Microsoft Office Tutorials and References
In Depth Information
Introduction
Plan
Ahead
(continued)
2. Determine the contents for rows and columns. Rows typically contain information that
is analogous to items in a list, such as the fundraising techniques used by an organiza-
tion. Columns typically contain descriptive information about items in rows or contain
information that helps to group the data in the worksheet, such as the locations in which
the organization operates. Row headings and column headings are usually placed in
alphabetical sequence, unless an alternative order is recommended in the requirements
document.
3. Determine the calculations that are needed. You can decide to total data in a variety of
ways, such as across rows or in columns. You also can include a grand total.
4. Determine where to save the workbook. You can store a workbook permanently, or save
it, on a variety of storage media including a hard disk, USB l ash drive, CD, or DVD. You
also can indicate a specii c location on the storage media for saving the workbook.
5. Identify how to format various elements of the worksheet. The overall appearance of
a worksheet signii cantly affects its ability to communicate clearly. Examples of how you
can modify the appearance, or format, of text include changing its shape, size, color, and
position on the worksheet.
6. Decide on the type of chart needed. Excel can create many different types of charts, such
as cylinder charts and pie charts. Each type of chart relays a different message about the
data in the worksheet. Choose a type of chart that relays the message that you want to
convey.
7. Establish where to position and how to format the chart. The position and format of the
chart should command the attention of the intended audience. If possible, position the
chart so that it prints with the worksheet data on a single page.
8. Choose a name for the worksheet. Each worksheet in a workbook should be named to
clarify its purpose. A good worksheet name is succinct, unique to the workbook, and
meaningful to any user of the workbook.
9. Determine the best method for distributing the workbook. Workbooks and worksheets
can be distributed on paper or electronically. The decision regarding how to distribute
workbooks and worksheets greatly depends on your intended audience. For example,
a worksheet may be printed for inclusion in a report, or a workbook may be distributed
using e-mail if the recipient intends to update the workbook.
When necessary, more specii c details concerning the above guidelines are presented at
appropriate points in the chapter. The chapter also will identify the actions performed and
decisions made regarding these guidelines during the creation of the worksheet shown in
Figure 1–1 on page EX 3.
Worksheet
Development
The key to developing a
useful worksheet is careful
planning. Careful planning
can reduce your effort
signii cantly and result in a
worksheet that is accurate,
easy to read, l exible, and
useful. When analyzing a
problem and designing a
worksheet solution, you
should follow these steps:
(1) dei ne the problem,
including need, source
of data, calculations,
charting, and Web or
special requirements;
(2) design the worksheet;
(3) enter the data and
formulas; and (4) test the
worksheet.
After carefully reviewing the requirements document (Figure 1– 2) and making the
necessary decisions, the next step is to design a solution or draw a sketch of the worksheet
based on the requirements, including titles, column and row headings, the location of data
values, and the Clustered Cylinder chart, as shown in Figure 1– 3 on the following page.
The dollar signs, 9s, and commas that you see in the sketch of the worksheet indicate
formatted numeric values.
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