ey chieesas Spreadsheet programs AF] inpairs, discuss these questions. 1 Whatisa spreadsheet? 2 Whatare spreadsheets used for? B Look at the worksheet and label a, b and ¢ with column, row and cell. Then answer these questions. 1 What types of data can be keyed into a cell? 2 What happens if you change the value of a cell? Eo « e This worksheet shows the income and expenses ‘of a company. Amounts are given in Smilions The terms worksheet and spreadsheet are often used interchangeably, However, technically, ‘aworksheet isa collection of cel/s grouped on asingle layer of the file. spreadsheet refers io both the computer program that displays data in rowsand columns, and to the table which displays 2 wm numbers in rows and columns ee ae a C [SS Listen to Lucy Boyd giving a training course on basic Excel and check your answers to AandB. D |S) Listen again and decide whether these sentences are true or false. Correct the false ones. 1 Aspreadsheet displays information in the form of a table with a lot of columns and rows. Ina spreadsheet you can only enter numbers and formulae. You cannot change the width of columns. Spreadsheet programs can generate a variety of charts and graphs, Spreadsheets cannot be used as databases. wawn E Look at the worksheet above and decide whether these sentences are true or false. Correct the false ones. 1. The value of the cell C12 is the result of applying the formula C5-C10, 2 The value of cell BS is the result of adding the value in cells B2 and B3. 3. Ifyou type the value 800 in C3, the value in cells C5 and C12 will be recalculated, F [2 inpairs, discuss the advantages and disadvantages of showing the information above as a graph, rather than as a worksheet. bogtid Graphic representation of the worksheet above——————===33 € £3 Imagine you are Ruth Atkinson. When you try to use the laser printer, it gives continuous error messages. You are also having problems installing the database. Write a fax to Media Market to complain. Ask for a new printer and an upgraded version of the database. Look at the Useful language box to help you. FAX MESSAGE To: Media Market Fax: 1.662 2367 From: Ruth Atkinson Subject: Faulty products Dear Mr Pegg, Number of pages: 1 Please call if you experience any transmission problems. Useful language Jam writing to complain about... ... doesn't work lamunableto... Databases A EE) ingroups, makea list of as many possible applications for databases as you can think of. Example: Companies use databases to store information B Look at the illustration, which represents a database file. Can you identify a record anda field? C Read the text on page 76 and check your answers to B. Atepresemtation ofa database fleDatabases A database is a collection of related data, and the software used in databases to store, organize and retrieve the data is called the database management system, or DBMS. However, we often use the word database to cover both meanings. A database can manage any type of data, including text, numbers, images, sound, video and hyperlinks (links to websites). Information is entered into the database via fields, Each field holds a separate piece of information, and the fields are grouped together in records. Therefore, a record about an employee might consist of several fields which ive their name, address, phone number, date of birth, salary and length of employment with the company. Records are grouped together into files which hold large amounts of information. Files can easily be updated ~ you can always change fields, add new records or delete old ones. An electronic database is much faster to consult and update than a card index system and occupies a lot ess space. With the right software, you can keep track of stock, sales, market trends, orders and other information that can help your company stay successful A database program lets you create an index ~a list of records ordered according to the content of certain fields. This helps you to search the database and sort records into numerical or alphabetical order very quickly. Modern databases are relational - that is, they are made up of related files: customers and orders, vendors and purchases, students and tutors, etc. Two database files can be related as long as they have a common field. A file of students, for example, could include a field called Tutor [D and another file with details of the tutors could include the same field. This key field can be used to relate the two files. Databases like Oracle, DB2 and MySQL can manage these relationships. A database query function allows you to extract information according to certain conditions or criteria. For example, if a managing director wanted to know all the Customers that spend more than €8,000 per month, the program would search on the name field and the money field simultaneously. The best database packages also include network facilities, which can make businesses more productive. For example, managers of different departments can have direct access to a common database. Most aspects of the program can be protected by user-defined passwords and other security devices. For example, if you wanted to share an employee's personal details but not their commission, you could protect the commission field D Complete these statements about databases using information from the text. Each field holds Updating a file means —__ auswuns awuom A queries and reports, 5 Some companies have several computers sharing a ‘ database over a Solve the cluesand complete the puzzle. Accollection of data stored in a PC in a systematic way. z A.unit of a database file made up of related fields. a A single piece of information in a record. ‘ — database maintains separate, related | files, but combines data elements from the files for 7 A database management system is used to Information is entered into a database via___ =e Some advantages of a database program aver a manual fling system are: Access to a common database over a network can be protected by using 6 To look for specific information, for example the name of an employee. 7 Toclassify records into num or alphabetical order. 8 Atool that allows you to extract information that meets certain criteria, F [J in pairs, discuss what fields you would include in a database for your music collection.IS Software at home and at work Refer 5S to the Useful fanguage ‘box and monitor the discussions, helping where needed. In pairs, 95 find out as much as they can about the software their partner uses at home or at work. Ask SS:to make a table in their notebook and complete it: Sofware ‘Student A Student line task www.cambridge.ore/elt/ict for ‘online task related to the topic of this module. Spreadsheet Database Wierd processor Videcconferencing nines accounting Era ieb browser wer key Spreadsheets and databases ‘ ‘msible answers spreadsheet is ike a large sheet of paper with a lot of ‘lum and rows. ‘Spreadsheets are used in business for financial Banning, to make calculations, to keep a record of the company’s accounts, etc. ) oumn jet co You can enter text, numbers and formulae (or formulas). The values of the spreadsheet are automatically secalculated. ts check their answers to Aand B. 1 True 2. False — Ina spreadsheet you can enter text, numbers and formulae, 3. False - You ean change the width of columns. 4 True 5. False — Spreadsheets can be used as databases. E True False — It's the result of adding cells B2, B3 and Ba. True F Possible answer Charts and graphs assist in the interpretation of data. From the graph the reader can immediately compare the 2007 and 2008 figures and can also compare the different kinds of revenue and expenses, 2 Aninvoice, a business letter and a fax A 1 Company 5 Price 2. Product 6 Var 3. Description 7 Grand total 4 QuantityDear Ms Atkinson: Jam writing to Lam enclosing We would be grateful if you could Please contact us Yours sincerely auswne c Possible answer J am waiting to complain about two products we received from your company last week. The laser printer gives continuous error messages when we try to print out our documents. For some unknown reason, the printer doesn't work at all. In addition, | am unable to install the database program successfully on the hard drive. We find this unacceptable Please send us a new printer and an upgraded version of the database. We would also accept a full refund of the cost. Yours sincerely, RAtkinson 3 Databases A Possible answers “Tokeep records or mailing lists with names, addresses, phone numbers, salaries, departments, etc; to keep track of stock, sales, orders, bills and other financial information; to store and find information about patients in a hospital ‘or general medical practice; to keep records of students/ pupils at college/school; to store data about a music collection, with artist names, song titles, video clips, etc, to catalogue books, CDs and DVDs in a library, of to record the books that readers borrow. In the illustration there are four separate records. Fach record has eight fields (name, address, etc), The photograph may be another field, c Students check their answers to B, 1 Adatabase management system is used to store, organize and retrieve information from a datab 2. Information is entered on a database via fields, Each field holds a separate piece of information. 4. Updating a file means making changes, adding mn records or deleting old ones. 5 Some advantages of a database program over a manual filing system are: it is much faster to consult it occupies much less space; records can be ‘easily sorted; information can be easily updated; computer databases can be shared by a lot of used over a network. 6 Access toa common database over a network can be protected by using user-defined passwords and other security devices.Language work: plurals B Asi Al taf m laptops databases | passwords aueties graphs switches orders businessmen networks taxes tables faxes ae spreadsheets packages —_| systems mice ae 5 Software at home and at work Open task Audio script {X everyone. Let's begin with the basics. A spreadsheet Pogrem is normally used in business for financial planning — to keep a record of accounts, te analyse ‘budgets or to make specfic calculations. It’ like 2 large _pecce of paper divided into columns and rows. Each srajumn is labelled with a letter and each row is labelled ‘mith a number. The point where a column and a row fiaeorsect is called a cell. For example, you can have cells 481, B6,C5, and soon. {cell can hold three types of information: text, numbers formulae. For example, in this sample worksheet, the Sales has been keyed into cell A2, and the values 487 and 182 have been entered into cells B2, B3 and respectively. So, when the formula 82463484 is keyed ell 85, the program automatically calculates and the result. Jae are functions or operations that add, subtract, iply or divide existing values to produce new values. ‘can use them to calculate totals, percentages or nts, When you change the value of one cell, the values in other cells are automatically recalculated, You can also update the information in different worksheets by linking cells. This means that when you make a change in one worksheet, the same change is made in the cther worksheet. ‘The format menu in a spreadsheet usually includes several commands allowing you to choose the font, number alignment, borders, column width, and so on. Most spreadsheet programs can also generate graphic representations, The value of cells are shown in different ways, such as line graphs, bar or ple charts. There are even three-dimensional options. Some spreadsheet programs also have a database facility which transforms the values of the cells into a database. In this case, each column isa field and each row is a record. BEEN © Camiovidge University Press 2008