Dealing with Data in Excel 2013/2016

Excel provides the ability to do computations and graphing of data. Here we provide the basics and
some advanced capabilities available in Excel that are useful for dealing with scientific data.

Graphing Data

Let’s consider graphing the data given below. Go to cell A5 click and hold while highlighting to cell B12.
Then go to the Insert
ribbon and click on Scatter
to bring down the choices.
If you move the cursor
around on the choices, an
explanation appears.

In Excel, the scatter chart is

the ONLY graph where the
x-axis is treated as a
numerical value. (On other
charts the x-axis is treated
as a category, even if
numbers are entered).

Most scientific plots of

data, plot only the data
points (“Scatter with
only markers”). It is
usually bad practice to
“connect the dots” with
lines. When you click
on the scatter type, the
graph should appear as
seen on the screenshot
on the right. Notice the
data is highlighted
(purple is x-axis and
blue is the y-axis) and
that the Chart Tools
appear on the ribbon bar.

Dealing with Data in Excel Sinex & Wong (2012) modified by Sinex (2017) Page 1
One instance where you may want to use a different type of scatter plot is if you have non-linear data
such as absorption spectra: in such cases using the “Scatter/ smooth lines” option may be appropriate.

Click on the Layout ribbon (under Chart Tools, NOT “Chart Layouts” on the Design ribbon) as this is the
most useful ribbon for charts. Here you can remove the gridlines, label the x and y axes, add a title, and
maneuver the legend if needed. The Chart tools only appear if the graph is highlighted – click on the
graph to get them. Clean up your graph at this point!

One thing you cannot do in the layout section is

change the text of the legend. To do this, you
must rename the data series: right click
anywhere in the chart and click Select Data…
and the Select Data Source menu pops up.
Select the series of data you wish to rename
(Series 1 here) and click Edit. You can then
rename the data series. This is handy if you
have more than one data set on the graph and
need to show a legend.

You can also switch the x and y axes, or select a new set of data
by clicking the value box next to the series X and Y values and
highlighting the appropriate data.

Adding a Regression Line or Trendline – The Line of Best-fit

Regression lines are

lines of best fit
through the data.
Excel can do a
variety of fits as you
will see. Click on
char to highlight it.
Click on the large
green plus (+) sign
to the upper right of
the chart to get the Chart Elements. Then click on Trendline and drop the menu down. Go to More
Trendline Options… at the bottom and click on it.

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This will get you the Format Trendline menu on the right
side and the Trendline Options. This menu will default to
a linear regression which you can change by clicking on
the other types of regression fits.

You can view these on the graph. Since in most cases we

want to know the equation of the model selected and
how well it fits the data, go to the bottom of this menu
and select Display Equation on chart and Display R-
squared value on chart. The equation and r-squared
value should appear on the graph.

What does R-squared tell you?

R-squared is the coefficient of determination and a

measure of the goodness-of-fit of the equation to the
data. A perfect fit has a value of 1.000. In simple terms,
R-squared*100 tells you the percentage of the variation
of the y-variable due to the variation of the x-variable.

How does linear regression work?

Linear regression minimizes the sum of the square of the deviations, where the deviation is the
difference between the calculated y-value minus the y-data value. This is shown visually with user eye-
balling a best-fit line using an interactive Excel spreadsheet at:

http://academic.pgcc.edu/~ssinex/regression.xls

Users can also explore the difference between interpolation and extrapolation with this spreadsheet:

http://academic.pgcc.edu/~ssinex/interpol_extrapol.xls

Dealing with Data in Excel Sinex & Wong (2012) modified by Sinex (2017) Page 3
Simple Computations and Formatting Data

Transformation of data for analysis is very common. A large number of functions are available in the on
the Formula ribbon (click anywhere in the spreadsheet outside of a chart, then click Formula) using the
Function Library.

The More Functions button includes many common statistical functions such as standard deviation,
median, plus others.

You can type the function directly into a cell, or you can select it from the library.
Any function will have a specific syntax that will appear when the function is
selected. Hence to use average, you place the range of cells to average.

If you need to calculate a quantity down a column of data, click on the first cell and go to the lower right
corner (note the cursor changes) and click and hold while dragging down the column.

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All calculations must start with an equal sign, “=” in the cell. To multiply numbers use the asterisk such
as 3*2. To raise a number to a power: 52 is 5^2. Many of the functions need only a cell reference to
deliver the quantity.

If you want to enter a constant in a separate cell (such as C2) to

use in a computation, you will want to change its format to $C$2
(This is an absolute reference.) in the calculation cell and hence it
will not change on dragging the calculation down the column.

Here we want y =kx.

To format data in cells, click on a cell or

highlight a column of data and then right
click and select Format Cells…

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When the Format Cells menu pops up, select the Number tab. Here you can select Number and set the
number of decimal places. You can select Scientific is you want to use scientific notation. In Excel the
number 2.0 x 105 will show up as 2.0E5.

For more information on computational spreadsheets, see the following handout.

http://academic.pgcc.edu/~ssinex/excelets/Computational_Spreadsheets.pdf

Error Bars on Graphs

Error bars are a method of

expressing the uncertainty in
data on a graph. Adding error
bars to a graph is done by
selecting the graph, then going
to the Layout ribbon, selecting
the Error Bars menu and then
the More Error Bars Option…

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Both horizontal and vertical error bars appear with a fixed value. The vertical or y error bars opens up
first as seen on the screenshot below of the Format Error Bars pop-up menu. To set the horizontal or x
error bar click on the horizontal bars on the graph. If you highlight the x error bars and then hit delete,
you can remove them.

We can add custom error amounts such as plus and minus one standard deviation. Here we are using
the standard deviation of the three values, so the error bar is plus/minus one standard deviation around
the mean value. Select the Custom at the bottom of the Format Error Bar menu and the Custom Error
Bars menu pops up. Click in the Positive Error Value box and then highlight the column of data and then
repeat for the Negative Error Value.

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Standard Error of Slope and Y-intercept for Linear Regression with Confidence Intervals

This is a prebuilt spreadsheet to which you can add data that uses LINEST. This spreadsheet calculates
the standard error of the slope and y-intercept plus plots confidence intervals on the graph.

http://academic.pgcc.edu/~ssinex/excelets/regression_2.xls

Putting a Excel Graph into a Word or PowerPoint Document

The easiest way is to click on a graph and then right click and select copy in Excel. Move to Word or
PowerPoint and paste. You can drag a corner to resize. An alternate method is to use the Snipping Tool
is Windows 7 or your favor screen capture software to capture the graph as an image and save as gif or
jpeg and name the file.

Here is an Excel graph with y-variable error bars on the data points (markers), axes labeled, title, and a
linear regression line and equation. Try to keep the colors simple and all items readable on printing
especially if using a black ink printer. This is what a graph should look like!!!

Dealing with Data in Excel Sinex & Wong (2012) modified by Sinex (2017) Page 8
 Appendix
Adding a Regression Line or Trendline in Excel 2010

Regression lines are lines of best fit through the

data. Excel can do a variety of fits as you will see.
Click on Trendline and drop the menu down. Go
to More Trendline Options… at the bottom and
click on it.

This will get you the Format Trendline pop-up menu. You may need to move it off the graph. This menu
will default to a linear regression which you can change by clicking on the other types of regression.

Dealing with Data in Excel Sinex & Wong (2012) modified by Sinex (2017) Page 9