Spreadsheets...

Are programmes used to perform mathematical, statistical, financial and analytically related tasks. They attempt to simulate
real life models of either a statistical financial or mathematical models like Budgeting, Break-Even Analysis, Profit
and Loss Statements, Balance Sheets and Forecasting etc.

Within the Spreadsheet industry Microsoft Excel stands out above other competitors like Lotus 123, Quattro Pro,
Microsoft Works, Multi Plan etc.

Terms of Reference.

Workbook:
This is a term used to refer to a single file within the excel spreadsheet. Typically, all unsaved files in
Microsoft Excel will be given a generic name, e.g. Book1, Book2, Book3 ... Book n where n is a number.

Worksheet:
This is the working area within a workbook. It consists of a grid of rows and columns; the rows are
identified by numbers while the columns with alphabetical letters. Generally Microsoft Excel comes with a
minimum of three Worksheets, however users have the ability to add and remove any existing ones.

Cell:
The point of intersection between a column and a row forms a cell; a cell is the actual data entry position
within the work sheet. It is uniquely identified by the coordinates of its column and row headings e.g. the
first cell is termed as A1 (column A, row 1) the contents of a cell can be either of the following:

1. Text, Narratives or Labels. e.g. EXPENSES, JAN, PROFITS/LOSS etc.

2. Values, Numbers e.g. 145, 45,000, $ 5,600 etc.
3. Formulas e.g. =A2+A3, =B3*C5, =SUM(A2:A9)
NB: All formulas are preceded by the Equal Sign (=)

Range:
This is a term that refers to a group of cells selected together. It is formed by the coordinates of the first cell
(top, left) address within the selection, separated by a full colon (:), ending with the address of the last cell
within the selection (bottom, right).
NB: Ranges are only used within a formula. e.g. =SUM(B3:B9), =MAX(B3:F9), =AVERAGE(B3:G14) etc.

Workbook/Worksheet Management

As earlier described, the worksheet provides the actual working area within the Workbook. It thus follows that the
user will make use of them every time a workbook is accessed. The following properties can be performed to
worksheet:-

Selection of Worksheets
To select a single worksheet, simply click on the tab name. However for more than one sheet, click the first one, for
additional ones, hold down the CTRL key and click any more additional sheets at random. To deselect them, repeat
the procedure with CTRL key held down. For a consecutive group use the SHIFT key instead.

Creation of Worksheets
To create a new worksheet, from the insert menu, choose worksheet

Deletion of Worksheets
Select the worksheet(s) of interest, and from the edit menu, choose the delete sheet command NOT delete.
Confirm appropriately.
NB: the procedure is none reversible

Page 1
Renaming Worksheets
Select the worksheet of interest and from the format menu, choose sheet, and click the rename command.
TIP: You can also rename by simply double clicking the tab name (sheet name), typing the new name and pressing
enter key.

Saving Workbooks
From the file menu, choose save as command, type a name for the file, specify the location to save the file, then
click save command button.
NB: to update changes to your workbook, from the same menu (file), click save command.

Moving Worksheet(s)
Select the sheet(s) of interest, from the edit menu, click the move/copy sheet command. Specify the location to
place the moved sheet in terms of being within the same workbook, or to a different workbook, in which case both
books must be opened concurrently. Once the location is specified, further specify the relative position in relation
to other sheets on the new location and click OK.
TIP: you can also drag the selected sheet(s) to the new position (but only while moving within the same workbook)

Copying Worksheet(s)
Select the sheet(s) of interest, from the edit menu, click the move/copy sheet command. Specify the location to
place the moved sheet in terms of being within the same workbook, or to a different workbook, in which case both
books must be opened concurrently. Once the location is specified, further specify the relative position in relation
to other sheets on the new location. Now click the create copy check box and click OK.
TIP: you can also drag the selected sheet(s) to the new position while holding down the CTRL key (but only while copying
within the same workbook)

Formulas

1. Addition in Cells/Range
=A1+A2 adds the contents in cells A1 and A2
=SUM(A3:A10) this also adds the cell contents found on the range A1 to A10

2. Subtraction in Cells
=A1-A2 subtracts the contents in cells A1 from those in A2
3. Division in Cells
=A1/A2 divides the contents in cells A1 with those in cell A2
4. Multiplication in Cells
=A1*A2 multiplies the contents in cells A1 with those in cell A2
=PRODUCT(A1:A2) multiplies the contents found on the range A1to A2
5. Power in Cells
=A1^2 raises the contents in cells A1 to the power of two i.e. squares it
=A1^3 raises the contents in cells A1 to the power of three
(Turn to page 12 and create the Practical Exercise)
More Formulas

6. Average Function - (Mean score)

=AVERAGE(A1,A2, A4 ) Finds the mean within the cells A1, A2 and A4
=AVERAGE(A3:A10) Finds the mean of cells in the range A3 to A10

7. Max Function - (Returns the cell with the Highest value)

=MAX(A1,A2, A4 ) Finds the highest value within the cells A1, A2 and A4
=MAX(A3:A10) Finds the highest value on the cells found in the range A3 to A10

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 8. Min Function - (Returns the cell with the Lowest value)
=MIN(A1,A2, A4 ) Finds the lowest value within the cells A1, A2 and A4
=MIN(A3:A10) Finds the lowest value on the cells found in the range A3 to A10

9. Count Function - (Count of cells with values in them)

=COUNT(A1,A2, A4 ) Finds the count of cells with values in the range A1, A2 and A4
=COUNT(A3:A10) Finds the count of cells with values in the range A3 to A10

10. Median Function - (Most frequently occurring value)

=MEDIAN(A1,A2, A4 ) Finds the median within the cells A1, A2 and A4
=MEDIAN(A3:A10) Finds the median of cells in the range A3 to A10

11. Mode Function - (Middle number)

=MODE(A1,A2, A4 ) Finds the mode within the cells A1, A2 and A4
=MODE(A3:A10) Finds the mode of cells in the range A3 to A10

12. Standard Deviation Function (Standard Deviation)

=STDEV(A1,A2, A4 ) Finds the standard deviation within the cells A1, A2 and A4
=STDEV(A3:A10) Finds the standard deviation of cells in the range A3 to A10

Other Formulas

13. IF Statement…
This is an Excel formula used to evaluate the contents of a single cell, compares the contents of this cell
against a given value or statement, to return a TRUE value, statement or formula if tested condition is
positive; alternatively it returns a FALSE statement, value or formula if tested condition is negative.

Syntax

CELL Value or TRUE FALSE

Statement Value, Value,
=IF ( to be
analyzed
o
Operator
= Equal
to compare
against
, “Statement” or
formula
, “Statement” or
formula
)
o > Greater Than
o >= Greater Than or Equal to
o < Less Than
o <= Less Than or Equal to
o <> Not Equal to

Example I: - (With Solution)

To determine the age status of students, create a column called AGE STATUS, and using the IF statement
compare their ages against the value 18. If they are 18 and above, it should return ADULT else, failure should
return MINOR
(Assuming cell under analysis is A3)
Solution Example I:
=IF(A3>=18, “Adult”, “Minor”)

Example II: - (Self Attempt)

Create a column called NEXT CLASS, and using the IF statement analyze the student’s AVERAGE scores,
compares them against the value 65, If they are equal to or above, it should return PROCEED else, failure should
return REPEAT.

14. Nested IF Statement

This unlike the standard IF statement, evaluates the contents of a single cell, compares the contents of
this cell against several given values or statements, to return several TRUE values, statements or
Page 3
 formulas if tested condition is positive; alternatively it returns a single FALSE statement, value or
formula if tested condition is negative.
Example III - (With Solution)
Age Groups
To determine the age group status of students, create a column called AGE
GROUP, and using the Nested IF statement compare their ages against the >= 60 Old Man
>= 35 Middle Aged
values alongside:-
>= 20 Youth
>= 13 Teenager
Solution Example III: >= 7 Toddler
<7 Infant
(Assuming cell under analysis is A3)

=IF(A3>=60, “Old Man”, IF(A3>=35, “Middle Aged”,

IF(A3>=20, “Youth”, IF(A3>=13, “Teenager”, IF(A3>=7,
“Toddler”, “Infant”)))))
NOTE:

‰ The TRUE and FALSE statements are the only ones enclosed in quotes; where a value or
formula is used, no quotes
‰ The last item within the IF statement is NEVER analyzed as it come by default on the
failure of all the tested conditions
‰ The Nested IF statement can only analyze with up to a Maximum of 7 (seven) IF Statements.

Example IV: - (Self Attempt)

Create a column called GRADE, and using the Nested IF statement analyze the student’s AVERAGE scores,
compares them against the pre-rated grades which could either be DISTINCTION, CREDIT, PASS or FAIL.
NB: You have to sit down and work out your ranges for the appropriate grades

15. Logical IF Statements Logical Operators

These make use of Logical
Operators like OR, AND & NOT 1. AND ............. ALL tested conditions MUST be met for the True
to evaluate cell contents. Value, Statement or Formula to come

2. OR............... the True Value, Statement or Formula comes if

ANY of the tested conditions returns positive.

IF(AND) Statement
This Logical IF statement, evaluates the contents of several cells Maximum of 30, compares the contents of
these cells against several given values or statements, to return a single TRUE value, statement or formula if
tested conditions are ALL positive; alternatively it returns a single FALSE statement, value or formula if
ANY of the tested conditions returns negative.
Example V: - (With Solution)
To determine the students who qualify to get a prize, the school’s management has stipulated that the following
conditions must be met: (this should be done on a new column titled PRIZE)
Conditions If ALL conditions stipulated are met, it should return
the prize as the student’s average multiplied by 100;
Mathematics ............................... > 65
however, failure on any should return No Prize.
English ..................................... > 70
Age.......................................... >=18
Average ..................................>= 68

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Solution Example V: (Assuming Mathematics is in Cell C3, English is in Cell B3, Age is in Cell A3 and
Average is in Cell G3)
=IF(AND(C3>65,B3>70,A3>=18,G3>=68), G3*100, “No Prize”)

Example VI: - (Self Attempt)

Kenya College of Accountancy is offering Scholarship to sponsor students to pursue Graduates Diploma IMIS
Programme, however to qualify for the scholarship, students must meet the following conditions stipulated by the
donors: (this should be done on a new column titled SCHOLARSHIP)

Conditions If ALL conditions stipulated are met, it should return the

Scholarship as the student’s average multiplied by 3000;
Mathematics................................ > 80 however, failure on any should return No Scholarship.
English ......................................> 85
Physics .................................... >= 70
Biology ......................................> 65
Age .......................................... >=25
Average .................................. >= 75

IF(OR) Statement
This Logical IF statement, evaluates the contents of several cells Maximum of 30, compares the contents of
these cells against several given values or statements, to return a single TRUE value, statement or formula if
ANY of the tested conditions is positive; alternatively it returns a single FALSE statement, value or formula
ONLY if ALL of the tested conditions return negative.
Example VII - (With Solution)
To determine the students who qualify to go for a tour, the school’s management has decided that any of the
following conditions should be met: (this should be done on a new column titled TOUR)

Conditions If ANY of the conditions is met, it should

return the Granted; however, failure on
Mathematics ............................... > 85 ALL should return Denied.
Age.......................................... >=18
Average ...................................>= 60

Solution Example VII: (Assuming Mathematics is in Cell C3, Age is in Cell A3 and Average is in Cell G3)

=IF(OR(C3>85,A3>=18,G3>=60), “Granted”, “Denied”)

Example VIII: - (Self Attempt)

Kenya College of Accountancy has a student body known as STUKCA. This body is entirely run by students,
representing their rights and grievances to the management. The Student leader is elected to this post through
Student Election, and should at least meet any of the following college regulations:- (this should be done on a new column
titled STUKCA)

Conditions If ANY condition stipulated is met, it should

return the Possible Candidate; however, failure
Mathematics................................ > 80 on ALL should return Did Not Qualify.
Age .......................................... >=25
Average .................................. >= 83

…End of Topic…
Page 5
Cell Referencing…

Sometimes you may wish to copy a formula and have the formulas references change in relation to the new location
(relative cell referencing.), while on other occasions you may copy a formula and have the cell references remain fixed to
the original location (Absolute cell referencing). Both of these are possible through Excel’s cell referencing feature.
Excel offers three different types of cell referencing:-

(a) Relative cell referencing (b) Absolute cell referencing (c) Mixed cell referencing

Relative Cell Referencing

This is default cell referencing for formulars copied within the same worksheet or workbook. Ideally, such
formulars will adjust its cell references in relation to the new location eg if cell C3 had the following formula
= A3 + B3
When copying such a formula down a column would result in the following:-

C3 ................................ = A3 + B3
C4 ................................ = A4 + B4
C5 ................................ = A5 + B5
C6 ................................ = A6 + B6
Where n is the row number
Cn ................................ = An + Bn

However the picture would be as follows if the formula were copied across the rows.
C3 ................................ = A3 + B3
D3 ................................ = B3 + C3
E3 ................................ = C3 + D3
F3 ................................ = D3 + E3

Exercise I - (Relative Cell Referencing)

ABC COOKING FAT DISTRIBUTORS

FIRST
PRODUCTS JAN FEB MAR
QTR
Kimbo 210 (a) 219 (b) 194 (c) =a+b+c≈d
Kasuku 312 296 280
Elianto 114 200 160
Chipo 125 138 120
TOTAL

ANNUAL SALES
=d×4

TOTALS

Page 6
Absolute Cell Referencing.
In this type of cell referencing the formula’s cell referencing remain fixed or rather constant, pointing the cells
originally copied from. Distinctively, these formulars are preceded by a dollar sign before both the column and row
headings, for example, using the same formula, if the cell A3 were to be made absolute, it would look as follows:

=$A$3 + B3
The absoluteness if created while developing the formula, by pressing
Absolute Cell Relative Cell F4 function key, which cycles between the different cell references.
Referencing Referencing

When copying such a formula down a column, the result would be as follows:-

C3................................. $A$3 + B3
C4................................. $A$3 + B4
C5................................. $A$3 + B5
C6................................. $A$3 + B6
Where n is the row number
Cn................................. $A$3 +Bn

i.e. the formula’s cell referencing is fixed and thus acts as a constant, pointing to the same original location.
However, when copied across the rows, the following would be observed.
C3................................. $A$3 + B3
D3................................. $A$3 + C3
E3................................. $A$3 + D3
F3................................. $A$3 + E3

This kind of cell referencing is used where the cell’s contents is to be used as a constant.

Exercise II - (Absolute cell referencing)

ABC COOKING FAT DISTRIBUTORS

VAT 18% (a)
DISCOUNT 5% (b)
BUYING SELLING DISCOUNTED
PRODUCTS VAT (d)
PRICE (c) PRICE (e) PRICE (f)
Kimbo 210 =c×a =c+d = e – (e × b)
Kasuku 198
Elianto 199
Chipo 200
Totals

Exercise III - (Absolute cell referencing)

Pie 3.14 (a)

PLOT’S RADIUS (b) AREA (c) PERIMETER (d)

200 = a × b ^2 =2×a×b
643
1,750
2,160

Page 7
Exercise IV - (Absolute cell referencing)

CURRENCY DOLLAR POUND DM RUPEES

EXCHANGE
RATE 78.69 (b) 124.17 (c) 44.62 (d) 1.86 (e)

100,500 (a) =a/b =a/c =a/d =a/e

1,200,700

2,653,300

3,500,214

9,400,611

Mixed Cell Referencing.

In this kind of cell reference either the column or the row identifier remains fixed, but not both. Thus while still
referring to the previous formula with the cell A3 being mixed referenced, then it would appear as follows:-

= $A3 + B3 = A$3 + B3
Mixed Cell Relative Cell OR Mixed Cell Relative Cell
Referencing Referencing Referencing Referencing

As indicated, in the first formula (= $A3+B3), the column A is fixed, while the row 3 is free. Thus when such a
formula is copied down a column, it would change as follows:-
C3................................. $A3 + B3
C4................................. $A4 + B4
C5................................. $A5 + B5
C6................................. $A6 + B6
Where n is the row number

Cn................................. $An + Bn

However, the formula would adjust as follows when copied across rows:-
C3................................. $A3 + B3 Note:
D3................................. $A3 + C3 The column A is fixed, thus it cannot change, when
E3................................. $A3 + D3 copied to other columns, however, it will change if
F3................................. $A3 + E3 copied to other rows
.
On the second formula (=A$3 + B3), the row 3 is fixed, while the column A is free. Thus when such a formula is
copied down a column, it would adjust as follows:-
C3................................. A$3 + B3
C4................................. A$3 + B4
C5................................. A$3 + B5
C6................................. A$3 + B6 Where n is the row number

Note:
Cn................................. A$3 + Bn Here the row is fixed, thus the formula will not
change when copied to any other rows. However, in
The same formula, when copied across rows, will adjust as other columns it will adjust appropriately.
follows:-

C3................................. A$3 + B3
D3................................. A$3 + C3
E3................................. A$3 + D3
F3................................. A$3 + E3

Page 8
Exercise V - (Mixed Cell Referencing)

Loan/Rates 5% 8% 10% 12% 18% 21%

50,000

79,000

125,000

210,000

340,000

550,000

You can also retry Exercise IV, though applying Mixed cell referencing.

…End Of Topic…
Create a Charts

1. Select the range of cells that contain the data you want to use for your chart.
2. The range must include the column headings, and row headings.

NB: If the area to be charted has some cells to be exclude, use the CTRL key
for non-continuous selection.

3. Now click Chart Wizard icon . Or from Insert Menu, choose Chart
4. Follow the instructions in the Chart Wizard.

ƒ Choose the type of chart of interest, and within your chosen chart, select the relevant subset
NB: Choice of chart may be selected from the Standard Side or Custom Side
ƒ You may preview the chart by pressing hold to view sample button otherwise

Click Next
ƒ On the next screen, you may redefine the chart area to include or exclude certain data
sections.
ƒ You can also analyze you data in Columns or Rows otherwise

Click Next
ƒ Provide the following attributes:-
1. Chart Title
2. X and Y axis (Where applicable 2nd X and 2nd Y or even the Z axis)
3. You may Remove or Add Gridlines i.e. Major and Minor one for both X and Y Axis
4. Decide the Position of the Legend
5. For Pie Charts Provide the Data labels

Click Next
ƒ Specify a location for the Chart i.e. as a New Sheet or as an Object within one of your
Worksheets

Click Finish

Page 9
Exercise I - (Column Chart)
Highlight the column heading Student, to the name of the last student (Jane), hold CTRL
key and Click the headings Mat, Eng and Swa, drag to select the entry for the last student’s
Swa score (43). From this create a Column Chart, with the relevant Titles and Axis
provided.

Solution Exercise I - (Solution Chart)

Student's Performance Analysis on the Core Subjects

100
Marks

Mat
90
Eng
80
Swa
70

60

50

40

30

20

10

0
David Fred Mike Ann Linet Mary Paul Peter Janet Jane
Student
Exercise II - (Line Chart)
Now highlight the column heading Student, to the name of the last student (Jane), hold
CTRL key and Click the headings Phy, Che and Bio, drag to select the entry for the last
student’s Bio score (69). From this create a Line Chart, with the relevant Titles and Axis
provided.

Solution Exercise II - (Solution Chart)

Student's Performance Analysis on the Science Subjects

100
Marks

90

80

70

60

50

40

30

20

10 Phy Che Bio

0
David Fred Mike Ann Linet Mary Paul Peter Janet Jane
Student

Page 10
Exercise III - (3D Pie Chart)
Now highlight the column heading Mat, to the name of the last subject (Bio), hold CTRL
key and Highlight the Averages for these subjects on the relevant row. From this create a 3D
Pie Chart, with the relevant Title and Data Labels.

Solution Exercise III - (Solution Chart)

Subject Performance Analysis by Average

Bio Mat
18.14% 17.44%

Eng
Che 15.04%
16.57%

Phy
17.84%
Swa
14.97%

Exercise IV - (Self Attempt)

You have been provide with the following data, from this create a Chart, the chart must include both dataset
within one chart. No particular chart has been stipulated, hence your choice of chart has to be justified later at the
end of the exercise. Provide ALL the relevant Titles and Axis, Legend.
TIP: Custom type

City Temp Rainfall

Nairobi 21 2100
Cairo 28 1500
Dakar 32 750
Beijing 14 1200
Kampala 20 2600
Monrovia -6 1650
London 8 1800

Page 11
Practical Exercise

Total Average Standard

Student Age Mat Eng Swa Phy Che Bio Highest Lowest Mode Median Subjects
Marks Mark Deviation
David 18 78 45 34 66 47

Fred 15 45 56 56 67 12 46

Mike 12 53 26 57 58 48 82

Ann 16 62 57 35 39 86 80

Linet 25 55 90 28 82 80

Mary 20 84 62 49 55 47 45

Paul 17 69 67 56 46 55

Peter 32 35 63 66 72 66 58

Janet 15 24 0 35 76 64 33

Jane 17 67 45 43 68 38 69

Average

Highest

Lowest

Mode

Median

Attendance

Standard
Deviation

For
ƒ HIGHEST use MAX Function ƒ MODE use MODE Function
ƒ TOTAL use SUM Function
ƒ LOWEST use MIN Function ƒ MEDIAN use MEDIAN Function
ƒ AVERAGE use AVERAGE Function
ƒ SUBJECTS use COUNT Function ƒ ATTENDANCE use COUNT Function
ƒ STANDARD DEVIATION use STDEV
Function
Page 12