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Data Analysis and Validation - Case Study

The document describes a case study where sales data from multiple stores is imported into Excel and validated. Product data is imported from an Access database into a new worksheet. Data validation is set up to ensure consistent product names. Formulas are used to add product prices and subtotals are added to summarize quarterly sales.

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Adrian Soare
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240 views5 pages

Data Analysis and Validation - Case Study

The document describes a case study where sales data from multiple stores is imported into Excel and validated. Product data is imported from an Access database into a new worksheet. Data validation is set up to ensure consistent product names. Formulas are used to add product prices and subtotals are added to summarize quarterly sales.

Uploaded by

Adrian Soare
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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EXCEL 2016 CASE STUDY

DATA ANALYSIS AND


VALIDATION CASE STUDY
Excel Case Study

Data Analysis and Validation: Case Study


In this case study, we will help Vikram import product data from an external source, create
validation rules to ensure consistency of data. We will also outline the data using Outline
tool.

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Excel Case Study

Description
Vikram is now sales manager in the company headquarters. He is now in charge of
managing sales across multiple stores that sell many different products.

While reviewing quarterly sales reports from different stores, he noticed several
inconsistencies. Since each store creates its reports manually, the same product name is
entered differently across stores. Vikram’s team has to spend a lot of time in cleaning up the
reports before compiling them for senior executives.

Vikram has asked his team to create a master list of products and create an Excel report
template with built-in validation for product names.

The product list is in an MS- Access table named Product Names.accdb. In this case study,
we will import the data into a table in an Excel workbook and set up data validation rule for
product name. In the new template, we will calculate the Quarterly sales total using Subtotal
tool. The product list is stored in a table named Products in this database.

Solution

Follow the steps to complete the case study:

Open file Data Analysis and Validation_Case Study.xlsx.

1. We will first Import the product names using Get & Transform tool.

On the Monthly Sales worksheet, click New Query in Get & Transform group on Data tab.

On the dropdown list, mouse over From Database and select From Microsoft Access
Database from the list of data source options.

Excel opens the Import Data dialog box. Navigate to the folder on your computer where you
saved the Access database. Select the database file and click Import.

2. Excel opens the Navigator pane. Select Products under Display options as the data
we want to import is in the table named Products.

Excel displays the content of Products table in Navigator pane. You can see that the table
has four columns. We need to import only two columns, Product Name and Unit Price.

Click Edit to select the columns.

3. Excel opens the Query Editor window. We can build our data query in this window.
Each step you perform is recorded by the Editor and displayed in APPLIED STEPS
box in the Query Settings pane.

Please note that the original data is not modified in any way; the Query Editor imports the
data into Excel before modifying it according to the query you define here.

Click Choose Columns in the Manage Columns group on the Home tab of Query Editor
window.

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Excel Case Study

4. In the Choose Columns dialog box, first unselect the Select All Columns check box.
Then select check boxes for Product Name and Unit Price columns. Click OK.

5. The Query Editor now displays data from the two columns in Products table. Look at
the APPLIED STEPS area to see how Query Editor has recorded the steps so far.

Click small Arrow next to Close & Load in Close group on Home tab in Query Editor
window.

6. From the drop down, select Close & Load To.

7. In the Load To dialog box, make sure New worksheet radio button is selected. Click
Load.

Excel inserts a new worksheet in the work book with data from the selected columns.

8. We will now create a data validation rule for cells where stores will enter product
names.

On Monthly Sales worksheet, select cells D2:D17. Stores will enter product names sold by
them in these cells.

Click Data Validation in Data Tools group on Data tab.

9. In the Data Validation dialog box, select List in Allow box under Validation criteria
section on Settings tab.

10. Click inside Source box and select cell range A2:A11 on worksheet Sheet1. Click
OK.

11. We have now applied a data validation rule to cells where product names will be
entered. The product names entered in cell range D2:D17 must match the names in
cell range A2:A11 on Sheet1.

You can see the small drop down arrow next to cell D2. IF we click it, it displays the
product names from the cell range A2:A11. We can simply select the desired product name
from the list.

12. Let’s automate adding the product list price by entering this formula in cell F2:

=INDEX(Products[Unit Price],MATCH(D2,Products[Product Name],0))

This formula will pick up the unit price from Sheet1 cell range B2:B11 for the product name
entered in cell D2.

13. We will now outline the data using Subtotal for each quarter.

Click anywhere inside the sales data cell range. Click Subtotal in the Outline group on Data
tab.

14. In the Subtotal dialog box, in the At each change in list, select Quarter since we
want to subtotal sales for each quarter.

15. In Use function, select Sum as we want to calculate total.

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Excel Case Study

16. In the Add subtotal to area, select Sales Amount.

17. Select Replace current subtotals and Summary below data check boxes.

18. Click OK.

Excel inserts a summary row after each quarter with the subtotal for the quarter. It also
inserts Grand Total row in the end.

Solution file: Data Analysis and Validation_Case Study_Solution.xlsx.

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