# Using Excel To help with data. Excel is a spreadsheet program that can interface with Word, or PowerPoint A spreadsheet program has cells (little blocks)

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Using Excel To help with data

Excel is a spreadsheet program that can interface with Word, or PowerPoint A spreadsheet program has cells (little blocks) that we can put information and then relate the cells to each other.

We can add text, numbers, or calculations To open Excel, click on the X in the menu bar

Notice across the top are letters, and along the left side are numbers Each cell has its own address such as C14

Let’s start by typing “Distribution of Hair Color by Class” in B4 Create a table as shown

Click and hold the mouse on cell B5 and drag it to E9. There should be a block surrounding B5-E9

Click on Outline and Inside to place borders around the cells

It may be important to know how many students there were total. –Click on E10 and type “=SUM(“ –You can now drag a box around all the cells you want to add up. Drag from C6 to E9

–Type “)” to close the parentheses –Press the Enter key Total students should show as 82

Let’s average each type of hair color –Click on F6 and type “=AVERAGE(“ and drag a box from C6 to E6 –Type “)” to close the parentheses –Press the Enter key

Pretty Cool huh?

Instead of typing that for each hair color, let’s copy the formula. The program will automatically adjust for the other rows. –Click in F6 –Click “Edit” from the menu at the top –Click “Copy”

–Drag a box around the empty cells F7 to F9 –Click “Edit” then “Paste”

Make a column that totals each of the hair types from G6 to G9 This is discrete data that requires what kind of chart? –That’s right, a bar chart –In Excel, they call it a column chart

Highlight G6-G9 Click “Charts” In the ovals, choose “Column” by clicking on it Choose the “Clustered Column” which is the first choice of pictures of the charts

OK, you should have a chart now, but we need to clean it up.

Click on the graph Click on Format Click on “Chart Title” and “Title Above Chart” Type “Hair Color

Click on “Axis Titles” and choose “Horizontal (Category) Axis Click on “Title Below Axis” Type “Hair Color”

Click on “Axis Titles” and choose “Vertical Axis Title” Click on “Rotated Title” Type “Count”

Right Click on the numbers that are on the X-axis to bring up a pop-up menu (or hold Control and click the numbers) Choose “Select Data …”

Click the icon (square) at the bottom, right labeled “Category (X) axis labels:”

Click on “Black” in the worksheet Click and drag B6 to B9 A box should be drawn around the various hair colors Press “Enter” Click “OK”

We can manipulate the data now and the chart will change accordingly Highlight from B6 to G9 Click “Data” from the top menu Click “Sort” Sort by “Column G” and click “Descending” Look what happened to the graph

Let’s copy the graph into a Word document Click on the “W” for Word in the menu at the bottom of the screen When Word opens up, move the window to the right until you can see the Excel sheet a little bit

Type “Distribution of Hair Color by Class” at the top of the Word document Press the enter key

Click on any part of the Excel spreadsheet to view it. Click on the graph once so it is enclosed by a box Click “Edit” then “Copy”

Click on the Word document and click “Edit” then “Paste” You now have the graph in Word.

How Awesome is that?!

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