Operate A Spreadsheet

Application Advanced
Function/ Argument
Function :( in Excel) - is a built-in
calculation that performs a mathematical
operation.
Argument - is the reference behind the
function.
Function/ Argument
This screen
demonstrates the use
of built-in Auto sum
function to calculate
cost of textbooks. In
this example, the
formula is SUM (D2-
D5) where SUM is the
function and (D2:D5)
is the argument.
RELATIVE VS ABSOLUTE CELL
ADDRESSING
Excel accepts cell references that are either
absolute and relative ranges. Absolute ranges
have a $ character before the column portion of
the reference and/or the row portion of the
reference . e.g. =$A$1

The $ character indicates to Excel that it should

not increment the column and/or row reference
as you fill a range with a formula or as you copy
a range.
ENTER APPROPRIATE
FORMULAE
The formula that you use in your workbook
will be dependent on the desired outcome.
Mathematical formulae may include:
Average Subtraction
Addition
Multiplication
Division
STANDARD ERROR MESSAGES

When you enter a function containing an

error, Microsoft Excel will prompt you with
a message telling you that it found an
error in your function.
STANDARD ERROR MESSAGES
CUSTOMISE SPREADSHEET
ENVIRONMENT
PAGE PROPERTIES
Excel provides several options for adjusting your page
layout. You would make your determination on the basis
of your requirements or needs. Here are some
examples:
Page Breaks
To set page breaks within the worksheet, select the row
you want to appear just below the page break by clicking
the row's label. Then choose Insert/Page Break from
the menu bar. You may need to click the double down
arrow at the bottom of the menu list to view this option.
CUSTOMISE SPREADSHEET
ENVIRONMENT
Page Setup
Select File/Page Setup from the menu bar to format
the page, set margins, and add headers and footers.
Page Orientation
Select the Orientation under the Page tab in the
Page Setup window to make the page Landscape or
Portrait. The size of the worksheet on the page can
also be formatted under Scaling. To force a
worksheet to print only one page wide so all the
columns appear on the same page, select Fit to 1
page wide.
MODIFY TOOLBAR
Customize Toolbars
Customizing toolbars allows you to delete certain shortcut buttons from a
toolbar if you do not use them, and add the shortcut buttons for commands
you use often.

1. Select View/Toolbars/Customize and select the Commands tab

2. By clicking on the command categories in the Categories box, the
commands will change in the Commands box to the right.

3. Select the command you would like to add to the toolbar by selecting it from
the Commands box.

4. Drag the command with the mouse to the desired location on the toolbar and
release the mouse button. The shortcut button should now appear on the
toolbar.
FORMATTING TOOLS
Microsoft Excel provides you with the formatting tools
required within the spreadsheet and/or individual cells.
Cells can be formatted for:
Numbers
Text alignment
Font
Cell border
Cell shading patterns
Protection
 Validation
Validation - Verification that something is
correct or conforms to a certain standard.
In data collection or data entry, it is the
process of ensuring that the data that are
entered fall within the accepted
boundaries of the application collecting the
data.
 Validation

You can identify, set, edit and test basic

and conditional cell validation.
To validate a cell you would do the
following from the menu bar:
Select Data/Validation/Data
Validation/Setting tab
 Validation

Select the cells to

which you want to
apply the Data
Validation then select
Data Validation from
the menu. Click the
Settings tab and
complete the dialog
box.
CREATE MESSAGE BOXES OR
ERROR MESSAGES
Message boxes and error messages are created to
guide the user about the type of data to be entered.
The following steps demonstrate the creation of a
message box:
1. Select Data/Validation/Data Validation/Input
Message
2 Ensure that the option box with the show input
message when cell is selected is checked. Enter
/Title/Type input message/OK
CREATE MESSAGE BOXES OR
ERROR MESSAGES
The following steps demonstrate the creation of Error
Alert:
1. Select Data/Validation/Data Validation
2. Select Error Alert tab
3. Ensure that the option box with the show input
message when the cell is selected is checked
4. Enter the Title e.g. Number
5. Type the user input message
6. Click OK
CREATE MESSAGE BOXES OR
ERROR MESSAGES
Select one of the three options. The option you
select determines what occurs when incorrect
data is entered into the cell
Stop The user is blocked from entering any
data in the cell except for the data required.
Warning: The user is warned that the data
being entered is incorrect, and is asked if he or
she wishes to proceed with the entry.
Information: The incorrect data is entered into
the cell but the user is notified that it is incorrect.
HEADER/FOOTER

Add preset headers and footers to the page by clicking the drop-
down menus under the Header/Footer tab.
To modify a preset header or footer, or to make your own, click the
Custom Header and Custom Footer buttons. A new window will
open allowing you to enter text in the left, center, or right on the
page.
HEADER/FOOTER

Format Text - Click this button after highlighting the text to change the font, size, and
style.
Page Number - Insert the page number of each page. Total Number of Pages - Use
this feature along with the page number to create strings such as
"page 1 of 15".
Date - Add the current date.
Time - Add the current time.
File Name - Add the name of the workbook file.
Tab Name - Add the name of the worksheet's tab.
Sheet
Check Gridlines if you want the gridlines dividing the cells to be printed on the page.
If the worksheet is several pages long and only the first page includes titles for the
columns, select Rows to repeat at top to choose a title row that will be printed at the
top of each page. See example on next page
HEADER/FOOTER
SAVE AND FORMAT
SHEET FOR WEB SITE
Before you save or publish data on a Web page, save your
workbook as an .xls file extension so that you have a version
you can modify if you want to change your Web page
afterwards.
You can post your worksheet on a Web page so that others
can interact with the data or view the data only.
There are two basic steps to save your document in Web
Page format.
1. Click the worksheet you want to put on a Web page.

2. On the File menu, click Save as Web Page.

SORT AND LOOKUP RECORDS
To sort by multiple columns, follow these steps:
1. Highlight the cells, rows, or columns that will be
sorted.
2. Select Data/Sort from the menu bar.
3. From the Sort dialog box, select the first column for
sorting from the Sort By drop-down menu and
choose either ascending or descending.
4. Select the second column and, if necessary, the third
sort column from the Then By drop-down menus.
SORT AND LOOKUP RECORDS

5. If the cells you highlighted included the text

headings in the first row, mark My list
has...Header row and the first row will remain at
the top of the worksheet.
6. Click the Options button for special non-
alphabetic or numeric sorts such as months of
the year and days of the week.
7. Click OK to execute the sort.
See example on next slide
SORT AND LOOKUP RECORDS
LOOKUP
LOOKUP returns a value either from a one-row or
one-column range or from an array.
Array - is a range of cells that contains text,
numbers, or logical values that you want to compare
The LOOKUP function has two syntax forms: vector
and array.
The vector form of LOOKUP looks in a one-row or
one-column range (known as a vector) for a value
and returns a value from the same position in a
second one-row or one-column range.
LOOKUP
The array form of LOOKUP looks in the
first row or column of an array for the
specified value and returns a value from
the same position in the last row or
column.
LOOKUP
VLOOKUP function is a handy to look
up a value in one place and insert it in
another

SYNTAX:
=VLookup( Lookup_Value, Table_array,
Col_index_num, [Approx or Exact])
VLOOKUP
Lookup Value The value being looked-up. This can be a
value, a cell reference, or text.
Table Range Table that contains the look-up values.
(VLOOKUP always looks in the leftmost column of
the table for the matching value).
Table_Range can be an absolute cell reference or a
named range

Column_Number The column containing the value to be returned.

This is the number of columns to the right in Table_Range.
The result will be in this column at the same row where the lookup
value was found.
VLOOKUP
Approx or Exact Match
[OPTIONAL]
If FALSE, an exact match must be found.
If TRUE or blank, the closest match (less
than the lookup_value) is selected.
Data must be in order if FALSE is selected.
VLOOKUP
Important! The values must be placed in
ascending order: ...,-2, -1, 0, 1, 2, ..., A-Z,
FALSE, TRUE; otherwise, LOOKUP may
not give the correct value. Uppercase and
lowercase text is equivalent.
CREATE NESTED FUNCTIONS

Nested Function - a function that is used

as an argument of another function.

Nesting level limits - A formula can contain up to seven levels of nested functions
The End!!!!!

Please work on exercises in

booklet