Spreadsheets

Griffith Feeney

Spreadsheets

• Are computer programs for creating and manipulating lists and tables of all kinds

• Faciliate data entry for small quantities of data

• Make it very easy to do simple calculations such as summing rows or computing percentages and to sort numeric or non-numeric data in tables or lists

Excel

• Is Microsoft's spreadsheet program and is the world market leader

• Other major spreadsheet programs are Lotus and QuattraPro

• The most useful features of spreadsheet programs are available in all the major programs

File Formats

• Spreadsheet programs generally use proprietary binary file formats

• Different versions of the same program often use different formats; older versions of the program may not be able to open files created with later versions

• Files saved in .wk1 format will usually be readable by any spreadsheet program

Keying in Information

• Highlight a cell by placing the cursor on it and clicking the left mouse button

• Type the entry you want into the cell, either number or text

• Hit the enter key to complete the entry

• Hit the ‘save' button or do [file > Save] to save the new entry

Importing Text Files

• Text files arranged in columnar format can usually be imported into a spreadsheet without difficulty

• Use [File > Open] to find the text file; you will need to set the "files of type" box

• Follow the menus, observing carefully what you see

Summing Row or Column Entries

• To add a row or column of numbers, highlight it by clicking in the first cell with the left mouse button, holding the button down, and dragging the cursor to the last cell

• Then release the mouse button and click the summation button; the sum will appear at bottom or at right

Simple Formulas

• Instead of entering a number or text in a cell, you can enter a formula to computer a result from values in other cells

• To enter a formula, type "=" followed by the formula, e.g., "=A1+B1"

• Rows are labeled 1,2,…, columns A,B,…, cells by combining the column and row reference

Moving a Group of Cells

• Highlight the group by clicking the left mouse button at the upper left corner, holding it down, and dragging to the lower right corner

• Do [Edit > Cut]

• Highlight the cell you want to contain the upper left entry of the moved group and do [Edit > Paste]

Sorting Rows of a Table or List

• Highlight the portion of the table you want to sort and do [Data > Sort], fill in the menu entries, and click OK

• You can undo a sort with the ‘undo' button; you may want to add a column of index numbers to the data to recover the original order

Controlling Places After the Decimal

• If your spreadsheet contains decimal values, you will want to control the number of places after the decimal that are displayed

• Use the decimal point buttons for this purpose, pressing the left button to show more digits after the decimal point or the right button to show fewer digits

Next Steps

• By far the best way to learn more is to practice where you can ask questions of someone who knows more

• Work through the tutorial if one is supplied

• Use the Help menus to find answers to specific questions (but be patient)

• Browse, borrow or buy one of the many third party books on the program

The Importance of Spreadsheets

• For many simple, day to day tasks of statistical and organizational work of all kinds they are "a better mousetrap"

• The interface is well developed, making things we used to do manually easier and faster

• Information is captured digitally, hence more easily shared and archived

The End