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Basic Spreadsheets with Excel

Skills and Operative Competence


Learning objectivesLearning ObjectivesLearning objectives


Understand how to enter data into a spreadsheet.

Know some of the common data types that spreadsheets use.

Understand simple functions and formulae.

By the end of this unit you should:


Spreadsheet software, if used correctly, can be one of the most useful programs found on a computer.

Spreadsheets

Spreadsheets can help you in your DiDA project in many ways, whether it be to carry out calculations, display records, or to log results.

There is no doubt that spreadsheets are powerful, but to make full use of them you need to be aware of all of the features you can find in such a package.


Entering data

All data is entered into a spreadsheet by clicking on a cell and typing:

The datais entered

here…

…and appears in the selected

cell here.


The contents of any cell can be cut or copied and then pasted into another cell. This is very useful if you want to replicate or move large chunks of data.

Then chose the location you want to paste into and select Paste from the Edit menu, or by right-clicking.

Select the data you want and then select Copy either by right-clicking, or from the Edit menu.

Copying and pasting

You don’t have to paste into the same worksheet and you can even transfer data between programs.


Data types

As with a database, you need to select suitable data types forthe data you input into a spreadsheet. Defining data types willchange the way data is formatted when it is input.

In Excel, you can change the data type by:

Going to the Format menu.Selecting Cells.Changing the Category under the Number tab.

Most of these should be self-explanatory but be aware when using the Number data type that it ismeant for mathematical numbers.

Numbers, like telephone numbers, which start with a leadingzero will lose the zero unless you put them down as text.


Data types


Formatting cells


Inserting columns and rows

Sometimes you will find you need to add in an extra row orcolumn. To do this:

Select the nearest row or columnto where you wish to insert.Open the Insert menu.Select Row or Column.

In this case, the new column willappear to the left of the selectedcolumn. On newer versions ofExcel you can then use theFormat Painter to choose howyou want to format the new column.


Deleting columns and rows

Deleting columns and rows is evensimpler. To do this:

Select the column or row you wishto delete.Go to the Edit menu.Select Delete.

Alternatively, you can select a column or row, right-click on it and select Delete from the pop-up menu.


Entering formulae

At first glance, spreadsheets may just look like one big table. However, when you begin to add formulae to your datasheets, you begin to see the wide-ranging uses that spreadsheets have.

In this example, a formula has been entered into cell L2 to addup the total points scored by each pupil on a sports day.

The formula in this case is: =E2+G2+I2+K2

Note that a formula should always start with =


After typing in your formula, press enter to see the result. If you see #VALUE! in the cell it means there is a mistake in your formula.

Using operators

The arithmetic operators that are used within formulae are:

You may find it useful to use the right hand side keypad when entering formula. This part of the keyboard will only work if NumLock is on.

+ used for addition - used for subtraction* used for multiplication / used for division.


Replicating formulae

Formulae can take some time to enter. To speed things up, you can copy and paste the formula into the required cells.

To do this:

Select the cell with the formula.Click and drag the right handcorner of the box until youhave selected all the cells youwish to add the formula to.

You can also use the normal copy and paste commands ifnecessary. Excel will automatically change the cellreferences so that: changes to:

This is called a relative cell reference.


Simple functions

Typing out a formula like

Functions also use the colon (:) to stand for all the cells in between two cells. So that

would eventually be tiresome, especially if lots more cellsneeded to be added into the equation.

To make this easier Excel has functions which will help makewriting formulae easier.

Sum adds together a series of numbersAverage works out the average of a series of numbersMax works out the largest of a series of numbersMin works out the smallest of a series of numbers.

becomes


Functions


Summary quiz


Glossary

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