calc lecture

ELECTRONIC SPREADSHEET

May Ann Belano-Capucao

COURSE OUTLINE

I. IntroductionII. HistoryIII. Advantages of CalcIV. Meaning of Electronic SpreadsheetV. Definition of TermsVI. MenuVII. Toolbars

COURSE OUTLINE

VIII. Types of DataIX. Types of FormulaIII. Basic Navigation CommandsIV. Formatting a SpreadsheetV. Working with Formula

HISTORY

Dan Bricklin as the "father" of the electronic spreadsheet”

Dan Bricklin and Bob Frankston then co-invented or co-created the software program VisiCalc

Advantages of CALC

Organize, find, and use your data Do mathematical calculation on your

numbers within a spreadsheet. You can keep track of data Sort data in meaningful ways Arrange, store, and filter your data Create formulas and use the Formula Bar

You will learn about spreadsheets and how to:

Navigate and explore the spreadsheet environment Work with worksheets Create formulas and use the Formula Bar Use and format text in a spreadsheet Format cells for height, width and color Format numbers for special use, such as money or

percents Sort, filter and search data

Electronic Spreadsheet

a computer program that performs calculations on data and organizes information.

a spreadsheet program that helps you to manage and to perform calculationson your data as well as to produce charts

Definition of Terms

Cell – intersection of a row and column in the worksheet

Block – a group of cell adjacent to one anotherSheet Tab – a description at the bottom of each

worksheet that identifies the sheet in a workbook.

Worksheet – an electronic spreadsheet containing 256 columns by 65,536 rows

Definition of Terms

Workbook – A collection of related worksheets contained within a single file.

Row – identified by numbers (maximum 65,536)

Column – identified by letters (maximum IV)Grid – the horizontal line in the worksheetRange –A selected group of adjacent cells

Menu Bar

Standard Bar

Formatting Bar

Formula Bar

Active Cell

Columns

Rows Active Sheet Worksheet

Tabs

Status Bar

Using MENU

Menu Barlists the commands that you can use with the currently selected items.

- Click the name of a menu, and then click thecommand that you want to use.

- Unavailable commands are displayed in gray.

MENU BAR

Using TOOLBARS

Toolbarsa set of icons that represent common commands

Important Toolbars: Standard Bar Formatting Bar Formula Bar Status Bar

STANDARD BAR

is available in every StarOffice application

PARTS OF STANDARD BAR

New creates a new StarOffice document Open opens or imports a file. Save saves the current document. Document as E-mail sends the current

document as an e-mail attachment with your default e-mail program.

Edit File use to activate or deactivate the edit mode.


Export as PDF saves the current file to Portable Document Format (PDF). A PDF file can be viewed and printed on any platform with the original formatting intact, provided that supporting software is installed.

Print File Directly print the active document with the current default print settings. These can be found in the Printer Setup dialog, which you can call with the Pinter Settings menu command.

Page Preview displays a preview of the printed page or closes the preview.


Spellcheck checks the document or the current selection for spelling errors.

AutoSpellcheck automatically checks spelling as you type, and underlines errors.

Cut removes and copies the selection to the clipboard.

Copy copies the selection to the clipboard. Paste Inserts the contents of the clipboard at

the location of the cursor, and replaces any selected text or objects. Click the arrow next to the icon to select the format.


Format Paintbrush copies the formatting of the selected text or object and applies the formatting to another text selection or object.

Undo reverses the last command or the last entry you typed.

Redo reverses the action of the last Undo command.

Hyperlink opens a dialog that enables you to create and edit hyperlinks.


Gallery you can select graphics and sounds to insert into your document.

Zoom reduces or enlarges the screen display StarOffice Help opens the main page of the

StarOffice Help for the current application. You can scroll through the Help pages and you can search for index terms or any text.

Load URL loads a document specified by an entered URL.

FORMATTING BAR

contains basic commands for applying manually formatting

PARTS OF FORMATTING BAR

Styles and FormattingSpecifies whether to show or hide the Styles and Formatting window, which is where you can assign and organize Styles.

Font NameAllows you to select a font name from the list or enter a font name directly. You can enter several fonts, separated by semicolons. StarOffice uses each named font in succession if the previous fonts are not available.

Font SizeAllows you to choose between different font sizes from the list, or to enter a size manually.


BoldMakes the selected text bold. If the cursor is in a word, the entire word is made bold. If the selection or word is already bold, the formatting is removed.

ItalicMakes the selected text italic. If the cursor is in a word, the entire word is made italic. If the selection or word is already italic, the formatting is removed.

UnderlineUnderlines or removes underlining from the selected text.

Font ColorClick to apply the current font color to the selected characters.


Align LeftAligns the contents of the cell to the left.

Align Center HorizontallyHorizontally centers the contents of the cell.

Align RightAligns the contents of the cell to the right.

JustifyAligns the contents of the cell to the left and to the right cell borders.


Number format: CurrencyApplies the default currency format to the selected cells.

Number format: PercentApplies the percentage format to the selected cells.

Number format: DefaultApplies the default number format to the selected cells.

Number Format: Add Decimal PlaceAdds one decimal place to the numbers in the selected cells.


Number Format: Delete Decimal PlaceRemoves one decimal place from the numbers in the selected cells.

Decrease IndentClick the Decrease Indent icon to reduce the left indent of the current paragraph or cell content and set it to the previous tab position.

Increase IndentClick the Increase Indent icon to increase the indentation of the cell content of the selected cells.

BordersClick the Borders icon to open the Borders toolbar, where you can modify the border of a sheet area or an object.


Background colorThe color is applied to the background of the current paragraph or the selected paragraphs.

Align TopAligns the contents of the cell to the upper edge of the cell.

Align Center VerticallyVertically centers the contents of the cell.

Align BottomAligns the contents of the cell to the lower edge of the cell.

FORMULA BAR

use this bar to enter formulas

PARTS OF FORMULA BAR

Name BoxDisplays the reference for the current cell, the range of the selected cells, or the name of the area.

Function WizardOpens the Function Wizard, which helps you to interactively create formulas.

SumAutomatically adds the numbers in the cell range that you specify.

PARTS OF FORMULA BAR

FunctionAdds a formula to the current cell.

CancelClears the contents of the Input line, or cancels the changes that you made to an existing formula.

AcceptAccepts the contents of the Input line, and then inserts the contents into the current cell.

Input lineEnter the formula that you want to add to the current cell.

STATUS BAR

displays information about the current sheet.

PARTS OF STATUS BAR

Position in documentDisplays the total number of the current sheet with respect to the total number of sheets in the spreadsheet.

Current Page StyleDisplays the current Page Style.

ZoomSpecifies the current page display zoom factor.

Insert ModeDisplays the current insert mode.

PARTS OF STATUS BAR

Selection ModeDisplays the current selection mode.

Document ModificationIf changes to the document have not yet been saved on the hard drive, a "*" is displayed in this field on the Status Bar. This also applies to new, not yet saved documents.

Standard Formula, Date/Time, Error WarningDisplays information about the current document.

DATA

The values you enter in a cell

TYPES OF DATA

5. Number Data – all numeric values entered in a cell (e.g. 1,2,523)

6. Text Data – all character values entered in a cell (e.g. A,Calc,Sept 8)

Types of Formula

Relative referencing – When you copy the formula, the row and column references in the formula automatically adjust to properly reference the correct cells in relationship to the copied formula’s new location.

For Example: Suppose you have the following formula in Cell B1 (=A1). When you copy the formula in Cell B1 to Cell E7, Excel counts 3 columns and adds it to the column reference (A + 3 letters = D) and counts 6 rows and adds it to the row reference (1 + 6 = 7). The new Cell reference correctly becomes D7.

Types of Formula

Absolute referencing – when you want the referenced cells to always be the same cell no matter where the formula might be copied.

For example, suppose you had a constant tax rate that is applied to various purchases. Cell A1 contains the tax rate. In column A starting in cell A3, you have a list of sale amounts and you want to see the amount of the tax amount in column B. You create a formula in cell B3(=A3*A1). You know if you copy that formula down column that the A1 will change but you don't want that to happen because the tax rate is in cell A1. Excel uses the $ to designate an absolute reference. It tells Excel to ALWAYS use that cell location ($A$1)no matter where the formula is copied. The proper reference for your formula in cell B3 is (=A3*$A$1) thus when copied down column be the A1 referencing will remain absolute. Excel copies it exactly the same because it interprets the $ to mean you want an absolute reference to that cell.

Types of Formula

Mixed References – when you want either the column or the row reference to be fixed. Calc interprets the reference $A1 as an absolute column reference combined with a relative row reference. Meaning, when copied, the column reference would not change but the row reference would change. Alternatively for a relative column reference combined with an absolute row reference the correct notation would be shown as A$1. In this case the column reference would change but the row reference would not change.

Operators That You Can Use in Calc Formulas

+ Addition =1+1 - Subtraction =2–1 * Multiplication =7*9 / Division =10/2 % Percent =15% ^ Exponentiation =3^2

Operators That You Can Use in Calc Formulas

= Equal =8=8 (TRUE) > Greater than =7>9 (FALSE) < Less than =5<6 (TRUE) >=Greater than or equal to =3>=4 (FALSE) <= Less than or equal to =42<=63 (TRUE) <> Not equal to =6<>4 (TRUE) Text concatenation ="Sun" & "day" Sunday

4 Ways in Using the Formula

Calculator=4+2

Cell number/by clicking the cell=A1+B2

Sum formula=sum(A1+B2)

Summation

Using Parentheses (MDAS)

Calc follows the order of operations when it calculates a formula. Multiplication andDivision is done before Addition or Subtraction, regardless of where these operators appear in the formula.

For example, for the formula =2+5+5*2, Calc returns the value of 17, and not 24.

Technology

calc lecture