Excel can help you crunch numbers with just a few clicks of the mouse… but I’m not talking about basic formulas, like adding and subtracting. Oh, no! This is serious business and with the help of this presentation, you will know how to manage your data, organize it, and dissect it piece by piece. Once you apply those skills into your routine work, you’ll be spending less time staring at the computer monitor and more time working on those other important things on your to-do list.
I was expecting two types of groups to attend my session: (1) support staff that handle a lot of the everyday activities in an office, such as budgeting and inventory tracking; and (2) graduate students that are either currently involved or will be involved in data mining. We’ll work our way from the bottom-up. There might be some topics that you will already be familiar with but bear with me as we progress through the presentation. Disclaimer: Any figures that you will see in this presentation are completely fictitious; they are made up.
We will start with something basic. How many of you have started entering data into excel and then realized that your row headers should have been column headers and vise versa? Well the transpose button is an easy solution for that
A way to take a long string of information into usable dataYou can separate each segment and then merge only those that are needed
Useful when you have data in separate spreadsheets with at least one unique identifier in common and you want to combine certain elements together to create one complete dataset.
Show how to group dates
1. EXCEL SOLUTIONS FOR Student Af fairs Day THE EVERYDAY TASKS Fe b r u ar y 0 9 , 2 01 2
2. EXCELYouTube video courtesy of Happosai323 (www.youtube.com/watch?v=eyQtlW7hPZM)
3. “STUFF” PEOPLE SAY ABOUT EXCEL Myth: Excel is only useful for summing numbers and entering lists of items for record keeping Myth: Excel does not have enough structure to be used for data entry when there are multiple users and they all enter dif ferent variations of the same information Myth: I have too much data to analyze
4. “STUFF” PEOPLE SAY ABOUT EXCEL Myth: Excel is only useful for summing numbers and entering lists of items for record keeping Fact: Excel has the capability of expediting tedious functions Myth: Excel does not have enough structure to be used for data entry when there are multiple users and they all enter dif ferent variations of the same information Fact: Excel offers several data validation rules that will encourage consistency Myth: I have too much data to analyze Fact: The more data the better!
7. AGENDA Aligning and Formatting Data Transpose Text to Column Gathering Supplemental Data Vertical lookup (or VLOOKUP) Visualizing Data Sparklines PivotTables PivotCharts Other Time-Saving Functions Practice, Practice, Practice!
8. TRANSPOSE What it does: Changes the orientation of the cell content Why it is useful: Eliminates the need to retype everything!
9. TEXT TO COLUMN What it does: Separates the contents of one cell into one or more cells Why it is useful: The source of your data is a CSV (or coma delimited) file and you need to manipulate certain fields to conform with data reporting specifications.
10. VLOOKUP What it does: Merges data sets that have at least one unique variable in common Why it is useful: You will have one copy with all data elements in one spreadsheet.
11. SPARKLINES What it does: Inserts miniature line or column lines into a single cell Why is it useful: Makes your spreadsheet look sparkly neat!
12. PivotTables What it does: Consolidates, summarizes, and calculates data fields Why it is useful: Forget the calculator; let PivotTables do the work for you
13. PivotCharts What it does: Same as PivotTables except that the data is transformed into a graphic chart Why it is useful: Charts are created instantly
14. OTHER TIME-SAVING FUNCTIONS Data Validation Rules Conditional Formatting Filters “Format as Table” Freeze Pane View Side by Side Smart Art Screenshots
15. PRACTICE MAKES PERFECT
16. RESOURCES Lynda.com Migrating from Excel 2003 to Excel 2010 Managing and Analyzing Data in Excel Advanced Formulas and Functions Shortcuts Microsoft website: http://office.microsoft.com/en-us/excel-help/excel- shortcut-and-function-keys-HP010073848.aspx?pid=CH100947761033