4.01 Student Notes

I. Spreadsheets and Components of SpreadsheetsA. A workbook is a file which contains one or more spreadsheets.B. A spreadsheet (or worksheet) is an arrangement of cells in columns and rows

used to organize, analyze, calculate, and report information, usually in numerical form.• For the remainder of this objective, the term spreadsheet will be used.

C. Cells are individual locations on a spreadsheet.1. Cell address – Cell A4 refers to one specific location.2. Cell range – A4:A16 refers to a group of adjacent cells.3. Column A refers to all of the contents in a vertical range of cells in the first

column of the spreadsheet.4. Row 3 refers to all of the contents in a horizontal range of cells on Row 3.5. 'All Years'!A6:E16 refers to a range of cells in a specific spreadsheet.

D. Cell data is classified according to its intended purpose.1. The label classification is used for cells that contain text or for numbers

that will not be used in calculations. 2. A value classification indicates that the data has the potential to be used

in calculations. 3. A formula instructs the software to perform a calculation.

a. Formulas begin with an equal sign (=). When the equal sign (or in some cases a plus sign (+)) is keyed in a cell, the software “knows” that the data will be used in a calculation.

b. Formulas use the following:i. Addition ii. Division iii. Multiplication iv. Subtraction

c. Calculations are performed according to the Order of Operations:i. Parenthesesii. Exponentsiii. Multiplication and division (from left to right)iv. Addition and subtraction (from left to right)

2. A basic function is a shortcut for a formula.a. Components of a Function

i. Cell reference – indicates a cell’s location and provides instructions for how cell data is copied or used in calculations.(a) Relative - cell value changes as the formula is copied(b) Absolute - cell value remains static when copied to

other locations(c) Mixed - combination of an absolute and a relative cell

4.01 Student Notes

ii. Parentheses – control the Order of Operations iii. Conditions or criteria tell the function how to calculate

the results and what data to use.b. Functions

i. Sum, for example, =Sum(C4:C18) adds the range of cells from C4 through C18

ii. Average, for example, =Average(C4:C18) determines the average of the range of cells from C4 through C18

iii. Maximum, for example, =Max(C4:C18) finds the highest number in the range of cells from C4 through C18

iv. Minimum, for example, =Min(C4:C18) finds the lowest number in the range of cells from C4 through C18

II. Formatting is applied to spreadsheet components for the purpose of organizing and clarifying information. Data that is presented in a uniform and consistent format is much easier to understand than data presented with random formats. Formatting can be applied to pages, columns, rows, cell ranges, and cells. Formatting features include:A. A header/footer B. Font Size and StyleC. Justification

• Left, right, or center justification can be applied globally to columns or rows.

• The format painter can also be used to apply global formats.1. Left – by default, cells formatted as labels are left justified 2. Indent is a format applied to cell data to emphasize subcategories, such

as the itemized list of expenses in a budget.3. Right – by default, cells formatted as values are right justified

a. Values should be formatted uniformly, such as using two decimal places for all like data or currency for total amounts.

b. Values can be formatted for a set number of decimal places with or without a comma separator.

c. Values can be formatted in a variety of date formats.d. Other formats include time, percentage, fraction, and scientific.

4. Center – formatting usually applied to titles and column headings D. Adjusting Height, Width, and Size of Cells, Columns, and Rows

1. Wrap is used to align multi-line text within a cell.2. Merge is used to combine two or more cells; default alignment is center. 3. Column width is adjusted to fit the longest entry.

E. Borders and Shading F. Editing

1. Columns and rows can be inserted, copied, pasted, or deleted. 2. Cell data can be cleared, copied or pasted.

G. Renaming a spreadsheet adds a descriptive identifier to the spreadsheet tab.

4.01 Student Notes

H. Reordering of spreadsheets III. Spreadsheet Operations increase the efficiency of data entry, the performing of

calculations, and the presentation of information.A. Spreadsheet operations

1. Sort is used to arrange data in alphabetical or chronological order.a. A primary sort indicates the primary sort range of data.b. A secondary sort indicates the next range.

2. Freeze panes allows the user to work in multiple areas of a large spreadsheet and focus the view on specific cell ranges

3. Fill Series is used to fill a column or row with consecutive data4. Print is used to provide a hard copy

a. Print preview – used to view how data is represented on paperb. Print a selection – used to print a portion of a spreadsheet

5. Linking and embedding is used to integrate spreadsheet data with other software applicationsa. A word processing document (target) may contain a link to a

spreadsheet (source) that will update anytime the spreadsheet data is edited

b. An embedded spreadsheet is converted into a graphic image when placed in a target document and does not change to reflect edits made at the source

II. Advanced Functions are used in higher-level operations, such as in conditional and comparison equations to compute interest rates, due dates and payment terms, and financial projections. A. IF statements - conditional operators

1. Results are returned IF the data specified in an equation meets conditions set by the formula

2. IF statements can be written to carry out an action, such as: IF a value in a cell is greater than or equal to another value, insert the word “Pass” in a cell

B. Date functions - used to calculate a period of time 1. NOW - returns the current date2. Days360 - calculates difference in days between two dates

C. LookUp function - used to compare a cell value to an array of cells and return a value that matches the location of the value in the array. 1. Lookup - used for two column vectors 2. VLookUp - used when there are more than two columns in the array

(lookup table). D. List - used to assist in organizing spreadsheet information

1. Uses:a. Control the size or content of data entriesb. Filter for specific content within a list such as displaying only the

Southeast region vice presidents 2. Types of Lists

4.01 Student Notes

a. Validated - limits data entry to specific choices programmed into the function

b. Non-validated - allows additional entries other than those provided in the drop-down menu

E. Count - used to return the number of cells in a range 1. Count - number of cells in a range that contain numbers2. CountA - number cells in a range that contain value or letter3. CountIf - cells that meet a condition set forth in the formula