Spreadsheet analysis

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.

How and why spreadsheets are used

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 spreadsheetOutput- 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. Tables can help user sort or filter data to find correct results.

Winter test results

Winter test resultsIn 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 usedIn 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

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 tableOutput- 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 each tables. Tables help users sort or filter results to find specific results.

Clothing accounts

Clothing accountsThere 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.

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.

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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 it’s 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 would like and it was used for the expiry date column too.

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Date applied

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.

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Ticket price

Data validation: Ticket type

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. Finally, a drop down list appeared on the cell I selected in the beginning.

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Data validation: Allocated area

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 appeared on the cell I selected.

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Ticket price

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.

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Expiry date

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.

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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.

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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.

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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.

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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.

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Charts

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.

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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

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.

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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