Spreadsheets 7th February 2003

Design of a spreadsheet

Spreadsheets are used to do calculations. But we need to know what these calculations are about. It is no
good just giving a list of numbers. These numbers need headings. There are column headings and row
headings. In the example below, the column headings are the months, and the row headings are the bills.
This spreadsheet also has a spreadsheet title, which is placed, as normally, in the Home cell, cell A1.

Spreadsheet title

Spreadsheet Calculations

Jan Feb Mar Total

Electricity bill 334 145 456 935
Gas bill 471 329 623 1423
Total: 805 474 1079 2358

In terms of the numbers, there are two categories: Input data and Output data.

Model for computer system, as applied to spreadsheets:

Input: Process: Output:

Figures for the bills Calculations using Totals
formulae and functions

The same colour is used for process and output because the results of the calculations are displayed in
the same cells as the formulae/functions.

To make the spreadsheet a) more attractive and b) easier to understand we format the different areas in
various ways.

Examples of how to format the different areas:

Spreadsheet title: Bold, larger font, possibly a different font

Shading (perhaps), Alignment centred across the top of the
spreadsheet.
Section headings: Bold, larger font, but not as large as the Title, possibly a
different font, Shading (perhaps).
Column headings: Bold, larger font than numbers, but not as large as the Title or
subheadings, Align centred or right to line up with number
below.
As well as this type of formatting, numbers may be formatted in different ways, for example as
currency.

Column Widths and Row Heights

As well as formatting the cells as above, you also need to format the spreadsheet by setting column
widths and sometimes setting the row heights as well.

Note: Row headings are sometimes called labels.

Spreadsheet Design 07/02/03 Page 1