Legal 146 : Computers for the law office

LEGAL 146: C

OMPUTERS

FOR TH

E LAW OFFI

CE

D R . L A U R I E

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D E A N - NE W

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TUESDAYS

6 :30PM-9:35PM

R206

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SPREADSHEET SOFTWAREWhat Is A Spreadsheet?

o A spreadsheet is a computerized version of an accountant’s worksheet or ledger page

o Among the first general business application programs designed to run on personal computers

o Easier to use than manual worksheets

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WHY SPREADSHEET SOFTWARE IS EASY AND FLEXIBLE TO USE

o Allows all entries to be edited, moved, or copied to other places in the spreadsheet

o Makes it easy to insert additional columns and rows, even after the spreadsheet has been created

o Multiplies, divides, adds, and subtracts one entry or many entries

o Performs complex calculations

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WHY SPREADSHEET SOFTWARE IS EASY AND FLEXIBLE TO USE (CON’T)

o Automatically recalculates totals and other calculations when information in a column or row changes

o Allows numerical information to be presented in several kinds of graphs and charts

o Allows information to be saved and retrieved for future use, sorted or organized automatically, and printed

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“WHAT IF” ANALYSISo Refers to the ability to build a

spreadsheet and then to change it to reflect alternative planning assumptions or scenarios

o Possible to evaluate the effects of a change simply by changing a number

o Allows users to hypothesize and evaluate the effects of potential changes easily

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SPREADSHEET STRUCTURE AND ORGANIZATION

Rows and columnsoRows extend across a page horizontallyoColumns extend down a page verticallyCells and cell addressesoCell is an intersection between a row and columnoCell address is the row and column location of a celloUsually represented by the letter of the column and the number of the row

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COLUMN, ROW, CELL, AND CELL ADDRESS

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Column G

Cell address is G11

CellRow 11

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THE ELEMENTS OF A SPREADSHEETo Cell pointer o Current cell indicator and formula bar o Data input area o Status bar o Menus, toolbars, and ribbonso Horizontal and vertical scroll bars o Worksheetso Spreadsheets with WYSIWYG

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DATA INPUTTextoCannot be used in making calculationsoIncludes headings, titles, etc.ValuesoNumbers entered into a celloUsed for making calculationsFormulasoMake calculations using the values in other cells

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TEXT, VALUES, AND FORMULAS

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Text

Values

Formula

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]

o=C10+C11+C12+C13Arithmetic Operators:o+ Additiono- Subtractiono* Multiplicationo/ Division

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ENTERING FORMULAS USING FUNCTION COMMANDS

Function command is a predefined calculation that a spreadsheet can perform

oInsert an = sign, followed by the function nameo=SUM(C10:C13)

Function namesoMAX computes the largest value within a range of

valuesoAVERAGE computes the average of a range of valuesoSUM adds numbers in a range and computes the totaloCOUNT counts the number of cells that contain

numbers within a range

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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]

o=C10+C11+C12+C13Arithmetic Operators:o+ Additiono- Subtractiono* Multiplicationo/ Division

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ENTERING FORMULAS USING BOTH ARITHMETIC OPERATORS AND

FUNCTION COMMANDS

=SUM(C10:C13)/2

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CHANGING THE CELL WIDTH AND COPYING DATA

Changing the cell widthoPoint to the column to be changed and execute the Column Width command; or

oPoint to the right border of the heading of the column and then drag the double arrow to resize the column

Copying dataoPoint 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

oMove the pointer to the new location and press [ENTER]

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COPYING FORMULASAbsolute cell referenceoCell address does not change when it is copied to a new location

oCan be placed in a formula in most spreadsheets using a $ sign

Relative cell referenceoCell address will automatically change to reflect its new location when it is copied

oMost spreadsheets assume that users want a relative cell reference

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COPYING FORMULAS: ABSOLUTE CELL REFERENCES

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$ signs indicate an absolute cell reference

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COPYING FORMULAS: RELATIVE CELL REFERENCES

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Step 1: Put pointer on formula to copy command

Step 2: Copy commandUs

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COPYING FORMULAS: RELATIVE CELL REFERENCES

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Step 3: Copy to destination Step 4: Execute

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MOVING DATA AND INSERTING ROWS AND COLUMNS

Moving dataoPoint to the cell to be moved and select Edit, Copy, or point

to the cell to be moved, right-click, and select CutoPoint to the location where the information is to be moved

and press [ENTER]Inserting rows and columnsoMove the cell pointer to where the new row or column

should be insertedoExecute the Insert Row or Insert Column commandoUse caution because it is possible for any existing formulas

to not include the new row or column

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OTHER SPREADSHEET FEATURESo Sorting datao Formatting cellso Saving and retrieving fileso Printing reportso Using macroso Creating charts and graphs

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BAR/COLUMN GRAPH

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o Consists of a sequence of bars that illustrate numerical values

o Best used for comparing values at a specific point in time

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LINE GRAPH

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o Plots the course of a value over time

o Useful for plotting trends

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PIE CHART

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o Represents each value as a piece or percentage of a total pie

o Best used for showing the relative contributions of various pieces that go to make up a whole U

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STACKED COLUMN GRAPHo Compare data by

placing columns on top of one another

o Shows the relative contributions of various elements to a whole

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SPREADSHEET PLANNINGo Keep your spreadsheet simpleo Always document your spreadsheeto Make a template of your spreadsheeto Leave room in the upper left cornero Use cell widths wiselyo Be careful inserting rows and columnso Rigorously test your spreadsheeto Audit formulaso Occasionally read the spreadsheet documentation

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COMMON APPLICATIONS OF SPREADSHEETS IN A LAW OFFICE

o Tax planning and tax returnso Estate planningo Calculations for bankruptcy actionso Child support calculationso Alimony paymentso Divorce asset distributionso Truth-in-lending statements for real estate transactionso Amortization scheduleso Loan/payment calculations

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LIMITING SPREADSHEET ERRORSo Double-check all numberso Triple-check every formulao Make comments in specific cells regarding

assumptionso Create a note sections containing data the reader

should be aware ofo Be extremely careful when adding rows or columns

when formulas are being usedo Have someone else carefully review your spreadsheet,

including formulas

LIMITING SPREADSHEET ERRORSo 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

o Completely understand new functions before using them

o Use a calculator to spot-check your spreadsheet to make sure the formulas are accurate

o Use the Protect feature to protect cells from accidentally being changed

COMMON APPLICATIONS OF SPREADSHEETS IN A LAW OFFICE

(CON’T)o Calculations for collections actions regarding principal

and interest dueo Present value and future value calculations regarding

damageso Lost wages and benefits calculations for worker’s

compensation claimso Budgetingo Accounting-related calculationso Back wages and benefits regarding employment and

discrimination actions

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QUESTIONS?

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Legal 146PADAG S

NEXT WEEK

o Read Chapter 4o Hands On Exercises

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