CADASTRAL SURVEYING AND MAPPING

LEVEL – III

MODULE TITLE:-Develop and Use

Spread Sheets

PREPARED BY :-Bizualem Mekonnen

SEPT, 2024
DEVELOP AND USE SPREADSHEETS
6.1 Introduction
Dear trainee! This chapter introduces you the concepts of basic Microsoft Excel and
spreadsheet creation. Microsoft Excel is a spreadsheet program that is used to record and
analyze numerical data. Think of a spreadsheet as a collection of columns and rows that form
a table. Alphabetical letters are usually assigned to columns and numbers are usually assigned
to rows. The points where a column and a row meet are called a cell. The address of a cell is
given by the letter representing the column and the number representing a row.
In general, spread sheets store data sets, but they also provide a range of utilities such as
simple family budget, preparing a purchase order, create an elaborate 3-D chart, or managing
a complex accounting ledger for a medium size business and etc. to manage and process the
data sets. This makes them particularly useful to businesses. Through preset and user-defined
formulas, spread sheets can perform mathematical, statistical, financial and organizational
transformations on sets of data. Spread sheets help to present data in organized ways and to
inform future planning decisions. Businesses use spread sheets in ways that are suited to their
own services.

6.2 Learning Objectives

After completing this chapter, you will be able to:
• • Develop a linked spread sheet

• • Use MS excel

• • Automate Spread sheet action using Macros

• • Create Template to standardize spread sheet

• • Represent numerical data in graphic form

Dear trainee! Before reading the following section, take ten minutes and try to
describe the concepts of spread sheet and its advantage.

6.3 Developing a Linked Spread sheet

A spread sheet is a computer application or program that enables the user to tabulate and
organize data. This data can then be used to make calculations, show graphical
representations or analysis. In the business environment, spread sheet linking is a useful
function that adds a lot of value to developments but also a lot of risk. The concept of spread
sheet linking can be defined as the linking of data between two or more spread sheets in the
same workbook or between workbooks. The spread sheet linking function is useful when you
have to calculate values from spread sheets with lots of information.
• A spread sheet comprises of a grid of ‘cells’ arranged in rows and columns and information
can be inserted into each cell.

• Each cell can contain text, numbers and formulas.

• A formula is a calculation based from the contents of cells or a total of a combination of

cells. The total in that formula can change if the content of the combination cells used is also
amended.

• Spread sheets can be useful for home budgeting or accounting and they make it easy to
display information.

• Spread sheets can consist of a number of different worksheets that can include different data
as well as enabling cells on one worksheet to be used and referenced on other different
worksheets.

• Information can also be sorted and filtered by a spread sheet.

• Spread sheets have a number of tools included to support many different types of
calculations and can include graphical presentations such as graphs, pie charts etc.
6.3.1 Spreadsheet File Organization
When you look at a spreadsheet program on screen, you see a rectangular table or grid of
rows and columns. The horizontal rows are identified by numbers (1, 2, 3) and the vertical
columns with letters of the alphabet (A, B, C). For columns beyond 26, columns are
identified by two or more letters such as AA, AB, AC. The intersection point between a
column and a row is a small rectangular box known as a cell. A cell is for storing data in the
spreadsheet. Each cell can hold a single value or item of data.
A collection of rows and columns of cells forms a worksheet which refers to a single page or
sheet in a workbook. Because, a worksheet contains thousands of cells, each is given a cell
reference or cell address to identify it. The cell reference is a combination of the column
letter and the row number such as A3, B6, and AA345. So, to put it all together, a spreadsheet
program, such as Excel, is used to create workbook files that contain one or more worksheets
containing columns and rows of data storing cells.
Data Types, Formulas, and Functions
The types of data that a cell can hold include numbers and text. Important data types for
exporting spread sheets data are .csv (comma delimited) and .dbf (database files) .
Formulas are one of the key features of spread sheet software and are used for calculations
usually involving data contained in other cells. Spread sheet programs include a number of
built-in formulas called functions that can be used to carry out a variety of common and
complex tasks.

Discuss how spread sheet is useful to organize a file within your organization.

6.3.2 Spread sheet Design

Good spread sheet design includes the follow characteristics:
• Design of the workbook

• The standards that are required by the company, and

• The areas of the worksheet.

A planned approach to workbook design will help avoid pitfalls that could be frustrating and
time consuming. The company’s standard requirements must be incorporated into any spread
sheet produced for that company.
There are five basic steps to consider when creating a spread sheet. These are:
1. Planning: Define the task to make sure you understand what the purpose of the workbook
is, sketch on paper the type of output required, determine how the results will be displayed to
be most meaningful, consider how the data will be supplied and how much there is,
determine who will be using the workbook, do you need to use multi-worksheets or just one
worksheet, will the worksheet be reused and can it be modified easily. The spreadsheet
should contain areas for identification, documentation, input, work and output. There are
three design that you can employ, namely block design, linear design and multi sheet design.

2. Implementation: Work out formulas from a pen and paper sketch, determine what data is
constant and unchanging and that data that will be changing, decide how figures will be
rounded, use meaningful range names to make it easier to read formulas, decide which
formatting features you will use and which ones you will implement when building the
worksheet and which ones you will leave until the worksheet is mathematically working and
you want to make it look good.

3. Layout: The layout and appearance of your spreadsheet will aid people using it.
Worksheet areas should be defined and arranged logically. Your spreadsheet can be enhanced
with numeric, font, color and border format.

4. Testing: Check the accuracy of formulas, test using different types of data, Excel has an
auditing tool that can be used to help trace and identify errors, printed hardcopy should be
understandable and clear.
5. Documenting: The logic of the worksheet must be able to be followed by others and
yourself at a later date. Documentation should include title, purpose, installation instructions,
general instructions and details of macros. Documentation could be on a separate worksheet
or in a blank area within the same workbook.
6.3.3 Organization and Task Requirements
Prior to commencing the designing a spread sheet, it is important to identify the organization
and task requirements in relation to data entry, storage, output, reporting and presentation
requirements.

i) Data Entry

There are a number of methods of data entry. When creating a spreadsheet document from
scratch you can start with a blank document and create your own spreadsheet data from the
keyboard. Alternatively, you can import data from an existing spreadsheet. Your documents
or files can be saved electronically in a number of different places. You could save them on a
USB memory stick, the hard disk on your PC or in a location on your organization’s network.
You should implement a system for naming your files so they can be easily located.
Your organization may also wish to save the file as a hardcopy, or printout. These could be
kept in folders and filed appropriately in filing cabinets. Whether on disk or in the form of a
paper document, the data needs to be stored in a secure location. If the data is stored on a
compact disc, it could be stored in a rack or storage cabinet. If it is stored as a document in a
filing cabinet, the cabinet should be locked, particularly if the data is confidential.
If the data is stored electronically, it should be backed up on a regular basis. This is good
practice in the event that our PC has hardware problems or is infected by a virus. Similarly,
we would want a backup in the event that we accidentally deleted the file!

ii) Output

There are a number of different options for to be considered regarding the output of your
spreadsheet. Your spreadsheet may be:
• Included within the text of a report;

• Added as an attachment at the end of a report;

• Included in an electronic presentation, such as MS PowerPoint;

• Printed onto an overhead transparency, or Sent as part of an email.

 iii) Reporting and presentation requirements
Whichever form of output is utilized you need to ensure that the spreadsheet can be easily
read (details not too big or too small) and that the spreadsheet will fit neatly onto a page or
screen. Always test to ensure your spreadsheet will output as expected, and then adjust
accordingly.
Each company will have standards which all spreadsheets should follow. This could include:
company details and logos, size and style of fonts, header and footer requirements, and
formats for numbers, paper sizes, standard margins, and saving conventions. It is important to
coordinate with relevant personnel to clarify the spreadsheet requirements and to ensure that
documents you create meet the purpose for which they are intended.
 6.3.4 Linking Spread sheets

A link is a dynamic formula that pulls data from a cell of one worksheet and automatically
updates that data to another worksheet. These linking worksheets can be in the same
workbook or in another workbook. One worksheet is called the source worksheet, from
where this link pulls the data automatically, and the other worksheet is called the destination
worksheet that contains that link formula and where data is updated automatically.

Remember one thing that formatting of cells of source worksheet and destination worksheet
should be the same otherwise the result could be viewed differently and can lead to
confusion.
Two methods of linking data in different worksheets
We can link these two worksheets using two different methods.
a) Copy and Paste Link
• From source worksheet, select the cell that contains data or that you want to link to another
worksheet, and copy it by pressing the Copy button from the Home tab or press CTRL+C.

• Go to the destination worksheet and click the cell where you want to link the cell from the
source worksheet. On the Home tab, click on the drop-down arrow button of Paste, and select
Paste Link from “Other Paste Options.” Or right-click in the cell on the destination worksheet
and choose Paste Link from Paste Options.

• Save the work or return to the source workbook and press ESC button on the keyboard to
remove the border around the copied cell and save the work.
 b) Enter formula manually
• In the destination worksheet, click on the cell that will contain link formula and enter an
equal sign (=).

Go to the source sheet and click on the cell that contains data and press Enter on the
keyboard. Save your work. Using these two methods, we can link a worksheet and update
data automatically depending upon your requirements.

What are advantages of linking spread sheet data?

6.4 Automate and Standardize Spread sheet Operation
Spread sheets are used to model and manipulate data sets, create graphical visualizations, and
inform future planning, and decision making. Microsoft Excel has functionality which allows
users to automate spread sheets and avoid entering the same information over and over again.
Whether formatting a document a particular way, entering a range of information, or
producing the same chart types over and over, a macro can help you perform these tasks with
the push of a button.
6.4.1 Automating Spread sheet Operation Using Macros
Macros are a set of stored functions that can be used to automate processes that are repeated
often. They are tools which can be used to perform most of the redundant tasks with relative
ease. They are a shortcut keyboard commands that allows you to automate a commonly used
function to save time.
Macros are a powerful feature in Microsoft Excel, and they allow programmatic control over
several excel functions. Applications that can take hundreds of cells of calculations can be
done with a few lines of Macro code. Macros need to be checked during their development.
Once they are in place, their compliance and functionality should be monitored as external
and internal changes may mean they need to be amended.

Some tips on how to prepare your data for macros:

• Always begin your macro at the Home position

• Use the directional keys to navigate: Up, Down, Right, Left, End, Home, etc., and shortcut
keys to expedite movement.

• Keep your macros small and focused on specific tasks.

• Macros require “relative” cell addresses, which means you “point” to the cells rather than
hardcode the actual (or “absolute”) cell address (such as A1, B19, C20, etc.) in the macro.
Spreadsheets are dynamic, which means they constantly change, which means the cell
addresses change.
• Fixed values and static information such as names, addresses, ID numbers, etc. are
generally entered in advance and not really part of your macro. Because this data rarely
changes (and if it does, it’s just to add or remove a new record), it’s almost impossible to
include this function in a macro.
• Manage your data first: Add, edit, or delete records, then enter the updated values. Then you
can execute your macro.

6.4.2 Standardizing Spreadsheet Using Template

Design formats in many organizations, all documents, whether those being sent from the
organization or those for organization personnel use only, will follow a format or template
that is designed to meet the organization’s criteria.
Templates are established style models used to create documents. Make sure you understand
all of the organization’s requirements so you can maintain quality standards within your team
and train new team members when needed. Learn the technical skills needed to manage
design requirements and layouts. The layout of the document has a major impact on its
readability and overall value as a communication device.
Here are the factors that need to be considered when designing a template:
• Choice of font or typeface;

• Text spacing; and

• Margin width etc.

New templates should be tested with your users to ensure they meet staff requirements,
present well and can be used efficiently. It is often the case that in designing templates you
build a model that suits the majority of users, but there are often niche users for whom you
may need to alter existing templates or build new ones.
Feedback is important as it helps you determine how useful the templates are, and what you
can do to increase usability. When a template is developed, the creator should test the
individual elements and macros (if any) to ensure they work. However, a true test of a
document template can only be conducted when it is used to produce that document. Select a
staff member from the appropriate area to test the template by creating a simple document. If
the template works as expected, it is time to offer it to a wider range of users for feedback and
evaluation. Here are several methods that can be used to obtain feedback:
• Focus groups;

• One-on-one interviews;

• Group feedback sessions.

Explain the importance of automating and standardizing spread

sheet.
6.5 Representing Numerical Data in Graphic Form
The spread sheet can be used to analyze data and convert numerical data into graphic form
reflects the nature of data. The nature of spread sheet program makes cross‐platform
importing and styling charts much easier, and boasts a fluid and visual interface. To make a
chart, first ensure that you have numeric data.
6.5.1 The Nature of the Data
Think of the data that you have and how you want to show it. The groups of data are
associated at every single data point determines the dimension of your data. If you are trying
to represent the speed of a car with respect to time, this would be a 2D data group. If you are
trying to represent the mass and velocity of a launching rocket over a period of time, your
data are 3D. An energy landscape of (X, Y) coordinates and respective energy values are also
a 3D data group. Anything dealing with parts of a whole, or adding up to a certain
percentage, is a 1D data group. You can also create charts that presents to up to 7D (or more)
of data, such as a scalar field in 3D directions, but most people find hard to register with more
than 7 or 8 dimensions.

6.5.2 Types of Chart

Charts are often used to ease understanding of large quantities of data and the relationships
between parts of the data. Charts can usually be read more quickly than the raw data. They
are used in a wide variety of fields, and can be created by hand (often on graph paper) or by
computer using a charting application. Based on the nature of data, data size, level of
complexity, audience, way of presentation and others, appropriate type of chart will be
selected.
a) One Dimensional Chart: Pie
Use a pie graph to show any amount of data adding up to 100%. For example, use a pie chart
for counting votes. 40% are rabbit (blue), 24% are hamster (red), 26% are gecko (green),
10% are others (purple). Before you do anything, make sure all your data are of the same unit
and can add up. You might not want to add the votes from one voting to those of another.
Legends are of utmost importance in a pie chart, without which you cannot know which one
group of data is which. You can set up a legend by specifying which group is which on the
data spread sheet. It would look even better of you can add figures on each slice and a title on
the top.

Identify the nature of data in your specific project area.

b) Two Dimensional
The most significant two types of 2D charts are column/bar charts and line/scatter charts. To
choose between them, you might want to count the total number of your data points: usually
anything above 5 data points requires a line/scatter charter, whereas for lower number data
points a column/bar chart is better. This is because bar charts are more visual in nature and
should convey all their information within one glimpse. Line and Scatter point charts are
more analytical. Bar charts are excellent for presentations.

i) Column / Bar

Column chart and Bar chart are the same kind of charts only with different directions. It is good
for data that uses dates or conveys the passage of time. When you set up your original data table,
it is a good habit to have column titles and units. Notice 2D data have 2 columns. The number of
data points would equal to the number of rows.

ii) Line/Scatter
A line graph is just a scatter point graph with dots connected and evenly distributing a value
along the x‐axis. For this reason, it is much less used than a scatter point. Use a line/scatter
graph to see a trend in one set of data, or to compare the trends of several sets of data. They
are also good for graphs using dates or time. To produce a trend, we usually require a decent
number of data points. Scatter point charts are widely used in research and industries because
of its excellent potential to be analyzed. A scatter point chart starts with a data table of more
than 5 data points. For example, a free‐fall process of 5 seconds with the distance travels
measured every 0.5 seconds would have 11 data points. The resulting plot should have two
variables: time and distance. The 2 variables, the independent variable should be on the x‐
axis and the dependent variable should be on the y‐axis.

6.6 Spread sheet Documentation

The necessity of spread sheet documentation has made by institutions responsible for
establishing standards. Documentation methods cover external file and internal file
documenting, the subjective evaluation, internal data documentation and macro
documentation.
The documentation objective is to ensure compliance to corporate governance. It is required
to prove the basis of corporate decisions. According to Spread sheet Modelling for Best
Practice, a good documentation:
• Allows another person to use a model and what it is doing even if the model has been out of
use for some time;

• Reduces the risk that the model falls into disuse because only one or two people know how
to use or trust its results; and

• Reduces the number of irritating interruptions for the model developer, after handing over
the responsibility for the model.
6.6.1 Documentation Content
According to Guide for Preparing, Documenting and Referencing, the goal is to facilitate
quality assurance by the use of checklists, crossed-indexed tables of content and other
processes. The content should specify:
• Job title and code;
• Title of the Spread sheet Work-paper index;

• Specifying the data’s location;

• The name of the person updating the spread sheet with its date, its purpose the preparer, his
title and the date;

• The reviewer’s name and the date

6.6.2 Documentation Methods

a) External file documentation
Usually ‘versioning’ is done this way by keeping file inventory and recording any change
made to it. This entails checkout and check-in controls and may involve file sharing and
conflict resolution.
b) Subjective information
One of the main problems is to obtain information from data. The best way to do so is simply
to have the author add the subjective information. There are some cases where the attempted
goal has not been reached and so the author’s intent becomes invaluable to the spread sheet’s
appraisal. Producing significant documentation solely by computational means is neither
realistic nor efficient. Complete documentation requires human intervention. This should be
made as easy as possible and should limit itself to useful information. Too much data and
information may be counter-productive.
c) Internal file documentation
Excel can be used to manage the inventory of Excel files. The advantage of this form of
versioning is to evaluate the spread sheet’s risk. Since all results are factual, they do not
contain subjective opinions such as the purpose of the spread sheet that could be added and
could significantly improve its usefulness.

d) Internal data documentation

Excel provides a way to track the spreadsheet’s internal history, with the tools, track changes
and highlight changes menu. The file must have previously been identified as a shared
workbook.
e) Documenting macros
Excel’s macros are one of its most powerful features. They can completely change the
information and if incorrectly used they can become a source of undocumented errors. It is
essential that they be fully understood and checked. To achieve this end, an information
structure similar to the one devised for cells should be applied.
6.7 Summary
Dear trainee! Spreadsheet is a computer application that simulates a physical spreadsheet by
capturing, displaying, and manipulating data arranged in rows and columns. The spreadsheet
is one of the most popular uses of the personal computer. Clients with complex, multi-sheet
and multi-workbook models or data tracking systems can realize tremendous productivity and
quality gains by working with us to implement systematic data organization and validation,
automation of repetitive tasks, and data auditing, and reporting features.
Integration of multiple data sources and/or applications is a common need that can be
automated to improve speed, accuracy, and reliability. Sometimes small custom applications
or scripts must be written to deal with special data formats or special requirements for where
to store the data for an application such as Microsoft Excel.
Spread sheet documentation doesn’t have to be a daunting task to do or to analyze. Using
Excel’s comments in a systematic way can become an efficient documentation method. This
in turn will help to do the change control by updating and analyzing the comments in a
systematic way.
Spread sheet applications support charts, graphs or histograms to be generated from specified
groups of cells that are dynamically re-built as cell contents change. The generated graphic
component can either be embedded within the current sheet or added as a separate object.

6.8 Self-Check Exercises

Short Answer Items
Instruction: Give short, brief and precise answer for the following questions.
1) What are the things you need to consider when designing a spread sheet and how do you
apply them to spread sheet design?

2) In your own words describe the difference between all these functions. In your answer give
an example where you would use each.

3) Explain the following terms along with their advantages:

A. Macro

B. Template.
Task Sheet for Project Work

Project 1: Basic Monthly Budget for Medical Office (Comprehensive Review)

Difficulty-level: Advanced
Creating and maintaining budgets are common practices in many careers. Budgets play a
critical role in helping a business or household control expenditures. In this exercise you will
create a budget for a hypothetical medical office while reviewing the skills covered in this
chapter. Begin the exercise by opening the above starter file.
Entering, Editing, and Managing Data
1. Activate all the cell locations in the Sheet1 worksheet by left clicking the Select All button
in the upper left corner of the worksheet.
2. In the Home tab of the Ribbon, set the font style to Arial and the font size to 12 points.

3. Increase the width of Column A so all the entries in the range A3:A8 are visible. Place the
mouse pointer between the letter A and letter B of Column A and Column B. When the mouse
pointer changes to a double arrow, left click and drag it to the right until the character width
is 18.00.

4. Enter Quarter 1 in cell B2.

5. Use AutoFill to complete the headings in the range C2:E2. Activate cell B2 and place the
mouse pointer over the Fill Handle. When the mouse pointer changes to a black plus sign, left
click and drag it to cell E2.

6. Increase the width of Columns B, C, D, and E to 10.14 characters. Highlight the range
B2:E2 and click the Format button in the Home tab of the Ribbon. Click the Column Width
option, type 10.14 in the Column Width dialog box, and then click the OK button in the
Column Width dialog box.

7. Enter the words Medical Office Budget in cell A1.

8. Insert a blank column between Columns A and B. Activate any cell location in Column B.
Then, click the drop-down arrow of the Insert button in the Home tab of the Ribbon. Click
the Insert Sheet Columns option.

9. Enter the words Budget Cost in cell B2.

10. Adjust the width of Column B to 13.29 characters.

Formatting and Basic Charts
1. Make the following format adjustments to the range A1:F1: bold; italics; change the font
size to 14 points; change the cell fill color to Aqua, Accent 5, Darker 50%; and change the
font color to white.

2. Increase the height of Row 1 to 24.75 points.

3. Center the title of the worksheet in the range A1:F1 vertically. Activate the range and then
click the Middle Align button in the Home tab of the Ribbon.

4. Make the following format adjustment to the range A2:F2: bold; and change the cell fill
color to Tan, Background 2, Darker 10%.
5. Set the alignment in cell B2 to Wrap Text. Activate the cell location and click the Wrap
Text button in the Home tab of the Ribbon.

6. Copy cell C3 and paste the contents into the range D3:F3.

7. Copy the contents in the range C6:C8 by highlighting the range and clicking the Copy
button in the Home tab of the Ribbon. Then, highlight the range D6:F8 and click the Paste
button in the Home tab of the Ribbon.

8. Calculate the total budget for all four quarters for the salaries. Activate cell B3 and click
the down arrow on the AutoSum button in the Formulas tab of the Ribbon. Click the Sum
option from the dropdown list. Then, highlight the range C3:F3 and press the ENTER key on
your keyboard.

9. Copy the contents of cell B3 and paste them into the range B4:B8.

10. Format the range B3:F8 with a US dollar sign and zero decimal places.

11. Sort the data in the range A2:F8 based on the values in the Quarter 4 column in ascending
order. Highlight the range A2:F8 and click the Sort button in the Data tab of the Ribbon.
Select Quarter 4 in the “Sort by” drop-down box and select Smallest to Largest in the Order
drop-down box. Click the OK button.

12. Add vertical and horizontal lines to the range A1:F8. Highlight the range and click the
down arrow next to the Borders button in the Home tab of the Ribbon. Select the All Borders
option from the drop-down list.

13. Change the name of the Sheet1 worksheet tab to “Budget.” Double click the worksheet
tab, type the word Budget, and press the ENTER key.

14. Insert a pie chart using the data in the range A2:B8. Highlight the range and click the Pie
button in the Insert tab of the Ribbon. Click the first option on the list (the Pie option).

15. Click and drag the chart so the upper left corner is in the center of cell H2.

16. Add labels to the chart by clicking the Layout 1 option from the Chart Layouts list in the
Design tab of the Ribbon. Make sure the chart is activated by clicking it once before you look
for the Layout 1 Chart Layout option.
Printing
1. Change the orientation of the Budget worksheet so it prints landscape instead of portrait.
2. Adjust the appropriate settings so the Budget worksheet prints on one piece of paper.

3. Add a header to the Budget worksheet that shows the date in the upper left corner and your
name in the centre.

4. Add a footer to the Budget worksheet that shows the page number in the lower right
corner.

5. Use the Save As command in the File tab of the Ribbon to save the workbook by adding
your name in front of the current workbook name (i.e., “your name Practical Project 1”).

6. Close the workbook and Excel.