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Understanding Spreadsheets Recall from our last lecture, Excel spreadsheets are saved in files called workbooks. Each of these workbooks is made up of individual worksheets, or more simply sheets (EX 5). Components of the Excel Window: o A worksheet is broken down into a grid of columns (up and down) and rows (left to right). A cell is where a row and column meet (EX 6). o Column headings are those letters that appear along the top of the Excel window and are listed alphabetically (from A to IV). There are a total of 256 possible columns (EX 7). o Row headings are the numbers that appear along the left edge of the screen and are ordered numerically from 1 to 65,536 (EX 7). o The active cell is the cell in which you are currently working. It can be identified by its dark border. You can change the active cell by using the arrow keys or the Enter key (EX 6). o Each can be identified by its cell reference which is determined by the column and row heading. The Name Box displays the cell reference of the active cell (EX 6). o The formula bar displays the contents of the active cell (EX 7). o Sheet tabs are located at the bottom of the worksheet. You can move from worksheet to worksheet by clicking the appropriate sheet tab (EX 7). Types of Data: o Text is a combination of words, letters, and numbers (EX 11). Text is automatically aligned along the left edge of the cell (EX 11). To place text on separate lines within the same cell, you press and hold the Alt key on the keyboard while pressing the Enter key (EX 12). o Numeric are used to perform calculations and may contain characters such as commas, dollar signs, and percent signs (EX 11). o Dates are special numeric values that can be used to determine date-related calculations (such as numbers of days that have passed or to sort by date) (EX 11). o Calculated values are values based on the values entered in other cells and is dependent on the formula entered into the cell (EX 11). A formula is a mathematical expression that calculates a value and always begins with an equal sign. A formula typically contains one or more arithmetic operators. Examples of arithmetic operators include: + Addition - Subtration * Multiplication / Division Order or precedence is a set of predefined rules that follow to calculate a formula by determining the order in which arithmetic operators are applied. These are the rules: Parentheses, Multiplication or Division, Addition or Subtraction. Assume that A2 = 50, B2 = 10, C2 = 5 Formula Result = 10 + A2 60 = B2 + C2 15 = A2 – B2 40 = A2 * B2 500 = A2 / B2 5 = (A2 + B2) * C2 100 = A2 + B2 * C2 100 AutoComplete: o Whenever you enter the same text in different rows in the worksheet, Excel has a feature known as AutoComplete that anticipates the text you are about to enter (EX 17). Change the Size of a Column or Row: o The default sizes of the columns and rows many not always be large enough (EX 19). o Three Ways to Change Column Width or Row Height (EX 19): Right-click the column or row heading whose width or height you want to change. From the menu that appears, select either Column Width or Row Height. Then type the new width or height. Drag the row heading dividing line up or down to change the row height or drag the column heading dividing line left or right to change the column width. Double-click the column or row heading dividing line to make the column or row as large as the longest entry of the cells in the column or row.