Grade 09

UNIT 2: ELECTRONIC SPREADSHEETS

What is a Spreadsheet?
A spreadsheet is an electronic document in which data is arranged in the rows
and columns of a grid and can be manipulated and used in calculations.

An electronic spreadsheet document is called a workbook. A workbook consists

of several worksheets.

A worksheet consists of columns and rows. The intersection of a column and a

row is called a cell.

Example for Spreadsheets

• Microsoft Excel (Famous but commercial software)

• LibreOffice Calc (Free and Open Source Software)
• OpenOffice Calc (Free and Open Source Software)
• Google Sheets (Free and Online)
• iWork Numbers (For Apple devices)
• Lotus 1-2-3 (Out of date)

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Uses of Spreadsheets

• Calculations • Preparing tables

• Accounting • Sorting
• Data analysis • Segregate only the required
• Storing data data (Filtering)
• Preparing lists • Protection of data using
• Presentation of data in charts passwords

MICROSOFT EXCEL – Introduction

Microsoft Excel is a powerful electronic spreadsheet program you can use to

automate accounting work, organize data, and perform a wide variety of tasks

Launch Ms. Excel

Method 1:
Start → All Apps (All Programs) → Microsoft Office → Microsoft Office
Excel

Method 2:
Double click on the Excel icon on Desktop

Method 3:
Run → Type ‘Excel’ and Enter

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 Parts of Excel Working Window Restore / Close
Tabs Minimize Maximize

Title Bar -  X
File Home Insert Page layout Formulas Data Review View Toolbar
Quick
/ Ribbon
Access
Toolbar C4 fx Formula Bar
A B C D E F
1
Tools
2 Insert function
Vertical
3
Scroll bar
4 Column titles
Name Box
5
6 Cell
Row
7 Active cell
titles
8
9
10
Sheet1 Sheet2 Sheet2 *
Status Bar

Horizontal Zoom
Insert View
Sheet Scroll bar controls
Worksheet buttons
tabs

Tool / Term Description

Quick Access Displays commonly used commands. Eg: New,

Toolbar Save, Undo, Open..
Title Bar Displays the file name and application name.

File Tab The File tab has replaced the Office button. It helps
you to manage the Microsoft application and
provide access to its options such as Open, New,
Save, Save As, Print, etc.
Name Box Displays the active cell address.

Cell The intersection of a row and column. It may

contain text, numbers, formulas and functions.
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Cell range Collection of consequent cells in a worksheet. A
cell range is denoted by first and last cells seperated
by colon marks in the range. Eg: B5:B8, A1:B1 or
A1:G240
Status Bar Displays information about the current worksheet.

Insert Worksheet Add a new sheet.

Ribbon Displays groups of related commands within tabs.

Each tab provides buttons for commands.
Formula Bar Input formulas and perform calculations.

Worksheet A grid of cells that are 16,384 columns wide (last

column - XFD) and 1,048,576 rows long.
View Option Displays worksheet view mode.

Active cell The cell which is selected is called active cell.

Tool Perform an action.

Ribbon / Toolbar Collection of relevant tools

Horizontal scroll bar To move the sheet horizontally.

Vertical scroll bar To move the sheet vertically.

Zoom control To zoom in or zoom out the sheet.

Insert function To insert a function / formula into a cell

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Mouse Pointer Styles in Excel

Cell address
Each cell in a worksheet is identified by a cell address. A cell address is named
by the letter that represents the column and the number that represents the row.

B5

Column name Row number

Home Ribbon - Font Group

No Command Description
1. Font Face To change font face
2. Font Size To change the font size

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3. Increase Font Size To increase font size
4. Decrease Font Size To decrease font size
5. Launcher To launch font dialog box
6. Font Color To change font color
7. Fill color To fill colour to the selected cell
8. Border To apply borders to the currently selected cells.
9. Underline To underline the text
10. Italic To italicize the text
11. Bold To make the text bold.

Home Ribbon – Alignment Group

12

No Command Description

1. Top Align To align the text to the top of the cell

2. Middle Align To align the text so that it is centered b/w top and
bottom.
3. Bottom Align To align the text to the bottom of the cell
4. Orientation To rotate to a diagonal angle or vertical orientation
5. Wrap Text To make all content visible with in a cell by displaying
it on multiple lines.

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6. Launcher To launch Format Cells Dialog box
7. Merge & Center To merge the cells and center the text
8. Increase Indent To increase the margin b/w the border & the text in a
cell
9. Decrease Indent To decrease the margin b/w the border & the text in a
cell
10. Align Right To align text to the right
11. Center To center text
12. Align Left To align text to the left

Date Notations

dd - Date - 05
d - Date -5
ddd - Day (3 digit) - Wed
dddd - Day (Full) - Wednesday
MM - Month - 03
M - Month -3
MMM - Month (3 digit) - Mar
MMMM - Month (Full) - March
yy - Year - 23
yyyy - Year - 2023

Write the notations for the dates given below.

1. 05/04/2021 dd/MM/yyyy
2. 28/03/2021 d/MM/yyyy
3. 1/1/2021 d/M/yyyy
4. 3/4/21 d/M/yy
5. 05-05-2021 dd-MM-yyyy
6. 05-January-2021 dd-MMMM-yyyy
7. 21-Dec-2020 dd-MMM-yyyy
8. April 15, 2020 MMMM dd, yyyy
9. 15 July 2020, Monday dd MMMM yyyy, dddd
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 10. 04/April/21 dd/MMMM/yy

How to change date format?

1. Start → All Apps → Windows System → Control Panel

2. Click Change date, time or number formats under Clock and Region
3. Region dialog box will appear.
4. Click 'Additional settings'.
5. Click 'Date' tab.
6. You can change Short Date and Long Date.
7. Click 'Apply'.

Basic tools used in a spreadsheet.

Tool Name Functionality
New To create a new workbook.
(Ctrl+N)

Save To save a workbook

(Ctrl+S)

Save As To save a workbook with a different

(F12) name or a different format

Open To open a saved workbook

(Ctrl+O)

Print Preview To preview the document before

(Ctrl+F2) printing

Print To print a worksheet

(Ctrl+P)

Undo To cancel the last action.

(Ctrl+Z)
Redo To cancel the 'undo'
(Ctrl+Y)

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 Copy To copy the text, formula and
(Ctrl+C) objects

Cut To cut the text, formula and objects

(Ctrl+X)
Paste To paste cut or copied text or
(Ctrl+V) objects
Spelling & Grammar To check spelling and grammar
(F7)

Number Formatting Tools

1. General
Eg: 25, 100, 250,….

2. Number
Eg: 25.00, 100.00, 250.00

3. Currency
Eg: 250 → Rs.250.00
1500 → $1,500.00

4. Accounting
Eg: 250 → Rs. 250.00
1500 → $ 1,500.00

5. Short Date
Eg: 10/03/2021

6. Long Date
Eg: Wednesday, March 10, 2021

7. Time
Eg: 20:33
08:33 PM

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 8. Percentage
Eg: 10 → 1000%
2.5 → 250%
9. Fraction
1.5 → 1 1/2
2.25 → 2 1/4
4.75 → 4 3/4
5.125→ 5 1/8
3.33 → 3 1/3

10. Scientific

Eg: 458 → 4.58E+02

OPERATORS

Arithmetic Operators

Operator Symbol Example

Addition + = 2+3
Subtraction - = 10-4
Multiplication * = 4*5
Division / = 20/5
Power ^ = 2^5

Operator Precedence

( ) Bracket
increases

^ Power / Exponentiation
Priority

*/ Multiplication / Division
+- Addition / Subtraction

Eg:
1) = 2*(3+2)-1
= 2*5-1
= 10-1

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 =9

1) = 2^3+(10-7)
=2^3+3
= 8+3
=11
2) = 10-2 *12/3*(3^2)
= 10-2*12/3*9
= 10-2*4*9
= 10-8*9
= 10-72
= -62

Simple Formulas

1. A formula should start with an equal sign.

Eg:
= 10 + 20
2. Use cell address instead of typing values.
Eg: = A1 + B1
3. A formula must have only equal sign, cell address, values and operators.
Other symbols are not allowed.

A B C
1 25 45 70
2 50 12 38
3 20 5 100
4 48 6 8
5 10 3 1000

1. Write a formula in cell C1 to add A1 and B1.

=A1+B1
2. Write a formula in cell C2 to subtract B2 from A2.
=A2 - B2
3. Write a formula in cell C3 to multiply A3 into B3.
=A3 * B3
4. Write a formula in cell C4 to divide A4 by B4.

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 =A4/B4
5. Write a formula in cell C5 to calculate A5 to the power of B5.
=A5 ^ B5

Cell Ranges

(i) Column range

A1:A6

(ii) Row range

A1:D1

(iii) Column and Row range

A1:C6

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BASIC FUNCTIONS

There are several functions in Ms. Excel. The basic functions are given below.

1. SUM
2. AVERAGE
3. MAX
4. MIN
5. COUNT
6. COUNTA

SUM
To calculate the total of the numbers in a cell range
Syntax
=SUM(number1, number2, number3,…)

Eg:
=SUM(10,20,30) → 60
=SUM(A1,A2,A3,A4,A5)
=SUM(A1:A5)
=SUM(A1:A3, A5)
=SUM(A1:A5, B1:B5)

AVERAGE

To calculate the average of the numbers those are within a cell range.

Syntax

=AVERAGE(number1, number2, number3,…)

Eg:

=AVERAGE(10,20,30) → 20
=AVERAGE(A1,A2,A3,A4,A5)
=AVERAGE(A1:A5)
=AVERAGE(A1:A3, A5)
=AVERAGE(A1:A5, B1:B5)

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MIN

To find the smallest value in the cell range.

Syntax
=MIN(number1, number2, number3,…)
Eg:
=MIN(10,20,30) → 10
=MIN(A1,A2,A3,A4,A5)
=MIN(A1:A5)
=MIN(A1:A3, A5)

MAX
To find the largest value in the cell range
Syntax
=MAX (number1, number2, number3,…)
Eg:
= MAX(10,20,30) → 30
= MAX (A1,A2,A3,A4,A5)
= MAX (A1:A5)
= MAX(A1:A3, A5)

COUNT
To count the cells which have numeric values.
Syntax
=COUNT (number1, number2, number3,…)
Eg:
= COUNT(10,20,30) →3
= COUNT (A1,A2,A3,A4,A5)
= COUNT (A1:A5)
= COUNT(50, 150, a) →2

= COUNTA
To count the number of cells which have any characters or numbers.
Syntax

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=COUNTA (value1, value2, value3,…)
Eg:
= COUNTA(10,20,30) →3
= COUNTA (A1,A2,A3,A4,A5)
= COUNTA (A1:A5)
= COUNTA(50, 150, a) →3
= COUNTA(x,y,z) →3

RANK
To calculate the rank of the numbers in a parcular cell range.
Syntax
=RANK(number, ref,[order])
Eg:
=RANK(A1,A$1:A$5)

$ symbol is used to keep the range unchanged while copying the function.

CELL REFERENCE
Cell reference means cell address.

There are 3 types of cell references.

1. Relative cell reference

Eg: A2, C9, D20, AA125

2. Absolute cell reference (Row & Column Absolute cell reference)

Eg: $A$2, $C$9, $AA$125

3. Mixed cell reference

a. Column Absolute cell reference
Eg: $A9, $D20
b. Row Absolute cell reference
Eg: A$2, C$9

Relative Cell Reference

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If the row number and the column letter of the adjacent cells change accordingly
when a formula is copied, such cell addresses are called relative cell reference.

If you copy the formula in column direction, row number will change but
column name will not.

B5 C5

B6

Absolute cell reference (Row & Column Absolute cell reference)

If the row numbers and column letters of the cells remain unchanged when
a formula is dragged sideways along a row, such cell addresses are known as
absolute / row and column absolute cell reference.
$B$5 $B$5

$B$5

Mixed Cell Reference

a) Column Absolute Cell Reference
If the column letter of the cells remain unchanged when a formula is
dragged down along a column, it is called column absolute cell
reference.

$B5 $B5

$B6

b) Row Absolute Cell Reference

If the row number of the cells remain unchanged when a formulae is
dragged sideways along a row, it is called row absolute cell reference.

B$5 C$5

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 B$5

Text Functions

1. LEFT
2. RIGHT
3. MID
4. CONCATENATE
5. FIND

1. LEFT
It is used to extract the characters from left side of a text.
Syntax
=LEFT(text,num_of_chars)
Eg:
=LEFT(“Computer”,3) → Com

2. RIGHT
It is used to extract the characters from right side of a text.
Syntax
=RIGHT(text,num_of_chars)

Eg:
=RIGHT(“Computer”, 2) → er

3. MID
It is used to extract the characters from the mid of a text.
Syntax
=MID(text, start_number,num_of_chars)
Eg:
=MID(“Computer”,4,3) → put

4. CONCATENATE
It is used to join two or more texts together.
Syntax
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 =CONCATENATE(text1, text2, text3,…)
Eg:
=CONCATENATE(“key”, “board”) → keyboard

5. FIND
It is used to find the position of a character in a text.
Syntax
=FIND(find_text,within_text,[start_num])
Eg:
=FIND(“p”, “Computer”) →4

DATE FUNCTIONS
1. TODAY
2. NOW
3. DAY
4. MONTH
5. YEAR
6. DATEDIF

TODAY
It brings the date today.
Eg: =TODAY() → 27/03/2021

NOW
It brings the current time with date.
Eg: =NOW() → 27/03/2021 19:52

DAY
It extracts the day from a date.
Eg: =DAY(“27/03/2021”) → 27

MONTH
It extracts the month from a date.
Eg: MONTH(“27/03/2021”) → 3

YEAR

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It extracts the year from a date.
Eg: =YEAR(“27/03/2021”) → 2021

DATEDIF
It calculates the difference of two dates.
Eg: =DATEDIF(“01/01/2021”, “27/03/2021”, “d”) → 85
Old date New date

“d” - days
“m” – months
“y” - years

CHARTS
The charts are used to represent data visually. It is more efficient using charts
rather than number data to explain something.

There are many charts available in Microsoft Excel.

Eg:
1. Column chart
2. Bar chart
3. Pie chart
4. Line chart
5. Scatter (XY) chart
6. Area chart
7. Surface chart
8. Doughnut chart
9. Radar chart
10. Stock chart

Type of chart Basic form Purpose of chart

1. Column chart Group comparison.

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 2. Bar chart Group comparison.

3. Line chart Group comparison

4. Pie Chart Comparing classes of

data items as percentage

5. XY Scatter chart Comparing data in pairs

Note:
RANK Function
It calculates the rank of a number with in the particular range.
Syntax:
=RANK(number, reference,[order])
Eg:
=RANK(H2, $H$2:$H$6)
The dollar symbol does not allow the cell address to change when copying.

Questions:
1. Write the steps to create a column chart using the data given below.

Maths Science ICT

Ravi 85 95 98
Mala 75 65 84

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 John 87 62 65
Nizam 78 97 68
Silva 47 52 35

Answer:
1. First select the data.
2. Insert → Column → 2D Column
3. Choose the first option in the 2D column.

2. How to give title to the chart above mentioned.

1. Select the chart.
2. Layout → Chart Title → Above Chart
Excel 2016
Design → Add Chart Element → Chart Title → Above Chart

3. Write the steps to give title to vertical axis.

1. Select the chart.
2. Layout → Axis Titles → Primary vertical axis title → Rotated Title
Excel 2016
Design → Add Chart Element → Axis Title → Primary Vertical

4. What kind of data should be used to create a pie chart?

The data should be based on the percentage.
5. Mention two chart names that is equivalent to a column chart?
1. Bar chart
2. Line chart
6. Write the steps to create a pie chart using the data given below.
Students’ Favourite Fast Food
Kothu – 50%
Pizza – 12%

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 Burger – 7%
Noodles – 6%
Fried rice – 25%

Steps:
1. Type the data in a spreadsheet
2. Select Data
3. Insert → Chart → Pie Chart → 2D Pie
4. Select the first Option

7. Write steps to show the data labels on the above pie chart.
1. Select the chart
2. Design → Add Chart Element → Data Labels → Inside End

8. Write steps to sort data in a column in alphabetical order.

a. Select the column.
b. Home → Sort & Filter → Sort A to Z

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