Since its introduction at the end of the 1970s, spreadsheet software has become one of the most widely used office automation applications, replacing the manual spreadsheets and bookkeeping ledgers used by accountants for hundred of years. Spreadsheet software is able to present, display and print data in a table-like format and to perform automatic calculations on a set of figures.

Spreadsheet software is used extensively to support electoral administration activities. These include the preparation of financial records and budgets for the overall organization of elections, the planning of voting operations, and the calculation and displaying of elections results, among others.  While some of these documents can also be prepared with a word processor, many users prefer the features offered by spreadsheet software.

Spreadsheet programs allow user to enter columns and rows of data. The intersection of a column and a row is called a cell. Data or formulas are entered in the cells and the formulas can perform calculations on data stored in other cells. This means that values provided by the formulas are automatically recalculated whenever there are changes to the data.

Spreadsheet software can also prepare, display and print graphs based on the rows and columns of data, making it useful for data analysis and studying trends.

Spreadsheet features

In addition to performing many types of calculations, spreadsheet software has some features similar to word processors, such as the ability to type, move, copy, delete and paste data contained in cells, groups of cells and rows or columns. Spreadsheets are saved as electronic files and can be displayed, edited and printed, provided the electronic file is not erased. This means that multiple versions of spreadsheet documents can be saved for further access as needed. Data can also be copied, moved and pasted among several spreadsheets.

Most spreadsheet software offers a basic set of features:

• The calculation function is able to add, subtract, multiply and divide elements of a formula written in a cell. There are also predefined formulas called “functions” that can perform simple or relatively complex calculations by using specific values, called arguments, in a particular order or structure. Some common functions used by spreadsheet software are “sum” to add numbers from a range of cells, “average” to calculate the average value of a set of cells, and “round” to round off a number in a designated cell.

• The chart function creates charts from the data entered in a worksheet. Once the link between a worksheet and a chart is created, the chart is automatically updated with the values entered in the respective worksheet.

• The insert function inserts cells, rows and columns anywhere in the document as well as characters and data into the cells.

• The copy function duplicates data in a cell, a set of cells, and rows and columns of a document.
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• The delete function can erase characters and words along with cells, group of cells, rows and columns.

• The paste function inserts material into a cell that was removed or copied from other cells.

• The format function is used to layout a document by specifying page, margin and tab size, and applying special design features such as font type and colour, bolding, italics, underlining and highlighting.

• The find and replace function searches for a specific character, word or phrase in the document and substitutes it for another one.

• The file management function stores, accesses, moves and deletes computer files.

• The print function produces a hard copy of a document prepared with spreadsheet software and electronically stored.

Besides these basic features, some spreadsheet programs are able to insert headers and footers and offer additional functions such as sorting, spell checking and tracking changes, among others.

It is also possible to insert pictures and diagrams into a spreadsheet document, although it is more complicated than doing so in a word processing document.

The list of features available in spreadsheet software continues to grow as new versions are introduced in the market.

Many books, magazines and websites are available to help choose suitable spreadsheet software. In many cases, spreadsheet software is provided or bundled with computer hardware, either as part of a purchase agreement or as part of a government or industry standard.

It is desirable to train EMB staff on how to use spreadsheet software. Most countries have external trainers, but EMBs may also be able to provide in-house training using its own skilled staff.  Most software packages also come with user manuals and self-paced on-screen tutorials.

Spreadsheet programs are best used when data is being analysed in two dimensions (rows by columns).  When many different kinds of variables are being analysed, or where there are many different kinds of relations between different variables, relational databases are more efficient methods of recording and analysing data.