Introduction to SpreadsheetsIntroduction to Spreadsheets

Fundamental Skills 2

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Spreadsheet PresentationSpreadsheet PresentationSpreadsheet PresentationSpreadsheet Presentation

• As a spreadsheet is used to present information, being able to present it WELL, is a skill in itself.

• Presentation can be enhanced by such things as setting text and cell attributes, use of borders and shading and setting printing options.

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Text & Cell AttributesText & Cell AttributesText & Cell AttributesText & Cell Attributes• Be consistent with alignment in

columns, particularly decimal points.

• Highlight totals or summary figures• bold, coloured, shaded

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Text & Cell AttributesText & Cell AttributesText & Cell AttributesText & Cell Attributes• Headings should be a

consistent style

• The addition of graphics/charts can significantly improve a worksheet.

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Text & Cell AttributesText & Cell AttributesText & Cell AttributesText & Cell Attributes

• Use cell formatting techniques such as:• merging cells, • wrapping text within a cell• adjusting the vertical as well as the

horizontal alignment of cells

• All of these options are available through the Format/Cells menu option.

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Spreadsheet PrintingSpreadsheet PrintingSpreadsheet PrintingSpreadsheet Printing

• Printing a worksheet properly can sometimes be a complex task.

• Some options that can solve these problems are:• decreasing/increasing margins• reducing/increasing column

widths• changing the layout from

portrait to landscape.

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Spreadsheet PrintingSpreadsheet PrintingSpreadsheet PrintingSpreadsheet Printing

• Headers and/or footers should be added and page numbers MUST be included if more than one page is used.

• Where there is a large amount of information to be shown, then gridlines should also be printed.

• All of these options can be selected through the Page Setup menu choice.

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ChartsChartsChartsCharts

• Charts are used to present information so that it can be quickly and easily understood.

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Advantages of ChartsAdvantages of ChartsAdvantages of ChartsAdvantages of Charts

• Easier to identify trends.

• Easier to identify interrelationships in data.

• Chart is linked to the data so that changes to the data are shown immediately in the chart.

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Chart TypesChart TypesChart TypesChart Types

Bar & Column Charts• Show values of data

and allow comparison between categories

• Bar - horizontal • Column - vertical

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Chart TypesChart TypesChart TypesChart Types

Stacked Charts• Show more than one

item for each category, allowing comparison within the category.

• Bar - horizontal • Column - vertical

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Chart TypesChart TypesChart TypesChart Types

Pie Charts• Show values of data

and allow comparison to the whole.

• The area of each slice represents the fraction of the whole

• It allows only one data series

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Chart TypesChart TypesChart TypesChart Types

Line Charts• Show the

relationship between values.

• They can be used to show the rate of change.

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Chart TypesChart TypesChart TypesChart Types

Picture Charts• They are bar or

column charts that have been ‘filled’ with a graphic.

• Select a bar and then choose ‘Fill effects’ from the Format menu.

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Chart ComponentsChart ComponentsChart ComponentsChart ComponentsChart Title

Category labels

Legend

Category axis (X- axis)

Value axis(Y-axis)

Values in a data series

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Creating ChartsCreating ChartsCreating ChartsCreating Charts• To create a chart first select (by

clicking and dragging) the data to be charted.

• Include column and row labels if you want those included as well.

• Select Insert/Chart, follow the instructions and then your chart will be done!

SalesMonday 12Tuesday 12Wednesday 14Thursday 12Friday 15Saturday 16

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Creating ChartsCreating ChartsCreating ChartsCreating Charts

• Embedded charts are those that are included in the worksheet that contains the data, otherwise you can include it as a separate sheet.

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Creating ChartsCreating ChartsCreating ChartsCreating Charts

• Once the chart has been created it is possible to edit any part of the chart.

• Select the component that needs to be changed and choose the selected item from the Format menu or use the chart toolbar.

• The chart type can also be changed by selecting Chart Type from the Chart menu.

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Printing ChartsPrinting ChartsPrinting ChartsPrinting Charts

• You can elect to print a chart as a separate sheet or as part of the worksheet containing the data.

• To print a chart as a separate sheet if it is embedded, select the chart first and choose Print.