COMPUTER EDUCATION

Lesson 6

April Rose C. Navaja, LPT

General Education Department
Samal Island City College
[email protected]
SPREADSHEETS
BASIC
LESSON 6
 Learning Objectives:
At the end of the lesson, the students will be able to:
• Utilize spreadsheet software (MS Excel, Google Sheets) to
create & manage data;
• Format and edit spreadsheet data effectively; and
• Apply basic formulas and functions to perform calculations
within spreadsheets.
Samal Island City College
 WHAT ARE SPREADSHEET?

• Spreadsheets are applications designed to manage data in

a grid of rows and columns. Each cell can contain data,
formulas, or functions that help process information quickly.

These tools are used for:

✓ Performing calculations
✓ Creating charts and reports
✓ Organizing large sets of data
 Popular Spreadsheet Software

Offers advanced features for data

analysis, available both online and
Microsoft Excel
offline.

A cloud-based tool ideal for

collaboration and real-time updates.
 INTRODUCTION
THE IMPORTANCE OF SPREADSHEETS IN EDUCATION AND DATA
MANAGEMENT
• In today’s digital age, spreadsheets are more than just tables of
numbers—they are essential tools used for:
✓ analyzing,
✓ visualizing, and
✓ organizing data
• Whether in the classroom or in administrative offices, spreadsheet
software helps users work smarter and more efficiently like:
✓ Microsoft Excel
✓ Google Sheets
 IMPORTANCE IN EDUCATION
IMPROVED ACADEMIC STUDENT LEARNING SUBJECT EFFICIENT SCHOOL
TRACKING AND ENGAGEMENT INTEGRATION ADMINISTRATION

• Teachers can maintain • Students learn practical • Useful in teaching: • Organizes:

records efficiently for: skills in: ✓ statistics, budgeting, • schedules,
✓ student ✓ data handling & basic experiments, & enrollment data, &
performance computing project management resource planning.
✓ attendance • Encourages logical • Promotes interdisciplinary • Makes school
✓ progress thinking using: learning (e.g., combining operations more
• Helps visualize grades ✓ functions & formulas math and IT). transparent and
& trends using: accountable
✓ charts and graphs
 IMPORTANCE IN data management
1. Data Storage and Retrieval
✓Keeps data organized in one place for quick access and updates.
✓Ensures consistency with standardized templates.

2. Accurate Calculations
✓Minimizes human errors through automated functions and formulas.
✓Useful for financial reporting, budgeting, and forecasting.

3. Data Analysis Tools

✓Filters, pivot tables, and charts make it easier to summarize and
understand complex data sets.
✓Supports informed decision-making in organizations.

4. Collaboration and Accessibility

✓Google Sheets allows multiple users to work on the same file at the same time.
✓Cloud storage ensures accessibility from any device with internet access.
 THE BASIC COMPONENTS OF A
1. CELLS Spreadsheet
Individual boxes where data is 4. WORKSHEETS
entered, identified by the Individual pages or tabs
intersection of row and column within a spreadsheet file,
(e.g., A1, C4). where data is stored.
aaaa
2. ROWS Name Box
5. FORMULA BAR
Horizontal sets of cells, labeled Formula Bar
Displays and lets you edit
with numbers (1, 2, 3, etc.). Run from the contents or formula of
Columns
left to right across the the active cell.
Cell
spreadsheet.
aaaaa Rows
3. COLUMNS 6. NAME BOX
Worksheets Shows the name or
Vertical sets of cells, labeled with
letters (A, B, C, etc.). Run from top address of the active cell
to bottom on the spreadsheet. (e.g., A1, B3).
Compu-tivity
 Compu-tivity
Identify and write the correct cell name of each selected box.

B4 G4

D7

I9

F11
3 core tasks in learning
spreadsheets:
CREATING, FORMATTING, AND EDITING
SPREADSHEETS
 CREATING, FORMATTING, AND
EDITING SPREADSHEETS

CREATING SPREADSHEETS
• Use platforms like Microsoft Excel or Google Sheets.
• Begin with clearly labeled headers.
• Organize data in rows and columns.
• Save and name your file for easy access and sharing.
 CREATING, FORMATTING, AND
EDITING SPREADSHEETS

FORMATTING SPREADSHEETS
• Apply styles (bold, font size, color) for better readability.
• Use conditional formatting to highlight important values.
• Format cells to display data as currency, dates, or
percentages.
• Align and size columns for a clean layout.
 CREATING, FORMATTING, AND
EDITING SPREADSHEETS

EDITING SPREADSHEETS
• Use formulas for automatic calculations such as:
✓ =SUM()
✓ =IF()
✓ =VLOOKUP()
• Sort and filter data to analyze it efficiently.
• Remove duplicates and fix formatting issues.
• Add dropdown menus and protect important cells for better usability.
 BASIC FORMULA AND FUNCTIONS IN SPREADSHEET

In spreadsheets,
✓ Every formula starts with equal sign (=)
✓ formulas use mathematical and logical operations
➢ Basic formulas include adding, subtracting, multiplying, and
dividing values
✓ functions are predefined formulas that perform specific
calculations
➢ Common functions like SUM, AVERAGE, and IF
offer more versatile calculations
Basic formulas in excel

Starts with =
Basic functions in excel
Compu-tivity
Compu-tivity
Identify if it is FORMULA or FUNCTION

FORMULA FUNCTION

FUNCTION FORMULA

FORMULA FUNCTION

FORMULA FUNCTION
Basic formulas in excel
Basic functions in excel
 Basic functions in excel

TOOL PURPOSE
SUM Add all subject scores to get the total
AVERAGE Get the average score
IF Show "Passed" or "Failed" based on average
MAX Finds the highest number
MIN Finds the smallest number
COUNT Counts only numbers
COUNTA Counts all non-empty cells (text & number)
 ADDITION adds the values in cells A1 and B1 =A1 + B1
Basic SUBTRACTION subtracts B1 from A1 =A1 - B1
Formula MULTIPLICATION multiplies A1 and B1 =A1 * B1
DIVISION divides A1 by B1 =A1 / B1

SUM sums the values in cells A1 through A10 =SUM(A1:A10)

AVERAGE calculates the average of the values in A1 through =AVERAGE(A1:A10)
A10

Basic
COUNT (counts the number of cells in A1 through A10 that =COUNT(A1:A10)
contain numbers)
functions COUNTA (counts the number of non-blank cells in A1 through =COUNTA(A1:A10)
A10, including those with text, numbers, or formulas)
IF (checks if A1 is greater than B1; returns "Yes" if true, =IF(A1 > B1, "Yes", "No")
"No" if false)
MIN (finds the smallest value in cells A1 through A10) =MIN(A1:A10)
MAX (finds the largest value in cells A1 through A10) =MAX(A1:A10)
Example:
Example:
 Pros and cons in using spreadsheets
PROS CONS
Ease of Use Data Integrity
• Spreadsheets are user-friendly and require • Manually entered data can be prone to errors, and
minimal training to learn the basics. data integrity can be challenging to maintain.
Data Organization Scalability Issues
• They provide a structured way to organize data • Spreadsheets may struggle to handle very large or
into rows and columns, facilitating easy access and complex datasets.
manipulation.
Basic Calculations Security Vulnerabilities
• Spreadsheets excel at performing calculations, • Spreadsheets can be vulnerable to security
including arithmetic, financial, and statistical breaches, especially if they contain sensitive data.
functions.
Lack of Data Relationships
Visualization • They do not easily handle relationships between
• They allow users to create charts and graphs to different data sets, unlike databases.
visualize data trends and patterns.
Collaboration Challenges
Cost-Effective • Sharing and collaborating on spreadsheets can be
• Spreadsheets are relatively inexpensive and problematic, especially with multiple users
readily available, either as part of office suites or
free online.
 Tips and reminders

• Start all formulas with =

Ex: =A1 + A2 USE BUILT-IN FUNCTIONS:
• Use cell references, not just numbers • =SUM(A1:A5) – adds numbers
Ex: =B2 * C2 (not =50 * 2) • =AVERAGE(B1:B3) – gets the
• Drag the fill handle and use the small average
square to copy or continue a pattern
(e.g., 1, 2, 3...) SAVING:
• Double-click a cell to edit it • AutoSave in Google Sheets
• Use bold/color to highlight important • Ctrl + S in MS Excel
data
 Conclusions

• While spreadsheets offer a convenient and versatile way to

organize, analyze, and visualize data, they have limitations.
• They are particularly useful for managing smaller datasets,
performing basic calculations, and creating reports, but
may become unwieldy with large or complex data.
➢ For more advanced data management and analysis, especially with
large datasets, databases or specialized analytical tools are often
more suitable.
"Every cell has
a purpose—just
like every step
in learning."