Computing Skills

Fundamentals II
Introduction to
Spreadsheets I
Dr. Diallo Bassoma
Department of Computer Science
University of Botswana
[email protected]
Outline
 Definition
 Spreadsheet
 Electronic spreadsheet
 Uses of Spreadsheets
 Spreadsheet Examples
 Microsoft Excel Spreadsheet
 Workbook verses Worksheet
 Data Types
 Exploring the Parts of the Workbook
 Excel Window
 Data Entry
 Starting Excel
 Entering Data in a Cell
 Saving a Workbook
 Print a workbook
 Closing a Workbook and Exiting Excel
Spreadsheet

❑ An application software that helps manipulate and

❑ analyze numerical data
❑ A grid made up of rows and columns
✓ It can be used to
✓ store, sort & manipulate information…
✓ … and to perform calculations
✓ Historically mainly used for handling financial
information e.g. staff salaries.
Electronic spreadsheet
❑ Automated version of a paper-based spreadsheet
❑ It is a tool to help you calculate
✓ budgets,
✓ do economic analysis,
✓ statistics,
✓ planning,
✓ engineering calculations, …
❑ Replaces pen, paper and pocket calculator
❑ Can show diagrams and graphs
❑ Can input data from other programs
❑ Can output data to other programs
Uses of Spreadsheets

❑ Example uses of an electronic spreadsheet;

✓ budgets
✓ inventory management
✓ financial planning
✓ cash flow analysis
 Uses of Spreadsheets
1. Data Analysis:
✓ Sales Data: Track sales performance over time.
✓ Budgeting: Monitor expenses and income.
✓ Survey Results: Analyze responses to surveys.
2. Financial Planning:
✓ Personal Finance: Create a budget, track
spending, and manage savings.
✓ Business Finance: Forecast revenue, expenses,
and profitability.
3. Project Management:
✓ Task Lists: Track project tasks and deadlines.
✓ Gantt Charts: Visualize project timelines.
 Uses of Spreadsheets
4. Inventory Management:
✓ Stock Levels: Monitor inventory quantities and reorder points.

✓ Supplier Information: Track supplier details and order

histories.
5. Scheduling:
✓ Employee Schedules: Plan work shifts and track attendance.

✓ Event Planning: Organize events and manage timelines.

6. Reporting:
✓ Performance Reports: Generate reports on business

performance.
✓ Custom Dashboards: Create interactive dashboards for data

visualization.
7. Data Entry:
✓ Forms: Collect data through structured forms.

✓ Records: Maintain detailed records of information.

 Spreadsheet Examples

❑ Spreadsheet programs
✓ Microsoft Office Excel
✓ Lotus 1,2,3
✓ LibreOffice Calc
✓ ZK Spreadsheet
✓ Google Sheets
Microsoft Excel Spreadsheet

❑ Microsoft Excel is a member of the spreadsheet

family of software.
❑ Spreadsheet software is used to store information in
columns and rows which can then be organized
and/or processed.
❑ Auto-update of related numbers when data changes
When you set up calculations in a worksheet, if an
entry is changed in a cell, the spreadsheet will
automatically update any calculated values that were
based on that entry.
❑ .xlsor .xlsx are the Excel file extension
Workbook verses Worksheet
❑ A workbook is an Excel file that contains one or
more worksheets
❑ A worksheet is a single spreadsheet that contains
cells organized by rows and columns
✓ A worksheet begins with row number one and
column A.
✓ Each cell can contain a number, text or formula.
✓ By default, Excel workbook will contain 1
worksheets.
❑ In Excel 2010, the maximum size of a worksheet is
1,048,576 rows by 16,384 columns.
 Data Types

❑ Label
Labels are text entries that describe the contents of
other cells. Labels may be alphanumeric
❑ Value
Values are numeric information, mostly numbers.
✓ They may be added, subtracted, multiplied, divided,
squared or used in any other mathematical operation
with any other cell that contains value.
❑ Formula
Formulas are special types of values designed to
manipulate data in cells that contain values.
Example of Excel data types
Exploring the Parts of the Workbook
❑ Each workbook contains 1 worksheets by default.
The worksheet displayed in the work area is the
active worksheet.
❑ Columns appear vertically and are identified by
letters.
❑ Rows appear horizontally and are identified by
numbers.
❑ A cell is the intersection of a row and a column. Each
cell is identified by a unique cell reference.
❑ Block/Range a rectangular group of one or more cells
(identified by block coordinates (e.g. A1:G4)
Exploring the Parts of the Workbook (Cont.)
This is a column.
Excel spreadsheets Columns are represented by
organize information letters across the top of the sheet.
(text and numbers) by
rows and columns:
This is a row.
Rows are represented by
numbers along the side of
the sheet.
Exploring the Parts of the Workbook (Cont.)

A cell is the
intersection between a
column and a row.
Each cell is named for
the column letter and
row number that
intersect to make it.
Exploring the Parts of the Workbook (Cont.)

❑ The cell in the worksheet in which you can type data

is called the active cell.
❑ The Name Box, or cell reference area, displays the
cell reference of the active cell.
❑ The Formula Bar displays a formula when a
worksheet cell contains a calculated value.
❑ A formula is an equation that calculates a new value
from values currently in a worksheet.
Excel Window
❑ Excel program window
Excel Spreadsheet Window
❑Descriptions of Components
Navigation Keystrokes
 Data Entry
There are two ways to enter
information into a cell:
1. Type directly into the cell.
✓ Click on a cell, and type in
the data (numbers or text) and press
Enter.

2. Type into the formula bar.

✓ Click on a cell, and then click in the
formula bar (the space next to the
ƒx).
✓ Now type the data into the bar and
press Enter.
Selecting a Group of Cells
❑ A group of selected cells is called a range.
❑ The range is identified by its range reference
Example, A3:C5.
❑ In an adjacent range, all cells touch each other and
form a rectangle.
✓ To select an adjacent range,
✓ click the cell in a corner of the range,
✓ drag the pointer to the cell in the opposite corner of
the range,
✓ and release the mouse button.
Methods to select a range in Excel
❑ Using the Mouse
1. Click and Drag Method :
✓ Click on the first cell of the range you want to select.
✓ Hold down the left mouse button and drag the cursor
to the last cell in the range.
✓ Release the mouse button.
2. Shift Key Method:
✓ Click on the first cell of the range.
✓ Hold down the `Shift` key.
✓ Click on the last cell of the range.
Methods to select a range in Excel
❑ Using the Keyboard
1. Arrow Keys Method:
✓ Click on the first cell of the range.
✓ Hold down the `Shift` key.
✓ Use the arrow keys to expand the selection.
2. F8 Key Method:
✓ Click on the first cell of the range.
✓ Press the `F8` key to activate selection mode.
✓ Use the arrow keys to expand the selection.
✓ Press the `F8` key again to deactivate selection mode.
Methods to select a range in Excel
❑ Using the Name Box
✓ Click on the Name Box (the box to the left of the
formula bar).
✓ Type the range you want to select (e.g., `A1:D10`).
✓ Press `Enter`.
Selecting a Group of Cells (Cont.)

❑ A nonadjacent range includes two or more adjacent

ranges and selected cells.
✓ To select a nonadjacent range,
✓ select the first adjacent range or cell,
✓ press the Ctrl key as you select the other cells or
ranges you want to include,
✓ and then release the Ctrl key and the mouse button.
Adjacent and Nonadjacent Ranges
Starting Excel
❑ You start Excel from the Start menu in Windows.
Click the Start button, click All Programs, click
Microsoft Office, and then click Microsoft Excel
2013.
❑ The Excel program window has the same basic parts
as all Office programs:
✓ the title bar,
✓ the Quick Access Toolbar,
✓ the Ribbon, Backstage view,
✓ and the status bar.
Entering Data in a Cell
❑ Worksheet cells can contain text, numbers, or
formulas.
✓ Text is any combination of letters and numbers and
symbols.
✓ Numbers are values, dates, or times.
✓ Formulas are equations that calculate a value.
❑ You enter data in the active cell.
Saving a Workbook
❑ The Save command saves an existing workbook,
using its current name and save location.
❑ The Save As command lets you save a workbook
with a new name or to a new location.
Print a workbook
❑ To Print a worksheet, you
can use:
✓ A menu
✓ The Print button on the
standard toolbar
✓ The Ctrl-P keystroke to
initiate a printout of the
worksheet.
❑ Excel uses the same basic
methods for printing as
other Windows and
Microsoft Office
applications.
Previewing and Printing a Worksheet

❑ You can print a worksheet by clicking the File tab on

the Ribbon, and then clicking Print in the navigation
bar to display the Print tab.
❑ The Print tab enables you to choose print settings.
❑ The Print tab also allows you to preview your pages
before printing.
The Print Dialog Box
Closing a Workbook and Exiting Excel

❑ You can close a workbook by clicking the File tab on

the Ribbon, and then clicking Close in the navigation
bar. Excel remains open.

❑ To exit the workbook, click the Exit command in the

navigation bar.
To be continued in Part 2…