Spreadsheets – JSS3 Computer Studies Lesson Note (First Term)

A spreadsheet package is application software made up of rows and columns, used to store data, calculate and analyse it.

Behavioural objectives

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

1. explain what a spreadsheet package is;
2. list five uses of spreadsheet packages;
3. give examples of spreadsheet packages;
4. identify a column, a row, a cell and a cell address in a worksheet;
5. explain the terms range, worksheet and workbook;
6. state the difference between a formula and a function.

What is a spreadsheet package?

A spreadsheet package is application software made up of vertical columns and horizontal rows, used for data analysis and calculation.

• Columns: run vertically (top to bottom) and are labelled with letters (A, B, C, D).
• Rows: run horizontally (left to right) and are labelled with numbers (1, 2, 3, 4).
• Cells: the boxes formed where a column and a row meet.
• Examples: Microsoft Excel and Open Office Calc.

What are spreadsheet packages used for?

Spreadsheet packages are used to organise figures, calculate with them and present the results.

1. Budgets: preparing a budget for a home, a school or a small business.
2. Sales analysis: recording and analysing daily sales.
3. Examination results: adding scores, finding averages and positions.
4. Charts: creating bar charts and pie charts from data.
5. Inventory: managing the stock of a small business.

What are examples of spreadsheet packages?

There are five common examples of spreadsheet packages, listed below.

1. Microsoft Excel: the spreadsheet package in Microsoft Office.
2. Open Office Calc: a free spreadsheet package in the Open Office suite.
3. Google Sheets (Google Docs Spreadsheets): an online spreadsheet used through a web browser.
4. Lotus 1-2-3: an older spreadsheet package.
5. Corel Quattro Pro: a spreadsheet package from Corel.

What are the features and terminologies of a spreadsheet?

There are nine basic spreadsheet terms: column, row, cell, cell address, range, worksheet, workbook, function and formula.

The sample worksheet below is used for the examples in this note.

What is a column?

A column is a vertical line of cells that runs from top to bottom of a worksheet.

• Label: a letter, for example column A or column B.
• Example: in the sample, column B holds the prices.

What is a row?

A row is a horizontal line of cells that runs from left to right across a worksheet.

• Label: a number, for example row 1 or row 3.
• Example: in the sample, row 3 holds the beans.

What is a cell?

A cell is the box where a column and a row meet.

• Name: each cell is named by its column letter and row number.
• Contents: a cell can hold text, a number or a formula.
• Example: in the sample, cell C3 holds the number 2.

What is a cell address or cell reference?

A cell address, or cell reference, is the name of a cell, made up of its column letter followed by its row number.

• Rule: write the column first and the row second.
• Correct: C3 (column C, row 3).
• Wrong: 3C.

What is a range?

A range is a group of selected cells.

• Adjacent range: cells next to one another, for example B2:B4 (B2, B3 and B4).
• Non-adjacent range: cells not next to one another, for example B2 and D4.
• Naming: a range is written with cell references, for example A1:B6, or given a name such as sales_table.

What are labels and values?

Labels are text entries and values are number entries in a worksheet.

• Labels: text with no numerical value that tells what the data is about.
• Label example: in the sample, row 1 and column A contain labels such as Item and Rice.
• Values: numbers typed into cells, such as 2000 and 3.

What is a worksheet?

A worksheet is a single sheet (page) of rows and columns in a workbook.

• Content: it holds all the cells on that one sheet.
• Tabs: worksheets are usually named on tabs at the bottom, such as Sheet1.

What is a workbook?

A workbook is a collection of worksheets stored together in a single file with a single name.

• Links: a workbook can contain links between different worksheets.
• Example: a class workbook may have one worksheet for each term.

What is a formula?

A formula is a set of instructions that works on the contents of other cells.

• Start: every formula begins with an equals sign (=).
• Operators: + (add), – (subtract), * (multiply) and / (divide).
• Example: =B1/B4 divides the value in B1 by the value in B4.
• Sample worksheet: =B2*C2 in cell D2 gives 6000.

How do you enter a formula?

1. Click the cell that will show the answer.
2. Type the equals sign (=).
3. Type the cell references and operators, for example B2*C2.
4. Press Enter to see the result.

What is a function?

A function is a pre-written formula that makes long calculations easier to write.

• Recognition: a function has a name, followed by brackets holding a range or cells.
• Example: =SUM(B1:B4) adds the values in cells B1 to B4.
• Sample worksheet: =SUM(D2:D4) gives 13000.

What is the difference between a formula and a function?

A formula is written by the user, while a function is a ready-made formula that the package provides.

What is the difference between a worksheet and a workbook?

A worksheet is one sheet of cells, while a workbook is the file that holds one or more worksheets.

Evaluation

1. What is a spreadsheet package?
2. List five uses of spreadsheet packages.
3. Name three examples of spreadsheet packages.
4. What is a cell address? Give an example.
5. What is the difference between a worksheet and a workbook?

Assignment

In your notebook, answer both parts:

1. Explain the difference between a formula and a function, with one example of each.
2. Write the meaning of the terms column, row and range.