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Legal 146 : Computers for the law office

Legal 146 : Computers for the law office. Dr. lauRIE a. dean-newton Tuesdays 6:30PM-9:35PM R206. DPOLegal. PAD. PCC. Spreadsheet software. What Is A Spreadsheet? A spreadsheet is a computerized version of an accountant’s worksheet or ledger page

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Legal 146 : Computers for the law office

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  1. Legal 146: Computers for the law office Dr. lauRIE a. dean-newton Tuesdays 6:30PM-9:35PM R206 DPOLegal PAD PCC

  2. Spreadsheet software • What Is A Spreadsheet? • A spreadsheet is a computerized version of an accountant’s worksheet or ledger page • Among the first general business application programs designed to run on personal computers • Easier to use than manual worksheets PCC

  3. Why Spreadsheet Software Is Easy and Flexible to Use • Allows all entries to be edited, moved, or copied to other places in the spreadsheet • Makes it easy to insert additional columns and rows, even after the spreadsheet has been created • Multiplies, divides, adds, and subtracts one entry or many entries • Performs complex calculations PCC

  4. Why Spreadsheet Software Is Easy and Flexible to Use (Con’t) • Automatically recalculates totals and other calculations when information in a column or row changes • Allows numerical information to be presented in several kinds of graphs and charts • Allows information to be saved and retrieved for future use, sorted or organized automatically, and printed PCC

  5. “What If” Analysis • Refers to the ability to build a spreadsheet and then to change it to reflect alternative planning assumptions or scenarios • Possible to evaluate the effects of a change simply by changing a number • Allows users to hypothesize and evaluate the effects of potential changes easily PCC

  6. Spreadsheet Structure and Organization • Rows and columns • Rows extend across a page horizontally • Columns extend down a page vertically • Cells and cell addresses • Cell is an intersection between a row and column • Cell address is the row and column location of a cell • Usually represented by the letter of the column and the number of the row PCC

  7. Column, Row, Cell, and Cell Address Column G Cell Used with permission from Microsoft. Row 11 Cell address is G11 PCC

  8. The Elements of a Spreadsheet • Cell pointer • Current cell indicator and formula bar • Data input area • Status bar • Menus, toolbars, and ribbons • Horizontal and vertical scroll bars • Worksheets • Spreadsheets with WYSIWYG PCC

  9. Data Input • Text • Cannot be used in making calculations • Includes headings, titles, etc. • Values • Numbers entered into a cell • Used for making calculations • Formulas • Make calculations using the values in other cells PCC

  10. Text, Values, and Formulas Used with permission from Microsoft Formula Text Values PCC

  11. Entering Formulas Using Arithmetic Operators • Arithmetic operators tell a spreadsheet how to compute values • Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER] • =C10+C11+C12+C13 • Arithmetic Operators: • + Addition • - Subtraction • * Multiplication • / Division PCC

  12. Entering Formulas Using Function Commands • Function command is a predefined calculation that a spreadsheet can perform • Insert an = sign, followed by the function name • =SUM(C10:C13) • Function names • MAX computes the largest value within a range of values • AVERAGE computes the average of a range of values • SUM adds numbers in a range and computes the total • COUNT counts the number of cells that contain numbers within a range PCC

  13. Entering Formulas Using Arithmetic Operators • Arithmetic operators tell a spreadsheet how to compute values • Begin by typing an equal (=) or plus (+) sign, and after the formula has been typed, press [ENTER] • =C10+C11+C12+C13 • Arithmetic Operators: • + Addition • - Subtraction • * Multiplication • / Division PCC

  14. Entering Formulas Using Both Arithmetic Operators and Function Commands • =SUM(C10:C13)/2 PCC

  15. Changing the Cell Width and Copying Data • Changing the cell width • Point to the column to be changed and execute the Column Width command; or • Point to the right border of the heading of the column and then drag the double arrow to resize the column • Copying data • Point to the cell to be copied and click Edit, Copy, or move the mouse over the information to be copied, right-click, and click Copy • Move the pointer to the new location and press [ENTER] PCC

  16. Copying Formulas • Absolute cell reference • Cell address does not change when it is copied to a new location • Can be placed in a formula in most spreadsheets using a $ sign • Relative cell reference • Cell address will automatically change to reflect its new location when it is copied • Most spreadsheets assume that users want a relative cell reference PCC

  17. Copying Formulas: Absolute Cell References $ signs indicate an absolute cell reference Used with permission from Microsoft PCC

  18. Copying Formulas: Relative Cell References Used with permission from Microsoft Used with permission from Microsoft Step 1: Put pointer on formula to copy command Step 2: Copy command PCC

  19. Copying Formulas: Relative Cell References Used with permission from Microsoft Used with permission from Microsoft PCC Step 3: Copy to destination Step 4: Execute

  20. Moving Data and Inserting Rows and Columns • Moving data • Point to the cell to be moved and select Edit, Copy, or point to the cell to be moved, right-click, and select Cut • Point to the location where the information is to be moved and press [ENTER] • Inserting rows and columns • Move the cell pointer to where the new row or column should be inserted • Execute the Insert Row or Insert Column command • Use caution because it is possible for any existing formulas to not include the new row or column PCC

  21. Other Spreadsheet Features • Sorting data • Formatting cells • Saving and retrieving files • Printing reports • Using macros • Creating charts and graphs PCC

  22. Bar/Column Graph • Consists of a sequence of bars that illustrate numerical values • Best used for comparing values at a specific point in time Used with permission from Microsoft PCC

  23. Line Graph • Plots the course of a value over time • Useful for plotting trends Used with permission from Microsoft PCC

  24. Pie Chart • Represents each value as a piece or percentage of a total pie • Best used for showing the relative contributions of various pieces that go to make up a whole Used with Permission from Microsoft PCC

  25. Stacked Column Graph • Compare data by placing columns on top of one another • Shows the relative contributions of various elements to a whole Used with permission from Microsoft PCC

  26. Spreadsheet Planning • Keep your spreadsheet simple • Always document your spreadsheet • Make a template of your spreadsheet • Leave room in the upper left corner • Use cell widths wisely • Be careful inserting rows and columns • Rigorously test your spreadsheet • Audit formulas • Occasionally read the spreadsheet documentation PCC

  27. Common Applications of Spreadsheets in a Law Office • Tax planning and tax returns • Estate planning • Calculations for bankruptcy actions • Child support calculations • Alimony payments • Divorce asset distributions • Truth-in-lending statements for real estate transactions • Amortization schedules • Loan/payment calculations PCC

  28. Limiting Spreadsheet Errors • Double-check all numbers • Triple-check every formula • Make comments in specific cells regarding assumptions • Create a note sections containing data the reader should be aware of • Be extremely careful when adding rows or columns when formulas are being used • Have someone else carefully review your spreadsheet, including formulas

  29. Limiting Spreadsheet Errors • If a spreadsheet is outside your knowledge base or comfort zone, ask your supervising attorney to get an expert to prepare and/or review the calculations • Completely understand new functions before using them • Use a calculator to spot-check your spreadsheet to make sure the formulas are accurate • Use the Protect feature to protect cells from accidentally being changed

  30. Common Applications of Spreadsheets in a Law Office (Con’t) • Calculations for collections actions regarding principal and interest due • Present value and future value calculations regarding damages • Lost wages and benefits calculations for worker’s compensation claims • Budgeting • Accounting-related calculations • Back wages and benefits regarding employment and discrimination actions PCC

  31. Questions? DPOLegal AGS PAD Legal 146 PCC

  32. Next Week • Read Chapter 4 • Hands On Exercises PCC

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