Introduction to spreadsheet PDF

Preview

Summary

lecture notes...

Description

Introduction to spreadsheet A spreadsheet is a software application that enables a user to save, sort and manage data in an arranged form of rows and columns. A spreadsheet stores data in a tabular format as an electronic document. An electronic spreadsheet is based on and is similar to the paper-based accounting worksheet. A spreadsheet may also be called a worksheet. Advantages Efficiency You need only enter values, variables and formulas into a spreadsheet once to calculate results. If you notice a mistake in one number, or if a situation differs later, you only have to update the specific entry. All related values change automatically. This lets you concentrate on entering new values or planning what-if scenarios, rather than tediously re-entering editing numbers and formulas. Formatting The appearance of every part of the spreadsheet lies under your total control. You can specify the font style and size used for numbers and text, define the border width and cell size of tables, add images, and color everything with a brilliant palette. You can also export your creation in a variety of file formats so it can be used in everything from printed documents, group presentations and websites. Integrity Have you ever written an extra numeral into a phone number? Or, inadvertently moved a decimal point to the wrong position? A spreadsheet prevents these typos by enforcing data integrity. On the simplest level, you can specify a cell format so all entries are displayed consistently. For more complex assurances, you can use a macro. Its built-in programming language can present wizards, forms and options to ease data entry. A macro can automatically reject or correct wrong entries, as well as sort them into the correct categories. Charting Charts make numerical information understandable by presenting them as a graphic. Creating them used to require drawing tools that could only approximate values. With a spreadsheet, you simply select the numbers you want to include and choose a chart type. The program automatically creates the image using precise values. You can easily change options, such as type and color, transforming charting from a tiresome manipulation of numbers to a pleasurable exercise in customizing art. Security A spreadsheet can secure sensitive data from prying eyes by revealing a file only with a correct user code and password. It can hide individual cells, like those showing wholesale cost, depending on users, like customers. It can also lock numbers and formulas so they are not accidentally erased during data entry. There are a lot of drawbacks for using spreadsheets for accounting. Firstly, spreadsheets need to be programmed to act as accounting tools. This needs considerable understanding of excel and accounting. You need to program it to generate reports, financial statements. It is also difficult to analyse all that data. You could generate pie charts, graphs, but that too requires considerable work. Accounting software on the other hand is ready-to-use. Requires very minimal effort as everything is automated. Disadvantages Firstly, spreadsheets need to be programmed to act as accounting tools. This needs considerable understanding of excel and accounting.

1

You need to program it to generate reports, financial statements. It is also difficult to analyses all that data. You could generate pie charts, graphs, but that too requires considerable work. Accounting software on the other hand is ready-to-use. Requires very minimal effort as everything is automated. APPLICATION AREAS OF A SPREADSHEET Statistical analysis Spreadsheets provide the user with a variety of statistical functions that will enable him to perform both simple and complex statistical operations such as computing the mean, standard deviation, average, mode etc. for complex statistical operations, the user need some understanding of statistics. Accounting Spread sheets are known to be a useful tool to the accountants for recording and analyzing financial transaction such as computing totals, consolidating financial records as well as predicting future business trends. Mathematical and scientific These involves the use of spreadsheets to solve mathematical and scientific problems such as arithmetic and trigonometric Workbook and worksheet An Excel worksheet is a single spreadsheet that contains cells organized by rows and columns. A worksheet begins with row number one and column A. Each cell can contain a number, text or formula. A cell can also reference another cell in the same worksheet, the same workbook or a different workbook. Understanding a Worksheet The worksheet in a Microsoft Excel 2010 file is a single spreadsheet consisting of rows and columns. When you first launch Excel and are presented with a view similar to the one below, then the majority of the screen is taken up by the default worksheet.

The name of your first worksheet is Sheet1, if your Excel program is still using the default settings. Your worksheet typically contains a series of rows that are identified with numbers at the left side of the window, and columns that are identified with letters at the top of the window. This is the default setup in Excel 2010, and is the most commonly used structure in the program. Understanding a Workbook

2

A workbook in Microsoft Excel 2010 is the entire Excel file (typically identified with a file type of .xls or .xlsx). If you see an Excel file in your My Documents folder, then that file is a workbook.

A new Excel file will have a default name of Book1, although that can later be changed when you first save the file. Your workbook can consist of multiple worksheets (a new file in a default Excel installation will have three worksheets), as well as information about the file itself, including macros, author names, and more. But even if there is only one worksheet in your Excel workbook, then that entity would still be called a workbook, simply because it has the capacity to hold more worksheets. Difference between a Worksheet and a Workbook in Excel Perhaps the easiest way to understand the difference between a worksheet and a workbook is to think of it in terms of pages in a book. The workbook is the entire book, while the worksheet is a single page within that book. A workbook can contain, at minimum, one worksheet, and up to a very large number of worksheets that is only limited by the available memory on your computer. Worksheets can be added, deleted or renamed within the workbook. You can also rename a workbook without affecting the name of any of the worksheets. You can toggle between worksheets within your workbook by clicking the sheet tabs at the bottom of the window.

3

Cell and cell range A range may refer to any of the following: In general, a range refers to a series of value between two other values. For example, the range between 1 and 5 is 2, 3, and 4. When referring to a spreadsheet, the range or cell range is a group of cells within a row or column. For example, in the formula "=sum(A1:A10)", the cells in column A1 through A10 are the range of cells that are added together. This type of range is referred to as an adjacent range since all of the cells are together. If you wanted to add cells that were in a non-adjacent range, each cell would need to be in the formula. For example, in the formula "=sum(A1+B2+C3)", the cells A1, B2, and C3 are added. Starting Excel from the Start menu Microsoft Office Excel 2010 provides several methods for starting and exiting the program. You can open Excel by using the Start menu or a desktop shortcut. When you want to exit Excel, you can do so by using the File tab, the Close button, or a keyboard shortcut. To start Excel 2010 from the Windows Start menu, choose Start→All Programs→Microsoft /Office→Microsoft Excel 2007/2010/2013/2016. A new, blank workbook appears, ready for you to enter data.

4...