1. Chap 2: Presenting Data in Tables & Charts Excel Tutorial

2. Analysis Tool Pack In order to obtain Data analysis option (which contains various statistical functions) in your Excel menu you need to install “Analysis Tool Pack” In order to Install ITP follow the following commands

3. In the main menu select Tools/Add-inns

4. In the Add-inns options Check the first two options

5. Press ok. This will add the option of Data Analysis in the Tools menu

7. Frequency Distribution

8. Example 2.12 (pg # 57) Using Excel to make Frequency Distribution Percentage Distribution Cumulative Percentage Distribution Solution: We take the class interval as 7. Which means that there will be 7 classes in the frequency distribution of electricity costs during the month of July for the sample of 50 one-bedroom apartments.

11. =f4 –f5

13. Class boundaries will be prepared manually using the drag option according to the interval of 19

14. To find the frequencies select the frequency column. Do not select the label !! Then Press the functions button and choose the option of Frequency

15. Select the data array. Costs of electricity bills of 50 houses (A2:A51)

16. Add the range of upper class boundaries In the bins array. (H2:H8) Press ctrl + Shift + Enter DO NOT PRESS OK !!

17. Frequency Distribution of electricity costs of 50 one-bedroom apartments during the month of July 2001.

18. Calculate the midpoints of the classes by taking the average of UCB and LCB of each class M.P of First class = (100.5 + 81.5)/2 = 91

20. Relative Frequency and Percentage Distribution

22. To calculate the relative frequency we divide the frequency of the class with the total frequency. For example R.F of first class = 4/50 (G3/G$10) We add the dollar sign so that the denominator stays the same when we drag the cursor down

23. Sum of the R.F’s should be equal to 1 or very close to it

24. To calculate the “relative percentages” we multiply the R.F’s by 100

25. Sum of the Relative Percentages should be equal to 100

26. Cumulative Percentage Distribution

27. Add another class at the bottom of the classes

28. C.P shows the % of values falling below a particular class. C.P for the first class is 0. For remaining classes it is obtained by adding R.P and C.P of the previous class

30. Graphical Presentation of Data

31. Different graphs and charts are used for the graphical presentation of data. In this demonstration we shall cover Histogram Percentage Polygons Cumulative Percentage Polygon Bar Chart Pie Chart Pareto Diagram

32. For making Histogram Percentage Polygon Cumulative Percentage Polygon Which are the graphical tools for presenting Quantitative Data We use example 2.12 on page 57

34. Select Tools/data analysis from the main menu

35. Select Histogram from the Data analysis menu

36. Check the chart output check box PRESS OK Select the Upper class boundaries as the bin range Select the input range as the 50 sample values

37. This is the Histogram for the data but it requires some adjustments as there should be no gaps between the bars of the Histogram

38. Right click on the bars of the Histogram and select the option of Format Data series

39. Select Options and reduce the gap width to 0

41. There is no gap between the bars now

42. Make other necessary adjustments for better presentation

44. Percentage Polygon is formed by having the midpoint of each class represent the data in that class and then connecting the sequence of midpoints at their respective class percentages.

45. Choose the chart wizard from the main menu. Select line graphs and then select the first option In the second row for making the line graphs and then click next.

46. Select the relative percentages in the data range.

47. Select Series option. In Category (X) axis labels enter the mid points range. Then Click Next

48. Add titles for the X and Y axis series and the chart titles. Then click finish

49. Enhance the diagram by removing unwanted labels and using better coloring. Optionally, to remove/change background color, select the graph – right click – select Format Plot Area

51. To obtain the Cumulative Percentage Polygon. We repeat the same process by selecting C.P’s in place of R.P’s

54. Mid point of the additional class has also been calculated

56. For the purpose of making Bar chart Pie chart (Used for presenting “Qualitative Data”) We use the following table (Table 2.7 on page 61 of the book) Fund ObjectiveNo of Funds% of Funds Growth & Income2618.98 International4230.66 Mid cap2014.6 Small Cap3727.01 Technology128.76 Total137100

57. From the chart wizard in the menu select the option of bar chart then click Next

58. In the Data Range select the series (in this case the number of funds in each category) Then select the Series option on the top of the window

59. In the category (X) axis labels input the labels range (in this case the fund objective column). Then click Next

60. Add the suitable titles and click Next /Finish

62. Make necessary changes to make the chart more presentable.

63. Bar chart can also be made for two or more series. By using other options in the bar chart menu.

64. In order to make the pie chart select the option of pie from the chart wizard

65. In the Data Range select the series (in this case percentage of funds in each category). Then select the Series option.

66. In Category labels select the label series (in this case the fund objective). Then click Next

67. Add a suitable title for the chart

68. In the data labels check the options of category name and percentage or whatever is suitable. Then click Next

69. Color scheme and other aspects of the chart can be changed by right clicking on the chart.

70. In order to prepare a “Pareto Chart” we use problem 2.29 in the book on page 66. Data table is as follows Reasons for FailureFrequency Physical Connection1 Power Failure3 Sever Software29 Server Hardware2 Server out of Memory32 In adequate Bandwidth1

72. Select PHStat /Descriptive Statistics /One-way Tables & Charts From the main menu of PHStat

73. In the types of Data select the table of frequencies In the table of Cell Range select the complete table and check the option of “first row contains labels” Check the option of Pareto Diagram and press ok

74. This adds three sheets on the menu of excel work sheet. The sheet named Pareto contains this Pareto diagram.

75. The one way table shows the necessary calculations. Enhance the table & diagram for better presentation. Delete the sheet named “DataCopy” Pareto diagram and this table shows that 90% of the time failures occur due to only two reason Server out of Memory Server Software

78. Using the same procedure bar chart and pie chart can also be prepared for the “Qualitative Data” Using the PHStat menu