Lecture 5

Microsoft Office Suite

Spreadsheet
Introduction


What is spreadsheet?

Introduction Ms excel
A Spreadsheet
A spreadsheet is an interactive computer applica-
tion program / software for organization and
analysis of data in tabular form.

Ms Excel (Microsoft Excel)

Free and open-source spreadsheets -
OpenOffice Calc and LibreOffice Calc

Web based spreadsheets - Office Web
Apps or Google Spreadsheets
Spreadsheet Basics

Worksheet - A worksheet is a single page or sheet in a

spreadsheet program such as Excel. By default, in Ex-
cel there are three worksheets per file.

Workbook - A workbook is a spreadsheet file that contain

one or more worksheets. By default, each workbook in
Excel contains three pages or worksheets.
Spreadsheet Basics
 Cell – This is the intersection of a row and column in a
spreadsheet.
 Cell references – This is a unique address or reference of
a cell such as A9 (cell located at column A and row 9).
 Constant - an entry that does not change and may be nu-
meric or descriptive text.
 Formula - a combination of numeric constants, cell refer-
ences, arithmetic operators, and/or functions that produces
a new value from existing values.
 Function - a predefined computational task or calculation.
 Data types


labels - provide descriptive information about entries in the
spreadsheet

value or numbers - is an actual number entered into a cell

Formulas – these are instructions to the spreadsheet program to per-
form a calculation. Functions are like preprogrammed (predefined)
formula.

Dates - shows when was the item created and can be used in calcula-
tion like late loan repayment
MS Excel
 INTRODUCTION

MS-Excel is one such software-tool, which facili-

tates maintaining large data volumes on com-
puter, organizing them in the form of tables,
charts, reports etc. and performing "What if"
analysis.
Workbook software comprises of multiple work-
sheets with data editing facilities and inbuilt cal-
culation abilities.
The different versions of Excel include 2003,
2007, 2010. The file format for excel file is .xls
for office 1997-2003 and .xlsx for office 2007
and higher than that.
Excel 2003 Workbook
Menu bar gives lists of
commands

Formatting toolbar

Standard toolbar Title bar shows name

of workbook

9
The Active Cell, Formula Bar, and
Worksheet Tabs
Formula bar displays
contents of active cell

Active cell is
highlighted

Click tabs to move to a dif-

ferent worksheet

10
Excel 2007 Basics

 Common user interface on all Office 2007 applica-

tions
 A worksheet is an Excel spreadsheet
 A workbook contains one or more worksheets
 The Ribbon—Replaces the previous Menu Bar and
Tool Bar
 The Office Button-Save, Open and Print commands
 Excel 2007 Worksheet
The Ribbon

Cell

Cell A1
(Column A ,
Row 1) is
also the Ac- Columns
tive Cell

Rows

worksheets
• Cell ranges
• relative, absolute and mixed addresses
• Excel functions
 Navigating the Worksheet

Range

Range

 Range - rectangular group of cells, which are specified

by indicating the diagonally opposite corners.
Navigating the Worksheet

 Absolute reference - a reference that does not

change when copied. It is specified with a dollar
sign in front of both the row and column ($A$1).
 Relative reference - a reference that adjusts
during a copy operation and is specified without
dollar signs (A1).
 Mixed reference - a reference that adjusts ei-
ther the row or column reference but not both. It
is specified with a single dollar sign ($A1 or
A$1).
Getting around the Worksheet

Relative Reference for

Cell E5 = C5-D5
Cell E6 = C6-D6
Cell E7 = C7-D7
etc

Absolute Reference for

Cell F5 = D5*$B$15
Cell F6 = D6*$B$15
Cell F7 = D7*$B$15
etc
Formula

Mathematical Equation
All formulas begin with an equal (=) sign
Data that is stored in the worksheet and
that needs to be used in a formula is
referenced using the cell’s address
For example; =A1+A2/(A3-A4)
An example of a simple formula
Functions

Function is a predefined formula

Formula: =A1+A2+A3+A4+A5
Function: =SUM(A1:A5)
A more complex formula
What makes a formula?

=(3*$A$2*SUM(A3:A9))^1/3

Begin with =
Constants
Cell References
Operators
Functions
Constants

Values entered directly into a formula

Simple
Accurate
Inflexible

2, 3, 12, 14.32
References

Relative (Column Row)

A1, C18, ZZ65536
Absolute ($Column$Row)
$A$1, $C$18,$ZZ$65536
Mixed (Fixed Column or Row)
$A1, C$18
Operators

Arithmetic
- (negative) % ^ (Exponent)
* / +
Comparison
=< > <= >= <>
Text
&
Reference
: (Colon) , (Comma)
Order of Operation
1. ( ); parenthes First
2. Division and Multiplication (/ and *)
3. Addition and subtraction (+ and -)
4. Same level of precedence; formulas are
read from left to right
How to Copy Formulas?
AutoFill is a command you can use
when you want to copy the same for-
mula across a range of adjacent cells.
– AutoFill will automatically change
cell addresses depending on
where the new formula is being
copied.
Traditional copy and paste
AutoFill Handler
1. Select the cells that can spec-
ify the pattern of the succeed-
ing cells.
2. Drag the fill handler until it
previews the last of the re-
quired value. You can move the
handler back and forth.
3. Release the fill handler when
you’re done.
An example of a
Simple
Formula

and a Complex
formula
 Enter the data below in an Excel worksheet
A B C
1 SalesRep Month Amount
2 Jones Jan 100
3 Jones Jan 225
4 Rogers Jan 400
5 Rogers Jan 150
6 Rogers Jan 250
7 Franklin Jan 800
8 Franklin Feb 200
9 Jones Feb 350
10 Franklin Feb 1200
11 Rogers Feb 900
12 Franklin Feb 750
13 Jones Feb 800
14 Sum:
15 Average:
16 Count:
Add values (Total or Sum of Values)
The syntax for the SUM function is:
=SUM( item1, item2, item3, …. Item n)
Example =SUM( c2,c3,c4,c5,c6,c7,c8……c13)
OR =SUM( Range )
Range - the group of cells the function has to
SUM.
Example: Within a certain range:
=SUM(C2:C13)
OR =
c2+c3+c4+c5+c6+c7+c8+c9+c10+c11
 COUNT values

The syntax for the COUNT function is: =COUNT( Range )

=COUNT(C2:C13)

This counts the total number of cells in a selected range that

contain numbers also dates, times, functions, and formulas
because they are stored as numbers in Excel.
It ignores all empty cells or those containing text.
 COUNT IF
The COUNTIF function, one of Excel's COUNT functions, is
used to count up the number of cells in a selected range
that meet specified criteria.
COUNTIF - The syntax for the COUNTIF function is:
=COUNTIF ( Range, Criteria)
Examples
Conditional Counting:
=COUNTIF(A2:A13, “Jones”) or
=COUNTIF(A2:A13, “=Jones”) – equal
=COUNTIF(A2:A13, “<> Jones”) – not equal
Other COUNT functions
Varieties of count function include:

COUNTA - add up the cells in a selected range that con-

tain numbers, dates, or text labels. It counts only non-
empty cells ignoring the empty ones.
= COUNTA(RANGE)

Eg. =COUNTA(C2:C13)

COUNTBLANK - is used to count up the number of blank (empty)

cells in a selected range.

= COUNTBLANK(RANGE)

Eg. = COUNTBLANK(C2:C16)
 SUMIF Function

The SUMIF function is used to add up the values

in cells in a selected range that meet certain cri-
teria.The syntax for the SUMIF function is:

= SUMIF (Range, Criteria, Sum Range)

Range - the group of cells the function is to search.
Criteria - determines whether the cell is to be counted
or not.
Sum Range - the data range that is summed if the first
range meets the specified criteria.
Conditional Summing

Formula that adds all the sales in January:

=SUMIF(B2:B13, “=Jan”, C2:C13)
Add up sales made by other sales representative:
=SUMIF(A2:A13, “<> Rogers”, C2:C13)
Add up the sales greater than a certain value:
=SUMIF(C2:C13, “>500”,C4:C10)

Range Sum range

Criteria
Using the IF Function
Display a value that depends on criteria you
set.
It is used to determine if the condition is met
or not. It may give Grade, Status or other val-
ues to be tested
Returns a value if one condition is true and re-
turns another value if the condition is false

=IF(logical_test,value_if_true,value_if_false)
logical_test – a value or expression that is tested to
see if it is true or false.
The IF Statement

Logical statements are used to control the se-
quence of computations in programs and in
spreadsheet

An IF statement tests a condition, and the flow
of calculations is dependent on whether the
condition is true or false

This is best illustrated with a simple example
The IF Statement

Logical statements are used to control the se-
quence of computations in programs and in
spreadsheet

An IF statement tests a condition, and the flow
of calculations is dependent on whether the
condition is true or false

This is best illustrated with a simple example
Logical Test Example (cont.)


In words, you might describe your procedure as:
“If the number is less than zero, then take the
negative of that number, else leave the number
as it is”

Format of Excel IF statement:
-if(logical_test,value_if_true,value_if_false)
Absolute Value Example

The number to be evaluated is entered into cell A1

The formula is entered into cell B1
Nesting IF Statements

Often, there will be more than two possible outputs for a
given input

In Excel, we must nest IF statements

Consider this example: we want to read in a numerical grade
and convert it to a letter grade on a scale of:
 Greater than or equal to 90 = A,
 Greater than or equal to 80 and less than 90 = B
 Greater than or equal to 70 and less than 80 = C
 Greater than or equal to 60 and less than 70 = D
 Less than or equal to 60 = F
Excel Formula

Consider this first IF statement:

If true, “A” is entered into cell B1
If false, then another IF statement is encountered

Note the use of “>=” for greater than or equal to:

If just “>” (greater than) is used, then a grade of
exactly 90 would be a B.
Examples
Alternate Solution
Alternate Solution #2

Value if True
First Value if
(leads to further
Logical False
tests)
Test

Pay close attention to parentheses!

Combining Conditions

The AND and OR statements can be used for mul-
tiple conditions

Formats:
AND(condition1, condition2…) True only if all condi-
tions are true
OR(condition1, condition2…) True if any one of the
conditions is true
Example

In a manufacturing operation, a part must have a mea-
sured length between 1.99 and 2.02 inches, or it is re-
jected

Excel formula:


The condition for the IF statement is true only if both
conditions following the AND statement are true:
To be accepted, the part must be greater than the
minimum allowed AND less than the maximum allowed.
Example

Alternate solution:


The condition for the IF statement is true only if either of
the conditions following the OR statement is true:
To be rejected, the part length must be less than the
minimum allowed OR greater than the maximum al-
lowed.
Calculating time period

NOW Function

The syntax for the NOW function is: = NOW ( )

NETWORKDAYS Function

The syntax = NETWORKDAYS ( Start_date ,

End_date , Holidays )
Error Messages (Cell Reference)

######### Column not wide enough

#VALUE! Wrong Argument or Reference

#DIV/0! Dividing by zero

#Name? Excel doesn’t recognize text in formula

#REF Cell reference not valid (Deleted cell, pasted

over)

#NUM! Invalid numeric value

#NULL! Specified cells do not intersect

Graphs and Charts

Objectives

Introduction to Excel charts
• Elements of an Excel chart
• How to create a chart
Excel Charts (An Introduction)
Period of Study CGPA
• A chart is a visual repre-
sentation of numeric val- Trimester 1 3.33
ues (data on a worksheet)
Trimester 2 3.21
• It helps viewers to spot
trends or patterns from Trimester 3 3.27
tabulated data more
quickly Semester 1 2.48
• What can you infer from
Semester 2 2.64
this student’s historical
CGPA?
Semester 3 2.86
Introduction to Excel Charts

What can you easily spot from the chart now?

Introduction to Excel Charts

• A chart is created from data on a worksheet

• The different parts of a chart are derived from the way
the worksheet data is structured, e.g.:
– the numeric CGPA values becomes the
charted points
– the names of the study periods become the
points on the x-axis
 Introduction to Excel Charts

• A chart can be embedded into the same worksheet that

contains the data values
Introduction to Excel Charts

• It can also be placed in a separate chart sheet (better for

large or complex charts)
 Introduction to Excel Charts

• It can even be embedded into another Office

document e.g. Word and remain dynamic
Excel Charts

• A chart is dynamic because it is linked to

the data values from which it was created
• If the data value is edited, then the chart is
automatically updated to reflect the edited
value
 Elements of an Excel Chart
Chart
Chart Title
Title

Plot
Plot Area
Area

Data
Data Label
Label
Axis
Axis Title
Title
Data
Data Marker
Marker

Legend
Legend

x-axis
x-axis or
or Cate-
Cate-
gory
gory Axis
Axis
Chart
Chart Area
Area

Axis
Axis Title
Title Category
Category
 Elements of an Excel Chart
Element Explanation
Chart Area The area occupied by the entire chart, including legends, labels, etc.
Plot Area The area occupied by the data plotted on the chart.
Data Marker The chart’s physical representation of a data value from a data series. In this
chart, the data markers are columns. They could be squares on a line chart, or
segments of a pie chart, etc.

Data Series A set of related data values e.g. GPAs of students from Trimester 1 is one data
series, GPAs of students from Trimester 2 is another data series.

Category A grouping of comparable data values from each data series e.g. Chitra’s GPAs
from the three data series are under one category since it is her personal per-
formance trimester by trimester that we want to compare in this chart.
Standard chart types

Column charts

Bar charts

Line charts

Pie charts

Area charts

Doughnut charts

Surface charts

Bubble charts