A spreadsheet is an application software used to organise, calculate and analyse numbers and data. It is made of a grid of rows and columns, and is used for tasks such as making a marks sheet, preparing a budget, calculating totals, and drawing charts. Microsoft Excel is the most popular spreadsheet program, and other examples are Google Sheets and LibreOffice Calc. A spreadsheet file is called a workbook, and each workbook can contain many worksheets. Data is entered into small boxes called cells, and any change made to a cell automatically recalculates all the formulas that depend on it.
A worksheet is a grid of rows, numbered 1, 2, 3 and so on from the top, and columns, labelled A, B, C and so on from the left. The intersection of a row and a column is called a cell, and every cell has a unique address made of the column letter followed by the row number, such as A1, B5 or C10. A cell reference is used in formulas to point to the value stored in that cell. The active cell is the cell currently selected, shown by a thick border. The name box displays the address of the active cell, and the formula bar shows the contents of the active cell.
Data can be entered into the active cell by typing and pressing Enter. There are three kinds of data: numbers, which are used in calculations; text, also called labels, which describe the data; and formulas, which begin with the equals sign and perform calculations. To edit the contents of a cell, double-click the cell or click on the formula bar and make the changes. The fill handle, a small square at the bottom right corner of the active cell, can be dragged to fill a series such as January, February, March or 1, 2, 3 automatically.
A formula is an instruction that performs a calculation, and it always begins with the = sign, for example =A1+B1 or =B2C2. A formula uses arithmetic operators: + for addition, - for subtraction, * for multiplication and / for division. A function is a ready-made formula that saves time. SUM adds a range of cells, AVERAGE finds the mean, MAX and MIN find the largest and smallest values, and COUNT* counts the cells containing numbers. A function is written with its name followed by the range in brackets, for example =SUM(A1:A10) or =AVERAGE(B1:B5).
When a formula is copied, its cell references usually change automatically to match the new position; this is called a relative reference. For example, if =A1+B1 is copied from cell C1 to cell C2, it becomes =A2+B2. Sometimes the reference must stay fixed, and then a dollar sign is used, such as =$A$1+B1; this is called an absolute reference. A reference like =$A1 is a mixed reference, where the column is fixed but the row can change. The dollar sign locks that part of the reference when the formula is copied.
Spreadsheets can organise data quickly. Sorting arranges data in order, either ascending (small to large, or A to Z) or descending (large to small, or Z to A). Filtering shows only the rows that match a condition and hides the others. Data can also be searched with the Find tool. The data of a worksheet can be used to draw charts, which are pictures of numbers. Charts make trends easy to see, and the most common types are the bar chart, column chart, line chart and pie chart.
A chart is a graphical representation of worksheet data. To create a chart, select the data including its labels, click the Insert tab, and choose the chart type. A pie chart shows the parts of a whole, such as the share of each expense in a family budget. A column chart compares values side by side, such as the marks of different students. A line chart shows a trend over time, such as the growth of plant height. Every chart has a title, and the horizontal axis is called the X-axis while the vertical axis is called the Y-axis.
Spreadsheets are used everywhere because they are fast, accurate and easy to update. Teachers use them to prepare marks sheets and report cards. Shopkeepers use them to keep stock records and bills. Families use them to plan monthly budgets. Scientists use them to record and analyse experiment data. The biggest advantage is that when a number is changed, every formula that uses that number is recalculated instantly. This automatic recalculation, along with functions, sorting and charts, makes the spreadsheet a powerful tool for managing numerical information.
| Term | Meaning |
|---|---|
| Workbook | A spreadsheet file |
| Worksheet | One sheet inside a workbook |
| Row | Horizontal line of cells, numbered 1, 2, 3 |
| Column | Vertical line of cells, labelled A, B, C |
| Cell | Intersection of a row and a column |
| Cell reference | Address of a cell, such as A1 |
| Active cell | The selected cell with a thick border |
| Formula bar | Shows the content of the active cell |
| Function | Purpose | Example |
|---|---|---|
| SUM | Adds the values | =SUM(A1:A10) |
| AVERAGE | Finds the mean | =AVERAGE(B1:B5) |
| MAX | Finds the largest value | =MAX(C1:C20) |
| MIN | Finds the smallest value | =MIN(C1:C20) |
| COUNT | Counts cells with numbers | =COUNT(D1:D10) |
A spreadsheet organises numbers in rows and columns of cells, each with a unique address such as A1. Formulas that begin with the = sign perform calculations, and built-in functions like SUM and AVERAGE save time. Relative and absolute references control how formulas behave when copied, sorting and filtering arrange data, and charts turn numbers into easy pictures. Now that we can create documents and analyse numbers, we move to the Internet and email, which connect our computer to the whole world.