SPREADSHEET SOFTWARE

A spreadsheet or worksheet is a file made of rows and columns that

help sort, organize, and arrange data efficiently, 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. We can easily
manage a database in excel.

Features of Spreadsheets software

 Worksheets and Workbooks
 Rows and Columns
 Formula and functions
 Data Filtering
 Visualization of Data ( Charts)
 Basic Database Management
 Custom Formatting
 What if analysis

Uses of Spreadsheet Software

Accounting
Spreadsheets are widely used in accounting system. Because mathematical
calculations are easily done in spreadsheet. Invoices can easily maintained
in spreadsheets. Payroll system is easily implemented in spreadsheet.

Analytics

Spreadsheets are widely used is different type of data analysis and

business analytics. It is useful in decision making and market prediction.

Visualize data

Data can visualize in form of charts and graphs ,different tools are present
for preparing charts.
Data Presentation

Using spreadsheets and their graphic abilities, you can easily display and
explain large, complex amounts of data in an easy-to-digest visual format.

Project management

If you're using a cloud-based tool, you can use spreadsheet software as a

centralized place for employees to collaborate on projects and track progress
using google sheets.

Various Spreadsheet Software

 MS EXCEL
 GOOGLE WORKSPACE
 LIBRE OFFICE ( FREEWARE)
 APPLE iWorks ( For apple MAC only)
 LOTUS SmartSuites

Introduction to MS-Excel
Microsoft Excel is a spreadsheet program used to record and analyze
numerical and statistical data. Microsoft Excel provides multiple features to
perform various operations like calculations, pivot tables, graph tools, macro
programming, etc. It is compatible with multiple OS like Windows, macOS,
Android and iOS.

A Excel spreadsheet can be understood as a collection of columns and rows

that form a table. Alphabetical letters are usually assigned to columns, and
numbers are usually assigned to rows. The point where a column and a row
meet is called a cell. The address of a cell is given by the letter representing
the column and the number representing a row.
Understanding the worksheet (Rows and Columns,
Sheets, Workbooks)

A worksheet is a collection of rows and columns. When a row and a column

meet, they form a cell. Cells are used to record data. Each cell is uniquely
identified using a cell address. Columns are usually labelled with letters
while rows are usually numbers.

A workbook is a collection of worksheets. By default, a workbook has three

cells in Excel. You can delete or add more sheets to suit your requirements.
By default, the sheets are named Sheet1, Sheet2 and so on and so forth. You
can rename the sheet names to more meaningful names i.e. Daily Expenses,
Monthly Budget, etc.

The MS- Excel Window

 Data Entry In Excel
In a spreadsheet, data is entered in one or more cells. To enter data in a cell,
follow the steps below.

Click the cell where you want to enter data.

Start typing the data using your keyboard. The data is automatically entered
in the selected cell.

Cell Range

A cell range is a collection of cells in horizontal or vertical direction or both.

A cell range can be indicated as starting cell address : ending cell address.
For example a range from A1 to H1 is indicated as A1:H1.

To select the range B2:C4, click on cell B2 and drag it to cell C4.

Cell Formatting
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc.
You can set the cell type in various ways as shown below −

 Right Click on the cell » Format cells » Number.

 Click on the Ribbon from the ribbon.
Various Cell Formats
Below are the various cell formats.
 General − This is the default cell format of Cell.
 Number − This displays cell as number with separator.
 Currency − This displays cell as currency i.e. with currency sign.
 Accounting − Similar to Currency, used for accounting purpose.
 Date − Various date formats are available under this like 17-09-2013, 17 th-
Sep-2013, etc.
 Time − Various Time formats are available under this, like 1.30PM, 13.30,
etc.
 Percentage − This displays cell as percentage with decimal places like
50.00%.
 Fraction − This displays cell as fraction like 1/4, 1/2 etc.
 Scientific − This displays cell as exponential like 5.6E+01.
 Text − This displays cell as normal text.
 Special − Special formats of cell like Zip code, Phone Number.
 Custom − You can use custom format by using this.
 Cell Alignments
You can change the Horizontal and vertical alignment of the cell. By default,
Excel aligns numbers to the right and text to the left. Click on the available option
in the Alignment group in Home tab to change alignment.

Exploring Alignment Options

1. Horizontal Alignment − You can set horizontal alignment to Left, Centre, Right,
etc.
 Left − Aligns the cell contents to the left side of the cell.
 Center − Centers the cell contents in the cell.
 Right − Aligns the cell contents to the right side of the cell.
 Fill − Repeats the contents of the cell until the cell’s width is filled.
 Justify − Justifies the text to the left and right of the cell. This option is
applicable only if the cell is formatted as wrapped text and uses more than
one line.
2. Vertical Alignment − You can set Vertical alignment to top, Middle, bottom, etc.
 Top Aligns the cell contents to the top of the cell.
 Center Centers the cell contents vertically in the cell.
 Bottom Aligns the cell contents to the bottom of the cell.
 Justify Justifies the text vertically in the cell; this option is applicable only if
the cell is formatted as wrapped text and uses more than one line.

Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells, you don’t
combine the contents of the cells. Rather, you combine a group of cells into a single
cell that occupies the same space.
You can merge cells by various ways as mentioned below.
 Choose Merge & Center control on the Ribbon, which is simpler. To merge
cells, select the cells that you want to merge and then click the Merge &
Center button.

Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to format a range of
values so that the values outside certain limits, are automatically formatted.
Choose Home Tab » Style group » Conditional Formatting dropdown.

Various Conditional Formatting Options

 Highlight Cells Rules − It opens a continuation menu with various options

for defining the formatting rules that highlight the cells in the cell selection
that contain certain values, text, or dates, or that have values greater or less
than a particular value, or that fall within a certain ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range
of cell » Home Tab » Conditional Formatting DropDown » Highlight Cell Rules »
Equal To.
 Top/Bottom Rules − It opens a continuation menu with various options for
defining the formatting rules that highlight the top and bottom values,
percentages, and above and below average values in the cell selection.
 Data Bars − It opens a palette with different color data bars that you can
apply to the cell selection to indicate their values relative to each other by
clicking the data bar thumbnail.

Cell and Table Styles

Excel provides various styles for a cell or entire table for this we found
“cell styles” and “format as table” in styles option of home tab.

Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without formula, worksheet will be
just simple tabular representation of data. A formula consists of special code, which
is entered into a cell. It performs some calculations and returns a result, which is
displayed in the cell.
Formulas use a variety of operators and worksheet functions to work with values
and text. The values and text used in formulas can be located in other cells, which
makes changing data easy and gives worksheets their dynamic nature. For
example, you can quickly change the data in a worksheet and formulas works.
In excel we can type any mathematical formula in the cell to begun a formula
we use “=“ sign the type the formula. A formula takes cell address. Like
=A3/B2

Elements of Formulas
A formula can consist of any of these elements −
  Mathematical operators, such as +(for addition) and *(for multiplication)
Example −
o =A1+A2 Adds the values in cells A1 and A2.

Creating Formula
For creating a formula you need to type in the Formula Bar. Formula begins with '='
sign. When building formulas manually, you can either type in the cell addresses or
you can point to them in the worksheet. Using the Pointing method to supply the
cell addresses for formulas is often easier and more powerful method of formula
building. When you are using built-in functions, you click the cell or drag through the
cell range that you want to use when defining the function’s arguments in the
Function Arguments dialog box.

Cell Referencing

A cell reference in Excel refers to the value of a different cell or cell

range on the current worksheet or a different worksheet within the
spreadsheet. A cell reference can be used as a variable in a formula.
There are three type of cell reference the are :
 Relative referencing
 Absolute referencing
 Mixed referencing
We can use this referencing methods for various mathematical
calculations.

1. Relative cell referencing: It does not contain dollar signs

in a row or column, e.g., A2. Relative cell reference type in
excel changes when a formula is copied or dragged to
another cell; in Excel, cell referencing is relative by default;
it is the most commonly used cell reference in the formula.
2. Absolute cell referencing: Absolute Cell Reference
contains dollar signs attached to each letter or number in a
reference, e.g., $B$4, Here if we mention a dollar sign
before the column and row identifiers, it makes absolute or
locks both the column and the row, i.e., where Cell
 reference remains constant even if it copied or dragged to
another cell.
3. Mixed cell referencing in Excel: It contains dollar signs
attached to either the letter or the number in a reference.
E.g., $B2 or B$4. It is a combination of relative and
absolute references.

EXCEL FUNCTIONS
Function in excel is a predefined formula that is used for specific values
in a particular order. Function is used for quick tasks like finding the
sum, count, average etc.
There are mainly three type of functions are present in excel :-
 Mathematical and statistical function
 String function
 Date and time function

1) Mathematical and statistical function

 MAX − Returns the largest value from a list of supplied numbers.

 MIN − Returns the smallest value from a list of supplied numbers.
 AVERAGE − Returns the Average of a list of supplied numbers.
 COUNT − Returns the number of numerical values in a supplied set of cells
or values.
 COUNTIF − Returns the number of cells (of a supplied range), that satisfies a
given criteria.
 SUM − Returns the sum of a supplied list of numbers
 ABS − Returns the absolute value (i.e. the modulus) of a supplied number.
 SIGN − Returns the sign (+1, -1 or 0) of a supplied number.
 SQRT − Returns the positive square root of a given number.
 MOD − Returns the remainder from a division between two supplied
numbers.

The syntax of the functions are :

=sum(a1:a6) ,=max(a1:a6) , =mod(a2,2) , =sqrt(3,2) etc
2) Text functions

 LOWER − Converts all characters in a supplied text string to lower case

 UPPER − Converts all characters in a supplied text string to upper case
 TRIM − Removes duplicate spaces, and spaces at the start and end of a text
string
  CONCATENATE − Joins together two or more text strings.
 LEFT − Returns a specified number of characters from the start of a supplied
text string.
 MID − Returns a specified number of characters from the middle of a supplied
text string
 RIGHT − Returns a specified number of characters from the end of a supplied
text string.
 LEN − Returns the length of a supplied text string.

The syntax are =left(“Varanasi”,2) , =upper(“Varanasi”) , =mid(e2,3,2) etc

3) Date & Time functions

 DATE − Returns a date, from a user-supplied year, month and day.

 TIME − Returns a time, from a user-supplied hour, minute and second.
 NOW − Returns the current date & time.
 TODAY − Returns today's date.

DATABASE FUNCTION IN EXCEL

The Excel Database functions work with an Excel Database. This typically takes the
form of a large table of Data, where each row in the table stores an individual
record. Each column in the Worksheet table stores a different field for each record.
The Database functions perform basic operations, such as Sum, Average, Count,
etc., and additionally use criteria arguments, that allow you to perform the
calculation only for a specified subset of the records in your Database. Other
records in the Database are ignored.

Database Functions
The following table lists all the Database functions −

S.No. Function and Description

1 DAVERAGE
 Averages the values in a column of a list or database that match
conditions you specify.

DCOUNT
2 Counts the cells that contain numbers in a column of a list or database
that match conditions you specify.

DCOUNTA
3 Counts the nonblank cells in a column of a list or database that match
conditions you specify.

DMAX
5 Returns the largest number in a column of a list or database that matches
conditions you specify.

DMIN
6 Returns the smallest number in a column of a list or database that
matches conditions you specify.

DSUM
10 Adds the numbers in a column of a list or database that match conditions
you specify.

VISUALISATION OF DATA
The main tools of data visualisation is CHART , we can build various chart
according to data.

In Microsoft Excel, a chart is often called a graph. It is a visual representation of data

from a worksheet that can bring more understanding to the data than just looking at
the numbers.
A chart is a powerful tool that allows you to visually display data in a variety of
different chart formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter,
Surface, or Radar charts. With Excel, it is easy to create a chart.
Here are some of the types of charts that you can create in Excel.
 1) Bar Chart

2) Column Chart
3) Pie Chart

4) Line Chart