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Lecture 7Desktop Publishing IV – Spreadsheet Software
Introduction to Information Technology
With thanks to Dr. A. Zhang, Dr. Haipeng Guo, and Dr. David Chen
Dr. Ken Tsang 曾镜涛Email: [email protected]://www.uic.edu.hk/~kentsang/IT/IT3.htmRoom E408 R9
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Outline What is Spreadsheet Software? OpenOffice Calc Basics Performing Calculations Creating Chart
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Spreadsheet Software Another widely used application software
Allows users to organize data in rows and columns and perform calculations on the data
Rows and columns collectively are called worksheets Features from word processing
Spreadsheet organization Up to 255 worksheets 256 columns, and 65,536 rows Letters identify columns (A … IV) Numbers identify rows (1 …65536)
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Spreadsheet Software Cells
A cell is the intersection of a column and a row 256 * 65,536 cells Identifies cells by the column and row, e.g. B6 Contains three types of data: labels, values, and
formulas
Calculations Value – a number used in a calculation Formula – performs calculation to generate values Function – predefined formula
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Spreadsheet Software Recalculation
One of the powerful features Making manual changes can be time-consuming and
may result in new errors Making changes in an electronic worksheet is much
easier and faster, and more accurate Charting
Depicts data in graphical form Line chart, shows a trend during a period of time Column chart, displays bars of various lengths to
show the relationship of data Pie chart, shows the relationship of parts to a whole
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OpenOffice Calc Tool to create professional spreadsheets
and chartshttp://www.openoffice.org/product/calc.html
Calc window Many elements - Title bar, Menu bar, Tool
bars, Formula bar, Worksheets, and Status bar
Similar to OpenOffice Writer
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Calc Window Formula bar
Name box Function Wizard, Sum, Function Cell entries (data) View > Formula bar
Worksheets Workbook 3 worksheets by default Cell address: A1, B6, E10, ...
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Status bar View > Status bar Statistics
Calc Window
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Start a workbook Click New icon or choose File > New
Enter text Simply click a cell and type
Enter numbers As values – right-aligned As labels – left-aligned
Automatic increase Drag the black square in the bottom-right corner of
a cell
Working with Worksheets
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Working with Worksheets Formatting numbers
Add commas to separate thousands
Specify number of decimal places
Place a dollar sign ($) in front of the number
Display as a percent Display as Date, time Several other options Format > Cells > Number
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Working with Worksheets Selecting cells
F8 function key
click the up-left first, press F8, click the lower-right mouse to drag
Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet click the whole sheet button
Cluster of cells drag mouse over the cells
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Moving quickly between cells Name Box F5
Resizing rows and columns Dragging the side line Format > Row/Column > Height/Width
Adding and renaming worksheets Worksheet tabs Add – Insert > Worksheet Rename – right-click the tab and select Rename
Working with Worksheets
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Performing Calculation A distinguishing feature
Otherwise it is not more than a large table Formula calculations
Must begin with equal sign “=” Performs calculations and displays the result Includes cell addresses Visible in the cell entries of the formula bar after
execution Point mode
Enter a formula without typing cell addresses By clicking cells or using arrow keys
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Formula Calculation Example
Calculating the sub total for a number of textbooks.
The formula multiplies the quantity and price of each textbook and adds them together
Formula is shown in the formula bar after
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Performing Calculation Cell addressing
Identified by the column and row, e.g. B6 Records cell addresses in formulas in three ways Relative referencing
Calling cells by just their column and row labels Cell addresses will be changed when copy them e.g. C1 "=(A1+B1)" C2 "=(A2+B2)"
Absolute referencing Accomplished by placing dollar signs "$" e.g. "=($A$1+$B$1)"
Mixed referencing Only the row or column is fixed. e.g. "=(A$1+$B2)"
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Performing Calculation Reference operators refer to a cell or group
of cells • Range operator “:”
• TWO cell addresses separated by a colon • Refers to ALL the cells included in the reference
e.g. “A1:C3” includes A1, A2, A3, B1, B2, B3, C1, C2, and C3.
• Union operator “,”• Two or more cells separated by a comma • Refers ONLY to the cells (rather a range) • e.g. “A7,B8,C9” includes only cells A7, B8, and C9
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Performing Calculation Linking worksheets
Use the value from a cell in another worksheet
Format: "sheet_name!cell_address"
e.g.: "=A1+Sheet2.A2"
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Performing Calculation – Functions
Functions Allow you to quickly perform calculations More efficient way than typing formula
formula: "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10" function: "=SUM(D1:D10)"
Format for using functions Use an equal sign to begin a formula Specify the function name Enclose arguments within parentheses Use a reference operator (a comma “,” or colon
“:”) to separate arguments
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FunctionsFunction Example Description
SUM =SUM(A1:100) finds the sum of cells A1 through A100
AVERAGE =AVERAGE(B1:B10)finds the average of cells B1 through B10
COUNT =COUNT(B1:B10)finds the number of items from cells B1 to B10
MAX =MAX(C1:C100)returns the highest number from cells C1 through C100
MIN =MIN(D1:D100)returns the lowest number from cells D1 through D100
SQRT =SQRT(D10)finds the square root of the value in cell D10
TODAY =TODAY()returns the current date (leave the parentheses empty)
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Performing Calculation –Functions
The Sum icon
Automatically adds a column of numbers Highlight all cells above current cell and add For empty column, Sum adds the row values
Recalculations Automatically recalculate when changing cell
entries Tools > Cell Content > Recalculate
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Performing Calculation –Sort Sort on one column
Sort Ascending button
Sort Descending button Sort on multiple columns
Highlight all columns Data > Sort Select 1st column (key
word) in Sort By field Select 2nd and 3rd column
in Then By field. Choose Header row or No
header row box
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Creating Charts Charting – Another important feature
Represent data in a visual format Often makes it easier to see the relationship Three popular types:
Line chart – shows a trend during a period of time Column chart – displays bars of various lengths Pie chart – shows the relationship of parts to a whole
Chart will automatically update if data changes Chart Wizard
Easy way to create charts Highlight all the cells and click Chart Wizard button
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Chart Wizard Step 1: Chart Type
Choose the Chart type and the subtype if necessary from the first dialog box of Chart Wizard
Click Next after selection
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Chart Wizard Step 2: Data Range
Select the data range (if different from the area highlighted) by clicking the icon on the right
You can choose to chart the data by columns or rows
You can also choose to make the first row or column to be the label or not
Press Next after you select
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Chart Wizard Step 3: Data Series
Click the data series and modify the name and X or YValues in the data range
If you want to change select different range for name or categories, click the icon on the right to select
Press Next to move to the next step
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Chart Wizard Step 4: Chart
Elements Enter the title and
subtitle of the chart, and that of the X and Y axes
Other options for the grid lines and legend
Press Finish after selection to create the chart
Editing Charts Editing a chart
Right click the chart, select Edit in the pop-down menu, then a different menu will be generated for chart editing
If you want to edit the format of the chart, you can select any relating selection – Format > Title, Axis, Grid, Legend, Chart wall, Chart area, Chart types, Data ranges, etc.
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Select an object in the chart, you can edit its properties -- Format > Object Properties
Note that any part of a chart you want to format can be selected
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Summary Spreadsheet software
Allows users to organize data in rows and columns and perform calculations on the data
OpenOffice Calc Windows Worksheets Performing calculations Creating charts