1

NCDesk Spreadsheet22-25 % OF THE TEST WILL BE SPREADSHEET QUESTIONS

2NCDesk is a collection of

small Java programs that

replicate common

applications. These are the

five applications – they do

not function as completely

as Microsoft Word, Works

or Excel that we use in

class. They are similar.

Several PowerPoint

slideshows are available

for you to see how the

applications work. Now,

let’s learn more about

Spreadsheets.

3A spreadsheetspreadsheet is a tool used to perform calculations, analyze data and present data

in charts or graphs.

4

Cells are the rectangles (boxes) where information is

entered. The cell that is highlighted is called the active

cell.

Columns run vertically and are identified with letters.

Rows run horizontally and are identified with numbers.

Cell Address refers to

a specific cell and

always begin with the

Column identifier then

the row number. For

example: A3

Spreadsheet PartsSpreadsheet Parts

5Labels are the words

typed in the cells that

usually name the

columns (label=words)

Values are the

numbers entered into a

spreadsheet

(value=number)

Formulas are commands you enter to perform calculations in a spreadsheet (formula=calculation)

6

Cells

Formula

Rows

Columns

Cell Address (seen within a formula)

Labels

Values

7NCDeskOpen NCDesk program to begin working with NCDesk files.

Menu BarMenu Bar

Toolbar SectionsToolbar Sections

Understanding FormulasUnderstanding Formulas

Extra Spreadsheet InformationExtra Spreadsheet InformationHomeHome

8Let’s talk about the Let’s talk about the Menu bar….Menu bar….

FileEditInsertDataHelp

The links go to the various sections there maybe several slides for each section. At the end of a section a Menu Bar buttonMenu Bar button will come back to this slide.

Menu Bar

Home

9

NCDesk will not allow files to open outside of the program.

Always open NCDesk first

File, Open……to access .ncsh files to work

File MenuFile Menu

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New – new spreadsheet documentClose – close spreadsheet

Restore – returns document to “opened” stateSave – retains changes to spreadsheet document. Save As…. – Options to name and store file

Quit – exit out of spreadsheet program NCDesk.

File MenuFile Menu

Edit Menu has no unusual commands.

Menu Bar

11

The Edit Menu contains no unusual commands.

To remove data from a cell, it seems much easier to use the cut or delete command.

Edit MenuEdit Menu

Menu Bar

12

Both rowsrows and columnscolumns can be inserted, but they are done at specific places.

FunctionsFunctions are involved in formula calculation.

Insert MenuInsert Menu

Row above

13

New blank row

above Sharpene

r

Select (highlight) the cell BELOW where you want the new row to go. Choose InsertInsert

and select “Row aboveRow above” to

Insert > Row above- Insert > Row above-

insert a row. Read the Read the directions to see if you have to directions to see if you have to modifymodify the type of information the type of information the new row should contain..the new row should contain..

Before shot

After shot

Column before

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After shot

Insert > Column before-Insert > Column before-Select (highlight) a cell in the column afterafter where you want the new column to go. Choose InsertInsert and select “Column before”“Column before” to insert a column. Read the directions to see if you have to Read the directions to see if you have to modifymodify the type of information the new column should contain..the type of information the new column should contain..

Before shot

Functions

15Insert > Functions…Insert > Functions…

SUM SUM

AVG AVG

MIN MIN

MAXMAX

16Four types of functions:Four types of functions:

1st Select correct function type

2nd Select correct series – column or row

3rd Verify correct cell range

SUM, AVG, MIN, MAXSUM, AVG, MIN, MAX

Look for more Function information in the Toolbar section.

17

SUM FunctionSUM Function Example: =SUM(D3:D11)

18AVG or Average FunctionAVG or Average Function Example: =AVG(B3:B11)

19MIN or Minimum FunctionMIN or Minimum Function Example: =MIN(E3:E11)

20MAX or Maximum FunctionMAX or Maximum Function Example: =MAX(C3:C11)

Menu Bar

21Data MenuData Menu

Arrangement of data is changed by the Sort Sort command.

A visual display of data comes from Chart Chart command.

Modify Cell Type Modify Cell Type formats data. Sort

22

Data >SortData >Sort

method of sorting data in Reverse alphabetical order (Z-A) or reverse numerical is high to low (9-0).

method of sorting data in alphabetical order (A Z) or numerical order (0-9).

23

Attempting to sort a column in a spreadsheet can interfere with formulas that are part the information being sorted. If a formula is affected, an error message will appear in NCDesk. Read your error messages.Read your error messages.

24

Cell D5:D14 all contain formulas. Column D or the range cannotcannot be sorted in this example.

Charts Home

25Data > Charts Data > Charts • Charts communicate information visually

• Graph (chart) makes complicated information easier to understand

• Charts can be created from spreadsheet

• Three types of charts are:– BAR– LINE– PIE

26Steps Creating ChartSteps Creating Chart 1. Select data to include in the

chart.

2. Data > Chart > select the desired chart.

3. Fill in the Chart Attributes for Title, X-Axis Label, and Y-Axis Label.

11

22 33

27Pie ChartPie Chart•Used to show relationship of one set of data to the entire data.•The size of each wedge represents the percentage that each value adds to the Total.•Shows the relationship of a part to a whole.•Each part is presented as a "slice" of pie.

28Bar Chart Bar Chart (can be Vertical or Horizontal bars)(can be Vertical or Horizontal bars)•Used to compare individual or sets of values to each other.•The height of each bar being proportional to its corresponding value.•Uses rectangles of varying height to illustrate values in a spreadsheet.

29Line ChartLine Chart•Used to show trends since the lines connect points of data.•Used to show changes over a period of time.•Similar to the bar chart except bars are replaced by points connected by a line.

30Things to remember about charts Things to remember about charts when taking the computer test:when taking the computer test:

1. Select the appropriate type of chart to represent the data.

2. Highlight the correct data.

3. Following the question directions exactly, some questions require Chart Attributes to be done; other questions simply state-“create a chart”.

4. After creating the chart, do not close the chart, go to the next question.

Modify Cell TypeHome

31

To format or change the way information appears in a cell, select the cell(s), then select DataData. Choose “Modify Cell TypeModify Cell Type” and select the type of formatting for the data.

Modify Cell TypeModify Cell Type

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Date (YYYY)

Money

HeaderExamples of changes that NEEDNEED to be

made by Modify Cell Modify Cell

TypeType.

Menu Bar

33

If you don’t remember how something works or a term, click on the HelpHelp button in the NCDesk program.

Help MenuHelp Menu

34

Menu BarHome

These Spreadsheet Help Topics are available to assist you, even during even during the test.the test.

35

Let’s talk about the toolbar...Let’s talk about the toolbar...

Button NamesButton Names

Formula FunctionFormula Function

SortingSorting

ChartingCharting

The links go to the various sections there maybe several slides for each section. At the end of a section a Toolbar buttonToolbar button will come back to this slide.

Toolbar

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To find out the name for buttons, simply hover the cursor on the button – do not click – and words will appear to tell you the button’s function.

Toolbar

37

Easy SumEasy Sum (automatically adds) Select the empty cell under the columncolumn of values to add.

Then click button.

EMPLOYEE

EMPLOYEE

The sum will appear.

Sum a Series of Values

38Easy SumEasy Sum (automatically adds)Select the cells containing the values on the rowrow to add. Then click button. A sum will appear in the empty cell at the end of the row.

Sum a Series of Values

Select Function

39

FunctionsFunctions

• Sum

• AVG or AVERAGE

• MIN or MINIMUM

• Max or MAXIMUM

=SUM(B2:B8)=SUM(B2:B8)

=AVG(C1:C8)=AVG(C1:C8)

=MIN(E1:E12)=MIN(E1:E12)

=MAX(A2:J2)=MAX(A2:J2)

Select a Function

40What’s a functionWhat’s a function• A function is a preset formula. • Functions begin with the equal sign ( = )

followed by the function’s name and its arguments.

• The function name tells what calculation to perform.

• The arguments are the part of the function enclosed in parentheses.

• Arguments supply the data for the function to use in its calculations.

=SUM(B2:B8)=SUM(B2:B8) =AVG(C1:C8)=AVG(C1:C8)=MIN(E1:E12)=MIN(E1:E12)

=MAX(A2:J2)=MAX(A2:J2)

41FunctionFunction –This button begins the process to insert a function formula in a cell. The process is exactly the same as using the Menu Insert > Function.

42Four types of functions:Four types of functions:

1st Select correct function type

2nd Select correct series – column or row

3rd Verify correct cell range

ToolbarReview Functions in Menu Section slides 14-19

43Sort AscendingSort Descending

Notice the numbers, not the

arrow (both arrows point down.)

Select the data to be sorted beforeClicking on the tool button, eitherSort Ascending or Sort Descending. Toolbar

Review Sorting in Menu Section slides 21-23

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Chart ButtonsChart ButtonsRemember must select the data for the chart, before clicking the chart button. If you get an error message when you attempt to create a chart, READ the message, it will tell you what you did wrong.

Line ChartLine ChartUsed to show changes over a period of time.

Pie ChartPie ChartUsed to show relationship of one set of data to the entire data. Percentages.

Bar ChartBar ChartUsed to compare individual or sets of values to each other.

Review Charts in Menu Section–slides 24-29Home Toolbar

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• How to figure out a formula

• Relative Reference

• Absolute Reference

Let’s talk about some extra Let’s talk about some extra spreadsheet information ….spreadsheet information ….

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Sometimes you have to figure out what formula is already being used in your spreadsheet in order to answer a question correctly.

Stumped About a FormulaStumped About a Formula

For example your instruction might read: Complete this Complete this spreadsheet by putting spreadsheet by putting in the correct formula in the correct formula in Cell D4in Cell D4..

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•Investigate-look in the cell directly above.

•See the formula in the entry bar, interpret the formula, check the labels in the column headings.

•Is it the same type formula needed to do the problem calculations??

•Use the formula, change the cell references.

=B4*C4=B4*C4WillWill

WorkWork

48NCDesk SpreadsheetDoes Not

(at this time)

• Fill down, fill across

• Circular reference

• Absolute reference

• Relative reference

Very common Very common in other in other

spreadsheet spreadsheet programs.programs.

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T a x

= ( B 5 * C 5 ) * $ B $ 2

= ( B 6 * C 6 ) * $ B $ 2

= ( B 7 * C 7 ) * $ B $ 2

Absolute ReferenceAbsolute Reference

Relative ReferenceRelative Reference

•Both spreadsheets used the fill down feature in Columns B, D, E•Top Spreadsheet has an absolute reference cell B2 that contains the tax value.•Bottom Spreadsheet formulas are examples of relative reference.

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Relative ReferenceRelative Reference

•The amount of tax is calculated in Column D. •The 6% tax is actually part of the formula. •When the fill down feature was used in column D and E the computer used the relative references to change the rows in each cell address.

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T a x

= ( B 5 * C 5 ) * $ B $ 2

= ( B 6 * C 6 ) * $ B $ 2

= ( B 7 * C 7 ) * $ B $ 2

Absolute ReferenceAbsolute Reference

These formulas must look to cell B2 for the amount of tax in each calculation. The $ symbol is placed into the cell address of B2 as ($B$2) to ensure that in each calculation the computer will look to cell B2 each time to obtain the value it hold.

52

T a x T o t a l

= ( B 5 * C 5 ) * B 2 = ( B 5 * C 5 ) + D 5

= ( B 6 * C 6 ) * B 3 = ( B 6 * C 6 ) + D 6

= ( B 7 * C 7 ) * B 4 = ( B 7 * C 7 ) + D 7

See what happens without the use of the Absolute Reference formatted correctly ($B $2). There is nothing in B3 and B4 contains a label.

Wrong!Home

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• Section contains information about formulas with and without the use of functions

• Note: This presentation shows many examples of SUM, AVG, MAX, and MIN use for columns of values. The same calculations can take place for rows of values.

Let’s talk about Let’s talk about understanding formulas….understanding formulas….

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““Simple”Simple” Formulas Formulas A definition of a “simple” formula is one that does not contain a function in it. (Functions are AVG, SUM, MIN, MAX)

=A1+D2 =A1+D2+G2 =(A1+D2)*13

=A6-A5 =(A6-A5)/B3 =A6-42

=B1/G2 =(B1/G2)*B2 =B1/0.6

=A3*B3 =(A3*B3)/B4 =A3*$23.00

ALL OF THESE FORMULAS ARE WRITTEN CORRECTLYALL OF THESE FORMULAS ARE WRITTEN CORRECTLY

The next slide will be asking questions about these formulas.

55WHAT DO WE KNOW ABOUT WHAT DO WE KNOW ABOUT FORMULAS?FORMULAS?

All begin with = sign.

= tells the computer to perform the mathematical calculation that follows

They contain cell address and/or values

Every cell in the spreadsheet has an address. Letter comes from the column and number from the row. Address can be seen in the cell address bar.

They contain mathematical operations.

+ add, - subtract, / division, * multiply

Some contain Parentheses.

( ) —Formulas follow the Rules of Order of Operations. (Please Excuse My Dear Aunt Sally)

56In one way, cells are nothing but a location in a large grid showing the intersection of a column and row.

A B C D F G H J

1

2

3

4

5

6

At this point B3 is just B3, nothing more – nothing less.

The content of the cell gives it more meaning.

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A B C D

1 CookiesQuantity

PriceAmount Due

2Vanilla Cream

.00

3Peanut Butter

7 .00

4 Chocolate .00

5 Lemon .00

6 Total .00

B3 contains the value 7, but what does 7 mean?

B3 showsQuantity of 7 Peanut Butter

Cookies

Spreadsheets Cells can contain-Labels– text (words) Values – numbersFormulas – combination cell addresses, values, and mathematical operations

It is not enough just to know the contents- you need to look at the column header. In this example – Quantity

Also you need to look at the label in A3 to know the quantity is dealing with Peanut Butter Cookies.

58

Function FormulasFunction Formulas

A definition of a function formula is a preset formula that makes use of a 3 letter abbreviation for the “operation” that makes the formula become a shortcut. Other people might call them a built-in formulas.

59ALL OF THESE FORMULAS ARE ALL OF THESE FORMULAS ARE WRITTEN CORRECTLYWRITTEN CORRECTLY

=SUM(B2:B11) • There are more functions than SUM, AVG, MIN, MAX.

• These are the ones middle grade students need to know.

• 2 of these examples represent row ranges;

2 represent column ranges.

=AVG(B2:H2)=MIN(C3:C15)=MAX(A5:D5)

The next slide will be asking questions about these formulas.

60WHAT DO WE KNOW ABOUT WHAT DO WE KNOW ABOUT THESE FUNCTION FORMULAS?THESE FUNCTION FORMULAS?

All begin with = sign. = tells the computer to perform the mathematical calculation that follows

They contain 3 letter abbreviations to show the type of mathematical calculation required.

Example: SUM, AVG, MIN, MAX.

They contain cell RANGES

A range is a group of adjoining cells either in a row or column. The cell ranges are made up of the beginning cell address, a colon (:), and the ending cell address. Example:

B2:B5. This is read as “B2 through B5”.

Always show Parentheses around the range.

Example:(B2:B5) THERE WILL BE NOTHING BUT

RANGE INSIDE THE ( )

61INCORRECTINCORRECT Functions Formulas:

=ADD(B2:B11)

=SUB(C2:C11)

=SUM(B2=H2)

=SUM(C3+C15+C4)

=SUM(A5–D5)

=SUM(B2:$65.00)

SUM(B2:H2)

ADD is not a function

SUB is not a function

= NOT CORRECT

+ NOT USED IN A RANGE/these cells are not range, they do not adjoin.

– NOT USED FOR RANGERange only contains cell addresses

Lacks the = signHome

Why???Why???Why?Why?

Why?Why?

Why?Why?

Why?Why?

Why?Why?

Why?Why?

Why?Why?