Project 2 Producing a Crisp Survey Report
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1 Project 2 Producing a Crisp Survey Report Software used Microsoft Excel 2000 Skills learned 1. Creating tables to show statistical information 2. Generating statistical charts 3. Organizing tables and charts to form statistical reports Level Applications Various types of tables, charts and reports containing tables and charts Time 80 minutes Situation You are the editor of the school newspaper. You are to report on a recent survey held in the school on the topic of The Most Outstanding Persons in the Twentieth Century. The survey working team has asked every student to select from a list of 10 persons the most understanding one on his/her mind. Votes are then gathered and counted. Target To produce tables to record the survey results, and process data by means of calculations and sorting, so that data can be displayed in chart format and a crisp survey report can be formed by organizing the tables and charts.
2 Results Displayed Stage 1 Creating tables to show statistical information Stage 2 Generating statistical charts Stage 3 Organizing tables and charts to form statistical reports
3 Microsoft Office 2000 Fundamentals Stage 1 Creating tables to show statistical information In general, survey data should be processed for easy understanding and interpretation. Accordingly, we can make use of formulas, functions and sorting ability of Excel to process data. Then, with the formatting ability of Excel, we can create an eye-catching and useful table to show survey results. Workflow Process data Sort data Set format 1 Type the survey data in an Excel worksheet. The information provided on the left can serve as a reference. NOTE When you input Yang into A8, Excel generates Zhi-yuan automatically because the first few alphabets just typed is the same as that of an existing entry in the same column. You can press Enter to accept the suggestion or continue to type the content you want. data1.xls Creating tables 2 Count the total number of votes first. Type Total votes into cell A13, then select E13 and click on the Standard toolbar. The computer will automatically decide a data range for summation. Press Enter to confirm and the total number of votes will be shown in E13. 90
4 Producing a Crisp Survey Report 3 Next we find the total number of votes from male and female students. Click E13 and move the mouse pointer to the black square at right bottom corner. Once the pointer changes to, drag to the left until the greylined frame extends to C13. Release the mouse button and the total number of votes from boys and girls will be shown in C13 and D13 respectively. The process above copies the formula inside E13 to C13 and D13. The copied formulae will automatically changed according to their respective data ranges for summation. REMARK Ask students: What is the formula for counting the total number of votes from male students? 4 Now we arrange the outstanding persons in descending order of votes obtained. First we select E3, then drag diagonally from E3 to A12, then click on the Standard toolbar. 5 The rows in the data range selected will be rearranged in descending order of the value in column E. TIPS The sorting function is not confined to numeric values, and can be applied to text too. For instance, if you select A3 as the starting point of an area for sorting, the computer will sort the items according to alphebatical order of the names. 91
5 Microsoft Office 2000 Fundamentals 6 Before producing a statistical table for the sectors that the outstanding persons belong to, first we should type its titles. 7 Ctrl First, votes from male students that the politics sector obtained are counted. Select B17 and press, then select C3. Press and hold Ctrl to select C12. Release Ctrl and finally press Enter. The totals of C3 and C12 will be shown. NOTE Press and hold Ctrl enables you to select cells not adjacent to one another. 8 Use the AutoSum function to count the remaining number of votes in other sectors. 92
6 Producing a Crisp Survey Report 9 Use AutoSum to count all total number of votes. D22: =SUM(D17 : D21) C22: =SUM(C17 : C21) B22: =SUM(B17 : B21) TIPS 1. Copy the formula in D22 to cells C22 and B22, so that the totals for Boys vote and Girls vote will be shown. 2. To ensure the counting is correct, check if the total votes of the two tables created are the same. 10 After all counting is done, it comes to set the table format. Select the table area of A1 to E13, then select Format AutoFormat to open the AutoFormat dialog box. TIPS Press Ctrl + Home to get back to A1. Setting tables format 11 Select List 2 format, press OK to apply this format to the selected table. 93
7 Microsoft Office 2000 Fundamentals 12 Select A1 to E1, and click in the Formatting toolbar, the title will be shown across the top of the table. 13 Select Format Cells to open the Format Cells dialog box. Click the Font tab to format a compelling title. TIPS Click Ctrl + L to open the Format Cells dialog box. 14 Set the format for the second table according to the format options below: 1 Table format: Classic 2 2 Title format: Font: Times New Roman Font style: Bold Italic Font size: 14 Font colour: white 94
8 Producing a Crisp Survey Report 15 When the table is done, click the arrow button of and select a smaller preview scale (such as 75%). Then you can preview both tables at the same time. We have successfully created tables from the statistical information. In the next stage, we will display this information by more eye-catching charts. 95
9 Microsoft Office 2000 Fundamentals Stage 2 Generating statistical charts Eye-catching charts transform boring figures into vivid pictures, so that the readers will understand the survey result more easily. In this stage, we will use Chart Wizard of Excel to quickly generate the chart for the table The Sectors to which the Most Outstanding Persons in the Twentieth Century Belong. Workflow Open ChartWizard Set the main document Format statistical charts 1 To produce a statistical chart, press on the Standard toolbar to open Chart Wizard. NOTE Alternatively you can select Insert Chart to open Chart Wizard Press the Standard Types tab, select 1 Chart type: Pie 2 Chart sub-type: Pie with a 3-D visual effect Press Next when finished. 96
10 Producing a Crisp Survey Report 3 Select the Data Range tab, then click the right of the Data range textbox. at 4 Back to the worksheet table, drag to select D17: D21 and A17: A21. Then press at the right of the Data range textbox, and go back to the Chart Wizard dialog box. Ctrl NOTE D17:D21 and A17:A21 represents the data ranges of D17 to D21 and A17 to A21. Remember to press and hold Ctrl when you select these two non-adjacent ranges. 5 Select the Series tab, type the chart tiles Sectors that The Most Outstanding Persons in the Twentieth Century belong to and click Next. 97
11 Microsoft Office 2000 Fundamentals 6 Select the Legend tab, check Show legend and choose Top, then the legend will be shown on top of the chart. 7 Select the Data Labels tab, choose Show percent to calculate and show the percentages of votes for each sector as a comparison. Click Next after you re done. 8 Select As new sheet, click Finish and the worksheet chart is done. 98
12 Producing a Crisp Survey Report Click the chart title and set its format as: 1 Font type: Times New Roman 2 Font size: 28 3 Font style: Bold & Underline 4 Font color: Red 10 Click the pie chart, then click to select the Business slice. Use in the Formatting toolbar to apply the yellow color to this slice. Then apply the following colors to other slices of the pie: Politics: blue Technology: red Literature: orange Sports: green 11 Select the Sports slice, drag it to the left and apart from the pie chart to make the slice more outstanding. 99
13 Microsoft Office 2000 Fundamentals 12 To change the 3D perspective of the chart, select Chart 3-D View to open the 3- D View dialog box. 13 You may set the angles of elevation and rotation for the chart. Click Apply to see the effect. If you are satisfied, click OK. OK, You ve created an eye-catching chart for the survey report. The final stage is to finish the report by combining the tables and chart. 100
14 Producing a Crisp Survey Report Stage 3 Organizing tables and charts Organizing tables and charts to form statistical reports After the tables and chart are finished, the last step is to combine them to produce a report and print it out. Before you print Excel files, you can select print areas to achieve a better effect. Workflow Combine tables and chart Select print area Set page format and preview Print tables and charta 1 To put the tables and chart together, rightclick the blank portion of the chart, Click Location on the shortcut menu to open the Chart Location dialog box. 2 Select As object in and click OK. 101
15 Microsoft Office 2000 Fundamentals 3 Look! we have put the chart and tables together. Now drag the chart to the right of the tables. NOTE We can reduce the preview scale so as to drag the chart more easily. 4 Now set the print area of the worksheet. Drag from A1 and select the area containing the tables and chart. 5 Select File Print Area Set Print Area. The area you selected will then be printed. NOTE When a print area is set, the area outside will not be printed out. If you want to change the print area, you must reset again. 102
16 Producing a Crisp Survey Report 6 Select File Print Preview to view the printing effect. 7 You may discover that the information requires more than one page to show. In this case click Setup, then click the Page tab in the Page Setup dialog box. Choose Landscape for Orientation first, then select Fit to 1 page(s) wide by 1 tall at Scaling. Click OK and you may now show all information on one page. 8 Click Print to print out the report you view on the screen, or click Close to go back to the worksheet and make amendments. End of Project 2 103
17 Microsoft Office 2000 Fundamentals Extended Activity Student union s financial report You are required to team up with a classmate to produce a financial report for the Student Union. The report must contain tables and charts to show the information clearly. Situation You are the Financial Controller of the Student Union. As the financial year of the Student Union is ending very soon, you are required to produce a financial report accordingly. Financial year: November this year to October next year The income items of the Student Union are listed as follows: 1. Sponsorship from school: $ Student Union Fee: $2, Income from Student Union activities: $ Interest and Other Income: $120 The expenditure items of the Student Union are listed as follows: 1. Stationery: $ Expenditure on Student Union activities: $1, Administration Cost: $400 Target Producing a financial report for the Student Union, which includes: 1. calculations on the total income and the percentages of each income item 2. calculation on the total expenditure and the percentage of each expenditure item 3. result of calculations shown in the form of tables and charts 104
18 Producing a Crisp Survey Report An Easter Egg in the Software The Racing Cars Game Hidden in Excel 2000 Software required: Excel 2000, DirectX, Internet Explorer 5.0 Easter Egg 1 Open Excel Open the File menu and click Save as Web Page. 3 In the Save As dialog box, select Selection: Sheet and Add interactivity. Then click Publish. 4 In the Publish as Web Page dialog box, select Open published web page in browser. Then click Publish. 5 As the worksheet is shown in Internet Explorer, scroll down the display to row Click the row number to select row Then press Tab all the way to select the cell under column WC. 7 Hold down Ctrl + Alt + Shift keys and click on the Office Logo in the upper left hand corner. How to play the game 1 Press arrow keys to move the car. 2 Press Spacebar to fire. 3 Press H key to turn on the head light. 4 Press F10 key to pause or press Esc key to quit the game. 105
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