ITEC 5A

IT Application Tools in
Business

Shelee Domingo
College of Engineering and
Information Technology
Instructor
 Spreadsheet Applications

College of Engineering and

Information Technology
 What is Spreadsheet Application?

- is a computer application for computation, organization, analysis and storage of

data in tabular form.
- Spreadsheets were developed as computerized analogs of paper accounting
worksheets.

College of Engineering and

Information Technology
 A. Basic Parts of MS Excel

College of Engineering and

Information Technology
 3. File Tab
Parts of Microsoft Excel - Worksheet:
1. Quick Access Toolbar 2. Title Bar
4. Ribbon

5. Name Box

6. Formula Bar

7. Column Headings 9. Vertical Scroll Bar

8. Row Headings 10. Horizontal Scroll Bar

12. Zoom Control
11. Sheet Tab 14. Worksheet Window
13. View Shortcuts

College of Engineering and

Information Technology
 Parts of Microsoft Excel - Worksheet:

File Tab.

College of Engineering and

Information Technology
 Parts of Microsoft Excel - Worksheet:

Ribbon.

College of Engineering and

Information Technology
 A. Create, edit and print workbooks

College of Engineering and

Information Technology
 How to create a new blank workbook:

1. Select the File tab. Backstage view will appear.

College of Engineering and

Information Technology
 How to create a new blank workbook:

2. Select New, then click Blank workbook.

College of Engineering and

Information Technology
 How to create a new blank workbook:

3. A new blank workbook will appear.

College of Engineering and

Information Technology
 How to edit a worksheet:

Formula Bar

There are three (3) option on how you edit a cell.

1. Via Formula Bar
2. Double click to edit (* F2 – Shortcut key to edit specific cell )
3. Direct type in
College of Engineering and
Information Technology
 How to print a workbook:

Example #1.

• Go to File > Print.

• Simply type Ctrl+P

College of Engineering and

Information Technology
 To print a worksheet:

Print all data in

the sheet.

College of Engineering and

Information Technology
 To print a worksheet:

Example #2.

• Go to File > Print.

• Simply type Ctrl+P

College of Engineering and

Information Technology
 To print a worksheet:

Print all data in

the sheet.

College of Engineering and

Information Technology
 B. Write Formulas

College of Engineering and

Information Technology
 How to write formulas in excel?

- You can create a simple formula to add, subtract, multiply or divide values in your
worksheet. Simple formulas always start with an equal sign (=), followed by
constants that are numeric values and calculation operators such as plus (+),
minus (-), asterisk(*), or forward slash (/) signs.

College of Engineering and

Information Technology
 How to write formulas in excel?

Example # 1:
Addition

Formula:
=C3+D3
=20,899.00+18,328.00
=39,227.00 (Total)

College of Engineering and

Information Technology
 How to write formulas in excel?

Example # 2:
Subtraction

Formula:
=C2+D2
=20,000.00-5,000.00
=15,000.00 (Total)

College of Engineering and

Information Technology
 How to write formulas in excel?

Example # 3:
Multiplication

Formula:
=C2*D2
=50.00*100
=5,000.00 (Total)

College of Engineering and

Information Technology
 How to write formulas in excel?

Example # 4:
Division

Formula:
=C2/D2
=100*50
=2 (Total)

College of Engineering and

Information Technology
 How to read cell/s name?

Column

Row

College of Engineering and

Information Technology
 How to read cell/s name?

B2
D3

C7

A10

College of Engineering and

Information Technology
 How to use AutoSum in spreadsheet?

1. Select a 3. Press Enter

cell next to (Windows) or
the numbers Return (Mac), and
you want to that's it!.
sum;

2. Click
AutoSum on
the Home tab

College of Engineering and

Information Technology
 C. Create Functions

College of Engineering and

Information Technology
 What is Function?

- is a predefined worksheet formula.

The advantage of using a function:

• Saves time writing
• Simplifies complex calculations
• Faster execution
• Less chance of typographical errors
• Fewer characters in the formula bar
Example: instead of =C3+C4+C5+C6
use =SUM(C3:C6)
College of Engineering and
Information Technology
 Functions take arguments and return a result

The general format of a function is - =Functionname(arguments)

Arguments – argument variables are used by the function to calculate the result.
Arguments appear in a specific order.
Syntax – specific format required to use a function its name and order of arguments
Result – the value calculated by the function

College of Engineering and

Information Technology
 The SUM Function

Syntax: SUM(range) or SUM(num1, num2, …)

Can type into cell, use AutoSum toolbar button or
function wizard
Argument: Value or Range of cells to be summed

Example:
In the formula =SUM(B2:B8) * 3
Excel will add the values in cells B2 through B8 and
then multiple the result by 3.
College of Engineering and
Information Technology
 Arguments of a SUM function

Valid Range Arguments for a SUM function:

A1:D4 - A two-
A1:A4 - Range along a A1:D1 - Range along a A1, D3:D5- non-
dimensional range
column row contiguous cells
(Block)

College of Engineering and

Information Technology
 Using functions (recitation)

What formula is written in cell G5 and copied down the column to determine
the total points earned by the corresponding student?

College of Engineering and =SUM(C5:F5)

Information Technology
 Function Wizard

- A short-cut to all the functions in excel (use fx toolbar button) that walks you
through building a function.

College of Engineering and

Information Technology
 Common Functions - with only a range argument

SUM This function adds all the values of the cells in the argument
AVERAGE This function determines the average of the values included in the argument. It calculates
the sum of the cells and then divides that value by the number of cells in the argument.
MIN This function determines the lowest cell value included in the argument.
MAX This function determines the highest cell value included in the argument.
COUNT This function counts the number of cells with numerical data in the argument. This
function is useful for quickly counting items in a cell range.
COUNTA Counts non-blank cells

College of Engineering and

Information Technology
 How a function’s algorithm can affect the
resulting value (recitation)
• How does the Average function algorithm
treat blank cells?
• What value will result in cell A5 if it
contains the formula =AVERAGE(A1:A4)?

Blank cells are ignored the resulting value is 20

College of Engineering and
Information Technology
 How many Honor students are there? (recitation)

Which function is correct?

A. =COUNT(B5:B8)?
B. =COUNTA(B5:B8)?

The COUNT function ignores blank cells and text the resulting value is 0

=COUNTA(B5:B8)
College of Engineering and
2
Information Technology
 If scores should only be reported as integers..
How can we fix this in Excel?

The Increase/Decrease decimal buttons do

NOT change a value only how the value is
displayed.

Use the ROUND function to change the precision of

a value and
College of Engineering
Information Technology
 The Round Function changes the precise value
of a number, not just its display

Syntax: Round(number, num_digits)

=Round(24.44,1) results in the value 24.4
The ROUND function can be part of a larger formula:
• What value results: =Round (B2,0)*10 if cell B2 contains the value 81.3?

810

College of Engineering and

Information Technology
 The num_digits argument

• Positive num_digits round to the specified

number of decimal places
• A zero results in a whole number
• Negative num_digits round values to tens,
hundreds etc.

College of Engineering and

Information Technology
 Counting the number of honor students

How can we count the number of honor students if regular students have the letter R
in the honor’s column? Before we used a COUNTA and ignored blanks but counted
text.

College of Engineering and

Information Technology
 Use the COUNTIF Function

The COUNTIF function counts the number of values that

meet a specified criteria:

=COUNTIF(B5:B8, “H”)
College of Engineering and
Information Technology
 The COUNTIF Function counts the number of
items in a range that meet a specific criteria.
COUNTIF (range*, criteria)
Range - a continuous cell range
Criteria Syntax:
A number 6 =COUNTIF(B2:B7,6)
Text “USA” =COUNTIF(A1:A50,“USA”)

* The comma tells the computer the next argument is the criteria – so you cannot
list individual cells separated by a comma for the range

College of Engineering and

Information Technology
 How many people scored above 6 points on
either lab? (recitation)

=COUNTIF(C5:C8,D5:D8, “>6”) x
=COUNTIF(C5:D8, “>6”)
College of Engineering and
Information Technology
 D. Sort and Filter data

College of Engineering and

Information Technology
 What is SORT and FILTER?

The word "chart" is usually used as a catchall term for the graphical representation
of data. "Graph" refers to a chart that specifically plots data along two dimensions.

College of Engineering and

Information Technology
 Data Sorting

1. Select a single This will be the result when

Example:
cell in the column we choose the Sort A to Z.
you want to sort.
(Ex. B1)
2. Select DATA in the
Excel Ribbon Bar.

2. Look for the Sort & Filter.

Then choose between Sort
A to Z and Sort Z to A
College of Engineering and
Information Technology
 Data Filtering
Example:
1. Select any cell
within the range.
Select the column header arrow
(Ex. B1)

2. Select DATA in the

Excel Ribbon Bar.

2. Look for the Sort & Filter.

Then click Filter button.

College of Engineering and

Information Technology
 Data Filtering
Example:

If you want data that are

This will be the result of filtering.
females only, tick the box
first of (Select All) to
uncheck all boxes. Then,
tick the box of Female.
And click OK.

College of Engineering and

Information Technology
 E. Create charts and graphs

College of Engineering and

Information Technology
 What is CHART and GRAPH?

Graphs are mostly a numerical representation of data as it shows the relation of

change in numbers and how one number affects or changes another. However,
charts are the visual representation of where categories may or may not be related
and how the information is displayed in graphs and charts.

College of Engineering and

Information Technology
 How to make Chart.

3. On the Recommended
Example:
Charts tab, scroll through the
list of charts that Excel
recommends for your data,
and click any chart to see
how your data will look.

1. Select the data for which 4. When you find the chart

you want to create a chart. you like, click it > OK.

2. Click INSERT >

Recommended Charts.
College of Engineering and
Information Technology
 End of Presentation

College of Engineering and

Information Technology