1.1 Word and Spreadsheet

(PSY206) Data Management and Analysis

Author

Md Rasel Biswas

Overview

  • In data analysis, we often deal with large amounts of text, numbers, and tables.
  • Two essential tools to manage these are the word processor and the spreadsheet.
  • These software packages are foundational:
    • Word processors help us create, format, and edit documents.
    • Spreadsheets help us organize, calculate, and analyze numerical data.
  • Before moving on to statistical software (like SPSS, Nvivo, or MAXQDA), students must have a clear understanding of these fundamental tools.

Word Processors

  • A word processor is software used for creating, editing, formatting, and printing text-based documents.
  • They replaced traditional typewriters by allowing:
    • Easy editing and revising of text.
    • Rich formatting options (fonts, margins, headings, alignment).
    • Insertion of tables, figures, footnotes, references, hyperlinks.
    • Spell-checking and grammar tools.
  • Examples: Microsoft Word, Google Docs, LibreOffice Writer, Apple Pages, WPS Writer, Overleaf (LaTeX editor).

Microsoft Word

  • Part of the Microsoft Office Suite.
  • Features:
    • Templates for reports, resumes, academic theses.
    • Advanced referencing tools (citations, bibliographies).
    • Track changes and comments for collaboration.
    • Mail merge for generating personalized letters.
  • Strengths:
    • Professional, flexible, widely supported across industries.
  • Limitations:
    • Paid software requiring license/subscription.

Microsoft Word Home Screen

Alternatives to Microsoft Word

  1. Google Docs – Free, browser-based, real-time collaboration.
  2. LibreOffice Writer – Free, offline, open-source, Word-compatible.
  3. WPS Writer – Free version available, Excel-like interface.
  4. Overleaf (LaTeX editor) – Best for academic research writing with formulas and structured formatting.

Spreadsheets

  • A spreadsheet is a software application designed to organize, calculate, and analyze data in tabular form.
  • Data is entered into a grid of rows and columns, forming cells.
  • Each cell can contain text, numbers, or formulas.
  • Spreadsheets are particularly useful for:
    • Numerical analysis (budgets, statistical summaries).
    • Data visualization (charts and graphs).
    • Data management (sorting, filtering, and summarizing).
  • Popular spreadsheets include Microsoft Excel, Google Sheets, and LibreOffice Calc.

Introduction to Excel

  • Microsoft Excel is a spreadsheet program used to store, organize, and analyze data.
  • Data is arranged in rows (numbers) and columns (letters) forming cells.
  • Each cell can contain:
    • Text (names, labels)
    • Numbers (data values)
    • Formulas (calculations)

An Excel sheet

Excel Interface

  • Workbook → The whole Excel file.
  • Worksheet → A single tab/page inside a workbook.
  • Cell → Intersection of a row and a column.
  • Cell Reference:
    • A1 = Column A, Row 1
    • B5 = Column B, Row 5

Entering Data

  • Click on a cell and type a value or text.
  • Press Enter to go down, Tab to move right.
  • Data types:
    • Numeric: 120, 3.75
    • Text: “Dhaka”, “Student”
    • Date/Time: 12/09/2025, 10:30 AM

Basic Formulas

  • Always start with =.
  • Examples:
    • =A1 + B1 → Adds two cells.
    • =A1 * B1 → Multiplies values.
    • =A1 - B1 → Subtracts values.
    • =A1 / B1 → Divides values.

Common Functions

  • SUM → =SUM(A1:A5) adds all numbers from A1 to A5.
  • AVERAGE → =AVERAGE(B1:B10) finds mean.
  • MAX / MIN → =MAX(C1:C20), =MIN(C1:C20) finds maximum and minimum.
  • COUNT → =COUNT(D1:D50) counts numeric entries.

Formatting Data

  • Change font, size, and color.
  • Use bold/italic/underline for emphasis.
  • Align text left, right, or center.
  • Format numbers as:
    • Currency
    • Percentage
    • Date

Charts in Excel

  • Select data → Insert → Choose chart type.
  • Common charts:
    • Column/Bar chart – compare categories.
    • Pie chart – show proportions.
    • Line chart – show trends over time.

Example Exercise

  • Q1: Enter 5 students’ marks in Excel and calculate:
    • Total marks using SUM().
    • Average marks using AVERAGE().
    • Highest mark using MAX().
  • Q2: Create a bar chart of the marks.

Alternatives to Excel

  1. Google Sheets – Free, online, real-time collaboration.
  2. LibreOffice Calc – Free, offline, Excel-compatible.
  3. WPS Spreadsheets – Free, Excel-like user interface.
  4. Zoho Sheet – Cloud-based, business-oriented, integrates with Zoho apps.