44221: Information Systems

Lecture 7 (Week 9)

Organising Data & Presenting Information

By Ian Perry

http://itsy.co.uk/ac/0607/Sem1/44221_IS/

Ian Perry Slide 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.

Ian Perry Slide 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.

Ian Perry Slide 444221: Information Systems: Organising Data & Presenting Information

To add a New Worksheet

• Pull-down the ‘Insert’ Menu• Select ‘Worksheet’

Ian Perry Slide 544221: Information Systems: Organising Data & Presenting Information

To ‘Rename’ your Worksheets!

• ‘Right-Click’ on a ‘Sheet’ Tab• Select ‘Rename’ • Type in the New Name

Ian Perry Slide 644221: Information Systems: Organising Data & Presenting Information

The ‘Qtr1’ Worksheet

Now have 5 WorksheetsRenamed as: Qtr1, Qtr2, Qtr3, Qtr4, & YearSum.

Note.

The other 3 Quarters have exactly same layout, but different Sales & Profit data.

Ian Perry Slide 744221: Information Systems: Organising Data & Presenting Information

Reference the Sales Total for Qtr1

Formula: =Qtr1!B8

Ian Perry Slide 844221: Information Systems: Organising Data & Presenting Information

Reference the Profit Total for Qtr1

Note:

Easiest way to do this is to copy the previousformula from B4 to C4.

Formula: =Qtr1!C8

Ian Perry Slide 944221: Information Systems: Organising Data & Presenting Information

Complete the Yearly Summary

Formula: =sum(B4:B7)

Repeat for other 3 Quarters.}

Copy for ‘Profit’

Ian Perry Slide 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.

Ian Perry Slide 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.

Ian Perry Slide 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.

Ian Perry Slide 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.

Ian Perry Slide 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.

Ian Perry Slide 1544221: Information Systems: Organising Data & Presenting Information

Slightly modified ‘Qtrs&Sum.xls’

Ian Perry Slide 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.

Ian Perry Slide 1744221: Information Systems: Organising Data & Presenting Information

Chart 1 – Sales by Quarter

Highlight the data.

Press the ‘Chart Wizard’ button.

Ian Perry Slide 1844221: Information Systems: Organising Data & Presenting Information

Chart Wizard – Steps 1 & 2

Select Chart Type. Press Next.Press Next.

Ian Perry Slide 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.

PressNext.

Ian Perry Slide 2044221: Information Systems: Organising Data & Presenting Information

The Completed Chart

Ian Perry Slide 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.

Ian Perry Slide 2244221: Information Systems: Organising Data & Presenting Information

Chart Wizard – Steps 1 & 2

Select Chart Type. Press Next.Press Next.

Ian Perry Slide 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.

PressNext.

Ian Perry Slide 2444221: Information Systems: Organising Data & Presenting Information

The Completed Chart

Ian Perry Slide 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.

Ian Perry Slide 2644221: Information Systems: Organising Data & Presenting Information

The Completed Spreadsheet Model