44221: Information Systems Organising Data & Presenting Information By:Ian Perry Room: C41C Tel:

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Why use Multiple Worksheets? ‘Old’ Spreadsheet Software enabled the user to build two-dimensional models of numerical data on a single worksheet. these two-dimensional models could be quite large (typically 256 columns by 8192 rows), and finding you way around could be difficult. Modern Spreadsheet software has introduced the idea of the ‘Workbook’, containing a number of ‘Worksheets’, which: enables three-dimensional numerical data models to be constructed. can ease the organisation of, and navigation around, large numerical data models.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information An Excel 2007 ‘Workbook’  16,384 Columns; ‘A’ to ‘XFD’   Rows; ‘1’ to ‘1,048,576’  3 Worksheets by default, but can easily add more.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information To add a New Worksheet Press the ‘Insert Worksheet’ tab OR ‘Shift+F11’ if you prefer to use the Keyboard

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Always ‘Rename’ your Worksheets! ‘Right-Click’ on a ‘Sheet’ Tab Select ‘Rename’ Type in the New Name

Ian PerrySlide : Information Systems: Organising Data & Presenting Information The ‘Qtr1’ Worksheet Now have 5 Worksheets Renamed as: Qtr1, Qtr2, Qtr3, Qtr4, & YearSum. Note. The other 3 Quarters have exactly same layout, but different Sales & Profit data.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Reference the Sales Total for Qtr1 Formula: =Qtr1!B8 Worksheet Reference Cell Reference

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Reference the Profit Total for Qtr1 NB. The easiest way to do this is to copy the previous formula from B4 to C4. Formula: =Qtr1!C8

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Complete the Yearly Summary Formula: =sum(B4:B7) Repeat for other 3 Quarters. } Copy for ‘Profit’

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Re-order the Worksheets ‘Click-and-Hold’ on the Worksheet you wish to move, ‘Drag’ to new position, then let go.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Charts Why use Charts? can reduce the complexity of a situation. can make it easier to depict trends. can make it easy to highlight significant data. Can be misleading! Something ‘pretty’ on screen can be pretty meaningless! Need to use the ‘correct’ Chart type; i.e. for a specific purpose.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Type & Purpose? Bar/Column Charts show values of a single continuous variable for multiple separate entities, or for one variable sampled at discreet intervals. Or for multiple continuous variables, so that bar height/length can be compared. Composite Bar Charts each bar incorporates several data series so that it is possible to see how the components contribute to the whole.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Type & Purpose? Pie Charts show the relative distribution of a single series of data among the parts that make up the whole. The number of segments should not exceed 10 - in which case a Bar Chart would be more suitable. Line Charts show how two (or more?) continuous variables are related to each other. Especially where these variables change over time.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Tips! Don’t have too much data, or data of varying scales, on the same Chart. Avoid using 3D Charts; as one data series can easily obscure another. Make full use of labels and additional text to ‘explain’ your Charts. Be careful when selecting scales - as you can easily exaggerate minor variations, or hide major ones.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Slightly modified ‘Qtrs&Sum.xls’

Ian PerrySlide : Information Systems: Organising Data & Presenting Information What Chart type should we use? Look carefully at the data and decide how they might best be represented. Yearly Sales by Quarter: a single continuous variable for multiple separate entities. i.e. a Column Chart. Sales is made up of Costs and Profit: each bar incorporating several data series so that it is possible to see how the components contribute to the whole. i.e. a Composite Bar Chart.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 1) Highlight the data. Select ‘Column’ as the Chart type. Switch to the ‘Insert’ Menu

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 2) Select Chart sub-Type.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 3) NB. The Chart that appears is OK(ish), but could better. e.g. With a more meaningful Chart Title. Without the ‘Sales’ series indicator; as there is only one series of data With X & Y Axis labels

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 4) Layout 9 Is close to what we want to achieve. BUT will require a bit more work. Selecting the ‘Quick Layout’ menu option, reveals a variety of standard chart layouts.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 5) Select the ‘Sales’ series indicator. Then ‘simply’ press the ‘Delete’ key (on your keyboard) to remove it.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Step 6) Select the Chart Title. and replace the original text with something more meaningful. Repeat the above process for the X and Y Axis Titles.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 1 – Yearly Sales (Completed)

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 2 – Profit & Costs NB. Select the first column of data, then hold down the ‘Ctrl’ key whist selecting the other two. Highlight the data. Choose ‘Column’ (with a ‘Stacked Column’ sub-type); and the rest of the Chart creation process is pretty much the same as it was for the previous chart. However; this time we don’t want to remove the series indicators, otherwise it will be difficult to see which part of each column is ‘Profit’ and which is ‘Costs’

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 2 – Profit & Costs (Completed)

Ian PerrySlide : Information Systems: Organising Data & Presenting Information This Week’s Workshop Complete this spreadsheet model, by; adding a ‘Summary’ Worksheet (with Formulae referencing the ‘Int Apps’ & ‘RAE 1’ Worksheets), adding Formulae to summarise the referenced data, and finally creating two Charts of the Summary data.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information The Completed Spreadsheet Model NB. These Lecture notes should contain examples of everything you will need in order to complete the Workshop tasks.