Electronic Spreadsheet Introduction: Spreadsheet application is tool which is used to perform all kinds of calculations easily and accurately. MS Excel is used to perform the following activities accurately and efficiently. e Tabulation of data e Simple mathematical calculations Complex calculations using formula and functions Arranging data in ascending and descending order (sorting) Filtering the required data e Check the validity of data Protection of data using passwords e Saving for future use ° Getting Started with MS office Spreadsheet apps come in many different forms and are created by different software companies. The spreadsheet programme in the MS Office suite is called MS Office . Starting MS Office To start the MS Office in Windows In Windows, find the shortcut of MS Office on Start menu or on the desktop. Double click the shortcut to open MS Office. To start MS Office in Linux In Ubuntu Linux, find the Calc icon on application launcher or search it by clicking on “Show Applications” Brief explanation about the parts of MS Office Title bar — The Title bar, located at the top, shows the name of the current spreadsheet. Menu bar - Menu bar is located just below the Title bar. It contains the menus with commands for various tasks. for example File, Edit, View, Insert, Format, Style etc. Toolbars - The Calc opens with the Standard and Formatting toolbars at the top of the workspace by default. There is three different type of toolbars available in Calc. Standard toolbar, Formatting toolbar, Formula toolbar Worksheet — The worksheet in Calc is also referred to as spreadsheet. The spreadsheet can have many sheets. Each sheet can have many individual cells arranged in rows and T] ELECTRONIC SPREADSHEET [TAYUSH KUMAR GAURcolumns. The sheet tab shows its default name as Sheet1, Sheet2, Sheets, .... Rows and columns ~ The sheet is divided into vertical columns and horizontal rows. Each sheet can have amaximum of 1,048,576 (220) rows and 16,384 columns. Cell and cell address — The intersection of a row and column is called a cell. It is the basic element of a spreadsheet. It holds data, such as text, numbers, formulas and so on. A cell address is denoted by its column (letter) and row number. For example, D4, E9, Z89 are the valid example of cell address. Active cell — In a spreadsheet, cell is the place where we enter the data. Before entering any data in the cell, it has to be first selected by placing a cursor on it. When we position the mouse cursor on a cell, it gets selected, and is ready to take data from the user. This selected or activated cell is called as active cell. Key or Key Combination Result of Key or Combination oo we Move a single cell in arrow direction Moves the cell to the end of the data range ina Ctrl + Arrow Keys particular direction Moves to column A along the row where the active cell Home is Ctrl+ Home: Moves the cell to AT position Ctrl + End Moves to bottom right cell of the data range Page Up Moves the worksheet one screen up Page Down Moves the worksheet one screen down. Range of cells — A block of adjacent cells in a worksheet which is highlighted or selected is called a range of cells. Observe the worksheets below. Entering data Itis necessary to select the cell in a spreadsheet before entering any data, practically in the cell. The pointer can be placed inside a cell to select that cell. The label, values, or formula can be the data that has to be entered. Label - Label is the any text entered by using a keyboard. It may combine with letters, numbers, and special symbols. Values - The numerical data consisting of only numbers are called values. By default values are right aligned. There are various forms of values, such as integer, decimal and so on. Formulae - Any expressions that begins with an equals ‘=" is treated as formula. In the expression, the ‘=' followed by values, cell address and functions are called as formula. 2 ] ELECTRONIC SPREADSHEET [TAYUSH KUMAR GAURMathematical operators used in formulae MS Excel can add, subtract, divide, multiply and much more. MS Office uses standard operators for formulae, such as a plus(+), minus(-), multiplication (+), a division (/) for arithmetic operation. Note: The order of evaluation can be changed by using brackets. (The expressions within the brackets are evaluated first). Mathematical Operators Operator precedence +addition First () = subtraction Second * * multiplication Third /, © / division Fourth +, — * exponentiation (power Formulae with cell addresses and operators The formula’s outputs are updated in line with any changes tothe values of the affected cells. Consider adding the numbers in cells A1 and A2 to obtain the sum in cell A3. The right addition will appear in cell A3 if the pointer is placed there and the values are simply added as =5+8. However, if we modify the numbers in cells Al and A2 to 6 and 7, respectively, we must once more enter the addition in cell A3 by writing =6+7. However, if we enter the general equation in cell A3 as =A1+A2, Use of functions to do calculations Function Syntax Use. ‘Adds the values contained in a range SUM =SUM(Number1,Number2.....) of cells Finds out the average of the values AVERAGE | =AVERAGE(Number1,Number2.....) contained in a range of cell 3 ] ELECTRONIC SPREADSHEET [TAYUSH KUMAR GAURMAX =MAX(Number1,Number2......) in a range of cells. Finds out the largest value contained MIN =MIN(Number1,Number2......) Finds out the smallest value contained in a range of cells. COUNT | =COUNT(Number1,Number2,.....) range of cells. Counts the number of cells within a Sum Function Formula. Meaning Result =SUM (A1,B1,C1) The sum of cells A1,B1 and C1 WZ =SUM(AT:C1) The sum of cells in the range of cells from A1 to C1 7 =SUM(AT-C1,B2) ‘The sum of cells in the range of cells from A1 to C1 24 and B2 =SUM(B1:C2) The sum of cells in the range of cells from B1 to C2 23 Le The sum of cells in the range of cells from A1 to A3 =SUMIAT:A3,C1:C3) | 5 O7 tog 37 Average Function Formula Meaning Result =AVERAGE (A1,B1,C1) | The average of cells A1, B1 and C1 5.66 =AVERAGE (A1:C1) ue average of cells in the range of cells from A1 to 5.66 =AVERAGE (A1:C1,B2) The average of cells in the range of cells from Al to. 6.33 C1 and B2 =AVERAGE (B1:C2) ue average Of cells in the range of cells from B1 to. 5.75 =AVERAGE The average of cells in the range of cells from Al to. 6.16 (A1:A3,C1:C3) A3 and Cito C3 : MAX Function Formula Details Result 4] ELECTRONIC SPREADSHEET TAYUSH KUMAR GAUR=MAX(A1,B2,C1) | Finds out the largest value among cells A1,B2 and C1 7 4 . Finds out the largest value among the range of cells from =MAX(A2C2,B3) | 9 10.02 and the cell B3 8 =MAX(AT-C1) Findaut the largest value among the range ofcelisfrom | > 4 “on | Finds out the largest value among the range of cells from =MAX(AT.B1:C2) | 7 t0.B1 and the cell C2 7 Min Function Formula Details Result =MIN(A1,B2,C1) | Finds out the smallest value among cells A1, B2 and C1 5 4 i Finds out the smallest value among the range of cells from =MIN(A2:C2,B3) | 1919 C2 and the cell B3 4 =MIN(AT:c1) | Finds out the smallest value amongthe range of cells from | 5 AltoC1 4 “79 | Finds out the smallest value among the range of cells fram =MIN(A1.B1:C2) | 7 to C2 and the cell A1 4 Count Function Formula Details Result =COUNT(A1,B1) Counts the number of cells that contain numbers. 2 among cells A1, B1 . Counts the number of cells that contain numbers in =COUNT(AT:C1) the range of cells from A1 to C1 3 . Counts the number of cells that contain numbers in =COUNT(AT:A4) the range of cells from A1 to A4 3 _ Counts the number of cells that contain numbers in =COUNT(AT:CLB2) | the range of cells from A1 to C1 and B2 4 _ Counts the number of cells that contain numbers in =COUNT(BI:C3) the range of cells from B1 to C3 6 Counts the number of cells that contain numbers in =COUNT(A1:A3,C1:C2) | the range of cells from A1 to A3 and the range of 6 cells from C1 to C3 5] ELECTRONIC SPREADSHEET TAYUSH KUMAR GAUR