SPREADSHEET Using Microsoft Excel

Intro to Excel spreadsheets

Objectives:

1. identified and defined Microsoft Excel common terms such as cell, row, column, formula, functions,
etc.
2. 2. familiarized parts of the Microsoft Excel window in both basic and advanced features.

Let us describe first some important terms:

What is a spreadsheet? A spreadsheet is a computerized equivalent of a general ledger. It has taken

the place of the pencil, paper, and calculator. Spreadsheet programs were first developed for
accountants but have now been adopted by anyone wanting to prepare a budget, forecast sales data,
create profit and loss statements, compare financial alternatives, and any other mathematical
applications requiring calculations.

It is often known as worksheets or simply sheets, which are gathered together to form a
workbook.

There are two types of spreadsheets; manual and electronic.

A manual spreadsheet is a ledger book with many sheets of paper divided into rows and
columns for entering/writing data. The data is entered manually using a pen or pencil.

The electronic spreadsheet is laid out similarly to the paper ledger sheet in that it is divided into
columns and rows but it can contain formulas and functions and automatically perform mathematical
calculations and recalculates every time the user changes any value.

What can a spreadsheet do?

In contrast to a word processor, which manipulates text, a spreadsheet manipulates numerical data
and text. Using a spreadsheet, one can create budgets, analyze data, produce financial plans,
and perform various other simple and complex numerical applications.

By having formulas that automatically recalculate, either built by you, the user, or the built-in
math functions, you can play with the numbers to see how the result is affected. Using this “what-if?”
analysis, you can see what affect changing a data value or calculation can have on your monitoring
program.

Spreadsheets can also be used for graphing data points, reporting data analyses, and
organizing and storing data.

Starting Excel!
You are encouraged to start using MS Excel as you read through the following materials to
familiarize yourself with the topics and procedures.

1. Click the Start button on the Windows taskbar.

a. The Start menu opens
2. Point to Programs
a. The Programs menu opens
3. Click Microsoft Excel
a. Excel opens a new workbook

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Note: an icon for MS Excel may be located either on the desktop or on the Office toolbar.

When Excel starts you are presented with a workbook similar to the diagram below:

The Microsoft Excel Screen

Formula
bar/Editing
box
Name box
Column
denoted
w/ letters
Current cell
selected/Active cell

Row denoted
w/ numbers

Sheet tabs

Blank workbooks have 3 worksheets that are available by default of which sheet 1 is visible.
There are 256 columns named A - Z, AA - AZ, BA to XFD, and rows numbered 1 to 1048576.
The intersection of a row and a column is called a cell. Each cell has an address, its column name,
followed by its row number. For example,
A1, D4, G45, BC652

Cells can hold:

Numbers - 1, 18.75, £68.50, 80%
Text - "income", " Financial Report"
Formula =9*A3
Functions =SUM(C5:E12)

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Mouse Pointers:
As you move the mouse over the Excel window it changes its shape to indicate the availability of
different functions. The five main shapes are shown in the diagram below.

General pointer for selecting cells singly or in groups

A pointer is used at the bottom right of the selection to extend and fill data. Selected cells
are shown by means of a heavy border as shown.

Insertion point. When the pointer is like this you may type in text in this area. You must first
click the left mouse button to move the cursor (a flashing vertical line) into the area.
Insertion and editing can then be done in the normal way.

A pointer for menus or moving a selection. When copying a selection a small cross appears

Used where you can change the dimensions of a Row or column. This pointer indicates that
you can drag a boundary in the direction of the arrows.

Moving around the worksheet

When Excel starts, a new worksheet opens. What is currently visible is only a small portion of what is
available to you to use. In order to move to areas that you cannot see, you can:
* use the scroll bars
* use the keys described in the table below.

Commonly used TABS (Home, Insert and Page Layout)

HOME tab

HOME Tab

INSERT Tab

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Page Layout Tab

View Tab

DATA ENTRY

ENTERING TEXT

a. Formatting Text

Align Left - BOLD Center - ITALIC Align Right - UNDERLINE

2.5 25 100.50
Merge and Center
b. Copy (Ctrl + C)
c. Paste (Ctrl + V)
d. Auto entering numbers

No. Line # Check #

1 10 289370
2 20 289371
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 3 30 289372
4 40 289373
5 50 289374
FORMATTING CELLS

There are various different options that can be changed to format

the spreadsheet’s cells differently. To get to the Format Cells
dialog box:
1. select the cells
2. go to Home Tab > Format > Format Cells.
3. A box will appear on the screen with six different tab

Number: change the measurement in which your data is used. (If

data is concerned with money use currency)

Alignment: change the horizontal and vertical alignment of text

within each cell. It also allows changing the orientation of the text
within the cells and the control of the text within the cells.

Font: Gives the option to change the size, style, color, and effects.
Border: Gives the option to change the design of the border
around or through the cells.

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Formatting Columns/Row width and height
Column, Width, Cells, Format, column,
width
8.4
Size 3 12 20 15

Row Height, Cells, Format, column, height,

Size
12.7
5
24

40.5

SHORTCUTS for adding/deleting or hiding/unhiding rows/columns using

right-clicking

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Right Clicking a row Right Clicking a cell

BORDERS/SHADING – Cells (Font group), Wrapping text and Merging

Cells
A B C D E F G H
1 This is wrapping text up to two lines in row
one(1) 20 30
2 40 70
3 50 80
4 90
60
5 100

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SORTING NUMBERS/NAMES AND ENTERING FORMULA

Names Grade Rank

1 . Aquino Kris 88.30
2 . Marquez Joey 83.59
3 . Sotto Vicente 92.10
4 . Mercado Jennylyn 88.50
5 . Fermin Cristy 82.60
6 . Santos Katya 88.78
7 . Cenon Ryza 80.78
8 . Tan Mike 90.77
9 . Geronimo Sarah 89.69
10 Locsin Angel 88.58

To sort by the family name in alphabetical order from A to Z:

1. Highlight from Aquino to Locsin to grade of Locsin
2. Click Sort and Filter from Home Tab
3. Click A to Z
The same steps apply for sorting numbers from highest to lowest(Z-A) or
vice versa

SUM (auto sum or using formula)

=SUM(A2:A8) OR
=A2+A3+A4+A5+A6+A7+A8

MULTIPLICATION
=C1*0.50
=SCORE/NO. OF ITEMS * 100
=CELL ADDRESS of score/no. items * 100

AVERAGE
=average(range)
=average(a1:a4)

RANK
To rank enter in the cell for rank the formula =rank(Number, Reference,
Order)
Syntax
RANK(number,ref,order)
Number is the number whose rank you want to find.

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 Ref is an array of, or a reference to, a list of numbers. Non-numeric
values in ref are ignored.
Order is a number specifying how to rank a number. (0=descending,
nonzero=ascending order)

Activity:
1. Sort students in alphabetical order
2. Complete the table using the formula
3. Create another copy and add a column Rank after Average
4. Sort by rank
5. Rename this sheet as ranking

STUDENTS Q1 Q2 Q3 TOTAL AVERAGE RANK

1 Aquino Allen 20 18 15
2 Marquez Joan 16 18 17
3 Libante Vicente 19 10 15
4 Mercado Noel 12 17 18
5 Fermin Carla 16 13 17

GRAPH

BSIT Enrollment Table

2020 2021 2022 2023 2024
1st Year 150 165 170 180 170
2nd Year 120 90 88 120 150
3rd Year 65 60 65 60 63
4th Year 48 55 52 65 57
TOTAL 383 370 375 425 440

Steps to create a graph:

1. Highlight the Table 5. Click Chart
2. Insert 6. Design
3. From the chart select Column 7. Chart Layout
4. Select the type 8. Provide appropriate title and

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PAGE LAYOUT, PRINT PREVIEW, AND PRINTING
In setting paper size and margin, go to Page Layout and click page setup to open the
Page Setup Dialogue Box. Apply desired settings. Print preview before printing.

PRINTING
To print a document, go to the Office Icon > Print, select desired settings,
and then click OK or by using the shortcut CTRL + P

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SAVING INITIALLY
1. Click on the floppy disk located at the top of the screen.
2. Then Microsoft Excel will open a dialog box
3. Specify the new file’s name, location, and format of the document.
4. Press the Save button.
Note: periodically save your work as insurance against a computer freeze or a power outage. To
save, just click on the floppy disk, or for a shortcut press CTRL + S.

OTHER HELPFUL FUNCTIONS

UNDO AND REDO
In order to undo an action, click on the blue arrow icon that is pointing to the left at the top of the
screen. To redo an action, click on the blue arrow icon pointing to the right. It is important to note
that not all actions are undoable, thus it is important to save before making any major changes in the
document to revert back to the saved document.

QUITTING
Before you quit, it's a good idea to save the document one final time.
To quit choose the Office Icon and choose Exit Excel. This is better than just closing the window, as it
insures document quits correctly.

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