Topic 10 - Spreadsheets

Topic 10 - Spreadsheets

1. A spreadsheet application such as Excel can store all its data in a single file (with an .xls extension). This file is called a workbook

   • A workbook is made up of one or more 'worksheets.' A worksheet is a single tab in the spreadsheet workbook.

2. Cells - A cell reference always stars with a letter and end with a number, e.g. A5

   • A range of cells is a set of cells in a row or column
     • Data entered into cells can be different data types e.g. text, number, currency, date, percentage...
   • Each cell can contain...
     • Labels - any text in a cell describing the data in a row or column (titles, headings that identify data
     • Data - any values (text or values) that are entered for the use of calculations
     • Formulas and functions - mathematical calculations carried out automatically

3. Formulas

   • Must start with an =, formulas perform calculations on cell contents, formulas appear in the formula bar, the result of a formula is automatically recalculated every time the data on a spreadsheet changed
   • 4 main mathematical operations : + Add, - Subtract, * Multiply, / Divide
   • Functions are part of the spreadsheet software. Function name describes what a function can do SUM, COUNT, AVERAGE, MIN, MAX, IF, e.g =SUM(D2:F7)

4. Spreadsheets

5. Cells

6. Formatting

   • The content of a cell can be formatted: -Font style, size, border style, alignment, cell color. -Multiple cells can be merged into one cell. -Cells are often formatted to reflect the data that is held in them. Data types include currency, number, integer (whole number), date, text.

7. Replicating cells

   • When you position the mouse pointer in the bottom right hand corner of the cell and drag down or across the spreadsheet tries to respond intelligently. If there is a formula in the cell, the spreadsheet tries to adjust it as it goes down the page to fit in with the new position and the cells being referred to

8. Graphs and charts

   • -Using charts/graphs allows us to notice patterns & trends more easily. -Specific data can be selected on a spreadsheet and a chart/graph of this data can be created - Bar charts (to compare values), -Pie Charts (to show how a total is divides among a number of different categories), -Line Graph (display trends).

9. Cell Referencing

   • When a formula is copied by 'filling down' the cell references in cells are adjusted as you drag the pointer down the page
   • Relative cell references : If a formula is copied by filling down , the cell references are adjusted as you drag the replication pointer down the page. This is because it uses the relative address of the cells based on their position in the worksheet
   • Relative cell referencing is when a cell is copied to a new cell reference (address), the cell references (cell address) changes to take account of the formula's new position.
   • Absolute cell references: Some we need to use part of a formula that does not change. These use the $ character in front of the letter and number that are required to stay the same. Think of it as $ as the glue. It glues the absolute cell into every formula that it is needed in.
   • Absolute cell referencing is where a reference to a cell used in a formula where, when the formula is copied to a new cell reference (cell address), the cell reference (cell address) does not change. It is glues in place by the $ character.

10. 'What If?' Calculations

    • Changing the data in a spreadsheet model allows you to make and test predictions. You may explore what would happen to your profit if VAT changed to 30%. These are known as what if calculations. They allow you to use a spreadsheet to see what would happen if certain figures changed in a spreadsheet.

11. Benefits of uising a spreadsheet

    • Automatic recalculation - Every time the content of a cell is changed, calculations are performed and other cells are updated if necessary. -Accurate calculation - Providing the formulas have been set up correctly, the formulas have been set up correctly, the formulas will always produce a correct calculation. -Graphs/Charts - Can be drawn using data in selected cells. -Replication - Once the first formula is correctly entered, it is possible to drag across to adjacent cells in a row or column so the computer copies the pattern of the calculation.