Excel 2007 Part (3) Dr. Susan Al Naqshbandi

Excel Basics 1: Working with Charts 2: Vlookup & Hlookup Function 3: DataBase 4: Assignment

Creating a Chart A chart is a tool you can use in Excel to communicate your data graphically. Charts allow your audience to more easily see the meaning behind the numbers in the spreadsheet, and make showing comparisons and trends a lot easier. In this lesson, you will learn how to insert and modify Excel charts and see how they can be an effective tool for communicating information. Creating a Chart Charts can be a useful way to communicate data. When you insert a chart in Excel, it appears in the selected worksheet with the source data, by default. To Create a Chart: Select the worksheet you want to work with. In this example, we use the Summary worksheet. Select the cells that you want to chart, including the column titles and the row labels. Click the Insert tab. Hover over each Chart option in the Charts group to learn more about it. Select one of the Chart options. In this example, we use the Columns command. Select a type of chart from the list that appears. For this example, we use a 2-D Clustered Column. The chart appears in the worksheet.

Identifying the Parts of a Chart Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept became clear and understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data. Source Data The range of cells that make up a chart. The chart is updated automatically whenever the information in these cells change. Title The title of the chart. Legend The chart key, which identifies each color on the chart represents. data series. Axis The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and the horizontal axis is referred to as the X axis. Data Series The actual charted values, usually rows or columns of the source data. Value Axis The axis that represents the values or units of the source data. Category Axis The axis identifying each

Chart Tools Once you insert a chart, a new set of Chart Tools, arranged into 3 tabs, will appear above the Ribbon. These are only visible when the chart is selected. To Change the Chart Type: Select the Design tab. Click the Change Chart Type command. A dialog box appears. Select another chart type. Click OK. The chart in the example compares each salesperson's monthly sales to his/her other month's sales; however you can change what is being compared. Just click the Switch Row/Column Data command, which will rotate the data displayed on the x and y axes. To return to the original view, click the Switch Row/Column command again.

To Change Chart Layout: Select the Design tab. Locate the Chart Layouts group. Click the More arrow to view all your layout options. Left-click a layout to select it. If your new layout includes chart titles, axes, or legend labels, just insert your cursor into the text and begin typing to add your own text.

To Change Chart Style: Select the Design tab. Locate the Chart Style group. Click the More arrow to view all your style options. Left-click a style to select it. To Move the Chart to a Different Worksheet: Select the Design tab. Click the Move Chart command. A dialog box appears. The current location of the chart is selected. Select the desired location for the chart (i.e., choose an existing worksheet, or select New Sheet and name it).

2-The VLOOKUP & HLOOKUP Function Although it is possible to just type the VLOOKUP Function into the cell where you want it located, many people find it easier to use the function's. Click on the Formulas tab. Choose Lookup & Reference from the ribben to open the function drop down list. Click on VLOOKUP in the list to bring up the function's dialog box. The data that we enter into the four blank rows of the dialog box will form the arguments for the VLOOKUP function. These arguments tell the function what information we are after and where it should search to find it.

The lookup value is located in the first column of the table of data. After specifying a subject in the first column, VLOOKUP will then allow you to search for specific information located in the same row as the subject.columnrow The lookup value can be a text string, a logical value (TRUE or FALSE only), a number, or a cell reference to a value.cell reference It is a good idea to use an absolute cell reference for the lookup value.absolute cell reference If you don’t use an absolute reference and you copy the VLOOKUP function to other cells, there is a good chance you will get error messages in the cells the function is copied to.error messages

The Table Array The table array is the table of data that the function searches to find your information. The table array must contain at least two columns of data. The first column contains the lookup values (see previous step). These values can be text, numbers, or logical values. On this line in the VLOOKUP dialog box enter the range of cells where the data is located. It is a good idea to use an absolute cell reference for the table array. If you don’t use an absolute reference and you copy the VLOOKUP function to other cells, there is a good chance you will get error messages in the cells the function is copied to.

The Column Index Number The column index number indicates which column of the table array contains the data you are after. For example: if you enter a 1 into the column index number, VLOOKUP returns a value from the first column in table array; if the column index number is 2, it returns a value from the second column in table array.

The Range Lookup Value The range lookup value is a logical value (TRUE or FALSE only) that indicates whether you want VLOOKUP to find an exact or an approximate match to the lookup value. If TRUE or if this argument is omitted, VLOOKUP will use an approximate match if it cannot find an exact match to the lookup value. If an exact match is not found, VLOOKUP uses the next largest lookup value. If FALSE, VLOOKUP will only use an exact match to the lookup value. If there are two or more values in the first column of table array that match the lookup value, the first value found is used. If an exact match is not found, an #N/A is returned.

3- Database functions A number of database functions are available that will assist you in extracting information from a database In this lesson you will learn how to Find and activate the functions Set up your spreadsheet to facilitate database functions Use the database functions The Excel Dcount function returns the number of cells containing numbers, in a field (column) of a database for selected records only. The records to be included in the count are those that satisfy a set of one or more user-specified criteria.

The syntax of the Excel Dcount function is : DCOUNT( database, [field], criteria ) DCOUNT function The Excel Dcount function returns the number of cells containing numbers, in a field (column) of a database for selected records only. The records to be included in the count are those that satisfy a set of one or more user-specified criteria. [database] - A range of cells containing the database. The top row of the database should specify the field names. [field] - An optional argument which specifies the field (column) within the database for which we want to count cells containing numbers. This can either be a field number, or can be the field name (ie. the header in the top row of the database) encased in quotes (eg. "Gender", "Subject", etc) If the [field] argument is omitted, the Dcount function simply returns the count of all records that satisfy the supplied criteria. criteria - A range of cells that contain the criteria, to specify which records should be included in the calculation. The range can include one or more criteria, which are presented as a field name in one cell and the condition for that field in the cell below. SubjectAge Math>8 e.g

ABCDE 1NameGenderAgeSubjectScore 2AmyFemale8Math63% 3AmyFemale8English78% 4AmyFemale8Science39% 5BillMale8Math55% 6BillMale8English71% 7BillMale8Scienceawaiting 8SueFemale9Math 9SueFemale9English52% 10SueFemale9Science48% 11TomMale9Math78% 12TomMale9English69% 13TomMale9Science65% Dcount Function Example The following example is based on the simple database on the right, which stores the examination marks scored by four children in three different subjects. This example uses the Dcount function to count the number of Science examination scores recorded for male students. The criteria are specified in cells G1 - H2 and the Dcount formula is shown in cell G3: GH 1SubjectGender 2ScienceMale 3=DCOUNT( A1:E13, "Score", G1:H2 ) The above Dcount function finds that there are 2 rows for which the Gender is "Male" and the Subject is "Science". However, only one of these rows (row 13) contains a number in the "Score" column. Therefore, the function returns the value 1 Note that, in the above example, the Dcount function has excluded cell E7 from the count, because this cell contains text, and not a number.

Assignment CatDoglion Doc1012 Doc2300 Doc Do steps,that accepts a list of relevance judgments for the above 3 Documents returned after a search, and compute the precision and recall for all ten positions. 2- Select one or two typical documents and collect the words and wordweights for those documents and put them as vectors in separate files. Those files are your queries.