Arjun's father runs a small shop in Pune. He keeps a record of all his sales in a notebook — items sold, prices, and totals. One day, Arjun showed him how to do the same thing on the computer using Microsoft Excel. The computer could even add up all the numbers automatically!
A spreadsheet is a program that organises data in rows and columns, like a table. It can also do calculations for you. Let us learn how it works.
A spreadsheet is a computer program that organises data in a grid of rows and columns. Microsoft Excel (MS Excel) is the most popular spreadsheet program.
The spreadsheet is made up of a grid. Understanding this grid is the first step.
| Term | What it is | How it is named |
|---|---|---|
| Row | A horizontal line of boxes going left to right | Numbered: Row 1, Row 2, Row 3... |
| Column | A vertical line of boxes going up and down | Named with letters: Column A, Column B, Column C... |
| Cell | A single box where a row and column meet | Named by column letter + row number: A1, B2, C3... |
Cell A1 = Column A, Row 1 (top-left cell)
Cell B3 = Column B, Row 3
Cell C2 = Column C, Row 2
The cell you are currently working in is called the active cell. It is highlighted with a border.
Step 1: Click on a cell (e.g., cell A1).
Step 2: Type your data (a number, word, or formula).
Step 3: Press Enter to move to the next row, or press Tab to move to the next column.
You can enter text (like names), numbers (like marks), or formulas (like =A1+B1).
A formula in Excel always starts with the = (equals) sign. It tells Excel to calculate something.
Suppose cell A1 has the number 45 (Ravi's Maths marks) and cell B1 has 38 (Ravi's Science marks).
To find the total, click on cell C1 and type: =A1+B1
Press Enter. Excel will show 83 in cell C1 automatically!
If you change the number in A1 or B1, the total in C1 updates automatically too.
| Formula | What it does | Example |
|---|---|---|
| =A1+B1 | Adds the values in A1 and B1 | =45+38 gives 83 |
| =A1-B1 | Subtracts B1 from A1 | =50-20 gives 30 |
| =A1*B1 | Multiplies A1 and B1 | =5*6 gives 30 |
| =SUM(A1:A5) | Adds all values from A1 to A5 | Adds five numbers at once |
| Use | Example |
|---|---|
| Marks table | Meena's teacher records all students' marks in Excel |
| Expense list | Arjun's father tracks shop expenses in a spreadsheet |
| Timetable | Sita makes her weekly study timetable in Excel |
| Shopping list | Ravi's mother lists items and prices for monthly shopping |
| Word | Meaning |
|---|---|
| Spreadsheet | A program that organises data in rows and columns |
| MS Excel | Microsoft Excel — the most popular spreadsheet program |
| Row | A horizontal line of cells in a spreadsheet |
| Column | A vertical line of cells in a spreadsheet |
| Cell | A single box in a spreadsheet where data is entered |
| Formula | An instruction starting with = that tells Excel to calculate |
| Active Cell | The currently selected cell, highlighted with a border |
Finished learning? Now test what you know!