1. Legal 146: Computers for the law office
Dr. lauRIE a. dean-newton
6:30PM-9:35PM
Tuesdays
R206
DPOLegal
PAD
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2. Spreadsheet software
What Is A Spreadsheet?
A spreadsheet is a computerized version of an accountant’s worksheet or ledger page
Among the first general business application programs designed to run on personal computers
Easier to use than manual worksheets
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3. Why Spreadsheet Software Is Easy and Flexible to Use
Allows all entries to be edited, moved, or copied to other places in the spreadsheet
Makes it easy to insert additional columns and rows, even after the spreadsheet has been created
Multiplies, divides, adds, and subtracts one entry or many entries
Performs complex calculations
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4. Why Spreadsheet Software Is Easy and Flexible to Use (Con’t)
Automatically recalculates totals and other calculations when information in a column or row changes
Allows numerical information to be presented in several kinds of graphs and charts
Allows information to be saved and retrieved for future use, sorted or organized automatically, and printed
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5. “What If” Analysis
Refers to the ability to build a spreadsheet and then to change it to reflect alternative planning assumptions or scenarios
Possible to evaluate the effects of a change simply by changing a number
Allows users to hypothesize and evaluate the effects of potential changes easily
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6. Spreadsheet Structure and Organization
Rows and columns
Rows extend across a page horizontally
Columns extend down a page vertically
Cells and cell addresses
Cell is an intersection between a row and column
Cell address is the row and column location of a cell
Usually represented by the letter of the column and the number of the row
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7. Column, Row, Cell, and Cell Address
Column G
Cell
Row 11
Used with permission from Microsoft.
Cell address is G11
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8. The Elements of a Spreadsheet
Cell pointer
Current cell indicator and formula bar
Data input area
Status bar
Menus, toolbars, and ribbons
Horizontal and vertical scroll bars
Worksheets
Spreadsheets with WYSIWYG
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9. PCC Data Input Text Cannot be used in making calculations
Includes headings, titles, etc.
Values
Numbers entered into a cell
Used for making calculations
Formulas
Make calculations using the values in other cells
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10. Text, Values, and Formulas
Used with permission from Microsoft
Text
Values
Formula
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11. Entering Formulas Using Arithmetic Operators
Arithmetic operators tell a spreadsheet how to compute values
Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER]
=C10+C11+C12+C13
Arithmetic Operators:
+ Addition
- Subtraction
* Multiplication
/ Division
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12. Entering Formulas Using Function Commands
Function command is a predefined calculation that a spreadsheet can perform
Insert an = sign, followed by the function name
=SUM(C10:C13)
Function names
MAX computes the largest value within a range of values
AVERAGE computes the average of a range of values
SUM adds numbers in a range and computes the total
COUNT counts the number of cells that contain numbers within a range
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13. Entering Formulas Using Arithmetic Operators
Arithmetic operators tell a spreadsheet how to compute values
Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER]
=C10+C11+C12+C13
Arithmetic Operators:
+ Addition
- Subtraction
* Multiplication
/ Division
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14. Entering Formulas Using Both Arithmetic Operators and Function Commands
=SUM(C10:C13)/2
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15. Changing the Cell Width and Copying Data
Point to the column to be changed and execute the Column Width command; or
Point to the right border of the heading of the column and then drag the double arrow to resize the column
Copying data
Point to the cell to be copied and click Edit, Copy, or move the mouse over the information to be copied, right-click, and click Copy
Move the pointer to the new location and press [ENTER]
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16. PCC Copying Formulas Absolute cell reference
Cell address does not change when it is copied to a new location
Can be placed in a formula in most spreadsheets using a $ sign
Relative cell reference
Cell address will automatically change to reflect its new location when it is copied
Most spreadsheets assume that users want a relative cell reference
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17. Copying Formulas: Absolute Cell References
$ signs indicate an absolute cell reference
Used with permission from Microsoft
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18. Copying Formulas: Relative Cell References
Step 1: Put pointer on formula to copy command
Step 2: Copy command
Used with permission from Microsoft
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19. Copying Formulas: Relative Cell References
Step 3: Copy to destination
Step 4: Execute
Used with permission from Microsoft
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20. Moving Data and Inserting Rows and Columns
Point to the cell to be moved and select Edit, Copy, or point to the cell to be moved, right-click, and select Cut
Point to the location where the information is to be moved and press [ENTER]
Inserting rows and columns
Move the cell pointer to where the new row or column should be inserted
Execute the Insert Row or Insert Column command
Use caution because it is possible for any existing formulas to not include the new row or column
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21. Other Spreadsheet Features
Sorting data
Formatting cells
Saving and retrieving files
Printing reports
Using macros
Creating charts and graphs
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22. Bar/Column Graph
Used with permission from Microsoft
Consists of a sequence of bars that illustrate numerical values
Best used for comparing values at a specific point in time
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23. PCC Line Graph Plots the course of a value over time
Useful for plotting trends
Used with permission from Microsoft
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24. Pie Chart
Represents each value as a piece or percentage of a total pie
Best used for showing the relative contributions of various pieces that go to make up a whole
Used with Permission from Microsoft
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25. PCC Stacked Column Graph
Compare data by placing columns on top of one another
Shows the relative contributions of various elements to a whole
Used with permission from Microsoft
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26. PCC Spreadsheet Planning Keep your spreadsheet simple
Always document your spreadsheet
Make a template of your spreadsheet
Leave room in the upper left corner
Use cell widths wisely
Be careful inserting rows and columns
Rigorously test your spreadsheet
Audit formulas
Occasionally read the spreadsheet documentation
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27. Common Applications of Spreadsheets in a Law Office
Tax planning and tax returns
Estate planning
Calculations for bankruptcy actions
Child support calculations
Alimony payments
Divorce asset distributions
Truth-in-lending statements for real estate transactions
Amortization schedules
Loan/payment calculations
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28. Limiting Spreadsheet Errors
Double-check all numbers
Triple-check every formula
Make comments in specific cells regarding assumptions
Create a note sections containing data the reader should be aware of
Be extremely careful when adding rows or columns when formulas are being used
Have someone else carefully review your spreadsheet, including formulas

29. Limiting Spreadsheet Errors
If a spreadsheet is outside your knowledge base or comfort zone, ask your supervising attorney to get an expert to prepare and/or review the calculations
Completely understand new functions before using them
Use a calculator to spot-check your spreadsheet to make sure the formulas are accurate
Use the Protect feature to protect cells from accidentally being changed

30. Common Applications of Spreadsheets in a Law Office (Con’t)
Calculations for collections actions regarding principal and interest due
Present value and future value calculations regarding damages
Lost wages and benefits calculations for worker’s compensation claims
Budgeting
Accounting-related calculations
Back wages and benefits regarding employment and discrimination actions
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31. Questions?
DPOLegal
AGS
PAD
Legal 146
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32. Next Week
Read Chapter 4
Hands On Exercises
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