Using spreadsheet programs
Authors:Christie Bahlai, Aleksandra Pawlik
Contributors: Jennifer Bryan, Alexander Duryee, Jeffrey Hollister, Daisie Huang, Owen Jones, Clare Sloggett, Harriet Dashnow and
Ben Marwick
Spreadsheet programs are very useful graphical interfaces for designing data tables and handling very basic data quality control functions.
Spreadsheet programs
- LibreOffice - used in these lessons because it’s a free, open source spreadsheet program
- Microsoft Excel
- Gnumeric
- OpenOffice.org
Commands may differ a bit between programs, but general ideas for thinking about spreadsheets is the same.
Spreadsheets encompass a lot of the things we need to be able to do as researchers. We can use them for:
- Data entry
- Organizing data
- Subsetting and sorting data
- Statistics
- Plotting
How many people have used spreadsheets in their research?
Spreadsheets can be very useful, but they can also be frustrating and even sometimes give us incorrect results.
What are some things that you’ve accidentally done in a spreadsheet, or have been frustrated that you can’t do easily?
Spreadsheet outline
In this lesson, we’re going to talk about:
- Good data entry practices - formatting data tables in spreadsheets
- How to avoid common formatting mistakes
- Dates as data - beware!
- Basic quality control and data manipulation in spreadsheets
- Exporting data from spreadsheets
Overall good data practices
What this lesson will not teach you
- How to do statistics in a spreadsheet
- How to do plotting in a spreadsheet
- How to write code in spreadsheet programs
If you’re looking to do this, a good reference is Head First Excel by O’Reilly
Why aren’t we teaching this
- It is difficult to track or reproduce statistical or plotting analyses done in spreadsheet programs
The cardinal rules of using spreadsheet programs for data:
1. Put all your variables in columns
2. Put each observation in its own row
3. Leave the raw data raw - don’t mess with it!
4. Export to a text based format like CSV.
In reality, though, many researchers use spreadsheet programs for much more than this. We use them to create data tables for publications, to generate summary statistics, and make figures. Generating tables for publications in a spreadsheet is not optimal- often, when formatting a data table for publication, we’re reporting key summary statistics in a way that is not really meant to be read as data, and often involves special formatting (merging cells, creating borders, making it pretty). We advise you to do this sort of operation within your document editing software.
The latter two applications, generating statistics and figures, should be used with caution: because of the graphical, drag and drop nature of spreadsheet programs, it can be very difficult, if not impossible, to replicate your steps (much less retrace anyone else’s), particularly if your stats or figures require you to do more complex calculations. Furthermore, in doing calculations in a spreadsheet, it’s easy to accidentally apply a slightly different formula to multiple adjacent cells. When using a command-line based statistics program like R or SAS, it’s practically impossible to accidentally apply a calculation to one observation in your dataset but not another unless you’re doing it on purpose.
HOWEVER, there are circumstances where you might want to use a spreadsheet program to produce “quick and dirty” calculations or figures, and some of these features can be used in data cleaning, prior to importation into a statistical analysis program. We will show you how to use some features of spreadsheet programs to check your data quality along the way and produce preliminary summary statistics.
In this lesson, we will assume that you are most likely using Excel as your primary spreadsheet program- there are others (gnumeric, Calc from OpenOffice), and their functionality is similar, but Excel seems to be the program most used.
In this lesson, we’re going to talk about: