Before electronic spreadsheets were introduced, record and account keepers used pen and paper to record data into a ledger that a book containing a number of spreadsheets. Accounting records and calculations were recorded by hand and entered into the spreadsheet every time calculations were made.
According to history, the idea to invent an electronic spreadsheet was started by Dan Bricklin while he was an MBA student at Harvard Business School in 1978. While observing his lecturers erase and rewrite the whole workings on the spreadsheet on the blackboard while calculating, he tried to think of an easier way to do calculations only by changing one digit on the spreadsheet.
Dan Bricklin and Bob Frankston invented the first electronic spreadsheet software that is the Apple II computer and named it VisiCalc. The electronic spreadsheet software was subsequently produced in 1983 by Mitch Kapor for Lotus Development Corp for the use of IBM PC computers and named Lotus 1-2-3. Then, from there other electronic spreadsheet such as SuperCalc, Works, Quattro Pro, Microsoft Excel dan Apple Calc made their appearance.
The Functions of the Electronic Spreadsheet in Producing a Worksheet
An electronic spreadsheet is actually an accounting ledger or a piece of scientific work arranged according to rows and columns created, edited, processed and displayed by the computer. The electronic effect allows the data to be displayed, deleted and edited easily. The electronic spreadsheet has the characteristics to process data including calculating using various mathematical and scientific formulas like a calculator. Additonal features of the electronic spreadsheet allow the display to be done in the form of a table and chart to facilitate users to access information from the processed data.
The electronic spreadsheet application allows the user to; (i) Save records (ii) Delete records (iii) Edit records (iv) Arrange and sort records (v) Calculate mathematical calculations, stastistics, finance and engineering based on formulas and functions (vi) Display information in the form of a table or chart
This topic will focus on the electronic spreadsheet software in Microsoft Excel to be used in teaching and learning.
As part of the combined application of Microsoft Office, there are many shared characteristics similar to Microsoft Word and Microsoft PowerPoint applications. Attention has to be given to the features selected while installing the Microsoft Office application software. There are complaints from Microsoft Excel users that they do not have some of the features that they need when using the software. This happens when they did not choose to install the required features during the installation of the Microsoft Office combined application software.
The Microsoft Excel Software allows the user to:
(i) Save and process data;
(ii) Format worksheets like adding currency symbols and decimals, adding colour effects, alignment and protection,
(iii) Produce charts based on data,
(iv) Carry out calculations, statistics, engineering and finance,
Basic Components
- Introduction to Microsoft Excel Windows the file name is a name for an opened file. When a new file is opened, by default, the file takes a name Book 1 (Book.xls) The name of the file is displayed on the Application Bar. When you save the file in a new name, the new name will be displayed at the same place.
- Main Menu Bar There are distinct differences in the Main Menu Excel compared to other Microsoft Office applications. Among the obvious differences are:
On the sub Insert Menu there are special features such as adding cells, rows, columns, worksheets, functions and charts. The other features are similar to the menu in Microsoft Word.
- Toolbar on Microsoft Excel Display Microsoft Excel provides a number of toolbars that can be searched by selecting the View on the Main Menu and click Toolbars.
The specified Toolbar can be viewed on the display screen. Each toolbar has a set of icons to assist to facilitate the Excel user to carry out the task of formatting, editing and carrying out mathematical instructions.
Cell Format
Cell can be formatted in various formats.
The method to format cells of users is to highlight the said cell first before displalying the screen to format cells.
Highlighting cells can be carried out in any one of the following ways: (a) Cell - Clicking any one of the cells to activate it (b) Range - Click and drag the mouse over a number of cells (c) Column - Click on the column header of the respective columns (d) Row - Click on the row header on the respective row
The Sub window Cells format is a main menu to format cells. The display is seen by clicking on Format of the Main Menu and clicking on Cells.
By using the sub window of Cells format, the user can change the characteristics of the cell in the form of changing numbers in the cell, aligning the cell content, font characteristics cell border, cell pattern and changing the protection for cells.
Type of Data Input and Mathematical Operation Function
Cells can either be blank without any input or with a constant or a formula as an input.
Constant is: (a) An input that does not change including text, date, time (b) Numbers that have a numeric value for instance integer, decimal, percentage or fraction which if needed change a new entry has to be made
A Formula is an addition which is an operation and mathematical function to the constant, and any change to it will change the whole calculation. This also means in the event the constant is changed, the change in the calculation outcome will occur automatically. Formulas have to start with the symbol =.
Bar Formula
The display on the Bar Formula is very important in Excel. Whatever is typed enters any one of the cells and this can be viewed in the Bar formula. Hence, the display on the bar formula can be used to know the actual content of the cell.
BASIC FEATURES OF AN ELECTRONIC SPREADSHEET
Arranging and Sorting Data
Besides functioning to carry out mathematical operations, Excel is also useful for routine work such as arranging data in table and chart form to be presented and printed.
Data Insertion can be done using the instruction Sort.
For this purpose, data has to be highlighted first, then click Data on the Main Menu and select Sort.
Filtering Data When the collection of data becomes too large the capacity to access the data becomes more difficult. Excel prepares the feature to filter data to facilitate easy access of data displayed.
The filtering of data can be done by clicking Daa on the Main Menu, click Filter on the sub menu and select Auto Filter.
Making a Table
Tables are used to present data in the form of text and numbers to facilitate understanding. The table in Excel is formed as a result of formatting on cells containing data. Among the formatting effects usually applied on cells include adding colour to the table header, creating a border around the cell and range, the effect on the alignment of the text in cells including the orientation effect.
Making Charts
Charts are used as graphic representation added into Excel. The usual way to produce a chart would be by using Chart Wizard. The sub Window of Chart Wizard is taken out for display by clicking on the Chart Wizard Icon on the toolbar or by clicking on Insert on the Main Menu and selecting Chart.
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