Show Me the Data: Turning Numbers into Illustrations with Excel Andrea Miller, Acquisitions...
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- Slide 1
- Show Me the Data: Turning Numbers into Illustrations with Excel
Andrea Miller, Acquisitions Librarian Missouri State University
Libraries AndreaMiller at MissouriState dot edu AndreaMiller at
MissouriState dot edu AndreaMiller at MissouriState dot edu
- Slide 2
- Introduction Step-by-step for beginnersdownload at home
Frustrated with regular charts View end product Steps to create
pivot tables & charts Ways to manipulate Excel 2007 &
Windows XP in 2 slides Excel 2010 & Windows 7 in most slides
& live demo
- Slide 3
- Why Use Pivot Tables & Charts? Numbers can be overwhelming
or misperceived With chart illustrations, you can see Proportions
Relationships Trends Easy way to quickly manipulate & summarize
masses of data
- Slide 4
- Tips for Source Data Columns must have a heading Use unique
column headings Dont leave blank cells in columnsuse a zero (0)
Dont use blank rows or columns
- Slide 5
- Abbreviations for Colleges COAL Arts & Letters COBA
Business Administration COE Education CHHS Health & Human
Services CHPA Humanities & Public Affairs CNAS Natural &
Applied Sciences GEN General
- Slide 6
- SP 07 Source Data111 Databases
- Slide 7
- (End product example) Comparison of Database Hits By College
Spring 2007
- Slide 8
- Data for Health & Human Services DatabaseCollegeHits
PsycINFOCHHS5536 MEDLINECHHS1546 CINAHL with Full TextCHHS951 Alt
HealthWatchCHHS577 Health Source: Nursing/Academic EditionCHHS539
STAT!Ref Online Electronic Medical LibraryCHHS468 Health Source:
Consumer EditionCHHS375 Social Work AbstractsCHHS310
SPORTDiscusCHHS292 Hospitality & Tourism CompleteCHHS131
Clinical PharmacologyCHHS81 NASW Clinical RegisterCHHS27
Encyclopedia of DisabilityCHHS17 28% 17%
- Slide 9
- CHHS Health & Human Services HIGHS 5,536 PsycINFO 1,546
MEDLINE 951 CINAHL FT LOWS 81 Clinical Pharmacology 27 NASW
Clinical Register 17 Encyclopedia of Disability
- Slide 10
- COBA Business Administration HIGHS 6,916 Business Source
Premier 1,264 Standard & Poors NetAdvantage 833 Mediamark
Reporter (MRI) LOWS 61 Regional Business News 56 Faulkner Advisory
on IT Studies (FAITS) 48 IHS Specs & Standards
- Slide 11
- COE Education HIGHS 2,023 Education FT 1,571 ERIC 193 SIRS
Researcher LOWS 84 Searchasaurus 73 MAS Ultra School Edition 10
Encyclopedia of Educational Leadership and Administration
- Slide 12
- Hits per college with GEN CHHS CHPA CNAS COAL COBA COE GEN
PsycInfo SocIndex BioAbstr. Naxos Bus S.P. Educ.FT Acad. S.P.
Medline ATLA AccessSci.ComMM S&P ERIC JSTOR LexisNexis
- Slide 13
- Hits per college without GEN College CHHS CHPA CNAS COAL COBA
COE Hits 1 4 6 3 2 5 Hits Students 2,807 1,287 2,349 2,445 4,386
1,755 Students, Fall 2006 # Students 2 6 4 3 1 5 # Students
Hits/student 3.87 3.82 1.35 3.08 2.19 2.38 Hits/student 10,850
4,917 3,177 7,529 9,598 4,182
- Slide 14
- Pivot Table Pivot Table An interactive table for data (often
large amounts) Works independently of original data layout
Rearrange rows & columns for different views Organize &
summarize Compare & detect patterns Automatic totals without
formulas
- Slide 15
- Create Pivot Table, Excel 2010 Format source data using tips
Click in data. Insert tab > PivotTable 3 1 2
- Slide 16
- Create Pivot Table cont. Auto-selects data & new worksheet
OK 1 2
- Slide 17
- Create Pivot Table cont. Get PT Field List, new sheet &
tools/tabs 1 2 3
- Slide 18
- Pivot Table Field List Fields = Column headings in source data
Drag fields to areas
- Slide 19
- 4 Areas of Pivot Table/Field List 1 Column labels (Across top)
Data trends or to see side by side 2 Row labels (Down left side)
Data to group & categorize 3 Values (Body next to & under
headings) Contains summarized data 4 Report Filter (Top left)
Optional filters for data
- Slide 20
- Create Pivot Table cont. Drag Title to Column Labels area
- Slide 21
- Create Pivot Table cont. Drag College to Row Labels area 1 2
Total appears. Can be changed to Average, etc.
- Slide 22
- Create Pivot Table cont. Drag Hits to Values area
- Slide 23
- Completed Pivot Table If you click outside of table, the field
list & PT tools/tabs disappear. 2 1 3
- Slide 24
- Pivot Charts Picture is worth 1,000 words Illustrates data in
pivot table Changes dynamically when the pivot table is changed
& vice versa Lets create one!
- Slide 25
- Create Pivot Chart Click in table >Insert tab >Column
charts 3 2 1
- Slide 26
- Create Pivot Chart cont. Choose 2-D Column, Stacked Column (2
bi-color bars of unequal height)
- Slide 27
- Excel 2007 Filter Pane vs. Buttons Filter pane instead of
buttons on chart
- Slide 28
- Pivot Chart Created Right click on in chart (not on a box) Move
Chart (to new worksheet) R click On big menu
- Slide 29
- Moving Pivot Chart Off of Table Select New sheet, OK
- Slide 30
- Pivot Chart In new worksheet. Notice new tools/tabs 2 1
- Slide 31
- Area Names Change in Charts Column Labels now Legend Fields Row
Labels now Axis Fields Row Zoom next Column Legend
- Slide 32
- Zoom to Lower Left of Chart Click College (row/axis data)
filter button dropdown Click
- Slide 33
- Filtering by College Uncheck top box (Select All) to clear all
Check CHHS only, OK
- Slide 34
- Excel 2007 Filtering by College Pane dropdowns instead of
buttons Use this instead of button
- Slide 35
- Filtered Down to CHHS only See CHHS only
- Slide 36
- Add Number of Hits to Legend Double click any color field
Select Hits, OK Dbl-clk 2 Watch
- Slide 37
- See Number of Hits Added Click in box to enable resizing for
larger lists of data
- Slide 38
- Add hits to BarChange Layout
- Slide 39
- Change Chart Design tab > Chart layouts, dropdown all 2
1
- Slide 40
- Change Chart cont. Click Layout 4 (hover over to see #)
- Slide 41
- Change Chart cont. Different layout & look, hits not all
legible Moved
- Slide 42
- Change Source Data on Sheet1 Data tab > Filter > College
Check CHHS, OK 3 2 1 4
- Slide 43
- Change Source Data cont. Move low hit one (81) away from other
low hit (17) one, & put by high hit one Then delete empty
row
- Slide 44
- Change Source Data cont. Re-alphabetize by adding a, b, c,...
In front of each database title Work from a copythis distorts
source data
- Slide 45
- Refresh Table after Changing Source Data MANUALLY refresh Sheet
4 PivotTable Click in table > Options tab > Refresh Table
will re-alphabetize 1 2
- Slide 46
- Changing Pivot Chart Must reselect Layout 4 to get hits to
reappear on bar
- Slide 47
- Rearranged Chart Now can read all hits numbers
- Slide 48
- Chart Layout 9 Stair Steps Design tab > Chart layouts >
Layout 9 1 2
- Slide 49
- Now Use Its Real Power Add even more source data &
variables: Data from 3 FY by semester Year column2006, 2007, 2008,
2009 SemestersSU, FA, SP
- Slide 50
- Create Pivot Table the Same Way Click in data. Insert tab >
PivotTable Auto-selects data & new worksheet, OK Get PT Field
List, new sheet & tabs/tools Drag Pivot Table fields to areas:
Drag Title to Column Labels area Drag College & Year &
Semester to Row Labels area Drag Hits to Values area
- Slide 51
- Pivot Table of 3 Fiscal Years A Year Semester Year
Semester
- Slide 52
- Manipulate Table Collapse or expand using + / - buttons
Expanded Collapsed
- Slide 53
- Manipulate Table cont. College on top of Row Labels controlling
it
- Slide 54
- Manipulate Table by Year Drag Year to top of Field List to get
control Drag Year to top
- Slide 55
- Freely Rearrange Data Groups Collapse/expand, rearrange fields,
filter Filtered to CHHS, collapsed to years Filter CHHS filter
Choose box selection below
- Slide 56
- Create Pivot Chart the Same Way Click in table > Insert tab
>Column chart Choose 2-D Column, Stacked Column (2 bi-color bars
of unequal height) Right click in chart, Move Chart to new
worksheet Select New sheet, OK
- Slide 57
- Freely Filter Data to Rearrange 3 FY too much data at once
Filter
- Slide 58
- Filter by FA Semester Click Semester button Check FA box, OK 2
Semester under here
- Slide 59
- Filtered to FA Semesters Only See that overall FA use fell for
CHHS
- Slide 60
- Chart & Table Filter Together Filtering the chart to FA
semesters only made the table filter to FA sem. only
- Slide 61
- Tips Scan pivot table to see if data looks OK Example problems
Extra row labels due to: Misspelled colleges (GOE vs. COE, CHHPA
vs. CHPA) Extra spaces (GEN & GEN[space]) Fix problems in
source data Refresh pivot table properly as described Beware of
possible continuing problem
- Slide 62
- Tips Cant change data within a pivot table/chart Must change
the source data, then refresh Refresh the pivot table in the pivot
table. Must be clicked in table to see Pivot Table Tools Click
Refresh button in Data group on Options tab in pink Pivot Table
Tools. OR Right click on pivot table & click Refresh. (Not the
Refresh all button on Data tab.)
- Slide 63
- Tips for Adding to Source Data Inserting a line should work
fine If you add more data to the bottom or side of existing data,
be sure your range incorporates it.
- Slide 64
- References MrExcel.com (Bill Jelen) Jelen, B., & Alexander,
M. (2007). Pivot Table Data Crunching for Microsoft Office Excel
2007. Indianapolis, IN: Que. Jelen, B. (2010). Excel 2010 In Depth.
Indianapolis, IN: Que. Excel 2007: Advanced Student Manual. (2007).
Boston, MA: Thomson Course Technology. FYI: Data from direct hits
off librarys website AndreaMiller@MissouriState.edu
- Slide 65
- Live Demo Excel 2010 in Windows 7
- Slide 66
- Questions? AndreaMiller at MissouriState dot edu AndreaMiller
at MissouriState dot edu AndreaMiller at MissouriState dot edu