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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

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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

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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

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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

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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

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SP 07 Source Data111 Databases

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(End product example) Comparison of Database Hits By College Spring 2007

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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%

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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

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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

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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

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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

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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

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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

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Create Pivot Table, Excel 2010 Format source data using tips Click in data. Insert tab > PivotTable 3 1 2

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Create Pivot Table cont. Auto-selects data & new worksheet OK 1 2

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Create Pivot Table cont. Get PT Field List, new sheet & tools/tabs 1 2 3

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Pivot Table Field List Fields = Column headings in source data Drag fields to areas

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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

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Create Pivot Table cont. Drag Title to Column Labels area

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Create Pivot Table cont. Drag College to Row Labels area 1 2 Total appears. Can be changed to Average, etc.

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Create Pivot Table cont. Drag Hits to Values area

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Completed Pivot Table If you click outside of table, the field list & PT tools/tabs disappear. 2 1 3

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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!

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Create Pivot Chart Click in table >Insert tab >Column charts 3 2 1

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Create Pivot Chart cont. Choose 2-D Column, Stacked Column (2 bi-color bars of unequal height)

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Excel 2007 Filter Pane vs. Buttons Filter pane instead of buttons on chart

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Pivot Chart Created Right click on in chart (not on a box) Move Chart (to new worksheet) R click On big menu

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Moving Pivot Chart Off of Table Select New sheet, OK

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Pivot Chart In new worksheet. Notice new tools/tabs 2 1

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Area Names Change in Charts Column Labels now Legend Fields Row Labels now Axis Fields Row Zoom next Column Legend

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Zoom to Lower Left of Chart Click College (row/axis data) filter button dropdown Click

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Filtering by College Uncheck top box (Select All) to clear all Check CHHS only, OK

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Excel 2007 Filtering by College Pane dropdowns instead of buttons Use this instead of button

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Filtered Down to CHHS only See CHHS only

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Add Number of Hits to Legend Double click any color field Select Hits, OK Dbl-clk 2 Watch

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See Number of Hits Added Click in box to enable resizing for larger lists of data

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Add hits to BarChange Layout

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Change Chart Design tab > Chart layouts, dropdown all 2 1

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Change Chart cont. Click Layout 4 (hover over to see #)

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Change Chart cont. Different layout & look, hits not all legible Moved

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Change Source Data on Sheet1 Data tab > Filter > College Check CHHS, OK 3 2 1 4

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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

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Change Source Data cont. Re-alphabetize by adding a, b, c,... In front of each database title Work from a copythis distorts source data

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Refresh Table after Changing Source Data MANUALLY refresh Sheet 4 PivotTable Click in table > Options tab > Refresh Table will re-alphabetize 1 2

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Changing Pivot Chart Must reselect Layout 4 to get hits to reappear on bar

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Rearranged Chart Now can read all hits numbers

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Chart Layout 9 Stair Steps Design tab > Chart layouts > Layout 9 1 2

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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

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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

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Pivot Table of 3 Fiscal Years A Year Semester Year Semester

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Manipulate Table Collapse or expand using + / - buttons Expanded Collapsed

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Manipulate Table cont. College on top of Row Labels controlling it

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Manipulate Table by Year Drag Year to top of Field List to get control Drag Year to top

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Freely Rearrange Data Groups Collapse/expand, rearrange fields, filter Filtered to CHHS, collapsed to years Filter CHHS filter Choose box selection below

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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

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Freely Filter Data to Rearrange 3 FY too much data at once Filter

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Filter by FA Semester Click Semester button Check FA box, OK 2 Semester under here

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Filtered to FA Semesters Only See that overall FA use fell for CHHS

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Chart & Table Filter Together Filtering the chart to FA semesters only made the table filter to FA sem. only

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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

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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.)

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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.

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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

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Live Demo Excel 2010 in Windows 7

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Questions? AndreaMiller at MissouriState dot edu AndreaMiller at MissouriState dot edu AndreaMiller at MissouriState dot edu