This document discusses using spreadsheets to process library statistics and database results. It provides an overview of spreadsheet terminology and functions. It describes how to rearrange and collate data from multiple sources into a spreadsheet. Spreadsheets allow users to quickly sort, filter, derive information and collate data with less effort than doing so manually. The document provides examples and instructions for performing common spreadsheet tasks like transposing, freezing rows/columns, and special pastes.
Vector Databases 101 - An introduction to the world of Vector Databases
Using Spreadsheets to Process Library Data
1. Taking the Next Step:
Using Spreadsheets to Process
Library Statistics & Database Results
Gwen Exner – NCknows
Lynda Kellam – UNCG
Presented at NCLA 2011
2. Using Spreadsheets
Spreadsheets do very little that you could not do
manually, with a calculator, or in a word processor.
However, they do it a lot more quickly, and with a
whole lot less effort.
• Sorting data • Comparing data
• Filtering data • Rearranging data
• Deriving info • Collating data
(Finding maximums, minimums, averages, etc.)
3. Using Spreadsheets
This presentation is designed to:
• Go over universal terms & concepts.
• Give general step-by step instructions on how
to perform various tasks.
• Introduce project ideas that can be used in
your library.
Instructions for different programs are available
online – if yours isn‟t listed, just ask!
http://swissarmyspreadsheets.com/NCLA2011
4. Terminology
Rows A row is a horizontal collection of cells.
Columns • It is referred to by the number to its left.
Cells • There are 8 rows in this example (1-8).
Worksheet • Row 2 is highlighted.
Formula Bar
Formula
Text
Function
5. Terminology
Rows A column is a vertical collection of cells.
Columns • It is referred to by the letter above it.
Cells • There are 5 columns showing in this
Worksheet
example (A-E).
Formula Bar
• Column B is highlighted.
Formula
Text
Function
6. Terminology
Rows A cell is the smallest part of a spreadsheet.
Columns • It is referred to as the intersection of a
Cells
column and row.
Worksheet
• It holds a single value or formula.
Formula Bar
• Cell B2 is highlighted.
Formula
Text
Function
7. Terminology
Rows A worksheet is a single „page‟ of cells.
Columns • It is identified by the tabs near the bottom.
Cells • It can contain cells that are not showing.
Worksheet • It can need 100‟s of paper pages to print.
Formula Bar • In this example we are in Sheet1.
Formula
Text
Function
8. Terminology
Rows The formula bar always shows the formula.
Columns • It is generally located above the cells
Cells • It is can be preceded by = or fx or formula:
Worksheet • It lets you edit the formula in the cell.
Formula • In this example it shows 37199.
Bar
Formula
Text
Function
9. Terminology
Rows A formula is the equation behind the result.
Columns • They start with = either explicitly or
Cells implicitly.
Worksheet – It can be very simple. =37199
Formula Bar – It can be more complicated. =37200-1
Formula – It can use functions.
Text =concatenate(“$”,37,”,”,199)
Function • All of these formulas could yield a cell
showing the value $37,199.
10. Terminology
Rows Text is a specific type of formula which can
Columns not be evaluated to anything else.
Cells • Text formulas start with either „ or =„.
Worksheet • Cells will show exactly what is after the „
Formula Bar in a text formula, even if it contains math
Formula or a function.
Text • This is great when you want 27403-2600 to
Function show as a zip+4, not evaluate to 24803.
11. Terminology
Rows Functions are tools used in formulas.
Columns • They can let you do things more easily,
Cells such as sum(a1:a3) instead of a1+a2+a3.
Worksheet • They can let you do otherwise impossible
things, like turning “Robert” and “Frost”
Formula Bar
into “Robert Frost”.
Formula
• They require specific pieces of input, in a
Text specific order, with a specified divider
Function between each piece of input.
12. Terminology
Rows
Columns
Questions about
Cells
Worksheet
terminology?
Formula Bar
Formula
Text
Function
13. Programs & file types
There are many spreadsheet formats/programs
in existence.
MS Excel (.xls / .xlsx) Google Spreadsheet
Open Office Calc (.ods) MS Works Spreadsheet (.wks/.xlr)
Etc.
These are the only formats which will allow you
to retain your formulas. Everything else will
only save the results of the formulas.
14. Programs & file types
There are some formats which can be smoothly
imported to / exported from spreadsheets.
• Comma Separated Values (.csv) [also known as
“comma delimited”]
• Tab Delimited Text (.txt) [also sometimes called
Tab Separated Values, and saved as .tsv]
To import/export you will need to do one of these:
• Open / Open as.. / Convert to.. / Import
• Save as / Export to
15. Programs & file types
There are also data sources which often interact
with spreadsheets, but don’t do so smoothly.
• HTML: copy & paste tables to (not from) spreadsheets,
and use spreadsheets to create HTML code.
• Word processors : best done through c&p of tables
• Non-delimited/separated text files: needs functions to
parse text
16. Programs & file types
Questions about programs
or file types?
17. Freezing rows & columns
Spreadsheets let you “freeze” rows (at the left),
and columns (at the top), so they always show.
• Useful when working with too much data for 1 screen
versus
18. Freezing rows & columns
INSTRUCTIONS
1. Go to the cell below & to the right of all the
rows & columns you want “frozen”.
2. Follow the instructions for your program below.
Excel 97: “Window” menu, “Freeze” (Alt-w-f)
Excel 2007: “View” tab, “Freeze Panes” submenu
OpenOffice: “Window” menu, “Freeze” (Alt-w-f)
Google Docs: “View” menu, “Freeze rows” or
“Freeze columns”
19. Special Pastes
As values Most spreadsheets have a separate
As Text menu for “special” pasting options.
Transpose • Some options are very helpful in
multiple contexts.
• Context-sensitive menus might offer
different options depending on clipboard
contents or other factors.
20. Special Pastes: As Values
As Values Pasting “As Values” means just the
As Text results of the formulas
Transpose • Formulas are not pasted.
• Formatting is not pasted.
• Available when pasting from & to a
spreadsheet.
• Has (mostly) the same effect as pasting
to a word processor, & then back again.
22. Special Pastes: As Text
As Values Pasting as “Text” or “Unicode Text”
As Text pastes without formatting or images.
Transpose • Available when pasting from HTML or
some other non-spreadsheet source.
• Pasting from a website to a spreadsheet
without this can make a big mess that‟s
hard to read and harder to work with --
especially if there‟s graphics.
23. Special Pastes: As Text
Example: Original website table, from
As Values http://www.enchantedlearning.com/usa/cities/
As Text
Transpose
This is a screenshot of how it appeared online.
24. Special Pastes: As Text
Example: Website table, pasted normally
As Values Single cells broken up
As Text
Can‟t auto-adjust column
Transpose width without changing
“wrap text” formatting.
Can‟t sort without un-
merging cells.
Cities & population are
on different rows.
Links!
Original table source: http://www.enchantedlearning.com/usa/cities/
25. Special Pastes: As Text
Example: Website table, pasted as text
As Values
As Text
Transpose
• Only one separated cell (header)
• Easy to auto-adjust column width
• No merged cells, so easy to sort
• City & population on the same line
• No links
Original table source: http://www.enchantedlearning.com/usa/cities/
26. Special Pastes: Transpose
As Values Pasting “Transpose” switches the
As Text columns and rows.
Transpose • Cell A1, B2, C3, etc. stay put.
• Cell B1 (2nd column, 1st row) moves to
cell A2 (1st column, 2nd row).
This option may not appear in a converted
.csv or .txt file. If so, just “save as” a
spreadsheet, close, and re-open.
27. Special Pastes: Transpose
As Values
As Text
Transpose
B1 moves to A2
C3 stays at C3
Original table source: https://edis.commerce.state.nc.us/EDIS/demographics.html
28. Special Pastes
As Values INSTRUCTIONS
As Text
Transpose Excel 97: “Edit” menu, “Paste Special” (Alt-e-s)
Excel 2007: “Home” tab, “Paste” menu, Paste
Special
OpenOffice: “Edit” menu, “Paste Special”
Google Docs: “Edit” menu, “Paste Special”
30. Rearranging
Rearrange You might want to re-arrange data to:
Collate • Make it more readable
Sort
• Make it more understandable
Filter
Compare • Make it easier to manipulate
Derive info
31. Rearranging: Transposing
Rearrange Transposing is one type of re-arranging.
Collate
Sort
It‟s most useful when:
Filter • There are few rows, and many columns
Compare
Derive info • Column headers are wider than row
headers.
32. Rearranging: Transposing
Rearrange Example: 2 pieces of data about all 100
Collate counties in NC
Sort You can read it this way:
Filter
Compare
Derive info
• columns are too narrow to read headers
• Less than 1/10th of 100 counties are
visible at any given time
Original table source: https://edis.commerce.state.nc.us/EDIS/demographics.html
33. Rearranging: Transposing
Rearrange Example: 2 pieces of data about all 100
Collate counties in NC
Sort Or you can read it this way:
Filter
Compare
Derive info
• columns are wide enough to headers
• Only 1/50th of 100 counties are visible
at any given time
Original table source: https://edis.commerce.state.nc.us/EDIS/demographics.html
34. Rearranging: Transposing
Rearrange Example: 2 pieces of data about all 100
Collate counties in NC
Sort Or you can transpose it:
Filter
Compare
Derive info
Original table source: https://edis.commerce.state.nc.us/EDIS/demographics.html
36. Rearranging: Switching
Rearrange Switching the order of columns or rows
Collate is another type of re-arranging.
Sort
Filter It‟s most useful when:
Compare • There are natural sub-groups that are
Derive info best viewed together
• You‟re comparing the data in two
widely separated columns
37. Rearranging: Switching
Rearrange Example: Many pieces of data about all
Collate 100 counties in NC
Sort Because EDIS lists the counties in
Filter alphabetical order, industrial counties
Compare
might be next to rural counties.
Derive info
Example: Wake ($72k average) & Warren ($36k)
Original table source: https://edis.commerce.state.nc.us/EDIS/demographics.html
38. Rearranging: Switching
Rearrange Example: Many pieces of data about all
Collate 100 counties in NC
Sort Switching column/row order lets you
Filter group them by region, such as in this
Compare
example, where the “Eastern” counties
Derive info
have been grouped together.
39. Rearranging: Switching
Rearrange INSTRUCTIONS
Collate 1. Insert a column where you want the
Sort column moved to.
Filter
Excel 97: “Insert” menu, “Column”
Excel 2007: “Home” tab, “Insert” menu,
Compare
“Insert Sheet Column”
Derive info
OpenOffice: “Edit” menu, “Paste Special”
Google Docs: “Insert” menu, “Column left”
or “Column right”
2. Copy old column, paste into new column
3. Delete original column
41. Collating data
Rearrange Collate means “put together in order”.
Collate
• Two kinds that are easier in spreadsheets
Sort
Filter – Combining data from a single source
Compare
– Combining data from multiple sources
Derive info
• Note: A “source” is a single file, or a
single copy/paste.
42. Collating data: single source
Rearrange Example: Author names
Collate
Imagine that you have a list of authors,
Sort
Filter
and want to search for them in a database.
Compare • The names are in two columns: one for
Derive info first name, and one for last.
• The database needs them as “last, first”.
43. Collating data: single source
Rearrange Solution: Author names
Collate 1. Go to any blank column.
Sort
2. Use the concatenate function to
Filter
combine the two cells on the same row.
Compare
Derive info 3. Extend/fill/paste the formula down for
the rest of the list.
44. Collating data: single source
Rearrange More on concatenate
Collate
• Concatenate just puts together whatever
Sort
Filter
you tell it to, as text, like a toy train.
Compare • In this it puts together B2‟s value, then a
Derive info comma & space, then A2‟s value.
45. Collating data: single source
Rearrange comma<space>
Collate
Sort =concatenate(B2, “, ” ,A2)
Filter
Compare
Derive info
46. Collating data: single source
Rearrange
Collate
Sort Questions on collating data
Filter
Compare
from a single source?
Derive info
47. Collating data: multiple sources
Rearrange • Example: Morningstar
Collate • You can print, but not export.
Sort
• Available data is split among 5 “views”
Filter
Compare • Many lists have more than 1 page.
Derive info
Original data source: https://www.morningstar.com, “Terrific 10-Year Records” screen
48. Collating data: multiple sources
Rearrange Solution: Morningstar (part 1 of 4)
Collate • Spreadsheet (SS): Insert worksheets
Sort until you have a total of 7 (one per view,
Filter plus 2).
Compare
Derive info
• Site: Highlight & copy the entire page
for the first view. (Ctrl-A, Ctrl-C.)
• SS: Paste as text in sheet1.
• Repeat previous 2 steps for remaining
views, pasting in sheet2 through sheet5.
49. Collating data: multiple sources
Rearrange Solution: Morningstar (part 2 of 4)
Collate • SS: In sheet 6, create simple formulas to
Sort pull the data from the other sheets.
Filter
• Note: It may be best to type the headers.
Compare
Derive info
50. Collating data: multiple sources
Rearrange Solution: Morningstar (part 3 of 4)
Collate • SS: Copy the contents of Sheet6.
Sort
• SS: Paste as values into Sheet7.
Filter
Compare • Note: The cells look the same, but the
Derive info formula bar in Sheet7 will have the
value, not the reference.
51. Collating data: multiple sources
Rearrange Solution: Morningstar (part 4 of 4)
Collate • If there is more than one page per view,
Sort repeat parts 1 & 3, EXCEPT that you
Filter should paste the values in Sheet7
Compare
immediately below the previously
Derive info
existing values.
• When pasting a second set of values you
do not need to re-copy the headers.
52. Collating data: multiple sources
Rearrange
Collate
Sort Questions about
Filter
Compare
collating data from
Derive info
multiple sources?
53. Sorting data
Rearrange Many databases allow you to sort.
Collate However, spreadsheets let you:
Sort
Filter
• sort column order, instead of row order.
Compare • sort using multiple criteria.
Derive info
• save multiple sort orders.
• sort by more than numbers & letters.
54. Sorting data: Column order
Rearrange Example: Many pieces of data about all
Collate 100 counties in NC
Sort • You can manually shift 90+ counties
Filter into their categories, OR…
Compare
Derive info
• You can insert a row, enter the region
names, and then transpose, sort by
region name, & transpose back.
Note: Some spreadsheets allow you to sort
column orders without transposing.
55. Sorting data: Column order
Rearrange
Questions about sorting
Collate
Sort column order?
Filter
Compare
Derive info
56. Sorting data: Multiple criteria
Rearrange Most spreadsheets let you sort 3 or
Collate more columns.
Sort • First column gets first priority, like the
Filter first part of a call number.
Compare
Derive info • Second column gets sorted within the
identical entries in the first results.
57. Sorting data: Multiple criteria
Rearrange
Questions about sorting
Collate
Sort using multiple criteria?
Filter
Compare
Derive info
58. Sorting data: Storing sorts
Rearrange If you must often re-build complicated
Collate sorts, concatenate can help.
Sort • Choose your priorities for the sort.
Filter
• Concatenate your list of priorities.
Compare
Derive info
=concatenate(priority1,priority2, etc.)
• Paste formula the length of the table.
Note: This must be adjacent to the text
you want to sort.
59. Sorting data: Storing sorts
Rearrange
Questions about using
Collate
Sort concatenate to save sorting
Filter rules?
Compare
Derive info
60. Sorting data: non-alphanumeric
Rearrange Example: House-hunting
Collate Imagine you‟re helping a house-hunter.
Sort
• They want to focus on houses that are
Filter
priced within 10% of their assessed
Compare
Derive info
value.
• If a house is in that category, they want
it ranked by square footage, not by the
percentage.
61. Sorting data: non-alphanumeric
Rearrange Example: House-hunting
Collate Solution: Use a sort column with an “if”.
Sort
Filter
• General syntax: if(condition,then,else)
Compare • In other words, if “condition” is true,
Derive info “then” show X, “else” show Y.
Note: Some spreadsheets allow you to sort
by formatting, which can also work when
combined with conditional formatting.
62. Sorting data: non-alphanumeric
Rearrange Example: House-hunting
Collate Solution step-by-step:
Sort
• Insert two columns, called “percentage”
Filter
and “sort”.
Compare
Derive info • In percentage: =abs(price-value)/value
• In sort: =if(percentage<=.1,sqft, “zz”)
• That will show “zz” for everything
outside of 10%, and the numerical
square feet for everything within 10%
64. Filtering data
Rearrange Filtering:
Collate • Hides, but doesn‟t delete data
Sort
• Makes it easy to visually group data
Filter
without re-sorting it
Compare
Derive info • Is best used with repeating fields
• Allows grouping using Boolean logic
• Can be faster than sorting large datasets
• Lets you download a single large
dataset, and filter from there.
65. Filtering data
Rearrange INSTRUCTIONS
Collate Most spreadsheets allow you to filter by
Sort clicking on the column header after you
Filter have activated filtering.
Compare
Excel 97: “Data” menu, “Filter”, “Autofilter”
Derive info Excel 2007: “Home” tab, “Editing” group, “Sort
& Filter” menu, “Filter”
OpenOffice: “Data” menu, “Filter” submenu,
“Standard Filter”
Google Docs: “View” menu, “List view”
66. Filtering data: Example1
Rearrange Example: Checking link resolver
Collate Imagine you want to check the accuracy
Sort of your link resolver.
Filter
• The resolver has 100,000+ journal titles
Compare
Derive info
listed
• Sorting will take FOREVER.
• Filtering lets you extract each host, to
sort separately
67. Filtering data: Example1
Rearrange Example: Checking link resolver
Collate Solution:
Sort
1. Get list of hosts from “filter” options.
Filter
Compare 2. Group these hosts, if needed.
Derive info 3. Add new worksheets (1 per host)
4. Filter data to show one host group.
5. Copy displayed data
6. Paste data into blank worksheet
68. Filtering data: Example2
Rearrange Example: Team Teaching
Collate Imagine you‟re recording class statistics
Sort
• You have a list of librarians who taught
Filter
classes, BUT...
Compare
Derive info • When two teachers co-taught, they‟re
listed in the same cell as “Teacher1 and
Teacher2”
69. Filtering data: Example2
Rearrange Example: Team Teaching
Collate Solution:
Sort
• Go to the filter menu
Filter
Compare • Select all options that include the name
Derive info of the teacher you‟re checking
• Manually add, or copy & paste results
into blank worksheet to use functions.
70. Filtering data: Example3
Rearrange Example: Business planning
Collate Imagine helping a patron who wants to
Sort open a new restaurant.
Filter
• Patron hasn‟t decided where
Compare
Derive info • Patron hasn‟t decided type
• Patron wants to evaluate multiple
factors and consider multiple scenarios
before deciding.
71. Filtering data: Example3
Rearrange Example: Business planning
Collate Solution:
Sort
• 1) Download the full data set
Filter
Compare • 2) Prepare the spreadsheet (transpose if
Derive info needed, freeze headers)
• 3) Decide on most important criteria
• 4) Filter by most important criteria
• 5) Repeat 3-4 as needed
72. Filtering data: Example3
Rearrange Example: Business planning
Collate Example:
Sort
• Filtered by average HH breakfast
Filter
spending (>=$95), then by total 25-34
Compare
Derive info
population (>=10,000, <100,000)
Data source: SimplyMap
74. Comparing data: Functions
Rearrange There are many functions which allow
Collate you to compare one piece of data to
Sort another.
Filter
• if
Compare
Derive info
• countif (not count!)
• match
• find
• isnumber
75. Comparing data: Functions
Rearrange Syntax:
Collate • if (condition,“is match”,“not match”)
Sort
Filter
Behavior:
Compare • Returns “is match” if condition is true.
Derive info • Returns “not match” if false
Example:
• =if(a1=“y”, “is y”, “is not y”)
• If a1=“x” then it will return “is not y”.
76. Comparing data: Functions
Rearrange Syntax:
Collate • countif (range, testvalue)
Sort
Filter
Behavior:
Compare • Returns the # of cells in the range that
Derive info equal the testvalue.
Example:
• If a1=“a”, a2=“b”, a3=“c” etc. then
countif(a1:a26,“b”) would return 1.
77. Comparing data: Functions
Rearrange Syntax:
Collate • match(testvalue, range,0)
Sort
Filter
Behavior:
Compare • Returns the location of the first cell
Derive info matching testvalue within the range.
• Returns an error if no cell matches.
Example:
• If a1=2,a2=4,a3=6, etc, then match(“6”,
a1:a9,0) would return “3”.
78. Comparing data: Functions
Rearrange Syntax:
Collate • find(testvalue, cell)
Sort
Filter
Behavior:
Compare • Returns the location of the first
Derive info
occurrence of testvalue in the cell.
• Returns an error if it doesn‟t occur.
Example:
• If a1=“book” then =find(“k”,a1) would
return “4”
79. Comparing data: Functions
Rearrange Syntax:
Collate • isnumber(cell)
Sort
Filter
Behavior:
Compare • Returns true if cell contains a number,
Derive info and false if it doesn‟t
Example:
• isnumber(“a”) returns false.
• isnumber(1) returns true.
80. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Even within a single platform there might
Sort be thousands of journals.
Filter
Compare • Checking them all by hand is slooow.
Derive info • Data can be checked quickly against list
from host, if it‟s in the same order.
• Variant titles can cause lists to be in
different orders.
81. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 1 of 5)
Sort
1. Insert 3 columns between the data
Filter
sets, label 1st “sort1”, and 3rd “sort2”.
Compare
Derive info Explanation:
– 1st column will hold the “sort” for 1st data set.
– 3rd column will hold the “sort” for 2nd data set.
– 2nd column will stay blank, so the sets can be
sorted independently.
82. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 2 of 5):
Sort
2. In “sort1”: =if(isnumber(match(titles1,
Filter
titles2)), “match”, “zz”)
Compare
Derive info Explanation for match(titles1,titles2):
• This takes the value in titles1 that‟s on the
same row as the formula, and looks for it in
titles2. It returns a number if it finds a match,
and an error if not.
83. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 2 of 5):
Sort
2. In “sort1”: =if(isnumber(match(titles1,
Filter
titles2)), “match”, “zz”)
Compare
Derive info Explanation for isnumber(match()) :
• This returns true if match returned a number,
and false if match returned an error.
84. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 2 of 5):
Sort
2. In “sort1”: =if(isnumber(match(titles1,
Filter
titles2)), “match”, “zz”)
Compare
Derive info Explanation for if(is#(), “match”, “zz”):
• If isnumber returned true, this returns “match”
• If isnumber returned false, this returns “zz”
85. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 2 of 5):
Sort
2. In “sort1”: =if(isnumber(match(titles1,
Filter
titles2)), “match”, “zz”)
Compare
Derive info Result:
• The 1st data set can now be sorted so that all
the titles with matches go to the top, and the
ones without go to the bottom.
86. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 3 of 5):
Sort
3. In “sort2”: =if(isnumber(match(titles2,
Filter
titles1)), “match”, “zz”)
Compare
Derive info Explanation/Result:
• Same as Step 2, except it‟s checking for the
title from titles2 in the range titles1.
87. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 4 of 5):
Sort
4. Sort the data sets, with “sort” first and
Filter
the title column second
Compare
Derive info Explanation/Result:
• The matching journal titles in the two data sets
should now be lined up with each other.
• The shorter list of non-matching titles is easier
to check for common (fixable) variants.
88. Comparing data: Function example
Rearrange Example: Checking link resolver
Collate Solution (step 5 of 5):
Sort
5. In the middle blank column, enter an
Filter
“if” checking whatever you want.
Compare
Derive info Example: if(url1=url2,“good”,“check”)
Explanation/Result :
• All journals with correct URLs labeled “good”.
• If all journals are “good”, you‟re done!
• If not, you still have a fewer to check by hand!
89. Comparing data: Function example
Rearrange
Questions about comparing
Collate
Sort data using functions?
Filter
Compare
Derive info
90. Comparing data: Graphs
Rearrange • Intuitive understanding can be more
Collate important than perfect accuracy.
Sort • Graphs and charts can convey more
Filter
information at a glance than a large
Compare table full of numbers
Derive info
92. Comparing data: Graphs
Rearrange Spreadsheets make it easy to create
Collate simple graphs and charts.
Sort 1. Select the data to be included
Filter
2. Click on the icon that looks like a
Compare
Derive info
graph, or use menus to “insert chart”
3. Select the type of chart you want (bar,
line, pie, etc.)
4. Click the button to complete
93. Comparing data: Graphs
Title Data point Plot area Chart area
Rearrange Series
Collate
Sort Gridline Legend
Filter
Compare Y-axis
X-axis
Derive info
Data table
Y-axis label Tick mark X-axis label
94. Comparing data: Graphs
Rearrange General tips
Collate
Sort
• To change elements: Right click it.
Filter • To add elements: Right-click on the
Compare chart area and look for something like
Derive info “chart options” to activate it.
• To change the axis maximum: Right
click on the axis.
95. Comparing data: Graphs
Rearrange Example: Historial racial census data
Collate • Original data:
Sort
Filter
Compare
Derive info
Data source: American Factfinder
96. Comparing data: Graphs
Rearrange Example: Historial racial census data
Collate • Charts:
Sort
Filter
Compare
Derive info
Data source: American Factfinder
97. Comparing data: Graphs
Rearrange
Questions about
Collate
Sort charts & graphs?
Filter
Compare
Derive info
Data source: American Factfinder
98. Deriving information
Rearrange Deriving information is done using
Collate formulas and functions.
Sort In general, functions are what you do…
Filter • Add up cash on hand for parking /lunch
Compare
• Calculate a waiter‟s tip
Derive info • Figure out how much time is left
…and formulas are how you do it.
• Total * 20% = tip
If you calculate something, you’ve
derived information.
99. Deriving information
Rearrange Commonly used functions:
Collate • sum(range) - adds up all the numbers
Sort
• average(range) - calculates mean
Filter
Compare • median(range) - finds the middle
Derive info • max(range) - finds the largest number
• min(range) - finds the smallest number
These functions all work on groups
(ranges) of cells.
101. Deriving information
Rearrange Excel has a statistical analysis add-in
Collate which analyzes data many different
Sort ways (average, standard deviation,
Filter kurtosis, t-tests, etc.)
Compare
Derive info • Included, but you have to activate it.
• More advanced statistical functions
might use approximations – if precision
is important, use R, SAS, SPSS, etc.
102. Deriving information
Rearrange
Questions about deriving
Collate
Sort information using
Filter
Compare
functions and formulas?
Derive info
103. Sample projects
Bibliographic Instruction Statistics
Library: North Carolina A&T
• Lists teacher(s), student numbers and type, date,
requesting department, etc.
• Manually updated after classes are taught.
• Automatically extracts and formats data for
multiple monthly and end-of-year reports.
104. Sample projects
E-resource Management
Library: Appalachian State University
• Lists e-resource name, source, coverage, cost,
renewal date, etc.
• Usage statistics updated regularly using SUSHI,
resource info updated as needed.
• Allows easier analysis of e-resource value
• Allows easier comparison of resources
• Allows easier budgeting
105. Sample projects
Backend development (one-time)
Source: NCknows
• Used concatenate function and known values to
generate large amounts of code for website during
LibraryH3lp rollout.
• Reduced amount of time needed
• Reduced likelihood of typos
• Easily corrected, adapted, and expanded
106. Thank you!
Questions?
Links to step-by-step instructions for doing various
tasks in different programs are available at:
http://swissarmyspreadsheets.com/NCLA2011
Copies of the handout, or new ones customized for
your library‟s needs, can be gotten by contacting
Gwen Exner (gwenexner@gmail.com)