Spreadsheets and Non- Spatial Databases Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel.

transcript

Spreadsheets and Non-Spatial Databases

Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel

Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s2

Advanced Microsoft Excel

Beyond the Basics Copying and Pasting

Formulas Absolute Cell

Addresses Trendlines Statistical Analysis Pivot Tables and

Charts Helpful Hints File Conversions

Copying and Pasting Formulas When entering the same

formula multiple times use: Autofill

Drag the fill handle (black box at the bottom of highlighted cells) over the cells to be filled

Fill right Highlight cells to be filled Ctrl + r

Fill down Highlight cells to be filled Ctrl + d

•Fill Handle

Paste Special When copying a formula

choose to paste only the: Formula Value Format Etc.

For example: if copying a formula to a new table or spreadsheet and only the value of the formula is to be displayed choose paste special and highlight values.

Absolute Cell Addresses When copying formulas

Excel shifts the reference cell to a relative reference in the next column or row. Example: when using the

fill right command the relative reference shifts one column to the right.

If the formula is to refer back to the same cell each time it must use an absolute cell address.

Relative reference

°C to °F conversion: Formula F=C*1.8+32 Cell B15 contains 1.8 and

Cell B16 contains 32. In order to refer to these as an absolute reference they must be written in the formula as $B$15 and $B$16. In this manner when copying and pasting or filling the formula it will always refer to these two cells.

Shortcut: F4 will toggle between relative and absolute references

Trendlines Independent (Depth) vs.

Dependent variable (pH) Graph data using the XY

(Scatter) Chart type. Once graph is finished go to

the chart menu and select add trendline.

Right click on trendline to format Display the R2, equation, etc.

This trendline shows that pH is negatively correlated with depth. This means that as depth increases pH decreases or vice versa.

Depth v. pHR2 = 0.8106

6.8 7.0 7.2 7.4 7.6 7.8 8.0 8.2 8.4

Trendline

Statistical Analysis Most Excel packages do

not have the capability to perform advanced statistical analysis without an add-in. Under the tools menu select

add-ins. Select the Analysis Tool Pack

and Analysis Tool Pack (VBA).

It may be necessary to insert the Microsoft Office installation CD.

To perform a a statistical test Under the Tools Menu select

Data Analysis. Choose which statistical

operation to perform. For Example: If a trendline is not

sufficient. Select the regression option. Input Y range and X range. Click OK. Summary Output will display

in a new worksheet. Note: the R2 here is the same

as that displayed on the trendline graph.

Pivot Tables Organize and summarize

large amounts of data quickly.

Add or Remove data Rearrange the layout View a subset of data Calculate overall or by

subset Sum Average Count Standard Deviation

Creating a Pivot Table Start with a table of data

Clear column headings No blanks

Select cell anywhere in table

Go to the Data menu Select Pivot Table and

Pivot Chart Report Follow Steps of the

Pivot table and Pivot Chart Wizard.

Pivot Table Design Step 3 of the Pivot Table

and Chart Wizard Select Finish to organize

the table on the spreadsheet.

Choose the Layout option to organize the table in the chart wizard. Drag field buttons to the

labeled areas on the pivot table diagram

Field buttons

Pivot Table Diagram

Pivot Table Design Data totals are

automatically calculated as sums

Change this by right clicking on the sum of temp, etc. in the data column. Select Field Settings Choose from list

Sum, Average, Max, Min, etc.

Pivot Table Options Easily add or remove data

Return to wizard Select Layout Option

• Rearrange Fields Use the Pivot Table Field

list to rearrange on the worksheet

View a subset of the data Click on arrows

List drops down Check items to display

Pivot Tables Create many tables from

same pivot table Select data to be shown Copy table Paste Special

Values Creating a pivot table is a

“trial and error” process. Practice moving things

around to become familiar Of course look to Microsoft

for help!

Pivot Table Charts Simply click on the chart

wizard icon in the Pivot Table toolbox.

Automatically creates chart

Same rules apply Change layout Display only certain

information Etc.

Pivot Table Example Ice Lake, MN

9/5/2004-9/11/2004 Available at:

http://www.waterontheweb.org/data/icelake/realtime/weekly.html

Preparing Excel Table Change the date field to two

columns: time and date. Delete Spaces in data table Make column heading into

one row Use wrap text option under

format cell – alignment tab

Example: Ice Lake, MN Use the layout option to

design the pivot table Drag Date and Time Fields to

the Page Field Drag Depth Field to the row

Field Drag the rest of the Field

Buttons to the Data Field Click OK and Finish Result

Data organized by Date and time Depth

Can calculate average, etc. much quicker than entering formulas.

Other Helpful Features Autofilter

Search for blanks, non-blanks, or other data in a table

Select any cell in table Go to Data Menu

Filter – Auto Filter Click on arrows to select

from drop down list Transpose

When data is in columns and it needs to be in rows Paste special-Transpose

Transferring files between programs: Many file formats

Microsoft Excel = .XLS Quattro Pro

= .WQ1, .WB1, .WB2 Lotus 1-2-3 =

WKS, .WK1, .WK3, .WKE .DBF, .CSV, .TXT, and many

others. From Excel

Save As Choose from Save as Type

To Excel Right click on file

Open With –Choose Program

•Save as Type

Spreadsheets and Non- Spatial Databases Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel.

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