1copyright © prentice hall 2000 spreadsheets and business graphics chapter 12 facts and figures

1Copyright © Prentice Hall 2000

Spreadsheets and Business Graphics

Chapter 12Chapter 12

Facts and FiguresFacts and Figures


Spreadsheets

• Are worksheets Are worksheets presenting data in a presenting data in a grid of rows and grid of rows and columnscolumns

• Are used to process Are used to process and organize dataand organize data


Uses of Spreadsheets

SpreadsheetSpreadsheets can be s can be used to:used to:

• calculate budgets• analyze scientific data• calculate grades• forecast loan payments• analyze statistical data• calculate salaries


Advantages of Spreadsheets

• Save time.Save time.• Are less tedious than traditional Are less tedious than traditional

ledgers.ledgers.• Have fewer errors.Have fewer errors.• Automatically recalculate values.Automatically recalculate values.• Allow “what if” analysis.Allow “what if” analysis.


Automatic Recalculation

This feature saves time and reduces This feature saves time and reduces the chance of errors.the chance of errors.

When a value or calculation is When a value or calculation is changed, all dependent values on changed, all dependent values on the spreadsheet are automatically the spreadsheet are automatically recalculated to reflect the change.recalculated to reflect the change.


“What-if” Analysis

Spreadsheets allow Spreadsheets allow users to see different users to see different results—forecasting— results—forecasting— by changing one or by changing one or more spreadsheet more spreadsheet values and observing values and observing the resulting the resulting calculated effect.calculated effect.


Spreadsheet Fundamentals

The following are basic spreadsheet The following are basic spreadsheet characteristics:characteristics:

• Cell and cell addressesCell and cell addresses• RangesRanges• Cell contentsCell contents


1

3

2

A B C

Cell Address

A cell A cell address is address is identified by identified by the column the column letter and letter and the row the row number.number.

B2


Cell Contents

A cell can contain one of these A cell can contain one of these three types of information:three types of information:

• A labelA label• A valueA value• A formulaA formula


A B C

Labels

A label is A label is descriptive descriptive texttext information information about about entries in the entries in the spreadsheet.spreadsheet.

Jan. Feb.SalesCostGross

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3

2

4


Values

A value is a A value is a numbernumber that has that has been been entered entered from the from the keyboard.keyboard.

Jan. Feb.Sales 1750 1328Cost 964 625Gross

A B C

1

3

2

4


Formulas

A formula is A formula is an an instructioninstruction to the to the spreadsheespreadsheet program t program to calculate to calculate a number.a number.

Jan. Feb.Sales 1750 1328Cost 964 625Gross 786 703

A B C

1

3

2

4


Functions

A function is a pre-programmed formula. A function is a pre-programmed formula.

Common functions include:Common functions include:• SUM to calculate the sum of a range SUM to calculate the sum of a range • AVG to calculate the average of a rangeAVG to calculate the average of a range

Functions are typed into the formula bar, Functions are typed into the formula bar, never showing in a cell.never showing in a cell.


Ranges

A range is a A range is a group of group of one or one or more more adjacent adjacent cells.cells.

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3

2

A B C


Printing

The appearance of the worksheet can The appearance of the worksheet can be adjusted to improve the look of be adjusted to improve the look of the printed document by changing:the printed document by changing:

• marginsmargins• orientationorientation• grid linesgrid lines


Decoration

Adding borders, Adding borders, color, clipart, color, clipart, etc. can also etc. can also enhance the enhance the look of the look of the printed printed document.document.


Using Spreadsheets

In the following six In the following six slides basic features slides basic features of a simple of a simple spreadsheet will be spreadsheet will be demonstrated.demonstrated.

Spreadsheets begin by Spreadsheets begin by planningplanning..


Begin With a Sketch

Put your first draft on Put your first draft on paper. Plan what will paper. Plan what will go into the rows and go into the rows and columns.columns.

Decide what labels you Decide what labels you will need. Think about will need. Think about how you want the final how you want the final document to look.document to look.


Enter Labels

Header header HeaderOct. Nov. Dec. Total

AuroraBallardEastlakePhinney

Total


Enter Values


Aurora 1006 978 956Ballard 1675 1566 1430Eastlake 1378 1340 1198Phinney 1312 1390 1150

Total


Enter Formulas


Aurora 1006 978 956 2940Ballard 1675 1566 1430Eastlake 1378 1340 1198Phinney 1312 1390 1150

Total 5371


Copy/Paste


Aurora 1006 978 956 2940Ballard 1675 1566 1430 4671Eastlake 1378 1340 1198 3916Phinney 1312 1390 1150 3852

Total 5371 5274 4734 15379


Automatic Recalculation


Aurora 1006 978 956 2940Ballard 1675 1566 1502 4743Eastlake 1378 1340 1198 3916Phinney 1312 1390 1150 3852

Total 5371 5274 4806 15451


Changing Appearances

The appearance of the worksheet The appearance of the worksheet can be adjusted to fit user needs can be adjusted to fit user needs and to communicate important and to communicate important information.information.

Can you identify the changes to the Can you identify the changes to the worksheet in the next slide?worksheet in the next slide?


What Changes Have Been Made?

Catapult Coffee 4th Quarter SalesOct. Nov. Dec. Total

Aurora 1,006$ 978$ 956$ 2,940$

Bal lard 1,675$ 1,566$ 1,502$ 4,743$

East lake 1,378$ 1,340$ 1,198$ 3,916$

Phinney 1,312$ 1,390$ 1,150$ 3,852$

Total 5,371$ 5,274$ 4,806$ 15,451$


Visualizing Data

The numerical The numerical information information contained in a contained in a worksheet can worksheet can be expressed be expressed visually in the visually in the form of a form of a chartchart..


Selecting a Range to Chart

Catapult Coffee 4th Quarter SalesOct. Nov. Dec. Total

Aurora 1,006$ 978$ 956$ 2,940$

Bal lard 1,675$ 1,566$ 1,502$ 4,743$

East lake 1,378$ 1,340$ 1,198$ 3,916$

Phinney 1,312$ 1,390$ 1,150$ 3,852$

Total 5,371$ 5,274$ 4,806$ 15,451$

First, the cells to be First, the cells to be charted are selected.charted are selected.


Data in Visual Form


Business Graphics

An advantage of using An advantage of using graphics in business graphics in business is that they allow the is that they allow the user to show user to show numbers and data in numbers and data in ways that are ways that are meaningful and meaningful and quickly understood.quickly understood.


Using Business Graphics

Most people use Most people use business graphics to business graphics to view and analyze data view and analyze data and to make a positive and to make a positive impression during a impression during a presentation.presentation.


Business Graphics Programs

Two types of business Two types of business graphics programs graphics programs are designed to fit are designed to fit user needs:user needs:

• Analytical graphicsAnalytical graphics• Presentation Presentation

graphicsgraphics


Analytical Graphics

This type of program is designed to This type of program is designed to produce simple graphs from produce simple graphs from already-entered spreadsheets or already-entered spreadsheets or databases.databases.

However, they are too limited and However, they are too limited and inflexible for a user who needs to inflexible for a user who needs to prepare elaborate presentations.prepare elaborate presentations.


Presentation Graphics

This type of program lets the user This type of program lets the user produce charts, graphs, and other produce charts, graphs, and other visual aids that look like they were visual aids that look like they were prepared by a professional.prepared by a professional.

In addition to spreadsheet features In addition to spreadsheet features covered thus far, presentation covered thus far, presentation graphics include graphics include animationanimation and and soundsound capabilities. capabilities.


You’re Looking at It!

The slides you have been The slides you have been reading and watching, reading and watching, were produced with a were produced with a presentation program.presentation program.

Thank you for the Thank you for the applause!applause!


Graphics Terminology

Thus far, only one type of chart has Thus far, only one type of chart has been shown.been shown.

However, there are three basic types of However, there are three basic types of charting available:charting available:•PiePie•LineLine•BarBar


Line Charts

This type of charting is the This type of charting is the best way to visualize best way to visualize trends or cycles over a trends or cycles over a period of time.period of time.

Line graphs are best when Line graphs are best when there are many values there are many values or complex data.or complex data.


Bar Charts

This type of This type of charting is charting is best for best for visualizing visualizing multiple multiple comparisons.comparisons.


Pie Charts

This type of charting represents just a This type of charting represents just a single value for each variable and single value for each variable and shows how various values make up shows how various values make up a whole.a whole.


Conclusion

Beginning with a sketch on paper, the Beginning with a sketch on paper, the user can move to a spreadsheet user can move to a spreadsheet program to enter labels, values, and program to enter labels, values, and formulas.formulas.

Formatting can improve the look and Formatting can improve the look and contribute to interpreting the data.contribute to interpreting the data.

Charting allows complex data to be Charting allows complex data to be better understood.better understood.

1copyright © prentice hall 2000 spreadsheets and business graphics chapter 12 facts and figures

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