General Purpose Packages

Spreadsheets

What is a Spreadsheet?

Spreadsheets are used mainly for recording mathematical data such as bank records, accounts, bills, scientific records etc.

Spreadsheets carry out calculations based on the numbers and formula entered in them.

The software that creates a spreadsheet is called a spreadsheet manager.

Microsoft Excel is a spreadsheet manager.

Spreadsheet Structure

A spreadsheet basically consists of an electronic table or grid, made up of cells.Each cell is named from the column and row which it occupies.

Column

RowCell

Cells, Columns and Rows

Cells are arranged in rows and columns.The rows are referenced by numbers and the columns by letters.

Values, Text, and Formulae.

A cell can contain one of three types of data•A value (number)•Text•or a formula

Cells containing formulae allow us to perform calculations using data stored in other cells.

Formulas

There are four basic calculations that can be performed in spreadsheets. These are:• Addition (+)• Subtraction (-)• Multiplication (*)• Division (/)

Formulae always start with the equals sign (=) to show that the content in the cell is equal to the formula it calculates

Formulas

Simple FormulasAn example of a simple formula:=A3+B9

Complex FormulasAn example of a Complex formula:=((A9*100)-(B9*50)+(H12*H12))/G7

Basically Complex means harder

FunctionsPredefined formulas that perform calculations, e.g.SUM, AVERAGE, MAXIMUM, MINIMUM & IF

These calculate from a range of cells using the : symbol.=SUM(B2:B5) Auto Sum () + Adds up the values in B2, B3, B4 and B5

AVERAGE(B2:B5)+ Takes the average of the values in B2, B3, B4 and B5

MAX(B2:B5)+ Returns the biggest of the values in B2, B3, B4 and B5

MIN(B2:B5)+ Returns the smallest of the values in B2, B3, B4 and B5

Replication

Replication simply means copyingGood for copying formulas from one cell to another = B2 * C2 when replicated down a column becomes

= B3 * C3= B4 * C4

= A2 * A3 when replicated across a row becomes

= B2 * B3= C2 * C3

Cell Protection

Cell Protection allows the creator of a spreadsheet to protect each individual cell or the whole sheet.

Cell Protection means that parts of the spreadsheet cannot be accidentally or deliberately changed.

Sorting

Sorting a spreadsheet means that the rows are ordered in a particular wayFor example the spreadsheet on the right is sorted on Descending order of NumberDescending order is Highest to Lowest or Z to AAscending order is Lowest to Highest or A to Z

Name No

Bob 10

Jane 8

Phil 5

May 1

Rows and Columns

Insert Row & Column

+ Allows you to add a new row or column.

+ If you are inserting them between two columns or rows then it will move the information in them over to the next row or column

FormattingAs with word processing you can change the way your spreadsheet looks. This is called altering the cell format

You can alter:

+The Column width

+The Row height

+The Cell Alignment (left, right or centred)

Left Aligned Cell

Right Aligned Cell

Centre Aligned Cell

Cell AttributesWhen you set up the attributes you are defining the format of the properties in that cell

Charting

Values and figures can be uninteresting and sometimes difficult to see trends.

Most spreadsheet packages allow the user to create charts based on these figures.

These can make presentations interesting and colourful

Fully Labelled Charting

ReferencingA relative reference will change when the formula it is in is replicated to other cells.An absolute reference will not change when a formula is replicated.Absolute cell references are very useful for referring to specific cells in a spreadsheetThe $ symbol is used to ‘keep’ the formula relating to a particular cell.=C5*$B$2=C6*$B$2…

IF (Conditional) StatementThe IF function is used to make a decision depending on the values given.

For example this formula is in cell A10:+ =IF(D5>50, ‘You Win’,’You Lose’)

Meaning:+ If the value of cell D5 is greater than 50, then

place ‘You Win’ in A10, otherwise place ‘You Lose’ in A10