HELPSHEET FOR SPREADSHEETS Printing – Getting your work to fit on one page Showing Gridlines Showing Row & Column Headings Printing in Formula View Printing in Data View
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Using Formula – Addition (adding 2 numbers together) Subtraction (take away) Multiplication (times) Division (share by) Percentage Absolute Cell reference Using Functions – Sum (adding more than 2 numbers together) Average (working out an average) Count (counting how many numbers are in a list) Maximum (finding the largest number) Minimum (finding the smallest number) If (finding if something is true or false) Sorting Data Searching or Filtering Data Making Columns Wider Appearance of Numbers – Currency Format Decimal Places Whole Numbers Appearance of Cells – Borders Cell Colours/Shading Text Wrap/Word Wrap Charts and Graphs- Charts and Graphs
PRINTING Getting your work to fit on one page 1. Click on “Page Layout”.
2. Click on the “Page Setup” option button. 3. Click on the option button to “Fit to: 1 page wide by 1 page tall”.
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PRINTING SHOWING GRIDLINES 1. Click on “Page Layout”.
2. Click on the “Print” check box in the “Gridlines” section. SHOWING ROW & COLUMN HEADINGS 1. Click on “Page Layout”. 2. Click on the “Print” check box in the “Headings” section. GO TO TOP OF PAGE
PRINTING IN FORMULA VIEW This will show the formula rather than the data (text and numbers). 1. Click on “Formulas”.
2. Click on the option to “Show Formulas”.
PRINTING IN DATA VIEW (if in formula view) This will show the data (text and numbers) rather than the formulae. 1. Click on “Formulas”. 2. Click on the option to “Show Formulas”.
USING FORMULA ADDITION (adding 2 numbers together) 1. Click in the cell where you want the answer to appear. 2. Type in an equals sign ( = ). 3. Click on the cell that contains the first number. 4. Type in a plus sign ( + ). 5. Click on the cell that contains the second number. 6. Press the “Enter” key.
SUBTRACTION (take away) 1. Click in the cell where you want the answer to appear. 2. Type in an equals sign ( = ). 3. Click on the cell that contains the first number. 4. Type in a minus sign ( - ). 5. Click on the cell that contains the second number. 6. Press the “Enter” key.
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USING FORMULA MULTIPLICATION (times) 1. Click in the cell where you want the answer to appear. 2. Type in an equals sign ( = ). 3. Click on the cell that contains the first number. 4. Type in a times sign ( * ). 5. Click on the cell that contains the second number. 6. Press the “Enter” key.
DIVISION 1. Click in the cell where you want the answer to appear. 2. Type in an equals sign ( = ). 3. Click on the cell that contains the first number. 4. Type in a times sign ( / ). 5. Click on the cell that contains the second number. 6. Press the “Enter” key.
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USING FORMULA PERCENTAGES (working out a percentage increase or decrease) 1. Click in the cell where you want the answer to appear. 2. Type in an equals sign ( = ). 3. Click on the cell that contains the first number. 4. Type in a multiply sign ( * ). 5. Type in the percentage that you want to find out AND a percent sign. 6. Press the “Enter� key.
This formula calculates just the increase
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This formula calculates the increase and adds it to the original number
ABSOLUTE CELL REFERENCE (when you have a fixed value in a cell) In the example shown on the right the “Gallery Commission” is calculated by multiplying the “Price of Sale” by the “Commission”.
When this is replicated down the column the “Price of Sale” cell reference (A5) changes correctly to A6, A7, A8 etc. However the “Commission” cell reference (B2) also changes to B3, B4, B5 etc. This is not what is wanted! This is where absolute cell references are useful. 1. Type in the formula that you want to use e.g. =A5*B2 2. Add a dollar sign ($) before each part of the cell reference that you want to keep fixed e.g. =A5*$B$2 3. Replicate this formula down the column e.g.
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USING FUNCTIONS SUM (adding more than 2 numbers together) 1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on “AutoSum”. 4. Highlight the numbers that you want to add together. 5. Press the “Enter” key.
AVERAGE
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1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on the drop-down button to the right of “AutoSum”. 4. Click on “Average”. 5. Highlight the numbers that you want to average. 6. Press the “Enter” key.
COUNT 1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on the drop-down button to the right of “AutoSum”. 4. Click on “Count Numbers”. 5. Highlight the numbers that you want to count. 6. Press the “Enter” key. MAXIMUM
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1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on the drop-down button to the right of “AutoSum”. 4. Click on “Max”. 5. Highlight the range of numbers in which you want to find the highest value. 6. Press the “Enter” key.
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MINIMUM 1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on the drop-down button to the right of “AutoSum”. 4. Click on “Max”. 5. Highlight the range of numbers in which you want to find the lowest value. 6. Press the “Enter” key.
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IF 1. Click in the cell where you want the answer to appear. 2. Click on “Formulas”.
3. Click on the drop-down button to the right of “Logical”. 4. Click on “IF”. The box below will appear:
5. Logical test: This is a statement that you want to test and can only be answered true or false e.g. B2>6 6. Value_if_true: This is the answer that will show if the logical test is true. 7. Value_if_false: This is the answer that will show if the logical test is false. 8. Press the “OK” button.
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SORTING DATA 1. Highlight the data that you want to sort into order. It is better to highlight all of the data and not just the section or column that you want to sort. 2. Click on “Data”.
3. Click on “Sort”. 4. Select the column that you want to sort into order.
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5. Select the sort order: A to Z (ascending or 1-10) or Z to A (descending or 10-1) 6. Click on “OK”.
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SEARCHING OR FILTERING DATA 1. Highlight the heading or title that is above the data that you want to search or filter. 2. Click on “Data”.
3. Click on “Filter”. 4. Click on the “drop-down button” above the data that you want to search or filter. 5. Choose which items you want to show. 6. Click on “OK”.
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MAKING COLUMNS WIDER Move the mouse pointer to between the column headings where it will change shape:
Either: Double Click the left-hand mouse button. Or:
Hold the left-hand mouse button down and move the mouse to the right.
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APPEARANCE OF NUMBERS CURRENCY FORMAT 1. Highlight the numbers that you want to make currency format. 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Currency”. 4. Check that decimal places is set to 2. 5. Check that the symbol is the one that you want. 6. Click on “OK”.
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DECIMAL PLACES 1. Highlight the numbers that you want to change to a fixed number of decimal places. 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Number”. 4. Change “Decimal places” to the number that you want. 5. Click on “OK”.
APPEARANCE OF NUMBERS WHOLE NUMBERS 1. Highlight the numbers that you want to change to whole numbers (integer format). 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Number”. 4. Change “Decimal places” to zero. 5. Click on “OK”.
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APPEARANCE OF CELLS BORDERS 1. Highlight the cells that you want to put a border around. 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Border”. 4. Choose a “Style” of line. 5. Choose a “Colour” for the line. 6. Click where you want the border to appear. This can be around the outside (Outline), inside or on any chosen side. 7. Click on “OK”.
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CELL COLOURS/SHADING 1. Highlight the cells that you want to colour or shade. 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Fill”. 4. Choose a “Colour” or a pattern. 5. Click on “OK”.
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TEXT WRAP/WORD WRAP 1. Highlight the cells that contains the text that you want to wrap (appear on more than one line). 2. Click with the right-hand mouse button and select “Format Cells”. 3. Click on “Alignment”. 4. Choose a “Wrap Text”. 5. Click on “OK”.
CHARTS & GRAPHS If you are given a choice of what type of chart to use always go for a Column chart unless you have been asked for percentage to be shown, for this you will need to use a Pie Chart. Charts or graphs always need at least two sections of data highlighting: 1. The names or words that you want to appear at the bottom of the columns. 2. The numbers that you want to use. Highlight the text that you want to show Hold down the control key (Ctrl) Highlight the numbers that you want to use Release the control key (Ctrl) Press F11 If the graph looks strange, delete it, highlight the data again and make the graph again. Any mistakes or missing data is difficult to change! Always include: A title. Axis label at the bottom of the graph. Axis label on the left-hand side.
Make sure that these are spelt correctly and start with a capital letter
A legend (or key) on a pie chart. Data labels are used to display percentages Always delete the legend (or key) on a bar chart, column chart or line graph if you only have only used one column of numbers for you chart (if it doesn’t make any sense). A legend (or key) is usually needed on a pie chart.