Mr Shum

SpreadsheetseBooklet

Key Words

Key Word

Cell An individual box on a spreadsheet

Row Cells going across in an horizontal line. All rows have a number.

Column Cells that go down the spreadsheet. All columns have a letter.

Cell Reference The column letter and row number of a cell. (i.e. A5)

Formula Allows you to calculate values using other cells.

Function Allows you to complete more complex calculations quickly without having to write a long formula.

Formatting - Cells

BordersTo add a border around cells

1. Highlight the cells that you want to have a border.

2. On the Borders button, click All Borders(You can apply different borders if wanted)

Merge and CentreWhen you need text to go across several cells

1. Select the cells that you want to merge, ensure that they are empty

2. Click the Merge and Centre button

Cell Fill ColourTo change the colour of a cell

1. Select the cells that you want to change.

2. Click on the Fill Colour button (Paint Bucket) and select the colour you want

Resize Columns and RowsMake a column or row larger or smaller

1. Move your mouse in between the letters or numbers of the cell until you see this mouse:

2. Drag the row or column to the desired size

Formatting - Text

Text Standard text tool can be found on the toolbar.

1. Font styles2. Font Size

3. Font Colour

CommentsLeave comments in tells for other users to see. Useful to

help people when using your spreadsheet.

1. Click on the cell where you want to add the comment2. Under ‘Review’ select ‘New Comment’

3. Add you comment4. This will show when you click on that cell

Formatting - Numbers

NumbersCells can be in different formats. A few examples are: Numbers (With or without decimal places), currency,

dates.

To change the number format:

1. Select the cell(s)2. On the toolbar, select the format type3. Change the decimal place if required

Formatting – Conditional Formatting

Conditional FormattingA cell can have a different format or style depending on it’s

value.

A few examples:If the cell is a negative number, make it red.

If the cell is empty, make it yellow.Etc…

To add conditional formatting:

1. Select the cell(s)2. Choose Conditional Formatting and select New Rule

3. Choose ‘Only format cells that contain’4. Select the type of rule you want, (If the cell if greater

or smaller than, or empty)5. Select the format you want for that cell (Cell colour,

font colour, etc)6. Press ok and test your cell

You can have multiple formats on a cell

Formulas - Basics

FormulasFormulas allow you to perform calculations on

your spreadsheet quickly and easily.

All formulas start with an equals sign. You can add (+), subtract (-), multiply (*) or divide (/) cells.

ExampleThe formula in cell F2 is:

=D2*E2

This gives the total sales for that row.

It will automatically update if you change the number of sold in column D or the price in column

E

Formulas – SUM Function

SUM FunctionFunctions allow you to certain calculations

quickly. The SUM function allows to you add multiple cells easily

ExampleWe want to add together cells F2 to F8 to give

us the total in F10

We could write a basic formula like=F2+F3+F4+F5+F6+F7+F8

But a quicker way would be to use the SUM function:

=SUM( F2 : F8 )

Remember: SUM Function should only be used if you are adding together 3 or more cells.

Formulas – AVERAGE Function

AVERAGE FunctionThe AVERAGE function will find the average for

a range.

ExampleTo find the average number of items sold.

The long way of working it out using a formula would be

=(D2+D3+D4+D5+D6+D7+D8)/7

Using the AVERAGE function is far easier and quicker:

=AVERAGE( D2 : D8 )

This will also automatically update when the number sold changes.

You may wish to number format this cell to reduce the number of decimal places.

Formulas – VLOOKUP Function

VLOOKUP FunctionThe VLOOKUP function will find

information from a defined set of data.

The function parameters are

VLOOKUP( Value to search, data to search, column number of data to

find)

ExampleWe will lookup the price in cell I2 for the product that is given in cell H2

The function in cell I2 is=VLOOKUP( H2 , B2:F8 , 4 )

The first part (H2) is telling the function what to search for. In the example below H2 has Carrots, so this function will search for Carrots.

The next part is the Data, all the information below is in cells B2 to F8, so it is written in as B2:F8

The last part of the function is 4, this is the column number. 1 Being Produce, 2 being Unit, etc. Setting this to 4 will return the Price.

Formulas – IF Statement Function

IF FunctionThe IF function will change a cell’s content depending on a rule

Example

Check if someone is over budget.The logic test would be:

If total spent is greater then the budget then overspent.

The function would be

IF( C6 > C5 , "You've Overspent" , "Under budget")

Formulas – Text Functions

LEFT/RIGHT/Concatenate Function

There are text functions you can use to get parts of text.

For LEFT and RIGHT you specify the cell and the amount of letters.Example:

LEFT(A1,3) below will get the first 3 letters from the cell A1

Concatenate will join together text inside cells.

Sort and Filter

Sort and FilterIt is useful if you have a large amount of data to sort and filter data.

To do this you should highlight all the titles, then go to Sort and Filter then click Filter.

From there it will add tabs where you can filter and sort information

Modelling

• A Spreadsheet Model is a document created in a spreadsheet program (like Microsoft Excel) which is supposed to simulate a real life situation. For example a spreadsheet model might be used to help plan a school disco. It would show how much everything costs and help you to decide how much you need to sell tickets for to cover your costs.

• Spreadsheet models are often used in business to help with planning, accounting and forecasting.

Charts and Graphs

Charts and GraphsCharts and Graphs are useful to show data in a visual way

Highlight the data you want to use to create a graph. Go to Insert and select the type of chart or graph you want.