Spreadsheets

What is a spreadsheet?
• It is a computer application used to record,
organize and analyze numerical data in tabular
form.
• Examples include:
a) Microsoft Excel
b) Google sheets
c) Quip
d) VisiCalc
e) iWork Numbers
 Features of spreadsheets
• Ability to use formulas and calculations
• Ability to copy formulas
• Inserting or deleting rows and columns
• Creating charts and graphs
• Automatic recalculations when values change
• Sorting data in ascending and descending
order.
 Uses of spreadsheets
• It is used to store and organize data e.g. (revenue,
payroll, and accounting information)
• Used to manage to manage a large data set at one
time e.g. (student records, employee records)
• It is used to creating business plans
• Used to generate reports and charts
• Used for accounting purposes such as cashflow
analysis
 Advantages of spreadsheet
• It is easy to manipulate and analyze data
• It makes it easy to create instant calculations
• Spreadsheets require minimum training
• It keeps data organized
• You can create multiple spreadsheets within
one file
• Automatic recalculations when an entry
changes
 Advantages of spreadsheet
• Copying formulas thus saving time of writing
individual formulas
• You have access to countless spreadsheets
templates
• Can visualize data thus you can create charts
and graph easily
 Disadvantages of spreadsheets
• It takes time to learn formulas
• They are not user friendly – when you need to
handle a lot of data you will find yourself
scrolling through hundreds or thousands of
rows and columns
• Spreadsheet are not secure-as opposed to a
dedicated system that require access to login.
• It is time consuming to enter data into each
cell.
 Disadvantages of spreadsheets
• Lack of collaboration- given that excel
spreadsheet are a single file only one person
can access and edit data at any given time.
• It is vulnerable to costly human errors
• There are high chances of data getting deleted
or lost
 Basic Spreadsheet terms
• Cell- a cell is the intersection of row and column,
in which data can be entered
• Column- It is the vertical selection of the cell
identified by one or more alphabetical letters
• Row- This is the horizontal selection of a cell
identified by a number
• Cell Address- it is the identification of a cell by
use of its co-ordinates e.g A4, B7, F4, F8 e.t.c
 Basic Spreadsheet terms
• Worksheet:- it is the grid of rows and columns
where information is inputted into.
• Workbook:- This is a spreadsheet document
that contains one or more worksheets. A file
created using a spreadsheet application is
called a workbook.
 Basic Spreadsheet terms
• Active Cell:- the selected cell in a worksheet
• Formula bar:- it is where the contents of the
active cell is shown
• Range:-a series of two or more adjacent cells
in column or row . It can be referred to in a
formula
 Formula
• It is an expression used to perform
calculations
• It starts with an equal sign for example
{=B2+B3}
• Formulas allows you to do automated
calculation within spreadsheets
• You can use brackets to indicate order of
formula
 Relative Cell Addressing
• Refers to the way cell references adjust automatically
when you copy a formula from one cell to another.
This feature allows formulas to be more flexible and
reusable.
• When you use a cell reference like A1, it is relative. If
you drag or copy this formula to another cell, Excel
adjusts the reference based on the new location.
• For example: If you have a formula =A1 + B1 in
cell C1 and you drag it down to cell C2, it will change
to =A2 + B2.
 Absolute Cell Referencing
• Absolute cell addressing in Excel is a way to keep a cell
reference constant, regardless of where you copy or move
the formula.
• This is useful when you want to refer to a specific cell that
shouldn't change when the formula is replicated.
• An absolute reference is denoted by a dollar sign ($).
• To create an absolute reference, add dollar signs before the
column letter and the row number. For example:
• $A$1 (both column and row are absolute)
• $A1 (column is absolute; row is relative)
• A$1 (row is absolute; column is relative)
 Functions
• Are inbuilt formulas in MS Excel
• A function is a predefined formula used for
specific values in a particular order.
 Functions
• Sum:- used to add figures in a selected range
of cells
• Average:- used to find average in the selected
range of cells
• Count:- used for counting the number of cells
with something in them
• Max:- used to display the highest number in
a range
 Functions
• Min:- used to display the lowest number in a
range
• Mode:- used to display the number that has
been frequently repeated
• Median:- It displays the number in the
middle when arranged in order
• Product:- It displays the product of 2 or more
numbers in a range
 IF Statement
• It tests a given condition and returns one
value for TRUE result and another value for a
FALSE result.
• For example if mark is 50% and above then
return “pass” else return “fail”
=IF(cell C2>=50, “pass”, “fail”)
 =IF(logical_test, value_if_true, value_If_false
1. Logical_test- this is the condition to be tested
and evaluated as either true or false
The logical operators include (=, < , >, >=, <=, <>)
1. Value_if_true – The value will be returned if the
logical_test evaluates true
2. Value_If_false – the value will be returned if the
logical_test evaluates to false
 CountIf(Range, Criteria)
• It is used for counting cells within a specified
range that meet a certain criterion or condition
• Range: - defines one or several cells to count
e.g B2:E2
• Criteria: - defines the condition that tells the
function which cell to count. It can be a
number, text etc.
• =CountIf(C2:C15, “>=50”) – counts cells where
value greater or equal to 50
 Sumif function
• Adds all the cells that meets the given criteria
=Sumif(range, criteria, [sum_range]
1. Range: - This is the range of cells that we
want to apply the criteria against
2. Criteria: - this is the condition which are used
to determine which cells need to be added
3. Sum_range: - This is an array of numeric
values (or cells containing numeric values)
that are to be added together if the
corresponding range entry satisfies the
supplied criteria.