# Spreadsheets - IT Solutions for Administrators

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2015-12-04 17:05

## National 4 and 5 Administration and IT

On this page you will learn terminology relating to spreadsheets. Good luck!

## Spreadsheet Terms

Question | Answer |
---|---|

Spreadsheet | a computer program designed to display and process numbers |

Worksheet | a page in a spreadsheet made up of cells |

Cells | a series of boxes in a spreadsheet |

Cell reference | the name for a box in a cell eg (A3) |

Rows | boxes across a spreadsheet marked by numbers (1, 2, 3 etc) |

Columns | boxes across down spreadsheet marked by letters (A, B, C etc) |

Data | letters or words typed in cells |

Numbers | figures typed in cells |

Formulae | instructions or functions typed in cells to perform calculations |

## Spreadsheet Functions

Question | Answer |
---|---|

Format a cell | show data in particular way (currency, percentage, date, etc) |

Alignment in cell | position of data in cell (left, right, middle) |

Borders round cell | dark/coloured lines round a cell |

Shading of cell | highlight cells in colour |

Enhancement in cell | highlight data in bold, italics or underline |

Fonts in cell | type of text used in cells |

Size of fonts | text can be varied to small, medium or large sizes |

## Further Spreadsheet Functions

Question | Answer |
---|---|

Adding Comments | where additional information or instructions are added into box about data in a cell |

Sorting Cells | where data in cells are organised into ascending or descending alphabetical or numerical order |

Inserting Rows/Columns | where extra rows/columns are put in |

Deleting Rows/Columns | where rows/columns no longer required are removed |

## Uses of Spreadsheets

Question | Answer |
---|---|

Record Receipt of Stock | Purchases Department |

Record Staff Absences | Human Resources Department |

Calculate Staff Wages | Finance Department |

Calculate Annual Sales Figures | Sales Department |

## More Uses of Spreadsheets

Question | Answer |
---|---|

Calculate Profits/Losses of Business | Finance Department |

Create Graphs of Monthly Sales | Sales Department |

Calculate Training Costs | Human Resources Department |

Complete Order Forms | Purchases Department |

## Simple Spreadsheet Formulae

Question | Answer |
---|---|

Formulae | use = symbol |

Add | use + symbol |

Minus | use – symbol |

Multiply | use * symbol |

Divide | use / symbol |

Total (Auto Sum) | add a group of numbers = sum (A3:A10) |

Average | find the average number in a range = average (A3:A10) |

Maximum | find the highest number in a range = maximum (A3:A10) |

Minimum | find the lowest number in a range = minimum (A3:A10) |

Count | add the number of entries in a range = count (A3:A10) |

## Advanced Spreadsheet Formulae

Question | Answer |
---|---|

Conditional Formulae | where formulae inserted results in a logical value (true or false outcome) |

Relative Referencing | where formulae change when a cell is copied to another cell (A1*B1, A2*B2, A3*B3) |

Absolute Referencing | where formulae remain constant no matter where they are copied (shown as $A1*$B1) |

Named Cells | where cells with formulae are given meaningful names (eg A3*VAT) |

## Spreadsheet Printing Options

Question | Answer |
---|---|

Landscape | spreadsheet will be shown on long edge of page |

Portrait | spreadsheet will be shown on short edge of page |

Gridlines | lines round boxes in spreadsheet can be set on or off |

Row/Column Headings | letters and numbers of cells can be set on or off |

Printing to one Page | spreadsheet can be shrunk so it will fit onto one page |

Value View | spreadsheet will be shown with figures on view |

Formulae View | spreadsheet will be shown with formulae on view (press CTRL and ACCENT key together |

Extracts | only part of spreadsheet will be printed as selected |

## Types of Charts

Question | Answer |
---|---|

Pie Chart | circular graph showing proportions or general comparisons |

Bar Chart | horizontal bar graph showing comparisons over time or between products |

Line Chart | vertical line graph showing trends over time |

Pictogram | picture graph showing general impressions |

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