# Using Excel for descriptive statistics

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2 Descriptive statistics Although entering a large set of numbers into a spreadsheet can take some time, once they are there you can carry out a wide range of operations and calculations very easily and quickly. You are also much less likely to make mistakes than when you use a calculator. Tip: If you have a large set of data to enter, work with a partner. One person can type in the numbers, while the other reads them out. This makes it much easier and faster. The person reading out the data can also cross out each item in turn, to make sure they are all entered and there are no repeats. You can also check that the number of entries matches the original list. Average If a series of repeated measurements are taken, it is usually useful to summarise them by finding an average value or measure of central tendency. If the values are typed into an Excel spreadsheet, the values for arithmetic mean, median and mode respectively can be found using the formulae: =AVERAGE(number 1, number 2 ) calculates the total of the values divided by the number of values =MEDIAN(number 1, number 2 ) finds the value at the centre of the range of values =MODE(number 1, number 2 ) finds the most frequent value, gives #N/A if there are no repeated values Confusingly, average is sometimes used to mean arithmetic mean and sometimes any one of the central measures: mean, mode or median. It is better to avoid using average. If the three values coincide, you are likely to have a normal distribution with an even spread either side of the mean. If they vary, you need to consider why. Is it because there is a definite pattern or is it because your data are not a representative sample of the population? Using Excel to find the mean, mode and median: 1 Enter your raw data (the set of measurements). 2 Click on the cell where you want the value to appear (mean, mode or median). 3 Type in the function up to the first bracket (it will appear in the fx box at the top). 4 Click and drag over the cells with the numbers that you wish to include in the calculation. 5 Press ENTER key (Excel will add the final bracket to your formula). 6 The value will appear in your cell chosen in 2. Using Excel for descriptive statistics: page 2 of 5

3 7 Excel usually defaults to 8 decimal places, so always format cells to give suitable precision: click Forma to get the menu and then click Cells (or right click your cell and click Format cells) in the Category list, click Number change the Decimal places to fit your original data. Generally speaking, you should not exceed the number of significant figures used in your original data and should normally drop down to one less after calculations. You may need to use different numbers of decimal places in different cells. Using Excel to determine spread Range (difference between the largest and the smallest value) is given by: =MAX(number 1, number 2 )-MIN(number 1, number 2 ) Variance measures spread by comparing squares of values with the mean. It is often used in other calculations. Since it does not have the same units as the measurements, it is not often used as a descriptive statistic. It is found using: =VAR(number 1, number 2 ) Standard deviation is the square of the variance and so restores the original units. It is a useful measurement of the spread of a set of data. It is found using: =STDEV(number 1, number 2 ) The standard error of the mean gives a measurement of confidence of the mean. Use: =STDEV(number 1, number 2 ) / SQRT(COUNT(number 1, number 2 )) The 95% confidence interval (CI) gives a value for which the true mean has a 95% probability of lying ±CI from the measured mean. It is the best method to use to compare sets of data or to draw error bars on a graph. It is found using: =CONFIDENCE(O.05,STDEV(number 1, number 2 ),COUNT(number 1, number 2 )) Note: 0.01 can be used instead of 0.05 to give the 99% confidence interval, and so on. Using Excel to evaluate data: Repeating a method to get a second or third value for the mean gives you some idea of the consistency of the results that you can obtain by using it. However, this does not give you a measure of the consistency of the individual measurements and can take a long time. You can use 95% confidence interval to evaluate your data more effectively: If the CI is small compared with the mean, your mean is reliable. If the CI is large compared with the mean, the mean is unreliable. You should consider whether this is due to chance, because of using a small sample, or if it is due to a flaw in the method. If the method is at fault, repeating the same method to get a new set of results is likely to give very inconsistent values for the mean. If a mean is found to be unreliable, it suggests a new approach is needed. Sometimes increasing the sample size may be enough (which you can test with a new CI calculation). Using Excel for descriptive statistics: page 3 of 5

5 b c d Look at the sample graph in Data Range, if it appears to have used the data correctly, click Next. If it looks wrong, correct it by clicking the Series tab, then the red arrow at the end of the X Values box. In the spreadsheet, highlight the cells containing the data you want on the bottom axis of your graph and click the red arrow again. Repeat for the Y Values box and click Next. In the Chart Options window, you can type in Titles for the graph, label the axes (type the label for your axes in the Value boxes usually name / units). You can alter or turn off the gridlines (Gridlines tab) and remove the legend (Legend tab, then click to remove the tick from the Show legend box). In the Chart Location window, click Finish to put the chart in the spreadsheet with the data. You can click on the chart and then use File > Print preview to check the size that the data markers will appear in the printed chart. File > Print can be used to print a full page chart, or you can Copy the chart and place it into a document. Notes Most things in Excel graphs can be changed by right clicking or double clicking on the part that you want to alter. For example, you can: o double click on any empty graph area to Format plot area o right click on any empty graph area to get a menu with Format plot area, Chart type, Source data, Chart options or Location o click on an axis to Format Axis You can use: o Format the plot area to alter borders or background fill. The border and background shading can be removed by clicking None in the border and area sections. o Format Axis to alter the Font of the label (including the use of superscripts) o Scale to change the range used (e.g. if a large section of the graph is empty) o Format Chart Title or Format Axis to change font (size or type and add effects like superscripts) o Click or click and drag on text to edit it. A single click will give you a box with handles to move titles. A second click allows you to type and edit. A right click gives you formatting options. New graphs using the same layout If you alter the data in the spreadsheet, the graph plots (data points) will automatically be altered to fit the new data. Using Excel for descriptive statistics: page 5 of 5

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