Unit 4: Spreadsheet (Intermediate)

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SESSION 1: USE AUTOSUM IN CELLS

Relevant Knowledge
You have learnt to navigate in a spreadsheet, populate cells, and perform calculations. As you
know, a spread sheet offers various mathematical functions to perform the calculations. Sum is
one of the functions available in the spread sheet to perform addition of selected numbers in the
sheet. In this exercise, you will learn how to use autosum function to perform addition in a
spread sheet.

Autosum is used for adding the values given in cells automatically without writing the formula to
perform the operation.

Open a new spread sheet and enter the following data.

ELA B 0 £ ■F G H
i S.NO Name English Hindi Maths Science Total
7 9 91|
2 1 Abhas 86
9 9 8 2 9
|1 iH
3 2 Amta 85
0 7 4 8 4 9
4 3 Raja 98
5 5 1
5 4 Subbu 7 8 9 77
8 9 9 3 1
6 5 Priya 100 37
4 3
7
1
Figure 1

Now to total the marks of each of the students, do the following:

• Go to cell G2. While the cell G2 is selected, click on the AutoSum option available under
Editing Group in the Home tab.

Figure 2

The values in the cells from c2 to f2 will be automatically selected as shown below.
 Figure 3
Press Enter.
o The total marks of Abhas appears in cell G3.
o Similarly, calculate the total marks of the rest of the students.
G
E
i
A
S.No Name
B c
Engl Ish
D
Hindi
E
Maths
F
Science Total
...
3 7 34
2 1 Abhas 6 9 92 91 8
9 35
3 2 Anita 0 84 94 85 3
7 8 34
4 3 Raja 3 5 91 98 9
7 8 7 33
5 4 Subbu 8 9 91 7 5
9
5 5 Priya 100 871 2801
3
7
Figure 4
Note: Autosum automatically selects the values around the cells either horizontally or vertically.
In the above example you want to perform addition of numbers listed from left to right, after
finding the total of two persons when you try to perform autosum for another person the values
on top of the current cell get selected. In that case, you have to select the cell values that you
want to perform addition.
Now change the marks of one of the students in one or more subjects. The total marks of that
student will get calculated automatically. Automatic calculation of formulas is one of the most
powerful features of electronic spreadsheets.

EXERCISE
Perform the following activities till you are confident:
S.No. Activities
1. Calculate without writing the formulae using the Autosum function
2. Create a list of all your personal expenses made during the month and calculate the
total expenses using the autosum function
3. Create a list of names of the month and holidays in that month. Add and calculate
the total number of holidays in a year using the autosum function
ASSESSMENT

Fill in the blanks:

1. of formulas is one of the most powerful features of electronic spreadsheets.

2. is used for adding the values given in cells automatically without writing the formula.

3. AutoSum option is available in group under the Home tab.

4. Autosum automatically selects the values around the cells either or

SESSION 2: CONDITIONAL FORMATTING

Relevant Knowledge

Conditional formatting allows you to change the formatting (font color, border, shading) of the
cells based on the values in it. Yes, you can do that manually, but it can be a tiresome task if you
have a huge amount of data. So, you specify a condition for the values in the cell, and if the
condition is satisfied then automatically the formatting of the cell changes. This feature would be
very useful if you were working on a profit and loss spreadsheet, or a temperature variance
spreadsheet, or a marksheet. You could highlight cells that have values are greater than a
defined rule with one color and those less than another with a different color.

Basically, you can select one or more cells, and create rules (conditions) for when and how
those cells are formatted. The conditions can be, based on the selected cell’s contents, or based
on the contents of another cell.

You can control the following formats:

• Number format
• Font, font style, and font colour (but not font size)
• Fill colour and fill pattern
• Border colour and border style (but not border thickness)
Open a new spreadsheet and enter the following data

Figure 5

Now to apply conditional formatting for the data do the following.

• Select all the cells you want to format conditionally.

Figure 6
 Click on Conditional Formatting option available under Styles group in the Home tab. A

drop down list appears.

Click on Highlight Cells Rules option, a submenu appears.
• Note: you can select the condition listed according to your needs. In this example if you want to
highlight the values that are greater than 75, select “Greater Than...” available under the
Highlight Ctik RulM

Ron Sris

Hew Ru*c,-
£l«r Rules

Mina^e fiules...

Figure 7
 submenu. A dialog box appears.

Figure 8

Specify the value in the box and click on the down arrow next to the with field and select a
predefined format for the condition from the drop down list. If you want to highlight the cell
contents with your own formatting style click Custom Format option in the dropdown list.
A Format Cells dialog box appears. You can select a different font color under Font tab,
border style and color under Border tab and fill color under Fill tab.
Go ahead and create the data below and format it in the manner displayed.

Figure 9

Note: Similarly you can set various conditions for the selected value like less than, equal to,
between etc.

Optionally, you can also specify the cell address where the value is stored. This can be very
helpful as simply changing the value in one place can change the conditional formatting all over
the previously selected range. An example is shown in the figure below.

Figure 10
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The result is displayed below.

Figure 11

EXERCISE

Perform the following activities till you are confident:

S.N Activities
o.
1. Perform conditional formatting on a data subset
2. Create a student mark list of at least 10 students and five subjects. Highlight the
marks of the students who got marks greater than 80 with green colored text with
blue fill. Save the worksheet as Marks_{your name}.

ASSESSMENT

Fill in the blanks:

1. conditional formatting allows you to change the formatting (font color, border, shading) of
the cells based on the values in it.

2. Conditional formatting is available under Styles group in Home tab.

Answer the following: 1. List any five conditions/formats/items that can be used for conditional
formatting.

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