Excelling with Excel: Advanced Excel Functions for Collection Analysis

Excelling with Excel

Advanced

Excel Functions for

Collection Analysis

Charleston Conference 2013

Denise Pan

University of Colorado Denver [email protected]

Gabrielle Wiersma

University of Colorado Boulder [email protected]

University of Colorado Boulder | Denver

Journal Cancellation Project

November 6th, 2013

Charleston Conference | Excelling with Excel

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Goal: identify journal titles for cancellation from one publisher package

Objective: Cancel $7,000 or 8%

How:

based on cost per use

usage trends

impact factor and faculty input

Data sources:

ILS data including subscription costs (.txt)

COUNTER usage

reports (.xls)

Journal Citation

Reports (.txt)

Faculty feedback;

rank journals in order

of importance to

teaching/research


Importing Data

Text Import Wizard

Data Get External Data From Text

Delimited

Fixed width

File Origin

Import ILS sample data and SAVE

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Data From Text

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Delimiter: What

separates your

data into columns

File Origin:

How is your data

encoded?

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Text Import Wizard–Step 1 of 3

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Create a

Copy

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Formatting Data

Convert data to a table:

Insert Table (select data)

Format as Table

Freezes first row

Creates filters

Automatically fills in formulas

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Insert Table (Ctrl +T)

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Highlight and Remove Duplicates

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Table Tools Add Total Row

(Ctrl + Shift + T)

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Average, Count, Max, Min,

Sum, and More Functions

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Connecting Data with VLOOKUP

lookup_value is the unique identifier or key that is in both spreadsheets (ISSN, record #, title)

Table_Array tells Excel where to look for the data Col_Index_Number tells Excel which column to you

want to pull data from and display in your spreadsheet

Range lookup TRUE approximate match (this is useful for titles or other

fields that might have slight variation) FALSE exact match (this is useful if you only want an

exact match and works well if you are using a numerical match point like ISSN)

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Add Usage Statistics with

VLOOKUP

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Analyzing the Data

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Calculate cost

per use

Error messages:

#DIV/0!, #N/A,

#NAME?, #NULL!,

#NUM!, #REF!,

and #VALUE!


Calculate Cost Per Use

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IFERROR

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Conditional Formatting

Insert data bars to visually represent the

cost of each journal

Insert icon sets to represent variation in cost

per use

Highlight Top 5% to identify journals for

cancellation

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Pivot Tables

& PivotCharts

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PivotTables can answer questions such as

What is the total usage for all journals by year?

What is the use for each journal title by year?

Which journal titles were not used ?

Which journal titles were used the most?

Workshop Scenario:

Usage Trends Journal (JR1): Successful Full-Text Article Requests


PivotTables What is the total usage for all journals by year?… Summary by Year PivotTable

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Click on

to expand

list and see

journal titles

Shows how PivotTables: • Subtotal and summarize

data by categories and

subcategories.

• Expand and collapse levels

of data to focus your results

• Drill down to details from the

summary data.


Before building PivotTables… Create an All Data Worksheet

Multiple years of usage data in one worksheet

Suggestions for success

• Keep a copy of original source data in workbook

• Differentiate data by adding ‘Year’ column

• Don’t copy ‘Total for all journals’ row – inflates usage

• Name each column in row 1 (create header)

• Mind your column headings (carefully copy & paste)

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Try later at home Create Worksheet |All Usage 1. In the “4_At-Home”folder,

open the All_Data_try.xls

2. Create an “All Usage” worksheet

a) Copy header row & add year column to end

b) Copy & paste monthly usage for each title.

Note: do not copy “Total for all journals” row.

c) Add the year, repeat until completed

d) Add zero for N/A months (July-Dec 2013),

and shift values YTD Total, YTD HTML, YTD PDF

3. Compare your results to All_Data_FNL.xls

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Creating PivotTables

1. Select all

2. Insert PivotTable

3. Create new

worksheet

(Default)

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What is the total usage for all journals by year?… Summary by year

4. Rename worksheet as

“Summary by year”

5. Drag and drop fields to

• Report Filter: YTD Total

• Row Labels: Year & Title

• Values: Title, YTD Total,

YTD HTML, YTD PDF

6. Change Value Field

Settings to Sum for

for YTD Total, YTD HTML,

YTD PDF

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What is the use for each journal title by year?... Use by title PivotTable

1. Create a copy of “Summary

by year” worksheet

2. Change name to

“Use by title”

3. Move Year down and

Title up in Row Labels

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Which journal titles were not used ? Zero use titles PivotTable

1. Create a copy of

“Use by title”

worksheet

2. Change name to

“Zero use titles”

3. Change the

“YTD Total”

report filter

from (All) to 0

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Which journal titles were used the most?...Top 10 titles PivotTable

1. Create a copy of

“Zero use titles” worksheet

2. Change name to

“Top 10 titles”

3. Change the “YTD Total”

report filter to all

except 0 and (blank)

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1. Create a copy of


2. Change name to

“Top 10 titles”


report filter to all

except 0 and (blank)

4. Select Row Labels

“Value Filters”

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1. Create a copy of


2. Change name to

“Top 10 titles”


report filter to all except 0

4. Select Row Labels

“Value Filters”

5. Select Top 10…

6. Filter by Sum YTD Total

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PivotTable to PivotChart Summary by Year

1. Click the PivotTable to display the PivotTable Tools, and the Options tab.

2. Click PivotChart.

3. In the Insert Chart dialog box, click the Column chart type and click OK.

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Creating PivotChart Summary by year

1. Using the “All Usage”

worksheet

2. Select all

3. Insert PivotChart

4. Create new

worksheet (Default)

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Creating PivotChart Summary by year 5. Rename worksheet as

“Summary by year chart”

6. Drag and drop fields to

• Report Filter: YTD Total

• Row Labels: Year

• Values: YTD Total,

YTD HTML, YTD PDF

7. Change Value Field

Settings to Sum for

for YTD Total, YTD HTML,

YTD PDF

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Education

Excelling with Excel: Advanced Excel Functions for Collection Analysis