Using PROTECTING

WORKBOOKS,
SHORTCUTS, BASIC

Spreadsheets
FORMULAE AND
FUNCTIONS
LUCY GOUDIE

REFERENCE: Form 3, Unit 1. Pages 25-34.

Senior Secondary Computer Studies, Andrew Nasalangwa.
 Students must be able to:

1 Protecting workbooks
2 use shortcuts and commands in a worksheet
Learning 3 reference cells in a worksheet
Objectives 4 freeze panes
5 Hide unhide columns
6 use some basic formulae
7 use built-in functions
Protecting workbooks
Task - Watch the video and write step by step instructions on how you might protect a workbook
or worksheet with a password and lock it to a ‘Read-only’ format.
Step-by-step guide – self assessment
• While the workbook is open, click the file tab then Info.
• Click on ‘Protect Workbook’
• Choose ‘Encrypt with password’ from the menu
• Enter your chosen password
• Re-enter your chosen password, making sure they match.
• Got back to main workbook and save
• While the workbook is open, click the file tab then Info.
• Click on ‘Protect Workbook’
• Choose ‘Mark as Final’ from the menu
• Read the two pop-up messages and press ‘Ok’ when you are happy with them
• Close your document
• Re-open your document and test your new password.
 Keyboard key combination Function
CTRL + O Highlight Cells
CTRL + N
CTRL + S
Keyboard shortcuts Print
Close Current File
Esc
CTRL + X
in Excel Copy Selected text or object
Repeat the last action
CTRL + C Exit Current Dialog
CTRL + B Select Current Column
CTRL + I Close Excel
CTRL + U New File
CTRL + T
Match the commands to functions. Save File
CTRL + F4 Bold Selected Text
You aren’t expected to know them all but see how
ALT + F4 many you can figure out Insert Table
CTRL + Z Underline Selected text
CTRL + Y Hide/Unhide command ribbon
CTRL + P Cut Selected text or object
F4 Italicise Selected Text
F1 Undo the most recent action
CTRL + F1 Open File
Shift + Arrow Print
CTRL + Space bar Redo the most recent undone action
 Keyboard key combination Function
CTRL + O Open file
CTRL + N New file
CTRL + S Save file
Esc Exit current dialog
CTRL + X Cut selected text or object
CTRL + C Copy selected text or objects
CTRL + B Bold Selected text
CTRL + I Italicise selected text
CTRL + U Underline selected text
CTRL + T Insert table
CTRL + F4 Close current file
ALT + F4 Close excel
CTRL + Z Undo the most recent action
CTRL + Y Redo the most recent action
CTRL + P Print
F4 Repeat the last action
F1 Open online Help Documentation
CTRL + F1 Hide/unhide commands ribbon
Shift + Arrow Highlight cells
CTRL + Space bar Select current column
Freezing and unfreezing panes
When working with large worksheets that cannot fit on the screen, it becomes necessary to
keep scrolling. However, scrolling also moves the columns or row headings of the screen making
it difficult for the user to track what the data in a particular row or column stands for. You can
freeze or lock the first row or column from scrolling with the rest of the rows or columns.
Freezing and unfreezing panes
Watch the video on Freezing and unfreezing panes. This will also show you how to hide and
unhide columns and rows.
Working with formulas and functions
A formula is a mathematical expression used to perform calculations while a function is an
inbuilt or predefined formula. In Excel, a formula or function must start with equals sign (=).

Performing calculations on a worksheet data involves selecting a range of cells or worksheet

table. A range of cells is specified by names or the address of its top left and bottom right cells.
To select a range of continuous cells:
1. Click the top left of the range to be selected
2. Hold down the Shift key, and then click the bottom right of the range.
3. The range will be highlighted
To select a range of non-continuous cells:
1. Click the top left of the range to be selected
2. Hold down the Ctrl key, and the click individual cells, columns or rows to be selected.
Creating formula
A formula must start with an equals sign (=) while cell addresses are used as operands instead of
values. Therefore, the three elements that make up a user-defined formula are the =sign,
operands and operators.
 Arithmetic operators
Arithmetic operators include addition, subtraction, division and multiplication. Arithmetic
operations mostly follow precedence rule similar to mathematical concept of BODMAS. This
means that whatever is in parenthesis is evaluated first. Multiplication and division are
evaluated from left to right while addition and subtraction are evaluated last.

Symbol Description Examples

/ Division = A2/B2
* Multiplication = A2*B2
+ Addition = A2+B2
- Subtraction = A2-B2
 Relational operators
A relational operator returns either true or false depending on the absolute value of the
operands being evaluated.

Symbol Description Examples

= Equal to = A2=B2
> Greater than = A2>B2
< Less than = A2<B2
<> Not equal to = A2<>B2
<= Less than or equal to = A2<=B2
>= Greater than or equal to = A2>=B2
Operator Precedence
If a formula has operators of the same precedence like multiplication and division, the
expression is evaluated from left to right. Enclosing part of the formula in parentheses alters the
order of the operation by making makes that part to be evaluated first.

Operator Name Precedence

1. - Negation as in -1 1
2. % Percent 2
3. ^ Exponentiation 3
4. * and / Multiplication and division 4
5. + and - Addition and subtraction 5
6. =, <>, >, <, <=, >= Relational 6
Creating user-defined formulae
A user defined formula is created by the user to manipulate numeric data in the worksheet. First
click the cell in which you wish to get the results of the formula then type the formula. The
following are examples of user-defined formulas

1. = C2+D4 (Adds the content of cells C2 and D4)

2. = B4*0.2 (Displays 20% of the value in cell B4)
3. = F5*1.2 (increases the value in cell F5 by 20%)
4. = (G6/4)*5+6*(3-1) (Will be evaluated using precedence rule)
Using built-in functions
In Excel, a function must also start with an (=) sign followed by the function names and
arguments. Arguments are cell addresses, numeric, logical or text values enclosed in
parenthesis. For example, in = SUM(A3:F3), SUM is the function names while the range A3 to F3
is the argument.
In Excel, functions are categorised according to the nature of calculations they perform. In this
section, we discuss the following categories of in-built functions:
* Math & Trig
* Statistical
* Logical
* Date and Time
To use functions
To use a function from any of these categories:
1. On the Insert menu click function.
2. In the function dialog box select the category
3. In the function list box select a function
4. Specify the function argument then click OK.
 Math & Trig functions
The acronym Math & Trig stands for the Mathematics and Trigonometry. This category contains functions
used to perform mathematical calculations such as sum as well as trigonometric computations such as sine
o an angle.
The following are some of the commonly used mathematical functions:
ROUND(). Rounds a number to specific PRODUCT(). Multiples a list of SUM(). Adds the values in the
number of decimal places. If the arguments separated by selected range of cells. For
second argument is ) the number is commas. For example = example if A3, B3 and C3
rounded off to the nearest integer. For PRODUCT (40,3,2) returns 240 contained 20, 50 and 80
example, =ROUND(49.769, 1) returns respectively, =SUM(A3:C3)
49.8 while =ROUND(49.769, 0) returns QUOTIENT(). Returns the integer returns 150
50 part of a division. The function is
used when you want to discard
the remainder of a division. For
examples = QUOTIENT(5,2)
returns 2
Statistical Functions
The following are some commonly used statistical functions:
- AVERAGE(). Returns the arithmetic mean if its arguments. For examples if A3, B3 and C3
contains 20,30 and 50 respectively, =AVERAGE(A3:C3) returns 75
- COUNT(). Counts the number of cells that contains numeric values within a range. If a cell
contains non-numeric value it is ignored. For examples, =COUNT(A3:C3) returns 3
- MAX(). Returns the largest number from a range of cells. For examples =MAX(A3:E3) in a range
containing 20,35, 80, 68 and 79 returns 80 as the max value
- MIN(). Returns the smallest number from a range of cells. For examples =MIN(A3:E3) in a range
containing 20,35, 80, 68 and 79 returns 20 as the min value
Logical Functions
Logical functions return either true or false from an expression. Examples of logical functions
include IF, CONTINUE, AND, OR and NOT.
- IF (). Returns a value or a label if a condition you specify evaluates to TRUE and another if it
evaluates to FALSE.
- COUNTIF(). Counts the number of cells within a range that satisfies a certain criteria. For
example, =COUNTIF(A1:D5, “>50”) returns the number of cells in the range that have a value
greater than 50.
=SUMIF(). Calculates the sum of values in a range of cells that satidfy a certain criteria. For
Example, =SUMIF(A1:D5, “>100”) selects cells that have values greater than 100 and calculates
the sum.
Logical Functions
- AND(). Returns true if both expressions in a comma separated list of arguments evaluates to
true. For example, =AND(3+2=5, 2+2=4) returns true.
- OR(). Returns true if one of the expressions in the comma separated list of arguments
evaluates to true. For examples, =OR(3+2=7, 2+2=4) returns true.
- NOT(). This is unary operator that reverses the value of a Boolean expression from true to false
and vice versa. For examples, =NOT(3+2=5) returns false.
Date and Time functions
Some date and time functions:
- TODAY(). Returns a number that represents today’s date. This function takes no arguments. For
example, at the time of writing this function =TODAY() returns todays date (10-09-2019)
-NOW(). Returns the current date and time formatted as date and time. It takes no arguments.
For example, =NOW() returned the current date and time (10-09-2019 16:16)
- DATE(). Returns a serial number that represents a particular date. Excel uses year 1990 as serial
number1. For example, =DATE(107,1,4) returns January 4, 2007. Year = (1990+107), month=1,
day=4.
- HOUR(), MINUTE() or SECOND() Functions return the current hours as number 0 to 23, minute
from 0 to 59 and seconds from 0 to 59 respectively.