1 - Introduction ~5 mins
Welcome
Take a look at the labelled grid above. Which column never repeats the same value twice? That column is already doing a special job, even though nobody has named it yet. Today you put proper names on the pieces you have been building all along: character, field, record, file, data type and key field. These are the words people use at work and in any database you meet later, so once you can point at a column on your own sheet and name it, you can explain your data to anyone.
Three mappings to own by the end of class
| Spreadsheet piece | Professional name |
|---|---|
| A column | Field |
| A full row | Record |
| A unique ID column | Key field |
The labelled grid shows the same idea on a sample stock sheet. Keep these three mappings in mind while the other terms fill in around them.
By the end of today you will be able to say what each of the six words means in plain English, point at a column and call it a field, point at a row and call it a record, and give an example of every term from one of your own project sheets.
Warm-up
Your teacher will open one Module 3 workbook on the board (VAT sheet, time tracker, problem-solver or chart workbook). Look at the visible columns together.
- If you recognise the sheet: which column looks like it never repeats the same value twice?
- If the sheet is new to you, still join in: which would never repeat, Student name or Student number? Why?
That non-repeating column is doing the key-field job. You will name all six pieces properly next.
2 - Key Concepts ~8 mins
Field and record are the pair everyone mixes up at first (column versus row), so use the examples column as your anchor, not the abstract words alone.
Own these three first
- Field = column (one kind of fact down the sheet)
- Record = row (one complete case across the sheet)
- Key field = unique ID column (no repeats down that column)
The other three terms sit around those mappings: a character is one letter, digit or symbol inside a cell; a file is the whole saved workbook; a data type (or format) is what kind of value the cell is treated as. Read the table, then you will sort real project snippets in the class activity.
| Concept | Why it matters | Example |
|---|---|---|
| Character — a single letter, digit or symbol in a cell | Longer values are built from characters; typos start with one wrong character | The euro sign € in a price cell, or the letter A in a product code like A14 |
| Field — one column of related values about the same fact | Sort, filter and formulas all run on fields; messy field names break later work | A column headed Cost (€) on your VAT sheet, or Hours worked on a Work Experience tracker |
| Record — one complete row about a single thing | Each record is one case (one product, one shift, one match); blank middle rows split the table | One full row for a Centra stock line: item name, unit cost, quantity, VAT, gross |
| File — the whole saved workbook as one named item in storage | Stable filenames mean Key Assignment evidence can be found and banked | {{code:sm3_vat_calc}} or {{code:sm3_time_tracker}} inside {{code:Project_Portfolio/09_specialism/sm3/}} |
| Data type — the kind of value or format a cell holds (text, number, date, or a number shown as currency or percentage) | Wrong types cause #VALUE! errors and break charts; numbers stored as text will not sum | 23.50 as currency versus the text "23.50"; a start time as a time value, not plain text |
| Key field — a column whose values uniquely identify each record | Without a unique key you cannot match rows, look values up, or remove doubles safely | Order ID, Student number, or Match ID with no repeats down the column |
Spreadsheet to database map
In database language the same ideas appear with different everyday labels: a field is still a column, a record is still a row, and a file is the stored table or workbook. When someone later says "primary key", they mean the same job as your key field.
3 - Sort the Spreadsheet Terms ~15 mins
As a class you will sort six real spreadsheet snippets into the six term buckets. First talk the placements through without dragging. Then place the cards and use Check to confirm.
Match each example to the right term
4 - Common Issues ~4 mins
Common Issues
| Issue | Solution |
|---|---|
| I keep swapping field and record | Field is the column (one fact down the sheet). Record is the row (one complete case across the sheet). Say "column field, row record" out loud once. |
| I called a sheet tab the file | A sheet is one page inside the workbook. The file is the whole saved workbook with its filename in {{code:Project_Portfolio}}. |
| I picked a name column as the key field but names can repeat | A key field must uniquely identify each record. If two rows can share the same value, it is not a key. Use Order ID, Student number, or another unique code. |
| I want to write in my own words but I keep copying the table | Remodel, do not copy. Table line: "Field — one column of related values about the same fact." Own words: "A field is one column on my sheet that is all about the same thing, like Cost (€) on my VAT sheet." |
5 - Portfolio Build ~18 mins
Independent Practice
Start with about three minutes on a real sheet. Open one named Module 3 workbook first (for example {{code:sm3_vat_calc}} or {{code:sm3_time_tracker}}). Highlight one column, one full row and one unique ID column, and leave that sheet visible beside your document while you write. If you do not have a project file yet, use the sample stock sheet below and write "sample sheet" beside any example you take from it.
Sample stock sheet (use this if you have no project file open):
| Item ID | Item | Unit cost | Qty sold | VAT rate |
|---|---|---|---|---|
| TB-01 | Tote bag | €6.50 | 40 | 23% |
| MG-02 | Mug | €4.20 | 25 | 23% |
| ST-03 | Sticker pack | €1.80 | 60 | 23% |
| NB-04 | Notebook | €2.95 | 18 | 23% |
| PN-05 | Pen | €0.90 | 75 | 23% |
Create the page
- Word Online: Go to {{code:onedrive.com}}, open {{code:Project_Portfolio/09_specialism/sm3/}}, click {{btn:New}} then {{btn:Word document}}, and rename it {{code:sm3_spreadsheet_terminology}}.
- Google Docs: Go to {{code:drive.google.com}}, open {{code:Project_Portfolio/09_specialism/sm3/}}, click {{btn:New}} then {{btn:Google Docs}}, and rename it {{code:sm3_spreadsheet_terminology}}.
Add a short heading with your project name, then six sections (one per term). Use the stems below. Write a one-sentence definition in your own words and one concrete example from the sheet you opened. Do not invent fake data.
Model (Field) — copy the pattern, not the words:
A field is one column on my sheet that is all about the same thing. On my {{code:sm3_vat_calc}} sheet the field is the Cost (€) column.
Stems (fill each blank from your own sheet):
- Character: A character is ___. On my ___ sheet I can see the character ___ in cell/column ___.
- Field: A field is ___. On my ___ sheet the field is the ___ column.
- Record: A record is ___. On my ___ sheet one record is the full row for ___.
- File: A file is ___. My example file is ___ in {{code:Project_Portfolio}}.
- Data type: Data type means ___. On my ___ sheet, ___ is stored as ___ (not as ___).
- Key field: A key field is ___. On my ___ sheet the key field is ___ because ___.
- {{code:sm3_spreadsheet_terminology}} is saved inside {{code:09_specialism/sm3/}} in your {{code:Project_Portfolio}}
- All six terms appear with a clear definition written in your own words (not copied straight from the key-concepts table)
- Each term has one example that points to a real column, row, value or file from your project sheets, or from the sample sheet labelled as such
- A reader can tell field from record and can see why your key-field example does not repeat
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