EXCEL WORKSHOP EXCEL FUNDAMENTALS SURESH NAIR, Ph.D. Associate Dean for Graduate Programs Professor and Ackerman Scholar, Operations and Info Management School of Business University of Connecticut, Storrs, USA

Preliminaries 2  Go to the Workshop website and download the file First Spreadsheet   Basic skills  Entering serial numbers Write 1 and 2, choose both cells, leave cursor Notice the black square at right bottom of selection. This is the Handle Hover on top of the handle and the cursor become a + Hold down left button and pull down to the extent needed Prof. Suresh Nair, University of Connecticut

Preliminaries (contd.) 3  Freezing panes  Used for large spreadsheets to freeze header rows and columns  Place cursor on E6  Go to \View and choose Freeze Panes  Filter  Used to filter (show) all rows with the same data in a column  Place cursor on D5 and go \Home\Sort&Filter\Filter  Note the pull down menu indicators for each column  Under Teams, filter for team 1, and copy all HW grades for all members. Do the same for other teams.  Remove filter indicators \Home\Sort&Filter\Filter  Insert/delete columns  Choose column or row Header  Click \Home\Insert or \Home\Delete  Insert a column at Column I. Call this HW Total

Entering formulas 4  Always start an equation with an = (equal sign)  Simple formulas  In row 31, calculate the average for HW, Ex1 and Ex2 scores for the class. =average([select data cells])  In column I, find HW total. In I6 =sum([select data cells E6..H6]) Or, use the icon   on top  Copying formula down column  Select I6. Hover on handle (bottom right of cell) and double click  This is an extremely useful feature for large spreadsheets Prof. Suresh Nair, University of Connecticut

Entering formulas 5  Simple formulas (contd.)  In column L, calculate the HW score out of 20. In L6 =[point to I6]*20/400 Copy formula down column using handle  In column M, calculate the Total Score. In M6 =0.4*J6+0.4*K6+0.2*L6 Or, =sumproduct($J$4..$L$4,J6..L6) – Notice $ (more on this later) Copy formula down column using handle Prof. Suresh Nair, University of Connecticut

Sorting 6  Sorting files  Select all data except bottom totals. Include headers  Sort the file down (descending) on column M Total score Go \Home\Sort&Filter\Custom Sort Under Sort By choose Total Under Order, choose Largest to smallest Click OK  Now that the file is sorted in descending order, assign letter grades in column N (manually) PASTE SPECIAL - VALUES  At times you want to get rid of the formula in a cell and only leave the value in place (e.g., in simulations).  [select cells] CTRL-C to copy  \Home\Paste\Paste Values (2007)  Right click and choose 123 (2010)

VLOOKUP Prof. Suresh Nair, University of Connecticut 7  We can assign grades without sorting by using VLOOKUP  On the right of the spreadsheet create a small table. Suppose the address of the numbers in the table (do not include header) is T5..U15  In cell N6  =vlookup(M6,$T$5..$U$15,2)  The way to read this formula is  M6 is the number to be converted to grade  $T$5..$U$15 is the conversion table address  2 is the column from the table to return here when there is a match.  Copy formula down column using handle

Summarizing Data  If you cannot recall a function, use the fx button on the formula bar  Measures of Central Tendency  Arithmetic mean =average(a1.a5)  Median (the central value) =median(a1.a5)  Mode (the most frequently occurring value) =mode(a1.a5)  Measures of Variation  Range (the difference between the max and min value) =range(a1.a5)  Standard deviation =stdev(a1.a5) 8 Prof. Suresh Nair, University of Connecticut

Other Useful Functions to Summarize Data  Sum  =sum(a1.a5)  Sumif  =sumif(a1.a5,”<25”,b1.b5). Check for condition in a1.a5, and if true sum corresponding values in b1.b5 (Optional).  Count and Countif. Counts occurrences.  =count(a1.a5) or =countif(a1.a5,”<25”,b1.b5).  Min or Max  =min(a1.a5) or =max(a1.a5)  Quick Summaries for Numeric Data  Select Numeric data cells  At bottom frame of Excel find the summary data such as Average, Count, Max, Min, Sum, etc. 9

Presenting Data - Pie Charts and Line Charts  Example: We illustrate the drawing of Pie charts and 2 Axis charts using data in Auto_sml.xls. Select the data (including headers), go to the \Insert\Pie icon and choose the Pie Chart. Next choose Line.  Add chart title and axis titles by choosing Layout under Chart Tools – do this for Vertical Axis (call it “Specs”), and Horizontal Axis (call it “Weight, lbs.”). Title the chart “Car Weight vs. Specs.” 10

2 Axis Charts  The chart will look better as a 2-axis chart, since one the series has values much smaller than the others. Choose the chart. Under Chart Tools, choose Format, and under Current Selection drop down, choose Rleg Room. Then choose Format Selection and click radio button for Secondary axis. 11

XY Charts and Bubble Charts 12  None of the previous charts are scaled on the X axis. They simply consider the X values to be categories. Therefore 2,5, 23 and 107 will be equi-spaced on the x axis, as if they were colors or brands. If you need to show scaled values, you need to use Scatter charts  If you need to show 2 y-axis values to scale you may use the Bubble chart. (The custom 2-axis chart’s x-axis is categories and not to scale)  The left most column chosen is shown on the X-axis, the second column is the Y axis and the third column is the bubble size  I have found Scatter charts to be the most important type of chart in Excel

Elements of Charting Style  First let Chart Wizard do its thing.  Then pretty it up  Remove background gray. It does not print well. Right click on background, Format Plot Area. On right panel say None.  Fix scale. Double click on scale to fix. Choose Scale tab. Change Min and Max  Get rid of grid line. Click on any grid line. Delete.  Fix markers and lines. Click on line drawn, then right click, choose Format Data Series, and then choose different weight and style for different lines (colors do not print well). On the right panel choose markers on some of the lines which may have same weight and style. 13

EXCEL WORKSHOP EXCEL ADVANCED SURESH NAIR, Ph.D. Associate Dean for Graduate Programs Professor and Ackerman Scholar, Operations and Info Management School of Business University of Connecticut, Storrs, USA

Anchoring  This is the most important aspect of Excel  Get used to anchoring cell references  If in cell B2 you say =A1, this is a relative reference. You are simply meaning the stuff one row above and one column to the left  If in cell B2 you say =$A1, this is an absolute reference to column A, but relative reference to one row above. That is, if you copy this formula to B3, it will show up as =$A2  If in cell B2 you say =A$1, this is an relative reference to the column of the left, but absolute reference to row A. That is, if you copy this formula to C2, it will show up as =B$1  If in cell B2 you say =$A$1, this is an absolute reference to column A and row 1. That is, if you copy this formula to B3, it will still show up as =$A$1 15 Prof. Suresh Nair, University of Connecticut

Formulas and Anchoring (contd.)  Download file Anchoring.xls from the website  After doing the exercises on the second tab of the spreadsheet, you should be able to enter a formula in one cell and copy it to all other cells to obtain a table as shown below: 16 Prof. Suresh Nair, University of Connecticut

Importing Text Data  Use the Text Import wizard  Example: The file Mutual.txt has information on Mutual funds and is delimited by comma. First save this file to disk.  From any Excel document, \Office\Open and select this file (under Files of Type, choose Text Files). The Text Import Wizard screen comes up. Choose Delimited.  On the next screen take off the check against Tab and put a check against Comma. Click Finish.  Save file as an Excel Worksheet, Mutual.xls  The file Auto.txt has information on automobiles and is delimited by the character |  Do exactly as above, but on the second screen choose Other and put a | in the box. Save as Auto.xls 17 Prof. Suresh Nair, University of Connecticut

Histograms  Let’s draw a histogram on car widths from file Auto.xls  \Data\Data Analysis\Histogram and leave Bin Range blank. Put a check against Chart Output  After you see the output, go back to Histogram menu and enter the Bin Range (incl header) for better display. Start at 60 and increase by 2.5 for each bin. 18

Filtering  Choose \Home\Sort and Filter\Filter  Hides unimportant rows  Can specify multiple column filters, and custom filters 19

Conditional Formatting  Similar to filtering, but simply highlights important cells, does not hide the other cells.  Choose \Home\Conditional Formatting  There are many options available 20

Pivot Tables (Important)  This is an extremely useful way to examining whether there is any relationship or pattern between two or more variables.  Use the Pivot Table wizard in Excel Select the data including the headings Choose \Insert\Pivot Table, then OK Select the Filter, Column and Row variables, and the body of the matrix (S value) by dragging 21

Pivot Tables (contd.)  Group the data for the row or column, if necessary (right click on any row value (say) > Group). Enter start, end and interval size 22 Prof. Suresh Nair, University of Connecticut

Pivot Tables (contd.)  Change the way to summarize data as needed (count, sum, etc.) and change the format of the numbers as needed. Right click on top left cell, choose Summarize Data By…More Options…second tab Show Values As. Say % of row. Choose Number Format (Custom, #.## for zero suppression) as needed. 23

Questions? 24