DIPLOMA IN OFFICE ADMINISTRATION

KOM4223
ADVANCED DATABASE AND SPREADSHEET SKILLS

Intellectual Property Rights

Unless otherwise indicated, this Material is our propriety property and all source code, databases, functionality, software , website designs, audio, video, text, photographs, and
graphics on the material are owned or controlled by Kolej UNiKOP. And are protected by copyright and various other intellectual property rights.
ADVANCED DATABASE AND SPREADSHEET SKILLS
KOM4223

Lecture by: NORHASIAH MOHD AKHIR

CHAPTER 4: CREATE EFFICIENT AUTOMATED,

CUSTOMISABLE SPREADSHEETS FOR
ANALYSIS/INTERPRETATION
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
In this chapter, students will learn:

I. Sorting and summarising data

II. Interpretation methods
III. Charts and graphs
IV. Presenting
V. Customisation
VI. Automation
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
• Your worksheets enable you to organize, track, and calculate financial information over time.
• An important part of making sense of the data you gather and sharing what you find involves communicating the
results in a way others can easily understand.
• Cell-sized charts that appear within your worksheet, giving readers a quick picture of what the numbers on the
worksheet mean.

• 1.1 Use of sub-totals and facilitates such as pivot table

• 1.1.1 Sort by sum in Pivot Table vertically

• Your worksheets enable you to organize, track, and calculate financial information over time.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
a) Select the source data you will create a pivot table based on, and click Insert > PivotTable. See screenshot:

b) In the Create PivotTable dialog box, please specify a destination range to place the pivot table, and click the OK button.
See screenshot:

Note: In my case, I select Existing Worksheet option, select the first cell of the destination
range, and then click the OK button.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
c) In the PivotTable Fields pane, please drag Items and drop to the Rows section,
and drag Jan, Feb, and Mar and drop to the Values section. See screenshot:

Note: Now the Pivot table is created, but

there is no summary column for us to sort.
Therefore, we will add a calculated field to
show the summary of each item.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
d) Select any cell in the pivot table to enable the PivotTable Tools, and click Analyze (or Options) > Fields, Items,
& Sets > Calculated Field. See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
e) In the Insert Calculated Fields dialog box, please (1) name the calculated filed in the Name box, (2) type = Jan +
Feb + Mar (please change the formula based on your fields) in the formula box, and then (3) click
the OK button. See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
f) Now the summary column is added in the pivot table. Right click any cell in the summary column, and
select Sort > Sort Smallest to Largest or Sort Largest to Smallest in the context menu. See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
Now the items are sorted by the sum of monthly sales vertically in the pivot table.
See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
1.1.2 Sort by sum in Pivot Table horizontally

If you need to sort total sale amounts of three months in the pivot table
horizontally, please do as follows:

a) Please follow Step 1-3 of above method to create the pivot table.
You will see the total sale amount of each month is added to the Grand
Total row of the pivot table.

b) Right-click any cell in the Grand Total row, and select Sort > More Sort
Options in the context menu. See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
c) In the Sort by Value dialog box, please (1) check a sort option in the Sort
options section as you need, (2) check Left to Right option in the Sort
direction section, and then (3) click the OK button. See screenshot:

Now you will see the total sale amounts are sorted from left to right. See screenshot:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
1.2 Sorting data on multiple field
• Sorting records in a table allows you to better understand the data that you are
working with.
• You can discover the largest and smallest values or perhaps the most and least
significant features in the layer.
• Sorting is also an efficient means for organizing your data in alphabetical or
sequential order.
• Microsoft Excel is great at processing large amounts of data.
• You can quickly look at information, calculate different values based on it, and
sort data to find the largest or smallest values.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
• You can also sort multiple columns of data so you can sort on multiple data points.
• Imagine you have a spreadsheet of company information.
• It has columns such as company name, revenue, number of employees, website address,
and more.
• You may want to sort the list by annual revenue, but you may then want to sort by the
number employees.
• This would sort first by annual revenue, and if two companies had the same annual
revenue, it would then sort by the number of employees. You can select sort order (such as
smallest to largest or largest to smallest) for each column you want to sort on.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
1. First, select all of the columns in your Excel worksheet or select the entire worksheet. On the Home Tab, click
on the Sort & Filter pull down menu. Select Custom Sort…
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
2. If your worksheet has a header row with labels for the columns, make sure the data has headers is checked. If not,
make sure it is not checked.
3. To sort your data, select the Sort by pull down menu and select the first column you would like to sort your data
by. You can sort by values, cell color, font color, or cell icon. Select the order, A to Z, Z to A, or custom.
4. Click on Add Level to add another column to sort by.

In our example, we are sorting by annual revenue, largest to smallest, and then by number of
employees, smallest to largest.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA

Now our data is sorted first by revenue and then by the number of employees.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
1.3 Filtering data sets to extract information to meet a specific user need
• Filtering data using the Auto Filter feature is very useful.
• However, when using the Sum function to add up values of an applied filter, the function adds both the
visible and hidden cells.
• Therefore, the solution is to use the Subtotal function, which only calculates the visible cells in a range.
a) Display workbook in Excel containing data to be filtered.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
b) Click anywhere in the data set. Click Home from the Ribbon. Click the Sort & Filter drop down from
the Editing group. Click Filter. Filter drop downs display in column headings.

c) Apply filter on data.

CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
d) Click below the data to sum.
e) Enter the Subtotal formula to sum the filtered data. Syntax to sum filtered data using the Subtotal
formula:

• The function number to sum filtered data is 9.

• Using the example in the above screen shot, the formula would be defined as
follows:

Example using the formula

CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
SORTING AND SUMMARIZING DATA
Example result using the formula

There are additional function numbers that can be used to subtotal filtered
data. The complete table is shown below with the function number and
assigned function:
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
a) Comparison of total
b) Use of trend analysis to predict future events
• Trend analysis is the widespread practice of collecting information and
attempting to spot a pattern.
• In some fields of study, the term "trend analysis" has more formally
defined meanings?
• Although trend analysis is often used to predict future events, it could
be used to estimate uncertain events in the past, such as how many
ancient kings probably ruled between two dates, based on data such as
the average years which other known kings resigned.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD

2.1 PREDICT DATA TRENDS

i. You can extend a series of values that fit either a simple linear trend or an exponential growth
trend by using the fill handle.

ii. Use the following procedures to learn how to display and predict trends and create a projection.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
2.2 CREATE A TREND SERIES FROM YOUR DATA

i. Create a linear best-fit trend series.

• In a linear trend series, the step value the difference between the starting value and the next value in the
series is added to the starting value and then added to each subsequent value.

ii. Select at least two cells that contain the starting values for the trend. To increase the accuracy of the trend
series, select more than two starting
• values.
ii. Drag the fill handle in the direction of either increasing or decreasing values. Tip: To manually control how the
• For example, if you selected cells C1:E1 and the starting values in these cells series is created, on
the Edit menu, point to Fill, and
• are 3, 5, and 8, drag the fill handle to the right to fill with increasing trend then click Series.
• values, or drag it to the left to fill with decreasing values.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
2.3 CREATE AN EXPONENTIAL GROWTH TREND SERIES
i. In a growth trend series, the starting value is multiplied by the step value to get the next value in the
series. The resulting product and each subsequent product is then multiplied by the step value.
• Select at least two cells that contain the starting values for the trend. To increase the accuracy of
the trend series, select more than two starting values.
• Hold down CONTROL and drag the fill handle in the direction that you want to fill with increasing or
decreasing values. For example, if you selected cells C1:E1 and the starting values in these cells are
3, 5, and 8, drag the fill handle to the right to fill with increasing trend values, or drag it to the left
to fill withdecreasing values.
• Release CONTROL, and the mouse button, and then on the contextual menu, click Growth Trend.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
ii. Excel automatically calculates the growth trend and continues the series in
• the selected cells.

Tip: To manually control how the series is created, on

the Edit menu, point to Fill, and then click Series.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
2.4 DISPLAY THE TREND SERIES BY USING A TREND LINE IN A CHART
• You can use trend line and moving average in two-dimensional charts to graphically
display trends and analyze problems of prediction (also known as regression analysis). A
moving average smooth out fluctuations in data and shows the pattern or trend more
clearly. By using regression analysis, which estimates the relationship between variables,
you can extend a trend line in a chart beyond the actual data to predict future values.
• On your chart, click the data series to which you want to add a trend line or moving
average.
• On the Chart Design tab, click Add Chart Element, and point to Trend line.
Note: You can add a trend line only to untracked, 2-D, area, bar,
column, line, stock, xy (scatter), or bubble charts.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
• Click the kind of trend line or moving average that you want to use.
• Click OK
Note: If you add a moving average to an xy (scatter) chart, the moving average is
based on the order of the x values plotted in the chart. To get the result that you
want, you might have to sort the x values before you add a moving average.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
INTERPRETATION METHOD
2.5 EXAMPLE ANOTHER PREDICT DATA TRENDS.

i. TREND function
ii. GROWTH function
iii. LINEST function
iv. LOGEST function
v. FORECAST function
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
USING CHART AND GRAPHS
• Use application facilitates to create a range of chart and graph with appropriate title and
labels and other features such as the axis, scales, colors and annotations

• 3.1 CREATE A CHART

a) To create a line chart, execute the following steps.
i. Select the range A1:D7
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
USING CHART AND GRAPHS
ii. On the Insert tab, in
the Charts group, click the Line
symbol.

iii. Click Line with Markers.

CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
USING CHART AND GRAPHS
Result:

Note: Enter a title by clicking on Chart Title. For example, Wildlife

Population.
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
PRESENTING
• Using combined information to support argument
– Table of data
– Chart
• Use of paste link to maintain currency of data;
– Between worksheets
– Between workbooks
– Between packages
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
CUSTOMIZATION
• Methods of restricting data entry such as hiding and
protecting
• Modifying toolbars and menus to restrict user actions
• Data validation routines to ensure accuracy of input:
– Data validation
– Range checking
– Presence of data such as not NULL
CHAPTER 4: CREATE EFFICIENT AUTOMATED, CUSTOMISABLE
SPREADSHEETS FOR ANALYSIS OR INTERPRETATION
AUTOMATION
• Creation of workbook
• Global macros such as for printing or formatting

Sub Print_Active_Worksheet()
'This macro prints the active or currently
visible worksheet in Excel
ActiveSheet.PrintOut
End Sub
 END OF CHAPTER 4

THANK YOU

Intellectual Property Rights

Unless otherwise indicated, this Material is our propriety property and all source code, databases, functionality, software , website designs, audio, video, text, photographs, and
graphics on the Material are owned or controlled by Kolej UNiKOP. And are protected by copyright and various other intellectual property rights.