Spreadsheet Basics and Software Overview

Spreadsheets

• A spreadsheet is a sheet with cells consisting of intersections of columns and rows.
• Spreadsheet software uses cells for data input and analysis
• Examples of spreadsheet software: Visicalc, Lotus 1-2-3, Excel, Gate Oocalc
• A spreadsheet file, also known as a workbook, is created by spreadsheet software
• A workbook consists of worksheets, which are the working areas or pages of a spreadsheet
• Each worksheet is made up of rows and columns
• Excel worksheets have 10,48,576 rows and 16,384 columns
• Calc worksheets have 1024 columns
• Up to 256 worksheets can exist in a workbook
• Pressing Alt + an underlined character in the menu name opens its relevant option
• The Formula Bar displays entered formulas for calculations
• The cell pointer indicates the active cell in a worksheet
• Data types include:
  • Numeric: Digits, exponential, decimal, numeric operators (+,-,*, /, %, $)
  • Alpha-numeric: Text data, including alphabets, spaces, digits and/or other characters
  • Date and Time: Sequential numbers for dates and fractional parts for time
  • Formula: Expressions containing operands and operators for calculations

Creating a Workbook

• Create a new workbook using:
  • File --> New --> Spreadsheet
  • Standard Toolbar --> New

Notes

• 'fx' is used to enter or edit a formula.
• '∑ Autosum' calculates the sum of a specified cell range.

Navigating Worksheets

• Select all cells: Ctrl + A or click the top-left corner
• Shift + Spacebar: Select a row
• Ctrl + Shift + Spacebar: Select a column
• Shift + Arrow Keys : Select a range of cells
• Ctrl + W: Close the workbook
• Ctrl + Q : Exit the spreadsheet
• Ctrl + O : Open an existing workbook
• Alt + Pg Dn : Move one screen right
• Alt + Pg Up : Move one screen left
• Ctrl + Pg Dn: Move to the next sheet
• Ctrl + Pg Up: Move to the previous sheet

Extensions

• Calc uses the ".ods" file extension
• Excel uses the ".xlsx" file extension

Print Dialog Box Options

• Printer selection
• Print all, selected sheets, or cells
• Page range
• Copy number
• Collate option

Adding a Sheet

• Right-click on the sheet tab and select "Insert Sheet"
• Choose "before" or "after" the current sheet
• Specify the number and name of new sheets.

Deleting a Sheet

• Click on the sheet to be deleted from the sheet tabs
• Right-click on the sheet tab and select "Delete Sheet"
• Confirm deletion in the popup box.

Renaming a Sheet

• Double-click or right-click on the sheet tab from the sheet tabs
• Enter the desired name in the "Rename sheet" box
• Click "OK".

Moving a Sheet

• Right-click on the sheet to be moved
• Select "Move/copy sheet"
• Specify the sheet to move the sheet before
• Click "OK".

Hiding and Showing Sheets

• Hide a sheet: Format --> Sheet --> Hide
• Show a hidden sheet: Format --> Sheet --> Show --> Select the hidden sheet --> OK.