The Worksheets – SS2 Computer Studies Lesson Note (Second Term)

A worksheet is a single page in a file created with a spreadsheet program such as Excel or Google Spreadsheets, made up of cells in rows and columns where data is keyed in, stored, manipulated and displayed.

Behavioural objectives

1. Explain what a worksheet is and how its cells are arranged in rows and columns.
2. State the number of rows and columns in an Excel 2016 worksheet.
3. Start a workbook file and enter data in a worksheet.
4. Correct wrong entries in a worksheet.
5. Save a worksheet and retrieve a saved worksheet.

What is a worksheet?

A worksheet (or sheet) is one page of rows and columns in a spreadsheet file, used to store, manipulate and display data.

• Paper meaning: a sheet of paper with questions for students and spaces to write answers.
• Accounting meaning: an informal sheet an accountant uses to record information.
• Computer meaning: a single sheet of rows and columns in spreadsheet software such as Excel. This is the meaning used in this lesson.
• Name: each worksheet has a name. By default the sheets are named Sheet1, Sheet2 and so on.
• Several sheets: one file can hold many worksheets.

What is a cell?

A cell is the box where one row and one column meet, and it is the basic storage unit for data in a worksheet.

• Cell reference: the address of a cell, made of its column letter and row number, for example A1 or C5.
• Active cell: the cell currently selected, where anything you type will appear.
• Range: a group of neighbouring cells, written with a colon, for example A1:B5.

What are the parts of a worksheet?

A worksheet is a grid of cells with labelled rows and columns, as shown below.

• Columns: run downwards and are labelled with letters: A, B, C and so on.
• Rows: run across and are labelled with numbers: 1, 2, 3 and so on.
• Formula bar: shows what is typed in the active cell.
• Sheet tab: shows the name of the worksheet at the bottom of the window.

What is the difference between a worksheet and a workbook?

A workbook is the whole Excel file, while a worksheet is one page inside that file.

What are the limits of a worksheet?

The limits are the largest number of rows, columns and sheets that the program allows.

Excel 2016

• Rows: 1,048,576 per worksheet.
• Columns: 16,384 per worksheet.
• Default sheets: each new workbook contains only one worksheet.
• Number of sheets: limited only by the memory available on the computer.
• Earlier versions: the default number of worksheets per file was three.

Google Spreadsheets (limits as given in the textbook)

• Columns: a maximum of 256 per sheet.
• Cells: a maximum of 400,000 for all worksheets in a file.
• Default sheets: new files start with one worksheet.
• Number of sheets: a maximum of 200 per spreadsheet file.

How do you start a workbook file?

You start a workbook by opening Microsoft Excel, which gives you a new file for your data.

1. Start from the open screen (desktop) of your computer.
2. Click the Start button, then All Programs.
3. Point to Microsoft Office.
4. Select Microsoft Excel. This takes you to the Excel environment.
5. Choose a blank workbook if Excel asks you to pick a template.

How do you enter data in a worksheet?

You enter data by clicking a cell, typing the entry and pressing Enter.

1. Locate the cell where the data should go and click it, for example cell A1.
2. Type the entry from the keyboard.
3. Notice that the entry also appears in the formula bar.
4. Press Enter to confirm the entry.

What kinds of data can a cell hold?

• Text: words and labels, such as a student’s name.
• Numbers: figures such as scores or prices.
• Formulas: instructions that calculate a result, such as =A1+A2.

Which keys move the active cell after entering data?

The Tab, Enter and arrow keys each confirm an entry and move the active cell in a set direction.

How do you edit data in a worksheet?

You edit data by retyping the whole entry or by correcting only the mistake inside the cell.

To retype the entry

1. Move the cell pointer to the cell to be corrected.
2. Type the new entry over the old one.
3. Press Enter.

To correct only the mistake

1. Move the cell pointer to the cell and double-click it.
2. Correct the mistake by inserting, deleting or replacing characters.
3. Press Enter.

How do you save a worksheet for the first time?

Saving stores the workbook on the computer under a file name so that you can use it later.

1. Click the File menu.
2. Click Save As and wait for a dialog box to open.
3. Choose the folder where the file should be kept.
4. Type your desired file name, for example the name of the document.
5. Click the Save button or press Enter on the keyboard.

• Later saves: click the Save button or press Ctrl+S to update the same file.

How do you retrieve a saved worksheet?

Retrieving a worksheet means opening an already saved worksheet from its location on the computer, to view, edit or update it.

1. Open Microsoft Excel.
2. Click the File menu.
3. Click the Open option and wait for a dialog box to open.
4. Go to the folder that holds the file.
5. Double-click the file, or select it and click Open.

Evaluation

1. What are the steps involved in creating a spreadsheet?
2. Explain how to enter data into Excel.
3. Define a cell.
4. State the steps involved in saving a worksheet for the first time.
5. Highlight the steps in retrieving a saved document.

Assignment

Write out the steps for saving and retrieving a worksheet, and explain what “retrieving” means. Then, on a computer, enter the names and scores of five students in cells A1 to B5, correct one wrong entry, save the file and open it again.

Reading: A Handbook on Computer Studies for Schools and Colleges by Niyi Adeokigbe.