Covers all that we did with formula, functions, pivot tables, tables and charts

1. V261 Technology in Public Affairs
Pivot tables, Tables and Charts
INDIANA UNIVERSITY BLOOMINGTON
School of Public and Environmental Affairs

2. First, a quick review
INTRO REVIEW

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• Create formulas using correct order of operations,
absolute addresses and named ranges
• Use common functions like SUM, COUNT,
COUNTA, MAX, MIN, MEDIAN and conditional
functions like IF, SUMIF, COUNTIF
• Use the VLOOKUP function
You should know how to
Introductions

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• Autofill to copy a series or copy and paste
• Ctrl-Down Arrow to move to end of data in column
• Ctrl-Shift-Down Arrow to select cells to that end
• Same idea for Right Arrow, Left Arrow etc.
• Ctrl-Shift-End selects everything from current cell
to bottom most cell of data
• Ctrl-Home always takes you to cell A1
You should know these keyboard shortcuts
Introductions

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• When you start typing a function, you get a hint
This reminds you of the syntax for the function
• Naming cells and ranges helps you create much
more readable formulas.
Additional tips and shortcuts to know
Introductions

6. Pivot Tables
SECTION II

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Best for grouping large data sets.
Example: spreadsheet listing all public libraries in US
Pivot Tables
Introductions

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Use pivot table to count how many libraries per state
Pivot Tables

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Key is to know how you want to
Arrange the listing (by col or by row)
Pivot Tables

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Once you have created your initial view,
Pivot Tables

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You can sort and chart the data
Pivot Tables

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With the data grouped by state, you can join it with
other data sets:
• By state size, calculate #libraries per square mile
• By population, calculate #libraries per person
• By government funding, calculate #libraries / dollar
• By state literacy rate, calculate relationship
between the #libraries in a state and its literacy
Pivot Tables for Data Analysis

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Sometimes you want to see calculations at
intersection of 2 data points
One value for row heading, other for column heading
Pivot Tables with more Data Points

14. Tables
SECTION III

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Allow you to easily filter large data sets
Example from library data set: show all of the Branch
Libraries in Monroe County, Indiana
Tables

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Use total rows in tables to sum your filtered data
Note that SUM, COUNT and COUNTA ignore filters!
Tables

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Many more filtering options than drop-down checkbox
Tables

18. Charts
SECTION IV

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• Line – to show trends over time
• Pie – to show percentages of the whole
• Column or Bar – to compare total values
• Scatter (also called XY) – to show relationships
between two independent sets of data
• The key is to know which chart you need, and what
data to select to create your chart!
Charts
Introductions

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Select the data and labels, then plot!
Line Charts
Introductions

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What chart is selected, add elements, style and filters
Making Charts Look Nice
Introductions

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Additional design options available under Chart Tools
in the ribbon when the chart is selected
Making Charts Look Nice
Introductions

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Bar and Columns Charts – select & plot
Introductions

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Work with summary totals.
You may need to use SUM or Pivot Tables to create
the summary totals first.
Pie Charts
Introductions

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https://chartio.com/learn/dashboards-and-charts/what-is-a-scatter-plot/
Scatter Charts
Introductions
A scatter plot is a two-dimensional data visualization that uses dots to represent the values obtained for two
different variables - one plotted along the x-axis and the other plotted along the y-axis. For example this
scatter plot shows the height and weight of a fictitious set of children.
Each dot represents one child with his or her height measured along the x-axis and weight measured along
the y-axis.

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You select sets of numbers, not labels, to plot with
each other. One makes the X-axis, one makes Y
Layout 9 (in ribbon) adds trendline and R2 value
R2 closer to 1, more
predictable relationship
Scatter Charts
Introductions

27. Conclusion
SECTION V

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• Pivot tables
• Tables
• Line charts
• Bar and column charts
• Pie charts
• Scatter charts
• Choose the right tool for the job!
Make sure you know when, why and how to use
Introductions

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• To make them all look the best
• It’s easy to choose different layouts for your charts
• It’s easy to pivot the view of your pivot table if you
are not happy with your initial layout
And play with the formatting and design
Introductions