The spreadsheet is computer-assisted reporting’s most basic tool. Its more powerful cousin, the database manager, tends to hog all the glory with its ability to crunch millions of records. But the spreadsheet is powerful in its own right and is a great tool for analyzing numbers, even on deadline. Reporters have used the spreadsheet to see municipal budget trends, analyze vote results, track crime rates and paint demographic pictures of their communities.

We work with numbers all the time. By plugging these numbers into a spreadsheet for analysis we can take the reporting to a higher level and find even more interesting stories. Computer-assisted reporting won’t replace traditional reporting. But it will give you another tool you can use.

Bill Donovan found that out recently when he and I used Microsoft Excel to look at U.S. Census data.

 A spreadsheet is a computerized accountant’s grid. It’s used to do mathematical and statistical calculations and sort lists of information. In addition, spreadsheets are handy for creating quick charts.

 You control your spreadsheet, from what numbers go in it to how it looks on the screen. To understand the spreadsheet, you don’t need to be an expert. You just need to understand cells and formulas.

 A spreadsheet is made up of cells. A cell is the intersection of a row and a column. The cell that resides at the intersection of column C and row 2 is called cell C2.

You can type numbers, text or formulas into a cell. You can position your cursor (which looks like a box in the spreadsheet) on a cell by moving the arrow keys or, using the mouse, putting the pointer (which turns into a cross) over the cell, then clicking the left button once.

If you ever need to know where your cursor is, look in the cell reference in the upper left corner, just above where the column letters and row numbers meet.

 The preceding illustration uses all three types of information you can have in a spreadsheet. Text identifies the candidates in cells A5 through A8. Numbers show the votes in cells B5 through B8. Formulas calculate percentage results in cells C5 through C8. When you enter a formula, it displays the result. The formula in cell C8 hasn’t been entered yet, so we can see what it is.

 You enter text, numbers or formulas by putting the cursor on the cell you want, then typing. You'll see the information fill in the cell, but you're actually working in the cell editing line above the column letters. To put the information in the cell do one of the following: hit Enter, tab or move out of the cell by pressing an arrow key. If you made a mistake and want to start over, select the cell, then pick the "x" button on the cell editing line. It will cancel any changes.

 Formulas are mathematical or statistical equations entered into a cell to perform a calculation. The most common operators in formulas are +, -, * (multiplied by), and / (divided by). Formulas are nested in parentheses and preceded by the = sign. If you forget the =, the formula will appear as text and not calculate anything.

 When you write formulas, you use cell references. The formula to calculate Garcia's vote percentage, in English, would be: Garcia's vote total divided by the total number of votes. This formula would be =(B7/B10).

 Excel uses functions to calculate things like averages, medians and sums. To use a function you type the =sign, the name of the function and, in parentheses, the cell range separated by a colon. For instance, to sum the votes the formula would be =sum(B5:B8).

 You enter cell references whenever possible. This allows the spreadsheet to automatically recalculate when you revise information.

 That's all you need to know to start working with spreadsheets. You can make your spreadsheet as big or as complicated as you like. Chances are, you'll never have to use heavy statistics.

Ideas 

• Budgets: Get your town’s most recent budget and those from five and 10 years back. Type some of the key numbers into a spreadsheet and calculate the changes. You might find your town is spending more money that it is taking in or is relying more heavily on property tax than in years past.
• Crime: Put FBI, state or local crime figures into a spreadsheet to see what’s happening with crime in your area. You might find some interesting trends or learn that crime isn’t as bad as the public’s perception.
• Demographics: Enter population estimates to find the town in your area that’s experiencing the biggest population boom.