Module 2 - Organization of Data, Database Management Techniques Using MS Excel

Organization of Data
and Database
Management
Techniques
Juan Dela B. Cruz

Resource Person
PSRTI
Outline
1. Introduction to MS Excel for data and database management
Organization of Data and Database Management
2. Data preparation:
a. Data entry
b. Data Validation
Techniques
c. Formatting techniques
d. Functions (min, max, total, average, count and count if)
e. Filters
f. Sorting
g. Conditional formats
h. Frequency Distribution Tables
i. Pivot Tables
j. Updating (based on validation and new time periods)
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Outline
3. Database management:
a. Consolidating worksheets
b. Protecting worksheets
Techniques
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Introduction to MS Excel for data

Techniques
and database management
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Illustration : Microsoft Excel®
Techniques
Keep
Record Spreadsheet
Manage
Transactions Programs
Analyze
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Techniques
Working with the User Interface
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Launching MS Excel®
▪ If Excel shortcut is on the desktop, click the blank workbook
to open it
Techniques
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Component of the MS Excel® Workbook
Column Labels
(16,384)
Workbook
Name
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Cell Pointer
Row
Labels
(1,048,576)
Worksheet Tab
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Techniques
Navigating through the Ribbon
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Techniques
Ribbon Tabs
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Buttons
Command
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Tooltips
are small windows that
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pop up when you select

or highlight certain cells.
Note: Point to a command to

display the command’s
function
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Related
command
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buttons are
grouped
together
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Other Parts of MS Excel® Workbook
Quick Access Toolbar

customizable toolbar that

contains a set of commands that
are independent of the tab on
the ribbon that is currently
displayed
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Name Box
displays the address of the
"active cell" on the worksheet
Formula Bar
labeled as (fx) that can be used
to enter a text, new formula, or
copy an existing one.
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Techniques
Data Preparation
Data Entry
Entering and Editing Data
▪ Ways to enter data ▪ Entering repetitive data

▪ Some tips in entering data ▪ Entering ordered data
Techniques
▪ Some commonly used ▪ Text-to-columns and

keyboard shortcuts transposing data
▪ Freezing panes ▪ Referencing
▪ Converting into Data Table
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(1) Ways to enter data
▪ Directly typing the information into the cell of the worksheet
▪ Selecting the cell and typing into the formula bar

Techniques
▪ Using a form
▪ Other things to take note of when entering data
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Steps in Creating a Data Entry Form
1. Click on the File tab

2. Click Options
3. Click Quick Access Toolbar
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4. From the Choose Commands in dropdown menu,

select Commands Not in the Ribbon
5. Look for Forms, then Add
The Data Form button should now appear in the Quick

Access Toolbar
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Step 1: Click on the File button
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Step 2: Click Options
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Step 3:
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Click Quick
Access Toolbar
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Step 4:
From the Choose
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Commands in
dropdown menu,
select Commands
Not in the Ribbon
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Step 5:
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Look for Forms,

then click Add
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The Form button

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should now appear in

the Quick Access
Toolbar
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Do These :
• Enter the following via direct typing (one per column): id,
lname, fname, mi
• Enter values via form:
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• id: 1
• lname: Reyes
• fname: Roldan
• mi: S
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Do These :
• Continue with the following records:
id: 2 id: 4
lname: De Leon lname: Salazar
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fname: Gerardo fname: Miguel

mi: A mi: G
id: 3 id: 5
lname: Garcia lname: Cruz
fname: Mia fname: Emiliana
Beatris mi: E
mi: M
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Output:
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Other things to take note of when
entering data:
Data Dictionary
• Collection of names, definitions, and attributes about data elements
that are being used or captured in a database, information system,
or part of a research project
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Metadata
• “Data that provides information about other data”. In other words, it
is "data about data". Many distinct types of metadata exist, including
descriptive metadata, structural metadata, administrative metadata,
reference metadata and statistical metadata
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entering data:
Variable names and definitions

• Instead of encoding the entire question onto each column (row) of
the database that you are forming, you can give it a shorter variable
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name that may summarize what the question states

• If you have multiple questions then you may use shorter
abbreviations that combine letters (signify sections in the
questionnaire) and numbers (indicate the question number)
• These variables are then defined in-depth along with their
corresponding list of possible responses in the metadata and data
dictionary
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entering data:
Usage of codes for Qualitative Data

• For qualitative data, codes are used to represent their information
• Common coding practices include:
• Sex: 0-Female, 1-Males
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• Civil Status: 1-Single, 2-Married, 3-Widowed, 4-Separated

• House Type: 1-Single house, 2-Duplex, 3-Multi-uni residential, 4-
Commercial, 5-Other
• These codes along with the specified variable names are indicated
and defined in the Metadata and Data Dictionary
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(2) Some tips in entering data:
• Texts are aligned left while numerical values are aligned right
• Negative values can be entered using “-” or “( )”
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• Alt+Enter adds a new line within a cell
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(3) Some commonly used keyboard shortcuts:
F2 edit a cell
Ctrl+9 hide a row
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Ctrl+Shift+9 unhide a row

Ctrl+0 hide a column
Ctrl+Shift+Arrow Down to quickly select the entire column
Ctrl+Shift+Arrow Right to quickly select the entire row
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(3) Some commonly used keyboard shortcuts:
Ctrl+A or press to quickly select the entire

spreadsheet
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Ctrl+Shift+% to format selected value in

Percentage
Ctrl+; to insert current date
Ctrl+Shift+; to insert current time
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(4) Freezing the panes
Steps in Freezing the Panes

1. In the View tab, select Freeze Panes
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2. Aside from freezing the first row and first column,

highlight the row or column next to the row or
column to freeze
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Steps in using a Freeze Panes
Step 1:
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In the View tab,

select Freeze
Panes
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Steps in using a Freeze Panes
Step 2:
Aside from freezing the first row and first column, highlight
the row or column next to the row or column to freeze
Techniques
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(5) Converting into Data Table
• A Data Table allows the user to easily sort, filter, and format data within
the selected range of worksheet
Techniques
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Steps in Converting into Data Table:
1. Highlight the cells containing the dataset

Techniques
2. In the Insert tab, select the Table command button

from the Tables group (or press Ctrl + T)
3. A pop-up window shows asking for location of the
dataset. Tick the My table has headers option and
click OK. Notice that a tab named Table Tools
Design was added
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Converting Range to a Table
Step 1:
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Highlight the cells

containing the dataset
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Step 2:
In the Insert tab, select
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the Table command

button from the Tables
group or press Ctrl + T
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Step 3:
A pop-up window
shows asking for
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location of the dataset
Tick the My table has

headers option and
click Ok
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▪ Notice that a tab

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named Table Tools

Design was added
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Steps in returning the Data Table into a Normal Range
1. In the Table Tools Design tab, click Convert to

Range.
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2. A dialog box will show, then click Yes.
• The table format does not change after the conversion

into normal range.
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Steps in Converting Table back to a Range
Step 1:
In the Table
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Tools Design
tab, click
Convert to
Range
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Step 2:
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A dialog box will

show, then click Yes
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▪ The table format

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does not change after

the conversion into
normal range
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(6) Entering repetitive data
Ways in Entering Repetitive Data:

Techniques
1. Highlight the cells, input the repetitive value

and press Ctrl + Enter
2. Input the value and double click or drag down
the drag button (with plus “+” sign)
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Steps in Entering Repetitive Data
Option 1:
Highlight the cells,
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input the repetitive

value and press Ctrl
+ Enter
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Steps in Entering Repetitive Data
Option 2:
Input the value and
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double click or drag

down the drag button
(with plus “+” sign)
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(7) Entering ordered data

Input the first two data
values, then highlight and
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drag down or double-click

the drag button
Note: The double-click will only

work on a table or an existing range
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(8) Text-to-columns and transposing data
▪ MS Excel® allows splitting out information that's

Techniques
in one cell into two different cells using text-to-

columns available in Data tab and in the Data
tools group
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(8) Text-to-columns and transposing data
▪ It also offers transforming the items in one of rows

Techniques
into columns (or vice versa) by right clicking and then

paste specials…
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(9) Referencing
▪ Commonly used in data management specifically
Techniques
for:
▪ cell content transfer
▪ formulas and functions
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(9) Referencing
▪ Requires the use of equal sign “=“ then clicking the
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specific cell
▪ Can be denoted by the command

=WorksheetName! if referencing is across
worksheets
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Referencing Examples
Cell content transfer
Techniques
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Referencing Examples
Cell content transfer – From worksheet to another worksheet

Techniques
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Referencing
Referencing for formulas and functions will be
discussed in later chapters
Techniques
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Cleaning and Validation
• Data Validation
• Formatting techniques
• Functions (min, max, total, average, count and countif)
• Filters
Techniques
• Sorting
• Conditional formats
• Frequency Distribution Tables
• Pivot Tables
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Techniques
Data Validation
Data Entry and Management
Data Validation
(1) Creating List of Entries

Techniques
(2) Creating Set of Permissible Values
(3) Encircle Invalid Data
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Data Validation : Creating a List of Entries
Steps in creating list of entries:
1. Type the list to be used as options in preferred cells

2. Highlight the cells included in the data validation
Techniques
3. In the Data tab, click the Data Validation command button

from the Data Tools group
4. From the dropdown menu, select the Data Validation option
5. From the Allow dropdown menu, select List.
6. In the Source field, highlight the data values to be used for
the validation
The input and error messages can also be customized.
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Steps in Creating List of Entries
Step 1: Type the

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list to be used as
options in
preferred cells
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Step 2: Highlight the cells included in the data validation
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Step 3: In the Data

tab, click the Data
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Validation
command button
from the Data Tools
group
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Step 4:
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From the dropdown

menu, select the Data
Validation option
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Step 5:
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From the Allow

dropdown menu,
select List.
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Step 6: In the Source

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field, highlight the data

values to be used for
the validation
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Set Input Message

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and Error Alert
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Do These:
• Add another header named civilstat
• On another sheet, enter data values such as Single,

Married, Widowed, and Separated
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Output
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Data Validation : Creating a Set of
Permissible Values
Steps in creating a set of permissible values

1. Highlight the cells included in the data validation
Techniques
2. From the Allow dropdown menu, select any

restriction
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Steps in Creating a Set of Permissible
Values
Step 1:
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Highlight the cells

included in the data
validation
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Steps in Creating a Set of Permissible
Values
Step 2:
From the Allow
Techniques
dropdown menu,
select a preferred
restriction
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Do These:
• Add another header named numchild (Note that
number of children ranges from 0 to 30)

• Create an input message saying “Please enter a value
between 0 and 30”
Techniques
• Create an error message saying “Invalid value. Please

try again”
Note: Data validation overrides when a cell without data validation is copy
pasted
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Output:
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Data Validation: Encircle Invalid Data
Use to find invalid cells

in the range of cells
Techniques
which contains data

validation
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Data Validation
Comments for a
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specific cell can be

done for easier data
processing
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Formatting Techniques
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The Format Cells Dialog Box

• The Format Cells Dialog box
contains the basic formatting

options for a cell or range of
cells
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• Formatting options are

grouped in categories such
as Number, Alignment,
Font, Border, Fill, and
Protection
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The Format Cells Dialog Box

• Any adjustments made in
Format Cells dialog box will

be applied to the
selected/highlighted cell or
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range of cells
• Can be launched by (1) right-
clicking a cell or range, and
(2) from the Home tab, then
Cells > Format
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Launching the Format Cells Dialog

Box
Option 1:
Techniques
By right-clicking a cell or
a range of cells
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Launching the Format Cells Dialog

Box
Option 2:
Techniques
from the Home tab,

then Cells > Format
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The Format Cells Dialog Box: Number Tab

▪ The Number tab lets you
specify a specific format of the

cell content (i.e. Number,
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Currency, Date, etc.)

▪ General format is the default
where it automatically assumes
a format depending on the
content of the cell.
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The Format Cells Dialog Box: Number Tab

▪ Depending on what is
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selected, options are

available for each
category.
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The Format Cells Dialog Box: Alignment Tab

▪ The Alignment tab lets you

set Horizontal and Vertical
Techniques
alignment of a cell’s content.

▪ It also lets you wrap text in
the cell, shrink to fit, merge
cells, and set orientation.
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The Format Cells Dialog Box: Font Tab

▪ The Font tab contains

all font-related settings
(i.e. font, style, size,
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color, underline styles,

and effects)
▪ A preview is available in
order to see the settings
before committing.
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The Format Cells Dialog Box: Border Tab

▪ The Border tab lets you

apply border to a cell or
Techniques
range of cells
▪ Line style and color are also
available to further
customize borders
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The Format Cells Dialog Box: Fill Tab

▪ The Fill tab lets you

change background color
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of a cell or range of cells

▪ Patterns are also available
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The Format Cells Dialog Box: Protection Tab

▪ The Protection tab lets

locking and unlocking
Techniques
of cell or range of cells

for protection
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Other Places to Access Formatting Options

The Home tab in the navigation ribbon contains several

quick-access formatting options…
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Several preset cell styles

are available when you
click Cell Styles
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The Format menu under

Home navigation ribbon offers
several formatting options
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Right-clicking a cell or
range of cells opens a
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context-sensitive menu where

the most commonly used
formatting options are
available
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Format Painter
Format Painter lets

you apply the same
Techniques
formatting applied
to a cell to another
cell or range of
cells.
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Activating Useful Functions
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What is a function in MS Excel®?
▪ A function is a predefined formula that performs
calculations using specific values in a particular order.

▪ A function replaces a rather long and tedious process
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for getting the desired result with simple easy-to-use

code.
▪ MS Excel® has more than 450 built-in functions
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General Syntax of MS Excel® Functions
=FUNCTION(param1, [param2], [param3],…)

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Equal Sign Function Name Parameters
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▪ A function is part of formula therefore it should start with an

equal ( = ) sign when used alone
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▪ Function names are unique and are suggestive of what

operation they do
▪ Function name is followed immediately by a parenthesis
where it contains one or more parameters
▪ Parameters are separated by commas
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▪ Parameters could be text, numbers, a cell or a range, or

another function or formula
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▪ MS Excel® displays a screen tip to guide users when using a

function
▪ There are required parameters and there are also optional
parameters as indicated by brackets [ ] shown in screen tips
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Example:
▪ SUM is the function name

▪ B2 and 20 are the parameters
Screen Tip
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where B2 is a cell address

while 20 is a number
▪ Screen tip appears when
using a function in a formula
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▪ MS Excel® has more than 450 built-in functions
▪ Functions are user-invoked

▪ One must know the name of the function in order to be
Techniques
able to call the function
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▪ They are grouped and categorized under the Formulas ribbon
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▪ Functions can also be invoked by clicking the Function button

(fx) or by directly typing in cell or formula bar.
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▪ Click the Function

button (fx) beside
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the formula bar to

launch Insert
Function dialog box
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Sorting and Filtering

Sorting Cell Values
visualize and Helps to quickly…

consequently make
understand the data
more effective decisions
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better
organize and find

the specific data
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Sorting Cell Values
Steps in sorting cell values:
1. Select a cell in the column to be sorted.

2. Click the Sort & Filter command in
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the Editing group of the Home tab

3. Choose among the options available for sorting.
Note that sorting applies to range or table if
existing.
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Steps in Sorting Cell Values
Step 1:
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Select a cell in the

column to be sorted
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Step 2:
Click the Sort & Filter
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command in
the Editing group of
the Home tab
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Step 3:
Choose among the
options available for
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sorting. Note that

sorting applies to
range or table if
existing.
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Custom Sorting
Custom Sort provides more
options in sorting, such as

sorting in multiple columns or
rows (levels), and case-
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sensitive sorting.
Automatically highlights the

range or table
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Filtering Cell Values
• Filtering hides certain data to be able to focus on specific
records or values in the range or table

• It does not change the value, format, or location of the
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data in the range or table
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Filtering Cell Values
Steps in Auto-filtering cell values:
1. Click a cell inside a range or table

2. Click Sort & Filter from the Editing group of the
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Home tab and then click Filter. A filter button

(small triangle) appears on each column header.
3. Click filter button of a column and check/uncheck
values to filter.
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Steps in Auto-filtering cell values
Step 1: Click a cell

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inside a range or table
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Step 2: Click Sort & Filter
from the Editing group of the

Home tab and then click
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Filter. A filter button (small

triangle) appears on each
column header.
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Step 3:
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Click filter button of

a column and
check/uncheck
values to filter
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Gives you control over how the
information is displayed
Column grouping
allows the user to
Grouping
Rows and
Row grouping helps
Techniques
group variables the user to create

belonging to the
same section Columns summary reports
Sorting must be done prior grouping
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Grouping Rows and Columns
Steps in grouping rows and columns:
1. Highlight the columns or rows to be grouped

2. In the Data tab, click Group command button from
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the Outline group
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Steps in grouping rows and columns
Step 1:
Highlight the
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columns or
rows to be
grouped
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Steps in grouping rows and columns
Step 2:
In the Data tab, click Group command

button from the Outline group
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Custom Formats
Using Conditional and
Using Conditional and Custom Formats
• Formatting can be applied to one or more cells based on
the value of the cell
• Interesting or unusual cell values can be highlighted and

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visualize the data using formatting such as data bars
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Highlights Cell Rules
Select the Conditional
Formatting button
from the Home tab,
then click the
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Highlight Cell Rules
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Color Scales
• This option applies a two
or three color gradient to

the cells
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• Different shades and

colors represent specific
values
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Data Bars
• This is an interesting option
that formats the selected
cells with colored bars

• The length of the data bar
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represents the value in the

cell
• The longer the bar, the
higher the value
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Frequency Distribution Tables

RAW DATA
NOTE: In MS Excel, the data
• Data in its original form after data collection of the variable age is
• Example: Age in years of respondents inputted in one column.
21 22 69 24 70 25 75 30 30 30
31 68 64 34 64 35 65 38 38 38
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38 64 57 40 58 40 61 41 41 42
43 57 54 43 54 44 55 44 44 45
45 54 47 45 50 46 52 46 47 47
47 47 45 50 46 52 46 52 52 53
54 45 43 54 44 55 44 55 55 56
56 43 40 57 40 60 41 61 61 62
64 40 34 64 34 65 35 65 65 65
67 32 22 70 25 70 30 72 78 79
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ARRAY or SORTED DATA
▪ Arrangement of observations according to magnitude
Age in years of Respondents
21 31 38 43 45 47 54 56 64 67
22 32 40 43 45 47 54 57 64 68
22 34 40 43 45 47 54 57 64 69
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24 34 40 43 45 50 54 57 64 70
25 34 40 44 46 50 54 58 64 70
25 35 40 44 46 52 55 60 65 70
30 35 41 44 46 52 55 61 65 75
30 38 41 44 46 52 55 61 65 72
30 38 41 44 47 52 55 61 65 78
30 38 42 45 47 53 56 62 65 79
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FREQUENCY DISTRIBUTION
▪ Summarizes data by showing the number of observations that
belong in the class intervals
Table 1. Distribution of Respondents’ Age

21 31 38 43 45 47 54 56 64 67
Age (in years) No.
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22 32 40 43 45 47 54 57 64 68
22 34 40 43 45 47 54 57 64 69 20-29 6
24 34 40 43 45 50 54 57 64 70 30-39 15
25 34 40 44 46 50 54 58 64 70 40-49 32
25 35 40 44 46 52 55 60 65 70
50-59 22
30 35 41 44 46 52 55 61 65 75
30 38 41 44 46 52 55 61 65 72 60-69 18
30 38 41 44 47 52 55 61 65 78 70-79 7
30 38 42 45 47 53 56 62 65 79 Total 100
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TERMS OF THE FREQUENCY DISTRIBUTION
Class interval Class frequency
▪ Range of values that belong in the class ▪ Number of observations that
or category (Example: 20 – 29) belong in a class interval

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Class limits Class size

▪ End numbers used to define the class ▪ Size of the class interval
interval (Example: 20 – 29) ▪ Use multiples of 5, 10, 15, etc.
▪ The lower class limit (LCL) is the lower
end number and the upper class limit
(UCL) is the upper end number
(Example: 20 is the LCL and 29 is the
UCL)
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NUMBER OF CLASSES OF A FREQUENCY DISTRIBUTION
• No strict rules regarding the number of classes in a frequency

distribution
• Not too few or not too many classes
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Remarks:
• A frequency distribution has too few classes when too much
information is lost, making it impossible to get any insights about the
data distribution
• On the other hand, a frequency distribution has too many classes
when there are many zero frequencies
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EXAMPLE: FREQUENCY DISTRIBUTION WITH TOO FEW CLASSES
Age (in years) No. of Respondents

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20 – 49 53
50 – 79 47
Total 100
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EXAMPLE: FREQUENCY DISTRIBUTION WITH TOO MANY CLASSES
Age (in years) No. of Respondents Age (in years) No. of Respondents
20-21 1 50-51 2
22-23 2 52-53 5
24-25 3 54-55 9
26-27 0 56-57 5
28-29 0 58-59 1
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30-31 5 60-61 4
32-33 1 62-63 1
34-35 5 64-65 10
36-37 0 66-67 1
38-39 4 68-69 2
40-41 8 70-71 3
42-43 5 72-73 1
44-45 10 74-75 1
46-47 9 76-77 0
48-49 0 78-79 2
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FREQUENCY DISTRIBUTIONS WITH SUFFICIENT CLASSES
The fewest number of

Table 4. Distribution of Respondents’ Age respondents belong to the
Age youngest (20-29) followed by the

No. % oldest (70-79) age groups.
(in years)
20-29 6 = 6/100 x 100 = 6 On the other hand, the highest
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30-39 15 = 15/100 x 100 = 15 number of respondents are found

in the 40 to 49 years old age
40-49 32 = 32/100 x 100 = 32 group.
50-59 22 = 22/100 x 100 = 22
60-69 18 = 18/100 x 100 = 18 This indicates that the 40-49 age
group is the class with the highest
70-79 7 = 7/100 x 100 = 7
frequency count of 32
Total 100 100 respondents.
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GRAPHICAL PRESENTATION OF FREQUENCY DISTRIBUTION
Frequency Histogram
Frequency Distribution of Respondents' Ages
▪ Shows the overall picture or shape of the
35
distribution of the observed values in the 32
data set 30
▪ Each class frequency is represented by a 25

22
vertical bar, whose height is equal to the 20 18

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frequency of the class interval and whose
No.
15
width represents the class size 15
▪ No gaps in between the bars 10

6
7
▪ Area under the frequency histogram

5
corresponds to the total number of 0

20-29 30-39 40-49 50-59 60-69 70-79
observations Age in years
▪ Tallest vertical bar shows the frequency of

the modal class, the class interval with the
largest class frequency
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GRAPHICAL PRESENTATION OF THE FREQUENCY DISTRIBUTION
Frequency Polygon
▪ The area under the frequency polygon Frequency Distribution of Respondents' Ages
will be the same as the area under the (Frequency Polygon)

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frequency histogram
30
▪ Both areas represent the total number of

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25
observations
20
No.
▪ Plots the class frequencies at the 15
midpoint of the classes and connects the 10
plotted points by means of straight lines 5
▪ It can be superimposed on the frequency 0

10-19 20-29 30-39 40-49 50-59 60-69 70-79 80-89
histogram by connecting the midpoints of Age in years
the adjoining bars and then closing both

ends at the midpoint of the two additional
classes 135
135
MS EXCEL STEPS TO CONSTRUCT FREQUENCY
DISTRIBUTION
1. Get the lowest and the highest observations of the variable of
interest.
2. Construct the bin range.
▪ The bin range should consist only of the upper class limits
Techniques
▪ Make sure that the number of digits of the upper class limits are
the same as the number of digits of the raw data
▪ The first upper class limit should have the lowest observation
within the first class interval
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136
MS EXCEL STEPS TO CONSTRUCT FREQUENCY
DISTRIBUTION
3. Add the Class Size to the first upper class limit. Use class sizes
in the multiples of 5, 10, etc. for easy addition.
4. Continue to add the class limits until the highest observation is

within the class interval of the last upper class limit.
5. Click Data Menu.
Techniques
6. Click Data Analysis.

7. Click Histogram.
8. Click Ok.
9. For the Input Range, highlight the data.
10. For the Bin Range, highlight the bin range that was constructed.
11. Click Ok.
137
137
138
Techniques
Pivot Tables
One-way Table
▪ Displays frequency counts of a single categorical variable
Table 5. Number of Employees by Sex in Company

A, 2019
Techniques
Sex No.
Female 19
Male 11
Total 30
139
139
Two-way Table
▪ Summarizes data by cross-tabulating two categorical
variables
Table 6. Number of Employees by Sex and Civil Status
Company A, 2019
Techniques
Civil Status
Sex Married Single Total
Female 12 7 19
Male 6 5 11
Total 18 12 30
140
140
Three-way Table
▪ Summarizes data by cross-tabulating three categorical variables
Table 7. Number of Employees by Sex, Civil Status, and

Location in Company A, 2019
Techniques
Civil Status
Married Single
Sex Urban Rural Urban Rural Total
Female 12 5 7 3 27
Male 6 4 5 6 21
Total 18 9 12 9 48
141
141
Two-way or Three-way Table?
Table 8. Number of Employees by Sex, Civil Status, and

Location in Company A, 2019
Techniques
Civil Status Location

Sex Married Single Total Urban Rural Total
Female 17 10 27 19 8 27
Male 10 11 21 11 10 21
Total 27 21 48 30 18 48
142
142
Steps in generating pivot tables
• Used for faster generation of summary tables and charts
• Pivot tables are:

Techniques
• Time efficient and user-friendly

• Insensitive to changes or updates in data source
143
143
1. In the Insert tab, select the Pivot Table command button
from the Tables group

2. In the Create PivotTable dialog box, highlight the data
source then click Ok
Techniques
3. Check and drag the necessary headers to be included on

the PivotTable
• The default function is SUM
• To change the function, click the Field Settings button and
choose the Value Field settings
• Row and columns names can be revised in the Pivot Table
144
144
Step 1:
In the Insert tab, select the

Pivot Table command
button from the Tables
Techniques
group
145
145
Step 2:
In the Create PivotTable

dialog box, highlight the
data source then click Ok
Techniques
146
146
Step 3:
Check and drag the

necessary headers to
be included on the
Techniques
PivotTable
• The default
function is SUM
147
147
• To change the
function, click the

Field Settings button
and choose the Value
Techniques
Field settings
• Row and columns

names can be revised
in the Pivot Table
148
148
Updating Data
• Once you finish collecting, encoding and validating your
data at times you may encounter invalid entries

• In the future, you may want to add in new entries in your
database or revisit and change old values or details as time
Techniques
passes
This is when updating data comes into play. It is useful after

post validation of data and future time periods.
149
149
Data Cleaning, Validating and Updating Checklist:
❑ Do you have missing entries?
• These are skipped variables, or missing observations.

1. Check with the original form, the enumerator, head of data
collection, or respondent.
Techniques
2. If the original form can still be retrieved, retain the

observation/entry and simply fill in missing values
3. Cross reference other databases for possible availability of
missing data
4. If missing values are acceptable, retain entry and simply code as
'missing' or 999
5. Else consider deleting the actual entry (last resort)
150
150
❑ Do you have invalid entries?
• These are entries that are marked during data validation and
conditional formatting
1. Check with head of data collection, enumerator, respondent for
correctness
Techniques
2. If possible, verify with respondent if the entry is correct or needs

to be revised
3. Cross reference with other databases for possible valid
responses of same entry
4. Else consider deleting the actual entry (last resort)
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151
❑ Is your data coded properly?
• Incorrect entries may be marked during data validation and

conditional formatting
• Refer to Data Dictionary or Metadata as reference
Techniques
1. You can use Find and Replace feature of Excel

2. Use =IF function to create a new variable recoding the initial
value
152
152
Frequently Asked Questions
❑ When do you delete observations or responses?
❑ Once you have updated data, do you retain the old

values and create a new database or simply update
the old database by overwriting the previous records?
Techniques
❑ How should observations or responses be recorded,

vertically (by column) or horizontally (by row)?
153
153
154
Techniques
Consolidating Worksheets
• Consolidation refers to the collection and integration of data
from multiple sources into a single destination

Techniques
• Automatic consolidation began in MS Excel® 2007
• The objective is to do faster consolidating which usually

might take hours to days
155
155
Steps in consolidating workbooks:
1. Open all workbooks to be consolidated

Techniques
2. Open a blank workbook. In the Data tab, click

Consolidate from the Data Tools group
3. Choose a function and select the range to consolidate
in the Reference box
156
156
Steps in consolidating workbooks
Step 1:
Open all workbooks to be consolidated

Techniques
157
157
Step 2:
Open a blank
workbook. In the Data
Techniques
tab, click Consolidate

from the Data Tools
group
158
158
Step 3:
Choose a function and

select the ranges to be
Techniques
consolidated using the

Reference box. All
references displays all
ranges selected. Click
OK.
159
159
Check all boxes in Use

labels in. If left
Techniques
unchecked, MS Excel®
performs the functions
in all cells with same
position
160
160
By checking Create
links to source data,

MS Excel® creates
links to your source
Techniques
data wherein your

consolidated data will
be automatically
updated if the source
data changes
161
161
162
Techniques
Protecting Worksheets
• Password can be created for worksheet and workbook
• Protecting worksheets works on locked cells

Techniques
163
163
Steps in protecting worksheet:
1. In the Review tab, click Protect Sheet from Protect

group
Techniques
2. Enter password and choose restrictions
164
164
Steps in protecting worksheets
Step 1:
Techniques
In the Review tab,

click Protect Sheet
from Protect group
165
165
Steps in protecting worksheets
Step 2:
Enter password and
choose restrictions.
Techniques
A password
confirmation will be
required.
166
166
THANK
YOU!
References
Storing and preserving data. Utrecht University. (2020,
February 24). Retrieved January 7, 2022, from

https://www.uu.nl/en/research/research-data-
management/guides/storing-and-preserving-data
Techniques
168
168

Module 2 - Organization of Data, Database Management Techniques Using MS Excel

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Module 2 - Organization of Data, Database Management Techniques Using MS Excel

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Organization of Data

Juan Dela B. Cruz

Introduction to MS Excel for data

and database management

Working with the User Interface

Navigating through the Ribbon

pop up when you select

Note: Point to a command to

Quick Access Toolbar

customizable toolbar that

▪ Ways to enter data ▪ Entering repetitive data

▪ Some commonly used ▪ Text-to-columns and

▪ Directly typing the information into the cell of the worksheet

▪ Selecting the cell and typing into the formula bar

▪ Other things to take note of when entering data

1. Click on the File tab

4. From the Choose Commands in dropdown menu,

The Data Form button should now appear in the Quick

Look for Forms,

The Form button

should now appear in

fname: Gerardo fname: Miguel

Variable names and definitions

name that may summarize what the question states

Usage of codes for Qualitative Data

• Civil Status: 1-Single, 2-Married, 3-Widowed, 4-Separated

• Alt+Enter adds a new line within a cell

Ctrl+Shift+9 unhide a row

Ctrl+A or press to quickly select the entire

Ctrl+Shift+% to format selected value in

Steps in Freezing the Panes

2. Aside from freezing the first row and first column,

In the View tab,

1. Highlight the cells containing the dataset

2. In the Insert tab, select the Table command button

Highlight the cells

the Table command

location of the dataset

Tick the My table has

▪ Notice that a tab

named Table Tools

1. In the Table Tools Design tab, click Convert to

2. A dialog box will show, then click Yes.

• The table format does not change after the conversion

A dialog box will

▪ The table format

does not change after

Ways in Entering Repetitive Data:

1. Highlight the cells, input the repetitive value

input the repetitive

double click or drag

(7) Entering ordered data

drag down or double-click

Note: The double-click will only

(8) Text-to-columns and transposing data

▪ MS Excel® allows splitting out information that's

in one cell into two different cells using text-to-

(8) Text-to-columns and transposing data

▪ It also offers transforming the items in one of rows

into columns (or vice versa) by right clicking and then

▪ Can be denoted by the command

Cell content transfer – From worksheet to another worksheet

(1) Creating List of Entries

(2) Creating Set of Permissible Values