3 Topic Section

Spreadsheet General Purpose Packages - (GPP)

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Content - What you need to know rows, columns, cells values, text, simple formula, eg. = B3 + C3 function, eg. = SUM(A1:A6) automatic and manual calculation

F/G/C alter column width insert row and column simple charts

The Big Picture A spreadsheet package is a package designed to store numeric data and perform calculations on it using a formula. Spreadsheet packages like MS Excel and Lotus 1, 2, 3 are designed to allow the creation of invoices, accounts and league tables. They can be used to model real situations and to test, "What if" scenarios, eg. If the wage rate rises to £12.50 per hour what effect will it have on the company profits? Spreadsheets are widely used in the business world. They have special features, such as: • automatic calculation • a library of functions to make calculations simple • charts to show the data in a more attractive format that is easy to understand

Features of a spreadsheet package Row, Columns, Cells A spreadsheet is set out in rows and columns. Rows go along the way and columns go up and down. Each location is called a cell. Each of the cells in the spreadsheet is identified by its column letter and row number (e.g. C4).

Values, text & formula A cell in a spreadsheet can contain text, numbers or formula. A number entered in a cell is called a value. Values can be whole numbers or decimals. A formula starts with an equals sign (=)

Examples : cell containing text cell containing whole number cell containing decimal number cell containing a formula

Simple formula A simple formula could use add (+), subtract (-), multiply (*) or divide (/).

Examples : simple adding formula eg. = A1 + B2 + D2 simple multiplication eg. = C3 * D4

A special function called SUM can be used to add a number of cells together. This can be more efficient than typing in a long formula.

long formula eg. = B1 + B2 + B3 + B4 + B5 + B6 short formula eg. = SUM(B1:B6)

eg. Scotland eg. 17 eg. 56.23 eg. = A2 + C3

Automatic & manual calculation Automatic calculation is usually the default setting on a spreadsheet. That means that your spreadsheet will carry out its calculations just as soon as you have entered the data and the formulae. You can switch off automatic calculation. This means you have to intervene and manually give the spreadsheet the instruction to perform the calculation.

DGS S Grade Computing Studies

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Charting Many spreadsheets have facilities for producing graphs. These can be is various forms such as pie, bar and 3D graphs. To create a chart rows or columns from the spreadsheet have to be selected and then processed using the spreadsheets graphing tools.

Inserting and deleting rows and columns Extra columns or rows can be inserted into the spreadsheet where required by selecting the location of the rows/column and then executing the insert row or column command from the menus.

Altering column width Often the column width will have to be changed to allow more characters in a cell. This can be done by dragging the edge of the column to make it wider or by selecting the column and then typing in a new width for it

Questions 1

Name a spreadsheet package.

2

Name two tasks that a spreadsheet package would be used for.

3

Name a special feature of a spreadsheet.

4

A cell is labelled D5. What row is this cell in ? What column is this cell in ?

5

What is a value in a spreadsheet ?

6

Why would you use a formula in a spreadsheet ?

7

What does a formula start with ?

8

What symbol is used for multiplication in a formula ?

9

Write down the long version of this formula =SUM(F3:F8)

10

Name two types of charts in a spreadsheet

11

Give an example where you would have to make a column wider.

12

Explain what automatic calculation means.

13

Give an example where you would have to insert an extra column or row

DGS S Grade Computing Studies

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