## Introduction

Creating a **frequency distribution** in Excel is an analysis tool which allows users of the program to view data collectively as it pertains to group count, meaning the user can determine how many items within a given set of data fall into various categories. Frequency distributions are useful when analyzing variables such as *gender, age* or other categorical data. This guide will explain how to create a frequency distribution in Excel using a few simple steps.

The first step in creating a frequency distribution is to enter your data into an Excel worksheet. After entering your data, you will need to identify the columns containing the variables you want to analyze. For example, if you are looking at gender and age, you would identify those columns and insert two more columns next to them – one labeled *“Male”* and one labeled *“Female”*.

Next, you will need to create categories based on the variables you are analyzing (i.e., age brackets). In our example of gender and age, we could create categories such as *18-25, 26-35 and 36+*. To do this efficiently in Excel, use the **COUNTIF function**: drag down a formula that states *COUNTIF($A$1:$A$50,“<18”)*, where A1 through A50 is your range where ages are located. This formula will count the number of people under 18 years old within the range specified ($A$1: $A$50). The syntax for specifying ranges may vary slightly depending on your version of Excel; please refer to Microsoft’s documentation on using formulas and functions for instructions specific for yours version of the program.

Finally, once all categorical ranges have been identified and counts tallied up for each category type within our range ($A$1: $A$50), we can summarize our findings into a single table by using pivot tables or another tool such as *Microsoft Power View or Tableau Public* if desired by clicking on *Insert > Pivot Table* or *Insert > Chart/Graph/Visualization* depending upon which version of Excel is installed on your device or computer system.

## Understanding Frequency Distribution

**Frequency distributions** provide an organized way of presenting and visualizing data, making it easier to understand and interpret the results of your analysis. Frequency distributions can be used to show the distribution of a population over a given range of values.

In this article, we’ll look at how to create a frequency distribution in Excel, with a *step-by-step guide and an example*:

### What is Frequency Distribution?

**Frequency distribution** is a type of mathematical presentation which displays frequencies in intervals or classes. In simple terms, it shows the count of how often something happens in a given period. This data can be useful in *statistics, business, and more* to gain insight into a field of study.

A frequency distribution can summarize data using either an **ungrouped** or **grouped** format. An ungrouped frequency distribution provides an overview of the entire set of data with the frequency for each value separately listed. A grouped format is used to present summarized ranges, where each interval contains multiple values and their respective frequencies are tallied together.

To build a frequency distribution in Excel, you need to:

- Specify the range of your data
- Decide how many classes you want to use for grouping purposes (e.g., 10 class intervals)
- Compute your column totals accordingly
- Generate your chart with column heights corresponding to the cumulative numbers for each class interval
- Customize its visual elements for clearer communication of your statistical information — such as adding axes labels, title or colorizing it as desired.

### Types of Frequency Distribution

**Frequency distribution** is a statistical tool that arranges data values in patterns. It places the highest frequencies (number of occurrences of a particular variable) on the top and lowest frequencies at the bottom. Generally, frequency distributions are created by grouping variables based on their ranges of values. Further, frequency distributions allow us to both graphically and mathematically analyze data on various levels.

There are two types of frequency distributions: **discrete** and **continuous distributions**. Discrete data occurs in individual units with no possible outcomes between them. For example, number of students in a class is an example of discrete distribution; the exact value can only be indicated as 6, 7 or 8 but not 6.5 or 7.5 etc., Continuous data can have any value within given parameters like *height or weight of a person* which can be of any given measure or also *time taken by a certain event* which has time values that exist between given parameters – e.g start time and end time can have different values between them but not beyond those given start and end times like 8:30 am & 10:00 am respectively is having all minutes between 8:30am – 929am & 9:30am-10:00 am.

## Setting Up Your Data

**A frequency distribution** is a very useful tool for analyzing data. In order to create a frequency distribution in Excel, you first need to set up your data. This includes organizing your data into columns and rows, adding labels, and setting the data type for each column. Following these steps will help ensure that the data you are using is accurate and up-to-date. Let’s discuss the steps for setting up your data:

- Organize your data into columns and rows.
- Add labels.
- Set the data type for each column.

### Prepare Your Data

Before you can create a frequency distribution in Microsoft Excel, you will need to prepare your data by sorting it into numerical order. This can be done quickly and easily by clicking on the **“Data”** tab at the top of the page, then selecting **“Sort.”** You will then be prompted to select which column contains the values you want to sort and decide if you want to sort that column in *ascending or descending order.* Once the data has been sorted, click **“OK”** to finish.

It is also important that any data labels have been removed before attempting to create a frequency distribution table. To do this, you can:

- Highlight any cells containing text and
**delete them**. - Use Excel’s filtering functionality located on the
**“Data”**tab.

Once the number values have been sorted into numerical order and any extra text labels have been removed from your document, you are ready to create your frequency distribution table in Excel!

### Formatting Your Data

To create a frequency distribution in Excel, arrange your data into columns and rows on the spreadsheet. Any text that you have included in your data must be removed, so all that remains are numeric values. Additionally, if your data spans multiple columns or rows, simply highlight the relevant sections and click **Find & Select** from the **Home tab** on the toolbar, then select “**Go To**” to move them into a single column.

Once your data has been formatted for Excel’s use, create an extra column to identify each group. Label one column **Frequency** (total number of values in each group), **Group** (text for labeling each group), **Range** (smallest to largest value in each group) and **Midpoint** (average of Range). Also include a row at the top of the table labeled **Describe Frequency Distribution**. This will contain information about sample size, class intervals and shape of distribution later on.

Formatting your data correctly is essential before you begin using any formulas or functions – make sure it is entered in exact numerical order with no empty cells along any row or column. You should also give appropriate labels to different groups or categories when making frequency distributions with more than one type of data. Doing these simple steps will make it easier to interpret the results of your analysis later on!

## Creating a Frequency Distribution

**Creating a Frequency Distribution in Excel** can be an incredibly useful tool for data analysis. By creating a frequency distribution you can quickly and easily determine the *most common values in a given dataset*. This can help you identify trends and compare different groups of data.

In this article, we will explain **how to create a frequency distribution in Excel**:

### Using the FREQUENCY Function

**The Microsoft Excel FREQUENCY function** is a Statistical function that can be used to calculate the frequency distribution of numeric data, meaning it counts the number of numeric values in a dataset and displays them in bins (grouped intervals). This function has three arguments: *data_array*, *bins_array* and *cumulative*.

The *data_array* argument is a range of cells, or an array constant containing numbers that you would like to calculate the frequency distribution of. The *bins_array* argument is a range containing upper bounds of non-overlapping intervals (bins) into which the elements in data_array are grouped. And finally, the *cumulative* argument is either **TRUE** or **FALSE** that indicates whether you want to return an array form including both frequencies and cumulative frequencies (set to False by default).

When using this function, it returns an array of values that correspond to frequencies for each bin displayed as number intervals for user defined bins. That way you can easily use charts and other visualizations to represent multiple levels of frequency distributions using your own data or external sources.

### Using the COUNTIF Function

If you’re trying to answer questions about your data, like **“how many items are between 9 and 11?”** or **“which group has the most members?”** then a **frequency distribution** can help you quickly identify patterns or trends. A frequency distribution is a summary table that shows the frequency of different outcomes in a sample. It divides the entire range of values into *mutually exclusive intervals (bins)* and presents these intervals with their corresponding frequencies.

One way to construct a frequency distribution in Excel is to use the **COUNTIF function**. This function takes two arguments – a range and a criterion – and returns the count of cells in that range that meet the specified criterion. To form your bins, enter all values into one column, select a cell below the final value, and click Insert > Function > COUNTIF, then use this formula: **COUNTIF(Window 1:Window n,”>= LO && < HI”)**. Where LO is the lower limit of your bin, and HI is the upper limit. Repeat this formula n times, adjusting LO and HI for each window as necessary. Finally, sum up all of these COUNTIF functions to get your total count for each bin.

### Using Pivot Tables

**Pivot tables** are one of the easiest ways to create summary data and create frequency distributions. To set up your pivot table, select a cell in the data range and go to *Insert > Pivot Table*. By default, Excel will suggest the cells in your selected range as the source data for the pivot table.

To build a frequency distribution using a pivot table:

- Drag the field you wish to use for your analysis into the
*“Row Labels”*box. This will break down your data into individual items or categories within that field - Drag numerical values or
*“Count”*fields into the*“Values”*box on top of one another and change their summary functions to*“Count”* - Select any cell inside of your Pivot Table and go to
*Insert > Pivot Chart*to generate a chart view of your frequency distribution to help you visualize it quickly

## Conclusion

Though there are many ways to create a frequency distribution, **Python and Excel work effectively side-by-side**. As outlined in this tutorial, Python can be used to read in your data set then export it as an .xlsx file. Excel can take that exported data sheet and format the cells for you so that you can obtain a simple frequency distribution. By working with both Python and Excel together, you can automate the process of creating a frequency distribution.

Once you have your frequency distribution created, both Python and Excel offer options for analysis. You can use various *descriptive statistics functions in Python* to measure central tendency (*mean, mode, and median*) or calculate variance to see how the values of your variable deviate from each other. In addition to descriptive statistics functions, you may also want to parse through your data set to look for **outliers** or **missing values** that could skew reports or present inaccurate results if not addressed before creating a report.

Overall, utilizing Python and Excel together offers time-saving ways of obtaining desired results as well as new methods for examining data set results such as *outliers or trends across multiple variables*. Whether analyzing personal financials or business operations information; having an organized way of messaging data provides invaluable understanding into what the numbers are truly saying!