SlideShare uma empresa Scribd logo
1 de 106
Taking the Next Step:
   Using Spreadsheets to Process
Library Statistics & Database Results
        Gwen Exner – NCknows
        Lynda Kellam – UNCG
          Presented at NCLA 2011
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.)
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
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
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
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
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
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
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.
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.
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.
Terminology
Rows
Columns
               Questions about
Cells
Worksheet
                terminology?
Formula Bar
Formula
Text
Function
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.
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
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
Programs & file types


Questions about programs
      or file types?
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
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”
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.
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.
Special Pastes: As Values
As Values
As Text
Transpose
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.
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.
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/
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/
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.
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
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”
Special Pastes
As Values
As Text
Transpose
            Questions about special
                   pastes?
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
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.
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
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
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
Rearranging: Transposing
Rearrange
Collate
Sort
              Questions about rearranging
Filter              by transposing?
Compare
Derive info
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
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
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.
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
Rearranging: Switching
Rearrange
Collate
Sort
              Questions about switching
Filter         column or row order?
Compare
Derive info
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.
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”.
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.
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.
Collating data: single source
Rearrange                  comma<space>
Collate
Sort          =concatenate(B2, “, ” ,A2)
Filter
Compare
Derive info
Collating data: single source
Rearrange
Collate
Sort          Questions on collating data
Filter
Compare
               from a single source?
Derive info
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
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.
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
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.
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.
Collating data: multiple sources
Rearrange
Collate
Sort           Questions about
Filter
Compare
              collating data from
Derive info
               multiple sources?
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.
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.
Sorting data: Column order
Rearrange
              Questions about sorting
Collate
Sort             column order?
Filter
Compare
Derive info
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.
Sorting data: Multiple criteria
Rearrange
              Questions about sorting
Collate
Sort          using multiple criteria?
Filter
Compare
Derive info
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.
Sorting data: Storing sorts
Rearrange
               Questions about using
Collate
Sort          concatenate to save sorting
Filter                  rules?
Compare
Derive info
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.
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.
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%
Sorting data: non-alphanumeric
Rearrange
              Questions about sorting
Collate
Sort          using non-alphanumeric
Filter                criteria?
Compare
Derive info
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.
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”
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
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
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”
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.
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.
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
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
Filtering data
Rearrange
              Questions about filtering?
Collate
Sort
Filter
Compare
Derive info
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
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”.
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.
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”.
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”
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.
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.
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.
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.
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.
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”
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.
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.
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.
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!
Comparing data: Function example
Rearrange
              Questions about comparing
Collate
Sort             data using functions?
Filter
Compare
Derive info
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
Comparing data: Graphs
Rearrange     Example: Available space analysis
Collate
Sort
Filter
Compare
Derive info
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
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
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.
Comparing data: Graphs
Rearrange                Example: Historial racial census data
Collate                  • Original data:
Sort
Filter
Compare
Derive info




 Data source: American Factfinder
Comparing data: Graphs
Rearrange                Example: Historial racial census data
Collate                  • Charts:
Sort
Filter
Compare
Derive info




 Data source: American Factfinder
Comparing data: Graphs
Rearrange
                                     Questions about
Collate
Sort                                charts & graphs?
Filter
Compare
Derive info




 Data source: American Factfinder
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.
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.
Deriving information
Rearrange     Common formulas:
Collate       • Addition: a1+b1
Sort
              • Subtraction: a1-b1
Filter
Compare       • Multiplication: a1*b1
Derive info   • Division: a1/b1
              • % change: (new-old)/old
              • distance/difference: abs(value1-value2)
              • Monthly balance:
                 balance*(1+rate/100/12)+credits-debits
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.
Deriving information
Rearrange
               Questions about deriving
Collate
Sort               information using
Filter
Compare
                functions and formulas?
Derive info
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.
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
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
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)

Mais conteúdo relacionado

Mais procurados

Excel basics for everyday use part two
Excel basics for everyday use part twoExcel basics for everyday use part two
Excel basics for everyday use part twoKevin McLogan
 
Aspose.Cells Product Family Brochure
Aspose.Cells Product Family BrochureAspose.Cells Product Family Brochure
Aspose.Cells Product Family BrochureShahzad Latif
 
Tutorial 5: Excel Tables, PivotTables, and Pivot Charts
Tutorial 5: Excel Tables, PivotTables, and Pivot ChartsTutorial 5: Excel Tables, PivotTables, and Pivot Charts
Tutorial 5: Excel Tables, PivotTables, and Pivot Chartscios135
 
Excel 2010 Unit C PPT
Excel 2010 Unit C PPTExcel 2010 Unit C PPT
Excel 2010 Unit C PPTokmomwalking
 
Word 2010 Unit B PPT
Word 2010 Unit B PPTWord 2010 Unit B PPT
Word 2010 Unit B PPTokmomwalking
 
Tutorial 3 Working with Formulas and Functions
Tutorial 3 Working with Formulas and FunctionsTutorial 3 Working with Formulas and Functions
Tutorial 3 Working with Formulas and Functionscios135
 
Word 2010 Unit C PPT
Word 2010 Unit C PPTWord 2010 Unit C PPT
Word 2010 Unit C PPTokmomwalking
 
Msw a4 format_nov12
Msw a4 format_nov12Msw a4 format_nov12
Msw a4 format_nov12Ha Tran
 
Excel 2010 Unit A PPT
Excel 2010 Unit A PPTExcel 2010 Unit A PPT
Excel 2010 Unit A PPTokmomwalking
 
Tutorial 4 Charts and Graphs
Tutorial 4 Charts and GraphsTutorial 4 Charts and Graphs
Tutorial 4 Charts and Graphscios135
 
Tutorial 8: Developing an Excel Application
Tutorial 8: Developing an Excel ApplicationTutorial 8: Developing an Excel Application
Tutorial 8: Developing an Excel Applicationcios135
 
Tutorial 11: Connecting to External Data
Tutorial 11: Connecting to External DataTutorial 11: Connecting to External Data
Tutorial 11: Connecting to External Datacios135
 
0 wordprocessing ml overview
0   wordprocessing ml overview0   wordprocessing ml overview
0 wordprocessing ml overviewShawn Villaron
 

Mais procurados (20)

Excel basics for everyday use part two
Excel basics for everyday use part twoExcel basics for everyday use part two
Excel basics for everyday use part two
 
Aspose.Cells Product Family Brochure
Aspose.Cells Product Family BrochureAspose.Cells Product Family Brochure
Aspose.Cells Product Family Brochure
 
Tutorial 5: Excel Tables, PivotTables, and Pivot Charts
Tutorial 5: Excel Tables, PivotTables, and Pivot ChartsTutorial 5: Excel Tables, PivotTables, and Pivot Charts
Tutorial 5: Excel Tables, PivotTables, and Pivot Charts
 
Excel 2010 Unit C PPT
Excel 2010 Unit C PPTExcel 2010 Unit C PPT
Excel 2010 Unit C PPT
 
Word 2010 Unit B PPT
Word 2010 Unit B PPTWord 2010 Unit B PPT
Word 2010 Unit B PPT
 
Day wise ms word
Day wise ms wordDay wise ms word
Day wise ms word
 
Excel Lesson 1: Excel Basics
Excel Lesson 1: Excel BasicsExcel Lesson 1: Excel Basics
Excel Lesson 1: Excel Basics
 
Tutorial 3 Working with Formulas and Functions
Tutorial 3 Working with Formulas and FunctionsTutorial 3 Working with Formulas and Functions
Tutorial 3 Working with Formulas and Functions
 
Word 2010 Unit C PPT
Word 2010 Unit C PPTWord 2010 Unit C PPT
Word 2010 Unit C PPT
 
Msw a4 format_nov12
Msw a4 format_nov12Msw a4 format_nov12
Msw a4 format_nov12
 
Indesign guides
Indesign guidesIndesign guides
Indesign guides
 
Excel 2010 Unit A PPT
Excel 2010 Unit A PPTExcel 2010 Unit A PPT
Excel 2010 Unit A PPT
 
Tutorial 4 Charts and Graphs
Tutorial 4 Charts and GraphsTutorial 4 Charts and Graphs
Tutorial 4 Charts and Graphs
 
Tutorial 8: Developing an Excel Application
Tutorial 8: Developing an Excel ApplicationTutorial 8: Developing an Excel Application
Tutorial 8: Developing an Excel Application
 
Tutorial 11: Connecting to External Data
Tutorial 11: Connecting to External DataTutorial 11: Connecting to External Data
Tutorial 11: Connecting to External Data
 
Excel 2010.01 edited
Excel 2010.01 editedExcel 2010.01 edited
Excel 2010.01 edited
 
0 wordprocessing ml overview
0   wordprocessing ml overview0   wordprocessing ml overview
0 wordprocessing ml overview
 
Excel Crash Course
Excel Crash CourseExcel Crash Course
Excel Crash Course
 
BAB 5 Lembaran kerja (1)
BAB 5   Lembaran kerja (1)BAB 5   Lembaran kerja (1)
BAB 5 Lembaran kerja (1)
 
Lunch 'n Learn - Excel: basic tables
Lunch 'n Learn - Excel: basic tablesLunch 'n Learn - Excel: basic tables
Lunch 'n Learn - Excel: basic tables
 

Destaque

Cdc6 knockdown inhibits human neuroblastoma cell proliferation
Cdc6 knockdown inhibits human neuroblastoma cell proliferationCdc6 knockdown inhibits human neuroblastoma cell proliferation
Cdc6 knockdown inhibits human neuroblastoma cell proliferationgan-navi
 
Install and configure shiro plugin for authentication with Grails
Install and configure shiro plugin for authentication with GrailsInstall and configure shiro plugin for authentication with Grails
Install and configure shiro plugin for authentication with GrailsDalton Valadares
 
Teen jam @ ncla
Teen jam @ nclaTeen jam @ ncla
Teen jam @ nclaNCLA2011
 
Ask the jennifers
Ask the jennifersAsk the jennifers
Ask the jennifersNCLA2011
 
Teen Programming - Christy Fisher
Teen Programming - Christy FisherTeen Programming - Christy Fisher
Teen Programming - Christy FisherNCLA2011
 
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...Dalton Valadares
 
Comparison of signal smoothing techniques for use in embedded system for moni...
Comparison of signal smoothing techniques for use in embedded system for moni...Comparison of signal smoothing techniques for use in embedded system for moni...
Comparison of signal smoothing techniques for use in embedded system for moni...Dalton Valadares
 

Destaque (7)

Cdc6 knockdown inhibits human neuroblastoma cell proliferation
Cdc6 knockdown inhibits human neuroblastoma cell proliferationCdc6 knockdown inhibits human neuroblastoma cell proliferation
Cdc6 knockdown inhibits human neuroblastoma cell proliferation
 
Install and configure shiro plugin for authentication with Grails
Install and configure shiro plugin for authentication with GrailsInstall and configure shiro plugin for authentication with Grails
Install and configure shiro plugin for authentication with Grails
 
Teen jam @ ncla
Teen jam @ nclaTeen jam @ ncla
Teen jam @ ncla
 
Ask the jennifers
Ask the jennifersAsk the jennifers
Ask the jennifers
 
Teen Programming - Christy Fisher
Teen Programming - Christy FisherTeen Programming - Christy Fisher
Teen Programming - Christy Fisher
 
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...
Apresentação sobre artigo relacionado a Controle de Topologia em Redes de Sen...
 
Comparison of signal smoothing techniques for use in embedded system for moni...
Comparison of signal smoothing techniques for use in embedded system for moni...Comparison of signal smoothing techniques for use in embedded system for moni...
Comparison of signal smoothing techniques for use in embedded system for moni...
 

Semelhante a Using Spreadsheets to Process Library Data

Semelhante a Using Spreadsheets to Process Library Data (20)

EXCEL
EXCELEXCEL
EXCEL
 
Excel
ExcelExcel
Excel
 
Using Spreadsheets.pptx
Using Spreadsheets.pptxUsing Spreadsheets.pptx
Using Spreadsheets.pptx
 
Excel_Breif_Overview.pptx
Excel_Breif_Overview.pptxExcel_Breif_Overview.pptx
Excel_Breif_Overview.pptx
 
Ms excel.pdf
Ms excel.pdfMs excel.pdf
Ms excel.pdf
 
cse111-lecture09-1491556611.pptx
cse111-lecture09-1491556611.pptxcse111-lecture09-1491556611.pptx
cse111-lecture09-1491556611.pptx
 
Excel 2003 tutorial 1
Excel 2003 tutorial 1Excel 2003 tutorial 1
Excel 2003 tutorial 1
 
NCompass Live: Excel for Librarians
NCompass Live: Excel for LibrariansNCompass Live: Excel for Librarians
NCompass Live: Excel for Librarians
 
Introductionto excel2007
Introductionto excel2007Introductionto excel2007
Introductionto excel2007
 
Introductionto excel2007
Introductionto excel2007Introductionto excel2007
Introductionto excel2007
 
Introduction to MS excel
Introduction to MS excelIntroduction to MS excel
Introduction to MS excel
 
Spreadsheets 101
Spreadsheets 101Spreadsheets 101
Spreadsheets 101
 
Excel basics for everyday use
Excel basics for everyday useExcel basics for everyday use
Excel basics for everyday use
 
Microsoft Excel
Microsoft ExcelMicrosoft Excel
Microsoft Excel
 
Excel features
Excel featuresExcel features
Excel features
 
Learn excel 2010
Learn excel 2010Learn excel 2010
Learn excel 2010
 
SAS Programming.ppt
SAS Programming.pptSAS Programming.ppt
SAS Programming.ppt
 
demo.docx
demo.docxdemo.docx
demo.docx
 
Excel presentation (short)
Excel presentation (short)Excel presentation (short)
Excel presentation (short)
 
Excel 2007 for Retail
Excel 2007 for RetailExcel 2007 for Retail
Excel 2007 for Retail
 

Mais de NCLA2011

Huler closing session
Huler closing sessionHuler closing session
Huler closing sessionNCLA2011
 
Going Virtual: weeding federal government documents in the electronics age
Going Virtual:  weeding federal government documents in the electronics ageGoing Virtual:  weeding federal government documents in the electronics age
Going Virtual: weeding federal government documents in the electronics ageNCLA2011
 
Searching for civil war ancestorsmc
Searching for civil war ancestorsmcSearching for civil war ancestorsmc
Searching for civil war ancestorsmcNCLA2011
 
Acquiring approval plan e books the duke experience
Acquiring approval plan e books   the duke experienceAcquiring approval plan e books   the duke experience
Acquiring approval plan e books the duke experienceNCLA2011
 
Changing workflows changing processes part 2
Changing workflows changing processes part 2Changing workflows changing processes part 2
Changing workflows changing processes part 2NCLA2011
 
Changing workflows changing processes
Changing workflows changing processesChanging workflows changing processes
Changing workflows changing processesNCLA2011
 
Read to a Dog Program Information
Read to a Dog Program InformationRead to a Dog Program Information
Read to a Dog Program InformationNCLA2011
 
Meauring up
Meauring upMeauring up
Meauring upNCLA2011
 
Libguides ballance-slideshare-version
Libguides ballance-slideshare-versionLibguides ballance-slideshare-version
Libguides ballance-slideshare-versionNCLA2011
 
Embedded librarians-cpcc-for slideshare
Embedded librarians-cpcc-for slideshareEmbedded librarians-cpcc-for slideshare
Embedded librarians-cpcc-for slideshareNCLA2011
 
Decentralizing your library
Decentralizing your libraryDecentralizing your library
Decentralizing your libraryNCLA2011
 
Lsta grants for your library
Lsta grants for your libraryLsta grants for your library
Lsta grants for your libraryNCLA2011
 
Active learning trifld
Active learning trifldActive learning trifld
Active learning trifldNCLA2011
 
American dream bibliography
American dream bibliographyAmerican dream bibliography
American dream bibliographyNCLA2011
 
Right image for success
Right image for successRight image for success
Right image for successNCLA2011
 
Wake County Public Libraries Storytelling Contest on Storybird
Wake County Public Libraries Storytelling Contest on StorybirdWake County Public Libraries Storytelling Contest on Storybird
Wake County Public Libraries Storytelling Contest on StorybirdNCLA2011
 
Wake County Crowdsourcing Presentation
Wake County Crowdsourcing PresentationWake County Crowdsourcing Presentation
Wake County Crowdsourcing PresentationNCLA2011
 
Using MarcEdit for batch cataloging
Using MarcEdit for batch catalogingUsing MarcEdit for batch cataloging
Using MarcEdit for batch catalogingNCLA2011
 
Sensory storytimes
Sensory storytimesSensory storytimes
Sensory storytimesNCLA2011
 
Autism and your story time
Autism and your story timeAutism and your story time
Autism and your story timeNCLA2011
 

Mais de NCLA2011 (20)

Huler closing session
Huler closing sessionHuler closing session
Huler closing session
 
Going Virtual: weeding federal government documents in the electronics age
Going Virtual:  weeding federal government documents in the electronics ageGoing Virtual:  weeding federal government documents in the electronics age
Going Virtual: weeding federal government documents in the electronics age
 
Searching for civil war ancestorsmc
Searching for civil war ancestorsmcSearching for civil war ancestorsmc
Searching for civil war ancestorsmc
 
Acquiring approval plan e books the duke experience
Acquiring approval plan e books   the duke experienceAcquiring approval plan e books   the duke experience
Acquiring approval plan e books the duke experience
 
Changing workflows changing processes part 2
Changing workflows changing processes part 2Changing workflows changing processes part 2
Changing workflows changing processes part 2
 
Changing workflows changing processes
Changing workflows changing processesChanging workflows changing processes
Changing workflows changing processes
 
Read to a Dog Program Information
Read to a Dog Program InformationRead to a Dog Program Information
Read to a Dog Program Information
 
Meauring up
Meauring upMeauring up
Meauring up
 
Libguides ballance-slideshare-version
Libguides ballance-slideshare-versionLibguides ballance-slideshare-version
Libguides ballance-slideshare-version
 
Embedded librarians-cpcc-for slideshare
Embedded librarians-cpcc-for slideshareEmbedded librarians-cpcc-for slideshare
Embedded librarians-cpcc-for slideshare
 
Decentralizing your library
Decentralizing your libraryDecentralizing your library
Decentralizing your library
 
Lsta grants for your library
Lsta grants for your libraryLsta grants for your library
Lsta grants for your library
 
Active learning trifld
Active learning trifldActive learning trifld
Active learning trifld
 
American dream bibliography
American dream bibliographyAmerican dream bibliography
American dream bibliography
 
Right image for success
Right image for successRight image for success
Right image for success
 
Wake County Public Libraries Storytelling Contest on Storybird
Wake County Public Libraries Storytelling Contest on StorybirdWake County Public Libraries Storytelling Contest on Storybird
Wake County Public Libraries Storytelling Contest on Storybird
 
Wake County Crowdsourcing Presentation
Wake County Crowdsourcing PresentationWake County Crowdsourcing Presentation
Wake County Crowdsourcing Presentation
 
Using MarcEdit for batch cataloging
Using MarcEdit for batch catalogingUsing MarcEdit for batch cataloging
Using MarcEdit for batch cataloging
 
Sensory storytimes
Sensory storytimesSensory storytimes
Sensory storytimes
 
Autism and your story time
Autism and your story timeAutism and your story time
Autism and your story time
 

Último

Powerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time ClashPowerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time Clashcharlottematthew16
 
Unleash Your Potential - Namagunga Girls Coding Club
Unleash Your Potential - Namagunga Girls Coding ClubUnleash Your Potential - Namagunga Girls Coding Club
Unleash Your Potential - Namagunga Girls Coding ClubKalema Edgar
 
Commit 2024 - Secret Management made easy
Commit 2024 - Secret Management made easyCommit 2024 - Secret Management made easy
Commit 2024 - Secret Management made easyAlfredo García Lavilla
 
DevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenDevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenHervé Boutemy
 
Install Stable Diffusion in windows machine
Install Stable Diffusion in windows machineInstall Stable Diffusion in windows machine
Install Stable Diffusion in windows machinePadma Pradeep
 
CloudStudio User manual (basic edition):
CloudStudio User manual (basic edition):CloudStudio User manual (basic edition):
CloudStudio User manual (basic edition):comworks
 
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...Integration and Automation in Practice: CI/CD in Mule Integration and Automat...
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...Patryk Bandurski
 
Connect Wave/ connectwave Pitch Deck Presentation
Connect Wave/ connectwave Pitch Deck PresentationConnect Wave/ connectwave Pitch Deck Presentation
Connect Wave/ connectwave Pitch Deck PresentationSlibray Presentation
 
The Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfThe Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfSeasiaInfotech2
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 3652toLead Limited
 
Vertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsVertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsMiki Katsuragi
 
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Mark Simos
 
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek SchlawackFwdays
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii SoldatenkoFwdays
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr BaganFwdays
 
Are Multi-Cloud and Serverless Good or Bad?
Are Multi-Cloud and Serverless Good or Bad?Are Multi-Cloud and Serverless Good or Bad?
Are Multi-Cloud and Serverless Good or Bad?Mattias Andersson
 
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024BookNet Canada
 
Vector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesVector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesZilliz
 

Último (20)

Powerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time ClashPowerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time Clash
 
Unleash Your Potential - Namagunga Girls Coding Club
Unleash Your Potential - Namagunga Girls Coding ClubUnleash Your Potential - Namagunga Girls Coding Club
Unleash Your Potential - Namagunga Girls Coding Club
 
Commit 2024 - Secret Management made easy
Commit 2024 - Secret Management made easyCommit 2024 - Secret Management made easy
Commit 2024 - Secret Management made easy
 
DevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache MavenDevoxxFR 2024 Reproducible Builds with Apache Maven
DevoxxFR 2024 Reproducible Builds with Apache Maven
 
Install Stable Diffusion in windows machine
Install Stable Diffusion in windows machineInstall Stable Diffusion in windows machine
Install Stable Diffusion in windows machine
 
CloudStudio User manual (basic edition):
CloudStudio User manual (basic edition):CloudStudio User manual (basic edition):
CloudStudio User manual (basic edition):
 
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...Integration and Automation in Practice: CI/CD in Mule Integration and Automat...
Integration and Automation in Practice: CI/CD in Mule Integration and Automat...
 
Connect Wave/ connectwave Pitch Deck Presentation
Connect Wave/ connectwave Pitch Deck PresentationConnect Wave/ connectwave Pitch Deck Presentation
Connect Wave/ connectwave Pitch Deck Presentation
 
The Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfThe Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdf
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365
 
Vertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsVertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering Tips
 
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
 
E-Vehicle_Hacking_by_Parul Sharma_null_owasp.pptx
E-Vehicle_Hacking_by_Parul Sharma_null_owasp.pptxE-Vehicle_Hacking_by_Parul Sharma_null_owasp.pptx
E-Vehicle_Hacking_by_Parul Sharma_null_owasp.pptx
 
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
"Subclassing and Composition – A Pythonic Tour of Trade-Offs", Hynek Schlawack
 
DMCC Future of Trade Web3 - Special Edition
DMCC Future of Trade Web3 - Special EditionDMCC Future of Trade Web3 - Special Edition
DMCC Future of Trade Web3 - Special Edition
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan
 
Are Multi-Cloud and Serverless Good or Bad?
Are Multi-Cloud and Serverless Good or Bad?Are Multi-Cloud and Serverless Good or Bad?
Are Multi-Cloud and Serverless Good or Bad?
 
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
 
Vector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesVector Databases 101 - An introduction to the world of Vector Databases
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.
  • 21. Special Pastes: As Values As Values As Text Transpose
  • 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”
  • 29. Special Pastes As Values As Text Transpose Questions about special pastes?
  • 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
  • 35. Rearranging: Transposing Rearrange Collate Sort Questions about rearranging Filter by transposing? Compare Derive info
  • 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
  • 40. Rearranging: Switching Rearrange Collate Sort Questions about switching Filter column or row order? Compare Derive info
  • 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%
  • 63. Sorting data: non-alphanumeric Rearrange Questions about sorting Collate Sort using non-alphanumeric Filter criteria? Compare Derive info
  • 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
  • 73. Filtering data Rearrange Questions about filtering? Collate Sort Filter Compare Derive info
  • 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
  • 91. Comparing data: Graphs Rearrange Example: Available space analysis Collate Sort Filter Compare 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.
  • 100. Deriving information Rearrange Common formulas: Collate • Addition: a1+b1 Sort • Subtraction: a1-b1 Filter Compare • Multiplication: a1*b1 Derive info • Division: a1/b1 • % change: (new-old)/old • distance/difference: abs(value1-value2) • Monthly balance: balance*(1+rate/100/12)+credits-debits
  • 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)