Spreadsheet analysis

How and why spreadsheets are used

Spreadsheets are used in both business and at home to assist
users in a variety of ways. It helps store information in a
convenient and easier way and it maintains records.
Spreadsheets are great way for dealing with numbers such as:
financial- to check account information, budgets, and payment
system, school- to track the students grades, sports- keep
track of your player stats, other statistical data and much
more.

Winter test results

This spreadsheet was created to
record Year 11 students test results.
It calculates everything for you such
as: the total, average, highest,
lowest, mode, percentage and the
grade for each students along with
the class as a whole. The teachers
can use this spreadsheet to compare
it to the results from previous year.
Audience:
Input- the teacher inputs the results
in the spreadsheet
Output- Viewers can easily look at
the results and see whether students
are progressing or not and what
grades they are achieving

Winter test results

This is a screenshot of the formulas and functions which complete some of the functions of
the spreadsheet. The organised layout with different columns and rows makes it easy for
teachers to input data in specific places.
Audience:
Input features include different types of formulas such as: =SUM, =AVERAGE, =MAX, =MIN
and =MODE to find correct values needed for each cell. Tables are used to show clearly where
data should be input and cells are used to find formulas easily.
Output features like conditional formatting shows users low and high marks being recorded.

Winter test results

In this spreadsheet, it was easy to input data which contain numeric data,
text or formulas. In addition, it was easy to find any results using the
VLOOKUP functions and reading results. The simplicity of the spreadsheet
allows anyone who is familiar with it to develop tables. The accuracy of the
calculations made it easier for the user as it showed error if you typed the
formula incorrectly.
However, there were a few weakness. There was a chance of possible
input errors if you type the wrong calculations or results. Also, there were
a lack of graphs which makes it difficult to make comparisons with the
2013 one. The overuse of conditional formatting which made the results
colourful makes it hard for users to see which one is important and
confuses them.

Impact of features used

In the past, teachers would
record results manually in a mark
book. The features used in
spreadsheets will have a huge
effect on the effectiveness of
recording marks
Formulas
Updating amending
Graphs
Convenient

Clothing accounts
This spreadsheet was used to record
the shop income and expenditure. The
spreadsheet calculates the overall
income and expenditure which shows
the shops profit. In addition, the
spreadsheet calculates the target sales
to see whether they have reached their
goal and other informations like gross
income, exceptional costs, net before
tax and tax payable.
Audience:
Input- the shop employees or employer
puts results in the table
Output- Viewers can easily look at the
results and see if they have reached
their target sale and profits.

Clothing accounts

This is a screenshot of the formulas and functions that make up most features of the spreadsheet.
The layout using tables and different coloured titles makes it easy for them to input data in correct
places.
Audience:
Input features include formulas with =SUM however most of them include =cell alphabet and
number with the correct symbol in the middle like multiplication(*), division(/), subtraction(-) and
colons(:). These helps find values for the correct places and tables are used to clearly show where
each data should be input.
Output features such as conditional formatting make it easier for users to work out the total for

Clothing accounts
There were a lot of strengths in this spreadsheets. The accuracy of
calculations were perfect if you used the right formula and the conditional
formatting was used correctly. This meant that the important information
were highlighted and it was easier for the users to see.
The data's were easy to input whether it was numeric data, text or formulas.
However, there were a few weaknesses. There were a lack of graphs to
make the comparisons easier for the user. It was confusing for the users as
there was too many tables. This does not matter because the important
parts were highlighted.

Data formatting
1

These zoomed in screenshots

of my spreadsheet which shows
how I formatted my cell so your
phone number is
visible
without
the
telephone
disappearing. When you type
your phone number in the cell,
the 0 at the front gets
removed. I changed the format
to make the 0 appear and make
it look like a telephone number.
For this, I right clicked on the
column and format cells into a
text category and clicked ok.
After this, the shaded area of
the column appeared in that
same format I selected.

Date applied
1
2
3

These are the zoomed in

screenshots
of
my
spreadsheet
which
shows how I changed
the
format
so
the
computer shows the
original date instead of
decimals and symbols.
Usually this happens
because its set in
scientific format. Firstly,
I right clicked the date
column and clicked on
format cells. Afterwards,
this box pops up and I
clicked on the preferred
date type and pressed
ok. Finally, the correct
date shows up. This
format can be changed
to any column you

Ticket price
1

3
2

To change the format of the cell to a

currency. I clicked on the cell where I
would like to change it to that. I
right clicked on the cell and selected
format cells. After that, a box
popped up and I selected the type of
symbol and decimal place you would
like. I pressed ok after you have
chosen the ones. The ticket price will
appear in the correct currency.

ata validation: Ticket type

4
5

These are the zoomed in screenshots of my

spreadsheet for data validation. The steps go from left
to right. First of all, I selected the section where I
wanted the drop down menu. Then, I went to the data
section on the top and click on data validation. If you
click it, a box should pop up and you select the list. I
clicked on the mini red arrow section on the source
area. After that, I selected which one goes to the
correct sheet which contains the information for your
ticket type and select the type of the tickets. A mini
box will appear after you select it and I pressed ok.

ta validation: Allocated area

1

This zoomed in screenshots of my

spreadsheet shows the process on how
to get a list on a cell. The steps go from
left to right. On the top area of Excel, I
clicked on data validation After that a
box pops up and I clicked list and the red
arrow button on source. I went to my
second sheet and selected the stands. I
pressed ok and the drop down list

Ticket price
1

3
2
These screenshots shows how I fixed the ticket price so it
matches the ticket type. Firstly, you go to the second
sheet where you typed the information of the ticket type
and costs. Then, you highlight the ticket type and costs.
Afterwards you click on the name box and change the
title to tickets. This will help the computer look up for the
information you want later. Finally, you go on the cell
where you would like the ticket price and type in the
formula =VLOOKUP((cell number of your ticket
type,Tickets,2,FALSE). This will create a ticket price that
will match with the type of ticket the person selected.

Expiry date
1

2
This screenshot shows the formula you need for
the expiry date section. You type in =(cell number
for date applied)+365 and press enter. This will
enter the date applied with one year added
because the tickets will expire a year later and
there are 365 days in one year.

Summary total
1

To find out how many tickets you have

remaining, type in the formula =countif( and
after that you go to the other sheet which
contains your information about ticket types
and type , . Then, you move onto your other
sheet and click on the type of ticket and end
the formula with a ) . This will give you the
amount of ticket you sold. In the next step, you
edit the formula and add the cell number with
the type of ticket. In addition, you add a to
the formula and open bracket on countif and
close the bracket at the end. This will give you
the remaining tickets.

Income
1

First of all, you change the cost and income

column to currency by going to the home button
and number section. To find out how much
income you have produced from each of the
tickets you sold, you use the formula =cost of
the ticket*(total available remaining). For the
total, you type the formula =SUM(1st income:
Last income) and press enter. This will add up
each of the income giving you a grand total for
the tickets.

Number of seats sold in stands

1

For the number of stands sold on a

specific area, you type the formula
=COUNTIF(. Then, you go to the other
sheet and select the allocated area and
type comma (,). After this, you press on
the stand on the same row and close
the brackets. This will give you the total
number of seats sold in allocated area.

Data entry form

Data entry helps the user enter data more

easily. Firstly, you click on the customize quick
access toolbar at the top left and click on more
commands. Then you change the commands to
all commands and select form After you have
selected it, you click add and press ok. This will
create a form for each user and you can find this
on the top left corner with a mini white and blue
box.

Charts
1

These screenshot shows you how to create a chart using

data's you have. This will give a easier view of your results.
First of all, you select all your data by dragging the mouse on
the data. To select further data that is not in the same area,
hold down the shift key and select the rest of the data. After
its selected, you go to insert on the top section of the
spreadsheet and select charts. In the charts section, you can
choose what type of chart you would like for example: bar,
pie and line chart. This will give you a chart with the set of
results and you can edit the title and colours according to
your preferences.

Table style
1
To change the table style, select
all of the data and click on design.
The design area will appear on
the top area once you have
selected the table. From there,
you can choose a table style to
your liking.

Hyperlink
1

2
3

To create a hyperlink on a text, you select the cell of the

text. Then, you click on hyperlink which is on the top
section of the spreadsheet in links. A pop up box will
appear and this will allow you to add hyperlinks from
anywhere whether its from the internet or the same
spreadsheet. After you have created a link to the correct
place, you press ok. Now, you can go on the hyperlink if
you click the text.

Alternate design

Easier to read by creating other spreadsheets so the data does not look small
Data could be sorted either numerically or alphabetically
Number of worksheets should be increased because there is too much on one sheet. All the data
can only be visible with 60% and it hard to read
Position of the graphs should be on a different document because it blocks a lot of cells which
you may want to use
Database software- rational database since flat causes data duplication. This will make it easier
for users to enter data since data is splitted into groups.
You can have different types of graphs for e.g. the double bar graph so you can compare your
profits at the same time in one graph. This will allow the user to look at one sheet for profits
instead of looking at different sheets.
Mail merge combine spreadsheet data into letters
Improvements
Conditional formatting
Alignment of titles
Table