Introduction to Basic Spreadsheets

Introduction to Basic Spreadsheets

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  Introduction to Spreadsheets KingstonTagoe Techpreneur& IT Consultant FoundationalTraining Program
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  Objectives for thissession • Understand what spreadsheets are • Fundamental operations in Excel • Learn essential tasks • Data manipulation – tips and tricks
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  What Are Spreadsheets Thecomputer equivalent of a paper ledger sheet. It’s an electronic document in which data is arranged in rows and columns.This data can be manipulated and used in calculations.
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  Why Spreadsheets Matter •Easy formatting of data • Organize data by sorting it • Name ranges of data and use those range names in formulas • Use cell references rather than values in formulas • Generation of charts and graphs • Other reasons?
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  Types of SpreadsheetApps Alternatives
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  Working with ExcelSpreadsheets
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  Excel Spreadsheet Layout ViewOptions and Zoom ControlStatus Bar and Sheets Ribbon Row Column Scroll Bar Quick AccessToolbar Window Controls & Help
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  Understanding the Ribbon •File – managing files • Home – common tools • Insert – insertion of objects (pictures, charts etc.) • Page Layout – printing and structure of page • Formulas – functions, calculations • Data – working with data • Review – spell checks, protection, sharing • View – how Excel appears on your screen
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  Spreadsheet Basics Each Excelfile is a workbook and hold many worksheets. Worksheets are made of rows, columns, and intersections called cells. Each cell on the spreadsheet has a cell address that is the column letter followed by the row number. Basic types of data that can be entered into a cell: 1. text (eg. ”Education”) 2. numbers (such as ”4”) 3. formulas (mathematical equation, such as ”=9*4”)
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  Excel Labs –We’ll work on: • Data selection • Spreadsheet navigation • Data entry and revisions: oFinding and replacing data oFilling data oSorting data • Formatting of cells • Other useful skills
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  Excel Labs –Data Selection Action Result Ctrl + Spacebar Highlight the entire column Shift + Spacebar Highlight the entire row Ctrl + A Highlight the entire worksheet Data selection keyboard shortcutsUse the mouse or keyboard shortcuts to select cells, rows, and columns of data: • Single clicking on the column (or row) label will highlight the whole column (or row). • Clicking and dragging across several row or column labels will highlight several rows or columns, respectively. Non-adjacent cells can be highlighted by holding down the Ctrl key and using the mouse to single click the desired cells.
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  Excel Labs –Spreadsheet navigation As you enter and edit data you’ll need to move through the worksheet using either the mouse or keyboard shortcuts. Action Result Single Click Cell Make cell active Enter Move active cell down Shift + Enter Move active cell one cell up Tab Move active cell one cell to the right Shift +Tab Move active cell one cell to the left Home Move active cell to column A of current row Ctrl + Home Move active cell to A1 Ctrl + End Move active cell to last cell in the spreadsheet Ctrl + Page Down Move to next worksheet Ctrl + Page Up Move to previous worksheet Some navigation techniques
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  Excel Labs –Entry and revision Using Cut, Copy and Paste Using the drag-and-drop method to move data: 1. Select the cells you wish to move 2. Point to an outside border of the cell 3. Click and drag the cell(s) to the new location The data is removed from its original location and overwrites the contents in the destination location, just as when you apply cut and paste. Action Result Ctrl + C Copy Ctrl + X Cut Ctrl +V Paste Cut, Copy and Paste Shortcuts
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  Excel Labs –Find and replace data Action Result Ctrl + F Find Ctrl + H Replace Find and Replace shortcuts Using Find or Replace from the Edit drop menu allows you to quickly find and/or replace text or numbers in multiple cells
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  Excel Labs –Filling data Autofill feature allows you to quickly fill in commonly used series of data, such as repetitive or sequential data. To use Autofill: 1. Type in the first few elements of the series in order for Autofill to distinguish the pattern (eg. 2, 4, 6) 2. Highlight cells distinguishing the series 3. Select the (cross) handle at the bottom right corner of the cell with the left mouse and drag it down across as many rows as you want to fill 4. Release mouse button when done Can also Autofill across columns by dragging right instead
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  Excel Labs –Sorting data & formatting Action Result Ctrl + B Bold Ctrl + I Italicize Ctrl + U Underline Ctrl + 5 Strikethrough Shift + Ctrl + $ Format as currency with 2 decimal places Shift + Ctrl + % Format as percent with no decimal places Formatting keyboard shortcuts Formatting options Using the Format Cells Dialog Box Working with Format Painter Conditional formatting of cells Working with Styles Sorting Data Sort in the Ascending & DescendingOrder Working with Sort Dialog Box Non-alphabetic or numeric sort
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  Tips, useful skills ActionResult Ctrl + O Open Ctrl + N Open a new file F12 Save As Ctrl + S Save Ctrl + P Print Ctrl + Z Undo Ctrl +Y Redo Additional keyboard shortcuts Add & delete a row Add & delete a column Resize rows and columns Freezing panes and allowing for scrolling Printing a worksheet Data import and export Worksheet modification – HowTo:
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  Thanks for workingwith Excel Spreadsheets