Spreadsheets: explaining data and giving instructions

B1
90 min
Premium
1

Think about these questions before reading. Share your ideas with a partner.

  1. In what situations do you find spreadsheets (like Excel or Google Sheets) most useful? Think about your job, studies, or personal life.
  2. Imagine you have to present some important numbers to your colleagues. Why is it often better to use a chart or graph instead of just a list of numbers?
  3. Think about a time you had to explain how to do something on a computer to someone. What made it easy or difficult to give clear instructions?
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Understanding the Sales Report

Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.

3

Answer the questions based on the dialogue.

01Why is Marco having trouble with the sales report?
Sample answerHe is having trouble because he finds all the numbers in the report confusing.
02What does Emma mean when she suggests getting a 'ballpark figure'?
Sample answerShe means Marco should get a general idea or a rough estimate of the numbers, not focus on the exact details.
03According to Emma, what is the main advantage of using a chart to view data?
Sample answerThe main advantage is that it's much easier to spot a trend and understand the main result at a glance.
04What conclusion do Emma and Marco make after looking at the chart?
Sample answerThey conclude that the new campaign was a success because the chart shows a sharp increase in sales.
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Key vocabulary

Vocabulary
These expressions will help you communicate more naturally about spreadsheets and data.
Examples
To walk someone through something — to explain a process or set of instructions to someone in a slow, detailed way.
Usage note: This is a friendly and professional way to offer an explanation. For example, 'Let me walk you through the new spreadsheet template.'
A ballpark figure — an approximate number or a rough estimate.
Usage note: Use this in business conversations when you don't have the exact number. For example, 'I don't know the final cost, but a ballpark figure is about €2,000.'
To spot a trend — to notice a general pattern of change or development in data over time.
Usage note: This is often used when analyzing charts and graphs. For example, 'Looking at the data, we can spot a trend of increasing customer engagement.'
To double-check something — to check something for a second time to make sure it is correct and has no mistakes.
Usage note: This is very important when working with numbers to ensure accuracy. For example, 'Could you double-check these formulas for me?'
At a glance — immediately, after a quick look.
Usage note: Use this phrase to describe something that is easy to understand quickly, like a good chart or summary. For example, 'This dashboard lets you see all the key data at a glance.'
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Spreadsheet vocabulary

Learn some key words for working with spreadsheets.

Match each word on the left with its correct definition on the right.

Drag or click to match
Definitions
6

Grammar: using the imperative mood

Grammar
We use the imperative mood to give direct instructions, commands, or advice. In a business context, like explaining how to use a spreadsheet, it's a clear and efficient way to tell someone what to do. To make instructions more polite, we often add words like 'please' or use a softer tone.
Examples
Enter the sales figures for Q4 into column B.
Use the base form of the verb (e.g., enter, click, select) to give a clear instruction.
Don't delete the formula in the 'Total' cell.
To make a negative instruction, use 'Don't' before the base form of the verb.
First, highlight the data, then click on the 'Insert Chart' button.
You can connect multiple instructions with words like 'first', 'then', and 'next' to show the order of steps.
Key points
  • Use the base form of the verb without a subject (e.g., 'Copy the cells', not 'You copy the cells').
  • For negative commands, always use 'Don't' + the base verb.
  • To be more polite, you can add 'please' at the beginning or end of the sentence.
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Correct the sentences

Read the sentences below about working with spreadsheets and data.

Each sentence contains one error. Find and correct it.

01Checking the formulas again before you send the report.
Corrected version
Checking Check the formulas again before you send the report.
02Please ensure the accurate of the data in this spreadsheet.
Corrected version
Please ensure the accurate accuracy of the data in this spreadsheet.
03The data in this chart show a significant increase in sales last quarter.
Corrected version
The data in this chart show shows a significant increase in sales last quarter.
04Could you walk me by the new sales figures?
Corrected version
Could you walk me by through the new sales figures?
05I don't need the exact number, just give me a ballpark number.
Corrected version
I don't need the exact number, just give me a ballpark number. figure.
06When I was looking at the report, I spot a very interesting trend.
Corrected version
When I was looking at the report, I spot spotted a very interesting trend.
07You can understand the main results at a see with this simple chart.
Corrected version
You can understand the main results at a see glance with this simple chart.
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Useful phrases: explaining a chart or graph in a meeting

Vocabulary
In business meetings, you often need to present data using charts or graphs. These phrases will help you guide your colleagues' attention, explain what the data means, and check their understanding clearly and professionally.
Examples
If you look at this chart, you'll see that... — used to introduce a chart and direct everyone's attention to it.
Register: neutral/formal. Use this to begin your explanation of a visual. You can also say, 'Let's take a look at this graph...'
The most important thing to notice is... — used to highlight the main point or the most significant piece of data.
Register: neutral/formal. Use this when you want to make sure your audience understands the key message from the data.
This section here represents... — used to explain a specific part of the chart or graph.
Register: neutral/formal. This is very useful when pointing to a specific bar, line, or slice of a pie chart to explain what it means.
So, what this tells us is that... — used to state the conclusion or implication of the data.
Register: neutral/formal. Use this phrase to connect the numbers on the chart to a real-world result or business decision.
As you can see, there was a sharp increase/decrease in... — used to describe a significant change shown in the data.
Register: neutral/formal. A simple and clear way to describe a major trend. You can replace 'sharp' with 'slight' for smaller changes.
Does that make sense to everyone? — used to check if your audience understands your explanation.
Register: neutral/informal. A friendly and collaborative way to invite questions. In a more formal setting, you might say, 'Are there any questions on this point?'
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Complete the sentences with words from the box. One word is extra.

Word bank
01I don't need the exact number right now, just give me a figure so I can prepare the budget.
02If you look at the sales data from the last six months, you can clearly spot an upward .
03Before you send the final report, please all the calculations to ensure they are accurate.
04The new dashboard is great because you can understand the company's performance at a .
05To calculate the total cost automatically, you need to enter the correct into cell C25.
10

Presenting data with confidence

Read the passage below, then answer the comprehension questions.

Presenting your team with a new spreadsheet can be challenging. You have all the data, but how do you make it easy to understand? Before the meeting, always double-check your calculations for accuracy. When you begin, don't just show the screen. Walk your team through the most important information. Start with the main conclusion. For example, say 'Sales are up 15%.' Then, show them how you know.

Use simple charts and graphs. This helps your colleagues see the key information at a glance. Your main job is to help them spot a trend or understand a problem. If they ask for a projection you haven't calculated, it's fine to give a ballpark figure, but be clear that it's only an estimate. Remember, your goal isn't just to share numbers, but to share what the numbers mean.

01According to the article, what is the first thing you should do before your presentation?
Sample answerYou should double-check all your calculations to make sure they are accurate.
02What does the author suggest you should use to help colleagues understand information quickly?
Sample answerThe author suggests using simple charts and graphs.
03When is it acceptable to give 'a ballpark figure'?
Sample answerIt's acceptable when someone asks for a projection you haven't calculated, as long as you explain that it's an estimate.
04What does the author believe is the most important part of presenting data?
Sample answerThe most important part is explaining the meaning behind the numbers, like spotting trends or problems, not just sharing the data itself.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.

  1. How do managers in your country typically give instructions? Is it more common for them to give direct commands, or do they prefer to walk someone through a task step-by-step?
  2. Some people believe that when presenting data, it's best to give only the key information so people can understand it at a glance. Others think it's crucial to show all the details. Which approach do you think is better and why?
  3. When is it most important to double-check your work in a spreadsheet? Imagine you are giving your boss a ballpark figure for a new project's budget. What could be the consequences if your calculations are wrong?