Spreadsheets 3: Working with Data
Sorting, filtering and the IF function; analysing real survey results and turning them into a clear chart.
⌨️ Start with your 10-minute typing warm-upBy the end, you will be able to:
- Freeze the header row, sort a table by one column (A to Z, largest to smallest) without breaking the rows, and filter it to show only some rows.
- Count answers with COUNTIF (for example
=COUNTIF(C2:C21,"Walk")) and label rows with IF (for example=IF(B2>=50,"Pass","Try again")), and use conditional formatting to highlight cells. - Make a clear chart from a summary table and write a one-sentence finding that states a fact with a number.
What you need
No computer at home? Print the PDF and practise on paper.
Follow these steps in order
Tick each step when you finish it. Your ticks are saved on this device, so you can stop and come back later.
Learn the ideas ⏱️ 35 min
Read pages 1–4 of the workbook and try every small task. Type your answers straight into the boxes: they save by themselves.
Explore the 3D lab ⏱️ 15 min
Play with the 3D model below. The 🎯 missions tell you exactly what to do next. When you finish every mission, this step ticks itself.
Do the Lab Mission ⏱️ 25 min
Page 5 is the hands-on task. Do it on a real computer, step by step. You need: Microsoft Excel, LibreOffice Calc or Google Sheets.
Check yourself ⏱️ 10 min
Answer the questions on page 6 without looking back, then check your answers below.
Finished? Check your answers
Be the Computer (Page 3):
=COUNTIF(E2:E7,"Jollof")→ 3;=COUNTIF(E2:E7,"Waakye")→ 2;=COUNTIF(E2:E7,"Kenkey")→ 0.Your turn: IF (Page 4): 72 → Pass; 50 → Pass (50 is "greater than or equal to" 50); 49 → Try again; 35 → Try again.
Lab results (Page 5), sample data set (class data will differ):
- Sorted by Minutes, largest to smallest, the top row is No. 13: JHS 3, Trotro or bus, 60 minutes, Waakye. The bottom row is No. 8 (5 minutes).
- Filter Travel = Trotro or bus: 5 rows (No. 2, 6, 11, 13, 19), with 40, 55, 45, 60 and 50 minutes.
- COUNTIF: Walk 10, Trotro or bus 5, Taxi 2, Bicycle 2, Car 1 (total 20).
- Long trips (30 minutes or more): 8; short trips 12.
- Screen hours greater than 4: 4 cells glow (5, 6, 7 and 5).
- Good findings, for example: "Half of our class (10 of 20) walk to school." "Every pupil who comes by trotro or bus takes 40 minutes or more." "Jollof is the most popular food (7 of 20), then waakye (5)." "The average screen time yesterday was 3 hours." "8 of 20 pupils enjoy Tech Club 5 out of 5."
What Should You Do? (Page 6)
- A: Click one cell in column D, then Data → Sort, so whole rows move together.
- B: They are only hidden; clearing the filter brings them back.
- C:
=COUNTIF(E2:E21,"Waakye") - D: "7 of the 20 pupils chose jollof, more than any other food."
Written Review Questions
=IF(F2>4,"Too much","OK")- So the spreadsheet treats the summary as a separate table: when you sort or filter the data, the summary is not mixed in or hidden with it.
Rate yourself and save your work ⏱️ 5 min
Tick how confident you feel on the last page, then press 🖨 Print / Save as PDF in the workbook to keep a copy. On a shared computer, press Clear my answers when you have saved it.
🎉 Session 22 complete!
Brilliant work. Next up: Session 23: Presentations & Slide Design.
Go to Session 23 →🧮 Data Sorter
Sort and filter a table of survey answers and use IF to label each row, while 3D columns rearrange themselves. Follow the 🎯 missions on the right: they tell you what to do next.
Stuck? Try this
Most problems are one missed word. Look for the Panic Button or Help box in the workbook.
Refresh the page. On a very old computer it may not show 3D. The workbook still has everything you need.
Answers save on the computer you typed them on. Open the workbook on that same computer and browser.
Ask your mentor, a teacher or a friend. Show them the step number you are on.
Going somewhere without internet? Download this session's study pack (workbook, PDF and README). Last updated 30 October 2026.