5.1 Worksheet Basic

 A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. It is an environment that can make number manipulation easy and somewhat painless. The math that goes on behind the scenes on the paper ledger can be overwhelming. If you change the loan amount, you will have to start the math all over again (from scratch). But let's take a closer look at the computer version.

Spreadsheet came out as electronic versions of hard copy accounting worksheets with one major purpose: simple row and column arithmetic. These programs have evolved dramatically over the past decade and no comprise one of the most widely used categories of software products, excel has been the leading graphical spreadsheet. Excel has been more versatile as it has more user interface features in common with other MS-Office applications, easier file access and management, longer file name, improved online help and many other features.

 Spreadsheets can be very valuable tools in business. They are often used to play out a series of what-if scenarios! (Much like our car purchase here.)

 5.1.1 Initiation

So let's get started digging into what makes a spreadsheet work. Spreadsheets are made up of

• Columns
• Rows
• And their intersections are called cells

In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the window. Letters are used to designate each COLUMN'S location.

In a spreadsheet the ROW is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location.

In a spreadsheet the CELL is defined as the space where a specified row and column intersect. Each CELL is assigned a name according to its COLUMN letter and ROW number.

In a spreadsheet there are three basic types of data that can be entered.

• Labels - (text with no numerical value)
• Constants - (just a number -- constant value)
• Formulas* - (a mathematical equation used to calculate)

*ALL formulas MUST begin with an equal sign (=).

Labels are text entries. They do not have a value associated with them. We typically use labels to identify what we are talking about.

In our first example: the labels were

• Computer ledger
• Car loan
• Interest
• # of payments
• Monthly pmt.

Again, we use labels to help identify what we are talking about. The labels are NOT for the computer but rather for US so we can clarify what we are doing.

Constants are entries that have a specific fixed value. If someone asks you how old you are, you would answer with a specific answer. Sure, other people will have different answers, but it is a fixed value for each person.

In our first example: the constants were

• $12,000
• 9.6%
• 60

As you can see from these examples there may be different types of numbers. Sometimes constants are referring to dollars, sometimes referring to percentages, and other times referring to a number of items (in this case 60 months).These are typed into the computer with just the numbers and are changed to display their type of number by formatting (we will talk about this later). Again, we use constants to enter FIXED number data.

Formulas are entries that have an equation that calculates the value to display. We DO NOT type in the numbers we are looking for; we type in the equation. This equation will be updated upon the change or entry of any data that is referenced in the equation

5.1.2 Getting Started

As with many program, the first Excel skill you’ll need to learn are the most basic: how to start and exit the program itself.

Starting Excel

• Click on the start button on the Window 95 Task bar, choose programs, then click on the Microsoft Excel menu item.
• From Windows Explorer, double-click on any Excel file. Excel will start and the file will be opened

Existing Excel

• Click on the x button in the upper-right corner of the Excel workspace.
• Choose File – Exit.
• Click on the Excel icon in the upper-left corner of the excel window to display the control menu, then choose close.
• Press Alt + F4.

When you exit, you are prompted to save any unsaved work before Excel does the final shutdown.

5.1.3 Entering information in a worksheet

You can enter text, numbers and formulas into any cell on a worksheet. To do so, all that you have to do is simply select cell and then type the desired contents.

 5.1.3.1 Enter the heading information as text

 As you type the row titles, a long entry will either spill into the next column or the entry will appear to be cut off if the next column contains data. You will learn how to correct this when we talk of changing column widths.

1. Select cell C1 and type HOUSEHOLD TIPS COMPANY. As you type, the text appears in both the cells and the formula bar and a blinking insertion point in the cell tells you where the next character you type will be inserted. Meanwhile, the indicator in the status bar changes from Ready to Enter. Remember that, the text you have typed will not be recorded in the cell C1 until you press Enter.

2. Select cell A3 and type SOLD BY.

3. Select cell B3 and type SALE DATE.

4. Select cell C3 and type BILL NO.

And so on. Do not worry about the contents of the cells getting overlapped in cells B3 and C3. You will learn to adjust the column widths.

5.1.3.2 Enter the data

After you have entered the headings, you will proceed to enter the data for the worksheet.

1.       Click on cell A5 and type Tom.

2.       Press down arrow key and in cell A6 type Jim.

3.       Press down arrow key and in cell A7 type Jane.

And so on. While typing the data if you make a typing mistake and want to move backward through the selection, press and hold down the SHIFT key and press TAB or ENTER or simply click the pointer over that cell and retype the correct entry. 

5.1.3.3 Entering Dates

You can type a date (say 11^th August 2000) as 11-Aug-00, which is the default date format. You will learn to change the format in later stages.

5.1.3.4 Entering Alphanumeric

Click on the cell C5  (under the heading Bill No.) type any combination of alphabets and numbers like C02777, b0ty98 etc.

5.1.3.5 Entering Values

Click on cell D5 (under SALE AMT) and type 2500 or any number you wish.

Your spreadsheet should look like this: -

Take a note that you can save some time when entering data in a range of cell if you select all the cells in the rage first. As you enter data in each cell and then press ENTER or TAB, the next cell in the range becomes the active cell. The ENTER key moves the active cell top-to-bottom in the column and then to the top of the next column in the selected range. The TAB key moves the selected cell left-to-right within the selected range and then down the next row.

In order to refer to a range, you will refer it by listing the first cell reference in the range, followed by a colon (:) and then the last cell reference in a range. For example, the range of cells from cell A1 to cell D9 would be referred to as A1:D9.

When you reach the last cell in the range and press TAB or ENTER , the active cell returns to the beginning of the range.

5.1.4 Saving a Worksheet

The work you have done so far is stored in the computer’s memory. To save the worksheet for future use, you must give the worksheet a name and store it on the disk..

Save the worksheet

On the Standard toolbar, click the save button. Microsoft Excel displays the Save As dialog box (see the following figure). This dialog box appears the first time you save a worksheet. In this dialog box, you enter the name you wish o give to your worksheet. You can also specify the path in which you wish to save the worksheet along with the file name. In case you do not wish to specify the path, just type the name of the worksheet as HOUSE and press ENTER. Specifying a path name is not a mandatory requirement; it is more from the convenience point of view.

5.1.5 Exiting a Worksheet

When you have finished entering in the worksheet and have saved as well, you may either like to create another worksheet or quit Excel. You can quit a worksheet either by closing it or existing from Excel. Lets take a look at both these options.

1.   In order to close a worksheet, click on the file menu and click on Close option. The existing worksheet closes but you remain in EXCEL.

2.   In order to quit Excel, choose File Menu, click on Exit option.

 If you had forgotten to save your worksheet, Excel will ask you through a dialog box whether you will like to save it before closing down.

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