Electronic Spreadsheet(advanced)

Fill in the Blanks

1. Consolidation function gather data from a series of worksheets or

workbooks and summaries into a single master worksheet.

2. In Calc, consolidate option is available in Data menu

3. Scenarios tool is used to test what-if questions

4. In Calc, Scenarios option under tools menu

5. To create the reference with the mouse, we need to Link both spreadsheet

6. Each reference has three parts Sheet name !/. and celladdress.

7. Hyperlinks can be stored as either relative or absolute link in a file.

8. In Calc, when a spreadsheet is opened in shared mode, feature is disabled in

Edit menu.

9. Spreadsheet software automatically adds a Track change to describe what

was changed while record change option in active.

10. We can consolidate data by row & column Label

11. Define range option is available under the Data menu

12. Name Manager option is used to name a range of cells.

13. Default name of first scenario created in Sheets of Calc is Scenariol

14. Formulas in a Spreadsheet must begin with a = sign

 Question and answer
1. List the names of “what-if” analysis tools.
Ans.
a. Scenario Manager: Allows you to create and manage different sets
of input values (scenarios) to see how changes affect outcomes.
b. Goal Seek: Finds the input value needed to achieve a specific result
in a formula.
c. Solver: Optimizes solutions by adjusting multiple variables to
maximize or minimize a target formula, subject to constraints.

2. Define Goal seek and solver.

Ans.
I .Goal Seek: A tool that helps find the input value needed to achieve a
specific result in a formula. It adjusts one variable to meet the target
outcome.
II. Solver: A more advanced tool that optimizes a formula by adjusting
multiple variables within set constraints, used for complex optimization
problems like maximizing profit or minimizing cost.

3. What is sorting?
Ans. Sorting in a spreadsheet is the process of arranging data in a
specific order, either ascending (smallest to largest) or descending
(largest to smallest), based on the values in one or more columns. This
helps organize data for easier analysis and comparison.

4. How to prepare the data before subtoals?

Ans: Before using Subtotals in a spreadsheet, you should prepare your data
by following these steps:
I. Sort the Data:
Ensure your data is sorted by the column(s) you want to group by (e.g.,
categories, dates, etc.). This is necessary because Subtotals are applied
to grouped data.

II. Organize Data in Columns:

Make sure each column contains a single type of data (e.g., names, dates,
numbers). The first row should include headers to label each column.

III. Remove Blank Rows:

 Ensure there are no blank rows in your data set to prevent issues when
applying subtotals.

IV. Check for Consistent Data Format: Ensure that the data types are
consistent across each column (e.g., all numbers, dates, or text) to
avoid errors when calculating subtotals.

After preparing your data, you can apply Subtotals to summarize and
calculate grouped values easily.

5. How can you rename a worksheet?

Ans:
1. Right-click on the worksheet tab.
2. Select Rename.
3. Type the new name and press Enter.

6. What is cell reference?

Ans: Cell reference in a spreadsheet is the address of a cell or a range of
cells, used to refer to data in formulas or functions. It helps identify the
location of the cell within the worksheet.

Relative reference (e.g., A1): Adjusts when copied to another location.

Absolute reference (e.g., $A$1): Stays fixed when copied.

Mixed reference (e.g., $A1 or A$1): Partially fixed, either the row or
column is absolute.

7. What is the advantage of using cell reference in a formula?

Ans: The advantages of using cell references in a formula include:
i. Dynamic Updates: If the value in a referenced cell changes, the formula
automatically updates to reflect the new value, saving time on manual
adjustments.
ii. Reusability: You can copy and paste formulas to other cells, and cell
references will adjust according to their relative positions (for relative
references).
iii. Efficiency: Using cell references makes formulas more concise and
easier to manage, especially in large datasets, by avoiding hardcoding values
directly into formulas.
 iv. Flexibility: With absolute and mixed references, you can control which
part of the reference remains constant or changes when copying formulas to
other cells.
v. Error Reduction: Reduces the chances of errors compared to manually
entering data into each formula.

7. Write the steps to create the reference with the keyboard?

Ans: To create a reference with the keyboard in a spreadsheet, follow these
steps:
1. Select the Cell: Click on the cell where you want to enter the formula or
reference.
2. Start Typing the Formula: Press = to begin a formula.
3. Navigate to the Referenced Cell: Use the arrow keys (up, down, left, right) to
move to the cell you want to reference.
4. Press Enter: After selecting the referenced cell, press Enter to complete the
formula.

9. What are relative and absolute hyperlinks?

Ans:
1. Path Type:

Relative Hyperlink: Refers to the location of a file relative to the current

document. It does not include the complete URL or file path. For example,
./images/photo.jpg refers to a file in the "images" folder within the current
directory.

Absolute Hyperlink: Refers to the complete path of a file or webpage, including

the protocol (e.g., https:// or file://) and domain name or full file path. For
example, https://example.com/images/photo.jpg.

2. Portability:
Relative Hyperlink: Easier to move within the same project because it
depends on the structure of the project directories. If the project is relocated,
the links will still work as long as the relative paths remain unchanged.

Absolute Hyperlink: May break if the document or file is moved to a different

location, as it relies on a fixed path or domain.

10. What do you mean by Linking to registered data sources.?

Ans.: Linking to registered data sources means connecting an application to a
pre-configured database or data file (e.g., SQL, Excel) that is registered in the
system. This allows the application to access, query, or update the data
without re-entering connection details.

Example:
A mail merge in MS Word links to a registered Excel file to fetch recipient
details like names and addresses for personalized letters.

11. What is the purpose of Record changes in spreadsheet?

Ans.
The purpose of recording changes in a spreadsheet is to track and monitor
modifications made to the data. This feature is useful for collaboration and
accountability, as it helps identify who made changes, what was changed, and
when the change occurred.

Key Benefits:
1. Audit Trail: Provides a history of edits for transparency.
2. Error Tracking: Helps identify and correct mistakes in data.
3. Collaboration: Ensures team members stay informed about changes.
Example: In Google Sheets, the "Version History" feature records all changes,
showing what was edited and by whom.

12. What are macros? how you can access them?

Ans. Macros are sequences of recorded commands or actions in a spreadsheet
that automate repetitive tasks. They save time by allowing users to run the
macro instead of performing the task manually each time.

Accessing Macros in a Spreadsheet:

1. Recording a Macro: Use the "Record Macro" option in the spreadsheet

software (e.g., Google Sheets or Excel).

2. Running a Macro: Access the saved macro through the menu, toolbar, or
assigned shortcut key.

Example: In MS Excel, go to View > Macros > Record Macro to record or run a
macro.

13. Write the steps to record a macro.

Ans
Steps to Record a Macro in OpenOffice Calc:
1. Open OpenOffice Calc and go to Tools > Macros > Record Macro.
2. Perform the actions you want to record in the spreadsheet.
3. Click Stop Recording in the Macro Recorder window.
4. Save the macro with a name and location for future use.

14.How to use macro as a function?

Ans. To use a macro as a function in a spreadsheet, you need to create a macro
that returns a value and then call it like a function in a cell. Here's how:

To use a macro as a function in a spreadsheet:

1. Create the Macro: Write a function in Tools > Macros > Organize Macros.
Example: Function Multiply(x) Multiply = x * 2 End Function.
2. Save the Macro: Save it in "My Macros" or the spreadsheet.
3. Use the Function: In a cell, type =Multiply(A1) to call the macro.

15. Explain merging of the worksheets?

Ans. Merging worksheets using a shared sheet allows multiple users to
collaborate and combine data in real-time. In an electronic spreadsheet (like
Google Sheets or Excel), a shared sheet allows users to input or edit data
across different sheets, which can then be merged or consolidated.

Steps:

1. Share the Sheet: Grant access to multiple users by sharing the spreadsheet
(via File > Share in Google Sheets or Excel).
2. Collaborate: Each user enters data into their respective worksheet within the
shared sheet.
3. Merge Data: Use formulas (e.g., IMPORTRANGE in Google Sheets) or
"Consolidate" feature in Excel to combine data from the shared worksheets into
one.
Example: Sales data from different teams in separate sheets are merged into
one for overall analysis.

16. What is a purpose of adding comments?

Ans. The purpose of adding comments in an electronic spreadsheet is to
provide clarifications, explanations, or notes about specific data, formulas, or
cells. Comments help users understand the context or purpose of certain
entries and improve collaboration by offering additional information without
cluttering the spreadsheet.

Example: Adding a comment to a cell with a formula to explain its calculation

or source.

17. How to add comment to a change /track changes in a spreads?

Ans. In OpenOffice Calc:

1. Adding Comments:
Right-click a cell and select Insert Comment. Type your comment and click
outside to save it.

2. Tracking Changes:

Go to Edit > Changes > Record to start tracking changes.

To view changes, go to Edit > Changes > Show.

18. What is the purpose of multiple operation tools?

Ans. Multiple operation tools in spreadsheets allow users to perform
calculations, organize data, automate tasks, and collaborate, making it easier
to manage and analyze large datasets efficiently.