Present data Revision Notes

In spreadsheets, cells can show either the formula used or the resulting value. Displaying formulas helps check calculations or debug errors, while showing values is essential for data interpretation. Most spreadsheet software allows toggling between these views. For example, pressing a shortcut key or selecting an option can switch all cells to show formulas instead of values.

Use this feature when verifying complex calculations or teaching formula logic. When presenting data to others, ensure values are shown unless the formula itself is relevant.

• Toggle display to show formulas for auditing calculations.
• Switch back to values for normal data presentation.

Data visibility depends on cell size. If a cell is too narrow or short, content may be cut off or hidden. Adjusting row height and column width ensures all data, labels, and formulas are fully visible.

Text wrapping allows long text to appear on multiple lines within the same cell, preventing overflow into adjacent cells or truncation. This is especially useful for descriptive labels or comments.

For example, if a product description is lengthy, enabling text wrap and increasing row height will display the full text clearly without affecting other cells.

• Modify column width to fit the longest entry in that column.
• Increase row height to accommodate wrapped text.
• Enable text wrap to display multi-line content within a cell.

Sometimes, spreadsheets contain data not immediately relevant to the current analysis or presentation. Hiding rows or columns temporarily removes them from view without deleting data.

This helps focus attention on key data, reduces clutter, and can protect sensitive information during presentations.

For instance, hide columns containing intermediate calculations or confidential details before sharing the spreadsheet with others. Rows can be hidden to exclude certain records from view.

• Select rows or columns and use the hide function to remove them from view.
• Unhide to restore visibility when needed.
• Use hiding to manage large datasets and improve readability.

Formatting improves readability and highlights important information. Use font styles such as bold, italic, and underline to emphasise headers, totals, or key figures.

Text colour and cell shading can group related data or indicate status (e.g., red text for negative values). However, avoid excessive or inconsistent use of colours and styles, which can confuse users.

Shading alternate rows or columns can improve scanning across large tables. Always ensure sufficient contrast between text and background for accessibility.

• Apply bold to headers and totals for emphasis.
• Use cell shading to group or highlight data logically.
• Choose text colours to indicate categories or alerts, ensuring readability.

Numbers should be formatted to match their meaning and improve clarity. Set decimal places to show appropriate precision; for example, two decimal places for currency values.

Use currency symbols relevant to the data context, such as $, £, or €.

Percentages should be displayed with the % symbol and formatted to the desired decimal precision. Consistent formatting avoids misinterpretation and supports accurate calculations and comparisons.

• Set decimal places to control number precision.
• Apply correct currency symbols for financial data.
• Format percentages with % symbol and consistent decimal places.

Conditional formatting automatically changes cell appearance based on rules related to cell content. For example, cells with values above a threshold can be shaded green, while those below are red.

This visual cue helps identify trends, outliers, or errors quickly without scanning all data manually.

Common uses include highlighting duplicates, marking overdue dates, or flagging high expenses.

• Create rules based on cell values or formulas.
• Use colour scales, icon sets, or data bars for visual impact.
• Apply conditional formatting to support data analysis and error detection.