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Analysing Data in Calc

The document explains data consolidation, subtotals, and what-if analysis in spreadsheet software. It outlines the benefits and steps for consolidating data from multiple sheets, creating subtotals for grouped data, and utilizing what-if analysis tools like scenarios, goal seek, and solver for data manipulation and optimization. Each section provides detailed instructions for performing these tasks effectively.

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5 views

Analysing Data in Calc

The document explains data consolidation, subtotals, and what-if analysis in spreadsheet software. It outlines the benefits and steps for consolidating data from multiple sheets, creating subtotals for grouped data, and utilizing what-if analysis tools like scenarios, goal seek, and solver for data manipulation and optimization. Each section provides detailed instructions for performing these tasks effectively.

Uploaded by

jogiram12348
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Analysing Data in Calc

Data Consolidation
Data Consolidation is a tool of spreadsheet software which is used to combine
and consolidate data which are spread over multiple sheets into a single
sheet. Data can also be spread in different cell ranges in the same sheet. The
sheets can be in the same workbook , or in different workbooks.
Benefit of Data Consolidation
1. When we consolidate data, we assemble data or gather data to a single
location so that it can be easily updated and aggregated or summarized.
2. It can be used to view and compare variety of data in a single spreadsheet
for identifying trends and relationships.
For example,
A B A B A B
Item Qty 1 Item Qty 1 Item Qty
1 Sold Sold Sold
2 It1 300 2 It1 310 2 It1 610
3 It2 276 3 It2 300 3 It2 576
4 It3 355 4 It3 305 4 It3 660
5 It4 250 5 It4 215 5 It4 465
sheet1 Sheet2 Sheet3
The data in the source areas should be in same order and should have
same labels.
General steps to consolidate data :
1. Type the required data either in different or in same data range in
multiple sheets Ensure that each range of data is in list format. Each
column must have a label (header) in the first row and contain similar
data. There must be no blank rows or columns anywhere in the list.
2. In the target worksheet, click the upper-left cell of the area, where
you want the consolidated data to appear.
3. Click on ‘Data’ -> ‘Consolidate’
4. In the ‘Consolidate’ dialog box -> Function box, click the summary
function to consolidate the data, such as sum(), average(), Max(),
Min(), etc. The default function is SUM().
5. Add the required cell ranges by selecting each source data range and the
clicking on “Add” button.
6. In ‘Copy Result To’ box, ensure that the cell address of target cell is
selected so that consolidated data is starts from this location.
7. Optionally, click on ‘More’ button to specify additional settings such as
‘Link to Source Data’ can be checked, so that, any updates in source data
values will automatically update the target cells.
8. Click on ‘OK’ button.

Creating Subtotals

The Subtotal tool in Calc creates the group of data automatically and applies
common functions like sum, average on the grouped data. One can use any
summary function (like sum, Min, Max, Average, Count, etc.) for each column
as per the requirement of data analysis. Data can also be sorted in ascending
or descending order.
Subtotals can be calculated up to 3 grouping levels.
Advantages of using Subtotal :
• Easy data analysis by grouping and summarizing data.
• Improved accuracy by automating subtotal calculations.
• Increased efficiency by saving time and effort.
• Enhanced organization by grouping data into categories and
subcategories.

Steps to insert Subtotal values into a sheet:


1) Ensure that the columns have labels(headings).
2) Select the range of cells and Click on Data-> Subtotal from the main
menu.
2) In the Subtotals dialog , in the Group by box, select the column
according to which you want to calculate the subtotals. For each
change in the value of selected column, subtotal is calculated.
3) In the Calculate subtotals for box, select the columns that you want to
subtotal.
4) In the Use function box, select a function like Sum, Count, Average,
Max, Min, etc. Sum is the default function.
5) You can use the 2nd Group and 3rd Group tabs to group the data in
further levels.
5) Click OK.

What -If Analysis


What-If Analysis is the process of changing the values in cells to see how those
changes will affect the outcome of formulas on the worksheet. Three kinds of
What-If Analysis tools come with spreadsheet are: Scenarios, Goal Seek, and
Solver.
1. "What If" Scenarios:
Scenarios are a tool to test "what-if" questions. Each scenario is a set of values
that can be used within the calculations in the spreadsheet. This tool is used to
predict the output while changing the inputs which reflects the output and
thus one can choose the best plan of action based on it. For example, if we
want to calculate the effect of different interest rates on an investment, we can
add a scenario for each interest rate, and quickly view the results.
Each scenario is given a name and can be edited and formatted separately.
Several scenarios can be created on the same sheet, and we can easily switch
between different scenarios by using the Navigator to view the best possible
alternative.
Steps for creating Scenarios :
1) Select the cells that contain the values that will change between scenarios.
2) Choose Tools > Scenarios.
3) On the Create Scenario dialog , enter a name for the new scenario. This
name is displayed in the Navigator and on the title bar of the scenario.
4) Click on OK button to add this scenario to the scenario list.
5) We may create more scenarios like this.
6) Click on the navigator icon in the toolbar and then click on scenarios. Clicking
on the scenario name will display all the details as per that scenario.
2. Goal Seek
Goal Seek is a tool in spreadsheet that helps us to find the value of a cell or
input that is needed to reach a desired result or output. If we know the result
that we want from a formula but are not sure what input value the formula
needs to get that result, we can use the Goal Seek feature.
Steps to use the Goal seek tool.
Step 1. Enter the values in the worksheet.
Step 2. Write the formula in the cell where the calculation has to be used.
Step 3. Place the cursor in the Formula cell, choose Tools > Goal Seek.
Step 4. The Goal Seek dialog window appears. The Formula cell box will have
the correct formula.
Step 5. Place the cursor on the Variable cell box and click on the cell that
contains the value to be changed.
Step 6. Enter the desired result in the Target value box.
Step 7. Click on OK button. Click on Yes will change the Variable cell value with
the calculated one.
Only one argument can be altered in a Goal Seek.
3. Solver
A solver is a what-if analysis tool present in Calc. It is an elaborated form of
Goal Seek, that deals with calculations having multiple unknown variables. It
can maximize or minimize the results according to user defined constraints.
Solver dialog box can be activated by Tools -> Solver option.
The solver settings include:
 Target cell: The cell whose value is to be optimized
 Optimize results to: Choose to solve for a maximum, minimum, or
a given value
 By changing cells: The cell range that can be changed
 Limiting conditions: The constraints for the mathematical problem
Difference between Goal Seek and Solver
The main differences are:
1.Goal Seek only allows you to change one variable, while Solver allows you
to change many variables at once.
2. Goal Seek forces you to choose a specific outcome (not necessarily the
optimal solution) while Solver allows you to find a Max or Min solution
(optimization).
3.We cannot define constraints for the variable cell value in Goal seek while
in Solver we can define constraints for the variable cells.
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