Spreadsheet programs started off in life as fairly simple tools. They did one job – manipulating rows and columns of figures – spectacularly well. They came with a bunch of built-in functions for performing statistical and financial calculations, together with some pretty basic printing facilities.

Today, even the basic spreadsheets you'll find in works-style packages such as ClarisWorks and Microsoft Works do a lot more than this. At a minimum, they'll let you:

When you think about it, these are pretty crucial tasks for spreadsheets. As your spreadsheets grow in complexity and size, it can be hard to get a handle on what all that data means. There's nothing quite as useful as a well designed visual representation of that information or a short, sharp report which focusses on the crucial figures.

Choosing a chart

You'll find creating a chart in almost any spreadsheet program is a trivial operation: select the data (and labels) you want to graph, click the chart button or choose chart from a menu, and choose the style of chart – pie, bar graph, scattergram, and so on – you desire. You then either use the cursor to size and position the chart, or the chart is automatically generated and you can drag it into place and resize it. Once it's created, you can also adjust the labels, colours and other details.

The trick with charts is to apply common sense to your use of them. Not all data is more comprehensible when graphed, and some types of data work fine with one type of graph and don't work at all with another.

For example, a pie chart is great for something like a budget, where you want to see where most of your money goes. The pie wedges provide a graphic representation of the fixed budget allocations and how the amounts in each category contribute to the total. (Click here to see a graphic example.)

On the other hand, if you try to create a line chart or radar plot from the same information, you'll be left confused. Line charts are great for tracking movement of figures over time, such as fluctuating stock prices. Radar charts are useful for plotting changes in values relative to a central reference point.

Getting the scale right

You need to use similar care with the scales in your graphs and charts. As with statistics, it's just as easy to make your pictures hide a thousand untruths as it is to make them paint a thousand words. Choosing a scale that's appropriate to the range of data that's to be displayed is essential if you want your charts to accurately map the underlying figures.

Similarly, if you have a very wide range of values to chart, a chart makes it easy to get a graphic overview of the contrasts in those figures while at the same time obscuring the details.

With experimentation and experience you'll become adept at choosing the most appropriate chart.

On the other hand, if you have one of the high-end spreadsheet programs you can let them suggest the best chart to use. Corel's Quattro Pro has an 'expert's choice' button which will select the chart style it regards as most suitable. Microsoft Excel has a preview button which lets you quickly see what your data will look like in any of dozens of chart styles. It also summarises the most common uses of each style of chart.

Choosing a spreadsheet

We've touched on the major elements shared by most spreadsheets. By becoming familiar with these elements you'll have a starting point learning almost any spreadsheet on the market.

While the common elements make it easy to transfer your skills between spreadsheets, it's the differences between the programs which make particular spreadsheets more suitable for specific purposes.

The main distinction to draw between spreadsheet packages is between low-end programs such as the spreadsheet components in Microsoft Works and ClarisWorks, and high-end programs such as Corel Quattro Pro, Lotus 1-2-3 and Microsoft Excel. Each of these high-end products is available either as a part of an integrated suite (Corel WordPerfect Suite, Lotus SmartSuite and Microsoft Office, respectively) or as standalone products.

Spreadsheets on a budget

If you're on a tight budget, you'll find Microsoft Works or ClarisWorks are affordable options. Not only do you get a basic but capable spreadsheet, you'll also get a word processor, database and communications package thrown in for good measure.

These works packages are also great places to start if you're a beginner trying to get the feel of using spreadsheets. They won't overwhelm you with features, but they'll give you a grounding in spreadsheet essentials.

One of the ways to get the most from using MS Works or ClarisWorks is to check out the templates or assistants that come with the packages. Not only can you use these pre-formatted worksheets as is, you can also examine the formulae and formatting used to create them and, in the process, learn how to create your own more sophisticated worksheets.

Spreadsheet powerhouses

On the other hand, if you think your needs may go beyond the basics, don't feel intimidated about purchasing one of the more powerful spreadsheet programs. It's important not to equate 'powerful' with 'difficult'. While the high-end spreadsheet programs can be a little overwhelming due to the number of features and options they give you, for many tasks they are, in fact, much easier to use than the low-end spreadsheets. This is because the advanced features automate complex tasks; with a less powerful spreadsheet you'd either have to work out how to do the same task manually, or give up entirely.

Some of the advanced features you'll find in spreadsheets such as Excel, 1-2-3 and Quattro Pro include:

If your choice comes down to Excel, 1-2-3 or Quattro Pro, choosing becomes tough. They're all excellent products and well matched in terms of features and performance. You may find that one particular product includes a feature that is essential to your work, and thus your choice is made easy.

Alternatively, you can opt for the cheapest product. However, if you're accustomed to using other products from the same company, such as Microsoft Word or Lotus Approach or Corel WordPerfect, then you'll probably find it best to buy a spreadsheet from the same company. The similarity in the interface and the way the programs work together will make it worth your while to get a 'matched set'.

© 1997, Rose Vines

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