# 2 A little on Spreadsheets

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2 Mathematics MA061 The little tabs at the bottom called sheets allow you to have several pages, like in a ledger book, with separate or related stuff on the other sheets. But we will just try to explain what you can do sticking with one sheet. In the picture the top left box, the one in Column A and Row 1, is highlighted (or selected), as indicated by the blackened square around that box, and also you can see A1 written somewhere above. What you can do is put stuff in the different boxes. We call these boxes cells of the spreadsheet and the (main) things you can put in these cells are (i) a number (ii) a word or some words, or any text

4 Mathematics MA061 so that the reference is changed in each one. In cell D6, it will become the formula =sin(b6), on the grounds that B6 is in the same position (2 cells left) relative to cell D6 as cell B5 is to cell D Example. Suppose we want to calculate the values of y = cos(x) for x = 0, π/10, 2π/10,..., 20π/10 = 2π. (Maybe we want these values for a graph.) In fact for this kind of mathematical graph, spreadsheets are probably not what you should use. But we ll use it now for this anyhow. Let s enter this in the cells A B 1 0 =cos(a1) 2 =A1 + pi()/ (Here the pi() is a way to get at the value π = ) This is what you will see A B Now copy cell A2 and paste it into all the positions A3 to A21. And copy cell B1 and paste that into all the positions B2 to B21. Just to clarify, the effect will be the same as if you had typed all the formulae in the left side of the following, but what you see will be like the right.

5 What is a spreadsheet? 5 A B 1 0 =cos(a1) 2 =A1 + pi()/10 =cos(a2) 3 =A2 + pi()/10 =cos(a3) 4 =A3 + pi()/10 =cos(a4) 5 =A4 + pi()/10 =cos(a5) 6 =A5 + pi()/10 =cos(a6) 7 =A6 + pi()/10 =cos(a7) 8 =A7 + pi()/10 =cos(a8) 9 =A8 + pi()/10 =cos(a9) 10 =A9 + pi()/10 =cos(a10). 21 =A20 + pi()/10 =cos(a21) A B Absolute references. We may sometimes want to refer to a fixed value, like a tax rate or a VAT rate in a spreadsheet. Or maybe the concentration for some acid, or a PH value. But we might want to allow for that value being changed, and then we want to be able to change our calculations accordingly. We could find a place where we are going to put that value, say cell D2. We could enter 1.21 into that cell for the multiplying factor to add VAT. Now in column A we might list a description of various items we spent money on, in the next column B the cost before VAT of those things, and in column C we might want the cost including VAT. We could enter in cell C1 the formula =B1*1.21 and copy that down column C. That would work, but if we have to change the VAT rate we would have to alter all the formulae. If we put =B1*D2 in cell C1, and copy that to cell C2, it will become =B2*D3, but that is not what we want. We want to get the value in B2 times the value in D2. This can be done by inserting in cell C1 the formula =B1*\$D\$2. The \$D\$2 reference stays as \$D\$2 even after it is copied and pasted. So now if we paste that into cell C2, it will become =B2*\$D\$2, and still refer to the constant 1.21 we have entered in cell D2. Let s say we create this spreadsheet, A B C D 1 Item Cost ex VAT Cost inc VAT VAT Rate 2 Door =B2*\$D\$ Lock =B3*\$D\$2 4 Brass handle =B4*\$D\$2 5 Hinges =B5*\$D\$2 6 =B6*\$D\$2 7 =B7*\$D\$2 8 =B8*\$D\$2 9 =B9*\$D\$2 10 TOTAL =sum(b2:b9) =sum(c2:c9)

7 What is a spreadsheet? 7 count() Counts how many numerical values there are in the range. So =sum(a1:b10)/count(a1:b10) should be the same as =average(a1:b10) counta() Counts how many not blank entries there are in the range. So a cell with text in it will count. max(), min() Picks the largest (smallest for min) value among those you feed it. if() This allow for complicated things. A simple example is the formula =IF (A2>39,"Pass","Fail") It means if the value if A2 is more than 39, then put the word Pass. If not, put the word Fail. Instead of words, you could have formulae. You could programme a rule that charges 20% tax up to 1500 euro and 40% on anything above like this =IF (A2>1500, 0.2* *(A2-1500), 0.2*A2) There are help menus in all spreadsheets I ve seen recently and there are also menus you can put up showing all the available functions (of which there are a few hundred predefined). Richard M. Timoney February 7, 2011

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