3. Help methods for spreadsheets and databases

Some applications such as spreadsheets and databases, offer additional help methods

1. Use of forms

The spreadsheet or database may offer the user a form containing the usual selection of input fields, check boxes, radio buttons, drop-down lists to allow them to input information or extract information.

2. Macros

Macros can be set up to automate repetitive or complex tasks. At the press of a button, an automated routine, of which the user needs no specific knowledge, can be run.

3. Validation checks

Validation can be set up on cells to check the format and/or type of data being entered. For example, a cell which is to have a date input can have a validation rule to check that the date entered is not before 31/12/2005. If a date is entered before this, the user will not be able to enter the data and an error message will be displayed.

The key criteria is that the validation error messages are meaningful. Inexperienced users are often nervous about using applications and if they make a mistake, they need to understand exactly what they have done wrong.

4. Cell comments

It is possible to add a comment to any cell in a spreadsheet which can give the user information about the contents or purpose of the cell.

If there is a comment present, a small red triangle will appear in the top right-hand corner of the cell so that the user is aware of its presence. When the user hovers over the cell, the comment will be displayed.

5. Naming cells

For an inexperienced user, some formulas can look very complicated and difficult to understand. Naming a range of cells can make it easier for the user to work out what the formula is doing.

Using named cells in a spreadsheet can help the user when setting up a formula, especially if absolute cell references might be needed.

6. Colouring cells

Inexperienced users can be shown which cells they need to enter data into by giving those cells a coloured background. They can then see at a glance which cells they need to use, rather than having to check all the titles and understand the rest of the spreadsheet.

7. Cell protection

In a spreadsheet, there might be critical values or formulae which should not be changed or deleted by accident. Cell protection can be applied to these particular cells. This would prevent an inexperienced user from clicking in the cell and accidentally deleting or changing the cell contents.