Spreadsheet Basics
SPREADSHEETS.
Definition of a Spreadsheet.
A Spreadsheet is a ledger sheet that lets the user enter, edit, and manipulate numerical data.
A Spreadsheet usually consists of a series of rows & columns in which data entries can be made.
Types of Spreadsheets:
There are 2 types of spreadsheets:
1). Manual spreadsheet:
A Manual spreadsheet is ledger book with many sheets of papers divided into rows and
columns for entering/writing data.
The data is entered manually using a pen or pencil.
2). Electronic Spreadsheet:
A computer program that looks like the manual ledger sheet with rows & columns for
entering data that can be manipulated mathematically using of formulae.
Advantages of Electronic Spreadsheets over Manual Worksheets.
An electronic spreadsheet:
1. Has a large worksheet for data entry & manipulation as compared to manual worksheet.
2. Has inbuilt formulae called Functions that are non-existent in manual worksheets. These
functions enable the user to quickly manipulate mathematical data.
3. Uses the power of the computer to quickly carry out operations.
4. Has better formatting & editing qualities than the manual worksheet.
5. Utilizes the large storage space available on computer storage devices to save & retrieve
documents.
6. Can easily be modified in its form, while a manual spreadsheet involves a lot of manual
calculations & are very difficult to amend.
7. The user can very quickly & efficiently perform complicated computations using the
information stored in an electronic spreadsheet.
8. It is accurate in its calculations & allows automatic recalculation on formulae.
I.e., when one value/figure is changed, the result of the formula is automatically adjusted by
the computer so as to correspond with the different input. For a manual spreadsheet,
changing one value means rubbing the result & writing the correct one again.
9. It offers graphical representation of data leading to comprehensive decisions.
10. Replaces the pencil & paper approach of the manual operations of the worksheet.
I.e., it enables the user to produce neat work because; all the work is edited on the screen and
a final copy is printed. With a manual spreadsheet, neatness & legibility of the work depends
on the writer’s hand-writing skills.
11. It improves on the capabilities & speed of the Calculator.
1
, Spreadsheet Basics
Examples of the commonly used Spreadsheet packages
VisiCalc – this was the 1st type of spreadsheet to be developed for PCs.
Lotus 123 – this is an integrated software with spreadsheet module, graphs, and database.
Microsoft Excel.
Corel Quattro-Pro
Microsoft Works Excel
Super calculators.
Multiplan.
Vp-Planner.
Review Questions.
1. Define a Spreadsheet.
2. Differentiate between the traditional analysis ledger sheet and an electronic spreadsheet.
3. Name three commonly spreadsheet packages.
COMPONENTS OF A SPREADSHEET
A spreadsheet has 3 main components, namely;
(a). Workbook.
(b). Database.
(c). Graphs / Charts.
Workbook:
When working in any spreadsheet program, you use workbook files to hold your information.
A Workbook is a file in a spreadsheet package that contains one or more worksheets. The
worksheets are made up of rows & columns in which you work and store your data.
A Workbook allows the user to organize various kinds of related information in a single file.
Database:
Spreadsheet programs such as Excel have special features, which can be used to manage data
values entered in the cells of the spreadsheet.
These features, which are found on the Data menu, were incorporated in Excel but they belong
to Database Management System software.
Examples of such features include: Filtering of records, use of Forms, calculating of Subtotals,
data validation, Pivot tables and Pivot chart reports.
Example:
If related data values are entered on the same row, they form a Record. Hence, a worksheet can
be manipulated as a database that has data records entered in it.
Graphs/Charts:
A Chart is a graphical/pictorial representation of data in a worksheet. Charts are used to
summarize data in a worksheet in a pictorial form.
They enable the users to present complex data elements from a worksheet in a simple format that
they can understand.
Charts make it easy for users to see comparisons, patterns, and trends in data, e.g., instead of
having to analyse several columns of a worksheet, one can see at a glance whether sales are
falling or rising.
Examples of charts are: Pie charts, Line graphs, Bar charts, Histograms, Column charts, etc.
2
SPREADSHEETS.
Definition of a Spreadsheet.
A Spreadsheet is a ledger sheet that lets the user enter, edit, and manipulate numerical data.
A Spreadsheet usually consists of a series of rows & columns in which data entries can be made.
Types of Spreadsheets:
There are 2 types of spreadsheets:
1). Manual spreadsheet:
A Manual spreadsheet is ledger book with many sheets of papers divided into rows and
columns for entering/writing data.
The data is entered manually using a pen or pencil.
2). Electronic Spreadsheet:
A computer program that looks like the manual ledger sheet with rows & columns for
entering data that can be manipulated mathematically using of formulae.
Advantages of Electronic Spreadsheets over Manual Worksheets.
An electronic spreadsheet:
1. Has a large worksheet for data entry & manipulation as compared to manual worksheet.
2. Has inbuilt formulae called Functions that are non-existent in manual worksheets. These
functions enable the user to quickly manipulate mathematical data.
3. Uses the power of the computer to quickly carry out operations.
4. Has better formatting & editing qualities than the manual worksheet.
5. Utilizes the large storage space available on computer storage devices to save & retrieve
documents.
6. Can easily be modified in its form, while a manual spreadsheet involves a lot of manual
calculations & are very difficult to amend.
7. The user can very quickly & efficiently perform complicated computations using the
information stored in an electronic spreadsheet.
8. It is accurate in its calculations & allows automatic recalculation on formulae.
I.e., when one value/figure is changed, the result of the formula is automatically adjusted by
the computer so as to correspond with the different input. For a manual spreadsheet,
changing one value means rubbing the result & writing the correct one again.
9. It offers graphical representation of data leading to comprehensive decisions.
10. Replaces the pencil & paper approach of the manual operations of the worksheet.
I.e., it enables the user to produce neat work because; all the work is edited on the screen and
a final copy is printed. With a manual spreadsheet, neatness & legibility of the work depends
on the writer’s hand-writing skills.
11. It improves on the capabilities & speed of the Calculator.
1
, Spreadsheet Basics
Examples of the commonly used Spreadsheet packages
VisiCalc – this was the 1st type of spreadsheet to be developed for PCs.
Lotus 123 – this is an integrated software with spreadsheet module, graphs, and database.
Microsoft Excel.
Corel Quattro-Pro
Microsoft Works Excel
Super calculators.
Multiplan.
Vp-Planner.
Review Questions.
1. Define a Spreadsheet.
2. Differentiate between the traditional analysis ledger sheet and an electronic spreadsheet.
3. Name three commonly spreadsheet packages.
COMPONENTS OF A SPREADSHEET
A spreadsheet has 3 main components, namely;
(a). Workbook.
(b). Database.
(c). Graphs / Charts.
Workbook:
When working in any spreadsheet program, you use workbook files to hold your information.
A Workbook is a file in a spreadsheet package that contains one or more worksheets. The
worksheets are made up of rows & columns in which you work and store your data.
A Workbook allows the user to organize various kinds of related information in a single file.
Database:
Spreadsheet programs such as Excel have special features, which can be used to manage data
values entered in the cells of the spreadsheet.
These features, which are found on the Data menu, were incorporated in Excel but they belong
to Database Management System software.
Examples of such features include: Filtering of records, use of Forms, calculating of Subtotals,
data validation, Pivot tables and Pivot chart reports.
Example:
If related data values are entered on the same row, they form a Record. Hence, a worksheet can
be manipulated as a database that has data records entered in it.
Graphs/Charts:
A Chart is a graphical/pictorial representation of data in a worksheet. Charts are used to
summarize data in a worksheet in a pictorial form.
They enable the users to present complex data elements from a worksheet in a simple format that
they can understand.
Charts make it easy for users to see comparisons, patterns, and trends in data, e.g., instead of
having to analyse several columns of a worksheet, one can see at a glance whether sales are
falling or rising.
Examples of charts are: Pie charts, Line graphs, Bar charts, Histograms, Column charts, etc.
2
