Name ______Class______

Unit 5 – Utilize spreadsheet software

Study Guide

  • Spreadsheet software is a program that is made up of rows and columns that form cells.
  • Uses:
  • Spreadsheet software is used to enter, calculate, manipulate, and analyze numbers.
  • A personal use of spreadsheet software would be for predicting entertainment expenses.
  • Students can use spreadsheet software to keep track of their grades.
  • The school secretary can use spreadsheet software to keep a record of student fees.
  • Business uses of spreadsheet software are keeping track of inventory and computing company payroll.
  • The local tax office could use a spreadsheet to record sales tax paid by businesses.
  • Spreadsheet software can be used to track changes in data over time.
  • Spreadsheet software would be used to create a chart of business expenses.
  • Advantages:
  • An advantage of spreadsheet software is that it can answer “what-if” questions.
  • An advantage of spreadsheet software is the speed of calculating numbers.
  • The recalculation feature of a spreadsheet allows a user to change values and update totals instantly.
  • The standard toolbar has icons for commands that are used frequently.
  • The formatting toolbar has icons that are used frequently for formatting the appearance of a spreadsheet.
  • The vertical portions of a spreadsheet that are identified by letters are called columns.
  • The horizontal portions of a spreadsheet that are identified by numbers are called rows.
  • The intersection of a row and a column in a spreadsheet makes a cell.
  • Gridlines are the faint gray lines that mark the boundaries of every cell.
  • A cell reference/cell address is made up of the column letter and row number.
  • The cell that is highlighted or outlined with a black border in which you are currently working is the active cell.
  • The formula bar displays the contents of the active cell.
  • The cell reference for the active cell is displayed in the address box.
  • Cells that contain alphabetic information in a spreadsheet are called labels.
  • Numerical data that is entered into a spreadsheet to perform calculations are called values.
  • Formulas are mathematical expressions that are entered into a spreadsheet to perform calculations.
  • When keying a formula in a spreadsheet, you must enter the equal sign to inform the program that you are entering a formula instead of entering text.
  • In a spreadsheet formula, the asterisk (*) and diagonal (/) stand for multiplication and division.
  • You press the Enter key to see the results of a formula.
  • Cells that remain the same when copied are called absolute cells.
  • Cells that automatically change when copied are called relative cells.
  • Using the fill feature to copy a formula allows you to insert the same formula in multiple cells without having to re-key (retype) the formula each time.
  • Repeated pound signs (####) indicates that the column width is too narrow/small. To fix this problem, widen the column/increase the column width.
  • A function is a mathematical operation that is built into a spreadsheet program to perform shortcut calculations.
  • The SUM function would be used to add a range of cells in a spreadsheet.
  • The MIN function would be used to indicate the smallest value in a range of spreadsheet cells.
  • The MAX function would be used to indicate the largest value in a range of spreadsheet cells.
  • The COUNT function will count the number of cells in a range of cells.
  • The ROUND function rounds a number to a specified number of digits.
  • The IF function specifies a logical test to perform then performs one action if the test result is true and another if it is not true.
  • You are able to format the information in a spreadsheet either before or after data is entered.
  • Various attributes can be added to a spreadsheet to improve its appearance.
  • To format font color in a spreadsheet cell, highlight the desired cell.
  • To format a group of cells easily, highlight them all at once.
  • Currency formatting changes numbers to dollar amounts. For example, 29.99 will be changed to $29.99.
  • Date formatting determines how a date will be presented in a spreadsheet. For example, February 14 can be changed to 2/14.
  • Decimal formatting determines the number of decimal places to be displayed. For example, 39.82653 can be changed to 39.83.
  • A cell border is a line style or outline that has been added to a cell.
  • You should name and save your spreadsheet when you first begin creating it.
  • In order to save revisions that you make to an existing spreadsheet, you must save the revised spreadsheet.
  • Setting the print area for a spreadsheet allows only a defined area to print.
  • Spreadsheets should be printed in landscape orientation, 11” wide by 8 ½” long.
  • Dashed lines on a spreadsheet represent a page break.
  • Graphing is a way of presenting and comparing the data in a spreadsheet in graphic format.
  • Data presented in a spreadsheet can be easily understood by using charts.
  • The three most common types of charts are bar, line, and pie.
  • Bar charts are used to compare individual values to each other. The bars are displayed side-by-side, and the height of each bar represents a value.
  • Bar charts are most effectively used to compare groups of similar data. For example, in a spreadsheet about groceries, a bar chart would be used to show the amount of money spent in January.
  • Line charts are used to track data over time and show trends and comparisons. Examples include: displaying football statistics from year to year, and comparing measurements and temperatures.
  • Pie charts are used to compare values that represent parts of a whole.
  • A chart wizard is a series of dialog boxes that are used to provide the steps in creating a chart.
  • The first step in creating a chart or graph is to select the data that you wish to plot/graph.
  • On most charts, the vertical (left) edge of the plot area is called the Y-axis.
  • On most charts, the horizontal (bottom) edge of the plot area is called the X-axis.
  • The small lines that mark a unit of measurement are called tick marks.

Handles are the small black squares that surround a chart when selected.