Rocky T.

Marcelino
Institute of Statistics, University of the Philippines Los Baños

PHILIPPINE STATISTICAL RESEARCH AND TRAINING INSTITUTE 1

PHILIPPINE STATISTICAL RESEARCH AND TRAINING INSTITUTE
I. Introduction to MS EXCEL® Software
II. More on MS EXCEL® Functions
III. Using PHStat ® for Statistical Data
Analysis

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» Why MS Excel ®
˃ Well-known for its user-friendly environment
˃ Simple functions and operations that do not require
programming skills
˃ Easy access and transfer to and across several data set formats
˃ Data set format does not differ too much from older or newer
versions

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» OBJECTIVES:
 Review basic data input techniques in Excel
 Use functions and mathematical operations
 Evaluate data sets and use formulas and macros
 Identify errors in formula and functions created

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» The EXCEL Window

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» Current filename is shown on top

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» Ribbon

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» Menu Tab

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» Home Tab includes tools for editing and
formatting data

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» Insert Tab includes option for adding elements
e.g. tables, illustrations, and charts

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» Page Layout Tab includes options used to layout
page for printing, and to arrange worksheet
elements

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» Formulas Tab includes options used to insert
and check functions and formulas.

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» Data Tab includes options used to import, sort,
filter, manipulate and analyze data.

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» Review Tab includes options used to import,
sort, filter, manipulate and analyze data.

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» View Tab includes options used to change how
the worksheet appears on active window.

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» Developer Tab
˃ Click on the File menu -> Options from the drop down menu ->
Options window appears, click on the Customize Ribbon option on
the left -> Developer checkbox under the list of Main Tabs on the right
-> OK button.

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» File is a special tab which leads to the Backstage
Menu

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» Button grouping for each tab

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» Buttons are called Command Buttons

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» Hide and show command buttons
Show Tabs
and
Commands

Hide command
buttons

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» The Worksheet (16, 384 columns and 1,048,576
rows)

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» Entering and editing data points
» Copying and moving cells and cell contents
» Selecting and navigating
» Formatting data (i.e. alignment, cell styles and
borders, text format, automatic formatting)
» Managing Worksheets (i.e. create, insert and
delete worksheets, freeze and hide, lock)

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» Select the cell you want to type in
˃ i.e. not restricted to starting at cell A1 but it is recommended
to start at A1 to have a better structuring

» Down by pressing Enter key

Rightward by pressing Tab key
Up by pressing Shift+Enter
Left by pressing Shift + Tab

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» Cancel or confirm cell content changes

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» Undo or redo multiple actions

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» Add new line within a cell
˃ Press Alt + Enter Key
» Enter the same data into a range of cells
˃ Press Ctrl + Enter Key
» Delete data using Delete or Clear Button

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» Texts are aligned left while numerical
values are aligned right
» Negative values can be entered using “-”
or “( )”
» Press Ctrl + : for current date
» Press Ctrl + Shift + : for current time

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» Referencing in Excel is commonly used in data
management specifically:
˃ cell content transfer
˃ data management and transfer
˃ formulas and functions

» Requires the use of “=“ then clicking the

specific cell
» Can be denoted by the command
“=WorksheetName!” if across worksheets

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» Referencing within a worksheet
˃ Requires only “=“

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» Referencing across worksheets
˃ Requires only “= WorksheetName! “

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» Inserting a row (column) precedes the
target row (column)
» Column size determines the cell content
or values to be displayed
˃ Double click the right border (lower border) to change
size

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» SORTING
1. Select a cell in the column you want to sort.
2. Click the Sort & Filter command in
the Editing group on the Home tab.

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» SORTING
3. Options for sorting depends on the type of cell
contents
˃ Numbers: smallest to largest or vice-versa
˃ Letters: A to Z or vice-versa

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» SORTING
4. Sort multiple levels
˃ From the Sort and Filter Button, select custom sort
˃ Press OK in succeeding dialog boxes

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» GROUPING CELLS
˃ Grouping is a really useful Excel feature that
gives you control over how the information is
displayed.
˃ You must sort before you can group.

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» GROUPING CELLS and subtotals
1. Decide how you want things grouped. In this example,
we will organize by Category.
2. Select a function. In this example, we will leave the SUM
function selected.
3. Select the column you want the Subtotal to appear. In
this example, Total Cost is selected by default.
4. Click OK. The selected cells are organized into groups
with subtotals.

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» FILTERING
˃ Filtering, or temporarily hiding, data in a
spreadsheet is very easy.
˃ This allows you to focus on specific
spreadsheet entries.

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» FILTERING

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» Any formula should always start with “=“
» Writing formulas or operation

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» Types of Operators:
˃ Arithmetic Operators
˃ Comparison Operators
˃ Text Operator
˃ Reference Operator

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» Arithmetic Operators

OPERATOR DESCRIPTION EXAMPLE

* Multiplication =A4*5
/ Division =B4/C4
+ Addition =G4+3
- Subtraction =F3-G3
^ Exponentiation =2^(3/2)
% Percentage =95%

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» Comparison Operators

OPERATOR DESCRIPTION EXAMPLE

= Equal to =D10=F10
> Greater than =F5>D5
< Less than =A4<60
>= Greater than or =F3>=G3
equal to
<= Less than or equal =Y4<=Z5
to
<> Not equal to =F5<>G3

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» Text Operator

OPERATOR DESCRIPTION EXAMPLE

& Concatenates two =D10&E10
(ampersand) values to produce D10: “Ex”
text, phrases, or E10: “cel”
sentences

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» Reference Operators

OPERATOR DESCRIPTION EXAMPLE

: Range Operator: produces one =B2:B5
reference for all celss between
two references
, Union Operator: combines =SUM(A1, B2)
multiple references into one
reference
[space] Intersection Operator: =(B3:D7
produces one reference to C2:C8)
cells common to two
references

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» Order of evaluation of operators (precedence)

ORDER OPERATOR(S) DESCRIPTION

1 “:” then (space) Reference
then “,” operators
2 - Negation
3 % Percent
4 ^ Exponentiation
5 * and / Mult’n & Div’n
6 + and - Add’n & Sub’n
7 & Concatenation
8 = < > <= >= Comparison
<>
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» Functions in Excel are built-in. Some of the
most common functions are shown in

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» Functions in Excel are user-invoked. One must
know the name of the function in order to be
able to call the function.
» Use the “=“ sign to call a predefined function
» Example:
=SUM(A1:B5)
=COUNT(A1:B5)
=AVERAGE(A1:B5)

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» In functions, ranges of cells are usually used as
arguments.
» Data manipulation can be easier if ranges are
named.
» Names can be used in formulas (instead of the
highlighting the cells) for quick referencing.
» To name a range:

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» Introduction to Excel. Retrieved from www.spreadsheettrainer.com
on February 14, 2015
» Marcelino, R.T. and Mendoza, J.J.O., Effective use of Microsoft Excel
for Data Entry, Management, and Analysis. Training Manual.
Institute of Statistics, UPLB.

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