GOFA INDUSTRAIL COLLEGE

Create And Use Spreadsheet

Compiled by Yenew M. 2412/2014 E/C

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 CONTENTS

 Introduction to Ms excel
 Functions of Ms excel
 Attributes of Ms excel
 Formatting of Spreadsheets
 Formulas and functions in spreadsheet
 Sorting and filtering of data in spreadsheet
 Definition of Chart vs graph
 Insert charts in Ms excel
 Draw charts based on data types

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 Introduction of Ms excel

 Microsoft Office Excel is a powerful tool used to create and format

spreadsheets.
 is a spreadsheet program that is used to save data, make tables and
charts and make complex calculations.
 is powerful instruction visualization and analysis software,
which uses spreadsheets to store, organize and track data sets with
formulas and functions.
 is used by marketers, accountants, data analysts, and other
professionals.
 Spreadsheets allow information to be organized in rows and tables
and analyzed with automatic mathematics.
 Spreadsheets are commonly used to perform many different types of
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calculations.
 The Purpose of Using a Spreadsheet?
Spreadsheets are an essential business and accounting tool
 Business Data Storage :-A spreadsheet is an easy way to store
all different kinds of data.
 Accounting and Calculation Uses:- Businesses across the world
use spreadsheets to keep track of their business accounts.
 Budgeting and Spending Help:- You can create custom budget
spreadsheets to manage your income and your expenditures
 Assisting with Data Exports:-Spreadsheets can be used to
contain data that has been exported from other systems
 Data Sifting and Cleanup:- Use your spreadsheets to identify
inaccuracies and duplicates in your data.
 Generating Reports and Charts:- Use spreadsheets to12/14/2023
report
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trends or make business forecasts.
 What Is Excel?
 Excel is all about numbers! There’s almost no limit to what you
can do with numbers in Excel, including sorting, advanced
calculations, and graphing.
 Data files created with Excel are called workbooks (in the
same way as Word files are called documents).
 But where Word starts up with a single blank page, Excel files
by default contain three blank worksheets.
 This gives you the flexibility to store related data in different
locations within the same file.
 More worksheets can be added, and others deleted, as required.
 You’ll often hear Excel files referred to as spreadsheets.
 This is a generic term, which sometimes means a workbook
(file) and sometimes means a worksheet (a page within the file).
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 Workbook Vs. Worksheet
 when you open Excel, a new file is created called Book 1
(until you name it differently).
 It is called “Book” because it is a Workbook that is initially
made up of three Worksheets (accessible from the tabs in the
lower left corner of your excel window ).
 Think of a three ring binder with three sheets of paper in it.
As with a binder, you can:
 Add sheets to your Workbook
 Delete worksheets
 Re-arrange them
 Rename worksheets
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 Entering Information in a Cell
 You enter information into a spreadsheet program by typing it into each of
the cells. You can enter three different types of information into a cell:
 Numbers – so you then can perform mathematical calculations on them.
 Text – to identify what the numbers in the columns and rows represent, usually
by typing headings across the top of the columns or on the left edge of the rows
 Formulas – to perform calculations on the numbers in a column or a row of
cells.
 To enter information into a cell, simply click on the cell and type in the
information.
 When you’re done, you can either press the enter/return key, which will
take you down to the next cell, or the tab key, which will advanced to the
cell to the right.
 Each time you type information into a cell, you’ll notice the information
also appears in the Formula bar, the box just above the columns and rows.
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 Excel 2007 window

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 Cell: - cells are the basic rectangular building blocks of a
spreadsheet.
 They are assigned an address, generally referred to as a cell
reference, according to their column and row (e.g. the cell in
column B at row 3 is referenced as cell B3).
 Row: - rows travel horizontally and are numbered.
 Column: - columns travel vertically and are assigned letters.
 Formula :- a mathematical formula used to calculate a result
based on data from one or more other cells Often they
consist of some combination of the standard
mathematical operators ( +, -, *, /).
 (e.g.: =(A1+A5)/B13), but they may also include functions .
 When you type a formula into a cell, that cell will generally

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display the result obtained by the formula, rather than the
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formula itself.
 Functions– pre-written formulae that perform common calculations,
such as summation and averaging.
 You can combine many functions and operators in a single formula to
obtain more complex results (e.g.: =SUM (A1:A13)
 Ribbon is a panel that houses the command buttons and icons, organizes
commands as a set of Tabs, each grouping relevant commands.
 Each application has a different set of tabs which expose the
functionality that application offers.
 For example, while Excel has a tab for the Graphing capabilities, Word
does not feature the same; instead it has tabs to control the formatting of
a text document.
 The Ribbon is designed to make the features of the application more
discoverable and accessible with fewer mouse clicks as com-pared to the
menu-based UI used until Office 2007.
 It is not possible to remove the Ribbon or replace it with menus with the
normal Office 2007 functions. However, the Ribbon can be hidden.
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 Creating spreadsheets
 Before entering data, decide whether new project on workbook of its own, or
relates to an existing workbook.
 Excel allows you to enter different sorts of data into the cells on a worksheet,
such as dates, text, and numbers.
 To edit data, when you move the cursor to a new cell, anything you type
replaces the previous cell contents.
 Edit mode allow you to amend existing cell contents without having to retype
the entire entry.
 Note that while you are in edit mode, many of the Ribbon commands are
disabled.
 There are two different ways to enter edit mode: either double-click on the cell
whose contents you want to edit, or else click to select the cell you want to
edit, and then click anywhere in the formula bar.
 If a cell contains a number but displays #####, then the column is not wide
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enough to show the full data value. You need to make the column wider.
 Inserting Or Deleting Cells
 You can insert a new cell above/ left the current active cell, in which case
the active cell and those below it will each move down one row.
Navigating within a worksheet Using the mouse:
 Use the vertical and horizontal scroll bars if you want to move to an area of
the screen that is not currently visible.
Using the keyboard:
 Use the arrow keys, or [PAGE UP] and [PAGE DOWN], to move to a
different area of the screen.
 [CTRL] + [HOME} will take you to cell A1.
 [CTRL] + [PAGE DOWN] will take you to the next worksheet, or use
[CTRL] + [PAGE UP] for the preceding worksheet.
 You can jump quickly to a specific cell by pressing [F5] and typing in the
cell address.
 You can also type the cell address in the name box above column
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press [ENTER].
 Selecting a cell
Using the mouse:
 You can select a range of adjacent cells by clicking on the first one, and then dragging
the mouse over the others.
 You can select a set of non-adjacent cells by clicking on the first one, and then holding
down the [CTRL] key as you click on the others.
Using the keyboard:
 Use the arrow keys to move to the desired cell, which is automatically selected.
 To select multiple cells, hold down the [SHIFT] key while the first cell is active, and
then use the arrow keys to select the rest of the range.
Selecting rows or columns
 To select all the cells in a particular row:
 click on the row number (1, 2, 3, etc) at the left edge of the worksheet
 Hold down the mouse button and drag across row numbers to select multiple adjacent
rows.
 Hold down [CTRL] if you want to select a set of non-adjacent rows.
To select all the cells in a worksheet
 clicking the square to the immediate left of the Column A heading (just above
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for Row 1)
 Data Cell Formatting
The icons on the Home ribbon provide you with a variety of formatting options.

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 Formatting rows and columns
 Simply select the rows or columns by clicking on the row or column labels,
and then click on the formatting icons that you want to apply.
Hiding rows and columns
 If your spreadsheet contains sensitive data that you don’t want displayed on
the screen or included in printouts, then you can hide the corresponding
rows or columns.
 The cell values can still be used for calculations, but will be hidden from
view.
Keeping Row And Column Headings In View
 If you scroll through a lot of data in a worksheet, you’ll probably lose sight
of the column headings on the top of your “page”.
 It’s even more difficult if the student’s name in column A has scrolled off
the left edge of the window.
 The Freeze Panes feature allows you to specify particular rows and columns
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that will always remain visible as you scroll through the worksheet12/14/2023
(View
tabs (view freeze panal)).
 Inserting or deleting rows, columns, worksheet
Inserting or deleting rows
 When you insert a row, the new row will be positioned above
the row containing the active cell.
Inserting or deleting columns
 When you insert a column, the new column will be positioned
on the left of the column containing the active cell.
Inserting or deleting a worksheet
 To insert a new worksheet at the end of the existing worksheets,
just click the Insert Work sheet tab at the bottom of the screen.

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 Formulas
 Formulas are the key to Excel’s amazing power and versatility!
Creating a formula
Rule number one: a formula always starts with an equals sign (“=”).
 You can use all the standard math’s operations, like addition and multiplication,
and you can include numbers, cell references, or built in functions (which are
covered in the next section of this manual).
 For example, suppose you have retail business.
 You buy stock at cost price, and add a 25% markup to calculate your selling price.
 VAT must be added to that at 14%. You give a 5% discount to long- standing
customers who pay their accounts promptly.
 Let’s look at how formulas can make the calculations simple for you:

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 Cont…
 In column A, the Stock Item labels have just been typed in.
 In column B, the Cost Price values have just been typed in.
 In column C, I’ve used a formula.
 Cell C2 contains “=B2 * 25%”. This works out 25% of the value in cell
B2 (cost price), and displays the result in cell C2 (markup).
 In column D, I’ve used a formula. Cell D2 contains “=B2 + C2”. This
adds the values in cells B2 (cost price) and C2 (markup), and displays the
result in cell D2 (retail price).
 In column E, I’ve used a formula. Cell E2contains “=D2 * 14%”. This
works out 14% of the value in cell D2 (retail price), and displays the
result in cell E2 (VAT).
 Cell F2 contains “=D2 + E2”. This adds the values in cells D2 (retail
price) and E2 (VAT), and displays the result in cell F2 (selling price).
 In column G, I’ve used a formula. Cell G2contains “=F2 * 95%”. This
19 works out 95% of the value in cell F2 (selling price), and displays the
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result in cell G2 (discounted price).
 Addressing
Relative addressing
 is what Excel uses by default. This means that when you copy or move a formula to a new
location in a worksheet (or even to another workbook), Excel automatically adjusts the
cell references in the copied formula to be consistent with the original formula.
Absolute cell referencing
 Now we’re going to improve the structure and usability of our pricing model.
 After all, there’s no guarantee that your markup will always be 25%- in these tough
economic times you may need to reduce it to remain competitive.

Here I’ve made life a lot easier for myself by showing the markup, the VAT rate, and the
customer discount, in cells A1 to B3.
The formula in cell C5 will become “=B5 * B1”, instead of the previous “=B5 * 25%”.
This multiplies the value in cell B5(cost price) by the value in cell B1 (markup rate), and
displays the result in cell C5 (markup).
The formula in cell E5 will become contains“=D5 * B2”, instead of the previous
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14%”.
 Functions
 Excel provides a wide range of built-in functions that can be
included in your formulas to save you the effort of having to specify
detailed calculations step-by-step.
 Because a function is used inside a formula, you’ll still need to start
off with an equals sign to show Excel that a calculation is required.
Basic functions
Some of the most commonly used functions include:
 SUM () to calculate the total of a set of numbers
 AVERAGE () to calculate the average of a set of numbers
 MAX () to calculate the maximum value within a set of numbers
MIN () to calculate the minimum value within a set of numbers
 ROUND () to round a set a values to a specified number of decimal
places
 TODAY () to show the current date
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 IF () to calculate a result depending on one or more conditions
 How do you use a function?
 A function makes use of values or cell references, just like a simple formula
does. The numbers or cell references that it needs for its calculations are
placed in brackets after the name of the function.
To give a simple illustration:
The formula: is equivalent to the function:
 = 12 + 195 + 67 – 43 = SUM (12, 195, 67, -43)
 = (B3 + B4 + B5 + B6) =SUM (B3:B6)
 = (B3 + B4 + B5 + B6)/4 = AVERAGE (B3:B6)
 Several popular functions are available to you directly from the Home
ribbon.
 The IF () function is getting a section all of its own, because for many
people it’s not as intuitive to understand as the common math’s and stats
functions.
 The IF () function checks for a specific condition.
 If the condition is met, then one action is taken; if the condition 12/14/2023
is not met,
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then a different action is taken.
 Sorting
 sorts your data records based on the criteria that you specify.
 You can sort numbers, text or dates, in either ascending (default) or
descending order.
 Blank cells are always placed last in a sort.
On the Home ribbon, select Sort & Filter.
 Choose either Ascending (Sort A to Z) or Descending (Sort Z to A)
order.
 Your data will be sorted based on the value in the column that you
initially clicked on.
 If you want to sort on two or more criteria (columns), or if you want to
sort a range of cells, then you need to do a custom sort:

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 Filter
 The filter function lets you view just the records that you want to see!
 On the Home ribbon, select Sort & Filter, and select the Filter option
 If you want to view records with a particular value only, click to
uncheck the Select All option, and then check one or more values that
you want to view. Click the OK button.
 All rows that do not contain the value(s) you checked will be hidden
from view.
 Repeat the filtering process for as many columns as you need. You
can remove a Select All option
 To clear your previous filter settings, select Sort & Filter, and then
clear.
 To turn off filtering, select Sort & Filter, and then Filter (the same
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 Graph vs Charts
 Graphs are mostly a numerical representation of data as it shows the
relation of change in numbers and how one number affects or changes another.
 "Graph" refers to a chart that specifically plots data along two dimensions.
 However, charts are the visual representation of where categories may or
may not be related and how the information is displayed in graphs and charts.
Creating A Chart
 It’s very easy to create a basic chart in Excel:
 Select the data that you want to include in the chart (together with column
headings if you have them).
 Find the Charts category on the Insert ribbon, and select your preferred chart type.

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 Selecting And Inserting Chart Type And Design
Charts
 Charts are used to summarize data, and to show a proportions, trends, exceptions.
 Most spreadsheet programs have a Chart Wizard that will guide you through the steps of
choosing and setting up a chart.
 When you click on a chart, a Chart Tools section appears on your Ribbon, with Design, Layout
and Format tabs.
 Use the Design tab to quickly select and change the chart type, or to swap data rows and
columns.
Inserting Graphics In A Worksheet
 Sometimes you may want to add graphics, for example a corporate logo, to a worksheet.
 The good news is that images, ClipArt and WordArt are available in Excel, along with a host of
call-out shapes that you can use to label your charts. You’ll find them all on the Insert ribbon.
Modifying a chart
 When you click on a chart, a Chart Tools section appears on your Ribbon, with Design, Layout
and Format tabs.
 Use the Design tab to quickly change the chart type, or to swap data rows and Columns
 All it took was two mouse clicks! Use the Layout tab to add a title, and to provide axis and data
labels.
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 Use the Format tab to add border and fill effects.
 Creating Chart Using Appropriate Data Range
 A Picture Is Worth A Thousand Words! Often It’s Much Easier To Understand Data
When It’s Presented Graphically, And Excel Provides The Perfect Tools To Do This!
 It’s Worth Starting With A Quick Outline Of Different Data Types And Charts:
A. Categorical Data Items Belong To Separate Conceptual Categories Such As
Football, Basketball And Others; Or Males And Females, color.
 They Don’t Have Inherent Numerical Values And It Doesn’t Make Sense To Do
Calculations Such As Finding An Average Category.
 A Pie Chart Or Column Chart Is Most Suitable For Categorical Data.
B. Discrete data items have numerical values associated with them, but only whole
values.
 Discrete data is often grouped in categories (“less than three”, “four or more”) and
treated as categorical data.

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C. Continuous data refers to numerical values that have an infinite
number of possible values, limited only by the form of
measurement used. Examples are rainfall, temperature etc.
 Where discrete data has a very large number of possible values, it
may also be treated as continuous.
 Continuous data is well suited to line graphs, which are very
useful for illustrating trends.

Of course, Excel offers you many more chart types than just these three. Do
remember that it’s best to select a chart type based on what you’re trying to
communicate.
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 Draw This Table And Calculate Their Functions
(C3-F3) is given and calculate (G3-M3)

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Calculate the missing column in the table based on the give values and
Creating A column and pie Chart of the table.

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Change The Column Chart To Table And Draw Pie Chart And Bar Chart Of The Table

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 Draw the following charts

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 THANK YOU FOR
YOUR ATTANTION
!!

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