Unit 1.1.7 Using Spreadsheets Effectively

For every teacher, keeping records is part of daily work — class attendance, test scores, exam marks, or even school budgets.
In the past, these were written in books and required lots of manual calculations.
Now, with digital tools like Microsoft Excel, Google Sheets, or WPS Spreadsheet, teachers can record, calculate, and analyze data automatically — saving time and reducing errors.

A spreadsheet is a program that helps you organize information in rows and columns, just like a table, but with more power.
It can calculate totals, averages, and percentages automatically using simple formulas.

💡 1️⃣ What is a Spreadsheet?

A spreadsheet is a computer application used to organize, calculate, and analyze information.
It is made up of cells, rows, and columns.

• Cell: A small box where you type information.

• Row: A horizontal line of cells, labeled with numbers (1, 2, 3…).

• Column: A vertical line of cells, labeled with letters (A, B, C…).

For example, cell A1 refers to the cell at column A and row 1.

💬 “A spreadsheet is like a smart exercise book that does the math for you.” — KAWA CONNECT

🧮 2️⃣ Why Spreadsheets Matter for Teachers

Spreadsheets help teachers and school administrators to:

• Record and analyze students’ marks efficiently.

• Prepare attendance registers automatically.

• Calculate totals, averages, and grades in seconds.

• Manage school budgets or department expenses.

• Present data using charts and graphs for better understanding.

They are essential for building digital accountability and accuracy in schools.

💻 3️⃣ Getting Started with Microsoft Excel (or WPS Spreadsheet)

🖱️ To open Excel:

1. Click the Start Menu.

2. Search for Microsoft Excel.

3. Click to open a Blank Workbook.

You’ll see a grid of empty boxes — these are cells where you enter your data.

✍️ 4️⃣ Entering and Formatting Data

Try entering the following sample information:

Name	Test 1	Test 2	Average
Amina	78	84
Brian	67	70
Claire	90	87

To make your work neat:

• Bold the headings (Ctrl + B).

• Adjust column width by dragging the border.

• Center the text for better readability.

• Use borders to create table lines.

✅ Tip: Always type numbers (marks, scores) without extra spaces to ensure formulas work.

➕ 5️⃣ Performing Simple Calculations

Spreadsheets can do math automatically using formulas.

Task	Formula	Example
Addition	=A1+B1	Adds two numbers
Subtraction	=A1-B1	Subtracts one from another
Multiplication	=A1*B1	Multiplies two numbers
Division	=A1/B1	Divides one by another
Average	=AVERAGE(A1:B1)	Finds the average of numbers
Total	=SUM(A1:A5)	Adds up a list of numbers

Example:

In the Average column (C2), type:

=AVERAGE(B2:C2)

Then press Enter — Excel automatically calculates the average.
Copy the same formula for other students by dragging the corner of the cell.

📈 6️⃣ Creating Charts and Graphs

Once data is entered, you can visualize it easily.

To make a chart:

1. Highlight your data (including names and scores).

2. Click Insert → Chart (or “Recommended Charts”).

3. Choose a Bar Chart or Pie Chart.

4. Add a title — e.g., “Term 1 Test Performance.”

Charts help you and your learners see patterns in performance — who improved, who needs support, and where to focus teaching.

💾 7️⃣ Saving and Printing

1. Click File → Save As.

2. Choose your folder (e.g., “Class Records”).

3. Name your file clearly: “S3_MidTerm_Marks.xlsx.”

4. Click Save.

To print:

• Click File → Print → Preview.

• Adjust page orientation (Landscape or Portrait).

• Print your final sheet.

✅ Tip: Always back up your Excel files on a flash drive or external hard disk.

🧩 8️⃣ Classroom Uses of Spreadsheets

Application	Example
Mark Recording	Total and average marks for each learner
Attendance Register	“1” for present, “0” for absent, count totals
Budget Tracking	Track department expenses, remaining funds
Progress Analysis	Compare termly performance through charts
Project Planning	List activities, deadlines, and responsible persons

🗣️ “Excel helps teachers see progress, plan better, and support learners more effectively.”

🎯 9️⃣ Practical Activities

📘 Activity 1: Create a Class Marks Book

• Open Excel and create columns for: Name, Test 1, Test 2, Total, Average.

• Enter data for five learners.

• Use formulas to calculate totals and averages.

📗 Activity 2: Design an Attendance Register

• Make columns for: Date, Name, Present, Absent.

• Use “1” for present and “0” for absent.

• Use the =SUM() formula to count total attendances.

📙 Activity 3: Create a Chart

• Use your marks data to insert a Bar Chart showing each learner’s average.

• Label the chart “Performance by Student.”

🌱 Reflection for Teachers

• How much time do you currently spend calculating marks manually?

• How could spreadsheets help reduce your workload?

• Which other school records could you digitize using Excel?

Write down your thoughts and discuss them with your ICT Club or training facilitator.

🔚 Conclusion

Spreadsheets are more than just number tables — they are digital assistants for every teacher.
They simplify calculations, improve record accuracy, and present data clearly.

Whether you’re tracking learners’ marks, analyzing performance, or planning a school budget, spreadsheets help you work smarter, not harder.

Start small — with five learners, one test, or one term — and you’ll be amazed how fast you grow in confidence.

💬 “Numbers speak louder when organized digitally.” — KAWA CONNECT