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Spread sheet Spreadsheets can be applied in the following areas:

Definition
(i)Statistical analysis
 Spreadsheet is application software that is made
(ii) Accounting
up of rows and columns used to present and
analyze data. (iii) Data management
 A spreadsheet is a ledge sheet that let the user enter, (iv) Forecasting
edit and manipulate numerical data
(v) Scientific applications
 A spreadsheet usually consist of a series of rows and
column in which data entries can be made

 Statistical analysis
Characteristics or features of spreadsheets
(a)It is made of rows and columns which intersect to form
Spreadsheets provide tools for statistical analysis and
cells. evaluation. Some of these tools include median,
(b)Columns are arranged vertically and are labeled using mean, average and mode among others.
alphabetical letters while rows are numbered progressively  Accounting
starting from the first row. Accounting refers to the process of keeping financial
accounts statements. An account is a record of financial
(c)Every individual cell has a unique cell address used for
income and expenditure relating to a particular period.
identification. Spreadsheet contains functions for analyzing and
managing financial transactions making the work of an
accountant easier

Data Management
d)It contains inbuilt formulas known as functions that Data management allows a company to provide financial data and
advice to another organization for easier development of its
enable the user to quickly perform calculations.
business. Data management facilities available in spreadsheet
e)It allows presentation of information graphically using include; sorting, filtering, forms and sub-totals among others.
Forecasting (“What if” analysis)
charts. Forecasting is the process of predicting the future happenings.
Spreadsheet programs contain features that can be used to predict
f)They contain database tools such as forms. the future profitability of a company based on the current trend of
Examples of spreadsheet programs include: Microsoft events. These feature is referred to as “What if “. The “ What if “
(MS) Excel, Lotus 1-2-3, Quattro Pro, Multiplan and Super analysis uses automatic recalculation features to predict the results.
Calc among others.

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To modify column width:

 Scientific Applications In our example below, column C is too narrow to display all
Spreadsheets contain tools that can be used for scientific of the content in these cells. We can make all of this content
analysis. Such tools include sum, standard deviation, and visible by changing the width of column C.
product among others.
Refer https://edu.gcfglobal.org/en/excel/modifying-
columns-rows-and-cells/1/
Worksheet layout
 A worksheet is a grid of rows and columns which
intersect to form cells where data is entered for
manipulation. Calculation

Cell Referencing
• A cell reference also called cell address consists of a column
letter and a row number that intersect to show the location
of a cell. A1
 Relative cell reference: This type of reference
automatically changes the cell addresses of a formula
relative to the position of a cell where it is copied. For
example, if the formula =Sum(A1:C1) is written on cell D1
then copied to cell G1, the formula will automatically
change to =Sum(D1:F1)

 Name Box: Displays the currently selected cell.

 Formula Bar: Displays the number, text, or formula that is in the currently  Absolute cell reference: In this type of reference, the
selected cell, and allows you to edit it. Selected Cell: The selected cell has formula remains the same regardless of where it is
a dark border around it. copied. To make a cell absolute type dollar sign before
 Column: Columns run vertically (top to bottom).
 Column Label: Identifies each column with a letter. Clicking on a column
the column letter and another dollar sign before the row
label selects the entire column. number. For example, if the formula =Sum($A$1:$C$1) is
 Row: Rows run horizontally (left to right). written on cell D1 then copied to cell G1, the formula will
 Row Label: Identifies each row with a number. Clicking on a row label
remain constant to=Sum($A$1:$C$1).
selects the entire row.
 Cell: The intersection of a row and column.  Mixed cell reference- it contain both relative and
 Worksheets: The worksheets contained in the workbook are displayed at absolute. = Sum($A1) or =Sum($A$1:C1)
the bottom-left of the screen. Click on a worksheet to view it.
 Scroll Bars: Used to view other parts of a worksheet when the entire
worksheet cannot fit on the screen.

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Mathematical operators
Excel uses standard operators for formulas, such as a plus
Entering data sign for addition (+), a minus sign for subtraction (-),
When data is typed on a cell, it is displayed in the an asterisk for multiplication (*), a forward slash for division
(/), and a caret (^) for exponents.
selected cell as well as the content box on the formula
bar. Operator Symbol Function
Plus + Adds all the numbers.
There are four cell data types in a spreadsheet namely: Minus - Subtracts numbers.
 Labels. They are text or alphanumeric characters that Multiplication * Multiplies numbers
are entered in a cell which cannot be manipulated Division / Divides numbers
Parenthesis(brackets) () Encloses operands and operators to
mathematically. By default, all labels are aligned to the dictate the order of execution.
left of a cell. Note: The mathematical rule of BODMAS (bracket of division, multiplication, addition and subtraction)
determines the order in which an operator is executed and gives the product. It is also applicable in
spreadsheets.

Application of Formulae and functions

Entering Text
Types of formulae
i. Point at the cell where the text is supposed to appear.  Formulae using values
ii. Type the text This is a spreadsheet formulae that uses the actual values instead
iii.Press the enter key or click on a different cell. of cell references. Assuming that, we have data in a worksheet as
 Values. They are numeric data that can be manipulated shown below
mathematically. They include numbers, dates, time and
currency among others. By default, all values are aligned to
the right of a cell.
Entering Values
i. Point at the cell where the value is supposed to appear.
ii. Type the value
iii. Press the enter key or click on a different cell.

Formulae: They are mathematical expressions created by the user.

Every formulae must have the following components: Continuous …………….

i. Begin with an equal sign (=). A value formulae for calculating the total mark for Charity
ii. Contain mathematical operation such as +, -, / and * would be: =60+50+50. Other operators like *,-,/ can also be used
iii. Cell addresses that contain values. together with the values. Different operators can be used in the
 Functions: They are inbuilt formulae that the user can quickly use to same formula for example the following is a valid formula
perform calculations automatically. Every function must have the =60+50-80*4/2
following components: NB: The main disadvantages of this type of formulae are that
i. Begin with an equal sign (=). they cannot be copied to other cells.
ii. The name of the function.
iii.Arguments or data range. The data range is enclosed in parenthesis or
brackets. It contains the cell addresses which have the information to
be manipulated mathematically. The addresses can be separated by
use of a colon or comma.

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 Formulae using cell references

This is a spreadsheet formula that uses cell references instead of the values. The word average refers to the function for computing
In this approach the formula is build using operators and cell reference the arithmetic mean and the arguments are the
either relative, absolute or mixed cell references.
Formula using relative cell references operands. These operands can be actual values, cell
 This formula contains operators and cell references. For example: reference separated by commas or a range of cells. The
A formula having cell references for calculating the total mark for Charity following are valid examples of average function.
above would be: =B3+C3+D3. Other operators like *,-,/ can also be used
together with the cell references. Different operators can be used in the same
formula for example the following is a valid formula =B3+C3-D3*4/2. =Average(A1,A2,A4,A7),
 The main advantage of this type of formula is that it can be copied to other cells for =Average(A1:A7)
example to calculate the total for Flora, Musa, Susan and Winfred the formula applied for
Charity can be copied to apply to the rest of the students. Also they are easy to build
because the user needs not to type every reference but can select the cells containing
the values

Formula using absolute cell references and relative

ii. Max: this function returns the largest value in a selected range of cells.
cell references
 This formula contains operators and both mixed cell references and relative cell references. For example in In the argument contains no value, this function returns a zero value.
figure all the new prices are calculated using a common rate of 5%, the formula for calculating the new price
for Detergent would be:
The syntax for this command is as follows: =Max(Arguments): The
word Max refers to the function for computing the largest number in
the list or range and the arguments are the operands. These operands
can be actual values, cell reference separated by commas or a range of
cells. The following are valid examples of the Max function. ,
=Max(A1,A2,A4,A7), =Max(A1:A7)

Formulae using functions and cell reference (iii)Min: this function returns the smallestt value in a selected
Examples of functions:
 They can be categorized as follows: Statistical, Logical range of cells. In the argument contains no value, this function
and Mathematical functions. returns a zero value. The syntax for this command is as follows:
Statistical: The following are examples under this =min(Arguments): The word Min refers to the function for
category.
(i) Average: This function provides the arithmetic mean computing the Smallest number in the list or range and the
of the values specified in block of cells. Cells in a block arguments are the operands. These operands can be actual
(range) that are empty are ignored and those that have values, cell reference separated by commas or a range of cells.
zero values are included are included in the average. The
syntax for this command is as follows: The following are valid examples of the Min function.
=Average(Arguments): =Min(3,5,7,9,10,2,4), =Min(A1,A2,A4,A7), =Min(A1:A7)

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(iv) Mode: This function returns the most frequently (a)Logical

(i) IF : This function evaluates a condition and returns one of the values in
appearing value in a list of values or a range. The syntax for case it is found to be true and another value if it is false.
this command is as follows: =Mode(Arguments): The word The following is the syntax of this function:
Mode refers to the function for determining the value that  IF for two options only:
General syntax = IF (Condition, true, false)
appears the highest number of times and the arguments are the For example = IF (A3>=40, “Pass”, “Fail”)
operands. These operands can be actual values, cell reference If the value in A3 is greater than or equal to 40 the output will be Pass else Fail.
separated by commas or a range of cells. The following are  IF for three options only
General syntax = IF (Condition1, Option1,IF(Condition2,Option2,Option3))
valid examples of the Mode function. =Mode(3,5,7,9,10,2,4,3), For example =IF(A3>=60,”Credit”,IF(A3>=40,”Pass”,”Fail”))
=Mode(A1,A2,A4,A7), =Mode(A1:A7)  IF for four options only
General syntax = IF (Condition1, Option1,IF(Condition2,Option
2,IF(condition3),Option3,Option4)
For example
=IF(A3>=80,”Distinction”,IF(A3>=60,”Credit”,IF(A3>=40,”Pass”,”Fail”)))

(v) Median: This function returns the middle value in a list of

values or a range. It automatically arranges the values in a ii) SumIf: Adds the values in the cells specified by a given condition
particular order to determine the median. The syntax for this
or criterion and returns a value. The general syntax is as follows:
command is as follows: =Median(Arguments): The word
Median refers to the function for determining the value that =SUMIF(Range,”Condition”). For example: Suppose B4 to H4
appears in the middle of a list or a range and the arguments are contains the values 90, 30, 80, 40, 50, 90 and 20. To sum all values
the operands. These operands can be actual values, cell
greater than 50, the function would be:
reference separated by commas or a range of cells. The
following are valid examples of the Median function. = SumIF (B4:H4,”>50”). This function would return a 260.
=Median(3,5,7,9,10,2,4,3), =Median(A1,A2,A4,A7),
=Median(A1:A7)

(vi) CountA: This function returns the number of elements iii) CountIf: Counts the number of cells within a specified
in a list of values or arrange. The syntax for this command block or range of cells that meet a given conditions or criteria.
is as follows: =Count(Arguments): The word Count refers to The general syntax is as follows:
the function for determining the number of values that are =CountIF(Range,”Condition”). Suppose B4 to H4 contains the
in the list or a range and the arguments are the operands. values 90, 30, 80, 40, 50, 90 and 20. To count all values greater
These operands can be actual values, cell reference than 60, the function would be:
separated by commas or a range of cells. The following are = CountIF (B4:H4,”>60”). This function would return a 3.
valid examples of the count function.
=Count(3,5,7,9,10,2,4,3), =Count(A1,A2,A4,A7),
=Count(A1:A7)

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(a)Mathematical
(i)Sum:
This function adds all the numbers in a specified range of cells.
The general syntax is =Sum(Number1, Number2…Number N).
Suppose B4 to H4 contains the values 90, 30, 80, 40, 50, 90 and
20. To sum all the values, the function would be: = Sum (B4:H4).
This function would return a 400. Alternatively using the actual
values the formula would take the following form and still give
the correct answer: = Sum (90, 30, 80, 40, 50, 90,20)
=SUM(A1:A7)

ii) Product:
This function multiplies all the numbers given as arguments. The general
syntax is =Product(Number 1, Number 2… Number n) where number1,
Number2 are 1 to 30 arguments which can be included in the function. EXCEL LOGICAL OPERATORS
Suppose B4 to H4 contains the values 9, 3, 8, 4, 5, 9 and 2. To multiply  A logical operator is used in Excel to compare two
all the values, the function would be: = Product (B4:H4). This function values. Logical operators are sometimes called
would return a 77760. Alternatively using the actual values the formula
would take the following form and still give the correct answer: = Boolean operators because the result of the
Product (9, 3, 8, 4, 5, 9,2) comparison in any given case can only be either TRUE
or FALSE.

Copying and moving of formulae

Formula
Once a formula is entered in a cell, it can be copied downwards, Condition Operator Description
upwards the column or across the same row depending on the position Example
of the formular instead of writing a formula in each cell. When the The formula returns TRUE if a value
formula is copied, automatically cell references are adjusted depending Equal to = =A1=B1 in cell A1 is equal to the values in
on the way the formula was written. To copy a formula do the cell B1; FALSE otherwise.
following:
 Click on the cell that contains the formula.
The formula returns TRUE if a value
Not equal
<> =A1<>B1 in cell A1 is not equal to the value
• Take the cursor to the fill handle of the cell selector until it changes to
to a plus sign in cell B1; FALSE otherwise.

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The formula returns TRUE if a How To Create a VLOOKUP Between Two Sheets
Greater value in cell A1 is greater than a  VLOOKUP is a function in Excel spreadsheets that can
> =A1>B1 locate specific information in cells.
than value in cell B1; otherwise it
 People use this function to search through large data
returns FALSE.
across a worksheet of various worksheets so they can
The formula returns TRUE if a maintain organized data while still being able to access
Less than < =A1<B1 value in cell A1 is less than in pieces of information.
cell B1; FALSE otherwise.

 For many organizations, gathering, sorting and

The formula returns TRUE organizing data is a critical business practice.
Greater than or
if a value in cell A1 is You may have data that corresponds to sales numbers,
>= =A1>=B1 greater than or equal to employee salaries, customer satisfaction scores and
equal to
the values in cell B1; FALSE more, and stakeholders often look at data curated to
otherwise. answer a specific question when making important
The formula returns TRUE business decisions.
Less than or if a value in cell A1 is less • Microsoft Excel, with its ability to create spreadsheets,
<= =A1<=B1
equal to than or equal to the values is a great place to start when you have data to work
in cell B1; FALSE otherwise. with

o Samuel’s shop sold the following items in the month of December; Stimulator, smoother,
scissors, surgical spirit and shampoos. The quantities sold wave 550, 900, 2100, 900 and •Maintain organized data: A VLOOKUP between two spreadsheets allows
5000 respectively. you to organize your data as needed on separate sheets. Though you
i. Write an expression that can be used to obtain the total sales of the items sold in the might record data on these individual worksheets, a VLOOKUP allows you
ii. month of December. to still access and reference data across each.
iii. Write an expression that can be used to obtain the least quantity items sold in the •Connect data: Connecting data means you can view data in new ways as
month of December. you might arrange it in specific ways or include different information on
iv. Write down the formula that may be used to compute the highest quantity items sold in each sheet. Connecting unique data points can help you understand
the month information differently, which can inform your decision-making.
v. of December . •Search quickly: Rather than manually copying and pasting data
vi. Write a function that can be used to calculate average of items sold on month of across worksheets, VLOOKUP can help you quickly run queries and
December. populate data. This can save you time and prevent manual errors when
vii. Write a function that can be used to returns the middle value of items sold on month of navigating between sheets.
December •Update automatically: By using a VLOOKUP—instead of copying and
viii.Write a function that can be used to returns the number of qualities sold. pasting—the data in your destination cells update automatically if you
ix. Write a function that can be used to returns the most frequently appearing value. update the information in the source tables.

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Here are the steps for applying VLOOKUP between two • Perform VLOOKUP between workbooks
sheets: You can also perform a VLOOKUP between separate
1. Identify the components workbooks. To do so, include the name of the workbook
There are several components you want to include when and the sheet within the workbook where you wish to
performing the VLOOKUP function between sheets. gather data. Here’s the formula you can use:
Rather than including the table array as you would for VLOOKUP(lookup_value,
one sheet, you want to indicate the sheet range for the [workbook_name]Sheet_name!range, col_index_num,
data. Here is what the formula might look like: [range_lookup])
VLOOKUP(lookup_value, Sheet_name!range,
col_index_num, [range_lookup])

You can define each of these components as: Formula Errors

Error Cause
•lookup_value: This is the value you search for. 1 ##### When a cell contains this error code, the column isn't wide enough
•Sheet!range: This includes both the table array to display the entire value.
and the sheet where you want to gather the 2 #NAME? This error occurs when Excel does not recognize text in a formula.
3 #DIV/0! This error occurs when a formula tries to divide a number by 0 or
information. For example, this might appear as an empty cell.
"sheet 2!A2:D8". 4 #N/A! It commonly occurs while using Vlookup formula. It is shown when
•col_index_num: This is the column number where some values are missing or inappropriate arguments are passed to
the lookup.
you hope to collect data. This matches the column 5 #NULL! It occurs when incorrect range operators are used for example sum
sequence in the table array selected. (D30:D32C31:C33) returns a #NULL! Error, because there is no
•[range_lookup]: This is optional, but you can separator between range 1 (D30:D32) and 2 (C31:C33)
6 #NUM! Shown when the formula returns a value bigger than what Excel
include TRUE to gather approximate matches or can represent
FALSE to generate an exact match. 7 #VALUE! Shown when text parameters are used instead of numbers and the
function accepts numbers only. For example = Product (“zy”,”kl”).

2. Define your criteria between sheets

In the cell where you hope to populate data, you
can enter the specific criteria you hope to search.
For example, if you're hoping to gather data onto
a summary tab from a worksheet named "Sales",
using table data ranging from cells A2 through E6,
your formula may look like this:
=VLOOKUP(A2, Sales!A2:E6, 2, FALSE)
This means you will gather data for cell A2 from
the "Sales" worksheet within the second column
in the table array A2 through E6.