Session 3

Data Summarization

OVERVIEW

Descriptive Statistics in Excel

Excel Tables: a simple case

Pivot Tables

Experiments/exercise with Pivot Tables

XP

Summarizing Numerical Data: Descriptive Statistics

Characteristic

Interpretation

Central Tendency Where are the data values concentrated?

What seem to be typical or middle data value?
Dispersion

How much variation is there in the data?

Are there unusual values?

Shape

Are the data values distributed symmetrically

or Skewed? Sharply peaked or Flat?

Descriptive statistics in Excel

Use Data Analysis tool box

XP

What is a Table

XP

Table is a rectangular range of structured data

Each row contain information about an entity, say a
customer or country
Each column contain information on an attribute of the
entities described.
Typically Table header display information about a column

Why Table?

XP

When a range is designated as a Table, Excel acts

intelligently as to the actions performed with it.

Each

A new row or column added is automatically added to the table

A chart created with the Table automatically accommodates a new row

column header in a table allows sorting and filtering

Clicking displays various facilities
Calculated columns formula in a column is automatically
propagated
Structured References Eg. AVERAGE(Salary[Basic])

Creating an Excel Table

Click the Insert tab on the ribbon, and then click the
Table button

XP

Sorting Data

XP

You can sort the records in a table

Sorting Multiple Columns: Use Custom Sort Dialog Box

Specify the primary sort field, sort on type and the sort order
Click Add Level and continue

Sorting Using a Custom List in Custom Sort Dialog Box

Select Custom List in sort order

In the List entries box, type each entry for the custom list
in a separate line and click Add

https://www.youtube.com/watch?v=KS9N4yAjuYQ

Total Row: Calculate Summary Statistics

Used to calculate summary statistics for the columns in an

Excel table

Contextual Menu: Table Style Options Group: Total Row

option

XP

Back water investments needs your help

XP

You are a manager at Backwater investments(BI)

BI makes money by obscure investments in developing
markets
They pick investment opportunities that may not be
clearly visible for others to pursue
To do this BI depends heavily on the expertise of their
analysts who have impeccable judgment and good
connections to get information
Your job is to consult these analysts and combine their
expert opinions to make good investment decisions
10

The analysts are having a fight

XP

Currently BI has 20 analysts

You find that these Analysts are having big disagreements over
a number of current geopolitical trends
BI is unable to make in investment decision now because there
are a bunch of different issues over which the analysts are
fighting over
To resolve the issue we need to find out
Where precisely are the disagreements?
Is there any consensus among any issues?

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BI boss has asked you to help!

XP

What can you do?

First find out the issues over which the analysts are fighting
It seems there are six areas over which they have different opinions. They
are
1.
Will Russia subsidize oil in next quarter?
2.
Will Russia purchase EuroAir?
3.
Will Vietnam decrease taxes this year?
4.
Will Vietnam's government encourage foreign investments this year?
5.
Will Indonesian tourism increase this year?
6.
Will the Indonesian government invest in ecotourism?

12

Subjective probabilities can help

This is a numerical measure one can assign to his/her belief in

something
What about asking all of them to provide subjective
probabilities on the SIX issues?
Let them give a percentage value

XP

Hope all will agree

All have responded

Let us see the thinksheet

13

Expert

SD

Statement 1

Statement 2

Statement 3

Statement 4

Statement 5

Statement 6

XP
77%

87%

68%

37%

39%

5%

88%

40%

11%

56%

28%

81%

89%

47%

67%

33%

0%

85%

91%

88%

7%

38%

24%

78%

91%

37%

8%

19%

0%

72%

92%

60%

30%

19%

18%

84%

87%

47%

66%

27%

5%

88%

92%

46%

41%

33%

3%

69%

88%

59%

83%

14%

12%

74%

10

92%

23%

9%

30%

9%

91%

11

88%

34%

0%

58%

2%

92%

12

89%

78%

46%

28%

5%

70%

13

92%

70%

45%

33%

1%

3%

14

88%

80%

35%

35%

13%

81%

15

89%

54%

15%

16%

5%

87%

16

90%

67%

63%

19%

3%

70%

17

92%

74%

14%

33%

0%

79%

18

91%

21%

22%

40%

7%

89%

19

89%

21%

42%

28%

6%

81%

20

91%

36%

87%

27%

5%

84%

2%

20%

26%

12%

8%

19%

They Agree on certain things: Boss is happy

Statement No

Statement

SD

XP

Agree/Disagree?

Vietnam will decrease taxes this year

26% Disagree

Russia will purchase EuroAir

20% Disagree

Indonesian government will invest in

ecotourism?

19% Disagree

Vietnam's government will encourage

foreign investments this year

12% Some what

Indonesian tourism will increase this year

8% Not much

Russia will subsidize oil in next quarter

2% Agree

Analyzing Data with PivotTables

XP

A PivotTable is a dynamic/interactive table that enables you

to group and summarize either a range of data, an Excel table
or data from an external source into a concise, tabular format
for easier reporting and analysis
General purpose:
Quickly summarize data from a worksheet or from an external
source
Calculate totals, averages, counts, etc. based on any numeric
fields in your table
Can generate charts from your pivot tables

16

Planning and Designing a PivotTable Report

Guidelines to create a PivotTable:

Review the source data

Determine the purpose of the PivotTable and write down the

names of the fields you want to include

Determine which field contains the data you want to summarize

and which summary function you want to use

Decide how you want to arrange the data

17

XP

Pivot Table Advantages

Interactive: easily rearrange them by moving, adding, or

deleting fields

Dynamic: results are automatically recalculated whenever

fields are added or dropped

Easy to update: refreshable if the original worksheet

data changes

18

Microchip Manufacturer Example

XP

You are the Financial Manager in a Microchip manufacturing

company
The company produces three types of chips viz; Chip 1, Chip 2
and Chip 3
The monthly sales data for all these chips in Canada, France
and United States are given
This shows Budget(Target), Revenue(Actual) and
Var(Difference between target and actual)
Data Set: Ptableexampletemplate.xlsx worksheet P1

19

Creating a PivotTable

Excel table or data range for creating PivotTable

Verify the reference in the Table/Range box

Drag fields to the appropriate box in the layout section

Change the summary function, if needed

20

XP

Creating a PivotTable

21

XP

Let us see how much we are off/above the Target in XP

each Country, for each product

Move Var to Values

Move Product to Row Label

Move Country to Column Label

22

Adding a Report Filter to PivotTable

XP

Filter allows you to filter the PivotTable summary based

on one more fields

Filtering a field lets you focus on a subset of items in that

field

Homework: Find out how Slicers are used in excel

2013
https://www.youtube.com/watch?v=aRX2yO457vg
(starts at 9m 47s)
23

How much we are off/above the target in each country,XP

for each product, month by month

Move Var to Values

Move Product to Row Label

Move Country to Column Label

Move Month to Report Filter

24

Changing a PivotTables Summary Function

A PivotTables summary function controls what type of

calculation is applied to the table data

Unless you specify otherwise, Excel applies the SUM function to

numeric data and the COUNT function to data fields containing
text

To change summary function use the Field Setting option in Pivot

Table tools.

25

For each month and each combination of country and product

we would like to see what percentage of actual sales made in XP
each month

Move Month to Row Label

Move Country to Report Filter
Move Product to Report Filter
Move Revenue to Values
Select Field Settings in PivotTable tools
Change name to Percentage of Actual
Show value as percentage of column

26

XP
Calculated Field calculating a new field from other fields

Show difference in each month as a percentage of target sales

We need to create a calculated field

PivotTable Tools: Fields, Items, & Sets: Calculated Field

Define a Name for the Field Percentage Not Achieved

Write the Formula =Var/Budget

Change Number Format to Percentage

27

Grouping PivotTable Items

XP

When a field contains numbers, dates, or times, you can

combine items in the rows of a PivotTable into groups

Select the items to group, right Click and Group

Change Group Name by Double Clicking the cell

Toggle between Detailed and Grouped display by clicking

the + or sign left to the group

https://www.youtube.com/watch?v=PiM6lxQi0iA
28

Refreshing a PivotTable

You cannot change the data directly in the PivotTable.

Instead, you must edit the Excel table, and then refresh
the PivotTable to reflect the current state

XP

Use GETPIVOTDATA Function when you want to reference a PivotTable cell value

29

Creating a PivotChart

XP

A PivotChart is a graphical representation of the data in

a PivotTable

A PivotChart allows you to interactively add, remove,

filter, and refresh data fields in the PivotChart similar to
working with a PivotTable

Click any cell in the PivotTable, then, in the Tools group

on the PivotTable Tools Options tab, click the
PivotChart button
30

Tips to note:

XP

Double Click an item in the pivot table to Drill Down to the Details

Change the Data Source by selecting Change data source in Data Group in
Pivot Table Tools.

Better make Table and then Pivot Table because extending the source is
taken care of (if built from a Table ) on a refresh operation.
If it is built from a range, first we need to change the data source and
refresh.

In Pivot table options set refresh on opening (data tab), if needed

31