DESCRIPTIVE STATISTICS

AND PIVOT TABLE

CHAPTER 7:

DESCRIPTIVE STATISTICS

• A collection of quantitative measures and ways of describing data

• Example: Frequency distributions, histogram, measures of central tendency (mean, median, mode, proportion) and measures of dispersion (range, variance, standard deviation)

• Excel provides a useful tool for basic data analysis, available under the Data Analysis ToolPak from the Tools menu

• Descriptive statistics can also be computed by entering statistical functions directly in worksheet cells

DESCRIPTIVE STATISTICS

PRACTICE

*open template: Exercise !!!

1st: click Tool, choose Add Ins2nd: click the Analysis ToolPak box, press OK3rd: click Tool, choose Data Analysis4th: choose Descriptive Statistics, press OK5th: highlight the column that contain the data6th: tick Output Range and highlight the empty cell that you wish to place the result7th: tick the Summary statistics box, press OK

FILTERING

• A quick and easy way to extract certain records from a database created in Excel.

• The filtering makes it possible to manipulate the records as a group of their own.

• Unlike sorting, filtering does not rearrange the list, instead it hides the rows containing the records that do not meet the criteria.

PRACTICE

1st: Create new record in Excel (show at least 3 column of data): example – Month, Brand, RM or Name, Subject, Marks

2nd: Point at the first column title, choose Data 3rd: Choose Filter, then AutoFilter4th: Examine the effect to the record

ADVANCED FILTERING

• Can be used to create a separate table of record from the main record.

• There are 6 standard Comparison Operators (=,>,<,<=,>= and <>) to be used to set the criteria for numerical value.

• Syntax to set the criteria for text: =“=text”• Excel will match the content with the text type by

user.• The asterisk (*) and question (?) mark are

wildcard characters

• They are used in criteria statements to represent one or more characters.

• Example:=“=?an” would return Dan, man and fan=“=*an” would return man, woman, American

PRACTICE

* stop the AutoFilter features for the current record

1st: create new table (with the same column title)

2nd: place the criteria in the cell below the column title of the new table

3rd: highlight the whole record including the column title

4th: choose Data Filter Advanced Filter5th: for Criteria range:, highlight the new table

containing the criteria (including the column title)

6th: tick copy to another location7th: for Copy to:, point at any empty cell that

you wish to place the new projected table8th: examine the result

PRACTICE

PIVOT TABLE

• A tool useful for summarizing the variables contained in an Excel sheet.

• Located in Data menu.• Be sure to provide a variable label at the top of

each column in the worksheet, because labels are necessary when constructing a pivot table.

• Why Pivot?- to summarize data contained in lengthy list

into a compact format- to find relationships within the data- to organize data into a format that’s easy to

chart

TO CREATE PIVOT TABLE

1. Select cell in the worksheet that contains data, or select all the data and columns you want to include in the report. On the Data menu, click PivotTable and PivotChart Report.

2. In Step 1 of the wizard, make sure that Microsoft Excel list or database is selected.

3. Under What kind of report do you want to create?, make sure that PivotTable is selected.

4. Click Next.

5. Select the data Range you wish to include in your PivotTable $A$1:$H$24 (cells that contain your data) Sheet1!$A:$H (columns that contain data) MyData (a named range that contains data)

PIVOT TABLE

6. Select where you want your PivotTable to reside (the default is a new worksheet within this workbook)

7. The create your PivotTable, either click Layout or Finish

Note: If you get the below

message and you are concerned about file size,

click Yes

PIVOT TABLE

• Remember the rules of where to place data fields:• Row Fields: display data vertically, in rows • Column Fields: display data horizontally, across columns• Data Items: numerical data to be summarized• Page Fields: display data as pages and allows you to filter to a

single item • Note: If the field list is hidden, click Show Field List on the

PivotTable toolbar.• 2 ways to update:

• Use the layout option in the Wizard• Or, create an empty PivotTable and drag in fields from the field list

PIVOT TABLE

FORMATTING

• Rename the fields in the gray boxes. Click the field name, retype, and then press ENTER.

• Format Numbers:• Click a cell that contains numerical data, or the name of the

field heading for that data. • Click the Field Settings button on the PivotTable toolbar, and

then click Number. • In the Format Cells dialog box, click any option in the Category

list. • Click OK twice.

• You may use cell formatting buttons • Note, hover at column or row beginning until you get a black

arrow to select that column or row before applying the format

• Apply an automatic format • Click in the report, and then click the Format Report button on

the PivotTable toolbar• Select a format in the AutoFormat dialog box• Select PivotTable Classic to remove auto formats   • Generally apply auto formats as a last step

FORMATTING

CHANGE THE DISPLAY

• Change sort order• Click the field heading or any cell in the list that contains the

data you want to sort. • On the PivotTable toolbar, click PivotTable, and then click

Sort and Top 10. • Under AutoSort options, click Descending or Ascending. • Click OK.

• Change how data is summarized• Click a cell in the data area or the field heading for the data

area. • Click the Field Settings button on the PivotTable toolbar. • In the Summarize by list, click an option, and then click OK.

ADD FIELDS

• Drag in fields from the PivotTable Field List or return to the PivotTable Wizard and click Layout• If the PivotTable Field List is not visible, click on the report

• You don't have to undo an existing report to add another field• More than one field can be dragged onto any of the drop areas on

the report• A PivotTable report with more than one row field has one inner

row field (closest to the data area) and other outer row fields• Items in the outermost row field are displayed once; items in

the rest of the row fields are repeated as necessary• Any field can be used more than once on a report, even in the

same drop area

CALCULATION OPTIONS

• Use a summary function other than SUM • Click the data field heading or a cell within the data field, and

then click the Field Settings button on the PivotTable toolbar.

• In the Summarize by list, select a different summary function, and then click OK

• Use a custom calculation* to show data another way • Click in one of the cells in the data area• On the PivotTable toolbar, click the Field Settings button • Click the Options button• In the Show data as list, click the arrow, scroll down the list,

and then make a selection such as % of total. Click OK. * Use with caution. Make sure you are getting expected results.

• Use calculated fields* or calculated items* to enter your own formulas based on the information in the data area in a PivotTable report. • Calculated field: when using data from another field in your

formula • For example, compute student/faculty ratio when student

count and faculty count are two separate fields• Calculated item: when using data from one or more specific

items within a field • For example, compute % of students that are female when

gender is one field* Use with caution. Make sure you are getting expected results (for example, does your total row sum the percentages or recalculate the percentages?)

CALCULATION OPTIONS

CHANGE THE DATA

• After changes are made to the information source, click the Refresh Data button

• If you have added columns or rows to your data source, make sure to update the data range• Right click on the PivotTable, click PivotTable Wizard, click

the back button• Note, if you insert rows into your current data range, the

PivotTable will automatically update

CELL REFERENCES

• GETPIVOTDATA function appears automatically when you type an equal sign (=) outside of the report and then select a cell inside the report• GETPIVOTDATA function retrieves data from the report and

continues to do so even if the report layout changes. • If you remove any of the fields referenced in the GETPIVOTDATA

formula from the report, the formula returns #REF!. • If you do not want to use the function:

• Type an equal sign (=) in a cell outside of the report. • Type the cell address that contains the value that you want

to reference.

• You can also add a button to the PivotTable toolbar to turn the GETPIVOTDATA function on and off.• With a PivotTable report open, on the PivotTable toolbar, click

the Toolbar Options arrow on the right end of the toolbar. • Click Add or Remove Buttons, click PivotTable, and then

click Generate GetPivotData. • When you click in your worksheet, you'll see the Generate

GetPivotData button on the toolbar. When selected, the button turns the function on. Select the button to turn the function on or off.

CELL REFERENCES