SPREADSHEETS
WHAT IS A SPREADSHEET
An electronic spreadsheet is a program which organises
information into rows and columns so that it can be
manipulated easily. It is generally used for numerical data.
ADVANTAGES OF USING SPREADSHEETS
• Allows for automatic calculations to be done by using formulae, so that if a value changes
the calculation automatically recalculates.
• Calculations are error free
• You can format the worksheet into a professional looking document.
• You can move or copy sections of a worksheet to another area of the worksheet or
another worksheet.
• Insert or delete rows or columns at any position in the worksheet.
• Sort and filter the entries in the worksheet.
• Create graphs and charts from the data.
SPREADSHEET BASICS
• Rows – these run left to right horizontally and their position is designated by a number.
• Columns – these run from top to bottom vertically and their position is designated by a
letter.
• Cells – these are rectangle boxes formed from the intersection of a row and a column.
Each cell in the spreadsheet is identified by a cell address or cell reference e.g B6 means
the cell is in Column B and row 6.
• Range – identifies a rectangular block of cells e.g B6: E6
• Worksheet – a single page in a spreadsheet file.
• Workbook – Contains one or more worksheets in a spreadsheet file.
TYPES OF DATA
• Labels – these refer to text in the spreadsheet.
• Values – this refers to numbers that can be used in a formula.
• Formulae – A formula is like a mathematical equation. It is
important to note that all formulae begins with an = sign.
OPERATORS USED IN FORMULAE
• Addition +
• Subtraction –
• Multiplication *
• Division /
• Exponentiation ^ (raising to a power)
SUM FUNCTION
There are three ways to add in a spreadsheet:
• Using + e.g. = B3 + C3 + D3 + E3
• Using the SUM function e.g = SUM (B3: E3)
• Using AutoSum function
SPREADSHEET FUNCTIONS
Function Meaning Example
SUM Adds the values of a range of cells =SUM(B2:E2)
SUMIF Adds the values of a range of cells that meets a =SUMIF (B2:E2,”>20”)
condition.
AVERAGE Finds the average value in a range of cells =AVERAGE (B2:E2)
MAX Finds the highest value in a range of cells =MAX (B2:E2)
MIN Finds the lowest value in a range of cells =MIN (B2:E2)
COUNT Finds how many values are in a range of cells =COUNT (B2:E2)
COUNTA Finds how many labels are in a range of cells =COUNTA (A2:A9)
COUNTIF Finds the number of values that meets a =COUNTIF (A2:A9, “>20”)
condition in a range of cells.
DATE Inserts today’s date =TODAY ()
=NOW ()
=DATE (year,month,day)
INSERTING/DELETING A ROW OR COLUMN
To insert a row/column first highlight the row or column where you want to insert
the row then click Insert row above or below / column above or below.
To delete a row or column highlight the row or column you want to delete, right
click and delete.
CHARTS AND GRAPHS
To create a graph or chart, first highlight the data you want to use to for the chart and then
click on Insert and then Chart and choose the chart type. The following Charts can be
created in Spreadsheets:-
• Column / Bar Graph
• Pie Chart
• Line Chart
• Scatter Graph
SORTING
In order to sort, first highlight the table or column you wish to sort.
• You can sort the data in ascending order A to Z button
• You can sort the data in descending order Z to A button
• You can create a filter with a condition
THE IF FUNCTION
The IF function is used for making decisions, it tests for a condition and performs one of
two calculations.
Operations used for comparison include :-
Equal =
Not equal to <>
Less Than <
Less Than or equal to <=
Greater Than >
Greater Than or equal to >=
SYNTAX OF IF OPERATOR:-
=IF (condition, true, false)
Example:-
If mark is greater than 50, output the word “Pass” otherwise output “Fail”.
The formula to accomplish the above in spreadsheets (if mark is in B4) is:-
=IF (b4>50,”Pass”,”Fail”)
RELATIVE ADDRESSING
A relative address is used in a formula and is adjusted automatically if the
formula is copied to another cell. Every time we use fill handle (the black
cross at the bottom right hand corner of the cell) to copy a formula relative
addressing is used. Eg. If we copy the formula =A2 + A3 in cell A4 and it is
copied in B4 it automatically copies the formula to the next cell and would
become =B2 + B3.
ABSOLUTE ADDRESSING
This refers to one particular cell address and that should not be changed or adjusted when the
formula is copied to another cell using fill handle. We do this by using a dollar sign before and
after the column letter of the cell address e.g $B$1.. If we want to find 5% of price, we want to
keep multiplying price by 5% which is in B1. Price starts at A2 and ends at A8. In B2 we place
the formula = A2 * $B$1 (to calculate 5% of price). We can then fill handle to A8.
RANK
This returns a number in relation to a list of numbers e.g the highest number in a list of
numbers would return 1.
Syntax of RANK
= RANK (number, range)
Example: If we want to rank A2 in a list of marks from A2:A9 then the formula would be:
=RANK (A2,$A$2:$A$9)
Note the range should remain the same when you fill handle so we use absolute addressing.
THE END.
