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CIE IGCSE ICT Your notes

16.1 Spreadsheets
Contents
Create a Data Model
Formulae & Functions
Order of Operations
Cell Referencing
Sort Data in Spreadsheets
Search & Select Data in Spreadsheets
Display Features
Spreadsheet Formatting
Page Layout in Spreadsheets
Graphs & Charts

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Create a Data Model

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Create a Data Model

A spreadsheet is made of cells, rows and columns

A cell is one box on the spreadsheet and is referenced using its cell reference (e.g. A1)
A row goes across and is referenced using the number down the side
A column goes down and is referenced using the letter at the top
Inserting and Deleting Cells, Rows, and Columns
You can alter the structure of a spreadsheet by inserting or deleting cells, rows, and columns
This flexibility allows you to manage and organise your data effectively

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Merging Cells
Merging cells combines two or more cells into one larger cell
This is useful for creating headers or titles that span across multiple columns

Creating Formulae Using Cell References

Formulae allow you to perform calculations on your data
You can reference specific cells in your formulae to make them dynamic and adaptable

Replicating Formulae Using Absolute and Relative Cell References

Absolute cell references ($A$1) stay constant, while relative cell references (A1) change when you
copy or drag a formula

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Your notes

Use absolute references when you want the same cell referenced and use relative references
when you want the reference to change
Use of Arithmetic Operators in Formulae
Arithmetic operators allow you to perform basic mathematical operations in your formulae: add
(+), subtract (-), multiply (*), divide (/), and indices (^)
Using Named Cells and Named Ranges
Named cells:
Easily refer to a group of adjoining cells
Shortens/simplifies formulae
Enables referring to a group of cells without having to lookup cell references
Don’t have to re-set the absolute referencing manually

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Worked example
Your notes
Tawara school has a shop that sells items needed by pupils in school. Part of a spreadsheet with
details of the items is shown.

a. Write down the number of rows that are shown in the spreadsheet that contain text.
[1]
6 rows [1]
b. Write down the number of columns that are shown in the spreadsheet that contain text.
[1]
8 columns [1]

Exam Tip
Make sure you know which way round rows and columns are - rows go across and columns
go down

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Formulae & Functions

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Formulae & Functions
What is the difference between a Formula and a Function?
A formula can:
Contain a function
Be simple calculations/mathematical operation
Be typed directly into the formula bar
It is a statement that performs calculations on values in your worksheet. For instance, "=A1+B1"
A function:
Is a special type of formula/complex formula
Is built into the software/spreadsheet
Can be used to simplify complicated calculations
Can have built-in commands
Has a pre-defined name/reserved word
It is a preset command in spreadsheets. It is a type of formula that performs specific calculations like
SUM, AVERAGE, MAX, MIN, etc. For instance, "=SUM(A1:B1)"
Using Functions
A B C D

1 10 20 30 40

2 15 25 35 45

3 20 30 40 50

Spreadsheets offer a variety of functions. Some of the most commonly used are:
E.g. "=SUM(A1:B2)" This would add all the numbers from cell A1 to B2, giving the result 65.
E.g. "=AVERAGE(A1:B2)" This would find the average of all numbers from cell A1 to B2, giving the
result 16.25.
E.g. "=MAX(A1:B2)" This would return the maximum number in the range from A1 to B2, which is
25.
E.g. "=MIN(A1:B2)" This would return the minimum number in the range from A1 to B2, which is 10.
E.g. ​"=INT(A2)" This would round down the number in cell A2 to the nearest integer, which is 15.
E.g. "=ROUND(A2, 0)" This would round the number in cell A2 to the nearest whole number,
which is 15.

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E.g. "=COUNT(A1:B2)" This would count the number of cells in the range A1 to B2 that contain
numbers, which is 4.
E.g. "=LOOKUP(25, A1:B3)" This would look for the number 25 in the range A1 to B3 and return it. Your notes
E.g. "=VLOOKUP(25, A1:B3, 2, FALSE)" This would look for the number 25 in the first column of
the range A1 to B3 and return the corresponding value in the second column of the same row.
E.g. "=HLOOKUP(25, A1:D2, 2, FALSE)" This would look for the number 25 in the first row of the
range A1 to D2 and return the corresponding value in the second row of the same column.
E.g. "=XLOOKUP(25, A1:B3, D1:D3)" This would look for the number 25 in the range A1 to B3 and
return the corresponding value from the range D1 to D3.
E.g. "=IF(A1>B1, "Yes", "No")" This would check if the value in cell A1 is greater than the value in
cell B1. If true, it returns "Yes". If false, it returns "No".
SUM: Adds all the numbers in a range of cells
AVERAGE: Calculates the average of a range of cells
MAX and MIN: Finds the largest and smallest numbers in a range respectively
INT: Rounds a number down to the nearest integer
ROUND: Rounds a number to a specified number of digits
COUNT: Counts the number of cells in a range that contain numbers
LOOKUP, VLOOKUP, HLOOKUP, XLOOKUP: Looks up values in a table based on a given
condition
IF: Returns one value if a condition is true and another if it's false
Using External Data Sources within Functions
Spreadsheets allow you to use external data sources within functions.
This could be data from another worksheet, workbook, or even a database
Using Nested Functions
You can use a function within another function. This is called nesting.
For instance, "=IF(A1>B1, MAX(A1:B1), MIN(A1:B1))".
This checks if A1 is greater than B1, and if true, it returns the max value, else it returns the min
value

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Worked example
Your notes
Tawara school has a shop that sells items needed by pupils in school. Part of a spreadsheet with
details of the items is shown.

Tax is paid on certain items sold in the shop. The tax rate that has to be paid is 20% of the selling
price. If tax is to be paid on an item, then ‘Y’ is placed underneath the Tax heading.
The formula in I4 is: IF(F4=''Y'',($I$1*D4*G4),'''')
Explain, in detail, what the formula does.
[5]
5 of:
If Tax is payable then//If F4 is equal to "Y" then [1]
If true the tax is paid [1]
Multiply the rate of tax/I1 [1]
By the selling price/D4 [1]
By the amount sold/G4 [1]
If Tax is not payable//If F4 <>"Y"//Else//Otherwise [1]
Then display a blank [1]
The tax is not paid [1]

Exam Tip
If you're asked about a complex formula or function, plan out your answer and work from left
to right as you track through the formula. E.g. in the question above IF(F4="Y",($I$1*D4*G4),"")
would become If F4 is equal to "Y" then multiply I1 by D4 by G4. If F4<>"Y" then display a blank

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Order of Operations
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Order of Operations
Understanding the order of mathematical operations is critical when creating
complex formulae in spreadsheets
In spreadsheets, as in mathematics, operations are executed in a specific order, known as
BIDMAS or BODMAS
BIDMAS stands for Brackets, Indices (or powers/exponents), Division and Multiplication (from
left to right), Addition and Subtraction (from left to right)
Brackets can be used to specify which operations to perform first, outside of this order.
For example, in the formula "=A1+2*3", the multiplication will be performed first, resulting in "A1 + 6"
But if we write the formula as "=(A1+2)3", the operation inside the brackets will be performed first,
resulting in "3A1 + 6"
Consider the following example spreadsheet:

A B C

1 10 20

2 5 15

3 =20*2

If you input the formula "=A1+B3 " in cell C1, the result will be 50, because B3 is calculated first
(20*2=40), and then A1 is added (10+40=50)
If you input the formula "=(A1+B1)*2" in cell C2, the result will be 60, because A1+B1 is calculated first
(10+20=30), and then the result is multiplied by 2 (30*2=60)
It's always a good idea to use brackets to make sure that your formulae work as expected, even if
they might not be necessary
It makes the formula easier to read and understand
It can prevent errors if the formula is edited in the future

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Cell Referencing
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Cell Referencing
Cell referencing is a critical concept in spreadsheet software like Excel.
It allows you to refer to the contents of a cell in a formula rather than typing in a specific value
This can make your spreadsheets more flexible and powerful
There are two types of cell referencing: absolute and relative.
Relative cell referencing is the default type.
When you copy a formula that includes a relative cell reference, Excel adjusts the reference
relative to the new location
For example, if you copy the formula "=A1+B1" from cell C1 to C2, the formula will adjust to
"=A2+B2"
Absolute cell referencing is indicated with dollar signs before the column and/or row reference (like
$A$1).
When you copy a formula with an absolute cell reference, that reference does not change
For example, if you copy the formula "=$A$1+B1" from cell C1 to C2, the formula will stay as
"=$A$1+B2"
Consider the following example spreadsheet:

A B C

1 10 20

2 5 15

If you input the formula "=A1+B1" in cell C1 and drag the fill handle down to copy the formula to cell
C2, the formula in C2 will change to "=A2+B2"
But if you input the formula "=$A$1+B1" in cell C1 and drag the fill handle down, the formula in C2 will
still refer to cell A1: "=$A$1+B2"

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Exam Tip
Your notes
Be careful when copying formulas! Make sure you're using the right type of cell reference for
what you want to do
Remember the dollar signs ($) for absolute cell referencing. It can save you a lot of time and
hassle!
Use cell references rather than the value of the cell

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Worked example
Your notes
An auction company sells toys. It uses a spreadsheet to show each person’s items and the
amount of money the buyer and seller owe to the company.
Part of the spreadsheet is shown below.

a. The person selling the item pays a Seller’s commission on any item sold. This is calculated using
the Selling price and finding a match or the next value below in the table, in cells I6 to J11.
Write a formula to display in cell F6, the Seller’s commission on the Double Decker bus toy.
This formula will be replicated down to cell F13.
[5]
VLOOKUP(D6, I$6:J$11,2)
VLOOKUP() [1]
(D6, [1]
I6:J11, [1]
correct use of $ [1]
2) [1]
or
IF(D6<$I$7, J$6, [1]
IF(D6<$I$8, J$7, [1]
IF(D6<$I$9, J$8, [1]
IF(D6<$I$10, J$9, [1]
IF(D6<$I$11, J$10, ,J$11))))) [1]
b. Describe how you could replicate the formula in cell F6 for each item.
[2]

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2 of:
Click on the cell / F6 [1] Your notes
Move to the bottom RHS cell [1]
Select drag handle/cross / black box / double click on drag handle [1]
Drag handle/cross to F13 [1]
or
Click on the cell / F6 [1]
Click fill [1]
... down [1]
or
Click on the cell / F6 [1]
Click copy [1]
Select F7 to F13 [1]
Click paste [1]
or
Hover over the cell / F6 [1]
Move to the bottom RHS cell [1]
Select drag handle/cross / black box / double click on drag handle [1]
Drag handle/cross to F13 [1]

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Sort Data in Spreadsheets

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Sort Data in Spreadsheets
Sorting data is a powerful feature in spreadsheets
It arranges your data based on specific criteria
You can sort in ascending or descending order
You can sort data using a single criterion
For example, you could sort a list of names alphabetically
In Excel, select the column you want to sort and then choose 'Sort A to Z' for ascending order or
'Sort Z to A' for descending order

You can also sort data using multiple criteria

For example, you could sort a list of students first by grade, and then alphabetically by name
within each grade
In Excel, select your data and then choose 'Sort'. Add levels for each of your criteria
Consider the following example spreadsheet:

A B

1 Name Age

2 Alex 15

3 Ben 17

4 Alex 16

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If you sort by 'Name' only (A to Z), the spreadsheet might look like this:
Your notes
A B

1 Name Age

2 Alex 16

3 Alex 15

4 Ben 17

If you sort by 'Name' (A to Z) and then 'Age' (Smallest to Largest), the spreadsheet would look like
this:
A B

1 Name Age

2 Alex 15

3 Alex 16

4 Ben 17

Exam Tip
Be sure to select all relevant columns before sorting, especially when dealing with multiple
criteria. Failure to do so may result in misalignment of your data!

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Search & Select Data in Spreadsheets

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Search & Select Data in Spreadsheets
Data selection allows you to focus on a specific subset of your data based on certain criteria
This is useful for analysing parts of a larger dataset
You can select data using a single criterion or multiple criteria
Searching for specific data in spreadsheets can be done using various operators
These include AND, OR, NOT, >, <, =, >=, <=, <>
For example, you might search for all students who scored above 85 (>) AND are in Year 11
Wildcards can be used when you're not sure of the exact data you're looking for
The most common wildcards are the asterisk (*) and the question mark (?)
An asterisk represents any number of characters. For example, "A*" would find "Alex", "Aaron", etc.
A question mark represents a single character. For example, "A?e" would find "Abe", but not "Alex"
Consider the following example spreadsheet:

A B C

1 Name Mark Year

2 Alex 85 11

3 Ben 90 12

4 Chloe 80 11

5 Dave 88 12

6 Eve 82 11

To select all students in Year 11, you could use the criterion "Year = 11"
To search for students who are in Year 11 AND scored above 85, you could use the criteria "Year =
11" AND "Grade > 85"

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Exam Tip
Your notes
Remember that you can use operators and wildcards in your searches to find data more
efficiently
Be sure to use the correct operator for your search. For example, if you want to find values
equal to or greater than a certain number, use >=, not just >
Wildcards are especially useful when you're not sure of the exact value you're looking for. But
be careful, as they can also return unexpected results if not used properly!

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Display Features
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Display Features
Display formulae or values in your spreadsheet as needed.
Toggle between displaying cell values or the formulae used to calculate those values

Adjust row height, column width, and cell sizes to make data, labels, and formulae fully visible.
This improves the readability of your spreadsheet and helps prevent errors

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Your notes

Wrap text within cells to ensure all data is fully visible.

Wrapped text will automatically move to the next line within the cell if it exceeds the cell's width

Hide and display rows and columns as needed to focus on specific data or to improve readability.

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This can be useful when working with large datasets or complex spreadsheets

Your notes

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Spreadsheet Formatting
Your notes
Spreadsheet Formatting
Enhance a spreadsheet using various formatting tools.
Text colour, cell colour, bold, underline, italic, shading
These features make your spreadsheet visually appealing and easier to read
Format numeric data appropriately.
Display the number of decimal places, different currency symbols, percentages
Proper formatting ensures accurate representation and interpretation of data

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Your notes

Use conditional formatting to change the display format depending on the contents of a cell.
This helps to highlight important information or identify patterns and trends in the data

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Your notes

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Your notes
Worked example
Explain the steps that need to be taken to display cell H4 as US dollars.
[2]
2 of:
Highlight/select cell H4 [1]
Select format cells [1]
Select currency/accounting [1]
Select dollar/USD icon [1]

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Page Layout in Spreadsheets

Your notes
Page Layout
Set the orientation to portrait or landscape.
Choose the best layout for your spreadsheet's data and design
Control the page layout for printing.
Specify the number of pages, print area, display or hide gridlines, and display or hide row and
column headings

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Your notes

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Your notes

Consider the following example spreadsheet:

A B C

1 Name Mark Year

2 Alex 85 11

3 Ben 90 12

4 Chloe 80 11

5 Dave 88 12

6 Eve 82 11

Set the orientation to landscape to accommodate the table's width

Define the print area as A1:C6
Hide gridlines and display row and column headings for a clean printout

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Exam Tip
Your notes
Always preview your printout before printing to ensure it looks as expected and fits within the
designated page boundaries
Remember to set the print area, especially if you only want to print a specific part of the
spreadsheet

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Graphs & Charts

Your notes
Graphs & Charts
Selecting Data for Graphs and Charts
Highlight cells that are next to each other in a row or column by clicking and dragging your mouse
across the cells
For cells that are not next to each other in a row or column, hold the 'Ctrl' key (or 'Cmd' on Mac)
and click the individual cells or ranges
Specified data ranges can be selected by clicking the first cell in the range, holding 'Shift', and
clicking the last cell

Selecting the Graph or Chart Type

Choose the appropriate chart type based on the data to be visualised
Bar graphs and pie charts work well for categorical data, while line graphs and scatter plots are
suitable for numerical data

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Your notes

Labelling Graphs and Charts

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Always include a chart title that summarises what the graph or chart is about
A legend identifies the different data series in your chart
Sector labels, sector values, and percentages help interpret pie charts Your notes
Category axis title, value axis title, category axis labels, value axis labels, and data value labels
are essential in making your graph or chart understandable

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Adding a Second Data Series

To add a second data series, select the new data and click on 'Add Data' in the chart menu Your notes
This is useful when comparing two sets of related data
Adding a Second Axis
Adding a second axis allows you to plot two different data sets with different scales
Click on 'Add Axis' in the chart menu and select the data series to plot on the new axis
Formatting Numerical Values
Format numerical values to a specified number of decimal places by selecting the cells and
choosing 'Format Cells' from the right-click menu
To display currency symbols, choose 'Currency' in the 'Number' tab of the 'Format Cells' dialog
box
Adjusting Axis Scale
Adjust the maximum and minimum values of an axis scale by right-clicking on the axis and
selecting 'Format Axis'
Set incremental values to change the scale of your graph

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Your notes

Enhancing Graph Appearance

Extracting a pie chart sector emphasises a particular part of the data
Change the colour scheme or fill patterns to make your graph visually appealing
Example
Month Sales (£) Expenses (£)
Jan 5000 2000
Feb 6000 2500
Mar 5500 2200

The above data can be used to create a Line Graph to illustrate the sales and expenses over three
months

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Your notes

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Worked example
Your notes
A farmer has purchased a computerised milking system for her cows. She has asked a systems
analyst to create a database to store details of the cows being milked. The amount of milk each
cow produces is currently recorded daily in a spreadsheet.
This is part of the spreadsheet.

You have been asked to produce a graph or chart to show the amounts of milk for the cow with
Animal Passport Number 971/2016.
Describe the steps you would use to produce a graph or chart of this data as a separate sheet.
Include in your answer the name of the new sheet.
[6]
5 of:

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Highlight A7 to B16 [1]

Hide row 6 [1]
Select insert [1] Your notes
Select graph [1]
Choose chart – bar chart [1]
Add chart title [1]
Title example milk yield for cow 971 / 2016 [1]
Add axes titles [1]
Add a legend [1]
Right click and select Move to new sheet [1]
Type an appropriate title/name on the tab [1]
Save the chart [1]
1 mark for the name of the new sheet – Allow any appropriate name

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