SPREADSHEET

(NOTES)
 SPREADSHEET (EXCEL)
Is a ledger that lets you enter, edit and manipulate
numeric data. It contains rows and columns.

Types of spreadsheet
1. Manual spreadsheet
2. Electronic spreadsheet
Manual spreadsheet
Is a type of spreadsheet where by entrance of
data are done manually using a pen or
pencil.
Example: A ledger book used by store keeper

An Electronic spreadsheet
Is a type of spreadsheet where by entrance of
data are done electronically using a
computer program. Example: Ms Excel
Sheet
Is a piece of paper with vertical and horizontal line

A worksheet
Is a collection of cells where you keep and manipulate the data

Workbook
Is a collection of worksheets

Row
Is a horizontal arrangement of cells. It labeled with Numbers

Column
Is a vertical arrangement of cells. It labeled with Letters
Cell
Is the intersection between Row and Column

Active cell
Is the cell which is currently on use

Cell Address
This address is used for referencing difference parts of
the worksheet
Label
Text entries on the worksheet are called labels

Formula bar
This is the text box at the top of the screen used to insert
formula

Functions
Is the computing tools used for calculation in a
spreadsheet
Status area
The area on the screen display, which gives information
about the current worksheet

Scrollbar
This allows you to scroll up ,down, left or right to view
your working area
Range
It consists of two cell address separated by a colon.
i.e. A1:A5 this includes cells A1, A2, A3, A4 and A5

Union
It consists of two or more cell address separated by a
comma. i.e. A7, B8, C9 this refers to cells A7, B8 and C9

Ribbon
This is an area at a top of the excel window that help you
to use the program efficiently.
 USES/APPLICATION OF SPREADSHEET
1. To prepare government budgets
2. Used for records keeping
3. Used in decision making
4. Prepare statistical data
5. To prepare financial statements
6. To prepare students examination results
7. Create charts for data presentation
8. Spreadsheet act as simple database
AREAS WHERE SPREADSHEET ARE USED
i. Schools: i.e. student grades, class sizes
ii. Sports: i.e. team statistics, future budget
iii. Business: i.e. payroll, product sales
iv. Government: i.e. taxes, census, loans
v. Home: i.e. personal check book, income taxes
Starting spreadsheet
i. Click “Start ” button
ii. Select “all programs”
iii. Click Microsoft office
iv. Select Microsoft office Excel

Ending spreadsheet
i. Click File menu
ii. Select exit button
Data Manipulation
1. * Multiplication
2. / Division
3. + Addition
4. - Subtraction
5. ^ Exponent

FORMULA
=B2+B4
=C5-C12
=B1*B2*B3
=B1/B2

FUNCTIONS
Average =AVERAGE(B1:B5)
Sum =SUM(B1:B3)
Product =PRODUCT(B1,B2,B3)
 THREE BASIC TYPES OF DATA

1. Labels- Text with no numerical value

i.e. Name, Days, Age etc

2. Constants- Just a number

i.e. 10, 25.5 etc

3. Formulas- Mathematical equation

i.e. =C2+B3
=SUM(B2:B8)
Numeric value
Include only the digit 0-9.

Note: -
All formulas MUST begin with an equal sign (=)
i.e. =C2+B4
=SUM (B4:B10)
NAME PHY MATH TOTAL MINIMUM MAXIMUM AVERAGE GRADE POSITION

JOYCE 70 48

MUSA 65 71

NEEMA 87 98

PETER 18 24
From above find the following:-
a)Total
b)Minimum
c)Maximum
d)Average
e)Grade
f) Position
a) Procedure to find TOTAL
=SUM(D2:G2)
Or
=D2+E2+F2+G2

b) Procedure to find AVERAGE

=AVERAGE(D2:G2)
c) Procedure to find Minimum
=MIN(D2:G2)

d) Procedure to find Maximum

=MAX(D2:G2)
e) Procedure to find GRADE
For the case of Grade we have to use conditions.
i. 81 - 100 = A
ii. 61 - 80 = B
iii. 41 - 60 = C
iv. 21 - 40 = D
v. 0 - 20 = F

=IF(D2>=81, ”A”, IF(D2>=61, ”B”, IF(D2>=41, ”C”,

IF(D2>=21, ”D”, ”F”))))
f) Procedure to find Position/ Rank

=RANK( B2, B$2:B$10)

g) Procedure to find Remark / Comment

Conditions: 30 - 100 =PASS
0 - 29= FAIL

=IF(D2>=30,”PASS”,IF(D2>=0,”FAIL”))
 BASIC FUNCTION AND FORMULA
1. COUNT
It used to counts the number of cells that contain values within a range

=COUNT (D10:E10) may return 5 if all the cell have value

2. MODE
It returns the most frequently occurring value in a set of values
=MODE (A10:E10)

3. IF
It return the requested option (REMARK)

=IF(MARKS >=50, ”PASS”, ”FAIL” )

Or
=IF(MARKS >=80, ”EXCELLENT”, ”POOR” )
4. COUNTIF
Suppose A10: E10 contains (eggs, beans, beans, eggs, eggs)
Then
=COUNT IF(A10:E10,”Eggs”) will return 3

5. SUMIF
It add values in the cells specified by a given condition.
=SUMIF (A10:E10,”>50”)
DATA MANAGEMENT
SORTING
Is the process of arranging items according to a certain
sequence

Procedure
1. Clicking column header
2. Select Data
3. Then Sort
 DATA FORMATS
GENERAL
General format cells have no specific number format

NUMBER
Used for general display of numbers i.e. 234, 984.46

CURRENCY
For display general monetary value i.e. TSH. 500, KSH. 600 $4900

ACCOUNTING
Lines up the currency symbols & decimal points
DATE
Display time in chosen format

PERCENTAGE
Multiplies the value in a cell with 100 and display it as %

TEXT
Format cells to be treated as text even when numbers are
entered
PAGE PROPERTIES AND PRINTING
1. Page setup include
a) Header and footer setup
b) Selecting a printer
c) Paper layout (page layout)
d) Footnote and Endnotes
e) Header and footer

Page preview
i. Click menu bar
ii. Select print preview
 TYPES OF CHARTS
1. Column charts
Show categories along the horizontal axis and value
along the vertical axis
2.Line charts
Category data is distributed evenly along the horizontal
axis, and all value data is distributed evenly along the
vertical axis
3.Pie charts
Show the size of items in one data series. Proportional to
the sum of the items.
4.Doughnut charts
Shows the relationship of parts to a whole
5.Bar charts
Shows comparisons among individual items
6.Area charts
Used to plot change over time and draw attention to the
total value across a trend
7.XY (Scatter) charts
Combines X and Y values into single data points and
shows them in irregular intervals
8.Bubble charts
The size of the bubbles represents the data points in the
data series
9.Stock charts
Show fluctuations in data, like daily rainfall or annual
temperature
10.Surface charts
Useful to find optimum combinations between two sets
of data
11.Rada charts
Compare the aggregate values of several data series
12.Combo charts
Combine two or more charts types to make the data easy
to understand
PRACTICAL QZ
SUBTOTALS
Are calculated with a summary function such as SUM or Average

GRAND TOTALS
Are sum of the subtotal values
 ASSIGNMENT 1
1.Enter the following in a worksheet

No: NAME ENGLISH KISWAHILI

1 JUMA 06 63
2 ROSE 68 23
3 HUSSEIN 51 56
4 LUCY 78 61

From above edit the following

1. Juma English score was not 06 but was 96
2. Lucy Kiswahili score was not 61 but was 35
2. Mr. Alex John cultivated maize for five consecutive
years as shown below. Show the information in a bar
chart

YEAR 2011 2012 2013 2014 2015

KG 800 650 900 700 850

3. The following is information of different network
users in Tanzania as of December 2015. Represent
information above in a pie chart.

Airtel users 42%

Vodacom users 35%
Tigo users 20%
Zantel users 6%
Halotel 2%
Others 5%
4.Write formulas for the operations i-iv based on the spreadsheet
given below along with the relevant cell address

a) To calculate the Total marks as SUM of Science, Math’s & Computer

for each student and display them in column F
b) To calculate the average marks for each student and display them in
column G
c) To calculate the highest marks in computers and display it in cell E7
5.A book shop owner uses spreadsheet to calculate profits.
This is a part of spreadsheet

a) Which row contains labels?

b) Give the cell reference of the cell that contains Geography
Book Two
c) Give the cell reference of the cell that contains numeric data
d) Write down the formula which has been entered in cell F4.
6.Read the question shown in the table below

a) Enter students marks as in the table above

b) Do the formatting as exactly seen in the question
c) Find the Total, Average, Grade and Position for each student. Note for
grade use:-
i. 81-100= A
ii. 61-80=B
iii. 41-60=C
iv. 21-40=D
v. 0-20=D
 7.Enter the following in a worksheet

EMPLOYEES BASIC SALARY MEDICLA MEAL GROSS TAX 15%

ALLOWENCE ALLOWANCE SALARY

AMOS 80,000 40,000 60,000 180,000 27,000

ANGEL 60,000 30,000 40,000 130,000 19,500

SILVIA 70,000 35,000 50,000 155,000 23,250

TOTAL 210,000 105,000 150,000 465,000 69,750

From the given data above

a) Find Total, Average and Grade
b) Draw Bar graph and Pie chart
c) Save file name with your name
d) Put the file in folder, save in desktop in My document
8. Banda Enterprises had the following data

PRODUCT BASIC DISCOUNT SALE PRICE VAT 20% SELLING

PRICES 10% PRICE
Chair 50.00 5.00 45.00 9.00 54.00

Desk 250.00 25.00 225.00 45.00 270.00

Table 130.00 13.00 117.00 23.00 140.00

Discount =Basic price * 10%

Sale price=Basic Price-Discount
VAT = Selling price – Sale price
Selling price = Sales Price + VAT
Question
a) Present your information in column chart
b) Cut the graph and copy it on the separate worksheet
and rename worksheet as chart
c) Create header and footer
d) Excel test as header (left section)
e) You name, data and time as footer (left section)
f) Save the work in your name and put it in the folder
on the desktop (My work)
9. Find the Sum, Average, Grade and Remarks
S/N NAME PHY CHEM MATH SUM AVERAGE GRADE REMARKS
1 JOHN 20 62 14
2 MARY 90 54 47
3 MOSES 57 48 52
4 SARAH 5 21 15
5 NOEL 98 85 89
6 DAUD 12 20 18
7 ESNATH 76 43 52
10. Given Financial statement for MIWANI ENTERPRISES in October 1999

ITEMS BUDGET ACTUAL TRANSACTION

INCOME TSH. TSH.

FURNITURE 50,000 30,000

SALARY 100,000 40,000
SALES OF GOODS 30,000 10,000

TOTAL 180,000 80,000

EXPENSES TSH. TSH.

CLOTHES 5,000 4,000

LUNCHES 10,000 20,000
ENTERTAINMENT 5,000 6,000

TOTAL 20,000 30,000

SURPLUS 160,000 50,000

From Miwani Enterprises do the following:-
a) Save the worksheet as MIWANI
b) Find the total for
i. Income
ii. Expenses on the budget column

c)Get the surplus (profit or loss) by

Total Income - Total Expenses

d)What is the difference between Actual transaction and

the plan (Budget). by
Budget surplus - Actual transaction
1. IF YOU WANT A CERTAIN ROW TO REMAIN
WHILE YOUR SCROLL THE MOUSE :-

Procedure:
1. Select a row you want to remain
2. Click view
3. Click freeze panes
4. Select Freeze Top row
5. Ok
2. IF A WORD DOESN’T SEEN CLEAR BECAUSE OF SMALL
COLUMN:-

Procedure:
1. Select Name
2. Right click
3. Format cells
4. Alignment
5. Wrap text
6. Ok

The END