Spreadsheet software is widely used for performing mathematical calculations. Spreadsheet software has many applications in the electoral field.
Spreadsheet programs allow the user to enter columns and rows of data. The point where a column and a row intersect is called a cell. Data is entered in the cells. The user can define formulas in cells to perform calculations using data in other cells. Results of formulas are automatically calculated as numbers are entered. When changes to data in cells are made, the program recalculates the formulas and automatically displays the new results.
Spreadsheet uses can vary from simple arithmetic calculations, such as adding up columns of numbers, to sophisticated data analysis. In the electoral field, spreadsheets are widely used for calculation and display of election results. Spreadsheets are also widely used for maintaining financial records and performing calculations on them.
Spreadsheet programs can also take 'raw' data and display them graphically. This is useful for determining trends and for making presentations using graphs.
Modern spreadsheet programs incorporate many of the features of word processing software (see Word Processing).
For example, text and data can be typed, moved, cut, copied, pasted and deleted. Spreadsheet programs generally use a 'clipboard' where text and data can be stored temporarily. Text and data that is 'cut' is deleted from the active document, but stored on the electronic clipboard. Text and data that is copied is stored on the clipboard but not removed from the active document. Any text and data on the clipboard can be copied or 'pasted' at any desired point in a document. Any text and data in a document can be moved around and edited at will.
Spreadsheet documents can also be saved in multiple iterations, so that different drafts or versions of the same document can be saved on disk and accessed as needed.
Spreadsheet programs can display text and images in similar ways to those available using word processing software. Some features of spreadsheet software include the ability to:
- specify the font, point size and colour of text
- set customised margins and tab stops
- check spelling
- find specified text
- undo mistakes
- use lines, borders and shading
- highlight text with bold, italics, underlining, colour and (on screen) movement
- automatically number pages
- print pages in portrait (longest side vertical) or landscape (longest side horizontal) orientations
- add headers and footers to pages
- incorporate pictures, images, symbols and graphics
- contain on-screen links (known as 'hyperlinks') which can transfer the user to other locations in the same document, to other documents stored on a local disk or a network, or to documents or web pages on the internet
The list of features available in spreadsheet software continues to grow as updates are issued.
Many books, magazines and web sites can help you choose spreadsheet software suitable for your purposes. In many cases, spreadsheet software will be provided with the appropriate hardware, either as part of the purchase agreement or as part of a government standard.
It is desirable that all users of spreadsheet software be trained in their use. In most countries external training providers will be available. Some electoral authorities may be able to provide in-house training using its own skilled staff. Most software packages also come with user manuals (paper and/or on-screen) and many come with 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 (see Databases).
