Introduction To

Spreadsheet
Web Development and Database Administration
Section A 2023
 Objectives

• What is Ms-Excel?

• How to Start Microsoft Excel Application

• Ms-Excel Interface

• Excel Tabs

• Ribbon

• Spreadsheet Terminologies
 What is Microsoft Excel?
Excel is a powerful spreadsheet program that allows
users to organize data, complete calculations, make
decision, graph data and develop professional-looking
reports.

Excel file Extension is .Xlsx

 Start Ms-Excel
• Click on the Start button, and then click All
Programs.
• Click on Microsoft Office and click on Microsoft
Excel 2010.

2
1
Main
Office Environment in Excel
Window
Menu controls
and
Quick Access Toolbar help
Tabs : It represent core tasks you do in
Excel.
Ribbon
Formula Bar
Name Box

Vertical array of data is called as

Column Headers
Row headers

Columns
Horizontal array of data is called as row Scroll Bars
Cell
(Intersection between Rows and columns is called as cell)

Sheet Tab

Status Bar View options and Zoom control

 Excel 2010 Tabs

File -Perform file management tasks, Choose options to

control how you work with Excel
 Home - Common tools
 Insert - Insert objects
 Page Layout – Print settings
 Formulas – Functions in categories
 Data - Working with data
 Review - Spelling, Protecting, Sharing
 View - How Excel appears on screen
(Does not affect printing)
 Hide the Ribbon
• Create more room on the screen to work
 Excel 2010 information
 Available Columns:
A - XFD  16,384 columns
 Available Rows:
1 – 10,48,576
 There are over 17 billion cells in each worksheet!!!!

 There are more than 400 formulas divided in 11 category.

 Spreadsheet Terminology
Workbooks are like Cell the intersection of a
notebooks containing a row and column, is a basic
collection of worksheets. unit of a worksheet in
which you enter data.
Worksheets individual
sheets organized into a Range is a series of 2 or
rectangular grid of vertical more adjacent cells.
columns and horizontal rows
within a workbook . Gridlines the horizontal
Sheet Tabs display the and vertical lines on a
sheet name at the bottom of worksheet.
a workbook.
 Error Values in Excel
Error Value Meaning Causes
The division operation in your formula refers to a cell that
#DIV/0 Division by zero contains the value 0 or is blank.

Technically, this is not an error value but a special value that you
#N/A No value available can manually enter into a cell to indicate that you don't yet have
a necessary value.

This error value appears when you incorrectly type the range
name, refer to a deleted range name, or forget to put quotation
#NAME? Excel doesn't recognize a name marks around a text string in a formula.

Because a space indicates an intersection, this error will occur if

You specified an intersection of you insert a space instead of a comma (the union operator)
#NULL! two cell ranges whose cells between ranges used in function arguments.
don't actually intersect

This error can be caused by an invalid argument in an Excel

Problem with a number in the function or a formula that produces a number too large or too
#NUM! formula small to be represented in the worksheet.

This error occurs when you delete a cell referred to in the

#REF! Invalid cell reference formula or if you paste cells over the ones referred to in the
formula.

Wrong type of argument in a This error is most often the result of specifying a mathematical
#VALUE! function or wrong type of operation with one or more cells that contain text.
operator
Understand the advantages of using
spreadsheets.
Understand the basic formatting functions
that can be used with spreadsheets.
Know how to use basic functions and the
advantages of displaying data in charts.
Why use spreadsheets?
Spreadsheets can:

do all sorts of calculations, both simple and complex,

using formulae
recalculate things quickly when the numbers change
use functions to help you set up complex formulae
act as simple databases so that you can sort or search
your data
plot charts and graphs
change the appearance of fonts, cell backgrounds
and borders
control how many decimal places are shown.
Basic features
Tracking marks
– on paper
The teacher makes a table of names and assignments.
What formatting
changes could you
make to this table so
that the information is
better presented?

Labels Bold font Merged cells Shaded

backgrounds

Centred
text

Cell Borders Table border

The teacher enters the marks, leaving a blank cell if the
student was absent, but putting a 0 if the student did not
hand in their work.
The teacher can use a formula to work out the average
mark for each student…

and then replicate it for the other students.

But there’s a problem – can you see what it is?

Bethany was absent for one assignment, so her results

need to be divided by 4 not 5. The Average function does
this automatically.
What else can it
do?
Functions can help the user to:
look up data from lists
do specialized calculations in subjects like finance,
statistics and trigonometry
experiment with questions, such as “What if the interest
rate went up by 1%?”
use logic such as IF, AND and OR
change the format of a cell depending on what is in it
(conditional formatting)
use pivot tables to summarize data
reduce the number of input errors by setting rules
(validation).
Nail that
function
Revise those
functions
If we look at the data in a table, it’s quite hard to understand
exactly what is happening.

The average tells us who is generally getting the best marks,

but not who is getting better or worse.
Charts give us a picture of our data, and that can help us to
see patterns.

This chart shows us that Michael is quite consistent (he

usually gets about the same mark), and Danny was
improving until his last test.
It is very important to choose the right type of chart if we want
to see the patterns in the data clearly.

The second chart is plotted from the same data, but doesn’t
tell us very much about what is happening.
Label the chart
Spreadsheet software is mostly used for simple and
complex calculations using formulae.
Spreadsheets are also very useful for plotting charts.
They can be used to sort and search data.
Functions make it easier to set up complicated
calculations.
Spreadsheet simulations can model situations so
that you can ask “What if” questions.