Spreadsheets and the data life cycle

To better understand the benefits of using spreadsheets in data analytics, let’s explore
how they relate to each phase of the data life cycle: plan, capture, manage, analyze,
archive, and destroy.

 Plan for the users who will work within a spreadsheet by developing organizational
standards. This can mean formatting your cells, the headings you choose to highlight,
the color scheme, and the way you order your data points. When you take the time to
set these standards, you will improve communication, ensure consistency, and help
people be more efficient with their time.
 Capture data by the source by connecting spreadsheets to other data sources, such as
an online survey application or a database. This data will automatically be updated in
the spreadsheet. That way, the information is always as current and accurate as
possible.
 Manage different kinds of data with a spreadsheet. This can involve storing, organizing,
filtering, and updating information. Spreadsheets also let you decide who can access
the data, how the information is shared, and how to keep your data safe and secure. 
 Analyze data in a spreadsheet to help make better decisions. Some of the most
common spreadsheet analysis tools include formulas to aggregate data or create
reports, and pivot tables for clear, easy-to-understand visuals. 
 Archive any spreadsheet that you don’t use often, but might need to reference later
with built-in tools. This is especially useful if you want to store historical data before it
gets updated. 
 Destroy your spreadsheet when you are certain that you will never need it again, if you
have better backup copies, or for legal or security reasons. Keep in mind, lots of
businesses are required to follow certain rules or have measures in place to make sure
data is destroyed properly.
Resources
Spreadsheet shortcuts can help you become more efficient with spreadsheets. If you’d
like to learn more, you can explore the collection of Google Sheets shortcuts, or visit the
Microsoft Excel shortcuts page if you are using Excel. Both of these resources contain a
list of spreadsheet shortcuts you can save and reference as you work more with
spreadsheets on your own.

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1.
Question 1

When giving a spreadsheet a title, what are some best practices to follow? Select all that apply.

1 / 1 point

Titles should be clear

Correct

Spreadsheet titles should be short, clear, and state exactly what the data in the spreadsheet is
about.

Titles should state what the data in the spreadsheet is about

Correct
Spreadsheet titles should be short, clear, and state exactly what the data in the spreadsheet is
about.

Titles should be short

Correct

Spreadsheet titles should be short, clear, and state exactly what the data in the spreadsheet is
about.

Titles should be in ALL CAPS

2.
Question 2
Fill in the blank: Data analysts can use _____ to highlight the area around cells in order to see
spreadsheet data more clearly.

1 / 1 point

pivot tables

italics

filters

borders

Correct

Data analysts use borders to highlight the area around cells in order to see spreadsheet data more
clearly.

3.
Question 3

Within a spreadsheet, data analysts use which tools to save time and effort by automating
commands? Select all that apply.

0.75 / 1 point

Filters

Tables

Functions

Correct
Data analysts use formulas and functions to save time and effort by automating commands.

Formulas

So far we've covered how to start a new spreadsheet, enter in data, and make it look refined
and ready for some serious analysis. Now we'll learn how to perform calculations in your
spreadsheet. You may need to calculate everything from sums to averages, to finding minimum
and maximum amounts. You'll use calculations for a lot of different kinds of tasks. In this video,
we'll focus on learning the basics and then do a little math with some sales data to practice.
Let's talk about formulas first. You might remember that a formula is a set of instructions that
perform a specific calculation. Basically, formulas can do the math for you. Now, they don't only
do math, they can do a lot more. Soon you'll learn different ways you can use them throughout
the data analysis processes. Formulas are built on operators which are symbols that name the
type of operation or calculation to be performed. For example, a plus sign is a common
operator. The formulas you use as a data analyst will usually include at least one operator. Now,
let's talk about math expressions or equations. These can take a lot of different forms, but you
might be familiar with them already. 3 minus 1, 15 plus 8 divided by 2, 846 times 513. These are
all examples of expressions. Is this bringing back memories of grade school? Well, back in math
class, you most likely learned to complete an expression by including an equal sign and the
solution. It's slightly different with spreadsheets. When you create a formula using an
expression in a spreadsheet, you start the formula with an equal sign. For example, if we want
to subtract, we type an equal sign followed by the rest of the expression without any spaces in
the formula. Now let's try an expression that's a bit more challenging. We'll type 31982, then a
hyphen for a minus sign, then 17795. To calculate, we press "Enter." You'll most likely use
formulas this way when dealing with large numbers or expressions with multiple steps. Here are
the operators you will use to complete formulas. The plus sign for addition, the minus or hyphen
for subtraction, the asterisk for multiplication, and the forward slash for division. The division and
multiplication symbols might be different than what you're used to. Small changes, but important
to keep in mind. If you already have data in your spreadsheet, you can use cell references in
your formulas instead. A cell reference is a single cell or range of cells in a worksheet that can
be used in a formula. Cell references contain the letter of the column and the number of the row
where the data is. A range of cells is a collection of two or more cells. A range can include cells
from the same row or column, or from different columns and rows collected together. We'll show
you an example in an upcoming video. Now let's apply what we just learned to some sales data.
If we want to add these figures to find the total sales for the first row of data, you can click "cell
F2". From there, we'll start with an equal sign and use the cell references to input values in your
expression. We're starting with cell B2 because the year in A2 is not a value we want to add to
the total.
Then press "Enter." Just like that, your total sales has been calculated for you, but what if you
realized one of the values in your data was wrong? No problem. You can change the value in
any cell using the formula and the total will update automatically.
The great thing about using cell references is that they also automatically update when a
formula is copied to a new cell. Talk about a time-saver. Instead of entering the same formula
again for every new set of cell references, just copy the formula using the menu or a keyboard
shortcut like Control plus C.
Then paste the formula where you want to apply it using Control plus V. And presto! The
formula updates all the new cells and values correctly. Now let's say you also want it to find the
average sales. For this, you create a new formula in a different cell.
To group values in a formula, use parentheses. This lets your spreadsheet know which values
to calculate together and the order of the operations to be performed. For example, open
parentheses, then B2 plus C2 plus D2 plus E2, and close parentheses, then divide the value of
all of this by typing slash four. You are adding the values in the four cells together and then
using the slash to divide the total by four, and just like the last one, we can copy and paste the
formula. Here's another formula you can use if you want to find the percent change in sales
between June and July.
Once a formula calculates the value, you can then use the percent button to change the value to
a percentage. When you apply the formula to the other rows, both the formula and the percent
will automatically update. That doesn't look like the right answer. Looks like we've got an error.
Don't worry. Errors can happen at any stage of data analysis, and that includes when you're
using spreadsheets. A formula has to be air tight. If there's something wrong with one of the cell
references, it won't work. So what's our error? Well, we can see that the value in cell D4 is
missing. It might take some time and research on your part to find the correct value, but it's
worth it. You want your analysis to be as accurate as possible. When you do add the value, the
formula takes care of the rest.
That was a lot to take in. Thanks for staying with me. You'll be able to apply what you learned
about formulas here and later in the program to make your analysis more efficient and your job,
a little easier, and soon you'll work in your own spreadsheet. Happy spreadsheeting.
 Quick reference: Formulas in spreadsheets

You have been learning a lot about spreadsheets and all kinds of time-saving
calculations and organizational features they offer. One of the most valuable
spreadsheet features is a formula. As a quick reminder, a formula is a set of
instructions that does a specific calculation using the data in a spreadsheet. Formulas
make it easy for data analysts to do powerful calculations automatically, which helps
them analyze data more effectively. Below is a quick-reference guide to help you get the
most out of formulas.

Formulas
The basics
 When you write a formula in math, it generally ends with an equal sign (2 + 3 =?). But
with formulas, they always start with one instead (=A2+A3). The equal sign tells the
spreadsheet that what follows is part of a formula, not just a word or number in a cell. 
 After you type the equal sign, most spreadsheet applications will display an
autocomplete menu that lists valid formulas, names, and text strings. This is a great way
to create and edit formulas while avoiding typing and syntax errors.
 A fun way to learn new formulas is just by typing an equal sign and a single letter of the
alphabet. Choose one of the options that pops up and you will learn what that formula
does.

Mathematical operators
 The mathematical operators used in spreadsheet formulas include:
 Subtraction – minus sign ( - )
 Addition – plus sign ( + )
 Division – forward-slash ( / )
 Multiplication – asterisk ( * )

Auto-filling
The lower-right corner of each cell has a fill handle. It is a small green square in
Microsoft Excel and a small blue square in Google Sheets.

 Click the fill handle for a cell and drag it down a column to auto-fill other cells in the
column with the same value or formula in that cell. 
 Click the fill handle for a cell and drag it across a row to auto-fill other cells in the row
with the same value or formula in that cell. 
 If you want to create a numbered sequence in a column or row, do the following: 1) Fill
in the first two numbers of the sequence in two adjacent cells, 2) Select to highlight the
cells, and 3) Drag the fill handle to the last cell to complete the sequence of numbers.
For example, to insert 1 through 100 in each row of column A, enter 1 in cell A1 and 2 in
cell A2. Then, select to highlight both cells, click the fill handle in cell A2, and drag it
down to cell A100. This auto-fills the numbers sequentially so you don't have to type
them in each cell.

Absolute referencing
 Absolute referencing is marked by a dollar sign ($). For example, =$A$10 has absolute
referencing for both the column and the row value
 Relative references (which is what you normally do e.g. “=A10”) will change anytime the
formula is copied and pasted. They are in relation to where the referenced cell is
located. For example if you copied “=A10” to the cell to the right it would become
“=B10”. With absolute referencing “=$A$10” copied to the cell to the right would remain
“=$A$10”. But if you copied $A10 to the cell below, it would change to $A11 because
the row value isn't an absolute reference.
 Absolute references will not change when you copy and paste the formula in a different
cell. The cell being referenced is always the same.
 To easily switch between absolute and relative referencing in the formula bar, highlight
the reference you want to change and press the F4 key; for example, if you want to
change the absolute reference, $A$10, in your formula to a relative reference, A10,
highlight $A$10 in the formula bar and then press the F4 key to make the change.

Data range
 When you click into your formula, the colored ranges let you see which cells are being
used in your spreadsheet. There are different colors for each unique range in your
formula.
 In a lot of spreadsheet applications, you can press the F2 (or Enter) key to highlight the
range of data in the spreadsheet that is referenced in a formula. Click the cell with the
formula, and then press the F2 (or Enter) key to highlight the data in your spreadsheet.
 Combining with functions
 COUNTIF() is a formula and a function. This means the function runs based on criteria
set by the formula. In this case, COUNT is the formula; it will be executed IF the
conditions you create are true. For example, you could use =COUNTIF(A1:A16, “7”) to
count only the cells that contained the number 7. Combining formulas and functions
allows you to do more work with a single command.

Congratulations! You passed!

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1.
Question 1

Which of the following are examples of operators used in formulas? Select all that apply.

1 / 1 point

Hyphen (-)

Correct

The asterisk, hyphen, and forward slash are examples of operators used in formulas.

Asterisk (*)

Correct

The asterisk, hyphen, and forward slash are examples of operators used in formulas.

Forward slash (/)

Correct

The asterisk, hyphen, and forward slash are examples of operators used in formulas.

Hash (#)

2.
Question 2

In a spreadsheet, a formula should always start with which of the following operators?

1 / 1 point
 Plus-minus (±)

Colon (:)

Equal sign (=)

Dash (—)
Correct

In a spreadsheet, a formula should always start with an equal sign.

3.
Question 3

What is the term for the set of cells that a data analyst selects to include in a formula?

1 / 1 point

Data boundary

Data range

Cell domain

Cell set
Correct

The set of cells a data analyst selects to include in a formula is called the data range.

4.
Question 4

In a formula, the plus sign (+) is the operator for addition, and the hyphen (-) is the operator for
subtraction.

1 / 1 point

True

False

Correct

In a formula, the plus sign (+) is the operator for addition, and the hyphen (-) is the operator for
subtraction.
 Quick reference: Functions in spreadsheets
As a quick refresher, a function is a preset command that automatically performs a specific process
or task using the data in a spreadsheet. Functions give data analysts the ability to do calculations,
which can be anything from simple arithmetic to complex equations. Use this reading to help you
keep track of some of the most useful options.

Functions
The basics
 Just like formulas, start all of your functions with an equal sign; for example =SUM. The equal sign
tells the spreadsheet that what follows is part of a function, not just a word or number in a cell. 
 After you type the equal sign, most spreadsheet applications will display an autocomplete menu that
lists valid functions, names, and text strings. This is a great way to create and edit functions while
avoiding typing and syntax errors.
 A fun way to learn new functions is by simply typing an equal sign and a single letter of the alphabet.
Choose one of the options that pops up and learn what that function does.

Difference between formulas and functions

 A formula is a set of instructions used to perform a calculation using the data in a spreadsheet.
 A function is a preset command that automatically performs a specific process or task using the data
in a spreadsheet.

Popular functions
A lot of people don’t realize that keyboard shortcuts like cut, save, and find are actually functions.
These functions are built into an application and are amazing time-savers. Using shortcuts lets you
do more with less effort. They can make you more efficient and productive because you are not
constantly reaching for the mouse and navigating menus. Use these links to discover the most
popular shortcuts, for Chromebook, PC, and Mac.

Auto-filling
The lower-right corner of each cell has a fill handle. It is a small green square in Microsoft Excel and
a small blue square in Google Sheets.

 Click the fill handle for a cell and drag it down a column to auto-fill other cells in the column with the
same formula or function used in that cell. 
 Click the fill handle for a cell and drag it across a row to auto-fill other cells in the row with the same
formula or function used in that cell. 

Relative, absolute, and mixed references

 Relative references (cells referenced without a dollar sign, like A2) will change when you copy and
paste the function into a different cell. With relative references, the location of the cell that contains
the function determines the cells used by the function.
 Absolute references (cells fully referenced with a dollar sign, like $A$2) will not change when you
copy and paste the function into a different cell. With absolute references, the cells referenced
always remain the same.
 Mixed references (cells partially referenced with a dollar sign, like $A2 or A$2) will change when you
copy and paste the function into a different cell. With mixed references, the location of the cell that
contains the function determines the cells used by the function, but only the row or column is relative
(not both).
 In spreadsheets, you can press the F4 key to toggle between relative, absolute, and mixed
references in a function. Click the cell containing the function, highlight the referenced cells in the
formula bar, and then press F4 to toggle between and select relative, absolute, or mixed referencing.

Data ranges
 When you click a cell that contains a function, colored data ranges in the formula bar indicate which
cells are being used in the spreadsheet. There are different colors for each unique range in a
function.
 Colored data ranges help prevent you from getting lost in complex functions.
 In spreadsheets, you can press the F2 key to highlight the range of data used by a function. Click
the cell containing the function, highlight the range of data used by the function in the formula bar,
and then press F2. The spreadsheet will go to and highlight the cells specified by the range.

Data ranges evaluated for a condition

COUNTIF is an example of a function that returns a value based on a condition that the data range
is evaluated for. The function counts the number of cells that meet the criteria. For example, in an
expense spreadsheet, use COUNTIF to count the number of cells that contain a reimbursement for
"airfare."

For more information, refer to:

 Microsoft Support's page for COUNTIF

 Google Help Center's documentation for COUNTIF where you can copy a sheet with COUNTIF
examples (click "Use Template" if you click the COUNTIF link provided on this page)

Conclusion
There are a lot more functions that can help you make the most of your data. This is just the start.
You can keep learning how to use functions to help you solve complex problems efficiently and
accurately throughout your entire career.