SPREADSHEET

APPLICATION
ELECTIVE ICT
What is a spreadsheet?

• A spreadsheet is the computerized

equivalent of a general ledger which
has taken the place of the pencil,
paper, and calculator.
 Some Spreadsheet software
packages
• 1. Microsoft excel
• 2. google sheet
• 3. Airtable
• 4. Apache OpenOffice
• 5. Handsontable
• 6. Sheetgo
• 7. Smartsheet
• 8. Zoho sheet
• 9. Quatropro,
• 10. Calc
What is Microsoft Excel?

• Microsoft Excel is a spreadsheet

program that is used to record and
analyse numerical data.
 Microsoft Excel Window
Components
1. Cell: A Cell in a spreadsheet is defined as
the space where a specified row and column
intersect. Cells can contain various types of
data. A cell is referenced by the name of the
column and the row. For example, the first
cell A1 is in column A and row 1. This is
called cell names or cell references.
• 2. Active Cell: A cell which is currently
selected. It will be highlighted by a
rectangular box and its address will be
shown in the address bar. You can
activate a cell by clicking on it or by
using your arrow buttons. To edit a cell,
you double-click on it or use F2 to as
well.
• 3. Worksheet: A worksheet is made up
of individual cells which can contain a
value, a formula, or text. It also has an
invisible draw layer, which holds
charts, images, and diagrams. Each
worksheet in a workbook is accessible
by clicking the tab at the bottom of the
workbook window.
• 4. Workbook: a workbook is a collection
of multiple worksheets or can be a
single worksheet.
• You can add or delete worksheets, hide
them within the workbook without
deleting them, and change the order of
your worksheets within the workbook.
• 5. Columns: A column is a vertical set
of cells. A single worksheet contains
16,384 total columns. Every column
has its own alphabet for identity, from
A to XFD. You can select a column
clicking on its header.
• 6. Rows: A row is a horizontal set of
cells. A single worksheet contains
1,048,576 total rows. Every row has its
own number for identity, starting from
1 to 1048576. You can select a row
clicking on the row number marked on
the left side of the window.
• 7. Fill Handle: It’s a small dot present on
the lower right corner of the active cell. It
helps you to fill numeric values, text
series, insert ranges, insert serial
numbers, etc.
• 8. Address Bar/ Name box: It shows the
address of the active cell. If you have
selected more than one cell, then it will
show the address of the first cell in the
range.
•
• 9. Formula Bar: The formula bar is an
input bar, below the ribbon. It shows
the content of the active cell and you
can also use it to enter a formula in a
cell.
• 10. Title Bar: The title bar will show the
name of your workbook, followed by
the application name (“Microsoft
Excel”).
• 11. File Menu: The file menu is a simple
menu like all other applications. It
contains options like (Save, Save As,
Open, New, Print, Excel Options, Share,
etc).
• 12. Quick Access Toolbar: A toolbar to
quickly access the options which you
frequently use. You can add your
favorite options by adding new options
to quick access toolbar.
13. Label: Labels are the words used to
name columns and rows.

14. Value: Values are the numbers

available for mathematical manipulation.
• 15. Ribbon: it contains the bulk of
the Excel commands arranged into
a series of tabs ranging from
Home through to View.
• Some Examples of Excel Tabs
• Home tab .Data Tab
• Insert Tab .Review Tab
• Page Layout Tab .View Tab
• Formulas Tab
1. Home Tab
This is the most used tab; it incorporates
all text and cell formatting features such
as font and paragraph changes. The
Home Tab also includes basic spreadsheet
formatting elements such as text wrap,
merging cells and cell style.
2. Insert Tab
This tab allows you to insert a variety of
items into a document from pictures, clip
art, and headers and footers.
3. Page Layout Tab
This tab has commands to adjust page
such as margins, orientation and
themes.

4. Formulas Tab
This tab has commands to use when
creating Formulas. This tab holds an
immense function library which can
assist when creating any formula or
function in your spreadsheet.
5. Data Tab
This tab allows you to modifying
worksheets with large amounts of data by
sorting and filtering as well as analyzing
and grouping data.
6. Review Tab
This tab allows you to correct spelling and
grammar issues as well as set up security
protections. It also provides the track
changes and notes feature providing the
ability to make notes and changes
someone’s document.
7. View Tab
This tab allows you to change the
view of your document including
freezing or splitting panes, viewing
gridlines and hide cells.
 NAVIGATING/MOVING AROUND IN
THE EXCEL ENVIRONMENT.
• 1.ARROW KEYS: Move one cell up, down, left,
or right in a worksheet. SHIFT+ARROW KEY
extends the selection of cells by one cell.
• 2. BACKSPACE: Deletes one character to the
left in the Formula Bar. Also clears the content
of the active cell. In cell editing mode, it
deletes the character to the left of the
insertion point.
• 3. DELETE: Removes the cell contents
(data and formulas) from selected cells
without affecting cell formats or
comments. In cell editing mode, it
deletes the character to the right of the
insertion point.
• 4. END: Moves to the cell in the lower-
right corner of the window when SCROLL
LOCK is turned on.
• 5. ENTER: Completes a cell entry from
the cell or the Formula Bar, and selects
the cell below (by default).
• 6. ESC: Cancels an entry in the cell or
Formula Bar. Closes an open menu or
submenu, dialog box, or message
window.
• 7. HOME: Moves to the beginning of a
row in a worksheet. CTRL+HOME moves
to the beginning of a worksheet.
• 8. PAGE DOWN: Moves one screen down in
a worksheet.
• 9. PAGE UP: Moves one screen up in a
worksheet.
• 10. SPACEBAR: In a dialog box, performs
the action for the selected button, or
selects or clears a check box.
CTRL+SPACEBAR selects an entire column
in a worksheet. SHIFT+SPACEBAR selects
an entire row in a worksheet.
Performing some
basic skill in excel
 Selecting Cells or Range

• In order to complete more

advanced processes in Excel you
need to be able to highlight or
select cells, rows and columns.
• Select a contiguous group of cells
• In the group that you want to select, drag
from the upper-left cell to the lower-right cell.
• Select a noncontiguous group of cells
1. Drag from the upper-left cell you want to
select to the lower-right cell to select the first
set of cells.
2. Hold down the Ctrl key, and drag to select
another set of cells.
SELECT ROWS OR COLUMNS
• Select Contiguous Rows or
Columns
1. Click the header for the first row or
column you want to select.
2. Hold down the Shift key, and click the
header for the last row or column you
want to select.
• Select noncontiguous rows or
columns
• Click the header of the first row or
column you want to select, hold down
the Ctrl key, and click the headers of
the other rows or columns.
 Adding and Deleting Rows and
Columns
• Adding Rows
• To insert a new row in a spreadsheet:
1. right-click on a row number
2. click on Insert from the pop-up
menu
3.Excel always inserts the row ABOVE
the row that was clicked on.
OR
1. Click on the row number
2. Go to the cell group under home tab
3. Click on the downward arrow below
the insert
4. Select ‘insert sheet rows’ from the
list.
5. Excel always inserts the row ABOVE
the row that was clicked on.
Adding Columns

• To insert a new column,

1. right-click on a column letter
2. click Insert from the pop-up
menu
3. Excel always inserts the column
to the LEFT of the column that was
clicked on.
OR
1. Click on the row number
2. Go to the cell group under home tab
3. Click on the downward arrow below
the insert
4. Select ‘insert sheet rows’ from the
list.
5. Excel always inserts the row ABOVE
the row that was clicked on.
Deleting Rows

• To delete a row,
1. right-click on the row number
2. click Delete from the pop-up
menu
Deleting Columns
• To delete a column,
1. right-click on the column letter
2. click Delete from the pop-up
menu
 Column Width and Row Height
• On a worksheet, you can specify a column
width of 0 to 255 and a row height of 0 to
409. This value represents the number of
characters that can be displayed in a cell
that is formatted with the standard font.
The default column width is 8.43
characters and the default row height is
15 points. If a column/row has a width of
0, it is hidden.
 Set Column/Row Width/Height
1. Select the column(s) or row(s) that you want
to change.
2. On the Home tab, in the Cells group, click
Format.
3. Under Cell Size, click Column Width or Row
Height.
4. A Column Width or Row Height box will
appear.
5. In the Column Width or Row Height box,
type the value that you want your column or
row to be.
 Set Column/Row Width/Height
with Mouse
1. Place you cursor on the line
between two rows or columns.
2. A symbol that looks like a lower
case ‘t’ with arrows on the horizontal
line will appear
3. Drag the boundary on the right
side of the column/row heading until
the column/row is the width that you
 NOTE
• At times, a cell might display
#####. This can occur when the cell
contains a number or a date that
exceeds the width of the cell so it
cannot display all the characters that
its format requires. To see the entire
contents of the cell with its current
format, you must increase the width
of the column.
Merge Cells
• When you merge two or more
adjacent horizontal or vertical
cells the cells become one larger
cell that is displayed across
multiple columns or rows. When
you merge multiple cells, the
contents of only one cell appear in
the merged cell.
•
 Merge and Center Cells
1. Select two or more adjacent cells
that you want to merge.
2. On the Home tab, in the
Alignment group, click Merge and
Center.
3. The cells will be merged in a row
or column, and the cell contents
will be centered in the merged cell.
 Wrap Text
• You can display multiple lines of text inside a
cell by wrapping the text.
• Wrapping text in a cell does not affect other
cells.
1. Click the cell in which you want to wrap the
text.
2. On the Home tab, in the Alignment group,
click Wrap Text.
3. The text in your cell will be wrapped
 Renaming, Inserting, and
Deleting Worksheets
• How to Insert a Worksheet
• The fastest way to insert a
worksheet in a workbook is to
simply:
• Click on the NEW SHEET ICON
• A new work sheet will automatically
appear next to the previous sheet.
How to Rename a Worksheet
• To rename a spreadsheet,
1. right-click on the spreadsheet tab,
2. select Rename from the context menu,
3. and type a new name.
OR
• Double-click on the worksheet tab and
type a new name
How to Delete a Worksheet

• To delete a worksheet:
1. Right-click on the worksheet
tab
2. And select Delete from the
context menu.
Hide or Display Rows and Columns

• You can hide a row or column by

using the Hide command or when
you change its row height or
column width to 0 (zero).
• You can display either again by
using the Unhide command.
• You can either unhide specific
rows and columns, or you can
unhide all hidden rows and
columns at the same time.
• The first row or column of the
worksheet is tricky to unhide, but
it can be done.
Hide Rows or Columns

1. Select the rows or columns that

you want to hide.
2. On the Home tab, in the Cells
group, click Format.
3. Under Visibility, point to Hide &
Unhide, and then click Hide Rows or
Hide Columns.
• NOTE:
• You can also right-click a row or
column (or a selection of multiple
rows or columns), and then click
Hide.
Unhide Rows or Columns

1. Select the rows, columns or

entire sheet to unhide.
2. On the Home tab, in the Cells
group, click Format.
3. Under Visibility, point to Hide &
Unhide, and then click Unhide Rows
or Unhide Columns
Freezing
• When you freeze panes, Microsoft
Excel keeps specific rows or
columns visible when you scroll in
the worksheet
Freeze Panes
1. On the worksheet, select the row
or column that you want to keep
visible when you scroll.
2. On the View tab, in the Window
group, click the arrow below Freeze
Panes.
3. Then do one of the following:
• To lock one row only, click Freeze
Top Row.
• To lock one column only, click
Freeze First Column.
• To lock more than one row or
column, or to lock both rows and
columns at the same time, click
Freeze Panes.
NOTE: You can freeze rows at the
top and columns on the left side of
the worksheet only. You cannot
freeze rows and columns in the
middle of the worksheet
Unfreeze panes
1.On the View tab, in the Window
group, click the arrow below
Freeze Panes.
2. Click Unfreeze Panes
 PROTECTING DATA AND
WORKSHEET WITH PASSWORD
Select the group of data you want to
protect
• On the Review tab, in the Changes
group, click on protect sheet
• Type your prefer password in the protect
sheet menu
• Confirm your password by typing it again
• Click OK
 •Basic Math
Calculations in
Excel
• The 5 basic rules to remember as
we discuss Excel formulas are:
1. All Excel formulas start with an
equal (=) sign. This tells Excel that
it is a formula.
2. The answer to the formula
displays in the cell into which the
formula is entered.
3. Cells are referenced in a formula
by their column-row identifier, ie.
A1, B2.
4. The symbols for addition,
subtraction, multiplication, and
division are: + - * /
5. You do not have to enter capital
letters in your formula; Excel will
automatically capitalize them.
 The Three (3) Methods Of
Performing Calculation In Excel
• To perform calculations in excel the
following method can be use:
1. The use of the values in the cells directly.
E.g. =(20+30)
2. The use of cell reference. E.g. =(A2+B2)
3. The use of functions. E.g. =sum(A2:B2)
 The Use Of The Values In The Cells
Directly
• 1. Click on the cell where you want the
answer to the equation to appear.
• 2. Begin by typing the = sign.
• 3. Type the numbers you want to add
separated by the + sign (without spaces):
181+376.
• 4. Your entire equation should look like
this: =181+376
Examples Of Adding Values
Directly
 CREATE A FORMULA WITH CELL
REFERENCES
• What if you want to be able to add
numbers in two different cells, but
those numbers might change and you
don’t want to have to retype your
equation every time they do? In
situations like this, you can use cell
references within your equation.
• This tells Excel to use whatever value
is in a specific cell to calculate the
equation. That way, if the number in
one of the cells does change, your
equation will automatically recalculate
the answer.
 To Write A Formula Using Cell
References
1. Click on the cell where you want the
answer to the equation to appear.
2. Begin the equation by typing the = sign.
3. Either click on or type in the name of the
cell with the first number to be added (in
this example, B1).
4. Type the + sign.
5. Either click on or type in the name of
the cell with the second number to be
added (in this example, C1). Your equation
should look like this: =B1+C1
6. Press the Enter key.
7. You will now see the answer appear in
the cell.
•Note
• Now, if you changed the value of cell
B3 to 300, the answer that appears in
the cell where you typed your equation
will be 465 (300+165). It automatically
recalculates when one of the numbers
in a referenced cell changes.
Examples Of Using Cell
Reference
 CREATE A FORMULA WITH
FUNCTION
• Functions are predefined formulas that
perform calculations by using specific
values, called arguments, in a
particular order.
1. Mathematical Functions: such as
sum, auto sum, product, power,
subtotal, quotient, round functions
2. Statistical Function: such as average,
max, min, mode, median, count
functions
3. Date And Time Functions: such as
date, day, now, time, today functions
4. Logical functions: such as IF function
 Examples of Excel Functions:
• The SUM Function
• The SUM function allows the user to
easily add values from a range of
cells.
• The syntax for the SUM function is:
• SUM
(number1,number2,number3, ...)
• Where:
• ►number1, number2, number3, ...
are from 1 to 255 arguments, for
which you want the sum. The
arguments can contain cell
references, formulas, and
functions.
 Examples of the SUM Function
A B C D E F G
1 NAMES
2 ELLEN KATE 45 20 36 45 21 =SUM(B2:F2)
3 EYRAM 15 14 34 19 23 =SUM(B3,D3:F3)
JOSEPHINE
4 PETER FISH 24 58 47 10 20 =10*SUM(B4:F4)
5 ESSON RUSH 20 24 23 36 60 =SUM(B5:F5)/10
6 SUNDAY EDEM 24 12 35 42 12 =SUM(B6:F6)
• The PRODUCT Function
• The PRODUCT function allows the
user to easily multiply values from a
range of cells.
• The syntax for the PRODUCT function
is:
• PRODUCT(number1,number2,number
3, ... )
Examples of the PRODUCT
Function
 The AVERAGE Function
• When you find the average of a
group of numbers, you calculate
their sum and then divide the sum
by the number of numbers in the
group. Microsoft Excel calculates
averages with the AVERAGE
function.
• The syntax of the AVERAGE function is:
• AVERAGE(number1, number2,
number3, ... )
• Where: ► number1, number2, etc. are
from 1 to 255 arguments for which
Excel should find the average. The
arguments can be numbers; or cell
references, cell ranges, formulas, or
other functions that resolve to a
number.
 Example of the AVERAGE
Function
A B C D E F G
1 NAMES AVERAGE
2 FAVOUR 14 41 31 18 50 =Average(B2:F2)
3 ELLEN 30 63 42 20 51 =Average(B3:F3,5)
4 SARAH 21 16 71 60 28 =Average(B4,D4:F4)
5 KATE 60 50 40 10 20 =Average(B5,F5)

6 CHELSEA 20 30 40 52 20 =Average(B6:D6,F6)
 The MAX Function
• The MAX function determines the largest
value from the range specified in the
arguments..
• The syntax of the MAX function is:
• MAX(number1, number2, ... )
• Where: ► number1, number2, etc. are
from 1 to 255 arguments, which can
contain cell references, formulas, or
functions that resolve to numeric values.
Examples of the MAX Function

A B C D
1 502 300 200 =MAX(A1:A5)
2 325 100 105 =MAX(A2:B2,105)
3 200 401 201 =MAX(A1,B1,A5,B5)
4 502 330 220 =MAX(A1:B5)
5 110 202 111
 The MIN Function
• The MIN function determines the smallest
value from the range specified in the
arguments.
• The syntax of the MIN function is:
• MIN(number1, number2, ... )
• Where: ► where number1, number2, etc.
are from 1 to 255 arguments, which can
contain cell references, formulas, or
functions that resolve to numeric values.
Examples of the MIN Function
What is the COUNT Function?
• This excel function calculates the
number of cells that contain
numeric values or the number of
arguments in the function, if any,
that are numeric.
• The syntax of the COUNT function
is:
• COUNT(value1, [value2], . . . )
• Where: ► value1 is required and is
an item, cell reference, or range of
cells, and ► [value2] . . . are
optional and are 1 to 255 additional
items, cell references, or ranges.
 Examples of the COUNT
Function
A B C
1 COST SALES =COUNT(A1:A5)
2 6.89 35 =COUNT(A1:A5,10
3 15/03/2024 GOOD =COUNT(A1:A5,B1:B5)
4 7/7/2014
5 40179 #REF!
 The COUNT IF Function
• This Excel function allows you to
display the number of cells in a
single range whose values meets
specific criteria. The default action
or operator for the COUNTIF
function is equals and is not
included when writing the
function.
• The syntax of the COUNTIF
function is:
• COUNTIF(range,criteria) ... where
range is a group of cells, and
criteria is the value a cell must
have to be counted
 Examples of the COUNTIF
Function
A B C
1 4 4 =COUNTIF(B1:B5,4)
2 21 20 =COUNTIF(B1:B5,A5)
3 YES 4 =COUNTIF(A1:B5,”YES”)
4 35 20
5 20 4
 Other COUNTIF Function
Operators
• As discussed above, the default operator for the
COUNTIF function is equals. However, advanced
users can specify the other operands listed
below, and this lesson discusses, and provides
examples of, the use of these other operands.
• > greater than
• < less than
• >= greater than or equal to
• <=less than or equal to
• <> not equal to
 Examples of the COUNTIF
Function Operators
A B C
1 BAKER 40 =COUNTIF(A1:A4,”<>SMITH”)
2 KING 10 =COUNTIF(B1:B4,”<”&B1)
3 KEN 110 =COUNTIF(A1:A4,”<>*”)
4 30 =COUNTIF(A1:A4,”<>”&””)
Example 1
• Count the cells in a range whose values
do not equal a string of text.
=COUNTIF(A1:A4,"<>Smith") - The
operand and criteria must be wrapped in
quotes as shown. This function returns a
value of 4 as there are FOUR cells in the
range that do not equal Smith. Excel
excludes empty cells, cells with numbers,
and error messages.
• Many tutorials instruct users to
concatenate every value that
follows an operator. For instance,
it is perfectly OK to write the
function as
=COUNTIF(A1:A7,"<>"&"Smith").
 Example 2:
• Count the cells in a range that are < the
contents of a particular cell
=COUNTIF(B1:B4,"<"&B1) - When using
an operator AND referencing a cell name in
the criteria, two rules must be followed.
•The operator must be enclosed in
quotation marks, and
•An ampersand (&) must precede the cell
name
• The ampersand (&), which is the
concatenation operator, must
precede the cell name so that Excel
knows you are referencing a cell
name. If you omit the ampersand,
Excel will display the dreaded "The
formula you typed contains an error"
popup window.
• Referencing a cell name with an
operator is one of the few instances
that concatenation must be specified.
 Example 3:
• Count the number of cells in a range that
do not contain text
• =COUNTIF(A1:A4,"<>*") - In this
example, the criterion must be wrapped
in quotation marks since we are using an
operator. We use the wildcard * to refer
to any text. Excel counts the number of
cells that do not contain text and returns
a value of 1 (cell A4).
• Excel will count all cells other than
cells containing text: empty cells, cells
with numbers, and cells with error
messages. Excel will not count,
however, cells that have been cleared
of data by pressing the space bar.
Clearing cells this way places a blank
space character in the cell. Use the
delete key to clear the contents of a
cell instead.
Example 4:
• Count the number of cells in a
range that are not empty
=COUNTIF(A1:A4,"<>"&"") - In
Excel, a blank or empty cell (one
that does not contain a blank space
character) is referenced by a pair
of double quotation marks, "".
• This example counts the number
of cells in A1:A4 that are not
empty. We wrap the operator in
quotation marks "<>" - and then
place the concatenate operator &
before the pair of double
quotation marks symbolizing
'empty.' Excel returns a value of 3.
 Logical
Function
• If function
• The IF function of Excel is a very
powerful function. It allows the
user to specify certain criteria,
and then instruct Excel to perform
one action if the criteria is true,
and perform a different action if
the criteria is not true.
• The syntax of the IF function is:
• IF(logical-test, value-if-true, value-if-
false)
• where: logical-test is a condition which
must evaluate to either TRUE or FALSE
• value-if-true is the value Excel returns if
the logical test evaluates to TRUE
• value-if-false is the value that Excel
returns if the logical test evaluates to
FALSE
Example 1
• This example is texting whether
the employee deserve a bonus or
no bonus. In order for the
employee to receive a bonus
he/she’s job rate must be 3 and
above otherwise no bonus.
 Formulas
• =if(B2>=3,1000,0)

• =if(B2>=3,"bonus",”no
bonus")
Example 2
• This Excel checks to see if the sum
of the contents of cells A2 through
C2 equals 50. If so, Excel returns a
value of Slow D2. If not, Fast is
displayed.
• =IF(SUM(A1:A3)=50,"Slow","Fast
")
 Nested IF FUNCTION
• The IF function allows the user to ask
Excel to test certain criteria and to
perform different actions depending on if
the criteria is met or not. Because data
analysis can be complex, often the
logical-test, value-if-true, and/or value-if-
false portions of our IF function must, in
themselves, contain an IF function. When
IF functions are used inside of IF
functions, we call this nested IFs.
• The way a nested IF function works is a
logical_test is tested, if that test returns a
TRUE value, something will happen, but if
it returns a FALSE value, another IF
function will be used to determine if the
logical_test fits into another qualifier.
• An example of a nested IF function may
look similar to this;
• =IF(logical_test,value_if_true,IF(logical_tes
t,value_if_true,value_if_false))
 Example 1
• Review the worksheet below. Each team
plays two rounds and their scores are
added. Scores are always integers;
there are no "half" points for example. If
their total score is 12 or greater (> 11),
they get a Gold medal. If the total score
is 8, 9, 10, or 11 (>7 but < 12), they are
awarded a Silver Medal. If 7 or less, they
receive no prize.
 A B C D
1 ROUND ROUND PRIZE
ONE TWO

2 TEAM A 7 3
3 TEAM B 4 9
4 TEAM C 3 4
•=IF((C2+D2)>11,"Gold",IF((C2+
D2)>7,"Silver","No Prize"))
 Example 2 (EXERCISE)
• A common example of nested IF functions
is when grades or awards are based upon
a numeric scale.
• The spreadsheet below shows the first 6
students of a class. The cells in Column C
contain a formula with nested IF
functions for Excel to determine the letter
grade based upon the numeric grade that
the instructor entered in column B.
 A B C
1 NAME NUMERIC GRADE LETTER GRADE

2 BEN 65
3 JANE 95
4 JOSE 55
5 ROSE 95
6 FRANK 75
7 DAVID 85
•=IF(B2>89,"A",IF(B2>79,"B",IF
(B2>69,"C",IF(B2>59,"D","F")))
)
•OR
•=IF(B2>=90,”A”,IF(B2>=80,”B
”,IF(B2>=70,”C”,IF(B2>=60”D
”,”F”))))
Using AND & IF Functions
• To combine IF & AND functions you
have to just replace logical_test
argument in IF function with AND
function.
• By using AND function you can specify
more than one condition.
• Now, AND function will test all your
conditions here.
• If all the conditions are true then
AND function will return true and
IF function will return the value
which you have specified for true.
• And, if any of the conditions is
false then AND function will return
false and IF function will return
the value which you have specified
for false
 Syntax
• If(AND(logical1,logical2),Value_if_true,value_if_false)
Example 1
• Now let's look at our worksheet
examples. Each month sales reps make
a bonus of 500 or 250. To make a 500
bonus, they must sell 11 or more units
AND sell more than 800 cost. So our IF
function tests to see if BOTH of these
conditions are met via an AND function.
If so, Excel returns a value of 500;
otherwise, a value of 250.
 A B C D
1 NAME UNITS COST BONUS
2 DELA 11 810
3 KATE 9 880
4 SAM 14 860
5 RUSH 14 770
•=IF(AND(B2>10,C2>800),500,2
50)
 Using OR and IF Functions
• In the syntax of IF function, have a logical
test argument in which we use to specify a
condition to test.
• IF(logical_test,value_if_true,value_if_false)
• And, then it return a value based on the
result of that condition.
• Now, if we use OR function for that
argument and specify multiple conditions
into it.
•
• If any of the conditions is true OR
will return true and IF will return
the specific value.
• And, if none of the conditions is
true OR with return false and IF
will return another specific value.
• In this way, we can test more than
one value with IF function.
 Example 1
• In this example, we are testing whether any
of the three Sales Teams qualify for the
weekly bonus. In order to qualify, the team
must have sold at least 4 computer systems
OR at least 9,000 in sales
• The teams are listed in column A, the
number of systems sold in column B, and
the total price of the sales in column C.
Column D contains the functions and the
function
 A B C D

1 SALES TOTAL BONUS

PRICE

2 TEAM 1 5 9400

3 TEAM 2 3 9200

4 TEAM 3 3 8800
=IF(OR(B2>=,C2>=900),”YES”,
”NO”)
 LOOKUP
FUNCTION
• Introduction
• A lookup formula essentially returns
a value from a table by looking up
another related value. A common
telephone directory provides a good
analogy. If you want to find a
person’s telephone number, you first
locate the name (look it up) and then
retrieve the corresponding number.
Types of lookup functions
• There are multiple lookup functions
in Microsoft Excel and these include:

• 1. VLOOKUP (VERTICAL) FUNCTION

• 2. HLOOKUP(HORIZONTAL)FUNCTION
VLOOKUP
• Vlookup: You use vlookup to find
data in a table by searching for a
value in the first column of the
table and then returning the
corresponding value in another
column.
• According to Excel’s formula
description, VLOOKUP “looks for a
value in the leftmost column of a
table, and then returns a value in
the same row from a column you
specify.” In simpler terms,
VLOOKUP lets you pull information
about selected cells from another
excel document, into your current
excel document.
 The VLOOKUP SYNTAX
• =VLOOKUP(lookup_value,table_array,col_in
dex_num,[range_lookup])

• Lookup_value – This is the value that is

being searched for in the Table Array.
• Table_array – A table with two or more
columns.
• Col_index_num – The column number
in the table_array which contains the
value that is to be returned as a
result.
• Range_lookup(optional) – a logical
value containing either True or False.
• TRUE(or blank) - an approximate
match is returned (if an exact match is
not found, the next largest value
within the Lookup Value is returned)
• FALSE – an exact match must be found
to return the value in the
TYPES OF VLOOKUP
• 1. EXACT MATCH

• 2. APROZIMATE MATCH
 VLOOKUP FOR EXACT MATCHES
• Generally, the VLOOKUP function uses
three arguments: the lookup-value, the
table location and the column number.
This lookup will find a row based on a
numeric range. However, you may only
want to return a value if you get an exact
match, and the optional fourth argument,
match-type, makes this possible. By
adding FALSE to the function, #NA is
returned if a match isn’t found.
Example
FUNCTION

• COSMETIC
• =VLOOKUP("COSMETIC",ProductTable,4,0
)

• 8040-2140-000
• =VLOOKUP(B3,B7:D8,3,0)
HLOOKUP
• HLOOKUP – the horizontal lookup. This
function searches horizontally across
a sorted data table looking for a
match with the lookup-value (or the
next lowest value). It then looks down
the table to the row you have
specified to find the value to return.
This can be used to search for text,
numbers, or logical values
SYNTAX
• =HLOOKUP(lookup_value,table_arra
y,row_index_num,[range_lookup])
Example
FUNCTION
Charts
and
Graphs
 Charts and Graphs
• A chart or graph is a visual
representation of numerical
information
• When a data set is especially
large, graphs make numerical
information easier to read and
analyze
SIR PROSPER 142
 Parts of chart or graph
Chart Title
$10,000.00 GRIDLINE
$9,000.00

$8,000.00

$7,000.00

$6,000.00
DATA
$5,000.00
VERTICAL MARKER
$4,000.00

AXIS $3,000.00

$2,000.00

$1,000.00

$0.00
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029

Series1
HORIZONTAL
AXIS
LEGEND
SIR PROSPER 143
 Creating a Chart Using the
Chart Wizard
• 1. Navigate A B C

1 YEAR UNIT TOTAL

to the Charts SALE SALE
spreadsheet. 2 2000 23 25000
• 2. Select the 3 2010 30 30000
range,
4 2020 45 65000
example
A1:C5. 5 2030 63 80020

SIR PROSPER 144

• 3. Click the Insert tab in the
ribbon and then click the
Recommended Charts icon.

SIR PROSPER 145

• 4. In the Insert Chart window, click
the All Charts tab.
• 5. Select the Column chart type.
• 6. Choose the 3-D Clustered
Column option in the Column
section
• 7. Click the OK button.

SIR PROSPER 146

 FINAL WORK
Chart Title
UNIT TOTAL 90000
YEAR SALE SALE 80000
70000
60000
2000 23 25000 50000
40000
2010 30 30000 30000
20000
2020 42 63000 10000
0
2030 63 80020
2000 2010 2020 2030

UNIT SALE TOTAL SALE

SIR PROSPER 147

 Example 1 (PIE CHART)

QTR SALES
SALES

QTR 1 $2,500.00 2500; 21%

6000; 50% 1000; 8%

QTR 2 $1,000.00 2600; 21%

QTR 3 $2,600.00
QTR 4 $6,000.00 QTR 1 QTR 2 QTR 3 QTR 4

SIR PROSPER 148

 EXAMPLE 2 (BAR GRAPH)
YEAR SALES Chart Title
2020 $2,000.00 $10,000.00

2021 $4,000.00 $9,000.00

$8,000.00
2022 $4,200.00 $7,000.00

2023 $3,000.00 $6,000.00

2024 $8,900.00 $5,000.00

2025 $6,500.00 $4,000.00

2026 $5,800.00 $3,000.00

2027 $9,500.00 $2,000.00

2028 $7,400.00
$1,000.00

$0.00

2029 $6,200.00 2020 2021 2022 2023 2024

Series1
2025 2026 2027 2028 2029

SIR PROSPER 149

 EXAMPLE 3(COLUMN VRS LINE)
Chart Title
$450.00

QTR REVENUE EXPENSES

$400.00

$350.00

QTR1 $100.00 $10.00

$300.00

$250.00

QTR2 $200.00 $20.00

$200.00

$150.00

QTR3 $300.00 $30.00

$100.00

$50.00

QTR4 $400.00 $40.00 $0.00

QTR1 QTR2

Series1
QTR3

Series2
QTR4

SIR PROSPER 150

References
• There are 3 different sorts of
cell references in Excel. These
are:
• Relative
• Absolute
• Mixed

SIR PROSPER 152

 RELATIVE REFERENCES
• A relative reference will change column
and row numbers as it is copied to other
cells. Think of it as an original
instruction being to go in a certain
direction e.g. 2 rows up and 2 columns
across from your current position. When
this instruction is copied elsewhere, it
will still refer to 2 rows up and 2 columns
across from your new current position.
SIR PROSPER 153
AN ABSOLUTE REFERENCE
• An absolute reference is one
that does not change. If you
refer to a cell in a certain row
and column and then copy that
reference elsewhere, it will still
refer to exactly the same cell
or range.
SIR PROSPER 154
• An absolute address is defined
with the use of the “$” symbol.
This can be typed in at the time
of creating the formula, or by
editing the cell afterwards.

SIR PROSPER 155

 EXAMPLE
A B C D E
1 PRINTER SERVER DVD TOTAL
2 RETAIL 500 300 600 1400
3 WHOLESALE 600 250 100 950
4 INTENET 200 450 120 770
5 TOTAL 1300 1000 820 3120
6 %OF TOTAL =B5/&E&5 =C5/&E&5 =D5/&E&5
 MIXED REFERENCE
• Mixed referencing: As we have seen, when we
drag the formula, row number or column name
get change in relative reference. To overcome
this problem , In Mixed Referencing, the $ sign
is used before row number or column name to
make it constant. For example H2+C$14 (To
make row 14 constant) or H2+$C14 (To make
column C constant)
SIR PROSPER 157
 EXAMPLE
A B C D E
1 QTY 20% 40% 50%
2 GARI 4000 =$B$2*C2 =$B$2*D2 ?

3 SUGAR 5000 =$C$3*C3 ? ?

4 MILK 7000 ? ? ?
6 MILO 3000 ? ? ?
UNDERSTANDING
EXCEL’S ERROR
VALUES
• When you enter or edit a formula or
change one of the formula’s input
values, Excel might show an error
value as the formula result. Excel has
eleven different error values: #CALC!,
#DIV/0!, #FIELD!, #N/A, #NAME?,
#NULL!, #NUM!, #REF!, #SPILL!,
#UNKNOWN!, and #VALUE!.

SIR PROSPER 160

 #CALC

• The new #CALC! error appears when

Excel’s calculation engine comes
across a formula or expression that it
doesn’t support.

SIR PROSPER 161

 The #DIV/0!
• The #DIV/0! error almost always means
that the cell’s formula is trying to divide
by zero, a mathematical no-no. The
cause is usually a reference to a cell that
either is blank or contains the value 0

SIR PROSPER 162

 #FIELD!
• The new #FIELD! error value tells you
that your formula is referencing an
invalid linked data type.

SIR PROSPER 163

 #N/A
• is short for not available, and it means
that the formula couldn’t return a
legitimate result. You usually see #N/A
when you use an inappropriate
argument (or when you omit a required
argument) in a function

SIR PROSPER 164

 #NAME?
• The #NAME? error appears when Excel
doesn’t recognize a name you used in a
formula or when it interprets text within the
formula as an undefined name. This means
that the #NAME? error pops up in a wide
variety of circumstances:
• You spelled a range name incorrectly.

SIR PROSPER 165

• You used a range name that you haven’t yet
defined
• You used a string value without surrounding it
with quotation marks. You entered a range
reference and accidentally omitted the colon.
• You entered a reference to a range on another
worksheet and didn’t enclose the sheet name
in single quotation marks

SIR PROSPER 166

 #NULL!
• Excel displays the #NULL! error in a very
specific case: when you use the
intersection operator (a space) on two
ranges that have no cells in common. For
example, because the ranges A1:B2 and
C3:D4 have no common cells, the following
formula returns the #NULL! error:

SIR PROSPER 167

 #NUM!
• The #NUM! error means there’s a problem
with a number in a formula. This almost
always means that you entered an invalid
argument in a math or trig function. For
example, perhaps you entered a negative
number as the argument for the SQRT() or
LOG() function

SIR PROSPER 168

 #REF!
• The #REF! error means that a formula
contains an invalid cell reference, which is
usually caused by one of the following
actions:
• You deleted a cell to which the formula
refers. You need to add the cell back in or
adjust the formula reference. 54 Chapter 3
Troubleshooting formulas
SIR PROSPER 169
• You cut a cell and then pasted it into a
cell used by the formula. You need to
undo the cut and then paste the cell
elsewhere. (Note that it’s okay to copy
a cell and paste it onto a cell used by
the formula.)
•

SIR PROSPER 170

• Your formula references a nonexistent cell
address, such as B0. This can happen if you cut
or copy a formula that uses relative references
and paste it in such a way that the invalid cell
address is created. For example, suppose that
your formula references cell B1. If you cut or
copy the cell containing the formula and paste it
one row higher, the reference to B1 becomes
invalid because Excel can’t move the cell
reference up one row

SIR PROSPER 171

 #UNKNOWN!
• If you see the new #UNKNOWN! error, it means
your formula or expression is referencing a data
type that isn’t supported in your version of
Excel. This most often means that the reference
is to a data type that was added to a later
version of Excel, so the only way to resolve the
error is to upgrade to a version of Excel that
supports the data type
SIR PROSPER 172
 #VALUE!
• When Excel generates a #VALUE! error, it
means you’ve used an inappropriate argument
in a function. This is most often caused by
using the wrong data type. For example, you
might have entered or referenced a string
value instead of a numeric value. Similarly, you
might have used a range reference in a
function argument that requires a single cell or
value.
SIR PROSPER 173
• Excel also generates this error if you
use a value that’s larger or smaller
than Excel can handle. In all these
cases, you solve the problem by
double checking your function
arguments to find and edit the
inappropriate arguments.

SIR PROSPER 174