Excel Project

The Excel project that I just completed was challenging, yet educational at the same time.  It forced me to learn skills that I otherwise probably wouldn't have taken the time to learn.  To sum up the requirements for this project... we were given a collection of data, and were instructed to make some changes to the existing data, as well as add to the data given.  We created formulas, changed numbers to percentages, and formatted the data to print in a specified manner.  We were also instructed to create two separate pivot tables, which were used to provide a summary of all of the information.  With the aid of the lecture videos, the Excel help discussions, and bit of common sense, I was able to complete all the tasks as required. 

I acquired several skills after the completion of this project.  I learned how to add columns and rows, to show specific data.  I also learned how to create different Excel formulas, in order to display information in various ways.  After I completed all of the requirements for the project, I was then able to format all of the information into a printable version which was easy to read and understand.  I think one of the more useful skills that I gained, however, was the creation of pivot tables.  Pivot tables are a great way to condense all of the information into just a few rows and columns, and sums up all of the important data onto one page.  They are very useful when presented with a very large amount of data. 

I now feel much more comfortable with navigating through Microsoft Excel.  This project was a lot of work, but will certainly be beneficial to me in the long run.  I have no doubt that in the future I will revisit what I have learned from this project, and put my newly acquired skills to practical use.

Week 5: Muddy/Creating Pivot Tables in Microsoft Excel

As I was working through this weeks' lectures on Microsoft Excel, I found one of the topics to be a bit more challenging than all the others.  Although I watched the lecture on pivot tables twice, when I attempted to complete the exercise provided I still wasn't able to perform some of the tasks that were required.  I decided to write about pivot tables for this week's blog in an effort to learn more about this function of Excel.

While researching pivot tables via the Internet, I found a great explanation of what it is that a pivot table accomplishes; "You might think of a pivot table as a user created summary table of your original spreadsheet. You create the table by defining which fields to view and how the information should be displayed. Based on your field selections, Excel organizes the data so you see a different view of your data." 

This explanation helped put into perspective exactly what pivot tables are used for.  However, my problem was that I still wasn't quite sure how to use them effectively.  Although the lecture helped, for some reason I didn't have a clear grasp on the concept.  So I searched for videos which would demonstrate in further detail how to navigate through a pivot table on Excel.  I found one very useful video, which I have included below.

http://www.youtube.com/watch?v=YxKaJP8I-mA

This video helped me further understand the functions of pivot tables, and how to use them.  It explains that you would normally click on "new worksheet" rather than "existing worksheet," which I had previously made the mistake of doing.  It also gave clearer examples of what types of data go into the specific boxes.  For example, if you have information that contains numbers only, then you would drag that information in the sum values box.  However, if you have information that includes numbers and text, then, depending on how you want the information displayed on your sheet, you could drag it to column labels or row labels.  Upon doing so, your information is immediately displayed on the worksheet next to the pivot table just as you have indicated.

After watching this video tutorial, I hope to have an easier time with pivot tables not only to help with my Excel project, but to also help me later on in my career, when I put it to practical use.  Pivot tables are one of the many great functions of Microsoft Excel, and they are a great way to analyze a very large amount of data with just a few keystrokes.

Websites referenced:  http://www.timeatlas.com/5_minute_tips/chunkers/learn_to_use_pivot_tables_in_excel_2007_to_organize_data

Week 4: Clear/Horizontal vs. Vertical Applications

I decided to write about the difference between vertical and horizontal applications, because I have used both forms of applications in various jobs that I have worked.  I never knew that these software programs actually had names, so I found it interesting.

The first application, horizontal, is a software program that is used across different industries for many different uses by different people.  What first came to mind when I learned about horizontal applications was my use of it in a restaurant job that I had.  I was put in charge of cashing out each server at the end of their shift, and the program that we used to calculate the totals and earnings of each server was Microsoft Excel.  This is an example of a program that is used for many different purposes, but for that particular job, we used it to keep track of everyones daily cash outs.  It made the process of collecting money run much smoother.  My use of Microsoft Excel while at that job has helped me tremendously, and hopefully will help me with the Excel Project!  Other examples of horizontal applications include Adobe Photoshop, Microsoft Office, Open Office, and Adobe Creative suite.

The second application is vertical, and is defined as a software program that is designed to meet the specific needs of one vertical business market.  As with the horizontal application, when I first learned about vertical applications the first thing that popped into my mind was my job at Goodys Family Clothing (which is sadly out of business now.)  We had one entire system at Goodys that was designed to run the whole store.  While working there, I was assigned to many different departments, each with their own unique job requirements.  Sometimes I was a cashier, and just as the lectures pointed out, the system knew which items were on sale, and which were full price.  This was because when a shipment of clothing would arrive in the warehouse, we would set the prices in the scan gun, and then scan one item out of the shipment with the correct price.  This would in turn set the price for the entire shipment, saving lots of time.  We also had a system for price checks, which would allow customers to scan items to find out the price for themselves before purchase.  Although I would never work retail ever again, Goodys was a great learning experience for vertical applications!

To further my knowledge of vertical and horizontal applications, I did some research just to make sure I had a good grasp of the entire concept.  My research results took me to http://en.wikipedia.org/wiki/Vertical_application, which surprisingly didn't have very much information.  I found out that this is a relatively new topic, because none of the websites really provided me with anything useful other than what I had already learned.  This website even asked if I would like to expand on the information related to this topic, because they didn't feel that they had enough resources available!  Perhaps I will refer them to Charlie Hairston's informative lectures :) 

Side note:  I used orange and blue text color in an effort to show my Gator spirit, and to wish them luck against Tennessee.  Go Gators!!     

Week 3: Clear/Ergonomics in the Workplace

I feel that ergonomics is an important subject to discuss because of the day and age that we currently live in.  We as a society depend on computers now more than we ever have before, from large enterprises to small businesses and home offices.  I believe that it is important for people to be educated on the practice of safety in the workplace, with regard to computers.

The actual definition of ergonomics is explained as the science of fitting workplace conditions and job demands to the capabilities of the working population.  Basically what that translates into is the process of making a particular work environment as safe and comfortable as possible.  This ranges from the comfort of your chair, to the position of your computer.  These may seem like mundane things, but can significantly effect an individuals health in the long run.  Some examples of ergonomic risk factors are found in jobs requiring repetitive, forceful, or prolonged exertions of the hands, frequent or heavy lifting, or pushing and/or carrying heavy objects.  The failure to recognize and address these risk factors can lead to serious health issues.

The picture below demonstrates all of the proper ergonomic practices that lead to a safe work environment.

The level of risk depends on the intensity, frequency, and duration of the exposure to these conditions and the individuals' capacity to meet the force of other job demands that might be involved.  If these simple steps are followed, it will ensure that the individual maintains the safest work environment possible.   However, if these rules are ignored, the consequences could lead to problems as serious as musculoskeletal disorders.   

Ergonomics is a topic that is becoming more widely discussed not only in the business environment, but in the home as well.  The amount of time that people spend in front of their computers is increasing as our society continues to advance in this technological age.  It is important for each individual to educate him/herself on this matter... sooner rather than later!

Websites cited: http://www.osha.gov/SLTC/ergonomics/index.html

                        http://ergonomics.about.com/od/workplaceergonomics/Ergonomics_for_the_Workplace.htm

Week 2: Clear/The Importance of Backing Up Your Data

This week I chose to write about computer data backup because I think that it is extremely important to protect all of the information that is stored on your computer.  Sometimes I feel that people don't realize how much they depend on their computers, and how devastating it can be if something happened to it.  I know this all too well, and I had to learn the hard way!  No one ever told me about the importance of backing up all your data... so I never did.  One night during a thunderstorm lightening struck the circuit breaker, and my computer was fried.  I lost all my music, pictures, and several other important documents that I won't ever get back.  I am still very bitter about this incident, and it happened five years ago.  I now make sure that I backup everything, because I don't ever want to go through that again.

One of the largest backup programs offered online is Mozy.  They go to great lengths to make sure that all of your information is encrypted and completely secure.  They use the same encoding system that banks use to send data via the Internet.  The military also uses this same encoding system... so you can rest assured that your data is 100% safe.  In addition, Mozy handles versioning, which means that it stores yesterdays renditions as well as today's renditions of your files with each backup, allowing you to pull data from different backup dates.  There are lots of different companies that offer computer backup and protection, Mozy is just one of them. 

One of the concepts that I learned about in the lectures was RAID 1 mirroring.  I did some additional research and found a website which explained this concept in further detail...   www.bestpricecomputers.co.uk/glossary/raid-1.htm.  Basically RAID 1 mirroring is an arrangement of hard disks that  creates an exact copy (or mirror) of a set of data on two or more disks.  (As shown in the picture below)  For example, RAID 1 writes two copies of the data simultaneously on two separate drives so that if one of the mirrored drives suffers a mechanical failure or does not respond, the remaining drive will continue to function.  RAID 1 is popular for accounting and other financial data, but is also commonly used for small database systems and enterprise servers.

I believe that more people should be made aware of the consequences of not backing up your computer information.  There are so many different ways that your computer can be destroyed... house fires, floods, theft, and even lightening storms.  It is completely irresponsible to not implement some type of backup system for your computer.  You just never know what could happen, so it's better to be safe than sorry!