1. Spreadsheets and Non- Spatial Databases Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel

2. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s2 Advanced Microsoft Excel  Beyond the Basics  Copying and Pasting Formulas  Absolute Cell Addresses  Trendlines  Statistical Analysis  Pivot Tables and Charts  Helpful Hints  File Conversions

3. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s3 Advanced Microsoft Excel  Copying and Pasting Formulas  When entering the same formula multiple times use:  Autofill  Drag the fill handle (black box at the bottom of highlighted cells) over the cells to be filled  Fill right  Highlight cells to be filled  Ctrl + r  Fill down  Highlight cells to be filled  Ctrl + d Fill Handle

4. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s4 Advanced Microsoft Excel  Paste Special  When copying a formula choose to paste only the:  Formula  Value  Format  Etc.  For example: if copying a formula to a new table or spreadsheet and only the value of the formula is to be displayed choose paste special and highlight values.

5. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s5 Advanced Microsoft Excel  Absolute Cell Addresses  When copying formulas Excel shifts the reference cell to a relative reference in the next column or row.  Example: when using the fill right command the relative reference shifts one column to the right.  If the formula is to refer back to the same cell each time it must use an absolute cell address. Relative reference

6. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s6 Advanced Microsoft Excel  °C to °F conversion:  Formula F=C*1.8+32  Cell B15 contains 1.8 and Cell B16 contains 32. In order to refer to these as an absolute reference they must be written in the formula as $B$15 and $B$16. In this manner when copying and pasting or filling the formula it will always refer to these two cells.  Shortcut: F4 will toggle between relative and absolute references

7. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s7 Advanced Microsoft Excel  Trendlines  Independent (Depth) vs. Dependent variable (pH)  Graph data using the XY (Scatter) Chart type.  Once graph is finished go to the chart menu and select add trendline.  Right click on trendline to format  Display the R 2, equation, etc.  This trendline shows that pH is negatively correlated with depth. This means that as depth increases pH decreases or vice versa. Trendline

8. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s8  Statistical Analysis  Most Excel packages do not have the capability to perform advanced statistical analysis without an add-in.  Under the tools menu select add-ins.  Select the Analysis Tool Pack and Analysis Tool Pack (VBA).  It may be necessary to insert the Microsoft Office installation CD. Advanced Microsoft Excel

9. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s9 Advanced Microsoft Excel  To perform a a statistical test  Under the Tools Menu select Data Analysis.  Choose which statistical operation to perform.  For Example: If a trendline is not sufficient.  Select the regression option.  Input Y range and X range.  Click OK.  Summary Output will display in a new worksheet.  Note: the R 2 here is the same as that displayed on the trendline graph. R2R2

10. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s10 Advanced Microsoft Excel  Pivot Tables  Organize and summarize large amounts of data quickly.  Add or Remove data  Rearrange the layout  View a subset of data  Calculate overall or by subset  Sum  Average  Count  Standard Deviation

11. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s11 Advanced Microsoft Excel  Creating a Pivot Table  Start with a table of data  Clear column headings  No blanks  Select cell anywhere in table  Go to the Data menu  Select Pivot Table and Pivot Chart Report  Follow Steps of the Pivot table and Pivot Chart Wizard.

12. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s12 Advanced Microsoft Excel  Pivot Table Design  Step 3 of the Pivot Table and Chart Wizard  Select Finish to organize the table on the spreadsheet.  Choose the Layout option to organize the table in the chart wizard.  Drag field buttons to the labeled areas on the pivot table diagram Field buttons Pivot Table Diagram

13. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s13 Advanced Microsoft Excel  Pivot Table Design  Data totals are automatically calculated as sums  Change this by right clicking on the sum of temp, etc. in the data column.  Select Field Settings  Choose from list  Sum, Average, Max, Min, etc.

14. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s14 Advanced Microsoft Excel  Pivot Table Options  Easily add or remove data  Return to wizard  Select Layout Option Rearrange Fields  Use the Pivot Table Field list to rearrange on the worksheet  View a subset of the data  Click on arrows  List drops down  Check items to display

15. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s15 Advanced Microsoft Excel  Pivot Tables  Create many tables from same pivot table  Select data to be shown  Copy table  Paste Special  Values  Creating a pivot table is a “trial and error” process.  Practice moving things around to become familiar  Of course look to Microsoft for help!

16. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s16 Advanced Microsoft Excel  Pivot Table Charts  Simply click on the chart wizard icon in the Pivot Table toolbox.  Automatically creates chart  Same rules apply  Change layout  Display only certain information  Etc.

17. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s17 Advanced Microsoft Excel  Pivot Table Example  Ice Lake, MN  9/5/2004-9/11/2004  Available at: http://www.waterontheweb.or g/data/icelake/realtime/weekl y.html http://www.waterontheweb.or g/data/icelake/realtime/weekl y.html  Preparing Excel Table  Change the date field to two columns: time and date.  Delete Spaces in data table  Make column heading into one row  Use wrap text option under format cell – alignment tab

18. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s18 Advanced Microsoft Excel  Example: Ice Lake, MN  Use the layout option to design the pivot table  Drag Date and Time Fields to the Page Field  Drag Depth Field to the row Field  Drag the rest of the Field Buttons to the Data Field  Click OK and Finish  Result  Data organized by  Date and time  Depth  Can calculate average, etc. much quicker than entering formulas.

19. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s19 Advanced Microsoft Excel  Other Helpful Features  Autofilter  Search for blanks, non- blanks, or other data in a table  Select any cell in table  Go to Data Menu  Filter – Auto Filter  Click on arrows to select from drop down list  Transpose  When data is in columns and it needs to be in rows  Paste special-Transpose

20. Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s20 Advanced Microsoft Excel  Transferring files between programs :  Many file formats  Microsoft Excel =.XLS  Quattro Pro =.WQ1,.WB1,.WB2  Lotus 1-2-3 = WKS,.WK1,.WK3,.WKE .DBF,.CSV,.TXT, and many others.  From Excel  Save As  Choose from Save as Type  To Excel  Right click on file  Open With –Choose Program Save as Type