Spreadsheet Operations Spreadsheet Operations and Functionsand Functions

Spreadsheet Operations and Functions Spreadsheet Operations and Functions increase the efficiency of data entry, the increase the efficiency of data entry, the performing of calculations, and the performing of calculations, and the presentation of informationpresentation of information

Spreadsheet operationsSpreadsheet operations

SortSort is used to arrange data in is used to arrange data in alphabetical or chronological orderalphabetical or chronological order A A primaryprimary sortsort indicates the primary sort indicates the primary sort

range of data, such as sort by last name range of data, such as sort by last name A A secondarysecondary sortsort indicates the next range, indicates the next range,

such as first namesuch as first name

Spreadsheet operationsSpreadsheet operations

Freeze panesFreeze panes allows the user to work in allows the user to work in multiple areas of a large spreadsheet and multiple areas of a large spreadsheet and focus the view on specific cell rangesfocus the view on specific cell ranges

Spreadsheet operationsSpreadsheet operations

Fill SeriesFill Series is used to fill a column or row is used to fill a column or row with consecutive data, such as the days of with consecutive data, such as the days of the week, months, and checkbook the week, months, and checkbook numbersnumbers

Spreadsheet operationsSpreadsheet operations

PrintPrint is used to provide a hard copyis used to provide a hard copy Print previewPrint preview – used to validate how data is – used to validate how data is

represented on paper before printing and to represented on paper before printing and to make adjustments to margins, gridlines, and make adjustments to margins, gridlines, and page orientation, etc.page orientation, etc.

Print a selectionPrint a selection – used when printing only a – used when printing only a portion of a spreadsheetportion of a spreadsheet

Spreadsheet operationsSpreadsheet operations

Linking and embeddingLinking and embedding is used to integrate is used to integrate spreadsheet data with other software spreadsheet data with other software applicationsapplications A word processing document A word processing document ((targettarget)) may contain a may contain a

linklink to a spreadsheet to a spreadsheet ((sourcesource)) that will update that will update anytime the spreadsheet data is editedanytime the spreadsheet data is edited

An An embeddedembedded spreadsheet is converted into a spreadsheet is converted into a graphic image when placed in a graphic image when placed in a targettarget document and document and does not change to reflect edits made at the does not change to reflect edits made at the sourcesource

Spreadsheet functionsSpreadsheet functions

Spreadsheet functions Spreadsheet functions are predefined are predefined formulas that perform calculations by formulas that perform calculations by using specific values, called arguments, in using specific values, called arguments, in a specific order. They can be used to a specific order. They can be used to perform simple or complex calculations.perform simple or complex calculations.

Components of a FunctionComponents of a Function

Cell referenceCell reference – indicates a cell’s location and – indicates a cell’s location and provides instructions for provides instructions for howhow cell data is copied cell data is copied or used in calculationsor used in calculations RelativeRelative (cell value changes as the formula is copied) (cell value changes as the formula is copied) AbsoluteAbsolute (cell value remains static when copied to (cell value remains static when copied to

other locations)other locations) MixedMixed reference indicates the combination of an reference indicates the combination of an

absolute cell and a relative cell, such as $A4absolute cell and a relative cell, such as $A4 ParenthesesParentheses – control the Order of Operations – control the Order of Operations Conditions or criteriaConditions or criteria tell the function how to tell the function how to

calculate the results and what data to usecalculate the results and what data to use

Basic FunctionsBasic Functions SumSum, for example, =Sum(C4:C18) adds the , for example, =Sum(C4:C18) adds the

range of cells from C4 through C18range of cells from C4 through C18 AverageAverage, for example, =Average(C4:C18) , for example, =Average(C4:C18)

determines the average of the range of cells determines the average of the range of cells from C4 through C18from C4 through C18

MaximumMaximum, for example, =Max(C4:C18) finds the , for example, =Max(C4:C18) finds the highest number in the range of cells from C4 highest number in the range of cells from C4 through C18through C18

MinimumMinimum, for example, =Min(C4:C18) finds the , for example, =Min(C4:C18) finds the lowest number in the range of cells from C4 lowest number in the range of cells from C4 through C18through C18

Advanced FunctionsAdvanced Functions

Advanced Functions Advanced Functions are used in higher-are used in higher-level operations, such as in conditional level operations, such as in conditional and comparison equations to compute and comparison equations to compute interest rates, due dates and payment interest rates, due dates and payment terms, and financial projections. terms, and financial projections.

IF statementIF statement

IF IF statementsstatements are conditional operators are conditional operators used in spreadsheet formulasused in spreadsheet formulas Results are returned IF the data specified in Results are returned IF the data specified in

an equation meets conditions set by the an equation meets conditions set by the formula formula

IF statements can be written to carry out an IF statements can be written to carry out an action, such as: action, such as: IF a value in a cell is greater IF a value in a cell is greater than or equal to another value, insert the word than or equal to another value, insert the word “Pass” in a cell“Pass” in a cell

Date functionDate function

Date Date functionsfunctions are used to calculate a are used to calculate a period of time such as the number of days period of time such as the number of days that have elapsed since a value was that have elapsed since a value was entered into a specific cell or to calculate a entered into a specific cell or to calculate a 30 day due date for a record of 30 day due date for a record of spreadsheet of invoices. spreadsheet of invoices. The The NOWNOW date function returns the current date function returns the current

datedate Days360Days360 calculates the difference in days calculates the difference in days

between two datesbetween two dates

Lookup functionLookup function

TheThe LookUpLookUp function function is used to compare is used to compare a cell value to an array of cells and return a cell value to an array of cells and return a value that matches the location of the a value that matches the location of the value in the array. Lookup is used for two value in the array. Lookup is used for two column vectors or multi-column arrays.column vectors or multi-column arrays.

List functionList function

ListList is a feature used to create a more is a feature used to create a more user-friendly spreadsheet atmosphereuser-friendly spreadsheet atmosphere A A validatedvalidated list limits data entry to specific list limits data entry to specific

choices programmed into the functionchoices programmed into the function A A non-validatednon-validated list allows additional entries list allows additional entries

other than those provided in the drop-down other than those provided in the drop-down menumenu

Count functionCount function

CountCount is used to return the number of is used to return the number of cells in a range cells in a range