Introduction to Spreadsheet @By Learning Outcomes : The student will be able to: | © define a spreadsheet. 9 differentiate between a workbook and worksheet. + © list the features of Excel. © create and edit a worksheet. a © identify the components of the Excel window. 9 perform calculations using simple formulas. Microsoft Excel 2010 is a popular spreadsheet application of Microsoft Office Suite 2010. It allows you tostore, organise, calculate, manipulate, and analyse the data. It is widely used to perform mathematical calculations. The data is spread in a tabular form, consisting of rows and columns. It provides inbuilt features and tools, such as formulas, functions, and data analysis tools that make it easier to work with a large amount of data. Following are some features of Excel: Formulas are mainly used for performing simple and complex mathematical calculations. Functions are the built-in formulas used for calculating percentage, interest, average, etc. Formatting features improve the appearance of data. ‘The data is automatically recalculated in the entire worksheet if any change is made in a single cell. ‘The data can be searched quickly and if required replaced instantly. Quick data entry can be done in a large series of cells by using the Auto Fill option. ‘The data can be viewed in a graphical form, such as charts, which help to understand, analyse, and compare data in an effective manner. ‘These advanced features have made Microsoft Excel, the first choice for professionals to quickly perform lengthy accounting and financial tasks, that help in taking prompt actions. Starting Excel ‘To start working on with Excel, follow the given steps: oO OOClick on Start >-click on Microsoft Office > click on Microsoft Excel 2010. A new blank workbook will open on your computer screen. Workbook and Worksheet ‘The Excel window that appears on the screen is called a Workbook. Itis assigned a temporary name as Book. Workbook is like a notebook, which consists of a number of pages called Worksheets, = A worksheet is a grid-like area, made up of rows and columns, where you can enter and work with data, By default, an Excel workbook displays three worksheets. You can add any number of worksheets ina workbook according to the limits of memory available on a computer. A worksheet becomes active when you click on its Sheet tab. A worksheet consists of 1,048,576 rows and 16,384 columns, Columns are represented by letters on the top and rows by numbers on the left side of the worksheet. cam Z ii Figure 5.2: Main Window of Excel Components of a Worksheet Some of the major components of a worksheet are as follows: Cell Accellisan intersection of a column and row in a worksheet. Each cell is identified by its column letter and row number, which is known as cell address. For example, AS refers to the cell at the intersection of column A and row 5. A cell is used to store data, such as text, numbers, formulas, functions, et. A cell can have upto 32,767 characters. Active Cell ‘When you click on a cell, a thick black border appears around it, which differentiates it from the rest of the cells. This highlighted box is called cell Pointer. It indicates that the current cell is active. Data can be entered only in the active cell. Range A range is a group of contiguous cells, which forms the shape of a rectangle. It can be as small as a Single cell or as big as an entire worksheet. You can specify a range by writing the starting cell address Logix 1.02 | Kipsfollowed by the ending cell address, both separated by a colon (:). For example, C1:C10 indicates a range starting from cell C1 and ending at cell C10. Name Box ‘The Name Box is located just above the Column headings on the left side of the window. It displays the location of the cell pointer. Formula Bar ‘The Formula Bar is located to the right of the Name Box. 'This bar shows the characters and formulas that you enter in an active cell. Column Headings Letters across the top border of each worksheet are called column headings. ‘These headings identify columns with letters A - XFD. Every worksheet in Excel contains 16,384 columns. Row Headings Row headings are the numbers marked from 1 to 1,048,576 along with the left border of the worksheet to represent each row of it. Status Bar ‘The Status bar is located at the bottom of the Excel window. It provides the information about the current selection, It also displays warning messages. While entering data, the status bar displays ‘Enter’ when you are writing, and "Ready’ when the cell is active. Title Bar It displays the name of the worksheet on which you are currently working, Moving Around the Spreadsheet ‘To input data in a worksheet, you have to move the cell pointer from one cell to another with the help of the various keys defined in the following table. Keys tarsi) > ‘Moves one column right < | Moves one column left a a _ 4 | Moves one row down Page Up Moves the active cell highlight to first row of the spreadsheet and can be used as an alternative to scroll up the worksheet - | ° — Page Down _Moves the active cell highlight to the next sheet and can be used as an alternative to scroll down the worksheet CtrisHome Moves the cell pointer to the first cell of the topmost row, ie., At Ctrl+End Moves the cell pointer to the last used cell on a spreadsheet == ‘he first electronic spreadsheet named VisiCale, was created by Dan Bricklin (R) and ‘Bob Frankston (L). Fauickview | You can insert a pieture background to the Excel sheet. For ths, click on ‘the Page Layout tab > Background option in the Page Setup group. ‘Select From a file ‘option and choose ‘the required picture. oma “The Merge & Center ‘option on the Home tab lets you combine the selected cells and place the content in the centre. To rename a sheet, double-click on its Sheet tab and type @ ew name. Aer "the name, re EntersEntering Data Follow the given steps to enter data in a worksheet: © Open a new workbook. By default, Sheet! is the active worksheet. © Click on the cell D1 and type 'Weekly Expenses’. Now, select the cell range where you enter the text. © Click on the Merge & Center option in the Alignment group on the Home tab. ‘The selected cells will be merged and the text will be centred. © Click on the cell A2 and type ‘Item: Press the Right arrow key. ‘Type ‘Monday’ in B2 and “Tuesday’ in C2. Likewise, enter data in the rest of the cells as displayed in Figure 5.3. © Glick on the cell A3. Type ‘Eatables' and press the Enter key. "The cell pointer shifts to the cell Ad © Type ‘Cold Drink’ and press Down arrow key to move to cell AS and type Milk Figure 5.3: Entering Data the remaining data. Types of Data mn Excel, you can enter different types of data, Some of them are discussed below: © Numbers © Text © Formulas Numbers Numbers are the values that consist of numerals from 0 to 9 and character, like +, @ $,%, A, & ete. They can be used in calculations. In addition to actual numbers, Excel also stores date and tang as numbers. By default, numbers are right aligned in a cell Text ‘Text data or a string consists of letters, numbers, spaces, and special characters, It is not used in calculations. By default, the text data islet aligned in a cell. Most often, text entries are used for worksheet headings, names, and identifying the columns of data. Formulas Formulas are mathematical equations. They consist of numeric values, operators, and cell addresses, for performing calculations on a worksheet. They can range from basic mathematical operations to complex calculations. Formulas always begin with an equal to (=) sign, Performing Calculations Excel has powerful feature to perform calculations on the data. You can perform addition, subtraction, multiplication, and division of numbers, either by formulas or using functions, The result ot thecalculation is displayed in the cell where the formula is entered. “Aanacnoo You can expand To calculate the total expense in H3, type, = B3 +C3+D3+E3+F3+G3,and press pags the Enter key. The sum of the values in cells B3 to G3 is calculated and displayed in the the Ctrleshiftsu cell H3. key combination. ‘To open a workbook, dlick on the Open ction fillon the File tab menu or press the Ctrl#0 key ‘combination. Figure 5.4: Entering Formula © You can use either uppercase or lowercase letters while entering the cell address in a formula. © Excel also provides a quicker and easier way of performing calculations. Click on the AutoSum > button present either on the Home tab or Formulas tab. Excel suggests a range, which you can either accept or select a different range to get the calculated values. By default, the AutoSum feature provides the sum of the suggested range. Although, you can change __‘Teswitch between the function by selecting the required one. Ber ree vale cc + Page Down Key © To make use of the AutoSum feature, move the cell pointer to cell H4. combinations. Click on the AutoSum button. Excel suggests the range B4:G4. Accept the range by pressing the Enter key. The sum of the values in cells B4 to G4 is calculated and displayed in cell H4, — ; Excel also provides special built-in mathematical functions, such as SUM, AVERAGE, COUNT, etc. Instead of typing such a long formula = B3+C3+D3+E3+F3+G3, the SUM function can also be used _ to calculate the total expense. For example, = SUM(B3:G3) and press the Togo to. specfccel, Enter key. Similarly, you can use the AVERAGE, COUNT, MAX, and MIN Bete an functions. the cell reference in the | Reference field ofthe | {GoTo dialog box.Adding a New Worksheet Sometimes, you need to add a new worksheet or remove the existing. You can do so by following the given steps: © Toaddanew worksheet, select the sheet before which you want to place a new worksheet. © Right-click on the Sheet tab and select the Insert option. ‘The Insert dialog box appears with the ‘Worksheet option selected. Click on OK. You will notice that a new worksheet gets inserted before the selected worksheet. Or Click on the Insert Worksheet icon “3. present next to the Sheet tab. A new worksheet will be added, Or Select the Insert > Insert Sheet option in the Cells group on the Home tab. Removing a Worksheet © Todelete a worksheet, select its Sheet tab and click on the Delete > Delete Sheet option in the Cells group on the Home tab. Or Right-click on the sheet tab and select the Delete option. Saving a Workbook ‘To save a workbook, follow the given steps: © Click on the File tab and select the Save option. © ‘The Save As pane will appear. © Click on the Browse option. ® ‘The Save As dialog box appears. Choose the drive and folder, where you want to save workbook, © Type the file name in the File name text box. © Click on the Save button. © The file will be saved with the extension axlsx. When you save a file in a folder, that folder is automatically added to the Recent list. So, you can quickly access your recently saved files or the folder by using the Recent feature of Excel.QB000 % Microsoft Excel isa popular spreadsheet software. It allows you to store, organise, calculate, and manipulate the data. ‘A workbook is like a notebook and worksheets are like the pages of a notebook. By default, an Excel workbook displays a single worksheet with the name Sheet. In Excel, you can enter different types of data, such as Numbers, Text, and Formulas. Formulasare the mathematical equations. They consist of numeric values, operators, and cell addresses for performing calculations on a worksheet. ‘A formula always begins with an equal to (=) sign. eee * Brain = Developer > Fill in the blanks. By default, a workbook contains ... The jption combines the selected cells and places the content in the centre. ‘The... _... bar shows the data and formulas entered in an active cell. a eR ‘A worksheet becomes active by clicking on the . 5, ‘The Name box is present above the oS © Column B. Write T for True and F for False. 1. Microsoft Excel is the most suited program for documentation. 2, A workbook may contain multiple worksheets. 3. Row headings are labelled with letters A = XFD. i 4, The Status bar provides the information about the current selection. Cy 5, The function key F12 can be used to save the Excel file. O C. Select the correct option. 1. In Microsoft Excel, the feature can be used to get the addition of a range. Total b. AutoSum c. Addition a Kips | Logix 1.02By default, the text data is... sn aligned in a cell. a Left . b. Center ©. Right Ina worksheet, there are ooo = LOWS, a. 16384 b. 104850 c. 1048576 ‘The ~~~ box shows the address of an active cell. a. Cell b. Name . Formula AA formula starts with a9 commune Sig, a. Equal to (=) b. Plus (+) Minus (-) Application-based questions. Pallavi's class teacher asked her to create and save a worksheet for displaying the time table of the class. Suggest any one method using which she can save the created worksheet, Rohit's father gave him Rs 500 for his pocket expense. He asked him to maintain the expenses in an Excel sheet and show it to him at the end of the month, Which option should he use to calculate the total expenses? Answer the following questions. Write down any two features of Microsoft ExcelHow can you add and remove a worksheet? PVCS iii essex talent) Open Microsoft Excel application on your computer and follow these steps to create the given datasheet: © Click on the cell D2 and type FEE RECORD’. Select the cells A2 to 12 and click on the ‘Merge & Center option in the Alignment group. Click the cell A4, type ‘ADMSSION NO. in the cell and Formula Bar. © ‘The text appears on both places, @ Click on the cell B4 and type 'NAME in it. Note that the reference displayed in the Name Box gets ‘changed from A4 to Ba, Similarly, type the rest of the headings as shown in the image. Click on the cell AS and type ABIOL. a ETE © as oe FEE RECORD MEER ¢ ¢ | wi wi wi wi vi vw vi vw vi SESS ESR E82 SERRE S888 BB (83-888 im © Press the Down arrow key and type AB102 in cell A6. © Similarly, fill the rest of the data in this column as well as in the other columns as given in the image. Kips | Logix 1.02,Calculate the amount Deposited by placing the cell pointer in H5 and typing the formula : =D5+E5+F5+G5. Press Enter, Now, calculate the AMOUNT LEFT by placing the pointer in IS and then typing = 28000-H5, Press Enter. Move the cell pointer to H6. Click on the AutoSum button. Excel will specify the range. Press Enter. © Similarly, calculate the AMOUNT DEPOSITED and AMOUNT LEFT of the other students. ‘® Save the workbook with the name 'FEE RECORD’, 3 | Giewees i . ; Divide the students ofthe class into two groups and discuss the following topics: © Different Components of the Excel Window © Types of Data that can be Entered in a Worksheet Help your mother in maintaining the household expenses using Excel 2010, Create an Excel sheet, include all the necessary columns, feature, GED To know more about Microsoft Excel, visit the following link: __https://www-youtube.com/watch?v=uBm4G6gyjSU_ and calculate the expenses by using the AutoSum