24/01/2023
EDUCATION CORNER
WITH SUNGENI KASOLOKA
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USING SPREADSHEETS
A. Definition of a SPREADSHEET
A spreadsheet is a computer programme for organising and analysing data in a tabular form. Data in a spreadsheet is entered and stored in a grid of rows and columns. Columns are lines that go down a page (vertical) and in a spreadsheet, these lines are labelled with letters (A, B, C, D,…). Rows are lines that go across a page (horizontal) and are labelled using numbers (1,2,3,…).
In a spreadsheet, the specific location where a row and a column intersect is known as a cell. A cell is referenced by a combination of a letter and a number. This is the case because spreadsheets use numbers to define rows and letters to define columns. For example, cell A3 is located in the first column (A) and the third row (3) of a spreadsheet. Cell B3 would be immediate to the right of A3 and cell A4 would be directly below A3.
B. Types of a spreadsheet
Several spreadsheet programmes are used. The most commonly used spreadsheet application is Microsoft Excel. Others include Microsoft Works, Lotus 1-2-3 and Apple Works and Numbers for Mac OS X.
C. Features of a spreadsheet
Some common features of a typical spreadsheet software include:
1. Capability to store a spreadsheet file on primary storage e.g hard disk of the computer or on secondary storage e.g flash disk
2. Editing data in a spreadsheet
3. Rearranging the spreadsheet (inserting/ deleting rows or columns)
4. Automatic recalculation of formulae once the data in the cell contained in the formulae are changed
5. Using built-in functions- these functions include financial, logical, text, date, time, mathematical, statistical, and engineering, among others. For example, there is a function that can do compound interest calculations
6. Printing spreadsheet data
D. Benefits of a spreadsheet
Before the invention of computers, people used calculators, slide rules and paper to calculate anything mathematical. In organisations, businesses and banks, all financial transactions were recorded by hand into accounting books. This used to take a lot of time and was prone to errors. This has changed with the coming of computers and their software like spreadsheets. Spreadsheets have become common in organisations since they are excellent at handling huge volumes of data such as sales, engineering or financial data.
Some of the benefits of using spreadsheets are:
1. Users can store data and retrieve it later
2. Complex calculations and data manipulation can be performed very quickly through the usage of a formula
3. By using a formula you can change a variable and the calculation will automatically be updated
4. Professional-looking graphs and charts can be created very quickly from a range of data which allows you to view the data pictorially
5. Budgets can be easily done using a spreadsheet
6. Spreadsheets can be used to store and keep track of huge volumes of data like financial transactions, inventory and stock flow.
TASK
1. On a piece of paper, do the following:
a. Draw a spreadsheet with five rows and four columns
b. Mark the row numbers and the column letters
c. Shade cells A2, B4 and C3
2. Why is it necessary to have a print feature in a spreadsheet?
3. Discuss how organisations can use a spreadsheet to calculate their payroll.
SOURCE
Practice Computer Studies Students Book 3 by Kanthambi P.J
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