Lesson 1 introduction to spreadsheet
- 1. 1 | P a g e Welcome to Elective ICT for SHS 2 Lesson 1 - Introduction to Spreadsheet Application Introduction: RPK Every month we try to organise how we spend our money. Whenever we receive money we try to prioritise our needs and spend money on them. List some of the things we consider important before committing to it. Objectives: In this lesson, we will look at the following: Layout of Microsoft office Excel Spreadsheet application Differentiate a workbook from a worksheet Customize a worksheet Navigate within the worksheet Categorise the data entered onto the spreadsheet Resize cells Notes: It is very easy to get confused once you launch Microsoft Excel Application. The basic endurance skills is to understand how to navigate within the Excel Application and access the features you are looking for. Getting Started with Microsoft Excel Application Starting Microsoft Excel Click the start button Click Programs Look for Microsoft Office Excel Click to launch Microsoft Excel Microsoft Excel Application contains vertical lines (Columns) and horizontal lines (Rows) also called grid lines. Columns and rows intersect to form a cell. Each cell is referenced by an address in a format Letter and a Number. The lines will not show when printed unless a border is added or inserted. Columns are identified by the column heading which is labelled bya letter andthe row headingidentifiedbynumberse.g. A1.TheletterA representscolumn A and the number 1 represents row number 1. An excel file is called a workbook, a workbook contains worksheet.
- 2. 2 | P a g e Spreadsheet Layout/User Interface There are important areas on the screen that needs attention. A new user needs to identify these to make better progress and judgement in using the application. The following: Quick Access Toolbar: This is a place where all the important tools can be placed. When you start Excel for the very first time,it has only 3 icons(Save,Undo,Redo).But you canadd any feature of Excelto Quick Access Toolbar so that you can easily access it from anywhere (hence the name). Ribbon: This displays the Menu for each Tab in an expanded format. It illustrates all the features of Excel in easy to understand form. As the spreadsheet contains 1000s of features, they are grouped in to several ribbons. Icons are grouped on the ribbon according to the unique features they exhibit. The most importantribbons are – Home, Insert, Page Layout, Formulas, Data and others Formula Bar: Active cell, cell A1 Scroll Bar Sheet tab Column Row worksheet Formula bar Auto fill handle Name box Title bar showing ‘Workbook’Quick Access Toolbar Ribbon New sheet
- 3. 3 | P a g e This is where any calculations or formulas you write will appear. You will understand the relevance of it once you start building formulas. Spreadsheet Grid: This is where all your numbers, data, charts & drawings will go. Each Excel file can contain several sheets. But the spreadsheet grid shows few rows & columns of active spreadsheet. To see more rows or columns you can use the scroll bars to the left or at bottom. If you want to access other sheets, just click on the sheet name (or use the shortcut CTRL+Page Up or CTRL+Page Down). Status bar: This tells us what is going on with Excel at any time. You can tell if Excel is busy calculating a formula, creating a pivot report or recording a macro by just looking at the status bar. The status bar also shows quick summaries of selected cells (count, sum, average, minimum or maximum values). You can change this by right clicking on it and choosing which summaries to show. Name Description Title bar The title bar spans the top of the program window and displays the name of the workbook and the program. The buttons on the right side of the Title bar are used to get help; change the display of the Ribbon; and minimize, restore, maximize, and close the program window. Quick Access Toolbar Appears on the left side of the Title bar and contains frequently used commands that are independent of the tab displayed on the Ribbon. Ribbon Extends across the top of the program window, directly below the Title bar, and consists of a set of tabs, each of which contains groups of related commands. Formula bar Appears below the Ribbon and displays the data or formula stored in the active cell. It can also be used to enter or edit cell contents. Name Box Appears on the left side of the Formula bar and displays the active cell address or the name of the selected cell, range, or object. Sheet tab Each worksheet has a tab that appears below the workbook window and displays the name of the worksheet. Scroll bars Appear along the right side and bottom of the workbook window and enable you to scroll through the worksheet. Status bar Appears at the bottom of the program window and displays the status of Excel (such as Ready). The tools on the right side of the Status bar can be used to display the worksheet in a variety of views and to change the zoom level.
- 4. 4 | P a g e Navigating within a worksheet Mouse Moves to every direction on the worksheet Enter key Moves downwards one cell at a time only when pressed Up arrow key Moves upwards one cell at a time Down arrow key Just like the enter key, it moves downwards one cell at a time Left arrow key Moves to the left of the active cell one cell at a time Right arrow key Moves to the right of the active cell one cell at a time Page up key Moves the page up Page down key Moves the page down Tab key Just like the right arrow key, it moves one cell at the time Data types Data entered into the data sheet (worksheet) are categorised into the following: Values or constant: Generally raw numbers Labels: Basically text, they are descriptive pieces of information such as date, year, event, names (product, people, institution, team, country) or anything that can identify or be used statistically to organize data on the worksheet. Formula: In Excel, a mathematical operation begins with an equal symbol (=). It alerts Excel that calculations is to be performed Column headers Active cell Column worksheet Row headers Cell Row
- 5. 5 | P a g e Customise your workbook/worksheet Renaming Worksheets The worksheet is labelled with a default name as sheet followed by a number 1. You can replace the default worksheet names with descriptive names to help you easily locate data in a workbook. To rename a worksheet: Double-click the tab of the worksheet that you want to rename. Or, right-click the sheet tab, and then click Rename on the shortcut menu. The worksheet name is selected on the tab. Type a new name, and then press the Enter key. The sheet tab size adjusts to fit the name. Double click sheet tab Right click on sheet tab To insert a worksheet: Click the tab of the worksheet to the left of which you want to insert a new worksheet. Click the New sheet button located on the right side of the last visible tab. This inserts a new worksheet to the right of the active sheet. Sheet 1 is ready for editing. Sheet tab is highlighted for renaming Right click the sheet1 tab, Click on rename Type the name you want to use
- 6. 6 | P a g e The Formula bar displays the contents of the active cell, it can be used to enter or edit cell contents. The Formula bar contains three buttons. The Insert Function button is always available, but the other two buttons are only active when you are entering or editing data in a cell. Clicking the Cancel button cancels the changes you make in the cell, which is the same as pressing theEsc key. ClickingtheEnter button completesthechangesyoumakein thecell, whichis thesame as pressing theEnter key.ClickingtheInsertFunctionbuttonopensadialog box that helps you construct formulas. To enter data from the formula bar, Click on a cell and then click in the formula bar Type the data You will see the data in both the formula bar and the active cell Resize a Cell When data entered into a cell gets into the adjoining cell, there is the need to expand the cell to accommodate the word, placing the mouse in between the affected cell will turn the mouse pointer into a double headed arrow, one arrow head pointing to the right and the other pointing to the left as shown in the diagram below. New sheet button Worksheet Insert Function Button Cancel Button Enter Button Move mouse pointer to the gap between column B and C, Double clicking will automatically expand to accommodate the word “Assessment” Click hold and drag to the right will also expand to accommodate the word “Assessment”
- 7. 7 | P a g e Labels Values Formula showing on worksheet Formula showing in formula bar Click the enter icon to accept the data Place mouse button on the bottom right hand corner to engage the fill formula handle. Let it turn into a plus You may double click to fill the formula down or click hold and drag down Mouse pointer turns into plus when moved to the bottom right hand corner right hand corner Formula bar displaying content of active cell and active buttons
- 8. 8 | P a g e Conclusion Data entered on the spreadsheet are grouped under three categories The excel application is called a workbook The workbook contains worksheet The arrow directional keys are used to navigate within the worksheet The Tab key, enter key and the mouse are also used to navigate within the worksheet Each worksheet can be given a unique name to identify the data on it Clicking the enter icon accepts the data, the cell becomes the active cell