Spreadsheet
A spreadsheet or worksheet is a file made of rows and columns that help sort data, arrange data
easily, and calculate numerical data. What makes a spreadsheet software program unique is its
ability to calculate values using mathematical formulas and the data in cells. An example of how a
spreadsheet may be utilized is creating an overview of your bank's balance.
Spreadsheet overview
Below is a basic example of what a Microsoft Excel spreadsheet looks like, with all the important
features of a spreadsheet highlighted.
In the above example, this spreadsheet is listing three different checks, the date, their description,
and the value of each check. These values are then added together to get the total of $162.00 in cell
D6. That value is subtracted from the check balance to give an available $361.00 in cell D8.
Difference between a workbook, worksheet, and spreadsheet
Because the terms spreadsheet, workbook, and worksheet are so similar, there often is confusion
when trying to understand their differences. When you open Microsoft Excel (a spreadsheet
program), you're opening a workbook. A workbook can contain one or more different worksheets
that are accessed through the tabs at the bottom of the worksheet your currently viewing. What's
often most confusing is that a worksheet is synonymous with a spreadsheet. In other words, a
spreadsheet and worksheet mean the same thing. However, most people only refer to
the program as a spreadsheet program and the files it creates as spreadsheet files or worksheets.
Examples of spreadsheet programs
Today, Microsoft Excel is the most popular and widely used spreadsheet program, but there are also
many alternatives. Below is a list of spreadsheet programs used to create a spreadsheet.
Google Sheets - (online and free).
iWork Numbers - Apple Office Suite.
LibreOffice -> Calc (free).
Lotus 1-2-3 (discontinued).
Lotus Symphony - Spreadsheets.
Microsoft Excel.
OpenOffice -> Calc (free).
VisiCalc (discontinued).
Examples and uses of a spreadsheet
Although spreadsheets are most often used with anything containing numbers, the uses of a
spreadsheet are almost endless. Below are some other popular uses of spreadsheets.
Finance
Spreadsheets are ideal for financial data, such as your checking account information, budgets, taxes,
transactions, billing, invoices, receipts, forecasts, and any payment system.
Forms
Form templates can be created to handle inventory, evaluations, performance reviews, quizzes, time
sheets, patient information, and surveys.
School and grades
Teachers can use spreadsheets to track students, calculate grades, and identify relevant data, such
as high and low scores, missing tests, and students who are struggling.
Lists
Managing a list in a spreadsheet is a great example of data that does not contain numbers, but still
can be used in a spreadsheet. Great examples of spreadsheet lists include telephone, to-do, and
grocery lists.
Sports
Spreadsheets can keep track of your favorite player stats or stats on the whole team. With the
collected data, you can also find averages, high scores, and statistical data. Spreadsheets can even
be used to create tournament brackets.
How do I enter data in a spreadsheet?
In a spreadsheet, data is entered in one or more cells. To enter data in a cell, follow the steps below.
1. Click the cell where you want to enter data.
2. Start typing the data using your keyboard. The data is automatically entered in the selected
cell.
or
1. Click the cell where you want to enter additional data.
2. Click in the formula bar, located between the Ribbon and all cells, where you want to start
entering the additional data.
3. Type the data using your keyboard. The data is automatically entered in the selected cell.
If you want to add additional data to a cell that already has data entered in it, follow the steps
below.
1. Click the cell where you want to enter additional data.
2. Click in the formula bar, located between the Ribbon and all cells, where you want to start
entering the additional data.
3. Type the data using your keyboard. The data is automatically entered in the selected cell
where the mouse cursor is placed in the formula bar.
Why not use a word processor instead of a spreadsheet?
Although some uses above could be done in a word processor, spreadsheets have a considerable
advantage over word processors when it comes to numbers. It would be impossible to calculate
multiple numbers in a word processor and have the value of the calculation immediately appear.
Spreadsheets are also more dynamic with the data and can hide, show, and sort information to
make processing lots of information easier.
What is an active worksheet?
An active worksheet is the worksheet that is currently open. For example, in the earlier Excel
picture, the sheet tabs at the bottom show "Sheet1," "Sheet2," and "Sheet3," with Sheet1 being the
active worksheet. The active tab usually has a white background behind the tab name.
How many worksheets open by default?
In Microsoft Excel 2016 and earlier and OpenOffice Calc, by default, there are three sheet tabs that
open (Sheet1, Sheet2, and Sheet3). In Google Sheets, your spreadsheets starts with one sheet
(Sheet1).
In Microsoft Excel 365, by default, there is only one sheet tab that opens (Sheet1).
What is the length limit of a worksheet name?
Not to be confused with the file name, in Microsoft Excel, there is a 31 character limit for each
worksheet name.
