44221: Information Systems Lecture 7 (Week 9) Organising Data & Presenting Information By Ian Perry

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. chich can ease the organisation of, and navigation around, large numerical data models.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information An Excel ‘Workbook’  256 Columns; ‘A’ to ‘IV’   Rows; ‘1’ to ‘65536’  3 Worksheets by default, but can easily add more.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information To add a New Worksheet Pull-down the ‘Insert’ Menu Select ‘Worksheet’

Ian PerrySlide : Information Systems: Organising Data & Presenting Information To ‘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

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Reference the Profit Total for Qtr1 Note: 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 heights 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. Use 3D Charts with care 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. Sales for each of four Quarters: a single continuous variable for multiple separate entities. i.e. a Bar/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 – Sales by Quarter Highlight the data. Press the ‘Chart Wizard’ button.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 1 & 2 Select Chart Type. Press Next.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 3 & 4 Enter suitable titles for the Chart, X Axis, and Y Axis. Press Finish. Press Next.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information The Completed Chart

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart 2 – Profit & Costs Highlight the data. Press the ‘Chart Wizard’ button. Note: Select the first column of data, then hold down the ‘Ctrl’ key whist selecting the other two.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 1 & 2 Select Chart Type. Press Next.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 3 & 4 Enter suitable titles for the Chart, X Axis, and Y Axis. Press Finish. Press Next.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information The Completed Chart

Ian PerrySlide : Information Systems: Organising Data & Presenting Information This Week’s Workshop Complete this spreadsheet model; by adding a new Worksheet (with Formulae referencing other Worksheets), then add some Formulae to summarise the data, and finally create two Charts of the Summary data.

Ian PerrySlide : Information Systems: Organising Data & Presenting Information The Completed Spreadsheet Model