Octoberr 2003Bent Thomsen - FIT 3-11 IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg...

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IT – som værktøj

Bent Thomsen

Institut for Datalogi

Aalborg Universitet

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Introduction to Spreadsheets

Bent Thomsen

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What is an electronic spreadsheet?

It is the electronic equivalent of an accounting worksheet, comprised of rows and columns to allow you to do many tasks in the organization of numbers in a clear, easy to understand format

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What is an electronic spreadsheet?

• It is a tool to help you calculate budgets, do economic analysis, statistics, planning, engineering calculations, …

• Replaces pen, paper and pocket calculator

• Can show diagrams and graphs

• Can input data from other programs

• Can output data to other programs

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Some Advantages of Spreadsheets

• Spreadsheets are capable of exploring “what-if”scenarios (e.g. budgets, submitting bids)

• Once it is set up properly, the user can save time by never having to set up the spreadsheet again– Blank spreadsheets are called templates.– Monthly salaries,grade sheets

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Popular Spreadsheets

• Quattro Pro• Lotus 1-2-3• StarOffice Calc• Microsoft Excel

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Spreadsheet terminology• Row - horizontal axis (designated by numbers)

• Column - vertical axis (designated by letters)

• Cell - intersection of row and column (designated by an address comprised of the column letter and row number e.g. A1)

• Block//Range - a rectangular group of one or more cells (identified by block coordinates (e.g. A1:G4)

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Spreadsheet terminology (con’t.)

• Label - alphanumeric

• Value - a number or formula result

• Formula - creates relationships among other cells

• Template - a notebook that has labels, formulas, and all of the formatting but no actual data (e.g. actual figures and numbers)

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How big is a spreadsheet?

• Normally you see 9 columns and 18 rows

• = 162 cells

• One sheet has 256 columns and 65536 rows

• = 1677216 cells

• That is more than 103000 screens

• Would take 34000 A4 pages to print

• Take 194 days to fill at one cell pr second

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Starting Excel

• Menu bar

• Blank worksheet in document window

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Exploring the Excel Screen

Title bar

Menu toolbar

Standard toolbar

Screen Tip

Active worksheet in workbook window

Formatting toolbar

Task Pane: organizes related

commands

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Activating Toolbars

Click on View and Toolbars

Toolbars sub-menu appears

Click on desired toolbar

Check indicates active item; click to

deactivate

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Moving Around the Worksheet

Working in an active cell(intersection of a row and column)

Cell pointer

I-beam: to place

insertion point

Insertion point: where text will be

entered

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Moving Around the Worksheet• Move cell

pointer – arrow keys

– scroll bars

• Change pages – click on tabs

– tab scroll buttons

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Moving Around the Worksheet

• Consider cell B4 active

• Note– thick cross mouse pointer

– row, column buttons highlighted

• After scrolling to right, note … – row button still highlighted

– name box still shows B4 as active cell

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Moving Around the Worksheet

To select a column

•Click on the column heading button

•Whole column is highlighted

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Entering Labels• Click desired cell to make it active

• Label is displayed both in cell and in formula bar as you type

• Label displays out of its column

– as long as other columns are empty

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Worksheet with Labels

• Note – Documentation

section– Label cut off, next cell

occupied– Labels aligned left

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Editing a Cell's Information

• Click on desired cell– Cell pointer moves there– Contents displayed in

formula bar

• Click mouse pointer (I-beam) to location within text– type, delete, copy, paste

as needed

I

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Entering Values

• When entering numbers– do not use commas

– numbers are right justified by default

• To proceed to next cell right use [Tab] or right arrow key

• To proceed down, use [Enter] key

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Entering Formulas• Formulas are mathematical equations

– perform calculations– always start with an equal sign (=)

• Formula shows informula bar

• Note color referencesin formula

. . .

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Entering Formulas• After formula entered and cell pointer moved

– Formula does not show in formula bar

– Result of calculations shows in cell where formula entered

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Operators

• ^ - exponents

• + - addition

• * - multiplication

• / - division

• - - subtraction

• = - function

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Example

=5+1*38

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Order Calculations are Performed

• First exponents• Then any multiplication and division in the

order they occur• Then any addition and subtraction in the

order they occur

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Parentheses

• Operations within parentheses are performed before those outside.

• Within the parentheses the basic rules are followed.

• Multiple sets of parentheses, the innermost are executed first followed by the next set.

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Built-in functions

• Functions are pre-written formulas• Functions must start with an equal sign• Functions takes value(s), perform an operation,

and returns a value(s)• Values you use with a function are arguments• =AVERAGE(D3:D7)

– AVERAGE is the function– D3:D7 is the argument

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Using Functions• Advantages of predefined functions

– save time– more accurate

• Using AutoSum– Click cell at

bottom of column

– Click AutoSumbutton

– Excel assumesit should totalthe column

– SUM functioninserted

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Using Functions

• AutoSum can also be used to right of a row of numbers

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Using Functions• Note end results of

using AutoSum

• Note:– Click AutoSum

button once to display formula,again to apply

– SUM formuladisplays in Formula bar

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Using the Function Insert Feature• Click on Insert, and Function

• Insert Function dialog box appears

Select function category

Choose specific function desired

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Using the Function Insert Feature

Note calculated result of inserted function

Animated border shows selected

range

Formula appears in

cell

Arguments of function must be

specified

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Using the Function Insert Feature

Note calculated result of inserted

function

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Creating a Chart

• Select series of numbers from worksheet

• Click Chart Wizard button– Dialog box opens

• Choose charttype, sub-type– Note preview

button

Click on Next button to proceed

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Creating a Chart

• Step 2– Review and change

series range asneeded

– Click CategoryLabelsbutton to specifysource of labelsfor chart

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Creating a Chart

• Labels now show inlegend

• Range for labelsnow displayed

Click on Next button to proceed

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Creating a Chart

• Step 3– Enter titles (which

will show on preview)

– Specify legend detailson legend tab

– Specify Data Label details as shown

Click on Next button to proceed

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Creating a Chart

• Step 4– Specify where chart will appear

– Click Finish

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Creating a Chart

• Chart is displayed as object in worksheet

Note Chart toolbar displayed while chart is selected

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Moving, Resizing a Chart• With chart selected, mouse cursor changes

to when mouse key pressed– This is the "movement pointer"

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Changing a Chart Type

• Possible to use the same data and change to a different chart– Column chart to bar chart– Bar chart to line chart

• Can also switch between sub-types– Flat pie chart to 3D pie chart

• Important to use a chart type which best represents what the data portrays

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Changing a Chart Type

• To change chart type– Select the chart

– Click on Chart, then Chart Type

– Opens Chart Type dialog box

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Changing a Chart Type

• Chart Type dialog box Choosing 3-D sub-type

Specify a type as the default

type

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Changing a Chart Type

• 3-D view can also be changed– Click Chart, then 3-D view

– Opens 3-D View dialog box

Change angle of elevation Rotate view

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Changing a Chart Type

• Resulting chart– 3-D view– View has been elevated to 30 degrees

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Previewing and Printing a Worksheet

• Click the preview button on the standard toolbar

• Worksheet preview displayed– note mouse cursor

is magnifier

– click on area tozoom in

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Previewing and Printing a Worksheet

• Click the Print button

• Print dialog boxappears– Note options

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Previewing and Printing a Worksheet

Alternative ways to print• Click File and the Print

– Note Print Preview option herealso

• Click Print icon on menu bar

– (Print dialog box will not appear)

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Using the Office Assistant• Click Help on the menu bar

– choose Show Office Assistant

• Enter question in dialog balloon

• Select a help topic

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Using the Office Assistant

• Read the chosen help topic– Note possible multiple

panes of information

• Office Assistant can bedisabled– uncheck option box

in dialog box

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Saving and Closing a Workbook• Click File and Save from

the menu bar

• Use the Save As dialogbox

• Specify new folderas needed withNew Folder dialogbox

• With name of file enteredclick Save button

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Steps in Developing a Spreadsheet

1.Determining the purpose - what inputs, what outputs, what printed reports

2.Planning - plan it on paper first

3.Building and testing - make sure it manipulates the data correctly

4.Documenting - should include something within the worksheet itself (directions, name and date)