Mod15-2 Advanced Excel

Spreadsheets and Non-
Spatial Databases
Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel
Developed by: Forbes/Host Updated: 2/14/05 U4-m15-2-s2
Advanced Microsoft Excel
Beyond the Basics
Copying and Pasting
Formulas
Absolute Cell
Addresses
Trendlines
Statistical Analysis
Pivot Tables and
Charts
Helpful Hints
File Conversions

Copying and Pasting
Formulas
When entering the same
formula multiple times
use:
Autofill
Drag the fill handle (black
box at the bottom of
highlighted cells) over the
cells to be filled
Fill right
Highlight cells to be filled
Ctrl + r
Fill down
Highlight cells to be filled
Ctrl + d

Fill
Handle
Paste Special
When copying a formula
choose to paste only the:
Formula
Value
Format
Etc.
For example: if copying a
formula to a new table or
spreadsheet and only the
value of the formula is to
be displayed choose paste
special and highlight
values.

Absolute Cell Addresses
When copying formulas
Excel shifts the reference
cell to a relative reference
in the next column or row.
Example: when using the
fill right command the
relative reference shifts
one column to the right.
If the formula is to refer
back to the same cell each
time it must use an
absolute cell address.

Relative reference
C to F conversion:
Formula F=C*1.8+32
Cell B15 contains 1.8 and
Cell B16 contains 32. In
order to refer to these as
an absolute reference they
must be written in the
formula as $B$15 and
$B$16. In this manner
when copying and pasting
or filling the formula it will
always refer to these two
cells.
Shortcut: F4 will toggle
between relative and
absolute references

Trendlines
Independent (Depth) vs.
Dependent variable (pH)
Graph data using the XY
(Scatter) Chart type.
Once graph is finished go to
the chart menu and select
add trendline.
Right click on trendline to
format
Display the R
2
, equation, etc.
This trendline shows that pH
is negatively correlated with
depth. This means that as
depth increases pH
decreases or vice versa.
Depth v. pH
R
2
= 0.8106
0.0
2.0
4.0
6.0
8.0
10.0
12.0
14.0
6.8 7.0 7.2 7.4 7.6 7.8 8.0 8.2 8.4
pH
D
e
p
t
h
Trendline
Statistical Analysis
Most Excel packages do
not have the capability to
perform advanced
statistical analysis without
an add-in.
Under the tools menu select
add-ins.
Select the Analysis Tool Pack
and Analysis Tool Pack
(VBA).
It may be necessary to insert
the Microsoft Office
installation CD.
To perform a a statistical test
Under the Tools Menu select
Data Analysis.
Choose which statistical
operation to perform.
For Example: If a trendline is not
sufficient.
Select the regression option.
Input Y range and X range.
Click OK.
Summary Output will display
in a new worksheet.
Note: the R
2
here is the same
as that displayed on the
trendline graph.

R
2

Pivot Tables
Organize and summarize
large amounts of data
quickly.
Add or Remove data
Rearrange the layout
View a subset of data
Calculate overall or by
subset
Sum
Average
Count
Standard Deviation
Creating a Pivot Table
Start with a table of data
Clear column headings
No blanks
Select cell anywhere in
table
Go to the Data menu
Select Pivot Table and
Pivot Chart Report
Follow Steps of the
Pivot table and Pivot
Chart Wizard.

Pivot Table Design
Step 3 of the Pivot Table
and Chart Wizard
Select Finish to organize
the table on the
spreadsheet.
Choose the Layout option
to organize the table in the
chart wizard.
Drag field buttons to the
labeled areas on the pivot
table diagram

Field buttons
Pivot Table Diagram
Pivot Table Design
Data totals are
automatically calculated
as sums
Change this by right
clicking on the sum of
temp, etc. in the data
column.
Select Field Settings
Choose from list
Sum, Average, Max, Min,
etc.

Pivot Table Options
Easily add or remove data
Return to wizard
Select Layout Option
Rearrange Fields
Use the Pivot Table Field
list to rearrange on the
worksheet
View a subset of the
data
Click on arrows
List drops down
Check items to display
Pivot Tables
Create many tables from
same pivot table
Select data to be shown
Copy table
Paste Special
Values
Creating a pivot table is a
trial and error process.
Practice moving things
around to become familiar
Of course look to Microsoft
for help!

Pivot Table Charts
Simply click on the chart
wizard icon in the Pivot
Table toolbox.
Automatically creates
chart
Same rules apply
Change layout
Display only certain
information
Etc.
Pivot Table Example
Ice Lake, MN
9/5/2004-9/11/2004
Available at:
http://www.waterontheweb.or
g/data/icelake/realtime/weekl
y.html
Preparing Excel Table
Change the date field to two
columns: time and date.
Delete Spaces in data table
Make column heading into
one row
Use wrap text option under
format cell alignment tab
Example: Ice Lake, MN
Use the layout option to
design the pivot table
Drag Date and Time Fields to
the Page Field
Drag Depth Field to the row
Field
Drag the rest of the Field
Buttons to the Data Field
Click OK and Finish
Result
Data organized by
Date and time
Depth
Can calculate average, etc.
much quicker than entering
formulas.

Other Helpful Features
Autofilter
Search for blanks, non-
blanks, or other data in a
table
Select any cell in table
Go to Data Menu
Filter Auto Filter
Click on arrows to select
from drop down list
Transpose
When data is in columns
and it needs to be in rows
Paste special-Transpose
Transferring files between
programs:
Many file formats
Microsoft Excel = .XLS
Quattro Pro = .WQ1, .WB1,
.WB2
Lotus 1-2-3 = WKS, .WK1,
.WK3, .WKE
.DBF, .CSV, .TXT, and many
others.
From Excel
Save As
Choose from Save as Type
To Excel
Right click on file
Open With Choose Program
Save as Type

Mod15-2 Advanced Excel

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