Exercise 1 Who s listening? Making pie charts

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1 Exercise 1 Who s listening? Making pie charts Imagine a Radio Station CXYZ has hired your consulting firm to find out how many listeners it has in a city with a population of The station also wants to know how many people tune in to their competitors, CBOB and CBIF. If is common, in this situation, to survey a random sample. Use Excel to process data from a sample of 85 people surveyed by telephone. These are the results of your telephone survey. Station tally Frequency CXYZ //// //// //// //// / 21 CBOB //// //// //// //// //// // 27 CBIF //// //// //// /// 18 Other /// 3 None //// //// //// / 16 CREATING A MODEL 1. Start Microsoft excel 2. Select create a New File 3. Select Spreadsheet and press Enter 4. In the home position at cell A1, key in STATION and enter it as the label 5. Move to cell B1, key in FREQUENCY, and enter the label. Frequency is the number of times something happens. You will notice that frequency does not fit the default width of the column, width of the column, to widen the column, place your mouse at the top right hand corner. The cursor changes to <- ->. Move your mouse to the right to widen the column. 6. Move to location A3, key in CXYZ, and enter the label 7. Move to cell A4 and enter the label CBOB

2 8. Move to cell A5 and enter the label CBIF 9. Move to cell A6 and enter the label Other 10. Move to cell A7 and enter the label None 11. Move to cell A9 and enter the label Totals. This leaves a blank line between row 7 and row Move to cell A11 and enter the label Population. Your model now looks like the following one Station Frequency CXYZ CBOB CBIF OTHER NONE Totals Population 13. Save your model by selecting File, then Save as. Key in WHO S LISTENING in the Save File. As field and press Enter. 14. In cell B3 key in 21 and enter it as the value. This is the frequency of positive responses tallied for the CXYZ station in your telephone survey 15. In cell B4 key in 27 and enter the value. In cell B5 enter the value PROCESSING AND FORMATING DATA 16. Move to cell B9, key in =SUM(B3:B7), and enter the function to add the values you have keyed in, in cells B3, B4,B5, B6, and B7 17. In cell B11 key in and enter the value. This is the total population of the city. Do not leave a space between 5 and the 0 because Excel would think you are entering a label instead of a value 18. At C1 enter the label RATIO

3 19. At D1 enter the label PERCENT 20. At E1 enter the label Listeners. You will have to widen the column to fit this label HOW TO CALCULATE RATIO Divide the frequency by the total number sampled in the survey to calculate the ratio. The slash (/) means to divide. Begin the formula with the value starting character (=) and divide cell B3 by B9 21. At C3 key in =B3/$B$9 as the formula and press Enter The dollar sign ($) in front of the column and row coordinates for the Total cell ($B$9) lets Excel know that this is an absolute reference. When a cell is keyed in without a dollar sign, as in B3, it is called a relative reference. If you were to copy this formula and use it in another cell, the relative references would change relative to the move, but the absolute references would stay absolutely the same. For example, if you were to select the formula in cell C3 (=B3/$B$9) and copy it (edit, Copy) to cell C4, the formula would change to = B4/$B$9. The relative reference B3 changes to B4 relative to the move. The absolute reference $B$9 stays the same. Normally references are relative, but sometimes, as with this total, we want an absolute reference. Calculation with formulas We will now fill in our formulas from calls C3 to C7 to calculate the ratios. 22. In C3, put in the cursor to select the cell. Move the cursor down with your mouse, and highlight down to cell C7. This highlights the range of the cells to be selected. Select thee Edit menu, then Fill then Down. The ratio column fills in. The ratios displayed have too many digits. It would be better to show only the first two decimal places. We can format the cells to show only the first two decimal places. 23. Move to cell C3. Use your mouse to select cells C3 to C7. Select the Format menu, then Cell then Number or select, (comma) from the tool bar. A dialog box appears on your screen. Accept 2 as the number of decimals by pressing Enter. Now we will fill in the Percent column 24. Move to cell D3, key in =B3/$B$9 as the formula and press Enter. 25. In cell D3, use the cursor to highlight down to cell D7. Select the Edit menu, and then Fill then Down.

4 26. Move to cell D3. Highlight down to cell D9. Select the Format menu, then Cells then Percentage. Key in 0 (zero) as the number of decimal places, then press Enter (you may also format using the toolbar) The ratio is now stated as a percent in column D. Now we will use the ratio to calculate the approximate number of listeners. To find this out, we will multiply (*) the ratio of the sample by the population. 27. Move to cell E3. Key in =C3*$B$11 as the formula and press Enter 28. In cell E3 move the cursor down to cell E7 to select this range of cells. Select the Edit menu, and then Fill then Down 29. Move up again to cell D3. With your mouse highlight the cells down to E9. Select the Format menu, then cells then Number. Key in 0 (zero) for the number of decimal places, and then press Enter to select OK Now we will fill in the Totals row. 30. Move to the cell B9. Highlight across to cell E9. Select the Edit menu, then Fill then Right 31. Move to cell C9. Select the Format menu, then Cells then Number. Accept 2 as the number of decimals, then press enter. Move to cell D9. Select the Format menu, then Cells then Percent. Key in 0 (zero) as the number of decimal places, then press Enter or use a mouse to select OK. Your model now looks like the following one STATION FREQUENCY RATIO PERCENT LISTENERS CXYZ % CBOB % CBIF % OTHER % 4412 NONE % TOTALS % POPULATION

5 32. Save your model again by selecting File, then Save PREPARING A PIE CHART We will now present the data in a graph or chart, as it is called in Excel. Using the model WHO S LISTENING that you have already created, we will make a pie chart to get a better picture of the data 33. Move to cell A3. Use your mouse to highlight across and down to B7. Select the Chart Wizard from the tool bar. The Chart Wizard will lead you through four steps in preparing a graph of selected data from this spreadsheet. Step 1- From the chart type select Pie and the default, which is already highlighted. Click next Step 2- Enter data range Cell A3 to B7. Click next. Step 3- Note that there are three tab dialog boxes you can select. Enter Chart Title (include your name as part of the title). Select the tab marked Legend. Put the legend at the bottom by clicking under Placement, bottom. Select the tab marked Data Labels. As we want the wedges of the pie described, select show label and present. Click next. Step 4- Place chart: by clicking on as a New Sheet. When we print the graph it will separate from and not be included in the spreadsheet. Click Finish 34. To further customize the chart, click first anywhere on the white workspace of the screen. You should see square black dots around the chart. Select FORMART on the menu bar then click on selected chart area. We want to put a border around the chart so under the Pattern tab click on Custom. Under Style select a solid line style from the options given. Click on the Font and select a font and font style with size 14. When finished click on OK. PRINTING A CHART 35. Select the PRINT menu, then PREVIEW. Select PREVIEW to confirm that you have formatted your pie chart correctly 37. Exit Excel by selecting the FILE menu, then Exit Excel

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