Course: Certificate III Business Administration...• If sales (E5) are greater than Therefore, where sales are less than 5000, the text False will display written like this: • =IF(E5>5000,E5*5%)

Sample from the textbook

Course: Certificate III Business Administration

Unit: Produce spreadsheets

** Please note: The following has been reproduced with the permission of the publisher (Software Publications).

TAFE NSW – Western Sydney Institute Created: 7/05/2013 Version: 1.0

Sample from the textbook.docx Modified: 00/00/0000

Page 1 of 1

© Software Publications Pty Ltd

The Structure of

Spreadsheets

A spreadsheet is made up of columns and

rows that intersect to form a cell. The

columns are identified with letters

rows with numbers, forming a cell

reference known as the cell

this illustration, the active cell is A1

(Column A, Row 1) and displays with a

dark outline.

Spreadsheet Software

Spreadsheet software such as Microsoft Excel uses formulas to perform calculations and

represent the results graphically in charts. Data is

was in basic bookkeeping books or for mathematical calculations done by hand.

An Excel workbook (file) has multiple

worksheets. Each worksheet can be used to

record and calculate data for different areas

of the business; for example, show all income

(money earned) on one worksheet and expenditure (money spent) on another. The final

calculations to determine whether the business is operating at a profit or loss can be shown o

a third worksheet. Worksheets can be renamed, inserted or deleted in a workbook.

Examples of Spreadsheets

Here are some examples of how spreadsheets

can be used.

Compare Income and Expenses to

Calculate Profit and Loss

To establish if the business is making money,

spreadsheet data would be used to compare

the income against the expenses of the

organisation. If the income is greater than the

expenses, the business will report a surplus

is operating at a profit as shown

A spreadsheet is made up of columns and

rows that intersect to form a cell. The

with letters and the

, forming a cell

cell address. In

he active cell is A1

(Column A, Row 1) and displays with a

Spreadsheet Software


esults graphically in charts. Data is displayed in columns and rows


An Excel workbook (file) has multiple

worksheets. Each worksheet can be used to

culate data for different areas

of the business; for example, show all income


calculations to determine whether the business is operating at a profit or loss can be shown o

third worksheet. Worksheets can be renamed, inserted or deleted in a workbook.

of Spreadsheets

Here are some examples of how spreadsheets

Compare Income and Expenses to

establish if the business is making money,

would be used to compare

the income against the expenses of the

organisation. If the income is greater than the

expenses, the business will report a surplus. It

as shown below.

Row 1

Column A

Column A

SECTION 1 29


displayed in columns and rows much as it



calculations to determine whether the business is operating at a profit or loss can be shown on

third worksheet. Worksheets can be renamed, inserted or deleted in a workbook.

Column A

30 SECTION 1

Calculate Sales

Calculate Sales Commissions

Calculate Hours Worked on Timesheets

Calculate Salary or Wages based on Hours Worked


Calculate Sales Commissions

Calculate Hours Worked on Timesheets

Salary or Wages based on Hours Worked



Examples of Charts

Here are some examples of how charts can be used.

Charts can be generated automatically f

graphically.

Column Charts

The Column Chart below is used to

display the data in vertical columns

using a graphical format.

Information presented this way is

often easier to read and

understand.

Pie Charts

The Pie Chart below show hours

worked. This style of Chart shows

the percentages split into slices like

a pie. Labels can be added so that

the reader can view percentages or

values.

In this chart, a segment of the Pie

Chart has been “exploded” to

highlight a particular area of the

Chart. This Chart displays both the

percentage and dollar value.

Here are some examples of how charts can be used.

generated automatically from data in spreadsheets and used to display results

below is used to

display the data in vertical columns

using a graphical format.

Information presented this way is

read and

below show hours

worked. This style of Chart shows

the percentages split into slices like

a pie. Labels can be added so that

the reader can view percentages or

s chart, a segment of the Pie

Chart has been “exploded” to

highlight a particular area of the

Chart. This Chart displays both the

SECTION 1 31

used to display results

32 SECTION 1 © Software Publications Pty Ltd

Designing Spreadsheets

Before you start designing a spreadsheet, you must do your research so that you know exactly

what you are designing and why. This is covered in Spreadsheet Planning and Design, on page

40. But whatever the purpose of your spreadsheet, there are a few design constants.

A spreadsheet must be built so

that it can be read and

understood by other people. To

achieve this, it usually has:

• a main heading

• a sub-heading

• column headings

• row headings

Working with Formulas

Formulas are mathematical functions used to perform calculations in a spreadsheet.

An = (equal sign) is used in front of a formula. This is also a good way to tell the difference

between formulas and entered values (numbers) in cells. All formulas must have the = sign in

front of the mathematical equation for the program to calculate a result. The formulas for

Column E are shown in the example below.

Main Heading

This screen shot shows the

formulas that are being used to

calculate Gross Pay for each

person.

Hours worked (C5) is being

multiplied by Hourly Rate (D5).

Gross Pay =C5*D5

This screen shot shows the results of formulas

in Column E.

Sub-Heading

Column

Headings

Totals


Formulas for adding columns and rows

=Sum(E4:E16) means that all values in the range E4

added together.

Examples of other Formulas

=Average(Range) Calculates the average amount of all values across a range of cells

=Min(Range) Displays the smallest amount across a range of c

=Max(Range) Displays the largest amount across a range of cells

=If(Range) Calculates a true/false type of result based on a scenario

You can use If statements to calcu

number of values. For example:

• If sales (E5) are greater than

Therefore, where sales are less than 5000, the text False will display

written like this:

• =IF(E5>5000,E5*5%)

las for adding columns and rows

ll values in the range E4-E16 (Column E, Rows 4

Examples of other Formulas

Calculates the average amount of all values across a range of cells

Displays the smallest amount across a range of cells

Displays the largest amount across a range of cells

Calculates a true/false type of result based on a scenario

statements to calculate a "mean" which is the sum of all values divided by the

example:

If sales (E5) are greater than (>) $5000, then (,) calculate a 5% bonus on the amount sold.

Therefore, where sales are less than 5000, the text False will display.

In cell

for July to September

This screen shot shows

the results of those

SECTION 1 33

E16 (Column E, Rows 4 – 16) are being

Calculates the average amount of all values across a range of cells

ells

Calculates a true/false type of result based on a scenario

a "mean" which is the sum of all values divided by the

(>) $5000, then (,) calculate a 5% bonus on the amount sold.

This formula is

In cell E5, the formula

=SUM(B5:D5) is

adding all the values

for July to September

to arrive at a Total

Income for the

quarter.

This screen shot shows

the results of those

calculations.

34 SECTION 1 © Software Publications Pty Ltd

Numeracy Skills

Numeracy skills are important when working with spreadsheets. You should also ensure that

you have a calculator to check the results. You need to know which type of operator is

appropriate to perform a calculation and understand what the function being used does.

Whole numbers 1 2 3 4 5 …

Even numbers 2 4 6 8 10 …

Odd numbers 1 3 5 7 9 …

Decimal numbers .5 1.5 2.5 …

Percentages .5 = 50% .05 = 5% .1 = 10% 1.05 = 105%

Fractions 5 1/3 will display as 5.333333 in a spreadsheet.

Note: Fractions are another method of writing decimals. You would usually type

5.33 in a simple spreadsheet and not use fractions.

Less than < 36 < 98

Greater than > 82 > 65

Rounding* (Swedish) If the number after the decimal is 5 or higher, then the number is usually rounded

up.

99.8 is usually rounded up to 100, but 99.3 would be rounded down to 99.

* check company policies for rounding

Average (Mean) The average is calculated by creating a sum of all the numbers and then dividing

the answer by the number of values

10+20+20+30 = 80

80/4 = 20 (there are four numbers being added)

The average is 20

Operators

Formulas use operators (like a calculator) to work out answers. Operators include:

+ addition (plus)

- subtraction (minus)

* multiplication (times)

/ division (divide by)

% percentage

Documents

Course: Certificate III Business Administration...• If sales (E5) are greater than Therefore, where sales are less than 5000, the text False will display written like this: • =IF(E5>5000,E5*5%)