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Spreadsheet Notes

Spreadsheets are essential tools for financial management, enabling automatic calculations and data storage in tabular form. They offer numerous advantages, including error-free calculations, professional formatting, and the ability to create graphs and charts. Key functions such as SUM, AVERAGE, and VLOOKUP enhance their utility for various data analysis tasks.

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11 views11 pages

Spreadsheet Notes

Spreadsheets are essential tools for financial management, enabling automatic calculations and data storage in tabular form. They offer numerous advantages, including error-free calculations, professional formatting, and the ability to create graphs and charts. Key functions such as SUM, AVERAGE, and VLOOKUP enhance their utility for various data analysis tasks.

Uploaded by

isaiah.neckles1516
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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SPREADSHEET NOTES

• SPREADSHEETS are one of the main applications used for financial


management on personal computer worldwide. A spreadsheet is an
important tool for performing automatic calculations and is an electronic
replacement for the traditional financial tools: the accountant’s ledger,
pencil and calculator. Spreadsheets carry out calculations ranging from
large amounts of data, as in a company’s annual account, to a small scale
use, as in a family budget.
THE PURPOSE OF A SPREADSHEET

• A spreadsheet is basically an automatic calculation tool.


• A spreadsheet is a computer program that allows the entry, automatic
calculation and storage of data in the form of tables. A single spreadsheet
workbook can contain a number of related worksheets, just like an
accountant’s ledger can contain many pages.
ADVANTAGES OF A SPREADSHEET
• Perform error-free automatic calculation and recalculation every time a worksheet
is changed
• Format the contents of a worksheet into a professional-looking document
• Move or copy sections of the worksheet to another area of the worksheet or to
another worksheet
• Insert or delete rows and columns at any position in the worksheet
• Sort the entries in a worksheet ready for printing
• Select entries to be displayed using powerful filtering functionality
• Create graphs and charts from the data
• Link data in two or more worksheets
THE MOST IMPORTANT FEATURE OF A
SPREADSHEET IS THAT IT PERFORMS AUTOMATIC
CALCULATIONS ON DATA IN A TABULAR FORM
A B C D
1
2 PRICE PER LB LB COVERED COST
3 2.5 32 =B3*C3
4
SOME TERMINOLOGIES WE MUST KNOW
TERM DEFINITION
Workbook a single spreadsheet file. A spreadsheet workbook is made up of one or more
worksheets
Worksheet A worksheet is a single page of a workbook and is made up of a grid of cells,
called a table. This grid is made up of a horizontal rows and vertical columns.
Columns are named A,B,C…Y,Z, AA, AB, AC etc. Rows are numbered 1,2,3,4 etc.
Cell A cell is the intersection of a column and a row
Cell Address The cell address is the column letter and the row number combination that can
be used to uniquely identify a cell. Examples of a cell address are B5, C4 and
AD324. note cell reference is another name for cell address.
Cell range the cell range is a rectangle of selected cells, examples of cell ranges are
C9:C24, B5:E17 and D14:G22
CELLS CONTAIN 3 TYPES OF DATA

• A LABEL is simple text, for example ‘Number of passengers or Fare’


• A VALUE is numeric data, for example 34, $52 or 27.85
• A FORMULA is an automatic calculation, for example =A5*A6. this means: take the
value in cell A5, multiply it by the contents of cell A6, and put the answer in this
cell.
• A Function is a standard routine used to perform a mathematical task.
USING BASIC PREDEFINED FUNCTIONS
Function name Function definition
SUM function Adds up the values in a cell range. For e.g. =SUM(B5:C8) adds up the values in
cells : B5+B6+B7+B8+C5+C6+C7+C8
Average Function Finds the mean of values in a cell range for E.g. =AVERAGE(B5:C6) calculates
the average of the values in the specified cells (B5+B6+C5+C6)/4
Date Function Takes the values for the year, month and day and combines them to form a
date. For e.g., if cell B2 contains 2019, B3 contains 3 and B4 contains 12 then
=DATE(B2,B3,B4)returns 12/3/2019
Max Function Finds the largest value in a cell range. For E.g. =MAX(B5:C6)
Min Function Finds the smallest value in a cell range. For e.g. =MIN(B5:C6)
SHORTCUTS FOR DATES TO NOTE

• TODAY() gives the current date


• NOW() gives the current date and time
USING PREDEFINED FUNCTIONS: COUNT,
COUNTA AND COUNTIF
• THE count FUNCTION CAN BE USEFUL. FOR EXAMPLE, A teacher might want to count how many students
have been given a mark for their SBA assignment. They may then want to count the number who have
achieved a mark of greater than 60, this uses the COUNTIF function.
• The COUNT function returns the number of cells that contain a value or formula in a cell range. The COUNT
function does not count cells that contain labels(text). In a worksheet not all the cells in a range need to
contain values. Remember cells can contain values(numbers), labels (text) or formulae(calculations).
• The COUNTA function returns the number of non-blank cells in a cell range. For example, =COUNTA(B2:E6)
• The COUNTIF function returns the number of cells in a cell range that contains a value that meets a
condition. For e.g. =COUNTIF (C3:D6,”>30”) and +COUNTIF (C3:E6,”>30”)
• You will use this on a spreadsheet to see how this works
USING PREDEFINED FUNCTIONS: VLOOKUP

• A VLOOKUP, vertical lookup, is a function that allows you to find the closest value in a column of cells to
a given value. Having found the correct row it returns another value from that row. For e.g., a teacher
might have the student names and marks in two columns. To find a particular student’s mark they must
find the student’s name in the first column and then read out the mark from the second column of the
same row. VLOOKUP automates this process and will even work if the name is misspelt because
VLOOKUP finds the best match.
• The VLOOKUP function performs a vertical lookup by searching for a value in the first column of a
cellrange and returning in the same row in another column e.g. =VLOOKUP(B9,B2:E6,4)
USING PREDEFINED FUNCTIONS :PMT AND
IF

• PMT stands for payment and the PMT function is used to calculate the payments required to pay off a
loan. Companies often require a loan to purchase new premises or vehicles, and PMT calculates what
the repayments will be for a given loan amount, borrowed over a fixed period at a fixed interest rate.
• The IF function is used whenever you want to make a decision. For example, if the passenger number is
greater than 50 the company wants to run extra buses on this route. The If function performs a logical
test and returns one of the two results. For e.g. =IF(A1>=70, “PASS, “FAIL”) would return “pass” if the
value in the cell A1 is greater than or equal to 70 and Fail if the value in A1 is less than 70.

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