1. Help for Excel as Applied to the Map Your Hazards! Module, Unit 2 Map Your Hazards! Combining Natural Hazards with Societal Issues 1

2. Overview The goal of this PowerPoint is to provide you the tools to create tables that summarize survey data which can be easily displayed as graphs. Disclaimer: There are many ways to manipulate and display data in Excel. This PowerPoint only demonstrates a few methods. For more comprehensive help use Excel help on-line tools 2 Do you feel prepared for a natural disaster? <4 years residency in community >10 years residency in community Yes 34%26% No56%61% I don't know8%14% Example table Example graph

3. Topics Covered Simple data processing: slides 4–6 – Copying and pasting columns of data: slide 4 – Sorting: slide 5 – Separating comma delimited data: slide 6 Basic formulas: slides 7–10 – Counting: slides 7–9 – Percentages: slide 10 Creating bar graphs and histograms: slides 11–13 3

4. Simple Data Processing (part 1) Copying and pasting columns of data – The complete data set can be overwhelming. After deciding which data to use to answer your research question, copy and paste that data into a new worksheet, which will be much easier to manipulate! Insert a blank worksheet by clicking on the icon at the bottom of the page (blank page with a yellow star “Insert Worksheet”). From the complete (or “raw”) data worksheet, select and copy the desired column by right clicking on the column letter and choosing “Copy.” In the blank worksheet, select and paste the data by right clicking on the column letter and choosing “Paste.” 4

5. Simple Data Processing (part 2) Sorting – When comparing two sets of answers such as “length of residency” and “preparedness,” sorting can group the data by one set of answers, which allows analysis of variation for the second set of answers by group. To sort the data, select all columns with data on your worksheet by clicking on the column letters and dragging the cursor. With column data still selected, choose the “Data” tab (at the top of the page), and then choose “Sort.” Select the appropriate information. 5

6. Simple Data Processing (part 3) Separating comma delimited data – Some survey questions have multiple answers in the same cell. For example, “In your lifetime, which of the following types of natural hazards have you experienced?” may have an answer like “Drought, Earthquake, Severe winter storm.” To count how many people have experienced a certain hazard, the answers need to be separated into separate cells. To separate the data into cells: – Select column – Choose “Data” tab (top of page), and then choose “Text to Columns” – In the Wizard window, choose delimited (next), comma separated (next), and general format (last) Google “How to separate comma delimited data in Excel” for more information. 6

7. Basic Formulas – Counting (part 1) The graphs testing research questions examine how often an answer occurs for particular groups. For example, to investigate the research question “Does length of residency in a community effect preparedness?” we would compare the number of people who feel prepared for at least two groups (e.g. 10 years residency in the community). – The “countif” formula counts the number of occurrences of an answer in the selected cells. – In a cell, your formula will have the fields =countif(select relevant data, “answer”). – Example 1: the formula may look like: =countif(A:A, “No”), which would count the number of “No” answers in column A. See slide 7 for more information – Example 2: the formula may also look like: = countif(B1:C5, E2), which would count how often the answer in cell E2 is found in columns B and C from row 1 to row 5. See slide 8 for more information – Google “Countif function” for more information. 7

8. Basic Formulas – Counting (part 2) Counting (Example 1) Example 1: the formula may look like: =countif(A:A, “No”), which would count the number of “No” answers in column A. – For the example in the image, =countif( was typed in cell B2 (do not hit enter). – Next, all of column A was selected by clicking on the “A” cell at the top of the column (the program fills in A:A). – Finally, “No”) was typed (now hit enter). Google “Countif function” for more information. 8

9. Basic Formulas – Counting (part 3) Counting (Example 2) Example 2: the formula may also look like: = countif(B1:C5, E2), which would count how often the answer in cell E2 is found in columns B and C from row 1 to row 5. – For the example in the image, =countif( was typed in cell E2 (do not hit enter). – Then the range from B1 to C5 was selected (the program fills in B1:C26). – Then a comma and space was typed. – Then cell E2 was selected (the program fills in E2). – Finally ) was typed (now hit enter). Google “Countif function” for more information. 9

10. Basic Formulas – Percentages Percentages – The graphs testing research questions examine how often an answer occurs for particular groups. This information is usually easier to interpret if translated into a percentage. To calculate a percentage, divide the number of a particular answer by the total number of answers, and then multiply the answer by 100. For example, if 57 people are female and 69 people are male, and the total number of people is 126, what percentage are female? – The answer can be calculated in Excel by typing =(57/126)*100. 10

11. Creating Bar Graphs and Histograms (part 1) Arrange data with the answer options and the percentage (or number) of each specific answer in a table format: Select the data: Do you feel prepared for a natural disaster? <4 years residency in community >10 years residency in community Yes 34%26% No56%61% I don't know8%14% Do you feel prepared for a natural disaster? <4 years residency in community >10 years residency in community Yes 34%26% No56%61% I don't know8%14% 11

12. Creating Bar Graphs and Histograms (part 2) With the data selected, choose “Insert” tab (top of page), and then choose chart type (usually “Column,” then 2-D “Clustered Column” (first choice)). Your chart will look like this: 12

13. Creating Bar Graphs and Histograms (part 3) Text boxes for chart and axes titles can be created by selecting the graph, and then choosing the “Layout” tab (top of page), followed by “Chart Title” and “Axis Titles.” Google “Graphing with Excel bar graphs and histograms” for more information. 13