Putting the         Data in Data VisualizationExcel                 Access
Excel is a spreadsheet program that allows you to view, create,       modify, and visualize data. It can also help manage ...
ExcelInterface
RibbonExcel        The Ribbon displays many of the most commonly used tools. There areInterface    multiple ribbons that o...
Formula Bar                               Selected CellExcel       The Formula Bar displays the formula behind the content...
Moving and Selecting in Excel• Arrow keys move to adjacent cells• Double-click a cell to enter the formula bar and edit co...
Freezing rows or columns makes it easier tonavigate around. To freeze the top row:                 1            2         ...
The Auto Filter makes it easy to filter and sortyour data. Here’s how to turn it on:                                      ...
You can change the height of a row or thewidth of a column to see your data better.                                       ...
You can hide rows or columns to make yourdata easier to view. Hidden columns aremarked by a thicker divider bar           ...
You can change the way numbers display tomake them easier to read.                                       2                ...
Sometimes numbers are stored as text. Tooperate on these, they need to be numbers.                                        ...
How Excel handles dates and times: Excel                Days are numbered starting at Time is a fraction of a day Prepping...
Inserting a Row or Column                                                                     2             1             ...
Using Functions to Calculate Cell Values             The formula bar displays             the function you enter          ...
More on FormulasBasic mathematical operators can be used byentering a value or cell reference, the operator,and another va...
Anatomy of a Formula                                                       Colon indicates a   Parenthesis                ...
Common Formulas and Their ArgumentsSUM(Range1,Range2,…)                 Returns the sum of the valuesPRODUCT(Number1,Numbe...
Using IF Statements for Conditional Calculation  1. Enter =IF(   2. Enter the              3. Enter the               4. E...
Using Lookups to Associate New Data 1. Enter    2. Enter the             3. Enter the              4. Enter the =VLOOKUP( ...
Using Lookups to Associate New Data By default, when you propagate a formula Excel uses relative references, changing the ...
Excel    SUMIF Allows you to summarize data for different categories and help createCharts   charts
Creating a Chart                     2 1                                                    1     Tip: Hold Ctrl to select...
Formatting a Chart                                             21             You can modify any part of a        To chang...
About Pivot Tables •     Pivot tables allow you to summarize your data       quickly and flexibly •     Within the input r...
Creating a Pivot Table  2 1                                                                    3 Excel          1. Select ...
Using a Pivot Table                                                      Field List Excel          1. Drag the fields you ...
Using a Pivot Table                                                2                   1                To change how the ...
Upcoming SlideShare
Loading in …5
×

Excel presentation

1,141 views
1,044 views

Published on

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
1,141
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
60
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Excel presentation

  1. 1. Putting the Data in Data VisualizationExcel Access
  2. 2. Excel is a spreadsheet program that allows you to view, create, modify, and visualize data. It can also help manage simple databasesA typical Excel spreadsheet
  3. 3. ExcelInterface
  4. 4. RibbonExcel The Ribbon displays many of the most commonly used tools. There areInterface multiple ribbons that organize tools by category.
  5. 5. Formula Bar Selected CellExcel The Formula Bar displays the formula behind the contents of the selected cellInterface
  6. 6. Moving and Selecting in Excel• Arrow keys move to adjacent cells• Double-click a cell to enter the formula bar and edit contents • Tab to end edit and go to cell in next column • Return to end edit and go to cell in next row• Click and drag to select multiple cells• Click a row number or column letter to select the entire thing• Click the Select All Arrow to select all cells in the worksheet Select All Arrow• Ctrl + Arrow goes to the end of a range• Shift + Arrow selects adjacent cells• Ctrl + Shift + Arrow selects range• Ctrl + Scroll to zoom in and outExcelInterface
  7. 7. Freezing rows or columns makes it easier tonavigate around. To freeze the top row: 1 2 3 Excel 1. Click on the View ribbon 2. Click on Freeze Panes 3. Click Freeze Top Row Prepping a dataset
  8. 8. The Auto Filter makes it easy to filter and sortyour data. Here’s how to turn it on: 21 3 Excel 1. Click on the 2. Click on 3. Click Filter Prepping a dataset Home ribbon Sort & Filter
  9. 9. You can change the height of a row or thewidth of a column to see your data better. 1 Click on the divider bar and drag to resize Excel Selecting multiple columns or Double-clicking the divider bar Prepping a dataset rows modifies them all at once auto-sizes to the largest value
  10. 10. You can hide rows or columns to make yourdata easier to view. Hidden columns aremarked by a thicker divider bar 1 2 Excel 1. Select one or 2. Right-click in the Prepping a dataset more columns selection and click Hide
  11. 11. You can change the way numbers display tomake them easier to read. 2 1 3 Excel 1. Select the cells, 2. Click in the bottom- 3. Edit the number Prepping a dataset row, or column right corner of the format or display number options
  12. 12. Sometimes numbers are stored as text. Tooperate on these, they need to be numbers. 1 2 3 Excel 1. Select cell(s) 2. Click on the 3. Click Convert to Prepping a dataset with a left- exclamation mark Number justified number
  13. 13. How Excel handles dates and times: Excel Days are numbered starting at Time is a fraction of a day Prepping a dataset January 1, 1900 (Today is day (Midnight = 0, Noon = 0.5, etc.) 40975)
  14. 14. Inserting a Row or Column 2 1 1 2 Tip: If you Select multiple rows/columns, Excel will insert an equal number of rows/columns Excel 1. Select the row/column 2.Right-click and select Insert Functions before which you want to or click Insert in the Ribbon insert new rows/columns
  15. 15. Using Functions to Calculate Cell Values The formula bar displays the function you enter 1 2 Excel color-codes your cell references for easy auditing 1. Type = in 2. Click on cell BD2 to 3. Type / and click Excel Cell BG2 “refer” Excel to the on cell AG2 Functions value in it
  16. 16. More on FormulasBasic mathematical operators can be used byentering a value or cell reference, the operator,and another value or cell reference. + Add - Subtract * Multiply / Divide ^ Exponent () Order of Operations Excel Functions
  17. 17. Anatomy of a Formula Colon indicates a Parenthesis range – all cells denotes end Parenthesis denotes between A2 and A7 of a function start of a function =SUMPRODUCT(A2:A7,B2:B7) Ranges or numbers separated by commasA function tells excel to perform Comma denotes are argumentsa specific set of operations on the next argumentthe cells you refer it to When you enter a function, a box appears below the cell telling you the arguments Excel expects Excel Functions
  18. 18. Common Formulas and Their ArgumentsSUM(Range1,Range2,…) Returns the sum of the valuesPRODUCT(Number1,Number2,…) Returns the product of the values Multiplies each value in range 1 by theSUMPRODUCT(Range1,Range2,…) corresponding value in range 2, then sums theseAVERAGE(Range1,Range2,…) Returns the average of a set of valuesMAX(Number1,Number2,…) Returns the maximum value of a setMIN(Number1,Number2,…) Returns the minimum value of a setCOUNT(Range1,Range2,…) Counts the number of items in a range Returns the sum of the values in the “sum range”SUMIF(Range,Criteria,[Sum_Range]) whose associated cell in the “range” is equal to the “criteria” Counts the number of items in a range equal to theCOUNTIF(Range,Criteria) “criteria”Tip: You can browse all of Excel’s functions, their output, and theirarguments by clicking the fx next to the formula barExcelFunctions
  19. 19. Using IF Statements for Conditional Calculation 1. Enter =IF( 2. Enter the 3. Enter the 4. Enter the condition you’d value or value or like to test calculation if calculation if (e.g. B2=0) the condition is the condition is true false (e.g. “”) ** (e.g. A2/B2) ** Note: “” is the symbol for a null (blank) cell Excel To propagate a formula to all rows, select the cell with the formula, & double Functions click the black handle in the bottom right corner of the cell
  20. 20. Using Lookups to Associate New Data 1. Enter 2. Enter the 3. Enter the 4. Enter the =VLOOKUP( value or cell range from index number you will use to which you will of the column look up the look up that contains data (e.g. D1:F6) ** the data you (e.g. B2) want Excel Excel only looks for the value you specify from the first column of the Functions “table_array”, so make sure your lookup range is arranged accordingly
  21. 21. Using Lookups to Associate New Data By default, when you propagate a formula Excel uses relative references, changing the input cells each time. For lookups, you usually want to be looking up from the same range, so these can be converted to absolute references, which are denoted by a $ before the column and row labels Convert to absolute cell references for “table_array” inserting a $ before Excel the column and row of the reference. This can be done by selecting the Functions reference and hitting F4 once (⌘+T on a mac).
  22. 22. Excel SUMIF Allows you to summarize data for different categories and help createCharts charts
  23. 23. Creating a Chart 2 1 1 Tip: Hold Ctrl to select multiple columns at once if they’re not adjacent Excel 1. Select the columns you want 2. Select the Insert ribbon and Charts as categories and as values click the type of chart you want
  24. 24. Formatting a Chart 21 You can modify any part of a To change the values displayed on an axis: Excel chart by selecting that part, 1. Select and double-click the axis Charts then double-clicking it 2. Under Axis Options, enter the values you want
  25. 25. About Pivot Tables • Pivot tables allow you to summarize your data quickly and flexibly • Within the input range, all cells in the same row is considered to be associated with each other, and each column is assumed to contain a different piece of information • Pivot tables then allow you to use columns as categories and others as values to create summary tables of your data Excel Pivot Tables
  26. 26. Creating a Pivot Table 2 1 3 Excel 1. Select the data you want 2. Select the Insert 3. Select New Pivot Tables to use in the table, including Ribbon and click Worksheet the column headers PivotTable
  27. 27. Using a Pivot Table Field List Excel 1. Drag the fields you want to use 2. Drag the information you Pivot Tables for rows and columns from the field want to populate the table to list to the label boxes the values box
  28. 28. Using a Pivot Table 2 1 To change how the 1. Click on the arrow next to the 2. Select how you want Excel values are displayed: field in the Values Box and your data to display Pivot Tables select “Value Field Settings…”

×