What is spreadsheet? Write its application, advantages & disadvantages. Spreadsheet program is used is used for calculations. It provides worksheets to enter data. A worksheet is a collection of rows columns. It allows you to make different calculations using formulas and built-in functions. We can also display our data using charts and figures.
Application of Spreadsheet
Some important applications of spreadsheet program are as follows:
- It can be used by corporations to track profit and losses
- Economists can generate growth graphs of country’s economy
- Statisticians can calculate probability of crashing the market
- Women can manage their household budgets
Advantages
Computerized spreadsheets can calculate data easily, accurately and efficiently. Large quantities of numbers can be added, subtracted, multiplied and divided. Revised calculations are performed automatically when new information is inserted in existing spreadsheet.
- It increases the ease and speed of calculating.
- It makes it easy to modify information and recalculate automatically.
- It displays numeric data as a chart or graphs.
- It incorporates numeric data into another software application.
Disadvantages
- Spreadsheet program cannot process a large volume of data quickly.
- It does not provide much programming facilities.
Discuss the basic feature of spreadsheet software
Spreadsheet software provides many features. Some are as follows:
- Grid of Row and Columns
The spreadsheet is a grid of rows and columns. Each row is assigned a number and each column is assigned a latter. The intersecting of row and column is called cell. Cells are identified by the combination of their column letter and row number.
For example, fifth cell in the second column is known as cell B5. This is known as the cell address or cell coordinates. A cell contains labels or values. A label is text entry such as “Gross salary”. Values can be number, date, formula or formula result.
- Formulas
The formula performs calculations on the data in spreadsheet. It displays the resulting value in the cell containing the formula.
- Built-in Functions
Spreadsheet has many built-in function s. functions can perform different types of calculations. Lengthy calculations can be applied on worksheet easily by using functions.
- Commands
Commands are used to manipulate the worksheet or its contents
- Text Manipulation
Some simple text manipulation can also be performed.
- Printing
Spreadsheet provides printing facility. You can print your documents to get a hard copy. Printing can be of whole document or of any required range.
Explain the general interface of spreadsheet software. Also explain 3-D sheet.
Following is brief description of different elements of a spreadsheet interface:
- Worksheet
The worksheet is where data is entered. Spreadsheet consists of columns and rows to enter data.
- Workbook
Workbook is a group of worksheets saved together as one file. By default a workbook contains 3 worksheets.
- Cell
The intersection of row and column is called cell. A cell holds data. Cells may contain text, numbers graphical patterns or formulas.
- Cell Address
Cells are identified by the combination of column letter and row number. The fifth cell in second column is known as cell B5. This is known as the cell’s address or cell coordinates.
- Column and Row Headings
The text that appears at the top of column is called column headings. Column headings represent the names of the columns. The text the appears on the left of row is called row headings. Row headings represent the names of the rows.
- Active Cell
Active cell is the in which data is entered or edited at a given time.
- Title Bar
Title bar is located at the very top of the screen. Spreadsheet displays the name of the current workbook on it.
- Menu
Menu is a collection of useful commands displayed on the top of screen.
- Toolbars
Toolbars are shortcuts to menu commands. Toolbars are generally located just below the menu bar. Toolbars consist of icons that act as shortcuts to the commands.
- Formula Bar
The formula bar displays the location of the active cell and the value or formula used in the active cell.
- Sheet Tabs
Sheet tabs at the bottom of the workbook are used to move from one sheet to another in a workbook.
- The Status Bar
At the bottom of the spreadsheet interface is the status bar. This bar displays information about a command, a toolbar icon or an operation in progress.
- 3D Sheet
Early spreadsheet programs provided only one worksheet at a time. The workbook could contain just one worksheet. The new spreadsheets are called 3D worksheet. A 3D worksheet is like a pad of worksheets. It is due to this feature that data in one worksheet can be used in the calculations of another worksheet of same or different workbook.
Word Processor And Spreadsheet
What is difference between word processor and spreadsheet?
Word Processor | Spreadsheet |
Word processor provides the facility to create and edit documents. | Spreadsheet provides the facility of calculations. |
The data in word processor is inserted in documents. | The data in spreadsheet is inserted in worksheets. |
It provides no data validation facility. | It provides data validation facility. |
It does not provide data analysis facility. | It provides data analysis facility such as filter, subtotal, pivot table and auditing. |
It provides a small number of predefined functions to manipulate data. | Ti provides many predefined functions to manipulate data. |
It does not provide the facility of automatic recalculating of data. | It provides the facility of recalculating data. The result changes automatically if the data is changed. |
Conditional formatting is not available in word processors | Spreadsheets provide the facility of conditional formatting. Format of data is changed when it meets a certain criteria. |
| Word processor is used to create letters, applications, memos and reports etc. | Spreadsheet is used to create salary sheets, home budgets and balance sheet. |
What is difference between function and formula?
Function | Formula |
| Function is predefined facility. | Formula is defined by the user. |
| Function is written in predefined syntax. | Formula is written according to the user requirements. |
| Function may require parameters. | Formula does not require parameters. |
| Function id identified by a particular name. | Formula has no particular name. |
| All functions are formulas. | All formulas are not functions. |
What is nested function? Give example.
A function within a function is celled nested function. For example, if you want to calculation two different bonuses on the basis of average sales of person, you will need to use nested function as follows:
IF (AVERAGE (A2:B2)>3000,500,100)
Here, Average is the inner function and IF is the outer function. In nested functions, inner functions executes first. Then outer functions are executed.
What is a chart? How chart is created Excels?
Charts allow you to present data entered into the worksheet in a visual format using a variety or graph types. Before you can make a chart, you must first enter data into a worksheet.
Creating Charts using Chart wizard
The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes.
- Enter the data into the worksheet and highlight all the cells that will be included in the chart including headers.
- Click the Chart Wizard button on the standard toolbar to view the first Chart Wizard dialog box.
- Choose the Chart type and the Chart subtype if necessary. Click Next.
- Select the data range and click Next.
- Enter the name of the chart and titles for the X- and Y-axes. Other options for the axes, grid lines, legend, data labels, and data table can be changed by clicking on the tabs. Press Next to move to the next set of options.
- Click As New Sheet if the chart should be placed on a new, blank worksheet or select As Object In if the chart should be used in an existing sheet and select the worksheet form the drop-down menu.
- Click Finish to create the Chart.
what is Align and Orient Cell Contents?
Text is aligned automatically on the left of the column and values on the right. This can be changed as required. Values formatted with the Currency or Comma Style formats override the alignment button options.
Align Left
The following procedure is used to left align the data in the cells of a spreadsheet:
- Select the data with the mouse.
- Click on align left button.
Align Center
- First select the data that you want to appear centered.
- Click on the center button.
Un-centering Text
- Select that same data.
- Click on the center button again.
Align Right
- First select the data that you want to appear right aligned.
- Click on align button.
what is Merge and Center? How it is applied
Merges and centers selected data across multiple cells. The merge and center functions are combined on this icon.
- Select the columns as seen below:
- Click on the merge and center icon. The display will change to the one seen below:
Write the procedure for rotating text.
This feature allows you to change the direction of the text.
- Select the cell or range of cell you want to rotate.
- On the Format menu, click Cells.
- Click the Alignment tab. Under Orientation, Red Diamond will be at position 0 degrees.
- Now click and drag the Red Diamond to the +45 degrees position.
- Click on OK button to see the result.
Write a procedure Wrapping Text in a Cell.
It you have text that appears in a single cell but you want to increase the height of that cell to accommodate all of the words, you can use the Wrap text option.
- Select the cells that you want to apply Wrap text.
- Form the Format menu, select Cell. . .The Format Cells dialog box appears.
- Select the Alignment tab.
- Under Text Control, select Wrap text.
- Click OK.
Unwrapping Text using Menu
- Select the cell, which has wrapped text.
- From the Format menu, select cells. . .The Format Cells dialog box appears.
- Under Text Control, deselect Wrap text.
- Click OK.
Spreadsheet Software (Short Questions)
Define spreadsheet: Spreadsheet program is used for calculations. It provides worksheet to enter data. A worksheet is a collection of rows and columns. It allows you to make different calculations using formulas and built-in functions. We can also display our data using charts and figures.
List some applications of spreadsheet.
- It can be used by corporations to track profit and losses
- Economists can generate growth graphs of country’s economy
- Woman can manage their household budgets
List three benefits of spreadsheet.
- It increases the ease and speed of calculations.
- It is easy to modify information and recalculate automatically.
- It provides facility to visually display numeric data as a chart or graph.
Write the basic feature of spreadsheet software: Some important features are Grid of Row and Column, Formulas, Built-in Functions, Commands, Text Manipulation and printing.
How are rows and columns identified in Excel? : Rows are identified by numbers and columns by letters.
Define cell and how is it identified?: A cell is the intersection of a row and column, and is named with the letter of the column and the number of the row.
Give three possible cell contests: A cell can contain a numeric value, an alphabetic value or a formula. The formula may refer to other values in different cells.
Define worksheet: Worksheet is where data is entered. It consists of columns and rows to enter data.
What is cell and cell address: The intersection of row and column is called cell. A cell holds data. Cells may contain text, numbers, graphical patterns or formulas. Cells are identified by combination of column letter and row number, the fifth cell in the second column is known as cell B5. This is known as the cell’s address or cell coordinates.
What is active cell of Excel?: Active cell is the cell where the cursor is blinking or which is selected.
List different types of data in Excel: Different types of data in Excel are label, Values, Bates and Formula.
What is Merge and Center option in Excel?: Merge and Center option merges and centers the selected data of multiple cells. The merge and center functions are combined on the icon.
Explain number formats and how they affect the value of number: A number format changes the appearance of a number but does not change the value of number. For example, if the number is 1.2345 and you apply a format with only two decimal places, Excel will round the number and display it as 1.23, but when Excel uses the number in a calculation, it uses 1.2345.
What do you mean by Relative Referencing?: Calling cells by just their column and row labels such as “A1” is called relative referencing, if a formula containing relative referencing is copied form one cell to another, Excel changes cell addresses relative to the new cell address.
Describe Absolute Referencing: Calling cells by column and row labels along with “$” such as “$A1” is called absolute referencing. If a formula containing relative referencing is copied form one cell to another, Excel does not change cell addresses.
Differentiate between absolute and relative references: If a formula containing relative referencing is copied from one cell to another, Excel changes cell addresses relative to the new cell address. If a formula containing absolute referencing is copied from one cell to another, Excel does not change cell addresses.
Define formula in Excel: Formulas are the instructions that perform calculation on the sheet. A formula begins with an equal sign (=) followed by one or more values to calculate.
Write the formula for calculating the average of cells B2 and B3: The formula is = (B2+B3)/2
Write a function that totals cells A1 through A5: =sum(A1:A5)
Why are parentheses important in formulas?: The expressions inside parentheses are preformed before the other expressions. Parentheses are used to change the predefined operator precedence.
Define functions in Excel?: Functions are the built-in formulas that are used to perform complicated calculation. Functions are an efficient way of performing mathematical operations.
Define function arguments: Arguments are the values that are given to a function for calculations. Arguments are written in parenthesis after function name.
Distinguish between formulas and functions: Formula is a mathematical expression given by user to perform some calculations. Functions are predefined formulas for complicated calculations. Fruitions are more efficient than formulas. But formulas are more flexible.
Write different ways to enter cell addresses and ranges in a formula: The user can type, point or use the insert function dialog box to enter cell addresses and ranges in a formula.
List any five function of Spreadsheet: Some important functions Excel are Countif. Concatenate, Average, Max. and Min.
What are nested functions in Spreadsheet: A function within a function is called nested function. In this case, the inner function is executed before the outer function.
State the purpose of spreadsheet Charts: Charts are used to present data in a visual format. Data is entered in worksheet before creating a chart.
What do you understand by named ranges?: Named ranges are the names that are defined to represent a cell or cell range on a worksheet. Range names cam further be used in formulas instead of cell addresses or ranges. They also make it easier to use, maintain and understand the formula in the worksheet.
Differentiate between active cell and passive cell: Active cell is the cell in which data is entered or edited at a given time. A cell must be activated before entering data. A cell that is not currently selected is called passive cell. The data cannot be inserted or deleted in a passive cell.
Compare word processor and spreadsheet: Word processor is a type of application that provides the facility to create and edit documents. Spreadsheet is a type of application that provides the facility of calculations. Data in word processor is inserted in documents. Data in spreadsheet is worksheets.
Differentiate between worksheet and workbook: Worksheet is a place where the user enters all data. It consists of columns and rows. There are 256 columns and 65536 rows in a worksheet. A worksheet is a group of worksheets which are saved as one file. Each workbook in Excel contains 3 worksheets by default.
What is 3D sheet?: Early spreadsheet programs provided only one worksheet at a time. The workbook could contain just one worksheet. The new spreadsheets are called 3D worksheet. A 3D worksheet is like a pad of worksheets. It is due to this feature that data in one worksheet can be used in the calculations of another worksheet of same or different workbook.