Legal 146: Computers for the law office Dr. lauRIE a. dean-newton 6:30PM-9:35PM Tuesdays R206 DPOLegal PAD PCC

Spreadsheet software What Is A Spreadsheet? A spreadsheet is a computerized version of an accountant’s worksheet or ledger page Among the first general business application programs designed to run on personal computers Easier to use than manual worksheets PCC

Why Spreadsheet Software Is Easy and Flexible to Use Allows all entries to be edited, moved, or copied to other places in the spreadsheet Makes it easy to insert additional columns and rows, even after the spreadsheet has been created Multiplies, divides, adds, and subtracts one entry or many entries Performs complex calculations PCC

Why Spreadsheet Software Is Easy and Flexible to Use (Con’t) Automatically recalculates totals and other calculations when information in a column or row changes Allows numerical information to be presented in several kinds of graphs and charts Allows information to be saved and retrieved for future use, sorted or organized automatically, and printed PCC

“What If” Analysis Refers to the ability to build a spreadsheet and then to change it to reflect alternative planning assumptions or scenarios Possible to evaluate the effects of a change simply by changing a number Allows users to hypothesize and evaluate the effects of potential changes easily PCC

Spreadsheet Structure and Organization Rows and columns Rows extend across a page horizontally Columns extend down a page vertically Cells and cell addresses Cell is an intersection between a row and column Cell address is the row and column location of a cell Usually represented by the letter of the column and the number of the row PCC

Column, Row, Cell, and Cell Address Column G Cell Row 11 Used with permission from Microsoft. Cell address is G11 PCC

The Elements of a Spreadsheet Cell pointer Current cell indicator and formula bar Data input area Status bar Menus, toolbars, and ribbons Horizontal and vertical scroll bars Worksheets Spreadsheets with WYSIWYG PCC

PCC Data Input Text Cannot be used in making calculations Includes headings, titles, etc. Values Numbers entered into a cell Used for making calculations Formulas Make calculations using the values in other cells PCC

Text, Values, and Formulas Used with permission from Microsoft Text Values Formula PCC

Entering Formulas Using Arithmetic Operators Arithmetic operators tell a spreadsheet how to compute values Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER] =C10+C11+C12+C13 Arithmetic Operators: + Addition - Subtraction * Multiplication / Division PCC

Entering Formulas Using Function Commands Function command is a predefined calculation that a spreadsheet can perform Insert an = sign, followed by the function name =SUM(C10:C13) Function names MAX computes the largest value within a range of values AVERAGE computes the average of a range of values SUM adds numbers in a range and computes the total COUNT counts the number of cells that contain numbers within a range PCC

Entering Formulas Using Arithmetic Operators Arithmetic operators tell a spreadsheet how to compute values Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER] =C10+C11+C12+C13 Arithmetic Operators: + Addition - Subtraction * Multiplication / Division PCC

Entering Formulas Using Both Arithmetic Operators and Function Commands =SUM(C10:C13)/2 PCC

Changing the Cell Width and Copying Data Point to the column to be changed and execute the Column Width command; or Point to the right border of the heading of the column and then drag the double arrow to resize the column Copying data Point to the cell to be copied and click Edit, Copy, or move the mouse over the information to be copied, right-click, and click Copy Move the pointer to the new location and press [ENTER] PCC

PCC Copying Formulas Absolute cell reference Cell address does not change when it is copied to a new location Can be placed in a formula in most spreadsheets using a $ sign Relative cell reference Cell address will automatically change to reflect its new location when it is copied Most spreadsheets assume that users want a relative cell reference PCC

Copying Formulas: Absolute Cell References $ signs indicate an absolute cell reference Used with permission from Microsoft PCC

Copying Formulas: Relative Cell References Step 1: Put pointer on formula to copy command Step 2: Copy command Used with permission from Microsoft PCC

Copying Formulas: Relative Cell References Step 3: Copy to destination Step 4: Execute Used with permission from Microsoft PCC

Moving Data and Inserting Rows and Columns Point to the cell to be moved and select Edit, Copy, or point to the cell to be moved, right-click, and select Cut Point to the location where the information is to be moved and press [ENTER] Inserting rows and columns Move the cell pointer to where the new row or column should be inserted Execute the Insert Row or Insert Column command Use caution because it is possible for any existing formulas to not include the new row or column PCC

Other Spreadsheet Features Sorting data Formatting cells Saving and retrieving files Printing reports Using macros Creating charts and graphs PCC

Bar/Column Graph Used with permission from Microsoft Consists of a sequence of bars that illustrate numerical values Best used for comparing values at a specific point in time PCC

PCC Line Graph Plots the course of a value over time Useful for plotting trends Used with permission from Microsoft PCC

Pie Chart Represents each value as a piece or percentage of a total pie Best used for showing the relative contributions of various pieces that go to make up a whole Used with Permission from Microsoft PCC

PCC Stacked Column Graph Compare data by placing columns on top of one another Shows the relative contributions of various elements to a whole Used with permission from Microsoft PCC

PCC Spreadsheet Planning Keep your spreadsheet simple Always document your spreadsheet Make a template of your spreadsheet Leave room in the upper left corner Use cell widths wisely Be careful inserting rows and columns Rigorously test your spreadsheet Audit formulas Occasionally read the spreadsheet documentation PCC

Common Applications of Spreadsheets in a Law Office Tax planning and tax returns Estate planning Calculations for bankruptcy actions Child support calculations Alimony payments Divorce asset distributions Truth-in-lending statements for real estate transactions Amortization schedules Loan/payment calculations PCC

Limiting Spreadsheet Errors Double-check all numbers Triple-check every formula Make comments in specific cells regarding assumptions Create a note sections containing data the reader should be aware of Be extremely careful when adding rows or columns when formulas are being used Have someone else carefully review your spreadsheet, including formulas

Limiting Spreadsheet Errors If a spreadsheet is outside your knowledge base or comfort zone, ask your supervising attorney to get an expert to prepare and/or review the calculations Completely understand new functions before using them Use a calculator to spot-check your spreadsheet to make sure the formulas are accurate Use the Protect feature to protect cells from accidentally being changed

Common Applications of Spreadsheets in a Law Office (Con’t) Calculations for collections actions regarding principal and interest due Present value and future value calculations regarding damages Lost wages and benefits calculations for worker’s compensation claims Budgeting Accounting-related calculations Back wages and benefits regarding employment and discrimination actions PCC

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Next Week Read Chapter 4 Hands On Exercises PCC