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Spreadsheets 2


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  • 1. Introduction to Spreadsheets Fundamental Skills 2
  • 2. Spreadsheet Presentation
    • As a spreadsheet is used to present information, being able to present it WELL, is a skill in itself.
    • Presentation can be enhanced by such things as setting text and cell attributes, use of borders and shading and setting printing options.
  • 3. Text & Cell Attributes
    • Be consistent with alignment in columns, particularly decimal points.
    • Highlight totals or summary figures
      • bold, coloured, shaded
  • 4. Text & Cell Attributes
    • Headings should be a consistent style
    • The addition of graphics/charts can significantly improve a worksheet.
  • 5. Text & Cell Attributes
    • Use cell formatting techniques such as:
      • merging cells,
      • wrapping text within a cell
      • adjusting the vertical as well as the horizontal alignment of cells
    • All of these options are available through the Format/Cells menu option.
  • 6. Spreadsheet Printing
    • Printing a worksheet properly can sometimes be a complex task.
    • Some options that can solve these problems are:
      • decreasing/increasing margins
      • reducing/increasing column widths
      • changing the layout from portrait to landscape.
  • 7. Spreadsheet Printing
    • Headers and/or footers should be added and page numbers MUST be included if more than one page is used.
    • Where there is a large amount of information to be shown, then gridlines should also be printed.
    • All of these options can be selected through the Page Setup menu choice.
  • 8. Charts
    • Charts are used to present information so that it can be quickly and easily understood.
  • 9. Advantages of Charts
    • Easier to identify trends.
    • Easier to identify interrelationships in data.
    • Chart is linked to the data so that changes to the data are shown immediately in the chart.
  • 10. Chart Types
    • Bar & Column Charts
    • Show values of data and allow comparison between categories
    • Bar - horizontal
    • Column - vertical
  • 11. Chart Types
    • Stacked Charts
    • Show more than one item for each category, allowing comparison within the category.
    • Bar - horizontal
    • Column - vertical
  • 12. Chart Types
    • Pie Charts
    • Show values of data and allow comparison to the whole.
    • The area of each slice represents the fraction of the whole
    • It allows only one data series
  • 13. Chart Types
    • Line Charts
    • Show the relationship between values.
    • They can be used to show the rate of change.
  • 14. Chart Types
    • Picture Charts
    • They are bar or column charts that have been ‘filled’ with a graphic.
    • Select a bar and then choose ‘Fill effects’ from the Format menu.
  • 15. Chart Components Chart Title Category labels Legend Category axis (X- axis) Value axis (Y-axis) Values in a data series
  • 16. Creating Charts
    • To create a chart first select (by clicking and dragging) the data to be charted.
    • Include column and row labels if you want those included as well.
    • Select Insert/Chart, follow the instructions and then your chart will be done!
  • 17. Creating Charts
    • Embedded charts are those that are included in the worksheet that contains the data, otherwise you can include it as a separate sheet.
  • 18. Creating Charts
    • Once the chart has been created it is possible to edit any part of the chart.
    • Select the component that needs to be changed and choose the selected item from the Format menu or use the chart toolbar.
    • The chart type can also be changed by selecting Chart Type from the Chart menu.
  • 19. Printing Charts
    • You can elect to print a chart as a separate sheet or as part of the worksheet containing the data.
    • To print a chart as a separate sheet if it is embedded, select the chart first and choose Print.