SPREADSHEET

Purpose of spreadsheet
A spreadsheet is a table consisting of cells (rows, column locations) that hold accounting or financial data
and simulates the traditional physical spreadsheet; it captures displays and manipulates data.

Use appropriate terminology and notions commonly associated with spreadsheets;

Row One complete horizontal range of cells
Column A complete vertical range of cells
Cell An area where a column and a row intersect; this is where data is typed. Each cell can
contain a label, value or formula
Cell address The location of a cell formed by the column letter followed by the row number e.g.
A1, C5
Label Textual data entered into a cell
Value A numerical value inserted into a cell
Formula Mathematical expression beginning with an = sign that is evaluated to return a result
Function A predefined/ready made formula
Worksheet A single page or sheet within a workbook
Template Workbooks used to create identical workbooks or worksheets when you need them.
Range A group of adjacent cells that is selected in order to perform an operation on all the cells
Title a heading which makes the spreadsheets purpose clear
Window The rectangular area in a GUI (Graphical User Interface) that presents its contents (e.g.
an image, the contents of a text file, or a listing of the contents of a directory) seemingly
independently of the rest of the screen and that can be moved, resized or otherwise manipulated
independently of other objects.
Record A record is a series of fields in a row that pertains to one item in the list, such as a
customer or an order.

Select basic pre-defined systems functions

1. Place the cursor in the cell in which you want the function to be placed
2. Type in formula beginning with =
OR
Use the fx button and select the appropriate formula.

Sum - adds all the numbers in a range of cells

Syntax
=SUM(numberl,number2, ,..)
A
1 Data
2 -5
3 15
4 30
5 '5
6 TRUE
Formula Description (Result)
=SUM(3, 2) Adds 3 and 2 (5)
=SUM(A2:A4) Adds the first three numbers in the column above (40)
=SUM(A2:A4, 15) Adds the first three numbers in the column above, and 15 (55)

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 =SUM(A5,A6, 2) Adds the values in the last two rows above, and 2. Because
nonnumeric values in references are not translated, the values in the
column above are ignored (2)

Average - calculates the average of cells that contains numbers

Syntax
=AVERAGE(number1,number2,. )

A
1 Data
2 10
3 7
4 9
5 27
6 2
Formula Description (Result)
=AVERAGE(A2:A6) Average of the numbers above (11)
=AVERAGE(A2:A6, 5) Average of the numbers above and 5 (10)

Min - determines the smallest number in a set of numbers

Syntax
=MIN(nurnber1,number2,)
A
1 Data
2 10
3 7
4 9
5 27
6 2
Formula Description (Result)
=MIN(A2:A6) Smallest of the numbers above (2)
=MIN(A2:A6,0) Smallest of the numbers above and 0
(0)

Max determines the largest number in a set of numbers

Syntax
=MAX(numberl,number2,...)
A
1 Data
2 10
3 7
4 9
5 27
6 2
Formula Description (Result)
=MAX(A2:A6) Largest of the numbers above (27)
=MAX(A2:A6, 30) Largest of the numbers above and 30 (30)

Count counts the number of cells that contains numbers

Syntax
=COUNT(numberl ,number2,. . )
A

2
1 Data
2 Sales
3 12/8/2008
4
5 19
6 22.24
7 TRUE
8 #DIV/0!
Formula Description (Result)
=COUNT(A2:A8) Counts the number of cells that contain numbers in the list above (3)
=COUNT(A5:A8) Counts the number of cells that contain numbers in the last 4 rows of
the list (2)
=COUNT(A2:A8,2) Counts the number of cells that contain numbers in the list, and the
value 2 (4)

Counta counts the number of cells that are not empty

Syntax
=COUNTA(numberl ,number2,...)
A
1 Data
2 Sales
3 12/8/2008
4
5 19
6 22.24
7 TRUE
8 #DIV/0!
Formula Description (Result)
=COUNTA(A2:A8) Counts the number of nonblank cells in the list above (6)
=COUNTA(A5:A8) Counts the number of nonblank cells in the last 4 rows of the
list (4)
=COUNTA(A1:A7,2) Counts the number of nonblank cells in the list above and the
value 2 (7)
=COUNTA(A1:A7,"Two") Counts the number of nonblank cells in the list above and the
value "Two" (7)

Countif counts the number of cells within a range that meet the given criteria
Syntax
=COUNTIF(range,criteria)
A B
1 Data Data
2 apples 32
3 oranges 54
4 peaches 75
5 apples 86
Formula Description (Result)
=COUNTIF(A2:A5,"apples") Number of cells with apples in the first column
above (2)
=COUNTIF(B2:B5,">55") Number of cells with a value greater than 55 in the
second column above (2)

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If checks whether a conditions is met and performs the value if true or value if false Syntax
=IF(logical_test,value_if_true,value_if_false)
A
1 Data
2 50
Formula Description (Result)
=IF(A2<=100,"Within If the number above is less than or equal to 100, then the formula
budget","Over budget") displays "Within budget". Otherwise, the function displays "Over
budget" (Within budget)
=IF(A2=100,SUM(B5:B15),"") If the number above is 100, then the range B5:B15 is calculated.
Otherwise, empty text ("") is returned ()
A B
1 Actual Expenses Predicted Expenses
2 1500 900
3 500 900
4 500 925
Formula Description (Result)
=IF(A2>B2,"Over Checks whether the first row is over budget (Over Budget)
Budget","OK")
=IF(A3>B3,"Over Checks whether the second row is over budget (OK)
Budget","OK")

Sumif - adds the cells specified by a given condition

Syntax
=SUMIF(range,criteria,sum_range)
A B
1 Property Value Commission
2 100,000 7,000
3 200,000 14,000
4 300,000 21,000
5 400,000 28,000
Formula Description (Result)
=SUMIF(A2:A5,">16000 Sum of the commissions for property values over
0",B2:B5) 160000 (63,000)

Date - returns the date that was entered

Syntax
=DATE(year,month,dav)
A B C
1 Year Month Day
2 2008 1 1
Formula Description (Result)
=DATE(A2,B2,C2) Serial date for the date above, using the 1900 date
system (1/1/2008 or 39448)

Rank returns the rank of a number in a list of numbers. The rank of a number is its size relative to other
values in a list. (If you were to sort the list, the rank of the number would be its position.)
Syntax
=Rank(number,ref,order)

4
 A
1 Data
2 7
3 3.5
4 3.5
5 1
6 2
Formula Description (Result)
=RANK(A3,A2:A6,1) Rank of 3.5 in the list above (3)
=RANK(A2,A2:A6,1) Rank of 7 in the list above (5)

Vlookup searches 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 the table. By default the data must be sorted in ascending order.
Syntax
=VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)
A B C
1 Density Viscosity Temperature
2 0.457 3.55 500
3 0.525 3.25 400
4 0.616 2.93 300
5 0.675 2.75 250
6 0.746 2.57 200
7 0.835 2.38 150
8 0.946 2.17 100
9 1.09 1.95 50
10 1.29 1.71 0
Formula Description (Result)
=VLOOKUP(1,A2:C10,2) Looks up 1 in column A, and returns the value
from column B in the same row (2.17)
=VLOOKUP(1,A2:C10,3,TRUE) Looks up 1 in column A, and returns the value
from column C in the same row (100)
=VLOOKUP(.7,A2:C10,3,FALSE) Looks up 0.746 in column A. Because there is
no exact match in column A, an error is
returned (#N/A)
=VLOOKUP(0.1,A2:C10,2,TRUE) Looks up 0.1 in column A. Because 0.1 is less
than the smallest value in column A, an error is
returned (#N/A)
=VLOOKUP(2,A2:C10,2,TRUE) Looks up 2 in column A, and returns the value
from column B in the same row (1.71)

Explain the use of common features of spreadsheet software

Row/column title locking also called freeze pane. To make certain rows or columns remain visible on
the screen even when the worksheet is scrolled.

Relative addressing In formulas, cell references that change relative to the location to which they are
copied or moved.

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Absolute cell address A fixed cell reference that will not be changed even if the reference is
copied/moved. Formed by placing a $ sign before the column letter and before the row number. (Shortcut
are the address is typed in press F4 on the keyboard to place the $ sign).
Invoke row and column title locking
1. To lock rows, select the row below where you want the split to appear.
To lock columns, select the column to the right of where you want the split to appear.
To lock both rows and columns, click the cell below and to the right of where you want the split to
appear.
2. On the View tab, Window menu, click Freeze Panes and select the type of freeze pane you
want.
3. To unlock rows, unclick the selection.

Manipulate columns and rows

Inserting a row

1. Right click any where in the row in which you want the new row to be inserted above it.
2. Select Insert - Entire Row

Inserting a column
1. Right click any where in the column in which you want the new column to be inserted to the left of
it.
2. Select Insert - Entire Column.

Increasing column width

1. Change the width of one column, drag the boundary on the right side of the column
heading until the column is the width that you want.

Format a spreadsheet
Formatting cells to Currency, Percentage, Comma style, Increase decimal, Decrease Decimal
Select the cells that you want to format and under the Home tab, Number group choose the
appropriate option on your formatting tool bar

Aligning headings (left, centre, right)

Select the cells - Choose the appropriate option on under the Home tab, Alignment group.

Applying border
Select the cells to apply the border to under the Home tab, Alignment group, click on the down
arrow next to the border button and choose the appropriate border

Centre and Merge

1. Select the area across which the cells is to be merged and centered
2. Click on the Merge and Centre button under the Home tab, Alignment group

Sort a spreadsheet
1. Select from the column headings across and down excluding any total row.
2. Under the Data tab, Sort & Filter group, Sort command
Select the first field to sort by and the sort order either ascending or descending.

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 3. If there is a secondary sort field, click Add Level select the field and then the sort order whether
ascending or descending.

Find a record matching a given criterion

Simple criterion/Autofilter
1. Click a cell in the range you want to filter.
2. On the Data tab, in the Sort & Filter group, and then click Filter.
3. AutoFilter arrows appear to the right of the column labels in the filtered range.

Advance criteria/Extraction/ Complex criterion

1. Copy the column headers and paste then below
2. Type in the necessary criteria below the appropriate column header(s) in the copied columns
3. Select the list range (all the column headers and the records below them excluding any total rows
in the original data)
4. Click on Data tab, in the Sort & Filter group, and then click Filter
5. Check that the list range is correct
Click in the Criteria Range box and select on your sheet the copied column headers and the
criteria that were placed below.
6. Select the radio box Copy to another location
7. Click in the Copy to box and click on the first cell in your sheet were you want the extracted
results to begin
8. OK

Perform charting operations

Creating a chart
1. Select the range of cells that contain the labels for the chart
2. Select the cells which contain the numbers to create the chart and the labels (If the range of cells
containing the numbers to create the chart is not next to the labels use the control key (ctrl) on the
keyboard)
3. Click on Insert tab, under Charts group, select the appropriate chart.
4. Under the Layout tab, in the Labels group, insert the Chart title and Axis Titles and any other
required labels

Import files
To insert a graphic file onto a Microsoft Excel worksheet
1. Select the cell you want to be the upper-left corner of the graphic.
2. Select on Insert tab, Illustrations group, Picture.
3. By default, all of the graphic file types that are installed are listed. You can filter specific file types
by clicking the appropriate file type in the Files Of Type box.
4. The Insert Picture dialog box defaults to the current file folder for the Microsoft Excel. Change the
folder to the folder your graphic files are located, and click the file you want to insert. Click OK.
5. You can drag the picture to reposition it.

Extras

Header and Footer

1. Select Insert tab, under Text group, select Header & Footer
2. Select either Custom Header or Custom Footer
3. Type in the necessary data in the appropriate area (left, centre, right)

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Calculating Percentage
1. The percentage is calculated by dividing a number by the absolute of the overall total
eg. F3/$F$i6

Shortcuts
Ctrl + & applies the outline border to selected range
Ctrl + $ applies the currency number format
Ctrl + % applies the percentage format
Ctrl + # applies the date format
Ctrl +; enter the current date
Ctrl + ~ alternates between showing the value and the formula
Ctrl + 1 opens the format cells dialog box
Ctrl + 2 format bold
Ctrl + 3 format italics
Ctrl + 4 underline
Ctrl + a select the entire worksheet
Ctrl + c copies the selected cells
Ctrl + p displays the print dialog box
Ctrl + x cut
Ctrl + z undo

Errors
#DIV/0 indicates that a formula is trying to divide by zero
#N/A there is no value available for operating on as indicated by a formula
#NAME? the name used in the formula is not recognized
#NUM! an incorrect value has been used in a function
#REF! invalid cell reference
#VALUE! an invalid value has been used in a formula
###### the number is too large for the cell width