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Spreadsheets and Non-Spatial Databases

Spreadsheets and Non-Spatial Databases. Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel. Advanced Microsoft Excel. Beyond the Basics Copying and Pasting Formulas Absolute Cell Addresses Trendlines Statistical Analysis Pivot Tables and Charts Helpful Hints File Conversions.

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Spreadsheets and Non-Spatial Databases

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

  2. Advanced Microsoft Excel • Beyond the Basics • Copying and Pasting Formulas • Absolute Cell Addresses • Trendlines • Statistical Analysis • Pivot Tables and Charts • Helpful Hints • File Conversions

  3. Advanced Microsoft Excel • 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

  4. Advanced Microsoft Excel • 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.

  5. Advanced Microsoft Excel • 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

  6. Advanced Microsoft Excel • °C to °Fconversion: • 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

  7. Advanced Microsoft Excel • 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. Trendline

  8. Advanced Microsoft Excel • 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.

  9. Advanced Microsoft Excel • 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. R2

  10. Advanced Microsoft Excel • 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

  11. Advanced Microsoft Excel • 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.

  12. Advanced Microsoft Excel • 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 Pivot Table Diagram Field buttons

  13. Advanced Microsoft Excel • 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.

  14. Advanced Microsoft Excel • 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

  15. Advanced Microsoft Excel • 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!

  16. Advanced Microsoft Excel • 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.

  17. Advanced Microsoft Excel • 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

  18. Advanced Microsoft Excel • 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.

  19. Advanced Microsoft Excel • 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

  20. Advanced Microsoft Excel • 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

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