Data Management and Analysis Using Excel Chapter Four Data Management and Analysis Using Excel McGraw-Hill/Irwin © 2005 The McGraw-Hill Companies, Inc. All rights reserved.

Chapter Four Learning Objectives Describe the need for Data Management and Analysis Trace historical perspective on business tools for Data Management and Analysis Use Excel data auditing to trace formulae in a complex worksheet Develop a variety of Excel based graphs Develop a worksheet using filtering Analyze large dataset with Pivot tables

Chapter Four Worksheet Menu

Chapter Four Files

Chapter Four Outline Data Management and Analysis Intermediate Level Excel Concepts Advanced Level Excel Concepts

Data Management and Analysis Spreadsheet Application Software VisiCalc Lotus 1-2-3 Excel History of Data Management and Analysis Mechanical, Electromechanical, and Tape Calculators Post-It Notes Paper and Electronic Worksheets

Spreadsheet Application Software Comprehensive math functions Data manipulation Data transfer or linking functions Analytical and statistical procedures Graphical options

Intermediate Level Excel Concepts Workbooks and Worksheets Copy and Paste Advanced Operations Visual Data Analysis (Charts) Data Sorting and Filtering

Data Management and Analysis Exhibit 4-1 p. 90 Sheet: Order Book

Workbooks and Worksheets Workbooks (*.xls files) Worksheets (≤ 256 per Workbook) Range Names Absolute Referencing

Range Names Exhibit 4-2 p. 91 Define Name Dialog Box Insert > Name > Define Exhibit 4-3 p. 92 Go To Dialog Box (F5)

Absolute Referencing C2 vs. C$2 vs. C$2$ = CurrentDate Exhibit 4-4 p. 92 Sheet: Order Book

Basic Operations Paste Special Fill Series Dates and Times Formats Other Number Formats

Paste Special Exhibit 4-6 p. 93 Paste Special Dialog Box Edit > Paste Special

Fill Series Exhibit 4-7 p. 93 Fill Series Dialog Box Edit > Fill > Series

Dates and Times Formats One Day = 24 hours = 1.0 One Hour = 1 / 24 = 0.041667 The first Excel date January 1, 1900, is stored as 1 The last Excel date December 31, 9999, is stored as 2958465 38092.75 = 4/15/2004 6:00:00 PM

Other Number Formats Exhibit 4-8 p. 93 Format Cells Dialog Box Edit Format > Cells

Advanced Operations Cell Formula Calculations Excel IF Function Other Excel Functions Advanced Calculations Using Excel Functions Conditional Formatting Entering Data Adding Row (Orders) Auditing Excel Worksheet Samples

Cell Formula Calculations Worksheet Order Book Column D, Time Days: D4: = C4 - B4 Lead Time Days is the difference between the Due Date (C4) and the Order Date (B4) Worksheet Order Book column E, Slack Days: E4: = C4 - CurrentDate Slack Days is the difference between the Due Date (C4) and the CurrentDate is a named range equivalent to cell $C$2

Excel IF Function Exhibit 4-9 p. 95 Sheet: Order Book Detail J4: =IF (L4>0, IF (L4<I4, (I4-L4)*H4, 0), I4*H4) M4: =IF (L4>0,IF(L4<I4,I4-L4,"Shipped"),"Active")

Other Excel Functions I27: = AVERAGE (I4: I23) I28: = MAX (I4: I23) I29: = MIN (I4: I23)

Advanced Calculations Using Excel Functions Exhibit 4-10 p. 95 Paste Function Dialog Box Insert > Function H4: = VLOOKUP (G4, PriceTable, 2) PriceTable = G26:H29

Conditional Formatting Exhibit 4-11 p. 96 Conditional Formatting Dialog Box Format > Conditional Formatting…

Entering Data Exhibit 4-12 p. 97 Order Book Data Form Dialog Box Data > Form… or F5

Adding Row (Orders) Select row 23, by clicking the number 23 in the left margin, Copy row 23, Ctrl-C or Edit > Copy Add new row 23, Ctrl-+ or Insert > Rows Change value of Cell A24 to 21 and Enter new data in row 24.

Circular Reference Exhibit 4-13 p. 97 Circular Reference Message Box

Auditing Exhibit 4-16 p. 98 Sheet: Order Book Exhibit 4-15 p. 98 Auditing Dropdown Menu Tools > Auditing

Excel Worksheet Samples.xls Exhibit 4-17 p. 97 Sheet: Samples

Visual Data Analysis (Charts) Automatic Charts, F11 Worksheet Order Book Chart Chart Drop Down Menu Chart Location Dialog Box Chart Type Dialog Box Chart Source Data Series Dialog Box Chart Options Dialog Box Excel Chart Samples

Automatic Charts, F11 B2: =RAND() Exhibit 4-18 p. 99 Sheet: Simple Data Set

Worksheet Order Book Chart Exhibit 4-20 p. 99 Sheet: Order Book

Chart Drop Down Menu Exhibit 4-21 p. 100 Chart Drop Down Menu Chart

Chart Location Dialog Box Exhibit 4-19 p. 99 Chart Location Dialog Box Chart > Location

Chart Type Dialog Box Exhibit 4-22 p. 100 Chart Type Dialog Box Chart > Chart Type

Chart Source Data Series Dialog Box Exhibit 4-23 p. 100 Chart Type Dialog Box Chart > Source Data > Series

Chart Options Dialog Box Exhibit 4-24 p. 101 Chart Type Dialog Box Chart > Chart Options

Excel Chart Samples xl8Galry.xls Exhibit 4-25 p. 101 Sheet: xl8Galry

Data Sorting and Filtering Sorts Data AutoFilter Excel Subtotal Advanced Filter

Sorts Exhibit 4-27 p. 102 Sort Dialog Box Data > Sort Go To Orders Dialog Box F5 > Orders

Data AutoFilter Exhibit 4-29 p. 102 AutoFilter Dialog Box AutoFilter Menu Selection Data > Filter > AutoFilter Exhibit 4-30 p. 103 Sheet: Order Book

Data AutoFilter Exhibit 4-31 p . 103 Custom AutoFilter Dialog Box

Excel Subtotal Exhibit 4-32 p. 103 Sheet: Subtotal Functions I2: =Subtotal (9, I4:I23) J2: =Subtotal (9, J4:J23) K2: =Subtotal (9, K4:K23) M2: =Subtotal (9, M4:M23) Exhibit 4-32 p. 103 Sheet: Subtotal Functions

Advanced Filter Exhibit 4-33 p. 104 Advanced Filter Dialog Box Data > Filter > AdvancedFilter

Advanced Level Excel Concepts Analyzing Data with PivotTables PivotTable Example PivotTable Wizard PivotTable Report Modifying PivotTables

Analyzing Data with PivotTables Identify the data source. Specify the data, including headers. Specify the location for the PivotTable and layout the output table

PivotTable Example Exhibit 4-34 p. 104 Sheet: February

PivotTable Example Identify the data source. Specify the data, including headers. Specify the location for the PivotTable and layout the output table

PivotTable Wizard Exhibit 4-36 p. 105 PivotTable Wizard Step 2 of 3 Data > PivotTable… Exhibit 4-37 p. 105 PivotTable Wizard Step 3 of 3

PivotTable Report Exhibit 4-38 p. 106 PivotTable Wizard Layout Dialog Box Exhibit 4-39 p. 106 PivotTable Field Dialog Box Exhibit 4-40 p. 106 Sheet: February PivotTable

Modifying PivotTables Pivoting Fields Removing a Field Adding a New Field Customizing a PivotTable Field Formatting a PivotTable Grouping PivotTable Items Seeing the Details Displaying a PivotTable on Different Worksheets Inserting a Calculated Field into a PivotTable Inserting a Calculated Item into a PivotTable Exhibit 4-41 p. 107 PivotTable Menu

Summary Data Management and Analysis Using Excel Intermediate Level Excel Concepts Advanced Level Excel Concepts Next: Excel Applications