A TOOL FOR WORKING WITH NUMBERS
A spreadsheet is a software application program that is a tool for entering, calculating, manipulating, and analyzing sets of numbers. The term spreadsheet has come to refer to specifically to the software, while the term worksheet refers to the files you create with the software. In this discussion we will use the term spreadsheet and worksheet interchangably.
When software designers where creating this program they used the old manual ledger system as a model. Because of this the spreadsheet is divided into columns(columns run from top to bottom) and rows(rows run from left to right). Where a column and a row intersect they form a box. This is refered to as a cell. Cells can contain numbers, text, or mathematical formulas. I like to think of each cell as a miniture word processing document. This means each cell can contain its very own document, or data. The nice thing about a spreadsheet though is its ability to do math.
In addition to the basic tools, spreadsheet programs let you work with
3-D worksheets(more than one worksheet at a time), also you can add charts
and graphs, analysis features, and/or database functions.
SOME COMMON USES OF SPREADSHEETS
The key to creating a good worksheet requires a systematic approach starting with organization and ending with printing.
Organizing the Data
Before you enter the data into the worksheet, or type anything into a cell you should determine the amount of detail necessary. Part of organization is deciding who or what is the primary focus of the worksheet.
Designing the Worksheet
Once you know what data you have and what information you want to generate the next step is design. In determining the structure of the worksheet you must decide what the row and column headings will be. Sometimes it is helpful to first create a paper copy of what you wish to see on the screen. Most people are familar with creating charts or tables on paper. If you can see something written down before you begin it will help you know where to start.
If the data is massive, you might decide to divide it up into several sheets. Just like you would if you couldn't put it all on one piece of paper.
Entering Labels and Values
Now that you have the basic structure down, you are ready to enter the data (text and/or numbers). If you will think back to your word processing days you will remember before you could type you had to insure where the insertion point was. The same thing is true in spreadsheets. You must move your cursor into the cell you want to type in. To do this you use the mouse or keyboard to make active the cell into which you want to place data. Simply click on the cell or use the arrow keys to move up or down, left or right. You should notice a box will outline the cell that is active, this is called the cell pointer. This simply shows you where the cell with the insertion point is.
Spreadsheet software recognizes two types of data. One is labels the other is values. Labels are used as identifying information such as Name, Date, Month, Debit, Balance, etc. Labels can be one word, letter, or multiple words, or letters, depending on the structure you need. Values are numbers that are to be used in mathematical calculations.
Entering formulas must be done in a precise fashion. Some programs insist you begin a formula with a plus sign, others with an equal sign. The plus or equal sign is followed by values, operators, functions, and cell references. We will be using Microsoft Excel as our spreadsheet software, it requires all formulas to begin with an equals sign (=). This should be easy to remember because all math formulas usually contain an equals sign.
The arithmetic operators let you perform the
basic mathematical functions like addition.
The comparison operators force the program
to determine if the result is true or false.
A text operator combines several text entries into
a single text value.
The Order of Mathematical Operations
Arithmetic operators in a formula are evaluated from left to right using the rules of precedence, otherwise known as the Order of Operations. Many of you may remember these by using the old lymric, "Please Excuse My Dear Aunt Sally". P for parenthses first, E for exponents second, M for multiplication third, D for division fourth, A for addition fifth, S for subtraction last. Remember that the software will read from left to right.
When you create formulas, you will often want to refer back to other values in the worksheet. You can do this by simply using the location of the cell, this is known as cell referencing or cell addressing. When there are cell addresses in formulas, the program uses the value in the cell.
Functions are built-in formulas that perform specialized calculations automatically. The values you supply to complete the function are called arguments.
Once the basic structure has been created, rows, columns, or sheets can be inserted or deleted and formulas can be moved or copied.Normally, cell references within a formula will be adjusted when the formula is moved or copied.Cell references are not adjusted when they are entered as absolute.
Formatting Values, Labels, and Cells
Through formatting, numbers can appear as currency ($), percents (%), dates, times, and fractions, as well as a number of other types. Just like you can change fonts, borders, and add graphics with word processing, you can do the same with worksheets. To do this you simply choose the Format menu, then the option Cells. Here you have a wealth of items to play with.
The purpose of a chart or graph is to make the data easier to understand. To create a chart you select the data, click on the chart button or menu option, and interact with a series of dialog boxes. These dialog boxes are designed to ask you the most common questions there is about charts. Based on your answers to the questions the spreadsheet will create you a nice chart to represent your data graphically. The most popular types of charts are bar, line, pie, and scatter charts.
Printing the Worksheet
As with word processing programs, spreadsheets let you preview your
worksheet and change its orientation. Spreadsheet programs divide your
worksheet into paper-sized segments before printing them. It
is very important that you use the Print Preview method before printing
a spreadsheet. It is not uncommon to accidentally print hundreds
of pages without meaning to.
Brainstorm a simple budget for the cost of going to college for one semester. Use the following guide to come up with a paper copy of the worksheet. I have listed some of the items you probably consider when budgeting for school, if there is anything else please add that to the list.
Have them suggest how much per month for each item and write it down to look like a typical budget spreadsheet.
Come up with the labels for the columns and rows, name the budget’s parts and think of how you would do the formulas to add up the totals automatically.
Example:
| Tuition | $300.00 |
| Books | $45.00 |
| Food | $150.00 |
| Total | $495.00 |