Spreadsheet

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Spreadsheet Software
Spreadsheet software is a software application capable of organizing, storing and
analyzing data in tabular form.
It can also have multiple interacting sheets with data represented in text, numeric or in
graphic form.
The application can provide digital simulation of paper accounting worksheets.
Spreadsheet software is also known as a spreadsheet program or spreadsheet application.
Features of Microsoft Excel
Pivot Table
PivotTable summaries large amounts of Excel data from a database that is formatted
where the first row contains headings and the other rows contain categories or values.
The way the data is summarized is flexible but usually the Pivot Table will contain values
summed over some or all of the categories.
A pivot table in Excel allows us to extract the significance from a large, detailed data set.
A pivot table is a table of statistics that summarizes the data of a more extensive table
(such as from a database, spreadsheet, or business intelligence program.
Conditional Formatting
Conditional formatting, as its name suggests, changes the format of a cell dependent on
the content of the cell, or a range of cells, or another cell or cells in the workbook.
Conditional formatting helps users to quickly focus on important aspects of a s preadsheet
or to highlight errors and to identify important patterns in data.
Conditional formats can apply basic font and cell formatting such as number format, font
color and other font attributes, cell borders and cell fill color.
Sorting and Filtering

Excel spreadsheets help us make sense of large amounts of data. To make it easier to find
what you need, you can reorder the data or pick out just the data you need, based on
parameters you set within Excel.
Sorting and filtering data will save time and make spreadsheet more effective.
Basic Math
At the heart of any Excel spreadsheet are the numbers within the data.
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Using basic math functions to manipulate those numbers is one of the features that makes
Excel so powerful.
Simple calculations can be entered into the formula bar in Excel just as they would be
written on paper.
As with all formulae in Excel, start a calculation with the = sign.
Mixed Type Charts
Mixed type or combo (combination) charts combine two styles of charts, such as Excel’s
column chart and line chart.
This format can be helpful for displaying two different types of information or a range of
values that varies greatly.
Cell References:
Relative cell Reference
Absolute cell reference
An absolute cell reference is a cell reference in a spreadsheet application that remains
constant even if the shape or size of the spreadsheet is changed, or the reference is copied
or moved to another cell or sheet.
Absolute cell references are important when referring to constant values in a spreadsheet.
Absolute cell reference may also be called absolute reference.
Absolute cell reference
To create an absolute reference to cell H3, place a $ symbol in front of the column letter
and row number ($H$3) in the formula of cell E3.
Mixed cell references
A mixed reference is a reference that refers to a specific row or column. For
example, $A1 or A$1.
Formula and Function in excel
 Formula is denoted by = sign at the front in formula bar of excel.
For example: = C1+C2
 A function is a predefined formula that performs calculations using specific values in
a particular order.
Excel includes many common functions that can be used to quickly find:
sum, average, count, maximum value, and minimum value for a range of cells.
Excel provides an extensive range of Statistical Functions, that perform calculations from
basic mean, median & mode to the more complex statistical distribution and probability
tests.
For example: =Average(C1:G1)
Terms in Excel
Workbook:
A workbook is the entire Excel file.
It can contain one or more worksheets (also called spreadsheets or simply sheets).
By default, a new Excel file opens with a single blank worksheet.
Worksheet:
A worksheet is a single tab within a workbook.
It consists of a grid of cells organized into columns and rows.
Each worksheet can contain up to 1,048,576 rows and 16,384 columns in Excel 2019 and
later versions.
Cells:
Cells are the individual rectangular boxes within the grid of a worksheet.
They are identified by their column letter (e.g., A, B, C,...) and row number (e.g., 1, 2,
3,...).
Cells are where you input and manipulate data, formulas, and functions.
Columns:
Columns run vertically from top to bottom on a worksheet.
Columns are labeled with letters at the top of the worksheet (A, B, C,...) and can be
referenced by these letters in formulas.
Excel supports up to 16,384 columns (column letters A through XFD).
Rows:
Rows run horizontally from left to right on a worksheet.
Rows are numbered on the left side of the worksheet (1, 2, 3,...) and can be referenced by
these numbers in formulas.
Excel supports up to 1,048,576 rows.
Cell References:
Cells can be referred to by their column letter and row number, such as A1, B2, C3, etc.
Relative cell references change when a formula is copied or moved to another cell.
Absolute cell references remain constant when a formula is copied or moved to another
cell.
Named Ranges:
Named ranges allow you to assign a descriptive name to a specific cell or range of cells.
They make formulas easier to read and understand.
Named ranges can be used in formulas instead of cell references.
Formatting:
Excel allows you to format cells to change their appearance, including font style, size,
color, alignment, borders, and number formats.
Conditional formatting enables us to highlight cells based on specific conditions or
criteria.
Performing calculations in Excel is one of its core functionalities, and it can be done
using formulas and functions. Here's a guide on how to perform calculations in Excel:
Entering Data:
Before performing calculations, enter your data into the appropriate cells in the
worksheet. This can include numbers, text, dates, etc.
Basic Arithmetic Operations:

Excel supports basic arithmetic operations such as addition (+), subtraction (-),
multiplication (*), and division (/).
You can perform these operations directly in a cell by typing the expression, for example:
=A1+B1 for addition, =A1-B1 for subtraction, =A1*B1 for multiplication, and =A1/B1
for division.
Formulas:
Formulas are expressions that perform calculations on data in your worksheet.
To start a formula, type an equal sign (=) in the cell where you want the result to appear.
You can use cell references, arithmetic operators, and functions in your formulas to
perform calculations.
Functions:
Excel provides a wide range of built-in functions to perform specific calculations.
Functions are pre-defined formulas that take one or more arguments and return a result.
Common functions include:
SUM: Adds up all the numbers in a range.
AVERAGE: Calculates the average of numbers in a range.
MAX: Returns the largest number in a range.
MIN: Returns the smallest number in a range.
COUNT: Counts the number of cells that contain numbers in a range.
To use a function, type its name followed by opening and closing parentheses, with the
range or arguments inside the parentheses.
For example, =SUM(A1:A10) calculates the sum of the values in cells A1 through A10.
AutoSum:
The AutoSum button in the Home tab provides a quick way to insert common functions
like SUM, AVERAGE, COUNT, and more.
Select the cell where you want the result to appear, then click on the AutoSum button and
select the desired function.
Error Checking:
Excel provides error checking features to help identify and correct formula errors, such as
#DIV/0!, #VALUE!, #REF!, etc.
Use the Error Checking button in the Formulas tab to trace and resolve errors in your
formulas.
Managing worksheet and workbook information in Excel involves organizing, navigating,

and manipulating data within your workbooks and sheets. Here's a guide on how to
effectively manage worksheet and workbook information:
Renaming Worksheets:
Right-click on the sheet tab at the bottom of the Excel window.
Select "Rename" from the context menu.
Enter the new name for the worksheet and press Enter.
Inserting and Deleting Worksheets:
To insert a new worksheet, right-click on any existing sheet tab and select "Insert" from
the context menu. Choose "Worksheet".
To delete a worksheet, right-click on the sheet tab and select "Delete" from the context
menu.
Moving and Copying Worksheets:
To move a worksheet, click and drag its tab to the desired position among other sheet
tabs.
To copy a worksheet, right-click on the sheet tab, select "Move or Copy", choose the
destination workbook and position, and then click "OK".
Grouping Worksheets:
Hold down the Ctrl key and click on multiple sheet tabs to select them.
Any changes made to one sheet within the group will apply to all selected sheets.
Protecting Worksheets:
To prevent accidental modification of data or formulas, you can protect worksheets.
Go to the "Review" tab, click on "Protect Sheet", and set a password if desired.
Specify the actions users are allowed to perform, such as selecting cells, formatting cells,
inserting rows/columns, etc.
Hiding and Unhiding Worksheets:
Right-click on the sheet tab and select "Hide" to hide a worksheet.

To unhide a worksheet, right-click on any visible sheet tab, select "Unhide", choose the
worksheet to unhide from the list, and click "OK".
Workbook Views:
Excel offers different views for working with your workbook, including Normal, Page
Layout, and Page Break Preview.
You can switch between these views using the icons in the bottom-right corner of the
Excel window.
Saving and Closing Workbooks:

To save a workbook, click the "Save" button on the Quick Access Toolbar or press Ctrl +
S.
To close a workbook, click the "Close" button (X) in the top-right corner of the Excel
window or press Ctrl + W.
Linking Data Between Worksheets and Workbooks:
You can link data between worksheets or workbooks by referencing cells using formulas.
Use cell references (e.g., ='SheetName'!A1) to pull data from other sheets within the same
workbook or from external workbooks.
Organizing Data:
Use features such as sorting, filtering, and grouping to organize and analyze data
effectively.
Excel provides tools in the "Data" tab for sorting data alphabetically or numerically,
filtering data based on criteria, and grouping data into collapsible sections.
Cell Formatting:
Select the cells you want to format.
Go to the Home tab on the Excel ribbon.
Use options in the Font group to change font style, size, color, and effects.
Utilize options in the Alignment group to adjust text alignment, orientation, and
indentation.
Use the Number group to apply number formats such as currency, date, percentage, etc.
Apply cell borders and shading using options in the Borders and Fill groups.
Row and Column Formatting:
To adjust the height of a row, select the row(s), then right-click and choose "Row Height."
Enter the desired height and click OK.
To change the width of a column, select the column(s), then right-click and choose
"Column Width." Enter the desired width and click OK.
You can also adjust row height and column width by dragging the row/column
boundaries.
Conditional Formatting:
Conditional formatting allows you to automatically apply formatting based on specific
conditions or criteria.
Select the cells you want to apply conditional formatting to.
Go to the Home tab, click on "Conditional Formatting," and choose from various options
such as highlight cells rules, data bars, color scales, and icon sets.
Cell Styles:
Cell styles are pre-defined combinations of formatting options that you can apply to cells
for consistency and professional appearance.
Go to the Home tab, click on the "Cell Styles" dropdown, and choose a style from the
gallery.
Themes and Cell Styles:
Excel offers built-in themes that apply consistent formatting across your workbook,
including fonts, colors, and effects.
Go to the Page Layout tab, click on "Themes," and choose a theme from the gallery.
Themes can be customized further using the "Colors," "Fonts," and "Effects" dropdowns.
Headers and Footers:
Add headers and footers to your worksheet for printing purposes or additional
information.
Go to the Insert tab, click on "Header & Footer," and choose a predefined header or footer
layout. You can also create custom headers and footers.
Page Setup:
Adjust page setup options such as margins, orientation, and paper size to control how
your worksheet will appear when printed.
Go to the Page Layout tab, click on "Page Setup," and explore options in the Page Setup
dialog box.
Merge and Center:
Merge and center cells to combine them into a single larger cell and center the contents
horizontally and vertically.
Select the cells you want to merge, then click on the Merge & Center button in the
Alignment group on the Home tab.
Format Painter:
Use the Format Painter tool to quickly copy formatting from one cell to another.
Select the cell with the desired formatting, click on the Format Painter button in the
Clipboard group on the Home tab, then click and drag over the cells you want to apply
the formatting to.
Creating chart
Creating a chart in Excel is a powerful way to visually represent data for analysis and
presentation purposes. Here's a step-by-step guide on how to create a chart in Excel:
Select Data:
Select the data you want to include in the chart. This could be a range of cells containing
your data, including labels for the axes.
Insert Chart:
With the data selected, go to the Insert tab on the Excel ribbon.
Click on the type of chart you want to create from the Charts group. Common types
include Column, Bar, Line, Pie, Scatter, and more.
Select the specific subtype of chart you prefer (e.g., clustered column, stacked bar, etc.).
Excel will insert the chart into your worksheet.
Edit Data (Optional):
If you need to adjust the data included in the chart, click on the chart to select it.
You'll see the data range highlighted in the worksheet. You can edit this range by clicking
and dragging the selection handles or by clicking on the "Select Data" button in the Chart
Tools Design tab.
Customize Chart:
Once your chart is inserted, you can customize its appearance and layout to suit your
needs.
Use the Chart Tools Design, Format, and Layout tabs on the ribbon to access various
customization options.
You can change the chart type, adjust colors, add chart titles, axis labels, data labels,
legends, gridlines, and more.
Move and Resize Chart:
Click on the chart to select it. You'll see selection handles around the chart.
Click and drag the chart to move it to a different location on the worksheet.
To resize the chart, click and drag any of the corner handles.
Chart Elements:
To add or remove specific chart elements (e.g., axes, titles, data labels), click on the chart
to select it.
Click on the "+" icon that appears next to the chart when it's selected to add or remove
specific elements.
Alternatively, use the Chart Elements dropdown in the Chart Tools Format tab to select or
deselect chart elements.
Change Chart Style:
Excel offers various chart styles to change the appearance of your chart quickly.
With the chart selected, go to the Chart Tools Design tab and choose from the predefined
chart styles in the Chart Styles group.
Save Chart as Template (Optional):
If you've customized a chart and want to reuse the same formatting in the future, you can
save it as a chart template.
Right-click on the chart and select "Save as Template" to save it for future use.
Update Chart Data:
If your underlying data changes, you can easily update the chart to reflect those changes.
Right-click on the chart and choose "Select Data" from the context menu.
Adjust the data range as needed in the Select Data Source dialog box, and click OK.
Finalize and Share:
Once your chart is customized to your liking, you can finalize it and share it with others.
Save your Excel file, print the worksheet containing the chart, or copy and paste the chart
into other documents or presentations.
Page Layout View:

Before adjusting page settings, switch to Page Layout view to see how your worksheet
will appear when printed.
Click on the View tab on the Excel ribbon.
Select "Page Layout" from the Workbook Views group.
Adjust Margins:
Click on the Page Layout tab on the Excel ribbon.
In the Page Setup group, click on the "Margins" dropdown.
Choose one of the predefined margin options (Normal, Narrow, Wide) or click on
"Custom Margins" to set your own margins.
Set Page Orientation:

Determine whether you want your worksheet to be printed in Portrait (vertical) or
Landscape (horizontal) orientation.
Go to the Page Layout tab and click on the Orientation dropdown in the Page Setup group
to select the desired orientation.
Adjust Page Size:
If you need to print your worksheet on a specific paper size (e.g., letter, legal, A4), you
can adjust the page size accordingly.
Click on the Size dropdown in the Page Setup group and select the desired paper size.
Scale to Fit:
Use the Scale to Fit options to adjust the size of your worksheet to fit on a specific
number of pages or a certain percentage of the normal size.
Click on the Size dropdown in the Page Setup group and choose options like "Fit Sheet
on One Page" or "Custom Scale."
Headers and Footers:
Add headers and footers to your printed worksheet to include page numbers, worksheet
names, dates, and other information.
Click on the Insert tab, then click on "Header & Footer" in the Text group to access the
Header & Footer tools.
Page Break Preview:
Use Page Break Preview to adjust page breaks and see how your worksheet will be
divided across multiple pages.
Click on the View tab and select "Page Break Preview" from the Workbook Views group.
Adjust Print Area:
If you only want to print a specific range of cells, you can set the print area.
Select the range of cells you want to print.
Go to the Page Layout tab, click on "Print Area" in the Page Setup group, and select "Set
Print Area."
Preview Before Printing:
Use Print Preview to see how your worksheet will look when printed and make any
necessary adjustments before printing.
Click on the File tab, then click on "Print" in the left pane to preview the print settings
and the appearance of your worksheet.
Print:
Once you're satisfied with the page setup and print settings, you can print your worksheet.
Click on the File tab, then click on "Print" in the left pane.
Choose the printer and adjust any additional print settings if needed.
Click on the "Print" button to send your worksheet to the printer.
Worksheet Validation:
Data Validation:
Data validation allows you to control what type of data users can enter into specific cells.
Select the cell or range of cells you want to apply validation to.
Go to the Data tab on the Excel ribbon and click on "Data Validation" in the Data Tools
group.
Choose the type of validation (e.g., whole number, decimal, list), set validation criteria,
and input message and error alert settings.
Drop-down Lists:
You can use data validation to create drop-down lists in cells, providing users with
predefined options to select from.
Set up data validation as described above, but choose the "List" option and specify the list
of values.
Worksheet Protection:
Protecting Cells:
You can protect individual cells or ranges of cells to prevent users from editing them.
Select the cell(s) you want to protect, right-click, and choose "Format Cells."
In the Format Cells dialog box, go to the Protection tab and check the "Locked"
checkbox.
Go to the Review tab on the Excel ribbon and click on "Protect Sheet" in the Changes
group.
Set a password if desired and choose additional options such as allowing users to select
locked cells or input unlocked cells.
Protecting Worksheets:
You can protect entire worksheets to prevent users from making any changes, except to
unlocked cells.
Go to the Review tab on the Excel ribbon and click on "Protect Sheet" in the Changes
group.
Set a password if desired and choose options such as allowing users to select locked cells,
format cells, or insert/delete rows/columns.

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Sorting and Filtering

Basic Arithmetic Operations:

Managing worksheet and workbook information in Excel involves organizing, navigating,

Right-click on the sheet tab and select "Hide" to hide a worksheet.

Saving and Closing Workbooks:

Merge and Center:

Move and Resize Chart:

Update Chart Data:

Page Layout View:

Set Page Orientation:

Headers and Footers:

Adjust Print Area:

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