Textbook: Chapter 5 - Multiple Representation of Data: Introduction to Spreadsheet | Computer Science for Class 6 PDF Download

 Page 1


 
5. Multiple Representation of Data: 
    Introduction to Spreadsheet
Tejas: We have received 
answer sheets for the third 
term exams. I want to keep a 
record of my performance.
Jyoti: Why don’t you make a 
table in word processor? 
Tejas: That is a good idea! My 
grandparents always ask me 
to send them a copy of my 
report. Now I can attach the 
marks file with an e-mail and 
send it to them.
Jyoti: Let me help you in 
making the marks table. 
Jyoti: I used a calculator for computing the total and percentage, and then entered it in the table. 
On the next day, the teacher told us that our marks in Social Studies have changed. 
Tejas: For me, Science marks have also changed, as the teacher did not correct one question.
Jyoti: That means I will have to calculate the total and percentage once again. This is very time 
consuming.
Moz: Do you want to do such changes automatically? This can be done quickly if you enter this 
table in a spreadsheet.
They create a table in a document file using the word processor as shown below: 
Title: Third term Performance Record for Tejas
Subject
Marks 
(out of 100)
English 67
Hindi 57
French 83
Science 78
Mathematics 87
Social Studies 69
Total 441
% 73.5
A
1
2
3
BC DE
Subject Marks (out of 100)
English 67
Hindi 57
French 83
Science 78
Aim: In this lesson, you will learn:
        How to enter a data in spreadsheet.
        To do simple calculations like sum, percentage and average on the given data.
        To draw graphs for representing data.
Page 2


 
5. Multiple Representation of Data: 
    Introduction to Spreadsheet
Tejas: We have received 
answer sheets for the third 
term exams. I want to keep a 
record of my performance.
Jyoti: Why don’t you make a 
table in word processor? 
Tejas: That is a good idea! My 
grandparents always ask me 
to send them a copy of my 
report. Now I can attach the 
marks file with an e-mail and 
send it to them.
Jyoti: Let me help you in 
making the marks table. 
Jyoti: I used a calculator for computing the total and percentage, and then entered it in the table. 
On the next day, the teacher told us that our marks in Social Studies have changed. 
Tejas: For me, Science marks have also changed, as the teacher did not correct one question.
Jyoti: That means I will have to calculate the total and percentage once again. This is very time 
consuming.
Moz: Do you want to do such changes automatically? This can be done quickly if you enter this 
table in a spreadsheet.
They create a table in a document file using the word processor as shown below: 
Title: Third term Performance Record for Tejas
Subject
Marks 
(out of 100)
English 67
Hindi 57
French 83
Science 78
Mathematics 87
Social Studies 69
Total 441
% 73.5
A
1
2
3
BC DE
Subject Marks (out of 100)
English 67
Hindi 57
French 83
Science 78
Aim: In this lesson, you will learn:
        How to enter a data in spreadsheet.
        To do simple calculations like sum, percentage and average on the given data.
        To draw graphs for representing data.
Jyoti: That is great! It will save our efforts and time.
Tejas and Jyoti:  What is a spreadsheet? We would really like to learn more about it. 
Moz: Spreadsheet is an Office application. Some examples of similar applications are: Calc, Excel 
and Numbers.
Spreadsheet
Concept
A spreadsheet is a table with many rows and columns.
Spreadsheets are generally used to analyze data and make 
projections based on the data. Spreadsheets also provide various 
graphical representation (views) of data.
 You can use a spread sheet to:
• Enter data. 
• Edit data.
• Format data. 
• Perform calculations on the data.
• Draw charts and graphs based on the data.
• Spreadsheet is made up of Rows and Columns. 
• Some file extension for the file created in spreadsheet application can 
be .ods, .xls.
 o Text 
 o Number 
 o Formula (mathematical equations, for example an equation to 
calculate the sum of data in the cells).                                          
• Data in each cell can be:
Info
Spreadsheet
A Cell is the 
intersection of a 
row with a column. 
Columns are vertical (Each column 
has an alphabet that appears at the 
topmost position).
Rows are 
horizontal (Each 
row has a number 
that appears at the 
leftmost position).  
B3
Moz: Each cell in the spreadsheet has a address (shown in the above screenshot). For example 
B3 is the cell which is an intersection of column B and Row 3. Often, the cell at the top of each 
column is used for headings to describe the data in that column.
Page 3


 
5. Multiple Representation of Data: 
    Introduction to Spreadsheet
Tejas: We have received 
answer sheets for the third 
term exams. I want to keep a 
record of my performance.
Jyoti: Why don’t you make a 
table in word processor? 
Tejas: That is a good idea! My 
grandparents always ask me 
to send them a copy of my 
report. Now I can attach the 
marks file with an e-mail and 
send it to them.
Jyoti: Let me help you in 
making the marks table. 
Jyoti: I used a calculator for computing the total and percentage, and then entered it in the table. 
On the next day, the teacher told us that our marks in Social Studies have changed. 
Tejas: For me, Science marks have also changed, as the teacher did not correct one question.
Jyoti: That means I will have to calculate the total and percentage once again. This is very time 
consuming.
Moz: Do you want to do such changes automatically? This can be done quickly if you enter this 
table in a spreadsheet.
They create a table in a document file using the word processor as shown below: 
Title: Third term Performance Record for Tejas
Subject
Marks 
(out of 100)
English 67
Hindi 57
French 83
Science 78
Mathematics 87
Social Studies 69
Total 441
% 73.5
A
1
2
3
BC DE
Subject Marks (out of 100)
English 67
Hindi 57
French 83
Science 78
Aim: In this lesson, you will learn:
        How to enter a data in spreadsheet.
        To do simple calculations like sum, percentage and average on the given data.
        To draw graphs for representing data.
Jyoti: That is great! It will save our efforts and time.
Tejas and Jyoti:  What is a spreadsheet? We would really like to learn more about it. 
Moz: Spreadsheet is an Office application. Some examples of similar applications are: Calc, Excel 
and Numbers.
Spreadsheet
Concept
A spreadsheet is a table with many rows and columns.
Spreadsheets are generally used to analyze data and make 
projections based on the data. Spreadsheets also provide various 
graphical representation (views) of data.
 You can use a spread sheet to:
• Enter data. 
• Edit data.
• Format data. 
• Perform calculations on the data.
• Draw charts and graphs based on the data.
• Spreadsheet is made up of Rows and Columns. 
• Some file extension for the file created in spreadsheet application can 
be .ods, .xls.
 o Text 
 o Number 
 o Formula (mathematical equations, for example an equation to 
calculate the sum of data in the cells).                                          
• Data in each cell can be:
Info
Spreadsheet
A Cell is the 
intersection of a 
row with a column. 
Columns are vertical (Each column 
has an alphabet that appears at the 
topmost position).
Rows are 
horizontal (Each 
row has a number 
that appears at the 
leftmost position).  
B3
Moz: Each cell in the spreadsheet has a address (shown in the above screenshot). For example 
B3 is the cell which is an intersection of column B and Row 3. Often, the cell at the top of each 
column is used for headings to describe the data in that column.
Tejas: I see that the toolbar options are similar to the word processor.
Jyoti: The format options are also similar. But there are new mathematical options that we have not 
seen in word processor and presentation applications. 
Moz: You can start entering the marks in all the subjects from your notebook into the new spreadsheet .  
You don’t have to enter the total and percentage. You can calculate directly in the spreadsheet. 
Jyoti: Now let us enter the marks table in the spreadsheet. So just like I create a new word file or a 
presentation file, I will create a new spreadsheet file.
Skill Skill
Create a new spreadsheet
Entering data into a cell
1. From the taskbar on the desktop, select:
   Application    Office    OpenOffice.org Spreadsheet. 
2. From the toolbar, under File option select New.
• Select the cell where you want to enter the data. 
• Double click the cell.
• Place the cursor in the next cell to enter data. You can do this by either clicking 
on ‘Tab key’ or using a mouse to position the cursor at appropriate location. In 
the example, in cell B6 we can enter the marks obtained in Science.
• Give title to the table that you have created and sheet on which you enter 
data. For example, in this example, the spreadsheet is titled Marks and sheet 
is titled Tejas.
Click on 
Spreadsheet
Enter the 
data from 
the blinking 
cursor
Name of 
the sheet
Name of the spreadsheet
Page 4


 
5. Multiple Representation of Data: 
    Introduction to Spreadsheet
Tejas: We have received 
answer sheets for the third 
term exams. I want to keep a 
record of my performance.
Jyoti: Why don’t you make a 
table in word processor? 
Tejas: That is a good idea! My 
grandparents always ask me 
to send them a copy of my 
report. Now I can attach the 
marks file with an e-mail and 
send it to them.
Jyoti: Let me help you in 
making the marks table. 
Jyoti: I used a calculator for computing the total and percentage, and then entered it in the table. 
On the next day, the teacher told us that our marks in Social Studies have changed. 
Tejas: For me, Science marks have also changed, as the teacher did not correct one question.
Jyoti: That means I will have to calculate the total and percentage once again. This is very time 
consuming.
Moz: Do you want to do such changes automatically? This can be done quickly if you enter this 
table in a spreadsheet.
They create a table in a document file using the word processor as shown below: 
Title: Third term Performance Record for Tejas
Subject
Marks 
(out of 100)
English 67
Hindi 57
French 83
Science 78
Mathematics 87
Social Studies 69
Total 441
% 73.5
A
1
2
3
BC DE
Subject Marks (out of 100)
English 67
Hindi 57
French 83
Science 78
Aim: In this lesson, you will learn:
        How to enter a data in spreadsheet.
        To do simple calculations like sum, percentage and average on the given data.
        To draw graphs for representing data.
Jyoti: That is great! It will save our efforts and time.
Tejas and Jyoti:  What is a spreadsheet? We would really like to learn more about it. 
Moz: Spreadsheet is an Office application. Some examples of similar applications are: Calc, Excel 
and Numbers.
Spreadsheet
Concept
A spreadsheet is a table with many rows and columns.
Spreadsheets are generally used to analyze data and make 
projections based on the data. Spreadsheets also provide various 
graphical representation (views) of data.
 You can use a spread sheet to:
• Enter data. 
• Edit data.
• Format data. 
• Perform calculations on the data.
• Draw charts and graphs based on the data.
• Spreadsheet is made up of Rows and Columns. 
• Some file extension for the file created in spreadsheet application can 
be .ods, .xls.
 o Text 
 o Number 
 o Formula (mathematical equations, for example an equation to 
calculate the sum of data in the cells).                                          
• Data in each cell can be:
Info
Spreadsheet
A Cell is the 
intersection of a 
row with a column. 
Columns are vertical (Each column 
has an alphabet that appears at the 
topmost position).
Rows are 
horizontal (Each 
row has a number 
that appears at the 
leftmost position).  
B3
Moz: Each cell in the spreadsheet has a address (shown in the above screenshot). For example 
B3 is the cell which is an intersection of column B and Row 3. Often, the cell at the top of each 
column is used for headings to describe the data in that column.
Tejas: I see that the toolbar options are similar to the word processor.
Jyoti: The format options are also similar. But there are new mathematical options that we have not 
seen in word processor and presentation applications. 
Moz: You can start entering the marks in all the subjects from your notebook into the new spreadsheet .  
You don’t have to enter the total and percentage. You can calculate directly in the spreadsheet. 
Jyoti: Now let us enter the marks table in the spreadsheet. So just like I create a new word file or a 
presentation file, I will create a new spreadsheet file.
Skill Skill
Create a new spreadsheet
Entering data into a cell
1. From the taskbar on the desktop, select:
   Application    Office    OpenOffice.org Spreadsheet. 
2. From the toolbar, under File option select New.
• Select the cell where you want to enter the data. 
• Double click the cell.
• Place the cursor in the next cell to enter data. You can do this by either clicking 
on ‘Tab key’ or using a mouse to position the cursor at appropriate location. In 
the example, in cell B6 we can enter the marks obtained in Science.
• Give title to the table that you have created and sheet on which you enter 
data. For example, in this example, the spreadsheet is titled Marks and sheet 
is titled Tejas.
Click on 
Spreadsheet
Enter the 
data from 
the blinking 
cursor
Name of 
the sheet
Name of the spreadsheet
Moz: Good observation. Another point of difference is that you have pages in word processor 
document and slides in presentation. But a spreadsheet application has a spreadsheet with 
sheets.
Skill Skill
Calculating the sum
Calculating the percentage
• Select the cells (B4 to B9 in this example) whose sum needs to be found and 
click on the symbol for sum (?) from the toolbar.  
• Press Enter key.
• The total is calculated and displayed in the desired cell (B9 in this examples).
• Select the cell where you want to display the percentage. (Percentage = (Given 
amount/total amount) multiplied by 100). It is B10 in this example.
• Write the formula. In the given example it would be (B9/600)*100. B9 is the 
address of the cell having sum of the marks.
• Press Enter key.
• The percentage is calculated and displayed in B10. 
To draw a chart
To calculate 
Percentage
To enter a function
To find the sum
To insert a function
Page 5


 
5. Multiple Representation of Data: 
    Introduction to Spreadsheet
Tejas: We have received 
answer sheets for the third 
term exams. I want to keep a 
record of my performance.
Jyoti: Why don’t you make a 
table in word processor? 
Tejas: That is a good idea! My 
grandparents always ask me 
to send them a copy of my 
report. Now I can attach the 
marks file with an e-mail and 
send it to them.
Jyoti: Let me help you in 
making the marks table. 
Jyoti: I used a calculator for computing the total and percentage, and then entered it in the table. 
On the next day, the teacher told us that our marks in Social Studies have changed. 
Tejas: For me, Science marks have also changed, as the teacher did not correct one question.
Jyoti: That means I will have to calculate the total and percentage once again. This is very time 
consuming.
Moz: Do you want to do such changes automatically? This can be done quickly if you enter this 
table in a spreadsheet.
They create a table in a document file using the word processor as shown below: 
Title: Third term Performance Record for Tejas
Subject
Marks 
(out of 100)
English 67
Hindi 57
French 83
Science 78
Mathematics 87
Social Studies 69
Total 441
% 73.5
A
1
2
3
BC DE
Subject Marks (out of 100)
English 67
Hindi 57
French 83
Science 78
Aim: In this lesson, you will learn:
        How to enter a data in spreadsheet.
        To do simple calculations like sum, percentage and average on the given data.
        To draw graphs for representing data.
Jyoti: That is great! It will save our efforts and time.
Tejas and Jyoti:  What is a spreadsheet? We would really like to learn more about it. 
Moz: Spreadsheet is an Office application. Some examples of similar applications are: Calc, Excel 
and Numbers.
Spreadsheet
Concept
A spreadsheet is a table with many rows and columns.
Spreadsheets are generally used to analyze data and make 
projections based on the data. Spreadsheets also provide various 
graphical representation (views) of data.
 You can use a spread sheet to:
• Enter data. 
• Edit data.
• Format data. 
• Perform calculations on the data.
• Draw charts and graphs based on the data.
• Spreadsheet is made up of Rows and Columns. 
• Some file extension for the file created in spreadsheet application can 
be .ods, .xls.
 o Text 
 o Number 
 o Formula (mathematical equations, for example an equation to 
calculate the sum of data in the cells).                                          
• Data in each cell can be:
Info
Spreadsheet
A Cell is the 
intersection of a 
row with a column. 
Columns are vertical (Each column 
has an alphabet that appears at the 
topmost position).
Rows are 
horizontal (Each 
row has a number 
that appears at the 
leftmost position).  
B3
Moz: Each cell in the spreadsheet has a address (shown in the above screenshot). For example 
B3 is the cell which is an intersection of column B and Row 3. Often, the cell at the top of each 
column is used for headings to describe the data in that column.
Tejas: I see that the toolbar options are similar to the word processor.
Jyoti: The format options are also similar. But there are new mathematical options that we have not 
seen in word processor and presentation applications. 
Moz: You can start entering the marks in all the subjects from your notebook into the new spreadsheet .  
You don’t have to enter the total and percentage. You can calculate directly in the spreadsheet. 
Jyoti: Now let us enter the marks table in the spreadsheet. So just like I create a new word file or a 
presentation file, I will create a new spreadsheet file.
Skill Skill
Create a new spreadsheet
Entering data into a cell
1. From the taskbar on the desktop, select:
   Application    Office    OpenOffice.org Spreadsheet. 
2. From the toolbar, under File option select New.
• Select the cell where you want to enter the data. 
• Double click the cell.
• Place the cursor in the next cell to enter data. You can do this by either clicking 
on ‘Tab key’ or using a mouse to position the cursor at appropriate location. In 
the example, in cell B6 we can enter the marks obtained in Science.
• Give title to the table that you have created and sheet on which you enter 
data. For example, in this example, the spreadsheet is titled Marks and sheet 
is titled Tejas.
Click on 
Spreadsheet
Enter the 
data from 
the blinking 
cursor
Name of 
the sheet
Name of the spreadsheet
Moz: Good observation. Another point of difference is that you have pages in word processor 
document and slides in presentation. But a spreadsheet application has a spreadsheet with 
sheets.
Skill Skill
Calculating the sum
Calculating the percentage
• Select the cells (B4 to B9 in this example) whose sum needs to be found and 
click on the symbol for sum (?) from the toolbar.  
• Press Enter key.
• The total is calculated and displayed in the desired cell (B9 in this examples).
• Select the cell where you want to display the percentage. (Percentage = (Given 
amount/total amount) multiplied by 100). It is B10 in this example.
• Write the formula. In the given example it would be (B9/600)*100. B9 is the 
address of the cell having sum of the marks.
• Press Enter key.
• The percentage is calculated and displayed in B10. 
To draw a chart
To calculate 
Percentage
To enter a function
To find the sum
To insert a function
Moz: Tejas, suppose you got 100 in Maths, what would your percentage be?
Jyoti: This is fun, he can just change the Maths marks to 100 in the cell, the total is 464 and the 
percentage is now 77.3.
Moz: Spreadsheet is a table. You know that table is one form of representation. What other form 
can you use to show this data?
Jyoti: A graph or chart?
Moz: Yes, drawing charts and graphs is a very powerful use of spreadsheet application. Now let 
us see how to draw graphs.
Skill
Drawing charts and graphs
1. Select the columns containing data for which graph has to be drawn. In this  
    example, select the two columns: subject and marks.
2. From the toolbar     
    under Insert option,  
    select Chart.
3. From the Chart wizard select the type of the chart. In  
    this example we will select the column graph.
4. Once the graph is created, if it is overlapping the data   
    columns or rows you can drag the chart to the position     
    where you want it to be seen.
Graphs can be formatted to make the following changes:
• Alter the colour of different bars.
• Add labels of x-axis and y-axis.
• Add title of the chart or graph.
You can explore on your own more formatting options. Remember to use the 
‘Undo’ key to resume the previous format.
Info
Graphs
Tejas: This is easy. But now when I change 
my science marks, do I have to calculate the 
total and percentage again?
Moz: No, whenever you change the data, the 
formula is automatically applied to get new 
values for sum and percentage. See cell B9, 
B10 in the two screenshots.  
Tejas: Wow! Now when I increase my science 
marks from 78 to 88, the new total and 
percentage are automatically calculated and 
displayed!