Spreadsheet Software -

Overview
MODU LE - 1
Spreadsheet Software
● Spreadsheet software is a type of application that enables
users to organize, analyze, and store data in tabular form.
● The primary elements of a spreadsheet are cells organized
into rows and columns, where each cell can contain data,
such as text, numbers, or formulas.
● These applications are widely used in various fields for
tasks such as financial analysis, data management, project
planning, and statistical analysis.
 Features of Spreadsheet
1. Data Organization: Spreadsheets allow users to organize data into
rows and columns, making it easy to input, read, and interpret
information.
2. Formulas and Functions: These tools provide built- in formulas and
functions for performing complex calculations, such as summing a
range of numbers, finding averages, or applying logical tests.
3. Data Visualization: Users can create charts, graphs, and pivot tables
to visualize data and identify trends or patterns.
4. Data Analysis: Advanced features include data sorting, filtering, and
analysis tools like W hat- If scenarios and Solver for optimization
problems.
5. Collaboration: Many spreadsheet applications offer real- time
collaboration features, allowing multiple users to work on the same
Popular Spreadsheet Softwares
1.Microsoft Excel
• Platform: W indows, macOS, iOS,
Android, W eb
• Features: Extensive range of
functions, advanced data
visualization, robust data analysis
tools, VBA scripting for
automation, and strong support
for external data sources.
Popular Spreadsheet Softwares
2.Google Sheets
• Platform: W eb, iOS, Android
• Features: Real- time
collaboration, cloud- based
storage, integration with other
Google W orkspace apps, add-
ons for extended functionality, and
basic to advanced functions.
Popular Spreadsheet Softwares
3.Apple Numbers
• Platform: macOS, iOS, iPadOS, W eb
• Features: User- friendly interface,
real- time collaboration, integration
with Apple ecosystem, and rich
graphical options for data
visualization.
Popular Spreadsheet Softwares
4.LibreOffice Calc
• Platform: W indows, macOS,
Linux
• Features: Free and open-
source, supports a wide range of
functions, strong compatibility
with Excel files, and macro
scripting.
Popular Spreadsheet Softwares
5. Zoho Sheet
• Platform: W eb, iOS, Android
• Features: Real- time collaboration,
integration with Zoho Suite and
other apps, automation tools, and
extensive data visualization options.
Popular Spreadsheet Softwares
6.Quip
• Platform: W eb, iOS, Android, macOS, W indows
• Features: Combines spreadsheets with collaborative
documents, real- time editing, and strong integration with
Salesforce.
Applications of Spreadsheet Software
 Applications of Spreadsheet Software
1. Business and Finance
• Budgeting and Forecasting: Track expenses, create budgets, and
forecast financial performance.
• Financial Modeling: Build complex financial models to evaluate
business scenarios and investment opportunities.
• Accounting: Manage financial records, prepare financial statements,
and perform reconciliations.
2. Data Analysis
• Statistical Analysis: Perform statistical calculations, create histograms,
and analyze data distributions.
• Data Cleaning: Remove duplicates, handle missing values, and
standardize data formats.
• Data Visualization: Create charts and graphs to present data findings
clearly.
Applications of Spreadsheet Software
3. Project Management
• Task Management: Track project tasks, deadlines, and
milestones.
• Resource Allocation: Manage resources and budgets for projects.
• G antt Charts: Visualize project timelines and progress.
4. Personal Use
• Household Budgeting: Track personal income and expenses.
• Event Planning: Organize events, manage guest lists, and track
expenses.
• Health Tracking: Monitor health metrics like weight, exercise
routines, and dietary habits.
Applications of Spreadsheet Software
5. Education
• Grade Books: Teachers can track and calculate student
grades.
• Research Data: Collect and analyze research data.
• Timetables: Create schedules and timetables for classes
and study plans.
MS Excel - Interface
 MS Excel Interface
The Excel interface is the layout you see when you open the Excel
application. It includes all the tools and elements you use to
create, format, and analyze spreadsheets.
 MS Excel Interface
Part Description
Displays the name of the current workbook and the Excel application
1. Title Bar
name.
2. Q uick Access Toolbar Located in the top- left corner, it contains shortcuts to frequently used
(Q AT) commands (like Save, U ndo, Redo).
A set of tabs (Home, Insert, Page Layout, etc.) containing groups of
3. Ribbon
related commands.
Each tab (e.g., Home, Insert, Formulas) gives access to a ribbon of tools
4. Tabs on the Ribbon
specific to that category.
5. Name Box Shows the name or address of the selected cell (e.g., A1, B2).
Displays the content or formula inside the active cell. You can also type or
6. Formula Bar
edit formulas here.
The main work area where you enter data, organized into rows (numbers)
7. W orksheet Area (G rid)
and columns (letters).
Found at the bottom; used to switch between different sheets in a
8. Sheet Tabs
workbook (e.g., Sheet1, Sheet2).
Located at the bottom; shows information like average, count, or sum of
9. Status Bar
selected cells. It also indicates current modes (Ready, Edit, etc.).
10. Scroll Bars U sed to move horizontally or vertically through the worksheet.
11. Zoom Control Allows you to zoom in or out of your worksheet view.
 MS Excel Interface
Tab Main Features
Formatting, copy/paste, alignment,
Home
number styles, sort/filter
Insert Charts, tables, pictures, shapes
Page Layout Margins, orientation, print area
Functions, formula auditing, named
Formulas
ranges
Data Sort, filter, data tools, connections
Review Spelling, comments, protection
Freeze panes, gridlines, zoom,
View
layout views
Excel File Formats
 Common Excel File Formats and Their
Usages
Format Name Extension Description & Usage

- Default format in Excel (Excel 2007 & later)

Excel W orkbook .xlsx - Used for normal worksheets with formulas, charts, formatting
- Does not support macros

Excel Macro- - Same as .xlsx but supports macros

.xlsm
Enabled W orkbook - Use when you write VBA code or record macros

Excel 97– 2003 - Older format (Excel 97 to 2003)

.xls
W orkbook - Use for compatibility with older Excel versions

- Stores data in binary format

Excel Binary
.xlsb - Opens and saves faster
W orkbook
- Ideal for large files

- Used to create preformatted template files

Excel Template .xltx
- No macros allowed
 Common Excel File Formats and Their
Usages
Format Name Extension Description & Usage

Macro- Enabled
.xltm - Same as .xltx, but supports macros
Template

- Plain text format, data only (no formatting or formulas)

CSV (Comma
.csv - Used for importing/exporting to databases, websites, or
Separated Values)
other apps
- Similar to CSV, but uses tabs instead of commas
Text (Tab Delimited) .txt
- Used in basic data transfer

PDF (Portable - Used for printing or sharing non- editable reports

.pdf
Document Format) - Keeps layout & formatting

- Converts Excel data to a webpage format

W eb Page .htm/.html
- Useful for online display
Cell Formatting
Cell Formatting
● Cell formatting in Excel means changing the appearance of
cells (without changing the actual data) to make your
spreadsheet more readable, organized, and professional.
W hy is it useful?
● To highlight important data (e.g., top scores, totals)
● To make data easier to read (e.g., currency, percentages,
dates)
● To create a clean and professional look
● To classify and categorize data visually
 Types of Cell formatting
Formatting Type Example / Purpose
Font Change size, style (bold, italic), or color

Alignment Align text (left, center, right), wrap text

Currency (₹100.00), Percent (85% ), Date (18-
Number Formatting
Jul- 2025)
Add lines around cells to separate them
Cell Borders
visually
Cell Fill Color Highlight cells with background colors

Automatically formats cells based on values

Conditional Formatting
(e.g., marks > 90 turn green)
 Formatting Text
Action Description Steps
Select cell Use toolbar
Bold/Italic/Underline Emphasize headers or values
(Ctrl+B, Ctrl+I, Ctrl+U)
Change font (e.g., Arial,
Font Style & Size Home tab Font group
Calibri) and size
Home tab Font group
Text Color Change text color
Font Color
Home tab Fill Color (paint
Cell Fill Color Highlight cells
bucket icon)
Text Alignment Align left, center, or right Home tab Alignment group
Select cell Click "W rap
W rap Text Show all text within a cell
Text"
Combine multiple cells (e.g., Select cells Home
Merge Cells
for a title) Merge & Center
 Formatting Numbers
Format Description How To Apply
Home tab Number
Adds commas, sets
Number group Choose
decimal places
"Number"
Home Number
Currency Adds currency symbol
"Currency"
Converts value to % Home Number
Percentage
(e.g., 0.85 85% ) "Percent Style"
U se Increase/Decrease
Decimal Places Adjust number precision
Decimal buttons
For special display, like Right- click cell
Custom Format
phone numbers Format Cells Custom
 Formatting Dates

Format Example How To Apply

Right- click Format

18- 07- 2025 or
Short Date Cells Date Short
07/18/2025
Date
Format Cells Date
Long Date Friday, July 18, 2025
Long Date

DD- MMM- YYYY (e.g., Format Cells Custom

Custom Date
18- Jul- 2025) DD- MMM- YYYY
 Basic navigation
techniques within the
workbook
 1. Move Between Cells
● Arrow keys: Move one cell at a time (! ∀ # )
● Tab: Move one cell to the right
● Shift + Tab: Move one cell to the left
● Enter: Move one cell down
● Shift + Enter: Move one cell up

2. Jump to Specific Cells

● Ctrl + Arrow key: Jump to the edge of a data block (like the last
cell in a column)
● Ctrl + Home: Go to the top- left cell (A1)
● Ctrl + End: Go to the last used cell in the sheet
 3. Use the Name Box
● Located just above cell A1, left of the formula bar
● Type a cell reference (e.g., D15) and press Enter Excel
jumps to that cell

4. Move Between W orksheets

● Click the sheet tabs at the bottom (Sheet1, Sheet2, etc.)
● Or press:
Ctrl + Page Down : Next sheet
Ctrl + Page Up : Previous sheet
 5. Scroll Through the W orksheet
● Use scroll bars (right and bottom of the window)
● Use your mouse wheel to scroll vertically
● Hold Shift + Mouse wheel to scroll horizontally

6. Use "Go To" Feature

● Press Ctrl + G or F5
● Type a cell (like B25) or name (if named ranges are used),
then press Enter

7. Use Freeze Panes (Bonus Tip)

● To keep rows/columns visible while scrolling:
● G o to View tab Freeze Panes
Freeze Panes
 Freeze Panes
● Freeze Panes lets you lock (or "freeze") rows or columns so
they stay visible when you scroll through your worksheet —
especially useful for large datasets.
1. Freeze Top Row
● To always see the first row (e.g., headers):
● Go to the View tab on the Ribbon.
● Click Freeze Panes.
● Choose Freeze Top Row.
 Freeze Panes
2. Freeze First Column
● To always see the first column (e.g., row labels):
● G o to the View tab.
● Click Freeze Panes.
● Choose Freeze First Column.
● 3. Freeze Rows and Columns (Custom Location)
● To freeze both specific rows and columns:
● Click the cell just below the row(s) and to the right of the column(s) you
want to freeze.
● Example: To freeze rows 1– 2 and columns A– B, click cell C3.
● G o to the View tab.
● Click Freeze Panes.
● Choose Freeze Panes from the dropdown.
Page Layout
 Page Layout Tab – Key Features
Feature Purpose
Orientation Portrait / Landscape
Size Set paper size
Margins Adjust space around content
Print Area Select part of sheet to print
Print Titles Repeat row/column headers
Scale to Fit Shrink content to fit page
Page Breaks Control where a page ends
 Page Layout Tab
● To prepare an Excel spreadsheet for printing properly, you
should use Page Layout features to make sure the content
fits neatly on the printed page, with all necessary details
visible
Steps to Prepare an Excel Sheet for Printing
1. Switch to Page Layout View
● Go to the View tab.
● Click Page Layout to see how the sheet will appear when
printed.
 Page Layout Tab
2. Set the Print Area
● Select the cells you want to print.
● Go to the Page Layout tab.
● Click Print Area > Set Print Area.
● This ensures only the selected data prints.
3. Adjust Page Orientation
● Go to Page Layout > Orientation.
● Choose:
● Portrait (vertical) — for narrow data
● Landscape (horizontal) — for wide tables
● Landscape is often better for wide spreadsheets.
 Page Layout Tab
4. Set Paper Size
● Go to Page Layout > Size.
● Choose appropriate paper size (e.g., A4 or Letter)
5. Use ‘ Fit to One Page’ Option
● Go to Page Layout > Scale to Fit group.
● Set W idth and Height to 1 page if you want the entire sheet
to fit on one page.
● Avoids cutting tables across pages.
 Page Layout Tab
6. Add Headers or Footers
● Go to Insert > Header & Footer.
● Add items like:
● Page number
● Sheet title
● Date/time
● File name
7. Set Margins
● Go to Page Layout > Margins.
● Choose Normal, Narrow, or Custom Margins.
● Narrow margins help fit more content per page.
 Page Layout Tab
8. Repeat Row/Column Headers on Each
● PageGo to Page Layout > Print Titles.
● In the dialog:Set Rows to repeat at top (e.g., $1:$1)
● Set Columns to repeat at left (e.g., $A:$A)
9. Preview Before Printing
● Press Ctrl + P or go to File > Print.
● Review the print preview:
● Check page breaks
● Ensure all data fits
● Look for missing columns/rows
10. Print the Sheet
● Click Print from the preview page.
Quick Access Toolbar
 Quick Access Tool Bar
● The Quick Access Toolbar (QAT) is a customizable toolbar at the
top of the Excel window, where you can place your most- used
commands for quick access.
Method : From QAT Customization Menu
● Click the small dropdown arrow at the end of the Quick Access
Toolbar.
● Select “ More Commands… ” .
● In the Excel Options window:
● From the left list, choose the command you want (you can browse
"Popular Commands" or "All Commands").
● Click Add > > to move it to the Quick Access Toolbar list.
● Click OK.