Introduction to Spreadsheets – JSS1 Digital Technologies Lesson Note (Second Term)

A spreadsheet is a computer program used to organise, calculate and store data in rows and columns. Microsoft Excel is the most popular one.

Behavioural objectives

By the end of the lesson, students should be able to:

1. Define a spreadsheet and name three examples of spreadsheet programs.
2. State four uses of a spreadsheet.
3. Identify rows, columns, cells and cell references in a worksheet.
4. Enter labels, values and a simple formula into a worksheet.
5. Save a spreadsheet file with a suitable name.

What is a spreadsheet?

A spreadsheet is a computer program for organising, calculating and storing data in a table format.

• Everyday example: a shopkeeper who sells biscuits, sweets and drinks can list every price in a spreadsheet.
• Why it helps: adding 100 prices by hand can lead to mistakes, but a spreadsheet adds them correctly.
• Simple way to see it: a digital notebook that is very good at mathematics.

What are examples of spreadsheet programs?

The most popular spreadsheet program is Microsoft Excel.

• Microsoft Excel: the most widely used spreadsheet program, found in Microsoft Office.
• Google Sheets: a spreadsheet program used online through a web browser.
• WPS Spreadsheets: a spreadsheet program in the WPS Office package.

Why do we use spreadsheets?

We use spreadsheets to store data and to do calculations quickly and correctly.

• Timetables: to create school timetables.
• Scores: to record class scores and calculate totals automatically.
• Budgets: to keep track of money and expenses.
• Charts: to draw charts and graphs from data.

What are rows, columns and cells?

A spreadsheet screen is a grid of small boxes made up of rows, columns and cells.

• Not like Word: a spreadsheet does not open as a blank white page like Microsoft Word.

What is a column?

• Column: a vertical line of cells running from the top of the screen to the bottom.
• Name: columns are named with letters (A, B, C, D and so on).

What is a row?

• Row: a horizontal line of cells running across the screen from left to right.
• Name: rows are named with numbers (1, 2, 3, 4 and so on).

What is a cell?

• Cell: the small rectangular box where a row and a column meet.
• Cell reference: the unique “home address” of a cell, made of the column letter then the row number.
• Example: a cell in Column B and Row 4 is called B4.
• Active cell: the cell that is currently clicked or highlighted.

What is the difference between a row and a column?

What are a worksheet and a workbook?

A worksheet is a single page of rows and columns in a spreadsheet program, and a workbook is the file that holds one or more worksheets.

• Worksheet: the grid where you type data. Its name shows on a tab at the bottom, such as Sheet1.
• Workbook: the whole Excel file you save.
• Name Box: the small box above Column A that shows the cell reference of the active cell.
• Formula bar: the long bar beside the Name Box that shows what is inside the active cell.

How do you enter data in a worksheet?

Data is the information you type into the cells of a worksheet.

1. Click: use the mouse to click the cell where you want to start (for example A1).
2. Type: use the keyboard to type words or numbers.
3. Enter: press the Enter key to move to the cell below, or the Tab key to move to the cell on the right.

What are the types of data in a spreadsheet?

There are three types of data you can type into a cell: labels, values and formulas.

• Labels: words or headings, such as “Student Names”. They usually line up on the left of the cell.
• Values: numbers, such as 50 or 100. They usually line up on the right of the cell.
• Formulas: special instructions that tell Excel to do mathematics, such as adding numbers.

How do you write a simple formula?

1. Click the cell where the answer should appear.
2. Type the equals sign (=) first, because every formula starts with it.
3. Type the cell references and the sign, for example =B2+B3+B4.
4. Press Enter to see the answer.

• Addition: use the plus sign (+).
• Subtraction: use the minus sign (-).
• Multiplication: use the asterisk (*).
• Division: use the forward slash (/).

What should you do when a word is too long for a cell?

Make the column wider so the whole word can be seen.

• Step: click and drag the line between the column letters at the top, for example between A and B.
• Reason: a long word may look cut off when the next cell already has data.

How do you make your first worksheet?

A simple “Snack List” shows how rows, columns, cells and data work together.

1. Click cell A1 and type: SNACK NAME
2. Click cell B1 and type: PRICE
3. In cell A2, type: Meat Pie. In cell B2, type: 200.
4. In cell A3, type: Donut. In cell B3, type: 150.
5. In cell A4, type: Juice. In cell B4, type: 300.
6. Extra step: in cell A5 type TOTAL. In cell B5 type =B2+B3+B4 and press Enter. The answer is 650.

How do you save a spreadsheet?

You save a spreadsheet by using File and Save As, because work is not safe until it is saved.

1. Click File.
2. Click Save As.
3. Type the file name My_First_Spreadsheet.
4. Click Save.

Evaluation

1. What is the cell reference for a cell in Column D and Row 10?
2. Looking at your “Snack List”, what information is in cell B3?
3. Mention one difference between a row and a column.
4. Name the three types of data you can type into a cell.
5. Which sign must every formula start with?

Assignment

Open a new worksheet and list five items you buy at the school canteen in Column A, with their prices in Column B. In cell B7, write a formula that adds the five prices. Save the file as Canteen_List.