8
Managing Data with
Spreadsheet and
Database Software
TOPICS
F O C U S Q U E S T I O N >>
• SPREADSHEET SOFTWARE
How do I use spreadsheets and databases
to manage data?
• GRAPHICAL REPRESENTATION
OF DATA
• DATABASE SOFTWARE
Expectations
WORD WALL
arguments
bar charts
cell
cell address
column chart
database
data labels
data mining
fields
form
formulas
indicator
labels
legend
line graph
pie chart
queries
record
record number
relational database
spreadsheet
spreadsheet pages
spreadsheet program
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By the end of this chapter, students will
• demonstrate an understanding of the terminology associated
with information and communication technology
• define key terms associated with information and
communication technology
• identify types of devices and tools used in information and
communication technology
• use current information and communication technology terms
appropriately
• use spreadsheet software to perform a variety of tasks
• input, organize, and format data in a spreadsheet
• use formulas and functions to perform specific spreadsheet tasks
• produce spreadsheet documents to manage data
• use software to produce charts that visually represent
spreadsheet data
• manage information using database software
• define common database terminology
• use common database software features to locate and organize
information
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Expectations
WORD WALL (cont’d)
(cont’d)
• analyze privacy and security issues relating to information and
communication technology
• analyze ethical issues related to information and communication
technology
• maintain a portfolio of exemplary work that illustrates their
skills in information and communication technology, including
the ability to create effective business communications
spreadsheet
workbook/notebook
stacked column
syntax
title
values
worksheets
x-axis
y-axis
• identify the skills and competencies needed to work effectively
in an information and communication technology environment
• assess their personal competencies and skills in information and
communication technology
• create and maintain a portfolio by selecting samples of their
work, including business communications, that illustrate their
skills and competencies in information and communication
technology
GET ON IT! CHAPTER PROJECT
COMPARING TWO PRODUCTIVITY PROGRAMS—SPREADSHEET AND DATABASE
The computer was originally created to perform
calculations and manage large amounts of data. In fact,
one of the first uses for the computer was to compile
data for the United States census. A census is a process
used to count and collect information about a country’s
people. Recently, the Canadian census used online data
entry to gather information about all Canadians.
How many times a week are you required to give
information to your teachers, parents, and so on?
What is the information being used for? How do you
think the information is managed? How would you
keep track of information using a computer?
As you work your way through this chapter, you
will be introduced to two productivity programs that
help people manage information in business and daily
life—the spreadsheet and the database. You will be
asked to compile data and manipulate it in different
ways. At the end, you will draw comparisons between
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the two pieces of software and discuss the best uses for
the spreadsheet and the database in a business report.
The theme for this Chapter Project is popular
movies. As you begin this chapter, your first task is to
create a folder in your workspace. Then you must use
your word processor to create a document listing the
names of the last 10 movies you have seen—either at
the theatre or on DVD/video. If you know the principal
actors in each film, list them beside the titles of the
movies. Look up each movie on the Internet, and
gather other information about the movie, including
the actors, the movie studio that produced the film,
the year it was released, the length of the film (in
minutes), and the amount of money it made at the box
office. This information should be entered in your
document for later use as you proceed through the
chapter. At this point, formatting does not matter. You
are just gathering raw data. Now, let us get started.
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Spreadsheet Software
What Is a Spreadsheet, and How Does It Work?
A spreadsheet is another software application that today’s business
student should learn to use competently. In simple terms, a spreadsheet
program allows users to perform simple and complex sorting. It also
allows users to perform calculations on values entered into the
program. These values can then be analyzed, graphed, and printed.
As you go through this section, you will want to use the
spreadsheet yourself. Open your spreadsheet program and follow
along, entering the data on your screen as you proceed.
Imagine that you are in charge of a school store, and you have to
prepare monthly reports on its sales. Your original data might look
like Figure 8.1 below.
Figure 8.1 Spreadsheet
on school-store monthly
sales report
Our School Store—September and October Sales
September
October
Pencils, pens, paper
$125.00
$37.00
Locks
$300.00
$50.00
Gym shorts
$228.00
$55.00
Gym T-shirts
$195.00
$60.00
$48.00
$72.00
Snacks
You might decide to use your computerized spreadsheet to enter
formulas so that the software will automatically do the following:
• calculate the totals for you
• identify the category with the highest sales and the category with
the lowest sales
• calculate the average sales for each month
You could then use this information to create a pie chart that
shows the percentage of sales for each category. Read on to learn how.
The Spreadsheet Screen
Like word-processing software, spreadsheet software includes a title
bar, menu bar, and one or more toolbars with buttons that perform
the functions within the program. Many of the buttons function the
same as in word processing—for example, the New, Open, and Save
icons on the standard toolbar. Buttons unique to the spreadsheet will
be discussed in more detail later in this section.
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Name box
Formula bar
Columns
Figure 8.2 An Excel
spreadsheet
QUICK BYTE
LAUNCHING
SPREADSHEETS
When you launch your
spreadsheet program, the
cursor will automatically
go to cell A1.
Row
Sheet tab
While a word processor is generally used to organize data by
paragraph, a spreadsheet is used to organize data into cells. The
spreadsheet workbook/notebook is the file in which you create and
work on your data. It consists of numerous worksheets, or spreadsheet
pages, each of which consists of a grid of vertical columns and
horizontal rows. An alphabetical letter identifies each column, and
a number identifies each row. The location where each column and
row intersect is called a cell and is identified by a cell address. For
example, where column C crosses row 2, the cell address is C2. If you
click your cursor in cell C2, you will see the cell name in the name
box immediately above the worksheet grid (see Figure 8.2). If you
have been scrolling through a spreadsheet and cannot locate your
cursor, just look in the name box.
Beside the name box is the formula bar, where you can see the
formula as you key it. If needed, you can also edit the formula here.
At the bottom of the workbook there are a series of name tabs,
called sheet tabs, for each worksheet. The names in these tabs remain
as originally programmed until you rename them.
Your workbook can contain numerous worksheets and charts
that are all related to the same topic. For example, for the workbook
Our School Store, you might want a separate worksheet for each
school year, with sheets for graphs and charts as well.
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Figure 8.3 Naming individual
worksheets helps to organize
related data in one workbook.
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Entering Data into Your Spreadsheet
Information entered into a spreadsheet cell is one of three types:
labels, values, or formulas.
1. Labels—Labels refer to the text information—all the words—
used to describe the data in the spreadsheet. Numbers on the
screen are relatively useless without some information to help
users understand what the numbers mean. Labels can include
the title of your worksheet, column headings, row identifiers,
or words to describe the functions you have programmed the
spreadsheet to perform (e.g., Total).
2. Values—Any numerical data that will be used in calculations on
a worksheet is called a value. On some spreadsheet programs,
you must be careful when entering values. In these programs,
it is important not to include commas, dollar signs, or other
formatting characters. If you do so, the program may interpret
the data as labels rather than as values. Such misinterpretation
would make it impossible for the program to use the data to
perform calculations. After the data is entered, you can format
the cells as a type of number, date, or time. In other programs,
such as Excel or Quattro Pro, including dollar signs, commas,
and other formatting characters does not create problems.
3. Formulas—The real power of a computerized spreadsheet comes
from the formulas you enter into cells. A formula is a written set
of instructions telling the program to perform calculations on the
values you have entered. You will learn how to enter formulas
later in this chapter.
Figure 8.4 Common operators
in electronic spreadsheets
Exponents
^ (e.g., 3^2)
Division
/
Multiplication
*
Addition
+
Subtraction
–
All formulas begin with an indicator such as an = sign, @ sign,
or other character, depending on the program you are using. Not all
software packages use the same indicator. The order of the elements
or parts of a formula is known as the syntax. Formulas follow the
order of operations learned in your mathematics classes—brackets,
exponents, division and multiplication (in the order they occur),
and addition and subtraction (in the order they occur). The order of
operations is also known by the acronym BEDMAS. Some of the
operators (mathematical functions) used in a computerized spreadsheet
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look just a little different than they look in a mathematics book.
In addition, spreadsheet formulas can include numbers, cell addresses,
or cell ranges (e.g., B5..E9). A cell range is a group of cells. In Quattro
Pro, the .. in the cell range represents the word to so that the program
knows to include all the cells from B5 down to B9, C5 down to C9,
D5 down to D9, and E5 down to E9 or B5 to E9. Excel uses a colon
(:) instead of the two dots (..).
Suppose you were to set up Our School Store in a worksheet,
including only the labels and values. It would look like Figure 8.5.
Figure 8.5 Our School Store
worksheet
The ultimate benefit of using formulas in a spreadsheet is the time
saved when you change values. The formulas will automatically
recalculate the answers.
Once you have entered the labels and values for Our School
Store, enter a formula to calculate the total sales. To find the total for
September sales, you could key the formula =B5+B6+B7+B8+B9 in Excel.
In Quattro Pro, the formula would appear as +B5+B6+B7+B8+B9.
In both cases, the program will add the five numbers from B5 to B9.
REVIEW IT! AND DO IT!
QUICK BYTE
FORMULAS IN
SPREADSHEETS
Click the cell where you want
the answer for your formula
to appear, and key the
formula. If you have to
edit the formula later, click
that cell again, and make
corrections in the formula bar.
1. What is a spreadsheet?
2. How are columns and rows identified?
3. What is a cell? How are individual cells identified?
4. What are the three types of information you can enter into cells?
Describe each one.
5. Enter the values and labels for the Our School Store example in Figure 8.5
into your own spreadsheet program. Use formulas to calculate the total
sales for both September and October. Check the Help menu for the
correct syntax (format) for the formulas.
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