REFERENCE: Form 4, Unit 1. Pages 11-14.

Junior Secondary Computer Studies, Andrew Nasalangwa.

Using FORM 4 LESSON 2

Spreadsheets
 Students must be able to:

1 Create charts in a worksheet

Learning 2 Format charts
Objectives 3 Set up a page for printing
4 Import files into a spreadsheet
5 Link files
Introduction to charts
A chart also known as a graph is a pictorial representation of underlying data on a worksheet.
Charts make it easy for users to see comparisons, patterns and trends in data. For example,
instead of analysing sales details on a worksheet, you can use a line chart to see at a glance
whether sales figures are on a upward or downward trend and how the actual sales details
compare to the projected sales.
A chart is linked to the worksheet data it is created from and whenever data on a worksheet is
modified, the chart is updated automatically.
Creating charts
Task – Watch the video and write step by step instructions on how you would create a chart in a
spreadsheet
Creating charts and graphs – step by step
• Highlight the range of values you want to create a chart for
• Go to the insert tab and click charts
• Click on the type of chart you would like to generate
• Click OK
Types of charts
• Line chart
• This represents data as lines with markers at each data value in the x-y plane
• Column chart
• This represents data as a cluster of columns comparing values across categories
• Bar chart
• This represents data using clustered bars arranged horizontally. It is used to compare values across categories
• Pie chart
• This is used to present data on a circular pie partitioned into sectors representing each item being analysed
• Scatter chart
• This is used to compare pairs of values on the same axis using scattered dots
Formatting and editing charts
Within a spreadsheet you can edit charts, a few of the possible edits to a chart are listed:
• Resizing and moving the chart
• This can be done by clicking on the part of the chart you want to resize
• Then use the place holders on the edge to drag the chart to size
• To move the chart, click inside the chart area then drag to the desired position
• Labelling data values
• On the chart tools toolbar click the Quick Layout command. Select a layout that has data labels
• Edit the chart title as appropriate
• Inserting titles
• On the chart toolbar click add Chart Element then select Chart Title
• Select the preview with the expected position of the title
• Inserting a legend (A legend is the spreadsheet equivalent as a key)
• On the chart toolbar click Legend
• Select the preview with the right position of the legend you wish
 Match the type of chart to the
description
Match the types of charts to the correct
description

Type of chart Definitions

Line This represents data as a cluster of columns
comparing values across categories
Column
This is used to compare pairs of values on the
Bar
same axis using scattered dots
Pie
This is used to present data on a circular pie
Scatter partitioned into sectors representing each item
being analyzed
This represents data as lines with markers at each
data value in the x-y plane
This represents data using clustered bars arranged
horizontally. It is used to compare values across
categories
 Correct Answers
Type of chart Definitions
Line This represents data as lines with markers at each
data value in the x-y plane
Column This represents data as a cluster of columns
comparing values across categories
Bar This represents data using clustered bars arranged
horizontally. It is used to compare values across
categories
Pie This is used to present data on a circular pie
partitioned into sectors representing each item
being analyzed
Scatter This is used to compare pairs of values on the
same axis using scattered dots
Introduction to page setup for printing
Printing a spreadsheet is almost the same as printing documents in word processing software
but it is important to set up the page with the right primitives so that it can print correctly.
Within this lesson you will learn how to achieve this before sending work to a printer.
Page setup refers to the way page margins, orientation, size and other page oriented features
are applied to the page. These features can be changed and applied using the Page setup
commands found on the Page Layout tab in the spreadsheet.
Margins
Margins control the extent of which content can be laced on the page and the print area. Ideally,
the printer is set to print whatever lies within the margins of a page. When talking about
margins, you are likely to encounter the following terms:
Left, top, right or bottom margins: and these are the respective margins around the page.
Gutter - This is the extra space usually added to the left margin of the page.
Margin setup:
• Click on Page layout tab in the page setup group
• Click margins and select custom margins
• In the page setup dialog box click the margins tab and adjust as appropriate and then click OK
Page orientation setup
Page orientation is determines whether the page will be Portrait or Landscape.

• Click Page layout tab

• Click Orientation
• Select either Landscape or Portrait
• Your page should now be either Landscape or Portrait

It is worth noting that you won’t be able to tell the difference when on the spreadsheet until it is printed
out.
Headers and footers
A header is a repeating text that is printed at the top of every page (Within the top margin)
while a footer is repeating text that is printed at the bottom of every page (Within the bottom
margin).
You can set the size of headers and footer in the Margins option in the Page Layout tab.
To insert them into a document
• Click Headers/Footers tab
• Type as appropriate in the spaces provided
Specifying titles and the print area
In the spreadsheet you can specify the rows and columns that have titles (labels) that you want
repeated on each worksheet as you print in case your worksheet spans more than one page

You can also specify if you want the following printed:

• Gridlines
• Black and white
• Draft quality
• Row and Column headings
Importing files
It is possible to create a document in a word processor and then import it into Excel. The text
that is in the document should map directly into the Excel cells.
We can use the delimited text file method to import data:
Creating delimited text file, where fields are separated by pressing the Tab key
Importing delimited text file (.txt)
• Open your word processor and enter the text you want placed into the delimited text file
• Save the file as a .txt file and close it
• In Excel click the File command and select the Open command
• Browse to the .txt file and click it
• Select the .txt format to view this in
• Follow through the prompts given
• Click Finish
Linking files
Sometimes it becomes necessary to have a spreadsheet that references other spreadsheet files.
For example, in a retail store you can maintain a master spreadsheet having all the prices of
goods and a sales spreadsheet. Links are a type of formula that fetch data from another
worksheet or spreadsheet file into the current spreadsheet file. When you start a spreadsheet
that is linked to external ones, it checks for updates to the external files as it starts updating its
data in the process.
Linking files step by step
• Open the workbooks you wish to link
• In the source worksheet, highlight the cells you wish to link to and then click the copy command (Ctrl +
C)
• Switch to the destination workbook
• Click the upper left corner of the range where you wish the links to be
• On the home tab click the Paste drop down
• Click Paste special command
• In the Paste special dialog, click paste Link option
• Click OK
Review
Define the following terms:
• Margins
• Header
• Footer
• Orientation

Describe how you would import a text file into Excel

Define the term chart as used in spreadsheets