Introduction to Excel Spreadsheets - Terminologies, Entering Data, Formulas & Functions

Excel
Tech Installer

Microsoft Excel
Ray Mkindo

Monday, December 16, 2013

Ray Mkindo/Tech Installer

1

Spreadsheet….
Outline
Announcements
1.Introduction
-Get started
-The excel screen
-Spreadsheet terminologies
2.-Entering data
-Auto fill data


2

spreadsheet……
3-Formulars & Functions
Introduction
 Get started
 Overview of the excel screen



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Spreadsheet…...
Terminologies
Spreadsheet is a computer application program which:
●
●

Resembles a paper.
Consists of accounting worksheets consisting of
multiple cells that together make up a grid
consisting of rows and columns.



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Terminologies…..
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Each cell contains alphanumeric text and numeric
values.
Examples of spreadsheets include LOTUS 1-2-3,
LOTUS SMART SUITE and MS EXCEL.

Spreadsheet is a table used to store various types of
data. The data arranged in rows and columns to make it
easier to store, organize and analyze the information



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Terminologies….
●

●

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Excel is an electronic spreadsheet program that can
be used for storing, organizing and manipulating data.
The spredsheet appears as the rectangular table or
grid of rows and columns.
The horizontal rows are identified by numbers (1,2,3…)
and the vertical columns with letters of alphabet
(A,B,C).



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Terminologies…..
●

●

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The intersection point between a column and a row is a
small rectangular box known as a cell
A cell is a basic unit for storing data in in the
spreadsheet.
Because each an excel spreadsheet is contains
thousands of these cells, each is given a cell
reference to identify it.



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Terminologies….
●

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The cell reference is the combination of the column
letter and the row number such as A3, B6, AA345.
Relative cell reference is the basic cell reference that
adjust and change when copied or when using AutoFill.
Absolute Cell Reference Situations arise in which the
cell reference must remain the same when copied or
when using Autofill.



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Terminologies…..
●

Dollar signs are used to hold a column and/ row
reference constant.

Examples
Relative Cell Reference:
 To refer to a single cell: A1, B4, C5 etc.
 Range of cells reference:A1:A10, C5:C16etc
 They are relative because they refer to the cell they are
used in.


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Terminologies….
Absolute Cell Reference
=$A$1
Using the $ (Dollar sign) we are telling Excel to always
refer to the same cell no matter where we copy this
reference to.



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Entering data into excel
●

In order to enter data into excel first open the excel
screen

 Click the start button
 If you find excel in the start button menu click it to
open the excel screen
 Otherwise go to programs and find Microsoft office
from the dropdown menu click Microsoft excel to open



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Entering data……



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Entering data…..
●

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The cell where there arrow pointed from the figure
indicate the current cell where you can enter data
Type in the particular data that you are working with.
They can be numerals, text or mixture.
You can type as many data as possible.



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Autofill
●

Microsoft excel can automatically fill in dates, time
periods, and series of numbers including numbers
combined with text such as JAN-90, FEB-90, MAR90…….
Practical example



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Formulas & functions
SUM function
●

Excel contains several built-in functions to help
calculate complex formulas. An easy example is the
SUM function. Suppose you wanted to add a column of
numbers in column A. You could type
=A1+A2+A3+A4+A5+A6+A7+A8. However, using the
SUM function would be much less time consuming.



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Formulas & functions…
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To enter the above formula using the SUM function,
you would type: =SUM(A1:A8)
The general syntax for SUM function is:
=SUM(number1, numbe2,……….)
or
=SUM(Range) for example =SUM(A1:A8)



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Formulas & functions…..
AVERAGE function
It is useful in finding the average of the given range
The syntax for average is
=AVERAGE(number1, number 2,….)
Or =AVERAGE( Range)
for example =AVERAGE(A1:A8)



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MAXIMUM function
Return out the highest number
The syntax is:
=MAX(number1, number2…….last_number)
Or
=MAX(Range)
for example: =MAX (A1:A8)



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MINIMUM function
Return the lowest number
The syntax is:
=MIN(Number1, number2,……….last_number)
or
=MIN(Range) for example
=MIN(A1:A8)



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COUNT function
Count non-black cells
The syntax: =COUNT(Value1, value2……)
or

=COUNT(Range)

For example
=COUNT(A1:A8)



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NOW () function
Inserts current date
The syntax: =NOW()



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IF Function
Calculate a value conditionally
The syntax: =IF(Condition, True, False)
Or
=IF(logical_test, value-if-true, value-if-false)
For example:
=IF(AVERAGE>50, “PASS”, FAIL)



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SUMIF function
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Adds the cells specified by a given condition or criteria

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The syntax:
=SUMIF(Range, criteria, sum_range)



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Practical examples
Reading assignment
1.Formatting the spreadsheet
2.Printing the spreadsheet



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Introduction to Excel Spreadsheets - Terminologies, Entering Data, Formulas & Functions

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Introduction to Excel Spreadsheets - Terminologies, Entering Data, Formulas & Functions