2. 1
Contents
DESIGNING THE WORKBOOK .............................................................................................................. 2
CUSTOMISE THE SPREADSHEET MODEL .................................................................................................3
Hiding Information.................................................................................................................... 3
Protecting Worksheets & Cells...................................................................................................4
Modifying toolbars and menus ..................................................................................................4
Checking data........................................................................................................................... 5
Data Validation ..................................................................................................................... 5
Range Checking..................................................................................................................... 5
NULL:....................................................................................................................................5
Error Messages ..................................................................................................................... 6
PRESENTING THE DATA ..................................................................................................................... 7
Sales by type:........................................................................................................................... 7
Values of Sales:......................................................................................................................... 7
EXPORTING TO THE INTERNET:............................................................................................................ 8
AUTOMATION TECHNIQUES ............................................................................................................... 9
3. 2
DESIGNING THE WORKBOOK
The way I wouldlike the order form to work is in the style shown above; there will be check boxes
for eachof the fourorder areas:topping, crust, drink and extras. While the toppings and the extras
selectionbox will be suitable tohave amultiple tick box selectionareathe crustand drinksareaswill
have a single selectiontickbox area.Once selected the choices will appear in the boxes bellow the
tables along with their price, this will then total together and create the final price bellow these
tables,alongsidethe final price will be anareato insertthe customername andto selectthe servers
name froma dropdownlist.All thisinformationcanthenbe exported to an invoice table through a
macro enabled button that collects and places the information in order.
4. 3
CUSTOMISE THE SPREADSHEET MODEL
Hiding Information
The bellowimagesshowhowhidingcellsisdone allowingcertain information to be hidden, such as
true/false criteriaforformulas.Hidinginformationinaspreadsheetcanbe done in several ways.The
firstwaythat one can hide informationinaspreadsheetisbysimply changing the colour of the text
to match the colourof the background, for example, if the background of the spreadsheet is white
thenby simplychangingthe texttowhite one canmake itdisappearintothe background. This is not
recommendedhoweverasthe informationwill still be there andcanbe overwrittenif notprotected.
Another way, and by far the best way to hide data on a spreadsheet are to use the hide function.
Thiscan be foundbyselectingarowor column,rightclickingonitand selectingthe hide option, this
will hide the entire range selected and all data included, however the data will still be usable. The
third way of hiding cells and protecting a spreadsheet is to use formatting controls to hide certain
cellsandthe data withinthemwhenthe worksheetisprotected,whenformattedashiddenthe cells
will appear empty but will have data assigned to them that can’t be edited unless unhidden.
5. 4
Protecting Worksheets & Cells
Protecting the worksheet that one is working on is a simple
and effective waytoensure that data is not tampered with or
lostwhenthe spreadsheetisgiventootherpeople. Toprotect
the worksheet is fairly simple, on excel there is a tap called
review,underthistabthere isabutton labelledprotectsheet,
this button will protect the sheet that is currently open from
being edited. Another button found next to protect sheet
button is the protect workbook button, rather than just
protecting one page this button will protect all of them from
beingedited,bothof there are passwordprotectedto so they
cannot be turned off.
To hide a cell is a little different instead of using the protect
function found in the review tab one will have the ability to
protectindividual cells, to do this one must simply select the
cells wishing to be protected and right click, go into format
cellsandselectthe protectiontab,once here tick the box that
says ‘locked’ this will disallow anyone from editing the text
within the cell.
Modifying toolbars and menus
Modifying toolbars is a fairly easy task
that will allow any user to customise
there experience of using excel. The
ribbon can be customised rather
simply, one just needs to go onto the
options menu and customise the
ribbon, on the ribbon one will see all
the different types of buttons that can
be sellected to be used within your
ideal setup.
6. 5
Checking data
Data Validation
Data Validation is a tool used in spreadsheets to make
work that is created stand out more. Using this tool is
good for making your data stand out more and is
extremelyuseful for finding out if data and sums are in a
range specifiedbythe user,forexample,one couldsetup
data validation for the sum of a couple of numbers such
as salesfigures,if the datainthe sum ismore than a specific number then
the data validationcouldshowthe resultinagreenhighlight and likewise
If the data shown is not in the range that its supposed to the date could
appear in a red highlight.
Range Checking
Range Checking is similar to that of data validation,
whereas rather than having the cells be formatted to
change colour if they are over a certain number Range
Checking allows the user to check a cell to ensure that it
has the correct values by giving the range a formula that
asks the question of whether or not the range selected
matches up with the box where the range check is.
NULL:
While NULL isnot a functionwithin
Microsoftexcel there isasimilar
functionthatcan be usedto check cells
for blankareas. The ISBLANKfunction
workslike anull functiontosay whena
cell or range of cellsisempty.
7. 6
Error Messages
Error messagescanbe
configuredinthe similarwayto
whathas alreadybeenshown.
Usingthe data validationtool
foundinthe data tab one can
create a setof rulesthat can
bar the user of the spreadsheetfromimputingincorrectdata,thiscouldbe enteringdataabove or
belowacertainvalue or onlyallowforcertaindatafrom beingimputed,evenpreventionfrom
leavingthe cell blank.
8. 7
PRESENTING THE DATA
Sales by type:
Belowis a seriesof chartsthat showthe price rangesforeach of the itemsthatare onsale,the first
graph showingthe differentselectionsof toppingsbasedontheirprice range,withthe tallestbars
representingthe mostcostlyitemandvice versaetal.each table iscolourcodedto stand outmore.
Values of Sales:
Thisis the table of the ordersthat have beenplaedinthe pizzaria. It shows the different prices that
customershave paidfortheirfood,the mostexpensive be £16 and the cheapest being around £2.50
I think this is an appropriate representation of the orders that have been made at the company.
9. 8
EXPORTING TO THE INTERNET:
Exportingthe spreadsheettoa differentformatisa goodtool to do whenproducingaspreadsheet;
it isnot a difficulttaskandcan be done relativelyeasily.A spreadsheetcouldbe exportedtoaword
documentif wantedsothat itcouldbe writtenaboutingreatlength;howeveranothermore
popularexportof spreadsheetsisexportingittothe internet.Thisiseasytodo,one simplyneedsto
go intothe file taband selectsave andsend,once here the usercan selecttosendthe spreadsheet
to the weband textitout to make sure it works.Thisisa useful tool asitallowsfordata to be read
online,itcan’tbe editedsoitcan be senttosomeone whothe data iswantedforwhocan themlook
at it but noteditit.
