1. 44221: Information Systems Lecture 7 (Week 9) Organising Data & Presenting Information By Ian Perry http://itsy.co.uk/ac/0607/Sem1/44221_IS/

2. Ian PerrySlide 244221: 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.

3. Ian PerrySlide 344221: 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.

4. Ian PerrySlide 444221: Information Systems: Organising Data & Presenting Information To add a New Worksheet Pull-down the ‘Insert’ Menu Select ‘Worksheet’

5. Ian PerrySlide 544221: Information Systems: Organising Data & Presenting Information To ‘Rename’ your Worksheets! ‘Right-Click’ on a ‘Sheet’ Tab Select ‘Rename’ Type in the New Name

6. Ian PerrySlide 644221: 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.

7. Ian PerrySlide 744221: Information Systems: Organising Data & Presenting Information Reference the Sales Total for Qtr1 Formula: =Qtr1!B8

8. Ian PerrySlide 844221: 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

9. Ian PerrySlide 944221: Information Systems: Organising Data & Presenting Information Complete the Yearly Summary Formula: =sum(B4:B7) Repeat for other 3 Quarters. } Copy for ‘Profit’

10. Ian PerrySlide 1044221: 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.

11. Ian PerrySlide 1144221: 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.

12. Ian PerrySlide 1244221: 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.

13. Ian PerrySlide 1344221: 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.

14. Ian PerrySlide 1444221: 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.

15. Ian PerrySlide 1544221: Information Systems: Organising Data & Presenting Information Slightly modified ‘Qtrs&Sum.xls’

16. Ian PerrySlide 1644221: 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.

17. Ian PerrySlide 1744221: Information Systems: Organising Data & Presenting Information Chart 1 – Sales by Quarter Highlight the data. Press the ‘Chart Wizard’ button.

18. Ian PerrySlide 1844221: Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 1 & 2 Select Chart Type. Press Next.

19. Ian PerrySlide 1944221: 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.

20. Ian PerrySlide 2044221: Information Systems: Organising Data & Presenting Information The Completed Chart

21. Ian PerrySlide 2144221: 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.

22. Ian PerrySlide 2244221: Information Systems: Organising Data & Presenting Information Chart Wizard – Steps 1 & 2 Select Chart Type. Press Next.

23. Ian PerrySlide 2344221: 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.

24. Ian PerrySlide 2444221: Information Systems: Organising Data & Presenting Information The Completed Chart

25. Ian PerrySlide 2544221: 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.

26. Ian PerrySlide 2644221: Information Systems: Organising Data & Presenting Information The Completed Spreadsheet Model