1. Putting the
Data
in Data Visualization
Excel Access

2. Excel is a spreadsheet program that allows you to view, create,
modify, and visualize data. It can also help manage simple
databases
A typical Excel spreadsheet

3. Excel
Interface

4. Ribbon
Excel The Ribbon displays many of the most commonly used tools. There are
Interface multiple ribbons that organize tools by category.

5. Formula Bar
Selected Cell
Excel The Formula Bar displays the formula behind the contents of the selected cell
Interface

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 out
Excel
Interface

7. Freezing rows or columns makes it easier to
navigate 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. The Auto Filter makes it easy to filter and sort
your data. Here’s how to turn it on:
2
1
3
Excel 1. Click on the 2. Click on 3. Click Filter
Prepping a dataset Home ribbon Sort & Filter

9. You can change the height of a row or the
width 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. You can hide rows or columns to make your
data easier to view. Hidden columns are
marked 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. You can change the way numbers display to
make 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. Sometimes numbers are stored as text. To
operate 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. 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. 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. 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. More on Formulas
Basic mathematical operators can be used by
entering a value or cell reference, the operator,
and another value or cell reference.
+ Add
- Subtract
* Multiply
/ Divide
^ Exponent
() Order of Operations
Excel
Functions

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 commas
A function tells excel to perform Comma denotes
are arguments
a specific set of operations on the next argument
the 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. Common Formulas and Their Arguments
SUM(Range1,Range2,…) Returns the sum of the values
PRODUCT(Number1,Number2,…) Returns the product of the values
Multiplies each value in range 1 by the
SUMPRODUCT(Range1,Range2,…)
corresponding value in range 2, then sums these
AVERAGE(Range1,Range2,…) Returns the average of a set of values
MAX(Number1,Number2,…) Returns the maximum value of a set
MIN(Number1,Number2,…) Returns the minimum value of a set
COUNT(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 the
COUNTIF(Range,Criteria)
“criteria”
Tip: You can browse all of Excel’s functions, their output, and their
arguments by clicking the fx next to the formula bar
Excel
Functions

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. 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. 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. Excel SUMIF Allows you to summarize data for different categories and help create
Charts charts

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. Formatting a Chart
2
1
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. 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. 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. 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. 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…”