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SPREADSHEET APPLICATION

Title Bar – indicates the name of the program and the active workbook on which you are currently working.
I. INTRODUCTION Menu Bar – a list of menu names displayed that when you click one of the names in this bar, a dropdown
A. MICROSOFT EXCEL- a graphic oriented spreadsheet program developed by Microsoft Corporation menu appear. Choosing a command from this list instruct excel to perform a certain action.
which enables the user to make worksheet, graphic, and database software package that Toolbar – a bar containing buttons giving quick access to commands and tools, such as
can be used to develop and implements a variety of applications. It is a spreadsheet bold, italic, create chart, style and drawing tools.
application, which allows user to manipulate numerical data with formulas and built-in Name box – it give the address of the activated or highlighted cell.
functions. Formula bar –an area of the screen where you enter text, numbers and formulas. It
What is Spreadsheet? displays also the content of a highlighted cell.
Is a program that is used primarily for doing calculations. These operations may be simple Column Header–it label across the top of the work area by letters. It identifies each column and can be
used to select columns (by clicking on the header)
arithmetic like summing up the list of numbers or more complicated financial calculations.
Row Header – it identify each row and can be used to select rows (by clicking on the
B. Fundamental Category of Operation in Microsoft Excel
column header). It is label down the side by numbers.
1. Worksheet – a primary document you use in Excel to store and manipulate data. It consists of grid Active cell- the cell to be affected by the next command is surrounded by a dark outline.
of cells that can hold number, text or formula. Sheet Tabs – enables you to switch to a specific sheet in a workbook.
2. Graphics – includes colorful illustrations, drawings, charts and graphs for easier analysis. Select All button – used to highlight the entire worksheet
3. Database – excel allows the user to relate, retrieve information, make decision and provides results
or conclusions based from the data entered. E. ICONS IN THE TOOLBAR AND ITS FUNCTION
C. Starting Excel Window
1. Opening Excel Window 1. Standard Toolbar
Do any of the following:
Click start button, select All Programs select Microsoft Office then select Microsoft Excel 2003. Auto Sum – it provides you the sum of a figure in a column or in a row
Double click the icon of Microsoft Excel in the desktop.
Click the icon of Microsoft Excel in the desktop, then press enter key.
Sort Ascending – helps you to arrange data alphabetically from Z to A of from smallest
2. Closing Excel Window to biggest in value.
Do any of the following:
Click File, the select exit. Sort Descending – helps you to arrange the data alphabetically from Z to A or from
Note: Click Yes to save your document, No if you do not like. biggest to lowest in value.
Hold and press Alt F + X
Click the close button on the upper right corner of the excel window Chart Wizard Button – this button used to display the menu of chart you desire to apply.
D. The Excel Window
The excel window is what you see on the screen upon opening the Microsoft Excel.

2. Formatting Toolbar

Merge and Center Button – this is used to unite two or more cell into single but bigger
cell.

Currency Style button – this used to provide a currency symbol

Percent Sign symbol – use to enter percent symbol

Comma style button – used to provide an automatic value of digits

Increase Decimal Button – it increases decimal numbers to the right

Decrease Decimal Button – it decreases decimal numbers from the right automatically.
It is also used in rounding off numbers. Steps: 1. Click File on the menu bar
II. CREATING AND SAVING A WORKSHEET 2. Select Open
3. Click the drop down arrow to select a drive of workbook to open
A. The Worksheet
(Floppy Disk, USB)
A worksheet is arranged into a series of cells with a unique address (Example: B3), which is 4. Select the workbook to open
determined by the columns and rows occupied. Each worksheet can have a maximum of 256 columns and 5. Click Open
16,384 rows giving you over 4 million cells.
E. Entering data in a Worksheet
Cell – a single rectangular shape as a result of intersecting columns and rows.
If you open Microsoft Excel, you can see a blank sheet and it is automatically called book 1.
each cell ready to accept text, numbers and formula.
Each cell is ready for you to enter data.
Columns – a vertical division of a worksheet. There are 256 columns available in
one worksheet. As you type data, it will become visible in the active cell and in the formula bar. In the
Rows – a horizontal division of a worksheet. There are 16,384 rows available in a cell, the letters are followed by a blinking line called insertion point to indicate where
worksheet. the next character you will type will appear.
If you entered wrong character, just press backspace to erase then retype correctly.
B. Opening a New Blank Worksheet After typing a data in a cell, press enter to confirm your entry.
Two ways of entering data in a worksheet
Do any of the following procedure:
1. Constant Values – a cell value that does not start with an equal sign. These are the data that
you enter directly into the computer and it does not change unless you select the cell and edit
Click file the select New
the value by you yourself.
Hold and press Alt + N
Example: Date, time, currency, percentage and fraction
C. Saving a Workbook
2. Formulas – A formula is a sequence of constant values, cell references, names, functions that
1. My document folder produces a new value from existing values. Formulas always begin with an equal sign (=) or
Steps: 1. Click file plus sign (+). A value that is produced as the result of a formula can change when other
2. Select save as values in the worksheet change.
3. Press back space the encode the filename of the workbook 1. Text
4. Click the drop down arrow besides save in box Text is letters or any combination of numbers and letters. Any set of character entered in a
5. Select my document cell that excel does not interpret as number, formula, date, time, logical values or error value is
6. Click Save command box or press Enter. interpreted as text.
2. In USB Memory Steps to follow in entering data in a cell or cells.
Steps:1. Click file 1. Select the cell into which you want to enter data.
2. Select save as 2. Type the data
3. Press back space the encode the filename of the workbook 3. Press ENTER
4. Click the drop down arrow besides save in box Text is automatically left aligned.
5. Select Drive E
2. Numbers
6. Click Save command box or press Enter.
To enter a number as a constant value, select a cell and type the number. Numbers can include
D. Opening Workbook numeric characters (0-9) and any of the following special characters: + - ( ) , / $ and %
1. From File You can include commas (,) in numbers, such as 1,000
Steps: 1. Click File on the menu bar A single period (.) in a numeric entry is treated as decimal point.
2. Select open Plus sign (+) entered before numbers are ignored
3. Select the workbook to open Numbers are automatically right aligned.
4. Click Open 3. Dates and Times
2. From Folder Microsoft Excel ignores capitalization
If you want to display time using the 12-hour clock, type AM or PM.
Steps: 1. Click File on the menu bar Example: 3:00 PM.
2. Select Open You can type a date and time in the same cell. You must separate the date and time by a
3. Click the drop down arrow to select a Folder of workbook to open space.
4. Select the workbook For entering dates, you can use either a slash (/) or hyphen (-)
5. Click Open
3. From Directories
3. Select column in the drop down list
4. Select Autofit Selection

F. Activating and Highlighting a cell


1. Activating a cell means clicking at a cell without content. This is the basic step I. Adjusting the height of a row
when entering data.
 Drag the boundary of the row header
Active Cell J. Inserting Column in a worksheet
Steps:
1. Activate any cell in a column where you want to insert new column
2. Select insert in the menu bar
Figure No. 03 3. Select Column
Example: Insert Column for Age between Name of Students and Address
An active cell refers to a cell which is surrounded with dark lines. It is
ready to accept data and formula. Inserted Column
2. Highlighting a cell means, clicking at a cell with content.

Figure No 04. Figure No. 06


To highlight a data, consider the first cell to occupy. K. Inserting Rows in a worksheet
Steps:
G. Editing the content of a cell 1. Activate any cell in a row where you want to insert a new row
Steps: 2. Select Insert in the menu bar
1. Highlight the cell containing the data that you want to edit 3. Select Rows
2. Insert the character or changes in the formula bar L. Deleting Cell
3. Press enter to confirm your entry or click any cell outside the cell you are Steps:
currently editing 1 Highlight the cell to remove
Tip: Double click the data to edit then enter the correct data 2. Click Edit
H. Adjusting the width of columns 3. Select Clear
M. Deleting Rows and Columns
a. Mouse technique Steps:
 Drag the boundary of the column header 1. Click on the row/column header of the row/column to delete
2. Click Edit
Drag here 3. Select Delete
N. Copying and moving data
1. Copying data to the adjacent cell
Steps:
1. Click on the cell you want to copy the content.
2. Drag down the small square on the lower right corner of the active cell.

Figure No. 05
b. Using the Format Menu Command
Drag Here
Steps 1. Highlight the column that you want to adjust
2. Click format in the menu bar
Figure No. 07

3. Copying data to another cell


The Different Forms of Mouse Pointer in the Spreadsheet
Steps: 1. Highlight the cell containing the data you want to copy
2. Click copy button on the standard toolbar Arrow - used to select commands from the menu bar and toolbars.
3. Activate the cell where you paste the data. (consider the first cell to Thick Cross – Used to select a cell or range of cells.
occupy).
4. Click paste button
I – Beam – used to edit text within a formula bar. This pointer appears when the mouse
4. Moving data to another cell pointer rests on the Name Box and Font Box.

Steps:1. Highlight the cells containing the data you want to move Fill Handle – used to copy cell content.
2. Click Cut button
3. Activate the cell where you paste the data. (consider the first cell to Double-Headed Arrow – allows you to adjust the column width by
occupy). dragging it to the left and right and the row height by dragging it
4. Click paste button up and down.
O. Navigating to specific cell content
1. Finding a specific cell: P. Formatting Worksheet
Steps: 1. Open a worksheet to navigate
2. Click Edit on the menu bar A. Text Alignment
3. Select Go To Aligning the content of a cell within a cell
4. Type the cell address of a specific cell to find.
1. Aligning text to the right (default alignment of number)
2. Using the Find and Replace feature of MS Excel
Steps: 1. Highlight the cell
2. Click Right Align button
The Find and Replace feature of MS Excel allows you to save time since it helps find the
data in one or more spreadsheet Aligning text to the left (default alignment of text)
Steps 1. Highlight the cell
It also gives you a choice to change or alter the data in the shortest possible time. This feature allows you to find 2. Click left align button
data without having to scroll up or down and scroll from left or right.
Aligning text to center
Steps in finding and replacing the content of a cell:
1. Click on the cell containing specific data to find 1. Highlight the cell
2. Click Edit 2. Click the align center button
3. Select Replace
Merging the content of a cell into multiple number of column
4. Type the data to find
5. Type the data to replace old data Merging- the process of uniting series of cells into single but bigger cell.
6. Click Replace All command box on the Find and Replace dialog box . Merging the title of a worksheet
Steps:
1. Encode the title at cell A1
2. Highlight cell A1 until the last column of your worksheet
containing data
3. Select Merge and Center button or Center across Button
Tip in merging and centering title of the worksheet
 Merging the title can be done only by row.
 Accomplish first your worksheet before merging and centering so that the title of the
worksheet will be centered to the worksheet itself.

Merged cells
In a row
2. Sorting data from Z-A or from highest to lowest in value

Steps:
1. Highlight the data you want to assort
2. Click sort descending button on the standard toolbar
Formatting Dates
D. Applying and modifying borders
Example: December 17, 1972 to 12/17/72 The border setting
Steps:
1. Click on the date you want to format
2. Choose Format
3. Select Cell
4. On the format cells dialog box, click Number Tab (refer to fig. No. 10)
5. Click Date
6. Select the desired format of date
7. Click OK

Adding border using the border button on the formatting toolbar


Steps: 1. Highlight the cell/cells you want to apply border
2. Click the drop down arrow to display border setting
3. Select the border stetting you wanted to apply on your worksheet.
Deleting Border
Steps:1. Highlight the part of the worksheet you want to remove border
2. Click the drop down arrow beside the border button to display the border
setting
3. Select No Border
S. Hiding and unhiding rows and columns
Rows
B. Adding Color Steps:1. Highlight the row header of the row you want to hide
1. in a data 2. Right click
Steps: 3. Select Hide
1. Highlight the data
2. Click the drop down arrow beside font color button Column
3. Select the desired color to apply. Steps:1. Highlight the column header of the
2. in a cell column you want to hide
Steps: 2. Right click
1. Highlight the cell 3. Select Hide
2. Click the drop down arrow beside highlight color button
Unhiding rows and columns:
3. Select the desired color to apply.
C. Sorting Data Steps:
Sorting – the process of arranging data in a set order 1. Highlight the row/column header before and after the column/row you want to unhide
1. Sorting data alphabetically (from A-Z or from lowest to highest
2. Right click
3. Select unhide
Steps:
1. Highlight the data you want to assort
2. Click sort ascending button on the standard toolbar
F. Selecting and Using the Built-in Formats (Template)
Steps in Filtering Row
Template – a computer file that is used as a master for creating other similar
1. Click the Filter button on the selected column criteria
documents.
2. Select the specific data to filter
 Template determines the basic structure for a document and contains Steps in displaying hidden rows:
document setting such as Auto Text entries, fonts, key assignment, macros,
menus, page layout, special formatting and styles. 1. Click the Filter button on the selected column criteria
2. Select All
Steps in opening and selecting template or built-in format from my computer: L.O 3. Customizing Basic Worksheet
1. Open Microsoft Excel Program A. Formatting and Organizing a Worksheet
2. Click File Coloring worksheet tabs helps enhance one’s work by adding color to the worksheet
3. Select New tabs. The default names for the worksheet are sheet 1, Sheet 2, and Sheet 3. However there are
4. Select On My Computer on the template option in the task pane box times that the name of the needs change to reorganize the contents of the worksheet easily.
5. On the template dialog box, click Spreadsheet Solution tab (Fig. No. 11)
6. Select the specific built-in format to use Aside from changing the tab color and name of sheets, on can also change the background color of the
worksheet.
Steps in Renaming Sheet Tabs
1. Right Click the sheet to rename
2. Click Rename
3, Encode the name of sheet
Tip: You can also double click the sheet tab to rename
Steps in Inserting Sheet Tabs
1. Right click any sheet tabs
2. Click Insert
3. Click OK or Press Enter
Steps in Moving/Arranging Sheet Tabs
1. Right click the sheet tab to move
2. Select Move or Copy
3. Select the appropriate option
4. Click OK
Tip: You can also drag the sheet tab to move
Example: Balance Sheet, Expense Statement, Sales invoice and etc. B. Protecting and unprotecting the Worksheet
Saving a Template B. Formatting Styles of Cells and Aligning Data (Cell Merging and Alignment)
(The same procedure in saving a worksheet in my document or in folder) You can position data within the cell using the alignment options. You can align text
G. Analyzing Data either horizontally, vertically or with angle. When you enter text in excel, by the default, text
are aligned at the left of the cell and numbers are aligned at the right edge.
Filtering – is quick and easy way to find and work with a subset of data in a range. A filtered range displays
only the rows that meet the criteria you specify for a column. 1. Merging the data horizontally as a title of the worksheet
Two commands for filtering ranges: Tip: Fill-up first the worksheet completely so that you can easily
1. AutoFilter- this includes filter by selection. For simple criteria. determine the first column and last column to occupy.
2. Advance Filter – for more complex criteria. Different Data alignment and Merged Cells
Unlike sorting, filtering does not rearrange a range. Filtering temporarily hide
rows you do not want to display.
Steps in displaying filtering button:
1. Click Data
2. Click filter
3. Select Auto filter
5. Aligning text merge into one cell vertically at + 90
2. Aligning data centered horizontally in a series of rows and columns
Steps:1. Encode the data Steps: 1. Encode the data
2. Press Enter 2. Press Enter
3. Highlight the cells you want to merge 3. Highlight the cells you want to merge
4. Click Format 4. Click Format
5. Select Cells 5. Select Cells
6. On the format cells dialog box, select alignment tab (refer to fig. no. 15) 6. On the format cells dialog box, select alignment tab (refer to fig. no. 15)
7. On the text alignment horizontally, select center 7. On the text alignment horizontally, select center
8. On the text alignment vertically, select center 8. On the text alignment vertically, select center
9. On the text control option, select merge cells 9. On the text control option, select merge cells
10. Click OK 10. On the text orientation button, set to + 90 degrees
11. Click OK
3. Aligning the text vertically centered in a series of cell in a single column
(refer to figure no. 14) C. Viewing a Worksheet
Steps: 1. Encode the data Ways of viewing worksheet:
2. Press Enter
3. Highlight the cells you want to merge 1. by using the sheet tabs
4. Click Format 2. by adjusting the Zoom size
5. Select Cells 3. by using the print preview button
6. On the format cells dialog box, select alignment tab (refer to fig. no. 15) 4. by using the page break preview
7. On the text alignment horizontally, select center Page break preview - indicates the number of every page in a worksheet.
8. On the text alignment vertically, select center
Steps in viewing worksheet through page break preview:
9. On the text control option, select merge cells 3

10. On the text orientation button, click on the box labeled with Text 1. Click View
11. Click OK 2. Select Page break preview
4. Aligning text with angle in a single cell
L. O 4. MANAGING A FORMULA
Steps: 1. Encode the data
2. Highlight the cell you want to align the content Formula – a sequence of values, cell reference, names, functions or operation
3. Click format on the menu bar that is contained in a cell and produces values from existing values.
4. Select Cells
- Formulas are used to perform calculations. Excel uses standard computer operating
5. On the format cells dialog box, select alignment tab
symbols for mathematical and logical operations.
6. Set the desired angle of text (refer to figure 15)
 drag the pointer to the desired angle Symbols used when doing computations:
 encode the desired angle on the degree box a. Addition - + (plus sign) c. Multiplication - *(asterisk)
7. Click OK b. Subtraction - - (minus sign) d. Division - / (slash)
Three ways of entering formula:
1. by using point and click
2. by typing the formulas using cell addresses
3. by copying/filling a formula from another cell.
Rules in entering formula:
1. Always begin with equal sign followed by open parenthesis
Fig. No. 15 2. In entering cell address, column address should be written first followed by row address.
Cell reference – refers to the address of the cell appear in the name box.
Example: D23-meaning you are computing data inline in column D and in line
in row 23.
3. Do not provide any space between characters in the formula
4. End the formula with close parenthesis ())
5. When computing data in multiple column with multiple operation, enclose data using one operation
Steps:
with open and close parenthesis while the other operation is written outside the parenthesis.
1. Activate the cell where you want to enter the result.
Example: =(D4*.20)/5
2. Encode the formula based from the cell address of the figure that you are computing
Tips in entering formula: 3. Press enter
1. Before doing any calculation, analyze the problem 4. To get the answer of the succeeding values, drag the small square on the right corner of the
2. Illustrate problems using accepted mathematical formula cell containing the original formula until it reaches the last figure to be computed.
3. Substitute the formula using formula accepted by the computer. D. Formula using single operation in a multiple column
A. Computing the sum of figure in a Column Example: Computing the grade of the students in their PCO Subject

Example:

Figure No. 18
Steps:
1. Click the cell below the last figure
2. Click the Auto Sum button on the standard toolbar.
You notice that the data to is surrounded with sparkling dotted line. Steps:
This will display the range or cell to be computed. (refers to figure
1.
18)
2. Activate the cell where you want to enter the grade
Example: +SUM(B3:B7 means, the computer is computing the sum of a 3. Encode the formula based from the cell address of the figure that you are computing
figure 4. Press Enter
in column B row 3 to row 7.
Note: If you are computing the other values, just drag the small square on the lower right corner of
3. Press Enter
the original formula since it has the same formula for the other values. It has only different
B. Computing the sum of figure in Row cell reference.
E. Formula using multiple operations in multiple columns
Example:

Figure No. 19
Steps:
1. Activate the cell beside the last figure.
2. Click the Auto Sum button on the standard toolbar
3. Press Enter.
C. Formula using single operation in single column Steps:
Example: Computing 20% of Quizzes based on the data given 1. Activate the cell for Average
2. Encode the formula following the rule in computing values that uses multiple operations
in multiple columns
3. Press Enter Chart Area Chart Title
4. To compute for the other values, drag down the small square located in the lower right
corner of the value first computed until it reaches the last figure.

CHARTING

Chart - is a diagram or table displaying detailed information.


- it refers to the graphic representation of worksheet data. It can make the data more
interesting, attractive and easier to read and evaluate.
Data Labels
- Charts are visually appealing and make it easy for users to see comparisons, patterns,
and trends in data. For instance, rather than having to analyze several columns of worksheet numbers,
you can see at a glance the top students or compare per student. Legend

Chart Wizard - refers to the series of dialog boxes that guides you through the steps
required to create a new chart or modify setting for an existing chart.
Figure No. 25
Actual Chart
Chart Wizard Button - the button to use in creating charts

Embedded Chart – a chart illustrating the complete parts of a chart. It is the most ideal in making report
presentation because it shows the context of the worksheet data within a chart for easier analysis.

Chart Area – refers to the entire region that surrounds the chart, just outside the plot area. When the chart
area is selected, it can be formatted wit colors, patterns, borders, and uniform font characteristics can
be applied to all texts in the chart.

Data Labels – a label that provides additional information about a data marker. Data labels shows values,
names of data categories, percentage or combination of these. They maybe formatted, moved and
sized.

Legend – a box containing legend entries and keys that help to identify the data categories in a chart. The
legend keys to the left of each entry show the patterns and colors assigned to the data categories in
the chart.

Chart Sheet – a sheet in a workbook containing a chart. It is suitable for presentation and training
purposes such as overhead slides and handouts, or for enhancing printed materials such as newspaper
articles and advertisements.

Steps in creating Embedded Chart

1. Create a worksheet Data


2. Select the data you wanted to plot, including cells containing any category or names that you want to
use in the chart
3. Click Insert on the menu bar
4. Select Chart
5. On the chart wizard dialog box, click Standard Type tab
6. On the Chart Type options, select the desired type of chart (Figure 26)
Formatting Chart

A. Changing Chart Type


1. Right Click on chart area
2. Select Chart Type
3. Select the type of chart
4. Click OK

B. Changing Chart Title, Legend and Data labels


1. Right click on the chart area
2. Select Chart Option
3. Click the tab to modify
4. Click OK

C. Formatting the Chart Area


1. Right click on the chart area
2. Select Format Chart Area
3. Modify the color
Figure No. 26 Figure No. 27 4. Click OK

7. Select the sub-type of chart (figure no. 26) D. Changing Three Dimensional (3-D) View of Chart
8. Click Next
9. Click data range tab (figure No. 27)
10. On the “series in” option, Select Column (figure no. 27) 1. Right click on the chart area
11. Click Next (figure no. 27) 2. Select 3-D View
3. Set-up the elevation of chart
4. Click OK

L. O. 6: Printing Worksheet

Printing- the process of producing copies of documents, images and publication

Fig. No. 28 Types of Printer:

1. Ribbon Type (dot matrix)- a printer that print characters and symbols through dots. It uses
ribbon where electronically punch by a pin to produce dots. Quality of print based from the
number of pins. Ribbon type printer is more economic but it produces only black and white color.
It is also used for cutting stencils.

Example: Epson LQ 300, Epson LX 300+, Star LC 1115


 To show data labels, click data label tab then select the data label option (fig. 28)
 To change the location of legend, click legend tab then select the desired location on the 2. Ink Type (Deskjet, bubble jet)- a printer that uses ink either black or coloured. Suitable for
placement option (fig. 28) printing documents and graphics. It is more expensive that the ribbon type.
 To add title on the chart, select title tab then enter the Chart Title Box
Example: HP Deskjet, Canon BJC, Epson Stylus
12. Click Next
13. Select as object in Important: Before start printing, check the layout of your worksheet to avoid wasting of paper, ink and
Note: If you selected as new sheet, this will automatically create a chart in chart 1 sheet effort.
14. Click Finish
A. Printing with print button on the standard toolbar Prepared by:

Steps: MR. JUANITO D. DOMINGO


1. Open the worksheet to print Claveria School of Arts and Trades
2. Click the print icon on the standard toolbar Claveria, Cagayan

Note: Be sure that the printer attached is turn on and default.

Figure No. 29

Collate – refers to the printing process wherein sheets or pages are arrange
into the proper sequence prior to binding

B. Printing using the File menu command

Steps:
1. Click File
2. Select Print
3. On the Print Dialog box, select the name of printer, enter the number of copies and page
number to print (refer to figure 29)
4. Click OK