What is a spreadsheet?
A spreadsheet is a document that stores data in a grid of horizontal rows and vertical columns. The rows are usually labelled using numbers (1, 2, 3, etc.), and the columns are labelled with letters (A, B, C, etc). Individual row/column locations, e.g. B2 or H8 C3, are called cells. Each of the cells on a page an store unique data. By inputting data into a spreadsheet, information can be stored in an more organised way than using text. The way the data is contained in this row/column grid allows it to be analysed using formulas and calculations.
The most commonly used spreadsheet application is Microsoft Excel®, but several other spreadsheet programs are available including IBM Lotus 1-2-3 for Windows and AppleWorks and Numbers for Mac OS X.
Why use a Spreadsheet?
Spreadsheets address a wide range of business needs. Broad areas of use include cash flow and bank reconciliation; invoicing and accounting systems; statistical analysis and reporting. There are many vertical industry specific uses for spreadsheets.
However, there are circumstances where data might be better stored within a database such as Microsoft Access®. Making the right choice is critical if you want to access and update your information accurately. Spreadsheets are commonly used to manage lists of data such as telephone numbers and personnel data. In comparison, database applications store data in tables that look much the same as spreadsheets but are able to carry out complex querying using relationships between multiple tables.
So, while both programs manage data extremely well, each one has clear advantages depending on the type of data you are managing and what you want to do with it.
Simply put, if you can store your data in a single page or sheet, this is called flat or non-relational data, this type of data would be suited to a spreadsheet application e.g. Excel®. However, if your data needs to be stored in more than one table, this is called relational data, then you will need a relational database application, e.g. Access®.
Spreadsheets – the application
Many people are familiar with using spreadsheets, but less so with the scope of the spreadsheet application itself, be it Microsoft Excel® or another program. Most spreadsheet programs are very powerful, however most standard spreadsheets use a mere 10% of their capability. It is important to realise that you can probably do anything you can dream up, provided of course that you have enough spreadsheet skills.
So you have established that you need a spreadsheet.
What is the first step?
Firstly one must understand the “need”. If the final spreadsheet is to be of real benefit, then it is fundamental to consider this “need” during the planning stage. Certainly if you ensure you understand the process in detail prior to creating the spreadsheet you will be three quarters of the way there.
Other things to consider
Do I need to start from the beginning, or do I have an existing spreadsheet which can be manipulated to deliver the solution I require?
What will be the benefits?
Many routine tasks can be more efficiently carried out using an updated spreadsheet. Often we can continue to carry out very labour intensive processes, because this is the way we have always done things, and cannot always see that there is an easier way of arriving at the same result. Stand back from the problem and plan what you would like the spreadsheet to achieve, it is almost certain that the application will be man enough to do what you have only dreamed of before.
Automation
Are you a “copy/paste” expert, this type of functionality can be automated. By streamlining your tasks you could make the result more accurate, more time efficient and ensure your business optimises its position in the market in these competitive and “cost conscious” times.
Keep it simple
While you can probably do almost anything you can dream up with your spreadsheet, it is also important not to be too ambitious at the beginning, or you will spend several days using “help”. Sometimes “help” can only assist if you know which questions to ask, or at least how to ask those questions. Aim slightly out of your comfort zone, and try and introduce only one or two unfamiliar functions to start with and I guarantee you will learn some really useful functions as you go along, and more importantly I think you may well begin to enjoy yourself.
This content has been prepared for ERL Solutions specialists in IT Training
