Working with

Spreadsheet
Computers themselves and
software yet to be
developed, revolutionize the
way we learn.
By giving people the power to
share, we're making the world
more transparent.
“We all need people who will give
us feedback. That’s how we
improve.”
 INTRODUCTION
Microsoft Office Excel is a
computer program used to
enter, analyze, and present
quantitative data.

It was released in year 1985.

Excel is, in its most basic

form, a very fancy calculator.

It is also called Spreadsheet:

Spreadsheet is a collection of
text and numbers laid out in
a rectangular grid.
 USES OF MICROSOFT EXCEL

Calculations

Budgeting

Data
Presentation
Data
Analysis
Data
Summarizing
Data
Recording
 BASICS
Excel spreadsheets organize
information (text and numbers)
by rows and columns:

This is a row.
Rows are represented by
numbers along the side of
the sheet.

This is a column.
Columns are represented by
letters across the top of the
sheet.
 EXCEL BASICS

A cell is the intersection

between a column and a
row.

Each cell is named for the

column letter and row
number that intersect to
make it.
 DATA ENTRY
There are two ways to enter
information into a cell:

1. Type directly into the cell.

Click on a cell, and type in the data
(numbers or text) and press Enter.

2. Type into the formula bar.

Click on a cell, and then click in the
formula bar. Now type the data into
the bar and press Enter.
Cutting & Pasting data
Adding Rows & Columns

• To INSERT a Row/Column:
– Select the row/column heading,
– Click the Home Tab,
– Click the Insert button from the Cells
Group.

• The insertion occurs before the

selected column/row.
Deleting Rows and Columns

• To delete a column/row:
– click the column/row heading
– click the Delete button on the Cells
Group of the Home Ribbon.
Finding the right size
• You can expand the width of
a column or the height of the
row to increase the visible
space in each cell.

• To begin changing the width

of the column , move the
mouse pointer over the right
edge of column heading until
the mouse pointer changes to
a double-headed arrow.
Save your work

To save a
workbook, click
the Office button,
click Save As and
choose how do you
want to save.
 TASK ONE!
• Create a meaningful table
which has at least 5 Columns
and 10 Rows!
• Save the Workbook on Desktop

21
 TASK TWO!
Apply the following functions on your Table:

• Add one column of Father’s Name between

2nd and 3rd Columns
• Increase the Height and Width of the Cells to
20 and 30 Respectively
• Delete the 4th Column of the Table
• Give the name “Professional” to the range of
table
• Add the function Print Preview to the Quick
Access Toolbar
 HEADER AND FOOTER
The header is a section of the worksheet that appears in the
top margin, while the footer is a section of the document that
appears in the bottom margin. Headers and footers generally
contain information such as the page number, date, and
document name.

HOW TO ADD HEADER OR FOOTER?

• Click the worksheet where you want to add or change
headers or footers.
• On the Insert tab, in the Text group, click Header & Footer.
• Excel displays the worksheet in Page Layout view.
• To add or edit a header or footer, click the left, center, or right
header or footer text box at the top or the bottom of the
worksheet page (under Header, or above Footer).
• Type the new header or footer text.
 FREEZING OPTION

Freeze Panes is a feature in

Microsoft Excel and other
spreadsheet applications
that allows a row or
column to lock in place,
making it always visible
when scrolling vertically or
horizontally through an
open document.

24
Formatting and
Filtering Data in
Spreadsheet
 Objective

• To Wake people up with colour

• Let the format lead the eye
• Take advantage of conditional formatting
• To frame the Spreadsheet
 FORMATTING OPTION
• Numbers

• Alignment

• Font

• Border

• Background
 Formatting Option-Numbers
• Numbers: Option includes the number of
decimal places, whether or not the thousands
separator is used, and the format to be used for
negative numbers.

• Currency: Option includes the number of decimal

places, the symbol used for the currency , and
the format to be used for negative numbers. This
format is used for general monetary values.
 Formatting Option-Numbers
• Accounting: Option includes the number of decimal
places, and the symbol used for the currency. This
format lines up the currency symbols and decimal
points in a column of data.

• Date: Select the style of the date from the Type list
box.

• Time: Select the style of the date from the Type list
box.
Formatting Option-Alignment
Formatting Option-Font
Formatting Option-Border
Formatting Option-Background
TASK THREE!
• Select a column,
then format the text or numbers in it so
they appear bolded.
• Select two or more cells, and format
the text or numbers so they appear
in italics.
• Change fill color of two or more cells.
• Add a border to a row.
• Change the date format to :
Date : Day, Month Date, Year e.g.
Saturday, April 5, 2014
 FILTER OPTION
• Filtered data displays only the rows that meet
criteria that you specify and hides rows that
you do not want displayed.

• You can also filter by more than one column.

• Filters are additive, which means that each

additional filter is based on the current filter
and further reduces the subset of data.
 Types of Filter
1. By List values

 Equal

 Does Not Equal

 Greater Than

 Greater than OR Equal To

 Less Than

 Less Than OR Equal To

 Between
 Types of Filter
2. By Format

 Filter by Color

 Filter dates or times

 Filter for top or bottom numbers

 Filter for above or below average numbers

 Filter for blank or nonblank

 Filter by cell color, font color, or icon set

 Filter by selection
 Types of Filter

3. By Criteria
 TASK FOUR!
• Apply a filter to a column. Filter the Type column
so it displays only laptops and cameras.
• Add another filter by searching, search
for EDI brand equipment in the Equipment Detail
column.
• Clear both filters.
• Use an text filter to view data that does not
contain the word saris (this should exclude all
Saris brand equipment).
• Use an date filter to display only the equipment
that was checked out in September 2013.
• Using number filter, display all items with
an ID# below 3000.
Basic Formulae and
Sorting Data in
Spreadsheets
 Learning Objective

After the session the participant will be able to:

• Do quick visualization and better understanding of
data.
• Organize and find the required data and ultimately
make more effective decisions.
• Make effective use of formulae for quick calculations.
 SORTING- Meaning
Sorting is any process of arranging items systematically,
and has two common, yet distinct meanings:

Ordering: arranging items in a sequence ordered by

some criterion;

Categorizing: grouping items with similar properties.

 SORTING DATA
• Text (A to Z or Z to A)

• Numbers (smallest to largest or largest to smallest)

• Date and Time (oldest to newest and newest to oldest)

• Cell color

• Font color

• Cell Icon
 Sorting Data-Text

Select a column of alphanumeric data

in a range of cells

On the Data tab, in the Sort &

Filter group

Click Sort A to Z to sort in ascending alphanumeric order.

OR
Click Sort Z to A to sort in descending alphanumeric order.
Sorting Data-Text
 Sorting Data-Numbers

Select a column of numeric data in a

range of cells

On the Data tab, in the Sort &

Filter group

Click Sort Smallest to Largest to sort from low numbers to high numbers,.
OR
Click Sort Largest to Smallest to sort from high numbers to low numbers,
Sorting Data-Numbers
 Sorting Data- Date and Time
Select a column of dates or times in a
range of cells

On the Data tab, in the Sort & Filter

Click Sort Oldest to Newest to sort from an earlier to a later date or time.
OR
Click Sort Newest to Oldest to sort from a later to an earlier date or time.
Sorting Data- Date and Time
 TASK FIVE!

Perform the following activity as

per the data set provided:
• Sort the data by Employee Id in
order of Largest to smallest and;
• Name by A to Z and;
• DOJ by Newest to Oldest
Sorting Data- Cell Color, Font Color,
Cell Icons
Select a column of data in a range of
cells

Under Column, in the Sort by box, select the

column that you want to sort.

Under Sort On, select the type of sort:

1. Cell Color 2. Font Color 3. Cell Icon
Sorting Data- Cell Color
Sorting Data-Font Color
Sorting Data- Cell Icons
 TASK SIX!

Perform the following activity as

per the data set provided:
• Sort the data by Staff Type
according to Cell Color (Blue) on
Top and;
• Font Color (RED) on Bottom;
• Cell Icons (GREEN) on Top.
 Basic Formulae
• COUNT:
The COUNT function counts the number of cells that
contain numbers, and counts numbers within the list of
arguments.

=COUNT(A1:A20)

 COUNTIF:
It is a Statistical function to count the number of cells that
meet a criterion; for example, to count the number of
times a particular Designation appears in a list.

=COUNTIF(A2:A980,"CARPENTER")
 Basic Formulae
• SUM:

The total amount resulting from the addition

of two or more numbers, amounts, or items.

=SUM(A2,A3)
OR

=SUM(A2+A3+A4+A5)
OR

=SUM(A2:A10)
 Basic Formulae
• SUMIF:

To sum the values in a range that meet criteria

that you specify.

For example, suppose that in a Salary column,

you want to sum only the values that are larger
than 4385. You can use the following formula:

=SUMIF(K2:K981,">4385")
 Basic Formulae
• Average:

The central or typical value in a set of data.

You can use the following formula:

=AVERAGE (A1:A981)

For example, if the range A1:A981 contains numbers,

the formula
=AVERAGE (A1:A981)
returns the average of those numbers.
 Basic Formulae
• Percentage:

A rate, number, or amount in each hundred.

Percentages in Excel are stored as decimal
values.

You can use the following formula:

=(Points obtained/Points out of) *100
 Basic Formulae
• Concatenate:

To join two or more text strings into one

string.

You can use the following formula:

=CONCATENATE(C2, “ “,D2)
OR
=CONCATENATE(B2, “;”,C2)
TASK SEVEN!

Perform the following activity as

per the data set provided:
• Calculate the No. of “Electrician”
employed using COUNTIF formulae.
• Calculate the Average salary of
Employees
• Percentage of points obtained for
each employee.
THANK YOU!