Denise Pan (speaker), Gabrielle Weirsma (speaker)

1. Excelling
with Excel
Advanced
Excel Functions for
Collection Analysis
Charleston Conference 2013
Denise Pan
University of Colorado Denver
Denise.Pan@UCDenver.edu
Gabrielle Wiersma
University of Colorado Boulder
Gabrielle.Wiersma@Colorado.edu

2. Journal Cancellation Project

Goal: identify journal
titles for cancellation
from one publisher
package
 Objective: Cancel
$7,000 or 8%

How:



based on cost per
use
usage trends
impact factor and
faculty input
University of Colorado
Boulder | Denver

Data sources:
ILS data including
subscription costs (.txt)
COUNTER usage
reports (.xls)
Journal Citation
Reports (.txt)
Faculty feedback;
rank journals in order
of importance to
teaching/research




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November 6th, 2013

3. Importing Data
 Text

Import Wizard
Data  Get External Data  From Text
 Delimited
 Fixed
width
 File Origin
 Import
ILS sample data and SAVE
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4. Data  From Text
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5. Delimiter: What
separates your
data into columns
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File Origin:
How is your data
encoded?
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6. Text Import Wizard–Step 1 of 3
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7. Text Import Wizard–Step 2 of 3
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8. Text Import Wizard–Step 3 of 3
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9. Create a
Copy
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10. Formatting Data
 Convert

data to a table:
Insert  Table (select data)
 Format
as Table
 Freezes first row
 Creates filters
 Automatically fills in formulas
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11. Insert  Table (Ctrl +T)
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12. Highlight and Remove Duplicates
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13. Table Tools  Add Total Row
(Ctrl + Shift + T)
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14. Average, Count, Max, Min,
Sum, and More Functions
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15. Connecting Data with VLOOKUP




lookup_value is the unique identifier or key that is
in both spreadsheets (ISSN, record #, title)
Table_Array tells Excel where to look for the data
Col_Index_Number tells Excel which column to you
want to pull data from and display in your
spreadsheet
Range lookup


TRUE approximate match (this is useful for titles or other
fields that might have slight variation)
FALSE exact match (this is useful if you only want an
exact match and works well if you are using a numerical
match point like ISSN)
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Boulder | Denver
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16. Add Usage Statistics with
VLOOKUP
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17. Analyzing the Data
 Calculate
cost
per use
 Error messages:
#DIV/0!, #N/A,
#NAME?, #NULL!,
#NUM!, #REF!,
and #VALUE!
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18. Calculate Cost Per Use
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19. IFERROR
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20. Conditional Formatting



Insert data bars to visually represent the
cost of each journal
Insert icon sets to represent variation in cost
per use
Highlight Top 5% to identify journals for
cancellation
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Boulder | Denver
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21. Pivot Tables
& PivotCharts
Workshop
Scenario:
Usage Trends
PivotTables can answer questions such as
 What is the total usage for all journals by year?
 What is the use for each journal title by year?
Journal (JR1): Successful  Which journal titles were not used ?
Full-Text Article Requests  Which journal titles were used the most?
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Boulder | Denver
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22. PivotTables
What is the total usage for all journals by year?…
Summary by Year PivotTable
Shows how PivotTables:
• Subtotal and summarize
data by categories and
subcategories.
• Expand and collapse levels
of data to focus your results
• Drill down to details from the
summary data.
Click on
to expand
list and see
journal titles
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23. Before building PivotTables…
Create an All Data Worksheet
Multiple years of usage data in one worksheet
Suggestions for success
• Keep a copy of original source data in workbook
• Differentiate data by adding ‘Year’ column
• Don’t copy ‘Total for all journals’ row – inflates usage
• Name each column in row 1 (create header)
• Mind your column headings (carefully copy & paste)
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24. Try later at home
Create Worksheet |All Usage
1.
2.
In the “4_At-Home”folder,
open the All_Data_try.xls
Create an “All Usage” worksheet
a)
b)
c)
d)
3.
Copy header row & add year column to end
Copy & paste monthly usage for each title.
Note: do not copy “Total for all journals” row.
Add the year, repeat until completed
Add zero for N/A months (July-Dec 2013),
and shift values YTD Total, YTD HTML, YTD PDF
Compare your results to All_Data_FNL.xls
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25. Creating PivotTables
1.
2.
3.
Select all
Insert PivotTable
Create new
worksheet
(Default)
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Boulder | Denver
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26. What is the total usage for all journals
by year?… Summary by year
Rename worksheet as
“Summary by year”
Drag and drop fields to
4.
5.
•
•
•
6.
Report Filter: YTD Total
Row Labels: Year & Title
Values: Title, YTD Total,
YTD HTML, YTD PDF
Change Value Field
Settings to Sum for
for YTD Total, YTD HTML,
YTD PDF
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27. What is the use for each
journal title by year?...
Use by title PivotTable
Create a copy of “Summary
by year” worksheet
2. Change name to
“Use by title”
3. Move Year down and
Title up in Row Labels
1.
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28. Which journal titles were not used ?
Zero use titles PivotTable
1.
2.
3.
Create a copy of
“Use by title”
worksheet
Change name to
“Zero use titles”
Change the
“YTD Total”
report filter
from (All) to 0
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Boulder | Denver
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29. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all
except 0 and (blank)
1.
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Boulder | Denver
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30. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all
except 0 and (blank)
4. Select Row Labels
“Value Filters”
1.
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Boulder | Denver
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31. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all except 0
4. Select Row Labels
“Value Filters”
5. Select Top 10…
6. Filter by Sum YTD Total
1.
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32. PivotTable to PivotChart
Summary by Year
1.
2.
3.
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Boulder | Denver
Click the PivotTable to
display the PivotTable
Tools, and the Options
tab.
Click PivotChart.
In the Insert Chart dialog
box, click the Column
chart type and click OK.
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33. Creating PivotChart
Summary by year
Using the “All Usage”
worksheet
2. Select all
3. Insert PivotChart
4. Create new
worksheet (Default)
1.
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Boulder | Denver
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34. Creating PivotChart
Summary by year
Rename worksheet as
“Summary by year chart”
6. Drag and drop fields to
5.
•
•
•
7.
Report Filter: YTD Total
Row Labels: Year
Values: YTD Total,
YTD HTML, YTD PDF
Change Value Field
Settings to Sum for
for YTD Total, YTD HTML,
YTD PDF
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Boulder | Denver
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November 6th, 2013