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What is Spreadsheet? – Functions and Uses of Spreadsheet

August 2, 2022

Spreadsheet software is a widely used application software for calculations. Millions of people use spreadsheet software to perform different tasks more quickly and accurately. It provides worksheets to enter data.

The collection of rows and columns is known as a worksheet. It allows the user to make different calculations using formulas and built-in functions. Spreadsheet software also provides the facility to display data Pictorially and graphically using charts.

image showing the spreadsheet software

Some examples of spreadsheet software are Microsoft Excel, Numbers, and Quattro Pro

Application of Spreadsheet

Some important applications of spreadsheet software are as follows:

  • It can be used by corporations to track profits and losses.
  • Economists can generate growth graphs of the country’s economy.
  • Statisticians can calculate the probability of crashing the market.
  • Women can manage their household budgets.

Advantages of Spreadsheet Software

Computerized spreadsheets can calculate data easily, accurately, and efficiently. Large quantities of numbers are added, subtracted, multiplied, and divided. When new information is inserted into an existing spreadsheet, revised calculations are performed automatically.

  • It increases the ease and speed of calculating.
  • It makes it easy to change information and recount it automatically.
  • It displays data which is in number form as a chart or graph.
  •  It incorporates numeric data into another software application.

Features of Spreadsheet

Some important features of spreadsheet software are as follows:


Spreadsheet software provides the facility to perform different types of calculations using formulas and functions.


Recalculation is an important and powerful feature of spreadsheet software. The results are automatically recalculated when there is any change in the worksheet data.


Charts are the graphical representation of data. Spreadsheet software provides different types of charts. The data in charts can be viewed and understood by the users easily.


AutoFill is used to automatically fill cells with a series of numbers dates etc.


Sorting is the process of arranging your data in a particular order. You can sort the data in your worksheets in ascending or descending order.


The filter allows displaying the required data in a worksheet by giving criteria. The remaining data are hidden temporarily. For example, you can display the records of passed students.


 This feature allows the user to find the cells used in a formula. Spreadsheet software displays arrows to all cells, which are used in that formula.


 Spreadsheet software provides a printing facility. The user can print the documents through the printer to get a hard copy Printing can be of the whole document or of any range.


 This feature is used to complete data automatically. If you are typing a word in a cell that has already been used in another cell, it can be completed automatically.

Uses of Spreadsheets in Commerce

The students of commerce can use Spreadsheet software in the following ways:

Worksheet & Workbook

 Different tasks in commerce are performed using worksheets and workbooks. Spreadsheet software provides computerized worksheets and workbooks. It provides an easy and efficient way to maintain data.

Stock Handling

Spreadsheet software can be used to handle the stock of an organization. It provides many facilities for commerce people to perform complex calculations in stock management.

Accounts Handling

Spreadsheet software is used to handle the accounting system of an organization. The Accounting system manages the daily transactions of an organization. Spreadsheet software is used to prepare a balance sheet, trial balance, ledger, and other information related to accounts.

Record keeping

Spreadsheet software is used for record keeping. An organization can manage its data in spreadsheet software. It provides many facilities to store a large volume of data in an easy and efficient manner.

Quick Calculation

The data stored in spreadsheet software can be processed easily. Different types of calculations can be performed on data in less time. Spreadsheet software provides many built-in functions to perform different calculations.

Automatic Recalculation

Spreadsheet software provides the facility of automatic recalculation. If the user applies some calculation on data, it is automatically recalculated if the data is changed.

Graphical Representation

Spreadsheet software provides the facility of presenting data graphically. It provides different types of charts. Charts display the data in an attractive and easy-to-understand way.

Predefined Functions

Spreadsheet software provides many predefined functions to perform many tasks of commerce. The user has to put less effort into performing difficult tasks.

Popular spreadsheet software

There are many different types of spreadsheets out there and they each have their own purpose. You should use a spreadsheet program that suits your needs. A good spreadsheet program will allow you to create a variety of charts and graphs.

It will help you track information and keep records. In addition, it will make it easier for you to analyze data

Different types of spreadsheet software are given below:

Microsoft Excel

Microsoft Excel is the most widely used spreadsheet program worldwide. It was first released in 1985 and has been continuously developed since then. It is used for simple spreadsheets and worksheets. It is free to use and is available for Windows, Mac OS X, iOS, Android, and Linux operating systems.

Google Sheets

Google Sheets is a cloud-based spreadsheet application that is similar to Microsoft excel. It is free to download and use and is available for Windows and Mac OS X operating systems. It can be accessed online via the web browser and offers many features including charts, graphs, and formulas.

LibreOffice Calc

LibreOffice calc is a spreadsheet application that is open-source and cross-platform. It supports various file formats and is compatible with Microsoft Office files. It is free to install and use.

Apple Numbers

Apple Numbers is a spreadsheet application that runs on macOS and iOS devices. It is free to try out and can be downloaded from the App Store.

Open Office Calc

Open Office calc is a spreadsheet application that comes preinstalled on Ubuntu and other Linux distributions. It is free to get started with and can be downloaded from their website.

Frequently Asked Questions (FAQs)

What are the features of the spreadsheet?

·  tables, Rows, and Columns
·  Formulas
·  Built-in Functions
·  Commands
·  Printing
·  Text Manipulating

What are the two examples of spreadsheet software?

MS Excel is the most common example of spreadsheet software.
Other examples of spreadsheet software are:
·  Google Drive spreadsheet
·  Microsoft Work spreadsheet etc.

What are the advantages of spreadsheets?

·  It increases the ease and speed of calculation.
·  It is easy to modify information and recalculate automatically.
· It provides the facility to visually display numeric data as a chart or graph.

What is spreadsheet software?

Spreadsheet software helps users perform numerical functions and analyze numbers through a computerized version of an accounting worksheet.
An example of spreadsheet software is Excel. Excel is a program that helps users crunch numbers, create charts and graphs, and perform other mathematical functions.

What are the 5 uses of spreadsheets?

Business Data Storage. A spreadsheet is an easy way to store all different kinds of data. …
Accounting and Calculation Uses.
Data Sifting and Cleanup.
Budgeting and Spending Help.
Generating Reports and Charts.
Assisting with Data Exports.