What are Spread Sheets Used for?

The basic form of a spreadsheet contains columns and rows in which data can be entered. At the end of a row, a formula can be inputted to produce an automatic calculation. Even though spreadsheets were used for hundreds of years, computerized spreadsheets were developed by Professor Richard Mattessich in 1961. He is considered to be a pioneer in the field of creating them for use in business accounting using mainframe computers. Dan Bricklin and Bob Frankston are both credited with creating the first software program, VisiCalc, back in 1978. By the mid 1980's, Bill Gates' Microsoft Excel software program featured a mouse device with point and click capability and pull-down menus. Lotus Corporation is currently owned by IBM, but back in the early 1980's, Mitch Kapor's Lotus 1-2-3 was first created. It introduced cell naming, cell range defining, macros and other spreadsheet computerized capabilities to the mainstream public.

Function

Spreadsheets are used for making automatic mathematical calculations. This helps to streamline tracking inventory, budget figuring and measuring marketing efforts. Almost any accounting computation can be, at a minimum, drafted out on a spreadsheet.

Features

Visual aids such as charts and graphs can be created from data entered on a spreadsheet. These features help to make comparisons between items within time frames indicated by days, months or even years. Trend lines can be added to charts to make current assessments and future forecasts. This can be useful in determining inventory needs when measuring product quantity and usage. Columns of data can be sorted and filtered to show specific information to compare and make further assumptions and aid in decision making. Advanced features include conditional formatting functions to exclude or include numerical data based on stated certain conditions. Formulas can be simple additions or complex combinations including percentage calculations, cell references and others.

Benefits

Reducing manual calculations is one of the major benefits of using spreadsheets. Macros and ActiveX controls created in the Visual Basic language can be created to speed up calculation processes even more. This saves time in seeing the results and reduces the chance of error due to manual data entry in addition, subtraction, multiplication and division. Charts and graphs created from the data can be refreshed after revisions to the data have been made. Once created, spreadsheets can be converted into other formats such as HTM, HTML, MHT and MHTML as well as plain text file formats.

Limitations

While creating spreadsheets can be extremely useful, if a specific version of spreadsheet software is not installed, viewing the document may require a viewer from the manufacturer. It may be difficult to modify a document without the required software installed.

Advancements

XML (extensible markup language) conversion enables spreadsheets to be viewed, modified and saved as an XML or other type of document. The graphical user interface of Microsoft's Excel 2007 highlights accessibility via the ribbon located at the top of the software document's display. Formatting buttons are grouped together and based on the category selected. Streamlined interfaces with graphical images make it less intimidating for the infrequent spreadsheet user.

References

• Microsoft Office Excel