ia el Unit-2 Electronic Spreadsheet (Advanced ADVANCED FEATURES OF SPREADSHEET Data is one of the most important sources for analyzing or getting proper information. Generally, while working in office we get data under different fields but this data may be related to each other. Such data is kept in numerous worksheets but it is useful when the related data can be compared, edited or manipulated. It becomes necessary to merge different data in single sheet. Spreadsheet package is of great help in sharing, merging, referencing, hyperlinking, consolidating, etc. HE CONSOLIDATING DATA During this process, the ‘Data Consolidation’ function takes data from a series of worksheets or workbooks and summaries it into a single worksheet. To Combine Cell Contents * Open the worksheet of District A, District B and District C that contain the cell ranges to be consolidated. Worksheet of District A Sa oe Kees Ondav acaeg He 2 BsU meee ax Vuwee o- fee ee maCvsea Touchpad Information Technology-xworksheet of District B To consolidate the data, follow these steps: Step 1: Click on the ‘Data’ menu. Step 2: Select ‘Consolidate’ option. Advanced Features of Spreadsheet mM‘A ‘Consolidate’ window appears on the screen. : : Step 3: Click on the ‘Source Data Range’ area box. A blinking cursor will appear in the box. Step 4: Select a source cell range from the worksheet to consolidate with other areas. Step 5: Add Consolidation Range TEE] aia acnrsre nde TE] Scone she 81 Step 6: Select additional ranges from different worksheets and then click the ‘Add’ button again for each selection. Step 7: Click on the ‘Copy results to’ area box. A blinking cursor appears in the box. Step 8: Select a target cell range in which all the data are required to be consolidated, Source datsrange [ceding Tp ii sr Step 9: Select desired function from the ‘Function’ box. The function specifies how the values of the consolidation ranges are linked, The ‘sum’ function is the default setting.Click on ‘More’ button and then click on option is used to update the values in the cell range values, unk to source data’ checkbox. ‘Link to source data’ get cell range with respect to the change in source Click on ‘OK’ button to consolidate the ranges (Foana a sesasre Sostnt 6 SSF Sout CSERRSFH sure datarange veel TE [frensone shee a8 ono by ow bee caine bee ony [ands Consolidated Data Notes Row labels or Column labels is used when the cells of the source data range are to be consolidated as per the matching row label or column label but not corresponding to the identical position of the cells in the range. However, the labels must be identical. To Consolidate Data in Microsoft Excel: Click on the ‘Data’ tab. Click on ‘Consolidate’ option in the ‘Data’ command group. i ‘Consolidate’ dialog box appears on the screen, 2. Choose the desired ‘Function’ and ‘Reference’ for the data. Click on Top row, Left column and Create links to source data check box. 4. Click on ‘OK’ button. — Advanced Features of Spreadsheet 1Complete the following activities and tick on the ci + Let us consider a workbook which contains data of expenses on stationery items for four quarters of a year. The data is broken down into four quarters and stored in four different | worksheets in a workbook. Create a ‘Consolidated Summary’ sheet which will show total expenditure in a year. IE CREATING SUBTOTAL COUNT, AVERAGE, etc. to summarize data. : For example, the ‘Subtotal’ command can be used to calculate the number of ‘jerseys’ of different sizes required for players. To insert Subtotal values into a worksheet: Step 1: Select the range of cells with values for which ‘subtotal’ function needs to be implemented. Ensure that the columns must have labels, Wo) GOS D2 Kees mw ONUy Momea Oy ao Ax¥um ae o Step 2: Click on ‘Data’ menu and then select ‘Subtotals.’ option. ‘Subtotals’ dialog box appears on the screen. 5 roe dd Grou [3d Grom 0 vey dey 38 Uf) ceca utontor & Touchpad Information Technology-xstep 3: in te Sroup by es Select the column for which subtotal is required. If the contents of the selected column change, the subtotals are automatically recalculated, step 4 Inthe culate subtotals for’ box, select the columns: containing the values to obtain a subtotal. step 5: _In'Use function’ box, select the desired function to calculate the subtotals. (Here, we have used ‘Count’ function.) step 6: Click on the ‘OK’ button. We can add another grouping (group2) in same worksheet. For example, if we add colour and cost to the worksheet, we can make another group showing sum of cost of jerseys colour-wise for each size. First group finds the count of sizes available and second group displays cost of each colour for the different jersey sizes available. Advanced Features of Spreadsheet sWe can see the grouping of the whole worksheet in small segments using (1, 2, 3, 4..) or (] given on the left panel, To view complete grouping, itis on ‘4’ as shown in above worksheet. To see only the function applied in groups select numbers on the left panel. It shows count of each sizg available with its grand total along with cost of each colour and its grand total. a x Qe [1 Name ofthe Player 3 4 et ct im as = 4 yr & 1 es oe af 2 3 2 If we select ‘2’, it will show the function applied to first group. In this example, it shows only the count of each size and its grand total. Wasi a 8 & 1_|Name of the Player Jersey size Color cost 4 4 2 e 2 2 & Z # 2 If we select ‘1’, it shows only the grand total of the first group. Tale] ae ra 3B a 8 S [Name of the Prayer Jersey size Color cost 2 To Create Subtotal in Microsoft Excel 1. Sort the worksheet by the data. 2. Click on the ‘Data’ tab and then click the ‘Subtotal’ command i 3. The ‘Subtotal’ dialog box will appear on the screen. Click the drop-down arrow for the ‘At each change in’ and select the desired field. 4. Click the drop-down arrow for the ‘Use function’ field to select the desired function. 5._In the ‘Add subtotal to’ field, select the desired column and then click on ‘OK’ button. pet a ‘Outline’ command group. [BR touchpad information Technology-x ‘Lab Assignment ‘n Activity esto) Play the Total Fee collected for each class, ( lected from alll classes, Also, display Grand Total Fee coll INR 20.00 INR 5.00 INR 25.00 INR 84.00 INR 7.00 INR 90.00 INR 75.00 INR 120.00 BRLONKNH 1000 Pencil 2000 Pen 500 [Pencil 1200 Pen 500 Pencil 200 ABWHAT-IF ANALYSIS Whatif Analysis is the most powerful feature in spreadsheet that helps to run reverse calculations, "sensitivity analysis and scenarios comparison. Decision making is a crucial part of any business or job role. When we talk about decisions which are informed based on data, the i project or task is always more in control. Thus, decisions based on data. What-If Analysis can be done by changing the values in cells to see how those changes will affect the ‘Outcome of formulas on the worksheet. It includes many powerful tools to perform complex mathematical calculations which can help us to experiment and answer questions with different data, even when the dita is incomplete, Scenario, Goal Seek and Solver are the different tools of What if Analysis. SCENARIO "Scenario isa tool to test ‘what-if questions. Scenario is a set of values that spreadsheet saves and can substi \utomatically in cells on a worksheet a drop-down list in the Navigator and the title bar of the Scenario. When y adding a Scenario, arguments of a formula the new results can also be viewed easily. Advanced Features of Spreadsheet &et's say you the sales department. You are given a task to play ing it i ‘ gt Plan the ' are working in a car showroom in the sal t sales for the next quarter by building multiple scenarios and preparing a comparison of all the scenariog. You make a model as below and create multiple scenarios based on number of cars that you will be able to sell for each of the car models. To create a Scenario: Step 1: Select the cells that contain the values which will change between scenarios. To select Multiple cells, hold the ‘Ctrl’ key and then click each cell. Step 2: Click on ‘Tools Menu. Step 3: Select ‘Scenarios’ option. Create Scenario! dialog box appears on the screen. Step 4: Type a name for the new scenario, This name will be displayed on the title bar of the scenario on the worksheet itself. ‘Step 5: Click on OK button. It is also optional to select or deselect the options in the ‘Settings’ section. Following options are there in ‘Settings’ section. ‘Created by , on 08/27/2021, 173057 Settings — ‘ZDispay border copy back Tl copy entire sheet DBrevent changes B Touchpad Information Technology-x oe. If you do not select «Copy entire sheet: It copies the entire sheet into an additional scenario sheet, Prevent changes: step & Click ‘OK’ to close the dialog box to create another Scenario, new Scenario automatically activated, Repeat the steps Momeat cen orert comment ———. rated by on 0/27/20, 173647Multiple Operations Pe Unlike Scenario, Multiple resent the alternative versions in the same cells or with a drop-down list, ia array which is a separate set of cells that give all h the tool is not listed among the functions, it is to calculate different results without having to Operations tool does not pi Instead, the Multiple Operations tool creates a formul the alternative results for the formulas used. Althoug! really a function that acts on other functions, allowing you enter and run them separately. . “The second array is the formula array. It is created by entering variables which are alternative values _ferene or peo ortainal vabips, Example: Let’s say ‘ABC’ Publisher publishes a book whose selling price is € 100 (cell B1), manufacturing cost of each book is % 35 (cell B2), in addition to fixed cost of € 50,000 per year (cell B3). We can calculate profit made by the Publisher in a year if they sell 2000 books and profit for different sale of quantities that are 1500, 2000, 2500, 3000, 3500 using multiple operations. Step 1: To calculate the profit, enter the formula =B4*B1-B2)-B3 in cell ‘BS’ Step 2: _ In column D, enter expected ‘Annual Sale Figure’. Step 3: Select the range 'D2:E6'. This will select the values in column D and empty cells of column E. Step 4: Click on ‘Data’ menu and then select ‘Multiple Operations’ option. “Multiple operations’ dialog box appears on By Touchpad Information Technology-xstep 5: “Multiple operations’ dialog box ay ae ; : ppears Multiple operations dialog bos thee oe aa Click on the ‘Formulas’ field of the cel result ie. the formula for calculation of result, MERM# tat call BS contains the step & Place the cursor in the ‘Column in i mo ut cell ck ea Ba Cel Bis variable nah ay PU ll and click cell’ Ths means that content of step 7: Click on ok button Default settings Eormulas Row input cell ‘Column input cell Complete the following activities and tick on the circle. + Create a student's plan to score greater than 90% aggregate marks (in five different subjects), if he has secured 95, 87, 89, 91 in four different subjects (Subject A, Subject B, Subject C, Subject D respectively). ( + Calculate using ‘Scenario, how much he needs to secure marks in Subject E to get above mentioned aggregate marks. O + Using multiple operations, find the profit obtained by the seller in a month (30 days) if he daily sells 500 masks whose selling price is ¥ 100. Note: * Manufacturing Cost of each Mask is % 35. ‘+ Fixed cost for a year is 12000. ‘Advanced Features of SpreadsheetHIGOAL SEEK Goal Seok feature isan important part of What i Analysis feature of spreadsheet. Goal Seek is basicaly So Set pt eens rt ofa fo Wie esting 2 thd con values. spreadsheet, we use various parts together to calculate a result. Goal Seek works in the reverse way. it "starts with the desired result and it calculates the input value accordingly. Let's discuss about the various components of the ‘Goal Seek’ window: Formula Cell “Inthe forma cell we can enter the reference of the cell which contains the formula. It contains the curent cell reference. We can click another cell in the sheet to apply its reference to the text box. Target Value Variable Cell It specifies the reference for the cell that contains the value you want to adjust in order to reach the target. Shrink/Maximize We can click the ‘Shrink’ icon to reduce the dialog box to the size of the input field. It is then easier to mark the required reference in the sheet. The icon is then automatically converted to the ‘Maximize’ icon. Clicking it restores the dialog box to its original size. The dialog box is automatically minimized when you click on the sheet with the mouse. As soon as you release the mouse button, the dialog box is restored and the reference range is highlighted in the document by a blue frame using mouse. Let's take an example where a student is currently scoring 67.5% aggregate and needs at least 80% to qualify for yearly scholarship. Fortunately, he has a chance to use his Computer subject's score to raise the aggregate. Here, Goal Seek can be used to estimate at least how much marks are to be scored in Computer subject for availing that scholarship. Step 1: Step 2: Select ‘Goal Seek’ option. Goal Seek’ dialog box appears on the screen. Click on ‘Tools’ menu. (ie BB). x Touchpad Information Technology-xms The cell address containing the formula is already entered ii Enter the desired result i.e. '80', ee _ ‘Formula cell’ field. step step 5: ‘Place the cursor in the ‘Variable cell’ field. . In the sheet, click in the cell th to be changed. In this example, 'B7’ is the cell. fae ie step 6: Click on 'OK' button. Step 7: Click on ‘Yes’ button. Step 8 Estimated marks of Computer subject is ‘75’ to get '80%' aggregate. Defauk stings Formula cet Target valve Vasabe set Using Goal Seek in Microsoft Excel: 1. Select the cell whose value needs to be changed 2. Click on ‘Data’ tab and then click ‘What-If Analysis’ command from ‘Data Tools’ command group. Select ‘Goal Seek’ option from the drop-down menu. 3, Adialog box will appear with three fields: © Set cell: This is the cell that contains the desired result. To value: This is the desired result. By changing celk This is the cell where Goal Seek places its answer 4. Set appropriate values and then click on ‘OK’ button, ‘Adialog box appears on the screen informing whether ‘Goal Seek’ was able to find @ solution. Click on ‘OK’ button. The result will appear in the specified cell. Advanced Features of Spreadsheetjes and tick on the circle. + At the end of the course, a student participates in 3 exams. The passing score is 85%, All the exams have the same weightage, so the overall score is calculated by average of their 3 scores, The student has already given 2 out of 3 exams and secured 82%. Apply ‘Goal Seek’ method to find what score does the student require in the third exam to pass the entire course. HSOLVER variables. In Soher _value that can be entered into those cells. It is specifically designed to minimize or maximize the resut "according to a set of limiting rules defined by the user. Each of these rules sets up whether an argument in the formula should be greater than, lesser than, or equal to the entered value. If the argument need not to be changed, set the rule so that the argument in the cell is equal to its current entry. let us take an example, suppose a student wants to achieve ‘80%, we can change the values of two subjects to achieve the target. Here, we need to set the limiting condition as marks of Computer subject must be greater than the Science subject. Step 1: Place the cursor in the formula cell (ie. 'B8'). Step 2: Click on ‘Tools’ menu. Step 3: Select ‘Solver’ option. “Solver’ ialog box appears on the screen. Step 4: ‘Step 5: Select the cells whose value can be changed. (Here, B6 and B7). Set the result to 80,Step 6: Step 7: Step 8: —— ‘Set desired Limiting Condition. Here, we have set the rule that the marks of Computer subject must be greater than marks of Science subject. ‘Click on ‘Solve’ button, ‘Solving Result’ dialog box appears. Click on ‘Keep Result’ button to keep the updated values in the cell. Solving successfully finished. Result: 80 Do you want to keep the result or do you want to restore previous values? To use ‘Solver’ in Microsoft Excel: 1. Click on the ‘File’ tab and then click on ‘Options’ 2. Under Add-ins, select ‘Solver Add-in’ 3, Select ‘Excel Add-ins’ and click on the ‘Go’ button. 4, Click on ‘OK’ button. 5. Now, find the Solver on the ‘Data’ tab in the ‘Analysis’ command group. 6. Click on ‘Solver’ command. 7. Click on ‘Solve’ button. Advanced Features of Spreadsheet =| al Lab Assignment ‘nN Activity Complete the following activities and tick on the + Consider the worksheet as shown below. ‘ + Objective is to get Maximum Profit by optimizing the Quantity using ‘Solver’ + Constraints: Here are a couple of constraints that must be considered while trying to maximize the profit. * Quantity of Product ‘A’ should be made at least '90", ‘* Quantity of Product 'B' should be made at least '30'. ‘* Quantity of Product 'C’ should be made at least ‘20°, * Total Quantity of Products should be made ‘350’, ELINK DATA AND SPREADSHEETS Spreadsheet allows linking among data associated within cells from various worksheets to summarize data from several sources. Setting Up Multiple Worksheets Every workbook contains at least one worksheet by default. While working with a large amount of data, multiple worksheets can be created to organize the workbook and make it easier to find data. Worksheet can also be grouped to quickly add information to multiple worksheets at the same time. By default, every workbook contains a sheet named 'Sheetl’ which is managed using tabs at the bottom of the spreadsheet, as shown below: Sheet Tab z Touchpad Information Technology-X D I c x PRODUCT QUANTITY PROFIT PER PRODUCT OVERALL PROFIT 2 |ProductA | 2 10 3 |ProductB | 20 4 |Product C 20 350inserting New Worksheets ‘insert new worksheet: 1; Click on the ‘insert’ menu and then click ‘Sheet’ option. 1 on step on tha’ serean n the ‘Sheet’ option. ‘Insert Sheet’ dialog box appears step 2: Select the desired position of the sheet (Le. "Before current sheet! or ‘After current sheet’), step 3: Type the number of worksheets required step 4: Type the name of the worksheet. step 5: Click on ‘OK’ button. A new worksheet will be inserted. We can also insert sheet or sheets from another workbook. We can insert sheets to the current worksheet, using the following steps: Step 1: Insert Menu>sheets>select from file. Step 2: Click on ‘Browse’ and select the workbook or worksheet that needs to be inserted Step 3: Also Select ‘Link’ option to update the data values. If data values are changed in original sheets, it will also be updated in new destination. © New sheet No.of sheetsRenaming Worksheets At the bottom of each worksheet window, there are small ‘Tabs’ that indicate the names of the worksheets in the workbook. By default, their names are ‘Sheet!', ‘Sheet2,, 'Sheet3' and so on. These names are not very descriptive. Renaming a worksheet as per its content gives a brief idea about the stored content, For instance, if sales of different months by a salesman are stored in different worksheets, names of the sheets can be renamed by month names. worksheet: Step 1: Double-click on one of the existing worksheet names. To renam ‘Rename Sheet’ dialog box appears on the screen. Step 2: Type the desired name of the worksheet Step 3: Click on ‘OK’ button. Worksheet HICELL REFERENCE While doing calculations or summarizing data in spreadsheet, we often find ourselves in a situation to fetch data from other worksheets or even from different workbooks. This can be done by creating Cell Reference. OpenOffice Calc, there are options to link different sheets and one can fetch data from different sheets based on a common field. A cell reference refers to a cell or a range of cells on a worksheet that can be used to find the values or data. The main benefit of using a cell reference is when the data present in referenced cell(s) in another worksheet changes, a value returned by the cell reference is automatically updated. Cell Reference refers to: * Data from one or more contiguous cells on the worksheet * Data contained in different areas of a worksheet * Data on other worksheets in the same workbookcreating Cell Reference to other Worksheets To create a reference for a'cell or range of calls to anoth, name of worksheet followed by a dot mark () before the reference to another worksheet, following format can be Reference to an Individual Cell Syntax: Sheet_name.Cell_address Example: To refer to cell Al in Sheet2, type ‘Sheet2.A1! Reference to a Range of Cells syntax: Sheet_name First_cellLast cell Example: To refer to cells A1:A10 in Sheet2, type ‘Sheet2.AL:A10" In the following example, the worksheet fu range B1:B10 created on the worksheet n ler worksheet in the same workbook, write the 'e cell address. In other words, for creating cell used: inction named AVERAGE calculates the average value for the amed ‘Marketing’ in the same workbook. B10) eae 5 * Refers to the worksheet named ‘Marketing’, * Range of cells between B1 to B10, inclusively. * Separates the worksheet reference from the cell range reference. Notes Hf the worksheet name includes spaces or non-alphabetical characters, you must enclose itn single quotation marks. For example, a cell reference to cell Al in a worksheet named ‘January Sales’ should be written in this format: January Sales'!A1 Ways to create cell referencing to other sheets There are two ways to create cell reference to other sheets: * By entering the formula directly using the keyboard * By using the mouse Details about Sales of Stationery Items for the months of January, February and March are maintained in different worksheets. Sales in January Month Advanced Features of Spreadsheet =Sales in February Month Sales in March Month ey enemy ae = asvuneco ‘Anew worksheet is inserted and renamed as ‘Quarter1Sales' to store the Total Sales of each item. Total Sales of individual items must be automatically calculated and stored in ‘Quarter1Sales’ worksheet through cell referencing using keyboard. To calculate Total Sales of Pen i.e. to make the cell reference in cell B2: * Select the cell B2 in ‘Quarter1Sales' worksheet. © Type the formula in the cell 'B2': =SUMUanuary.B: bruary.82;March.B2). “Then press Enter key to get the resultant ‘Total Sales’ of Pen. ‘© Repeat for rest of the items. ihn Touchpad Information Technology-XCell Referencing Using Mouse Now, let us learn how to create cell referencing using mouse. step 1: Select the cell 'B3' in the current worksheet i.e. ‘Quarter1Sales’. step 2: Type '=" sign in the Formula Bar, step 3: Select the desired mathematical function from the Formula Bar Here, SUM is selected BBS FE Ke 8 One ev ace BsuUnaee axvamee Step 4: Click on the ‘January’ worksheet tab, then select the cell ‘83! Step 5: Type ‘} after ‘January.B3' in order to take more cells for referencing from different worksheets. Step 6: Now, click on the ‘February’ worksheet tab, then select the cell 'B3’ Step 7: Repeat for ‘March’ worksheet. rs B-B-Gs § 843 Fs Ke BON b by Oe Fe Gesu meme) ax¥uace Accept Button * 3290 =sum(January B3;Februray.B3:March.B3)‘Step 8 Click on ‘Accept’ button from Formula Bar. Total Sales of Pencil will be displayed in the cel gy BGO Fs Kaw o- ONH hy HO a)» Biueeam ax¥uws ce O'R BAz= [ Namo offtens UnitSeeens Pen 3290 Pencil 3600 Eraser ISharpner Diary [Marker Paper Packet To Refer a Cell in another Workbook To refer a cell in another workbook, follow the steps: Here, we have opened a spreadsheet file ‘Cell Reference.ods') Step 1: Open an existing workbook. ( Create a new workbook. Set the cursor in the cell to insert the external data and enter an equal sign (‘=") to begin a formula, BOOS BOS FE KES Sw ONE Oy Mo Tm ey uezae ax ee o-m-a: rs B-B-8e BBR VE Ker. we Dime (168 Touchpad Information Technology-x