Spreadsheets and NonSpatial Databases
Unit 4: Module 15, Lecture 2- Advanced Microsoft Excel
Advanced Microsoft Excel
 Beyond the Basics
 Copying and Pasting
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Formulas
Absolute Cell
Addresses
Trendlines
Statistical Analysis
Pivot Tables and
Charts
Helpful Hints
File Conversions
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Updated: 2/14/05
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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
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•Fill
Handle
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Advanced Microsoft Excel
 Paste Special
 When copying a formula
choose to paste only the:
 Formula
 Value
 Format
 Etc.
 For example: if copying a
formula to a new table or
spreadsheet and only the
value of the formula is to
be displayed choose paste
special and highlight
values.
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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
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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
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Advanced Microsoft Excel
 Trendlines
 Independent (Depth) vs.
 Display the
R2,
Depth v. pH
R2 = 0.8106
pH
6.8
7.0
7.2
7.4
7.6
7.8
8.0
8.2
8.4
0.0
2.0
4.0
Depth
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
6.0
8.0
equation, etc.
10.0
 This trendline shows that pH
12.0
Trendline
14.0
is negatively correlated with
depth. This means that as
depth increases pH
decreases or vice versa.
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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
add-ins.
 Select the Analysis Tool Pack
and Analysis Tool Pack
(VBA).
 It may be necessary to insert
the Microsoft Office
installation CD.
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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.
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R
2
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Advanced Microsoft Excel
 Pivot Tables
 Organize and summarize
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large amounts of data
quickly.
Add or Remove data
Rearrange the layout
View a subset of data
Calculate overall or by
subset
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Sum
Average
Count
Standard Deviation
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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.
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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
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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.
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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
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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!
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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.
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Advanced Microsoft Excel
 Pivot Table Example
 Ice Lake, MN
 9/5/2004-9/11/2004
 Available at:
http://www.waterontheweb.or
g/data/icelake/realtime/weekl
y.html
 Preparing Excel Table
 Change the date field to two
columns: time and date.
 Delete Spaces in data table
 Make column heading into
one row
 Use wrap text option under
format cell – alignment tab
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Advanced Microsoft Excel
 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.
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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
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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
•Save as Type
 To Excel
 Right click on file
 Open With –Choose Program
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