Introduction to Microsoft Excel

Zeren Lucky L. Cabanayan

STAT2100 –1st Semester, 2023-2024

CENTRAL LUZON STATE UNIVERSITY

DEPARTMENT of
STATISTICS Learning Outcomes
At the end of this lesson, you would be able to

1. Explore the different parts of Microsoft Excel

2. Navigate the workbook and set-up data
3. Familiarize with the different data types in Excel
4. Engage with the different functions in Excel
5. Install data analysis in Excel

Introduction to Microsoft Excel | 2

 DEPARTMENT of
STATISTICS Background and Functions of Excel
• Microsoft Excel is a spreadsheet application which features calculation,
graphing tools, pivot tables and a macro programming language called VBA
(Visual Basic for Applications).
• Excel can be used for data entry, manipulation and presentation but it also
offers a suite of statistical analysis functions and other tools that can be
used to run descriptive statistics and to perform several different and
useful inferential statistical tests that are widely used in business and
management research
• It provides all of the standard spreadsheet functionality, which makes it
useful for other analysis and data manipulation tasks, including generating
graphical and other presentation formats.
• Excel can be helpful when preparing data for analysis in those packages.
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 DEPARTMENT of
STATISTICS Background and Functions of Excel

Before using Excel, you should be able to:

• Identify the appropriate analysis to use for different

research objectives
• Correctly interpret the output of the analysis given by Excel

Because Excel cannot think, it ONLY computes what you command them
to do.

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 DEPARTMENT of
STATISTICS Title Bar Parts of Excel
Quick Access Toolbar Excel Help Function

File
menu/
Tab Ribbon
Active
Cell
Formula Bar
name

Select All
Button Column Headings

Worksheet Window
Active Cell
Vertical
Scroll Bar
Row Headings
Horizontal
Scroll Bar

Sheet Tab
Scrolling
Button Sheet Tabs View
Zoom
Shortcuts
Control

Status Bar
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 DEPARTMENT of
STATISTICS
-located at the upper left corner of
the screen wherein you can place the
Parts of Excel
- requires internet
most commonly used commands
Quick Access Toolbar Excel Help Function connection to provide
here. It is customizable.
answers to inquiries
File
menu/
Tab

-used to open Formula Bar -enter and edit values,

new or saved
workbooks, formulas, and text
save, print or
close
workbooks or -consists of rows and columns
Worksheet Window
manage Excel that intersect to form cells
options

-it provides information for the

active worksheet. Switch views
options or zoom in/out.
Status Bar
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 DEPARTMENT of
STATISTICS Exploring Excel Worksheet
Navigating the Workbook
Workbook
- Core document of Excel. It can hold any number of worksheets/ spreadsheets.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel
• At any one time, only one sheet is active in a workbook.
• Each spreadsheet is gridded into columns and rows.
Columns are denoted using capital Roman letters, and rows are denoted by
numbers.

ACTIVE CELL NAME – referenced by their column and row.

ACTIVE CELL – intersection of rows and column

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Creating a New Workbook

• File Menu > New > Blank workbook

Selecting Cells
• Edit individual cells by clicking them.
• Click a cell and drag the mouse pointer to select range of cells.
• An entire row or column may also be selected by clicking the
number or letter heading of that alignment.
• To select non-adjacent cells, hold down the CTRL key, and then
click the cells that you want.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel
Adding data manually
Double click on the cell you want to edit
Notice that whatever you type appears in both the cell and the cell editor at
the top.
When you are finished typing, press ENTER.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Adding a new worksheet

Option 1:

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel
Adding a new worksheet
Option 2:

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Renaming worksheet
Double click the Name tab;
when the default name is
selected, type the new name.
Right click Name tab > Rename

Note: Worksheets can also be

color-coded.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Navigating
• To change the active cells, use the arrow keys or use the
mouse to click a new cell.

Embedding chart and pictures

• To create a new chart in Excel, Insert > Charts group, choose the
preferred chart
• To insert another file such as clip art, picture or a scanned, Insert >
Illustrations group > Picture/Clipart

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Setting Up Data
Inserting a new column or row
• To insert a column/ row, click the header where you want to add a new
column/row.

• On the header, right click and in the drop-down context menu, select Insert.

• You may also use the Insert button to add new columns found in the Home
tab, Cells group.
Note: When you insert a column or row, content found in columns will be moved to
the right, and content in rows will be moved down.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel

Formatting the cell

• To formatting of a cell refers to both the way it is styled (stylistic
formatting) and the way it functions (numeric formatting).
• Formatting includes display characteristics such as font, size,
alignment, style, color, as well as the type of data that the cell
contains.
• For instance, a cell can be formatted to treat any data entered as a
monetary amount and display only whole dollar amounts.
• Stylistic formatting options make your worksheet more attractive
and easier to read.

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 DEPARTMENT of
STATISTICS Preparing and manipulating data in Excel

Data Types
• The data type manages how Excel will display and interpret data in
the cells.
• For instance, you may choose percentages as a fraction, decimal or
whole number.
• It is important that Excel interprets your data correctly since Excel’s
functions depend on the type of data being manipulated.
• After you type numbers in a cell, you can change the format in which
they are displayed.

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 DEPARTMENT of
STATISTICS

Most commonly data types in Excel are:

• Number: cells that contain only numerals, commas and decimal points that
can be used in numerical calculations.
• Click the cell that contains the numbers that you want to format.
• On the Home tab, in the Number group, point to General, and then click the format
you want.
• When you click on More Number Formats on the category list, the Format cells
dialog box opens (similar to that in the older versions).
• To add the format cells icon to your Quick Access Toolbar, right click on the More
Number formats and choose the Add to Quick Access Toolbar.
• Percentage: multiplies the cell value by 100 and displays the value with a %.
• Text: cells that contain letters, numbers, spaces, or any other keyboard
character.

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 DEPARTMENT of
STATISTICS

Freeze Panes
• This is used to keep titles in sight when you scroll down a page. To
freeze panes, first “split” the worksheet so that you can look at two
areas independently.
• On the View tab, in the Window group, select Split. A thick grey bar
should appear on the sheet. To make a split, drag the grey bar to a
position next to or below the title row. When you have positioned
the bar where you would like it, select Freeze Panes from the
Window group of the View tab. The thick grey bar will be replaced
by a thin black line and the row/column will stay in place.

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 DEPARTMENT of
STATISTICS

Formulas and Functions

➢ real power of an Excel spreadsheet

➢ uses standard mathematical symbols to operate on cell addresses and/or

numbers

➢ can be a combination of values (numbers or cell references) and

mathematical operators into an algebraic expression

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 DEPARTMENT of
STATISTICS

Mathematical operators
Symbol Use
+ Addition
- Subtraction
* Multiplication
/ Division
% Percentage
^ Exponentiation
Note: Parentheses and decimal points may be used where needed.

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 DEPARTMENT of
STATISTICS

Constructing a formula
• Excel requires that EVERY formula begin with an equal sign (=). If you just
type without this symbol, Excel treats the entry as text.
• To start entering a formula in a cell, click in that cell and then type the
formula. Type Enter or Tab to move to the next cell when you have
finished entering the formula.
• Formulas containing numbers will produce results that will not change.
e.g. =200*7 always produces the result 1400.
• However a formula that contains cell references produces a result that
may change depending on the data in the cell. e.g., the formula =C2 + D2
will produce a result based on the data in cells C2 and D2.
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 DEPARTMENT of
STATISTICS

Constructing a formula

• To view the formulas that are contained in your worksheet, press

CTRL and ‘ (the apostrophe key)
• All the formulas follow the standard mathematical order of
operations when calculating the results.
• If a part of the formula is in parenthesis, then that part will be
calculated first.
• After expressions in the parenthesis, Excel will calculate your formula
using the Math operators in the following order: Multiplication,
Division, Addition and Subtraction.

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 DEPARTMENT of
STATISTICS Sample Formulas
Formulas can be a combination of built-in functions and your own formulas.
Some sample formulas are:
= 100*20 multiplies 100 x 20, returning 2000 and only uses literal values:
= C3+D3 adds the value in cells C3 and D3
= (C4 + D4) /2 adds the value in cell C4 and D4 and then divides the result by 2
= (D4 - C4) / A2 subtracts the value in the cell C4 from the value in cell D4 and then divides
the result by the value in cell A2
= SUM (A1:A10) uses the SUM function to add the values in the range A1:A10 (A1 to A10)
= D5^2 uses the caret (^) and POWER function to calculate the power of the value
= POWER(D5,2) in cell D5
compares the value in cell E1 and value in cell F1. If the values in the two
= 𝐸1 = 𝐹1 cells are identical, then the formula returns TRUE otherwise, it returns
FALSE.
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 DEPARTMENT of
STATISTICS

Copy formulas into additional cells

• Copy formulas into additional cells by selecting the formula, then paste
into the desired cell.
• Relative referencing –cells referenced in a formula are based on their
relative location to the cell with the formula.
• The cell references will change depending on where you copy it.
• For example, if cell G2 contains the formula =C2+D2, and you copy this to
G3, the resulting formula will be =C3+D3.
• Absolute referencing–no matter where you copy and paste your formula,
your formula will always have to point exactly the same cell or cells. To do
this you add $which is placed in front of the row and column references.
• For example, if you wanted to add cells A1 and B1 using an absolute
reference, your formula would be =$A$1 + $B$1

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DEPARTMENT of
STATISTICS

Round values to remove decimal places

• To reduce decimal places click on the Decrease Decimal button.
• Each click of this button shrinks the result one decimal place.
• Be cautious with this tool though as numbers will be rounded. So, for
instance, an 85.5 will be rounded to 86.

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 DEPARTMENT of
STATISTICS

Inserting a function

• A function is a predefined/prewritten formula that takes a value or

values, performs an operation on a range of cells you select, and
returns a value or values.
• Functions are used to simplify and shorten formulas on a worksheet,
especially those that perform lengthy or complex calculations.
• Excel refers to each range of cells in the function as an argument.
• For complex calculations, it might be necessary to use as many as 3
to 4 arguments.

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 DEPARTMENT of
STATISTICS

Inserting a function (Option 1)

1. Select the cell where you would like the function score to appear.
2. From the Formulas tab, choose Insert Function.

3. Or, you could also click on the Function button, found just before
the formula bar to use any of Excel’s preset functions

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 DEPARTMENT of
STATISTICS

Inserting a function (Option 1)

4. The Insert Function dialog box appears.

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 DEPARTMENT of
STATISTICS

Inserting a function (Option 1)

5. Under Select a function, choose from the range of functions
available.
6. For example, choose the SUM function and click OK.
7. The Function Arguments dialog box as shown below appears.

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 DEPARTMENT of
STATISTICS

Inserting a function (Option 1)

8. Under Number 1 type the range of cells that you want to use or you
can also drag the mouse to select the range of cells to be included as
the function’s arguments and click OK.

9. The formula result is displayed on the window for you as a preview.

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 DEPARTMENT of
STATISTICS

Inserting a function (Option 2)

1. Select the cell where you would like the function score to appear.
2. Click Shift + F3
3. The Insert Function dialog box appears.
• Type a brief description of what you want a function to do, and then choose Go. A list of
functions likely to fit your needs and based on your description will display in the Select a
function box.
Or select a category
• From the drop-down list, do one of the following:
• Select Most Recently Used. Functions you have inserted in the recent past will display in
alphabetical order in the Select a function box.
• Select a function category. Functions in that category will display in alphabetical order in the
Select a function box.
• Select All. Every function will display in alphabetical order in the Select a function box.
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 DEPARTMENT of
STATISTICS

Built-in function
Excel has a variety of built-in functions that can be accessed using the
Formula Wizard.
1. Click in the cell where you want the result of the formula to be placed.
Now click on the = sign in the formula bar.
2. Click on the drop –down arrow to the left of the formula bar to select
the function you wish to use.
3. Click on the More Functions…option at the bottom of the list to display
a window showing all the available functions.
4. When you have selected the function, the Insert Function dialog box
opens to help you complete the arguments after the function so that
Excel calculates the right result.
5. When each function is selected a short description of the function and
the type of arguments to be used is displayed in the dialog box.

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 DEPARTMENT of
STATISTICS

Mathematical function
Function What it does
SUM Adds its arguments
SUMIF Adds the cells specified by one or many given criteria
SUMPRODUCT Returns the sums of the products of two arrays
SUBTOTAL Returns a subtotal of a filtered list or database
TRUNC Truncates a number to an integer
ROUND Rounds a number to a specified number of digits

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 DEPARTMENT of
STATISTICS

Mathematical function

Function What it does

ROUNDUP Round a number up, away from zero
INT Rounds a number down to the nearest integer
ABS Returns the absolute value of a number
MOD Returns the remainder from division
SQRT Returns a positive square root
POWER Returns the result of a number raised to a power

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 DEPARTMENT of
STATISTICS

Basic statistical built-in functions

Function What it Does
AVERAGE(range) Returns the average of its arguments
AVERAGEA(range) Returns the average of its arguments, including
numbers, text, and logical values
MEDIAN(range) Returns the number in the middle of a range of data

MODE(range) Returns the most frequently occurring or repetitive

value in a range of data

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 DEPARTMENT of
STATISTICS

Basic statistical built-in functions

Function What it Does
COUNT(range) Counts how many numbers are in a range of data
COUNTA(range) Counts how many values are in a range of data
MAX(range) Returns the maximum value of a range
MIN(range) Returns the minimum value of a range
LARGE(range, n) Returns the k-th largest value in a data set
SMALL(range, n) Returns the k-th smallest value in a data set

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 DEPARTMENT of
STATISTICS

Pivot Tables
• Excel’s very useful and powerful feature
• can be used to summarize, analyze, explore and present your
data with ease

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 DEPARTMENT of
STATISTICS

PivotTable report is especially designed for:

• Querying large amounts of data

• Sub-totaling and aggregating numeric data, i.e., summarizing data by
categories and subcategories, and creating custom calculations and
formulas.
• Expanding and collapsing levels of data to focus your results, and drilling
down to details from the summary data for areas of interest to you.
• Transposing data –moving rows to columns or columns to rows (or
“pivoting”) to see different summaries of the source of data.
• Filtering, sorting, grouping, and conditionally formatting the most useful
and interesting subset of data to enable you to focus on the information
that you want, without having to write any formulas.
• Presenting concise, attractive, and annotated online or printed reports.

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 DEPARTMENT of
STATISTICS

Create a PivotTable from worksheet data

• When you create a PivotTable report from worksheet data, that
data becomes source data for the PivotTable report.
1. Select the range of cells that contains the data along with column
headings.
2. On the Insert tab, in the Tables group, click PivotTable.

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DEPARTMENT of
STATISTICS

3. The Create PivotTable dialog box is open.

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 DEPARTMENT of
STATISTICS

4. Under Choose the data that you want to analyze, make sure that Select a
table or range is selected, and then in the Table/Range box, make sure the
range of cells that you
want to use is listed.

5. Under Choose
where you want the
PivotTable report to be
placed, choose either
the New Worksheet or
Existing Worksheet and
click OK.

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 DEPARTMENT of
STATISTICS

6. An empty PivotTable
report is added on the
specified worksheet
along with the
PivotTable Field List
from which you can
select the fields that
you would like to add
to create a layout and
customize the
PivotTable report.

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 DEPARTMENT of
STATISTICS

7. To place any field

in the default area of
the layout section,
select the check box
next to the field
name in the field
section. By default,
nonnumeric fields
are added to the
Values area , while
date/time hierarchies
are added to the
Column Labels area.
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 DEPARTMENT of
STATISTICS

Create a PivotTable from worksheet data

8. To place a field in a specific area of the layout
section, you can also right click the field name in
the field section, and then select Add to Report
Filter, Add to Column Label, Add to Row Label,
or Add to Values.
9. You could also drag a field to the area that you
want by clicking and holding the field name in the
field section, and then dragging it to an area in
the layout section.

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 DEPARTMENT of
STATISTICS ExceI Statistical Functions

Excel Statistical Functions

• You can access the statistics

functions in Excel via
Formulas > More Functions > Statistical
which opens up a menu of
available function

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 DEPARTMENT of
STATISTICS Example of Statistical Functions

Function name Description

AVERAGE Returns the arithmetic mean (average) of the given numbers
CHISQ.DIST.RT Returns the right-tailed probability for the chi squared distribution
CHISQ.TEST Returns the p-value for the chi-squared test of association
CONFIDENCE.T Returns the margin of error for a confidence interval for the mean
COUNT Counts the number of cells in a range that contain numbers
COUNTIF Counts the number of cells in a range that meet a given condition
COUNTA Counts the number of cells in a range that are not empty
KURT Returns the kurtosis of a dataset
MAX Returns the maximum value of the given numbers

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 DEPARTMENT of
STATISTICS Example of Statistical Functions

Function name Description

MEDIAN Returns the median of the given numbers
MIN Returns the minimum value of the given numbers
MODE.SNGL Returns the mode of the given numbers
PEARSON Returns the Pearson correlation coefficient (r) of two variables
SKEW Returns the skewness of a dataset
STDEV.P Returns the stdev of the given numbers, based on the population
STDEV.S Returns the stdev of the given numbers, based on a sample
VAR.P Returns the variance of the given numbers, based on the population
VAR.S Returns the variance of the given numbers, based on a sample

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 DEPARTMENT of
STATISTICS Example of Statistical Functions

Selected range Result

Cell selected as destination

for the function output

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 DEPARTMENT of
STATISTICS Installing data analysis in Excel

Statistical Analysis

Microsoft Excel has numerous Add-in features that support

statistical analysis. Statistical data analysis in Excel is not
recommended for analyzing datasets with a large sample size
or a large number of variables, performing advanced
statistical analyses, or for projects in which a number of
procedures need to be performed.

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 DEPARTMENT of
STATISTICS

Disadvantages:
• Missing values are handled inconsistently, and sometimes
incorrectly.
• Data has to be organized differently according to the analysis
you wish to perform.
• Most analyses can only be done on one column at a time.
This makes it inconvenient to do the same analysis on many
columns.
• There is no log or record of how an analysis was
accomplished.
• It also lacks many important features for advanced analyses.
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 DEPARTMENT of
STATISTICS Installing data analysis in Excel
1. Open Excel
2. Click File Tab

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 DEPARTMENT of
STATISTICS Installing data analysis in Excel
3. Click Options, and then click Add-Ins

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 DEPARTMENT of
STATISTICS Installing data analysis in Excel
4. In View and
Manage Box, select
Analysis ToolPak,
then click Go.

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 DEPARTMENT of
STATISTICS Installing data analysis in Excel
5. In the Add-Ins Available Box,
select Analysis ToolPak check
box and click OK. (If ToolPak Is
Not Listed, Click Browse to
Locate It.)

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 DEPARTMENT of
STATISTICS Setting up data for Analysis
Typically, there are two options for
getting your data into Excel:
1. Import the data in a suitable
format.
2. Enter the data manually.
If your going to enter your data
manually, use a single
worksheet to hold all the data in
your dataset and set up the
worksheet with variables
(questions) as the columns and
the cases (respondents) as the
rows.

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DEPARTMENT of
STATISTICS Preparing and manipulating data in Excel

Sample Formulas
• Formulas can be a combination of built-in functions and your own
formulas. Some sample formulas are:
=200*7 multiplies 200 x 7, returning 1400 and only uses literal values:
=B2 +C2 adds the value in cells B2 and C2
subtracts the value in the cell B3 from the value in cell B2 and
=(B2 –B3) * B4
then multiplies the result by the value in cell B4
=SUM(C1:C12) uses the SUM function to add the values in the range C1:C12
compares the value in cell A1 and value in cell B1. If the values in
=A1 = B1 the two cells are identical, then the formula returns TRUE
otherwise, it returns FALSE.

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 DEPARTMENT of
STATISTICS Exploring Microsoft Excel
Worksheet
-consists of rows and columns that intersect to form cells
File Menu/File Tab
-used to open new or saved workbooks, save, print or close workbooks or manage Excel options
Quick Access Toolbar
-located at the upper left corner of the screen wherein you can place the most commonly used
commands here. It is customizable.
Formula Bar
-enter and edit values, formulas, and text
Status Bar
-it provides information for the active worksheet. Switch views options or zoom in/out.
Excel Help Function
- requires internet connection to provide answers to inquiries

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