How to Use MS Excel as a Tool for Interpreting Data

Chart Creation

Microsoft Excel is a powerful tool for interpreting data. Spreadsheets are perfect for organizing data. Excel provides tools to sort data, create charts, and perform calculations with only a few clicks. By keeping your data in an Excel spreadsheet, you can quickly analyze and interpret the numbers and other information more easily than you could by hand. Reports in the form of charts and filtered data can be used in presentations to show others the results of your analyses. You can also send spreadsheets to others to interpret as they see fit.

Instructions

1. Import and organize your data into a spreadsheet. Be sure to use clear column headings and name tabs if you have multiple sheets. This makes it easier to find the correct data later.

2. Create a pivot table or chart to help organize data into a concise summary.
   Highlight the data you wish to view in the pivot chart, including headings. In the toolbar, go to "Data -- Pivot Table" and "Pivot Chart Report." Follow the steps in the wizard to create your chart or table. Once created, drag headings to the different sections to organize your data in a summary view. You can change the headings at any time. To refresh data, right click the pivot chart or table and choose "Refresh Data."

3. Create a filter for your data.
   Highlight the data you wish to filter, including headings. Go to "Data -- Filter." Choose either "Auto Filter" or "Advanced Filter."
   "Auto Filter" allows you to filter each heading by each unique piece of data in its column. This is perfect for finding all data pertaining to a certain customer or month.
   "Advanced Filter" allows you to choose a filter range and criteria as well as copy the filter to a new spreadsheet to keep your original data as is.

4. Create a chart for your data.
   Go to "Insert -- Chart." Choose the type of chart, the data range, which headings to compare and how data is displayed on the chart. You will be given an example of the chart as it's created. You can also choose whether to create the chart on a new spreadsheet or on the existing one.

5. Create formulas to compare or calculate data.
   You can create formulas to add, subtract, multiply, and divide numbers. You can also create comparison functions that will compare data in a row. Click on the cell where the results should go and click the "fx" button in the formula bar. This will present you with a list of all possible functions, along with instructions on how to use them.

6. Perform a basic sort on your data.
   Highlight all data to be sorted, including headings. Go to "Data -- Sort." Choose to sort in ascending or descending order, and the headings by which you want to sort. You can choose multiple headings. It will sort in the order in which the headings are chosen.

Tips & Warnings

• To highlight all data in a spreadsheet, press Ctrl + A.

• To undo a filter, go to "Data -- Filter" and click the filter you applied.

• Create a backup copy of your spreadsheet in case data is accidentally changed or deleted while creating tables, charts, or calculations.

Resources

• MS Excel Functions and Examples