2. 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.

3. 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

4. Chapter Four Worksheet Menu

5. Chapter Four Files

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

7. 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

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

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

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

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

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

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

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

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

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

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

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

19. 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

20. 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

21. 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")

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

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

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

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

26. 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.

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

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

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

30. 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

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

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

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

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

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

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

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

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

39. Data Sorting and Filtering
Sorts
Data AutoFilter
Excel Subtotal
Advanced Filter

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

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

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

43. 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

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

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

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

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

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

49. 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

50. 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

51. 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

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