Spreads

h
e
e
t
2
0
s

Ms D
B
r
o
w
n
e
2
0
E
This booklet contains notes related to
Spreadsheets. The notes follow the
CSEC syllabus for the 2020 Information
Technology exam.

CSEC IT Class
June 2020 Sitting
1-869-661-2282
[email protected]
SPECIFIC OBJECTIVES
1. Explain the purpose of spreadsheets

A spreadsheet is a program that allows you to work with large amounts of

numerical data, making it easy to manipulate the figures and to perform
calculations on them. One really useful feature is that when you change a value
in a function or formula, any figures that use that value are automatically
recalculated.

Numbers are entered into a grid of rows and columns. After the numbers are
entered, the software can calculate the results automatically. If any of the
numbers are changed, then the answer updates automatically.

A spreadsheet can be used to:

 Capture data: the spreadsheet allows the user to enter data into a
structure, so that it is organized.

 Manipulate data: spreadsheet software can carry out a wide range of

mathematical calculations from simple addition, working out
percentages and averages, to complex statistical formulas.

 Display data: the spreadsheet can set out the results in a neat form

Spreadsheet software also creates graphs and charts.

2. Use appropriate terminology and notions commonly associated with

spreadsheets

Workbook
A workbook displaying the active worksheet is the document window that
opens when you start Microsoft Excel. You can have up to 255 sheets in a
workbook to enter your data and formulae or to create charts and macros.

Worksheet
A worksheet is a collection of cells organized in rows and columns. It is the
working surface you interact with to enter data.
The column letters and row numbers act as coordinates to identify a particular
cell in Excel. The column is always given first, then the row (e.g. A1 or B14)

Rows
These run left to right across the window and their position is designated by a
number.

Columns
These run from top to bottom of the window and their position is designated by
a letter.

Cells
These are formed by the intersection of a row and a column. Each cell in the
spreadsheet is identified by a cell reference (cell address), which is formed by
combining the column position and the row position. For example, the cell
reference B6 means the cell is where column B meets row 6.

Three types of data can be entered into a cell. These types of data can be
entered into a cell. These are labels (text), values (numbers) and formulae.

Label
A label is a text entry. We use labels to identify what we are talking about. The
labels are not part of any spreadsheet calculation, but rather are for the user’s
benefit.

Value
A value or number is a piece of data that can be used in a calculation.

Formula
A formula is an instruction that tells the computer to work out the answer for the
values entered. A formula is like mathematical equation. All formulae in Excel
must begin with an equal sign (=) followed by a calculation.

To enter a spreadsheet formula:

1. Select a spreadsheet cell
2. Enter the formula
3. The result of the formula will be displayed in the cell

‘Power of”
In math, you sometimes wish to calculate a number ‘to the power of’ another
number. In spreadsheet, the symbol ^ is used to stand for ‘to the power of’. So,
to calculate 53, you would enter the formula = 5^3.

Function
A function is a predefined formula (already available in excel) that performs
calculations using specific values in a particular order. The syntax of a function
is:
The equal sign, the function name, an open bracket, one or more
arguments (for most functions) and a closed bracket.

=function name (one or more arguments)

Argument
This is mostly a cell reference, a range of cells or a constant (number) enclosed
in parentheses.

Range
A group of connected cells in Excel. You select a range by dragging the mouse
pointer from top left to the bottom right of the selection. The range is identified
by the address of the top-left and bottom-right cells in the range. When you are
referring to ranges, you use the colon notation. The colon (:) means ‘to’. So, to
represent the range A1 to A6 you could type A1:A6
A range of cells

Brackets
Brackets can be added to complex formulas. The calculation inside the
brackets is carried out first. This is the same principle that you will have
learned in math.

Cell references
Spreadsheets allow you to create calculations using cell references instead of
numbers.

A cell reference is the address of a cell, included in a calculation. You can

include a cell reference in in a formula by typing the cell address, or by
clicking on a cell as you enter a formula.

The spreadsheet software will:

 Look in the cell
 Get the number that is in the cell
 Use that number in the calculation

Why use cell references?

There are two advantages to using cell references instead of numbers in your
calculations.

 On a spreadsheet you set out all the numbers you need for your
calculation. Each one is in a different cell, and there are explanatory
labels or headings. This makes it easier to read, to check and to share
your work.
  If you change the number in any cell, then the result of the calculation
will change automatically. This can save you a lot of time.

A spreadsheet

3. Use pre-defined systems functions

In a spreadsheet software a function is typed into a cell. The inputs to the

function are included as cell references. The output of the function is displayed
in the cell.

The function to create a square root looks like this:

=SQRT(input)
 The function begins with an equal sign, then the label SQRT, then brackets.
All spreadsheet functions look like this. Only the label is different for each
different function.

Therefore, = SQRT(25) would give the square root of 25 – in other words, the
answer is 5. The result would be displayed in the cell where you entered the
function.

The function =SQRT(C4) would give the square root of whatever number was
in cell C4 then the result of the function would change.

To include a cell reference in a function you can either type the cell address as
letters and numbers, or click on the cell while you are typing the function.

Range function
Many functions operate on a range of cells, and produce a single output.

Function Purpose
=sum(range of cells) To calculate totals for a list of numbers
=Average(range of cells) To calculate the average number of a list of cells
=date(year, month, day) Combines the values in three cells to produce the
date
=min(range of cells) To display the lowest number in a list
=max(range of cells) To display the highest number in a list
=count(range of cells) To count the number of entries in a list (must be
done using values)
=counta(range of cells) To count the number of entries in a list (must be
done using labels)
=countif(range of cells, To count the number of cells that meet a given
criteria) criteria
=vlookup(look up value, Performs a vertical lookup by searching for a
table, index number, value in the first column of a table, and returning
match mode ) the value in the same row in the index number
posision.
=if(condition, true, false) Makes an entry or performs a calculation when a
stated condition is met and performs an
alternative action if the condition is not satisfied
 =today() Returns the current system date
=pmt(rate, nper, pv, [fv], Used to calculate the payment for a loan based on
[type]) a specific number of payments and a constant
interest rate.
=now() Returns the current date and time
=rank(value to rank, Returns the rank of a numeric value when
range of cells, order of compared to a list of other numeric values
rank

The vlookup function

The vlookup function performs vertical lookup by searching for a value in the
first column of a table and returning the value in the same row in the index
number position. To use the vlookup function, you must supply 4 pieces of
information (or arguments)
 The lookup value
This is the value that you want to look for in the table

 Table array
This is a reference to the table that you want to search. In other words,
the lookup value must be in this table.

 Column index
This is the index of the column that contains the data you want to find

 Match mode
This tells the spreadsheet if we want an exact march (False) or an
approximate match (True)

Vlookup is not case sensitive.

Vlookup with match mode as an argument

Vlookup without match mode

Vlookup using absolute cell referencing for the table array

 The IF function
This is one of the most powerful logical functions in excel. This function
returns one value if a condition is true, and another if the condition if false.
The IF function has the following syntax:

If(condition, value_if_true, value_if_false)

If statements may use the following conditional operators to state the condition
question:

 = equal to
 < less than
 > greater than
 <= less than or equal to
 >= greater than or equal to
 <> not equal to

IF function example
Countif
The countif function is used for counting cells within a specified range that meet
a criterion or condition. For example, you can find out how many cells in a
worksheet contain a number greater than or less than a number you specify.

Syntax =countif(range, criteria)

Countif function
The rank function
This function ranks a value’s position in a list of values. For instance, you can
use it to rank a student’s position in a class based on his or her average.
Syntax: = rank(number, reference, order)
Number – this is the value that you want to rank.
Reference – this is a reference to the list in which the number is being ranked.
Order – this is the order in which the values are being ranked.
 If you want the biggest value to have a rank of 1, set the order to 0
(default)
 If you want the smallest value to have a rank of 1, set the order to 1

Rank function with the smallest number being ranked the highest

Rank function with the largest number being ranked the highest
PMT function
The PMT function in Excel calculates the payment for a loan based on constant
payments and a constant interest rate.

Syntax = pmt(rate, nper, pv, [fv], [type])

Rate – the interest rate for the loan

Nper – the total number of payments for the loan

Pv – the present value; also known as the principle

Fv – is optional. This is the future value, or the balance you want to have left
after the last payment. If fv is omitted, the fv is assumed to be 0

Type – this is optional. If omitted, it is assumed to be 0, and payments are due

at the end of the period. Use 1 in this argument if payments are due at the
beginning of the period.

The loan payment would be negative because it is a cash outflow. To make the
loan payment positive, make the loan amount negative.
4. Create advanced arithmetic formulae
Fomula is selecting the cell in which you want the answer to appear, typing the
equal sign (=), followed by the calculation you wish to find the solution for.

Operators in spreadsheet and their meaning

+ …. addition
- …. subtraction
* …. multiplication
/ …. division
^ …. Power of

If you have many operators in a formula, it is important to follow the rules for
the order of operators.

The BODMAS rule is followed when creating formulae.

 Brackets (parenthesis) take precedence over any operator. The computer

must calculate the part of the formula in brackets first.
 Order means anything raised to the power of a number, such as 23

 Division and Multiplication are calculated next, in the order left to right
as they appear in the formula.

 Addition and Subtraction are the last two operations to be carried out.
Again, these are calculated in the order they appear from left to right.

Formulae are used to calculate answers based on mathematical equations

that you create. When creating formulae, you may use:

 Actual values (= 7 * 5)
 Cell addresses (= C4 + D4 + B25)
 A combination of the (= C17 * 8)
Error messages that appear in cells

#DIV/0!
Indicates that the formula is trying to divide by zero.
 This could mean that the divisor is referencing a blank cell or
 a cell that contains a zero value.

#N/A
Indicates that no value is available.
 An invalid argument may have been used with a function.
 A reference in any array formula might not match the range in the results
displayed.
 A required argument has been omitted from a function.

#NAME?
Indicates the Exel does not recognize the name used in the formula.
 A named reference has been deleted or has not been defined.
 A function or named reference has been misspelled.
 Text has been entered without required quotation marks.
 A colon has been omitted in a range reference.

#NUM!
Indicates a number error.
 An incorrect value has been used in a function.
 Arguments result in a number too small or too large to represent.

#REF!
Indicates references to an invalid cell.
 Arguments refer to cells that have been deleted or overwritten with non-
numeric data.
 The argument is replaced with #REF!

#VALUE!
Indicates the invalid use of an operator or an argument.
 An invalid value, or referenced value, has been used with a formula or
function.
Circular
 This message indicates that the formula is referencing itself.
 A cell reference used in the formula is the same as the cell containing
the formula result.

#####
The number value calculated or entered is too large for the cell width.

5. Replicate formulae into other cells

Relative addressing
This refers to the cells that do not contain a dollar sign. For example A1, B13,
D40.

Absolute addressing
This is a cell reference that has both a dollar sign in front of both the column
and the row. For example, $A$1, $B$13, $D$40.

Mixed addressing
A cell reference that has a dollar sign in front of either the column or the row.
For example, $A1, B$13

Below is an example of the different types of cell referencing

Cell reference What it means
A2 When the formula is copied, both the
row and the column can change
$A2 Do not change the column, however
you can change the row
A$2 Do not change the row, however you
can change the column
$A$2 Do not change the row or the column.
i.e. fix the cell reference so that it
does not change

Naming ranges
Named ranges make it easier to refer to data sets in excel. You can create a
named range in excel for each data category, and then use that name instead of
cell references. When you use a named range, there is no need for you to go
back to the data set to select cells

Creating a named range

Method 1 – Using Define Name
1. Select the range you wish to name

2. Go to Formulas then define name

3. In the name dialogue box, type the name you wish to assign to the selected
data range.
4. Click OK

Method 2- Using the name box

1. Select the range for which you want to create a name.
2. Go to the name box on the left of the formula bar and type the name you
wish to use for the range.

Note that the name created will be for the entire workbook. If you wish to
restrict it to a worksheet, use method 1.

3. Press enter

There are certain naming rules you need to know while creating Named
Ranges in Excel:
 The first character of a Named Range should be a letter and underscore
character(_), or a backslash(\). If it’s anything else, it will show an error.
The remaining characters can be letters, numbers, special characters,
period, or underscore.

 You can not use names that also represent cell references in Excel. For
example, you can’t use AB1 as it is also a cell reference.
  You can’t use spaces while creating named ranges. For example, you
can’t have Sales Rep as a named range. If you want to combine two
words and create a Named Range, use an underscore, period or
uppercase characters to create it. For example, you can have Sales_Rep,
SalesRep, or SalesRep.
 While creating named ranges, Excel treats uppercase and lowercase the
same way. For example, if you create a named range SALES, then you
will not be able to create another named range such as ‘sales’ or ‘Sales’.
 A Named Range can be up to 255 characters long.
Moving formula in Excel
When you move a formula, the cell references within that formula do not
change no matter the type of cell reference you use.

Copying formula in Excel

When you copy a formula, relative cell references will change.
Deleting a formula in Excel
When you delete a formula, the result of that formula is also deleted

6. Manipulate columns and rows

Sometimes you might to insert one or more columns and or rows in a table.
However, you do not have to start over, because spreadsheet has a function that
allows you to insert rows or columns or both. Excel usually manages to adjust
any cell references in formulae in your sheet to compensate for the change

Inserting a row or column offers four choices:

1. Shift cells right – moves the contents of one or several cells to the right.
The contents of the other cells in the column are not affected. The
contents of the cells located to the right of the cell being moved will also
move to the right.

2. Shift cells down – moves the contents of one or several cells down. The
other cells in the row are not affected. The contents of the cells in that
column below the cell being moved will also move down.

3. Entire row – inserts a row where the cursor is located. The entire row is
moved down, not just one cell (the newly inserted row appears above the
selected row).

4. Entire column – inserts a column where the cursor is located. The entire
column (not just one cell) is moved to the right (the newly inserted
column now appears to the left side of the selected column.

Deleting a cell, column or row also offers four choices:

1. Shift cells left – Moves the contents of one or several cells to the left.
The contents of the other cells in the column are not affected. The
contents of the cells located to the right of the cell being moved will also
move to the left.

2. Shift cells up – moves the contents of one or several cells up. The other
cells in the row are not affected.

3. Entire row – deletes a row where the cursor is located. The row below
the one deleted is moved up, not just one cell.
 4. Entire column – Deletes a column where the cursor is located. The
entire column (not just one cell) is deleted and the column to the right is
moved to the left to fill the column deleted.

7. Manipulate data in a spreadsheet

Formatting features

You can use a variety of formatting features such as bold, alignment and font
size to display your data effectively. The options on the home tab or the format
cells feature can:
 Change the number format
 Change the alignment of text or data
 Format text and individual characters
 Add different kinds of borders
 Shade cells with colours or patterns

Format numbers
You can use a variety of formatting features to change a number’s appearance.
Right-click on a cell containing a number to view the Number tab in the Format
cells dialogue box, where you can choose:
 A category of number (currency, percentage, date and so on)
 A style (decimals, commas, and so on)

You can also perform basic number formatting using the icons on the Number
section of the Home tab
Align data
The alignment tab has options to change the position of text within a cell. This
tab is used to determine:
 the horizontal and vertical alignment of data in selected cells
 the orientation of data in selected cells
 whether long entries should be wrapped within the cell (wrap text)
 whether text size should shrink to fit the column width (shrink to fit)
 whether selected cells should be merged to form a single cell (merge
cells)
 the direction of the text (left to right)

You can also perform basic data alignment using the icons on the formatting
toolbar.
The font tab allows you to modify your font type, colour, style and size. It also
gives you the opportunity to add effects to your data.

In the Microsoft Excel program, "borders" is a built-in tool that lets users
access predefined border styles to add a border around two or more cells on a
spreadsheet. You can also use the borders tool to create your own
custom border.
You can add shading to cells by filling them with solid colors or specific
patterns.

Protection
The protection tab provides a privacy feature to your worksheet or workbook.
By adding a password, unauthorized users are prevented from changing, moving
or deleting specific cells of data in a sheet, or from opening or modifying an
entire workbook

Sorting data
As you add more content to a worksheet, organizing this information becomes
especially important. You can quickly reorganize a worksheet by sorting your
data. For example, you could organize a list of contact information by last
name. Content can be sorted alphabetically, numerically, and in many other
ways.

The sort window gives you control over how want your data sorted. It allows
you so sort by multiple columns even if their sort orders differ.

To perform a sort, select the data that you wish to sort, then go to the Data tab.
Here you can select the A  Z button to sort in ascending order, or the Z  A
button to sort in descending order.

To sort by more than one column

 Remove any blank rows between the column headings and the data
 Select the entire data to be sorted (excluding summary rows)
 go to the Data tab, then click on Sort
 This will open up a new window as shown below

 Click the add level button that is circled above to add another column to
sort by.
 The “Sort On” section allows you to sort the cells based on certain
criteria.

The “Order” section gives you the options of sorting your data in
ascending (A to Z) or descending (Z to A) order.

 Select the sort options you require for each column, then select ok

When sorting by more than one column, the first column is called the primary
field and the second one is called the secondary field.

Filtering data
Filtering data in MS Excel refers to displaying only the rows that meet certain
conditions. (The other rows are hidden.)

To filter data within a range

 Select the range you wish to extract data from
 Select any cell within the range.
 Select Data > Filter.

 Select the column header arrow that you wish to filter

 Select Text Filters or Number Filters, and then select a comparison,
like Between.
 Enter the filter criteria and select OK
Complex criterion filter (Advanced filter)
Excel Advanced Filter – as the name suggests – is the advanced version of the
regular filter. You can use this when you need to use more complex criteria to
filter your data set.

Here are some differences between the regular filter and Advanced filter:
 While the regular data filter will filter the existing dataset, you can use
Excel advanced filter to extract the data set to some other location as
well.

 Excel Advanced Filter allows you to use complex criteria. For example,
if you have sales data, you can filter data on a criterion where the sales
rep is Bob and the region is either North or South.

 You can use the Excel Advanced Filter to extract unique records from
your data

To perform an advanced filter based on a specified criterion:

 The first step when using Excel Advanced Filter with complex criteria is
to specify the criteria. To do this, copy the headers and paste it
somewhere in the worksheet.

 Specify the criteria for which you want to filter the data. In this example,
since we want to get all the records for the US with sales more than
 5000, enter ‘US’ in the cell below Region and >5000 in the cell below
Sales.

 Select the entire data set (including headers).

 Go Data tab –> Sort & Filter –> Advanced. This will open the Advanced
Filter dialog box.

In the Advanced Filter dialog box, use the following details:

Action: Select the ‘Copy to another location’ option. This will allow you
to specify the location where you can get the list of unique records.

List Range: Make sure it refers to the dataset from which you want to
find unique records. Also, make sure headers in the data set are included.
 Criteria Range: Specify the criteria we constructed in the steps above. In
this example, it would be F1:I3.

Copy To: Specify the cell address where you want to get the list of
unique records.

Copy Unique Records Only: Check this option.

Click OK.

Pivot Table
A Pivot Table is used to summarise, sort, re-organise, group, count, total or
average data stored in a table. It allows us to transform columns into rows
and rows into columns. It allows grouping by any field (column), and using
advanced calculations on them.

 Select the cells you want to create a PivotTable from. Your data
shouldn’t have any empty rows or columns. It must have only a
single-row heading.

 Select Insert > PivotTable.

 Under Choose the data that you want to analyze, select Select a
table or range.
 In Table/Range, verify the cell range.

 Under Choose where you want the PivotTable report to be placed,

select New worksheet to place the PivotTable in a new worksheet
or Existing worksheet and then select the location you want the
PivotTable to appear.

 Select OK.

Building your pivot table

1. To add a field to your PivotTable, select the field name checkbox
in the PivotTables Fields pane.

Note: Selected fields are added to their default areas. Non-numeric

fields are added to rows, date and time hierarches are added to
columns, and numeric fields are added to values.
 2. To move a field from one area to another, drag the field to the
target area.
Creating a Pivot Chart
 Select a cell in your table.

 Select Insert > PivotChart

 Select OK.

Creating a chart from a Pivot Table

 Select a cell in your table.

 Select PivotTable Tools > Analyze > PivotChart .

 Select a chart.
 Select OK.
8. Perform charting operations
Graphs and charts are basic means of depicting data in spreadsheets. Data
representation can be used to show:
 Fluctuations in figures – column, bar or line graph
 Contribution of single items to a whole – pie chart
 Percentages – pie chart

Types of charts

Pie
This is a circular statistical graph which is divided into slices. Pie charts are
used to show numerical proportions. This means that they are used to show
percentages or proportional data. Usually the percentage represented by each
category is provided next to the corresponding slice of pie. For this type of
chart, two ranges of data are needed. One range is used for the labels, and the
other range for the values. The range of values of called the data series. No
axes are required when using pie charts.

Pie chart example

Line
Line charts are used to show data trends at equal intervals (fluctuations). The
line chart consists of a category axis (X-axis) and a value axis (Y-axis). More
than two ranges of data may be used for a line chart because of its potential for
comparison. A line chart should have one range of labels and one or more
range of data series.

Line chart

Column
A column chart is used to display data changes over a period of time or illustrate
comparison among items. It consists of a category axis (X-axis) organized
horizontally, and a value axis (Y-axis) organized vertically. Each category is
represented by a rectangle, with the height of the rectangle being proportional to
the values. One range of labels and more than one data series may be used.
Column chart with one data series

Column chart with two data series

Bar chart
The bar chart consists of a category axis (X-axis) organized vertically and a
value axis (Y-axis) organized horizontally. Like the line and column charts, this
also has the potential for comparison and may use more than one data series.

Bar chart with more than one data series

A stacked bar chart

Chart components
The following components are used when constructing charts

 Data series
This is a group of related data plotted in a chart that originates from
rows or columns on a single worksheet. Each series in a chart has
unique colour patters. You can plot one or more series in most charts.

 Axis
This is a line that borders one side of the plot area, providing a frame of
reference for measurement or comparison in a chart. For most charts,
 data values are plotted along the value axis, which is vertical (the Y-
axis), and categories are plotted along the category axis, which is usually
horizontal (X-axis).

 Legends
These consist of a box that identifies the patterns or colours assigned to
the data series or categories in a chart.

9. Manupulate one or more worksheets

To create a link to a cell or cell range on another worksheet

 Start creating a formula that will include a value from a cell or cell range
on another worksheet.
 Click the sheet tab of the worksheet with the cell or cell range you want
to include in the formula.
 Select the cell or cells to include in the formula.
 Press Enter.