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Spreadsheets and Non-Spatial Databases
Unit 4: Module 15, Lecture 1- Spreadsheet Software
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s2
Spreadsheets
A spreadsheet is a collection of data organized in tables of columns and rows.
Data entered can included almost anything: measurements names numbers commentary formulas, etc.
Site Date/Time Depth Temp pH EC25 DO DOSat Turbmeters ° C uS/cm mg/L @temp NTU
IceLake 9/11/2004 12:08 3.9 18.9 8.3 123.1 6.3 70 9.7IceLake 9/11/2004 12:10 4.8 18.6 8.3 123.6 5.8 64 11.1IceLake 9/11/2004 12:12 5.8 18 8.1 125.2 5.42 59 9.8IceLake 9/11/2004 12:13 6.8 16 7.9 131 3.54 37 10.9IceLake 9/11/2004 12:15 7.9 12.6 7.6 139.2 1.13 11 10.1IceLake 9/11/2004 12:16 8.8 9.8 7.5 146.8 0.76 7.6 12.5IceLake 9/11/2004 12:16 9.9 8.3 7.3 146.6 0.57 5 18.8IceLake 9/11/2004 12:18 10.8 7.6 7.2 148.8 0.37 3.2 11.8IceLake 9/11/2004 18:03 1 19.9 8.3 122.3 5.89 66.7 11.9IceLake 9/11/2004 18:05 1.9 19.7 8.3 123.2 6.3 71.1 8.8IceLake 9/11/2004 18:07 2.9 19 8.3 123.2 6.52 72.5 9.4IceLake 9/11/2004 18:08 3.9 18.9 8.3 123 6.25 69.3 9IceLake 9/11/2004 18:10 4.8 18.6 8.3 123.5 6.03 66.5 9.1IceLake 9/11/2004 18:11 5.8 18.2 8.2 124.3 5.54 60.7 9IceLake 9/11/2004 18:13 6.8 16.3 7.9 130.6 3.67 38.6 9.1IceLake 9/11/2004 18:14 7.9 12.6 7.6 140.8 1.5 14.6 10.2IceLake 9/11/2004 18:15 8.9 10.4 7.5 144.4 0.99 9.1 11.4IceLake 9/11/2004 18:16 9.9 8.6 7.4 145.2 0.67 5.9 10.5IceLake 9/11/2004 18:18 10.8 8.2 7.3 146.5 0.4 3.5 14.3IceLake 9/12/2004 0:04 1.1 19.3 8.2 122.5 5.41 60.5 11.1IceLake 9/12/2004 0:07 1.9 19.6 8.2 122.9 5.09 57.3 9.4IceLake 9/12/2004 0:12 3.1 19 8.3 123.2 6.01 66.8 8.9IceLake 9/12/2004 6:03 1.1 19.1 8.2 122.9 5.39 60.1 9.9IceLake 9/12/2004 6:06 2.1 19.2 8.2 123.1 5.98 66.8 8.7
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s3
Software options
Spreadsheets can be created using: Microsoft Excel Corel Quattro Pro Lotus 1-2-3 Many other options
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s4
Microsoft Excel Basics
Each Excel workbook is organized into a series of worksheets (spreadsheets)
Every electronic spreadsheet is organized into rows and columns.
The intersection of each row and column forms a box called a cell. Cell D4 is in column D, row 4
Three types of information can be entered into each cell. Text Number Formula
column
rowcell D4
worksheet
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s5
Microsoft Excel Basics
If a number entered is displayed differently than entered Select cell (left click) Right click
Select format cell Choose:
Category: number, text, date, etc.
Type: style, significant digits, etc.
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s6
Microsoft Excel Basics
If a number entered displays as (####), this means it is too large for the row or column. Highlight column or row Select Format from menu bar
Select column or row auto-fit selection
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s7
Microsoft Excel Basics
Data should be organized into a table when entered Clear titles for columns
should be included Include measurement
units
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s8
Microsoft Excel Basics
In order to move data around it may be necessary to cut/copy and paste Copy/Cut
Highlight the data to be copied or cut using the mouse.
Right click and select copy or cut
Shortcut: ctrl + c (copy) ctrl + x (cut)
Paste Highlight the destination
cell using the mouse Right click and select
paste Shortcut: ctrl +v
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s9
Microsoft Excel Basics
Sometimes data may be entered out of order or needs to be organized Highlight the data to be
sorted Use the Sort feature under
the data menu Organize by column
Ascending or Descending
Text will be organized alphabetically
Numbers will be organized numerically
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s10
Microsoft Excel Basics
Formatting borders for display/printing
Select table Right click Select format Click on borders tab Select borders to be
shown Alternative:
Select area to print Select print preview from
file menu Select setup Click on sheet tab Check the box marked
gridlines under the print subtitle
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s11
Microsoft Excel Basics
Helpful shortcuts When entering data if the
same number, formula or text is repeated several times using the fill command is helpful Fill right
Highlight the cells to be filled
Select Fill Right from edit menu
Shortcut: Ctrl + r Fill down
Highlight the cells to be filled
Select Fill Down from edit menu
Shortcut: Ctrl + d
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s12
Microsoft Excel Basics
It is possible to do the following to an entire column or row by right clicking on the column or row heading: Insert Delete Cut/Copy Paste Clear contents
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s13
Microsoft Excel Basics
Operations on the entire worksheet Rename, Insert,
delete, move or copy Preserves data in its
original form while allowing changes to be made in the copy.
Useful when combining data from separate projects
Simply right click on the worksheet name
And select desired option
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s14
Microsoft Excel Basics
Entering Formulas Excel formulas always
start with an equal sign (=)
Point to the 1st cell Enter the “operator”
add (+), subtract (-), multiply (*), divide (/).
Point to the 2nd cell Hit “Enter” or move off
cell The answer magically
appears!
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s15
Microsoft Excel Basics
Basic statistical functions Summation
=sum (selected range) Average
=average (range) Median
=median (range) Standard Deviation
=stdev (range) Many other statistical
functions are also available Enter formula name,
then highlight range of values
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s16
Microsoft Excel Basics
Creating Charts and Graphs First step is to decide what
data to graph Highlight the data to be
graphed Select the chart icon in
the tool bar or select insert from menu bar and select chart
Follow the steps in the chart wizard
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s17
Microsoft Excel Basics
Chart Wizard-Step 1 Select Chart Type
Column, line, bar, etc. Select Chart Sub-type Click Next
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s18
Microsoft Excel Basics
Chart Wizard-Step 2 Chart Source Data-
Displays image of graph If incorrect
Try another graph type. Try changing columns
to rows. Try clicking on series
and reselecting source data.
Once the graph displays correctly, click Next
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s19
Microsoft Excel Basics
Chart Wizard-Step 3 Chart Options
Titles Give graph a title and
name each of the axis, including units
Legend Choose to show or hide Choose where on the
graph it is to be displayed
Other options available for formatting Axes, gridlines and data
labels
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s20
Microsoft Excel Basics
Chart Wizard-Step 4 Chart location
Select destination of new graph. New sheet Within existing sheet
Finally: click Finish
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s21
Example: Ice Lake, Minnesota
Example: Ice Lake, Minnesota Data from:
http://www.waterontheweb.org/data/icelake/realtime/weekly.html
September 5, 2004-September 11, 2004
Question: What do the average temperature, pH, EC25, DO, DOSat, and Turbidity depth profiles look like for Ice Lake during the week of 9/5/04-9/11/02?
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s22
Example: Ice Lake, Minnesota
The Excel version of the weekly summaries of RUSS data for Ice Lake provide a tutorial for graphing this data into a “standard limnological chart”. Chart 1: Shows how to
graph data that have the same depth range. Cut and paste any
information into the template and it will automatically graph it below.
Chart 2: Shows how to graph data that have different depth ranges.
Depth Profile: Ice Lake, Minnesota
0.0
2.0
4.0
6.0
8.0
10.0
12.0
0.0 20.0 40.0 60.0 80.0 100.0 120.0 140.0 160.0
Dep
th (
m)
Avg. Temp Avg. pH Avg. EC25 Avg. DO Avg. DOSat Avg. Turb
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s23
Example: Ice Lake, Minnesota
In order to create this type of chart without a template follow these instructions: Step 1:
Calculate average temperature, pH, EC25, DO, DOSat, and Turbidity for each water depth (1-11 meters) Delete spaces between dates
and use the Data → Sort feature to sort data by depth
Calculate the average temp, pH, EC25, DO DOSat, and Turb for each depth using the =average(range) function
Create a table showing the averages at each depth
Depth Avg. Temp Avg. pH Avg. EC25 Avg. DO Avg. DOSat Avg. Turb
meters ° C uS/cm mg/L @temp NTU
1.0 19.4 8.2 122.2 6.0 67.5 10.3
2.0 19.3 8.2 122.6 6.3 70.5 10.5
3.0 19.0 8.2 123.0 6.3 70.5 10.6
4.0 18.6 8.2 123.7 6.2 68.7 9.8
5.0 18.5 8.2 124.0 6.2 68.6 9.9
6.0 18.1 8.2 125.0 5.9 64.5 9.6
7.0 16.1 7.9 131.0 4.0 42.3 10.2
8.0 12.2 7.6 139.7 1.4 13.7 10.3
9.0 9.9 7.4 143.2 0.9 8.0 10.8
10.0 8.4 7.3 144.1 0.6 4.9 12.5
11.0 7.7 7.2 146.8 0.3 2.8 12.1
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s24
Example: Ice Lake, Minnesota
Step 2: Highlight the table and
click the chart symbol.
Select XY(Scatter) for the chart type.
Highlight the bottom left chart sub-type.
Click next
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s25
Example: Ice Lake, Minnesota
Step 3: From the chart source data
page select the series tab To plot the independent
variable (depth) on the y-axis the source data must be changed For each series (Avg.
Temp, Avg. pH, etc) Click on the Y values
button and the worksheet will display and then highlight the values in the depth column
Click on the X values button and highlight the correct values for each series in the worksheet (Avg. Temp, etc.) Y values button
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s26
Example: Ice Lake, Minnesota
Step 4 Chart options
Give graph a name Label the axis Format legend
In order to display the depth in meters from top to bottom click on the y-axis and select values in reverse order.
Depth Profile: Ice Lake, Minnesota
0.0
2.0
4.0
6.0
8.0
10.0
12.0
0.0 50.0 100.0 150.0 200.0
Met
ers
Avg. Temp ° C Avg. pH Avg. EC25 uS/cm
Avg. DO mg/L Avg. DOSat @temp Avg. Turb NTU
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-1-s27
Microsoft Excel Basics: Help
When using Microsoft Excel it is important to remember the help menu. Many questions can be answered using the office assistant to access: Microsoft Office
Online Microsoft Excel Help