INFORMATION TECHNOLOGY [402]

Class : X Electronic Spreadsheet[Notes]

SESSION 1:
Analyse Data using Scenarios and Goal Seek

Consolidating Data

Sub Totals

Scenario

GoalSeek

Solver

Consolidating Data
• Consolidating data refers to Collecting and aggregating data from different
worksheets or workbooks into a master worksheet.
• Data updation becomes very easy by consolidating data into a single
worksheet

How to consolidate data in spreadsheet?

1. Open all worksheets that contains the cell ranges to be consolidated

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 2. Select Consolidate option from Data menu in the worksheet where data
to be aggregated.
3. Under ‘source data range’ label, click in field to the right and select source
data range and press enter.
4. Click Add. The selected data range will be added in Consolidate ranges box.
5. Repeat step 3 and 4 to add other source data ranges to be consolidated.
6. After adding source data, Under the ‘Copy result to’ label click in field to
the right and select target data range and press enter.
7. Select a function from ‘function’ list to specify how data will be
consolidated. The Sum function is the default setting.
8. Under ‘Consolidate by’ label, check ‘row label’ and ‘link to source data’.
You can also check ‘column label’ if required.
9. Click OK

Note:

Link to source data - If you link the data, any values modified in the source range are automatically
updated in the target range.

Row labels or Column labels -The text in the labels must be identical, so that rows or columns can be
accurately matched. If the row or column label does not match any that exist in the target range, it
will be appended as a new row or column.

Fillups:
1. _______________is a function used to combine information from multiple sheets
of the spreadsheet into one place to summarize the information. Consolidate

2. __________,____________ should match when you want to consolidate.

Datatype,Label

3. __________ default function is seen in the Function dropdown. Sum

4. The_______ list contains existing named ranges to quickly select from that.
sources data range

5. _____________button to be clicked add this range under the ‘Consolidation ranges’

of the Consolidation dialog.Add

6. Check the target range specified under________ to display the final data. ‘Copy
results to’

7. ____________ is checked to make the modification automatically in the

consolidated (target) sheet while making any changes in the source data. Link to
source data

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8. Which of the following functions are available in consolidate window?
a. Max b. Min c. Count d. All of the above
Ans: d. All of the above

9. The text in the row label or column label must be identical, otherwise, new row or
column will be inserted.(T/F) a. True b. False Ans: a. True

10. If you select ________ then any values modified in the source range are
automatically updated in
the target range.
a. Link to source data b. Link to sheet data c. Link to original data d. d. Link to
source range
Ans: a. Link to source data

11. Data can be consolidated from two sheets only.(T/F) a. True b. False Ans: b. False

Groups and Subtotal

GROUPS:
• Group and Outline in Calc is used to create an outline
of the selected data and can group rows and columns together.
• To Group Data>Group and Outline.
• To remove the outline feature from the sheet click on Data > Group
and Outline > Remove Outline
SUBTOTALS:
• The spreadsheet SUBTOTAL function is used to create group of data and
perform various aggregate functions such as sum, average, count, product,
max etc. and helps in analyzing data provided.
• It can include or exclude rows hidden by a filter or manually in given data
range during calculation.
• It can be applied to max of three groups of data to perform calculation.

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How to create subtotals?
• Before performing subtotal make sure columns have labels.
• Select the range of cells that you want to calculate subtotal for.
• Select ‘Subtotal’ option from ‘Data’ menu
• In the subtotal dialogbox, select the column that you want to add subtotal
to from ‘calculate subtotal for’.
• Select the function (sum, count, average etc.) from ‘Use function’ list you
want to calculate the subtotal.
• Click OK

Fillups:
1. _____and _______ in Calc is used to create an utline of the selected data and
can group rows and columns together.Group and Outline

2. ___________is clicked to group the data. Data>Group and Outline.

3. ___________tool in Calc creates the group automatically and applies

common functions like sum, average on the grouped data. Subtotal tool

4. __________menu is used to create subtotal Data→subtotal

5.____________ field name Is used to group the data in sheet in subtotal dialog
box.Group by

6. Select __________checkbox under to create subtotals . Calculate subtotals

for

7. _______field name is used to select the functions like sum,avg,product.Use

function

8. _______ tabs are used to group the data in further levels. 2nd Group and 3rd
Group tabs

9. ___________shows the hierarchical structure which can be used to show or

hide different levels.Outline

10. _____sign to expand and ______ sign to collapse the data. ‘’+” ,”-“

11. _____ and _______ total can be displayed in subtotal. Final total and Grand
total

12. To remove the outline feature from the sheet clicking on __________Data >
Group and Outline >

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Remove Outline.

13. . Identify the correct sequence

a. First open subtotals window and then select the data where we need to apply
subtotals.
b. First Select data and then open subtotals window.
c. Both of the above are correct
d. None of the above
Ans: b. First Select data and then open subtotals window.

14. In Subtotals we can select up to _______ groups of arrays. a. 3 b. 2 c. 4 d.

Infinite Ans: a. 3

15. SUBTOTALS _________ data arranged in an array (that is, a group of cells
)
a. Add b. Average c. Find d. Clear
Ans: a. Add

What-if in scenario

Scenarios are a tool to test “what-if” questions. Each scenario is given a unique
name and can be changed and presented independently. Only the content of the
currently active scenario is printed when you print the spreadsheet. A scenario is
essentially a set of saved cell values that you may use in your calculations. Using
the Navigator or a dropdown list displayed beside the changing cells, you may
simply switch between these sets.
To use Scenarios in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.

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 2. Enter the original data that you want to use as the basis for your scenarios.
3. Click on Tools > Scenarios from the menu bar.
4. In the Scenarios dialog box, click on Add to create a new scenario.
5. Give your scenario a name and select the cells you want to vary in your
scenario.
6. Enter the new values for each cell in your scenario.
7. Click OK to save your scenario.
8. Repeat steps 4-7 to create additional scenarios.
9. To compare scenarios, click on Tools > Scenarios and select the scenarios
you want to compare.

Fillups:
1. _________used to explore and compare various alternatives depending on
changing conditions.Scenarios

2. ___________tool is used to predict the output while changing the inputs

which reflects the output .Scenarios

3. _________ key is pressed to select multiple cells.ctrl

4. __________ menu is used to open the scenario dialog box.Tools menu

5. Comment in Create Scenario dialog box is Optional(T/F) a. True b. False

Ans: a. True

6. Default name of first scenario created in Sheet1 of Calc is ________ Ans:

b. Sheet1_Scenario_1

7. Which option is suitable to calculate the effect of different interest rates on an

investment.
Ans: a. Scenario

8. We can create only 3 scenario for a given range of cells.(T/F)Ans: b. False

9. We can shift from one scenario to another by _____________Ans: a.

Navigator

10. When we print a spreadsheet, only content of active scenario is

printed.(T/F)Ans.True

11. Scenario option is available in ___________________ menu. Ans: b. Tools

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12. Scenarios are tool to test _________ questions.Ans.What if

13. We can give different colors to different scenario?(T/F) a. True b. False

Ans: a. True

14. . Scenarios are a tool to test questions.

a. Auto b. Goal Seekc. What-if d. Drop Down
Ans: c. What-if

Goal Seek in Electronic Spreadsheet

Goal Seek in electronic spreadsheet refers to a feature that allows you to find the
input value needed to achieve a specific output value. This can be useful when you
know the desired result of a calculation, but you are not sure what input value is
needed to achieve that result.

For example, you might use Goal Seek to determine what interest rate is needed to
pay off a loan in a specific amount of time, or what sales volume is needed to
achieve a certain profit margin.

To use Goal Seek in an electronic spreadsheet, follow these steps:

1. Enter the formula that you want to use in the cell where you want the
output value to appear.
2. Enter an initial value for the input cell that you want to change.
3. Click on Tools > Goal Seek from the menu bar.
a) Formula cell -→ formula cell reference will be displayed
b) Target value → Enter the desired result
c) Variable cell → select the cells that value has to be changed.
4. Click OK to run the Goal Seek analysis.
5. The Goal Seek feature will calculate the value needed to achieve the desired
output and update the input cell with the new value.
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Solver in Electronic Spreadsheet
The Solver is a more advanced version of Goal Seek. While Goal Seek is designed to
find a single variable solution, Solver can handle equations with multiple unknown
variables. It is used to find the best possible outcome that meets a set of defined
conditions, such as minimizing or maximizing a particular result based on a set of
rules or constraints that you define.

Difference between goal seek and solver

To use Solver in an electronic spreadsheet, follow these steps:

1. Enter the formula that you want to use in the cell where you want the
output value to appear.
2. Click on Tools > solver from the menu bar.
3. In Target cell --- >choose the formula cell
4. In optimize result to-→select value→ Enter the value or a cell reference in
the text field.
5. In By changing cells→ Enter the cell range that can be changed.
6. Add the set of constraints using cell reference,operator and value
7. Click OK to run the solver analysis.

Fillups:
1) _______helps in finding out the input for the specific output.Goal Seek.

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 2) if you want to know the number of units produced to get the desired
output then use ___ analysis tool. Goal Seek
3) Enter the desired result in the ____box. Target value
4) ____________ is more elaborate form of Goal Seek.
a. Scenario b. Subtotal c. Solver d. All of the above
Ans: c. Solver
5) Solver option is available under _________ menu
a. Tools b. Format c. Edit d. Insert
Ans: a. Tools
6) Goal Seek Option available in __ menu.
a. Tools b. Format c. Data d. Insert
Ans: a. Tools
7) Subtotals refer to the process of _________ data arranged in an array (a
group of cells).
a. finding b. adding c. clearing d. averaging
Ans: b.adding.
8) _________is a spreadsheet function that is designed to minimize or
maximize a result based on a set of rules that you describe. a. Goal Seek
b. Scenario c. Solver d. Subtotal Ans: c. Solver
9) Which function cannot be performed through Subtotal in a Spreadsheet?
a. Sum b. Product c. Average d. Percentage
Ans: d. Percentage

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