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A Spreadsheet is essentially a ledger sheet that enables the user enter, edit and
manipulate numeric data.

Types of spreadsheets

a) Manual Spreadsheet

This spreadsheet consists of a book like ledger with many sheets of papers divided
into rows and columns on which data elements are entered manually using a pen or
pencil.

b) Electronic spreadsheet

This spreadsheet is prepared using a computer program that enables the user to
enter values in rows and columns and manipulate them mathematically using
formulae.

Advantages of electronic spreadsheets

 Entries made using spreadsheet are faster and accurate.

 It offers a large area for data entry and manipulation
 Electronic spreadsheet produces neat and presentable output
 It has better document formatting features/ capabilities.
 It has inbuilt formulae called functions that enable the user to quickly
manipulate mathematical data.
 Has ability to perform automatic recalculation
 It utilizes large storage space on computer storage devices to save and
retrieve documents.

Examples of spreadsheet programs

Viscal, Lotus 1-2-3, Microsoft Excel, VP Planner

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Components of spreadsheet

 Worksheet: This is the component in which data values are entered. It’s made
up of rows and columns.
 Database: The data management feature of spreadsheet can be found on the
data menu. Data entered in spreadsheet can be manipulated by sorting, filtering,
calculating subtotals.
 Graphs: A graph is a pictorial representation of the base data on a worksheet.

Application areas of spreadsheet

 Accounting: many accountants and business people find spreadsheet a useful

tool to use in recording daily transactions and keeping financial records.
Spreadsheet comes with inbuilt functions that make accounting tasks easier.
 Data management: Spreadsheet enables neat arrangement of data into tabular
structure. Data management functions include sorting, filtering, using forms to
enter and view records.
 Statistical analysis: Spreadsheet have inbuilt statistical analysis tools that can
speed up data manipulation. Some of statistical functions found in MS-Excel
are average, Maximum, medium, mode etc.
 Forecasting (“what-if-analysis”): This feature involves changing the value of
one of the arguments in a formula to see the difference the change would make
on the result of the calculation.
 Scientific application: Engineers, scientific and technical users store empirical
data, perform statistical analysis, build and prepare complex mathematical
models using spreadsheets.
 Home/personal use: This involves tracking cash flow, preparing household
budgets and personal financial statements.

Worksheet layout

 Cells: An intersection between a row and column.

 Row: Horizontal arrangement of cells.
 Columns: Vertical arrangement of cells.
 Range: A group of rectangular cells that can be selected and manipulated as a
block.

Cell Data Types

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 Labels: Any text or alphanumeric characters entered in a cell are viewed as

labels in spreadsheet program. Labels can be row and column headings used to
describe the contents of row or column e.g NAME, SEX, ID NO.
 Values: They are numbers that can be manipulated mathematically e.g.
Currency, Date, numbers etc.
 Formulae: They are user designed mathematical expressions that create a
relationship between cells and return a value in a chosen cell. Formula must
start with an =sign
 Functions: They are in-built predefined formulae that the user can quickly use
instead of having to create a new one each time a calculation is to be done.

Cell References

A cell reference identifies a cell or a range of cells on the worksheet and shows MS
Excel where to look for the values or data needed to use in formulas. MS Excel
uses the A1 cell reference style that identifies a cell by its column label followed
by Row number e.g. B1, E10 etc.

R1C1 reference style can also be used where a cell is referenced by its row number
followed by its column number e.g R3 C4, R5 C20 etc.

i. Relative Reference

This is a cell reference whose cell references keep on changing automatically

depending on their position in the worksheet. E.g if you type formula =B2 + C2 in
cell D2 and the formula is copied to cell D3, it automatically changes to B3 + C3.

ii. Absolute referencing

This is used when you copy a formula to different cell and you don’t want Excel to
adjust references. To make a formula absolute, add a dollar sign $ before the parts
of the cell reference that do not change e.g =A5*$B$2

USING MS EXCEL 2007

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To create a Workbook
to create a new Workbook:

 Click the Microsoft Office Toolbar

 Click New
 Choose Blank Document

If you want to create a new document from a template, explore the templates and
choose one that fits your needs.

Save a Workbook
when you save a workbook, you have two choices: Save or Save As.
To save a document:

 Click the Microsoft Office Button

 Click Save

You may need to use the Save As feature when you need to save a workbook
under a different name or to save it for earlier versions of Excel.  Remember that
older versions of Excel will not be able to open an Excel 2007 worksheet unless
you save it as an Excel 97-2003 Format. To use the Save as feature:

 Click the Microsoft Office Button

 Click Save As
 Type in the name for the Workbook
 In the Save as Type box, choose Excel 97-2003 Workbook

Open a Workbook
to open an existing workbook:

 Click the Microsoft Office Button

 Click Open
 Browse to the workbook
 Click the title of the workbook
 Click Open

Entering Data
There are different ways to enter data in Excel:  in an active cell or in the formula

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bar.
To enter data in an active cell:

 Click in the cell where you want the data

 Begin typing

To enter data into the formula bar

 Click the cell where you would like the data

 Place the cursor in the Formula Bar
 Type in the data

Modifying a Worksheet

Excel allows you to move, copy, and paste cells and cell content through cutting
and pasting and copying and pasting. Practice on this with time.

Auto Fill
the Auto Fill feature fills cell data or series of data in a worksheet into a selected
range of cells. If you want the same data copied into the other cells, you only need
to complete one cell.  If you want to have a series of data (for example, days of the
week) fill in the first two cells in the series and then use the auto fill feature. To use
the Auto Fill feature:

 Click the Fill Handle

 Drag the Fill Handle to complete the cells

Insert Cells, Rows, and Columns

to insert cells, rows, and columns in Excel:

 Place the cursor in the row below where you want the new row, or in the
column to the left of where you want the new column
 Click the Insert button on the Cells group of the Home tab
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 Click the appropriate choice: Cell, Row,  or Column 

Delete Cells, Rows and Columns

to delete cells, rows, and columns:

 Place the cursor in the cell, row, or column that you want to delete
 Click the Delete button on the Cells group of the Home tab
 Click the appropriate choice:  Cell, Row, or Column

Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to
perform calculations.  Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References:  The cell or range of cells that you want to use in your calculation
Operators:  Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants:  Numbers or text values that do not change
Functions:  Predefined formulas in Excel

To create a basic formula in Excel:

 Select the cell for the formula

 Type = (the equal sign) and the formula
 Click Enter

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Calculate with Functions

a function is a built in formula in Excel.  A function has a name and arguments (the
mathematical function) in parentheses.  Common functions in Excel:

Consider the table below:

A B C D F
1 Names CATs Score x/30 Exam Total Remark
Scorex/70 Score s
2 Peter Mboya 25 60
3 Michael Oketch 10
4 Jane Kadogo 5
5 Hillary Kigen 18 35
6 Monica Lewisky 20 55

Sum:  Adds all cells in the argument e.g = Sum (B2: B6) returns 78 that is ( 25+
10 + 5 + 18 + 20)
Average:  Calculates the average of the cells in the argument e.g = AVERAGE
(B2:B6) returns 15.6
Min:  Finds the minimum value e.g = MIN(B2:B6) returns 5
Max:  Finds the maximum value e.g = MAX (B2:B6) returns 25
Count:  Finds the number of cells that contain a numerical value within a range of
the argument e.g = Count (C2:C6) returns 3.

CountIf: Finds the number of cells that contain numerical value specified by a
given criteria. E.g =COUNTIF (B2:B6, ">10") returns 3.

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SumIf: Adds values in the cell specified by a given criteria. E.g =SUMIF (B2:B6,
">10") returns 63, that’s (25 + 20 + 18).

If function: It returns a specified value if a condition is evaluated and found to be

true and another value if it’s false.

e.g =IF (D3>70, "Pass","Fail") is displayed as shown below...check column E.

A B C D F
1 Names CATs Score x/30 Exam Total Remark
Scorex/70 Score s
2 Peter Mboya 25 60 85 Pass
3 Michael Oketch 10 10 Fail
4 Jane Kadogo 5 5 Fail
5 Hillary Kigen 18 35 53 Fail
6 Monica Lewisky 20 55 75 Pass

To calculate a function:

 Click the cell where you want the function applied

 Click the Insert Function button
 Choose the function
 Click OK

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 Complete the Number 1 box with the first cell in the range that you want
calculated
 Complete the Number 2 box with the last cell in the range that you want
calculated

Function Library
The function library is a large group of functions on the Formula Tab of the
Ribbon.  These functions include:

AutoSum:  Easily calculates the sum of a range

Recently Used:  All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial
functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig:  Mathematical Functions

Statistical functions: For example Average, Count, Max, Min etc.

SORTING
AND
FILTERING

Sorting and Filtering allow you to manipulate data in a worksheet based on given
set of criteria.
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 Sorting is a feature that allows information to be sorted by row or columns

alphabetically or numerically in ascending or descending order.
 Filtering is a quick and efficient method of finding and working with a subject
of data in a list. There are two filtering commands:

 Autofilter- Uses simple criteria and includes filter by selection.

 Advanced filter- Use more complex criteria.

Basic Sorts
to execute a basic descending or ascending sort based on one column:

 Highlight the cells that will be sorted

 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

Custom Sorts
To sort on the basis of more than one column:

 Click the Sort & Filter button on the Home tab

 Choose which column you want to sort by first
 Click Add Level
 Choose the next column you want to sort
 Click OK

Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
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 Click the column or columns that contain the data you wish to filter
 On the Home tab, click on Sort & Filter
 Click  Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter

 To clear the filter click the Sort & Filter button

 Click Clear

Subtotals

You can automatically calculate subtotals and grand totals in a list (list: A series of
rows that contains related data or a series of rows that you designate to function as
a datasheet by using the Create List command.) for a column by using the

Subtotal command in the Outline group on the Data tab.

Adding a Picture
to add a picture:

 Click the Insert tab

 Click the Picture button
 Browse to the picture from your files
 Click the name of the picture
 Click Insert
 To move the graphic, click it and drag it to where you want it

Adding Clip Art

to add Clip Art:

 Click the Insert tab

 Click the Clip Art button
 Search for the clip art using the search Clip Art dialog box
 Click the clip art
 To move the graphic, click it and drag it to where you want it

Editing Pictures and Clip Art

when you add a graphic to the worksheet, an additional tab appears on the Ribbon. 
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The Format tab allows you to format the pictures and graphics.  This tab has four
groups:

Adjust:  Controls the picture brightness, contrast, and colors

Picture Style:  Allows you to place a frame or border around the picture and add
effects
Arrange:  Controls the alignment and rotation of the picture
Size:  Cropping and size of graphic

Adding shapes
to add Shape:

 Click the Insert tab

 Click the Shapes button
 Click the shape you choose

 Click the Worksheet

 Drag the cursor to expand the Shape

To format the shapes:

 Click the Shape

 Click the Format tab

CHARTS

Charts allow you to present information contained in the worksheet in a graphic

format. Excel offers many types of charts including: Column, Line, and Pie, Bar,
Area, Scatter and more.  To view the charts available click the Insert Tab on the
Ribbon.

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Create a Chart
to create a chart:

 Select the cells that contain the data you want to use in the chart
 Click the Insert tab on the Ribbon
 Click the type of Chart you want to create

Modify a Chart
once you have created a chart you can do several things to modify the chart. 

To move the chart:

 Click the Chart and Drag it another location on the same worksheet, or
 Click the Move Chart button on the Design tab
 Choose the desired location (either a new sheet or a current sheet in the
workbook)

To change the data included in the chart:

 Click the Chart

 Click the Select Data button on the Design tab

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To reverse which data are displayed in the rows and columns?

 Click the Chart

 Click the Switch Row/Column button on the Design tab

To modify the labels and titles:

 Click the Chart

 On the Layout tab, click the Chart Title or the Data Labels button
 Change the Title and click Enter

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart.  The tools are
located on three tabs:  Design, Layout, and Format. 

Within the Design tab you can control the chart type, layout, styles, and location.

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Within the Layout tab you can control inserting pictures, shapes and text boxes,
labels, axes, background, and analysis.

Within the Format tab you can modify shape styles, word styles and size of the
chart.

Copy a Chart to Word

 Select the chart

 Click Copy on the Home tab
 Go to the Word document where you want the chart located
 Click Paste on the Home tab

WORKSHEET FORMATTING

Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To
modify a font:

 Select the cell or cells that you would like the font applied
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 On the Font group on the Home tab, choose the font type, size, bold, italics,
underline, or color

Format Cells Dialog Box

In Excel, you can also apply specific formatting to a cell. To apply formatting to a
cell or group of cells:

 Select the cell or cells that will have the formatting

 Click the Dialog Box arrow on the Alignment group of the Home tab

There are several tabs on this dialog box that allow you to modify properties of the
cell or cells. 

Number:  Allows for the display of different number types and decimal places
Alignment:  Allows for the horizontal and vertical alignment of text, wrap text,
shrink text, merge cells and the direction of the text.
Font:  Allows for control of font, font style, size, color, and additional features
Border:  Border styles and colors
Fill:  Cell fills colors and styles

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Add Borders and Colors to Cells

Borders and colors can be added to cells manually or through the use of styles.  To
add borders manually:

 Click the Borders drop down menu on the Font group of the Home tab
 Choose the appropriate border

To apply colors manually:

 Click the Fill drop down menu on the Font group of the Home tab
 Choose the appropriate color

To apply borders and colors using styles:

 Click Cell Styles on the Home tab

 Choose a style or click New Cell Style

Change Column Width and Row Height

to change the width of a column or the height of a row:

 Click the Format button on the Cells group of the Home tab
 Manually adjust the height and width by clicking Row Height or Column
Width
 To use AutoFit click AutoFit Row Height or AutoFit Column Width

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Hide or Unhide Rows or Columns

To hide or unhide rows or columns:

 Select the row or column you wish to hide or unhide

 Click the Format button on the Cells group of the Home tab
 Click Hide & Unhide

Merge Cells
to merge cells select the cells you want to merge and click the Merge & Center
button on the Alignment group of the Home tab.  The four choices for merging
cells are:

Merge & Center: Combines the cells and centers the contents in the new, larger
cell
Merge Across: Combines the cells across columns without centering data
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged

Align Cell Contents

to align cell contents, click the cell or cells you want to align and click on the
options within the Alignment group on the Home tab.  There are several options
for alignment of cell contents:

Top Align:  Aligns text to the top of the cell

Middle Align:  Aligns text between the top and bottom of the cell
Bottom Align:  Aligns text to the bottom of the cell
Align Text Left:  Aligns text to the left of the cell
Center:  Centers the text from left to right in the cell
Align Text Right:  Aligns text to the right of the cell
Decrease Indent:  Decreases the indent between the left border and the text

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Increase Indent:  Increase the indent between the left border and the text
Orientation:  Rotate the text diagonally or vertically

DEVELOPING A WORKBOOK

Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your needs.
To rename a worksheet:

 Open the sheet to be renamed

 Click the Format button on the Home tab
 Click Rename sheet
 Type in a new name
 Press Enter

To change the color of a worksheet tab:

 Open the sheet to be renamed

 Click the Format button on the Home tab
 Click Tab Color
 Click the color

Reposition Worksheets in a Workbook

to move worksheets in a workbook:

 Open the workbook that contains the sheets you want to rearrange
 Click and hold the worksheet tab that will be moved until an arrow appears
in the left corner of the sheet
 Drag the worksheet to the desired location

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Insert and Delete Worksheets

to insert a worksheet

 Open the workbook

 Click the Insert button on the Cells group of the Home tab
 Click Insert Sheet

To delete a worksheet

 Open the workbook

 Click the Delete button on the Cells group of the Home tab
 Click Delete Sheet

Copy and Paste Worksheets:

To copy and paste a worksheet:

 Click the tab of the worksheet to be copied

 Right click and choose Move or Copy
 Choose the desired position of the sheet
 Click the check box next to Create a Copy
 Click OK

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Set Print Titles

the print titles function allows you to repeat the column and row headings at the
beginning of each new page to make reading a multiple page sheet easier to read
when printed.  To Print Titles:

 Click the Page Layout tab on the Ribbon

 Click the Print Titles button
 In the Print Titles section, click the box to select the rows/columns to be
repeated
 Select the row or column
 Click the Select Row/Column Button
 Click OK

Create a Header or Footer

to create a header or footer:

 Click the Header & Footer button on the Insert tab

 This will display the Header & Footer Design Tools Tab
 To switch between the Header and Footer, click the Go to Header or Go to
Footer button.
 To insert text, enter the text in the header or footer
 To enter preprogrammed data such as page numbers, date, time, file name or
sheet name, click the appropriate button
 To change the location of data, click the desired cell

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Set Page Margins

to set the page margins:

 Click the Margins button on the Page Layout tab

 Select one of the give choices, or

 Click Custom Margins

 Complete the boxes to set margins
 Click Ok

Change Page Orientation

to change the page orientation from portrait to landscape:

 Click the Orientation button on the Page Layout tab

 Choose Portrait or Landscape

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Set Page Breaks

you can manually set up page breaks in a worksheet for ease of reading when the
sheet is printed.  To set a page break:

 Click the Breaks button on the Page Layout tab

 Click Insert Page Break

Print a Range
There may be times when you only want to print a portion of a worksheet.  This is
easily done through the Print Range function.  To print a range:

 Select the area to be printed

 Click the Print Area button on the Page Layout tab
 Click Select Print Area

WORKSHEET LAYOUT
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Split a Worksheet
you can split a worksheet into multiple resizable panes for easier viewing of parts
of a worksheet. To split a worksheet:

 Select any cell in center of the worksheet you want to split

 Click the Split button on the View tab
 Notice the split in the screen, you can manipulate each part separately

Freeze Rows and Columns

you can select a particular portion of a worksheet to stay static while you work on
other parts of the sheet.  This is accomplished through the Freeze Rows and
Columns Function.  To Freeze a row or column:

 Click the Freeze Panes button on the View tab

 Either select a section to be frozen or click the defaults of top row or left
column
 To unfreeze, click the Freeze Panes button
 Click Unfreeze

Hide Worksheets
to hide a worksheet:

 Select the tab of the sheet you wish to hide

 Right-click on the tab
 Click Hide

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To unhide a worksheet:

 Right-click on any worksheet tab

 Click Unhide
 Choose the worksheet to unhide.

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