spreadsheets in finance and forecasting presentation 8 buttons, boxes and bars

Spreadsheets in Finance and Forecasting

Presentation 8Buttons, Boxes and Bars

Objectives After studying this week’s work, you

should be able to: Put controls into your worksheets, using

option boxes, selection boxes and spinners

Link the parts of your worksheets together so that data entry is recorded efficiently.

Menu

Introduction

Option Buttons

Check Boxes

Lists and Menus

This presentation is split up into five discrete sections. Work through each section in order. When you have finished, move on to the follow up activity using the link below

Sliders & Spinners

Introduction

This section introduces the main ideas, and the spreadsheet with which you will be working

How this Presentation works The spreadsheet

Questionnaire.xls will be used in this presentation to demonstrate how the data entry items work.

You should use this both to carry out the task, and as a point of reference afterwards.

Question 1 Are You

Question 2 Which of these qualifications do you hold?

Question 3 What is the IT Pathway you are following?

Question 4 Which age-group are you in?

Question 5 How many hours per week paid employment do you work?

0 hours

Buttons, Boxes and Bars: Examples Page

Male Female

GCSE

A-Level

HND

Degree

Business Information ManagementMultimediaInternet Technology

35-45

The Questionnaire Spreadsheet

The page is set up as a questionnaire, but this is not the only function of these objects.

They can make data entry highly flexible, and make life much easier for non-IT professionals

Question 1 Are You





0 hours


Male Female

GCSE

A-Level

HND

Degree


35-45

The QuestionnaireSpreadsheet

You should now open up the spreadsheet and examine it.

The next few slides will guide you through the important features

Question 1 Are You





0 hours


Male Female

GCSE

A-Level

HND

Degree


35-45

Action Point

Examining the Spreadsheet On the spreadsheet

we have: Option Buttons Check Boxes A List Box A Drop-Down menu A Scroll Bar

Spend a couple of minutes looking at each one, and seeing what each one does

Question 1 Are You





0 hours


Male Female

GCSE

A-Level

HND

Degree


35-45

Where does the data go? Scroll down the

screen. Underneath the

turquoise data entry form, is a small table of the data collected from the questionnaire.

As you check boxes, and select items, note how the entries in this box change

Data Collected from the questionnaire:

GenderQualificationsPathwayAge GroupHours worked

35-450

FemaleGCSE / A-Level / HND / Degree / Internet Technology

How does it all work? Scroll to the right of

the turquoise data entry form

The key to it all is the set of tables

Here you can see, for most of the questions A Selection A Data Table

Selections Tables of Data

2 1 Male2 Female

TRUE 1 GCSETRUE 2 A-LevelTRUE 3 HNDTRUE 4 Degree

3 1 Business Information Management2 Multimedia3 Internet Technology

4 Information Technology

4 1 Under 212 21-253 26-344 35-455 46+

How are the tables used? A data table can be

used in two ways: It is a store of items

which can be utilised by some of the objects (e.g. the lists of items in a menu is read from the table)

It is used to interpret the selection made by the user


2 1 Male2 Female




4 1 Under 212 21-253 26-344 35-455 46+

In this case the user has selected item number 4

This means that s/he is in the age-range 35-45

How are selections made? Each of the objects is

linked to a particular cell, for example the drop down menu is linked to cell J17

This means that the index number of the item chosen will be placed in cell J17


2 1 Male2 Female




4 1 Under 212 21-253 26-344 35-455 46+

The user has selected 35-45, which is the 4th item in the list.


35-45

Exploring the Spreadsheet You should now spend

a few minutes just examining the different parts, and seeing how the elements fit together.

If you View-Zoom-60%, you can see the whole spreadsheet.

Put it back to 100% when you have finished.

Return to Menu


Question 1 Are You? 2 1 Male2 Female

Question 2 Which of these qualifications do you hold? TRUE 1 GCSETRUE 2 A-LevelTRUE 3 HNDTRUE 4 Degree

Question 3 What is the IT Pathway you are following? 3 1 Business Information Management2 Multimedia3 Internet Technology

4 Information TechnologyQuestion 4 Which age-group are you in?

3 1 Under 212 21-25

Question 5 How many hours per week paid employment do you work? 3 26-344 35-45

11 hours 5 46+



26-3411



Male Female

GCSE

A-Level

HND

Degree

MultimediaInternet TechnologyInformation Technology

26-34

Option Buttons

Adding an Option Button Click on View –

Toolbars and Forms The Forms Toolbar

should appear. Click on the option

button item A crosshair cursor

appears; add a new option button next to “female” using drag and drop

Making changes

Question 1 Are You

Male Female Option Button 11

Now right click on the option button, and select Edit Text; change the title to “Don’t Know”

You can align the buttons properly using the draw toolbar, but we will leave this for the moment.

Question 1 Are You

Male Female Don't know

Creating Links Right click on the option

button, and select Format Control, and this box appears.

As we have already got some buttons, the links have already been created, and you can see that the option box will write in cell j4

If you were creating the first option box, you would need to create this link.

Adding to the table

3 1 Male2 Female3 Don't Know

Click on the “Don’t Know” option

This now puts a 3 in cell J4

Complete the table by writing in a third line: 3 - Don’t Know

Are You

Male Female Don't know

Collecting the information Now go to the table

underneath the questionnaire

The data entry for gender is not correct, as we need to extend the table

In cell C31 is the formula: =LOOKUP(J4,K4:L5)

We have added the line:3 - Don’t KnowTo this table



35-450


How do you suppose that this formula needs to

be changed?

Collecting the information The original formula

in cell C31 was: =LOOKUP(J4,K4:L5)

Since we have added an extra line, this needs to be changed to : =LOOKUP(J4,K4:L6)

Return to Menu



35-450

Don't KnowGCSE / A-Level / HND / Degree / Internet Technology

Check Boxes

Adding a Check Box Click on the check

box on the toolbar and add a new check box to Question 2

Change the text to MSc

Add a new line to the table in lines K7 to L11


GCSE

A-Level

HND

Degree

Check Box 13

1 GCSE2 A-Level3 HND4 Degree5 MSc.

GCSE

A-Level

HND

Degree

MSc.

Linking the Check Box Each Check box is

linked to its own individual cell, which records TRUE if the box is checked, and FALSE otherwise.

We need to link the new box to cell J11

TRUE 1 GCSEFALSE 2 A-LevelFALSE 3 HNDFALSE 4 Degree

5 MSc.

Linking the Check Box Right click, and

select Format Control; write J11 for the cell link

Linking the Check Box Test that the

check box now writes TRUE or FALSE in cell J11 according to whether the box is checked.

TRUE 1 GCSEFALSE 2 A-LevelFALSE 3 HNDFALSE 4 DegreeTRUE 5 MSc.

Linking the Check Box Cell C32 has a very

complex formula which concatenates all the qualifications data:



35-452

Don't KnowGCSE / A-Level / Degree / Internet Technology

= IF(J7= TRUE,L7 & " / ","") & IF(J8=TRUE, L8& " / “ , "") & IF(J9= TRUE, L9 & " / “ , "") & IF(J10= TRUE, L10 & " / “ ,"")

This formula will add an entry onto the line only if the cell linked to the option box is TRUE, otherwise it adds the null string, “”

Append to this line the formula :& IF(J11= TRUE, L11 ,"")

Check Box FormulaData Collected from the questionnaire:


35-452

Don't KnowGCSE / A-Level / Degree / MSc.Internet Technology

The appended formula in Cell 32 reads:=IF(J7= TRUE, L7 & " / ","") & IF(J8=

TRUE, L8 & " / “ , "") & IF(J9= TRUE, L9 & " / “ , "") & IF(J10= TRUE, L10 & " / “ , "") & IF(J11= TRUE, L11, "")

Linking the Check Box



35-452

Don't KnowGCSE / A-Level / Degree / MSc.Internet Technology

Checking the boxes should now put the correct information in cell C32


GCSE

A-Level

HND

Degree

MSc.

Return to Menu

Lists and Menus

Challenges Since you have

already worked through most of the ideas, the topics in this section are presented as a series of challenges.

You should read the “challenge”, then attempt to do it before looking at the solution.

List Boxes The List Box in

Question 3 is linked to the list of items in cells L12:L14 and writes a single option choice in cell J12

The Challenge here is to Add another option called “Software Engineering”, which will extend the list to L15



List Box Challenge- part 1 Add a new line to

the table Link the list box to it


4 Information Technology5 Software Engineering


Internet TechnologyInformation TechnologySoftware Engineering

Activity Point

List Box Challenge- part 2 Examine the

formula in cell C33

Modify it so that it links to the full table of data 5 1 Business Information Management

2 Multimedia3 Internet Technology

4 Information Technology5 Software Engineering



35-452

Don't KnowGCSE / A-Level / Degree / MSc.Information Technology

Activity Point

Testing the List BoxWhen Software Engineering is selected

it should now appear here:


Internet TechnologyInformation TechnologySoftware Engineering



35-452

Don't KnowGCSE / A-Level / Degree / MSc.Software Engineering

How has the formula in cell 33 been

modified to makes this happen?

The Answer The formula is changed from:

=LOOKUP(J12,K12:L15)

To:=LOOKUP(J12,K12:L16)

The Combo Box A Combo Box is a

drop down menu box, and works in the same way as the a list box.

Examine the Combo Box, look at the drop down menu and explore how the linkages are created.

Combo Box Challenge

ChallengeModify the Combo Box coding so that category 5 reads “46-59”, and a 6th category “60+” is added.

Activity Point

Combo Box Solution4 1 Under 21

2 21-253 26-344 35-455 46-596 60+



60+2


Modify cell L22

Add a new line to cells K23 and L23

Link the Combo box to cells L17:L23 Change the formula in

cell C34 to =LOOKUP(J17,K17:L23)

Combo or List Box? Whether you use a

Combo or a list box is often a matter of personal preference.

However, if you have a large number of items in a list, then clearly a list box is better.

Return to Menu

Sliders and Spinners

The Slider Bar

Right click on the slider bar and bring up the Format Control box.

The bar is linked directly to cell D22

The minimum and maximum values can be changed, and so can the increment.

Experiment with these.


2 hours

Adding a Spinner

Question 6 What is the current size of your student Loan?

The “Spinner “ is a simplified version of the slider bar.

Write Question 6 as below Use the forms menu to drag and drop a

spinner into position, Format cell D26 to No Colour, and

Currency

Adding a Spinner Link the Spinner to cell

D22 Change the maximum to

2000, and the increments to 100

Add a new line to the Data Collection at the bottom of the questionnaire


GenderQualificationsPathwayAge GroupHours workedStudent Loan

60+12£10,300.00


Return to Menu

What to do now

Costing a Range of Tracksuits

Total Selected 1984 Total cost £113,534.16

Type Number Cost

Pricebuster 291 £2,616.09

Economy 128 £1,918.72

Standard 691 £17,268.09

Luxury 110 £7,698.90

Designer 764 £84,032.36

Formative Activity 9 takes you further into the process, by asking you to create buttons & boxes and format them in a situation where calculations are done.

The Excel spreadsheet Buttons and Boxes accompanies this activity

Return to Menu

spreadsheets in finance and forecasting presentation 8 buttons, boxes and bars

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