Lesson 4 - Advanced Spreadsheet Skill Module

Empowerment Technologies
GATEWAY INTEGRATED SCHOOL OF SCIENCE

AND TECHNOLOGY
LESSON 4:
Advanced Spreadsheet Skills
Prepared by:
Mr. Vander Jhon E. Olvez
Subject Teacher
What is a Spreadsheet Software?
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o allows users to organize data in rows and columns and perform
calculations on the data.
o These rows and columns collectively are called worksheet.
Examples of Spreadsheet Software:

o LibreOffice Calc
o OpenOffice.org Calc
o Google Sheets
o Apple iWork Numbers
o Kingsoft Office Spreadsheets
o StarOffice Calc
o Microsoft Excel
What is Microsoft Excel
Microsoft Excel is one of the most suitable spreadsheet functions that help us
manage data, create optically logical charts, and thought-provoking graphs.
Microsoft Excel is supported by both Mac and PC platforms. Microsoft Excel can
also be used to balance a checkbook, create an expense document, build formulas,
and edit them.
It mainly comprises tabs, groups of commands, and worksheets. The worksheet is

made of rows and columns that intersect each other to form cells where data is
entered. It is capable of performing multiple tasks like calculations, data analysis,
and integrating data.
Microsoft Office button, ribbon, and quick access toolbar are the three main
features of excel that you need to focus on while learning excel.
Microsoft Excel Features

There are several features that are available in Excel to make our task more
manageable. Some of the main features are:
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AutoFormat - lets us choose many preset table formatting options.
1. AutoSum: It helps us to add the contents of a cluster of adjacent cells.
2. List AutoFill: It automatically develops cell formatting when a new
component is added to the end of a list.
3. AutoFill: It feature allows us to quickly fill
cells with a repetitive or sequential record
such as chronological dates or numbers,
and repeated document. AutoFill can
also be used to copy function.
We can also alter text and
numbers with this feature.
4. AutoShapes: Autoshapes
toolbar will allow us to draw
some geometrical shapes,
arrows, flowchart items, stars, and
more. With these shapes, we can draw our
graphs.
5. Wizard: It guides us to work effectively
while we work by displaying several helpful
tips and techniques based on what we are doing. Drag and Drop feature
will help us to reposition the record and text by simply dragging the data
with the help of the mouse.
6. Charts: These features will help us in presenting a graphical
representation of our data in the form of Pie, Bar, Line charts, and more.
7. PivotTable: It flips and sums data in seconds and allows us to execute
data analysis and generating documents like periodic financial statements,
statistical documents, etc. We can also analyze complex data relationships
graphically.
8. Shortcut Menus: These commands th/at are appropriate to the function
that we are doing occur by clicking the right mouse button.
Excel Interface
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After starting Excel, we will see two windows - one within the other. The outer
window is the Application Window, and the inner window is a Workbook
Window. When maximized, the Excel Workbook Window composite in with the
Application Window.
Application Window
The Application Window provides the space for our worksheets and workbook
items, such as charts. The components of the Application Window are defined
below.
Quick Access Toolbar
The Quick Access Toolbar lets us access common commands no matter which tab
is selected.
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By default, it involves the Save, Undo, and Repeat commands. We can add other
commands depending on our preference.
The Ribbon
Excel 2016 utilizes a tabbed Ribbon system instead of traditional menus. The
Ribbon includes multiple tabs, each with several groups of commands. We will
use these tabs to perform the most common function in Excel.
To minimize and maximize the Ribbon
The Ribbon is designed to respond to our current function, but we can choose to
minimize it if we find that it takes up too much screen space.
1. To click the Ribbon

Display Options arrow in
the upper-right corner of
the Ribbon.
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2. Select the desired minimizing options from the drop-down menu:

o Auto-hide Ribbon: Auto-hide shows our workbook in full-screen
mode and completely hides the Ribbon. To show the Ribbon, click
Expand Ribbon command at the top of the screen.
o Show Tabs: This option hide all command groups when not in use,
but tabs will remain clear. To show the Ribbon, simply click the tab.
o Show Tabs and Commands: This option maximize the Ribbon. All
of the tabs and command will be clear. This option is selected by
default when we open Excel for the first time.
The Formula Bar
In the formula bar, we can enter or edit data, a formula, or a function that will
occur in a specific cell.
In the image below, cell C1 is selected, and 2000 is entered into the formula bar.
Note how the data contains in both the formula bar and in cell C1.
The Name Box
The Name box present the location or "name" of a selected cell.
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In the image below, cell B4 is selected. Noted that cell B4 is where column B and
row 4 intersect.
The Backstage View (The File Menu)
Click the File tab on the Ribbon. The Backstage view will emerge.
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The Worksheet Views
Excel 2016 has a variety of displaying options that change how our workbook is
showed. We can choose to view any workbook in the Normal view, Page Layout
view, or Page Break view. These views can be useful for several tasks, especially
if we're planning to print the spreadsheet.
To change the worksheet views, locate and choose the desired worksheet view
command in the bottom-right corner of the Excel window.
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Zoom Control
To use a Zoom control, click and drag the slider. The number to the right of the
slider reverse the zoom percentage.
What is Workbook Window?

In Excel 2016, when we open up a new workbook, it now includes only one
worksheet. There can be the max of 1,048,576 rows and 16,384 columns in an
excel worksheet.
Worksheet
Excel files are known as workbooks. Each workbook hold one or more
worksheets (also called a "spreadsheetsx").
Whenever we create a new Excel workbook, it will include one worksheet named
Sheet1. A worksheet is a framework of columns and rows where column are
identified by letters running across the top of worksheet, and rows are identified
by numbers running down the left side of the worksheet.
To rename a worksheet
Whenever we create a new Excel workbook, it will include one worksheet named
Sheet1. We can rename a worksheet to reflect its content better. In this example,
we will develop a training log organized by month.
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1. Right-click the worksheet we wish to

rename, then select Rename from the
worksheet menu.
2. Type the desired name for the

worksheet.
3. Click anywhere outside of the worksheets, or press the Enter on our

keyboard. The worksheet will be renamed.
To insert a new worksheet
1. Locate and select the new sheet button.
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2. A new, blank worksheet will occur.
To delete a worksheet
1. Right-click the worksheet you wish to remove, then select Delete from
the worksheet menu.
2. The worksheet will be deleted from our workbook.
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Alternatively, Home Tab in the Cells Group, click on Delete and select Delete
Sheet.
To copy a worksheet
If we need to duplicate the content of one worksheet to another, Excel allows us

to copy an existing worksheet.
1. Right-click the worksheet we

want to copy, then select
Move or Copy from the
worksheet menu.
2. The Move or Copy dialog box will occur. Choose where the sheet will
occur in the Before sheet: field. In this example, we'll choose (move to
end) to place the worksheet to the right of the current worksheet.
3. Check the box next to generate a copy, then click OK.
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4. The worksheet will be copied. It will have a similar title as the original
worksheet, as well as a version number.
Worksheet, Rows, Columns and Cells in Excel
Rows
Rows run horizontally across the worksheet and ranges from 1 to 1048576. A row
is identified by the number that is on left side of the row, from where the row
originates.
Columns
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Columns run vertically downward across the worksheet and ranges from A to
XFD - 1 to 16384. A column is identified by a column header that is on the top of
the column, from where the column originates.
Cells
Cells are small boxes in the worksheet where we enter data. A cell is the
intersection of a row and column. It is identified by row number and column
header such as A1, A2.
How to enter data in Excel
Select a cell with a single click where you want to enter data; cell B3 is selected
in the image given below. Then double click in the cell to enter data. You can
enter text, numbers and formulas in the cell.
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After entering data, you can press Tab key to move to next column and can press
Enter key to move to next row. You can press arrow keys for more options to
move to other cells.

How to insert symbols and special characters in Excel
Select the cell where you need the symbol. Then click on the Insert tab and select
Symbol command, on the right end of the ribbon. It will display a number of
symbols, choose the desired symbol and click on Insert option then close the box.
Symbol will be added to the desired cell. Special characters can be added in a
similar way, you need to follow Insert > Symbol > Special Characters.
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See the image:
How to do addition in Excel
See the image, showing the addition of 10, 20 and 30.
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Choose the cell where you want the result to appear as cell C6 in this example.
Then type = sign in the cell, now select first cell C3 then type "+" sign then select
second cell C4, again type + and select third cell C5. Now press the enter key, you
will get the sum of these three numbers.
IMAGE A IMAGE B
Using Sigma Button to do addition in Excel
Select the cell to display

the result then in Home
tab click on the Sigma
button, on the right end
of the ribbon. You will
see the image given
below:
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Now select the list of

data you want to add.
You will see the image
shown below, and then
press the Enter key to
get the result.
How to do subtraction in Excel
It is similar to addition just replace the plus "+" sign with minus sign "-".
Choose the cell where you want the result to appear as cell C6 in this example.
Then type = sign in
the cell, now select
first cell C3 then
type "-" sign then
select second cell
C4. Now press the
enter key, you will
get the subtraction of
these two numbers.
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How to calculate average

in Excel
Select the cell to display the

result e.g. cell C9 in the
image shown below. Now
type "=" sign in the cell and
type "average" then type
opening parenthesis. Now
select the data, cells from
C4 to C7 then press the
Enter key to get the result.
Using Sigma Button

to calculate average
in Excel
Select the cell to

display the result. In
the Home tab click
on the small arrow
next to the Sigma
button and left click
on the Average
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option. You will see the image shown below. Then press the Enter key to get the
result.
Excel Creating Formulas
In cell C5 enter the number

20, now in cell E5 type the
formula: =C5+5 then press
the Enter key. You will get
the result. The formula says
5 is added to the value
entered in the cell C5 as the
value is 20 the result is 25.
In a similar way other formulas can be created:
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=C2*5 for multiplication, the value in the cell C2 is multiplied with 5.
=C2-5 for subtraction, 5 is subtracted from the value in the cell C2.
More formulas can be created

by typing = in the cell then
selecting the appropriate
values and typing correct
mathematical symbol in
between.
See the formula created to

calculate the distance in the
image given:
See the formula created to calculate

the phone bill in the image given
below:
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Excel If Function
The IF function or IF statement in Excel is composed of three parts separated by

commas.
◦ A condition
◦ What to display if the condition is fulfilled
◦ What to display if the condition is not fulfilled
See how the "IF function" is created step by step to find the safe and unsafe
travelling speeds in the following example.
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◦ Select the cell in which you want to create the "IF function"
◦ Type the code in the cell: =if(
◦ Type the condition with comma: B4>70,
◦ Type what you want to show if condition is fulfilled. If you want to
display text then write it within quotation marks: "Unsafe"
◦ Type a comma: ,
◦ Type what you want to show if the condition is not fulfilled within
quotation marks: "Safe"
◦ Then close the bracket and press the Enter key.
The IF function created above will look like this: =if(B4>70,"Unsafe","Safe")
So the IF function says if the speed or value in the cell B4 is more than 70 then
display Unsafe and if it is less than 70 then display Safe.
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After pressing the Enter key you will get the result for cell B4. Drag the fill
handle downward till cell C9 to get status for other speeds of column B.
Excel If Function with Calculations
"IF function" can be used in

complex calculations. See the
example:
If a sales executive sells more than

5 items, the company will pay
incentive 40 rupees per item sold
and if the sales executive sells less
than 5 items, the company will pay
20 rupees per item sold.
See how the "IF function" is used

with the calculation:
◦ Select the cell in which you want to create the "IF function"
◦ Type the code in the cell: =if(
◦ Type the condition with comma: C4>5,
◦ Type what you want to show if condition is fulfilled: 40*C4
◦ Type a comma: ,
◦ Type what you want to show if the condition is not fulfilled: 20*C4
◦ Then close the bracket and press the Enter key.
The IF function will look like this: =if(C4>5,40*C4,20*C4)
So the IF function says if value in cell C4 is greater than 5 then multiply it with
40. If it is less than 5 then multiply it with 20.
The IF function can be modified to perform different calculations:
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Suppose in the above example the company wants to pay rupees 50 along with
incentive to those employees who have completed probation period of 5 months
or their job duration is more than 5 months.
In this case, we can insert one more column in the worksheet for job months and
modify the IF function accordingly to get the results.
The modified IF function

is: =if(C4>5,50+E4,E4)
It says if the value in cell

C4 is greater than 5 then
add 50 to E4 which is
incentive of Peter. And if it
is less than 5 then keep the
incentive, the value of cell
E4 same.
Few more examples of IF

Function:
=if(B2>5,B2*2,B2*4)
The IF function says if value

in Cell B2 is greater than 5
then multiply this value with 2
else multiply this value with 4.
See the image given below:
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The IF function can also be composed in this way: =IF(B2>5,2*B2,4*B2)
=IF(B2<=50,B2*120%,B2)
The IF function says if the

value of cell B2 is less than
50 or equal to 50 then
increase it by 20% else
display the same value
without any change. See the
image given below:
=IF(B2=60,"",C4*D3+5)
The IF function says if the value of cell B2 equals to 60 then leave the cell blank
else multiply the cell C4 with D3 and add 5 to it. See the image given below:
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How to use COUNT,

COUNTIF, and
COUNTIFS Function?
Excel COUNT
The COUNT function returns the absolute number of cells that include numbers.
This count contains both Numbers and Dates.
Syntax
COUNT (VALUE1, [VALUE2]…)

Where the parameters, value1, [value2], etc. can be any values or authority to cell
ranges.
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Example 1: The following illustration returns the number of integer values in a
given range.
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Example 2: The following illustration count integer Values in the range A1: A4
and B1:B2.
EXCEL COUNTIF
Excel COUNTIF function is utilized for counting cells inside a selected range
that meet a specific rule, or condition.
For example, we can write a COUNTIF equation to discover out how many cells
in our worksheet include a number higher than or less than the number we
consider. Another common use of COUNTIF in Excel is for counting cells with a
particular word or beginning with a specific letter(s).
Syntax
The syntax for a COUNTIF function in Microsoft Excel is:
COUNTIF (range, criteria)
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Where
range: The range of cells that is examined against the given criteria.
Criteria: The condition which needs to be examined against each cell in the
range.
Note: If our criteria is a text string or a statement, then it must be enclosed in the
double-quotes.
Example: The COUNTIF function following counts the number of cells that are
higher than or equivalent to 5.
Excel COUNTIFS
The Excel COUNTIFS function takes in at least one cell range and returns the
total counts if criteria are fulfilled.
Syntax
COUNTIFS (criteria_range1, criteria1, [criteria_range2, criteria2],...)
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Where criteria_range1: Arrays of values (or ranges of cells including values) to
be examined against the particular criteria1, criteria2 ... (The provided
criteria_range arrays must all have the similar length).
criteria1: The conditions to be examined against the values in the criteria_range1,

[criteria_range2],....
Example 1: The following example displays the use of the COUNTIFS function.
In this example, we want to count the number of persons who fulfilled these two
criteria.
1. A person should be female.

2. A grade should be <=D, which is between A to C.
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Example 2: Count the total number of candidates who have failed in the
exam."*male" is utilized to discover the cells which end with a male.
Excel sumif Function
The SUMIF function is used to sum up the values of some specific cells of a
column, the cells which meet certain criteria.
The syntax of SUMIF function is:
=SUMIF(range,criteria, [sum_range])
So, the SUMIF function has three main parts:
Range: It refers to range of cells that you want to evaluate to shortlist the cells
that meet the given criteria.
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Criteria: It refers to conditions that tell which cells are to be added. It can be a
number or a text.
Sum _range: It provides the actual cells that are to be added. It is an optional
argument. If we omit this part of the function the SUMIF function treats "range"
as "sum_range" thus adds the cells of the range argument.
See the following example:
The company wants to know the total salary of the marketing department. In this
case, by applying the SUMIF function the company can add the salaries of all
employees of marketing department. See the image given below:
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=sumif(C3:C12,"marketing",D3:D12)
Range: C3:C12 is the range to be evaluated to shortlist the cells that belong to
marketing department.
Criteria: "Marketing" is the criterion to evaluate the range or to find out the cells
that are to be added.
Sum_range: D3:D12 is the sum_range that provides the actual values to be added
based on the given criterion.
How to Merge cells in Microsoft Excel?
There are different methods we can merge cells in Excel.

One of the most used methods is utilizing the Merge & Center option in the Home
tab.
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The issue with using Merge & Center is that it can combine the cells, but not the
text within these cells. Let us say we have a data set, as shown below:
If we select cell A1 and B1 and use the Merge & Center option, it will keep the
text from the leftmost cell (A1 in this case) and delete the text from all other cells.
Excel is not utterly ruthless, though it warns you before this happens. If you try
and merge cells that have text in it, it shows a warning pop-up letting you know of
this (as shown below).
If we go ahead and click OK, it will combine the two cells and keep the text from
the leftmost cell only. In the above example, it will combine A1 and B1 and will
show the Employee Name only.
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Microsoft Excel shortcut keys
If you work on Microsoft Excel, you can use the number of keyboard shortcut
keys to speed up your work and make it more convenient. We have tried to
provide a simple list of shortcut keys.
The following table contains the commonly used shortcut keys for Microsoft
Excel with description.
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Exploration 4.1.
Do the following exercise:
1. Open Microsoft Excel

2. Enter the Title EXPENSES in cell A1.
3. On the row below the title enter the column headings:
Costs Jan Mar Apr Totals
4. Under the column heading Costs enter the following row labels.
Rent Elec Food Petrol Ins Totals
5. Enter the following numeric data:
Costs Jan Mar Apr Totals
Rent 400 420 420

Elec 50 58 49
Food 220 190 210
Petrol 70 90 78
Ins 20 20 20
Totals
6. Entry the formula in the Totals row to calculate the Total expenses for
January.
7. Insert a header with your name centered and todays date right aligned.
8. Rename the worksheet to Expenses 1.
9. Save your spreadsheet with your Subject and your Name and Section.
a. Example:
ETECH -James Reid – STEM 11 SILVER
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Exploration 4.2
Do the following exercise:
1. Add new worksheet and copy all the data from the previous activity.
2. Make the following changes to the spreadsheet.
The Jan entry for Elec should have been 60 not 50. The Food cost for Mar
should be 150 not 190.
3. The Petrol cost should not had been included. Delete the row containing
Petrol data.
4. Replicate the formula used to calculate the Totals for Jan for other months.
5. Enter a formula to calculate the Total cost for the three months shown.
6. Replicate the formula calculating the totals for the other costs for the three
months shown.
7. Insert a new column headed Feb after Jan and before Mar. Enter the
following information.
Rent 400
Elec 55
Food 200
Ins 20
8. Adjust the spreadsheet to show the Total for Feb.
9. Calculate the overall Total which should be shown in the Total Rows and
Total Columns.
10. Rename the worksheet as Expenses 2 and save.
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Empowerment Technologies

GATEWAY INTEGRATED SCHOOL OF SCIENCE

What is a Spreadsheet Software?

Examples of Spreadsheet Software:

What is Microsoft Excel

It mainly comprises tabs, groups of commands, and worksheets. The worksheet is

Microsoft Excel Features

Quick Access Toolbar

To minimize and maximize the Ribbon

1. To click the Ribbon

2. Select the desired minimizing options from the drop-down menu:

The Formula Bar

The Name Box

The Name box present the location or "name" of a selected cell.

The Backstage View (The File Menu)

The Worksheet Views

What is Workbook Window?

1. Right-click the worksheet we wish to

2. Type the desired name for the

3. Click anywhere outside of the worksheets, or press the Enter on our

To insert a new worksheet

1. Locate and select the new sheet button.

2. The worksheet will be deleted from our workbook.

If we need to duplicate the content of one worksheet to another, Excel allows us

1. Right-click the worksheet we

Worksheet, Rows, Columns and Cells in Excel

How to enter data in Excel

move to other cells.

How to do addition in Excel

See the image, showing the addition of 10, 20 and 30.

Using Sigma Button to do addition in Excel

Select the cell to display

Now select the list of

How to do subtraction in Excel

How to calculate average

Select the cell to display the

Using Sigma Button

Select the cell to

Excel Creating Formulas

In cell C5 enter the number

In a similar way other formulas can be created:

More formulas can be created

See the formula created to

See the formula created to calculate

The IF function or IF statement in Excel is composed of three parts separated by

"IF function" can be used in

If a sales executive sells more than

See how the "IF function" is used

The IF function can be modified to perform different calculations:

The modified IF function

It says if the value in cell

Few more examples of IF

The IF function says if value

The IF function says if the

How to use COUNT,

COUNT (VALUE1, [VALUE2]…)

The syntax for a COUNTIF function in Microsoft Excel is:

COUNTIF (range, criteria)

criteria1: The conditions to be examined against the values in the criteria_range1,

1. A person should be female.

Excel sumif Function

The syntax of SUMIF function is: