Note how the formulas that appear in cell A5, cell B5 and cell C5 differ from one
another.

Importance of excel or spreadsheet.

1. What do you think is the advantage of using spreadsheet or excel?

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2. What did you experienced when using excel?

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3. Tell something about spreadsheet.

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Activities/Assignments:

Solve this using Excel. Submit your work in an excel file.

1. All of the members of the Harvey family are very tall. Their heights are 81 inches, 78 inches,
71 inches, 75 inches and 70 inches. What is the average height of the 5 Harveys?

2. There are 5 trees in Terry's front yard. He measures each tree to find out how tall it is in
inches and writes the measurement on a sheet of paper. This is Terry's list: 98, 94, 41, 96, and
11. What is the average height of a tree in Terry's front yard?