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Practical work 4. USING MICROSOFT EXCEL FOR DATA

PROCESSING
1. The purpose of spreadsheets
A spreadsheet is a table in electronic form in which there are various types of data
recorded in cells: text, dates, formulas, and numbers.
To manage a spreadsheet, a special set of programs is used, which is a Spreadsheet
Processor. The Microsoft Excel software application belongs to tabular processors, which
enable the application of mathematical, statistical, financial, logical and other functions to
a large amount of data organised in tables, business graphics, construction, and
maintenance of simple databases.
The main advantage of the spreadsheet is the possibility of instantaneous recalculation
of all data related to formula dependencies when changing the value of any cell of the
spreadsheet.
Spreadsheet interface
When MS Excel is started, a new workbook with the nominal name Book l opens
automatically on the screen (fig. 3.47). This name appears in the title bar next to the
program name.
Workspace — space of the spreadsheet consisting of cells, column names and rows.
Workbook is a Microsoft Excel file that can contain several worksheets.

Fig. 3.47. The Microsoft Excel interface: 1 — ribbon; 2 — title bar; 3 — column names; 4
— formula bar; 5 — sheet labels; 6 — status bar; 7 — row numbers; 8 — active cell; 9 —
name box
The basic concept of a spreadsheet is a cell. A cell is an area defined by the intersection
of the column and the row of the spreadsheet.
The current (active) cell is a cell in the spreadsheet marked with a thick frame.
Entering text and numbers from the keyboard is performed in the active cell. To make a
cell active, point and click on it with the left mouse button. The address and contents of
the current cell are displayed in the name box and in the formula bar of the spreadsheet.
The cell address is designated as the column name vertically (one or two letters of the
Latin alphabet) and the name of the row (numeric symbol), for example, C30. A
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reference is a way of indicating the address of a cell. A cell can contain different types of
information: numerical value, text value, date and time of day, formulas, hyperlinks, and
illustrations.
Numerical data cannot contain alphabetic and special characters, because
mathematical operations are performed with them.
Text data is descriptive and may include alphabetic, numeric and special characters.
Dates are the type of data that allows adding a number to a calendar date or calculating
the difference between two dates.
The formula is a set of values, links to other cells, named objects, functions and
operators that allows obtaining a new value. The formula always begins with an equal
sign (=).
A function is a standard formula that returns the result of certain actions over the
values that act as arguments. Functions allow simplifying formulas in sheet cells,
especially if they are long or complex. The function can be considered a special case of
the formula.
Numerical data in cells can be presented in different formats. The general format is
used by default, ensuring that the data in the cells are written in the same way as it is
entered or calculated. The format with a fixed number of decimal places provides the
representation of numbers in cells with a given accuracy. The percentage format provides
a percentage representation of the entered data in the form of percentages with a % sign.
The currency format provides a representation of numbers where every three digits are
separated by a comma.
Similar to other key Microsoft Office System applications, the user interface is
designed to increase efficiency by using command tabs as well as command sets and
context commands associated with specific objects in the worksheet. The main command
tabs present in MS Excel 2010 (2007) are the following.
• The File tab contains commands for working with files — creating, opening, saving,
printing, sending files, as well as the command for configuring the application
interface. (In MS Office 2007, the analogue of the File tab is the Office button.)
• The Home tab contains the commands required to work with the clipboard, select and
change fonts, manage cell alignment, select numeric formats, as well as edit, sort, and
search.
• The Insert tab contains commands for adding objects to the worksheets, such as
tables, diagrams, illustrations, links, and various text elements — column or row
names.
• The Page layout tab contains everything required to set up a worksheet, including the
selection of themes, page structure parameters, individual object size management,
worksheet parameter selection and sheet element ordering options.
• The Formulas tab contains the start buttons of the function wizard, function libraries,
commands required to create and a process named cells, audit commands for
formulas and calculation parameters.
• The Data tab contains commands for obtaining external data, managing external
connections, sorting and filtering data, eliminating duplicates, checking and
consolidating data, and grouping and uniting cells.
• The Review tab contains everything necessary for reviewing, commenting,
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distributing and protecting the sheet.

• The View tab offers commands for selecting different views of the worksheet, hiding
and displaying elements of the worksheet (grids, rulers, formula lines, etc.), enlarging
or reducing the image, and working with the worksheet window.
If additional add-ons are installed for MS Excel, other tabs will be present on the
ribbon.
With the new interface, many features become more accessible. For example,
conditional formatting has become much clearer. This option makes it possible to allocate
data in the tables on a certain attribute, for example, numbers that belong to a given range,
dates, etc.
MS Excel has a powerful engine for creating charts, so that, it is possible to use an
almost unlimited number of colours (16 million) for them, and also, such effects as
transparency and soft shadows are available. Besides, it is possible to save frequently used
diagrams in the form of templates for further use.
3.2.1. Entering data into Excel cells
There are two types of data that can be entered into the cells of an Excel sheet:
constants and formulas.
Constants, in turn, are subdivided into: numerical values, text values, date and time
values, logical values, and error values.
Numerical values
Numerical values can contain digits from 0 to 9 as well as special characters:
To enter a numerical value into a cell, select the desired cell and enter the
required combination of numbers from the keyboard. The entered digits are displayed both
in the cell and in the formula bar. After the input is complete, press the <Enter> button.
After that, the number will be recorded in a cell. By default, after pressing the <Enter>
button, the cell below becomes active, but the user has the ability to configure the
necessary direction of the transition to the next cell after entering or to exclude the
transition altogether. This setting is done in the Advanced section of the Excel Options
dialogue box,which is opened by selecting File > Options (in MS Excel 2007 — Office
> Excel Options button). If, after entering a number, any of the cell shift keys (<Tab>,
<Shift> + <Tab>, etc.) is pressed, the number will be fixed in the cell and the input focus
will move to the next cell.
There are certain specifics of entering numeric values using special characters.
Sometimes it is necessary to enter long numbers. In order to display them in the
formulas line, the exponential representation with no more than 15 significant digits is
used (fig. 3.48). The accuracy of the value is selected so that the number can be displayed
in the cell.

Fig. 3.48. Values in the cells

In this case, the value in the cell is called the input value or displayed value. The value
in the formula bar is called the stored value.
The number of digits to be entered depends on the width of the column. If the width is
insufficient, MS Excel either rounds up the value or outputs characters In this case, it is
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recommended to increase cell size.

Text data
Text input is exactly the same as numerical input. Almost any symbols can be added. If
the length of the text exceeds the width of the cell, the text is superimposed on the
adjacent cell, although in fact, it is in one cell.
Cell data protection
To protect individual cells on the Review tab in the Changes group, click Protect
sheet. Once the protection is enabled, it is not possible to change the locked cell.
However, it is not always necessary to block all cells of the sheet. Before protecting the
sheet, select the cells that need to stay unlocked, and then expand the Format button on
the Home tab in the Cells group and select the Format Cells command from the Format
menu. In the dialogue box Format Cells that opens, on the Security tab, uncheck the
Locked Cell checkbox. Please note that MS Excel does not provide protection mode
indication for individual cells. If it is necessary to distinguish the locked cells, they can be
highlighted in colour. In the protected sheet, it is possible to freely move through
unlocked cells with the key <Tab>.
3.2.2. Moving, copying and filling cells. Auto filling
Moving and copying with the mouse
To quickly move a cell (or a range of cells) to a new place, just select it (fig. 3.51) and
drag. Selected cells should be grabbed by the bold contour encompassing a range. When
dragging and dropping, a grey frame appears that allows aiming to place the range
correctly (fig. 3.52). When the grey frame is above the desired cells, release the mouse
button.

Fig. 3.51. The result of cell selection before copying

Fig. 3.52. The result of moving the copied content

To copy and paste a selection without moving it, press the <Ctrl> key before releasing
the mouse button. A plus sign will appear next to the cursor.
It is also possible to use the mouse for inserting cells into the worksheet by holding
down the <Shift> key. A screen tip with the new cell address appears next to the cursor. It
is necessary to press and release the <Shift> key before and after the mouse button is
pressed.
To copy and paste the selected cells, use the <Ctrl> + <Shift> key combination.
These techniques can be used to select entire rows or columns and then move or copy
them to new locations.
Filling the rows with the mouse
With the fill handle, it is possible to fill cells and create rows quickly.
After selecting one cell, set the cursor on the fill handle and then drag it in any
direction. The contents of this cell will be copied to the selected range
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(fig. 3.57). Selecting a range of cells either copies the range in the direction of cursor
dragging or expands the range in this direction. It depends on the contents of the cells, the
form of selection, and whether the <Ctrl> key is pressed. If the selected cell or range does
not contain formulas, a small screen tip will appear next to the cursor, showing the values
entered into the cells as the cursor moves.
If a range, for example, A1:A2 is selected and the fill handle dragged downwards, a
row will be created equal to the interval between the two selected values as shown in
column A in fig. 3.58. If cells C1:C2 are selected and the <Ctrl> key held down while
dragging the fill handle down, the selected cells will be copied with the repetition of the
initial range.
If the fill handle is dragged down or to the right when creating a series, the values
increase. However, if the handle is dragged up and left, a series of decreasing values are
created.
If a text value is selected, the text is copied to new cells when the fill handle is dragged.
But if the selection contains both text and a number, MS Excel autofill is triggered, which
changes the numerical component and simply copies the text component. In this way, it is
possible to extend the number of dates, as well as to create a number of dates, for
example, «Quarter 1», «Quarter 2», etc. (fig. 3.59).

Fig. 3.59. Extending dates, text values, days of the week and months with autofill
On the fig. 3.60 columns A and В contain values with different intervals, and columns
C-J show how autofilI works, even when cells contain both text and numbers.

Fig. 3.60. Autofill cells with various types of data

3.2.3. Working with charts (диаграмма)
Creation of charts on the basis of data entered into the table
Charts are a way to visualize statistical data on a worksheet quickly. Charts help other
users understand the interpreted data, quickly and accurately displaying trends and
comparisons.
To create a chart, use the tools in the Charts group on the Insert tab of the ribbon (fig.
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3.65).
If none of the offered charts suits, it is necessary to select the range of data, for which
the chart is supposed to be built, and use the button of the dialogue box in the lower right
corner of the Chart group (fig. 3.66). A chart will be built.
After inserting a chart, a context tool Chart Tools appears in the MS Excel window,
containing three tabs: Builder, Layout, and Format. MS Excel 2010 (2007) charting
tools are so simple and understandable that even a novice user can easily understand
them.

Fig. 3.65. Inserting a chart

Fig. 3.66. Dialogue window Insert chart opened by pressing the dialogue window button
If it is necessary to change the data range for the given chart, then while the chart is
highlighted, it is necessary to press the Select data button in the Data group on the Chart
tools > Design tab and specify another data range in the dialogue window (fig. 3.67).

Fig. 3.67. Selecting the data source for the chart

To mutually replace the data on the axes, it is necessary to use the Row/ column button
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either in the Select data source dialogue box or in the Data group on the Chart tools >
Design tab.
Editing and formatting charts
A created chart can be edited (see fig. 3.67). A chart consists of a set of separate
elements, such as the graphics (data series), the axis of coordinates, the header of the
diagram, the construction area, etc.
Clicking an item highlights it by markers, and pointing at it displays a screen tip. A
dialogue window for formatting an item can be opened via the Format tab (for the
selected item) or via the context menu (Format command). If it is necessary to make
significant changes, it is possible to use the Design tab:
• in the Chart Layouts group, it is possible to change the name of the diagram, axes
labels and location of the legend;
• in the Type group using the Change Chart Type button, it is possible to open the
Change Chart Type dialogue box similar to the Insert Chart box (see fig. 3.66).
To delete a chart, it is possible to delete the worksheet on which it is located (Home >
Cells > Delete > Delete worksheet), or to select a chart embedded in the worksheet and
press the <Delete> key.
3.2.4. Links. Built-in functions. Statistical and logical functions Cell references
The formula can contain references, i.e. addresses of cells which contents is used in
calculations. Thus, the result of the formula calculation depends on the number in the
other cell. The cell containing the formula is dependent. The value displayed in the cell
with the formula is recalculated when the value of the cell indicated by the reference
changes. The reference can be set in different ways:
• the address of the cell can be entered manually;
• click on the desired cell or select the range to be entered (cells are highlighted with a
dotted frame).
Minimization buttons connected to the corresponding fields in all dialogue boxes
require specifying cell numbers (fig. 3.68). These buttons minimize the window to a
minimum size, making it easier to select cells on the sheet.
To edit a formula, double-click the corresponding cell. The cells, on which the value of
the formula depends, are highlighted on the worksheet with coloured frames, and the
references themselves are displayed in the cell and in the formula bar with the same
colour.

Fig. 3.68. Location of minimization buttons

Absolute and relative references
By default, cell references in formulas are considered to be relative (for example, A4).
This means that when a formula is copied, the references are automatically changed
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according to the relative position of the source cell and the copy being created.
In case of absolute reference (for example, $A$4), the address of the link does not
change during copying so that the cell to which the link refers is considered to be not
tabular.
To change the reference method when editing a formula, select a link to a cell and
press <F4>. The address of the cell is preceded by a $ sign.
Functions
MS Excel functions are special, pre-created formulas that allow to easily and quickly
perform complex calculations. They can be compared to the special keys on the
calculators for calculating square roots, logarithms, etc.
MS Excel has several hundred built-in functions that perform a wide range of different
calculations. Some functions are equivalents of long mathematical formulas which can be
entered by the user, while some functions in the form of formulas are impossible to
implement.
The functions categories in MS Excel are as follows:
• financial category allows to calculate interest, decrease and increase in the amount
of capital;
• date and time category contains functions for working with dates and time;
• statistical category provides calculation of statistical parameters;
• mathematical category contains functions of scientific calculators;
• lookup and reference category contains functions of data table processing;
• text category helps to compare, convert and format text in cells;
• logical category performs calculations that can result in TRUE or FALSE (yes or no)
values;
• database category handles lists and external databases;
• check properties and values category check the contents of the cell.
Statistical MS Excel functions
The use of statistical functions makes it easier for the user to perform a statistical
analysis of the data. In order to be able to use all the statistical functions, the Analysis
Toolpak add-on must be downloaded: select File > > Options > Add-ons, select the
Excel Add-ons option from the Manage drop-down list at the bottom of the Excel
Options dialogue box and click the next Go button, select the Analysis Toolpak
checkbox in the Add-ons dialogue box and click OK.
The basis of statistical analysis is the study of aggregates and samples. A sample is a
subset of the aggregate. An example of a sample is a public opinion survey. By examining
samples by calculating deviations and tracking the relationship with the general aggregate,
it is possible to track how representative the sample is. A number of MS Excel statistical
functions are designed for probability analysis.
Logical functions
Logical expressions are used to record conditions in which numbers, functions,
formulas, text, or logical values are compared. Any logical expression must contain at
least one comparison operator that defines the relationship between the elements of the
logical expression. The following is a list of MS Excel comparison operators:
• = ( Equal to);
• > (Greater than);
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• < (Less than);

• >= (Greater than or equal to);
• <= (Less than or equal to);
• <> (Not equal to).
The result of the logical expression is a logical value TRUE (1) or logical value FALSE
(0).
3.2.5. Calculations in spreadsheets
The formula bar is located below the ribbon (see fig. 3.47) and shows the address of
the current cell and its contents. Values can be entered either in the formula bar or directly
in a cell. The formula bar is divided vertically into three sections. The address of the
active cell (or its name) is displayed in the left section. The right section shows the
contents of the cell. The middle section is empty, but three buttons appear when data is
typed into it. The left button corresponds to the cancellation of data entry, the middle
button corresponds to the end of data entry (the equivalent of <Enter>), and the right
button is needed to call the function wizard and insert the function.
The status bar at the bottom of the screen displays information about the selected
command or operation in progress. If no operation is performed, the message Ready
appears. The right side of the status bar shows the value
of the sum of numerical data in the active cell and the status of activation of the
numerical keypad.
The power of spreadsheets lies in the ability to work with formulas. A formula is an
expression that calculates a new value from existing values. The MS Excel formula is
based on a cell whose contents begin with a “=” sign, for example, =A1+A5.
Functions syntax
The functions consist of two parts: function name and one or more arguments. The
function name, e.g. SUMM, describes the operation that this function performs. The
arguments specify the values or cells used by the function. In the formula below, the
SUMM is the function name, and B1:B5 is the argument. This formula sums up the
values in cells B1, B2, B3, B4, B5.
=SUMM(B1:B5)
The equal sign at the beginning of the formula means that it is the formula that is
entered, not the text. If there is no equal sign, Excel will take the input as text.
The function argument is enclosed in parentheses. The opening parenthesis marks the
beginning of the argument and is placed right after the function name. If space or other
character is entered, an incorrect value #NAME? will be displayed between the name
and the opening parenthesis in the cell. Some functions do not have arguments. Even in
this case, the function must contain parentheses:
=C5*PI()
3.2.6. Filtering (selecting) data from the list Filtration of lists
The main difference between filtering and sorting is that filtering assumes temporal
concealing (rather than deletion) of any entries non-comp- liant with selection criteria,
while sorting assumes displaying the entire list, only shifting the positions of its entries
(fig. 3.69)
There are two types of filters available: ordinary filter (also referred to as auto-filter),
and advanced filter.
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To apply the AutoFilter, click the Sort and Filter button on the Ноше Ribbon tab in
the Edit group (fig. 3.70) and select the Filter command (of course, a range of cells
should be selected beforehand).
Arrow buttons appear in the list columns; filter parameters can be adjusted by clicking
these arrows (fig. 3.71).
Images of fields to which filtration is applied are complemented with the funnel icon.
Pointing on the funnel icon is followed up by displaying the filtration criteria (fig. 3.72).
Text filters and Numerical filters in the triangular button menu (see fig. 3.71) are
used to create more complex selection criteria. In the Custom AutoFilter window, it is
necessary to set up the final filtering criteria (fig. 3.73).
1. Click on arrow button of a filter and expand the filter menu.
2. In the menu, select the command Numerical Filters > Adjustable Filter or Text
Filters > Adjustable Filter.
3. In the Custom AutoFilter dialogue box, select a selection criterion (e.g., more) and
enter a value (e.g., 28).
4. Click OK.
When using the advanced filter selection criteria are specified on the worksheet. This
can be achieved as follows.

c
Fig. 3.69. Lists: a — initial; b — sorted by column В; с — filtered
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Fig. 3.70. Filter command in Sort and Filter tab menu

Fig. 3.71. Filter parameters adjustment

Fig. 3.72. Filtration criteria

Fig. 3.73. Custom AutoFilter dialogue box

1. Copy and insert in an unoccupied space the list head. Fill in the relevant field
(fields) with the required filtration criteria (fig. 3.74).

Fig. 3.74. Extended filter criteria

2. Select the main list.

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3. On the Data tab of the ribbon, in Sort and Filter group, click the Filter button.
4. Then, click the Advanced button in the same group.
5. In the Advanced Filter dialogue box that appears, specify the necessary ranges of
cells (fig. 3.75).

Fig. 3.75. An advanced Filter dialogue box

6. Data filtered according to the selected criteria will be shown in a new list (fig. 3.76).

Fig. 3.76. Extended filter application results

The advanced filter is useful when the selection result must be placed separately from
the main list.
3.2.7. Data sorting
Sorting or sequencing of lists significantly facilitates information search. After sorting,
entries are displayed in an order determined by values of columns (in the alphabetical
order, in price increase/decrease order, etc.).
Try creating a trial list. Select it. Click the Sort and Filter button in the Editing group
in the Home tab of the ribbon. Select Sort A to Z (fig. 3.77). The list will be sorted by the
first column, that is, by Full Name field.

Fig. 3.77. Sort A to Z command

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To sort a list by several fields, click Custom Sort to open the Sort dialogue box (fig.
3.78).

Fig. 3.78. Dialogue Box Sort

Complex sorting assumes data arrangement by several fields. Fields can be added by
clicking on Add level.
The list will be sorted according to the actual parameters of complex sorting fig. 3.79).

Fig. 3.79. A sorted list

To sort a column by an unconventional method, click Adjustable List in drop-down
list Sequence (see fig. 3.78).
Sorting levels can be toggled using the Up and Down buttons.
It is also possible to use the context menu. It can also be used to configure the list
sorting. Besides, there exist special sorting methods by highlighting any table element
(fig. 3.80).

Fig. 3.80. Context Menu sorting commands

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Practical homework
1. It is necessary to construct a diagram of the dependence of the change in the value of the erythrocyte sedimentation rate
during the course of the disease (bar graph)

days: 1 3 5 7 9
sick А. 37,2 38,4 38,9 37,7 36,8
sick Б. 36,9 37,3 37,8 38,5 39,3

Build pie chart

Disease Number per 100 thousand people
Tuberculosis 43
Cancer 374,5
Syphilis 239,6
Dysentery 72,2
Hepatitis 143,6
А graph build of dependence according to the data of the table
Years 1993 1994 1995 1996
Cancer 355,6 348,2 350,6 374,5
Gonorrhea 438,0 341,5 259,6 178,4
Syphilis 76,0 173,0 267,8 239,6
Tuberculosis 34,5 41,9 40,3 43,0

Let us consider two groups of patients with tachycardia, one of whom (control) received traditional treatment, the other (study)
received treatment according to a new method.
Determine the mean, standard deviation, correlation coefficient
Контроль Исследование
162 135
156 126
144 115
137 140
125 121
145 112
151 130
Calculate total, percentage and build a graph
Hospital performance indicators №8
Years 2016 2017 2018 Total
Plan 500 550 600 ?
Fact 480 540 610 ?
percent ? ? ? ?
Make presentations by topic
1. Basic concepts of medical statistics. Descriptive statistics.
2. Processing of biomedical information by means Microsoft Excel spreadsheets
3. Computer Analysis of Public Health Data
4. Planning complex social health research
5. Using Excel Spreadsheets for statistical calculations
6. Computer analysis of medical data