Spreadsheets: Displaying Formulae and Values

This section focuses on how to effectively display formulae and the results of calculations within a spreadsheet program. Understanding how to present data clearly is crucial for communicating information effectively.

Displaying Formulae

Often, you want to show the formula used to calculate a value. This helps with transparency and understanding. Spreadsheet programs provide various ways to achieve this.

• Using the Formula Bar: The formula bar displays the formula as you type it. This is the most direct way to see the formula.
• Inserting the Formula into a Cell: You can enter the formula directly into a cell. The cell will then display the result of the calculation. This is useful when you want to show both the formula and the result.
• Using Cell Formatting (if available): Some spreadsheet programs allow you to format cells to display formulas in a specific way. Check your spreadsheet software's help documentation for options.

Displaying Values

Displaying values clearly is essential for readability. This involves formatting cells to present numbers in a user-friendly manner.

• Number Formatting: Use the number formatting options (usually found in the 'Format' menu or toolbar) to control how numbers are displayed. This includes:
  • Decimal Places: Control the number of decimal places shown.
  • Currency Format: Display numbers as currency (e.g., $100.00).
  • Percentage Format: Display numbers as percentages (e.g., 0.25).
  • Date Format: Display dates in various formats (e.g., DD/MM/YYYY, MM/DD/YYYY).
  • Number Style: Choose between general, number, currency, accounting, and text formats.
• Alignment: Use the alignment options (left, center, right) to improve readability. Right-aligning numbers can be helpful for financial data.
• Font and Size: Select a clear and readable font and appropriate font size.

Example Table

The following table demonstrates how to display both formulae and values in a spreadsheet.

Item	Price	Quantity	Total Cost
Apple	$1.00	5	$$1.00 * 5 = $5.00
Banana	$0.50	10	$$0.50 * 10 = $5.00
Orange	$0.75	8	$$0.75 * 8 = $6.00

Figure: Suggested diagram: A simple spreadsheet table with columns for Item, Price, Quantity, and Total Cost. The 'Total Cost' column shows the formula used to calculate the total.

Important Considerations

When displaying formulae and values, consider the following:

• Clarity: Ensure the presentation is clear and easy to understand.
• Consistency: Use consistent formatting throughout the spreadsheet.
• Audience: Consider the audience when choosing the level of detail to include.
• Error Prevention: Double-check formulas for accuracy.