44221: Information Systems Organising Data & Presenting Information By:Ian Perry Room: C41C E-mail:[email protected] Tel: 01723 35 7287

44221: Information Systems

Organising Data & Presenting Information

By: Ian PerryRoom: C41CE-mail: [email protected]: 01723 35 7287

http://itsy.co.uk/ac/0708/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. can ease the organisation of, and navigation

around, large numerical data models.


An Excel 2007 ‘Workbook’

16,384 Columns; ‘A’ to ‘XFD’

Rows;

‘1’

to

‘1,048,576’

3 Worksheets by default,but can easily add more.


To add a New Worksheet

• Press the ‘Insert Worksheet’ tab• OR ‘Shift+F11’ if you prefer to use the Keyboard


Always ‘Rename’ your Worksheets!

• ‘Right-Click’ on a ‘Sheet’ Tab• Select ‘Rename’ • Type in the New Name


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.


Reference the Sales Total for Qtr1

Formula: =Qtr1!B8

Worksheet Reference

Cell Reference


Reference the Profit Total for Qtr1

NB.

The easiest way to do this is to copy the previous formula from B4 to C4.

Formula: =Qtr1!C8


Complete the Yearly Summary

Formula: =sum(B4:B7)

Repeat for other 3 Quarters.}

Copy for ‘Profit’


Re-order the Worksheets

‘Click-and-Hold’ on the Worksheet you wish to move, ‘Drag’ to new position, then let go.


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.


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 height/length 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.


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.


Chart Tips! Don’t have too much data, or data of

varying scales, on the same Chart. Avoid using 3D Charts; 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.


Slightly modified ‘Qtrs&Sum.xls’


What Chart type should we use? Look carefully at the data and decide

how they might best be represented. Yearly Sales by Quarter:

a single continuous variable for multiple separate entities.

i.e. a 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.


Chart 1 – Yearly Sales (Step 1)

Highlight the data.

Select ‘Column’ as the Chart type.

Switch to the ‘Insert’ Menu



Select Chart sub-Type.



NB.

The Chart that appears is OK(ish), but could better.

e.g.• With a more

meaningful Chart Title.

• Without the ‘Sales’ series indicator; as there is only one series of data

• With X & Y Axis labels



Layout 9• Is close to what

we want to achieve.

• BUT will require a bit more work.

Selecting the ‘Quick Layout’ menu option, reveals a variety of standard chart layouts.



Select the ‘Sales’ series indicator.

Then ‘simply’ press the ‘Delete’ key (on your keyboard) to remove it.



Select the Chart Title.

and replace the original text with something more meaningful.

Repeat the above process for the X and Y Axis Titles.


Chart 1 – Yearly Sales (Completed)


Chart 2 – Profit & Costs

NB.

Select the first column of data, then hold down the ‘Ctrl’ key whist selecting the other two.

Highlight the data.

Choose ‘Column’ (with a ‘Stacked Column’ sub-type);

and the rest of the Chart creation process is pretty much the same as it was for the previous chart.

However;

•this time we don’t want to remove the series indicators,•otherwise it will be difficult to see which part of each column is ‘Profit’ and which is ‘Costs’


Chart 2 – Profit & Costs (Completed)


This Week’s Workshop Complete this spreadsheet model,

by;

•adding a ‘Summary’ Worksheet (with Formulae referencing the ‘Int Apps’ & ‘RAE 1’ Worksheets),

•adding Formulae to summarise the referenced data,

•and finally creating two Charts of the Summary data.


The Completed Spreadsheet Model

NB.

These Lecture notes should contain examples of everything you will need in order to complete the Workshop tasks.

Documents

44221: Information Systems Organising Data & Presenting Information By:Ian Perry Room: C41C E-mail:[email protected] Tel: 01723 35 7287