Spreadsheets 2


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Spreadsheets 2

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