Data spreadsheets in excel

Create a Spreadsheet in Excel (Table of Content)

• Introduction to Create Spreadsheet in Excel
• How to Create a Spreadsheet in Excel?

Introduction to Create Spreadsheet in Excel

A spreadsheet is a grid-based file designed to manage or perform any calculation on personal or business data. It is the best choice for users because it has 400+ functions and features such as pivot, coloring, graph, chart, and conditional formatting. It is accessible in both Office 365 and MS Office. Office 365 is a cloud-based application, whereas MS Office is an on-premises solution.

The workbook is the Excel lingo for ‘spreadsheet.’ MS Excel uses this term to emphasize that a single workbook can contain multiple worksheets, each with its own data grid, chart, or graph.

How to Create a Spreadsheet in Excel?

Here are a few examples of creating different types of spreadsheets in Excel with the key features of the created spreadsheets.

You can download this Create Spreadsheet Excel Template here – Create Spreadsheet Excel Template

Example #1 – How to Create Spreadsheet in Excel?

Step 1: Open MS Excel.

Step 2: Go to Menu and select New >> Click on the Blank workbook to create a simple worksheet.

OR – Press Ctrl + N: To create a new spreadsheet.

Step 3: By default, Sheet 1 will be created as a worksheet in the spreadsheet. The name of the spreadsheet will be given as Book 1 if you are opening it for the first time.

Key Features of the Created Spreadsheet:

• Basic App Functions Area: There is a green banner that contains all types of actions to perform on the worksheet, like – save the file, back or front step move, new, undo, redo, and many more.
• Ribbon Area: This is a gray area just below the basic app functions area called Ribbon. It contains data manipulation, a data visualizing toolbar, page layout tools, and many more.
• Spreadsheet Work Area: By default, a grid contains alphabetic columns like A, B, C, …, Z, ZA…, ZZ, ZZA… and rows as numbers like 1,2 3, …. 100, 101, and… so on. Each rectangle box in the spreadsheet is called a cell, like the one selected in the above image (cell A1). It is a cell where the user can perform their calculation for personal or business data.
• Formula Bar: It shows the data in the selected cell; if it contains any formula, it will show here. Like the above area, a search bar is available in the top right corner, and a sheet tab is available on the downside of the worksheet. A user can change the name of the sheet name.

Once you create an Excel Spreadsheet, you can convert it to a universally accepted format like PDF. For convenience, some useful Excel to PDF converters converts Excel to PDF files for free while maintaining the original formatting.

Example #2 – How to Create a Simple Budget Spreadsheet in Excel?

Suppose a user wishes to design a spreadsheet for budget calculation. For 2018, he has a few products and their quarterly sales. He now wants to present his client with this budget.

Let’s see how we can do this with the help of the spreadsheet.

Step 1: Open MS Excel.

Step 2: Go to Menu and select New >> Click on the Blank workbook to create a simple worksheet.

OR – Press Ctrl + N: To create a new spreadsheet.

Step 3: Go to the spreadsheet work area,  sheet 1.

Step 4: Now create headers for Sales in each quarter in the first row by merging cells from B1 to E1. In row 2, give the product name and each quarter’s name.

Step 5: Write down all product names in column A.

Step 6: Provide the sales data for each quarter before every product.

Step 7: In the next row, put one header for Grand Total and calculate each quarter’s total sales.

Step 8: Calculate the grand total for each quarter by summation >> apply in other cells in B13 to E13.

Step 9: Let’s convert the sales value into the ($) currency symbol.

Step 10: Create a Result Table with each quarter’s total sales.

Plot the pie chart to represent the data to the client in a professional way that looks attractive. A user can change the look of the graph by just clicking on it.

Summary of Example 2: As the user wants to create a spreadsheet to represent sales data to the client, it is done here.

Example #3 – How to Create a Personal Monthly Budget Spreadsheet in Excel?

Let’s assume a user wants to create a spreadsheet to determine their monthly personal budget. For the year 2022, he has estimated costs and actual costs. He now wants to show his family this budget.

Let’s see how we can do this with the help of the spreadsheet.

Step 1: Open MS Excel.

Step 2: Go to Menu and select New >> Click on the Blank workbook to create a simple worksheet.

OR – Press Ctrl + N: To create a new spreadsheet.

Step 3: Go to the spreadsheet work area, Sheet 2.

Step 4: Now create headers for Personal Monthly Budget in the first row by merging cells from B1 to D1. In row 2, give MONTHLY INCOME; in row 3, give Expense type, Projected Cost, Actual Cost, and Difference.

Step 5: Write down all the expenses in column A.

Step 6: Now, provide the monthly income, Projected cost, and Actual Cost data for each expense type.

Step 7: In the next row, put one header for Grand Total and calculate the total and difference from the project to the actual cost.

Step 8: Now highlight the header and add boundaries using toolbar graphics. >> The cost and income value in $, so make it by currency symbol.

Step 9: Create a Result Table with each quarter’s total sales.

Step 10: Plot the pie chart to represent the data for the family. A user can choose one which he likes.

Summary of Example 3: As the user wanted to create a spreadsheet to represent monthly budget data to the family, we have created the same here. The close bracket shows in the data for the negative value.

Things to Remember

• A spreadsheet is a grid-based file designed to manage or perform any calculation on personal or business data.
• It is available in MS Office as well as Office 365.
• The workbook is the Excel lingo for ‘spreadsheet.’ MS Excel uses this term to emphasize that a single workbook can contain multiple worksheets.

How to add data in a spreadsheet Video

Recommended Articles

This article is a comprehensive guide to creating Spreadsheets in Excel. Here we have discussed how to create a Spreadsheet in Excel, examples, and a downloadable Excel template. You may also look at the following articles to learn more –

1. Excel Spreadsheet Formulas
2. Group Worksheets In Excel
3. Excel Spreadsheet Examples
4. Worksheets in Excel

What is Data Table in Excel?

A Data Table in Excel helps study the different outputs obtained by changing one or two inputs of a formula. A data table does not allow changing more than two inputs of a formula. However, these two inputs can have as many possible values (to be experimented) as one wants. Excel Data tables, along with Scenarios and Goal Seek are parts of the What-If Analysis tools.

For example, an organization may want to study how changes in the cash possessed impact its working capital. A data table will help the organization know the optimum level of cash (from the specified possible values) to be held to meet its short-term obligations.

The purpose of creating data tables in Excel is to analyze the variation in outputs resulting from a change in the inputs. Moreover, one can have all the outputs in a single table which eases interpretation and allows quick sharing with other users.

Types of Data Tables in Excel

The kinds of data tables in Excel are specified as follows:

1. One-variable data table
2. Two-variable data table

Let us discuss each type of data table one by one with the help of examples.

Note: A data table is different from a regular Excel tableIn excel, tables are a range with data in rows and columns, and they expand when new data is inserted in the range in any new row or column in the table. To use a table, click on the table and select the data range.read more. The former shows the various combinations of inputs and outputs. These outputs are calculated by considering the source dataset as the base. In contrast, an Excel table shows related data that is grouped in one place.

One-Variable Data Table in Excel

A one-variable data tableOne variable data table in excel means changing one variable with multiple options and getting the results for multiple scenarios. The data inputs in one variable data table are either in a single column or across a row.read more is created to study how a change in one input of the formula causes a change in the output. A one-variable data table in excel can be either row-oriented or column-oriented. This implies that all the possible values that an input can assume are listed in either a single row (row-oriented) or a single column (column-oriented) of Excel.

You can download this DATA Table Excel Template here – DATA Table Excel Template

Example #1

There are two images titled “image 1” and “image 2.” The following information is given:

• Image 1 shows an organization’s revenue (in $) for 2018 in cell B2. The minimum growth rate expected is given as 12% in cell B3. The projected revenue (in $ in cell B5) for 2019 has been calculated by using the formula “=B2+(B2*B3).”
• Image 2 shows the possible values (in column C) that the growth rate can assume. The value of cell D8 has been explained in steps 1 and 2 (given further in this example).

We want to perform the following tasks:

• Calculate the projected revenues (in column D) according to the different growth rates (in column C) given in image 2.
• Create a “line with markers” chart showing the growth rates on the x-axis and the projected revenues on the y-axis. Replace the markers of the chart with arrows.

Use a one-variable data table of Excel. Interpret the data table thus created.

Image 1

Image 2

Two-Variable Data Table in Excel

A two-variable data table in excelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more helps study how changes in two inputs of a formula cause a change in the output. In a two-variable data table, there are two ranges of possible values for the two inputs. From these two ranges, one range is in a row and the other is in a column of Excel.

Example #2

There are three images titled “image 1,” “image 2,” and “image 3.” The following information is given:

• Image 1 shows an organization’s revenue (in $ in 2018) and the minimum growth rate in cells B2 and B3 respectively. Both these figures are the same as that of the previous example. Additionally, the organization gives a 2% discount (in cell B4) to its customers. This is given to boost sales.
• Image 2 shows how the projected revenue (in $ in cell B6) for 2019 has been calculated. The formula “=B2+(B2*B3)-(B2*B4)” is used for this purpose. The amount obtained ($1,650,000) is the projected revenue after the discount.
• Image 3 shows the different values in row 9 that the discount rate can assume. The possible values that the growth rate can assume are given in column D. The value of cell D9 has been explained in steps 1 and 2 (given further in this example).

Calculate the projected revenues (in E10:J18) according to the various discount rates (in row 9) and growth rates (in column D). Use a two-variable data table of Excel. Interpret the data table thus created.

Image 1

Image 2

Image 3

The steps for creating a two-variable data table are listed as follows:

Step 1: Enter the data of the preceding images in Excel. In cell D9, type the “equal to” operator followed by the reference B6.

This time we have chosen to link cell D9 to cell B6. Alternatively, we could have also entered the formula [=B2+(B2*B3)-(B2*B4)] in cell D9. This is because, in a two-variable data table, one should type the formula or link the cell that is one column to the left of the first horizontal input value (2.5%). At the same time, this cell should be one row above the first vertical input value (12.5%).

The linking of cells ensures that any changes to the formula of cell B6 are reflected in the value of cell D9. Further, any change in the value of cell D9 will update the outputs (in E10:J18) automatically.

Note: Please ignore the differences in font, colors, and alignment across the images of this example. These differences may be due to the different versions of Excel being used to create the images.

Step 2: Press the “Enter” key. Cell D9 shows the value of cell B6, which is 1,650,000. This is shown in the following image.

The entire range D9:J18 is our two-variable data table. Notice that the excel data table shows the possible discount rates horizontally (in bold in row 9) and the possible growth rates vertically (in column D). This time the variation in outputs resulting from changes in both these inputs (discount rate and growth rate) need to be studied.

Note: If the value is entered manually in cell D9, the excel data table will not work.

Step 3: Select the range D9:J18. Note that the selection should include the linked cell (D9), possible discount rates (E9:J9), possible growth rates (D10:D18), and the empty cells for the outputs (E10:J18).

The selection is shown in the following image.

Step 4: Click the “what-if analysis” drop-down (in the “data tools” or “forecast” group) of the Data tab. Select the option “data table.”

Step 5: The “data table” window opens, as shown in the following image. In the box of “row input cell,” select cell B4. In the box of “column input cell,” select cell B3. The absolute referencesAbsolute reference in excel is a type of cell reference in which the cells being referred to do not change, as they did in relative reference. By pressing f4, we can create a formula for absolute referencing.read more to cells B4 and B3 appear in the two boxes.

Cells B4 and B3 contain the minimum expected growth rate and the discount rate of the source dataset.

By making these selections, Excel is told that at a discount rate of 2% and a growth rate of 12%, the projected revenue is $1,650,000. Therefore, our two-variable data table instructs Excel to calculate the projected revenues when the discount rates and growth rates vary from 2.5% to 5% and 12.5% to 20.5% respectively.

Note: In a two-variable data table, both the “row input cell” and “column input cell” are specified, unlike a one-variable data table where one has to specify either of the two inputs.

Further a two-variable data table uses the formula “=TABLE(row_input_cell,column_input_cell)” to calculate the outputs. So, in this example, the formula “=TABLE(B4,B3)” has been used for the calculations. This formula is visible in the formula bar when an output cell is selected.

For the meaning of the “row input cell” and the “column input cell,” refer to “note 1” under step 5 of example #1.

Step 6: Click “Ok” in the “data table” window. The outputs appear in the range E10:J18, as shown in the following image.

Interpretation of the two-variable data table: When the discount rate is 2.5% and the growth rate is 12.5%, the organization’s projected revenue is $1,650,000 (in cell E10). Notice that this figure is the same as that of cell B6. However, the value in cell B6 takes into account 2% and 12% as the discount rate and growth rate respectively.

Notice that the numbers of cells E10 and B6 match those of cells G11 and I12. This implies that when the discount rate and growth rate are increased in the same proportion (like by 0.5%, 1.5% or 2.5%), the resulting value is the same as the output of the source dataset (in cell B6). Cells E10, G11, and I12 reflect 0.5%, 1.5%, and 2.5% increase in the two rates.

Likewise, had we increased both the discount and growth rates by 1%, the resulting value would have again been $1,650,000. In this case, the discount rate and growth rate would have been 3% and 13% respectively.

By obtaining the projected revenues in the range E10:J18, the organization can sell at an optimum discount rate and, at the same time, target an attainable growth rate. Hence, the organization can choose the most suitable combination of the two rates.

Note: For more examples related to the two-variable data table of Excel, click the hyperlink given before step 1 of this example.

The Key Points Governing Data Tables in Excel

The important points related to data tables of Excel are listed as follows:

• It helps select those input values that fit the business in the best possible manner.
• It facilitates the comparison of the different outputs as all the results are consolidated in one place.
• It presents the results in a tabular format that can neither be edited nor undone with the shortcut “Ctrl+Z.” The outputs can only be deleted by selecting them and pressing the “Delete” key.
• It uses the TABLE array formulas to calculate the outputs. The “row input cell” and the “column input cell” must be selected carefully to get accurate results. Moreover, the input cell or cells must be on the same worksheet as the data table.
• It need not be refreshed, unlike a pivot table. A change in the values or the formula of the source dataset causes the excel data table to update automatically.

Frequently Asked Questions

Recommended Articles

This has been a guide to Data Tables in Excel. Here we discuss how to create one-variable and two-variable data tables along with practical Excel examples. You may learn more about Excel from the following articles–

• Two-Variable Data Table in ExcelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more
• VBA Refresh Pivot TableWhen we insert a pivot table in the sheet, once the data changes, pivot table data does not change itself; we need to do it manually. However, in VBA, there is a statement to refresh the pivot table, expression.refreshtable, by referencing the worksheet.read more
• Merge Tables ExcelWe can use a number of different methods to merge tables in Excel, including the VLOOKUP function, the INDEX function, and the MATCH function.read more
• Data Validation in ExcelThe data validation in excel helps control the kind of input entered by a user in the worksheet.read more