# Using Excel for Statistics Tips and Warnings

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1 Using Excel for Statistics Tips and Warnings November 2000 University of Reading Statistical Services Centre Biometrics Advisory and Support Service to DFID

2 Contents 1. Introduction Data Entry and Management Basic descriptive statistics Pivot Tables Probability Distributions Hypothesis tests Analysis of Variance Regression and Correlation 7 2. Adding to Excel 9 3. Conclusions 10 Appendix - Excel for Pivot Tables 11 What Pivot Tables do 11 Creating a Pivot Table 11 To create a Pivot Table from data in a list: 11 Pivot table - Example 1 12 Making Changes to a pivot table 14 Changing the Table Layout 14 Adding a field 14 Changing Field Properties 15 Adding or removing Totals 16 Tables of Counts and Percentages 17 Pivot table - Example 2 18 Tables of Percentages 18 Nesting Factors in a Table 20 Formatting Tables 21 Detailed Information on Table Cells Statistical Services Centre, The University of Reading, U.K.

3 1. Introduction The availability of spreadsheets that include facilities for data management and statistical analysis has changed the way people manage their information. Their power and ease of use have given new opportunities for data analysis, but they have also brought new problems and challenges for the user. Excel is widely used for the entry and management of data. Some points are given in this guide, but these topics are covered in more detail in a companion document, entitled "The Disciplined Use of Spreadsheets for Data Entry" In this guide we point out strengths, and weaknesses, when using Excel for statistical tasks. We include data management, descriptive statistics, pivot tables, probability distributions, hypothesis tests, analysis of variance and regression. We give the salient points as tips and warnings. For those who need more than Excel we list some of the ways that users can add to its facilities, or use Excel in combination with other software. Finally we give our conclusions about the use of Excel for statistical work. As an appendix we include more detailed notes about tabulation. Excel's facilities for Pivot tables are excellent and this is an underused facility. 1.1 Data Entry and Management The key point on data management is to enter or organise the data so they are in Excel's "list format". The figure below shows what this means. This is NOT a list This IS a list SSC 2000 Excel for Statistics: Tips and Warnings 3

4 In the tips below we emphasise mainly the topics that relate to data management. There is more on facilities for data entry in our guide devoted to that topic. Tips Whenever possible use Lists to keep your data Warnings Use names to refer to each column of data. Keep column names short; some statistical packages have problems reading names longer than 8 characters. Do not mix data with analysis or plots in the same worksheet. If you use Excel 97 or a later version, become familiar with the facilities available for data entry under the Data menu, in particular Form and Validation. If you need to enter character data: (1) Keep them aligned to the left (2) Do not enter blanks as the initial characters of a cell Use numerical codes for any well defined classification variable, e.g. Gender: 0 = Female, 1 = Male. Use the VLOOKUP function in combination with numerical codes to display text values attached to the numbers. Filters can be used to restrict attention to subsets of the data Sorting facilities work well for a maximum of up to 3 sorting criteria. Become familiar with the use of relative and absolute references. Be aware that Excel only handles dates after 1st January Basic descriptive statistics Excel has a large range of statistical functions that are very useful. However before you use them make sure you understand what Excel is actually returning with each function. Summary statistics can be obtained directly from these functions or else from the Analysis Tool, available from the Tools menu. 4 SSC 2000 Excel for Statistics: Tips and Warnings

5 Tips Functions are a very powerful feature of Excel. We have found that all the statistical functions that we have used work well and reliably. Excel s graphing capability is biased towards business users. Warnings While some Excel charts are useful for statistical work, some charts which statistical analyses use routinely are not available. There are a number of pre-packed There are some problems with statistical tools in the Analysis ToolPak. terminology. For example Excel produces You may have to install this on your a summary statistic labelled "Confidence system. Install by selecting Add-Ins on the level" that is equal to half the width of a Tools menu. 95% confidence interval for the mean. The term confidence level is generally used in statistics to describe the % confidence attached to a confidence interval, for example 95%. 1.3 Pivot Tables The ability to summarise data in tables is very important. Excel's pivot tables are a very powerful feature, and in this area Excel is better than many statistics packages. Pivot tables are underused, even by those who use Excel for other statistical work, so we have included an appendix that shows their use in more detail. Tips Pivot tables are one of the most powerful data summary tools in Excel. It produces cross-tabulations based on data kept on a list, a database or other pivot tables. Pivot tables are also useful to reorganise data as well as to provide summaries. Warnings 1.4 Probability Distributions Excel's probability functions include all that would normally be found in a simple set of statistical tables. SSC 2000 Excel for Statistics: Tips and Warnings 5

6 Tips You can use the probability functions instead of a set of statistical tables. Excel produces values for the Probability Density Function, Cumulative Probabilities and the Inverse Probability Function for many of the most commonly used statistical distributions. If you understand the results of these functions, Excel can be quite a powerful tool. Warnings Make sure you understand what function is being evaluated and between which limits. If you do not understand the results given by Excel functions, Excel offers little help. This could lead to wrong conclusions. For example the function for the Student s t-distribution: TDIST does not specify which probability is returned. TDIST (1.96, 10, 1) = The represents the probability of a value equal to or greater than 1.96 from a t-distribution with 10 degrees of freedom. The Excel HELP is incorrect. The function FTEST claims to return the probability for the F value in a one-tailed test for the null hypothesis that the variances of two samples are equal. In fact it returns the result for a two-tailed test. 1.5 Hypothesis tests Excel includes tests to compare two means for paired and unpaired samples and also tests to compare two variances. Tips The hypothesis test for the differences of means, and for the variances, available from the Analysis ToolPak, work well. Warnings We recommend against the overuse of statistical tests for one and two-sample problems. Confidence intervals are also useful. Excel gives the components from which you can calculate the intervals if you know the formulae, but it would be better if Excel gave the intervals directly. 1.6 Analysis of Variance Excel's facilities for ANOVA require the data in a tabular form as shown in section 1.1, rather than in "list" format. If you have stored the data in list format, as we recommend, then pivot tables can be used to reorganise the data, before using the ANOVA. 6 SSC 2000 Excel for Statistics: Tips and Warnings

7 However, the range of designs that can be analysed is limited to one or two factors. The weakness of Excel in this area indicates that you are reaching the end of Excel's capabilities in statistics. Tips If you need to perform analysis of variance, avoid using Excel, unless you are dealing with extremely simple problems. Warnings Except for Single Factor Analysis, Excel only works if the number of replications is equal for all treatments (balanced data). Does not allow missing values. Lacks flexibility in the model fitted. Encourages bad practice for data storage. Requires extra work if data have been stored appropriately. Uses incorrect names for the analysis it performs. Lacks diagnostic tools. Gives the impression that it is possible to use Excel for Analysis of Variance when in fact its capabilities are very limited. It is a very restrictive approach to analysing data, which is not only unnecessary but also undesirable. 1.7 Regression and Correlation Excel has facilities for simple and multiple regression. These are very limited compared to those offered in any statistics package, both in the models that can be fitted and in the diagnostics that enable the resulting equations to be examined critically. Tips Before fitting a regression line plot your data. The Regression tool works correctly for the estimation of regression coefficients, their standard errors and the Analysis of Variance for data sets without missing values and when the intercept is included in the model. Warnings Do not move data points on a scatter plot. Excel will change your original values to the new position of your point! Ignore the ANOVA and regression statistics when using the regression tool for regression through the origin. They are wrong. SSC 2000 Excel for Statistics: Tips and Warnings 7

8 The regression functions, such as SLOPE, The Regression tool allows the optional LINEST and TREND can be very useful in calculation of residuals, and among them studies when many regressions are needed standardised residuals are the most useful. as an initial summary, for example in a However the definition of standardised "repeated measures" study. The regression residuals used is not evident either in the coefficients then become the data in the help or the documentation. We compared subsequent stages of the analysis. the standardised residuals from Excel with those calculated using known formulae. None of the definitions tried coincided with the one used by Excel. Filters can be used to avoid observations with missing values. If you need to fit regression models avoid using Excel. Of the residual plots normally used, the two most important are plots of standardised residuals against predicted values and the normal probability plot. Neither of these is directly available in the regression tool. 8 SSC 2000 Excel for Statistics: Tips and Warnings

10 3. Conclusions Excel offers an exciting environment for data manipulation and initial data analysis. Its pivot tables are particularly good for cross-tabulations and summary statistics and provide a powerful tool for basic data analysis. The reliability of more advanced statistical functions and wizards is variable. There are some areas in which Excel can be used without reservation, such as the hypothesis tests for means, or the probability functions. However, Excel's facilities for analysis of variance or regression analysis have serious problems. Anyone attempting to perform these types of analysis should be aware of the limitations of Excel and above all of those cases where Excel generates wrong results. For regression modelling, analysis of variance and other more advanced statistical analyses it is better to move from Excel to an appropriate statistics package. 10 SSC 2000 Excel for Statistics: Tips and Warnings

11 What Pivot Tables do Appendix - Excel for Pivot Tables summarise or cross-tabulate data into tables of one, two or three dimensions can be modified interactively offer a range of summary statistics summarise data from various sources Creating a Pivot Table To create a Pivot Table, the data must be in list (database) format, i.e. records (cases) as rows fields as columns first row with field names no gaps between rows To create a Pivot Table from data in a list: click on any cell in the list or database click PivotTable Report in the Data menu follow the PivotTable wizard s instructions At Step 1 of the PivotTable Wizard choose Microsoft Excel or database followed by Next > Step 2 will look like this If this is OK, confirm the data range by clicking Next > SSC 2000 Excel for Statistics: Tips and Warnings 11

12 Tip You can use a name for the range containing the list. Step 3 is the main step for designing the PivotTable: The field names appear as a set of buttons on the right. A PivotTable can be structured into one, two or three dimensions and these are arranged in rows, columns and pages. The fields used for defining the table structure should be dragged into the ROW, COLUMN and PAGE spaces. Warning The fields used for defining structure should normally be factors, i.e. discrete, categorical variables (numeric, character or other types). Using a measurement variable could produce a large table of nonsense. The body of the table, labelled DATA, contains the variable(s) that you want to summarise in the table. The data fields will usually be numeric, but other data types are allowed, depending on what you want to summarise. Pivot table - Example 1 The bank employment data used to produce these pivot tables were in a worksheet containing information on 474 employees hired by a large employer. The worksheet includes the salary, job category and several other human resource variables. 12 SSC 2000 Excel for Statistics: Tips and Warnings

13 We go through the steps to produce a table of mean CURRENT SALARY, classified by JOB and GENDER for the bank employment data. Drag JOB and GENDER into the ROW and COLUMN spaces, respectively. Drag the SALNOW variable (current salary) into the DATA space. The default summary statistic for numeric data is the Sum. To change this, and make other modifications, double-click on Sum of SALNOW. This opens the PivotTable Field dialog box. This is used to specify what you want to appear in the cells of the table, and how it should be formatted. First change the Name to Mean Current Salary. From the Summarize by: menu, select Average. Click the Number button to open the format dialog box. Select comma-separated format with zero decimal places. (Other options available through the PivotTable Field dialog box will discussed later.) When you have finished specifying the field, click OK to get back to the Step 3 dialog and click the Next button. You will be asked where you want the table to go. Select New worksheet and click the Finish button. The following table should appear in a newly created worksheet: SSC 2000 Excel for Statistics: Tips and Warnings 13

14 Making Changes to a pivot table Most operations on PivotTables can easily be made interactively, so it is not critically important to get the table just right at the first shot. Changing the Table Layout This is best done interactively, by dragging the field labels. It is difficult to describe but very easy to do; so is best learnt by practice. Adding a field For this and certain other operations, it is best to use the tools on the PivotTable toolbar: The first button on the toolbar gets you back to the PivotTable wizard. You can then add (or remove) fields in the same way that you constructed the table. In this example, let us add a breakdown by GROUP to the table. First click on any cell in the table (if you do not, you will be creating a new table). Then click the PivotTable wizard button. Drag the field GROUP to the PAGE space and click the Finish button. 14 SSC 2000 Excel for Statistics: Tips and Warnings

15 The modified table gives the breakdown of mean salary by GROUP, GENDER and JOB Try changing the table layout by dragging the field names into different positions. Changing Field Properties The second button on the PivotTable toolbar is used for editing field specifications. The particular dialog box used for modifying a field depends on whether it is a DATA field or a structure field (ROW, COLUMN or PAGE). First, to make changes to a field in the table structure (i.e. ROWS, COLUMNS or PAGES), click on either the field name (e.g. GENDER), or one of its labels (e.g. Male or Female) Click the PivotTable Field button on the toolbar. You should get the following dialog box: SSC 2000 Excel for Statistics: Tips and Warnings 15

16 Tip You can also access this dialog by double-clicking the fieldname in the PivotTable. Some of the changes that can be made are: The field can be deleted. Its name can be changed. The orientation can be set (i.e. ROW, COLUMN or PAGE), although this can be done more easily by dragging the field names. The summary statistic can be changed and subtotals selected. The box labelled Hide items is useful if you want to restrict the table to a subset of values of the field, to exclude Don t knows or missing value codes, for example. To edit a DATA field, first click on any DATA cell (or the field name) and then click the PivotTable Field button on the toolbar. This opens the same dialog box that appeared in constructing the table. You can make changes to the summary statistic, number format, etc. Adding or removing Totals First select the table. Choose the PivotTable drop-down menu from the toolbar, and open the Options dialog. 16 SSC 2000 Excel for Statistics: Tips and Warnings

17 Grand totals for rows and columns can be switched off or on from these options. Tables of Counts and Percentages One of the most commonly required tables is a crosstabulation of counts of cases that fall into all possible combinations of category variables. These, and the corresponding percentage tables, are easily produced as PivotTables, provided care is taken with missing values. To create a crosstabulation of counts, choose any field that has no empty cells as a DATA field and select the summary statistic Count. This behaves just like the spreadsheet function COUNTA(), which counts the number of non-empty cells in a range. There is another statistic, called Count Nums, which performs like Count, but enumerates all cells containing numbers. This statistic behaves like the spreadsheet function COUNT(). For crosstabulations it is generally safer to use Count. Warning The entire case (row) corresponding to an empty cell in a data field will be ignored in the table. Check for empty cells in the data field before using it. SSC 2000 Excel for Statistics: Tips and Warnings 17

18 Pivot table - Example 2 To get a crosstabulation of JOB by GENDER for the bank employment data: First decide on a field to be used for counting. The field ID is one possibility. Check that there are no empty cells. In Step 3 of the PivotTable wizard, place the fields GENDER and JOB into the COLUMN and ROW spaces, respectively. Drag the ID field into the DATA area and double-click on it to open the PivotTable Field dialog box. Summarize by: Count and Name the field No. of Cases. Finishing off as in Example 1, you should get the following table: Note that zero counts appear as empty cells. Tables of Percentages It is often more informative to present table counts as percentages. These are usually row or column percentages, but other percentage bases are sometimes required. To continue with Example 2, suppose we want row percentages instead of absolute counts. Open the PivotTable Field dialog box for the data field. 18 SSC 2000 Excel for Statistics: Tips and Warnings

19 Click on the Options>> button and look at options under "Show data as: Select % of row. Click on the Number button and select percentage format with 0 decimals. Click OK. The result should be To produce a table with both counts and row percentages, place two copies of the ID field in the DATA area of the table, one with the Count statistic, the other with % of row Here, both of the DATA fields are the ID variable, the first set up as a simple count and the second as a row percentage. SSC 2000 Excel for Statistics: Tips and Warnings 19

20 The resulting table is Nesting Factors in a Table It is possible to use two or more factors to specify rows (or the columns or pages) of a table. The effect of this is to nest the levels of each factor within those of the factor preceding it in the same dimension. For example 20 SSC 2000 Excel for Statistics: Tips and Warnings

21 produces this Formatting Tables To format the numbers in the cells of a PivotTable, use the PivotTable Field dialog box, as before. Although many standard Excel formatting techniques can be applied directly to a table, certain things cannot be done. For example, try changing the title Grand Total. To have maximum formatting flexibility, make a copy of the entire table using Paste Special, Paste Values. The copy can be formatted like any other Excel range. Here is a PivotTable after copying and formatting SSC 2000 Excel for Statistics: Tips and Warnings 21

22 Detailed Information on Table Cells You can get a complete listing of all cases that contribute to a selected cell (or total) in a Pivot table by simply double-clicking the cell. For example, the details underlying the selected cell in the table are listed as Warning A new worksheet is produced for each listing that you request in this way. 22 SSC 2000 Excel for Statistics: Tips and Warnings

23 SSC 2000 Excel for Statistics: Tips and Warnings 23

24 The Statistical Services Centre is attached to the Department of Applied Statistics at The University of Reading, UK, and undertakes training and consultancy work on a non-profit-making basis for clients outside the University. These statistical guides were originally written as part of a contract with DFID to give guidance to research and support staff working on DFID Natural Resources projects. The available titles are listed below. Statistical Guidelines for Natural Resources Projects On-Farm Trials Some Biometric Guidelines Data Management Guidelines for Experimental Projects Guidelines for Planning Effective Surveys Project Data Archiving Lessons from a Case Study Informative Presentation of Tables, Graphs and Statistics Concepts Underlying the Design of Experiments One Animal per Farm? Disciplined Use of Spreadsheets for Data Entry The Role of a Database Package for Research Projects Excel for Statistics: Tips and Warnings The Statistical Background to ANOVA Moving on from MSTAT (to Genstat) Some Basic Ideas of Sampling Modern Methods of Analysis Confidence & Significance: Key Concepts of Inferential Statistics Modern Approaches to the Analysis of Experimental Data Approaches to the Analysis of Survey Data Mixed Models and Multilevel Data Structures in Agriculture The guides are available in both printed and computer-readable form. For copies or for further information about the SSC, please use the contact details given below. Statistical Services Centre, University of Reading P.O. Box 240, Reading, RG6 6FN United Kingdom tel: SSC Administration fax: web:

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