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44221: Information Systems
Lecture 7 (Week 9)
Organising Data & Presenting Information
By Ian Perry
http://itsy.co.uk/ac/0506/Sem1/44221_IS/
Ian Perry Slide 244221: Information Systems: Organising Data & Presenting Information
Why use Multiple Worksheets? ‘Old’ Spreadsheet Software
enabled the user to build two-dimensional models of numerical data on a single worksheet.
these two-dimensional models could be quite large (typically 256 columns by 8192 rows), and finding you way around could be difficult.
Modern Spreadsheet software has introduced the idea of the ‘Workbook’, containing a number of ‘Worksheets’, which: enables three-dimensional numerical data models
to be constructed. chich can ease the organisation of, and navigation
around, large numerical data models.
Ian Perry Slide 344221: Information Systems: Organising Data & Presenting Information
An Excel ‘Workbook’
256 Columns; ‘A’ to ‘IV’
Rows;
‘1’
to
‘65536’
3 Worksheets by default,but can easily add more.
Ian Perry Slide 444221: Information Systems: Organising Data & Presenting Information
To add a New Worksheet
• Pull-down the ‘Insert’ Menu• Select ‘Worksheet’
Ian Perry Slide 544221: Information Systems: Organising Data & Presenting Information
To ‘Rename’ your Worksheets!
• ‘Right-Click’ on a ‘Sheet’ Tab• Select ‘Rename’ • Type in the New Name
Ian Perry Slide 644221: Information Systems: Organising Data & Presenting Information
The ‘Qtr1’ Worksheet
Now have 5 WorksheetsRenamed as: Qtr1, Qtr2, Qtr3, Qtr4, & YearSum.
Note.
The other 3 Quarters have exactly same layout, but different Sales & Profit data.
Ian Perry Slide 744221: Information Systems: Organising Data & Presenting Information
Reference the Sales Total for Qtr1
Formula: =Qtr1!B8
Ian Perry Slide 844221: Information Systems: Organising Data & Presenting Information
Reference the Profit Total for Qtr1
Note:
Easiest way to do this is to copy the previousformula from B4 to C4.
Formula: =Qtr1!C8
Ian Perry Slide 944221: Information Systems: Organising Data & Presenting Information
Complete the Yearly Summary
Formula: =sum(B4:B7)
Repeat for other 3 Quarters.}
Copy for ‘Profit’
Ian Perry Slide 1044221: Information Systems: Organising Data & Presenting Information
Re-order the Worksheets
‘Click-and-Hold’ on the Worksheet you wish to move, ‘Drag’ to new position, then let go.
Ian Perry Slide 1144221: Information Systems: Organising Data & Presenting Information
Charts Why use Charts?
can reduce the complexity of a situation. can make it easier to depict trends. can make it easy to highlight significant
data. Can be misleading!
Something ‘pretty’ on screen can be pretty meaningless!
Need to use the ‘correct’ Chart type; i.e. for a specific purpose.
Ian Perry Slide 1244221: Information Systems: Organising Data & Presenting Information
Chart Type & Purpose? Bar/Column Charts
show values of a single continuous variable for multiple separate entities, or for one variable sampled at discreet intervals.
Or for multiple continuous variables, so that bar heights can be compared.
Composite Bar Charts each bar incorporates several data
series so that it is possible to see how the components contribute to the whole.
Ian Perry Slide 1344221: Information Systems: Organising Data & Presenting Information
Chart Type & Purpose? Pie Charts
show the relative distribution of a single series of data among the parts that make up the whole.
The number of segments should not exceed 10 - in which case a Bar Chart would be more suitable.
Line Charts show how two (or more?) continuous
variables are related to each other. Especially where these variables change over
time.
Ian Perry Slide 1444221: Information Systems: Organising Data & Presenting Information
Chart Tips! Don’t have too much data, or data of
varying scales, on the same Chart. Use 3D Charts with care as one data
series can easily obscure another. Make full use of labels and additional
text to ‘explain’ your Charts. Be careful when selecting scales - as
you can easily exaggerate minor variations, or hide major ones.
Ian Perry Slide 1544221: Information Systems: Organising Data & Presenting Information
Slightly modified ‘Qtrs&Sum.xls’
Ian Perry Slide 1644221: Information Systems: Organising Data & Presenting Information
What Chart type should we use? Look carefully at the data and decide
how they might best be represented. Sales for each of four Quarters:
a single continuous variable for multiple separate entities.
i.e. a Bar/Column Chart. Sales is made up of Costs and Profit:
each bar incorporating several data series so that it is possible to see how the components contribute to the whole.
i.e. a Composite Bar Chart.
Ian Perry Slide 1744221: Information Systems: Organising Data & Presenting Information
Chart 1 – Sales by Quarter
Highlight the data.
Press the ‘Chart Wizard’ button.
Ian Perry Slide 1844221: Information Systems: Organising Data & Presenting Information
Chart Wizard – Steps 1 & 2
Select Chart Type. Press Next.Press Next.
Ian Perry Slide 1944221: Information Systems: Organising Data & Presenting Information
Chart Wizard – Steps 3 & 4
Enter suitable titles for the Chart, X Axis, and Y Axis.
Press Finish.
PressNext.
Ian Perry Slide 2044221: Information Systems: Organising Data & Presenting Information
The Completed Chart
Ian Perry Slide 2144221: Information Systems: Organising Data & Presenting Information
Chart 2 – Profit & Costs
Highlight the data.
Press the ‘Chart Wizard’ button.
Note:
Select the first column of data, then hold down the ‘Ctrl’ key whist selecting the other two.
Ian Perry Slide 2244221: Information Systems: Organising Data & Presenting Information
Chart Wizard – Steps 1 & 2
Select Chart Type. Press Next.Press Next.
Ian Perry Slide 2344221: Information Systems: Organising Data & Presenting Information
Chart Wizard – Steps 3 & 4
Enter suitable titles for the Chart, X Axis, and Y Axis.
Press Finish.
PressNext.
Ian Perry Slide 2444221: Information Systems: Organising Data & Presenting Information
The Completed Chart
Ian Perry Slide 2544221: Information Systems: Organising Data & Presenting Information
This Week’s Workshop Complete this spreadsheet model;
by adding a new Worksheet (with Formulae referencing other Worksheets), then add some Formulae to summarise the data, and finally create two Charts of the Summary data.
Ian Perry Slide 2644221: Information Systems: Organising Data & Presenting Information
The Completed Spreadsheet Model