Spreadsheets: Basics

before you start

Think about organizing a list—maybe contacts for a project or trip expenses. Did you write it on paper or type it in a document? These methods work but require more manual effort to calculate totals or spot patterns. Spreadsheets organize, calculate, and analyze data to save time and reduce errors.

1. Uses of Spreadsheets

Spreadsheets are digital tools that help you organize information in a table-like layout, making it easy to read and compare. They serve three main functions: data storage, data manipulation and visualization, and project management (Microsoft, n.d.). These applications make spreadsheets valuable across industries. Let’s review these in detail.

IN CONTEXT: Using a Spreadsheet to Manage Donations

A nonprofit group uses a spreadsheet to keep track of their donors. The coordinator enters names, contact details, and donation amounts in a structured layout. This helps store information in an organized way.

When it is time to plan a fundraiser, the coordinator sorts the list to see who donated the most and filters it to find people who have not donated in a while. They add up the total donations and make a simple chart to show the results.

Instead of using paper files, this one spreadsheet helps the team stay organized, plan better, and make smart decisions.

However, for very large databases, complex visuals, or real-time collaboration with many people, other tools like project management apps may work better.

try it

Think about something you do often—like keeping track of spending, planning a trip, or organizing tasks.

How could a spreadsheet help you?

Try making a simple list in a spreadsheet. Add numbers or dates in different places to see how the layout helps you organize and compare information easily.

big idea

Spreadsheets transform scattered information into organized, analyzable data that support better decisions.

terms to know

Spreadsheets

A digital tool that helps organize information in a table-like layout.

Data Storage

The organized collection of information in a structured digital format.

Data Manipulation and Visualization

Changing, sorting, and filtering data to find patterns or answers and showing results using charts or graphs to make the information easier to understand.

Project Management

Using tools to organize tasks, timelines, and resources to complete goals.

2. Sheets and Tabs

Now that you have seen how spreadsheets can be used in different ways, let’s look at how they are organized.

Most spreadsheet files include more than just one page of data. That is where sheets and tabs come in.

Think of tabs like dividers in a binder. Each tab represents a different sheet, and clicking on a tab opens that page. You can rename tabs to reflect their contents, such as “January Sales” or “Employee Directory.” This makes it easy to find information quickly.

EXAMPLE

A store owner uses one sheet to track sales, another for inventory, and a third for employee hours—all in the same spreadsheet file, organized by tabs.

Most applications let you add, delete, and rearrange tabs. You might start with one sheet and add more as your project grows. You can copy information between sheets. This flexibility helps organize complex projects without creating separate files.

The screenshot below shows three tabs in a spreadsheet. Each tab opens a different sheet.

try it

Open the Excel application (desktop or online).

• Click the tab labeled “Sheet1” at the bottom and rename it to “January Budget.”
• Add a new sheet and rename it to “February Budget.”
• Rearrange the order of the tabs by dragging them.
• Enter information into one sheet.
• Copy and paste data from that sheet to the other one.
• Try deleting a sheet you do not need.

terms to know

Spreadsheet Files

Documents that can contain multiple sheets, typically accessed through tabs.

Sheets

Individual digital workspaces within a spreadsheet file, used to organize and enter data in a structured layout.

Tabs

Clickable labels at the bottom of a spreadsheet that allow navigation between different sheets.

3. Columns and Rows

Now that you have explored how spreadsheets use sheets and tabs to organize different pages, let’s zoom in and look at how each sheet is structured.

Spreadsheets organize data using columns and rows, and their intersection creates a cell. The table below explains these elements.

Each cell in a spreadsheet has a name based on its column and row. This is called a cell reference. For instance:

• A1 is in Column A, Row 1.
• B3 is in Column B, Row 3.

This grid system—the pattern of rows and columns that makes up a spreadsheet—helps keep information organized and easy to find. Once you know how to read cell references, it becomes much easier to enter, locate, and manage data in a spreadsheet.

EXAMPLE

A teacher makes a list of students in a spreadsheet. One student’s name goes in A2, their grade in B2, and their attendance in C2. Each new student’s information goes in the next row, keeping columns consistent. The teacher uses cell names like A2 and B2 to stay organized.

The screenshot below shows how a spreadsheet is organized into columns, rows, and cells. It highlights Cell A1, which is where Column A and Row 1 meet, along with labels for the column letters and row numbers that help you find any cell quickly.

try it

Open a blank spreadsheet and click on different cells.

• Click on a few different cells and look at the name box above the columns to see each cell’s reference (like A1 or B2).
• Try to find specific cells by their names—for example, click on C3 or A5.

Notice how columns are labeled with letters and rows with numbers.

big idea

The grid system creates a logical address for every piece of data, making spreadsheets powerful tools for organization.

terms to know

Columns

Vertical series of cells labeled with letters (A, B, C, etc.).

Rows

Horizontal series of cells labeled with numbers (1, 2, 3, etc.).

Cell

The intersection between a column and a row where an individual piece of data is entered.

Cell Reference

The unique identifier for each cell, combining its column letter and row number (e.g., A1, B5).

Grid System

The layout of rows and columns in a spreadsheet that creates cells.

4. Entering Data and Data Types

Each cell in a spreadsheet holds information—but not all information is the same. Spreadsheets recognize different data types and format them accordingly (Microsoft, n.d.).

The main types include text data, number data, date data, and currency data. Understanding these types can help you enter data correctly. Let’s review these in detail.

EXAMPLE

A manager tracks employee pay in a spreadsheet. Names go in the text column, hours worked in the number column, and pay dates in the date column. The final column uses a currency format to display the calculated pay with dollar signs.

The screenshot below shows a spreadsheet with four types of data: text in the first column, numbers in the second, dates in the third, and currency in the fourth.

try it

Open a blank spreadsheet in Excel.

• In Column A, type a few names or labels (text).
• In Column B, enter numbers (like quantities or scores).
• In Column C, type dates in the MM/DD/YYYY format.
• In Column D, enter currency values like $1,500.00.

Watch how the spreadsheet aligns and formats each type automatically. This helps you recognize and enter different data types correctly.

terms to know

Data Types

Categories of information that spreadsheets recognize and format differently, such as text, numbers, dates, and currency.

Text Data

Information consisting of letters, words, or mixed characters that cannot be used in calculations.

Number Data

Numerical values that can be used in mathematical calculations and formulas.

Date Data

Calendar information that spreadsheets can format, sort, and use in time-based calculations.

Currency Data

Monetary values formatted with appropriate symbols and decimal places for financial calculations.

REFERENCES

Microsoft. (n.d.). Excel help & learning. support.microsoft.com/en-us/excel