Introduction to Computers and

Information Technology

Chapter 7: Spreadsheet Software

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 Spreadsheet Software

• A spreadsheet is a program that processes

information that is set up in tables.

• Spreadsheets can be used to:
calculate numbers and show the result.
calculate new results when the numbers are
changed.
create charts to display data.

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 Spreadsheet Software

• When you use a spreadsheet program, your data

goes into a special kind of document called a
worksheet, a grid made of vertical columns and
horizontal rows.
• Each column and row meets to make a box called
a cell.
• Each cell in the grid is identified by a unique
name—its cell address.

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Spreadsheet software examples

OpenOffice Calc
Desktop
Microsoft Office Excel

Google Sheet
Online
Microsoft Excel 365

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Parts of a Worksheet

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 Parts of a Worksheet

• The active cell is the cell currently in use.

• The cell identifier is an area that shows the cell address of the cell that is
active.
• The formula bar displays what you type.
• Scroll bars allow you to see another part of the worksheet.
• Worksheet tabs switch between worksheets.
• The status bar shows messages from the program.

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 Formulas vs Functions

• Formulas are mathematical expressions. In a spreadsheet, most formulas

reference the data entered in one or more cells.
• = A13 + B13 + D10

• Functions are built-in formulas for performing calculations, such as

addition, in a table.
• SUM
• Average
• MAX
• MIN
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 Entering Data

• You can enter three types of data in a worksheet: values, labels, and dates
and times.
• A value is a number, such as a whole number, a fraction, or a decimal.
• A label is text or a combination of numbers and text.

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 Editing

• You can edit cell data by clicking the desired cell and then clicking in the
formula bar and making the change.
• You can move or copy data using the Cut and Paste commands.
• You can remove data by selecting the cell and pressing delete, or by using
the Edit menu.
• You can format data by changing text to bold or italic type, for example.
• You can sort data to list rows alphabetically or numerically, and you can
filter data to show only the rows that match the criteria you select.

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 Formatting and Managing Worksheets

• The first step in formatting is to select the cells to format.

• When you click a cell and drag the mouse over additional cells you want to
select, this defines a range, or a group of cells next to each other.

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 How to Format

• In some programs you make formatting changes using a toolbar or Ribbon

In other programs, you use a Format menu.
• You can adjust data formats such as font, point size, font style, color, or
alignment.
• You can adjust number formats. Examples include currency, decimal, or
percentage.
• You can adjust cell formats by giving them color backgrounds or thicker
border lines.

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 Adjusting Columns and Rows

• To add columns or rows, go to the Insert menu and

select Column or Row.
• To delete a column or row, click the heading in the
worksheet’s frame. In the Edit menu, select Delete.
• You can make columns wider or narrower or rows
taller or shorter to fit data. Drag the right edge of the
column’s heading left or right. To change row height,
drag the lower edge of the row’s heading up or
down.

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 Using Multiple Worksheets

• In most spreadsheet programs, a file holds

several worksheets. They are arranged like
pages in a book. Each worksheet is
represented by a worksheet tab in the lower-
left corner of the screen. Clicking one of these
tabs opens that worksheet.
• You can move worksheets within a file or from
one file to another.

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 Automatic Spreadsheet Features

• With the automatic data entry feature (often called AutoFill), you can enter
many kinds of data series in a set of cells. A data series is a set of data that
changes by a constant value.
• The number by which each value increases is called the increment. If a
series decreases, the value by which it becomes smaller is called the
decrement.

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 Automatic Charting

• A powerful automatic tool of spreadsheet programs is the chart-creating

feature. The program takes the data from a worksheet and transforms it
into a chart.

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 Excel functions

Function Description Example

SUM Adds values =SUM(A2:A10)

AVERAGE Return the arithmetic mean =AVERAGE(A1:A20)

MAX Returns the largest value in a set of values =MAX(A2:A6)

MIN Returns the smallest number in a set of values =MIN(A2:A6)

TODAY Give you Today's date =TODAY()

NOW Give the current time =NOW()

COUNT Counts the number of cells that contain numbers =Count(A2:A10)

COUNTA Counts the number of cells that are not empty in a range =CountA(A1:A20)
IF Allows you to make logical comparisons between a value =IF(C2=”Yes”,1,2)

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 Microsoft Office – Excel 365
The Saudi Electronic University
provides access to Office 3. Click the Excel app to start.
applications via e-mail

1. Login to your Saudi Electronic

University email.
2. In the top of your email you can find
all apps that provide to you for free.

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 Excel 365 - Create a new workbook

Create a new blank workbook or choose from templates

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 Excel 365 - Save and open a workbook

Save a workbook:
• From File tab.
• Select Save As.

Open a workbook:
• From File tab.
• Select Open.

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 Excel 365 – Share a workbook

Share a workbook:
1. Select the Share button.
2. Enter email addresses of the
people you want to share with.
3. Make choices for permission you
want to allow.
4. Type a message if you want, and
click Send.

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 Home tab

Home tab provides many features to users, including the following:

• Change font type – size and color. • Options to change the number type.
• Set text format like (bold - underlined - • Worksheet style.
highlighting). • Apply filter.
• Align text (left – center - right ). • Find or replace.

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 Insert tab

• Tables : organize the data.

• Illustrations : insert pictures, shapes.
• Charts : helps you visualize the data in
graphical format.
• Filters.
• Hyperlink.
• Symbols. 22
 Page Layout tab

• Themes : allow you to change the style and visual look of excel.
• Page Setup : used along with printing an excel sheet.
• Sheet Options.

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 Formulas tab

• Function Library : contain all the formulas that one uses in excel.
• Formula Auditing : for auditing the flow of formulas.
• Calculations.

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 Data Tab

• Get External Data : to import external data from various sources.

• Sort and filter.
• Outline : using the Group and Ungroup options.

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 Review Tab

• Proofing : spell checks in the excel sheet.

• Language : translate your excel sheet from English to any other language.
• Comments : add note for important cells.
• Changes : keep track of the changes that are made. Also, you can protect the
worksheet or the workbook using a password.

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 View Tab

• Workbook Views : the viewing option of the excel sheet.

• Show to show or not show Formula bars, grid lines or Heading.
• Zoom.

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 Excel for Windows training

https://support.office.com/en-ie/article/excel-for-windows-training-9bc05390-
e94c-46af-a5b3-d7c22f6990bb
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 For practice using Excel features

Take a tour
The following file contains a lot of
exercises about using formulas and
functions in Microsoft Excel you can
download it
https://omextemplates.content.office.net/support/te
mplates/en-us/tf16400656.xltx

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