Extended Learning Module D (Office 2007 Version)Decision Analysis with Spreadsheet Software

Copyright © 2010 by the McGraw-Hill Companies, Inc. All rights reserved.McGraw-Hill/Irwin

STUDENT LEARNING OUTCOMES1. Define a list and list definition table within

the context of spreadsheet software and describe the importance of each.

2. Compare and contrast the Filter function and Custom Filter function in spreadsheet software.

3. Describe the purpose of using conditional formatting.

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STUDENT LEARNING OUTCOMES4. Define a pivot table and describe how you

can use it to view summarized information by dimension.

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INTRODUCTION

IT plays an important role in aiding decision making

Spreadsheet tools can aid in decision making Filter Conditional formatting Pivot tables

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MODULE ORGANIZATION

1. Lists Learning outcome #1

2. Basic Filter Learning outcome #2

3. Custom Filter Learning outcome #2

4. Conditional Formatting Learning outcome #3

5. Pivot Tables Learning outcome #4

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LISTS

List – information arranged in columns and rows Each column has one type of information First row contains headings or labels No blank rows Blank columns/rows all around

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LISTS

A A listlist

Total Total number of number of customerscustomers

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List Definition Table

List definition table – description of a list by column (see Figure D.2 on p. 389) CUST ID – Unique ID for customer REGION – North, South, etc. RENT VS. OWN – customer rents or owns a home And so on

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BASIC FILTER

Filter function – filters a list and hides rows that don’t match criteria

Good for seeing only certain rows of information

Basic Filter supports only “equal to” criteria Example: customers in the North REGION

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Basic Filter Steps

1. Open workbook (XLMD_Customer.xls from www.mhhe.com/haag)

2. Click in any cell in the list

3. Menu bar – click on Data and then click on Filter

Will see list box arrows next to each label or column heading

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Basic Filter Steps

From the menu bar, click on From the menu bar, click on DataData and and then click on then click on FilterFilter

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Basic Filter Steps

Each column will have a pull-down arrow. Click Each column will have a pull-down arrow. Click on it and select the criteriaon it and select the criteria

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Basic Filter Steps

To select only customers in the North To select only customers in the North REGIONREGION, , you must deselect all other regionsyou must deselect all other regions Mod D-13

Basic Filter Steps

Excel will respond by showing only those records Excel will respond by showing only those records that meet the selection criteria (i.e., North that meet the selection criteria (i.e., North

REGIONREGION)) Mod D-14

Turning off Basic Filter

Perform either of the following From the menu bar, click on Data and then Filter Turn off selected column filtering by clicking on the

appropriate list arrow box and clicking on Clear Filter from “columnname” where columnname is the name of the column

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Basic Filter

Can also filter on multiple columns Example

Customers in North region (select North in REGION)

Own a home (select Own in RENT VS. OWN) Only one household member (select 1 in NUM

HOUSEHOLD)

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Basic Filter

Customers in the Customers in the North North REGIONREGION

who own a home who own a home with only 1 with only 1 household household membermember

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CUSTOM FILTER

Custom Filter function – hides all rows except those that meet criteria, besides “is equal to”

Example Customers with more than 3 household members

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Custom Filter Steps

1. Turn on Filter

2. Click on pull-down arrow in appropriate column

3. Click on Number Filters

4. Complete Custom AutoFilter dialog box with criteria

5. Click on OK

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Custom Filter Steps

To use Custom AutoFilter, click on the appropriate To use Custom AutoFilter, click on the appropriate pull-down arrow, select pull-down arrow, select Number FiltersNumber Filters and and

boolean operatorboolean operatorMod D-20

Custom Filter Steps

You will then see a Custom You will then see a Custom AutoFilter boxAutoFilter box

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Custom Filter Steps

Enter the appropriate value and Enter the appropriate value and click on click on OKOK

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Custom Filter Steps

Excel will respond by presenting only the records Excel will respond by presenting only the records that meet the selection criteriathat meet the selection criteria

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Another Custom Filter Example Customers who spent less than $20 or more

than $100

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Another Custom Filter Example

Complete Complete bothboth selection criteria selection criteria appropriatelyappropriately

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Another Custom Filter Example

Excel will respond Excel will respond appropriatelyappropriately Mod D-26

CONDITIONAL FORMATTING

Conditional formatting – highlights the information in a cell that meets some criteria Does not hide any rows Let’s you see the whole list While highlighting certain information

Example Customers show purchased more than $100

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Conditional Formatting Steps

1. Select entire appropriate column

2. From menu bar, click on Home and then Conditional Formatting within Styles

3. Select Highlight Cells Rules

4. Click on the appropriate boolean operator

5. Complete the dialog box

6. Click on OK

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Conditional Formatting Steps

First, highlight the First, highlight the appropriate columnappropriate column Mod D-29

Conditional Formatting Steps

From the menu bar, click on From the menu bar, click on HomeHome and then and then Conditional FormattingConditional Formatting within within StylesStyles, then select , then select Highlight Cells Rules Highlight Cells Rules and click on the appropriate and click on the appropriate

boolean operatorboolean operatorMod D-30

Conditional Formatting Steps

In the Conditional Formatting box, In the Conditional Formatting box, enter the appropriate value and click enter the appropriate value and click

on on OKOK

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Conditional Formatting Steps

Excel will highlight those cells meeting Excel will highlight those cells meeting your selection criteriayour selection criteria

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Removing Conditional Formatting

Option #11. Click anywhere in the list

2. Click on Conditional Formatting

3. Select Clear Rules

4. Click on Clear Rules from Entire Sheet

Option #21. Select the entire column of conditional formatting

2. Click on Conditional Formatting

3. Select Clear Rules

4. Click on Clear Rules from Selected Cells

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PIVOT TABLES

Pivot table – enables you to group and summarize information Shows summaries of information by dimension Can be two-dimensional Can be three-dimensional

Similar to data warehouse concept from Chapter 3

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Pivot Table Example

This is a pivot tableThis is a pivot tableMod D-35

2D Pivot Table Steps

1. Click anywhere in list

2. From menu bar, click on Insert and then PivotTable

3. Click on OK

4. Drag/drop labels in row and column fields

5. Provide appropriate formatting

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2D Pivot Table

Count of customers By REGION By RENT VS. OWN

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2D Pivot Table Steps

To create a 2D pivot table, from the menu bar click To create a 2D pivot table, from the menu bar click on on InsertInsert and then and then PivotTablePivotTable

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2D Pivot Table Steps

Click on Click on OKOK

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2D Pivot Table Steps

Pivot Pivot tabletable

PivotTable PivotTable Field ListField List

Summary Summary Mod D-40

2D Pivot Table Steps

Now, drag and drop appropriate column headings (labels) from the Pivot Table Field List Box to the appropriate places in the pivot table

Example: Number of customers by REGION RENT VS. OWN

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2D Pivot Table Steps

Drag and Drag and drop drop

REGIONREGION herehere

Drag and Drag and drop drop RENT RENT VS. OWN VS. OWN

herehere

Drag and Drag and drop drop CUST CUST

ID ID herehere

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2D Pivot Table Steps

The default aggregation for a pivot table is The default aggregation for a pivot table is summing. To change that, click on the summing. To change that, click on the Field Field

Settings Settings button in the menu barbutton in the menu bar Mod D-43

2D Pivot Table Steps

You will then see the Value You will then see the Value Field Settings dialog boxField Settings dialog box

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2D Pivot Table Steps

To change it, select another aggregation in the To change it, select another aggregation in the Summarize value field by box and click on Summarize value field by box and click on OKOK

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2D Pivot Table Steps

Excel will change the Excel will change the aggregation in the pivot tableaggregation in the pivot table Mod D-46

Pivot Tables

Can have multiple pieces of information in the body of the pivot table

Example Count of customers (already present) Total of purchases (new information)

Drag/drop TOTAL PURCHASES into pivot table

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Pivot Tables

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3D Pivot Tables

Desired dimensions REGION RENT VS. OWN NUM HOUSEHOLD

Drag/drop NUM HOUSEHOLD into “Drop Page Fields Here” location

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3D Pivot Tables

Depth Depth dimensiondimension

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3D Pivot Tables

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BACK TO DECISION SUPPORT

It’s all about decision support Filter – view partial list of information based

on criteria Conditional formatting – see all information

with some highlighted Pivot table – summarize information by

dimension

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