Lecture 5Lecture 5

Spreadsheets and Presentations

©1999 Addison Wesley Longman 6.2

The Spreadsheet

The spreadsheet is a matrix that consists of:– Worksheet (a spreadsheet document)– Columns (alphabetical horizontal

divisions)– Rows (numbered vertical divisions)

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The Spreadsheet

– Cells (the intersection of a row and column)

– Addresses (column letter and row number, e.g., C12)

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The Worksheet

The worksheet is a grid formed by columns and rows and can contain:– Values (or numbers such

as 4, -76, $120.00).– Labels (words that

explain what the numbers mean such as Food).

Expenses Amount

Rent

Food

Utilities

Total

$400

$250

$120

$760

A B

1

2

3

4

5

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Entering Text

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Entering Numbers

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The Worksheet

– Formulas (a step-by-step procedure for calculating a number, e.g. =Sum(B2:B4).

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Specifying a range of cells

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Cell Types

• Numerical Values (simply a number)– displayed right justified within the cell by default – may contain math operations eg. =6-3+7 is

displayed as 10

• Numeric Formula: – formulae may refer to values in other cells – for example, B6 is =B3+B2 or +B3+B2 – values in B2 and B3 are added, result being

displayed in B6

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Cell Types (cont.)

• Text (or Labels): – anything else, though usually a heading – treated as a sequence of individual characters – to enter numbers as text, enter one of the quotes

as first character. – for example, '1234 entered as one two three four

• Blank – mathematical value of zero.

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Some common functions

• =SUM(range) = sum of all cells within the range • =AVERAGE(range) = average of non-blank cells

within range • =MIN(range) = Returns minimum value in range • =MAX(range) • =TODAY() = just date • =NOW() = date and time • =IF(condition, true, false)

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Spreadsheet Features

• Automatic replication of values, labels, and formulas (relative versus absolute references)

• Automatic recalculation

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Relative References

• Deafult type

• Copy command automatically adjusts cell references in formula as it copies.

• Relative references are adjusted– column references as copies across – row references as copies up/down.

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Absolute References

• Absolute references are not changed– needed when the value is taken from one cell– e.g. interest rate

• Add $ sign to make absolute reference– $H$4 always refer to fixed location– H$4 keeps row reference fixed on copying– $H4 keeps column reference fixed when copying

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Spreadsheet Features

• Linking (reflect changes in related worksheets).

• Database capabilities.

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Spreadsheet Features

• Predefined functions (e.g., SUM, AVG, SQRT).

• Macros (custom design your own feature)

• Templates (ready-to-use worksheets).

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“What If?” Questions

• Spreadsheets allow you to change numbers and instantly see the effects of those changes.– “What if I enter this value?”

• Equation solvers– Some spreadsheets generate data needed

to fit a given equation and target value.

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“What If?” Questions

• Validators - the equivalent of spelling and grammar checkers for spreadsheets.

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Spreadsheet Graphics: From Digits to Drawings

Charts allow you to turn numbers into visual data: – Pie charts (show

relative proportions to the whole)

– Line charts (show trends or relationships over time)

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Spreadsheet Graphics: From Digits to Drawings

– Bar charts (use if data falls into a few categories)

– Scatter charts (use to discover, rather than to display, a relationship between two variables)