LESSON I - INTRODUCTION TO SPREADSHEET PROGRAM Spreadsheet applications are computer programs that create and manipulate spreadsheets electronically.

There are a number of spreadsheet applications on the market, Lotus 1-2-3and Microsoft Excel being among the most famous. The more powerful spreadsheet applications support graphics features that produce charts and graphs from the data. Multidimensional spreadsheets are where you can link one spreadsheet to another. A three-dimensional spreadsheet is like a stack of spreadsheets all connected by formulas. A change made in one spreadsheet automatically affects other spreadsheets. Uses of Spreadsheets 1. Lists Spreadsheets can create lists, from shopping lists to contact lists. For example, a list of store items along with their corresponding aisles in the grocery store could be sorted by aisle. The list would provide an aisle-by-aisle overview. The sorting power of spreadsheets becomes more evident when entering more data. 2. Accounting Spreadsheets are invaluable calculators. By entering the appropriate mathematical functions into cells, you can turn a simple spreadsheet into an accounting page. There are mathematical functions installed that speeds up calculations. With the flexibility of spreadsheet programs, data used in equations can be anywhere on the sheet or in the workbook. Data from anywhere in the workbook can be used in calculations.

3. Time Sheets Spreadsheets can also perform those calculations on time-based numbers. Formatting cells to reflect data as a time so that the spreadsheet can be use as a time sheet. 4. Database Use Although spreadsheets are not true relational databases, they can be designed and formatted to function as simplified ones. For example, if you need to track pricing of a particular product, enter its price only one time. For all subsequent references to that price, point to the original entry as opposed to re-entering the price. When you need to change the price, change it in its original cell and all corresponding references will update automatically. 5. Chart Creation Charts and graphs create better depictions of trends and percentages than raw numbers. As they say, "A picture's worth a thousand words." Spreadsheet programs can automatically convert data whether into a pie chart, bar chart or line graph. Microsoft Excel Although spreadsheets have been used for hundreds of years, the electronic version first appeared in 1978 with a program known as "VisiCalc." In the early 1980's, Lotus 1-2-3 appeared on the scene with Microsoft's Excel debuting a few years later. When Microsoft launched its Windows operating system in 1987, Excel was the first program released for it. "When Windows finally gained wide acceptance with Version 3.0 in late 1989, Excel was Microsoft's flagship product," writes D.J. Power in "A Brief History of Spreadsheets." "For nearly three years, Excel

remained the only Windows spreadsheet program, and it has only received competition from other spreadsheet products since the summer of 1992." Parts of Microsoft Excel window

1. Active Cell This is the cell with the black outline. Data is always entered into the active cell. 2. Column Letter Columns run vertically on a worksheet and each one is identified by a letter in the column header.

3. Formula Bar Located above the worksheet, this area displays the contents of the active cell. It can also be used for entering or editing data and formulas. 4. Name Box Located next to the formula bar, the Name Box displays the cell reference or the name of the active cell. 5. Row Numbers Rows run horizontally in a worksheet and are identified by a number in the row header. Together a column letter and a row number create a cell reference. Each cell in the worksheet can be identified by this combination of letters and numbers such as A1, F456, or AA34. 6. Sheet Tabs By default there are three worksheets in an Excel file. The tab at the bottom of a worksheet tells you the name of the worksheet - such as Sheet1, Sheet2 etc. Switching between worksheets can be done by clicking on the tab of the sheet you wish to access. Renaming a worksheet or changing the tab color can make it easier to keep track of data in large spreadsheet files. 7. Quick Access Toolbar This customizable toolbar allows you to add frequently used commands. Click on the down arrow at the end of the toolbar to display the available options.

8. Office Button Clicking on the Office Button displays a drop down menu containing a number of options, such as open, save, and print. The options in the Office Button menu are very similar to those found under the File menu in previous versions of Excel. 9. Ribbon The Ribbon is the strip of buttons and icons located above the work area in Excel 2007. The Ribbon replaces the menus and toolbars found in earlier versions of Excel. Excel Mouse Pointers Mouse Pointer Description Cross Pointer Function Used for selecting ranges of cells Used to copy cell contents to Fill Handle adjacent cells

Arrow Pointer

Used to move cell contents

Resizing Arrows

Used to change column widths

Resizing Arrows

Used to change row heights

Cursor

Used to edit cell contents in Formula Bar

Table 1. Types of Mouse Pointers in Microsoft Excel

5

Activity 1 Name: ___________________________ Year and Section: __________________ Score: ________________ Date: _______________

I. Choose the letter of the correct answer. 1. Computer programs that create and manipulate spreadsheets electronically. a. Word Processor b. Spreadsheet Programs 2. The first electronic spreadsheet. a. VisiCalc b. Lotus 1-2-3 3. The year Microsoft Excel was released. a. 1978 b. 1987 4. This is the cell with the black outline. a. Active cell b. Name Box c. Formula Bar d. Ribbon c. 1989 d. 1992 c. Microsoft Excel d. Microsoft Word c. Desktop publishing d. Adobe Photoshop

5. Displays a drop down menu containing a number of options, such as open, save, and print. a. Quick Access Toolbar b. Sheet Tabs c. Office Button d. Ribbon

6. Strip of buttons and icons located above the work area in Excel 2007. a. Ribbon b. Sheet Tabs c. Active Cell d. Quick Access Toolbar

7. A type of mouse pointer in Excel that is use for changing row heights and column widths. a. Cursor b. Resizing arrows c. Cross Pointer d. Fill Handle

8. A type of mouse pointer in Excel that is use for selecting range of cells. a. Arrow pointer b. Resizing arrows c. Cross Pointer d. Fill Handle

9. The mouse pointer use for editing cell contents in formula bar. a. Arrow pointer b. Cross Pointer c. Cursor d. Fill Handle

10. The mouse pointer use for moving cell contents. a. Arrow pointer b. Cross Pointer c. Cursor d. Fill Handle

II. Complete the missing parts of the Microsoft Excel window.

11. _____________________ 12. _____________________

13. _____________ 14. _____________________

15. _____________________

LESSON II - TYPES OF DATA AND FORMULAS There are three types of data use in Microsoft Excel: 1. Labels (text) are descriptive pieces of information such as names, months, or other identifying statistics, and they usually include alphabetic characters. 2. Values (numbers) are generally raw numbers or dates. 3. Formulas are instructions for Excel to perform calculations. Number Formats By applying different number formats, you can change the appearance of numbers without changing the number. A number format does not affect the actual cell value that Microsoft Office Excel uses to perform calculations. The actual value is displayed in the formula bar.

The following is a summary of the number formats that are available in Microsoft Excel: Format General Description This is the default number format that Excel applies when you type a number. For the most part, numbers that are formatted with the General format are displayed just the way you type them. However, if the cell is not wide enough to show the

entire number, the General format rounds the numbers with decimals. The General number format also uses scientific (exponential) notation for large numbers (12 or more digits). Number This format is used for the general display of numbers. You can specify the number of decimal places that you want to use, whether you want to use a thousand separator, and how you want to display negative numbers. Currency This format is used for general monetary values and displays the default currency symbol with numbers. You can specify the number of decimal places that you want to use, whether you want to use a thousand separator, and how you want to display negative numbers. Accounting This format is also used for monetary values, but it aligns the currency symbols and decimal points of numbers in a column. Date This format displays date and time serial numbers as date values, according to the type and locale (location) that you specify. Date formats that begin with an asterisk (*) respond to changes in regional date and time settings that are specified in Windows Control Panel. Formats without an asterisk are not affected by Control Panel settings. Time This format displays date and time serial numbers as time values, according to the type and locale (location) that you specify. Time formats that begin with an asterisk (*) respond to changes in regional date and time settings that are specified in Windows Control Panel. Formats without an asterisk are not affected by Control Panel settings. Percentage This format multiplies the cell value by 100 and displays the result with a percent

symbol. You can specify the number of decimal places that you want to use. Fraction This format display a number as a fraction, according to the type of fraction that you specify. Scientific This format displays a number in exponential notation, replacing part of the number with E+n, where E (which stands for Exponent) multiplies the preceding number by 10 to the nth power. For example, a 2-decimal Scientific format displays 12345678901 as 1.23E+10, which is 1.23 times 10 to the 10th power. You can specify the number of decimal places that you want to use. Text This format treats the content of a cell as text and displays the content exactly as you type it, even when numbers are typed. Special This format displays a number as a postal code (ZIP Code), phone number, or Social Security number. Custom This format allows you to modify a copy of an existing number format code. This creates a custom number format that is added to the list of number format codes. You can add between 200 and 250 custom number formats, depending on the language version of Excel that you have installed. Table 2. Number Formats in Microsoft Excel How Excel aligns the data according to its type: a. Label Excel aligns text to the left side of the cell. If the text is too wide to fit, it extends that data past the cell width if the next cell is blank. If the next cell is not blank, it displays only enough text to fit the cell width. Widening the column displays additional text.

10

b. Whole value If the data is a whole value, such as 34 or 5763, Excel aligns the data to the right side of the cell. c. Value with a decimal If the data is a decimal value, Excel aligns the data to the right side of the cell, including the decimal point, with the exception of a trailing 0. For example, if you enter 246.75, then 246.75 displays; if you enter 246.70, however, 246.7 displays. You can change the display appearance, column width, and alignment of data. d. Date If you enter a date, such 12/16, Dec 16, or 16 Dec, Excel automatically returns 16-Dec in the cell, but the Formula bar displays 12/16/2008. If a value displays as scientific notation (such as 1.2345E+11) or number signs (######), it means the value is too long to fit into the cell. You need to widen the column. Overview of Formula Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3 A formula can also contain any or all of the following: functions, references, operators, and constants.
11

Parts of a formula 1. Functions: The PI() function returns the value of pi: 3.142... 2. References: A2 returns the value in cell A2. 3. Constants: Numbers or text values entered directly into a formula, such as 2. 4. Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies. Using constants in formulas A constant is a value that is not calculated. An expression, or a value resulting from an expression, is not a constant. If you use constant values in the formula instead of references to the cells (for example, =30+70+110), the result changes only if you modify the formula yourself. Using calculation operators in formulas Operators specify the type of calculation that you want to perform on the elements of a formula. There is a default order in which calculations occur, but you can change this order by using parentheses. Types of operators There are four different types of calculation operators: arithmetic, comparison, text concatenation, and reference.
12

Arithmetic operators To perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers; and produce numeric results, use the following arithmetic operators. Arithmetic Operator + (plus sign) (minus sign) Meaning Addition Example 3+3 31 1 3*3

Subtraction Negation

* (asterisk)

Multiplication

/ (forward slash) % (percent sign) ^ (caret)

Division Percent Exponentiation

3/3 20% 3^2

Table 3. Arithmetic Operators in Excel Comparison operators You can compare two values with the following operators. When two values are compared by using these operations. Comparison Operator = (equal sign) > (greater than sign) < (less than sign) >= (greater than or equal to sign) Meaning Equal to Greater than Less than Greater than or equal to Example A1=B1 A1>B1 A1<B1 A1>=B1

13

<= (less than or equal to sign) <> (not equal to sign)

Less than or equal to Not equal to

A1<=B1 A1<>B1

Table 4. Comparison Operators in Excel The order in which Excel performs operations in formulas Calculation order Formulas calculate values in a specific order. A formula in Excel always begins with an equal sign (=). The equal sign tells Excel that the succeeding characters constitute a formula. Following the equal sign are the elements to be calculated (the operands), which are separated by calculation operators. Excel calculates the formula from left to right, according to a specific order for each operator in the formula. Operator precedence Excel performs the operations in the order shown in the following table. If a formula contains operators with the same precedence for example, if a formula contains both a multiplication and division operator Excel evaluates the operators from left to right. Operator : (colon) (single space) , (comma) % ^ * and / + and Negation (as in 1) Percent Exponentiation Multiplication and division Addition and subtraction Description Reference operators

14

&

Connects two strings of text (concatenation)

= <> <= >= <>

Comparison

Table 5. Operators Precedence Use of parentheses To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first. For example, the following formula produces 11 because Excel calculates multiplication before addition. The formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3 In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies the result by 3 to produce 21. =(5+2)*3 In the example below, the parentheses around the first part of the formula force Excel to calculate B4+25 first and then divide the result by the sum of the values in cells D5, E5, and F5. =(B4+25)/SUM(D5:F5)

15

Activity 2 Name: ___________________________ Year and Section: __________________ Score: ________________ Date: _______________

I. Fill in the blanks. Complete the following sentences. 1. A data type which is usually includes alphabetic characters is called ____________________. 2. Formulas are instructions for Excel to perform ______________________. 3. The default number format that Excel applies when a number is typed is called ___________. 4. The number format that allows the user to modify a copy of an existing number format code is called _________________________. 5. A formula in Excel always begins with an ___________________. 6. When two values are compared, it uses _____________________ operator. 7. There are four different types of calculation operators: comparison, text concatenation, reference and _______________________. 8. A_____________ is a value that is not calculated. 9. If the data is a decimal value, Excel aligns the data to the _____________ side of the cell. 10. Excel aligns text to the ______________ side of the cell.

16

LESSON III - USING FUNCTIONS AND NESTED FUNCTIONS IN FORMULAS Functions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure. Functions can be used to perform simple or complex calculations. The syntax of functions The following example of the ROUND function rounding off a number in cell A10 illustrates the syntax of a function.

Structure of a function 1. Structure. The structure of a function begins with an equal sign (=), followed by the function name, an opening parenthesis, the arguments for the function separated by commas, and a closing parenthesis. 2. Function name. For a list of available functions, click a cell and press SHIFT+F3. 3. Arguments. Arguments can be numbers, text, logical values such as TRUE or FALSE, arrays, error values such as #N/A, or cell references. The argument you designate must produce a valid value for that argument. Arguments can also be constants, formulas, or other functions.

17

4. Argument tooltip. A tooltip with the syntax and arguments appears as you type the function. For example, type =ROUND( and the tooltip appears. Tooltips only appear for built-in functions. Entering functions When creating a formula that contains a function, the Insert Function dialog box helps you enter worksheet functions. As you enter a function into the formula, the Insert Function dialog box displays the name of the function, each of its arguments, a description of the function and each argument, the current result of the function, and the current result of the entire formula. To make it easier to create and edit formulas and minimize typing and syntax errors, use formula autocomplete. After you type an = (equal sign) and beginning letters or a display trigger, Microsoft Office Excel displays below the cell a dynamic drop down list of valid functions, arguments, and names that match the letters or trigger. You can then insert an item in the dropdown list into the formula. Nesting functions In certain cases, you may need to use a function as one of the arguments of another function. For example, the following formula uses a nested AVERAGE function and compares the result with the value 50.

18

1. The AVERAGE and SUM functions are nested within the IF function. Valid returns When a nested function is used as an argument, it must return the same type of value that the argument uses. For example, if the argument returns a TRUE or FALSE value, then the nested function must return a TRUE or FALSE. If it doesn't, Microsoft Excel displays a #VALUE! error value. Nesting level limits A formula can contain up to seven levels of nested functions. When Function B is used as an argument in Function A, Function B is a second-level function. For instance, the AVERAGE function and the SUM function are both second-level functions because they are arguments of the IF function. A function nested within the AVERAGE function would be a third-level function, and so on. Using references in formulas A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are called links or external references.

19

The A1 reference style Refers to columns with letters (A through XFD, for a total of 16,384 columns) and refers to rows with numbers (1 through 1,048,576). These letters and numbers are called row and column headings. To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B and row 2. TO REFER TO The cell in column A and row 10 The range of cells in column A and rows 10 through 20 The range of cells in row 15 and columns B through E All cells in row 5 All cells in rows 5 through 10 All cells in column H All cells in columns H through J USE A10 A10:A20 B15:E15 5:5 5:10 H:H H:J

The range of cells in columns A through E and rows 10 through 20 A10:E20 Table 6. A1 Reference Style Making a reference to another worksheet In the following example, the AVERAGE worksheet function calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook.

20

Reference to a range of cells on another worksheet in the same workbook 1. Refers to the worksheet named Marketing 2. Refers to the range of cells between B1 and B10, inclusively 3. Separates the worksheet reference from the cell range reference Using names in formulas You can create defined names to represent cells, ranges of cells,

formulas, constant values, or Excel tables. A name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference, constant, formula, or table, each of which may be difficult to comprehend at first glance. The following information shows common examples of names and how they can improve clarity and understanding.
EXAMPLE TYPE Reference Constant Formula EXAMPLE WITH NO NAME =SUM(C20:C30) =PRODUCT(A5,8.3) =SUM(VLOOKUP(A1,B1:F20,5,FALSE), G5) EXAMPLE WITH A NAME =SUM(FirstQuarterSales) =PRODUCT(Price,WASalesTax) =SUM(Inventory_Level, Order_Amt) Table C4:G36 =TopSales06

Table 7. Using names in formulas

21

Types of names There are several types of names you can create and use. Defined name A name that represents a cell, range of cells, formula, or constant value. You can create your own defined name, and Excel sometimes creates a defined name for you, such as when you set a print area. Table name A name for an Excel table, which is a collection of data about a particular subject that is stored in records (rows) and fields (columns). Excel creates a default Excel table name of "Table1", "Table2", and so on, each time you insert an Excel table, but you can change the name to make it more meaningful. Creating and entering names You create a name by using the:

Name box on the formula bar. This is best used for creating a workbook level name for a selected range.

Create a name from selection. You can conveniently create names from existing row and column labels by using a selection of cells in the worksheet.

New Name dialog box. This is best used for when you want more flexibility in creating names, such as specifying a local worksheet level scope or creating a name comment.

22

NOTE: By default, names use absolute cell references. You can enter a name by:

Typing. Typing the name, for example, as an argument to a formula. Using Formula AutoComplete. Use the Formula AutoComplete drop-down list, where valid names are automatically listed for you.

Selecting from the Use in Formula command. Select a defined name from a list available from the Use in Formula command in the Defined Names group on the Formula tab.

Using array formulas and array constants An array formula can perform multiple calculations and then return either a single result or multiple results. Array formulas act on two or more sets of values known as array arguments. Each array argument must have the same number of rows and columns. You create array formulas in the same way that you create other formulas, except you press

CTRL+SHIFT+ENTER to enter the formula. Some of the built-in functions are array formulas, and must be entered as arrays to get the correct results. Array constants can be used in place of references when you don't want to enter each constant value in a separate cell on the worksheet. Using an array formula to calculate single and multiple results When you enter an array formula, Microsoft Excel automatically inserts the formula between { } (braces).

23

To calculate a single result. This type of array formula can simplify a worksheet model by replacing several different formulas with a single array formula. To calculate multiple results Some worksheet functions return arrays of values, or require an array of values as an argument. To calculate multiple results with an array formula, you must enter the array into a range of cells that has the same number of rows and columns as the array arguments. For example, given a series of three sales figures (in column B) for a series of three months (in column A), the TREND function determines the straight-line values for the sales figures. To display all of the results of the formula, it is entered into three cells in column C (C1:C3).

When you enter the formula =TREND(B1:B3,A1:A3) as an array formula, it produces three separate results (22196, 17079, and 11962), based on the three sales figures and the three months.

24

Activity 3 Name: ___________________________ Year and Section: __________________ Score: ________________ Date: _______________

I. Fill in the blanks. Complete the following sentences. 1. A _________________ are predefined formulas that perform calculations by using specific values. 2. The structure of a function is composed of structure, function name, argument tooltip and _____________________. 3. When creating a formula that contains a function, the ____________________ dialog box helps you enter worksheet functions. 4. To make it easier to create and edit formulas and minimize typing and syntax errors, use formula ___________________. 5. A collection of data about a particular subject that is stored in records (rows) and fields (columns) is called ______________________. 6. A name that represents a cell, range of cells, formula, or constant value is called __________________. 7. A ____________________ identifies a cell or a range of cells on a worksheet. 8. An _____________________ formula can perform multiple calculations and then return either a single result or multiple results.

25

9. When you enter an array formula, Microsoft Excel automatically inserts the formula between _______________________. 10. The ____________________separates the worksheet reference from the cell range reference.

26

REFERENCES: Lesson I http://spreadsheets.about.com/od/tipsandfaqs/f/excel_use.htm http://www.webopedia.com/TERM/S/spreadsheet.html http://spreadsheets.about.com/od/excel101/ss/excel_2007_scre.htm http://www.computergaga.com/excel/2007/foundation/creating_a_workbook/mouse_poin ters.html Lesson II http://spreadsheets.about.com/od/excel101/ss/enter_data_6.htm http://www.dummies.com/how-to/content/getting-to-know-excel-2007s-data-types.html Microsoft 2007 help

Lesson III http://office.microsoft.com/en-us/excel-help/overview-of-formulas-HP010081865.aspx

27