Spread Sheet Skills Using Excel

Spread Sheet

A spread sheet is a multi purpose of software

Used for calculation, drawing graphs or handing data
also defined as computer programe that allow to enter data
and formula
First spread sheet was called visicCalc was released in 1979
software package such as lotus123 releases 2.1, 2.2, 2.4 ,
and 2.5 and excel release 5.0 , Window version
95/97/2000/XP/window 7 specially designed for some
special work.

What is Spreadsheet: Actually it is an

electronic simulation of an accountants
Spreadsheet .
we can use Spreadsheet to perform a wide
variety of task.

Most spreadsheet application consists of

following.
Business Graphics Programs
database management Program

A spread sheet can be used in variety of

discipline such as

In financial management:-To prepare trial balances , P&L

accounts , cash inflow, cash outflow statements etc.
In business:- To tabulate and process sales data,
managing inventories to make break even analysis
etc.
In operational Research:-To solve linear non linear
programming problems, transportation
problems.
In economics:-To find out Economic order quantities.
In mathematics:-To fide out the solution to asset of
linear equations, matrix and matrix inversion.
In statistics:- Time series analysis , regression analysis,
etc.

And more

Preparing Budgets
Developing Business plans
Perform standard accounting functions
Maintain input data such as employees of a
company, customers of an organization, students
details of an institution etc.
And much more.

Workbook
Excel file is referred to as workbook
Excel file is saved with an .xlsx in 2007

Excel organizes worksheets by workbook, on the basis that

you may need more than one worksheet for any given
project.
Each new workbook you open contains three workbooks by
default, but you can add worksheets up to a maximum of
255 in 2003
Limitation
Open work book
resources

-limited by available memory and system

Worksheet

Each worksheet contains 65536 Rows

(numbered from 1 to 65536) and
256 column (numbered from A to IV the first 26
columns are AA to AZ , the next 26 BA to BZ
etc).
The worksheets are numbered automatically
from sheet 1 to sheet 256 , but you can
change their names to anything that suits you ,
provided the name contains fewer than 32
characters.

Worksheet size 1048576 rows and 16384

columns
Column width 255 character
Row height 409 points
Total number of character that a cell can
contain 32767
Sheet in a workbook-limited by available
memory by default 3
Ctrl+right arrow to see last column xfd
Ctrl+down arrow last row 1,048,576

Part of the Excel screen

The cell address displays the location of the active

cell.

The formula bar is where you enter and edit data and
formulas.

Cells are where you enter data and formulas.

Row headings and column heading let you quickly
select a row or column.

Worksheet tabs lets you quickly move between

worksheet.

Some important shortcut keys for moving and

scrolling the cellpointer in a worksheet

Scroll bar

To the right and bottom of the screen there

are scroll bars which allow you to move
around on the worksheet

Status bar

At the bottom of the screen you will see the

status bar which display information about
the current document or the task you are
working on

Tool bar

The tool bar allow quick access to

commonly used commands

Good spread sheet design

Objectives of good design

To ensure that the spread sheet is as error free as
possible
To ensure that the spreadsheet can be used
without much training or control
To minimize the amount of work required to
enhance or change the spread sheet

Cell refernce

The value should be addressed by the cell

reference with identified exact location of
the value being used

Name of column +name of row

Eg A1, A23

Fixed cell refernces

A fixed cell reference will ensure that the
fixed cell does not change when coping a
particular formula.
Press F4

Types of data in Excel

Before you enter data, you need to know

how excel handles it. Excel recognizes five
different types of data .

Number, text, Formula, Dates, and Time

Text
To enter text in a cell takes the following steps
1. Click the cell where you want to enter text.
2. Type the text and press enter, Tab or Arrow key

Text in a cell includes any combination of letters, numbers, and key board
symbols. Excel contain up to 32000 Characters.
If the neighboring cells are occupied, the display is truncated.
For example, if you enter a list of employees, names, Positions, and work
histories Excel will treat them as Text

Some times you may need to persuade excel to treat a number as Text, for
example, you may need a telephone number. You can do this by entering
the Label Prefix for Text- an apostrophe () in front of the number.
For examble-00941582963

Numbers:
Numbers are values that can be calculated.
They can consist of the numbers 0 through
9 with a decimal point as a separator for
decimal places with comma separator for
thousands,

Formulas / logical values

You can enter the logical values True and False into cell. Logical values are
often used in writing conditional formulas. Also, there are many formulas that
can return logical values. Formulas are mathematical formulas telling Excel to
perform calculation on data in cell.

To enter a formula in a cell takes the following steps

-Click the cell in which you want to enter the data
-Type = (equal sign) OR click edit formula (fx), MS Excel insert an equal
sign for you
-Enter the formula and press Enter
Fro example ; to add the data in the cells A1, B2 and C3 and display the result
in cell D4, you can enter the formula like +A1+B2+C3 OR =A1+B2+C3
TIPS
You can enter the same formula into a range of cells by selecting the range
first typing the formula , and then press CTRL+ENTER
You can also enter a formula into a range of cells by copying a formula from
another cell.(copy & past)

Date Or Time
When entering date us slash or hyphen to
separate the parts of that date. For example
9/2/2003 or 9-feb-2003. to enter a time based on
the 12 hour clock , type a space and then A or P
after the time for example : 9.00 P . Other wise
Excel enters the time as AM.

To enter todays date , press CTRL+ ; (semicolon)
To enter current time , press CTRL+SHIFT+:
(colon)

Excel and Basic

Mathematics
Average:

Retained the average of the argument

Syntax: =Average (num1, num2)
Eg: =Average(100,200,300)=>200

Maximum

: Retained the maximum value in a list of argument

Syntax : =Max(num1,num2,-------)
Eg. =Max(100,200,300)=>300

Minimum:

Retained the minimum value in list of argument

Syntax: =Min(num1,num2,---------)
Eg: =Min(100,200,300)` =>100

Median: Retained

the median of the given number series

Syntax: =Median(num1,num2,------)
Eg: =Median(1,5,6,8,9,10,12) =>8

Mod:

Retained the reminder from division

Syntax: =mod(number, division)
Eg: =Mod(440,18) =>8

Mode: number1, number 2, .. are 1 to 30 argument fro which you

want to calculate the mode. You can also use a single array or
reference to an array instead of argument separated by commas

Syntax: =Mode(num1, num2, ---)

Eg: =mode(1,3,4,4,8,10,4) =>4

Sum: Add the argument

Syntax: =Sum(num1,num2,----)

Eg: Sum(500,750) =>1250

Sumsq: Retained the sum of the squares of the argument

Syntax: num1,num2,-----)

Eg: =Sumsq(3,4) =>25

ABS:Return the absolute value of a number. The absolute value of a number is the number
without its sign
Syntax: =ABS(Number)
Eg: =ABS(10) =>10
Eg: =ABS(-10) =>10

SQRT: Retain the positive square

Syntax: =Sqrt(Number)
Eg: =SQRT(16) =>4
Eg; =Sqrt(ABS(-25)) =>5

Power: Retained the result of a number vises to power

Syntax: =Power(Number, Power)
Eg: =Power(5,2) =>25
Eg: =5^2 =>25

Product: Multiplies all the numbers given as argument and return the product
Syntax: =Product(num1,num2,----)
Eg: A2:A4 contain 5,15, and 30 respectively
Eg: =Product(A2:A4) =>2250

Proper : Capitalized the first letter in each word in a text value

Syntax: =Proper(Text)

Eg: =Proper(south eastern university ) =>South Eastern University

Upper:
Convert text to upper case

Syntax: =Upper(text)

Eg: =Upper(south eastern university) =>SOUTH EASTERN UNIVERSITY

Lower:
Convert the text to lower case

Syntax: =Lower(Text)

Eg: =Lowre(SOUTH EASTERN UNIVERSITY) south eastern university

Left:Retained the left most character from the text value

Syntax: = Left(Text, Number Character)

Eg: =Left(University,2)
=>Un

Right: Retained the right most character from text value

Syntax; = Right(Text, Number Character)

Eg: =Right(University,2) => ty

Rept: Repeat a given numbers of items

Syntax: =Rept(Text,Number of Times)
Eg: =Rept(@,5) =>@@@@@

Even: Round the number up to the nearest even indigent

Syntax: =Even(Number)
Eg: =Even(3) =>4

Odd: Returns the number rounded up to the nearest odd integer

Syntax: =Odd(Num)
Eg: =(1.5) =>3

Round: Round the number to a specific number digit

Syntax; =Round(number, number of digits)
Eg: =Round(3.85629,2) =>3.86

Round Down: Round a number down towards zero

Syntax: =Round Down(number, num-digit)
Eg; =Round Down(3.14155,3) =>3.141

Round up: Round the number upward from Zero

Syntax; =Round up(num, Num-digit)
Eg;=Round up(3.14159,3) =>3.142

Date: Retain the serial number of particular date

Syntax; =Date(YY,MM,DD)
Eg; =date(99,4,24) =>4/24/99

Time: Retained the serial number of a particular time

Syntax; =Time(Hour, Minute,, Second)
Eg: =Time(10,50,25) =>10:50A.M

Today: Retained the series number of todays dte

Syntax; =Today()
EG; =Today()=>4/24/02

Count: Count how many number are in the list of argument

Syntax; =Count(num1,num2----)
Eg; =Count(1,5,6,4,5,7,5,9) =>8

Count if: Count the number of nonblank cells with in rang that meet the given right criteria
Syntax: =Count if(range, Criteria)
Eg: =Count if(A8;A12,>25

Now()

Date and time

INT: Round the number down to the nearest integer

Syntax: =INT(Num)
Eg: =Int(150.236) =>150

SLN:Retained the straight line depreciation of a assets for one period

Syntax: =SLN(Cost, Salvage, Life )
Eg; =SLN(300000,25000,10) =>27500.00

If: Specifies logical test to perform

Syntax; =If(Logical Test, Value if True, Value if false)
Eg:=If(A1>75,Come,Dont

Sum If: Add the cells specified by a given criteria

Syntax: =Sum if(rang,Criteria,Sum rang)
Criteria expressed as 32,32, >32, apple
Eg; =Sum if(A1:A4,>160000,B1:B4)

FORECAST
Calculates, or predicts, a future value by using existing values. The predicted value is
a y-value for a given x-value. The known values are existing x-values and y-values,
and the new value is predicted by using linear regression. You can use this function
to predict future sales, inventory requirements, or consumer trends.
Syntax
FORECAST(x,known_y's,known_x's)
X is the data point for which you want to predict a value.
Known_y's is the dependent array or range of data.
Known_x's is the independent array or range of data.

Cell
The CELL function returns information about the formatting, location, or contents
of a cell. For example, if you want to verify that a cell contains a numeric value
instead of text before you perform a calculation on it, you can use the following
formula:
Workbooks
A Microsoft Office Excel workbook is a file that contains one or more worksheets
that you can use to organize various kinds of related information. To create a new
workbook, you can open a blank workbook. You can also base a new workbook
on an existing workbook, the , or any other template.
Worksheet
A worksheet is a collection of cells where you keep and manipulate the data. By
default, each Excel workbook contains three worksheets
Macros
With Excel VBA you can automate tasks in Excel by writing so called macros. In
this chapter, learn how to create a simple macro which will be executed after
clicking on a command button. First, turn on the Developer tab

Excel to produce graphs of linear

and quadratic equation

Drawing a single linear equation

Y=mx+c

Scatter diagrame

Steps
Select the data set (two columns with data for x and
y)
Click on the chart icon
Select xy(scatter) as the graph type
Click finish

Single quadratic equation Y=ax2 +bx +c

Select the data set (two columns with data for x and
y)
Click on the chart icon
Select xy(scatter) as the graph type
Click finish

Eg

Y=x2
Y=x2

+5

Presentation of data
Using excel to produce histograms and pie
charts
Histogram

histrogram

Pie charts

Financial function
Returns the present value of an investment.
The present value is the total amount that a
series of future payments is worth now. For
example, when you borrow money, the loan
amount is the present value to the lender.
Syntax
PV(rate,nper,pmt,fv,type

Rate is the interest rate per period. For example, if you obtain an
automobile loan at a 10 percent annual interest rate and make monthly
payments, your interest rate per month is 10%/12, or 0.83%. You would enter
10%/12, or 0.83%, or 0.0083, into the formula as the rate.
Nper is the total number of payment periods in an annuity. For example, if
you get a four-year car loan and make monthly payments, your loan has 4*12
(or 48) periods. You would enter 48 into the formula for nper.
Pmt is the payment made each period and cannot change over the life of
the annuity. Typically, pmt includes principal and interest but no other fees or
taxes. For example, the monthly payments on a $10,000, four-year car loan
at 12 percent are $263.33. You would enter -263.33 into the formula as the
pmt. If pmt is omitted, you must include the fv argument.
Fv is the future value, or a cash balance you want to attain after the last
payment is made. If fv is omitted, it is assumed to be 0 (the future value of a
loan, for example, is 0). For example, if you want to save $50,000 to pay for a
special project in 18 years, then $50,000 is the future value. You could then
make a conservative guess at an interest rate and determine how much you
must save each month. If fv is omitted, you must include the pmt argument.
Type is the number 0 or 1 and indicates when payments are due.

Set type equal to If payments are due

0 or omitted
At the end of the period
1
At the beginning of the
period

FV
Returns the future value of an investment
based on periodic, constant payments and a
constant interest rate.
Syntax
FV(rate,nper,pmt,pv,type)

IRR
Returns the internal rate of return for a series of cash flows
represented by the numbers in values. These cash flows do
not have to be even, as they would be for an annuity.
However, the cash flows must occur at regular intervals,
such as monthly or annually.
The internal rate of return is the interest rate received for
an investment consisting of payments (negative values)
and income (positive values) that occur at regular periods.
Syntax
IRR(values,guess)
Values is an array or a reference to cells that contain
numbers for which you want to calculate the internal rate of
return.

NPV- fixed discount rate

Calculates the net present value of an investment by using a
discount rate and a series of future payments (negative values)
and income (positive values).
=npv(discount rate ,cash flow from year 1)-initial cash outflow
Syntax
NPV(rate,value1,value2, ...)
Rate is the rate of discount over the length of one period.

Profitability index
The profitability index also use the npv function but the result is
divided by the original investment
Formula=npv(discount rate, cash flow from year 1)/initial cash
flow