44095: IT for Management Introduction to Spreadsheets (Basic/Complex Formulae & Worksheets) By:Ian Perry Room: C48 Tel:

Ian PerrySlide : IT for Management: Introduction to Spreadsheets When to use a Spreadsheet? Whenever NUMERICAL data requires: Calculation which may be complex, repetitive, or both. Presentation in tabular and/or graphical format. Analysis of complex situations. Exploration of probable outcomes.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets A ‘typical’ Spreadsheet ABCD R&D Cost Rent Travel Personnel TOTAL Columns Rows Text B6: Cell Reference =SUM(B3:B5) Formula Range Cell Numbers

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Data can be presented as a Chart A B C D E 1 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 2 East West North st Qtr2nd Qtr3rd Qtr4th Qtr East West North Which may make it easier to see trends, or spot exceptional/unusual values.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets The ‘simplest’ Spreadsheet Formula? Is a reference to another cell. NB. all formulae begin with an = sign. This is, perhaps, the MOST USEFUL spreadsheet formula; as, ideally, any data you wish to add to a spreadsheet should only be entered ONCE.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Simple Calculations i.e. using a Spreadsheet like a Calculator. Be careful; calculations, such as: C2/D2+E2*(C2-D2) C2/(D2+E2)*C2-D2 will produce a VERY different result.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Simple Spreadsheet Functions - 1 Sum =sum(range) OR =sum(cell, cell, …)

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Simple Spreadsheet Functions - 2 Average =average(range) OR =average(cell, cell, …) Try to avoid calculating averages like this: =(C2+D2+E2)/3 =(Sum(C2:E2))/3 as, if the number of data values to be averaged changes, you will have to remember to alter your formula.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Simple Spreadsheet Functions - 3 Standard Deviation (of population) =stdevp(range) OR =stdevp(cell, cell, …)

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Simple Spreadsheet Functions - 4 Maximum =max(range) OR = max(cell, cell, …) Minimum =min(range) OR = min(cell, cell, …) Median =median(range) OR = median(cell, cell, …) Today (i.e. today’s Date) =today() Now (i.e. today’s Date & Time) =now() Count (of cells containing numeric data) =count(range) OR = count(cell, cell, …)

Ian PerrySlide : IT for Management: Introduction to Spreadsheets The ‘CountIf’ Function Counts the number of values in a range that match a given criteria. =countif(range,criteria)

Ian PerrySlide : IT for Management: Introduction to Spreadsheets The ‘IF’ Function Tests a condition in another cell, and decides what to display in this one. =if(condition,true,false)

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Nested ‘IF’ Functions To test for more than one condition, you could use a series of nested IF’s: =if(condition1,true,if(condition2,true,false))

Ian PerrySlide : IT for Management: Introduction to Spreadsheets The ‘VLookUp’ Function Much easier to use than nested IF’s, when there are many conditions to test for: =vlookup(value,range,offset) NB. the first column MUST contain single data values AND be in Ascending order. Either: ALPHABETICALLY Or: NUMERICALLY

Ian PerrySlide : IT for Management: Introduction to Spreadsheets This Week’s Workshop – Part 1 Complete this fairly simple spreadsheet model; by adding the missing formulae. These Lecture notes contain examples of all of the spreadsheet formulae you will need in order to complete the Workshop tasks. NB. Only enter formulae in the green cells; and then copy them across the columns, or down the rows.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets The Completed Spreadsheet Model

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Spreadsheet Development - 1 Draft it out on paper first, considering: Shape does the problem suit a landscape or a portrait shaped solution? Content which parts of the spreadsheet content will be text, data, formulae? Outputs is there a need to print the results or will they be viewed on screen?

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Spreadsheet Development - 2 Two types of data in a spreadsheet: Input data - entered/altered often, e.g. sales made, hours worked, money to change, etc. Reference data - rarely changes, e.g. vat rates, pay rates, currency conversion rates, etc. Always separate these data types: Keep input data areas together (and easily accessible) data entry is the biggest source of errors. Keep reference data together and protect cells where data entry is not required.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Spreadsheet Development – 3 Start simply: Do not try to build a large complex spreadsheet model containing features/functions you have never used before. Try out any new features/functions you want to use, by building a small controlled example. Test each stage in the development of your spreadsheet model: testing each new feature/function you add; gradually incorporating all of the functionality required. Don't get too clever, too soon!

Ian PerrySlide : IT for Management: Introduction to Spreadsheets Why use Multiple Worksheets? ‘Old’ Spreadsheet Software enabled the user to build two-dimensional models of numerical data on a single worksheet. these two-dimensional models could be quite large (typically 256 columns by 8192 rows), and finding you way around could be difficult. Modern Spreadsheet software has introduced the idea of the ‘Workbook’, containing a number of ‘Worksheets’, which: enables three-dimensional numerical data models to be constructed. which can ease the organisation of, and navigation around, large numerical data models.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets An Excel ‘Workbook’  256 Columns; ‘A’ to ‘IV’   Rows; ‘1’ to ‘65536’  3 Worksheets by default, but can easily add more.

Ian PerrySlide : IT for Management: Introduction to Spreadsheets To add a New Worksheet Pull-down the ‘Insert’ Menu Select ‘Worksheet’

Ian PerrySlide : IT for Management: Introduction to Spreadsheets To ‘Rename’ your Worksheets! ‘Right-Click’ on a ‘Sheet’ Tab Select ‘Rename’ Type in the New Name

Ian PerrySlide : IT for Management: Introduction to Spreadsheets This Week’s Workshop – Part 2 Create the Spreadsheet, and set-up the Worksheets, for Part 2 of the Assignment. Your spreadsheet model; must be able to accept the input of 11 items of data. and should be capable of producing an automatically calculated, and accurate, “Motor Insurance Quotation”. based upon a series of “Rules to Apply”. You therefore need to develop a Spreadsheet containing 3 Worksheets, i.e.: 1. for Input; where the 11 items of data will be captured. 2. for Output; where the “Motor Insurance Quotation” will be displayed. 3. for Lookup; where all of tables of data representing the “Rules to Apply” will be stored.