Drexel University • Westphal College of Media Arts and Design • Design and Merchandising

DSMR 232 -001, 4.0 credit • Retail Merchandising Planning

Assignment A: Using Computerized Spreadsheets

For this assignment, you will be performing mathematical calculations using a

computerized spreadsheet, or electronic worksheet. Spreadsheets can be used to
perform a simple operation such as adding two numbers, or for more complex
calculations that can involve hundreds of interrelated entries. More significant than
performing mathematical calculations on spreadsheets, you can quickly make
recalculations by changing one or several of the numbers that you have entered or by
changing formulas. Spreadsheet programs allow you to make repetitive and tedious
mathematical calculations quickly and efficiently.

A spreadsheet can be thought of as a long, rectangular sheet of paper divided into

smaller rectangles, called cells. You can type words or numbers in these rectangles, or
you can type formulas that can add, subtract, multiply, or divide numbers in whatever
combination you choose.

Spreadsheets are invaluable tools for retail buyers and managers when they are
developing “what if” strategies. For example, after formulas have been set up, you
may want to enter one set of numbers to estimate sales. Just as quickly, you can
enter another set of numbers to estimate sales for a different scenario. You can keep
doing this for as many sets of numbers as you desire. Performing repetitive
mathematical calculations and “what if” analyses are what spreadsheets do best.

Now you should be ready to see what a spreadsheet looks like on the computer. Follow
the instructions below to load the spreadsheet program, select the data drive, and open
a file.
BASIC COMPUTER OPERATIONS

1) Reading the Spreadsheet Screen

Download and Open SPREADSHEET A from Bb Learn. You should now be able to see a
part of the spreadsheet on your computer screen. On the spreadsheet, the highlight bar
identifies the current cell. You will also notice letters across the top of the screen. They
identify a vertical series of cells in a column. Numbers can be seen on the left side of
your computer screen. They are used to identify a horizontal series of cells in a row.
Spreadsheet programs usually contain more rows and columns than you will need in your
calculations.

Each cell on the spreadsheet also has an address that is shown on the status line of the
screen. The cell address is determined by its column and row location. For example, the
cell in the upper left corner of the spreadsheet has an address of A1. The cell is located in
column A, row 1. You can move to other cells in the spreadsheet by using the mouse, or
after first clicking on a cell, using the Tab key to go across, or the arrow keys to go across
or up or down.

Both text and numbers can be entered into a cell, but with numbers you must designate
how you want your data presented (e.g., number of decimal places, currency). Using the
Format command on the menu allows you to change how numbers are displayed in any
cell, row, or column.

You must follow mathematical rules as you work with spreadsheets. Formulas are
calculated in normal mathematical order. Operations inside parentheses are performed
first, followed by multiplication, division, addition, and then subtraction.

2) Changing the Width of a Column

If, after you perform any calculation, the symbol ##### appears, the cell is not large
enough to display the data. You can easily enlarge the column to accommodate. The
width of the column in which data are to be entered or displayed can also be made
smaller if desired.

To change the width of a column:

1. With your mouse, move your cursor to the top of the spreadsheet where columns
are identified as A, B, C, and so on. With the cursor, highlight the line to the right
of the column that you wish to adjust. The cursor changes appearance when it is
positioned correctly.
2. Holding down the mouse button, drag the mouse to make the column the correct
width.

3) Changing How Numbers Are Displayed

You can also use commands under the Format menu to designate how data in a
specific cell, row, or column are to be presented. You can display the data as whole
numbers, dollars (currency), or decimals. You can also designate how many decimal
places you wish to use.
To change how values are displayed:
1. Highlight the cell you wish to change, or highlight the cells in the row(s) or
column(s) you wish to change.
2. Use commands listed under the Format menu to change how your data will be
presented.

4) Entering Formulas
Formulas calculate a value based on the values in other cells of the spreadsheet. In
fact, a formula can include any cell on the spreadsheet. You can also combine
mathematical operations—for example, A1+(A2-A3)/A4. Remember that before any
formula can be entered, the = sign must be typed first.

To enter a formula:
1. Click the cell where the result of the formula will appear.
2. Type the = sign. Now type the formula. For example, if you want to add the
values in cells A1, A2, and A3, type A1+A2+A3 after the = sign. You could also
click the cell of the value that you are adding. For the formula presented, you
could click cell A1, then type the + sign, then click cell A2 and type +, and finally
click cell A3.
3. When you have finished entering a formula, press Enter, which indicates to the
computer that you have completed your formula.
4. Your results will appear in the cell where you entered the formula if data were in
the other cells. Functions, abbreviated formulas that perform a specific operation
on a group of values, can also be used to save time. For example, the SUM
function is a shortcut for entering a formula that adds numbers. SUM
automatically adds numbers in a range. For example, if you wanted to add the
numbers in cells A1 through A3, you could simply type =SUM (A1:A3).
INPUT DATA AND INTERPRET COMPUTER OUTPUT

Retail buyers and managers must be able to input data on spreadsheet programs and
interpret the output they receive. You should now be ready to observe exactly what
computerized spreadsheets can do. On the screen you are viewing, you should see that
some text has already been entered. In addition, one formula has also been entered.

Practice Activities
The activities that follow allow you to become comfortable entering data, performing
mathematical calculations, and interpreting output. These activities begin with a
quick review of decimals and percentages.

Activity 1: Review Decimals and Percentages

When working with spreadsheets, many students have difficulty with percentages and
decimals. In most word-problem situations, many numbers are stated as percentages.
Before you can enter them onto a spreadsheet, they must be expressed as a decimal. In
addition, many of the figures that you read on a computer screen will be displayed as a
decimal. You need to express them as percentages or dollars and cents. Here is a quick
review of this concept.

The term percent means “per hundred”; thus, 11 percent means 11 per
hundred, or 0.11. 11% = 11/100 = 0.11

When expressing a percentage as a decimal, move the decimal two places to the left
and drop the percent sign. For example, 5 percent would be entered as 0.05, 0.5
percent would be entered as 0.005, and 55.5 percent would be entered as 0.555.

Percentages, similar to the ones presented in the second column of the table, appear
in various problems throughout this text. When entering them into spreadsheets, you
must be able to express them in decimal form. Express each of the percentages as a
decimal in the right-hand column.

1 1% .01
2 1.5% .015
3 100% 1
4 150% 1.5
5 47.8% .478
6 52.0% .52
7 0.4% .004
8 10% .1
9 10.4% .104
1 3.1% .031
0
When the spreadsheet makes calculations for you, the numbers will be expressed as
decimals just as they are when you use your calculator. Usually, you will need to round
these numbers for the situation within which you are working. For example, 1.643456
would be expressed as $1.64 if your answer should be in dollars and cents, or as 164.3%
if your answer should be a percentage. You can also use the Format menu command to
change how data are displayed.

With dollars, you will need to express your answer to two decimal places, and, with most
percentages, you will need to express them to one decimal place, or tenths of a percent.
(Note: Rounding rules vary, but “rounding off” is the most common method. Round up if
the number to the right of the one you are rounding is 5 or more; round down if it is less
than 5.) When expressing percentages as decimals, express them to the nearest tenth of
a percent as shown in the preceding example.

When you are solving problems presented in this text, numbers similar to the ones that
follow could be displayed on your computer screen. In the right-hand column, express
each of them as dollars and cents, rounding to the nearest cent.

11 64.3214987 $64.30
12 8.238765 $8.20
13 581.234567 $581.20
14 0.89543453 $0.90
15 45677.2376 $45677.20
5
In the right-hand column, express each of these decimals as a percentage rounded to the
nearest tenth of a percent.

16 6.44453 644.5%
17 33.3333 3333.3%
18 67.7777 6777.8%
19 0.056742 5.7%
20 0.002876 .3%

Activity 2: Enter Data and Calculate

1. Move to cell B3 on the spreadsheet found on Spreadsheet A that requires sales
data for Quarter 1 of Year 1.
2. Input $35,000 and press Enter.
3. Use your mouse to move to cell B4, input $37,000, and press Enter.
4. Move to cell B5 and enter $36,000. Enter $21,000 in cell B6.
5. The formula to calculate total sales for Year 1 has already been entered in cell B7,
and you made recalculations with each number that you input.
Activity 3: Revise Data and Recalculate
After calculating total sales for Year 1, you realize that the sales figure you entered for
Quarter 4 was incorrect.
1. Move to cell B6 and erase the data already in the cell. Highlight the value in the
cell, and press the Delete key.
2. Input $38,000. Press Enter.
3. Total sales have been recalculated.

Activity 4: Create a Formula to Add Numbers

Now you need to set up a formula to calculate total sales for Year 2. Because you want
to calculate the total of the quarterly sales figures, there are two different ways you can
express the formula. First, type = in the cell; then type C3+C4+C5+C6. Or, you could
type SUM (C3:C6) after typing the = sign. The second formula directs the computer to
add (SUM) all the numbers in the cells between C3 and C6. The : designates all the
numbers between the two numbers listed. Also, you could click the cell that you wish to
be a part of your formula. For example, after typing =, click the mouse on cell C3, type
the + sign, click the mouse on cell C4, type the + sign, click the mouse on cell C5, type
the + sign, and click the mouse on cell C6.
1. Move to cell C7. Type either formula described above. Press Enter.
2. Enter the following sales data for Year 2:
Quarter 1 $40,000
Quarter 2 $46,000
Quarter 3 $45,000
Quarter 4 $50,000

Activity 5: Create a Formula to Calculate Percentage of Change between Two

Numbers After examining the data, you want to determine by what percentage quarterly
sales changed from Year 1 to Year 2. Mathematically, this requires finding the difference
in sales for each quarter and dividing by quarterly sales for the first year, as the following
formula indicates:

For the first quarter, this calculation would be as follows:

(40,000 – 35,000) / 35,000 =

0.14285

Spreadsheets can be used to quickly perform calculations such as these. Just

substitute the cell addresses for the values you wish to calculate. For the first quarter,
the spreadsheet formula would be as follows:

(C3 – B3) / B3
Closely examine this formula. The parentheses indicate that mathematical calculations
inside the parentheses would be performed first; otherwise, the data in C3 would be
divided by B3, which is not what you want. The formula specifies that the data in cell B3
will be subtracted from the data in cell C3. Then this difference will be divided by the
data in cell B3.

Now you are ready to label the column and enter the formulas to calculate the
quarterly percentage changes.

1. Move to cell D2. The percentage changes will be displayed in column D for each
quarter.
2. Type % Change. Press Enter. Now you are ready to enter the formulas to perform
the required calculations. You will need to establish five formulas—one for each of
the quarters, as well as one for the Totals row.
3. Move to cell D3 for the first quarter. Type (C3-B3)/B3. Press Enter. You will notice
that your answer is expressed as a decimal. Use the Format menu command to
display your data with one decimal place.
4. Now, set up formulas that will calculate the percentage changes for Quarters 2, 3,
and 4, and for the yearly totals.
5. Your screen should resemble the table that follows.

Sales Year 1 Sales Year %

Quarter 1 $35,000.00 $40,000.00 14.3%
Quarter 2 $37,000.00 $46,000.00 24.3%
Quarter 3 $36,000.00 $45,000.00 25.0%
Quarter 4 $38,000.00 $50,000.00 31.6%
TOTALS $146,000.00 $181,000.0 24.0%
0
Activity 6: Revise Data and Recalculate
To illustrate the speed with which recalculations can be made, replace the sales data that
you have entered for Year 1.

1. Erase the sales data in cells B3 through B6 and replace them with the
following data: Year 1
Quarter 1 $30,000
Quarter 2 $31,000
Quarter 3 $32,000
Quarter 4 $30,000

2. You now have sales totals as well as percentages, which are based on your
new sales figures, as shown in the table that follows.

Sales Year Sales Year %

Quarter 1 1
$30,000.00 2
$40,000.00 Change
33.3%
Quarter 2 $31,000.00 $46,000.00 48.4%
Quarter 3 $32,000.00 $45,000.00 40.6%
Quarter 4 $30,000.00 $50,000.00 66.7%
TOTALS $123,000.0 $181,000.0 47.2%
0 0
ADDITIONAL COMPUTER OPERATIONS

This spreadsheet contains other commands that can be used later as you create your
own spreadsheets with problems in the textbook. These commands involve editing
and saving your work, printing, and quitting. Steps to perform these computer
operations are described next.

Using Edit Commands

What happens when you find you need a column between two that you have already
created? Do you have to start over? What happens when you need to erase all the input
in a specific column? Do you have to go to each cell and use the Backspace key? What
should you do when you need the same heading on two rows? Do you have to type the
heading twice?

“No” is the answer to all these questions if you learn some of the other special
commands on the spreadsheet.

Using the Insert menu command allows you to add empty rows or columns to any
spreadsheet that you have already created. To insert a row or column: Highlight the
column to the right of where the new column is to be added to add a blank column. To
add a blank row, highlight the row below where the new row is to be located.
To erase data in several cells, highlight all the cells that contain data to be deleted.
Press the Delete key. If you make a mistake, click the Undo command.

The Copy command (under the Edit menu command) allows you to copy the content
of a cell, column, or row and place it in another location on the spreadsheet. To copy
a cell, row, or column, highlight the values to be copied. Select Copy. Move the
cursor to the location (cell, row, or column) where you want the information copied.
Highlight that area and select Paste.

You may want to practice these operations using the file on which you are working.
However, you should save the file under a different name, as explained in the next
section.

Saving Your Work

Periodically, while working with all assignments, save your work under a different
file name so that you will always have the original lesson file for reference. Simply
add an A (for answer) to the lesson file name when you save.

To save your Assignment A file as a separate answer file:

1. Choose Save As from the File menu.
2. Rename the file name to SPREADSHEET A_COPY and select the drive to
which you will be saving the file. Press Enter. Note that the open document
keeps its original file name.
Printing
In each assignment, you will find forms on which to record your answers for specific
problems. Record information from your computer screen on these forms, or your
instructor may require that you print each screen.

To print the file you have been working on:

1. Check to ensure that a printer is connected to your computer.
2. Choose Print from the File menu.
3. Press Enter. The file will be sent to your printer.

Quitting
When you want to stop working, first save your work. Then close the file and quit the
spreadsheet:
1. Choose Close from the File menu.
2. If you have not already saved your document, a message will appear asking
if the current document needs to be saved