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Spreadsheets and Non-Spatial Databases

Advanced Microsoft Excel


Beyond the Basics Copying and Pasting Formulas Absolute Cell Addresses Trendlines Statistical Analysis Pivot Tables and Charts Helpful Hints File Conversions

Advanced Microsoft Excel


Copying and Pasting Formulas
When entering the same formula multiple times use:
Autofill
Drag the fill handle (black box at the bottom of highlighted cells) over the cells to be filled

Fill right
Highlight cells to be filled Ctrl + r

Fill down
Highlight cells to be filled Ctrl + d
Fill Handle

Paste Special Advanced Microsoft Excel


When copying a formula choose to paste only the:
Formula Value Format Etc.

For example: if copying a formula to a new table or spreadsheet and only the value of the formula is to be displayed choose paste special and highlight values.

Advanced Microsoft Excel


Absolute Cell Addresses
When copying formulas Excel shifts the reference cell to a relative reference in the next column or row.
Example: when using the fill right command the relative reference shifts one column to the right.

If the formula is to refer back to the same cell each time it must use an absolute cell address.
Relative reference

Advanced Microsoft Excel


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

Advanced Microsoft Excel


Trendlines
Independent (Depth) vs. Dependent variable (pH) Graph data using the XY (Scatter) Chart type. Once graph is finished go to the chart menu and select add trendline. Right click on trendline to format
Display the R2, equation, etc.
Depth v. pH
R2 = 0.8106 pH 6.8 0.0 2.0 4.0
Depth

7.0

7.2

7.4

7.6

7.8

8.0

8.2

8.4

6.0 8.0 10.0 12.0 14.0

Trendline

This trendline shows that pH is negatively correlated with depth. This means that as depth increases pH decreases or vice versa.

Advanced Microsoft Excel


Statistical Analysis
Most Excel packages do not have the capability to perform advanced statistical analysis without an add-in.
Under the tools menu select addins. Select the Analysis Tool Pack and Analysis Tool Pack (VBA). It may be necessary to insert the Microsoft Office installation CD.

Advanced Microsoft Excel


To perform a a statistical test
Under the Tools Menu select Data Analysis. Choose which statistical operation to perform. For Example: If a trendline is not sufficient. Select the regression option. Input Y range and X range. Click OK. Summary Output will display in a new worksheet. Note: the R2 here is the same as that displayed on the trendline graph.

R
2

Advanced Microsoft Excel


Pivot Tables
Organize and summarize large amounts of data quickly. Add or Remove data Rearrange the layout View a subset of data Calculate overall or by subset
Sum Average Count Standard Deviation

Advanced Microsoft Excel


Creating a Pivot Table
Start with a table of data
Clear column headings No blanks

Select cell anywhere in table Go to the Data menu


Select Pivot Table and Pivot Chart Report

Follow Steps of the Pivot table and Pivot Chart Wizard.

Advanced Microsoft Excel


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

Advanced Microsoft Excel


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

Advanced Microsoft Excel


Pivot Table Options
Easily add or remove data
Return to wizard
Select Layout Option
Rearrange Fields

Use the Pivot Table Field list to rearrange on the worksheet

View a subset of the data


Click on arrows
List drops down Check items to display

Advanced Microsoft Excel


Pivot Tables
Create many tables from same pivot table
Select data to be shown Copy table Paste Special
Values

Creating a pivot table is a trial and error process.


Practice moving things around to become familiar Of course look to Microsoft for help!

Advanced Microsoft Excel


Pivot Table Charts
Simply click on the chart wizard icon in the Pivot Table toolbox. Automatically creates chart Same rules apply
Change layout Display only certain information Etc.

Advanced Microsoft Excel


Pivot Table Example
Ice Lake, MN
9/5/2004-9/11/2004 Available at: http://www.waterontheweb.org/dat a/icelake/realtime/weekly.html

Preparing Excel Table


Change the date field to two columns: time and date. Delete Spaces in data table Make column heading into one row
Use wrap text option under format cell alignment tab

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Example: Ice Lake, MN
Use the layout option to design the pivot table
Drag Date and Time Fields to the Page Field Drag Depth Field to the row Field Drag the rest of the Field Buttons to the Data Field

Click OK and Finish Result


Data organized by
Date and time Depth

Can calculate average, etc. much quicker than entering formulas.

Advanced Microsoft Excel


Other Helpful Features
Autofilter
Search for blanks, non-blanks, or other data in a table Select any cell in table Go to Data Menu
Filter Auto Filter

Click on arrows to select from drop down list

Transpose
When data is in columns and it needs to be in rows
Paste special-Transpose

Advanced Microsoft Excel


Transferring files between programs:
Many file formats
Microsoft Excel = .XLS Quattro Pro = .WQ1, .WB1, .WB2 Lotus 1-2-3 = WKS, .WK1, .WK3, .WKE .DBF, .CSV, .TXT, and many others.

From Excel
Save As
Choose from Save as Type

To Excel
Right click on file
Open With Choose Program

Save as Type