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Spreadsheets
Why Use Spreadsheets?
Repetitive calculations› Frequency› Complexity› Different views
Analysis of data› Explorative› Manipulation
Basic StructureSpreadsheet (Worksheet)
cell (letter-number)
Column (letters)
Row (numbers)
workbook = collection of worksheets
Cells
What Can Be In a Cell
Label – identification for people Constant – any format
› Text, number, picture, hyperlink, …› Value for computer› Format for people
Formula – uses cells & constants› Always begins with =› “takes the value of”
Formulas
Simplest Formula
=cell Why do you use it? Fundamental Principle:
› Never have to change anything in two places
› Variant of DRY (Don’t Repeat Yourself)
Copy-paste› Fine if you really want a snapshot› Does not work if data will change
Formulas Referencing Cells
Once you define the formula› Can change the values as often as you like› Automatically re-computes
Treats cells as variables› Defined by location, not value› Each cell constant or another formula
Example› Pay = hourly rate * hours worked
Values can change Formula remains the same
Copying formulas Want the same information for different data
› Example: min, max, avg grades for each assignment
Can use copy or fill Copying a formula moves it relatively
Dragging (Fill)
Bottom right corner› One cell copies
Value exact Formula changes cells
› Multiple cells extrapolate
What if Want SAME Place
Absolute positioning› Can lock the cell, column or row
Cell: $A$1 Column: $A1 Row: A$1
› To change a reference to absolute Insert $ PC: Use F4 Mac: Cmd-T
Referencing Cells Across Spreadsheets
Can simply click on a cell on another sheet› Check the results; easy to get the wrong
cell as you navigate between sheets. Reference it using
SheetName!cell
Constants
Formulas Using Constants
Use constants when they will not change
Values that won’t change:› Computing the area of a circle
Π r2
› Computing the area of a triangle ½ base*height
What about…› Minutes in an hour?› Days in the year?
Constants
Use directly in formulasOr
Place in cells› Used frequently› Precision: make sure it’s right!
Names
To Name Cells or Ranges
Name Box
Named elements are fixed locations
Name Manager
Can use to name or manage names
Accessing:› PC
Formulas -> Define Name› Mac
Insert -> Name -> Define
Tips
Finding functions
Useful Keys and Practices
Paste specials› Values› Transpose› With and without formatting
ESC: This key is your friend Changing cell sizes Deletions and additions
Best Practice
Name spreadsheets (rename) Delete unused spreadsheets Separate input, computation, and
output› Input: only page that you change› Output: readability› Computation: everything else