44095: IT for Management

Introduction to Spreadsheets(Basic/Complex Formulae & Worksheets)

By: Ian PerryRoom: C48E-mail: i.p.perry@hull.ac.uk

Tel: 01723 35 7287

http://itsy.co.uk/ac/0607/Sem2/44095_IT4M/

Ian Perry Slide 244095: IT for Management: Introduction to Spreadsheets

When to use a Spreadsheet? Whenever NUMERICAL data requires:

Calculation which may be complex, repetitive, or both.

Presentation in tabular and/or graphical format.

Analysis of complex situations.

Exploration of probable outcomes.

Ian Perry Slide 344095: IT for Management: Introduction to Spreadsheets

A ‘typical’ Spreadsheet

1

2

3

4

5

6

A B C D

R&D Cost

Rent

Travel

Personnel

TOTAL

2003 2004 2005

2360 2460 2560

800 900

8160

5000 6800

10160

Columns

Rows

Text

B6:

Cell Reference

=SUM(B3:B5)

FormulaRange

Cell Numbers

Ian Perry Slide 444095: IT for Management: Introduction to Spreadsheets

Data can be presented as a Chart

A B C D E

1 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

2 East 20.4 27.4 90 20.4

3 West 30.6 38.6 34.6 31.6

4 North 45.9 46.9 45 43.9

5

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr0

1020

30

40

50

60

70

8090

East

West

North

Which may make it easier to see trends, or spot exceptional/unusual values.

Ian Perry Slide 544095: IT for Management: Introduction to Spreadsheets

The ‘simplest’ Spreadsheet Formula? Is a reference to another cell.

NB. all formulae begin with an = sign.

This is, perhaps, the MOST USEFUL spreadsheet formula; as, ideally, any data you wish to add to a spreadsheet should only be entered ONCE.

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Simple Calculations i.e. using a Spreadsheet like a Calculator.

Be careful; calculations, such as:

C2/D2+E2*(C2-D2)

C2/(D2+E2)*C2-D2

will produce a VERY different result.

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Simple Spreadsheet Functions - 1 Sum

=sum(range) OR =sum(cell, cell, …)

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Simple Spreadsheet Functions - 2 Average

=average(range) OR =average(cell, cell, …)

Try to avoid calculating averages like this:

=(C2+D2+E2)/3

=(Sum(C2:E2))/3

as, if the number of data values to be averaged changes, you will have to remember to alter your formula.

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Simple Spreadsheet Functions - 3 Standard Deviation (of population)

=stdevp(range) OR =stdevp(cell, cell, …)

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Simple Spreadsheet Functions - 4 Maximum

=max(range) OR = max(cell, cell, …) Minimum

=min(range) OR = min(cell, cell, …) Median

=median(range) OR = median(cell, cell, …) Today (i.e. today’s Date)

=today() Now (i.e. today’s Date & Time)

=now() Count (of cells containing numeric data)

=count(range) OR = count(cell, cell, …)

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The ‘CountIf’ Function Counts the number of values in a range

that match a given criteria. =countif(range,criteria)

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The ‘IF’ Function Tests a condition in another cell, and

decides what to display in this one. =if(condition,true,false)

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Nested ‘IF’ Functions To test for more than one condition, you

could use a series of nested IF’s: =if(condition1,true,if(condition2,true,false))

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The ‘VLookUp’ Function Much easier to use than nested IF’s, when

there are many conditions to test for: =vlookup(value,range,offset)

NB. the first column MUST contain single data values AND be in Ascending order.

Either:

ALPHABETICALLY

Or:

NUMERICALLY

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This Week’s Workshop – Part 1 Complete this fairly simple spreadsheet model;

by adding the missing formulae.

These Lecture notes contain examples of all of the spreadsheet formulae you will need in order to complete the Workshop tasks.

NB.

Only enter formulae in the green cells; and then copy them across the columns, or down the rows.

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The Completed Spreadsheet Model

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Spreadsheet Development - 1 Draft it out on paper first, considering:

Shape does the problem suit a landscape or a portrait

shaped solution? Content

which parts of the spreadsheet content will be text, data, formulae?

Outputs is there a need to print the results or will they be

viewed on screen?

Ian Perry Slide 1844095: IT for Management: Introduction to Spreadsheets

Spreadsheet Development - 2 Two types of data in a spreadsheet:

Input data - entered/altered often, e.g. sales made, hours worked, money to change, etc.

Reference data - rarely changes, e.g. vat rates, pay rates, currency conversion rates,

etc.

Always separate these data types: Keep input data areas together (and easily

accessible) data entry is the biggest source of errors.

Keep reference data together and protect cells where data entry is not required.

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Spreadsheet Development – 3 Start simply:

Do not try to build a large complex spreadsheet model containing features/functions you have never used before.

Try out any new features/functions you want to use, by building a small controlled example.

Test each stage in the development of your spreadsheet model: testing each new feature/function you add;

gradually incorporating all of the functionality required.

Don't get too clever, too soon!

Ian Perry Slide 2044095: IT for Management: Introduction to Spreadsheets

Why use Multiple Worksheets? ‘Old’ Spreadsheet Software

enabled the user to build two-dimensional models of numerical data on a single worksheet.

these two-dimensional models could be quite large (typically 256 columns by 8192 rows), and finding you way around could be difficult.

Modern Spreadsheet software has introduced the idea of the ‘Workbook’, containing a number of ‘Worksheets’, which: enables three-dimensional numerical data models

to be constructed. which can ease the organisation of, and navigation

around, large numerical data models.

Ian Perry Slide 2144095: IT for Management: Introduction to Spreadsheets

An Excel ‘Workbook’

256 Columns; ‘A’ to ‘IV’

Rows;

‘1’

to

‘65536’

3 Worksheets by default,but can easily add more.

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To add a New Worksheet

• Pull-down the ‘Insert’ Menu• Select ‘Worksheet’

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To ‘Rename’ your Worksheets!

• ‘Right-Click’ on a ‘Sheet’ Tab• Select ‘Rename’ • Type in the New Name

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This Week’s Workshop – Part 2 Create the Spreadsheet, and set-up the

Worksheets, for Part 2 of the Assignment. Your spreadsheet model;

must be able to accept the input of 11 items of data. and should be capable of producing an automatically

calculated, and accurate, “Motor Insurance Quotation”.

based upon a series of “Rules to Apply”. You therefore need to develop a Spreadsheet

containing 3 Worksheets, i.e.:1. for Input;

where the 11 items of data will be captured.2. for Output;

where the “Motor Insurance Quotation” will be displayed.3. for Lookup;

where all of tables of data representing the “Rules to Apply” will be stored.