presenting data with excel 3.2016 - questrom...

QuestromITSTechShopWorkshop Spring2016

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Presenting Data with Excel

In this workshop, we will be exploring some of the beginning functions of organizing and presenting data in a strategic manner. We will be looking at data specifically on Excel as well as linking data to a PowerPoint and printing data appropriately.

By the end of this workshop, you should be able to:

• Create basic tables including pivot tables • Manipulate the screen and cells to meaningfully convey data • Effectively display data outside of Excel

Table of Contents Formatting as a Table p. 2 Filtering and Sorting Data in a Table p. 2 Creating Pivot Tables p. 3 Freezing Rows and Columns p. 5 Splitting Excel into Multiple Panes p. 6 Conditional Formatting p. 7 Locked and Hidden Cell Formatting p. 8 Tips for Entering Data in Excel p. 9 Printing your Worksheet p. 10 Chart Building p. 11 Chart Tools (Editing Charts) p. 12 Inserting Excel Charts into Powerpoint p. 13


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Formatting as a Table

Formattingdataasatablecanmakeiteasiertosortandfilterdata.Filteringtemporarilyhidesdatafromview–itdoesnotdeletedata.Thiscanbehelpfulwhendealingwithlargequantitiesofinformation.

Toformatyourdataasatable:• Highlightthedatayouwishtoinclude.• ClicktheInserttabontheribbon,and

selectTable.• Select“MyTablehasHeaders”if

appropriate.• ClickOk.

Youcannoweasilyfilterandsortdatawithoutworryingaboutlosingorchanginganydata.

Toconvertyourtablebacktoadatarange:• ClickonanycellinyourtabletoaccesstheTableToolstab. • FromtheTableToolstab,selectCoverttoRange.

Filtering and Sorting Data in a Table

Filteringandsortingthedatainyourtableisagreatwaytoorganizethedataorlookatonlyasubsectionofthedatawithoutlosinganyinformation.Clickonthesmallarrownexttothecolumntitleinyourtabletofilter/sortdata.

Filteringyourdata:

• Clickonthesmallarrowinthecolumntitle.• Onlyselectdesireddatatobedisplayed.

Sortingyourdata:

• Clickthesmallarrowinthecolumntitle.• Selectappropriatesortoption(i.e.,largestto

smallest)


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Creating Pivot Tables APivotTableisaspecialtypeoftablethatcanmakeiteasiertosummarize,organize,andanalyzeyourdata.PivotTablesallowyoutoextractsignificantinformationfromalargerpoolofdata.

UndertheQuickAnalysistab,ExcelsuggestsPivotTablelayoutsthatfityourdata.

Iftheserecommendationsdonotfityourdata,manuallycreateapivottablebygoingtotheInserttabandselectingPivotTable.

• Adialogboxwillopenanddatawillbeselected(indicatedbymarquee).Youcanalsohighlightthedatayou’dliketousefirst,andthengotoInsert>PivotTable.

o AdjustthecellrangeinTable/Rangetextbox,ifnecessary.o ChangethelocationbetweenNewWorksheet/ExistingWorksheetasdesired.

! Indicatedesiredlocationofthefirstcellinthenewtable.o ClickOK.


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YourPivotTablewillbecreatedintheplaceyouindicated.Thetableitselfwillbeblank,andthePivotTableFieldstaskpanewillappear.

• AssignfieldsinthePivotTableFieldstaskpanetopartsofthetablebydraggingafieldtooneofthefourdropzones.

o FILTERS:Containsfieldsthatenabletoyoutofilterdata(i.e.,yearfieldwouldallowyoutodisplaydataforaspecificyearorallyearsrepresented).

o COLUMNS:Containsfieldsthatdeterminethearrangementofdatashowninthetablecolumns.

o ROWS:Containsfieldsthatdeterminethearrangementofdatashowninthetablerows.

o VALUES:Containsthefieldsthatdeterminewhichdataarepresentedinthecellsofthepivottable–valuesthataresummarizedinthetable’slastcolumn(bydefault,valuesaretotals,buttheycanalsobecounts,averages,etc.).

• ThePivotTableToolssectionwillappearwhenyouareeditingapivottable.o Withinthatsectionaretwotabs:theAnalyzetab,andtheDesigntab.Use

thefollowingfeaturesoftheAnalyzetabto:! FieldList:Hide/redisplayPivotTableFieldstaskpane.! +/-Buttons:Enablesyoutotemporarilyremoveandthenredisplay

particularsummarizedvalues.! FieldHeaders:Hide/redisplaythefieldsassignedtoColumnLabels

andRowLabels.


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Freezing Rows and Columns

Youcanfreezerowstokeepinformationvisibleatalltimes.Thisisparticularlyusefulwhenyouhavealargesetofdataandyouwanttherowandcolumnheaderstostayatthetopofyourdatawhilescrolling.

• Beginbyselectingtherowbelowtherowyouwanttofreezeorthecolumntotherightofthecolumnsyouwanttofreeze.

• FromtheViewtab,selectFreezePanes.o Selecttheappropriateaction.

• Toun-freeze,gobacktotheViewtab,clickFreezePanesandselectUnfreezePanes.


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Splitting Excel into Multiple Panes

SplittingyourExcelfileintomultiplepanesallowsyoutoviewdifferentpartsofyourworksheetsimultaneously.Thiscanbehelpfulifyouneedtocomparedatainaverylargedataset.Anychangesmadeinonepaneareautomaticallyreflectedintheotherpanes.

Youcansplitpanesvertically,horizontally,orboth(thiscreatesfourpanes):

• Positionthecellpointerattheplaceintheworksheetwhereyouwanttosplittheworksheet.

o ! ! !

• FromtheViewtab,selectSplit.o Cursorplacementiskeytopropersplitting!

! Tosplityourworksheethorizontally,positionthecellpointerintheRowwhereyouwanttosplittooccur.

! Tosplityourworksheetvertically,positionthecellpointerintheColumnwhereyouwantthesplittooccur.

! Tosplitintofourpanes–splittingbothverticallyandhorizontally–positionthecellpointerinanycell.Thetopleftcornerofthiscellwillindicatewherethesplitoccurs.

Toremoveasplit,selectSplitasecondtime.


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Conditional Formatting

Conditionalformattingisusedtoenhancereportsanddashboardsbydynamicallychangingtheformattingofavalue,cell,orrangeofcellsbasedondefinedconditions.Thisaddsalevelofvisualizationthatenablessplit-seconddeterminations.

TouseConditionalFormatting:

• Highlightthedatayouwishtoformat.• FromtheHometab,selectConditionalFormatting.

o Conditionalformattingonlyworkswithnumericaldata,suchastestscores.Donotformataverages,percentages,andtext.

• YoucanuseConditionalFormattingtoapplyDataBars,ColorScales,andIconSets:o DATABARS:Createsaminichartwithinselectedcells.o COLORSCALES:Fillscellswithcolorvaryinginscalebasedonthevaluein

eachcellrelativetootherformattedcells.o ICONSETS:Symbolsthatareinsertedineachcellyouareformattingbased

onthevalueineachcellrelativetootherformattedcells.o HIGHLIGHTCELLSRULES:Highlightscellsthatmeetaspecifiedcondition

(greaterthan,lessthan,equalto).o TOP/BOTTOMRULES:Highlightscellsthatareinthespecifiedrange(top

10%,bottom10%).


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Locked and Hidden Cell Formatting

Youcanlockorhidecellsinordertokeepyourdatafrombeingmodified.Thisisparticularlyusefulwhensharingdatawithothers.

• Lockingacellkeepsthecellvisible,butpreventsothersfrommakingchangestoit.• Hidingaformulakeepstheoutcomevisible,butpreventsothersfrommaking

changestotheformulaitself.o Selectthecellsyouwanttolockorhide.o FromtheHometab,clickthesmallarrownexttoAlignmenttoopenthe

FormatCellsdialogbox.! FromtheProtectiontab,checktheboxnexttoLockedorHidden.To

unlockorunhide,justun-checkthebox.


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Tips for Entering Data in Excel

HerearesometipsforenteringdatainExcel:

• Organizeinformationintablesusingadjacentcolumnsandrows.o Trynottoleaveblankcolumnsandrowsbetweendata.UseTableFormatting

tocreatedistinctionsbetweenpartsofyourdata,ifnecessary.• Starttablesintheupper-leftcorneroftheworksheetandworkyourwaydown.• Separateeachtablebynomorethanasinglespace.• Tospaceouttables,ratherthanaddinganemptyrow/column,adjustwidth,height

andalignmentofyourrowsandcolumns.• Reserveasinglecolumnattheleftedgeofthetablefortherowheadings.• Reserveasinglerowatthetopofthetableforthetable’scolumnheadings.• Putpagetitlesintherowabovethecolumnheadingsinthesamecolumnoftherow

headings.


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Printing your WorksheetFormattingyourworksheetforprintingcanbedonefromPageLayoutwhileworkingonthedocument,aswellasbyselectingthePrintoptionontheFiletab.

• FormattingfromthePageLayouttab:o SetMarginsandOrientationtofindthebestfitfordata.

! Decreasingmarginsallowsformoredataononepage.! UsingLandscapeorientationoftenallowsformoredataononepage.

o PrintTitles–selecteithertherowsorcolumnsyouwanttohaverepeatedoneverypageoftheprintout,andpressOK.

• FormattingfromtheFiletab:o SelectPrintfromthemenuontheleft.

! ShowPrintPreview–showsapreviewofwhatwillbeprinted.! PrintActiveSheets–printpartorallofyourworksheet.! ChangePortraitOrientationto‘landscape’tohelpmaximizespace.! Margins–adjustthemtofitmoreofyourworksheetonyourpage.! Scaling–adjusttofitmorecontentonpage.! PageSetup–accessmoreoptionsincluding:addingaHeader/Footer,

printinggridlines,printingtitles,andchangingthepageorder.


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Chart BuildingChartsandgraphsareagreatwaytodisplayyourdatainavisuallyappealingway.Notallchartsworkinallsituations,somakesurethatyouareusingachartthatisappropriateforwhatyouaretryingtopresent.Donotgraphaverages,percentages,andtotals.Instead,displaythesevaluesinapresentation.

• Creatingachart:o Highlightthedatayouwanttoinclude.o Toinsertachartquickly,usethekeystrokesAlt+F1,oryoucangotothe

Inserttab,selectChartsandthenchoosethemostappropriatestyle.! Chooseacharttypethatrepresentsyourdatawell.Forexample,usea

piecharttoshowpartsofawhole.o Yourchartwillimmediatelyappearonthecurrentsheet.

! Sometimes,chartswillbemissinginformationsuchastitles,labels,andnumbers.

• Chooseappropriateandcleartitlesandlabelsforyourchartstoavoidaudienceconfusion.Forexample,insteadofSales,useSalesinMillionsofUSD.

! SpecificdatacanbegraphedbyusingCtrltoselectindividualpiecesofdata.

! Tographcontiguousdata,selectonecellofdataandpressAlt+F1.

Selectingthecorrecttypeofchartyouuseiscrucialtoproperlydisplayingdata.Manydatasetscanberepresentedbydifferenttypesofcharts,but,bychoosingthewrongtype,themeaningofthedatamaybedistorted.Belowarethemostpopulartypesofchartsandthecorrectconditionsforusingthem:

• Column:Columnchartsaregreatforaccentuatingvolumesandcomparingvaluesamongtheotherx-axisvariables.

• Line:Linechartsaregreatforshowingtrendsamongsequentialdata.• Bar:Barchartsarethesameascolumnchartsbutrotated90degrees,andthe

comparisonvariablesareamongthey-axis.• Pie:Piechartsaregreatforshowinghowcategoriesmakeupatotalamount(e.g.,a

breakdownbyregionforsales).


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Chart Tools (Editing Charts)

TheChartToolstabisagreentintedtaskbarthatappearsonlywhenachartisselected,andcontainstwoothertabs:DesignandFormat.Usethesetabstoedityourchart.

TheDesigntab:• Thistaballowsustochooseanothercharttypetobetterfitourdataandtoswitch

therows/columns,aswellastoselectfromanumberofstandardchartstyles.o Tochangecharttype,selectChangeChartType.o ThereareseveraltemplatedesignsforaddingtitlesandlabelsunderQuick

Layout.o UseAddChartElementtoaddoreditcharttitles,axistitles,datalabels,etc.o UseChangeColorstoquicklychangeallofthecolorsinyourchart.

o Tocustomizethecolorsinyourchart,pressthePaintbrushicontotherightofyourchart.

Shapes,pictures,andtextboxescanbeaddedtographsandchartstobringattentiontothedata(usetheInserttabtodothisasyounormallywould).

• Trytouseonlyoneelement.Ifyouhavenumerouselementsonthechart,allofthedatawillbeovershadowedbytextboxes,shapes,pictures,etc.

• Ifyouwillbetalkingaboutmultiplepointswhenpresenting,addtheelementsinPowerPointinsteadofaddingthemdirectlytothechart.


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Inserting Excel Charts in PowerpointWhenyourdataismorestatic(i.e.,itwillnotbeupdatedinthefuture),itisbesttoinsertthegraphasapicture.

• SelectthechartyouwanttobeincorporatedinyourPowerPointo FromtheHometab,gototheClipboardsection.

! OntheCopydropdownmenu,selectCopyasPicture.! Onthepop-upmenu,don’tchangeanyoftheoptionsandselectOK.

• InPowerPoint,gototheHometab.o GototheClipboardsectionandunderPasteselectPicture.

Ifdataisdynamic(thatis,yourdatawillbechanginginthefuture),itisbesttoinsertyourchartasalink.ThisfunctionwillchangethedataonyourPowerPointasyouchangeitinExcel.

• SelectthechartyouwanttobeincorporatedinyourPowerPointo FromtheHometab,gototheClipboardsection.

! OntheCopydropdownmenu,selectCopy.• InPowerPoint,gototheHometab.

o GototheClipboardsectionandunderPasteselectoneoftwooptions:! UseDestinationTheme&LinkDatawillchangeyourcharttomatch

yourPowerpointformatting(forexample,yourchart’scolorsmightchangetomatchcolorsinyourPowerpoint).

! KeepSourceFormatting&LinkDatawillimportyourchartintheexactsamewayyouseeitinExcel.

presenting data with excel 3.2016 - questrom...

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