COMM 391 Winter 2014 Term 1. Tutorial 2: Microsoft Excel Using VLookUp and Creating PivotChart

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1 COMM 391 Winter 2014 Term 1 Tutorial 2: Microsoft Excel Using VLookUp and Creating PivotChart The purpose of this tutorial is to enable you to learn how to use the VLookUp function and create a PivotChart based on a PivotTable in Microsoft Excel. You should download the sample Excel file, c391_excel_t2.xlsx, from the UBC Connect as the foundation to create PivotCharts in this tutorial. What is VLookUp? VLookUp function allows you to search for a value in the first column of a table array (lookup table) and returns a value in the same row from another column in the table array (lookup table). For example, we can use VLookUp to show that a student with 88% is an A. To do so, we will create a lookup table with two columns (see below). The 1 st column is the minimum percentage to get a specific letter grade which is shown in the 2nd column, e.g. 90 or above is an A+, is an A, etc. Then we can use the VLookUp function to retrieve the letter grade from the lookup table based on individual students grade. Once the final grade of a student is entered, the letter grade will be displayed automatically based on the lookup table. Demonstration 1) Use VLookUp function to look up a label for each demographic ratio calculated based on the male to female ratio of net migration. a. Select the Population worksheet. You should see a page that has two tables. One that is labeled 2012 and another that is Projected These tables show the arrival and departures of different age groups in New Zealand. COMM 391 Winter 2014 Term 1 Tutorial 2 Page 1

2 b. Using the 2012 dataset, create a Demographic ratio column and a Label column. The demographic ratio should show the male to female ratio of net migration. Demographic ratio = Net PLT Migration Male / NET PLT Migration Female c. Create a lookup table with one column showing the low end of the scale and the appropriate label. In this case a ratio greater than 1.2 is male dominated, between 0.8 and 1.19 is balanced, 0 to 0.79 is female dominated and less than 0 is unbalanced. We create breakpoints for each category in the table as follows: COMM 391 Winter 2014 Term 1 Tutorial 2 Page 2

3 d. Use the VLookup function to retrieve the Label from this lookup table for each demographic ratio shown in the 2012 dataset. The syntax is: VLookup (lookup_value, lookup_table_array, col_index_number) For example, type =VLOOKUP(L13, $L$2:$M$6, 2) in the 1 st Label cell. e. Copy the equation to the rest of the list. (NOTE: Absolute referencing is important. Use function key F4.) f. Save the spreadsheet. Does it work? (Correct any errors if necessary.) What is a PivotChart? It can be hard to see the big picture when you have data in a huge PivotTable or when you have a lot of complex worksheet data that includes text and numbers with column headings. A PivotChart can help you make sense of this data. A PivotChart is an interactive graphical representation of the data in a PivotTable. The PivotChart presents the consolidated data visually. While a PivotChart shows data series, categories, and chart axes the same way a standard chart does, it also gives you interactive filtering controls right on the chart so you can quickly analyze a subset of your data. A PivotChart is associated with a PivotTable. When you change the position of a field in either the PivotTable or the PivotChart, the corresponding object changes as well. You can automatically create a PivotChart when you first create a PivotTable, or you can create a PivotChart from an existing PivotTable. COMM 391 Winter 2014 Term 1 Tutorial 2 Page 3

4 Creating PivotChart Demonstration: 2) Create a PivotChart to show the average drinks sold by location type (as shown below). a. Select the PivotTable 3 worksheet. b. Click any cell in the PivotTable. c. Click the Tools tab (in the Ribbon) and find the Tools group. d. Select PivotChart to open the Insert Chart dialog box. e. Click the Clustered Column chart (the 1st chart in the 1st row of the Column section), if necessary, and then click OK. A PivotChart appears next to the PivotTable along with the PivotTable Field list. f. Click the Layout tab, click the Legend button arrow in the Labels group, and then click None. The legend is removed from the PivotChart. You do not need a legend because the PivotChart has only one series. g. In the PivotChart, right-click the chart title, and then click Edit Text. The insertion point appears in the title so you can edit it. h. Select the title, type Average Drinks Sold by Location Type as the new title, and then click the chart area to deselect the title. i. Drag the PivotChart so its upper-left corner is in cell D3. The PivotChart is aligned with the PivotTable. What is a Dashboard A dashboard is a visual interface that provides at-a-glance views into key measures relevant to a particular objective or business process. A dashboard consists of three key attributes: Displays data graphically. Provides visualizations that help focus attention on key trends, comparisons, and exceptions. Displays only data that is relevant to the goal of the dashboard. Contains predefined conclusions relevant to the goal of the dashboard and relieves the reader from having to perform his/her own analysis. Demonstration: 3) Create a dashboard to display the PivotChart created above. a. Insert a new worksheet. b. Insert a rounded rectangle shape and choose and light color or grey background. c. Copy and paste the PivotChart inside the rectangle. Bring the chart to the front if necessary. d. Format the Chart Area and select No Fill and No Border Line. COMM 391 Winter 2014 Term 1 Tutorial 2 Page 4

5 Practice: Please use the Raw Data2 worksheet for the following exercises. 1) Create a PivotTable and PivotChart to show the number of pubs in each location type, by pub type. Choose the Stacked Column in 3-D chart type (as shown below.) Remove the location type Suburb and #N/A shown in the chart. (Hint: you may modify the PivotTable you created in Tutorial #1 and create the PivotChart based on that PivotTable.) 2) Create a PivotTable and PivotChart to show the average of rent per year and the average of drinks sold per month by location type. Choose the Stacked Line chart type. The pivot table should also allow users to include or exclude pub types shown in the spreadsheet. (Hint: you may create the PivotTable and PivotChart at the same time.) 3) Add the above PivotCharts to the dashboard you created above. - End of document - COMM 391 Winter 2014 Term 1 Tutorial 2 Page 5