SPREADSHEETS

Amna Awan
SPREADSHEETS

• A spreadsheet program is a software used for entering, calculating,

manipulating and analyzing sets of numbers/data.

• Widely used type of application software.

• Spreadsheets also provides the facility to display data graphically using

charts.

• Excel is popular spreadsheet software.

SPREADSHEETS

• It provides worksheets to enter data.

• A worksheet is a collection of rows columns.

• It allows you to make different calculations using formulas and

built-in functions.

• We can also display our data using charts and figures.

Word Processor and Spreadsheet:

Compare word processor and spreadsheet:

 Word processor is a type of application that provides the facility to create and
edit documents.
 Spreadsheet is a type of application that provides the facility of calculations.
 Data in word processor is inserted in documents.
 Data in spreadsheet is worksheets.
 Applications of SPREADSHEETS

➢ Some important applications of spreadsheet program are as follows:

•It can be used by corporations to track profit and losses

•Economists can generate growth graphs of country’s economy

•Statisticians can calculate probability of crashing the market

•Women can manage their household budgets

Advantages of SPREADSHEETS

• It increases the ease and speed of calculating.

• It makes it easy to modify information and recalculate automatically.
• It displays numeric data as a chart or graphs.
Disadvantages of SPREADSHEETS

• Spreadsheet program cannot process a large volume of data quickly.

• It does not provide much programming facilities.
Features of SPREADSHEETS

1. Grid of Row and Columns

 The spreadsheet is a grid of rows and columns.
 Each row is assigned a number and each column is assigned a latter.
 The intersecting of row and column is called cell.
 Cells are identified by the combination of their column letter and row number
 For example, fifth cell in the second column is known as cell B5. This is known as the cell address
or cell coordinates. A cell contains labels or values. A label is text entry such as “Gross salary”.
Values can be number, date, formula or formula result.
Features of SPREADSHEETS

2. Formulas
 The formula performs calculations on the data in spreadsheet. It displays the resulting value in
the cell containing the formula.
3. Built-in Functions
 Spreadsheet has many built-in function s. functions can perform different types of calculations.
Lengthy calculations can be applied on worksheet easily by using functions.
4. Commands
 Commands are used to manipulate the worksheet or its contents
Features of SPREADSHEETS

5. Text Manipulation
 Some simple text manipulation can also be performed.

6. Printing
 Spreadsheet provides printing facility. You can print your documents to get a hard copy. Printing can be of
whole document or of any required range.
Interface of SPREADSHEETS
1. Worksheet
 The worksheet is where data is entered. Spreadsheet consists of columns and rows to enter data.
2. Workbook
 Workbook is a group of worksheets saved together as one file. By default, a workbook contains 3
worksheets.
3. Cell
 The intersection of row and column is called cell. A cell holds data. Cells may contain text,
numbers graphical patterns or formulas.
Interface of SPREADSHEETS

4. Cell Address
 Cells are identified by the combination of column letter and row number. The fifth cell in second
column is known as cell B5. This is known as the cell’s address or cell coordinates.
5. Column and Row Headings
 The text that appears at the top of column is called column headings. Column headings represent
the names of the columns. The text the appears on the left of row is called row headings. Row
headings represent the names of the rows.
Interface of SPREADSHEETS

6. Active Cell
 Active cell is the in which data is entered or edited at a given time.
7. Title Bar
 Title bar is located at the very top of the screen. Spreadsheet displays the name of the current
workbook on it.

8. Passive Cell:
 A cell that is not currently selected is called passive cell. The data cannot be inserted or
deleted in a passive cell.
Interface of SPREADSHEETS
9. Menu
 Menu is a collection of useful commands displayed on the top of screen.
10. Toolbars
 Toolbars are shortcuts to menu commands. Toolbars are generally located just below the menu
bar. Toolbars consist of icons that act as shortcuts to the commands.
11. Formula Bar
 The formula bar displays the location of the active cell and the value or formula used in the
active cell.
Interface of SPREADSHEETS
12. Sheet Tabs
 Sheet tabs at the bottom of the workbook are used to move from one sheet to another in a
workbook.
13. The Status Bar
 At the bottom of the spreadsheet interface is the status bar. This bar displays information about
a command, a toolbar icon or an operation in progress.
14. 3D Sheet
 Early spreadsheet programs provided only one worksheet at a time. The workbook could
contain just one worksheet. The new spreadsheets are called 3D worksheet. A 3D worksheet is
like a pad of worksheets. It is due to this feature that data in one worksheet can be used in the
calculations of another worksheet of same or different workbook.
Entering data in a Cell

 Step#1: Select the cell in which data is to be entered.

 Step#2: Type the data.
 Step#3: Press Enter key.
Types of Data
• Labels: (text) are descriptive pieces of information, such as names, months, or
other identifying statistics, and they usually include alphabetic characters.
• Values: (numbers) are generally raw numbers or dates. Values can be used in
formulas and functions. Example of values are 50,34,8 etc.
• Formulas: are instructions for Excel to perform calculations.
• Date: If you enter a date, such 12/16, Dec 16, or 16 Dec, Excel automatically
returns the value in your default date format (16-Dec if you haven’t changed it)
in the cell, but the Formula bar displays 12/16/2010.
 What is a cell
reference?
 A cell reference or cell address is a
combination of a column letter and a
row number that identifies a cell on a
worksheet.
 For example, A1 refers to the cell at
the intersection of column A and row
1;
 B2 refers to the second cell in column
B, and so on.
 When used in a formula, cell
references help Excel find the values
the formula should calculate.
 To add up the values in cells A1 and
A2, you use this one: =A1+A2
Range

 a range is a block of two or more cells. A range reference is represented by the

address of the upper left cell and the lower right cell separated with a colon.
 For example, the range A1:C2 includes 6 cells from A1 through C2.
Named Range

 A named range is one or more cells that have been given a name. Using named ranges
can make formulas easier to read and understand
 Relative Reference
 A relative reference is the one without the $ sign in the row and column coordinates, like A1
or A1:B10. By default, all cell addresses in Excel are relative.
 When moved or copied across multiple cells, relative references change based on the relative
position of rows and columns. So, if you want to repeat the same calculation across several
columns or rows, you need to use relative cell references.
 For example, to multiply numbers in column A by 5, you enter this formula in B2: =A2*5.
When copied from row 2 to row 3, the formula will change to =A3*5.
Absolute Reference
 An absolute reference is the one with the dollar sign ($) in the row or column coordinates,
like $A$1 or $A$1:$B$10.
 An absolute cell reference remains unchanged when filling other cells with the same formula.
 when you need to copy a formula to other cells without changing references.
 For example, to multiply the numbers in column A by the number in B2, you input the
following formula in row 2, and then copy the formula down the column by dragging the fill
handle:
 =A2*$B$2
 How to reference another sheet in Excel

 To refer to a cell or a range of cells in

another worksheet, type the name of
the target worksheet followed by an
exclamation point (!) before the cell
or range address.
 For example, here's how you can
refer to cell A1 on Sheet2 in the
same workbook:
=Sheet2!A1
 Function Formula
Function is predefined facility. Formula is defined by the user.
Function is written in predefined Formula is written according to the
syntax. user requirements.
Function may require parameters. Formula does not require parameters.
Function id identified by a
Formula has no particular name.
particular name.
All functions are formulas. All formulas are not functions.
Charts

 Charts allow you to present data entered into the worksheet in a visual format
using a variety or graph types. Before you can make a chart, you must first enter
data into a worksheet.
Data Alignment in a cell

 Text is aligned automatically on the left of

the column and values on the right. This
can be changed as required.
1. Align Left
2. Align Center
3. Align Right
4. Merge and Center
Rotating Text

1. Select a cell, row, column, or a range.

2. Select Home > Orientation. , and then select an option. You can rotate your text up,
down, clockwise, or counterclockwise, or align text vertically:
Wrapping Text in a Cell.

 It you have text that appears in a single cell but you want to increase the height
of that cell to accommodate all of the words, you can use the Wrap text option.
Page Setup