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MODULE 4.1: INTRODUCTION TO SPREADSHEETS
CONTENTS
• What is a spreadsheet? • Basic functions• Inputting data • Use of formatting • More about different types of data format
s • Effective input using AutoFill• Test and improve knowledge and skill• Module Activities
WHAT IS A SPREADSHEET? Examples of uses
Part of a spreadsheet that is used for the calculation of marks.
WHAT IS A SPREADSHEET? First acquaintance with Excel 2010
Ribbon
Tabs
Cell name boxFormula bar
Rows 4-9
Columns A-I
Active cell
Quick Access Toolbar
Different worksheets
BASIC FUNCTIONSFormat of a function
Function Name
A function always begins with an equal sign.
=(argument(s)
)
Name of the function
Argument: cells on which the function is based
BASIC FUNCTIONSExamples of functions
Sum
Average
Minimum
Maximum
BASIC FUNCTIONSEntering functions
=SUM(D1:D7)=SUM( D1:D7)
BASIC FUNCTIONSEntering functions
INPUTTING DATA
Move to a cell by using:
Tab
Data aligned:
text
123
left for text
right for numbers
To edit data:
F2
USE OF FORMATTING
Specific range: click and drag with mouseWhole row: click on row heading number
Whole column: click on column heading number Whole spreadsheet: Click on select all block or <Ctrl>< A>
Selection of cells
USE OF FORMATTING
Character formatting and bordersHorizontal alignment
Vertical alignment
indenting
Text orientationWord wrapping in a cell
merging of cells
Basic formatting
USE OF FORMATTING
Character formattingAlignmentBordersShadingText orientationMerging of cells
Or use Format Cells
USE OF FORMATTING
Format as table
Formatting cells, rows and columns
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS
123 Names =SUM(B1:B12)
2011/02/09 Labels =DAY()
19:45 Comments =B4*C4
Numerical data Text
Functions and
Formulae
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS
123
2011/02/09
19:45
Change data format
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Ordinary numbers
Set decimal places after pointUse system separator
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Currency formats
Select symbol here – do not type RR 324.78
R 324.78
Accounting
Currency
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS
Numbers which must be treated as text
0002 098 567 8473
To save numbers as text:
‘0002 or
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS
Numbers which must be treated as text
Error message:
Select Ignore Error.
MORE ABOUT DIFFERENT TYPES OF DATA FORMATS Dates and times
Dates Times
EFFECTIVE INPUT USING AUTOFILL
OVERVIEW OF MODULE
Spreadsheet
What is it?What used
for?
EnvironmentWorksheets
Rows, Columns
Cells
Basic FunctionsSum, Max,
Min, Average
Inputting data
Auto Fill
FormattingCosmetic
Cell Contents
(data types)
Working with
spreadsheet files
Create; Open; Save
TEST AND IMPROVE YOUR KNOWLEDGE AND SKILLSImportant terms and concepts
Argument Cell address Data type
Format Formula bar Function
RangeSpreadshe
et/ Workbook
Worksheet
TEST AND IMPROVE YOUR KNOWLEDGE AND SKILLSTips and Recommendations
Worksheets formatted to improve readability and interpretation
Labels formatted to be clearly distinguishable
The results of calculations to stand out clearly and be easy to interpret.
Correct data types and formats for data.
Use cell references (not the actual values stored in the cells) when performing calculations