ICT Skills

01. Launching a spreadsheet

Spreadsheets allow you to display numerical information in the form of a table and to use this for making calculations. For example, you can set up columns for costing different manufactured items, and use the spreadsheet program to make your calculations.

Launching the spreadsheet program
There are many spreadsheet programs available. Microsoft Excel is one of the most popular and you may have this or another spreadsheet program on your computer.

You will need to check how to launch your spreadsheet program on your particular system. (You may be able to launch the program by clicking on ‘Start’, selecting ‘Programs’ and then clicking on the name of the spreadsheet program.)

02. How to use a spreadsheet

The instructions in this section are based on Microsoft Excel, which is a very popular spreadsheet program. Most of the features described will work in a similar way in other spreadsheet programs. However, to be certain, you should check the spreadsheet program’s help files.

Like other spreadsheets, Excel has columns and rows which make individual boxes known as cells.

Numbers are entered into the cells and calculations can be made using any number of cells. For example, you could add up the sum of a column of numbers.

03. Entering information

To enter information into a cell
These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

Click in the top left white rectangle (cell A1).
Type your text or number.

You should repeat this process with each of the cells in each of the columns until you have entered all the information that you require.

Note
Excel can perform many mathematical functions. Numbers should be entered into separate cells (not mixed with text) so that calculations can be performed using the numbers.

04. Simple mathematics 1

This is a step-by-step example of how to work out simple mathematics in a Microsoft Excel spreadsheet. (Check your help files if you are using a different spreadsheet.)

In this example we will add up the cost of materials used for some school project work.

Enter the information shown below into an Excel spreadsheet.
Column A shows the materials.
Column B shows the cost in pounds.
Click on cell 6 in column B (B6).

continued

05. Simple mathematics 2

Type: =B1+B2+B3+B4+B5

This formula will add up the contents of cells 1–5 in column B.

Press ‘Enter’ on your keyboard.
You will notice that the text that you have entered in B6 has changed to ‘ú5.22’.Now you can experiment with:

	addition ( + )
	subtraction ( - )
	multiplication ( * ), and
	division ( / ).

You can mix these symbols within a single formula.

Tip
Always remember to put the ‘ = ’ sign in first.

Excel is capable of many more complex functions. Experiment with the items on the toolbar and the menu bar.

06. Highlighting cells

These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

To perform many functions in Excel you will need to highlight (select) a group of cells.

To highlight (select) cells

Click on the top left cell of the block that you wish to highlight (select).
Hold down the ‘Shift’ key on your keyboard.
Click on the bottom right cell of the block that you wish to highlight (select).

07. Column width

To change the width of a column
These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

Click on the column name (in this case it is A) to select it.
Select ‘Format’ from the menu bar.
Select ‘Column’ then ‘Width’ from the drop-down menu.
Type in a new column size.

08. Background colour

To change the background colour of cells
These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

Highlight (select) the cells you want to change.
Click on the down arrow next to the ‘Fill colour’ icon.
Select a colour from the drop-down menu.

09. Font colours

To change the font colour of cells
These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

Highlight (select) the cells you want to change.
Click on the down arrow next to the ‘Font colour’ icon.
Select a colour from the drop-down menu.

10. Font styles

To change font styles
These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

Highlight (select) the cells that you want to change.
Click on the down arrow at the end of the current font style.
Choose a new font.
Click on the arrow at the end of the font size.
Choose a new font size.

You will probably now need to change the width of the columns to fit your text.

11. Graphs and charts

Spreadsheets are useful for inputting the information that you want to display in a graph, a bar chart, a column chart, a pie chart or a star diagram.

Enter the information you want to use in the first two columns of the spreadsheet, then select the option to convert to chart. You will then be able to choose which type of chart you want to use.

This is an efficient way of displaying the results of a survey. It is useful to be able to compare sets of information visually – for example, presenting the answers given by a group of people to ten questions as a set of ten bar charts.

12. Changing graphs/charts

These instructions are for Microsoft Excel. Check your help files if you are using another spreadsheet program.

To change the size of the chart or graph

Click on the chart so that it is highlighted (selected).
Click on one of the eight black squares that appear around the chart.
Drag inwards or outwards to resize the chart as you want it.

To delete a chart or graph

Click on the chart so that it is highlighted (selected).
Press the ‘Delete’ key on your keyboard.
The graph will disappear.

13. Bar charts 1

This is a step-by-step example of how to present information as a bar chart. It is based on Microsoft Excel.

Enter the information shown below into an Excel spreadsheet.

The information is part of the results of a survey into people’s attitudes to colours. You can use your own statistics if you prefer.

continued

14. Bar charts 2

2.	Highlight (select) the information you have entered.
3.	Click on the ‘Chart Wizard’ icon on the toolbar.

continued

15. Bar charts 3

4.	Select ‘Bar’ and then click ‘Next’.
5.	Click ‘Next’ and select the ‘Legend’ tab.
6.	Ensure that the ‘Show legend’ box is not selected.

continued

16. Bar charts 4

Click ‘Next’ and then ‘Finish’.

The bar chart will appear in the centre of the Excel window.

You can copy and paste this chart into many other Windows programs. You can click on parts of the chart to change colours, styles, etc.

Experiment with the ‘Chart Wizard’. ‘Chart Wizard’ can help you to create many different kinds of chart.

17. Column charts 1

This is a step-by-step example of how to present information as a column chart. It is based on Microsoft Excel. (Check your help files if you are using another spreadsheet program.)

Enter the information shown below into an Excel spreadsheet.

The information is part of the results of a survey into people’s attitudes to colours. You can use your own statistics if you prefer.

continued

18. Column charts 2

2.	Highlight (select) the information you have entered.
3.	Click on the ‘Chart Wizard’ icon on the toolbar.

continued

19. Column charts 3

4.	Select ‘Column’ and then click ‘Next’.
5.	Click ‘Next’ and select the ‘Legend’ tab.
6.	Ensure that the ‘Show legend’ box is not selected.

continued

20. Column charts 4

Click ‘Next’ and then ‘Finish’.

The column chart will appear in the centre of the Excel window.

21. Star diagrams 1

This is a step-by-step example of how to present information as a star diagram. It is based on Microsoft Excel. (Check your help files if you are using another spreadsheet program.)

Enter the information shown below into an Excel spreadsheet.

The information is part of the results of a survey into people’s reading habits. You can use your own statistics if you prefer.

continued

22. Star diagrams 2

2.	Highlight (select) the information you have entered.
3.	Click on the ‘Chart Wizard’ icon on the toolbar.

continued

23. Star diagrams 3

4.	Select ‘Radar’ and then click ‘Next’.
5.	Click ‘Next’ and select the ‘Legend’ tab.
6.	Ensure that the ‘Show legend’ box is not selected.

continued

24. Star diagrams 4

Click ‘Next’ and then ‘Finish’.

The star diagram will appear in the centre of the Excel window.

25. Analysing responses

You can use the Analysis ToolPak, which is part of the ‘Custom Install’ version of Excel, for complex analysis of your statistics. Before using the Analysis ToolPak, it must be set up.

Arrange your data in columns or rows to create your input range.
Select ‘Tools’ from the menu bar.
Select ‘Data Analysis’ from the drop-down menu.
The ‘Analysis Tools’ window will appear.
Click on the tool you want to use.
Enter the input range and the output range.
Select the options you want.
Click ‘OK’.

‘Analysis Tools’ window

Enter input and output ranges, select options and click ‘OK’.

26. Tips

You can enter any type of information (text, numbers, pictures or equations) into the cells, and then make complicated calculations with the information. You can also use the information as the basis of charts and graphs for presenting data you have collected – for example, when you use questionnaires to find out what people think about a particular subject.

Spreadsheets have a wide variety of functions. They can be used simply to make a table or chart in which to present information. They can also be used to do complicated mathematical calculations, as well as presenting information in a variety of formats, including bar charts, pie charts and star diagrams.

You should experiment with the various functions that you can find on the spreadsheet menu bar and toolbar to find interesting ways of presenting your information.