NUMERICAL COMPUTING For Finance Using Excel. Sorting and Displaying Data

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1 NUMERICAL COMPUTING For Finance Using Excel Sorting and Displaying Data

2 Outline 1 Sorting data Excel Sort tool (sort data in ascending or descending order) Simple filter (by ROW, COLUMN, apply a custom filter to a range Advanced filter (multiple OR criteria, function-driven criteria, how to extract unique record, etc) Displaying data using charts Chart styles: Bar charts Pie charts Line graphs Scatter plots Contour plots, etc

3 Sorting Data Raw data is seldom sorted or arranged in the order you would like to work. Excel provides tools to arrange data in the order you prefer. Follow these steps to perform basic sorting in excel 2013 or 2016:

4 Sorting Data (in ascending order, A Z) Original data from Tolano Adventures Sales team. You are asked to sort the table in ascending order of column A

5 Sorting Data (in ascending order, A Z) Select a cell within the data to be sorted.

6 Sorting Data (in ascending order, A Z) Next, from the home tab and under the sort & filter group, click sort.

7 Sorting Data (in ascending order, A Z) From the pop-out window, click on the dropdown arrow next to sort by to select the column to sort by. From the dropdown arrow next to sort on, you may sort on values, cell colour, font colour or cell icon. Finally, select the dropdown arrow next to order to select the order. To display your sort results in ascending (A to Z), select Ascending (A to Z). You may also Custom sort the data (more on this later)

8 Sorting Data (in ascending order, A Z) Your task: Sort the Tolano Adventures Sales data in descending (Z -A) of the content of column A Your final result is data sorted in ascending (A to Z) of the content of column A

9 Filtering Information Filtering hides rows that you are not interested in viewing and displays rows whose value meet specified criteria. We can also create more complex criteria for filtering: a) Numbers, using comparison operators (=, >, <), top 10, above or below average, custom filter b) Dates, using comparison operators, week, month, quarter, year, custom c) Text, using comparison operators, begins with, contains, custom, etc

10 Simple Filter To create and apply a simple filter to a range in Excel 2013/2016, follow these steps: Click in a cell within the range of data you want to apply the filter and then select the Data tab.

11 Simple Filter Next, from the filter group, click on filter. All the column headings of your range should now have dropdown arrow buttons.

12 Simple Filter You may now use the dropdown arrows to display specific items within the range. E.g., from our range, we may want to display items from a specific supplier (e.g. Tokyo Traders). Notice the change in the dropdown arrow next to the column heading Supplier and the numbering of rows.

13 Simple Filter We may add a few more conditions to our filter. E.g., we may want to display only items of specific value supplied by Tokyo Traders and Karkki Oy.

14 Filtering Data (with more than one filter condition) Click the dropdown arrow next to the column heading Value and hover the mouse over Number Filters as below. Select Greater than Or Equal to We want all items of value 900 or more so we type 900 into the text box next to Greater than Or Equal to. Next, click OK.

15 Filtering Data (with more than one filter condition) The final result is a display of all items of value greater than or equal to our 2 nd filter condition supplied by our 1 st filter condition. There are many more filter conditions and filtering shortcuts or tricks, learn them to increase both your speed and efficiency.

16 Advanced Filter (applying multiple OR criteria) n some business situations, simple filter is not optimal to achieve your ilter goal because of the multiple conditions that may apply. Advanced ilter may help you get by in a more efficient manner. To create advanced filter criteria, follow these steps: Create sufficient space for your criteria range above the data range.

17 Filtering Data (with more than one filter condition) We want to display all items supplied by three named suppliers, (Exotic Liquids, New England Seafood Cannery and Leka Trading). In our advanced filter criteria, we need to indicate these suppliers as below:

18 Advanced Filter (applying multiple OR criteria) Next, click any cell inside your data range and select the advanced filter in the Filter & Sort group under the Data tab. Excel detects the List range because you clicked a cell within the range. In the criteria range, select all cells from the Product Name heading to cell F4 It is important to have at least one empty row between your advanced filter criteria range and the List range.

19 Advanced Filter (applying multiple OR criteria) The final result is a display of all items supplied by suppliers in our advanced filter criteria

20 Displaying Data using Charts Data is often understood better and quite quickly when presented in the form of charts and diagrams. Business Scenario: You ve imported or generated data and you d like to plot your data for further analysis. How do you do this with Excel s built-in charting features?

21 Creating a Basic Chart Pictorial representation of data in worksheet To create chart, select cells and on Insert tab, in Charts group, click the chart type that you want Recommended Charts button displays several options

22 Creating a Basic Chart The horizontal or X-axis generally holds the independent variable whilst the vertical or Y-axis holds the dependent variable(s). The legend is synonymous to a key on a map and depicts what data set each graph represents

23 Moving and Resizing Charts To move chart in a worksheet, drag chart to new location. To resize chart, drag handles around edges of chart. Chart can be in its own chart sheet Chart will fill entire chart sheet Resizing handles

24 Changing Chart Types Type of chart to use depends on data Column vertical bar chart Line compare trends for series of data Pie compare relative size of each portion Bar horizontal column chart Area compare relative size of each portion over time or other kind of trend XY (Scatter) used to find patterns where data is clustered together Stock used to display the high, low, close data Surface display trends using 3-D presentation Radar used to determine patterns linked with lines

25 Changing Chart Types This applies to the range or variety of chart types in Excel 2013/2016 including 2-D and 3-D To change chart type, click on chart and then: Under Chart Tools of the Design tab and in Type group, click Change Chart Type, or right-click in blank area of chart and click Change Chart Type

26 Working with Pie Charts Useful to display relative sizes (or percentage) of each piece of sum total Can only have one data series Enhance chart by exploding or moving out portion

27 Modifying Chart Design Use Chart Tools in Ribbon to modify the chart design Use Quick Layout options to select different pre-built combinations of chart designs Add Chart Element to add individual components to your chart

28 Adding New Data New data can be added anytime after chart is created If chart is not automatically updated with new data, do the following: Copy new data into clipboard then Paste Special into chart, or With chart selected, drag boundary of data range on worksheet to include new data, or Under Chart Tools, on Design tab, click Select Data, then change Chart data range

29 Using Sparklines Miniature chart inside one cell for row of data values next to it Usually one chart for each row of data Excel automatically groups sparklines together

30 Using Sparklines Design tab: Edit data by changing cells selected for sparklines Change type Show markers on chart (high, low, first, last, etc.) Change style Change colors Add axis labels Remove one sparkline chart or entire group

31 Printing Charts If both data and chart together on same worksheet, you can: Print both data and chart, or Select and print chart without the data If chart is in its own chart sheet, printing will only include that chart Before printing to a black and white printer, consider: Selecting one of the monochromatic chart style, or Selecting different fill patterns for each chart series

32 Using Quick Analysis Tool Icon displayed at bottom right of selected range of cell to: add conditional formatting, or add a chart, or add summary totals below or to the right, or convert to a table or create a PivotTable, or add sparklines

33 Drawing Shapes Use graphics objects to highlight significant parts of worksheet or chart Be sparing in using graphics 162 shapes including text boxes, rectangles, ovals, lines Shapes including text boxes can be placed anywhere and not align with worksheet cells

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