Spreadsheets

Section1 Getting Started

1.1 Loading Excel

Method
1. Move the mouse pointer over the Start button and click on the left button – a
menu appears.
2. Select Programs by hovering the mouse over it – another menu appears.
3. Select Microsoft Excel and click the left button.

1.2 Parts of Excel– an overview

Title bar Menu bar Formula bar Column letters

Toolbars

Name box

Selected cell

Row
numbers

Status
bar
message
s Sheet tabs

The following figure shows the position of cell C5.

Excel consists of cells, each with their own cell reference.
Column C

Row 5

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Selecting cells
When working on spreadsheets you can make selection as follows:
Cell Click on the cell.

Range of adjacent cells Click on the first

(adjacent means next to cell in range and
or adjoining) drag to the last cell
in range.

Range of non-adjacent Select the first cell or range of cells. Hold down Ctrl.
cells Select the other cell or range of cells.
A large range of cells, Select the first range. Hold down Shift. Click one the
e.g. not all displayed on last cell in the range.
one screen
An entire row Click on the row
heading.

An entire column Click on the column

heading.

Adjacent rows/columns Drag across the row or column headings.

Alternatively select the first row/column. Hold down
Shift. Select the last row/column.
Non-adjacent Select the first row/column. Hold down Ctrl. Select
rows/columns the order rows/columns.

All cells on worksheet Click on: the Select All button.

Select All

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1.3 Inserting text and numeric data

Exercise1
The spreadsheet below shows the figures for three different cities over four-month
period. Enter the data into the spreadsheet.

Method
[Link] to cell A1 and key in YEAR.
2. Move to cell B1 and key in Blantyre.
3. Move to cell C1 and key in Lilongwe.
4. Complete the worksheet in this way until it looks as shown.

Info
It is especially important to check spreadsheet work very carefully. One simple mistake in
a numerical entry will produce inaccurate calculation results in the final spreadsheet.
When working with formulae, try to do a mental check to ascertain that the results of
calculations are approximately what you expected.
Note: The spellchecker is also available in Excel.

1.4 Entering simple formulae to add up cell contents.

Method
Remember! Formulae must always begin with the = sign.
1. Move to cell A6 and key in TOTAL.
2. We wish to add up the sales figures for Blantyre. These are displayed in cells B2,
B3, B4 and B5. Move to B6 (Where you want the answer to appear).
Info
Notice as you key in that the formula appears in full on the Formula bar. It may be
too long to fit into the cell but you can ignore this. Cell references can be in upper or
lower case.
If you make a mistake use the Undo button or press: Esc.
Signs to use in the formula
Addition + +
Subtraction - -
Multiplicatio  *

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n
Division  /

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Key in:
=B2+B3+B4+B5 and press: Enter.
The answer 1880 appears in cell B6.

3. Add up the figures for Lilongwe in the same way by keying in:
=C2+C3+C4+C5 and press: Enter.
The answer 2530 appears in cell C6.
Your spreadsheet will now look like this.

Using the built-in Sum function

On a large business spreadsheet you might need to add a huge number of cell contents
and specifying each cell reference would not be practical. A quicker way to add up
figures is by using one of Excel’s built-in functions, SUM, to work out the formula as
follows. To produce a Total for Mzuzu this time:
Method
[Link] to cell D6 (where you want the answer to appear).
2. Key in =SUM(D2:D5) and press: Enter.
Info
The colon (:) between the cell references in the formula above means ‘to include
all the cells in between D2 and D5’.

Your spreadsheet will now look like this.

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Exercise
Using the SUM function.
1. Delete the Totals of Blantyre (cell B6) and Lilongwe (cell C6) by selecting them
and pressing: Delete.
2. Add the Totals again, this time using the SUM function in cell B6 =SUM(B2:B5)
and in cell C6 =SUM(C2:C5).

Using the AutoSum button

Exercise
There is an even quicker way to add cell values using the AutoSum button. To practise
this, let’s add up the totals for the three companies for each year:
Method
[Link] to cell E1 and key in SALES.
2. Move to cell E2, the cell where you want the total sales for 2000 to appear.
3. Click on: the AutoSum button. You will notice that a dotted line should have
appeared around cells A2 through to D2.
Before pressing Enter, hold down the left mouse button on the cell you want to
start with, drag the dotted line across the correct cells.
Info
Be careful that you don’t drag too far by mistake and include the cell where you
want the answer to appear. The answer cell cannot be included in the formula. If,
in a formula, you try to include the cell reference where you want the answer to
appear, an error message will be displayed. Follow the instructions given in the
error message.

Co
#### This indicates that the number in the cell is too long. Increasing
# the cell width will allow Excel to display the number. mm
on
#REF A deleted cell reference may be present in you formula.
erro
#VALUE The formula contains text instead of number.
r
#DIV/0! You have tried to divide a number by zero.
me
#NUM This indicates problems with numbers in the formula.
ssa
#NAME Text in the formula is not recognised.
ge

4. Press: Enter.
5. The answer 2060 appears in cell E2.
6. Use this method to calculate the total for 2001, 2002 and 2003.

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If you have done everything correctly the totals will be as this.

1.5 Saving the spreadsheet

Save the spreadsheet with the filename Ex1 Income.
Method
1. Check the spreadsheet and correct any errors.
2. From the File menu, select: Save As. The Save As dialogue box appears.
3. Select the location where you want to save your file and key in: Ex1 Income in
the File name box.
4. Click on: Save.
Click on: this down arrow to display locations where
you may store your file. Click on: the location.

Key in your filename here.

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1.6 Previewing and printing spreadsheets

Previewing a spreadsheet before printing
It is always wise to preview your spreadsheet before printing so that you are sure that
the printout will be exactly what you want. This will save paper as well as effort.
1. Click on: the Print Preview button.
2. Click on: Zoom option to see your spreadsheet contents. Click on: Zoom again to
return to default view.
3. Click on: Setup. The Page Setup dialogue box is displayed.
4. With the Page tab selected, in the Paper size box, ensure that A4 is selected. If
not, use the down arrow and click on: the A4 option.

5. If you are happy with the Print Preview, click on: Print.
6. Click on: OK.
Info
Printing on landscape
By default the spreadsheet will print a Portrait display
(the narrow edge at the top of the page). If you prefer
or if your spreadsheet does not fit across the page, you
can change the display to landscape.
To do this from Print Preview, click on: Setup:
1. Click on: the Page tab, then on the Landscape option button.
2. Click on: OK.
If not using Print Preview:
1. From the File menu, select: Page Setup.
2. Click on: the Page tab, then on: the Landscape option button.
3. Click on: Print.

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Info
Changing the margin

1. From the File menu,

select: Page Setup.

2. Click on: the Margins
tab.
3. Make the amendments
then click on: OK.

Printing other objects

1. From the File menu, select:

Page Setup.
2. Click on: the Sheet tab.
3. In the Print section, click on check
box that you want to print.

1.7 Closing a file and Exiting Excel.

Close the spreadsheet file.
1. From the File menu, select: Close.

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Exit Excel.
2. From the File menu, select: Exit.

Practice1
Load Excel. On a new sheet enter the following data and save the spreadsheet as P1
outgoings:
Note: In the ‘formula’ cells enter a formula for each month totals.

EXPENSES
JAN MAR APR
FOOD 200 170 190

PETROL 48 50 60

TEL 10 12 20

MOBILE 7 15 18

HOLS 50 50 50

CARS 30 20 100

TOTALS formula formula formula

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