Introduction to Spreadsheet

Application
By Ezeonyilimba Michael
Course Outline
● Features of Spreadsheet Application
● Cell Names in Spreadsheet Application
● Adjusting Columns and Rows
● Entering Data in Spreadsheet Application to create a file
● Adding figures using the AutoSum
● Editing, formatting and saving a workbook using editing and formatting
tools
Spreadsheet Application
A spreadsheet is a computer program that can capture, display and
manipulate data arranged in rows and columns.

A spreadsheet is a tool that is used to store, manipulate and analyze data.

Data in a spreadsheet is organized in a series of rows and columns and can be
searched, sorted, calculated and used in a variety of charts and graphs.
Spreadsheet Application
Examples of Spreadsheet Application
Features of Spreadsheet Application
● Row
● Column
● Cell
● Active Cell
● Worksheets
● Workbook
● Charts
● Data Range
● Fill Handle
● Moving Border
Features of Spreadsheet Application
1. Active Cell: The active cell is the cell in the spreadsheet that is currently selected for data entry. The
active cell reference is listed in the Name Box directly above the spreadsheet's column headings.

2. Anchor Cell: The anchor cell is the first cell that is highlighted in a range. When a range of cells is
selected, they appear as highlighted in black. The anchor cell, however, remains white.

3. Cell: A cell is a rectangular area formed by the intersection of a column and a row.

4. Cell Reference: A cell reference is the name of the cell that is found by combining the Column Letter
with the Row Number. For example the cell in Column "C" in Row "3" would be cell C3.

5. Column: Columns run vertically on the spreadsheet screen. An Excel spreadsheet contains 256
columns that are labeled with the letters of the alphabet.

6. Data: Data refers to the type of information that can be stored in the cells of a spreadsheet.
Spreadsheet data types include values (numbers), labels, formulas and functions.

7. Formula: A formula is a spreadsheet data type that will calculate a result and display it in the active cell.
A formula is written using cell references and must begin with an equal sign "=" to distinguish it from a
label.
 Features of Spreadsheet Application
8. Formula Bar: The formula bar appears directly above the column headings of a spreadsheet and will display what has been typed into the
active cell. For example, if you click on a cell that contains the formula =A3+C3, the cell itself will show the result of the formula.

9. Function: Functions are built-in formulas that are used to enter either commonly used or very complex formulas.

10. Gridlines: Gridlines are the horizontal and vertical lines on the screen that separate cells in a spreadsheet. Gridlines typically do not print
unless the option is set in the layout options of the spreadsheet.

11. Labels: Labels refer to text that is typed into the cells of a spreadsheet. Labels have no numeric value and cannot be used in a formula or
function.

12. Name Box: The name box appears to the left of the formula bar and displays the name of the current cell. Unless you define a cell or range
of cells with a specific name, the name box will display the cell reference of the active cell.

13. Range: A range is a group of cells in a spreadsheet that have been selected.

14. Rows: Rows run horizontally on the spreadsheet screen. An Excel spreadsheet contains 16,384 rows which are labeled numerically.

15. Sheet Tabs: In Microsoft Excel, the sheet tabs appear below the worksheet grid area and allow you to switch from one worksheet to
another in a workbook.

16. Values: Values are numeric data that is entered into a cell.

17. Workbook: A workbook is a collection of worksheets that are s

Cell Names in Spreadsheet Application
In spreadsheet applications like Excel or Google Sheets, cells are identified by a combination of their
column letter and row number, forming a cell address. For example, the cell in the first column and first
row is A1, and the cell in the third column and fifth row is C5. These cell references are used to locate
and interact with specific cells within a spreadsheet.

Here's a more detailed explanation:

1. Cell References:

Each cell in a spreadsheet has a unique address formed by combining its column letter and row number.

Columns are labeled with letters (A, B, C, etc.).

Rows are labeled with numbers (1, 2, 3, etc.).

For example, the cell at the intersection of column C and row 5 is identified as C5.

2. Cell Names (Named Ranges):

While cell references are the default way to identify cells, you can also assign a name to a cell or range
of cells, which is known as a named range.
Benefits of using named range
Readability: Using descriptive names like "SalesTax"
instead of "D10" makes formulas and data more
understandable.
Efficiency: You can refer to a cell or range by its name in
formulas and other functions.
Flexibility: Named ranges can easily be adjusted to point
to a different range if needed, without having to change all
references to the old range.
Rules for naming Cells
● Names cannot start with numbers.
● Names cannot contain spaces.
● Names can include letters, numbers, underscores, and periods.
● Names are typically case-insensitive.
How to create named ranges
Excel:

Select the cell or range of cells you want to name.

Go to the "Formulas" tab and click "Define Name".

Enter a name for the selected cell or range in the "Name" box.

Click "OK".

Google Sheets:

Select the cell or range of cells you want to name.

Go to "Data" > "Named Ranges".

Enter a name for the selected range.

Click "Done".
Using Named Ranges in Formulas
● Once a named range is defined, you can use it in formulas just like you
would use a cell reference.
● For example, if you have named the range "SalesTax", you can use it in a
formula like "=SUM(SalesTax)".

Managing Named Ranges:

● Excel: You can manage named ranges using the "Name Manager" which
can be accessed through the "Formulas" tab or by pressing Ctrl+F3.
● Google Sheets: You can manage named ranges through the "Data" >
"Named Ranges" menu.
Adjusting Columns and Rows
In Excel, you can adjust column widths and row heights by dragging the column or row dividers, using the
Format menu, or by double-clicking the divider to auto-fit the contents. You can also select multiple columns or
rows and adjust them all at once, according to Microsoft Support.

Here's a more detailed breakdown:

1. Manual Adjustment:

Hover your mouse over the line between two column or row headings. The cursor will change to a double-arrow
symbol.

Click and drag the line to adjust the width or height.

You can adjust multiple columns or rows by selecting them first, then dragging the divider.

2. Using the Format Menu:

Select the column(s) or row(s) you want to adjust.

Go to Home > Format.

For columns, select "Column Width" and enter the desired width in points.

For rows, select "Row Height" and enter the desired height in points.
 Entering Data in Spreadsheet Application and Creating a
File
To enter data into a spreadsheet, click on the desired cell, type your data, and then
press Enter or Tab to move to the next cell. You can enter text, numbers, dates,
times, or formulas into cells.

Detailed Steps:

Select a cell: Click on the cell where you want to enter the data.

Type your data: Type the text, number, date, time, or formula directly into the cell.

Confirm the entry: Press Enter or Tab to move to the next cell and finalize the entry
in the current cell.
Adding figures using AutoSum
Select a cell next to the numbers you want to sum, select AutoSum on the
Home tab, press Enter, and you're done. When you select AutoSum, Excel
automatically enters a formula (that uses the SUM function) to sum the
numbers.
Basic Spreadsheet Formulas
Excel formulas are instructions within a cell that tell Excel to perform a calculation or retrieve data from another cell
or cells. They are fundamental to using Excel for data analysis and manipulation. Formulas always begin with an equal
sign (=).

Basic Formulas:

SUM: Adds a range of cells or values. For example, =SUM(A1:A5) adds the values in cells A1 to A5.

AVERAGE: Calculates the average of a range of cells. For example, =AVERAGE(B1:B10) calculates the average of the
values in cells B1 to B10.

COUNT: Counts the number of cells within a range that contain numbers. For example, =COUNT(C1:C20) counts the
number of cells with numbers in C1 to C20.

MIN: Finds the smallest value within a range of cells. For example, =MIN(D1:D15) finds the smallest value in cells D1
to D15.

MAX: Finds the largest value within a range of cells. For example, =MAX(E1:E20) finds the largest value in cells E1 to
E20.
Editing, Formatting and Saving a Workbook using Editing
and Formatting Tools
To effectively use editing and formatting tools in a workbook, you first select
the cells or data you want to modify. Then, you can use the formatting options
(like bolding, italicizing, changing font, color, or fill) to adjust the appearance of
your data. After making changes, you'll want to save your workbook to
preserve your work.
Editing:

Selecting Cells: Choose the cell or range of cells you want to edit.

Modifying Text: Enter text, numbers, or formulas directly into the selected cells.

Undoing Changes: If you make a mistake, use the Undo button or Ctrl+Z to revert to the previous state.

Formatting:

Text Formatting: Apply formatting like bold, italic, underline, or change the font, size, or color.

Cell Formatting: Modify the fill color, border, alignment, and number format of cells.

Styles and Themes: Use pre-defined styles or document themes to quickly apply formatting to your data.

Copying Formats: Use the Format Painter to apply existing formatting from one cell to others.

Saving:

Saving: Click File > Save to save your current workbook.

Saving As: To save the workbook in a different location or format, click File > Save As.

Saving in Different Formats: Choose the desired file format (e.g., .xlsx, .csv) in the Save As dialog box.
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