Data Analysis and Security 11 Session Version 1.0 © 2011 Aptech Limited.
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Transcript of Data Analysis and Security 11 Session Version 1.0 © 2011 Aptech Limited.
Data Analysis and Security11Session
Version 1.0 © 2011 Aptech Limited.
Version 1.0 © 2011 Aptech Limited. 2
At the end of this session, students will be able to: Describe sorting and filtering of dataExplain the methods to present the data graphically using chartsExplain the steps to create and format the chartsExplain the methods of securing and protecting a Workbook
Objectives
Data Analysis and Security / Session 11
Version 1.0 © 2011 Aptech Limited. 3
Introduction
Excel allows users to organize data entries by sorting and filtering
Sorting: Reorganizes rows in the table based on the contents of a particular column Sorts the data numerically or alphabetically Help users to understand and identify the required data
Filtering: Used for viewing only certain items When users apply filter to a column, they can decide what they want to see
In addition, the users can use charts to display the graphical representation of the data
Users can also secure their workbooks when the data is highly confidential
Data Analysis and Security / Session 11
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Sorting Data
Means arranging data entries based on the specified conditions
Applied on data using pre-defined sorting methods, or by selecting the range of cells and apply the rules using Custom Sort
Data Analysis and Security / Session 11
Version 1.0 © 2011 Aptech Limited.
Using basic sorting, users can sort the data in the following ways:
Sort A to Z or Sort Smallest to Largest
Sort Z to A or Sort Largest to Smallest
Put Selected Cell Color On Top
Put Selected Font Color On Top
Put Selected Cell Icon On Top
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Basic Sorting [1-2]
Data Analysis and Security / Session 11
Version 1.0 © 2011 Aptech Limited. 6
Basic Sorting [2-2]
Sort Sub-menu
Data Analysis and Security / Session 11
To apply basic sorting, perform the following steps:
Open Microsoft Excel 2010 Assign the heading as Name in cell
D5 Type names of people from cell D6
to D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from D5 to E10 Right-click the highlighted cells Select Sort from the context menu Select Sort > Sort A to Z Excel rearranges data entries in the
column D along with the corresponding data in the column E in ascending order
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Custom Sorting [1-2]
Enables a user to sort data as per their requirements
Allows a user to add multiple columns for arrangement
Users can decide which column needs to be sorted first and in what order
Data Analysis and Security / Session 11
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Open Microsoft Excel 2010 Assign the heading as Name in D5 Type names of people from cell D6
to D10 Assign the heading as Age in cell
E5 Type age in cells from E6 to E10 Select the cells from D5 to E10 Right-click the highlighted cells Select Sort > Custom Sort Select Name Click Add Level Select Age Click OK Excel first sorts the entire range of
data alphabetically based on Name column and further on Age column
Data Analysis and Security / Session 11
Sort Dialog Box
To apply custom sorting, perform the following steps:
Sort Dialog Box After Selection of Rows
Custom Sorting [2-2]
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Filtering Data
Displaying only those row that meet the specific criteria and hiding non-specific rows in the table
Allows users to filter data entries manually or by applying rules
Data Analysis and Security / Session 11
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Basic Filtering [1-2]
Involves displaying of data entries manually
Users can decide what data they want to display in the spreadsheet
Users can filter data in the following ways: Filter by Selected Cell’s Value Filter by Selected Cell’s Color Filter by Selected Cell’s Font Color Filter by Selected Cell’s Icon
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To apply basic filter, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Name in D5 Type names of people from cell D6
to D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from D5 to E10 Right-click the highlighted cells Select Filter from the context menu Select Filter > Filter by Selected Cell’s
Value Click the small arrow next to column
headings and select the data entries to be displayed on the spreadsheet
Data Analysis and Security / Session 11
Filter Options
Basic Filtering [2-2]
Version 1.0 © 2011 Aptech Limited.
Users can utilize this option to search data after applying a filter Helps to search for a specific data entry when there are numerous data entries To use filtering by search, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Name in D5 Type names of people from cell D6 to D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from D5 to E10 Right-click highlighted cells Select Filter > Filter by Selected Cell’s Value Click icon in Name heading Type the data to search in the Search box Click OK
12Data Analysis and Security / Session 11
Filtering using Search
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To apply advanced date filter, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Date in C5 Type dates from cell C6 to C10 Assign the heading as Name in D5 Type names of people from cell D6
to D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from C5 to E10 Right-click highlighted cells Select Filter > Filter by Selected
Cell’s Value Click icon in Date heading Select Date Filters > Custom Filter Set the required criteria to apply Click OK
Data Analysis and Security / Session 11
Using Date Filters
Custom AutoFilter Dialog Box for Date
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To apply advanced text filter, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Date in C5 Type dates from cell C6 to C10 Assign heading as Name in D5 Type names of people from cell D6
to D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from C5 to E10 Right-click highlighted cells Select Filter > Filter by Selected
Cell’s Value Click icon in Name heading Select Text Filters > Custom Filter Select the required rules Click OK
Data Analysis and Security / Session 11
Custom AutoFilter Dialog Box for Text
Using Text Filters
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To apply advanced number filter, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Date in C5 Type dates from cell C6 to C10 Assign heading as Name in D5 Type names of people from cell D6 to
D10 Assign the heading as Age in cell E5 Type age in cells from E6 to E10 Select the cells from C5 to E10 Right-click highlighted cells Select Filter > Filter by Selected Cell’s
Value Click icon in Age heading Select Number Filters > Custom Filter Select the required rules Click OK
Data Analysis and Security / Session 11
Custom AutoFilter Dialog Box for Numbers
Using Number Filters
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Provide the visual aids to the data present in tables Make the data entries more comprehensible and clear The table lists different types of Charts provided in Microsoft Excel
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Tab DescriptionColumn Compares the values across categoriesLine Displays the graph over a periodPie Displays the contribution of each value to the totalBar Compares multiple valuesArea Highlights the differences between numerous sets of data over a periodScatter Compares pair of values and are also known as XY chartsStock Displays trends of the stock marketSurface Shows trends in values across two dimensions in a continuous curveDoughnut Displays contribution of each value to a series like Pie chart but it displays
multiple seriesBubble Resembles a scatter chart but it compares sets of three values instead of twoRadar Displays values relative to a centre point
Working with Charts
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To create a chart in Excel, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Name in D5 Type the names of the people from
cell D6 to D10 Assign Math as heading in E5 Type two-digit numbers from cell
E6 to E10 Assign Art as heading in F5 Type two-digit numbers from cell
F6 to F10 Select the cells from D5 to F10 Click Column from the Charts
group in the Insert tab
Data Analysis and Security / Session 11
Column Sub-Menu
Creating a Chart [1-2]
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Select the first chart from 2-D Column
Data Analysis and Security / Session 11
Chart in Excel
Creating a Chart [2-2]
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When the chart is selected, following tabs appears in Chart Tools group of the ribbon: Design Layout Format
These tabs lets the user to: Change overall chart arrangement Modify the appearance Layout and style of the chart
Data Analysis and Security / Session 11
Modifying the Chart Layout and Chart Style [1-3]
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To change the chart type, layouts, and style, perform the following steps: Select the chart Click Change Chart Type from
Type group of the Design tab Select the required chart type Click OK Select the chart Click the Design tab Click icon from the Charts
Layouts group Select the required layout
Data Analysis and Security / Session 11
Changing Chart Type
Chart Layouts Gallery
Modifying the Chart Layout and Chart Style [2-3]
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Select the chart Click the Design tab Click icon from the Charts Styles group Select the required style to apply
Data Analysis and Security / Session 11
Chart Styles Gallery
Modifying the Chart Layout and Chart Style [3-3]
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Helps the user to convey the details of horizontal and vertical axis, assign a title to the chart, display data labels, and so forth
The table lists different Chart Labels available in Excel
Data Analysis and Security / Session 11
Specifying Chart Labels [1-2]
Chart Labels
Label DescriptionChart Title Specifies a title to the chart generated and enables to select its positionAxis Titles Provides name to horizontal and vertical axis of the chart and enables to
select its positionLegend States what each of the data series stands for in the chartData Labels Displays details of each of the data series on the chart and enables to
select the position of the valuesData Table Provide details of each of the data series below the chart
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To specify chart labels, perform the following steps: Select the chart Click Chart Title from the Labels group of the Layout tab Select the option to display the chart title Double-click the Chart Title name and assign a new name Similarly, change the Axis Titles, Legend, Data Labels, and Data Table from the
Labels group
Data Analysis and Security / Session 11
Specifying Chart Labels [2-2]
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Involves changing the outline, fill color, and shape effects to the chart
The figure shows the Shape Styles group
Allows users to change the text fill, text outline, and text effects The figure displays the WordArt Styles group
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Formatting a Chart [1-2]
Shape Styles Group
WordArt Styles Group
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To format a chart, perform the following steps: Select the chart Click Shape Fill from the Shape Styles group of the Format tab Select the required fill color Similarly, select the options from Shape Outline, and Shape Effects from the
Shape Styles group Click Text Fill from the WordArt Styles group of the Format tab and select the
required text fill color Similarly, select the options from Text Outline, and Text Effects from the
WordArt Styles group
Data Analysis and Security / Session 11
Formatting a Chart [2-2]
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Are Charts that are displayed in a single cell based on the range of numeric data selected to show the trend of value
Usually compares the data entries from different columns and display the graph in the cell
The figure displays the Sparklines group
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Working with Sparklines [1-2]
Sparklines Group
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To use the Sparklines, perform the following steps: Open Microsoft Excel 2010 Assign the heading as Name in A1 Type names of people from cell A2 to
A8 Assign the heading as Math in cell B1 Type numbers from cell B2 to B8 Assign the heading as Language in C1 Type numbers from cell C2 to C8 Assign the heading as Art in cell D1 Type numbers from cell D2 to D8 Select the cells from B2 to D8 Click Line from the Sparklines group
of the Insert tab Type E2:E8 in the Location Range box
to place the Sparklines in the Excel sheet
Click OK
Data Analysis and Security / Session 11
Create Sparklines Dialog Box
Example of Sparklines in Excel
Working with Sparklines [2-2]
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Protects the workbook by assigning a password to the workbook or a worksheet
Users cannot view the contents or edit the file until they provide the password
Excel allows users to remove a password from a password-protected file
However, if the user forgets the password after protecting it, Excel cannot recover the contents of the file or provide the details of the password
Data Analysis and Security / Session 11
Securing and Protecting a Workbook
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Protecting the workbook by providing the password
User need to enter the password to re-open the protected file
Even the worksheets will not open in read mode without the password
To encrypt a workbook, perform the following steps: Open Microsoft Excel 2010 Click the File tab Click Info Click Protect Workbook
Data Analysis and Security / Session 11
Encrypting a Workbook [1-2]
Information Pane
Protect Workbook Sub-Menu
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Select Encrypt with Password Type the password in the Password box Click OK The workbook is protected
To decrypt a workbook, perform the following steps: Open an encrypted document in Microsoft
Excel 2010 Enter the password Click the File tab Click Info Click Protect Workbook Select Encrypt with Password Clear the password from the Password box Click OK
Data Analysis and Security / Session 11
Encrypt Document Dialog Box
Encrypting a Workbook [2-2]
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To protect the workbook structure or windows, perform the following steps: Open a file in Microsoft Excel 2010 Click Protect Workbook from the
Changes group of the Review tab Type the password in the Password
(optional) box Click OK Re-enter the password in the Reenter
password to proceed box Click OK This will prevent the users from
adding, deleting, or displaying hidden worksheets
Data Analysis and Security / Session 11
Protect Workbook Dialog Box
Protecting a Workbook
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To unprotect the workbook, perform the following steps: Open a protected workbook in Microsoft Excel 2010 Click Protect Workbook from the Changes group of the Review tab Type the password that was used to protect the sheet Click OK
Data Analysis and Security / Session 11
Unprotect Workbook Dialog Box
Unprotecting a Workbook
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To protect the worksheet, perform the following steps: Open Microsoft Excel 2010 Save the file Click Protect Sheet from the
Changes group of the Review tab Type the password in the
Password to unprotect sheet box Click OK Re-enter the password in the
Reenter password to proceed box
Click OK
Data Analysis and Security / Session 11
Protect Sheet Dialog Box
Confirm Password Dialog Box
Protecting a Worksheet
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To unprotect a worksheet, perform the following steps: Open the protected worksheet in Microsoft Excel 2010 Click Unprotect Sheet from the Changes group of the Review tab Type the password Click OK to unprotect the sheet
Data Analysis and Security / Session 11
Unprotect Sheet Dialog Box
UnProtecting a Worksheet
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Sorting arranges data in ascending or descending order. Filtering data means displaying only those rows that meet the specific criteria
and hiding non-specific rows in the table. Excel allows users to filter data entries manually or by applying rules. Charts provide the visual aids to the data present in tables. Sparklines compare the data entries from different column and display the
graph in the cell. Protecting the workbook helps users to keep the contents safe. When the sheet is protected, the workbook will open in reading mode, but to
make changes in the file, the user must enter the password.
Summary
Data Analysis and Security / Session 11