1. XP Practical PC, 3e Chapter 11 1 Making Spreadsheets and Presentations

2. XP Practical PC, 3e Chapter 11 2 Making Spreadsheets and Presentations In this Chapter, you will learn: –What a spreadsheet is –How to create a spreadsheet –How to figure out the correct formula –How to be sure the results are accurate –How to create graphs –How to make slides for a presentation –About computer projection devices

3. XP Practical PC, 3e Chapter 11 3 What is a spreadsheet? Software that is set up to help you work with numbers is called a spreadsheet. A spreadsheet holds your data in a table with columns and rows. Where the columns and rows cross, they form cells which hold text, numbers and formulas.

4. XP Practical PC, 3e Chapter 11 4 What is a spreadsheet? Common spreadsheet software packages are Microsoft Excel, Corel Quattro Pro and Lotus 1-2-3. This software allows you to define, edit, and print your worksheets (electronic spreadsheets). Worksheets work like visual calculators using the formulas and data you enter.

5. XP Practical PC, 3e Chapter 11 5 What is a spreadsheet? A spreadsheet can: –Display all of your data and formulas on screen –Create numeric models –Look at alternative “what-if” scenarios –Be converted to a graph –Be set to automatically recalculate when base figures are changed

6. XP Practical PC, 3e Chapter 11 6 What is a spreadsheet? An Excel spreadsheet A calculation based on a formula Numbers or cells used in the calculations Labels to describe the data

7. XP Practical PC, 3e Chapter 11 7 How to Create a Worksheet To create a worksheet, you would need to: –Enter titles and labels to identify the worksheet and the data –Enter the numbers for your calculations –Enter the formulas to be used A formula can define how to add, subtract, multiply or divide the worksheet numbers Formulas begin with an = sign and usually contain cell references instead of raw numbers

8. XP Practical PC, 3e Chapter 11 8 How to Create a Worksheet The parts of setting up a worksheet Formula Different fonts, graphics and colors add interest Calculated Cell

9. XP Practical PC, 3e Chapter 11 9 What if you don’t know the right formula? Spreadsheet software packages include built in formulas or functions such as: –Average –Sum –PMT to calculate monthly payments –STDEV to calculate a standard deviation –Round – to round off a decimal number The argument or parameters are the values or cell references used in the calculations.

10. XP Practical PC, 3e Chapter 11 10 What if you don’t know the right formula? A sample formula using a function =PMT(B7/12,B8,B6) Function nameArguments

11. XP Practical PC, 3e Chapter 11 11 What if you don’t know the right formula? A function used in a spreadsheet The PMT function calculates monthly car payments

12. XP Practical PC, 3e Chapter 11 12 How do You Know the Worksheet is Accurate? Spreadsheets are only as good as the person entering the data and formulas. Spreadsheet software often includes testing tools that you can use. A Manual check for common errors will often correct an erroneous spreadsheet.

13. XP Practical PC, 3e Chapter 11 13 How do You Know the Worksheet is Accurate? Common worksheet errors include: –Incorrectly entered data –Incorrect formulas, cell references or mathematical operators –Calculation order is incorrect because of the use (or non use) of parenthesis –A sum does not include all of the needed figures –A function is set up using incorrect cells

14. XP Practical PC, 3e Chapter 11 14 How do You Know the Worksheet is Accurate? An incorrect spreadsheet to fix The grade is wrong – should be 89% and a B. Find the errors

15. XP Practical PC, 3e Chapter 11 15 Creating graphs Most spreadsheet programs can convert the data in your spreadsheet to a chart or graph. You can select only part of your data or a range of cells to be graphed. There are many types of graphs that can be used to display the data, such as bar, line, pie, column, scatter, area, doughnut and high-low-close. You can also add graphics to plain charts.

16. XP Practical PC, 3e Chapter 11 16 Creating graphs The steps to creating a graph: –Enter your data into the spreadsheet and decide what data should be on the chart –Select a chart type –Activate the Chart wizard –Format the chart using the chart and formatting menus to add labels, data markers and dimensions.

17. XP Practical PC, 3e Chapter 11 17 Creating graphs Excel’s Chart Wizard Worksheet data used to create the chart Many Chart types and formatting options exist

18. XP Practical PC, 3e Chapter 11 18 Hardware – Computer Projection Devices For modern presentations, presentation software is often used to create slides as a visual aid for the speaker. These slides can be shown on a computer monitor for small groups, but for larger presentations, a computer projection device can project the slides onto a larger screen. Two popular types of projection devices are LCD projectors and DLP projectors.

19. XP Practical PC, 3e Chapter 11 19 Hardware – Computer Projection Devices LCD projectors shine a bright light through a small LCD panel which changes the light color to create the projected image. DLP projectors shine a bright light on a series of miniature mirrors which rotate to produce the colored dots of the projected image. DLP projectors produce a sharper, clearer image, but typically cost more.

20. XP Practical PC, 3e Chapter 11 20 Hardware – Computer Projection Devices A DLP projector

21. XP Practical PC, 3e Chapter 11 21 Hardware – Computer Projection Devices Projection device costs are affected by: –The ANSI lumen rating – higher ratings produce brighter pictures. –Resolution – the number of pixels that can be displayed on the screen. –Weight – smaller lighter models are more portable and offer more options for use.

22. XP Practical PC, 3e Chapter 11 22 Hardware – Computer Projection Devices Projection devices can be used for: –Training & presentations –Projecting TV or movies from a VCR or DVD player Special projection features to look for: –Built-in speakers –Remote control –Keystoning feature to compensate for the positioning of the projector

23. XP Practical PC, 3e Chapter 11 23 Hardware – Computer Projection Devices An LCD projector

24. XP Practical PC, 3e Chapter 11 24 Hardware – Computer Projection Devices Planning for a presentation: –Research ahead of time to determine type of equipment available. –Test out the equipment ahead of time. Arrive early and check it out immediately before the presentation. –Check out all areas of the room for visibility and audibility. –Make sure technical support is available –Make copies of critical slides for handing out in an emergency.

25. XP Practical PC, 3e Chapter 11 25 Making slides for a Presentation Using PowerPoint to make a Presentation Notes used as script Graphics to add interest Bulleted list to summarize points Slide list makes it easy to change order

26. XP Practical PC, 3e Chapter 11 26 What do you think? Is it the medium or the message? 1.Do you believe that McLuhan was correct in saying that “the medium is the message”? 2.Do you agree that, as a rule of thumb, the time you devote to preparing for a presentation should be divided as 50% research and writing, 50% designing electronic slides? 3.Do you believe that new media such as the Web can fundamentally change the personality and thought patterns of an entire generation?

27. XP Practical PC, 3e Chapter 11 27 Chapter Summary You should now be able to: –Create a spreadsheet –Format and check it out –Create several types of graphs from it –Set up a presentation using standard formats –Understand the basic types and uses of computer projection devices