Excelling with Excel: Advanced Excel Functions for Collection Analysis
1. Excelling
with Excel
Advanced
Excel Functions for
Collection Analysis
Charleston Conference 2013
Denise Pan
University of Colorado Denver
Denise.Pan@UCDenver.edu
Gabrielle Wiersma
University of Colorado Boulder
Gabrielle.Wiersma@Colorado.edu
2. Journal Cancellation Project
Goal: identify journal
titles for cancellation
from one publisher
package
Objective: Cancel
$7,000 or 8%
How:
based on cost per
use
usage trends
impact factor and
faculty input
University of Colorado
Boulder | Denver
Data sources:
ILS data including
subscription costs (.txt)
COUNTER usage
reports (.xls)
Journal Citation
Reports (.txt)
Faculty feedback;
rank journals in order
of importance to
teaching/research
Charleston Conference | Excelling with Excel
2
November 6th, 2013
3. Importing Data
Text
Import Wizard
Data Get External Data From Text
Delimited
Fixed
width
File Origin
Import
ILS sample data and SAVE
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
3
November 6th, 2013
4. Data From Text
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
4
November 6th, 2013
5. Delimiter: What
separates your
data into columns
University of Colorado
Boulder | Denver
File Origin:
How is your data
encoded?
Charleston Conference | Excelling with Excel
5
November 6th, 2013
6. Text Import Wizard–Step 1 of 3
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
6
November 6th, 2013
7. Text Import Wizard–Step 2 of 3
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
7
November 6th, 2013
8. Text Import Wizard–Step 3 of 3
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
8
November 6th, 2013
9. Create a
Copy
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
9
November 6th, 2013
10. Formatting Data
Convert
data to a table:
Insert Table (select data)
Format
as Table
Freezes first row
Creates filters
Automatically fills in formulas
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
10
November 6th, 2013
11. Insert Table (Ctrl +T)
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
11
November 6th, 2013
12. Highlight and Remove Duplicates
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
12
November 6th, 2013
13. Table Tools Add Total Row
(Ctrl + Shift + T)
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
13
November 6th, 2013
14. Average, Count, Max, Min,
Sum, and More Functions
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
14
November 6th, 2013
15. Connecting Data with VLOOKUP
lookup_value is the unique identifier or key that is
in both spreadsheets (ISSN, record #, title)
Table_Array tells Excel where to look for the data
Col_Index_Number tells Excel which column to you
want to pull data from and display in your
spreadsheet
Range lookup
TRUE approximate match (this is useful for titles or other
fields that might have slight variation)
FALSE exact match (this is useful if you only want an
exact match and works well if you are using a numerical
match point like ISSN)
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
15
November 6th, 2013
16. Add Usage Statistics with
VLOOKUP
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
16
November 6th, 2013
17. Analyzing the Data
Calculate
cost
per use
Error messages:
#DIV/0!, #N/A,
#NAME?, #NULL!,
#NUM!, #REF!,
and #VALUE!
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
17
November 6th, 2013
18. Calculate Cost Per Use
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
18
November 6th, 2013
20. Conditional Formatting
Insert data bars to visually represent the
cost of each journal
Insert icon sets to represent variation in cost
per use
Highlight Top 5% to identify journals for
cancellation
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
20
November 6th, 2013
21. Pivot Tables
& PivotCharts
Workshop
Scenario:
Usage Trends
PivotTables can answer questions such as
What is the total usage for all journals by year?
What is the use for each journal title by year?
Journal (JR1): Successful Which journal titles were not used ?
Full-Text Article Requests Which journal titles were used the most?
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
21
November 6th, 2013
22. PivotTables
What is the total usage for all journals by year?…
Summary by Year PivotTable
Shows how PivotTables:
• Subtotal and summarize
data by categories and
subcategories.
• Expand and collapse levels
of data to focus your results
• Drill down to details from the
summary data.
Click on
to expand
list and see
journal titles
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
22
November 6th, 2013
23. Before building PivotTables…
Create an All Data Worksheet
Multiple years of usage data in one worksheet
Suggestions for success
• Keep a copy of original source data in workbook
• Differentiate data by adding ‘Year’ column
• Don’t copy ‘Total for all journals’ row – inflates usage
• Name each column in row 1 (create header)
• Mind your column headings (carefully copy & paste)
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
23
November 6th, 2013
24. Try later at home
Create Worksheet |All Usage
1.
2.
In the “4_At-Home”folder,
open the All_Data_try.xls
Create an “All Usage” worksheet
a)
b)
c)
d)
3.
Copy header row & add year column to end
Copy & paste monthly usage for each title.
Note: do not copy “Total for all journals” row.
Add the year, repeat until completed
Add zero for N/A months (July-Dec 2013),
and shift values YTD Total, YTD HTML, YTD PDF
Compare your results to All_Data_FNL.xls
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
24
November 6th, 2013
25. Creating PivotTables
1.
2.
3.
Select all
Insert PivotTable
Create new
worksheet
(Default)
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
25
November 6th, 2013
26. What is the total usage for all journals
by year?… Summary by year
Rename worksheet as
“Summary by year”
Drag and drop fields to
4.
5.
•
•
•
6.
Report Filter: YTD Total
Row Labels: Year & Title
Values: Title, YTD Total,
YTD HTML, YTD PDF
Change Value Field
Settings to Sum for
for YTD Total, YTD HTML,
YTD PDF
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
26
November 6th, 2013
27. What is the use for each
journal title by year?...
Use by title PivotTable
Create a copy of “Summary
by year” worksheet
2. Change name to
“Use by title”
3. Move Year down and
Title up in Row Labels
1.
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
27
November 6th, 2013
28. Which journal titles were not used ?
Zero use titles PivotTable
1.
2.
3.
Create a copy of
“Use by title”
worksheet
Change name to
“Zero use titles”
Change the
“YTD Total”
report filter
from (All) to 0
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
28
November 6th, 2013
29. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all
except 0 and (blank)
1.
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
29
November 6th, 2013
30. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all
except 0 and (blank)
4. Select Row Labels
“Value Filters”
1.
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
30
November 6th, 2013
31. Which journal titles were used the
most?...Top 10 titles PivotTable
Create a copy of
“Zero use titles” worksheet
2. Change name to
“Top 10 titles”
3. Change the “YTD Total”
report filter to all except 0
4. Select Row Labels
“Value Filters”
5. Select Top 10…
6. Filter by Sum YTD Total
1.
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
31
November 6th, 2013
32. PivotTable to PivotChart
Summary by Year
1.
2.
3.
University of Colorado
Boulder | Denver
Click the PivotTable to
display the PivotTable
Tools, and the Options
tab.
Click PivotChart.
In the Insert Chart dialog
box, click the Column
chart type and click OK.
Charleston Conference | Excelling with Excel
32
November 6th, 2013
33. Creating PivotChart
Summary by year
Using the “All Usage”
worksheet
2. Select all
3. Insert PivotChart
4. Create new
worksheet (Default)
1.
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
33
November 6th, 2013
34. Creating PivotChart
Summary by year
Rename worksheet as
“Summary by year chart”
6. Drag and drop fields to
5.
•
•
•
7.
Report Filter: YTD Total
Row Labels: Year
Values: YTD Total,
YTD HTML, YTD PDF
Change Value Field
Settings to Sum for
for YTD Total, YTD HTML,
YTD PDF
University of Colorado
Boulder | Denver
Charleston Conference | Excelling with Excel
34
November 6th, 2013