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Microsoft Excel

Microsoft Excel

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 each cell there may be the following types of data

• text (labels)
• number data (constants)
• formulas (mathematical equations that do all the work)

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 the above diagram the COLUMN labeled C is highlighted.

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 the above diagram the ROW labeled 4 is highlighted.

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 the above diagram the CELL labeled B6 is highlighted. When referencing a cell, you should put the column first and the row second.

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)

data types	examples	descriptions
LABEL	Name or Wage or Days	anything that is just text
CONSTANT	5 or 3.75 or -7.4	any number
FORMULA	=5+3 or = 8*5+3	math equation

*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.

In our first example, the solution was $252.61
This was NOT typed into the keyboard. The formula that was typed into the spreadsheet was:
=PMT(C4/12,C5,-C3)

C4 (annual interest rate) was divided by 12 because there are 12 months in a year. Dividing by 12 will give us the interest rate for the payment period - in this case a payment period of one month.

It is also important to type in the reference to the constants instead of the constants. Had I entered =PMT(.096/12,60,-12000) my formula would only work for that particular set of data. I could change the months above and the payment would not change. Remember to enter the cell where the data is stored and NOT the data itself.

Formulas are mathematical equations. There is a list of the functions available within Excel under the menu INSERT down to Function.

Formulas OR Functions MUST BEGIN with an equal sign (=).

Again, we use formulas to CALCULATE a value to be displayed.

When we are entering formulas into a spreadsheet we want to make as many references as possible to existing data. If we can reference that information we don't have to type it in again. AND more importantly if that OTHER information changes, we DO-NOT have to change the equations.

If you work for 23 hours and make $5.36 an hour, how much do you make? We can set up this situation using

• three labels
• two constants
• one equation

Let's look at this equation in B4:

• = B1 * B2
• = 23 * 5.36

Both of these equations will produce the same answers, but one is much more useful than the other.
DO YOU KNOW which is BEST and WHY?

It is BEST if we can Reference as much data as possible as opposed to typing data into equations.

In our last example, things were pretty straightforward. We had number of hours worked multiplied by wage per hour and we got our total pay. Once you have a working spreadsheet you can save your work and use it at a later time. If we referenced the actual cells (instead of typing the data into the equation) we could update the entire spreadsheet by just typing in the NEW Hours worked. And -- you're done!

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Let's look at the new spreadsheet:

• hours have been changed to 34
• wage is the same
• total pay would now be = 34 * 5.36
• but would still be = B1 * B2

If we had typed in ( = 23 * 5.36 ) the first time and just changed the hours worked, our equation in B4 would still be ( = 23 * 5.36 )

INSTEAD we typed in references to the data that we wanted to use in the equation.
We typed in ( = B1 * B2 ). These are the locations of the data that we want to use in our equation.

It is BEST if we can Reference as much data as possible as opposed to typing data into equations.

Spreadsheets have many Math functions built into them. Of the most basic operations are the standard multiply, divide, add and subtract. These operations follow the order of operations (just like algebra). Let's look at some examples.

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For these following examples let's consider the following data:

A1 (column A, row 1) = 5 A2 (column A, row 2) = 7 A3 (column A, row 3) = 8 B1 (column B, row 1) = 3 B2 (column B, row 2) = 4 B3 (column B, row 3) = 6

A B 1 5 3 2 7 4 3 8 6

Operation	Symbol	Constant Data	Referenced Data	Answer
Multiplication	*	= 5 * 6	= A1 * B3	30
Division	/	= 8 / 4	= A3 / B2	2
Addition	+	= 4 + 7	= B2 + A2	11
Subtraction	-	= 8 - 3	= A3 - B1	5

merry christmas!

Merry christmas sa lahat!!!!!!!!!! godbless you and may this day be the happiest day!! its the birth of christ....!