Spreadsheets

A spreadsheet is a GPP used to hold data/information and perform calculations using formulas.

A spreadsheet is made up of cells organised into Columns (Up and Doon!) and Rows ("along the way" left to right)

Simple Formulas

= A3 * B3
= A3 / B3
= A3 + b2 + b6
= a3 - b2

Functions

= sum(B1:b5) - adds up the range of cells B1 to B5
= max(b2:d7) - selects the highest number(!) from range of cells
= min(D3:d8) - selects the lowest number
= average(D4:d8) - calculates the average number from the range

= if(TEST, TRUE, FALSE)
=if(D3>10, "Yes", "No")
=if(D3>10, "Yes", if(D3<=10, "Maybe", "No"))

Replication - means copying (formulas!) and there are two types

Absolute - uses dollar symbols and the formula doesn't change when replicated
e.g $B$9 - stays $B$9 when replicated

Relative - changes to suit the new cells (the cell references update for new cells)
e.g B9 * C9 replicated down a column changes to C9 * D9

We can change the attributes of cells to - currency, percentage, decimals etc and change how many decimals it displays

Cell Protection - allows us lock cells and stop them being changed
highlight all the cells
right click choose format, cells, protection and unchecked locked
highlight the important cells
right click choose format, cells, protection and checked locked
then choose format, cells, protection and protect sheet

We can highlight and sort data in our spreadsheet
To get something in alphabetical order we could sort in Ascending Order
To get something in reverse order of age we could sort in Descending Order

To only print a specific piece from a spreadsheet we could SET THE PRINT AREA

Spreadsheets also allow us to make charts to visualise and compare information really quickly

Charts can be Fully Labelled - with these 4 labels, Title, X Axis, Y Axis and Key

Spreadsheets

Spreadsheets is an example of a GPP which is used for calculations

A spreadsheet is made up of small boxes called cells

We can insert 3 things into these - Number, Formulas and Text

A Horizontal "Range" of cells is called a Row

A Vertical "Range" of cells is called a Column

5 functions which we can enter into a cell are

= average
= max
= min
= sum
= IF!

We can replicate formulas into other cells - replicate means COPY!

Two types of replication are Relative Referencing and Absolute Referencing!

Merge Ahead!

What are the main steps in a mail merge operation!?

1. Create a Standard Letter

2. Create a Database of Personal Information

3. Insert the Merge Fields

4. Merge the Letter and Database

What is a Standard Letter?

a standard letter is a letter with no personal information!

A Lot!

Integrated Packages

several GPPS in the one package (2 or more)

Advantages
* same HCI
* can have multiple documents/windows open at same time
* link between tasks/easy to transfer data between packages
* costs less than buying all seperate GPPS

Disadvantages
* don't get all the features

Standard Paragraph

bibliography - write a piece of text and you can insert into another file/document
dont need to retype etc

Text Wrap
when it automaticlly wraps text around images

Word Wrap

automatically takes a new line at the end of page


Search and Replace

can choose a word and replace it with any other word (he to she!)

OCR

Optical Character Recognition - Scanner, it recognises the letters

Grammar Check

checks the grammar of text - punctuation, double spaces

Its not Harry Potter

Wizards - used for installing games etc ...

used to help us through the process of doing something, creating a document (chart in spreadsheet) installing a program

Template

a "blank" document already made with placeholders to store what we want (title, subheading, chart, video etc)

Spell Check Online!

How does a Spell Checker work?

It has its own built in dictionary and underlines misspelt words in red. It checks to see if each word you type is in the dictionary, if not it underlines in red. You can choose to ignore words, change to word to a suggestion or add the word to the dictionary.

Spell Check sometimes makes mistakes because it doesnt recognise peoples names, surnames etc etc

What is the difference between on-line help and on-line tutorial?

Help gives you written instructions that you read and follow (good for experienced users)
Tutorial shows you what to do, a step by step guide, a series of guided lessons. (good for beginners)

Data Linkage and a Scanner!

Static and Dynamic

Static!? - data is seperate, there is no link
"when you copy a file, e.g a spreadsheet and change the original ....

The Copy will NOT change!"


Dyanamic - data is linked
"when you copy a file, e.g a spreadsheet and change the original ....

The Copy WILL change!"

OCR!? - Optical Character Recognition
Hardware? - Scanner
Software? - OCR Software

This allows us to scan a hard copy of a file and it picks up the text (recognises text) and you can edit it!

Saves you re-typing!