IT10-Spreadsheet software

IT10-Spreadsheet software

1. spreadsheet software

   • spreadsheets are for manipulating numbers and doing calculations or for modelling real-life situations.
   • spreadsheet software can be used to:
     • carry out calculations
     • ask 'what if?' questions
     • produce graphs and charts

2. cells

   • a cell reference always starts with a letter and ends with a number (for example, C5). a range of cells is a set of cells in a column or row. a block of cells may consist of several rows and columns. data entered into a cell can be of different data types, for example, text, number, currency, date, etc.

3. formulas

   • formulas appear in a formula bar. the result of a formula is automatically recalculated every time the data on the spreadsheet is changed. an example of a formula is =(B3*C3)+E4.

4. functions

   • some common calculations are carried out using functions
     • sum, =SUM(D4:D7)
     • average, =AVERAGE(B4:B10)
     • if, =IF(A1>10, "PASS", "FAIL")

5. formatting

   • the content of a cell can be formatted for:
     • font style
     • size
     • colour
     • border style
     • background colour
   • cells are often formatted to reflect the data that is to be held in them. data types you might use when formatting cells are:
     • currency
     • number
     • real
     • integer (whole number)
     • date
     • text

6. merging cells

   • cells can be merged to make one larger cell.

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 will try to adjust it as you drag to fit in with the new position and the cells being referred to.

8. cell referencing

   • absolute cell referencing
   • relative cell referencing

9. charts and graphs

   • using charts and graphs makes information easier to understand. patterns and trends are easier to see. data can be selected on the spreadsheet and a chart or graph of this can be created. it is important to select the chart or graph that is most appropriate to illustrate the information.

10. 'what if?' calculations

    • changing the data in a spreadsheet model allows you to make and test predictions. for example, you could explore what would happen to your profits if VAT changed to 25%. these are known as 'what if?' calculations. they allow you to use the spreadsheet to see what would happen if you changed certain figures in the spreadsheet. spreadsheets have a knock on ability. if you change one figure, all the figures in the spreadsheet associated with it will change too.

11. benefits of using a spreadsheet

    • automatic recalculation - every time the content of a cell is changed, calculations are performed and other cells are updated if necessary.
    • graphs and charts can be drawn using the data in selected cells. these have greater visual impact and are easier to understand than complex sheets of data. trends and patterns are easier to see on graphs.
    • replication - once the first formula is correctly entered, it is possible to drag across the adjacent cells in a row or column so the computer copies the pattern of the calculation.
    • 'what if?' calculations can be undertaken.
    • formulas can be stored and reused.
    • calculations involving large numbers are possible.