3. Spreadsheet. Figure: 3.1 Microsoft Excel 2010 Layout. ICT Information Communication Technology

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1 61 P a g e 3. Spreadsheet 3.1 Introduction to spreadsheets In Microsoft Office, Spreadsheets application is used to gather, store, manipulate, and analyze data in structured and organized workbooks for home, business and accounting tasks. Features of Spreadsheet: Certain features available in spreadsheet that make it very useful include:- Use of formulas: An ideal need is to do math on the input values and this is what formulas can do. Use of functions: Spreadsheets have hundreds of functions you can use for accounting or some other purposes. Provides a wide range of Graphs: A very good way to represent outcomes or results in a graphical form, for instance profit over period of 5 10 years or performance. Cell Styles: More than 40 colorful ready-made styles. Formatting and Editing from the Home tab Document information and Printing in Backstage View and Live Preview. 3.2 Working with worksheets: Figure: 3.1 Microsoft Excel 2010 Layout

2 62 P a g e **Refer Chapter Ribbon and Quick Access Toolbar **Modifying Ribbon and the Quick Access toolbar. Backstage View: Choose the desired option or you can return to your workbook by clicking Esc or any tab on Ribbon. Same steps to fallow. Creating and Opening Workbook: To create a new blank workbook: 1. Click the File tab. This takes you to Backstage view. 2. Select New. 3. Select Blank workbook under Available Templates. It will be highlighted by default. 4. Click Create. A new blank workbook appears in the Excel window.

3 63 P a g e To open an existing workbook: 1. Click the File tab. This takes you to Backstage view. 2. Select Open. The Open dialog box appears. 3. Select your desired workbook, then click Open 3.3 Using Arithmetic Formulas: Excel can be used to calculate numerical values. In this section, you will learn to create simple formulas in Excel, for example: to add, subtract, multiply and divide values. You will use cell referencing to make working with formulas easier and more efficient. Formulas: Excel can calculate formulas that add, subtract, multiply, and divide. And one of the most useful feature is, ability of excel to calculate using cell address that represent the value in a cell. Using cell address instead of value in a cell is cell referencing. Creating simple formulas: Excel uses standard operators: Addition + Subtraction - Multiplication * Division / **Note: - All formulas should begin with an equal sign =.

4 64 P a g e Exercise 1: - Creating Formulas Using Cell Referencing: (Using Cell Address) Addition: Open the file Store.xlsx worksheet Addition Subtraction: Open the file Store.xlsx worksheet Subtraction Multiplication: Open the file Store.xlsx worksheet Multiplication Division: Open the file Store.xlsx worksheet Division

5 65 P a g e 3.4 Using Functions: Excel comprises of all-inclusive library of functions or predefined formulas, you can take advantage of. Key benefit of predefined functions is that they can save you time, you don t have to write the formula yourself. Common functions used like sum, average, product, and count and complex functions like formatting text, referencing cells, calculating financial rates, and analyzing statistics. In this section you will learn how to use basic functions into your worksheet. At the end of this section you will also learn how to search and find various functions. Note: A function is a predefined formula that performs calculations based on given values in order. Arguments must be enclosed in parentheses. Individual values or cell address inside the parentheses must be separated by either colons or comma s based on required operation. For example: Colons create a reference to a range of cells. =SUM (A2:A20) calculate the Sum of the cell range A2 through A20 For example: Commas separate individual values, and cell ranges in parentheses. You must separate with comma, if there is more than one argument. =COUNT (A2:A10, C3:C30, D1:D10, E5:E10) this will count all the cells in the four arguments that are included in parentheses.

6 66 P a g e Exercise 2: Using functions and Creating basic functions in Excel: SUM: 1. Open the file Book Store.xlsx 2. Select the cell where you want Answer to appear D13 3. Type the equal sign = and then enter function name Sum 4. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range D4:D11 and close the parentheses ) 5. Press Enter, Result will appear in D13 6. Save PRODUCT: 1. Open the file Book Store.xlsx 2. Select the cell where you want Answer to appear F4 3. Type the equal sign = and then enter function name PRODUCT

7 67 P a g e 4. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range D4:E4 and close the parentheses ) 5. Press Enter, Result will appear in D13 6. Save AVERAGE: 1. Open the file Book Store.xlsx 2. Select the cell where you want Answer to appear D14 3. Type the equal sign = and then enter function name AVERAGE 4. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range D4:D11 and close the parentheses ) 5. Press Enter, Result will appear in D14 6. Save MINIMUM 1. Open the file Book Store.xlsx 2. Select the cell where you want Answer to appear D15 3. Type the equal sign = and then enter function name MIN 4. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range D4:D11 and close the parentheses ) 5. Press Enter, Result will appear in D15 6. Save

8 68 P a g e MAXIMUM 1. Open the file Book Store.xlsx 2. Select the cell where you want Answer to appear D16 3. Type the equal sign = and then enter function name MAX 4. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range D4:D11 and close the parentheses ) 5. Press Enter, Result will appear in D16 6. Save Using Insert Function command: COUNT Open the file Book Store.xlsx 1. Select the cell where you want Answer to appear D17 and Click on Formula Tab

9 69 P a g e 2. And then select Insert Function ; The Insert Function dialog box will appear. 3. Type a description of the function you are searching for, then click Go (Count Cells with number or type count, for example). You can also search by selecting a category. 4. Click Go 5. Select the function Count you want from the search result under Select a function then click OK. 6. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range A4:A11 and close the parentheses ) 7. Review selected cell range and Click OK. 8. Press Enter, Result will appear in D17 9. Save

10 70 P a g e COUNTA This function counts cells with text (numbers and characters) Open the file Book Store.xlsx 1. Select the cell where you want Answer to appear D18 and Click on Formula Tab under the Ribbon. 2. And then select Insert Function ; the Insert Function Dialog box will appear. 3. Type a description of the function you are searching for, then click Go (Count Cells with text, or type COUNTA for example). You can also search by selecting a category. 4. Click Go 5. Select the function COUNTA you want from the search result under Select a function then click OK 6. Select or Enter the cells for the argument inside the parentheses; for example: After opening the parentheses ( select range A4:A11 and close the parentheses ) 7. Review selected cell range and Click OK. 8. Press Enter, Result will appear in D17 9. Save

11 71 P a g e 3.5 Formatting Worksheets Formatting Cells: Data and values in the cells can be more understandable and more readable if the cells are formatted. For example: Currency: What currency is being used by Unit Price column? Dollar Euro or Bahraini Dinar Decimal Places: What number of decimal places to needed? 22 BHD or 22.5 BHD or BHD or BHD Date format: What date format to use? mm/dd/yyyy or dd/mm/yyyy In this section you will learn how to do cell formatting like number, currency, date format, decimal places, color, style, align text, and etc. Most of the tools to format cells, you will find under home tab; in font, alignment, number, and style groups. Format Number and Dates: Open the file Book Store.xlsx 1. Select the cells you want to modify; you can select single cell or cells in range (for example: E4:E11) 2. Click the drop-down arrow under the Number Group on Home Tab.

12 72 P a g e 3. You can select the desired or prefered number format. 4. You can then use the increase Decimal and Decrease Decimal places commands. Default format for any cell. When you enter a number into the cell. Excel will guess the number format that is most appropriate Currency formats numbers as currency with a currency symbol. For example: Short Date formats numbers as M/D/YYYY For Example: January 8th, 2016, would be 1/8/2016 Long Date formats numbers as Weekday, Month DD, YYYY. For example: it would appear in this format: Monday, January 08, 2016 Time formats numbers as HH/MM/SS and notes AM or PM. For example: it would appear in this format 11:60:55 AM Percent formats numbers with decimal places and the percent sign. For example: if you enter 0.90 into the cell, the cell will display the nubmer as 90.00%. Text formats numbers as text, meaning what you enter into the cell will appear exactly as you wrote it. Excel defaults to this setting if a cell contain both text and numbers.

13 73 P a g e To change font: 1. Select the cells you want to modify. 2. Click the drop-down arrow next to the Font command on the Home Tab. The font drop-down menu appears. 3. Move your mouse over the various fonts. A live preview of the font will appear in the wokrsheet. 4. Select the font you want to apply. To change font size: 1. Select the cells you want to modify 2. Click the drop-down arrow next to the font size command on the Home Tab. The font dropdown menu appears. 3. Move your mouse over the various fonts sizes. A live preview of the font will appear in the wokrsheet. To use bold, italic, and underline: Select the cells you want to modify and Click on the desired tool like bold, italic or underline. As shown below. Bold Italic Underline

14 74 P a g e To add a border: 1. Select the cells you want to modify 2. Click the drop-down arrow next to the Borders command on the Home tab. The border drop-down menu appears. 3. Select the border style you want to use. 4. You can draw borders and change the line style and color of borders with the Draw Borders tools at the bottom of the Borders drop-down menu. To change the font color: 1. Select the cells you want to modify 2. Click the drop-down arrow next to the font color as shown below, on the Home tab. The font color drop-down menu appears. 3. Select the desired font color.

15 75 P a g e To add a fill color: 1. Select the cells you want to modify 2. Click the drop-down arrow next to the fill color as shown below, on the Home tab. The fill color drop-down menu appears 3. Click the desired color. To change horizontal text alignment: 1. Select the cells you want to modify. 2. You can click one of the tool to align text in the cells To change vertical text alignment: 1. Select the cells you want to modify. 2. You can click one of the tool to align text in the cells

16 76 P a g e To apply cell style: 1. Select the cell you want to modify. 2. Click the drop-down arrow next to the cell styles as shown below, on the Home tab. The cell style drop-down menu appears. To wrap text: 1. Select the cell you want to modify 2. Click Wrap Text under Alignment Group on the Home Tab

17 77 P a g e 3.6 Introduction to charts: Using charts you can compare or analyse data and represent data graphically to have much easier understanding. In Excel often contains a lot of data, and it would be very difficult to interpret. For example: Maximum, minimum, or stable or fluctuating\changing growth in values\numbers over certain period. Excel has different types of charts Column charts are used to compare values across the categories Line charts are used to display trends over time. Pie charts are used to display contribution of each value to the total Bar charts are the best charts for comparing multiple values Area charts emphasize difference between several sets of data over a period of time This type of charts compares pairs of values

18 78 P a g e 3.7 Creating and formatting different types of charts: To create a chart: 1. Select the cells (rows or columns), including the column titles and row labels. The selected cells are source data for the chart. 2. Click Insert tab on the Ribbon 3. In the Charts group, select the desired chart category (for example: Column, Pie, or Bar) 4. Select the desired chart type from the drop-down menu (2D, 3D, Clustered etc ) 5. The chart will be appearing in the worksheet. No. Calls No. Calls

19 79 P a g e Chart tools: Design, Layout, and Format Tabs, which appear on Ribbon when you insert chart or select chart (in other words when the chart is active ). You can use these three tabs to format charts. To change chart type: 1. From the Design tab, click the Change Chart Type command. A dialog box appears 2. Select the desired chart type, and then click OK.

20 80 P a g e To change Layout: 1. Select the Design tab. 2. Click the More drop-down arrow in the Chart Layouts group to see all of the available layouts 3. Select the desired layout. To change chart style: 1. Select the Design tab. 2. Click the More drop-down arrow in the Chart Styles group in Design tab to see more styles to use. 3. Select the desired chart style from the drop-down window.

21 81 P a g e To insert or to change chart title: 1. Select the chart to insert title 2. Click on Layout Tab and then click on Chart Title 3. Select desired title layout. Under Format Tab: Tools under the format tab can be used to format shape, fill color, font color, effects, WordArt Style, or to Reset to Match Style

22 82 P a g e Exercises: Using Athematic formula and formatting worksheets 1. Open the file Shop.xlsx 2. Select and apply on cells range A3:G3 Cell Style Linked Cells Change font size to 18 and make it Bold Wrap Text 3. Format cells range C4:G13 to include Dollar $ currency with two Decimal Places 4. Select the whole table Cell Range A1:G13 and apply All Border 5. Calculate the Profit - Profit is the difference between Sales Price and Purchase Price. 6. Calculate the Tax Tax is the 10% of Profit (Tax 10% multiply by Profit) 7. Calculate Profit After Tax Profit After Tax is the difference between Profit and Tax 8. Save

23 83 P a g e Exercises: Using functions and formatting worksheets 1. Open the file Shop.xlsx 2. Type Total in Cell D15 and apply Cell Style Calculation 3. Type Average in Cell D16 and apply Cell Style Calculation 4. Type Minimum in Cell D17 and apply Cell Style Calculation 5. Type Maximum in Cell D18 and apply Cell Style Calculation 6. Calculate the Total for Sales Price, Purchase Price, Profit, Tax and Profit After Tax. 7. Calculate Average for Sales Price, Purchase Price, Profit, Tax and Profit After Tax. 8. Calculate Minimum for Sales Price, Purchase Price, Profit, Tax and Profit After Tax. 9. Calculate Maximum for Sales Price, Purchase Price, Profit, Tax and Profit After Tax. 10. Save

24 84 P a g e Exercise: Using functions, charts and formatting worksheets 1. Open a new workbook and rename sheet1 with the name Salary Statement. 2. Enter the labels and values in the exact cells locations as desired. 3. Use AutoFill to put the Employee Numbers into cells A4:A Set the width of all columns to Set the height of row 3 to Use warp text and merge cells as desired. 7. Apply Cell Style Accent 1 to A1:G1 8. Apply Cell Style Accent 2 to A2 9. Apply Cell Style Accent 4 to A3:G3 10. Calculate the Gross Pay for employee; enter a formula in cell E4 to multiply Day Rate by Days Worked. 11. Calculate the Tax (Tax), which is 6% of the Gross Pay; enter a formula in cell F4 to multiply Gross Pay by 6%. 12. Calculate the Net Pay; enter a formula in cell G4 to subtract Tax from Gross Pay. 13. Create a 2D Stacked Column chart using Name, Days Worked, & Net Pay columns. 14. Save file as SalaryStatement.xlsx.

25 85 P a g e Exercise: Using functions, charts and formatting worksheets 1. Create the worksheet shown above and rename it as STAFF RECORDS. 2. Apply Cell Style Title on A1:F1 and Heading 1 on cell range A3:F3 3. Apply Cell Style Accent1 on cell range A14:A16 4. Apply Borders to Cell Range A1:F12 5. Ensure that the worksheet looks like the one above. 6. Bonus is the 5% of Basic Salary 7. Calculate Total Salary; Total Salary is the sum of Basic Salary and Bonus 5%. 8. Create 3-D Column Chart that shows S.NAME and TOTAL SALARY TOTAL SALARY TOTAL SALARY 9. Save file as StaffRecords.xlsx