Presenting Data with Excel 3.2016 - Boston UniversityPresenting Data with Excel In this workshop, we...
Transcript of Presenting Data with Excel 3.2016 - Boston UniversityPresenting Data with Excel In this workshop, we...
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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.