Business Analytics – I

EXCEL = Data Storage + Perform Calculations + Analyse + Draw Charts

Within Excel, using Excel's Copy, Cut, and Paste features, we can easily share, transfer, or repeat
data. Such tools are found on the ribbon's home tab in the Clipboard category.

Select and copy like this…

Now paste it like this…

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Here, you can find paste options. It allows us to change our paste options at the time when we
paste. If you want to remove it, however, just press escape on your keyboard.
If we want to copy excel into word, can be possible.
Branch Id No: Date Day Hours
Vizag KR001 1/8/2019 Monday 4
Vizag KR002 1/9/2019 Tuesday 4
Vizag KR003 1/10/2019 Wednesday 4
Vizag KR004 1/11/2019 Thursday 4
Vizag KR005 1/12/2019 Friday 4
Vizag KR006 1/13/2019 Saturday 4
Vizag KR007 1/14/2019 Sunday 4
Vizag KR008 1/15/2019 Monday 4
Vizag KR009 1/16/2019 Tuesday 4

So now we've seen how we can build our own Excel workbook from scratch using the blank template
of the workbook. If you wanted to create a more complex Excel spreadsheet, knowing where to
start can be a little tricky though.
Click on file:

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Now, click on new:

Excel supports us by providing us with a wide selection of templates from which we can choose to
begin. Let's look at how we can use the online models for Excel easily. When you scroll down you
will see that from this small preview there is a lot to choose from.

To do lists, budgets, there are task trackers. But if you're thinking of something very general and you
can't see what you need here, you can look for it. And there are hundreds of models available in
online, so there are chances that your needs will be met.
For the first time, we need to build an invoice. So we'll click on the search bar and type invoice, then
press enter or tap the search icon. As most models are online, you will need an Internet connection.

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Let us observe the following:

We will begin by breaking down simple calculations called formulas right from the start. Let's say
we have 10 boys in a school, 20 girls, but we want our full strength to be recognized. The first step
is, click on the cell where you want the answer to go. Next step, type equals. If you always follow
those two rules, you're halfway there. Now, I could do what I do on a calculator and type 10 plus
20, and press Enter, and there you go, I have the right answer.

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However, that is not very quick. I'm quite likely to make an error. More importantly, if either of
these values change, I'm going to have the wrong answer. So, we're going to do it the Excel way
instead. Type equals, click on the first value you want to add, type your plus, click on the second
value you want to add, and now, click Enter. We get the same answer.

If my boys count go up to 25, my total automatically recalculates, and that is part of the power of
Excel.

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Type a minus which is just a dash to find difference, and click Enter. So, we've seen to do an addition,
we use our plus, to do a subtraction, we use our minus. Now, to do a multiply, we use an asterisk,
and to do a divide, we use our forward slash.
Addition + Difference - Multiplication * Division /
When we have a large set of data downloaded from the company database containing more than a
thousand records. And need to complete all the calculations. Let's see how to do this.

The first calculation has to do is Profit Margin. Profit Margin is calculated by subtracting Cost Price
from Retail Price to work out our Profit. So this is going to be a simple subtraction. Click in C2 and
start with your equals. Click onto Retail Price, type minus, click Cost Price and press Enter. Great!

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Remember the Fill Handle. Well, the great news is we can use that for calculations as well. So, click
back on to C2, which is the last calculation we did, come to the Fill Handle, that little green box at
the bottom right-hand corner, and double-click. How easy was that?

All right, next calculation is our Sub Total. The Sub Total is how much the customer is going to pay
before Discount. So we're going to need to take the Retail Price and multiply it by the Order
Quantity. Again, start with your equals, click Retail Price and now we need to multiply, so remember
that's our asterisk, click on Order Quantity and press Enter. And once again, we can copy that down.
So back on to E2 and double-click your fill handle.

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Now we need to work on our Discount. Discount is worked out as a percentage of the Sub Total.
All you need to do is take the percentage amount and multiply it by the value you want to get a
percentage of. Note that two percent is not the same as two. It's the same as two divided by 100 or
if you prefer, 0.02.

So let's see how this works. We're going to start with our equals, click our Sub Total, click our
asterisks to multiply, click on our two percent. Click Enter and there we go. Let's copy that down. So
back onto G2 and double-click your fill handle.

Finally, we need to calculate our Order Total. This means taking our Sub Total, subtracting the
Discount, and adding in the Postage cost.
So this is a slightly more complex formula, but only slightly. Start with your equals, click on your Sub
Total, type your minus, click on your Discount amount, type your plus and click on your Postage
Cost. Now click Enter.
There's our Order Total and again we can copy that down. So, in under five minutes, we have easily
computed.

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We're now going to look at how to work with a different kind of calculation called the function. We
have to summarize the sales made by our account manages. The first job is to get the total sales of
the last four quarters for each of our managers. The function that does the add operation for us, is
called the sum function, and this function would do exactly the same thing as this formula.
Note that, there are no pluses or operators in the function, it is the word sum that tells Excel what
we want to do. Another difference is, the brackets. The brackets and the function are not optional.
Wherever you have a function name, you must have an open bracket, and wherever you have an
open bracket, you must have a closed bracket. Another difference you'll notice, is the colon.
Formulas don't contain colons, but functions very often do. The colon is a range operator. It means,
work with all the values from B2, up to, and including E2.
Select B2 o E2:

Click on Auto Sum:

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Let's have a look at how the function might work.

Now, we can use your fill handle to copy functions.

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Finding an average for each sales manager, as well as their highest and lowest quarter. Fortunately,
Excel can help us with this. Start by clicking on the cell where you want the answer to go. Click on
the "FX" and it brings up the Insert function dialogue, which asks you, "What type of operation you
want to perform?”

Type average in the circled area:

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Now, we want to get an average, so type it in and click "Go." Excel has returned all the functions
that it feels might help you, and right at the top is Average, which is perfect, so click "Okay." Just
like the SUM, Excel's tried to get an average of all the values to the left, which is not correct. We
don't want to include our total.

So we're going to replace that selection with our four quarters by just selecting them

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To know MAX or MIN values, you can put equals and then go to Auto Sum and then select MAX or
MIN and do alter from B2 to E2.

Or
Type = MAX (B2:E4)

Now, double click on fill handle to compute others

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Now, to get the lowest value, we use the Min function.
Type = MIN (B2:E4)

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Do enter and then do double clcik on fill handle, we get;

Now, I want to calculate Q1 Commission with respect to Rate of Commission

I will put, equal symbol in J2 and then B2*K2; end with enter

We get;

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Great!
Now, we can use fill handle and do double click on it:

Oops! We got zeros.

So what I tell Excel is to lock K2 by using the dollar symbol. Instead of telling Excel equals B2 times
K2, I type equals B2 times $K $2. Excel understands that instead of going equals B2 times K3 in the
next cell, it will intuitively put in the next cell equals B3 times J2 and if you fill the formula all the
way down, you'll see B5 times K2, and so on. This is absolute cell referencing.

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Do enter and do double click on fill handle

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Now, do copy F2 and paste it at L2.

We can see error. Why this error does came?

Now, the reason it didn't work is because of relative references which we looked at in the previous
cases. When I have a look at the calculation in the sale, it says add up the four sales to the left of
me. Now, coming back to our sales summary, you'll see there aren't four sales to the left, and that's
why I'm getting this reference error. So, with formulas, you can't just copy them and necessarily
expect to get the right answer.
So, what are other options? Well, what some people may think is the obvious choice is to come and
actually get that value and just type it in or copy the value in. That is a really bad idea.
What we really want to do is somehow pull that value through from there. This is actually easier
than you might think. Imagine, for example, we want to pull the value of F2 in the place of L2. Type
equal symbol in L2 and select F2 and do enter.

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Now, use fill handle and do double click at L2, we get the following:

Note that, the same we can do from one workbook to another work book also.

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