Data Analytics for Quality

QUAL8125
Week 2

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 Learning Outcomes
• Enter text, numbers, formulas and functions in cells.
• Utilize basic formulas and functions effectively.
• Use the autofill feature.
• Format using appropriate number formatting.
• Apply conditional formatting and cell styles.
• Use a grid of cells in different ways to manipulate industrial
information.
• Organize data formatting to address quality and engineering needs.
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Terminology

The Ribbon

3
 Terminology

Tabs

4
Terminology

Group

5
 Terminology

Commands

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Some Basic Terminology

The Formula Bar

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Terminology

The Worksheet

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 Terminology
Column Headings

Row
Headings

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 Terminology

Cells

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 Terminology
G Column Headings

Cells are referred to as:

Row
(Column Heading)(Row Heading)
Headings
e.g. Cell G8

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 Entering Data
• Each cell in Excel can contain three types
of information:
1. Text
2. Number (Dates are just a special format of
numbers)
3. Function

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 Entering Text
1. Select Cell (A1 – outlined in green) has been selected in this example

2. Start Typing! (Note that the text entered appears in both the Formula Bar
and the Cell)

3. Leave the Cell (Press Enter, Tab, any directional arrow or click on a new
cell) 13
 Editing Text
• Method One – Using the Formula Bar
– Step 1: Single Click on the cell that you want to change

Click
Here

– Step 2: Single Click on the formula bar to place the cursor where you
want to make the correction

Click
14
Here
 Editing Text
• Method Two – Double-Click the Cell
– Step 1: Double-Click on the cell that you want to change

Double-Click
Here

– Step 2: Use arrow keys position cursor within the cell. Make changes by
typing/deleting/backspacing as required

Position Cursor in the cell

using right and left arrows 15
 Help! My Text is Too Long!
• Four Choices
1. Leave It. If there is nothing in the
adjacent cells to the right, this is the
easiest option.

• Notice that the extra text

overflows into B1. If cell B1 is
empty, it will appear like this.
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 Help! My Text is Too Long!
• Four Choices
2. Make Column A wider by:
a. Hovering over the vertical line separating Column A and B until the
cursor changes into the column width symbol

Hover here

b. Either drag the column boundary to the width that you want, or double
click to automatically adjust to the longest entry in the column to the
left of the vertical line.

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 Help! My Text is Too Long!
• Four Choices
3. Merge Cells:
a. Highlight the cells that you would like to merge by single-clicking and
dragging.
b. Click on the “Merge & Center” command in the “Alignment” Group of
the “Home” Tab on the Ribbon.
c. Note that the Default is to “Merge & Center”. Other options can be
found by clicking the small down arrow to the right.

Click Here
Highlight
A1 and B1 18
 Help! My Text is Too Long!
• Four Choices
4. Wrap Text:
a. Select the Cell that you would like to modify (In this case, A1)
b. Click on the “Wrap Text” command in the “Alignment” Group of the
“Home” Tab on the Ribbon. This will convert you text entry into multiple
lines of text that all fit within the confines of Column A.

Click Here

Highlight A1
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 Using Autofill
• Not always necessary to manually enter
long lists of predictable information
• Excel has a feature called Autofill that
can be used to:
– Extend Lists
– Continue a series of dates
– Copy repeated values
– Copy formulas to adjacent cells
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 Using Autofill
1. Begin your pattern. A
Minimum of two cells is
required.
2. Highlight the start of your
Click Here
pattern.
3. Click the green square in
the bottom right corner of
the green outline.
4. Drag the green square as And Drag!
far as you’d like your (Note that the tool
shows you the final
pattern to continue. value in the pattern – in
this case Friday 21
 Flash Fill
• By default MS Excel will recognize patterns from
adjacent cells and provide Flashfill

• Or press Ctrl + E to apply Flashfill

 Entering Numbers
• Process for entering values
is the same as we use for
entering text.
• A wide range of formats can
be applied to numbers.
• Useful for making numbers
into standard formats, such
as percentages, currencies,
or fractions.

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 Formatting Numbers
1. Highlight a cell or a range of cells that
you would like to format.
2. Click the expand icon in the bottom right
corner of the ‘Number’ Group on the
‘Home’ tab of the Ribbon.
3. Use dialog box as appropriate.

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 Exercise: Create a Spreadsheet for
Collecting Inspection Data
• Spreadsheet for
collecting head
Head Overall Length diameter and
Diameter
overall length for
a sample of ten
screws
• Measured data
will be compared
to the nominal
values on the
drawing
Source: www.mcmaster.com/90610A681
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 Exercise: Create a Spreadsheet for
Collecting Inspection Data
1. Enter the text value ‘Incoming Inspection Report’ in cell A1.
2. Enter the text value ‘Sample’ in cell A2
3. Enter the text value ‘Head Diameter in cell B2
4. Enter the text value ‘Overall Length’ in cell E2
5. Enter the text value ‘Actual (in)’ in cell B3
6. Enter the text value ‘Target (in)’ in cell C3
7. Enter the text value ‘Difference (in)’ in cell D3
8. Enter the text value ‘Actual (in)’ in cell E3
9. Enter the text value ‘Target (in)’ in cell F3
10. Enter the text value ‘Difference (in)’ in cell G3

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 Exercise: Create a Spreadsheet for
Collecting Inspection Data
1. Use Merge & Center to join cells A2 and A3.
2. Use Merge & Center to join cells B3:D3
3. Use Merge & Center to join cells E3:G3
4. Auto-Adjust the column widths for all other columns
5. Use Autofill to create a list of numbers from 1-10 in cells A4:A13
6. The value for target diameter is always the same. Use Autofill and Number
Formatting to enter a value of 0.412 in cells C4:C13
7. The value for target length is always the same. Use Autofill and Number
Formatting to enter a value of 2.000 in cells F4:F13
8. Rename the worksheet from ‘Sheet 1’ to ‘Inspection Data’

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Exercise: Create a Spreadsheet for
Collecting Inspection Data

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 Formulas and Functions
• Formulas can include
– Cell References (e.g. A1, C4, D7:D23)
– Mathematical Operators (e.g. +,-,*,\)
– Functions
• Functions
– Have an input value of a cell or a range of cells
– Sometimes have options as additional inputs
– Return a value to a cell (or to a formula that is calling
the function)
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 Using Formulas and Functions
• Enter formula using the same methods
described for inputting text.
• ALL FORMULAS BEGIN WITH =
e.g. =SUM(A1:A10)

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 Syntax for a Simple Function
2. Function 4. Reference
Name. 3. Opening to a Cell or a
Always in Bracket Range of Cells
ALL CAPS

1. Equal 5. Closing
Sign =SUM(A1:A10) Bracket

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 Enter formulas and functions
• Video: Adding formulas and functions

• Exercise 2

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 Our First Functions
Function Description from Excel
SUM() Adds all of the numbers in a range of cells
COUNT() Counts the number of cells in a range that contain
numbers
MIN() Returns the smallest number in a set of values. Ignores
logical values and text.
MAX() Returns the largest number in a set of values. Ignores
logical values and text.
AVERAGE() Returns the average (arithmetic mean) of its arguments,
which can be numbers or names, arrays, or references
that contain numbers
STDEV.S() Estimates standard deviation based on a sample (ignores
logical values and text in the sample)

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 Function Help in Excel
Find the ‘Insert Function’ Command on the left hand
side of the ‘Formulas’ Tab on the Ribbon

Alternatively, Shift+F3

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Function Help in Excel

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 Exercise: Create a Spreadsheet for
Collecting Inspection Data
• The following Actual Data was collected:

36
 Exercise: Create a Spreadsheet for
•
Collecting Inspection Data
Create a formula in Cell D4 that finds the difference between the actual
dimension and the target dimension of the head diameter
• Use copy to replicate the formula to cells D4:D13
• Create a formula in Cell G4 that finds the difference between the actual
dimension and the target dimension for overall length
• Use autofill to replicate the formula to cells G4:G13
• Enter the text value “Average” in Cell C14
• Enter the text Value “Standard Dev” in cell C15
• Enter the text value “Max” in Cell C16
• Enter the text value “Min” in cell C17
• Enter the text value “Average” in Cell F14
• Enter the text value “Standard Dev” in cell F15
• Enter the text value “Max” in Cell F16
• Enter the text value “Min” in cell F17 37
 Exercise: Create a Spreadsheet for
•
Collecting Inspection Data
Enter the Formula =AVERAGE(D4:D13) into cell D14
• Enter the Formula =STDEV.S(D4:D13) into cell D15
• Enter the Formula =MAX(D4:D13) into cell D16
• Enter the Formula =MIN(D4:D13) into cell D17
• Enter the Formula =AVERAGE(G4:G13) into cell G14
• Enter the Formula =STDEV.S(G4:G13) into cell G15
• Enter the Formula =MAX(G4:G13) into cell G16
• Enter the Formula =MING4:G13) into cell G17

• Suggestion: when entering formulas, try using both direct typing and
entering ranges by clicking and dragging

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 Spreadsheet Appearances
• Customize by changing
– Font
– Font Size
– Font Colour
– Adding Borders
– Adding Fill
– Adjusting Column Width/Row Height

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 Changing Fonts
Quick changes can be done within the ‘Font’ group
of the ‘Home’ tab on the ribbon.

More extensive changes can

be done by clicking here.
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 Changing Fonts
Note that the Font
dialog box is
another tab on the
dialog box that we
used earlier to
change number
formats.

41
 Adding Borders

Method 1:
Step 1: Highlight the cell (or range of
cells) to be modified.
Step 2: Select the borders icon from
the “Font” group of the
“Home” tab on the ribbon.
Step 3: Select the desired border
treatment.

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 Adding Borders

Method 2:
Step 1: Highlight the cell (or range of
cells) to be modified.
Step 2: Right-click on the selected
range.
Step 3: Select ‘Format Cells’ from the
drop down menu that
appears.
(Continued on next slide)

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 Adding Borders

Method 2 (Continued):
Step 4: Select the ‘Border’ tab. (Note
that this is the same dialog
box that we used for number
formatting and font
modification)
Step 5: Select Border weights and
positions as desired.

44
 Adding Fill

Method 1:
Step 1: Highlight the cell (or range of
cells) to be modified.
Step 2: Select the fill icon from
the “Font” group of the “Home”
tab on the ribbon.
Step 3: Select the desired fill
treatment.

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 Adding Fill

Method 2:
Step 1: Highlight the cell (or range of
cells) to be modified.
Step 2: Right-click on the selected
range.
Step 3: Select ‘Format Cells’ from the
drop down menu that
appears.
(Continued on next slide)

46
 Adding Fill
• Method 2 (Continued):
• Step 4: Select the ‘Border’ tab. (Note
that this is the same dialog
box that we used for
number formatting, font modification
and adding borders)
• Step 5: Select Fill colour, effects and
patterns as desired.

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Conditional Formatting-Watch Videos
• Video: Formatting tips to build compelling spreadsheets
• https
://www.linkedin.com/learning/excel-2016-conditional-form
atting-in-depth

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 Conditional Formatting
• Rule based system that applies formatting based
on the value of a cell.
• Allows for dynamic highlighting that draws
attention to a value after data is entered.
• Found in the ‘Styles’ Group of the ‘Home’ tab on
the ribbon.

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 Conditional Formatting
• Example: Select the format cells that are greater
than option.
• The dialog box shown below appears
• Formatting is applied to the cell only if the value
is greater than the value specified.

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 Conditional Formatting
• Can also be applied based on:
– Less than
– Between
– Equal to
– Text that Contains
– Date Occurring
– Duplicate Values
– Top or Bottom 10 items
– Top or Bottom 10%
– Above or Below Average
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 Exercise: Create a Spreadsheet for
Collecting Inspection Data
• Use borders and fill to create a finished look on the table.
• Use Conditional Formatting to identify the samples that are out of tolerance.
• Change the tolerance ranges to show the results graphically

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 Activity
• Practical Exercise

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