A Guide to Meeting the Criteria
1A How spreadsheets are used
Describe how spreadsheet software can be used in four areas of office or business administration:- to present information
- to perform calculations accurately
- to perform repeated processes
- to manage lists of information
Used for accounts, calculations, predicting cash flow, invoices, statements and many more activities involving money to which spreadsheets are ideally suited
Customer Service
Customer address lists, details of what they bought stored on a spreadsheet used as a database, share information about purchases, refunds etc with Finance. Quick search of records to make dealing with customers more efficient
Sales
Product sales and popularity figures, displayed as charts, records of how individual products sell in different areas, sales people's activities, commission calculations, records of customer information
Personnel / HR
Staff details stored on spreadsheets used as a database, records of salary changes, tax codes, qualifications etc., Telephone contact list can be easily sorted in A-Z order. Quick search of who works in which department or who has particular qualifications etc
You will be provided with an original spreadsheet file to be converted into a variety of formats. Save the data in three different formats and explain why each could better meet a particular purpose.
Product sales and popularity figures, displayed as charts, records of how individual products sell in different areas, sales people's activities, commission calculations, records of customer information
Personnel / HR
Staff details stored on spreadsheets used as a database, records of salary changes, tax codes, qualifications etc., Telephone contact list can be easily sorted in A-Z order. Quick search of who works in which department or who has particular qualifications etc
1B Spreadsheet file types P2
You will be provided with an original spreadsheet file to be converted into a variety of formats. Save the data in three different formats and explain why each could better meet a particular purpose.
.xlsx is the normal Excel 2007-2010 version but not everyone may be able to open this if they have non-Microsoft or older software
.csv is a comma separated value type of file where each record (or row on a sheet) is stored separated by commas. This type of file is smaller as it has no graphic effects and can be opened and read by almost anyone so is ideal for sharing widely where the data may need to be used with other or limited programmes. Only one sheet can be saved in this way at a time, though, and links between sheets may be lost.
.pdf can be used to publish all the sheet data (including graphs, colours etc) as a multi-page document. this type can be read by almost anyone anywhere but cannot be edited, only viewed.
Here is a sample completed task
Add formulae for Goal difference and Points
Print the formulae sheet
Copy the sheet again
Add a column for Position
Enter the final positions
Change the display to make it attractive / interesting and sort so that No 1 team is at the top
Make charts from the data to show:
the Team and total Points
Goals For and Goals Against for each team
Use data validation to restrict the numbers that can be put in some cells (e.g. number played has to be less than 8 or numbers won, drawn or lost must be between 0 and 7)
Do some calculations to check your sheet formulae for points totals
Add something about the importance of copying sheets before making changes so that you always have a back-up.
.csv is a comma separated value type of file where each record (or row on a sheet) is stored separated by commas. This type of file is smaller as it has no graphic effects and can be opened and read by almost anyone so is ideal for sharing widely where the data may need to be used with other or limited programmes. Only one sheet can be saved in this way at a time, though, and links between sheets may be lost.
.pdf can be used to publish all the sheet data (including graphs, colours etc) as a multi-page document. this type can be read by almost anyone anywhere but cannot be edited, only viewed.
Here is a sample completed task
P3 Football League Table (Enter and update data) (2A)
Print out the football league table with the two extra match results added to the dataP4 Football League Table (Formulae) (2A)
Copy the sheet for 2AAdd formulae for Goal difference and Points
Print the formulae sheet
P5 Football League Table (Formatting data) (2B)
Copy the sheet again
Add a column for Position
Enter the final positions
Change the display to make it attractive / interesting and sort so that No 1 team is at the top
P6 Football League Table (Presenting data) (2B)
Make charts from the data to show:
the Team and total Points
Goals For and Goals Against for each team
P7 Testing your sheets (3A)
Use data validation to restrict the numbers that can be put in some cells (e.g. number played has to be less than 8 or numbers won, drawn or lost must be between 0 and 7)
Do some calculations to check your sheet formulae for points totals
P8 Instructions for using the tables (3A)
Your guide for a new user that shows how to set up data validation or how to put the data in a particular order. Screen prints and some explanation will be good for this.Add something about the importance of copying sheets before making changes so that you always have a back-up.
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