SPREADSHEET

FOR A
PURPOSE
Excel for a purpose:
-Understanding purpose of a spreadsheet
-Understanding and working with different alignment, different Formatting styles
-Working with basic formula, basic math functions
-Working with logical functions, date & time functions, text functions, Cell
references, Data sorting, Data Filtering, Page setup
What is spreadsheet?
It is a structured method of storing data. It uses
formulas to perform calculations.
What are the few applications of spreadsheets?
Billing of Food
Items in
Restaurant
Tracking Temperature of various cities
Questions
• Does each of the spreadsheets fulfill its purpose?

• Is each one easy to use, and why?

• Is there anything that could be changed to improve any of the

spreadsheets?
What are the few features of spreadsheets?
Features of Spreadsheets
• Functions to perform various operations on data. Example, Average,
Sum, Count, etc.
• Create graphs or charts on data
• Filter the data in the selected column
• Sort data A to Z (or) Z to A
• Equations can be inserted in the cell. Example, Area of a circle.
• Any type of document can be inserted in the cell. Example, PDF, Word,
Image, etc.
• You can add link to any website, document, etc.
Important Points
• Columns in the spreadsheet are identified with “Alphabets”
• Rows are identified with “Numbers”
• Cell is the rectangular box which is the intersection of row and column. Cell
name is the combination of column name and row name. Ex: A2, B4, etc.
• Only Left, Right and Center alignment is available.
• The default alignment of the text is “Left”
• The default alignment of the numerals is “Right”
• Wrap text is used to break the text into multiple lines to fit in the cell size.
• Merge Cell is used to combine two or more cells into single cell.
Designing a spreadsheet
1. Scenario - A description of a situation, such as a description of
what the spreadsheet will do.
2. Objectives - A goal that we aim to achieve.
3. Data - Spreadsheet store and perform calculations
4. Formulas - A rule that tells the computer what to do with the
data. Formulas always begin with = symbol. Example
=SUM(A1,A2)
System Design

A plan of what a system will do and how it will work.

Designing a spreadsheet
1. Scenario - Making a plan for building construction.
2. Objectives - Record Construction task, Record cost of each
construction, Record duration of days to construct each.
Calculate how days to complete whole building and the total cost
of the construction.
3. Data - Task name, cost of each task, number of days to
complete each task.
4. Formulas - Total cost of construction, Total number of days.
Plan for Construction of the Building
=(C2+C3+C4)

=SUM(C5,C6,C7)

=SUM(C8:C10)
• Arithmetic
operators are used to define formulas
and also used in functions. Division by zero and
empty cells are not allowed.

Example:
=((A2+B1+C5)-5)/4
=(A2-B4)/(A3*A7)
=SUM(A1,A2,A3)/3
Functions
Function Explanation
COUNT Used to count non-empty cells which contain only
numerical value.
COUNTA Used to count non-empty cells which contain all
types of characters.
COUNTBLANK Used to count empty cells
SUM Sum values in the specified cells
AVERAGE Find average of the values in the specified cells
MAX To find the maximum value in the specified cells
MIN To find the minimum value in the specified cells
Examples
=SUM(C2,C3)
=COUNT(B2:B5)
=C3/2
= SUM(B2,3B)
=SUM(C2,C3) is 57
=COUNT(B2:B5) is 3
=C3/2 is 17
= SUM(B2,3B) is error due to mistake in the column name
=COUNTIF(F14:F25,">10")
=SUMIF(F14:F25,">10")
=AVERAGEIF(F14:F25,">10")
Excel Date functions
Today and Now Function
DATE Function
Day Function
Month Function
Year Function
EOMONTH Function
DATEDIF
To calculate the age of a person, you can use this function. It takes three values,
first value is date of birth, second value is today, "y" for the third argument to get
the number of complete years between the date of birth and today's date.
Answer these…
 Shortcut Keys
Bold Ctrl + B Align Center Ctrl + E
Italic Ctrl + I Align Right Ctrl + R
Underline Ctrl + U Find text Ctrl + F
Save Ctrl + s Replace text Ctrl + H
New blank Print
Ctrl + N Ctrl + P
document Window
Select all Hyperlink Ctrl + K
contents of Ctrl + A
the page
Conditional Formatting
Conditional Formatting

Conditional formatting is a feature in Microsoft Excel that

allows you to apply specific formatting to your cells
according to certain criteria. It enables you to make sense of
your data and spot significant trends.
Features

1. Quickly identify duplicates

2. Highlight Cells with Value Greater/Less than a Number
3. Highlighting Top/Bottom 10 (or 10%)
4. Format cells with formulas, eg: Highlighting Errors/Blanks, highlight
every other row
5. Color Scale
6. Icon sets
Vlookup Function

The VLOOKUP function performs a vertical lookup by searching for a value in

the first column of a table and returning the value in the same row in the
index_number position.

The VLOOKUP function is a built-in function in Excel that is categorized as a

Lookup/Reference Function.

VLOOKUP( value, table, index_number, [approximate_match] )

=VLOOKUP(10248, A1:B6, 2, FALSE)
Parameters or Arguments
value
The value to search for in the first column of the table.
table
Two or more columns of data that is sorted in ascending order.
index_number
The column number in table from which the matching value must be returned.
The first column is 1.
approximate_match
Optional. Enter FALSE to find an exact match. Enter TRUE to find an
approximate match. If this parameter is omitted, TRUE is the default.
Returns

The VLOOKUP function returns any datatype such as a string, numeric,

date, etc.

If you specify FALSE for the approximate_match parameter and no exact

match is found, then the VLOOKUP function will return #N/A.

If you specify TRUE for the approximate_match parameter and no exact

match is found, then the next smaller value is returned.

If index_number is less than 1, the VLOOKUP function will return #VALUE!.

If index_number is greater than the number of columns in table, the

VLOOKUP function will return #REF!.
Goal Seek

The Excel Goal Seek feature is a what if analysis tool. Assuming that you
know the single outcome you would like to achieve, Goal Seek allows you
to arrive at that goal by working backwards to mathematically adjust a
single, specified variable within the equation.

Goal Seek is often used in financial models but is also commonly used in
sales, elections, and other types of forecasts.
Charts
In Microsoft Excel, a chart is often called a graph. It is a visual representation of data from a worksheet
that can bring more understanding to the data than just looking at the numbers.

A chart is a powerful tool that allows you to visually display data in a variety of different chart formats
such as:

Bar,

Column,

Pie,

Line,

Area,

Doughnut,

Scatter,

Surface, or Radar charts

With Excel, it is easy to create a chart.

Chart Elements