D ATA A N A LY T I C S

WITH EXCEL

Punit Prabhu
 Copyright © 2021 Punit Prabhu

All rights reserved

The characters and events portrayed in this book are fictitious. Any similarity to real persons, living or
dead, is coincidental and not intended by the author.

No part of this book may be reproduced, or stored in a retrieval system, or transmitted in any form or
by any means, electronic, mechanical, photocopying, recording, or otherwise, without express written
permission of the publisher.
 CONTENTS
Introduction to Data Analytics
Introduction of Software to be used in the course
Basics & Navigation
Formulas & Functions
Formatting
Pivot Table & Slicer
Power Query
Power Pivot
Charts & Dashboard
Practice Files Link
 INTRODUCTION TO DATA
ANALYTICS
What is Data Analytics?
Data Analytics is the process of exploring and analyzing large data sets to
help data driven decision making.

Analyze Data

Decision Making
Definition
Data when suitably filtered and analysed along with other related
Data
Sources and a suitable Analytics applied can provide valuable
information to various organizations, industries, business, etc. in
the form of prediction, recommendation, decision and the like.
 APPLICATIONS OF DATA
ANALYTICS
Finance & Accounting, Business analytics, Fraud , Healthcare,
Information Technology, Insurance, Taxation , Internal Audit,
Digital forensic, Transportation, Food, Delivery, FMCG, Planning
of cities, Expenditure, Risk management, Risk detection, Security,
Travelling, Managing Energy, Internet searching, Digital
advertisement , etc.
 REAL LIFE EXAMPLES OF
DATA ANALYTICS
1. Coca-Cola

Coca Cola uses big data analytics to drive customer retention. In the
year 2015, Coca-Cola managed to strengthen its data strategy by building a digital-led loyalty
program. According to a Forbes article, Coca Cola was one of the first globally recognized brands,
outside of the tech sector, to embrace Big Data. In 2015, for example, they were able to determine that
Coca Cola products were mentioned online once every two seconds. Having access to this information
helps them understand who their customers are, where they live, and what prompts them to discuss the
brand.

2. Netflix

Netflix is a good example of a big brand that uses big data analytics
for targeted advertising. With over 100 million subscribers, the company collects huge data, which is
the key to achieving the industry status.If you are a subscriber, you are familiar to how they send you
suggestions of the next movie you should watch. Basically, this is done using your past search and
watch data. This data is used to give them insights on what interests the subscriber most. See the
screenshot below showing how Netflix gathers big data.

3. UOB Bank
 UOB bank from Singapore is an example of a brand that uses big data to drive
risk management. Being a financial institution, there is huge potential for incurring losses if risk
management is not well thought of. UOB bank recently tested a risk management system that is based
on big data. The big data risk management system enables the bank to reduce the calculation time of
the value at risk. Initially, it took about 18 hours, but with the risk management system that uses big
data, it only takes a few minutes. Through this initiative, the bank will possibly be able to carry out
real-time risk analysis in the near future.

4. Amazon Fresh and Whole Foods

Amazon leverages big data analytics to move into a large market. The data-
driven logistics gives Amazon the required expertise to enable creation and achievement of greater
value. Focusing on big data analytics, Amazon whole foods is able to understand how customers buy
groceries and how suppliers interact with the grocer. This data gives insights whenever there is need to
implement further changes.

5. Pepsico

PepsiCo is a consumer packaged goods company that relies on huge

volumes of data for an efficient supply chain management. The company is committed to ensuring they
replenish the retailers’ shelves with appropriate volumes and types of products. The company’s clients
provide reports that include their warehouse inventory and the POS inventory to the company, and this
data is used to reconcile and forecast the production and shipment needs. This way, the company
ensures retailers have the right products, in the right volumes and at the right time. Listen to
this webinar where the company’s Customer Supply Chain Analyst talks about the importance of big
data analytics in PepsiCo Supply chain.
 Data Analytics with Excel and Power
BI
Excel and Power Bi are powerful, flexible tools for every analytics
activity. Both can be used to get broad data analytics and
visualization capabilities. We can easily gather, shape, analyze, and
explore key business data in new ways—all in less time—using
both apps together.

Data analytics in Excel and Power is

done by Importing the data from various sources and linking it with
excel and power bi, cleaning and transform the data, manipulate
and analyze the data using visuals.
Introduction of Software to be used in the course
1. MS Office Tools – Excel, Word, Power Point

A. Microsoft Excel
Basics of Excel

There are 5 important areas in the screen.

1. Quick Access Toolbar: This is a place where all the important tools
can be placed. When you start Excel for the very first time, it has
only 3 icons (Save, Undo, Redo). But you can add any feature of
Excel to to Quick Access Toolbar so that you can easily access it
from anywhere (hence the name).

2. Ribbon: Ribbon is like an expanded menu. It depicts all the features

of Excel in easy to understand form. Since Excel has 1000s of
features, they are grouped in to several ribbons. The most important
ribbons are – Home, Insert, Formulas, Page Layout & Data.

3. Formula Bar: This is where any calculations or formulas you write

will appear. You will understand the relevance of it once you start
building formulas.
4. Spreadsheet Grid: This is where all your numbers, data, charts &
drawings will go. Each Excel file can contain several sheets. But the
spreadsheet grid shows few rows & columns of active spreadsheet. To see
more rows or columns you can use the scroll bars to the left or at bottom. If
you want to access other sheets, just click on the sheet name (or use the
shortcut CTRL+Page Up or CTRL+Page Down).
5. Status bar: This tells us what is going on with Excel at any
time. You can tell if Excel is busy calculating a formula, creating a
pivot report or recording a macro by just looking at the status bar.
The status bar also shows quick summaries of selected cells (count,
sum, average, minimum or maximum values). You can change this
by right clicking on it and choosing which summaries to show.
Excel Options

General:- The most

commonly used settings, such as user interface settings, default font for new
workbooks, number of sheets in a new workbook, customer name, and Start
screen.
Formulas:- All options for controlling calculation, error-checking rules, and
formula settings. Note that options for multithreaded calculations are
currently considered obscure enough to be on the Advanced tab rather than
on the Formulas tab.

Proofing:- Spell-check options and a link to the AutoCorrect dialog.

Save:- The default method for saving, AutoRecovery settings, legacy
colours, and web server options.
Language:- Choose the editing language, ToolTip language, and Help
language.
Advanced:- All options that Microsoft considers arcane, spread among 13
headings.

Customize Ribbon:- Icons to customize the ribbon.

Quick Access Toolbar:- Icons to customize the Quick Access Toolbar
(QAT).
Add-Ins:- A list of available and installed add-ins. New add-ins can be
installed from the button at the bottom of this category.
Trust Center:- Links to the Microsoft Trust Center, with 12 additional
categories.

2. Installation of Power Query, Power Pivot and Data Analysis tool

pack Addins in Excel

For MS office versions 2016 and above Power Query, Power Pivot are by
default installed in Excel. Power query is in Data Tab. Power Pivot add in
needs to be enabled from Developer Tab → Com Add ins. Data Analysis
Tool pack add in can be enabled from Developer Tab →Excel Add ins.
For MS office version 2013 Power Query needs to be installed by
downloading the add in from below link
https://www.microsoft.com/en-in/download/details.aspx?id=39379
 BASICS & NAVIGATION
Excel is a software program created by Microsoft that uses spreadsheets to
organize numbers and data with formulas and functions. Excel analysis is
ubiquitous around the world and used by businesses of all sizes to perform
financial analysis.
Excel makes it easy to crunch numbers. With Excel, you can streamline data
entry . Then, get chart recommendations based on your data, and create them
with one click. Or, easily spot trends and patterns with data bars, color
coding, and icons

1. Excel Interface

I. First time when you open MS Excel below is the window you
will see
 Open New workbook by clicking on Blank workbook
Recent – Open workbook which you have worked in past

Templates – There are various standard templates provided

which can be used for various purposes instead of preparing
a report //from scratch. As shown in Below Image

II. File Tab

 Info –
Protect Workbook & Properties. With Protect workbook, a
sheet or workbook can be protected with password,
workbook can be made read only, Restrict access like to edit,
copy or print, Mark the file as final.
 Properties – Gives information about the

Excel file like size, author, last modified, created on and etc.
Manage Workbook- Recover unsaved workbook as shown in
the image

Save and Save As – Save option saves in current location.

Save As – Change file name, Location, change file type.
Print – Print selected print area in workbook and sheet
Share – Share it on onedrive
Export – PDF, Change file type as shown in Image

Publish – Save it in onedrive and publish it on Power Bi

Account – Update Excel and About as shown in Image
III. Home Tab

Clipboard – Paste, Cut, Copy and Format painter

Font – Change fonts and font type, color, size and borders

Alignment – Alignment of text or numbers in excel. Left,

Right, center, middle, Merge and wrap
 Number – Change type of text and numbers

Styles – Conditional Formatting, Format as Table, Cell

Styles

Conditional formatting is used to format cells depending on the

need. Various formatting rules are available in the tab. In current
image duplicate values are highlighted.
 Format As Table is used to format a data in table and give
various themes as shown in Image

Cell Styles feature is used to change cell styles depending on the

input to be highlighted
In below image calculated cells are highlighted.
 Cells – Insert, Delete and Format

With Insert feature you can insert cells, rows, columns and sheet.

With Delete feature you can delete cells, rows, columns and
sheet.

With Format feature you can change height of Rows, Autofit row
height, Hide or unhide rows & columns, Organize sheets, and
protection of sheet, lock cell and format cells
 Editing – Autosum, Fill, Clear, Sort and filter, Find and
Select

Clear feature – Clears formatting, comments, hyperlinks as

shown below

Sort & Filter – Put filter on selected data range, Sorts the data
largest to smallest and vise versa, clears filter.

Find & Select feature – Used to find certain data, replace , go to

a page/line/cell, Find formulas ,comments, formatting,
contents, select objects .
 Autosum – Apply formulas with just click of a button with this
feature.

IV. Insert Tab

Tables

Converts a normal range of data in Table

After converting the data range into Table. Design tab is
enabled. With this feature you can change name of table,
resize table, create pivot, remove duplicates, convert again to
normal range, insert slicers, change styles and change the
theme of table.

Insert slicer – Click on insert slicer to slice and dice the data
according to various categories in data. It works as a filter
(Detailed explanation will be given in Pivot table and slicer
chapter

Pivot – Arrange and summarize complex data. Click on Pivot

table and select range. Select New worksheet or Existing
worksheet. A Pivot table is created, select data from Pivot
table fields and plot the data in pivot table as shown below.
(Detailed explanation will be given in Pivot table & Slicer
Topic)
Recommended Pivot – Customized set of pivot tables derived
from Data. With this feature you can select required pivots
instead of creating it from scratch.

Illustrations – Used to insert pictures, Shapes, Smart Art

and screenshot

Add-ins – Use pre installed add ins for visualizing data or

install new add ins.
Charts ,Tours & Sparklines – Insert charts to visualize the data
(Detailed explanation will be given in Charts topic)

Filters – Slicer feature Same as shown above

Links – Insert hyperlink

Text – Insert Text box, header & Footer , Word Art,

Signature line and Object as shown in image.

Symbols – Add symbols and mathematical equation

V. Page Layout

Themes – Change theme, colors, font and effects of objets

of entire workbook at just one click.

Page setup & Scale to fit options are used for printing the
document.
Arrange
 Bring object forward or send object backward.

Align – Align objects as per options given

Group objects together or ungroup .

VI. Formulas
 Functions library – contains various formulas and
functions to be covered in Formula chapter
Defined names – Define cell with name and use them in
formulas.

Trace precedents and Trace Dependents – Show arrows that

indicate which value affect the selected cell, Evaluate –
Evaluate a formula step by step

Calculations – Perform automatic or manual calculation of

formulas

VII. Data

Get and Transform Data – Power Query Addin Detailed

 explanation in Power query chanpter
Connections - Detailed explanation in Power query
chanpter
Sort & Filter – Sorts Data Ascending and descending
order
Data Tools - Detailed explanation in formatting and
Power pivot chapter
Forecast – Detailed explanation in Formulas chapter
Outline – Detailed explanation in Formatting chapter

VIII. Review

Proofing –
Workbook statistics gives details as shown in image

Accessibility – Checks if file follows accessibility best

practices
Insights – Gives insights of data selected from web
Language – Translate selected text into desired language
Comments – Insert comments, Delete and show comments
Protect - Protect sheet , workbook and allow Edit ranges
with password.

IX. View
 Workbook views

Normal – See document in normal view

Page breakup preview – to see where page breaks before
printing

Show

Gridlines – Show or Remove gridlines

Formula bar – Show or Remove formula bar
Headings – Show or remove headings
As shown in image there are no gridlines , formula bar and
headings.

Zoom – Zoom in and out in the sheet

Window

Freeze Panes – Freeze Row or column , Free row and column

 together to keep visible headers or column freezed while u scroll
the document

X. Developer

Code – Visual basic is macro editor, Macros gives list of

macros, Record macros records commands you perform
while recording, Use relative reference macros are
recorded with actions relative to initial selected cell cell
Add-ins – With Addin you can add new addins from web
and Microsoft store,
Excel add in manage available addins, Comm Addins manage
available addins

Controls –

Insert contains form and active x controls

Properties – View of modify properties of selected control
View code – View macro codes

XML – Manage XML

 XI. Help

Help
Community

XII. Tell me what you want to do

This feature is available from MS 16 version. In this feature you can

search excel related functions.
XIII. Status Bar

Page features

Sheet features
Sheet tab Features
FORMULAS & FUNCTIONS
1. Formulas

A formula is an expression that operates on value in a range of cell or

cells.

2. Functions

Functions are predefined formulas in excel which eliminate manual

entry of formulas while give them names.

Five Ways to Insert Formula in Excel

1. Typing formula inside the cell

2. Using Insert Function in Formulas Tab

3. Selecting Formulas from one of groups in Formula Tab

4. Using AutoSum

5. Recently Used from Formula Tab

 FUNCTIONS
There are more than 470 functions in Excel and there are additions
addin functions also with help of VBA macros you can create your own
formula.
Functions are distributed in Below Categories:- Financial, Logical,
Text, Date & Time, Lookup & Reference, Math & Trig, More
Functions.
We don’t need to learn all formulas. I have listed down some important
formulas which are used in analysis.

1. Financial Formulas

1. NPV – Calculates the net present value of cash flows based on a

discount rate

Syntax = NPV(rate,value1,value2…)
Arguments –

1. Rate is rate of discount over the length of period

2. Value1 is cashflow value. Only number value is considered
rest all is ignored

2. XNPV – calculates the NPV of cash flows based on a discount

rate and specific dates

Syntax = XNPV(rate,values,dates)
 1. Rate = Discount rate for a period
2. Values = Positive or negative cash flows (an array of values)
3. Dates = Specific dates (an array of dates)

3. IRR – this formula calculates the internal rate of return

(discount rate that sets the NPV to zero)

Syntax= IRR(values,[guess]
Values - Positive or negative cash flows (an array of values)
Guess - An assumption of what you think IRR should be

4. XIRR – calculates the internal rate of return (discount rate that

sets the NPV to zero) with specified dates

Syntax = XIRR(values,dates,guess)

5. SLN – calculates depreciation based on the straight-line method

Syntax = SLN(cost,salvage,life)
Cost – cost of asset when bought
Salvage – Value of asset after depreciation
Life – Number of period for which asset is depreciated
2. Logical Formulas

1. AND - It is used to determine if the given conditions in a test

are TRUE

Syntax = AND(logical1,logical2…)

2. False - Returns the logical value FALSE

Syntax = FALSE()

3. IF - Specifies a logical test to perform

Syntax = IF(Logical_test,[value_if_true],[value_if_false])

4. IFERROR - Returns a value you specify if a formula evaluates

to an error; otherwise, returns the result of the formula. It can be
used with other formulas to handle errors.

Syntax = IFERROR(value,value_if_error)
5. IFNA - Returns the value you specify if the expression resolves
to #N/A, otherwise returns the result of the expression

Syntax = IFNA(value,value_if_na)

6. NOT - Reverses the logic of its argument

Syntax = NOT()

7. OR - Returns TRUE if any argument is TRUE, If neither

condition is met, then it returns FALSE

Syntax = OR(logical1,logical2..)

8. TRUE - Returns the logical value TRUE

Syntax = TRUE()

9. XOR - Returns a logical exclusive OR of all arguments. With

XOR the return is TRUE if the number of true arguments is
odd.
 Syntax = XOR(logical1,logical2..)

3. Text Formulas

1. Left - Returns the left most characters from a text value.

Syntax = LEFT(text,num_chars)

2. Right - Returns the last character or characters in a text string,

based on the number of bytes you specify

Syntax = RIGHT(text,num_chars)

3. Mid - Returns a specific number of characters from a string

starting at a specified position

Syntax = MID(text,start_num,num_chars)

4. Proper - Capitalizes the first letter in each word of a text value

Syntax = PROPER(text)
5. Upper - Converts text to uppercase

Syntax = UPPER(text)

6. Lower - Converts text to lowercase

Syntax = LOWER(text)

7. LEN - Returns the number of characters in a text string

Syntax = LEN(text)

8. Trim - Removes all spaces from text except single spaces

between words

Syntax = TRIM(text)

9. Substitute - Substitutes new text for old text in a text string

Syntax = SUBSTITUTE(text,old_text,new_text,instance_num)
 10. Concatenate – Joins text in various cells

Syntax = CONCATENATE(text,text2…)

4. Date & Time Formulas

1. Year - Converts an Excel date / time serial number to a year

Syntax = YEAR(serial_number)

2. Month - The formula returns the month number in the year of

the date represented by the date / time serial number.

Syntax = MONTH(serial_number)

3. Today - The TODAY function returns the current date

according to the computer's system clock.

Syntax = TODAY()

4. Now – Returns the Excel date / time serial number of the

current date and time. Volatile.

Syntax = NOW()
 5. Hour, Minute, Second

6. NETWORKDAYS - The Excel Networkdays function

calculates the number of work days between two supplied dates
(including the start and end date). The calculation includes all
weekdays (Mon - Fri), excluding a supplied list of holidays.

Syntax = NETWORKDAYS(start_date,end_date,holidays)

7. EOMONTH - The Excel Eomonth function returns the last day

of the month, that is a specified number of months before or
after an initial supplied start date.

Syntax = EOMONTH(start_date,months)

5. Lookup & Reference Formulas

1. MATCH - Returns the relative position of an item in an array

that matches a specified value in a specified order. Important
mainly as a feeder to other lookup functions because it returns
 the position of an item in a range.

Syntax = MATCH(lookup_value,lookup_array,match_type)

2. INDEX - An unusual function that takes alternative forms

depending upon whether the first argument is an array or a
reference. It is one of the most valuable functions for extracting
data from tables whether as individual items, entire rows, or
columns. It is used with other functions especially with
MATCH.

Syntax = INDEX(array,row_num,column_num)
= INDEX(reference,row_num,column_num,area_num)

3. OFFSET - Returns a reference to a range that is a specified

number of rows and columns from a cell or range of cells. Often
used with calculated row and column numbers to return a cell or
range address.

Syntax = OFFSET(reference,rows,cols,[height],[width])
4. VLOOKUP - Looks in the first column of an array and moves
across the row to return the value of a cell

Syntax =
VLOOKUP(lookup_value,table_array_index_num,range_lookup)
= range_lookup has 2 options TRUE for approx. match
and FALSE for exact match

5. HLOOKUP - Looks in the top row of a table or array and

returns the value of the indicated cell.

Syntax =
HLOOKUP(lookup_value,table_array_index_num,range_lookup)

6. ROW & COLUMN – Gives row and column number reference

7. HYPERLINK – Creates hyperlink

8. INDIRECT - Returns a reference indicated by a value provided

as text.
6. Statistical, INFO & Math functions

1. SUM –
Adds all numbers in range of cell
2. Average – Returns average i.e arithmetic mean of arguments
3. COUNT – Counts number of cells in range that contain
numbers
4. COUNTA – Counts number of cell in a range that are not empty
5. COUNTBLANK – Counts number of blank cells
6. ISBLANK – If a cell value is blank it will give output as TRUE

7. MAX & MIN

MAX = Gives max number in a range

MIN = Gives min number in a range

8. SUMIF
Syntax = SUMIF(range,criteria,sum_range)

9. Product – Multiplies all arguments

Syntax = PRODUCT(number1,number2…)

10. Round, Roundup, Rounddown – Round decimal numbers

 FORMATTING
Spreadsheets are often seen as boring and pure tools of utility, but that doesn't
mean that we can't bring some style and formatting to our spreadsheets
Formatting helps your user find meaning in the spreadsheet without going
through each and every individual cell. Cells with formatting will draw the
viewer's attention to the important cells.
In Excel, formatting worksheet data is easy. You can use several fast and
simple ways to create professional-looking worksheets that display your data
effectively. For example, you can use document themes for a uniform look
throughout all of your Excel spreadsheets, styles to apply predefined formats,
and other manual formatting features to highlight important data.
Formatting a Data
Raw Data

Using Font, Number tabs as shown in image to do a simple formatting

Formatting a Data with help of formatting tools in Excel
As shown in image , we have Product category wise data with Taxable value,
Cost, Profit and Profit Ratio.
There are no gridlines, headers, formula bar and ribbon, these can be hidden
with formatting tools.
 In Below Image you can see Formula tab, header
and
gridlines
Below image
there is none.
Untick
gridlines,
headings and
formula bar.

Below is a Report prepared using various formatting tools like chart and
Smart Art.
As shown above we can convert a simple data into a nice and presentable
form with the help of formatting tools available in Excel.
As shown in image below, with this style of formatting and presenting a data
there is no need to rework the data and show it in PowerPoint.

Types of Formatting
Press Ctrl +1 or

1. Numeric

I. Date formatting
II. Special Formatting – Change Security code number formatting and
Phone number formatting.

III. Custom Formatting

You can custom a formatting as required

 2. Display

In Home Tab – Font feature

Change font of the text , size, Colour
Fill colours in cell
Apply borders
Underline, Bold or Italic a character

3. Tools

Justify option allows the text copied from internet or word to be changed.

Background – Change background from Page layout option

 4. Row & Column

Data with no Row or column formatting

After adjusting row and column

5. Outlining

Data Tab – Outline -- Subtotal

After Outline
Grouping
Data Tab – Outline -- Group

6. Visualization

Sparklines – Insert High, Low, first, last, negative markers.

WordArt

Shape Effects

Themes
Pagelayout – Colours or Themes
 7. Conditional

Home – Conditional Formatting – there are various options for formatting as

shown in image.

Conditional Formatting with Formula

 PIVOT TABLE & SLICER
A PivotTable is a powerful tool to calculate, summarize, and analyze data
that lets you see comparisons, patterns, and trends in your data.

Create a Pivot Table

1. Select data you want to create PivotTable from
2. Select > Insert PivotTable

3. Under Choose the data that you want to analyze, select Select a
table or range.
4. In Table/Range, verify the cell range.
5. Under Choose where you want the PivotTable report to be placed,
select New worksheet to place the PivotTable in a new worksheet
or Existing worksheet and then select the location you want the
PivotTable to appear.
6. Select OK.
7. Drag fields

The PivotTable Fields pane appears. To get the total quantity of each
product, drag the following fields to the different areas.
1. Place field to the Rows area.
2. Quantity field to the Values area.
3. Sales Person field to the Filters area.

8. Sort

To get Imphal at the top of the list, sort the pivot table.
Click any cell inside the Sum of Quantity column.
Right click and click on Sort, Sort Largest to Smallest.

9. Change Summary Calculation

By default pivot summarizes or counts the data. But it can be changed.

There 3 ways which are as follows
1. Click any cell inside the Sum of Quantity column.
2. Right click and click on Value Field Settings.

3. Choose the type of calculation you want to

use. For example, click Count.
10. Show Values As

1. Normal % to Grand Total -- Change the calculation by show

values as. In current example its % Grand Total.

Insert Quantity Column 2nd time and perform the step if you want to see
both the Value and Percentage.

2. % of Parent Row Total

Select Category and put in Rows. Place will be Parent.

Select % of Parent row total for % of Category in each Place.

3. % Different From and Rank

% Different from – Calculate % difference from Previous , Next or

any particular month.
Rank calculation – Rank Largest to smallest and smallest to largest.
11. Two Dimensional Pivot with drill down

Tow Dimensional – Party name in columns and Date series in rows.

Drill down – Year , Quarter, Month in rows can be drilled up from
month to quarter to year by clicking on and signs
Also you can right click and select Expand or Colapse

12. Defer layout update

In Defer layout update you can select the required fields and then
update
This feature is used for huge data which takes time for updating.

13. Calculated Fields

Create a formula in Pivot table with the help of calculated fields.

As percentage cannot be summarized in pivot. It would show wrong
answer hence with the help of calculate field you can calculate
percentages and also other formulas
14. Move the field

15. Filter

Because we added the Sales Person field to the Filters area, we can
filter this pivot table by Sales Person.
1. Click the filter drop-down and select any sales person.
16. Design Tab

1. Report Layout – Change the layout of pivot to tabular and other

options

2. Pivot table styles , Grand Total and sub total

Change the style of pivot from pivot table styles

Turn on or off Grand total or subtotals

17. Show Filter pages

Change name of Pivot table in Pivot table name

Show report filter pages and create separate pages for each sales person
in filter.
Slicers

1. Click on Insert slicer in Analyze tab and choose the fields

2. Create multiple Pivots and control them with slicers

Right click on the slicer and click on Report connections and choose
the pivots you want to control with slicers.
3. Design Tab for Slicers

In Buttons and size field change the number of columns, heights, width
of buttons and size of slicer in size feature. Arrange the slicers in
arrange feature. Change styles of slicer and also you can create new
styles for slicer
4. Slicer settings

Click on slicer setting in Design tab the below dialogue box will open
Change name , Sort , Hide items with no data, Show items with no data
are some settings which can be done.

5. Slicers can be used to filter pivots in whole workbook but the

pivots should be from same data source.
6. With Slicer you can control pivots, slice and dice the data very
easily
7. Slicer selection

Select any field to filter the data and click on clear filter to remove
selection.
With multi select feature besides filter icon you can select multiple
fields or you can use Press Ctrl and then select with mouse.
 POWER QUERY
What is Power Query
Power Query is a data transformation and data preparation engine. Power
Query comes with a graphical interface for getting data from sources and a
Power Query Editor for applying transformations. Because the engine is
available in many products and services, the destination where the data will
be stored depends on where Power Query was used. Using Power Query, you
can perform the extract, transform, and load (ETL) processing of data.
How Power Query helps with data acquisition
Business users spend most of their time on data preparation, which delays the
work of analysis and decision-making. Several challenges contribute to this
situation, and Power Query helps address many of them.
Existing challenge How does Power Query help?
Finding and connecting to data is Power Query enables connectivity to
too difficult a wide range of data sources,
including data of all sizes and shapes
Experiences for data connectivity Consistency of experience, and parity
are too fragmented of query capabilities over all data
sources
Data often needs to be reshaped Highly interactive and intuitive
before consumption experience for rapidly and iteratively
building queries over any data
source, of any size
Any shaping is one-off and not When using Power Query to access
repeatable and transform data, you define a
repeatable process (query) that can
be easily refreshed in the future to
 get up-to-date data.
In the event that you need to modify
the process or query to account for
underlying data or schema changes,
you can use the same interactive and
intuitive experience you used when
you initially defined the query.
Volume (data sizes), velocity (rate Power Query offers the ability to
of change), and variety (breadth of work against a subset of the entire
data sources and data shapes) dataset to define the required data
transformations, allowing you to
easily filter down and transform your
data to a manageable size.
Power Query queries can be
refreshed manually or by taking
advantage of scheduled refresh
capabilities in specific products (such
as Power BI) or even
programmatically (by using the Excel
object model).
Because Power Query provides
connectivity to hundreds of data
sources and over 350 different types
of data transformations for each of
these sources, you can work with
data from any source and in any
shape.
Power Query experiences
The Power Query user experience is provided through the Power Query
Editor user interface. The goal of this interface is to help you apply the
transformations you need simply by interacting with a user-friendly set of
ribbons, menus, buttons, and other interactive components.
The Power Query Editor is the primary data preparation experience, where
you can connect to a wide range of data sources and apply hundreds of
different data transformations by previewing data and selecting
transformations from the UI. These data transformation capabilities are
common across all data sources, whatever the underlying data source
limitations.
When you create a new transformation step by interacting with the
components of the Power Query interface, Power Query automatically creates
the M code required to do the transformation so you don't need to write any
code.
Transformations
The transformation engine in Power Query includes many prebuilt
transformation functions that can be used through the graphical interface of
the Power Query Editor. These transformations can be as simple as removing
a column or filtering rows, or as common as using the first row as a table
header. There are also advanced transformation options such as merge,
append, group by, pivot, and unpivot.
All these transformations are made possible by choosing the transformation
option in the menu, and then applying the options required for that
transformation. The following illustration shows a few of the transformations
available in Power Query Editor.

Image showing the transformation commands under the Transform, Home,

and Add Column tabs of the Power Query Editor
Get & Transform
Click on Data Tab→ Inn Get and Transform → From Table
For 2013 its under Power Query Tab

After clicking on From Table Power Query Editor will open as shown in
Image

In Power Query Editor you can clean and transform the data.
After Importing Sales Data. Go to Home tab in Power query Editor and click
on Close and Load To

Load to window will appear. Click on Only create connection and click on
Load.

Now Import Location Master from master sheet in assignment file into power
query

Click Data Tab →Select a cell in a table

→Click From Table
For Excel 2013 – Power query tab → Select a cell in a table →
Click From Table
Create a Reference Query from Sales Data. Right Click on the Sales

Reference Query creates a Copy of the Query with previous steps stored in
Sales Data.
Whatever steps performed in original query are reflected in Reference query.
Change the name of the query as “Sales Analysis”

Next we will merge Location data with Sales data and insert new column of
Location with the help of common column “State”. Click on Merge Queries
in Home tab → Merge Queries.
A merge window will appear. Select “State” column from Sales Analysis in
1st table. In 2nd table select Location data → Select “State” column. In Join
Kind select “Left Outer” and Click OK.
A new column gets inserted name “Location”. Click on the double arrows to
expand the column.

Select “Location” and untick on “Use Original Column name prefix”. Click
Ok . “Location” Column will be inserted.
Next Step Change the type of Bill Date column and convert it to “Date”
format.

There are 2
ways to change the Format type.
1) In Home tab → click on Data Type → change the format from
selection
2) Top left corner of Column click on the icon and change the format
type.

Insert Year Column – Select the Bill Date column. Go to Add Column Tab
→ Column from examples → From Selection
A New column will be inserted. Type “Year” select the year. Press Enter and
Click OK

Same way Insert Month Column. Select Bill Date Column again, Go to Add
column select column from examples then Frpm selection. In New Column
Type “Month” press enter and click Ok
Insert Day column following above steps.

Insert Profit Ratio Column. Go to Add column tab. Select Custom column.
A Custom column window appears. Type Profit Ratio in New Column Name.
In Custom column formula Select the Column heading “Profit” press “/” and
select “Sales Value” click on “Ok”. Same way Insert Cost Ratio
Change type to Percentage

Create a Reference Query of Sales Analysis from Queries Tab. Name it as

Sales Person Analysis.
 Select
Sales Person Name, Quantity, Sales Value, Cost, Profit, Year, Month Name,
Cost Ratio.

Now Group By the Columns. Select the Sales Person Name and click on
Group by. Group By feature summarizes the data.

In Group by Select “Advanced”. One part Select only Text columns. In 2nd
part select number and value columns. In Operation select “Sum” Select
Column Quantity, Sales Value and Profit and click OK. To add more column
click on Add aggregation.

Create Profit % Column. Go to Add column tab→ Custom Column. In the

Custom window select Profit the press “/” and the select Sales Value and
press OK

Change the type to Percentage.

GO to Home tab → Close and Load To. Select “Table” and click Ok
A new table is created in Excel for Sales Person Analysis.

Workbook Queries Tab. This tab stores All the Queries created in the Excel
file. You can anytime Edit queries as required by double clicking on any
query or Right click and edit.

Right click on the query . You will get various options to edit queries.
Importing Excel file from a “Folder”
Save the data shared of Sales Data – CY and PY in a folder and name it as
Sales.
Open a blank Excel workbook and Save it as Sales Analysis Report.
Click on Data Tab → New Query → From File → From Folder

Next a new dialog box will appear as shown in image. Click on Browse and
select the folder you want to import. Import the “CY” Folder. After locating
the folder click on “CY” and Click on Open.
Click on OK and let it load.
A new window will pop up. Click on Combine and Load To

In Combine files window Select the relevant sheet. In current file select
“Sheet1” and click “OK”
Click on “Only create connection”

Follow Similar steps and import “PY” Folder.

After Importing both the folders the query is stored and can be seen in
workbook queries pane.
To access power query editor double click on the queries or Right click and
click on Edit.
Append Queries
Now Append both CY and PY data into one Query with the Help of Append
feature.
Select “CY” query from Queries Pane on left side and then Go to Home Tab
→ Append Queries → Append as New Queries.
In the Append queries window select “Advanced” and select “PY” then click
on “Add” button and click on OK. A new query is created named “Append1”.
Change the name of the Query as “Sales Data”.
Insert Year and Month columns
Select “Bill Date”. Go to Add Column tab and click on Column from
Examples → Select from selection.
A new column will appear. Type Year in the cell and select the “Year”. In
current scenario select “2020”. Press Enter and click “OK”

Similarly Select Bill Date column. Go to Add Column tab and click on
Column from Examples → Select from selection. A new column will appear.
Type Month in the cell and select the “Month”. In current scenario select
“Month”. Press Enter and click “OK”

Reorder Columns
Reorder columns and change the location where you want to place it. Select
number of columns required for more than one → Press Ctrl and select
columns → Right click → Move → select out of 4 options available. Another
way to move is by selecting the column press left click and drag to location
as required.
Remove Other Columns and Pivot
Right Click on Sales Data and click on Reference. Rename the New query as
“Placewisesales”

Go to Home Tab → Choose columns → Select Choose columns → Select

Column heads Year, Month Name, Place, Taxable Value. In this way you can
remove unwanted columns from the query.
Pivot Columns
Select Year column go to Transform tab and Select “Pivot Column”

A Pivot window will pop up from drop down select “Taxable Value” and
click on “OK”
The Result of Pivot column is shown in image. First the years were in rows
now after pivot the two years are shown in columns.

Group Rows/Transpose Table/ Promote Headers

Right Click on Sales Data and click on Reference. Rename the New query as
“Categorywisesales”
Go to Home Tab → Choose columns → Select Choose columns → Select
Column heads Category and Taxable value.
Group By
Select text column Category and Go to Home Tab → Group By
A new window will pop up. Below Operations select “Sum” in Column select
“Taxable Value”
In New column name change it to “Sales”. Click on OK

Result of Group by is it will summarize the values of each Category.

Transpose
Select the both the columns. Go to Transform Tab → Transpose.

The Data will be transposed in columns

Promote Headers
Go to Home tab → Select Use first row as Headers → select use first row as
headers.
Change Type
Select all the columns. Go to Home Tab → Data Type → Select Decimal
Numbers.

Split Column
Right Click on Sales Data and click on Reference. Rename the New query as
“SplitColumn”
Go to Home Tab → Choose columns → Select Choose columns → Select
Column heads Bill Date.
Select Bill Date and change type to Text.
Select Bill Date column and Right click and select “Split Column” and select
by Dilimiter.
After selecting by Dilimiter a window will pop up. From drop down select
custom then below
Put “ – “. In Split by select each occurrence of the delimiter.

After splitting the date is separated in 3 columns

Remove Duplicates
Right Click on Sales Data and click on Reference. Rename the New query as
“Remove Duplicates”
Go to Home Tab → Choose columns → Select Choose columns → Select
Column heads Party name and Sales person. Select both the columns go to
Home tab Remove rows and select Remove duplicates. Another way is right
click and select Remove Duplicates.

Replace Values
Right Click on Sales Data and click on Reference. Rename the New query as
“Replace Values”
Select Unit column and Replace value window will pop up.
In Values to Find type “Nos” and in Replace with type “Units” and press OK.
Rename Column
Right Click on Sales Data and click on Reference. Rename the New query as
“Rename column”
Go to Home Tab → Choose columns → Select Choose columns → Select
Column heads Category, Description of goods and Taxable value. Double
click on the column name and change the name of Taxable Value to “Sales”

Transform Character in the Column

Right Click on Rename Column and click on Reference. Rename the New
query as “Transformcharacter”
Select the Category column → Right click → Transform → Uppercase.
Transform a unstructured data into a Structured Data
As shown in the image the data provided is in unstructured format, Blank
rows, Merged cells, Multiple columns, Formula errors not in a tabular format.
With the help of Power Query we can clean and transform the Data and
prepare a structured data.

Go to Data Tab → New Query → From File → From Workbook → Locate

the file and select the file and click on Import.
The Data will get imported in Power Query and can be seen in Power query
editor as shown in the Image

Remove Top Rows

This feature removes the required number of top rows.
A new window will pop up. Input Number of rows to be removed

The result will be as shown in the image

Select all the data with Ctrl + A and Transpose the data from Transform tab
→ Transpose

Promote the Headers

Go to Home tab → Use first row as headers.
As you can see in 1st column there are null values in alternate rows. Cost
center code needs to be populated in next row for each instance. To do this
use Fill down Feature.

Right click on the selected column → Fill → Down

Result will be as shown in the image.

Remove Top 4 Rows. Home tab → Remove Rows → Top rows → and type
number of rows required to be removed.

Unpivot Other Columns

Select 1st 2 columns → Right Click → Unpivot other columns

Result will be as shown in the Image

If any errors in any column. Select the column → Right Click → Replace
Errors

A new window will pop up. Give required value. If Number column then
number value. If Text then text value
If still Error remains then go to home tab → Remove Rows → Remove
Errors

Import CSV Data

Go to Home Tab → New Query → From File → From CSV

Select the CSV Fie and Import

A new window will pop up. Select the File origin, Delimiter and Data type
Detection and then click on Load → Load to → Table.

File Origin options. Select the relevant origin of CSV.

Select the Delimiter from the list

Select data type detection currently Based on first 200 rows is selected.

Import Text File

Go to Home Tab → New Query → From File → From Text
 ’
A new window will pop up. Select the File origin, Delimiter select “Tab” and
Data type Detection and then click on Load → Load to → Table.

Import Data From Web

Data Tab → New Query → From Other Sources → From Web
Data From Web
https://en.wikipedia.org/wiki/List_of_states_and_territories_of_the_United_States
Paste above link in Web browser and in power query URL. As shown in
image

Copy the link and paste in the URL box and click Ok

A Web connector window will pop up. Select Anonymous and Click Ok
The available authentication methods for this connector are:
Anonymous: Select this authentication method if the web page doesn't
require any credentials.
Windows: Select this authentication method if the web page requires your
Windows credentials.
Basic: Select this authentication method if the web page requires a basic user
name and password.
Organizational account: Select this authentication method if the web page
requires organizational account credentials.
Select the States of the United states of America table and select Load to
table.

Similarly Import Stock Market Data from Below link and follow same steps
as given above and select “Table 0” and Load to table.
https://www.moneycontrol.com/stocks/marketinfo/marketcap.php?
optex=BSE
Steps to Automate Sales Analysis Report with Excel Database.
(Note to change the data source of base data check steps on last page of
this note)
Data Given

1. Month Wise sales data 2020 & 2019 (Apr, May, Jun, July, Aug).
Two folders PY and CY.
2. Master
a. OverheadRatio
b. SP_Commission (Sales Person Commission)
c. Tax

Steps

1. Import Month wise sales data and append in one table in power
query
2. Import Masters and merge with the appended table

Import Sales Data from Folder

Go to Data tab → New Query → From file → From Folder
After Clicking on from folder browse to the folder required to be imported.
Select the CY and click on open.

In Combine window select Combine → Combine and load to. A new window
will pop up → Select “only create connection” and untick on others and click
“OK”.
Similarly import “PY” data and import it to power query.
Import Master tables
Go to Data tab → New Query → From file → From workbook

Select the master file and click on Import

Select all the 3 Tables OverheadRatio, SP_Commission, Tax as shown in the
image and click Load to and select “Only create connection”

The Data imported is stored in power query and can be seen in Workbook
queries as shown in the image

Create folders in workbook queries pane and organize the queries for better
navigation and identification of Data.
Right click on “CY” → Move to Group →New Group→ Name it as Raw
Data .
Move the PY query to Raw Data folder
Right click on the “PY” → Move to Group → Raw Data.

Similarly Create Folder for Masters.

Right click on “CY” → Move to Group →New Group→ Name it as
Masters.
Append “CY” and “PY” data.
Click on “CY” and go to Append Queries → Append Queries as New

Name the new queries as “SalesCYPYBaseData”

SalesCYPYData
Right click on the SalesCYPYBaseData and select Reference and name it
as”SalesCYPYData”

Merge the Masters in SalesCYPYData.

Overhead Ratio
Go to Merge Queries and → Select Merge Queries

In Merge window Select Overhead Ratio table and select Category in both
the data and click on OK

Expand the Column and select Overhead Ratio

SP Commission
In Merge window Select SP commission table and select Sales Person Name
in both the data and click on OK

Expand the column and select Commission

Tax Master
In Merge window Select Tax table and select Description Of Goods in Sales
Data and Goods in Tax in both the data and click on OK

Expand the column and select Tax

Add Column for Calculating Overhead Cost, Sales person commission
and Tax Value columns
OH Cost Column
Go to Add Column tab → Select Custom Column
Name it as OH Cost and in formula window select Overhead % then press “ *
” and then select Taxable value and click ok

Taxes Column
Go to Add Column tab → Select Custom Column
Name it as Taxes and in formula window select Tax.1 then press “ * ” and
then select Taxable value and click ok

Commission Column
We want commission in 0.2 format hence select the Commission column and
go to Transform Tab → Select Standard → Select Divide and divide it by
100.

Go to Add Column tab → Select Custom Column

Name it as CommissionofSP and in formula window select Commission then
press “ * ” and then select Taxable value and click ok

Profit Column
Go to Add Column tab → Select Custom Column
Name it as Profit and in formula window select Taxable value then press
minus and then select Cost press minus select OH Cost press minus select
Taxes press minus select commissionofSP and click ok
Insert Year Month name and Week Columns
Year
Select Bill Data column and Go to Add column → Column from examples →
from selection
In new column type Year select 2020 and press enter and click on OK
Month Name
Select Bill Data column and Go to Add column → Column from examples →
from selection
In new column type Month select Month and press enter and click on OK
Week
Select Bill Data column and Go to Add column → Column from examples →
from selection
In new column type Week select week and press enter and click on OK

Change type
Select OH cost , Taxes, CommissionofSP & Profit and change the type to
decimal numbers. Go to Home tab → Data type → Decimal Numbers
Go to Home Tab → Close and Load to → Load to Table.

Exception Report to find out incomplete masters

Create a Reference Query of SalesCYPYBase Data. Right click on the
SalesCYPYBaseData and select Reference. Name the New Query as
Exception for commission.
Merge SP commission with the data. Select Sales person name in both table
and click OK.
Expand the Commission Column.

Go to Home tab → Choose columns. Select Sales Person name and

commission Column
Select Both the columns and right click and select remove duplicates
Select Commission Column and Select “null”

You will get Sales person Name who’s name is not there in the Commission
master and which needs to be updated. In current scenario Varun and
Durgesh name is not present in master and there commission needs to be
updated.

Go to Home Tab → Close and Load to → Table and click OK

Open the Master file and add the name of Varun and Durgesh in the table of
Commission and put commission

Save the Master file and close it

Go to Sales analysis Report → Data Tab → Refresh All
After Refresh the Master is updated and there are no more exceptions.

Change the Data Source Settings

GO to Data tab → New Query → Data source Settings

Change the Source of the Base data in below window. Select 1st link ends
with CY → Click on Change source

Click on Browse and locate the folder where the data is stored
Select the CY folder and click on Open

Similarly perform similar steps for “PY” and “Master” and then click on
Close.
 POWER PIVOT
Power Pivot
Power Pivot is a Powerful data analysis and data modeling tool in Excel.
Power Pivot is an Excel add-in you can use to perform powerful data analysis
and create sophisticated data models. With Power Pivot, you can mash up
large volumes of data from various sources, perform information analysis
rapidly, and share insights easily.
In both Excel and in Power Pivot, you can create a Data Model, a collection
of tables with relationships. The data model you see in a workbook in Excel
is the same data model you see in the Power Pivot window. Any data you
import into Excel is available in Power Pivot, and vise versa.
How the data is stored
The data that you work on in Excel and in the Power Pivot window is stored
in an analytical database inside the Excel workbook, and a powerful local
engine loads, queries, and updates the data in that database. Because the data
is in Excel, it is immediately available to PivotTables, PivotCharts, Power
View, and other features in Excel that you use to aggregate and interact with
data. All data presentation and interactivity are provided by Excel; and the
data and Excel presentation objects are contained within the same workbook
file. Power Pivot supports files up to 2GB in size and enables you to work
with up to 4GB of data in memory.
Saving to SharePoint
Workbooks that you modify with Power Pivot can be shared with others in all
of the ways that you share other files. You get more benefits, though, by
publishing your workbook to a SharePoint environment that has Excel
Services enabled. On the SharePoint server, Excel Services processes and
renders the data in a browser window where others can analyze the data.
On SharePoint, you can add Power Pivot for SharePoint to get additional
collaboration and document management support, including Power Pivot
Gallery, Power Pivot management dashboard in Central Administration,
scheduled data refresh, and the ability to use a published workbook as an
external data source from its location in SharePoint.
Power Pivot Installation
For All Pro versions MS Excel 2013 and above Go to Developer Tab → Com
Add-ins→Select Microsoft Power Pivot for Excel → Click Ok → Power
Pivot Tab is enabled as shown in Image.

After enabling Power Pivot a New tab will appear

From the Power Pivot ribbon tab, select Manage from the Data Model
section.
When you select Manage, the Power Pivot window appears, which is where
you can view and manage the data model, add calculations, establish
relationships, and see elements of your Power Pivot data model. A data
model is a collection of tables or other data, often with established
relationships among them. The following image shows the Power Pivot
window with a table displayed.
The Power Pivot window can also establish, and graphically represent,
relationships between the data included in the model. By selecting the
Diagram view icon from the bottom right side of the Power Pivot window,
you can see the existing relationships in the Power Pivot data model. The
following image shows the Power Pivot window in Diagram view.

Load Data to Power Pivot and Create a Data Model

External Data other than Excel can be imported in Power Pivot window

There are Two ways to import data to Power Pivot

1. In Power Pivot Tab → Select the Table → Go to Add To Data
Model

2. Right Click on SalesCYPYData click on LoadTo .. In Load to

window click on Only Create Connection and Select Add this data
to Data Model and click OK
In Power Pivot window under the measures sections type “SUM” formula
Syntax : SUM:=(ColumnName)
We can mention the tablename with the column name.
Formula - Sale:=SUM(SalesCYPYData[Taxable Value]). It summarizes the
values in the column

Similarly write “Sum” formula for Cost, OHCost, Tax Value, Commission
Value
Formula for Cost → Costs:=SUM(SalesCYPYData[Cost])
Formula for OHCost → OHCost:=SUM(SalesCYPYData[OH Cost])
Formula for Tax Value → Tax Value:=SUM(SalesCYPYData[Taxes])
Formuma for Commission Value → Commission
Value:=SUM(SalesCYPYData[ComissionofSP])
Derive Profit by deducting Costs from Sales Value
Profit Value:=[Sale]-[Costs]-[OHCost]-[Tax Value]-[Commission Value]
Profit Ratio
Profit Ratio:=[Profit Value]/[Sale]

Hierarchies in Power Pivot

One way you can modify a powerpivot data model is to add a hierarchy. For example if you have
geographic data you can add a hierarchy that has a country at the top and drills down to region , state
and city. It is a list of columns that rolls up to a single items in a power pivot. A Hierarchy appears as a
single object in the Field List. It helps users to navigate and get deeper insights of data in a chart with
drill up and down.
Go to Home → View→ Diagram view

Select the SalesCYPYdata table. In that click on category column and right click and select create
Hierarchy.

Name it as C2d.

Select Description of Goods right click and click on Add to hierarchy

Below is the Hierarchy

Similarly Create TimeSeries hierarchy

Click on the Data View → In SalesCYPYData Add a “Total” Column. =”Total”

Click on Diagram view Go to SalesCYPYData table and create hierarchy of Timeseries by Adding
Total, Year, Month, Week, Billdate

Close the Power Pivot window and save the file.

Go to Insert tab and Insert a Pivot. In Pivot table fields under SalesCYPYdata Select “C2d” and keep it
in rows, select fx Sales in values.
Insert a chart. Keep cursor in pivot and press Alt+F1 or go to insert tab and insert a Bar chart.

Double click on the Furniture Bar to drill down in data

To go back again go to analyze tab → Drill up

Hierarchy helps to create interactive charts.

Relationship in Power Pivot

Working with multiple tables makes data more interesting and relevant to the
PivotTables and reports that use that data. When you work with your data
using the Power Pivot add-in, you can use Diagram View to create and
manage the connections among the tables you imported. Creating table
relationships requires that each table has a column that contains matching
values.
Two separate data sets with a common column can be controlled and merged
into one pivot with the help of Relationship feature.
In current example Sales Data is at detailed level, whereas Fixed cost is
available at Category level.
Import 3 Masters from New Master Filles – Fixed Cost, Date Table,
Electricity
Go to Data → New Query → From File → from workbook → New Master.
Select Multiple Items and select the three tables and click on create only
connection and select “Add this data to data model” and click ok
Go to Power Pivot window click on Diagram view. There are total 4 tables.
Create a relationship with sales data and the three masters
Fixed Cost
Select Category in Sales Data → Left click and drag the mouse to Category
in fixed cost and leave the mouse. Relationship is created
Date Table
Select Start of the Month in Sales Data → Left click and drag the mouse to
Date in DateTable and leave the mouse. Relationship is created
Electricity
Select Start of the Month in Sales Data → Left click and drag the mouse to
Date in Electricity and leave the mouse. Relationship is created

Insert a Sum formula in Fixed Cost Table in Power Pivot. Fixed

Costs:=SUM(FixedCost[Fixed Cost])
Go To SalesCYPYdata Table and insert Total Costs measure →Total Cost:=
[Costs]+[Fixed Costs]

Close the Power Pivot Window. Go to Insert Tab and Insert Pivot table in a
New worksheet OR from home tab insert Pivot Table.

In Pivot table fields From Fixed costs table select Category in Rows, Select
Fixed Costs in Values, From SalesCYPYdata Select Costs and Total Costs in
Values.
As seen in the image the pivot is prepared from two Tables SalesCYPYData
and Fixed Cost

Calculate Function
Syntax = CALCULATE( <expression>, <filter1>, <filter2>… )
The expression that we put in the first parameter has to be evaluated to return
the result (that is a value, not a table). For this reason, the expression is
usually an aggregation function like SUM, MIN, MAX, COUNTROWS and
so on.
This expression is evaluated in a context that is modified by the filters in the
following parameters. A key point is that these filters can both enlarge and
restrict the current context of evaluation.
Calculate with ALL function
ALL Function avoids all the filter selection of slicers.
Insert a measure of ALL as shown below. Select expression as sales and filter
as ALL and in ALL select Category Column.
All:=CALCULATE([Sale],ALL(SalesCYPYData[Category]))
With the above measure the Sales total will remain same in the pivot with no
effect of slicer filters

Close the power pivot window and Go to inset tab and insert a Pivot. Select
Party Name, ALL, Sale and insert a slicer for Category and select any
category. As you can see in the image the ALL column has not changed and
its showing total whereas the sales is showing the filter selection of Furniture.

Calculate with Filter function

Go to Power Pivot window and in salescypydata → insert a measure for all
four categories
Hardware, Stationery, Cuttlery and Funiture.

Syntax --
Stationery:=CALCULATE([Sale],FILTER(SalesCYPYData,SalesCYPYData[Category]=
In Calculate select Sale as expression and in filter insert Filter function and
select the sales table and Category column and then type “=” and type
“Stationery” and close the bracket.
Similarly insert measure for other categories.

From the above measures we will get filtered data for all categories.
The Same measures can be used in Pivots.
Filter functions filters the data according to the criteria given. It’s the same
concept as we select a category from a filter. Filter function does the same
function
 CHARTS & DASHBOARD
Charts
It is a visual representation of data from a worksheet that can bring more
understanding to the data than just looking at the numbers. A chart is a
powerful tool that allows you to visually display data in a variety of different
chart formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter,
Surface, or Radar charts. With Excel, it is easy to create a chart.

Continuing with our previous practice files, we will create interactive charts
from the data to make it more presentable and to get more insights.
Charts can be created from a structured data with proper heading and data
supporting the same. We will create “Pivots” as our base data for charts.
Insert a sheet in Sales Analysis Report and name it as Pivot for Charts.
Timeseries sales Chart
Insert a Pivot and select Timeseries hierarchy in rows and Sales in values.
Name the Chart in Analyze tab → Under Pivot table names as
TimeseriesSales. And put a same heading above the pivot.
Now select the pivot and insert a bar chart.
There are 2 ways to insert a chart
1. Press Alt+F1
2. Inert Tab → Charts section

Select the 2D bar chart

A chart will appear

Remove the icons, gridlines and Legend

Keep Below selections for the chart. Give Title to chart as Time Series Sales
and change the formatting of the title from Formatting tab

Right click on the chart and save it as Template so that we can use the same
template for other charts.

Save template as Sales analysis chart

If you click on the any of the Bar it will drill down from Year to Date and
you can drill it up from Analyze tab → Drill up and Drill down button.
Category Wise Sales Chart
Insert Category wise sales Pivot

Select “C2d” hierarchy in rows and Sales in Values. Name the Pivot as
Cat2GoodsSales. And give same as title.
Insert Chart in similar manner as above. Select the chart and Change the chart
type from design tab

Select the template saved earlier.

Change the title of the chart Category to Goods Sales and change the
formatting and colour.
Category Pie Chart
Insert a pivot and select “Category” in rows and “Sales” in values. Name the
pivot in Analyze tab as “CategoryPiechart”.
Insert 2D Pie chart from Insert Tab under Chart section.

Click on the Plus sign and under Data labels select Data callout and then
select outside End

Right Click on the Chart and Select “Format Chart Area”. Select the Pie → in
Format data series pane under the Bar icon → Series options → Change the
angle of first slice and increase the pie explosion as required.
Create Total Cost Measure in Power Pivot
Go to Power Pivot tab and click on Manage → SalesCYPYdata enter the
below dax measure
Total Costs:=[Costs]+[OHCost]+[Tax Value]+[Commission Value]
Category Wise Profit Chart
Insert Pivot and Add Category in Rows, Sales, Total Cost and Profit Value in
Values

Insert Bar chart from Insert Tab and change the chart type from design tab
and select Template saved.
Sales Person wise Chart
Insert Pivot and select Sales person Name in Rows and Sales in Values and
name the pivot as salespersonwisesales

Insert Bar Chart and change the chart type from design tab and
select Template. Give it title.

Party wise Sales Chart

Insert Pivot and select Party Name in rows and Sales in Values. And name
the pivot as partywisesales
Insert Bar chart and change the chart type from design tab and select the
template. Give it title as Party wise sales

Create a new sheet and name it as “ Sales Analysis” and move all the Charts
to this sheet.

Arrange the Charts in this manner or in required manner you desire.

Give a tittle as Sales Analysis Dashboard.

Dashboard
Let’s Create an interactive Dashboard by adding Slicers
Click on any of the chart and go to Insert tab and click on slicers
Select Year, Month, Week, Party Name, Category, Place, Sales Person name.
Right click on the slicers and click on Report connection and connect all the
slicers with All the charts except the Category PIE chart.
Now the naming of Pivot tables will help you to select the pivots to connect
with slicers.
Interactive Dashboard

Automated Sales Analysis Dashboard

Store data in a Folder as shown in image. Update new data in the respective
folder and files.

When new data is updated in respective files save it and open the Sales
analysis Report go to Data tab and click on Refresh All.
Power query will update the data at back end and Power pivot data will also
get updated.
Similarly all charts and slicers will get updated.

Change Path of Data

Click on New Query and Click on Data source setting

Select the data source one at a time click on change source and change the
Path and browse it to required path and click ok. Repeat for all the sources
and then click on close.
 PRACTICE FILES LINK
https://drive.google.com/drive/folders/10WsD3ETg4vqFxOMFy11iRIB4nce5Ar5j?
usp=sharing
 ABOUT THE AUTHOR
Punit Prabhu
Experienced Business Consultant specializing with more than 10 years of
experience in Data Analytics, Data mining, Digital Forensic and Cost
Analysis, Cost control, Cost reduction . MS Excel & Power BI enthusiast and
address Excel related queries through WhatsApp, my blog and YouTube
channel at a National and International Level. I have catered to a diverse
clientele across industries.