Microsoft Excel 2013 Advanced. Online Excel Training Course

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Microsoft Excel 2013 Advanced. Online Excel Training Course

Master Advanced Excel 2013 Features. Become A Expert And Learn To Use Excel Like A Pro With This Advanced Excel Training
     4.5 (901 ratings) • 37,583 students enrolled
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Lectures 128
Video 10 hours
Skill Level All Levels
Languages English
Includes Lifetime access
30 day money back guarantee!
Available on iOS and Android
Certiᔀcate of Completion
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About This Course

 Published 2/2013  English
Course Description
Learn the expert features and functions in Microsoft Excel 2013, alongside our expert author, to help you get you beyond the basics and
have advanced-level pro†ciency within the Excel 2013 suite
Whilst in this course we’ll cover the basics of Excel, including SUM, MIN, MAX and other conditional statements, we’ll quickly move onto
more advanced-level topics including:
IF statements
VLOOKUP and HLOOKUP
Sparklines
Pivot Tables and Charts
Macro Operations
The Ability to Master Excel
By the completion of this computer based advanced Excel training video for Microsoft Excel 2013, you will be comfortable with many of
the advanced features and functions that this powerful spreadsheet software from Microsoft has to o‐er.
With the ability to handle advanced tasks in Excel, you’ll be able to get more power out of your worksheets and be able to dramatically
shorten your task times and increase your e†ciency in the process.
Content and Overview
Suitable for beginners with Microsoft Excel (as we’ll cover the basics early on) but also for those who wish to cover the advanced topics in
Excel. Through the course of 128 lectures and 10+ hours of content, you’ll learn all of the basic and advanced items of Excel, which will
enable you to use Excel expertly within in a personal or commercial environment.
Complete with working †les and code samples, you’ll be able to follow along with the author throughout the lessons, and will receive a
veri†able certi†cate of completion upon †nishing the course.
What are the requirements?
Microsoft Excel 2013, Windows 8, 7, Vista or XP
What am I going to get from this course?
To take your basic Excel skills to the next level

To gain a solid understanding of the more powerful features and functions in Excel
To be able to use Microsoft Excel in a commercial environment
What is the target audience?
Users with a basic knowledge of Excel

Users who have completed our Beginners / Intermediate Excel title
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Curriculum
Section 1: Getting Started
 Lecture 1 Working Files - Download These First Article
 Lecture 2 0101 Will I Be Able To Keep Up? 03:57
 Lecture 3 0102 Using The Included Files 01:17
 Lecture 4 0103 New For 2013: Its All In The Cloud 04:03
 Lecture 5 0104 The Very Clever Flash Fill Preview (/new-lecture/227667/popup/) 04:13
Section 2: Using Mathematical Functions
 Lecture 6 0201 The Basic SUM, COUNT, MIN, And MAX Preview (/new-lecture/227668/popup/) 03:39
 Lecture 7 0202 AVERAGE, MODE, MEAN, And MEDIAN 04:04
 Lecture 8 0203 SUMIF For Selective Adding Up Preview (/new-lecture/227670/popup/) 06:30
 Lecture 9 0204 COUNTIF For Selective Counting 03:18
 Lecture 10 0205 AVERAGEIF For The Mean Of Selected Cells 03:29
 Lecture 11 0206 Multiple Criteria Within SUMIF, COUNTIF, And AVERAGEIF 07:06
 Lecture 12 0207 Area And Volume Calculations 04:09
Section 3: IF Functionality
 Lecture 13 0301 IF Syntax And Uses 07:55
 Lecture 14 0302 Nesting The IF Statement Preview (/new-lecture/227676/popup/) 07:26
 Lecture 15 0303 Use Of The AND Operator Within An IF 06:29
 Lecture 16 0304 Use Of The OR Operator Within An IF 04:03
 Lecture 17 0305 The NOT Operator Within AND And OR Statements Preview (/new-lecture/227679/popup/) 04:28
 Lecture 18 0306 Display Cell Formulas In Another Cell 04:11
Section 4: Performing Data Lookups
 Lecture 19 0401 VLOOKUP: Syntax And Usage Preview (/new-lecture/227682/popup/) 04:51
 Lecture 20 0402 VLOOKUP In Live Action 06:53
 Lecture 21 0403 HLOOKUP: Variation On A Theme 04:42
 Lecture 22 0404 Using A Near Match In The Lookup 03:44
 Lecture 23 0405 Dealing With Missing Data In A Lookup Preview (/new-lecture/227688/popup/) 04:55
 Lecture 24 0406 Managing The Lookup Table 05:03
 Lecture 25 0407 Lookups Nested Within Lookups 06:29
Section 5: Sparklines
 Lecture 26 0501 Creating A Sparkline 04:58
 Lecture 27 0502 Altering The Design Of Sparklines 04:26
 Lecture 28 0503 Dealing With Empty Cells 02:24
 Lecture 29 0504 Comparing Sparklines Within A Sparkline Group 04:18
 Lecture 30 0505 Removing Sparklines From A Worksheet 02:14
Section 6: Further Mathematical Functions
 Lecture 31 0601 Working With Time In Excel 10:20
 Lecture 32 0602 Calculations Using Time 03:58
 Lecture 33 0603 Useful Time And Date Functions 04:45
 Lecture 34 0604 Rounding Decimal Places 04:32
 Lecture 35 0605 MOD And INT Functions And Uses 04:42
 Lecture 36 0606 Generate And Use A Random Number 05:36
 Lecture 37 0607 Loan And Investment Calculations 05:58
 Lecture 38 0608 Loan Calculation Elements And Functions 04:04
Section 7: Outlining
 Lecture 39 0701 Create An Outline Automatically 03:47
 Lecture 40 0702 Adding An Outline Manually 03:22
 Lecture 41 0703 Editing And Removing Outlining 06:39
Section 8: Scenarios
 Lecture 42 0801 Setting Up A Set Of Scenarios 06:59
 Lecture 43 0802 Displaying And Editing The Di‐erent Scenarios 03:12
 Lecture 44 0803 How To Work Out Which Scenario You Are Displaying 04:06
 Lecture 45 0804 Merging And Deleting Scenarios 03:41
 Lecture 46 0805 Producing A Summary Of Scenarios 03:52
Section 9: Custom Views
 Lecture 47 0901 Custom Views Explained 03:03
 Lecture 48 0902 Use Of Outlining To Help Setup Custom Views 03:56
 Lecture 49 0903 Editing And Deleting Custom Views 04:25
 Lecture 50 0904 Add Quick Access To Custom Views 03:30
Section 10: Functions For Manipulating Text
 Lecture 51 1001 LEFT And RIGHT: Text Manipulation 04:28
 Lecture 52 1002 LEN And TRIM: String Extractions 06:34
 Lecture 53 1003 FIND And MID: Text Functions Working Together 06:53
 Lecture 54 1004 CONCATENATE: Building Strings From Multiple Cells 05:23
 Lecture 55 1005 Changing Case Functions 04:03
 Lecture 56 1006 REPLACE And SUBSTITUTE: Two More String Manipulation Functions 04:42
 Lecture 57 1007 Use Of CHAR Function For More Obscure Characters 06:12
 Lecture 58 1008 Formatting Numeric And Date Values Using TEXT 05:01
 Lecture 59 1009 Keeping The Values Created By String Manipulation 03:21
Section 11: Arrays
 Lecture 60 1101 Arrays And Creating A New Array Formula 05:27
 Lecture 61 1102 Array Formulas With IF Statements 04:57
 Lecture 62 1103 Conditional Evaluation With No IFs 07:21
 Lecture 63 1104 The Array-Only TRANSPOSE Function 06:16
Section 12: Useful Data Functions
 Lecture 64 1201 Using The MATCH Function 06:58
 Lecture 65 1202 How The INDEX Function Works 05:01
 Lecture 66 1203 Handling Out Of Range Index Requests 03:12
 Lecture 67 1204 The CHOOSE Lookup Function 03:34
 Lecture 68 1205 MATCH And INDEX Functions Working Together 05:04
Section 13: Some Other Useful Functions
 Lecture 69 1301 Introducing IS Functions 03:23
 Lecture 70 1302 Error Checking Using ISERR, ISERROR, And IFERROR 06:28
 Lecture 71 1303 OFFSET Function Syntax 03:55
 Lecture 72 1304 OFFSET Function: Creating A Dynamic Named Range 04:53
 Lecture 73 1305 INDIRECT Function To Build Dynamic Formulas 04:16
 Lecture 74 1306 Dealing With INDIRECT Errors 03:25
 Lecture 75 1307 The CELL Function And Determining File Or Sheet Names 07:39
Section 14: Auditing And Troubleshooting Formulas
 Lecture 76 1401 What Are Tracer Arrows 04:20
 Lecture 77 1402 Adding And Removing Tracer Arrows 02:58
 Lecture 78 1403 Auditing Tools: Error Checking And Tracing 06:26
 Lecture 79 1404 Step-By-Step Formula Processing 03:41
 Lecture 80 1405 Using The Watch Window In Troubleshooting 04:11
Section 15: PivotTables
 Lecture 81 1501 What Is A PivotTable? 04:13
 Lecture 82 1502 The New Recommended PivotTable Route 04:27
 Lecture 83 1503 Creating Your Own PivotTables 06:24
 Lecture 84 1504 Changing The Formatting And Formulas In PivotTable Summaries 04:21
 Lecture 85 1505 Creating Multiple PivotTables On The Same Dataset 05:03
Full Curriculum
Instructor Biography
(/user/in†niteskills/)
In†nite Skills (/user/in†niteskills/), High Quality Training
www.in†niteskills.com)
In†nite Skills is a Canadian based company who o‐er a huge and ever growing range of high quality eLearning solutions that teach using
studio quality narrated videos backed-up with practical hands-on examples and comprehensive working †les. All courses are created by
trained educators and experts in video based education.
Full biography
The emphasis is on teaching real life skills that are essential for progressing in today's commercial environment.
Reviews
Average Rating
4.5
    
Details
5 Stars 56%
4 Stars 36%
3 Stars 7%
2 Stars 1%
1 Star 1%
Gina 
posted 3 days ago
    
He's a great instructor
Drake Jaglowski 
posted 4 days ago
    
Awesome course that provides real world lessons!
Arun Dasari 
posted 4 days ago
    
So far so good, straight to the point with straight forward and simple examples.
Joanne Johnson 
posted 5 days ago
    
Very informative and easy to understand
Simon Nieto 
posted 6 days ago
    
clear and concise
Janet Vincent 
posted 8 days ago
    
Very easy to understand! Working †les are a great resource!
Ahmed Ayoub 
posted 9 days ago
    
So far so good.
Harry Spinks 
posted 9 days ago
    
Great training. Each session is very short which I like. He gets right to the point and provides the information needed to understand the
function or concept.
Michelle Bowe 
posted 9 days ago
    
Nice, thorough details and real-life usage examples.
Nalini Agarwal 
posted 10 days ago
    
easy and simple to learn from! really easy to understand!
1 - 10 of 222 Reviews  
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Baby Boom: An Excel Tutorial on

Baby Boom: An Excel Tutorial on

Analyzing Large Data Sets
Ever wanted to use Excel to examine big data sets? This tutorial will show you how to analyze over 300,000
items at one time. And what better topic than baby names? Want to see how popular your name was in
1910? You can do that. Want to †nd the perfect name for your baby? Here’s your chance to do it with data.
There are professional data analysts out there who tackle “big data” with complex software, but it’s possible
to do a surprising amount of analysis with Microsoft Excel. In this case, we’re using baby names from
California based on the United States Social Security Baby Names Database. In this tutorial, you’ll not
only learn how to manipulate big data in Excel, you’ll learn some critical thinking skills to uncover
some of the ⠽aws within databases. As you’ll see, the Social Security database, which goes back to 1880,
has some weird and wonderful anomalies that we’ll discuss.
This tutorial is for people familiar with Excel: those who know how to write, copy and paste formulas and
make charts. If you rarely venture away from a handful of menu items, you’ll learn how to use built-in Excel
features such as †lters and pivot tables and the extremely handy VLOOKUP formula. This tutorial focuses
on what’s called “exploratory analysis”, and will clarify the steps to take when you †rst confront a huge
chunk of data, and you don’t know in advance what to expect from it. We’ll also show you how to use these
tools to †nd the 倀aws in your data set, so you can make appropriate inferences. If you want to improve
your Excel chops with some big data exploration, you’re in the right place.
Note: This tutorial uses Excel 2013. If you’re using a di‐erent version, you may notice some slight
di‐erences as you go through the steps.
LET’S GET STARTED.
Download the data and import it into Excel 
Use Filters 
Sanity Checks 
Summarize with Pivot Tables 
Add a PivotChart 
Another Sanity Check 
Explore your data and uncover insights 
Determine important ratios 
Graph individual data points and trends 
Visualize your data 
Download the data and import it into

https://www.udemy.com/advancedmicrosoftexcel2013onlineexcelcourse/ Excel 9/20
Download the data and import it into Excel

Download the state-speci†c data from http://www.ssa.gov/oact/babynames/limits.html
(http://www.ssa.gov/oact/babynames/limits.html). You’ll †nd a †le named namesbystate.zip in your
download folder. Extract the California †le: CA.TXT. (In Windows, you can just drag the †le out of the
archive.)
Launch Microsoft Excel, and open CA.TXT. If you don’t see the †le in your dialogue box, you may have to
choose Show All Files in the dropdown box next to the †le name box.
In the Text Import dialogue box, choose Delimited, then Next, then Comma, then Finish. This tells Excel to
treat commas as column separators. Save your †le as an Excel Workbook †le called CA Baby Names.xlsx.
Your workbook should look similar to this:
Note: the number of rows in various parts of this tutorial are based on the Social Security Baby Names †le
going until the end of 2013. Depending on when you are doing this tutorial, the †les may have been
updated with data from later years, so the number of rows may be larger. Keep this in mind if the last row
speci†ed in this tutorial is slightly less than what you see on the screen.
Select the †rst column, A, and delete it; all of your data in this †le is from California, you don’t need to
waste computer resources on that information. Insert a new row above Row 1, and type column headers:
Sex, Year, Name and Births. Your workbook should now look like this:
Sanity Checks
When doing data analysis, it’s essential to take a step back every now and then and ask, “do these results
make sense?” This is especially important when you are changing the values of cells in an Excel
Spreadsheet; if you make a mistake and change your data, it can be di†cult to track down the error later.
But sanity checks can also be used to check the state of the data as it came to you. Use the †lter to select
only the name ‘Jennifer’, and have a look at the results. The following things should stand out:
1. On your way down the list, there were quite a few names that were almost, but not quite, spelled
‘Jennifer’, like ‘Jenn†er’ and ‘Jenni‐er’. Some of these are alternate spellings given by parents who
want an unusual name, but it’s possible some are typing errors by the clerks who recorded the data.
There’s no way to determine which are errors and which are intentional, but you should bear these
possibilities in mind. Datasets are rarely perfect, and this is especially true the larger they get.
2. There are quite a few boys named ‘Jennifer’ in this data. Again, it’s possible some adventurous
parents gave boys a traditionally female name, but if you look through names of medium popularity
or better, you’ll †nd a small percentage is always of the other sex. This odd consistency makes it
probable that a good proportion of these are also due to errors in the dataset. If you wanted to just
consider the girls named ‘Jennifer’, you could †lter the Sex column.
Summarize with Pivot Tables

The Pivot Tables feature is a powerful tool that allows you to manipulate and explore the data. Here, we’ll
use it to †nd out how many names and births are in the database for each year. First, select columns A
through D, so they are highlighted. Then click the Insert Tab’s leftmost button, PivotTable. In the dialogue
box that appears, make sure the Table/Range radio button is selected and the accompanying text box
reads CA!$A:$D (if you selected columns A through D correctly earlier, this should be the default. If not,
type it in exactly as written. The CA is the name of your data worksheet, taken from the CA.TXT †lename
you started with).
In the bottom of the dialogue box, make sure the New Worksheet radio button is highlighted, then click
OK. A new worksheet appears, named Sheet1 – right click on the Sheet Tab and rename it something like
‘Pivot’, since it’s a good habit to always have descriptive sheet names instead of uninformative default ones.
Your screen should look like this:
If you’ve never used an Excel pivot table before, it takes some getting used to, but it’s not too complicated,
and it’s well worth the e‐ort. Once you’ve followed the instructions here, we recommend playing around
with pivot tables to get to know them better.
In the menu on the right, click the checkbox next to the Year †eld. Year now automatically appears in the
ROWS box on the bottom left of that menu, which is exactly what you want. Now click the Births checkbox,
and drag the Births that appears in ROWS to the right into VALUES.
Your screen will now look like this:
A few things should be noted here: the title of the rightmost column, Count of Births, is a little unclear. In
data analysis, ‘count’ always means the number of rows in a category, regardless of the value in the cells in
that row. So what you are seeing here is: for each year in the database, the number of unique male names
plus the number of unique female names. You can see that as time progresses from 1910 to 1927, there
are more names per year. Does this mean parents are picking more diverse names for their children?
Maybe – that’s what you want to †nd out with further analysis.
Clarity and explicitness are important. Whenever you create a computer document, you should do so with
the philosophy that if you open it again six months from now, you will immediately understand what you’re
looking at. With that in mind, click on the cell where it says Count of Births and change it to Unique Names.
Bear in mind, when you’re working with pivot tables, the menu on the right will disappear anytime you
don’t have a cell of the pivot table to the left selected. If that happens, just select a cell in the table, and
you’re good to go.
Add a PivotChart
When it comes to quickly understanding data, nothing beats a chart. (Most people call charts “graphs”, but
technically a graph is a complicated network visualization that looks nothing like what you’d expect, so
Excel properly calls them charts.) Our visual senses are powerful, and are able to immediately understand
patterns and trends when they are abstracted into the form of bars and lines.
Make sure your pivot table is selected, then in the Insert Tab, click PivotChart. In the next dialogue box,
the default is a bar chart; this will work, but it will be easier on the eyes if you select a line chart, then click
OK. You may †nd it easier if you resize the chart so that the bottom x-axis shows intervals of †ve and ten
years, since we tend to think of years in terms of decades. Your screen should look like this:
Again, we’re seeing an increase in the number of unique male names and unique female names per year.
But what if you want to know the number of births themselves? With Excel’s pivot table, that’s easy to do.
You could modify your single column, but it is usually more informative to add a new column so you can
compare, contrast and calculate.
In the right-hand menu, under Choose †elds to add to report, drag the bold checkboxed Births down to the
VALUES box in the lower right. You now have two columns, Unique Names and Count of Births (Excel has
given this column the same default name it did before). Click the downward-facing black triangle to the
right of Count of Births in the VALUES box, and select Value Field Settings from the context menu (the
menu that pops up when you right-click). In the resulting dialogue box, change the highlighted Count to
Sum.
Your new column’s header name is wrong, so click in its cell and type Number of Births (just “Births” would
have been †ne, but Excel won’t let you give a pivot chart column the same name as one of the columns it’s
based on). A new line has been added to your pivot chart, but because the number of births is so much
greater than the number of names, it’s compressed down to near the x-axis. The solution for this is to put it
on a secondary y-axis. Click on the compressed series so it’s selected. Right-click and choose Format Data
Series from the context menu. Then, choose the Secondary Axis radio button, and click the X in the top
right of the Format Data Series panel to dismiss it. Now you should see this:
If you see something di‐erent, don’t panic. Go back and follow the steps closely, using this screen as a
guide to what you should see.
Let’s study the shapes of the Unique Names line (in blue in the †gure above) and the Number of Births line
(in orange above). They both have a generally increasing direction, as you would expect, and often move in
tandem (especially from 1910 to 1935 and 1975 to 2000). The number of births increases rapidly during the
Baby Boom starting around 1940, peaks around 1960, and peaks again around 1990 and 2005.
Another Sanity Check

Whenever possible, it’s a good idea to get a second opinion about data: you weren’t involved in its
collection or curation, so you can’t vouch for its accuracy. Just because a government department publishes
a dataset, doesn’t mean you should trust everything in it 100%. (Please believe me, I speak from
experience!)
In this case, it’s easy to double-check. Googling the terms ‘California birth rate’ leads us to the California
Department of Public Health, and documents such as this one --
http://www.cdph.ca.gov/data/statistics/Documents/VSC-2005-0201.pdf
(http://www.cdph.ca.gov/data/statistics/Documents/VSC-2005-0201.pdf) -- which show the same trends
(after 1960, anyway, where the CDPH data starts) as in the Baby Names data. However, it appears that the
overall number of births is greater in the CDPH records than in the dataset we’re working on. For example,
in 1990, the Baby Names data shows about 550,000 births, while the CDPH shows 611,666.
That’s why it’s a good idea to know your dataset, and read up about how it was collected and what it
contains (or what it leaves out). The background information given by the Social Security Administration
about this dataset at http://www.ssa.gov/oact/babynames/background.html
(http://www.ssa.gov/oact/babynames/background.html) and
http://www.ssa.gov/oact/babynames/limits.html (http://www.ssa.gov/oact/babynames/limits.html) points
out that any names with fewer than †ve births is left out, to protect the privacy of the names’ holders. So
it’s plausible that the 60,000 missing births split among people who shared their name with fewer than †ve
other people.
Explore your data and uncover insights

The pivot table and chart we’ve created are based on all of the data. However, there’s a natural and obvious
division within the topic of baby names: male and female names. For one thing, more boys are born than
girls (about 4% to 8% more, due to biological and environmental factors). Also, there are di‐erent social
pressures on parents when naming boys and girls; we’ll see evidence of this soon.
Luckily, with pivot tables, it’s easy to separate out the sexes. Just drag the Sex †eld name next to the
checkbox in the upper right down to the COLUMNS box. Click the †lter icon at the right of the new cell
named Column Labels at the top of the pivot chart. Make sure F and M are selected, but (blank) is not –
there are no blank values for Sex in this dataset, which you could easily verify by looking at the column
totals with (blank) selected.
Where you had two columns before, now you have six: Unique Names and Number of Births for females,
males and both together. Here is what you should see:
(Note: I clicked in a non-pivot table cell and moved the chart over so everything †ts on one screen.)
Unfortunately, your pivot chart has lost its secondary axis. You could go back and reassign both Number of
Birth lines to the secondary axis, but here is where it’s a good idea to stop using pivot tables and copy
everything into a regular Excel spreadsheet. Why? Pivot tables are powerful, but they’re not 倀exible. You
can add calculated columns, but it’s needlessly complicated. Pivot charts are even more limited: they will
always show all the data in a pivot table. For example, if you wanted to limit the chart to only female
names, or only totals, we’d have to change the pivot table itself.
So highlight columns A through G and copy them. Then, create a new worksheet, and right-click in cell A1,
and select Paste as Values (or just press the ‘V’ key). Resize the columns so all the text †ts, and rename the
sheet Diversity (since that’s what we’ll be looking at). ‘Diversity’, by the way, is simply the average number of
names per birth. Its maximum possible value is 1, which would only happen if every baby born had a
di‐erent name.
You should see this:
We’re not interested in the totals anymore, so go ahead and delete columns F and G (this will give us more
screen real estate). Replace them with Diversity in F4, F in F5 and M in G5, and in cell F6 type the formula
=B6/D6. Copy this cell, then select cells F6:G109 and paste. At the bottom of your spreadsheet, in Row 110,
there are totals. You should delete these, because they’re potentially confusing, and it doesn’t make sense
to add together this kind of data for all years.
Now you’re ready to add a chart. Select cells A5:A109, press Ctrl/Cmd, and select cells F5:G109 (the female
and male diversity ratios, plus the column headers, F and M). Then in the Insert Tab select the scatter chart
with straight lines, as shown here:
You should always label the axes of charts, so with the chart selected, use the DESIGN tab and add these
features. (In Excel 2013, click on the Add Chart Element button at the left; the procedure is slightly di‐erent
for other version of Excel). Name the x-axis Years and the y-axis Names per birth and, while you’re at it,
change the chart title to Diversity.
Ignore the †rst half of the graph for now: let’s look at 1960 to present. As one would expect from anecdotal
experience, there is more diversity in names now than there was †fty years ago. In addition, female names
are more diverse than male names. Perhaps parents want their girls to stand out more? It’s interesting that
the changes in diversity tracks pretty closely between the sexes. This suggests that the di‐erence is due to
something intrinsic to the di‐erence between girls’ and boys’ names, not momentary trends. Perhaps the
explanation is simple: there is more diversity in girls’ names because there are more spelling variations in
girls’ names, like ‘Ann’ and ‘Anne’ and ‘Anna’.
The train of thought outlined above illustrates the kind of mindset needed in exploratory data
analysis. Insights come from looking beneath the surface and the obvious interpretation, by
questioning everything (including the data itself!), and by considering all possibilities.
With that in mind, take a look at the graph from 1910 to 1960. The maximum amount of name diversity
happens in the †rst years of the data. Does this seem plausible to you? Were parents giving their kids wild
and unique names during World War I at twice the rate as today?
If there’s something that doesn’t make intuitive sense in the data, it’s time for a sanity check. A good
strategy is to check something else that, if the data is accurate, should be true. Human sex ratio at birth
was mentioned above: it should always be between 103 and 108 boys born per 100 girls born. That seems
like a good place to start.
Determine Important Ratios

You can just add more columns to the Diversity spreadsheet. Move the chart out of the way to make room.
Call the new group of columns Sex Ratio, and write three column labels in cells H5:J5 -- Actual, Minimum
and Maximum. Type the formula =100*E6/D6 into cell H6, and the numbers 103 and 108 in cells I6 and J6,
respectively. Copy the contents of H6:J6 and paste into cells H7:J109.
Now to make the chart. Select cells A5:A109 (which contain the years), hold down Ctrl/Cmd and select your
new data in H5:J109. In the Insert tab, insert a scatter chart with lines as you did above. Add a title and axis
labels. You should reformat the y-axis, so that you can visualize the data more clearly. (Usually you want
the y-axis to go all the way to zero, but in this case the y-axis can’t possibly go down to zero (if there were
no boys born, the human race would die out, right?) Select the numbers on the y axis, right-click and
choose Format Axis from the context menu, in the resulting dialogue box type 50 in Minimum and 120 in
Maximum and click OK.
Here is what you should see:
As you can clearly see, this data does not display the accepted sex ratios for humans. In fact, in the †rst few
years it’s way, way o‐. In the 1910s, there are only half as many boys as girls being born.
The reason for this is quite simple, and unfortunate. If you look at the landing page for this dataset at
http://www.ssa.gov/oact/babynames/ (http://www.ssa.gov/oact/babynames/), you can see the U.S. Social
Security Administration calls it a baby names dataset, and even has graphics of babies, but the fact is, many
of these names are not of babies: they’re names of adults, and not even a representative sample of adult
Americans.
If you look at the Wikipedia entry for History of Social Security in the United States at
https://en.wikipedia.org/wiki/History_of_Social_Security_in_the_United_States
(https://en.wikipedia.org/wiki/History_of_Social_Security_in_the_United_States), you’ll see that Social
Security only started in 1937. Yet your data goes back to 1910, and for some other states it goes back as far
as 1880. How can that be? Well, those with a 1910 birth year were at least 27 years old when they applied
for Social Security. They applied, at the earliest, in 1937, and gave their birth year. This means people who
died before the age of 27 are automatically excluded from the data (and infant and childhood mortality was
far higher in the 1910s than it is today.) Also, Social Security was not a universal program then as it is today.
Only those on a list of accepted occupations could join, which in practice, meant middle-class white people,
so there is a social and ethnic bias to the dataset before the rules were relaxed in the 1950s.
Why are there more women than men in the early years? Because women live longer than men. They had
less chance of dying before they could apply for Social Security, and outlived their husbands which meant
they needed to apply in their own name in order to receive their husbands’ bene†ts.
It’s worth pointing out that it was unusual for Americans to give babies a Social Security number at all
before 1986. That’s the year the IRS started requiring them to claim a child as a tax deduction. Before that
time, it was usual for people to apply for a Social Security number when they †led their own †rst tax return,
usually in their late teens.
Finally, why is the sex ratio in the dataset above normal values starting around 1970? This one is easier to
†gure out, because it’s something you saw in the Diversity graph. There are more girls’ names than boys’
names, and the dataset leaves out names belonging to fewer than †ve people for privacy reasons. That
means that more girls’ names than boys’ names are excluded from the dataset, so the ratio of boys to girls
is a little higher.
Does this mean this dataset is useless? Absolutely not. All datasets have strengths and weaknesses. The
important thing is knowing what they are, so you don’t draw unwarranted conclusions. (For example, you
would probably hesitate to declare the top boys’ names of 1910, but you’d have a lot more con†dence in
2000.) With that in mind, let’s do some more common analyses of the data, and at the end, you’ll be able to
see what it means for a ‘baby names’ dataset to actually contain adults names.
Graph individual data points and trends

When you have data that is naturally divided into subcategories (in this case, years), it’s a good idea to
calculate some statistics just in terms of that subset. For example, if you wanted to calculate the #1 names
overall, it would be di†cult to do that for the entire dataset, because there are more births in the 2000s
than in the 1910s, so in practice the result would be the “#1 name overall, but mostly nowadays.”
It makes a lot more sense to compare, for each row, the percentages of births of that name and sex that
year to all births of that sex that year, and rank them. (For example, this will allow you to determine the
popularity of the name ‘Evelyn’ relative to ‘Margaret’—and every other name.) Here’s how you do it.
Go back to your CA worksheet. The data, as downloaded, should already be sorted the way you need it, but
you should never take such things for granted. Select columns A:D, in the Home tab click the Sort & Filter
button on the right, choose Custom Sort and use the Insert button to have three rows of criteria. Make
these criteria Sex A-Z, Year Smallest to Largest and Births Largest to Smallest as shown in the following
†gure, then click OK:
Now you can add your new columns. Type new headers in E1 and F1: % of Births (same sex & year) and
Rank (same sex & year), respectively. These column names might strike you as a little long, but it’s best to
err on the side of clarity. If someone else has to look at and interpret your work, or even if you have to
return to it weeks or months later, it’s best that everything can be understood as easily as possible.
For your % of Births column, the concept is easy: divide the number of births in that row, e.g. 295 for Mary
in 1910, by the total number of births of that sex and year, e.g. female births in 1910. Where can you †nd
that information? In the pivot table you made at the beginning of the tutorial. YES!
Take a look at that pivot table. The information you need to access is in Columns D to E is. Luckily Excel has
a few di‐erent functions you can use to look up data in other worksheets; the easiest is the VLOOKUP
function.
Go back to the CA worksheet and type the following into cell E2:
=D2/VLOOKUP(B2,Pivot!$A$6:$E$109,IF(A2="F",4,5),FALSE)
If you’re not familiar with the VLOOKUP function, here’s a breakdown of all of the arguments:
D2: that’s the number of births for Mary in 1910, which you’ll divide by all female 1910 births.
B2: that’s the year you want to look up, in this case 1910.
Pivot!$A$6:$E$109 tells the function to look in the range of the Pivot spreadsheet with the years in
the leftmost column and the total births, female and male, in the two rightmost columns. This is what
will be matched with the value in B2. The dollar signs are important. They tell Excel not to move the
lookup range down as you copy the formula down.
IF(A2=”F”,4,5) tells the function what column to look in for the results. If your row is a female name,
it will look in Column 4, otherwise Column 5.
FALSE tells the function to return an error if it can’t †nd the year in the Pivot worksheet. This
shouldn’t happen, but it’s good to be explicit here, so that if something goes wrong, you’ll know about
it!
You should see the value 0.049579…. Copy this cell and paste it into every cell of Column E below it. It
might take your computer a second or two (or three or four…), depending on how powerful it is, to
calculate all of these values (there are over 300,000 of them, after all). To avoid having to wait for
recalculations in the future, select all of Column E, copy it, and Paste as Values. This is safe to do because
you can be con†dent the underlying values being calculated will not change in the future.
One of the good features in Excel is that it can display percentages without changing the underlying value.
In other words, you don’t need to multiply your results by 100, and then divide by 100, if you want to use
them in a calculation. Select Column E and use the Number Group on the Home tab to change the
formatting to percentage with three decimal places.
Now is a good time for a sanity check. In any blank cell, type the following: =SUMIFS(E:E,A:A,"F",B:B,1910).
This tells the function to add together the values in Column E only for those rows where Column A
contains F and Column B contains 1910. The result should be 1, i.e. 100%. If you replace F with M and/or
1910 with any year in the dataset, the value should always be 1. Now that the integrity of your data has
been veri†ed, you can delete that cell.
Now you can add the values in the ranks column. There are ways to use Excel functions to calculate ranks
of subsets, but they’re complicated and slow. Since you’ll be pasting as values later anyway, why not do it
the quick and easy way? All that is required for this method is that the data be properly sorted, and you did
that earlier.
In cell F2, type the following: =IF(B2<>B1,1,F1+1). This tells Excel to start counting ranks when there is a
change from row to row in the Year Column B. (If there is a change in the Sex Column A, there will also be
a change in the Year column because of the way you sorted the worksheet earlier.) Excel will give the most
common name a rank of 1 because earlier you sorted the worksheet so that births are in descending order.
Wherever there isn’t a change in the Year column, Excel increments the rank, i.e. 1, 2, 3, 4, …
Copy F2 to the whole range of Column F, then copy the whole column and Paste as Values. Finally, your
worksheet should look like this:
Visualize your data

Now that you have these calculated columns, you can use †lters as you did above to †nd the top names in
each year. Select Columns A:F, and in the HOME tab, under Sort & Filter, choose Filter.
Now click the †lter icon in cell F1 and select only the names of rank one (i.e. the #1 names of each sex of
each year). You can see that Mary dominates until the 1930s. Then Mary, Barbara and Linda alternate until
Linda wins out for 10 years. Lisa, Jennifer, Jessica and Emily have solid runs later on, then Isabella and
Sophia are the top name for three years each. Among the boys, John, Robert, David, Michael and Daniel
give way to Jacob for the last few years.
If you look at the percentage column, you can see that the #1 name takes up a smaller and smaller part of
all the names as the years go by. This is further evidence of the increasing diversity of names over time,
and unlike the diversity measure you calculated before, nothing unexpected happens in the early part of
the dataset.
Now you can use the †lter tool to visualize individual names. The †rst thing to do is sort the names; this
extra step will make it possible to make charts of the results. Be warned, with over 300,000 rows, this could
take a few minutes depending on the power of your computer, but it only has to be done once. Click on the
†lter icon in the Names column header, and choose Sort A to Z.
Once the sort is completed, use the †lters to choose ‘F’ for sex and ‘Heather’ for name, then use the
Ctrl/Cmd key to select the year and percent values in Columns B and E, respectively. Insert a chart, and
you should see the following:
If you explore these names, you’ll see this sort of pattern more often with girls’ names than boys’ names: a
quick rise from obscurity to popularity, then as the name becomes too trendy, a descent to obscurity again.
The closest parallel you can see with boys’ names is a more general pattern, those of names ending in ‘n’.
Look up names like Mason, Ethan and Jayden, you’ll see them all rise from obscurity to prominence in the
2000s, and many of them are just starting to dip again as of 2013.
Remember what was written above about much of this dataset being adult names instead of baby names,
because babies only routinely had Social Security numbers starting in 1986? You can see this in the data
too. For example, a baby would be much more likely to have the name “Peter” on his o†cial documents
than the nickname “Pete”. But if, when a young man or older †lled out a tax return or applied for Social
Security, he would be more likely to use the name he went by in day-to-day life, which might be a nickname
he’d been called since he was a boy. You can †lter the sex for M and the names for ‘Pete’ and ‘Peter’, and
either make two charts or put the series on the same chart. Putting two series from the same column on
one chart involves using the Select Data chart context menu item, which is beyond the scope of this
tutorial, but it’s not that di†cult. Have a look at the result:
In the beginning of the dataset, ‘Pete’ is about half as popular as ‘Peter’. Starting at almost exactly 1937
when Social Security numbers were introduced, ‘Pete’ starts a decline in popularity while ‘Peter’ stays
relatively constant – this indicates that people are starting to put their birth names on Social Security
applications. The decline of ‘Pete’ bottoms out at almost exactly 1986, when it became commonplace for
babies to have Social Security numbers.
Hopefully, you found this tutorial enjoyable and interesting. The important lessons to take away from this
are that you can manipulate large datasets in Microsoft Excel, and datasets often aren’t exactly what they
seem!
About the author: David Taylor is a scientist who does freelance data analysis for paying customers so
that he can a‐ord to do fun data analysis for free on his blog, proo‐reader.com (http://proo‐reader.com).
(Yes, "proo‐reader" is misspelled; that's the joke!)
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 Lecture 1 Working Files - Download These First Article

 Lecture 2 0101 Will I Be Able To Keep Up? 03:57

 Lecture 3 0102 Using The Included Files 01:17

Section 2: Using Mathematical Functions

 Lecture 7 0202 AVERAGE, MODE, MEAN, And MEDIAN 04:04

 Lecture 8 0203 SUMIF For Selective Adding Up Preview (/new-lecture/227670/popup/) 06:30

 Lecture 9 0204 COUNTIF For Selective Counting 03:18

 Lecture 10 0205 AVERAGEIF For The Mean Of Selected Cells 03:29

 Lecture 12 0207 Area And Volume Calculations 04:09

 Lecture 13 0301 IF Syntax And Uses 07:55

 Lecture 14 0302 Nesting The IF Statement Preview (/new-lecture/227676/popup/) 07:26

 Lecture 15 0303 Use Of The AND Operator Within An IF 06:29

 Lecture 16 0304 Use Of The OR Operator Within An IF 04:03

 Lecture 18 0306 Display Cell Formulas In Another Cell 04:11

Section 4: Performing Data Lookups

 Lecture 19 0401 VLOOKUP: Syntax And Usage Preview (/new-lecture/227682/popup/) 04:51

 Lecture 20 0402 VLOOKUP In Live Action 06:53

 Lecture 21 0403 HLOOKUP: Variation On A Theme 04:42

 Lecture 22 0404 Using A Near Match In The Lookup 03:44

 Lecture 24 0406 Managing The Lookup Table 05:03

 Lecture 25 0407 Lookups Nested Within Lookups 06:29

 Lecture 27 0502 Altering The Design Of Sparklines 04:26

 Lecture 28 0503 Dealing With Empty Cells 02:24

 Lecture 29 0504 Comparing Sparklines Within A Sparkline Group 04:18

 Lecture 30 0505 Removing Sparklines From A Worksheet 02:14

Section 6: Further Mathematical Functions

 Lecture 31 0601 Working With Time In Excel 10:20

 Lecture 32 0602 Calculations Using Time 03:58

 Lecture 33 0603 Useful Time And Date Functions 04:45

 Lecture 34 0604 Rounding Decimal Places 04:32

 Lecture 35 0605 MOD And INT Functions And Uses 04:42

 Lecture 36 0606 Generate And Use A Random Number 05:36

 Lecture 37 0607 Loan And Investment Calculations 05:58

 Lecture 38 0608 Loan Calculation Elements And Functions 04:04

 Lecture 39 0701 Create An Outline Automatically 03:47

 Lecture 40 0702 Adding An Outline Manually 03:22

 Lecture 41 0703 Editing And Removing Outlining 06:39

 Lecture 42 0801 Setting Up A Set Of Scenarios 06:59

 Lecture 43 0802 Displaying And Editing The Di‐erent Scenarios 03:12

 Lecture 45 0804 Merging And Deleting Scenarios 03:41

 Lecture 46 0805 Producing A Summary Of Scenarios 03:52

Section 9: Custom Views

 Lecture 47 0901 Custom Views Explained 03:03