SPREADSHEET APPLICATIONS Business Information Management I SPREADSHEET APPLICATIONS

“Copyright and Terms of Service Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency; 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency; 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way; 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee. Call TEA Copyrights with any questions you have. Copyright © Texas Education Agency, 2013. All rights reserved. 2

COMMON SPREADSHEET APPLICATIONS Budgets, business and personal ** Payroll ** Inventory Invoices ** Balance sheets Profit-loss statements Income tax preparation Currency conversion Basically any use that requires calculations or charts ** - Illustrated in this lesson There are an unlimited number of types of spreadsheet applications. However, following are a few of the more common ones: budgets, payroll, inventory, invoices, financial statements, tax preparation, currency conversions, and any other use that requires calculations and/or charts. Copyright © Texas Education Agency, 2013. All rights reserved.

Budget Illustration This is an example of a budget spreadsheet and an explanation of some of the formulas used. These are simple but commonly-used formulas such as adding and subtracting. Copyright © Texas Education Agency, 2013. All rights reserved.

Payroll illustration Payroll formulas can be complicated if the user has a weakness with percentages. Again, the formulas used here are also adding as well as multiplying and using an AVERAGE function. You could also have manually typed each character of the AVERAGE formula but I used the Ʃ AutoSum function instead. Copyright © Texas Education Agency, 2013. All rights reserved.

INVOICE ILLUSTRATION Invoices can also be created in a spreadsheet program. This combines word processing with spreadsheet technology so formulas can be calculated easily. Copyright © Texas Education Agency, 2013. All rights reserved.

Common formulas All mathematical operations: sum (+), difference (-), multiply (*), divide (/) Average Max - highest Min - lowest Count – number of Some of the most common formulas include the four mathematical operations as well as functions using AutoSum (Ʃ) which automatically inserts all characters of a formula. The most common ones used are Sum, Average, Max, Min, and Count. Copyright © Texas Education Agency, 2013. All rights reserved.

SPREADSHEET ENHANCEMENTS Number styles, for example, accounting style Borders Cell formatting such as dates and percentages Highlighting using conditional formatting Charts and graphs Font formatting including size, color, and alignment Plain black and white text by itself is normally not appealing to any audience. However, when shading, borders, appropriate number, date and text formatting, in addition to charts/graphs, makes the information presented more interesting and visually appealing. Copyright © Texas Education Agency, 2013. All rights reserved.

Commonly-used chart types Column – usually compares >1 item vertically Line – can compare >1 item or items over time Pie – compares parts related to a whole, can ‘explode’ a slice for emphasis Bar - usually compares >1 item horizontally Area – similar to column but can show parts of a whole over time Many times data can be much more easily understood when it is presented graphically as opposed to text alone. Many different chart types exist which can present the data in more readable format. The most common are column, line, pie, bar, and area charts. Copyright © Texas Education Agency, 2013. All rights reserved.

Illustrations of different chart types The charts on the next few slides are based upon the Projected Expenses from the Budget Illustration Slide 3. To get an idea of a few of the popular chart types, the following slides use the same data but present it in different ways depending upon the chart type. Copyright © Texas Education Agency, 2013. All rights reserved.

Sample column chart This is an example of a column chart comparing types of expenses with the dollar amount of the expenses. Copyright © Texas Education Agency, 2013. All rights reserved.

Sample line chart Right-click in the chart area and you can change the chart type from column to line etc. This is a sample line chart which displays data in a line. Markers can be included to more visually show where the intersection of the expense and the amount are. Copyright © Texas Education Agency, 2013. All rights reserved.

Pie charts should include data labels of percentages. Sample pie chart Pie charts should include data labels of percentages. This is a sample pie chart. Pie charts are more effective when they include percentages as opposed to values on each pie slice. Copyright © Texas Education Agency, 2013. All rights reserved.

Sample bar chart A bar chart is similar to a column chart except that the bars are horizontal. Copyright © Texas Education Agency, 2013. All rights reserved.

Sample area chart Area charts are most effective with >1 set of data, but this provides an example of what it looks like. Area charts are similar to column, bar, and line charts. The data is displayed with more depth when there is more than one set of data being compared. Copyright © Texas Education Agency, 2013. All rights reserved.

Independent practice assignments Shopping Cart Assignment #1 – Students are to go on a shopping spree with $2,000. They may conduct Internet research to purchase at least ten different items of their choice (not 10 in quantity, but 10 different items in any quantity of each item that they want). They are to create a spreadsheet listing a Description of each item, the Unit Price, the Quantity, the Amount (quantity x unit price), Sales Tax (amount x 8.25%) and Total Amount (amount + sales tax). At the bottom of the Total Amount column there should be a Grand Total using a Sum formula. The students’ totals should be within $10 of the $2,000 without going over. It is generally easier to input the column headings and formulas prior to the costs and items so students can see as they work how close they are getting to their $2,000 Grand Total. Students should include formulas for a Maximum and Minimum Unit Price. To enhance the spreadsheet, borders and shading (somewhere) should be included. Copyright © Texas Education Agency, 2013. All rights reserved.

Independent practice assignment (continued) Student Budget Assignment #3 – Students, in pairs, are to create a spreadsheet that displays their income and expenses when they graduate from college or high school. They are to research web sites (or use their personal experiences) to determine an approximate monthly income from a job and appropriate monthly expenses such as rent, car payment, cell phone, food, entertainment, savings, and other expenses they will be responsible for. At least ten different expenses should be included. A column should include income, expenses, (below the income), and another column will have the dollar amounts. The spreadsheet should include appropriate formulas to show total income, total expenses, and the difference between the two, whether it be positive or negative. Then the students should prepare two different types of graphs displaying information from the spreadsheet. One document should be turned in which includes the spreadsheet and the graph. The web sites used should also be included on the document. Attractive and professional formatting should be included as well. Copyright © Texas Education Agency, 2013. All rights reserved.