SPREADSHEET AND MS

EXCEL
 INTRODUCTION TO MS EXCEL

• Microsoft Excel or simply Excel, is a spreadsheet application designed and distributed by

Microsoft Corportaion for Microsoft Windows. It is a part of Microsoft Office that features
calculation, graphing tools, pivot tables, and macro programming applications. It is the most
widely used spreadsheet application and has more capabilities than earlier programs of the same
type.
• Excel offers many users interface. The program displays cells organized into rows and columns
where data or formulas can be typed in a relative or absolute reference to other cell. It also
allows a user to define the appearance of spreadsheets in terms of font size and type, character
attributes. Cell appearance, and the like. Excel features intelligent cell computation and computes
numbers and figures faster and easier.
• In learning excel, you will be introduced to cells, range, formulas, function commands, and
macros.
 Useful Application

• Excel can be used to create lists of information grouped together as records. These are
categorized and listed in rows and columns. These record can be saved and manipulated.
Numerical data can also be computed for a purpose. Records on a worksheet can be updated,
analyzed, and organized for a clear, efficient, and presentable output or printout.
• Excel is used in homes, school, offices, and industries. Though some offices and industries hire
programmers to work on their electronic data, the spreadsheet is still useful for certain tasks.
Offices with updated accumulating totals, and expenses. Industries, on the otherhand, use
spreadsheet for sales tracking, inventory of materials, assessment, financial statements, and
tracking of salaries and attendance.
 Useful Application

• Excel as also useful in school. The school administration uses Excel for enrollment listings, data
management, reports, updates, individual performance reports, and many others. Teachers use it
to record their students’ information, attendance, and grades. They also use it to present or
discuss lessons. For example, they can use pictographs for visual representation and
demonstration of the topics to be discussed. They can use different colors in the material to
make it more attractive to students and to encourage their active participation. Students can use
spreadsheets when presenting survey results, reporting data, and solving problems using
formulas and function.
• The spreadsheet is a very useful tool. It makes work easier and faster. It also provides a different
approach to data management and presentation.
 COMPONENTS OF MICROSOFT EXCEL

• Excel is primarily a worksheet program. It has three components: worksheet, database, and chart.
• A worksheet displays and analyzes text and numbers in rows and columns
• A database allows the user to create a pool of data that can be further manipulated.
• A chart manipulates a list of information and displays graphical representation.
COMPONENTS OF MICROSOFT EXCEL
 A worksheet with Database and Chart

• Each of the components of Excel (worksheet, database, and

chart) is a way of using data or information. A worksheet
with database and chart enables Excel to transfer and
manipulate data in the three components.
 The Worksheet

• A worksheet is a spread of paper that is divided into rows and columns. Consider
an accountant’s multicolumn worksheet. There is a wide columns on the left for
text labels that describe what is in row. To the right of this label are several
comlumn for entering numbers. The paper worksheet is used to manually record
sales or expenses, financial plans or budgets, and other similar tasks.
 The Worksheet

• In excel, the multicolumn worksheet is found in a computer program rather on

the paper. This makes it more efficient because manipulating and updating data
have become faster and easier. Excel provides 250 COLUMNS AND 16,284
rows. Each column can be between 00 and 255 characters in width. Words and
number may also be intermixed. Excel allows many types of calculations over
rows and columns. Copying and moving data from one column or row to another
become easier to perform.
The Worksheet
 Worksheet and Files

• Both the paper and excel worksheet are means of analyzing data by organizing
them into rows and columns. Excel’s worksheets are not stored in the computer
hardisk and files. When you create a worksheet, you do so in your computer’s
temporary memory called Random Access Memory (RAM). When you load
another program or turn off the computer, what is in the RAM is lost. You must
save your worksheet in the hardisk or other data storage devices, such as flash
disks or CDs to permanently save your data. Files stored in them can be
retrieved, changed or edited, and save again.
 Database

• The rows and columns of a worksheet are where information is inputted. Each
part of an entry in a list is called a FIELD and is stored in a column. There is a
natural and common relationship between records and fields in a list, and rows
and columns in a worksheet.
• A database is a list of related information organized in a consistent and logical
manner. A database is contained in a single worksheet. A single worksheet can
contain more than one database.
 Rows and Records
• Each row of a database, except the first, represents a single entry. The first row
of a database contains the name or category of each field per column. The names
are used to identify the fields in commond as well as their functions. All rows in
a database are either blank or contain a dividing line, but they are still considered
data records. A database can contain a maximum of 16.383 records.

Field Name
(first row)
 Columns and Fields
• Each column of a database is a field representing a common data element in all
records. A database can contain a maximum of 256 fields, one for every column
in a worksheet, but there cannot be two fields names in a databse

fields
 Using Database
• You can use a database anytime you need to list items. Information in a database
can be a list of stocks with dates and prices of suppliers with their contact
numbers, of products with prices, of records of sales representatives with their
quotas and commissions, of income and expenses, of salary of employees, and
other similar lists. As a student, you can have a list of your subjects with your
test grades.
• the next slide shows an example of a database. It contains a list of students in
class with their information.
 Parts of a Database Field

Field name

Records
in rows

Field in column
 Charts
• A chart is a graphical representation of a set of data. It provides visual meaning
to a set of numbers. Using a chart makes it easier to see relationships between
variables than just by looking at the numbers. You can use it to give an analysis
of the data presented. Below are examples of commonly used charts.

1
2
3
4
5

0 0 0 0 0
1 2 3 4 5 1
0 2 3
0 4
0 5
0 0

Line Chart Column Chart Pie Chart

 Figure it out (Activity)
A. Identify what is described in each number (5 POINTS)
________1. A graphical representation of manipulated information
________2. allows you to create a database for future manipulation
________3. Where collective related data are displayed in columns and rows
________4. a row in a database containing information
________5. a column in a database containing data elements of records.
 Figure it out (Activity)
B. Fill in the blanks (5 POINTS)
Excel provides 1.)___________ column and 2.)____________rows. Each column
ranges between 3.)_____________ and 4.)____________ characters in width. A
database can contain a maximum of 5.)______________ records.
 Figure it out (Activity)
C. Using the worksheet below, answer the following: (3 POINTS)

1. Write one field name.

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2. Write one data record

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3. Write the content of one data field

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 Figure it out (Activity)
D. Differentiate the functions of a worksheet, database, and charts (5POINTS)

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