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# Excelling with Excel: Advanced Excel Functions for Collection Analysis

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Denise Pan (speaker), Gabrielle Weirsma (speaker)

Denise Pan (speaker), Gabrielle Weirsma (speaker)

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• 1. Excelling with Excel Advanced Excel Functions for Collection Analysis Charleston Conference 2013 Denise Pan University of Colorado Denver Denise.Pan@UCDenver.edu Gabrielle Wiersma University of Colorado Boulder Gabrielle.Wiersma@Colorado.edu
• 2. Journal Cancellation Project  Goal: identify journal titles for cancellation from one publisher package  Objective: Cancel \$7,000 or 8%  How:    based on cost per use usage trends impact factor and faculty input University of Colorado Boulder | Denver  Data sources: ILS data including subscription costs (.txt) COUNTER usage reports (.xls) Journal Citation Reports (.txt) Faculty feedback; rank journals in order of importance to teaching/research     Charleston Conference | Excelling with Excel 2 November 6th, 2013
• 3. Importing Data  Text  Import Wizard Data  Get External Data  From Text  Delimited  Fixed width  File Origin  Import ILS sample data and SAVE University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 3 November 6th, 2013
• 4. Data  From Text University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 4 November 6th, 2013
• 5. Delimiter: What separates your data into columns University of Colorado Boulder | Denver File Origin: How is your data encoded? Charleston Conference | Excelling with Excel 5 November 6th, 2013
• 6. Text Import Wizard–Step 1 of 3 University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 6 November 6th, 2013
• 7. Text Import Wizard–Step 2 of 3 University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 7 November 6th, 2013
• 8. Text Import Wizard–Step 3 of 3 University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 8 November 6th, 2013
• 9. Create a Copy University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 9 November 6th, 2013
• 10. Formatting Data  Convert  data to a table: Insert  Table (select data)  Format as Table  Freezes first row  Creates filters  Automatically fills in formulas University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 10 November 6th, 2013
• 11. Insert  Table (Ctrl +T) University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 11 November 6th, 2013
• 12. Highlight and Remove Duplicates University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 12 November 6th, 2013
• 13. Table Tools  Add Total Row (Ctrl + Shift + T) University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 13 November 6th, 2013
• 14. Average, Count, Max, Min, Sum, and More Functions University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 14 November 6th, 2013
• 15. Connecting Data with VLOOKUP     lookup_value is the unique identifier or key that is in both spreadsheets (ISSN, record #, title) Table_Array tells Excel where to look for the data Col_Index_Number tells Excel which column to you want to pull data from and display in your spreadsheet Range lookup   TRUE approximate match (this is useful for titles or other fields that might have slight variation) FALSE exact match (this is useful if you only want an exact match and works well if you are using a numerical match point like ISSN) University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 15 November 6th, 2013
• 16. Add Usage Statistics with VLOOKUP University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 16 November 6th, 2013
• 17. Analyzing the Data  Calculate cost per use  Error messages: #DIV/0!, #N/A, #NAME?, #NULL!, #NUM!, #REF!, and #VALUE! University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 17 November 6th, 2013
• 18. Calculate Cost Per Use University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 18 November 6th, 2013
• 19. IFERROR University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 19 November 6th, 2013
• 20. Conditional Formatting    Insert data bars to visually represent the cost of each journal Insert icon sets to represent variation in cost per use Highlight Top 5% to identify journals for cancellation University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 20 November 6th, 2013
• 21. Pivot Tables & PivotCharts Workshop Scenario: Usage Trends PivotTables can answer questions such as  What is the total usage for all journals by year?  What is the use for each journal title by year? Journal (JR1): Successful  Which journal titles were not used ? Full-Text Article Requests  Which journal titles were used the most? University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 21 November 6th, 2013
• 22. PivotTables What is the total usage for all journals by year?… Summary by Year PivotTable Shows how PivotTables: • Subtotal and summarize data by categories and subcategories. • Expand and collapse levels of data to focus your results • Drill down to details from the summary data. Click on to expand list and see journal titles University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 22 November 6th, 2013
• 23. Before building PivotTables… Create an All Data Worksheet Multiple years of usage data in one worksheet Suggestions for success • Keep a copy of original source data in workbook • Differentiate data by adding ‘Year’ column • Don’t copy ‘Total for all journals’ row – inflates usage • Name each column in row 1 (create header) • Mind your column headings (carefully copy & paste) University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 23 November 6th, 2013
• 24. Try later at home Create Worksheet |All Usage 1. 2. In the “4_At-Home”folder, open the All_Data_try.xls Create an “All Usage” worksheet a) b) c) d) 3. Copy header row & add year column to end Copy & paste monthly usage for each title. Note: do not copy “Total for all journals” row. Add the year, repeat until completed Add zero for N/A months (July-Dec 2013), and shift values YTD Total, YTD HTML, YTD PDF Compare your results to All_Data_FNL.xls University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 24 November 6th, 2013
• 25. Creating PivotTables 1. 2. 3. Select all Insert PivotTable Create new worksheet (Default) University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 25 November 6th, 2013
• 26. What is the total usage for all journals by year?… Summary by year Rename worksheet as “Summary by year” Drag and drop fields to 4. 5. • • • 6. Report Filter: YTD Total Row Labels: Year & Title Values: Title, YTD Total, YTD HTML, YTD PDF Change Value Field Settings to Sum for for YTD Total, YTD HTML, YTD PDF University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 26 November 6th, 2013
• 27. What is the use for each journal title by year?... Use by title PivotTable Create a copy of “Summary by year” worksheet 2. Change name to “Use by title” 3. Move Year down and Title up in Row Labels 1. University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 27 November 6th, 2013
• 28. Which journal titles were not used ? Zero use titles PivotTable 1. 2. 3. Create a copy of “Use by title” worksheet Change name to “Zero use titles” Change the “YTD Total” report filter from (All) to 0 University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 28 November 6th, 2013
• 29. Which journal titles were used the most?...Top 10 titles PivotTable Create a copy of “Zero use titles” worksheet 2. Change name to “Top 10 titles” 3. Change the “YTD Total” report filter to all except 0 and (blank) 1. University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 29 November 6th, 2013
• 30. Which journal titles were used the most?...Top 10 titles PivotTable Create a copy of “Zero use titles” worksheet 2. Change name to “Top 10 titles” 3. Change the “YTD Total” report filter to all except 0 and (blank) 4. Select Row Labels “Value Filters” 1. University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 30 November 6th, 2013
• 31. Which journal titles were used the most?...Top 10 titles PivotTable Create a copy of “Zero use titles” worksheet 2. Change name to “Top 10 titles” 3. Change the “YTD Total” report filter to all except 0 4. Select Row Labels “Value Filters” 5. Select Top 10… 6. Filter by Sum YTD Total 1. University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 31 November 6th, 2013
• 32. PivotTable to PivotChart Summary by Year 1. 2. 3. University of Colorado Boulder | Denver Click the PivotTable to display the PivotTable Tools, and the Options tab. Click PivotChart. In the Insert Chart dialog box, click the Column chart type and click OK. Charleston Conference | Excelling with Excel 32 November 6th, 2013
• 33. Creating PivotChart Summary by year Using the “All Usage” worksheet 2. Select all 3. Insert PivotChart 4. Create new worksheet (Default) 1. University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 33 November 6th, 2013
• 34. Creating PivotChart Summary by year Rename worksheet as “Summary by year chart” 6. Drag and drop fields to 5. • • • 7. Report Filter: YTD Total Row Labels: Year Values: YTD Total, YTD HTML, YTD PDF Change Value Field Settings to Sum for for YTD Total, YTD HTML, YTD PDF University of Colorado Boulder | Denver Charleston Conference | Excelling with Excel 34 November 6th, 2013