Introduction to SpreadsheetsIntroduction to Spreadsheets

Fundamental Skills 1

2

SpreadsheetsSpreadsheetsSpreadsheetsSpreadsheets

• A spreadsheet is an application that is used for performing calculations.

• Spreadsheets consist of columns and rows.

A B C D E F12345678

3

A B C D E F12345678

SpreadsheetsSpreadsheetsSpreadsheetsSpreadsheets

• The intersection of each row and column is called a CELL

• Each cell is identified by a row and column reference such as A4, D6 etc.

4

CellsCellsCellsCells

• Cells can contain either text, numbers or formulas.

• To enter data in the cell it must first be selected (by clicking on the cell)

A B C D E F12345678

5

• Cells can be formatted to display numbers as either date, currency, percent, decimal and other numerical formats.

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%78

ABC Car pets

• Most common text formatting options are also available

6

FormulasFormulasFormulasFormulas• Formulas are used to make a spreadsheet more versatile.• When writing formulas in a cell an equal sign “=“ is first entered.

Mathematical OperationsMultiplication *Division /Addition +Subtraction -

Mathematical OperationsMultiplication *Division /Addition +Subtraction -

Relational OperationsEqual =Not equal to <>Less than <Greater than >Less than or equal to <=Greater than or equal to >=

Relational OperationsEqual =Not equal to <>Less than <Greater than >Less than or equal to <=Greater than or equal to >=

7

FormulasFormulasFormulasFormulas

• Formulas should be written in terms of cell references

e.g. = C4 + C5 + C6A B C D E F

1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%78

ABC Car pets

=C4+C5+C6

8

FormulasFormulasFormulasFormulas

• Once the formula is entered into the cell the results will be shown.

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%7 226.60$ 8

ABC Car pets

9

FunctionsFunctionsFunctionsFunctions

• There are many formulas or FUNCTIONS that can be used in a spreadsheet. Functions make calculations easier.

• These functions cover a variety of categories such as mathematics, financial or logical.

10

FunctionsFunctionsFunctionsFunctions

• Common functions include SUM, AVERAGE, MAX and MIN.

• Functions consist of a name, a set of brackets and arguments or parameters.

• Arguments are the values on which the functions operate.

11

SUMSUMSUMSUM

• The SUM function is one of the most commonly used. It adds up all the numbers in a range of cells.

=sum(A1,A2,A3,A4)adds cells A1,A2,A3 and A4

=sum(A1,A2,A3,A4)adds cells A1,A2,A3 and A4

=sum(A1,B6,C67,F2)adds the cells indicated.

=sum(A1,B6,C67,F2)adds the cells indicated.=sum(A1:B5)

adds all the numbers from A1 to B5

=sum(A1:B5)adds all the numbers from A1 to B5

12

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%78

ABC Car pets

=sum(C4:C6)

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%7 226.60$ 8

ABC Car pets

13

AVERAGEAVERAGEAVERAGEAVERAGE

• The AVERAGE function operates in a similar way as SUM.

=AVERAGE(A1,A2,A3,A4)averages cells A1,A2,A3 and A4

=AVERAGE(A1,A2,A3,A4)averages cells A1,A2,A3 and A4

=AVERAGE(A1,B6,C67,F2)averages the cells indicated.

=AVERAGE(A1,B6,C67,F2)averages the cells indicated.

=AVERAGE(A1:B5)averages all the numbers from A1 to B5

=AVERAGE(A1:B5)averages all the numbers from A1 to B5

14

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%78

ABC Car pets

=average(D4:D6)

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%7 6.0%8

ABC Car pets

15

MAX and MINMAX and MINMAX and MINMAX and MIN

• MAX returns the largest value from a range of cells.

=MAX(B2:B9)=MAX(B2:B9)

• MIN returns the smallest value from a range of cells.

=MIN(B2:B9)=MIN(B2:B9)

16

A B C D E F1

2

3 Profit4 March 78.50$ 6.2%5 April 102.34$ 7.3%6 May 45.76$ 4.5%78

ABC Car pets

=MAX(D4:D6)

=MIN(D4:D6)

Highest Profit

Lowest Profit

A B C D E F1

2

3 Profit4 March 78.50$ 6.2% 7.3%5 April 102.34$ 7.3%6 May 45.76$ 4.5%7 4.5%8

ABC Car petsHighest Profit

Lowest Profit

17

A B C D E F1

2

3 X Y Z Profit4 March 78.50$ 98.56$ 88.89$ 6.2%5 April 102.34$ 77.89$ 145.62$ 7.3%6 May 45.76$ 124.90$ 97.45$ 4.5%7 Total8

ABC Car pets

Repetitive FormulasRepetitive FormulasRepetitive FormulasRepetitive Formulas

• Often the same formula will need to be applied to different ranges of cells.

18

Repetitive FormulasRepetitive FormulasRepetitive FormulasRepetitive Formulas

• Instead of entering the same formula in each cell and adjusting the cell reference, it is possible to ‘fill’ the formula across and have the cell referencing adjusted automatically.

• First select the cell with the formula and then either select FILL from the edit menu or use the ‘FILL’ handle.

19

Repetitive FormulasRepetitive FormulasRepetitive FormulasRepetitive FormulasA B C D E F

1

2

3 X Y Z Profit4 March 78.50$ 98.56$ 88.89$ 6.2%5 April 102.34$ 77.89$ 145.62$ 7.3%6 May 45.76$ 124.90$ 97.45$ 4.5%7 Total8

ABC Car pets

=sum(C4:C6)

FILL handle

=sum(D4:D6) =sum(E4:E6)

Note: Fill Down may also be used to copy formulas down a column/s

20

Absolute ReferencesAbsolute ReferencesAbsolute ReferencesAbsolute References

• When ABSOLUTE references are used the contents of the formula are not changed when filling down or across.– i.e. the cell references remain the same.

• Absolute references are indicated by placing a ‘$’ before the column and/or row reference.– e.g. $A$1

21

Absolute ReferencesAbsolute ReferencesAbsolute ReferencesAbsolute ReferencesA B C D E F

1

2

3 No. metres Cost Rate/m $42.504 Jones 125 Day 236 Mckay 5.67 Hill 328

ABC Car pets

=C4*$F$3=C5*$F$3

=C6*$F$3=C7*$F$3