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Spreadsheet Softwares with Examples and capabilities.

Spreadsheet Softwares with Examples and capabilities. Spreadsheet as an application, a software, a file, a computer application or a piece of paper that can be used for arranging, calculating, sorting of data, accounting and recording data via rows and columns as well as statistical data analysis.

Spreadsheet is a computer application for Analyzing, organization, and storing of data in tabular form.

Data in spreadsheet could be in the form of text, numeric digits, any formula, function and reference number. Microsoft Excel in an excellent example of spreadsheet application / software.

Spreadsheet Layout.

Spreadsheet is a combination of cell divided in number rows and lettered columns.

Spreadsheet Softwares Layout.
Spreadsheet Layout.

There are three main and common parts of any Spreadsheet:

  • Column – The vertical aligned segments on a spreadsheet are called columns.
  • Row – The horizontal aligned segments are referred as rows.
  • Cell – Every box that is created from the combination of a row and column intersection is referred to as a cell.

Examples of spreadsheet programs

  • Google Sheets
  • Microsoft Excel.
  • Apple Office Suite as iWork Numbers.
  • Calc as LibreOffice.
  • Lotus Symphony.
  • OpenOffice Calc.
  • VisiCalc.

1. Google Sheets

Google Sheets is an online application that enables its users to create and format spreadsheets. As well as simultaneously work with other peers. Google Sheets is not only used by consumers. It is also utilized by businesses, offices and schools as well to manage their data.


  • Ability of collaboration.
  • Chart creation and Google sheet linking
  • Inter sheet linking
  • Connection with external data source
  • Vision control

2. iWork Numbers

iWork is a complete office suite of applications that is created by Apple Inc. for their macOS and iOS operating systems. It is also available for cross-platform through iCloud website. Keynote presentation software is including in it. You can also use and convert an excel file in iWork numbers file. As when you open any excel file that will be convert in number file.


  • Simplest view quality graphics of referenced cells.
  • Printed output in high.
  • Good quality of typography in printed output.

3. LibreOffice

LibreOffice was an open source and free suite of office application. It contains software for spreadsheets, word processing, presentations, and graphics editing and database management systems. It was compatible with all other office productivity suites including Microsoft Office.


  • Free licensing
  • Open source.
  • Cross-platform compatibility
  • Multiple language support.
  • Friendly user interface.
  • Integration with other application.

4. Lotus 1-2-3 Lotus 12-3

is a spreadsheet application that was developed by Lotus Software. This application is now part of IBM. It was first released on January 26, 1983. Lotus 12-3 was not the first spreadsheet application, but due to its capabilities it became the industry standard throughout the 1980s and 1990s.


  • Faster
  • More capable than other software.
  • Available for multiple functionalities as spreadsheet, word processor and database.

5. Microsoft Excel.

Microsoft excel is a spreadsheet application that is designed by Microsoft. The main functionality of Microsoft excel is to organize data as number, data, charts and graphs using different functions and formulas.

This is a worldwide application that is even used by all type of business even on a small or large scale. Its basic functionality is to perform different mathematical activities and computations, arithmetic and logical operation.


  • Easy operation and data entry
  • Accurate analysis and comparison option
  • Graphical representation of data.
  • Compatibility with business application
  • User friendly environment
  • Pre-designed formulas.

Functionality of Spreadsheet for business

When data is entered in the spreadsheet, you can utilize it to help,

Organize and grow your business.

  • Storage of Business Data.
  • Accounting and Calculation needs of your business.
  • Helps in creating Budgeting and Spending reports.
  • Assisting in Data Exporting.
  • Data Cleanup and Shifting.
  • Generating Reports and Charts.
  • Tasks related to Business Administration.
  • Reporting and Visualizations.
  • Forecasting.

List of Careers for Spreadsheet Experts.

  • Administrative Assistant.
  • Accountants.
  • Retail Manager.
  • Cost Estimator.
  • Financial Analyst.
  • Project Manager.
  • Business Analyst.
  • Data Journalist.

Spreadsheet Advantages.

Spreadsheets are mainly and commonly used to analysis to maintain a smooth flow of working with digits and numeric like maintaining the details of money that has been spent and as well income that has been received. You can also use spreadsheets for solving any mathematical expression and equations.

Spreadsheet risk.

The spreadsheet risks are associated and occurred due to entering incorrect value in a spreadsheet application that would be used in making decision.

For Examples include the valuation of an asset, financial accounts determination, calculating medicinal doses. The risk may arise from inputting incorrect or misleading data values, by mistakes within the logic of the spreadsheet formulas.

Formulas and Function of Spreadsheet

Excel is a spreadsheet software program which is used on a big scale world-wide. Excel helps one in preserving knowledge in a really orderly and presentable method.

Not solely does it permit us to prepare knowledge but additionally carry out a variety of capabilities on our knowledge utilizing easy methods.

You are able to do plenty of arithmetic and apply formulation to very large portions of knowledge without truly computing something yourself.

That’s the energy of excel and thru it, you possibly can drastically cut back the period of time that you’d in any other case spend in performing operations on knowledge if excel wasn’t there.

By studying this text, it is possible for you to yourself be taught in regards to the numerous important formulations of excel. Thus, on this article, you’ll get an excel formulation checklist which you’ll be able to customize by including extra formulation to fit your wants completely.

The ‘Sum’ performs

The sum perform will performs let you calculate the sum of any variety of cells of a row or a column. There are numerous methods during which you should utilize this component in line with the information that you simply wish to sum.

In case you merely wish to sum two numbers you possibly can write the sum perform as: =SUM (3,3). This provides you with the worth 6 within the cell during which you wrote this component.

Now, in case you wish to add numbers of a selected vary then use the sum perform as: =SUM (F5:F10). This perform will add up all of the cell values of column F from fifth row to the 10th row and put the reply within the related cell.

One other method of utilizing this perform is as proven within the illustration beneath. On this instance, you’ll get the sum of cells from C5 to D7 within the cell F12. Thus, on urgent the enter key you’ll get the end result 141 within the cell F12.

That is probably the most extensively used perform in excel and helps you to find the sum of numerous numbers very simply. Thus, this kind the primary performs of our important excel formulation checklist.

The ‘Common’ perform

This perform helps you discover the typical of a spread of numbers. Usually, one would first sum the numbers after which divide it with the variety of entities however this performs cuts down your work drastically.

You simply want to write down the typical perform and put within the vary for which you wish to get the typical and with one faucet of the enter key, your common shall be computed.

The perform might be utilized to 2 numbers or a spread simply because the ‘Sum’ perform is utilized. For instance: =AVERAGE (D5:D8) will compute the typical of the values of the column D from the fifth to the eighth row.

The ‘Depend’ perform

This perform helps you to find out the precise variety of cells in a spread which have numbers in them. This performs works with numerical values and counts solely these cells which have a numerical worth in them and ignores the opposite cells.

The rely perform can be used on a set of values that you simply manually enter or on a spread of values that you choose from the sheet, similar to the sum and the typical perform.

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For instance: =COUNT (3,4,5) will give the output as 3. In case you choose a spread from the information within the sheet, it would ignore the cells having any non-numerical ingredient and provides the rely of those having numbers solely.

The ‘Concatenate’ perform

The concatenate perform will show you how to in including texts from completely different cells and placing it into one cell. It’ll additionally assist you a large number when it is advisable to be a part of numerous components of a single element.

For instance, you may be having the date of a selected occasion damaged down within the month, date, and 12 months format in separate columns and now you wish to put the date collectively — concatenate perform will show you how to in doing so. The perform can be utilized in several methods for various knowledge sorts.

The overall format for utilizing this perform is as: =CONCATENATE (cell address1, ““, cell address2, ““, cell address3….). Within the cell deal with, it is advisable to put the deal with of the entities it is advisable to be a part of and in between them you possibly can put any separator enclosed in double quotes to place between the weather that you’re becoming a member of.

The ‘Len’ performs

Plenty of instances we have to know the size of characters after which use it in different capabilities. Counting manually is a headache and so the ‘Len’ capabilities help us right here to find the identical simply in a single go.

Nonetheless, this perform additionally counts the clean area as one character. So, if you wish to discover the size of a cell which has “I’m a cat” written in it, you will want to write down: =LEN (cell deal with) and you’ll get 10 because the output. This size contains all character’s current within the cell together with the areas that separate the completely different phrases.

The ‘Trim’ performs

Whereas counting the size utilizing the Len perform, we get the size which is inclusive of areas too. To get solely the rely of the characters of the cell, we are able to use the trim perform to take away all of the clean areas from a cell.

Thus, through the use of this perform, you may get “I’m a cat” as “Jamaat” and now when you’ll use the Len perform, you’ll get the size as 7, which incorporates solely the precise characters within the textual content. The syntax of the trim perform is: =TRIM (cell deal with).

The ‘If’ statements

There might be many sorts of circumstances and completely different operations to be carried out relying upon whether or not the situation is true or false.

We would have a considerable amount of knowledge and utilizing conditional statements would assist in implementing plenty of operations in a different way in several circumstances.


IF(G6>G8, “you’ve got a great rating”, “you’ve got a foul rating”). The sum if, countify and average if capabilities can be utilized for summing, counting and taking common based mostly on some specified situation.

For instance, if the perform written is: =SUMIF (C1:C3, “BAD”, G3:G7), then if all of the values from C1 to C3 learn dangerous then the perform will return the sum of the values from G3 to G7. These capabilities are a mix of logical and mathematical capabilities.

The above excel components checklist places ahead all of the necessary and most continuously used capabilities. You need to at all times keep in mind to place an ‘=’ signal earlier than writing a component and choose the vary of cells with care to get correct outcomes.

You may at all times customize this excel components checklist to fit your wants. There are a variety of different formulation in excel which may be of use to you. Examples of some are: MAX, MIN, VLOOKUP, INDEX, ISBLANK, DATE, and many others.

The essential use can be instructed by the identity of the perform and its utility shall be just like any of the above capabilities.

You may also open the ‘formulation’ tab in excel to know extra about all of the potential formulation that excel gives you. Be certain that to make use of these formulation precisely and get one of the best profits out of excel and therefore, save your time drastically.

For performing extra superior calculations, you possibly can be taught to mix a few formulations too. All one of the best! Joyful studying!

Excel Capabilities

Paste Particular

Copy and paste is likely one of the easiest and most used capabilities in Excel. However, we frequently carry over a format we don’t need, or we copy a component over, when as an alternative we simply desire a worth.

These little frustrations can take time to repair, which is why Paste Particular is so particular. Paste Particular lets you decide which components of the copied cell you deliver over.

After you’ve copied your cell (Ctrl+F) hit Ctrl+F (or go to the Clipboard part of the Dwelling ribbon, or Edit > Paste Particular) to deliver up Paste Particular and make your choice. Alters is the shortcut to simply paste values in all probability the commonest use of Paste Particular.

Add a number of Rows

We frequently want so as to add new rows between present rows. The shortcut (Ctrl, shift, +) is fairly helpful, particularly as you possibly can toggle the + so as to add a number of rows.

Typically, simply highlighting the variety of rows you wish to add (say 5) and utilizing proper click on, insert is faster when including in bulk as it would add the variety of rows you’ve highlighted.

Flash Fill

Excel developed a thought of its personal in 2013 with this characteristic. Flash Fill routinely fills your knowledge when it senses a sample.

Suppose you’ve got an inventory of product numbers within the first ten cells of column A, e.g., ‘ABC-00001’ to ‘ABC-00010’ and also you solely want the numbers after the ‘-’.

You may simply discard the ‘ABC’ utilizing Flash Fill. Pre-2013 this was potential, however relied on a mix of capabilities. Now, that is a lot quicker and will impress individuals.

Set up the sample by typing ‘00001’ into the primary clean cell. If Flash Fill is turned on (File Choices, Superior) simply begin to kind the following product quantity within the cell beneath and Flash Fill will acknowledge the sample and fill down the remaining product numbers for you. Simply hit the Enter key to simply accept. Or, get it going manually by clicking Knowledge

Flash Fill is like magic, and can be utilized in many alternative eventualities. It’s an unbelievable time saver when it is advisable to enter or change plenty of knowledge shortly and precisely. Flash Fill is a jaw-dropping characteristic.


Except for VLOOKUP (which appears to be like up the worth in a single column and returns a corresponding worth from one other column), INDEX and MATCH are probably the most extensively used and strongest instruments in Excel for performing lookups. Used individually, these capabilities are invaluable, however it’s once you mix them that their true energy is unleashed.

INDEX and MATCH utilized in mixture show you how to extract the information you want from a big dataset effectively and exactly. Mastering these capabilities won’t solely make you appear like an Excel whiz to your colleagues and supervisor, however could make a tedious, mundane process fast and easy. Right, here’s how these capabilities work:

VLOOKUP is a superb perform, however it has its limitations. It could solely search for values from left to proper. The lookup worth has to be on the left within the lookup desk. INDEX and MATCH means that you can search for a worth wherever within the lookup desk no matter its place.

Let’s say you’ve got a spreadsheet with an inventory of merchandise. You may have columns titled “Product Quantity”, “Revenue”, “Product Title”, and “Income”. On one other spreadsheet, you’ve got an inventory of the product names and also you wish to search for how a lot revenue every product has generated. On this state of affairs.

we’re utilizing the product identify (our lookup worth) to search for the revenue. The product identify sits to the proper of the revenue and so VLOOKUP wouldn’t work. That is the right state of affairs for INDEX and MATCH.

At first and even second look, INDEX and MATCH appears to be like advanced. It actually wants some observe, however its value getting your head round as it’s extra versatile and extra highly effective than a VLOOKUP. It’s one of the necessary makes use of its Excel, interval.


This is likely one of the first capabilities you’re prone to be taught in Excel — easy methods to sum a row or column. However, do you know you possibly can choose the cell on the finish of a row or column and press Alt + to do that capabilities in seconds?


That is your Excel get-out-of-jail-free card. When you aren’t utilizing Ctrl Z to undo errors in Excel, then you ought to be. What many individuals don’t know is that Ctrl Y does the alternative — redo. The 2 work in tandem very properly, and also you cycle by iterations of your work till you discover the proper one.

Take away Duplicates

That is so easy and fast to make use of. Take away Duplicates does precisely what you’d count on it removes the duplicates in any given vary of knowledge. Our recommendation is to take away the values you wish to deduce and place them in one other sheet. It’s discovered on the Knowledge tab within the Knowledge Instruments part of the Ribbon.

When you simply wish to spotlight duplicates, you are able to do this utilizing Conditional Formatting. The shortcut to get you there’s Alt H L. (Or discover it on the Dwelling ribbon beneath Types).

Freeze Panes

Ever scroll down a big desk of knowledge solely to overlook which columns are which? Freeze Panes is the reply right here. You may freeze simply the highest row, first column or any variety of both.

Determine the columns and rows of the world you wish to freeze. Then choose the cell instantly to the proper of these columns and beneath these rows. Go to the View tab and Freeze Panes within the Window part. Alt W F is the shortcut.


There are two particularly satisfying methods to make use of F4 in Excel. The primary is when creating an Absolute Reference: F4 toggles you thru the varied choices. The second is one which few individuals learn about, however may severely enhance your Excel productiveness.

F4 repeats your final motion, the place accessible. For instance, should you’ve simply utilized a border to 1 cell, use F4 to use it to others.

CTRL + Arrows

When you’ve discovered your self-scrolling by a dataset to succeed in the underside of it, cease proper now and begin utilizing Ctrl + the arrow keys! This easy shortcut takes you straight to the tip of the information in a column or row you might be utilizing. Mix it with Ctrl, shift to focus on/choose giant areas of knowledge in seconds.

Warning: When you’ve got gaps in your knowledge this can simply take you all the way down to the primary hole. So, if you wish to get to the underside quick, select a column of knowledge which has no gaps.

Harness only a few of those ten objects, and you may remodel your typical work day. Whether or not you wish to assist justify data-driven enterprise selections at an excessive stage, or just get dwelling to your loved ones earlier, mastering the proper Excel capabilities is a fast and straightforward method to maximize your productiveness.

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