FOUR DAYS ADVANCE COMPUTER TRAINING

FOR SECONDARY SCHOOL TEACHERS

BASIC ELECTRONIC SPREADSHEET

CONTENTS:
➢ Basic Spreadsheet Application

➢ Launching Microsoft Excel

➢ Microsoft Excel window Screen Elements

➢ Creating Formulas

➢ AutoSum

➢ Absolute, Relative and Mixed Reference

➢ Linking worksheet

➢ Formula for school grade system

SPREADSHEET BASIC

INTRODUCTION
Microsoft Excel is a spreadsheet application, that you can use to
organize, analyze and attractively present data such as a budget, sales
report manage lists of information.
Microsoft Excel is an electronic spreadsheet. You can use it to organize
your data into rows and columns. You can also use it to perform
mathematical calculations quickly.
Each excel files is a workbook that can hold many worksheets. The
worksheet is a grid of columns, designated by letters, and rows,
designated by numbers. The letters and numbers of the columns and row
called labels are displayed in gray buttons across the top and left side of
the worksheet. The intersection of a column and a row is called a cell.
Each cell on the spreadsheet has a cell address that is the column letter
and the row number. Cells can contain text, numbers, or mathematical
formulas.
 USES OF MICROSOFT EXCEL

Excel is most commonly used in business settings. For example,

it is used in business analysis, human resource management,
operations management and performance reporting. Excel uses a
large collection of cells formatted to organize and manipulate data
and solve mathematical functions.
Excel is a great resource for teaching students many important
skills, like data visualization, data organization and information
restructuring, filtration, quick calculations, data interpretation, and
tabulation.
It is excellent for presenting information to students and
keeping data records for student progression and assessments.
Graphs and charts effectively present complex information in a
more visual format; some students find data and information easier
to understand in a chart or graph.
Launching Microsoft Excel

 To launch Microsoft Excel

➢ Click on Start
➢ Point to All programs depending on the OS
➢ Point to or click on Microsoft office
➢ Click on Microsoft office 2003/2007/2010/2013/2016/2019.
OTHER METHOD OF LAUNCHING MICROSOFT EXCEL
➢ Go to window desktop
➢ click or double click on MS Excel
➢ Go to task bar
➢ Click and type Microsoft Excel
The Microsoft Excel window Screen Elements
➢ The Ribbon
The Ribbon is designed to help you quickly find the commands that you need to
complete a task. Commands are organized in logical groups, which are collected
together under Tabs. Each Tab relates to a type of activity, such as formatting or
laying out a page. To reduce clutter, some Tabs are shown only when needed.
For example, the Picture Tools tab is shown only when a picture is selected.

➢ File Menu
Here you will find the basic commands such as open, save, print, etc.

➢ Quick Access Toolbar

The place to keep the items that you not only need to access quickly, but want to
be immediately available regardless of which of the Ribbon's tabs you're working
on. If you put so many items on the Quick Access Toolbar that it becomes too big
to fit on the title bar, you can move it onto its own line
➢ The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel
displays the name of the workbook you are currently using. At the top of the Excel
window, you should see "Book 1 - Microsoft Excel" or a similar name.
➢ Tell Me
This is a text field where you can enter words and phrases about what you want to
do next and quickly get to features you want to use or actions you want to
perform.
You can also use Tell Me to find help about what you're looking for, or to use
Smart Lookup to research or define the term you entered.
➢ Formula Bar
A place where you can enter or view formulas or text.
➢ Expand Formula Bar
Button This button allows you to expand the formula bar. This is helpful when
you have either a long formula or large piece of text in a cell.
➢ Worksheet Navigation Tabs
By default, every workbook starts with 1 sheet.
➢ Insert Worksheet Button
Click the Insert New Worksheet button to insert a new worksheet in your
workbook.
➢ Horizontal/Vertical Scroll
Allows you to scroll vertically/horizontally in the worksheet.
➢ Normal View
This is the “normal view” for working on a spreadsheet in Excel.
➢ Page Layout View
View the document as it will appear on the printed page.
➢ Page Break Preview
View a preview of where pages will break when the document is printed.
➢ Zoom Level
Allows you to quickly zoom in or zoom out of the worksheet
Creating Formulas
Formulas perform calculations or other actions on the data in your worksheet. A
formula starts with an equal sign (=). It is possible to create formulas in Excel using
the actual values, but it is more beneficial to refer to the cell address in the formula,
for example “D1*.4”. One of the benefits of using a spreadsheet program is the
ability to create a formula in one cell and copy it to other cells.
Use the following to indicate
To Create a Formula: the type of calculation you
1. Click in a cell wish to perform:
2. Press the = key
3. Type the formula + Addition =(A1+B1)
4. Press Enter
- Subtraction =(A1-B1)

* Multiplication =(A1*B1)

/ Division =(A1/B1)
1. Type: Add, Subtract, Multiply, and Divide in cells A1, B1, C1, and D1
respectively
2. Type: 12, 25, 11 and 75 in cells A2, B2, C2 and D2 respectively
3. Type: 8, 13, 6 and 5 in cells A3, B3, C3 and D3 respectively
4. Type: = A2 + A3 in cell A4 and press Enter
5. Type: = B2 -B3 in cell B4 and press Enter
6. Type: = C2 * C3 in cell A4 and press Enter
7. Type: = D2 / D3 in cell A4 and press Enter
EXERCISE 1
Addition, Subtraction, Multiplication and Division of Numbers
EXERCISE 2
Advanced Calculations
1. Move to cell A7.
2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and
then adds another 3. The answer, 30, displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the
information in parentheses first.
1. Double-click in cell A7.
2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then
multiplies the result by 4. The answer, 36, displays in cell A7.
Basic Functions
Functions are predefined formulas, and are already available in Excel. Functions can be a
more efficient way of performing mathematical operations than formulas. For example, if you
wanted to add the values of cells D1 through D10, you would type the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function
and simply type "=SUM(D1:D10)". Several other functions and examples are given below:

➢ =SUM(A1:B1)
➢ =AVERAGE(A1:B1)
➢ =MAX(A1:B1)
➢ =MIN(A1:B1)
➢ =COUNT(A1:B1)
➢ =MEDIAN(A1:Q1)
➢ =MODE(A1:Q1)
➢ =SQRT(A1)
➢ =TODAY()
AutoSum
You can use the AutoSum button on the Home tab to automatically add a
column or row of numbers. When you press the AutoSum button , Excel selects
the numbers it thinks you want to add. If you then click the check mark on the
Formula bar or press the Enter key, Excel adds the numbers.

The most common formula in Excel is SUM, or the addition of multiple values.
In this example, we could create a formula that reads =C6+D6+E6+F6+G6+H6.
That’s a lot of typing! Instead, we can use the SUM function and specify a range
of cells.
For example, A1:D1 is a range that includes cells A1, B1, C1 and D1.
To Create the Total Column’s Values Using Autosum:
1. Click in the cell where you would like the Total to be located
2. Press the Autosum button on the Home Ribbon
Relative, Absolute, and Mixed Referencing
Calling cells by just their column and row labels (such as "A1") is called relative referencing.
When a formula contains relative referencing and it is copied from one cell to another, Excel
does not create an exact copy of the formula. It will change cell addresses relative to the row
and column they are moved to. For example, if a simple addition formula in cell C1
"=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new
row. To prevent this change, cells must be called by absolute referencing and this is
accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing
the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell
C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute
and will not change when copied. Mixed referencing can also be used where only the row OR
column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the
column of cell B2 is fixed.
Linking Worksheets
You may want to use the value from a cell in another worksheet
within the same workbook in a formula. For example, the value of
cell A1 in the current worksheet and cell A2 in the second
worksheet can be added using the format "sheetname!celladdress".
The formula for this example would be "=A1+Sheet2!A2" where the
value of cell A1 in the current worksheet is added to the value of cell
A2 in the worksheet named "Sheet2".
The table below calculate the students C.A and Exam in Aliyu Magatakar
Wamakko computer training Institute.
For Example
Abdulnasir Bello Score C.A 25, Exam 35 and his total is 60.
The formula is =(D4+E4) and the answer is in cell F4.
 E-FORMULA FOR CALCULATE SCHOOL GRADE SYSTEM

The table above calculate the students grade in Aliyu Magatakar Wamakko computer training Institute
For Example
Abdulnasir Bello total exam score is 60 and his grade is B
The formula use for calculate the grade.
=IF(A1>=70,"A",IF(A1>=60,"B",IF(A1>=50,"C",IF(A1>=45,"D",IF(A1>=40,"E","F")))))
Saving a Worksheet
When working in Excel it is necessary to save your files. It is also very important
that while working, your file is saved frequently.
To Save the File:
➢ Click on the File tab
➢ Click Save
➢ Choose the destination
➢ Type a file name
➢ Click Save
Printing a Worksheet
To Print, Preview and Modify Page Setup
➢ Click on the File tab
➢ Click on Print
The spreadsheet shows as it will be printed. You can proceed to print the document from here,
oryou can change things to make the printed output look different.
THANK YOU