SPREADSHEET

or
CALC
Contents

Consolidation

Subtotal

SPREADSHEET
What-if Scenario

What-if Analysis tool

Goal Seek

Solver

Created by Saikat Chatterjee PGT CS

Introduction

❑ Analyzing data is the process to extract useful information for making

effective discussions..
❑ The spreadsheet is one of the best software used. For data analysis..
❑ The spreadsheet component in Libra-Office Calc Includes several tools
used to manipulate the data in the spreadsheet.

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❖Consolidate is a function used to combine
information from multiple sheets of the
spreadsheet into one place to summarize the
information.
❖You need to check the following before
consolidating data.
Open each sheet in the spreadsheet and check that the
1 data types must match which you want to consolidate.

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Continue

Open each sheet in the spreadsheet and

1 check that the data types must match
which you want to consolidate.

• Match the labels from all the sheets

2 which are used for consolidating.

• Enter the first column as the primary

3 column on the basis of which the
data is to be Consolidate
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Consolidate Data

Steps to consolidate Data:-

❑Open the Spreadsheet which has the data to
be consolidate.
❑Create a new sheet where the data has to be
consolidate.
❑Choose data > Consolidate option that will
open consolidate dialog

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Steps to Consolidate

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Next step

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Output of Consolidate data

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Example 2

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Final output

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 The subtotal tool in spreadsheet create the group automatically and
applies common functions like sum, average on the grouped data.
 One can use any type of summary function for each column as per the
requirement of data analysis.
 It can group subtotals by using category and sort them in ascending or
descending order so that one need not to use filters.

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Subtotal Steps

Step1- The sheet where this is to Step2- Click on data menu and
be applied must labels to the choose subtotals
column (Data>Subtotals.)

Step3- Choose the column in

the group by list in the subtotal
dialog which is to be used for
grouping the data in the sheet.

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Subtotal

 Here I have created a sheet

In spreadsheet name “Subtotal”
There are four different companies
And their products are as (IC’s, Processor,
Monitor, Keyboard)

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Steps as follows

 Click on Data and Subtotal

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Steps as follows

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Steps to follows

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Option need to select

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Output

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2nd Process for another grouping

 Here I have change the

products as all company
makes all types of product.

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Options are as follows

 Used 2nd Group

 Select product as Group by
Select sels

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Output

 As you see product base sum

and company base sum
given as Output

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Example of Max function (CBSE)

 An example of
MAX function
in subtotal as per
CBSE Guide.

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Select options for subtotal

 I have selected Class as

group by option, also
selected all subjects from
“Calculate subtotal for”.
 For each subject need to
select Max function
separately.

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Final Output for Max

 As a result we can see four group (XA, XB, XC and XD) has created.
 Each group consist of its maximum marks.
 In “Grand Total” section we can see, it has taken the maximum marks
among all the groups.
 Slide next page for RESULT

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OUTPUT

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 What-if scenario is a set of values that can be used within the calculations
in the Spreadsheet.
 A name is given to the scenario and several scenarios can be created on
the same sheet.
 It is used to explore and compare various alternatives depending on
changing conditions.
 This tool is used to predict the output while changing the inputs which
reflects the output and thus one can choose the best plan of action based
on it.

Created by Saikat Chatterjee PGT CS

Create Scenarios

 Follow these steps:

➢ Step-1. Select the cells which contains values in the sheet that need to be
changed. To select multiple cells, hold ctrl key and click on the cell to be
selected.
➢ Step-2. Choose tools>scenarios. It will open scenario dialog box
➢ Step-3. Enter the name of the new scenario and leave the other fields
unchanged.

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Create scenario

➢ Step-4. Click on OK button.

➢ Step-5. This will create a new scenario which is activated automatically.

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Create a Scenario

 Let’s have a situation:

 Assume that find out a simple interest based on the following.
 Principal amount is 5000, rate of interest is 5%, Time is 10 years
 According to formula (P*T*R)/100
 Select the range and go to Tools menu then select “Scenarios” option.

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Create a scenario

 Once you click on

“Scenarios..” Option
the Scenario window will
open and you will get
the next parameters.
Must follow the next
step carefully

Created by Saikat Chatterjee PGT CS

Created by Saikat Chatterjee PGT CS
Create a scenario

 Now change the principal amount as 6000 and select the data range
again and go to tools menu select scenarios.
 In this time create a name as Principal=6000
 Change the border colour
 Deselect the copy back option
 Click on OK button

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Create a scenario

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Create a scenario

 You can see the tow deferent

names are available as the name
you given
 Now, let’s talk about copy back
option.
 This option will change the data
if you change any parameter on
table. But in other case data will
remain same.

Created by Saikat Chatterjee PGT CS

 What-if tool uses Data>Multiple operations and is a planning tool for What-if
questions.
 In this, the output is not shown in the same cells, whereas it uses a drop-
down list to display the output depending upon the input.
 The multiple operation tool creates a formula array to display the list of
results applying the formula on a list of alternatives values used in the
formula.
 This tool uses two arrays of cells, one array contains the input values and
the second array uses the formula and display the results.

Created by Saikat Chatterjee PGT CS

What-if Analysis tool process

 Step-1. Enter the data in the cell and then enter a formula to calculate a
result from values in other cells.
 Step-2. Create an array of input values on the basis of which the output is
to be generated using the formula.
 Step-3. Select the cell range of input array and output array.
 Step-4. Click on data>multiple operations
 Step-5. Enter the cell address in the formulas box from the sheet which
contain the formula
 Now, enter the cell address of the cell which is a variable and is used in the
formula in column input cell box.
 Click on OK button.

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What-if Analysis tool process

 Take an example
find the profit out of given
data.
 Formula to find profit is
Selling price – Cost price
then multiply with total
items sold.
 Finally reduce the Fixed cost
from product.

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What-if Analysis tool process

 A

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What-if Analysis tool process

 In the first array select the cell where you used formula.
 In the second array select the cell address which use for finding output.

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What-if Analysis tool process

 Final output has came based on the column

“Items sold”

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 In general we fill in the values in the cells and then create formula on these
values to get the required result. To predict the output, we keep on
changing all the input values to obtain the desired output.
 Goal Seek helps in finding out the input for the specific output.
 Goal seek also called back solving. It is another What-if analysis tool.
 The Goal seek is What-if analysis tool that calculate backwards to obtain an
input that would yield a given output.

Created by Saikat Chatterjee PGT CS

Goal seek steps

 Follow these steps to use goal seek:

 Step-1. Enter the values in worksheet.
 Step-2. Write the formula in the cell where the calculation has to be used.
 Step-3. Place the cursor in the formula cell, choose tools>goal seek
 Step-4. In the Goal seek dialog window the formula cell box will have the
correct formula.
 Step-5. Place the cursor on the variable cell box and click on the cell that
contains the value to be changed.
 Step-6. Enter the desired result in the Target value box.

Created by Saikat Chatterjee PGT CS

Goal seek

 Lets take a very simple example to perform the backward calculation to

find out an input depending upon the specific output.
 A student has received marks in four subjects and has to appear for the 5th
subject and plans an aggregate as 70. So, he can use Goal seek tool to
check how many marks he has to score in the 5th subject to get the
required percentage. Follow the following steps to perform this task.

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Goal seek

 Take four subjects as

English, Hindi, Maths,
Science and 5th exam is
IT.
 He put marks for 4 subjects.
Now he try to find how many
marks is required in IT to
aggregate comes as 70%.

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Goal Seek

 Select the average cell

where formula has
given.
 Select tools menu and
select Goal seek
(tools>goal Seek)

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Goal Seek

 Once you click on “Goal seek” option the following dialog box will appear.

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 Goal Seek

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 Solver tool is more elaborate form of Goal seek.
 While Goal seek deals with Single input variable to reach to a specific
output, the solver deals with equations with multiple unknown variables.
 It is specifically designed to minimize or maximize the result according to a
set of rules that has been define.

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Solver steps

 Step-1. Enter the data in a worksheet.

 Step-2. As same as Goal seek target 70% need to be set, but now 3 cells
value are unknown this time.

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Solver

 Select the average cell and go to the

Tools menu then select solver. The
following solver dialog box will appear.

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Solver

 In the target box selected

cell address will appear.
 Optimize result to three
options as Maximize,
Minimize or range of values.
 In cell reference enter the
range of values for desired
output.

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Solver

 Priority

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Solver

 Once you clock on SOLVE button the SOLVING RESULT dialog box will
appear. Once
you click on KEEP
RESULT button the
new data will assign
in the Maths, Science
and IT cells.

Created by Saikat Chatterjee PGT CS

END

Created by Saikat Chatterjee PGT CS