Chapter 13 Spreadsheets and Business Graphics: Facts and Figures

What is an electronic spreadsheet? n electronic spreadsheet - a computerized version of a paper spreadsheet –designed to process information that is primarily numeric using a tabular layout n VisiCalc - first spreadsheet program –introduced in 1979 –changed perceptions about the usefulness of PC’s

Basic terms n worksheet (spreadsheet) - a grid-like arrangement of locations for storing data n cell - a storage area in a worksheet n row - a horizontal arrangement of cells (numbered) n column - a vertical arrangement of cells (lettered) n cell address - a unique way of identifying the location of a cell (column letter, row number) ex: B7 n active cell - cell that is currently being accessed n range - group of cells that form a rectangular shape –designated by top left and bottom right cell

Basic terms row cell worksheet column range (I5:K15)

How the process works n enter data into worksheet n enter types of calculations (formulas) needed –automatic recalculation - formulas are automatically recomputed when data is entered/changed n save and/or print worksheet n can use data to generate charts, graphs, etc.

Data types n numbers - values that may be manipulated arithmetically (ex: 125, 83.2, ) n labels (text) - words and/or phrases that describe the contents of the worksheet n formulas - mathematical expressions used to compute values –user defined –built-in functions

Formulas n basic arithmetic operators: –* multiply/ divide –+ add- subtract n parentheses () alter the order of operations n formulas usually start with an equal sign (=) n use cell addresses whenever possible –examples: =B2 + B3 - C5 =(d7 + d8 + d9)/3 =J19 * M21 - B3 + C11

Formulas - built-in functions n pre-programmed formulas for commonly performed operations –examples: sum, average, min, stdev n user must know the name of the function (or look it up) and specify the cells to apply the function to –range - group of cells arranged in a rectangular unit - defined by top left and bottom right corners –examples: =sum(D5:D53) – =average(B2, D5, E7)

Using formulas n most worksheets require the same formula to be applied to several rows or columns –create required formula for one row/column –use the fill command to copy the formula to the remaining rows/columns –cell addresses will automatically change to the correct row/column because of relative cell referencing

Relative cell referencing vs absolute cell referencing n relative cell references - default method for recording addresses –allows the program to automatically adjust/change row/column coordinates if a formula is copied or moved n absolute cell references - stops the program from adjusting an address in a formula –example: = $F$7 + $B$5

Other capabilities - formatting n formatting the worksheet can include: –adjusting column width and row height –including headers/footers –hiding, inserting, deleting columns/rows n formatting the contents of cell(s) can include: –size, font, color, justification, emphasis, numeric format

Other capabilities - printing n set print area n print preview n hide columns/rows n turn grid (on/off) n designate page orientation –portrait (default), landscape n set margins

Other capabilities - graphics n Once data is entered an electronic spreadsheet can automatically create a graph or chart using the data n common types of charts: –bar graph –column graph –pie chart –line graph –scatter diagram

Other capabilities - database related features n spreadsheet programs may provide some limited database capabilities n most common example - sorting –ability to rearrange contents of worksheet in some logical manner

Other features - security n worksheets can be password protected to prevent unauthorized access –critical formulas in a worksheet can be protected –data cannot be altered without authorization