Formatting Spreadsheets

Managing Worksheets and Workbooks

Worksheets and Workbooks

1. Worksheets

Worksheets are individual tabs within a workbook, each containing a separate set of data or calculations. Users can add, delete, and rename worksheets.

2. Workbooks

Workbooks are files that contain one or more worksheets. Users can manage multiple workbooks, save, open, and organise them.

Using Functions, Formulae, and Features

1. Functions

Functions in spreadsheets are pre-defined mathematical or logical operations that perform calculations on data. For example, the SUM function adds a range of numbers.

2. Formulae

Formulae are user-defined equations that use mathematical operators and cell references to perform calculations. For example, "=A1+B1" adds the values in cells A1 and B1.

3. Features:

Spreadsheet software offers various features such as conditional formatting, data validation, and sorting, which enhance data presentation and analysis.

Consolidating Data

• Definition: Data consolidation involves combining information from multiple sources or worksheets into a single summary sheet for analysis or reporting.
• Example: Consolidating sales data from regional worksheets into a master worksheet to analyse overall performance.

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Formatting Spreadsheets

Administration and IT

Creating Dynamic Links Between Software Applications

• Definition: Dynamic links connect data in one software application (e.g., Excel) with data in another (e.g., Word or PowerPoint). Changes in one source automatically update linked content in another.
• Example: Embedding an Excel chart in a Word document and linking it so that updates in the chart data reflect in the Word document.

Printing in a Range of Views and Sections

1. Range of Views

Spreadsheet software provides different print views like Normal, Page Layout, and Page Break Preview, allowing users to adjust how data appears on printed pages.

2. Sections

Users can select specific sections of a spreadsheet to print, such as selected worksheets or a defined print area.

Formatting Spreadsheets

1. Cell Formatting

• Definition: Cell formatting involves changing the appearance of individual cells to improve readability or highlight specific data.
• Examples: Changing font size, applying bold or italics, adding cell borders, and applying number formats (currency, percentages).

2. Column and Row Formatting

• Definition: Formatting columns and rows includes adjusting width, height, alignment, and text rotation for better presentation.
• Examples: Adjusting column width to fit data, merging cells for headers, and freezing rows or columns for easy navigation.

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Formatting Spreadsheets

Administration and IT

3. Conditional Formatting

• Definition: Conditional formatting allows cells to change appearance based on specific conditions or rules. For example, cells with values below a certain threshold can be highlighted in red.
• Example: Highlighting sales figures above the target in green and those below in red.

4. Data Validation

• Definition: Data validation ensures that data entered into cells meets specified criteria. This helps maintain data accuracy and consistency.
• Example: Setting a validation rule to allow only numeric entries between 1 and 100 in a cell.

5. Sorting and Filtering

• Sorting: Sorting arranges data in ascending or descending order based on selected columns or criteria.
• Filtering: Filtering displays only specific data based on user-defined criteria, hiding rows that do not meet the filter conditions.

6. Grouping and Subtotaling

• Grouping: Grouping data organises it into hierarchical levels, allowing users to collapse or expand sections for a clearer view.
• Subtotaling: Subtotaling calculates totals for groups of data, such as subtotals for each category in a dataset.

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Formatting Spreadsheets

Administration and IT

Summary

Formatting spreadsheets involves using functions, formulae, and features for data manipulation and presentation. Managing worksheets and workbooks ensures efficient organisation. Consolidating data combines information for analysis. Importing and exporting data enhance data exchange. Dynamic links connect data across software applications. Printing options include various views and sections. Cell, column, and row formatting, along with features like conditional formatting, data validation, sorting, filtering, grouping, and subtotaling, improve data presentation and analysis in spreadsheets.