it is no surprise that business analytics and business intelligence are two of the fastest

growing markets in the world

organizations today are generating data at a rapid rate there is a need to use this
business data and make smarter
decisions companies are looking for methods and tools to turn business data into
actionable insights this is where
business analytics and intelligence can help play a critical role business analytics is the
process of collecting
analyzing and drawing valuable conclusions from vast volumes of data available it
helps to improve business
performance through fact based decision making on the other hand business
intelligence of bi is a technology that
enables data preparation data mining data management and data visualization
it allows you to analyze data with queries and create reports and dashboards with the
help of charts and graphs to be used by business leaders
business analytics and business intelligence together create capabilities for companies
to compete in
the market effectively consider this example suppose you sell homemade chocolates
through an online store business intelligence provides meaningful insights into the past
and current state
of your business bi tells you that sales of your milk chocolate have spiked up in texas
the past two weeks so you decide
to manufacture more milk chocolates to keep up with demand business analytics asks
why did sales of milk chocolate
spike up in texas by scrutinizing your website data you learned that most traffic has
come from a post by a food
blogger based in texas who like to make chocolate this insight helps you decide to send
complimentary chocolates to a few other well-known food bloggers throughout the
united states
using cutting-edge business analytics and intelligence tools such as microsoft excel sql
power bi and tableau can
enhance customer experience improve efficiency conduct competitor analysis and
accelerate growth with this basic
knowledge of business analytics and business intelligence let's look at the topics we'll
be covering in this video
we will start with learning the need for business analytics and the responsibilities of a
business analyst
then we will look at the top business analytics skills and learn about business analytics
and intelligence with
microsoft excel after that we will see the basics of business intelligence and get an idea
about agilent's chrome methodologies next we will learn to create reports and
dashboards in microsoft excel and understand in detail how to visualize data with top
business intelligence
tools such as power bi and tableau let's get started we will understand the importance
of business analyst with a
sort and interesting story so meet rob he runs a cafe in a small town far away
his cafe is one of the oldest and most popular eateries in town rob's cafe was hugely
popular amongst customers and it
was doing very well until the onset of the deadly coronavirus due to kovite 19 like other
eateries rob
was forced to shut down his cafe too this took a heavy toll on his business and
subsequently he lost his customers
none of his customers visited his cafe and this resulted in a huge loss for him he knew
he couldn't afford to close his
business forever as it would take time for coronavirus to be eradicated but he was lost
this situation was new
to him and he didn't know how to reopen his business amidst this pandemic after
a lot of brainstorming he recollected reading about business analysts he remembered
that business analysts are
professionals who enable a change in an organization he felt like a business analyst
could help him sort out his
current business problems hence without wasting any time he set out to hire a
business analyst he hired ted the business analyst to help him with his ongoing
business
problems rob entrusted ted with reopening the business the first step ted took was to
have a
discussion with rob and understand the business problems and the objectives that is
ideally the first step a
business analyst would take on discussion with rob ted learned that the business
objective was to reopen the
business and get at least 80 percent of the customer base back in addition to that rob
also wanted ted to look for
sustainable ways to reopen and continue the business in the long run amidst the
pandemic ted studied the case and he came up with
a few suggestions that he thought was fit for rob's business his first suggestion was to
develop an
exclusive home delivery app for rob's cafe this way ted knew that business will
improve as customers prefer home delivery in the current scenario next ted suggested
that rob has work
from home meal boxes added to his menu many professionals are working from home
currently and having work from home meal
boxes would be a good pick for such professionals in the middle of a busy day ted's
third suggestion was to bring down
the selling cost by providing discount coupons that can be utilized by customers
having a discount will enable more customers to order from rob's cafe of course it was
not possible to get the
customer base back without any short of price cuts in the current situation finally ted
suggested the drop staff
would facilitate home delivery orders this way he didn't have to lay off his staff and at
the same time
get the home delivery running so these were a few suggestions given by ted yes
depending on the situation business
analysts can take up different approaches so after the suggestions were accepted by
rob for the app ted began to make
sure that the development went well by collaborating with the i.t team that became the
intermediary between the
iot team and rob he provided suggestions to the team checked the app through user
interface testing and made sure that the
requirements met well the same applied to the other business requirements and
changes as well ted held regular
meetings to gaze the progress and also kept rob in the loop and updated him with the
status of the project
attending regular catch-ups helped rob gain an insight into the progress and gave his
feedback from time to time
ted made sure that the entire case was well documented by doing so he could always
refer to the documents in the
future with similar cases as well ted made presentations that showed rob the
business growth after implementing the changes and ted always supported his
presentations with data
rob was very impressed with ted's business approach such an approach not only helped
rob
reopen his business amidst the cove at 19 but also helped him get 80 percent of his
customer base back ted successfully
brought about a positive change in rob's business which was highly beneficial so that is
how ted the business analyst
helped rob make a business sustainable this was the importance of having a business
analyst in rob's organization
don't you think every organization should have a business analyst well yes depending on
the business
domain and the situation the roles and responsibilities may vary let's start off and have
a look at a day in the life
of a business analyst through a small story so meet angela who is working as a
business analyst in an application
development firm her firm builds applications for clients depending on their
requirements our next
character is rob he is a budding entrepreneur with a vision of setting up his own e-
commerce app he plans on
selling several electronic gadgets like phones laptops cameras etc on his app
so what is rob's first step well he approaches angela's firm one day with the vision of
creating his e-commerce
app angela and rob start talking business and angela promises to help rob with his app
creation she assures him
that she will look into his business requirements and coordinate with him to get the app
running rob is happy about
it and increased to cooperate with angela regarding all the business requirements from
his end angela as we
know is the business analyst she starts planning rob's project and without any delay she
embarks on this project's
journey she has a set of planned steps that will help her fulfill rob's requirements
but what are the steps she takes is her approach going to be effective and quick let's
find out the answers to these
questions now up next you can learn about angela's approach that helps her deliver
robs projects smoothly and
without any hassles these steps that we are going to look at are the typical roles and
responsibilities of a business analyst
here we will understand these rules better with respect to angela's and drop story first
and foremost angela
understands rob's business objectives problems and requirements without
understanding this do you think
angela will be able to proceed no hence a business analyst like angela understands the
problems related to
rob's business and comes up with the right solution to achieve the goals of the business
she brainstorms around what
is best suited for an e-commerce app focusing on electronic gadgets in the next step
angela gathers all the
necessary requirements here she understands rob's requirements and makes sure that
they are on the same
page regarding the project and its goals both of them together arrive at a stipulator
deadline for the project
completion she gathers relevant information based on security of the app the payment
setup
ways to login cost of the products and style to name a few once angela has an in-depth
understanding of rob's project and gathers all the necessary requirements she starts
allocating resources by
keeping in mind the budget of the project here she recognizes and allocates tasks
and resources to the development team bas work closely with the development team to
design the solution for a
problem angela ensures that the development team doesn't spend their time
understanding rob's requirements
in this step along with the development team she finalizes the software and tools
required to build the project
angela doesn't rest until the project is delivered to rob she continuously monitors the
progress and constantly
provides her feedback to the development team with respect to the app's layout design
and other features she gives them
suggestions in order to improve the application in the next step angela collects
feedback of the prototype version of the
app from the users she notes down if the prototype is fine or if it requires more work
pas validate
if the project is running fine with the help of use acceptance testing they verify if the
solution being worked on
is in line with the requirements and ensure that the final product satisfies the user
expectations
bas also assess the functional and non-functional requirements after collecting
feedback angela moves to one
of her most crucial duties and that is building reports data visualization is a key skill for
any ba
in order to gauge the performance of the app and get valuable insights from it angela
builds reports using various data
visualization tools like tableau power bi and quick view reports can be general reports
such as detailed reports or it
can be dashboard reports such as visualized reports with multi-dimensional analysis
based on
display of business indicators it is not uncommon for issues to crop up amidst this
entire process
hence angela conducts regular meetings with the development team and rob to solve
problems quickly
having these meetings will help rob understand the status of the project and it will also
help the teams proceed in
the right path throughout this project phase angela makes sure to maintain
transparency on completion of the
project angela documents and presents the project findings to rob generally business
analysts present the
project outcomes to the stakeholders and clients along with maintenance reports
angela notes on all the project
learnings and details in a concise manner this will help her take better decisions in the
future and these
documents will save her time while implementing the next project now that she has
completed all her
duties and responsibilities with respect to rob's project she is ready to deliver the final e-
commerce application to rob
for use rob is rest assured that the application developed by angela's firm is apt for his
business and just what he
wanted angela's streamlined approach made it easier for the project to be delivered
within the stipulated time period rob is
happy and i'm sure he will come back to angela's firm for projects in the future so those
responsibilities that we saw
angela carry out are ideally the roles and responsibilities for any business analyst out
there
yes some may vary depending on the company you work for and the project you're
working on if getting your
learning started is half the battle what if you could do that for free visit skill up by simply
learn click on the
link in the description to know more business analyst is a professional who is
responsible for bridging the gap
between i.t and business teams they use analytics to evaluate processes
determine requirements deliver data-driven solutions and generate reports to executives
and stakeholders
business analyst is an individual who is a part of the business operation and works
closely with the technology team
to improve the quality of the services being delivered they also help in assisting in
integration and testing of
new solutions growing a career in a field with high demand such as business analysis
could
be a challenge and competition for business analyst positions can be intense
so you should have a clear understanding of the roles and responsibilities of a business
analyst
a ba should successfully identify and recognize the organization's business objective
they should understand the
business problems and think of a lucrative business solution
they need to understand and collect the business requirements from clients and
stakeholders allocate the right
resources and improve the existing business documentation of business findings is
another important key role of a business analyst bas interact with the development
team
to design the solution for solving a particular problem they often need to spend a
certain
amount of time in meetings in order to save the development team from spending their
time and understanding the
stakeholders requirement they often give feedback on the layout
of a software application as to what all features need to be added and what
functionalities should the application
contain and also implement the newly designed features that a business needs
while bas identify the needs define the features right use cases uncover business rules
and manage issues they
should also gauge the functional and non-functional requirements in a business
business analysts run meeting with
stakeholders and other authorities hence discussing issues with the client face-to-face
can do wonders and even
help in solving problems quickly they engage with business leaders and users to
understand how data driven changes to
products services software and hardware can improve efficiency and add value
they verify and validate if the project is running well with the help of user acceptance
testing and the solutions are
in line with the client's requirements they also ensure that the product delivered satisfies
the user
requirements finally ba's write documentations and build visualizations to explain all the
findings and draw business insights they also deliver maintenance reports
they need to develop informative coherent and usable documents for the success of a
project
business analyst skills are a combination of technical as well as non-technical skills
often referred to
as soft skills the skills for a business analyst are not only acquired through training but
through experience and combined with the ability to understand situations and the
motive behind the problem so let's have
a look at the top skills to become a successful business analyst the first skill we have is
understanding
the business objective for a business analyst it is important
to know the goals and objectives of the business it is advised that business analysts
should have a good knowledge of
the business operations in his or her organization a business analyst should understand
the
problems related to the business and come up with the right solution business analysts
will resolve the problems that
have been identified and not avoid them they work on individual actions and tasks that
will build towards the
achievement of the goals of the business objectives of the business can be to expand
customer base in order to
increase sales scale up production so that it is in line with the revenue growth improve
revenue streams through
increasing perceived product value or increasing marketing budget according to the
revenue
business analysts should have the natural curiosity and determination to continue
learning and figuring out how things fit together
even as business analysts become managers it is important to stay in touch with the
industry and its changes
the next important skill a business analyst should have is analytical and critical thinking
now there is a famous quote by thomas elva edition which says five percent of the
people think
ten percent of the people think they think and the other 85 percent would rather die than
think
business analysts are paid to think a business analyst would be able to analyze and
interpret the clients
requirements clearly business analysts required good focus in order to collect and
understand the
needs of the client critical thinking involves evaluating several options before arriving at
the desired solution
in certain situations a stakeholder may give a requirement that's not necessarily tied up
to any business
value but rather to their own increased convenience applying critical thinking demands
not taking all the statements of
the stakeholders for granted critical thinking allows the business analyst to distinguish
between requirements that
add value to the business and those that should be given a low priority a business
analyst must be creative in
order to reach stated goals where resources are limited and the conditions are non-ideal
the third important skill for a business analyst is communication and interpersonal skills
understanding and being properly understood is key to any profession if you are unable
to clearly specify and
communicate requirements to any stakeholder then you may not fully understand the
requirements yourself
being a business analyst is like being multilingual you have to speak several different
languages while conveying the
same message business analysts apply communication skills at every point they use
communication and interpersonal skills
when the project is launched while gathering requirements when collaborating with
stakeholders and also
while validating the final solution listening reading and writing skills are
very critical for a business analyst this would be capable of facilitating meetings
business analysts use verbal and written communication to convey ideas concepts
facts and opinions to a variety of
stakeholders non-verbal communication skills enable the effective sending and
receiving of
messages but not limited to body movement posture facial expressions gestures and
eye contact effective listening allows the business analyst to accurately understand
information that has been communicated
verbally fourth in our list of skills we have negotiation and cost benefit analysis
being a successful business analyst requires working with and interacting with many
people
these people include clients business leaders project team members project
stakeholders vendors private sector
representatives industry leaders and so forth business analysts negotiate at every turn
during the course of a project
at the initial stage of a project negotiation skills are used to determine what should be
included in the vision of
the project as details emerge negotiation skills are used by all parties involved to
determine which requests become requirements and which requirements have higher
priority
as the project progresses negotiation skills help to determine the functional design
which fulfill the requirements
technical decisions also require negotiation skills business analysts also perform cost
benefit analysis to conduct an assessment of the benefits and costs anticipated in a
project when
organizations undertake new projects it is advisable for business analysts that they use
cost benefit analysis to
establish whether such projects should be embarked or not business analysts should be
able to
achieve a profitable outcome for your company while finding a solution for the client
that makes them happy
this balancing act demands the ability to influence a mutual solution and maintain
professional relationship
up next we have our fifth skill that is decision making
the quality of decisions made by business analyst is what matters a lot because it has a
direct impact on the
company's business thus it is important for every business analyst to think from all
aspects before
presenting the decision or strategy they must be having good problem solving
skills as well business analysts should have a knack to think out of the box and find a
solution
to problems majorly a business analyst follows five major steps while making a
decision
these steps are define the problem find and define the alternative approaches
evaluate the alternative approaches make the decision based on these approaches and
test
and finally implement the solution while some may argue that the technical
team is responsible for designing the solution the business analyst still remains
instrumental in ensuring that
the design conforms to the requirements that have been approved now that we have
reached half way
through the skills i would like to ask all our viewers to please subscribe to our channel
and hit the bell icon to never miss an update from simply learn
moving on we have another really important business analyst skill that is idea about
programming languages
business analysts would have a good hands-on programming knowledge for performing
better and faster analysis of data
knowledge of r and python is highly beneficial business analysts can help solve complex
problems by writing efficient codes
both r and python have a vast collection of libraries and packages for data manipulation
data wrangling data
visualization and data analytics some of these libraries are numpy pandas
deep flyer tidier gg plot and matplotlib in addition to these it is good to
understand statistical software like sas and spss using these programming languages
such
as python r and sas you can analyze and visualize large data sets as well as create
machine learning models for
making future business predictions the seventh skill in our list is
creation of reports and dashboards a business analyst should be proficient
in using various business intelligence tools for creating reports and dashboards reports
created by business analysts can
be general reports such as detail report grouped report cross tab report column
report query report data entry report etc or it can be dashboard reports such
as visualized report with multi-dimensional analysis based on display of business
indicators
dashboard reports are developed by business analyst to solve business decision
making problems different from
the tabular interface of the general report the dashboard report adopts the canvas like
operation interface
knowledge of tableau power bi and click view are required to make different types of
reports depending on the business requirements
now the eighth skill in our list of skills is database and sql
business analysts often work with data that is structured in nature hence to store and
process this data they should
have knowledge of relational databases such as microsoft sql server oracle database
mysql database as well as nosql
databases also having hands-on experience with sql is a must for a business analyst to
access retrieve manipulate and analyze data so they should be able to write data
definition and data manipulation
commands such as create update delete and insert
microsoft excel is the ninth skill in our list excel is one of the oldest and most
popular and powerful analytics and reporting tool used in the industries for working with
data
business analysts use excel to perform various calculations budget analysis and data
analysis to derive meaningful
insights and take decisions they sort filter and create pivot tables to summarize the
data
business analysts can also create different charts and graphs using excel to generate
dynamic reports related to a
business problem business analysts can use excel to create revenue growth models for
new
products based on new customer forecasts when planning an editorial calendar for a
website business analysts can list out
dates and topics in a spreadsheet when creating a budget for a small product they can
list expense categories
in a spreadsheet update it monthly and create a chart to show how close the product is
to budget across each
category business analyst can calculate customer discounts based on monthly
purchase volume by product
they can even summarize customer revenue by product to find areas where to build
strong customer relationships
and finally in the list of skills we have documentation and presentation
you could have all the industry experience in the world but if it's paired with poor
business analyst practices you could be more of a risk to
the organization than a business analyst with no industry experience at all a business
analyst must be able to
document their project learnings and results in a concise and compact form they should
also be confident about
presenting the findings and conclusions in front of the stakeholders and clients
organized documentation will help you
communicate technical concepts to non-technical employees it is important that a
business analyst
notes down all the details that they learn from their projects this will help them take
better decisions in the future also if similar
problems arise at a later stage they can implement the same solution thereby saving a
lot of time and unwanted
problems while business analysts are generally not responsible for making decisions
regarding project solutions
decision making skills are still important for understanding gathering and presenting
relevant information to assess decision makers with selecting
the optimal solution with that we have covered our top skills for a business analyst
if you have any questions related to the skills that we covered then please put it in the
chat section our team will
help you solve your queries now let me tell you how simply learn can help you grow your
career in business
analytics and help you become a business analyst so let me search for simply learn
here
this is the simply learn website and on the search bar let me look for
business analyst
you can see there are a few courses related to business analyst so let me open these
two courses so let's go to the first course so this is the business analyst masters
program now this program is endorsed education provider is iiba
now if you look on the right we have the different courses that will be covered as part of
this master's program
so there is introduction to business analysis certified business analytics professional
you'll also learn about
agile and scrum there's business analytics with excel we'll also get training in sql plus
tableau training and you'll also get to work on business analyst caption projects
if i scroll down now here are the tools that will be covered as part of this course so
there's microsoft excel zera
tableau power bi postgresql then this plan box target process
and others here you can see the
program advisors and if i scroll further is the entire course content we have
these are the different courses that you will be learning in this course
and after you finish the course you will receive a certificate which will look
similar to this so please go ahead and enroll to this course if you want to start your
career
in business analytics now let me take you to another program we have post graduate
program in
business analysis now this is in partnership with purdue university and endorsed
education provider is iipa
if i scroll down you can see here the key features of this course you'll get
purdue postgraduate program certification alumni association membership
master classes from purdue faculties enrollment in simply learns job assist
there's 170 plus hours of blended learning 11 plus hands-on projects custom projects in
three domains
if i scroll further on the right you can see this is the purdue certification that you will
receive after finishing the course
and you will also get the certificate received by international institute of business
analysis that is iiba
let's scroll down you also have the advantage for enrolling to simply learn job assist
program so you will get im jobs pro membership for 6 months resume assistance and
career monitoring will
also have interview preparation and career affairs now here you can see the program
details
so you will learn about an introduction to business analysis certified business analysis
professional
there's island scrum business analytics with excel tablet training business analyst
capstone
project and you also have the opportunity to
enroll for some electives so we have purdue university business analysis master class
you can also enroll to a power bi course and there is agilent scrum foundation
if i scroll down here you can see the skills that will be covered as part of this program so
this business analysis there's alicitation and collaboration requirement analysis
planning and
monitoring let me click on view more you have strategy analysis dashboarding
wireframing does data visualization statistical analysis using excel sql
database there's requirement lifecycle management and lots more
so these are the tools that will be covered in this course we have microsoft excel zera
fog bus plan box that's rally power bi pro sql sql
that's version one target process and others and now this is the important part
though these are the industrially related projects that you will get to work on once you
enroll to this course so the first project is canteen ordering
system for unilever we also have library management system for stanford university
there's whatsapp pay and you can see the description of these projects mentioned
below
and you also have hospital management system for myoclinic
there are our course advisors for this course now they are directly related to purdue
university
scroll further this is the learner's profile and how the industry trend has been for
business analysts
so please go ahead and enroll to this program if you really want to start your career or
you
want to grow your career as a business analyst now here is a quick roadmap that
depicts what a fresher needs to possess to
become a business analyst first they need to have a graduation degree in a related field
then knowledge of sql and relational database is very important
thirdly a fresher should have good hands-on experience with programming languages
and that's a prerequisite
and finally they need to have good communication skills to nail the role of a business
analyst
up next we have the roadmap that depicts what an experienced professional needs to
possess to become a business analyst
firstly they should have good knowledge of the domain they are currently working in
next they should know how to write sql
queries an experienced professional should be good with programming languages
in addition to that they need to have good communication and negotiation skills
finally they should be good at creating interactive reports using business intelligence
tools
in addition to that having a certification offered by international institute of business
analysis such as
certified business analysis professional would be highly beneficial let's now learn the
business analysis
knowledge areas first up we have business analysis
planning and monitoring now this knowledge area describes the tasks used to organize
and coordinate
business analysis efforts it involves planning business analysis approach stakeholder
engagement business
analysis governance as well as information management then we have illustration and
collaboration now this knowledge area describes the tasks used to prepare and conduct
elicitation activities and confirm the
results it also includes communicating business analysis information and stakeholder
engagement
the third knowledge area we have is requirements lifecycle management so this
knowledge area describes the
tasks that we perform in order to manage and maintain requirements throughout their
lifecycle it covers the creation changes
privatization traceability and governance processes fourth in our list we have strategy
analysis now this knowledge area describes the tasks used to identify the business
need
address that need and align the change strategy within the enterprise
you need to analyze the current state define the future state assess risks and define
change strategy
then we have requirements analysis and design definition this knowledge area
describes the tasks used to organize requirements specify and model requirements it
also validates and
verifies information and identifies solution options the final knowledge area we have is
solution evaluation this
knowledge area measures the solution performance analyzes performance measures
assess solution limitations and
recommends actions to increase solution value now let's discuss two of the most
widely used methodologies in any
business analysis process these methods are popularly used in the industries to ensure
smooth running of
projects the first methodology we are going to talk about is the agile methodology
agile is an incremental and iterative approach to project management and software
development it helps team
deliver value to their customers faster and with fewer obstacles teams can
manage a project by breaking it up into several stages and involving constant
collaboration with stakeholders along
with continuous improvement and iteration at every stage so the steps involved in an
agile
project development includes planning the project in terms of business goals budget
time duration for
completing the project and resource needed then we have designing the solution for the
problem at hand
the third step is developing the solution this could be a software a website an
application etc
it's done by the development team next we have testing the product in the next step of
the life cycle
deploying the developed product to check if it's working fine and finally we have
reviewing the product and getting
feedback from customers clients stakeholders etc now in agile methodology the entire
work is broken
down into several sprints after each sprint we get a shippable product and that
product is reviewed by the client or the stakeholder the suggestions are incorporated in
the next sprint
here you can see we have sprint 1 sprint 2 and sprint 3 and all of them have the 6 steps
that we discussed in the agile
methodology process now let's discuss this scrum methodology
scrum is a subset of the agile framework it is one of the most widely used lightweight
process frameworks for agile
development you can easily collaborate develop and deliver complex products of
the highest possible value scrum empowers the development team and supports
working in small teams like 8
to 10 members scrum significantly increases productivity and reduces time
this process enables organizations to adjust smoothly to rapidly changing requirements
and produce a product that
meets evolving business goals okay so the concepts and practices in scrum can be
divided into three
categories first we have three roles a product owner owns the product backlog
and writes user stories and acceptance criteria they are responsible for privatizing the
product backlog and deciding the release
date and the content a product owner is the one who is responsible for the return on
investment or roi of the
product a scrum master is a servant who encourages and demands self-organization
from the development team they enable
close cooperation across all roles and functions addresses resource issues and
disobedience of scrum practices a
development team comprises individuals working together to develop and deliver the
requested and committed product
agreements the development team builds the product and includes all the expertise
necessary to deliver the
potential shippable product each sprint the second category comprises of three
artifacts the product backlog is an
ordered list of the features and requirements needed to complete the project the list can
include bugs or defects that need to be resolved
features that must be added another technical or project work your team has to
complete before the project is over
the sprint backlog includes only what needs to be completed during the current sprint it
often has greater detail and more
complete user stories than the rest of the product backlog once created no one can add
to the
sprint backlog except the development team the product increment is the version of the
product that will be
delivered at the end of each sprint while the sprint backlog outlines what must be
completed within a sprint the
product increment details the outcome of all that work the increment is a prototype or
working
version of the final product expected by the customer the final category we have is
sprint
ceremonies there are four ceremonies in total in sprint planning the team meets and
decides what they need to complete in the coming sprint sprint review is a type of
meeting in which the team demonstrates what they
shipped in the sprint in the sprint retrospective the team reviews their work identifying
what they
did well and what didn't go as planned so that they can make the next print better daily
scrum is a stand-up meeting or a
very short like 15 to 20 minutes meeting for the team to make sure that they are all on
the same page
now let's talk about the average annual salary of a business analyst according to pay
scale the average
annual salary of a business analyst in the united states is 68 973
while in india a business analyst can earn nearly 6 lakh rupees per annum now talking
about the companies hiring for
business analysts we have the indian e-commerce payment system and financial
technology company paytm
american mnc cognigent and british dutch multinational oil and gas company shell
we also have cisco the search engine giant google and dell finally in our list of
companies we have
einstein young global limited american multinational computer technology cooperation
oracle and british
multinational investment bank and financial services company barclays with that let's
discuss the top business
analysis tools and software used by business analysts we have the widely used
spreadsheet
application microsoft excel web-based kanban style list making application trello
relational database management
systems such as mysql microsoft sql server and postgresql
then we have bug tracking and agile project management product zera and tableau
software for data visualization
okay so let's look at a demo on business analyst training often times business
analysts work on structured data using excel to prepare reports and dashboards they do
create pivot tables and pivot
charts to summarize and analyze data find trends and insights to make critical
decisions so in this demo we will work
on a sales data set from the united states and analyze the total revenue total profit the
quantity sold for
different categories and subcategories of products across various regions segments
cities etc now let me show you
the data set first okay so here is my data set you can see there are
nearly 9994 rows and we have
17 columns you can see this is a sales data set and the first column is of order date
then
we have the shipment date we have the shipment mode next we have the customer
name
that is the customer who purchased the product we have the segment the country name
this is only united states then we
have the different cities from the u.s we have the state names and if i go to the right you
can see the
categories of product we also have the sub categories next we have the product name
then we have our sales value now you can assume this to be in dollars
then we have the quantity that was sold for each product then we have the discount
column and
finally we have the profit column so let's analyze this data set using
different charts and graphs first let's create a pivot table to see the sales by region and
year so here we
want to see the sales of all the years in different regions of the united states so for that
i'll click on any cell inside this data set go to the insert tab and here i have the option to
create a
pivot table i'll click on this create pivot table option and you can see it has selected my
entire data and here i'll choose new worksheet that is the place where i want to place
this
pivot table and let's click on ok so you can see it has created a new
sheet which is sheet2 and let's drag our columns
onto the different sections in this pivot table fields so since i want to
know the region and the year so let's drag the order
date first and let's delete the quarter column so i'll click
on remove field i don't want this field so i have my ears first
and then let's drag region column
under columns and we want to know the sales for
all the years in different regions so i'll drag sales onto values
you can see here we have our pivot table ready if you want you can go ahead and
rename this row labels and column labels now with this table ready let's create a
line chart this will help you analyze your data better
so what you can do is go to the insert tab and here under recommended charts
you can go for line chart you can see the line chart preview here and click on ok
there you go how easily excel has created a pivot chart for us based on
this pivot table now if you notice the lines in this graph you can see the different regions
and here is the legend now if you see the yellow line which is actually for the west
region
so the sales had declined from 2014 to 2015
and then it gradually started increasing from 2015 to 2017 onwards
and if you see the orange line or the red line it is for the east region the
sales have been continuously increasing you can see the trend here similarly
if you see the central region the sales generated was steady from 2014 till 2015
then it increased in 2016 and after 2016 it became constant
similarly you can analyze the south region as well now let's say you want to know the
sales
by each category of product and the different segments so you can do that as well
let's go to our sheet one where we have our data set let me click on any cell i'll go to
insert and i'll choose pivot table here
let it be new worksheet i'll click on ok all right so since we want to know the
sales value again so let's drag sales onto values field
and now i'll choose category under rows so
let's select category under rows and then we want to know
for each segment also so what i can do is
i'll choose segment under columns you can see i have my pivot table ready
so here you have the furniture office supplies and technology as the categories of
products
and on the top you can see consumer corporate home office as the different segments
now let's create a visual out of this pivot table so i'll
go to recommended charts and let's say this time i want to
create a bar chart now this is a horizontal bar chart let's click on ok
if i close this and i bring it to here you can see this is a nice bar chart
and below you can see the sales values and on the y-axis you can see the
different categories of products and in the legend we have the segments now if you
want you can edit this chart as well
so let's delete or hide all field buttons on the chart all right
similarly let's do this for
our line chart as well let's hide these field buttons
okay all right now
let's suppose you want to know which segment made the highest and the lowest profits
so for that you can create a pivot table
as well so i'll click on any cell go to the insert tab
and choose pivot table i click on ok all right now say
we want to know the profit by each segment so i'll first choose profit on to values
and let's drag the segment column
onto rows so we have our pivot table ready now here if you want to know which
segment made the highest or the lowest profit you can sort this data so click on any cell
under sum of profit
right click and here you have the short option so let's do
sort smallest to largest which is in ascending order okay so here you can see consumer
segment made the highest amount of profit while the home office segment made the
lowest amount of profit now
based on this pivot table you can create a pie chart let's do that i'll go to insert
and here under recommended charts i'll select pi
and let's click on ok there you go we have a nice pie chart ready
now the gray color pi represents your consumer segment which made the highest
amount of profit you can also validate
it from the pivot table while the blue segment which is actually home office made the
lowest amount of profit
now let's remove this field from here i'll right click and select hide all field buttons on the
chart now
one thing you can do is you can edit the chart title
here by default it has shown total we can rename it to let's say profit
by segment and hit enter
okay now you can adjust the size of this and the color of the text if you want you
can do it from here similarly let's
add a title to our bar graph as well so here if you see
there's an option to choose chart title and i'll say sales
by segment and category
okay similarly let's add a title to our first line chart that we created
i'll click on the chart title and here i'll write sales by
year and region okay
now let me go back to my data sheet now suppose let's say you want to know
the total units that were sold for each sub category of products and the shipment mode
so here we have the shipment mode and you want to know the total units
that were sold which is basically this column the quantity column
for each sub-categories of product you can see we have different sub-categories like
bookcases this chairs labels the
stables furnishings art phones binders etc so let's create a pivot table for this
i'll go to the insert tab click on pivot table and click on ok
all right now since we want to know the total units that were sold let's drag
the quantity column under values and i'll choose the ship mode field under
columns and let's select subcategory under rows
so i have my pivot table ready now based on this pivot table let's create a line chart i'll
go to the
insert tab click on recommended charts and let's go to line chart
all right you can see the preview here and the legends which show the
shipment mode let's click on ok i close this
now first let's remove these fields i'll right click and i'll hide all field
buttons now if you see this one you can add some styles to your chart
let's modify our chart a bit let's see i'll select
yeah this one you can see it has given dots for each endpoints
which means this is my first sub category as you can see the second subcategory of the
third
subcategory which is art then we have binders so it's really easy to read
and understand the chart well okay now let's add a chart title
i'll write quantity
sold by subcategory
and ship mode now you can reduce the size of the chart
title text let's keep it 10 okay
now you also have the feature to create different kinds of maps in excel
so suppose you want to see the states that made the highest and the lowest sales in the
united states so you can create a field map for that so first of all let's go to our data
sheet i'll click on any cell go to insert and create a pivot table
and click on ok alright so since we want the
state and the country so let me first drag country field under rows and then i'll choose
the state field
under rows now let's drag sales under values
okay so we have our pivot table ready now if i sort this
data you can easily know that california state made the highest
amount of sales now if i scroll down below you can see
north dakota made the lowest amount of sales now let's do one thing let's remove the
grand total so you can go to the design tab and under grand totals you can select the
first option you can see the grand total has gone and in order to create a map we need
to
adjust this pivot table so i'll click on united states i'll right click and
i'll go to field settings here under layout and print
i'll click on show item labels in tabular format and i'll also click on
repeat item labels you can see it will populate united states for all
the rows if i click on ok you can see the united states have been populated for all the
states
now let me select this table or before that let's remove the
subtotal from here i'll close this go to the design tab
under subtotals i'll choose do not show subtotals okay now let's
select the table and i'll actually paste it somewhere here
now with this data i can go to the insert tab and choose maps
let's select field map there you go you see
we have a nice field map of the united states and here you can see the color scale
so it goes from light gray all the way up to dark blue so the states that are
in dark blue let's say california made the highest amount of sales you can also validate
it
from the pivot table similarly the lighter the color the amount of sales were less for that
state now let's give a chart title here
i'll give a chart title as sales by
states and let's remove this legend
now you can format this map so here you can change colors and
let's see if i choose this one you can see the color has changed and you can see the
california state
is shaded in dark which means it made the highest amount of sales you can also
add data labels you can see it will show the sales values for each of the states
and if you want you can keep the legend as well i'll just remove these two
all right now similarly you can also create a field map
to see the profits by each state so you can analyze which states made the highest
amount of profit and the state
that made the lowest amount of profit so let's do that i'll go to my data sheet
i'll click on insert and select pivot table let's click on ok
now first and foremost let's drag country under rows and then i'll choose state under
rows
next let's drag the profit column under values
so i have my pivot table ready
let's go to the design tab and remove the subtotals i'll select do not show subtotals if i
scroll down okay i have my grand total now so let's go to the design tab under grand
totals
we'll remove it okay now let's just populate the united states which is the country name
for all
the rows i'll right click on united states go to field settings
click on layout and print i'll choose select item labels in tabular form and select repeat
item
labels let's click on ok so i have my country name populated throughout
let's select the pivot table i'll paste it somewhere here
and now let's go to the insert tab i'll choose map let's select field map
there you go now we have the profits for each of the states
let's first delete this and edit our chart title
which is profit by states
okay close this let's say
we'll use this one now okay let's edit the color of the chart title
i'll make it as white and let's say
we'll choose the color
as say this one okay now let me go ahead and remove the
legend here and just delete it all right so we have our
field map ready which shows profit by each state now that we are done with our
analysis
and creating our different pivot tables and pivot charts let's build the final dashboard
so let's create a new sheet here okay the first thing i need to do is i'll go
to the view tab and i'll remove the grid lines all right now let's go to the insert tab
and here we have text let me choose text box
let's create a text box here okay
now you can reduce the size actually let's reduce it
okay and you can move it to the top
all right let's pull this a little down and this tool till right
let's fill the text box color with blue color
and let's give the text as sales
dashboard and we'll
give a white color to the text and i'll select my font you can select any font you want
so i'll go with let's say
britannic bold okay we have it here and let's increase the size to
30 and we'll center align it all right
now the next step is to bring all our pivot charts
to this dashboard sheet so i'll first copy my
pivot chart and i'll paste it in sheet let's paste
it here and we can reduce the size
okay now similarly let's do it for the
other charts as well i'll copy this and let's paste it somewhere here
okay now let me just reduce the size
and if you want you can reduce the chart title font size as well let's make it 11
okay and let's drag this a bit
all right now let's copy the pie chart
and let me paste it here let's reduce the size of this pie chart
okay see we have our pie chart here
now let me take my line chart which shows the
quantity sold by different subcategories of product i'll copy it
and let me paste it somewhere here i'll close this
and we need to reduce the size so that we can fit in our other charts as well
okay let me reduce a bit more all right now we are left with the two
maps that we created let's copy this and let's paste it
here i'll go to the right
let's reduce the size similarly we'll do it for
sales by profit map as well
let's copy this and paste it onto our dashboard
let's reduce the size first
and let's increase it towards the bottom
so we have our dashboard ready you can see the different
pivot charts that we created now let's add slicers and timelines to
this dashboard so that we can filter our tables and the charts
so i'll click on this first chart which is our line chart i'll
go to the insert tab here you can see under filters we have slicers and timeline first let
me click on timeline
and here i'll choose my order date column let me click on ok
all right let's drag this a bit here on to the right and i'll show you how you can use this
let's first choose years instead of months
and let me reduce the size a bit okay now another thing to do here is let me
right click and i'll go to report connections here i'll select
all my pivot tables instead of just one so that any manipulation you do in the order
year it will reflect for all the tables or the charts we have on the dashboard i click on ok
now that we have seen how to add a timeline i'll reduce this a bit
let's now add a few slicers let's click on any of the charts
i'll go to insert click on slicer now let's add
a region slicer i'll click on ok and let's take it to the right
will reduce the size of this region slicer slicers are nothing but
filters which have advanced filtering options and
we can add one more filter or a slicer let's say
we want to do this time on the segment
so i'll go to slicer i'll choose segment here and click on ok
so you can see i have my segment slicer here let me just reduce the size
and let's drag it here at the bottom
all right okay now if you want to know the sales and
profit for a particular year so you can choose that particular year here on the timeline
suppose i want to know the sales only for 2014 and 2015
so the way to do is you can select one of the years so i'll click on 2014
and now i'll drag this to select 2015 as well
if i go to left the figures that you see only reflect
the sales and the profit for 2014 and 15. similarly
if you mark here or let me just bring it to the middle
suppose say i want to have 2016 year included as well i can
just drag it to the right you can see the charts will change
i'll just remove the filter and place it here
similarly if you want to see the sales and profit for
a particular region you can do that too for example let me just bring this
region slicer here and let's say you want to know the sales and profit only for the east
region
you see here it shows only for the east region and suppose you want to see for east and
west region also you can see it changes here
okay we just cancel this now
you might be wondering when we selected the different regions only the pie chart
changed
but the rest of the charts were the same now the reason was we did not
apply this slicer to all the pivot tables so let me right click and go to report connections
here i'll choose the remaining pivot tables as well i click on ok
all right now let me just bring this to the middle and let's say we want to know the
sales and the profits and the quantities sold for let's say south region
if i select this you can see it shows only for the south region let's see you also want to
know for the
central region now we have selected both central and south you can see the variations
in the
graph let me cancel this similarly we have another slicer which
is the segment i'll populate the slicer for
all the other pivot tables let me choose all of them
and click on ok i'll bring this to the middle so that you can see the
variations in the graph let's say i want to know the seals the unit sold and the profit for
home office segment so i'll only select home office you can see the variations here
now the slicers actually don't work for the maps so you can't see any change
here now suppose you want to know for the corporate segment you can select
corporate or if you want to select for
multiple segments you can do that as well just cancel this
and let me place it here all right now we are done with our demo
so if you want to get a copy of the data set and the demo file that we are using here in
this video you can put your
email ids in the comment section our team will send you the files over email we'll
compare the two most popular
job roles in the field of information technology that is business analyst versus data
analyst
business analyst is a professional who bridges the gap between the it and the business
teams in an organization they
use data analytics and modern technologies to assess processes and deliver data-
driven solutions
they understand and solve a business problem and validate business requirements a
business analyst generates reports for
executives and stakeholders they are part of the business operation and work closely
with the technology
team to improve the quality of the services being delivered they also assist in the
integration and testing of
new solutions now let's talk about the job description of a data analyst
with the rapid increase in data generation today the term data analyst has found its
prominence
a data analyst collects processes and performs analysis of large data sets
every business generates data in several formats this data can be in the form of
customer information and feedback log
files transaction data marketing research and so on it is the duty of a
data analyst to transform these business data into valuable insights some of the
problems that can be addressed are how
to improve a business how to provide good customer experience what would be the
ideal price for a new product how to
reduce transportation costs and so on data analysts deal with data handling
data modeling and reporting with this brief understanding of the job description for a
business analyst and a
data analyst let's now shift our focus towards the various responsibilities of a business
analyst
a business analyst identifies the business goals understands the problems faced by an
organization and comes up
with a cost-effective solution to tackle the issues they thoroughly understand the
requirements from the clients and assign
the right resources bas communicate and work closely with the development team to
design the
solution for a problem they ensure that the development team doesn't spend their time
understanding the stakeholders
requirements and often give iterative feedback on the solution being developed they
check and validate if the project
is running fine with the help of user acceptance testing they also verify if the solution
being worked on is in line
with the requirements and ensure that the final product satisfies the user expectations
bas assess the functional and non-functional requirements a business analyst
documents the project
findings and results they present the project conclusions to the stakeholders and clients
along with delivering
maintenance reports and building visualizations to make decisions now let's take a look
at the
responsibilities of a data analyst first and foremost a data analyst must identify and
understand the
organization's goal and requirements this helps to plan and streamline the analysis
process
data analysts collect data from various heterogeneous sources they assess the
available resources comprehend the
business problem and gather the right data for analysis they work closely with different
team members like programmers
business analysts and data scientists data filtering and data wrangling are vital jobs of a
data analyst the data
collected is often noisy and it contains missing values hence it is crucial to clean the
collected data and remove
invalid values to make it ready for analysis they use a variety of analytical
statistical and business intelligence tools to spot trends and patterns in complex data
sets discover hidden
insights and prepare summary reports for the leadership team they also use
programming languages for
data mining and data manipulation now it's time for us to understand the difference
between a business analyst
and a data analyst based on the skill set they possess first let's look at the skills that
can
help you become a being a business analyst should have a graduation degree in any
relevant field
such as business accounting information systems human resources or engineering
you can apply for entry level business analyst positions or with professional experience
excel is a powerful analytics and
reporting tool for working with data bas use excel to perform various calculations data
analysis plan and
editorial calendar and calculate customer discounts to derive meaningful insights and
take decisions
bas use sql to retrieve manipulate and analyze data stored in relational databases
critical thinking skills are important to understand customers business needs it allows
them to distinguish between
requirements that add value to the business and those that should be given a lower
priority
bas should find different ways to address each challenge data visualization is a key skill
for
bas to build interactive dashboards and reports to convey the outcomes of a project
knowledge of tableau power bi and qlikview is required to make different types of
reports depending on the
business requirements business analysts should have a good hands-on programming
experience to solve
complex tasks and perform faster analysis of data hence knowledge of programming
languages
such as r and python is a prerequisite finally they should have good presentation skills
they should also be
confident about their findings and conclusions and communicate it in front of the
stakeholders and clients
let's now understand the skills that a data analyst should possess you must have a
bachelor's degree in any
relevant field or be a graduate in statistics economics or science you're eligible to
become a data analyst being
a fresher or as an experienced professional you should have domain knowledge in the
field you are working
in once again knowledge of excel is another basic requirement for a data analyst
data analysts often work with structured data so they should be proficient in writing sql
queries using data
manipulation and data definition commands they should know how to create stored
procedures
another crucial skill for a data analyst is to have hands-on experience with programming
languages such as python r
sas and javascript you can analyze and visualize large data sets and create predictive
models for making business
decisions data analysts create data visualizations using libraries such as matplotlib
c-bond ggplot and plotly this helps them to perform exploratory data analysis
knowledge of tableau and power bi is required to create different business reports with
the help of graphs and
charts data analysts should have knowledge of machine learning algorithms to build
sophisticated models and make future
predictions so they should know about linear regression logistic regression support
vector machines k-mean clustering and
other supervised and unsupervised learning algorithms finally data analysts should also
possess good communication and presentation skills now let's discuss a salary
structure for
both of these job roles according to pay scale a business analyst in the united states
earns an
average salary of 69 000 while in india you can earn nearly 6 lakh rupees per annum
now talking about
the salary of a data analyst according to pay scale in the us a data analyst earns an
average salary of sixty
thousand seven hundred and ten dollars per annum and in india you can earn around
four lakhs twenty four thousand
rupees per annum let's now move on and look at the different companies hiring for
business analyst roles
here we have oracle the search engine giant google the american mnc cognizant
and e-commerce company amazon in addition to that we have ernest and young
technology giant ibm dell and
cisco hiring business analysts talking about the companies hiring for data analysts we
have twitter google the
social media leader facebook and amazon we also have the american oil company shell
the electric vehicle company tesla
apple and the american credit reporting agency equifax now choosing the right field that
is to
become a business analyst or a data analyst could be a challenging task the key points
that you have to keep in
mind before making a decision is first review your background and see
what qualifications you have check what skills you possess and the domain knowledge
you have
then gauge your interest to see what suits you best and finally consider your long-term
goals and see the job roles that will help you grow in your career in the long run now let
me tell you how simply learn can
help you grow your career as a business analyst and a data analyst simply learn offers a
post graduate
program in business analysis that is in collaboration with purdue university the
endorsed education provider is iiba some of the skills that will be covered in this course
are strategy analysis
wireframing solution evaluation dashboarding data visualization agile
scrum methodology scrum artifacts statistical analysis using excel and sql
database some of the tools covered in this course are microsoft excel tableau power bi
jira postgresql planbox and others some of the key features of this
business analysis program are you will receive purdue post graduate program
certification master classes from purdue
faculty you can enroll in simply learns job assist where you will get im jobs pro
membership for 6 months and obtain
35 iiba pd cdus and 25 pmi pdus
you will get 170 plus hours of blended learning along with capstone projects in three
domains
to become a data analyst you can enroll in the postgraduate program in data analytics
offered by simply learn
this program is in collaboration with purge university and ibm the skills that will be
covered as a
part of the course are statistical analysis using excel data analysis in python and our
data visualization using
tableau and power bi linear and logistic regression modules clustering using k-means
supervised learning and others the tools that you will learn are numpy pandas scipy
scikit-learn excel and
others some of the key features of this course are you will get purge your postgraduate
program certification industry recognized ibm certificates enrollment and simply learns
job assist and
masterclasses from purdue faculty you have 180 plus hours of blended learning 14 plus
hands-on projects on
integrated labs and capstone projects in three domains so please go ahead and enroll
for these
programs if you want to grow your career as a business analyst or a data analyst
business analyst interview questions
my name is richard kirschner with the simply learn team we'll go over some beginner
intermediate
and advanced level questions to expect in interviews when you're looking at business
analytics let's start with the differentiation between a risk and an issue
and this should be a very fundamental question uh dealing with business because in
business they want to make money and we really want to understand
where the split is on a lot of these things always ask yourself where is the bottom dollar
on this and what does this
mean risk is your potential and an issue is something that's actually happening
so risk is a potential problem that can be predicted risk may or may not happen in the
future a proactive response plan
is formulated and kept ready to mitigate risks so these are things you plan for
and the issue refers to a risk that is occurring or about to happen there is no response
plan in place to
solve an issue you can only respond reactively to an issue what are the various tools a
business analyst works
on this is very company specific
and so when you start looking for work you start going in for interviews you should start
really asking yourself
what are these companies looking for that i'm interested in clearly if you work with ibm
you want to
have your tools that are central to ibm and the ibm setup same thing with google
with you know just across the whole field some of the more basic ones
obviously an excel spreadsheet which isn't on this list but your python your sql you
should really know your sql it's
going to come up in no matter what format you're in your tableau your xur your balsamic
all
these are different platforms there's a lot more out there but you should be aware on
which platforms your
proficiencies are on and those also that you might not be proficient on but you at least
know what
they do and what their performance is so you can answer questions and a lot of
companies will pay for you to
be certified if their platform isn't on your list what are the various stages of a
business project and we look at project initiation project planning project execution
project control and monitoring project closure and it's really important to
understand any one of these in a little bit more detail than just knowing the list
what is feasibility study a feasibility study is a method of
gauging the success rate of proposed business solution it enables business analysts to
discover new business
opportunities and uh really a lot of businesses when they're looking at for a business
analyst this is really what they want to know what's the feasibility that is a very central
question that comes up
in most business plans what's the feasibility of doing something and getting it done
what is business model analysis business model analysis is a technique that helps
you analyze if a business is financially economically and socially viable or not
i know a number of contractors that this is their sole career is to go in and analyze ski
resorts in colorado to find
out whether it's going to make it this year or not and what they need to do to fix that so
it's a very high-end
job niche where you really need to know your stuff and understand what it means
what do you understand by requirement differentiate between requirements and needs
we look at requirements requirement is a targeted solution that is required to achieve
the set business objectives
business requirements are data used for business processes needs needs are the high
level
representation of the terms and the result business needs include identifying and
comprehending the businesses goals and articulating is strategic direction
and you can think of needs are what do we need to succeed requirements are well these
are the things we need to put into place this is
what's required to achieve a business objective
suppose you have been given a list of zip pin codes
from different countries using those codes find the city and the state names using excel
and so if you're given a list of zip codes pin codes of various cities from the us and india
here's how you can find
the city and the country names select all the codes go to the data tab under data types
select geography
click on the insert data option choosing city from the field list click on the insert data
option and select state from
the field list really you do need to know your way around excel no matter what other
packages you're working with excel is such a base package in business analysis uh so
much people are giving
that back and forth still it's still kind of a baseline below our sales data that has
information on different items sold across various regions and countries what was the
total revenue generated for
all the items in india you can use the sum if function to find
the total revenue generated from india you see here equals some f and then of course
b2 to b100 india l2 to l1001 and
that will give you the sum you can also use a filter option to filter the data only for india
and
use subtotal by pressing alt plus equals nice short hotkey to remember there
create a highlight table to visualize the revenue generated from offline and online cells
for different items across
the region using tableau now not all companies use tableau
but it is becoming a very highly used tool because it's so easy to use you drag the region
onto columns drag
the cells channel and item type fields onto rows select the total revenue column and
drag it on to
color and label cards select square as the mark type
drag the total revenue field onto columns drag the total profit column onto rows place
item type column on to
colors under the size card place the total profit drag the region column into
the filters card and select asia so one of the things about tableau is it
looks real complicated but it's all drag and drop and so you should know your way
around about doing some very simple drag
and drops for doing your query and summation and below is the resulted plot
so let's look at some more questions but let's jump to a little more intermediate level uh
differentiate between software
development life cycle and project life cycle so a little bit more hierarchical
towards the top of the list software development life cycle helps with the development
of software products it
consists of a single software across multiple phases here phases include requirement
gathering coding operations maintenance
and documentation where the project life cycle this enables you to develop a new
product in
the business project lifecycle consists of multiple software in one customer scenario
phases here are idea generation screening development testing and
analysis how do you perform risk management in your project
so again we're dealing with intermediate not just how to pull tables across we don't start
analyzing things and the
risk management is a technique wherein risks are identified avoided reduced
assessed and mitigated having the appropriate risk management plan decreases losses
and optimizes
decision making to enhance the organization's performance how does risk mitigation
differ from risk avoidance
risk mitigation risk mitigation is a plan to be executed when a risk occurs when a risk
occurs there might be a
business impact and the cost incurred is high risk avoidance whereas risk avoidance is
carried out to avoid the risk from occurring meanwhile the business impact here is zero
and the cost is fully
eliminated and you can think about a brick and mortar store and they have shoplifting
you want to mitigate as you want to avoid as much shoplifting as you can but you can
only frisk people at the
door and have security so much before you start losing customers and so when you
mitigate it you're going to have to
pay for your lost merchandise where you avoid it you have your security cameras and
people watching to stop
people from stealing things risk in this case can mean loss of money
spent badly spent on equipment certifications there's all kinds of areas where you
want to mitigate and avoid risk what are project deliverables project
deliverables represent a collection of measurable services and goods that are to be
delivered to the end user in the
project completion stage this is so important we start talking about any of our
uh when you sign a contract any of our online contracts cloud computing all of
that make sure you're very clear what the deliverables are who owns it who is the
responsibility of the service and
the security around it those are all very important questions to know
differentiate between the agile and waterfall model two of our biggest or
most basic models used today the agile model which is slowly taken over especially in
software
the agile model is adaptable to requirement changes and has an incremental approach
in the agile mile model testing can be performed in every phase
with the waterfall model the waterfall model is referred as a structured software
development methodology
changes and requirements are difficult to implement meanwhile in the waterfall model
testing is performed only in the
final phase and you can look at this as a lot of the software today has to be ready to
change
quickly when the waterfall setup you're not looking for fast changes you're looking for a
very solid
it's going to work no matter what kind of view this is something that we can build it
doesn't have to make major changes but it better work correctly
describe the different analytical techniques like moscow and swat moscow analysis is a
prioritization
technique that highlights a requirements significance question like is it a must-have or it
should have
could the demand be made better would a specific idea be useful in the future are asked
here
in the swot analysis it discovers the strengths and weaknesses of a firm and evaluates
them as opportunities and
threats swot analysis consists of strengths weaknesses opportunities and threats
and you cannot kind of think of it as like the swat team coming in to you know be
worried about threats
here so we're talking about policing or in moscow really what is um what can we get out
of this you know is this do we
have to have it to succeed is it going to be useful in the future so you're looking more for
a general value
attached to it list various components of strategy analysis for developing a strategic
plan for an
organization the vital components are vision objectives
mission strategies action plan what is benchmarking
benchmarking is the process of evaluating an organization's measures like the quality
of policies programs
etc against the standard criteria it's so important to have that baseline
of what are you measuring against the baseline might not even be a very good one but
you can't measure something
unless you have something to measure it against it helps with the measuring the
performance of the company you can
recognize the areas of improvement in a company and analyze how other companies
achieve other objectives
what is the best approach to work with difficult stakeholders
a business analyst interacts with many professionals during his work few of the best
approaches to take into
consideration while working with difficult stakeholders are before i even jump into this i
have a friend who is
working with some very high end individuals who took their private plane and he was
supposed to meet him at the
end location when he arrived they had been in a fist fight while on their private plane the
stakeholders had so much difficulty with some particular aspect going on so difficulties
are going to arise
hopefully not at that level but things happen and of course you want to just assume
work with anybody but you want to listen
patiently to the stakeholders point of view respond to them politely and diplomatically
have a one-on-one discussion to make things more precise comprehend their worries
and be
transparent make sure to continuously engage such difficult stakeholders
and i'm going to highlight the last one because if you're working with somebody who's
difficult and you just try to ignore them
one of the things is that whatever problems are arising they're just going to explode
so that is so important not to ignore the ignore somebody who's being difficult
but the rest of it is stay focused stay focused on what you're trying to accomplish be
goal driven this is a great time to
be goal driven not driven by emotion or the problems that arise or how the person
communicates name the different types of agile
methodologies scrum go get scrum certified important thing to look into if you haven't
learn software development and extreme programming xp feature driven development
fdd
crystal kanban dynamic systems development method dsdm if getting your learning
started is half
the battle what if you could do that for free visit skillup by simply learn click
on the link in the description to know more there is an agile just a ton of
different methodologies so knowing at least a few of them inside and out and having a
kind of a general idea that the
other ones are out there is important to at least know what we're talking about when
someone comes up and talks about agile
describe the gap analysis gap analysis refers to the analysis of differences
between the existing systems functionalities and the targeted system the gap indicates
the amount of work
required to get the intended result gap analysis is a comparison between the current
and proposed functionalities
and you can see here we put together an action plan to go from the current state to the
desired state
how do you import text file data into ms excel and
remember excel is one of those things that has been around forever and even though
it's like the bottom barrel of a
lot of analysis that we do most of our data starts in an excel spreadsheet
or comma separated variable file that you then end up with an excel spreadsheet given
below is the employee text file it
has information about name agent company and here's how you can import this data
into excel
go to the data tab click on get data drop down under from file select text csv select
where
the text file is located in your system and click on import click on load data imported
into excel
you've been given cells data that has information on the cell of different items across
the world below is the data
create a pivot table to analyze the profit of all the items in each region
now remember our pivot table is a table of statistics that summarizes the data of a
more extensive table so it takes a
full data sheet and we're just going to bring we're going to focus zoom in on something
that's what the pro the pivot table means
if we want to go ahead and do this we do is go ahead and select a cell in the table go to
insert and click on pivot
table in the create pivot table box choose existing worksheet to place your pivot
table drag region and item type onto rows drag total profit onto values sort the sum of
the total profit column using the sales table find the percentage contribution of
cosmetics to
the total revenue and total profit create a pivot table by dragging item
type onto rows select the revenue and profit column under values right click on the
revenue value under
show value as select percentage of grand total right click on a profit value under show
value as choose percentage of
grand total and you can see here when we do that we end up with cosmetics made a
14.03 contributions to the total revenue
and an 18.94 contribution to the total profit how do you create a dual axes chart in
tableau
drag the order data onto columns and convert it into continuous year drag
total revenue onto rows and total profit to the right corner of the view until you see the
light green rectangle
synchronize the right axis by right clicking on the profit axis under the marks card
change sum total
revenue to bar and sum total profit to line and adjust the size and color
they're lots of fun to play with as you start getting into these using the sales data create
a view to
show the total units sold and the profit generated from each item which item sold
the police and has least profit so we'll go ahead and load an excel file data in tableau
desktop
drag units sold onto columns and item type column under rows place the total profit
column under color and choose the
desired color palette sort the unit's sold axes in descending order
you can see here it produces a very quick bug figure shows the fruit sold and the least
and had the least amount of profit
create a map to show the units sold and the profit generated from different middle east
and north africa items drag
country onto the detail card place a total profit column under size drag units sold under
color
in the filters card drag the region column and select middle east and north africa
bahrain had the maximum number of units sold at the same time iran made the full
amount of profit
create a visualization to analyze the total revenue and the units sold for clothes meat
and baby food across
different regions in 2006 and 2017. drag the units sold filled on the
columns drag the region and item type fields onto rows under the cooler card place a
total
revenue column drag item type onto filters and choose close meet and baby
food drag the ordered date column onto filters and select 2016 and 2017.
meat had the highest units sold and made the maximum profit now with any of these
tableau it's good if you have your own
hands on for this so that's an important thing to note we kind of zoomed in on tableau
again
there's a lot of other companies out there using a lot of other packages so if you're not
familiar with tableau but
you're able to do this in another package that's a good thing so at least you know what
we're talking about and you've had
that hands-on let's go ahead and jump to some advanced level questions what is
requirement prioritization name
the different techniques used for it requirements prioritization focuses on
allocating requirements depending on the business urgencies this is essential for the
project to run well requirement prioritization enables various teams to understand what
is important
and work in sync with the business needs there are several techniques used for
requirement prioritization we had moscow technique we mentioned that earlier the
requirements are
grouped based on must mandatory should high priority could not necessary but
preferred and would suggested for the future
ranking method here you give each requirement a distinct numerical value based on its
importance
of course this is at 100 oh well here's kind of similar to
ranking is the 100 method multiple stakeholders get a no notional 100 to distribute
among the
requirements so the 100 method is pretty similar to what the ranking method is
top 10 requirements and this approach from a large set the stakeholders simply picked
their top 10 requirements
this is very popular there's a lot of help books out there about getting things done they
say write
everything that you want to accomplish put them on three by five cards and narrow it
down to five
do those five because once you've conquered those five then you can move on to the
next ones
name the critical agile metrics that should be considered by a business analyst
sprint burned down so the sprint burned down is the chart we use when you're tracking
usually it's
in scrum is where that usually comes from the scrum uh setup but it's a chart of the
work to be
completed and what's still going on uh you have your work category allocation the
velocity
the cumulative flow diagram defect removal awareness time coverage defect resolution
time
explain bpmn bpmn business process model and notation
gateway controls the flow of interaction and sequence of processes it is a flowchart
technique which models the
end-to-end business process step the four essential elements of bpmn are
flow objects events activities gateways connecting objects sequence messages
associations swim lanes pool or lane artifacts data object group annotation
list the elicitation techniques the elicitation process is about gathering requirements
from users and stakeholders
listed below are a few techniques that are used to collaborate with users or clients
interviews during how many times i've been on the phone calling competition
potential clients to ask questions so one of the elicitation techniques is to
ask questions if you're going to call clients to ask questions it can a lot of terms also
turn into additional sales
document analysis focus group prototyping brainstorming my favorite brainstorming
all these are important i just kind of highlight a few of them that i tend to get stuck in
observations and workshops
again workshops are a great sales technique also so as you're doing your business
analysis
and you're bringing people into a workshop and do observations in the workshop and
working specifically with these people they turn into potential
business growth i tell you what if you're a shareholder and someone's doing a business
analysis and they turn around
and generate a 30 000 sell for your company they're in you know you've already
earned your you've already earned your pay and you're doing what you like which is
business analysis
interface analysis questionnaire and survey uh questionnaire surveys my least favorite
but they are the most popular
because they're the easiest to pump out list the documents needed by a business
analyst initiation document project vision document
use cases system requirements specifications document
business requirement document requirements traceability matrix
functional requirement document use case specifications document
gap analyst document describe how you would approach a project
here's a basic project approach outline which you can use with respect to different
situations
identifying the project goal formulating the work plan defining the requirements
collaborating with other teams tracking the project documenting the progress
and really when you start designing your project approach
encompassing all the things listed in here is so important with the shareholders if you i
mean it's great if you can
identify your project goal that's probably the most important thing because if you don't
have a goal you
might as well walk away [Music] but if you don't have the rest well how
are you formulating the work plan defining the requirements collaborating with other
teams that is
such a big step because we're going from everything being on paper and trying to figure
out
what you're going to do to actually doing it and then tracking and finally documenting
very important for the
shareholders and what goes back to the top differentiate an alternate flow and
exception flow in a use case diagram
from a basic flow basic flow represents the operation of activities as required by the
company
in a use case alternate flow as the name suggests is an alternate solution used in a
system failure case different steps
are used to complete the goals of a use cases exception flow refers to the various
steps executed in case of errors this does not lead to achieving the required goal of a
use case critical aspects of
creating analytical reporting analytical reporting is a type of business reporting which
provides data analysis
information and recommendations it enables people to use data to make
decisions to create analytical reporting the following points should be kept in mind
comprehend business analysis display your analysis skills think
critically and i'm going to throw in here the term from big data map and reduce
really when we're doing a business analysis you don't want to give them a massive
amount of information you want to reduce it down to something that they can see in a
single graph
a very simple set of notes and you need to think critically you need to really make it
what is it that the shareholders want that's going to make them understand why this is
important to the business and
what does the business get out of it what is kanban kanban helps agile teams in visually
managing work through processes it works as a scheduling system in agile just in time
production the kanban methodology
is all about real-time communication of capacity and full transparency of work
the kanban board describes a current development status and of course when you're
working with
kanban you got to be very careful about [Music] inspiring versus coaching versus
micromanaging it really can end up in a micro management setup where you want to
you want to watch out for that but you also
need to track everything a basic kanban board has three step workflow as the to do in
progress and
done however depending on a team size structure and objectives the workflow
can be mapped to meet any particular team's unique process
state the key differences between brd and srs brd business requirements documents is
a
high level functional specification of software brd is a formal document to describe the
requirement provided by the client business analysts create this post
through interaction with the clients srs system requirement specification is a
high level functional and technical specification of software srs describes the
software's functions and
non-functional requirements that are needed to be developed whereas srs is created by
the systems architects
what is pareto analysis the pareto analysis helps in crucial decision
making it helps in prioritizing decisions identifying the most relevant and the least
decision concerning the
overall goal it is also known as the 80 20 rule as per this rule 82 percent of the
project's benefit arises from 20 of the work vice versa 80 of the case problem can be
due to 20 of the causes differentiate between the v model and
the fish model we talk about the v model it is an sdlc
model where the execution of processes happens sequentially in a v shape
at every stage the same person reviews but other testers will do software testing in the
last step
v-model consumes less time and costs the fish model is similar to the v model
but with more multiple verification teams every stage is tested by another team
for completeness and correctness the fish model is comparatively very costly and time
consuming
which makes sense because if you have multiple tests on each stage for multiple teams
they have to all be spun
up on it and so you're literally more than doubling the work because you also have to
track all that
given the sales data create a chart to show each region's country that made the highest
revenue
create a pivot table by dragging the region and country onto rows place the total
revenue column under values
right click on the country value select the filter options and choose top 10. choose top
one as shown above and click
on ok and you can see here is the pivot table that you will get
using the sales data find all the countries where the total units of fruits sold offline were
less than three
thousand you need to use an advanced filter option in microsoft excel to solve this
problem below is a critical based on the question we have go to the data tab select
advanced
filter option choose copy to another location give your criteria range and the copy to
location click on ok
here's the final result as we can see below let's create a pivot table to find which
countries from each region made the lowest amount profit create a pivot table by
dragging the
region and the country into rows place the profit column under values right click on any
country value select the
filter option and choose top 10 choose bottom one and click on ok
let's create a filled map to analyze the total revenue and profit generated from
beverages in north america using tableau
drag country under detail card place a total revenue column under the text drag total
profit under kalur and the filters
card drag the region column and select north america in the filters card drag the item
type
column and select beverages and you can see from the below map you
can see that greenland and the maximum revenue and profit generated from beverages
in north america
who knew using tableau how will you display the top five and bottom five items based
on
profit drag the item type filled under rows and total profit onto columns right click on
the item type column to create a set give a name to the set and select the top tab to
choose the top five items by
sum total profit create a set for the bottom five items
by sum total profit select both the sets right click to create a combined set give a name
to the set and choose all
members in both sets drag the new set on the filters and the total profit onto calor
the above graph depicts the cosmetics made the highest profit while fruits made the
lowest and really when we're
talking about tools like tableau or if you're targeting companies working
in r or you're targeting companies working in python you should be able to quickly do
these
kind of displays in any of those packages that you're focused on tableau is one of the
biggest ones out
there right now because it is a paid for service but it's also very robust and easy to use
and uses
less programming on the back end so just a quick side note on there really just leads up
if you if this does
not look right to you you're not able to get through some of these things make sure you
are if that's what you're targeting in a company for an interview
choose from over 300 in-demand skills and get access to 1 000 plus hours of video
content for free visit scale up by
simply learn click on the link in the description to know more before i start off with our
top 5 bi tools i'd like to
talk a bit about business intelligence as you might be aware there are zillions
of companies across the world these companies generate massive amounts of data on
a daily basis when i say data
here it simply refers to business information both internal and external customer
feedback product innovations
and profit loss reports to name a few companies use all of this information to
make crucial decisions that can either hamper or boost their business you might have
heard of the term data as
the new oil well it definitely is if organizations analyze all the available data very well
then this oil is
definitely valuable and to help organizations with this we have business intelligence
which is more
often termed as bi we can define bi as a technology driven
process which works on analyzing unstructured data to derive meaningful information
from it basically it is a
set of architecture and processes that convert raw data into useful information that
helps in achieving profit for a
business so to achieve business intelligence goals we use a set of tools these tools
are termed as bi tools they help organizations acquire and analyze data efficiently
some of the bi tools are seasonal but some are evergreen we have a plethora of these
tools in the market which makes it
hard for businesses to select one single tool here we have a recommendation list of
the top 5 bi tools of 2020 after extensive research and an in-depth evaluation we have
come up with this
list in addition to the top 5 we also have a few other tools which look promising for
the year 2020 so let us have a look at the top five bi tools
at number five we have thoughtspot thoughtspot is a us-based company that provides
its customers with business
intelligence software thoughtspot makes analysis of data easy and it does so in
the matter of a few seconds as you can see on your screens this is how the interface
looks like
let's now have a look at the features of hotspot thoughtspot is a search driven solution
that is the users can find insights through an interface known to everyone that is search
this makes the tool more accessible the spot iq engine also uses artificial intelligence in
the form of algorithms
to identify and display insights like trends and causal relationships
instead of going through a number of different procedures to create a chart
thoughtspot's instant chart creation
ability lets users automatically view data graphically with just a few mouse
clicks you can generate a visually appealing story when a business grows so will its
data
requirements hence it is crucial that you have a tool that can be scaled up easily
thoughtspot has this feature and
it also performs automatic load balancing across all its servers thoughtspot is also now
available for
small and medium instance types on aws microsoft azure and google cloud
thoughtspot has a user-friendly interface even users with absolutely no prior knowledge
or training can operate
hotspot easily so those were the features of thoughtspot let us now have a look at
the companies using thoughtspot as you can see on your screens we have
the american multinational retail corporation walmart then we have the royal bank of
canada rbc followed by 711
and exxon mobil let us now move on to our next tool
so at number four we have sas bi the sas business intelligence tool looks
into the analysis data mining and reporting with the help of powerful visualizations and
interactive
dashboards in sas data is extracted and categorized which helps in identifying and
analyzing
data patterns as you can see on your screens this is how the interface looks like
moving on to the features of sas bi first and foremost it is easy to use
irrespective of your skill level you will be able to easily explore create and share data
there is no need for the
user to rely on the it team better analysis of data is achieved by
using automatic code generation and sas sql the next feature of sas is that it
allows you to integrate with open source software such as r r helps you to connect to
many databases
and data types sas provides the best practices and
defines the guiding principles for a secure product development lifecycle sas br ensures
that the products meet the
business and security needs of the customers let us now have a look at the companies
using sas bi we have companies like axenshaw genpak iqvr and ibm to name a
few that was all about sas bi let us now move on to our next tool
so at number 3 we have click the company was founded in sweden back
in the 90s the company's first product was click view it is a powerful tool which
visualizes and analyzes the
relationships between data qlik sense is a self-service data discovery and analysis tool
it provides
a modern user interface for data management click is named a leader in the 2020
gartner magic quadrant for
analytics and bi platforms as you can see on your screens this is how the interface
looks like
moving on to the features of click click view can do everything that an olap based
solution will do and much
faster you can take advantage of click's powerful ai and machine learning to accelerate
discoveries boost data
literacy and derive insights qlik sense works without data filters
but while working with qlikview data filters are required click allows flexible deployment
capabilities for seamless end-user experiences and management capabilities across
multi-cloud environments
data storytelling is an important part of bi qlik sense provides this feature but it is not
available with qlikview
with the click data integration platform you can do powerful data integration and
perform modern analytics
as you can see on your screens these are the companies using click we have mercedes-
benz cognizant accenture and
capgemini so for all those who joined in now let me just quickly repeat our list at
number five we have thoughtspot then at number four we have sas bi and at number
three we have click
so far do you all agree with this list let us know in the comment section below let us
now move on to our next tool at
number two we have tableau tableau is one of the most popular and fastest growing
business intelligence
tools used in companies these days tableau is a data visualization tool that was
founded in 2003 it manages the
vast volumes of data and its flow and turns data into actionable information
it allows you to analyze and visualize data faster and efficiently the tableau product
suite consists of
tableau desktop tableau public tableau online tableau server and tableau reader
as you can see on your screens this is how the interface looks like moving on to the
features of tableau
one of the most important features of tableau is that it can connect to 40 different data
sources and handle large
amounts of data easily some of the data sources are local text files microsoft excel
pdfs json or
databases and servers like mysql server microsoft sql server etc
tableau is an easy to use drag and drop tool which allows its users to create interactive
visuals quickly
you can build different charts and graphs dashboards and storylines with just a few
clicks
in tableau you can gain insights that you never thought was possible you can play with
interactive visualizations and
explore various data that is available and you don't need to have any specific knowledge
of the insight you're looking
for knowledge of coding is not required to work on tableau as tableau provides in-built
table calculations
so some of the companies that use tableau are the american e-commerce giant
amazon the italian luxury sports
car manufacturer ferrari then we have walmart followed by cab gemini and linkedin
before we move on to the number one bi tool in our list let's have a quick look at a few bi
tools which didn't make it
to our list but which seemed to be very promising in the year 2020.
so here we have zoho analytics which is a cloud-based self-service bi and data
analytics software that is used for data visualization and for creating dashboards
up next we have oracle bi it is an oracle corporation set of bi tools used
for reporting and analyzing data built around tables graphs dashboards etc
then we have pentaho which is a bi software used for creating relational and analytical
reporting with the help
of pentaho we can transform complex data into meaningful reports and draw valuable
insights out of them
and finally on the top of the hierarchy we have power bi power bi is a business
intelligence tool
that provides users with features to analyze visualize aggregate and share
insights from data to make business decisions it is provided by microsoft power bi has
several components such as power query power pivot power view power map power
bi desktop and power qna each of these components has its own features and
functionalities as you can see on your screens this is how the interface looks like
moving on to the features of power bi firstly it provides easy drag and drop
functionality which makes data visually appealing it allows you to copy all
formatting across similar visualizations power bi transforms your enterprise data
into rich visuals and accurate reports for enhanced decision making it can also be used
with azure using power bi with
azure allows you to analyze and share large volumes of data it integrates seamlessly
with advanced cloud services
like azure and cortana to provide results for the verbal data queries
with power bi you can fetch data from factory sensors and social media sources to get
access to real-time analytics
it provides a unified user experience with customized dashboard and reports that meet
your exact needs
power bi ensures secure report publishing as it sets up automatic data refresh and
rapidly publishes reports
allowing all the users to avail the latest information the companies that use power bi on
a
daily basis are nestle capgemini accenture and entity data hi everyone
welcome to this tutorial on microsoft excel so we will learn about functions and
formulas we will learn about conditional formatting data validation pivot chart
and pivot table now let's look at the scenario here so
one day in a startup one professional speaks that their
business is growing and they would need an efficient way to work with the data
they would have to find a way to work faster with storing and analyzing data
now to that another colleague responds well we can make use of microsoft excel
to do this job the question is will excel be able to cater to
their business needs now the colleague response well we can make
use of excel in several ways and it also is a cost efficient
option now in that case the colleague who posed the question
says let's go ahead with excellent let's train our employees in excel
and the suggestion is welcomed which would make the job easier for them
and they would basically decide on using excel so they decide on taking a training right
away and
basically starting to learn excel now before we move to excel one of the
question is why should we use excel so let's look at some of the points here
so excel proves to be a great platform to perform various mathematical
calculation on large data sets which is one of the biggest requirements of various
organizations these days
various features in excel like searching sorting filtering makes it easier for
you to play with the data and excel also allows you to beautify your data and present it
in the form of charts tables and data bars now when it comes to reporting reporting
accounting and analysis can be performed with the help of excel it can help you with
your task lists
your calendars and goal planning worksheets excel also provides good security for
your data excel files have the feature of password protection this way your information
can be safe
now when we talk about what is excel and how it can be used so excel or you might
have heard a
spreadsheet can be basically used for a lot of different tasks than just
storing the information in so called tabular format
now microsoft excel is an application that is used for recording analyzing and
visualizing data it is in the form of a spreadsheet let's have a look at few of the
functions and formulas used in excel and before we do that we can also quickly
take a small tour to understand how to work with excel now to do that what we can do
is we can type in in our search say for example excel and just select your excel
app which is installed and here you see you have a lot of options which says take a tour
drop down list get started
with formulas make your pivot table going forward with pie charts and much more so
we can click on this one which
says take a tour and that basically pops up a window which says welcome to excel and
if you
have always wanted to be better at excel you have this which can help you so let's click
on
create and that takes us to the store window now that says instructions for
screen readers which basically talks about 10 different steps in which we can
learn excel and using the spreadsheet app so there are more than 11 sheets which
we see here at the bottom end and each one gives us a simple example which we
can work on so for example if i click on add now that takes me to this page which
says how do we add numbers now you might be provided data which we can
upload by loading a file from our machine or getting data from a web source or even
connecting to a database
so there are various options which we will see in some time so here we have an option
which is
called data you can click on this one and this basically has
options where you can use existing connections if you have created some you can
always click on from other sources
and you can get your data from sql server from analysis services from odata data feed
you can get in from
xml from data connection wizard or also from microsoft query you can be running
in different queries here which shows up in the option which says new query there are
connections which you can use
and that basically will display all the connections for this particular workbook which we
did not have as of now but we can create them but let's look at simple examples now
you can follow these instructions
here which says basically adding up the numbers and that could be easily done by just
placing your cursor
here and what you could do is either you can type in the formula that is from
which row to which row you would want to add the data so for example i could just
do a sum here and that shows up all the different functions which are available
then we can open up a parenthesis and we can say i would be interested in
totaling the amount from column d and i would select for example
d4 so i could be doing this and then i could say d4
onwards till d7 so that's the data which i'm interested in you can close your
parenthesis and hit enter and that gives you the total there is also a shortcut for this
which
you can always do is we can first delete this and you can just place your cursor
here and just use your alt and equals that automatically selects the numericals
which we can anytime expand or basically collapse so i will
basically select this which says this function needs two numbers which is number one
and number two and then you
can hit on enter and that gives you the total so similarly we can be getting in the
data here by selecting all the fields so here it also says that you can use a
shortcut now what we can also do is we can add numbers over 50
by selecting the yellow cell here and then giving a condition
such as so i can basically use something like sum if and then open a paranthesis i can
select
i would be interested in this row and then i can even drag and drop
till here so that tells me d11 to d15 you can then put in a comma here and you
can give your condition say for example we would say i would be interested in numbers
only above 50 and we can select
this close your quotes and then just close your parenthesis and that's your formula
so you can do this and that basically gives me the total is hundred now similarly we
could do that for the
amount here i could select this now there is also an option i can click on home and i can
go for something like
auto sum so that's one more way of doing it which anyway says
sum is alt plus equals so it automatically adds up your values and i
can try doing a auto sum that automatically selects my rows and
then i can get my total now as per this activity here it says try adding another
sum if formula here but add amounts that are less than 100 and the result should
be 160. so what we can do is we can basically
select all the numbers which are lesser than 100 so the way we did earlier here
there can be always a shortcut so you can always for example if you would want to
avoid typing in the formula you can
always copy it from here and then just hit on enter so you are back into
this cell and then i can basically go here and paste the number and then as per the
requirement we are required to select anything which is lesser than 100 so
what i could do is i could select here i could say let's say g and then i can
change this value to g15 and that's one more way now we see our selected rows
have been changed so i can hit on enter and i can check what is the result so we
would be interested in looking for numbers which are lesser than 100 so i will have to
also change
this one to a lesser sign and that basically gives me the total which is 160
so that's how you can simply add numbers you can use autosum you can type in the
formula you can select the fields or you can just place your cursor where you
would be looking for a sum and then you can just do a alt equals and that
basically populates the sum
now let's look at some easy options of filling your cells
or automatically populating the values in your cells within your excel sheet
now here we have an option which says 100 now we can click on this and that
basically says it is making a sum of column c4 to d4
so if i click on this one i can check that this is row number four
which shows up here and i also know this is column c i also have d so this equals
is basically giving me a sum of c4 to d4 now what we can do is we can always
place our cursor here at the right corner and then we can just drag and drop and this
basically gives me a total
of all the numbers for all different rows so this is one shortcut which we can do
to get the total excel will automatically give the totals which we call as filling down
now what we can do is in the same way if we would want to get the totals here we
can first check what is this 200 and this tells me it is c11 to c14 total so
it is totaling the rows from c11 so column c and 11th row till 14th row and
that's the sum now what i can also do is i can similarly like above we can do a
filling right which basically means bringing your cursor here and then just
dragging and dropping it all the way where you would need the totals and this basically
gives me the total there is
one more quick way to check if this is right so the easiest option would be
to select this cell now what i can also do is i can just select all of these
fields by just highlighting and selecting all the fields once it is selected press on control
r
and that gives you the total now if we would be doing this stop down then i could select
all these
rows for this particular column and then i could do a control d so that's your
filling down and this one was filling right so this is an easier option of
doing a fill when you would want to have the formula applied to every row as it occurs in
the
first row or the last row we could test this by for example selecting these
fields i could delete them and i have here which says 130 i could just place
my cursor here and i could drag it all the way up and that should also do the
same magic which we were seeing from top down so this is a simple way wherein you
can fill up your cells and you can also automatically
propagate or move your computation to all the cells
let's look at the split option which basically helps us in splitting the data when we
have some kind of pattern or when we have some kind of delimiters in our data
in say one particular column and we would want to derive the values out of
it so we can always use the splitting option now the easiest option would be
so for example we have our email column which has the email ids and which we can
clearly see has a first name dot last name now i see that there is a last name
smith filled up here first name is empty so what i can also do is i can just type
in say nancy here now that's the first name i can again
start typing the second name and as soon as you do that you would see a faded
list of numbers and that's your clue to hit enter and once you do that you would
see all the first names have been filled in here if you would want to maintain the case
sensitiveness you can just go
ahead and delete these and let's type in as it occurs so let's say nancy as the
first name go down to the next cell and just type in andy and there is your
grade list so just hit on enter and that basically fills up your first name
what we can also do is we can just select this particular field
and either we can type in control e which basically fills up all the options
now i can just do a undo by typing in or clicking control z and that's basically gone what
i can
also do is i can select a particular field and then i can go into home option
and under home you should have an option here which says fill so you can select this
and
then you can do a flash fill which is what we are doing here so click on flash
fill and that automatically fills up the values so in this way you can work
within your spreadsheet and you can be filling up the values where a delimiter
by default is understood and we can split the data now however sometimes you
might have some data which has a different kind of delimiter and there is again a
smarter way of splitting your
data so you can always scroll down here and that says splitting a column based
on delimiters so we have some values in the data column and
these values in each row are separated by comma so select this
your data is already selected text to columns delimited comma is selected
and now click on next so it basically says what is the destination let's select
this one and i can choose what would you want to have so that
shows me this would be my data preview now i can basically select this one
i can say finish and say okay and now if you see our data has been
placed in in the columns appropriately so this is how you can split your data based on a
delimiter and then organize your data in a better way now there are some advanced
options which we can learn later but this basically tells about using a formula so this is
something if say if
we have some name in one cell and if you would want to split it into first name
your helper column your middle name last name so that can also be done using
formulas and this
basically tells how would you extract characters from your left cell and how
would you place them in your right cell so you can try this activity which is a little more
of advanced option the
benefit is that you can always use this wherein
if you do some kind of transformation using your formulas if your original data gets
updated then the split data will also get updated and that's the benefit of
using formulas where you can place values from one cell into multiple cells
based on execution of your details in the formulas how about using the transpose
option now
you might have heard of situations where you would want to switch or turn your rows
into columns
and your columns into rows and that's where transposing comes into picture it might be
useful when you have your data
in your x and y axis or as i would say in rows and columns and you would want to switch
your rows to become the
columns and columns to become your rows so what we can do is the simplest way is
you can
select all your values so here we basically have six
columns and i would say two rows now i can select all of these and then i can select an
empty field for example the
one which is highlighted here well you can always do a control alt v that's a
shortcut what you can also do is once you have selected all your fields
you can just copy them so just do a control c and then click on an empty cell and then
what you can do is you can do a special paste or paste special so under your home
you have the paste option and here you can go for paste special and once you do that
you need to select
the transpose option over here and click on ok and now you will see that the columns
and the rows have been transposed so your row name was item and that has
become the column heading you had row name as amount and that has become the
column heading and all your values have
been transposed in this particular format now there is another way of doing that and
again
that's using your formulas so what you can do is you can transpose with a
formula also and that basically works when you have similar kind of data so
this has six columns and basically two rows so you can basically do this so you can
select this and earlier we were doing a copy but now what we would want to do is
we would want to just look at the row numbers which tells me it is c 33 c 34
and it starts with c and ends in with your h column so what we can do is we
know that we have six columns and two rows so transposing that would actually
give me two columns and six rows so what we can do is we can select
two columns and six rows in our excel sheet i can
then basically start typing in the message or i can just go to the address bar and here i
can say
transpose let's go for c33 h34 it basically
selects my data and now i can just do a control shift and enter and now if you
see all the values have been populated now you can just place your cursor in
one of the cells but if you see the address bar the formula remains the same
this is because this is an array formula so we can read more about an array
formula here it's basically something which performs calculations and on more
than one cell in an array and in the example here the array is the original
data that is c33 to h34 so your transpose is just changing
the horizontal orientation to the vertical orientation so this is a very
simple way in which you can basically use the excel's capability to transpose your
data and convert your rows into columns and columns into rows apart from
working on additions subtractions filling up your data
sorting the data or basically splitting your data
transposing your data one of the other requirements is sorting and filtering your data
now that
can be very handy when you're working on huge data and you would want to sort it in a
particular order say ascending or
descending or might be based on a particular field or if that field was or
if the cell was highlighted with a particular color sorting the data so let's look at how
excel can be used for
sorting and filtering examples are pretty simple here so let's check that so if we're going
to
sort and filter and say this is the data i have say for example i would want to
sort the values in the department column alphabetically so what i can do is i can
select department column and i'm already in the home tab i can straight away go
here which says sort and filter i can then say sort a to z and that's
basically alphabetically sorting your department column and once once i do this you
would see
the data has been sorted but it's not just this data we can just do a ctrl z
and check what are the values we have so here we have meat which is beef and ninety
thousand
hundred ten thousand the values then you have bakery which should ideally be the first
row if we sort it in alphabetical order which goes with bakery as desserts you
have the values so we can check this again so select department and then just
do a sort and filter and let's say sort a to z and if you see the data has
changed but it's not just in changing your first column but then it has taken
care of all the data however the data has been sorted based on the department
column so you have bakery which aligns with deserts which has the values and now we
have all the data which has been
filtered now what we can also do is we can sort december's amounts from largest
to smallest so what we can do is we can basically click any cell in the december
column let's say 20 000 and then what i can do is i can go into
sort filter and then i can say sort largest to smallest so if you see bakery breads
is the row which has the smallest data or might be you have delhi sandwiches so
that one looks also smaller so let's do a larger to smallest and if i do this you
would see the values have been shifted now so it is no more based on the department
column
because now the data is being sorted based on the values in the december column and
you see bakery which was
alphabetically the first one has become second last so either you can sort the data
based on
a department column which goes based on the values these are all string
values or words so it sorts alphabetically if you have numbers might
be you can give some values and you can sort the data you could anytime do a custom
sort and
you could basically select if you would want to select the data so
i could do a custom sort and then i could choose which is the column which we would
want
to use for sorting what is the sorting needs to be done is it cell values is
itself color font color conditional formatting and then you can also choose
the order so that's one more way to do that now if you scroll down that also shows
how you can sort by date or a color so for example if you would want to sort
based on the expense date so there are different options so what i can do is i
can select this date field i can just do a right click i can go into sort and
then i can choose i would want to sort oldest to newest so since i selected the
date field it basically has sorted all the data and it has taken the expense date into
consideration now there are these filters which you see on the row headings we could
have also used those
so i could have selected this and that basically says or mentions which are the
dates i would be interested in looking at i also have sort by color here i can do
a sort oldest to newest or newest to oldest so i could also use these filters
which have been applied here now we have the data which is in color so if i would
want to basically select the color columns or color cells i could
select this i can basically do a right click here and when i go into sort i
could choose put selected color or cell color on the top
and that basically will make sure that my data is sorted and it has also sorted that in a
descending order so in this
way you can sort or basically filter your data what we can also do is we can add
filters so sometimes we can go for formulas which we would want to use what
we can also do is we can basically select the filter which has been applied
here now how does the filter come in there so if i would select a particular
row i could select a particular row and then i could decide if i would want to just
add a filter to this one and that's how the filter has come in so we have the filter what we
can do is we can
basically click on this drop down and then you have something like number
filters so we can always go here we can basically choose one of these so we can
basically choose above average so i could select this and then basically it
shows me the values we could also delete the filter by clicking on this one and
we could say well i'm not interested in this filter anymore so i could clear the
filter and that shows me all the values or i could say
that let's click on some other field for example food i can go in here i can go
into number filters and then i could say well i'm interested in
values which are below average above average might be greater than and then i
can choose what is the value so for example if we say i'm interested in food
which is greater than 25 dollars i could give a value here i could say ok
and now i have applied the filter similarly you can select this and then
you can just clear your filter and your data is back so remember no data is lost
it is just hidden or basically based on the filter not shown
so that's good enough for us and in this way you can sort and filter the data so
for more details obviously in all the sheets you have the links which point to more
information on the web and you can
always refer to these so this is simple way in which you can sort and filter any
amount of data which has been stored within your excel within a particular sheet now
that we have learned about add
fill split transpose sorting and filtering it will also be good to learn
how to work with tables or basically converting your data into a tabular format and then
doing some easy
computations so click on this tables option here now here we see there is some data
which is
in five columns and n number of rows so i can basically select this data
and then what i can do is i can insert choose the table option
and then it says my table as headers and we'll be okay with that i'll say okay
and now if you see this is the table created it basically has different
filters which we have learnt earlier how to use and this is basically my table
which is a collection of cells which has some special features so we can easily add
rows to this table
we can add columns to this table and we can even do some calculations so for
example here i can click on this one i can basically enter some field and then i
can hit on enter and we see that this row has been inserted wherein we can
easily fill in values for example i would say chocolates
i could give some value here size 25 000 might be 35 000
and then basically i can given some values here now what you can also do is you can
continue adding rows in this way and say for example you would want more
columns so you can select this option here in the top bottom right
corner you can just drag it towards the right and that basically has
automatically created columns for my next month
wherein i can feed in the data so this is a simpler way wherein you can keep
adding more rows and columns to your data if that has been converted in a tabular
format now let me just do a ctrl
z that basically deletes the columns again ctrl z deletes the last row which
we added and i can stop here or i can even remove my values by doing multiple
control z and removing my rows so this is how i converted my data into a table and
then i can easily work on this what i can also do is i can do some calculations so what
we can do
we have a table here we have a total field and what we can do is we can just
select one cell here now as we have learned earlier we can do a alt and then
equals and that basically says what is this doing so it says it is
calculating the sum of the last three months and if that's what you would want to do just
hit on enter
and it has automatically calculated the totals for
all your rows for these three columns so the sum formula is getting filled up
now i can select any particular cell and i can look in my address bar so it has already
given me the formula where it
has started calculating the sum from the october column till the december column and
has
given me the calculated values of the columns what we can also do is we can
get total rows in the table now that's a simpler option so what we can do is we
can select any cell in this particular table and then we see that there is a table
tools design option showing up here now i can select this and then it says well
let's get a total row so let's select this and it automatically populates the total here
and if you would want the average then we could select this and from the drop
down i can select what i'm interested in so for example i would want the average
values and not the total i could just select this and that gives me the average of these
values
so we can always do simpler computations here by converting our data into table
format
let's learn about one more efficient way of working with the data and that's
using your drop downs so let's see how drop downs work here
now say for example you have this data which has the values in the food column and
department is empty and say for example you would want to enter the values in
department however
you would want to select the department should either have produce or meat and
bakery and these are
the only three options which should be available for any user to fill in the
values how do we do that so we can basically create a table by pressing ctrl d so
what i can do is under my department here i can select one of the cells
and then i can do a control t that basically converts this into a table i can say okay and
my table is created now
what i can do is once this part is done we can select all the blank fields here
where we would want this drop down to be applicable now under your data tab you can
go in
and select data validation and this has an option called data validation click on this
which basically says allow any value so here i will select i would want to give a list of
values and then i can type in
my values here which i can say produce say for example meet and then say
bakery now these are the values so we can click on ok
and once we have done that we basically have a drop down here next to apples
which will only show us the values which we can feed in under the department
column so i can go into every cell and then i can basically choose
what is the department which handles this and then basically i can select one of
these from the drop down so this is an easier option of creating your drop down
and then feeding in the values from the set of values which you have defined
here on the right so this is a simple example of using your drop downs
working with your tables working with your sort and filter transpose split
filling up your data adding in some data here and similarly you can use excel for
more than one use case using its inbuilt features to easily work with your data
let's see how we can import data or bring in data into our excel from
your local machine or from an external web source so what we can do is we can open
up a
blank excel sheet and say for example you have been provided a text file or a csv file
and you would
want to import that data into your excel sheet that can be easily done so right now i've
opened an
excel sheet now i can click on data and here i have an option which says existing
connections from other data
sources so or you can click on connections if you have already created some so we can
click on from other sources so this is one option where you can connect to your
different data sources
and you can get the data from one of these what we can also do is i can click on
connections now it says there is none i can click on add it says
well show the connections where connection files on network connection files on this
computer so i
can say let's get some files from this computer now if that does not show up something
so say browse for more and that basically shows you different options so let's basically
select a
folder where i have some data sets i'll click in here
and this is basically a folder where i have some data sets now let me select this
particular file
and i know it is a csv file so let's click on
open now if you would want to verify this you could have gone and looked into the
properties of the file and it says
it is a dot csv file which is what we are interested in so i will take this file i'll say open
now this basically
shows me the text import wizard option which says is the file delimited i'll say yes
click on next so i will select comma as my delimiter i can say text qualifier is
none now this is my data so my data preview is already showing me the data is
what is the data in the csv file you can click on next and then you have an
option which says data format is general you can go for date format you can go
for advanced options so i'll just say finish and basically now this has been created
here so we basically have this and now i can click on
close now once you have done that you can click on existing connections it shows me
the data
which we have here the connection which we have created say open and then it says do
you want to
import this data or bring this data into existing worksheet you can also say add this to a
data
model if you are doing some data modeling so click on ok and now this data is
automatically
inserted in my excel file i can basically save it
into this particular sheet now what we can also do is we can also start a new sheet
and that does not have a data and we can get some other data from web so what i
can do is i can go into my github and let's say i would be interested in
this csv file so i can select this and this is my github path a path on web
so i can click on draw and that basically gives me the raw path where this particular file
is now you can select this copy this particular path and here you can come back to your
excel
sheet we would be interested in getting the data from web might be from a text file
where we will have to specify the
delimiters or let's go to web and here i can given the web path from
where i would be interested in getting the file let's give the github path which is publicly
available and then
click on import now once you click on import it tells me there are two fields data and
value
these are within double quotes separated by comma
so first let's click on import now once we do this it will basically get the data from web
and put in here it says existing worksheet so we had already created a new worksheet
so let's click on ok
and now you have the data coming in but then this basically shows me in one
particular field so what we can also do is we can just do a control a that
selects all my columns here and that's my data so we can then
basically filter this out so we can say text to columns
it's a delimited file click on next we can select comma and
let the text qualifier be quotes it shows me data preview click on next
so you have the general format it shows the destination that's the column click
on finish and now your data has been split and you have the data which you
have imported from web so this is the data which is coming in from web this is the data
which came in from my
local machine and similarly we can even create connection with an existing database so
i can basically click on
connections if i would want to do that so i have an option called connection
here and it says where the selected connections are used i can basically click on add
i can basically choose if i would want to get the files from network or from computer
like we did
earlier i can click on browse for more which should
show me different other options to create connections say you would want to create a
new sql server connection you can
connect to a new data source coming in from different place you could basically choose
what kind of connection you would
you want so these are all the different options which we can go for and we can basically
connect to a
database for example if i have some database and say for example access database
i can see if there are some files with that particular database and i can import it
so similarly we can also uh click in here which says new query
and that also gives you an option of getting the data from your files from all these
folders from databases so you
can basically click here and then you can import data from a mysql database
provided that is set up on your local machine or on a particular server you
can go from cloud you can get it from online services you can get it from
other sources which says from web from your hadoop file system from active
directory from a blank query and you can even combine queries wherein you can run
a power query editor you can get the data from different sources and then you
can bring it into your excel so in this way you can get your data from different
sources into your excel into your spreadsheet and then you can continue
working on those data sets we have already learned some basic operations
which you can do in excel and let's implement our knowledge by working on
this particular data which is coming in from housing data set now here if we see
some fields we have agent date listed area list price and this is
basically the data which has been sorted in newest to oldest order of date
listed so how do we arrive at this so what i can do is i can just click on
data listed and then i can either go in here i can select sort
i can get into custom sort and then i can choose the column
based on which i would want to sort the data so i would look for the newest data
to the oldest data that means that would be in a descending order of dates or you
could say the oldest date or the earliest month will be towards the lower
side of your sheet so here we can select date listed now i can say let it sort
based on cell values and the order what we have here so we have newest to oldest
so let's select this i can say okay and now if you see the date has been sorted so we
have your
10 18 2007 on the top so that seems to be the latest date and as we go down we
will see an earlier month hour and earlier month than that in this date
listed so we have sorted our data into newest to oldest order and that's based
on your date column so the result shows up here now what we can also do is we can
have
different questions which we would want to answer so for example i would want to sort
the data in ascending order of area
and descending order of agent name how do we do that so let's look into this so
this is here i already have the result here and how did i get this so i'm
looking for ascending order of area in descending order of agent name so we can
start with any particular column that does not matter so for example if i look
into this excel sheet i have my agent name select this which we want in a
descending order so we could either do a sort and then go for descending sort z
to a we could also use the filter option here on the top right
and we could do it or i could just say sort z to a and then it
has arranged the data based on the agent column being in descending order now i can
go into area
and then i can again do a sort and i wanted my area column
to be used for sorting the data ascending to descending and that basically not only
changes the
order of this particular column but for my complete data so let's do that and now if you
see we have the
data which has been sorted so we can see how many values we have here
and the area values which we see and this is how you get your result so i'll
just do a ctrl z and again and i'm back to my original data
and this is the sorted result which we are seeing at similarly we can answer other
questions
for example sort the data according to the following order of area
that is we are saying county central
and then your county so we can basically choose in which particular way we would want
to
do it so it is county central and then again county so if i look into my sheet 3 so here i
basically have my data which is having some south county then you have
your central and then you have your north county so we would want to
sort the data to solve our problem which is according to the following order so
first we go for area then we go for south county central and north county so
what we can do is we can basically have area field selected
and i would want to sort this particular data so i have south county central and
north county so i can basically go for custom sort
and then i can choose which is the value or column which i'm interested in let's go for
area
we will go for something like cell values well you can also try to explore
conditional formatting icon if this is what you would want to use
or we can basically go for just cell values and here we can say
if i would be interested in first getting my values for south county so
for example i can say custom list and then i can basically given the new list here
so i can say s dot county
and then i would want central and then i would want north county
so let's select this as it exists we can
basically say add and that's basically the order which we want to say okay
and then say okay here and now what we would want is we would want our data so we
can compare that
with the values which we see here it starts with kelly you have in the 12th row
something like
lang and that's what we are doing so we can basically arrange the data in a
particular order by choosing a custom list and then sorting your data
so that's one more simpler task of what we have done where we have sorted the
data in the order where under our area column we first wanted
south county then we wanted central data and then we wanted north county so this is
how you
can do it now let's look into one more problem so it says find all the houses in the
central
area and we would want to basically apply a regular filter let's let's see how do we
do that so we can click on this and here we have the data so the problem
statement is we would want to find all the houses in central area now how do we
do that we can do a sorting but we would want to use the filter which you see here
is implemented so how do you do it so you can select this area and say for example i
would want to
apply filter i can just go in here and i can say let's get a filter on my first
row and now i have filters applied so we are interested in looking into the
central area houses let's go in here it says all these fields are selected that means
it shows everything wherein your area has all these values let's unselect this and then i
will only
be interested in the central so let's say okay and then say okay so now you see that
the area filter has been applied and we are looking at the central column so what we
have done is we have applied a symbol filter and we are looking at our data at any point
of time if you do not
want the filter then what i can do is i can select this and i
can say well i'm interested in all the data so i could do this or you can clear the
filters from area and you get your data back so that's in one way you can filter out
your data so let's look at an example of sort and filter where we might have to
filter the data based on two columns or multiple columns with different kind
of values where it could be and and or condition now say for example this is the data i
have and this is the question
which we need to answer such as find the list of all houses in the central region with
pool
and south county without pool now if it was a simple filter based on one cell i
could have just selected my header row i could have then applied the filter
and once i have the filter i can look in area where i have three regions so i am
only interested in central and south county so i can get rid of north county and that's
fine but then
we have two different conditions here so we need the data in central region to have
the value for pool being true and for south county the value has to be
without pool now how do we do that so what we can do is we can
first create a copy of these headers here so let me do that now the area has
to be south county so basically i can either just select this and i can choose
this value and then i can select this and
then i can choose central so that's the criteria which i have and the pool value has to be
so central region should be with pool so then this one
basically has to be true and this one has to be basically false so
south county is without pool so let's select one of the values here and this is my criteria
now
to get my result we can always place your cursor here and you can check this is m
column and
eighth row okay so we would want the result here so let's go ahead and now click on
data
and then in filter you have an option called advanced and here what i can do
is i can say i would want to filter the list in the place but that's not what i
would want to do so i'll say copy to another location and here if you see the list range
will tell me that this is the
data so a1 to j126 so a to j column selected and all the rows
criteria range is basically based on what i have given here so that is m
from 1 to v which is 3 so i'm selecting these
columns and then i'm saying all the way whatever criteria i've given and copy to
i'm saying m8 to v8 so that basically will give me my
filtered result so you could basically just say okay and now i have my data which has
been
filtered and i have my area which is south county that is without pool central with pool
again south county without pool and then if you look at your central value that's
pool so this is an advanced filter which we have applied where simply we have filtered
the data based on two columns
and then we have our result so in this way you can have your customized filter
applied on two different columns and get your data which can be either
replacing the existing content or in the same sheet in different set of
columns and rows you can have your result let's look at one more example of filtering
where you are trying to filter
the data based on an and condition condition being met in two different columns and
then you would want to
filter out the data for only specific columns so the situation is the agents with a house
in north county that should be county area having two
and a single type family so we are talking about two bedrooms and
we would basically have a single type family and here the criteria is that we
would want to only populate these columns which is agent area bedroom and type now
what you
can do is as i explained earlier that you can get your result in
the same sheet in a different location so here i have created these headers
which says agent area bedrooms and type now this is basically a copy of all the
columns what we have here agent data listed area list price bedrooms bath
square feet and so on so you can basically create a copy of the headers
here and this is where we will give our advanced criteria to filter the data
so the conditions which need to be met is we need to look at north county
so for example here in area i can basically go ahead and select one of the
values north county now the criteria is having two bedrooms
only so let's say bedrooms and let's say the value should be two
and then basically i'm saying a single type family so when you would want the
single type family so here under type i can give the criteria
single type so this is my and condition so we are saying north county area having two
bedrooms and the type is single family now this is the criteria which basically
means if i select this this one tells me that this is m
one row onwards till v 2 so this is what we have
and we would want to filter based on this so let's go ahead and then go for
data filter advanced and here in advanced it says filter the
list in place now that's not what we would want to do so i'll say copy to another location
this basically selects the list range so which is telling me a 1
2 j 126 so that's the columns and rows selected criteria range
is based on m1 v2 which we have given here and copy 2 i would say for example
from m7 to p7 now this is the area where i would
this is the place where i want the result let's say okay and now i get my data which is
based on the question which has been asked that you would want the agents with a
house in north county area having
two bedrooms and single type family so in this way you can basically do advanced
filtering
get your data and get it stored in the sheet anywhere at a different location
well i could have also done filtering in place and that would have replaced the
data which we have but that's not what we want we would want the filtered result
in a different place so this is how you can do some advanced filtering we can
also use excel to filter out the data in one particular column which might be
conditional or say using some numerical filters now here say for example the
problem statement is that you would want to display all the houses whose list price is
between
45 000 six hundred thousand or say for example we would want to
filter out the data to something else say for example let's say i have
i would want to filter out the data between 300 000 and four hundred thousand so we
can basically
update this say for example i am saying i am interested in three hundred
thousand two 400
000 and that's the criteria to filter out the data now there are two different ways or there
are two easier ways to do
it one is i would want to look at the list price so i can select
this i can go ahead and do a filter here and in the list price now this is where
we would want to do the filtering so it's pretty easy you can click on this one and then
you can go into number
filters and you can choose between now that's one easier way of doing it so i
could basically select this i could say i'm looking for value which is greater
than or equal to 300 000 and then is less than or equal to 400
000 so if i just do this i have applied my filter and i have my
data which is filtered based on my criteria right so that's one easier way
of doing it or let me do a control z now
let the filter be there which you can anyways use but what we can also do is
as we have seen earlier methods so get a set or get your column headers here
and then you are giving two columns here now the only difference between
my this set of columns which i have 1 2 3 4
and then you have 7 and 10 columns and if you see here we have 4
5 6 7 8 9 10 11 right so whenever you want
a and condition you will basically add the columns where i can give add
condition if it is the same column if it was a different column then it would be
same number of columns but and conditions will lie in the same line and all condition
would lie in a different
line now here i can give this value so i am looking for listed price being
between 300 000 so i am saying it should be greater than or equal to
300 000 and then i can say less than or equal to
four hundred thousand now that's my criteria and then i need my result here which is
in m seven so what i can do is once i have given my criteria which i'll be using
to filter i can get into data i can go into advanced
and then i can say copy to another location so it is selecting my a1 to
j126 criteria range is based on m1 to w2
and then i would want my result from this particular column so let's say okay and now
you have your
data filtered out in a different location in the sheet which has been filtered based on
your
and condition so you can filter out the data in this way or you could just apply
a filter on a column and give the conditions now let's solve one more interesting
problem and here we would want to use excel where we would have an and and
an or condition so say for example this is the data given to you and the question is that
you would want to find
all the houses in north county again that's a spelling mistake but then the
north county area with a list price greater than 300 000
and having three or four bedrooms so the bedroom has conditional so it has r three and
four and then basically you have list price which is greater than three hundred thousand
now i could have
obviously selected the columns and then basically gone for a filter
so i can just do a filtering here and then i'm looking for list price being greater than 300
000 so which we
can always give a number filter and i can say greater than
and then i can say greater than or equal so i can say greater than and then i can give
three
thousand thirty three hundred thousand and that's basically the filter which we
would want and here i would want to select the bedrooms
which should be just either three or four so if for example here i go in here and
i unselect this and then i say 3 and 4 right so i am getting my data which is
greater than 300 000 and it should have the bettering values which will be
either 3 or 4 selected now that's one way of doing it let's do a ctrl z and
get it back to as we were or you can even just say clear filter so you get your data back
as it was so what we can do is we can hear give the criteria
so for example i have my list price now this is what i would want
as a condition so let's say greater than 300 thousand
three hundred thousand and bedrooms should be three and then i can say greater than
three
hundred thousand and then i can say 4 so this one basically gives me
a situation where your list price has to be greater than 300 000 and bedroom should be
either 3 or 4 so we have given
our filtering criteria now to get the result what we can do is we can go into data we can
go into
advanced and we can say copy to another location so our list range is selected which is
columns a to j row number 1 to 126 your criteria range is given in m1 to v3
where we have specified and we are saying the result would be in m7 to v7
so if i do this now i have got the same data which we were seeing earlier and here the
bedroom values are three or
four and basically the list price is greater than 300 000. so this is a simpler way
in which you can create your filters and all this advanced filtering what we are
seeing it will be saved with your sheet you can always go back and change this
value or you could do filtering where one person has to look into the filter to see what
values have been selected now that we have looked into
some operations which we can perform in excel using filter or sorting the data
creating your tables let's also quickly look at functions and formulas which can be used
for doing some easy calculations or computations now excel can be used in
different kind of data analysis so for example you have different inbuilt
functions which can be used and we can always check for a particular
function so for example if i had if i wanted to look at a particular function i could just
type in here something for example is and then it shows me all the possible functions
and
you can always have a look at the detail of the function for example you have is even
which will return true if the
number is even if we would say is logical so i could search for
is logical and that tells me whether a value is logical value true or false and
returns your value true and false now we can obviously
say subtotal so you can search for any of these useful functions and that tells
me what this function can be used for so returns a subtotal in a list or a
database you have many other such functions such as integer sum
average you may be interested in working on truncating
some data getting the absolute value getting the square root basically getting a count or
getting a
max value you can look for any particular functions within your excel sheet
now you also have other functions such as now or time for example let's look at now
function so i can search for now
and here it is so this is returns the current date and time formatted as a date and time
so
this is the function which we would want to use and if i just give the function it tells
me what is the current time let's first look at the description of time here so say for
example i would
want time it says converts hours minutes and seconds given as numbers to an excel
serial number formatted with the time format so for example if i would say
2 hours and then 30 minutes and 30 seconds and if i do this it has
basically converted this into your time format so you can always use different
inbuilt functions for your work now we will also look at some advanced functions like
sum f or sum ifs
you have count f and countifs and you can be working on various
functionalities of excel to easily help you in doing some
calculations computations working with your data working with your different
cell values so let's look at some example of using functions like sum or
sum if so for that let's go to this sheet and here we have
some data now i have already applied a filter which can allow me to filter out
the data so it says find the total units that were sold in the east region now we
know that in region we have east and
i have multiple regions i could basically be saying unselect all and select only east
and say okay and that basically gives me the units which were sold and if i place
my cursor here and then if i did a auto sum so it would basically give me
the function which is being used so something like subtotal and it is basically working
on
your rows which is e2 to e44 and here
we can just do this so that gives me the total but this is this is
fine you could do that but it would be good if we know how do we
use a function like sum if to do that so here i am seeing this is the subtotal
where i am looking at the values and basically what i have done is i have
filtered out the region and then basically i am getting a count but
this does not give me clearly how a sum was calculated from all the values
which were listed what we can also do is let's do a control z and let's get it
back so now we have our data and we would want to get the total units that were
sold in the east region so what i can do is i can start typing in my formula
and for that i'll use an inbuilt function so for example i would be interested in going for
sum if now it
says sum if adds the cells specified by a given condition or criteria when you
talk about some ifs this is when you could give set of conditions or multiple
criteria so let's look at some if let's do this now obviously this gives me an error because
the formula
is not right so we have to basically come in here and let's start with sum
if now when i say sum if it shows me there is a function with
sumif which we would want to use and here once i open up the bracket it tells me
okay what is the range of data which you are interested in so i am interested in
all the units that were sold in the east region so we are interested in the region
which is here so i can basically be selecting this
and this tells me you are interested in the data here so let's not take the header value so
let's
say b2 and then we can go all the way to the end
so we can basically select this way
that's the data we have select this and hit enter
so now here it has selected b2 to b4 but we need to
basically now give the criteria so the criteria is either a value or you can
point it to a cell which has that particular value so as per our problem statement we are
looking for the units
which are sold in east region so i can select the value east here and then
my sum if needs the range on which you want to calculate a sum so
let's select this and now we are interested in finding out the sum of units so that's
basically this column e
column so i can basically type in instead of selecting so i can say e
and i'm interested in e2 2 e 44 so that basically selects the area
or all the values and now let's do this so that basically gives me the sum is
691 right now this is the criteria where i have pointed it to a cell and whatever
value that cell has well i could have done something like this so i could have
selected east giving the value and then doing it it still does the same
thing and in this way you have more clarity that you are using some if you
are filtering the data so you have given the rows you are given the criteria and then you
have given the range on which you would want to sum up the values
now similarly if the question was what was the total revenue generated from binder
now we would want to find out what is the total revenue generated from binders
that means my filtering criteria will be binder
and then i want to find out the total revenue generated so we have the revenue
generated field also here and we have we don't have any region to
be filtered we are just looking for binder so let's again start doing the
same thing so we can go for some if we can open the bracket now it needs the
range so we are interested in revenue generated now that's the
summation we want and we would want to get the range of data so here
we can basically select uh d
2 2 d 44 so that's the data selected now i would
want to give the filtering criteria so let's say binder and then we need to give the range
on
which the sum needs to be calculated so that's my revenue column so that's g
so i can say g 2 to g 44
and that basically selects the column and then you get your sum so it tells me what is
the total revenue generated from
binder now i could be doing this for other things also so say for example if you
would want to filter out something else you could basically just drag and drop
here and then i could come here and change this to say instead of binder i would be
interested
in say pencil
if that's the criteria you're interested in remember to change this so that you take
all the values and here we will change
it to select the relevant rows and then this is the data i'm getting so i know
that this is the revenue generated from pencil this is the revenue
generated from binder now this is a simple use case where we are using some if
what if we would want to use some ifs so some ifs
let's have a look at how we get to some ifs so some f says where you would want to
work on doing some calculation but then
you would want multiple criterias to be met so let's
see how we get this so here what i can do is
let's work on this problem statement which says what is the total revenue generated
from central
region where the item is a pencil so
that's something which i would want to check now when we are answering this question
we can also look at the order in which things have been asked in the question
so it says what is the total revenue generated from central region so we need
the total revenue generated we know there is a revenue column we are interested in
getting the total
revenue generated we are saying the filtering criteria is central region
and we say in that we would be interested only in the item if it is
pencil how do i do it so i can use sumifs where you can pass in multiple
criteria so let's start with some ifs
and when i start with some ifs let's open up the bracket so it says sum range it says
criteria range
then it gives one criteria and you can given any number of criterias so for
example we are interested in total revenue generated now that's my g column
so let's follow in the same order so let's say g 2 so that's my first value and then i know
there are 44 rows here so i can say g 44 and you can obviously check
if that has selected all the rows now that's my total revenue generated so i
would want the total revenue generated so i'm saying setting this sum range
then i need to give the criteria range so it says from central region so central
region comes into column 2 that's b so let's say b
2 to b 44 so that's my criteria range
then you have to give your criteria but we need to filter out the region being
central so let's select this now either i could point to a value in the cell or
i can just give the exact value here we can also give a
wildcard or matching pattern so that also works now this one is fine
we are now also interested in finding the total revenue generated when the
region is central and the item is pencil how do we do that so for
item we know the columns the column is d2 so let's select d2
2 d 44 so that basically selects
all the rows in the d column and we need to give the filtering criteria so let's do a
comma
and then just given our value so let's say pencil and then let's close your bracket and
that basically gives you the result so we need to just follow the order of our
question which says what is the total revenue generated so we are looking at the
revenue column we
are selecting all the rows then it says from the central region so we need to
select the region column and give the filtering criteria as central or point to a cell which
contains that value
and then it says we would be interested only in item being pencil so then you select the
column which has all the items and provide your filtering criteria that
is pencil so that's your easy calculation of using sum if which we compare with
sum if here so sum if here was just having
your criteria so basically you are selecting your rows giving your filtering criteria and
then
your sum range in some ifs we are giving multiple condition now same thing can be
done here it says how many units were sold by sales representative john's
or jones where the cost of each item was greater than four so how many units were sold
by sales representative so when we talk about how many units
that's your e column so let's start with that so let's say some ifs
i would be interested in e column then let's give the range
so it says sum range so those are the number of units on which we would want
to find the sum then it says you need to give the criteria range so we say sales
representative where the name is jones so sales representative is in sales rep
column c so let's say c2 to c44
now then we need to give our filtering criteria so let's say jones
is the sales representative where we are interested about whom we are interested in
and then we the question says where the cost of each item
so cost of each item is what we are interested in you have unit cost
so that's what we are interested in so that would be f and then say f2 to f44
and then you need to give your cost so it says where each item
is greater than 4 so let's select this
and let's do this so this tells me three zero one
now similarly let's answer our third question which says how many units did
jones sell excluding pencil item so we would want to find out
what was the total number of unique units that were sold
and that units or that should not include the pencil item how do we start doing this
so let's start with sum ifs now we know that you start with some ifs
you need to give the sum range so we are interested in the number of units so let's
basically go in and select our
number of units which were sold so that's your column e so i can say e2 to e44 that's
where i
would want to perform this sum now i'm saying
how many units that were sold where we are talking about sales rep being
jones so let's see let's select the columns c
and then give the range after that we need to give our giving
filtering criteria which is jones and then we are interested in the items but
excluding pencil so items is in column d so let's say d
to d 44 and then we have to give
our criteria so we can say well that should exclude
pencil so i can basically say pencil
and let's close this and let's check so that's my formula
which says that these are the number of units which the sales representative whose
name is
jones had sold and that does not include pencil as
an item let's also look at an example of using countif or countifs now both of
these can be very useful when you would want to calculate certain values so for
example if i would want to work
on count if let's try solving this problem now remember you can answer these
questions using filters and that can be an easier way but then sometimes you may
want to get the formulas so that you can make your spreadsheet and your calculation
more dynamic in nature and that will basically depend on the values in the
columns or rows so for example if i have find the total number of times gil has
made a sale now if i look at my data here it tells me that for every sales
representative there is some value in the sale and it says sales has
greater than three so for example jones you have sales greater than three
or you have jardine which is sales greater than three and so on so what we are
interested in is doing a quick count in finding out the total number of times gil has made
a
sale how do we do that so we can use this count if function and if i go into
count f it says counts the number of cells within a range that meet the given
condition now what's our condition our condition is kill and we would want to
find out how many times the name say gill appears or kill has made a sale now
i could just say count if and then open up a bracket i need to give a range so
let's say we are interested in looking at the range so let's say
we will choose sales rep so i can say c
and then i can say c2 to c44
now that's my range let's not give that in quotes
so you have to give a range so let's do a count if that selects the data and
then we need to give the condition so for example let's here give the name
which is gill and then close this so that basically tells me it
is five times kill appears here we can check this so i can go in here i can
add a filter and then might be i would be interested interested in looking at only gil
and that basically gives me five right so we can always do that and we
can be using formulas like this now what about this question so which basically
says which sales representative made a sale more than three times now we it
might be looking a little confusing when i say for example let me clear out this
filter now we have sales greater than three and
we would want to find out which sales representative made a sale more than
three times now i could basically check for every
sales representative here if they have made a sale more than three times and
what i can do is i can just say equals i can start with count if
then i need my filtering criteria so that's your range
so first thing is we will choose for example let's choose c2 to c
44 and then we need to give and criteria what is the criteria
we need basically a sales representative so i can choose the value here
in c2 and then i can close this and then i can say the
sale has to be greater than 3 and let's check so it tells me the
boolean value that yes this guy has made sales more than three
times and what we can do is we can just drag and drop which basically gives me
the value for other sales rep you can always check the value is automatically
changing to this value in cell and for example let's go in here so this
is obviously two so it says me false right and you can basically get the
values for all your values so that basically tells me which
sales representative has made a sale more than three times
now like some ifs we also have countifs where you can give multiple criterias so
for example the question is how many orders were placed from the east region
after this particular date so we have a date criteria we also have the region
criteria and we need to basically get the count of number of orders which
were placed now i can in this case use count
ifs and this basically says that you can
start within criteria so it says how many orders were placed from east region
after particular date so date is in my
first column so for example i could say a start with 2
and say for example let's go a 44 that should have selected all the rows
and then i need to once i've given the criteria range i need to give the criteria so we are
saying the date has to be greater than 10th feb
so let's give it 2 10 2019
and then you need to say how many orders were placed so you need to give the criteria
second criteria
range so we are looking at the number of orders which were placed
from the east region so when i would want to look at the region that's your column b
so i can basically say b2 to b 44
and here i would basically
give my criteria so the criteria is east
let's give that and once you have done this you would want to find out the total number
of
orders so let's select this and if i do this it tells me 13.
now is that right so we are looking for your date
your region being east and then getting the total number of orders so here
i can just do a count if i am saying a2
to a44 wherein i have given the date criteria that it should be greater than
10th feb because i do not want to count 10 feb it says after 10 february and
then you are saying the region has to be east so we would want to find out the total
number of orders so my region is east and that gives me the result
now similarly you can also find out how many times gill sold pencils so
here we will have to give the range so let's start with count
ifs now here i would want that item is pencils so we can as well
select column d2 d44
then you have to give your criteria so that's your
pencil and then we are looking for sales rep which is kill so
that is my column c so let's say c 2
2 c 44 and the value should be
just kill
so it tells me it's twice where gil has sold pencils so
we can obviously check this by going in here choosing my filter
and then let's search for rep being just gill
okay and now we are interested only in the item being pencil so i can say well
let's get to pencil only and that tells me twice so you can obviously re-verify using
filters but using functions or using formulas it is always good to calculate and that
can be making your computation and calculation more dynamic
let's look at one more interesting feature of excel and that's your conditional formatting
now as you see on
the screen conditional formatting has different rules which can be applied on your data
and that allows you to basically differentiate or easily identify data
values which are based on certain criterias or rules so
when you talk about conditional formatting you have different options such as you can
highlight cell rules you
can get top and bottom values you can apply different rules apply different
color scales and you you can easily manage these rules
so conditional formatting is very useful for people who would want to work on huge
amount of data and easily perform
some data analysis it's easy to use as it is shown here and
with your conditional formatting you can format cells based on a preset condition
you can perform conditional formatting to identify cells
you can highlight a few significant cells and you can easily perform conditional
formatting
as shown on the left side now how do we work with conditional
formatting let's have a quick look so say for example we have our excel
sheet and if you see here i am highlighting the sales person who have generated
revenue greater than 10 000. so we can be looking at the values where
the revenue generated by a particular sales person is greater than 10 000 it
has a particular color and how do we get here so for example
let's select this data and what i could do is i could go into
conditional formatting now i could basically highlight cell rules and we
could just say greater than that's an easier way i could also go ahead and create a new
rule but then i can use one of this option i can say greater than and let's give some value
might be we
would be interested in looking at any value greater than twelve thousand
so let's choose twelve thousand
and here it says what color would you want to select so for example
i would say something like yellow filled with dark yellow text
and let's say okay so right now what i'm doing is i have all the values where the revenue
generator was greater than 10 000 but then i have also selected all the
sales people who have made or who have generated revenue greater than twelve
thousand so i can just wait ctrl z to see the previous result now here
i had the values which were greater than ten thousand and the one which we did just
now
basically highlighted the values which are greater than twelve thousand so this is one
simple example now we can look at some other examples say for example you want to
format cells
using three color scale so if you look at the values here i have a three color
scale mainly in green yellow and red and how do you do this so for example i
can go in here and i can go to conditional formatting so i would want to
go for color scales and here you can create different rules so
we can set up a two color scale so we can say format only values that are above and
below
average i can format only cells that contain something i can get the top and bottom
values so
these are different ways in which i can have a three color based scale now what
i will do is i will select this and let me show you the rule which i
have so for example i can go into manage rules and if you see here there are certain
rules which
have been specified now what does that mean so you would want to specify a
three grade scale so for example if i would want to look at my first rule
it tells me that i am choosing three color scale i can choose lowest value percentile and
highest value and that
basically will select the cells based on their values
so what we could have done is i can basically use one of these values i can delete
these rules which i have created so for example i have all these rules
but you should always carefully remember that the rules will be applied in the order
shown so for example if i just
delete these rules and then say apply and say okay my data
is back now it does not have any highlighting now i can go in here
i can say condition sorry conditional formatting i could go for color scale so i could
basically go into new rule so i would want
the cells to be using three color scale so let's
choose three color scale now when you say three color scale it says what will
be the color of lowest value and we could choose might be any one of
this let's choose red i can say midpoint is percentile 50 and
then the highest value is green and if that looks good let's say okay and now
if you see the lowest values have been highlighted as red you have mid values and then
you have
the positive value so this is the three color scale and that easily helps me in identifying
the data
based on the cell values now in conditional formatting what you
can also do is you can basically color the cells based on their value so what
we are seeing here is if the revenue generated
is greater than average then that shows in green and if the revenue generated is
lesser than average that's shows in orange now how do we do that so we can
basically again manage some rules so i can basically create a new rule now here
i can select one of the options which says format only values that are above or below
average and that's the option i
would want to select now i can select this and it says format values that are
above average so in our case we had it in green so for example i'll say above average
and then
here i can go for a particular color so
you can go for a particular size so let's go and look into
the formatting so for example let's choose yellow
say okay now i'm saying wherever the cell values are above average it
would be yellow instead of green and let's go in here
let's go and look into manage rules so this is basically the rule which we are applying
now we can also add a new rule and i need to
select the values so for example i will say
here so we had gone for above now we'll go for below we'll go for format we will choose
red
we'll say okay we'll say now these are basically
the rules which we have created and here it says applies to your data so right
now it has not been applied so for example if i select this and then
i could basically choose my area just hit on enter
and similarly you can go in here and then select your area
hit on enter and say apply say okay and now if you see
i have really chosen bright colors but then i have said wherever my revenue
generated is above average it should be in yellow and
below average should be in red so we wanted above average to be in green
and below average to be in orange so that's what we have here right so you
can always color code your cell values based on some rules which you are setting up
now
similarly you can also find the top 10 and bottom 10 values and
that's pretty easy so you can just select this and then you can go into conditional
formatting you can go for top and bottom values top 10 items bottom 10 items
or you can go in for more rules so you can say format only top or bottom ranked
values so you have top 10 now you can choose the color
and for example i'll go for blue
and i'll say okay so now if you see my top 10 values are
blue now similarly i can add one more rule so i can say new rule and i can say
let's go for top or bottom let's go for bottom let's go for format
let's say orange say okay say okay and that's it so now you have
your values which are top or bottom 10 values so you are using conditional formatting
where you are basically highlighting your cell values based on different colors
and here easy conditional formatting based on different rules helps us to do that now
similarly you can also have the values
which is basically showing you how the values are increasing
so what we can do is we can select our columns
either you could apply this to all the columns now here i have applied this only to jan and
april now i could apply
this for june so let's say june so you can go for gradient fill you can go for
solid fill you can obviously just select the color and that takes care of the things
you can say for example select this and now this is selected but i would want to might
be format this so i can go in here
i can go into manage rules now that will tell me what rule has been applied
in the order so i can just do a edit rule and that basically says this is a
solid fill which is color you have no border this is basically color as black
now i can go for something like gradient fill and i can say okay and now if i say
apply and okay so this basically is like your first column so you can use conditional
formatting for various use cases and you can highlight the values so anyone who would
look at the value
would automatically notice which are the higher values which are lower values might be
here the revenue is getting generated or was getting generated but did not grow
beyond a particular value and so on now similarly you can also go in for
different options say for example here we would want to
see if the revenue was dropping or if the revenue was
if the revenue decreased or say for example if the revenue was going up for this
particular salesperson
so here we are looking at carol so in jan the revenue generation by sales was very high
then in feb it was falling down in march it was
kind of stable then in april it went way below so we can obviously work
on this wherein we can grade our cell values so what we can do is we can
go in for highlighting the cell values now you can go for color scales you can go
for icon sets and this is where you can choose your different shapes
so you could choose one of these shapes so for example i would be interested in
looking at the
indicators like directional i could go using this three arrows i can go in for
this color i can choose directional and then my values are
automatically using directional now what we can also do is we can then go into manage
rules
and that basically tells me what rules have been applied so for example the latest one is
the
icon set which i have chosen it shows the selected columns i can
obviously do a edit rule and then i can choose so i'm saying the format style is
icon sets i'm not using a data bar i'm not using color scale
now here i have chosen the style of icons and then here you can basically give
some values so you have icon which is green when the value is greater than or equal
to 67 percentage when i say
hyphen or minus it is less than 67 it's way below 33 percentage
then you give this value so you can obviously edit and easily
highlight your cell values based on this icon set so i can apply this and that's
how i use conditional formatting so conditional formatting can be very useful if you
would want to use icon set if you
want to use your data bars if you would want to highlight particular values
if you would want to color code based on some calculation if you would want to
use a three color or a two color scale or if you would want to just find out values based
on some simple calculation
so conditional formatting is used extensively by data analysts
or people who are working business intelligence teams or people who would want to
use excel to easily identify the
data easily identify the cells which contain particular value
or finding out less significant or more significant cells to then pull out values and carry
out
your computations calculations or analysis
so let's continue learning on using excel for various things now we have
learnt on conditional formatting and seen how that can be very helpful
let's learn one more feature of excel and that's basically your data validation now this
can be very useful
when you would want to work on validating the data which is being fed
in the cells so you could limit it to basically a number between a particular
value you could also add some messages to it if you would want
or you could even circle invalid data or clear validation
circles so data validation really helps us in validating the data which is being
fed in to particular fields now it's a feature in excel which is
mainly used to control what a user can fill in a cell you can decide what type
of values must be entered you can also restrict user to enter only valid data
and if any invalid data is entered an error message will be displayed
now that's where you can use your data validations so let's see how that can be
done so for data validation let's see some exercises here so for example you
have a name column and you would want to restrict that the name should accept only
15
characters now how do you do that so you can basically select the cells
or you can just select a particular cell and then we can later drag
the property to other fields now here once the cell is selected so for example
let's try this out and let's see if that works so for example i will say peter
johnson okay and that is basically 5 and 9
and 12 characters so let's say
junior and if i do this it says input length is greater than 15 do you
want to continue if i say yes right so basically
it is allowing me to add the value here but then it has
basically violated the rule now this is giving a message to the user
that the user name should be entered less than 15 characters now how do we do that
so for this we can basically select the column and then we can search
for data tab and get into data validation so this is where you can create or
select different kind of rules so for example i can go into data validation i
can go into settings and i can say the text length and that should be less than 15 now
this
is the maximum i'm giving and it says apply these changes to all other cells within the
same settings
so i can do this or i can just drag and drop so i can basically
apply this formula and now you can in fact randomly check in any particular
cell is the rule applied so it says text length less than 15. so we can basically
control data validation in this particular column and that will allow
only 15 characters it will pop up a message if the user
really wants to go beyond the particular limit now you also have similarly date of
birth so the restriction is date of birth should be between 10 jan 1990 to
30 december 1998. so this is what we want to restrict how do we do that so we can
select the field
we can click on data validation and if you see here i have selected date and
then date is between and then obviously you can give a range that is 10 jan date
1990 12 30 1998 so that's the start and the
end filter which has been applied and once this is done you can also check
your input messages which says when cell is selected show this input
message enter a valid date so if you see here on the left there is
a pop-up which is coming up which says enter a valid date now i can also say
when user enters invalid data show this error alert so i can say stop
i can say invalid entered and this is how i have set a rule so for
example if i just do something like this and that says invalidate entered i can
do a retry it will take me back here but unless and until i did not
give the right format the date will not be accepted and again the same thing
applies to all the cells similarly email so we are saying the email should have at the rate
present in
the value provided now for this we can use a formula and we can select well i
would want to apply this rule to all these rows starting from c2 to c14
so let's get into data validation let's look in settings and here we are
choosing custom now within custom i am choosing what is
the formula so i am saying is number and then i am saying find
at the rate for the rows c2 to c14 so the only thing we
are concerned about here is the value should have an email
icon you can input a particular message you can say what has to be done for
error alert so for example we can basically go in here and we can say
invalid email that's the title i'm giving and we can
say email should contain
at the rate so if i do this and if i say okay now you can test it so you can say abcd
and that says email should contain at the rate and basically that will not
allow me to add the values so now you have the field called salary it says
salary should be greater than 50 000 now we can limit the values by
choosing a whole number so for example for salary i can go into data validation
i can go into settings so here i can say something like
decimal or i can go for whole number so both of the things are fine it depends
on what kind of values get into this particular field so if i say whole number and if i say it
has to be greater
than 50 000 so i'm saying the minimum is 50 000
or i could have given a decimal and then i can say greater than less than equal
or anything or even between so i can select it then and then i can just say okay
now for rank the rule is rank should be between 100 and 200 so again we can use
a whole number so ranks will generally not be decimal so this would be whole
number salary is can be a whole number or it could be
decimals so we have chosen decimal here and in rank if you click on data
validation i have chosen whole number i have set data between 100 and 200
input message nothing error alert nothing but that depends i can give this so this is how
you can just do a simple
data validation and control the values which land in the cell okay so now let's
also understand how we can restrict the values in a particular cell
which might be based on a list of items now for example here if you see i have
two columns so one column basically has the values of city
names and then you have places within that particular city so if i would want
to implement a data validation based on this so for example if you see here city
and that basically shows me only the four values which can be entered and if i go to
place then it
tells me for maharashtra i can only enter pune mumbai nasik now how do i do
this so say for example you take an empty field and you want to restrict the values of
city names so i could
select data validation i could basically select list and then it tells me you need to enter
the list values that is the source so you click here and then i can just select these fields
now if i do this and
if i say okay it has implemented a data validation but if you look into this
it will show me the same thing but then it shows me some empty cells
which did not have any value so this is fine but it would be better if we do it
in a different way so i can select this and i have already given my city names here so i
can just do a data validation
and here in the source let me get rid of this
now i can just have my cursor here i can select these values and then if i
say ok so now if you see my city names have been restricted to these values
and that's how you can implement your data validation so i have
this data validation here but i will get rid of this one by just doing a control
z now i'll come here and say for example i would want to implement the same data
validation now the easiest way would be in doing this for all my four cities now if
you see here i have data validation i could choose bangalore
and if you come and check here there is no data validation but we have implemented
data validation here now how
is that done so i could select this or for example i can go in here i can
select data validation i can select list and then here in the source
i will say for bangalore the value should be these and then
if i basically say okay now if we see these are the values which are
fed into bangalore so we could do this or like what we have done here so if you can
check the data
validation rule i have used list and then i have said indirect
f2 so basically i am giving in a formula which relates to the value which is in
for the city maharashtra so we could do this or in a simpler way we could do
this and then just drag and drop here so we could check for maharashtra what
are the values let's choose a different city so for example kolkata and here i will choose
now since we did a drag and drop it has basically taken the values of bank load
so that's not right so we select this we go into data validation and here i can
either feed in the values that is such as bangalore i could basically say
something like this kolkata and i could say okay so now if you see
it shows me the places in kolkata now here we have let's choose a different city so
for example let's go for delhi and here i can go to data validation and i can
just say delhi so this is an easier way of doing it or
if you remember the formula then what you can do is you can just give in
indirect and then basically give the value of the cell
for which you would want to keep in the values so this is how you can do list validation
so you can
provide a list of values and then you can restrict the values in a cell
which should be belonging to a particular list so this is how you do a simple data
validation
by restricting the data in the form of a list now let's learn about pivot charts and
tables which is one more very useful feature of excel and which allows you to
work with your data or perform data analysis now pivot table is a summary of your
data it is used in cases where there are numerous rows and columns in your data
set and it allows you to group your data in several ways so that you can derive
meaningful information from it now the visual representation of a pivot table is termed
as a pivot chart now how do we
do that so let's see an example now here is some data here you see we have some
row labels which basically gives me some category of
items here it also tells me the sum of sales and basically it gives me per
item what is the total sum of sales which were made now how do i get this here
so for example if i would want to delete this and i would be interested in getting the
total sales under each category of items now we know that we have
different data here and it's huge for example on the
row end if i just do a control and right arrow it tells me what's my right last
column and if i just do a control and down arrow it tells me there are
9994 rows now i can use this and what i can do is
i can basically work on insert and go to pivot table now this
basically tells you need to choose the range now since i have chosen my first
row and first column it basically has selected the data and that's fine now do
you want the result in a new worksheet i'll say existing worksheet and i can choose a
location now that basically
needs me to select a field might be we can just select this field and that
should be good enough so for example if i close this or if i say
okay so this is basically an indication that my pivot table
will be created now what are the fields we are interested in so as per the problem we
need to find out what the
total sales for each category so let's go in here and let's select the field
category now as soon as you do that it shows that the rows
which are being selected are for this column category and now we are interested in
getting the sales so we would want the sales per category so let's select this so you see
sum of
sales is selected now close this and that's it that's that's your data so it
shows you row labels it tells you what are the different categories and it also gives you
sum of sales which is per category now this is
one easy example where we have solved the problem where we have tried to find
what were the total sales under each category of items so for example let's
have another data set so again you can just check how many rows
we have and it is basically the same 9994
and if i look in columns it basically shows me profit is the last column
and here we would want to find out which category
so for example let me get rid this with subcategory of items sold the maximum
under each category so we have some categories here which says
furniture and it shows some sub categories and then it shows me office
supplies and then some sub categories and same thing with technology now we know
how we got this data but this is
different than what we were seeing here so here we were just getting the categories but
but we did not have any
breakdown of sub categories within this particular category and here you see there is a
breakdown and then basically you can also apply a filter which basically says
what is the data you want and if you are interested in finding out a particular value now
how do we do this so for
example let me get rid of this now we know how we can find out the category of items
but we would want to
find out which subcategory of items sold the maximum under each category so here
we are not looking at sales but we are looking at the quantity okay so what we can do is
we can go to
the first row and first column click on insert click on pivot table
data is already selected let's choose existing worksheet let's choose a location in our
worksheet where we would
want to have this so might be i can select this particular field and then
just close this so it says this is the existing worksheet say ok
and now you need to select your columns so for example
if i would want the data for categories so i can select this now i know that within
category these are the options which we have and then there is a sub category so
let's select that and if you see here now we have the data which will be
filtered so based on your category and sub category and then we will choose
quantity so it automatically understands that this is something on which
summation can be done so let's select this and close on this now if you see
here we have got our items where we can see
the sub categories within a particular category now i can basically close this
and that just shows me high level categories here so here
i can again select a particular row and column i can go for
either a new pivot table so we could basically select this the row is already
selected existing worksheet is what i want so now i will select
this particular place say okay now we do the same thing like
what we did earlier so we will select category sub category
and quantity so the data has already come in just select this and now you already
have all your data but this is not what we want we want to basically apply a filter
to this now how do we do that so we can go for slicer so i can go for insert slicer and
then it tells what are the subcategories which you are
interested in so for example if i go for something like
subcategory and say okay so this tells me what are the categories you are
interested in so for example we know that furniture has furnishings with the highest
value
so i can select say furnishings and then i was interested in office supplies
so within office supply i can basically search for
here binder so i can just do a control and
select binder and then i can also know for technology
i can select phones so i'll say control and select phones and now if you see the filter has
been
applied and we have these sub categories which are selected so we have our data here
now we don't need really this so i can just delete this and i have my data which shows
me
furniture being the main category and that has only furnishings office supply
having binders and technology having phones and that basically is a filter applied on the
result of
your pivot so this is how we are seeing which sub category of items were sold
maximum for each category so this is how you can easily use pivot
tables and you can do some analysis let's look at some more examples
now let's see if you have to answer this question which says which were the top
three states for each region that made the highest average profit
now how do we calculate that so for example this is the data we have and as i have
instructed earlier you can
select the first row and first column you can click on insert go into pivot table
and that basically selects all your data we will choose the result should be in this
existing worksheet so select this
click here and then basically let's select
this cell and i will say okay so now my pivot table will be here so we are interested in
finding out top three states within each region which have made the highest
profit or which have made the highest average profit so for that first we will
select region so when we select region it shows
here region and within region you will then select state so
within every region you have multiple states so that's what we are selecting and then we
are interested in looking at
the profit so let's select profit and that automatically shows up here so we can now say
close this
so basically we have all the data but we are looking at the sum of profit but that's not
what we want
we are looking for top three states from each region that made the highest
average profit now how do we change that so here we
have sum of profit so i can do a right click and basically i can say summarize values by
average so now i'm getting the
average here and that basically tells per region i have the average profit
but first is let's sort this data so let's go into sort more options and here
i have average of profit or for example as i said you can select
region say okay and now it is basically having the
regions and then you have your state value so again we can do a sorting here and i can
say let's go for more sort options i'll say descending
the state values should be based on average profit so let's say okay and now if you see
in particular region we have the data which has been
sorted wherein you have the highest average profit on the top now what we can also do
is we can
basically then go for filtering we can say top 10 but i am not interested in top 10 so i
could reduce this to top three and this is the items average of profit
say okay and now you see per region you have
the data which is showing me top three states what are the
average and then you are also looking at the subtotal so which basically says average
profit for your west now if you would want to arrange this your west and south and east
and central
in a particular alphabetical order if you would want to sort it you can always
do a sorting and you can choose sort z to a if that's what you would want to do or
you can go for sorting more sort options and you want to
sort the region which is as of now based on descending z to a let's make it
ascending say okay and now you see the data has been filtered so it says per
region now you can always select this and you can say what is this so this is
basically your average of profit now we are looking at
each region and the states the top three states as we wanted
within the region and what is the average now we have one more question what is
the percentage contribution of each sub category of products under each category
to the total sales so we know there are different products there are different categories
and
all the categories contribute to the total sales so we would want to find out what is the
percentage contribution of
each sub category of products under each category so we
not only want the category percentage but we would also want what is the contribution
of each
sub category to each category to the total sales how do
we do that so for that we need to again just place
our cursor here or select the first row and first column click on your insert click on your
pivot
table and now the data is already selected existing worksheet place your cursor here
and then let's select this cell say okay now your pivot table fields are here so
we are interested in category so let's select category
and then within a category we will have sub categories and we are interested in the
sales data
wherein it is already going to give us the sum of sales but we would want this
in the form of percentage rather than just the sum now we can click here value
field settings and it says if you would want to summarize this it says show
value as and what are the values you would want so
you can straight away go ahead here and say percentage of grand total so we
could do that because we know we will get a sum of sales and grand total now i could
basically say in the
percentage of grand total say okay and then just close this
so once you have closed this you see already the data is in
percentage so now we have our data with sub categories but we also want the data to
be sorted might be in a descending order which tells which sub category is
contributing more than others we can select how many sub categories we are
interested in so we can basically select
one of the sub category cells right click now you have option filter
and you have sorting so we can say more sort options now here i will say descending
and
you want the descending to be sum of sales which is already showing as percentage
click on ok and now you see for each category it shows the percentage contribution
towards the sales it shows the sub categories contribution
to a particular category and also to total sales so technically speaking if you look at
all these values which are sub categories and if you would total them that would be your
total grand total so
this is how we can solve a simple problem like this what is the percentage contribution
of each subcategory of
products under each category to the total sales
the next question is which customer made the lowest profit in the home office segment
in each state now here we know
that we are looking for home office segment we are looking for customer which made
the lowest profit we are also looking for the state as the main
criteria so in each state we would look for home office segment
and within that we would look for customer which has made the lowest profit that
means
the lowest value of the profit so how do we do this so let's say let's get into
selecting our row and column we will go into insert i'll say pivot table
i'll say existing worksheet and let me get my result here so let's say okay now
that gives me the pivot table so the first thing is we are looking at per
state and i would be interested in
home office segment or i could first start with segment
now here we have segment and in segment i can basically select
home office so i can just do a uncheck and select home office only and now i can select
state so that will be my sub category within segment
and then within state we would want to find out the customer so let's get the customer
name
and we are interested in finding out the lowest profit so let's select profit and here we
have sum of profits so the
fields are selected close this and now you have your data
which basically shows me the names of customers which made the profit but it's
it's not sorted so we can sort this and we have state entries also so that's
fine so what i can do is here i can basically say sorting go to more
sort options i can say i want to do it descending or i want to do an ascending
and ascending based on sum of profit so let's do that now you see
the topmost value is the lowest value per state within home office segment now what
we
also want is we just want one value per state so how do we do that so we can just
go for filtering go for top 10 values i'm interested in bottom value and in
that also i'm looking for only the
lowest value so let's select one say okay and now you see we have data
for home office segment per state
customer who has made the lowest profit so we have easily answered this question
using our pivot table now say for example we have a question which says find the sales
made in each
quarter of 2016 for all the regions so the data has to be divided quarterly
and use order year as a slicer we can do that by selecting what data we would
want to slice and then we would want to create a pivot chart also so for example
how do we do that so for example i will get rid of this
i will get rid of this my pivot chart which we can recreate
so find the sales made in each quarter of 2016 for all the regions
so this is what we want now how do we do this so for example let's select this
we will do a insert pivot table we will basically say existing worksheet
and then i can select this particular cell i'll say okay and now
i'm interested in data quarterly so first let's select
our field here so we should basically have if all our fields are selected say for
example if i say order date now
you see we have quarters and years which are selected now we could be selecting
these fields which says quarters years
and if i would want data to be filtered based on years i could do that or i could get rid of
here so i have quarters
i have order date so that's being already selected now what
else we need we need to find out for every region so let's select the
region and we can also add region as a column here so that will basically give me all
the regions as different columns and then finally we want the sales so let's select this
and now let's look what we have so if you see here
we have our data which is for each quarter
it gives me the total data but what we would be interested in is not looking at
the total data but we are only interested in quarter of 2016. now how do we do that so
what we
do here is we have row labels so let's click on this so we have date
filters and then in date filters we can go for between and then we will say
2016 and the value has to be 1 and then let's select this
and let's change this to 2016 and this is 12th month
and then we can say 31 so we are saying the date has to be 2016
and it basically says not a valid date so let's select
let's select a particular date and see so the month has to be here so let's see in this
and let's make it date and say okay and now we have our data which is
for 2016. so for example i could basically select
this and here i could be looking at
what are the filters we have so it says clear filter from order data so we have
applied the filter on order date and these are your date filters which is
basically date 16 oh this is wrong so this one has to
be changed to 2016. so select this and now we have our data
for 2016. so we have found the sales made in each
quarter of 2016 for all the regions the grand total for a particular quarter if we are
looking at the value or for individual months in a particular quarter
and we have sliced the data now we could have also introduced a slicer by
selecting which field we would want to implement so for example if i would select a
particular field and then i could click on slicer i could choose i would want to slice the
date based on order date and then could have done it or we have just given the
date for 2016. now we just need to plot a graph for this and that's very easy so
you just need to select the complete pivot data and here you
have the chart options so let's go for line chart and that basically shows me the line
chart so we can select this we can just drag and drop it here
and then we can basically check if that is showing us the data so if you see here
this is line chart where it has divided the regions in different colors so we have all the
regions we could
filter out in pivot chart a particular region we have the quarterly
time here in order data the filter is applied it says it is 2016.
in quarters it tells me it is 16. so we have our data we have created a pivot
chart and basically we have sliced the data for 2016.
let's answer one more question and that's finding the profit made in each year
for all the categories of products in east and west regions only and then
we would want to create a histogram for the same pivot table so histogram
usually gives us the frequencies so let's look at how do we calculate the
profit made in each year for all the categories so what i can do is
i can basically select my
row id here and now i'll do a pivot table so the data is already selected i'll
choose existing worksheet let's select this particular cell say okay now what are we
interested in now if you
look at the fields we don't see any years or quarters and so on so for
example here i can just choose order date and then basically
i can choose say for example years or quarters
the data which is coming out from my order date so here i will just select
years now then i have my order date
so we are interested in the years orders
and we are interested in let's look at our column or the question
what we had here so we have years find the profit made in each year so
let's select profit so that basically says sum of profit but then
i'm also interested in for all the categories of products so
what i can do is here i have my field which is category and
that i'll add to the columns so that shows me what are the different categories
and this looks fine now i'm also interested in east and west regions so
that is basically in the region so either we could add a slicer or we could do a filtering
here by adding the
filters so first is i'll click on region and here it says select all i'm only
interested in east and west so let's select this take this
put it here let's say okay and now we have the data which has been filtered
based on the region so here we have region so you can always look at the filter it is east
and west
and we have our year data per year we have
different categories you can always look at what are these column labels so this is my
different categories
and this is the profit per category and then you have your grand total so we
have already our data now let's say close this so we have our data for all these years
different categories the profits made per year and if i would want i could go into an
ear and i could look into different months so that also is showing up and now we would
want to
basically plot a histogram with this data so i can just
place my cursor here i can select this and then i can go into insert and here i
have different options so we can go for bar chart we can go for insert hierarchy chart
we can go into waterfall funnel stock surface or radar chart so there are different
options what you have here and
we will go for a simple histogram which is two dimensional let's select this
and here you see you can obviously select different regions
you have your years which shows up you have your order date
and then you have your categories which can be chosen for your histogram or for your
bar chart and that basically is how
you use your pivot table you use some calculations and then you can plot your
needed graph to visualize the data and understand it in a better way so what is
excel power query power query is an advanced feature of microsoft excel that allows
you to
prepare your data for analysis you can perform numerous text computations and
numerical analysis to
make your data more powerful and informative excel power query is a data preparation
and transformation engine
it allows you to carry out the extract transform and load operations on the data sets
from multiple sources
now let's look at the challenges solved by power query
earlier in excel there was difficulty in data connections now using power query you can
connect to
a broad range of data sources such as relational databases web files text csv
json files and even fetch data in the cloud volume variety and velocity are the
characteristics that define big data it
was a major problem to handle such data now power query enables you to transform
your data to an appropriate size it also
allows you to work on any shape of data from any source
earlier updating your data and refreshing it in real time was an issue
using power query a repeatable process query is adopted to update the data in real time
and in the future
in excel it was not so easy to reshape transform and manipulate data
but using power query provides a highly interactive experience and sophisticated tools
to prepare your data now
from excel 2016 onwards power query on windows has been fully integrated into excel
but in excel 2010 and 2013 for windows power query is a free add-in
you can go ahead and download the link once installed the power query tab will be
visible in the excel ribbon now
coming to the features of power query so excel power query allows you to clean
transform
manipulate and process your data for analysis it helps you to automate repetitive tasks
that you want to do it
over and over again you can search for data sources and make connections as and
when you want power query helps you to
prepare and shape the data in the right format for performing analysis and finally
once your data is ready you can share your findings or use your query to create
interactive reports and
dashboards now let's have a glance at the demo that we are going to work on in this
video
so we look at how to load data from different sources you will understand how to
extract
tables from web files so we'll extract tables present on wikipedia pages then you learn
how to sort and filter
data up next you'll see how to group your data how to split a column into multiple
columns and then pivot and unpivot your table
then you are going to work on date columns and make some transformations
understand how to append tables and merge tables vertically and horizontally
now let's open ms excel and start with importing a simple text file so you can
see here i have my excel file opened and in the middle you can see i have my
employ txt file now this is a comma separated file meaning that the values are
separated by
commas as you can see it here the columns have been separated by commas and all
the values have a comma
between them now this text file has information about
the name age company and the city to which the employee belongs to
let's see how easily you can import this emp text file into ms excel here
i am using excel 365 or office 365 where power query on windows has been fully
integrated into this version of excel so what i'll do is first
let's go to the data tab and you have this section called get and
transform data so i'll click on get data under get data i'll go to from file
and select from text slash csv once i click on it it will ask me to
give the location where the file is there so my file is on desktop i'll click on
power query files and here you can see i have my employee txt file you can see the type
here it says text
document click on emp and hit import
now this will take some time to import the file onto excel
it's establishing a connection you can see there you go so here you can see the filename
emp.txt
you can see the file origin as i said the delimiter is comma and we have the data type
detection
and here you can see we have our text file so excel power query feature has
automatically detected the column names so we have name age company and city as
our columns and
these are the values now let's hit load
so this will load all the rows and the columns onto excel there you go it was really quick
excel has automatically loaded our text file
now you can see here we have another tab called queries and connections so we have
made one query and have loaded
the employee data it gives a preview also you can see it here
and if needed later you can go to edit and change some values that we'll see later
now you can use this data to create simple visualizations so let me show you how to do
it
so let's first select the data and we'll go to the insert tab
under insert tab i'll click on recommended charts let's say
i want to know how many employees belong to a particular city so i'll click on the
second chart which
says the count of name by city and i'll click on ok here you can see
we have a nice clustered bar chart and you can see in bangalore there were
five employees in hyderabad we had two and in nasik we had one
you can see the count here this is a pivot table if we go back to our actual data here
you can see in bangalore we had vidya [Music]
and there were two more people from hyderabad and one from nasik so you can use the
excel power query
feature to import data onto excel and make some visualizations
now if you want to fetch some data that is present on the web or on the internet excel
power query features and
functionalities can help you import those data as well we will now see how to import
data
specifically a table that is present on the web here i'll be using a wikipedia article
on the list of european cup and ufo champions league finals let me show you the page
first
so this is my wikipedia page on the list of european cup and ufo champions league
finals
if i scroll down you can see all the details here and i would like to import
this table which has the list of all the finals so we have columns like
season winners score line runner sub venue and attendance
let's import this table on to excel so i'll copy this url first
now let me open a new sheet i'll go to sheet1 and then on the data tab
under the get data section i'll go to from other sources and here i have from web which
allows me to import
data from the web either you can follow this path or if you see here
there's an option to get data from the web if i click on
this it is asking me to enter the url so i'll paste the url of the wikipedia page
here and let's click on ok now it's navigating and
okay you can see power query feature in excel has given us a list of tables which you
can see
here we have something called as document there's a key table and here you can see
there's one table which is extracted from the wikipedia page and the table which i am
interested in
is this table which has the list of european cup finals
you can see it here excel power query feature has automatically detected
these rows and it has given a list of columns as well you can see
these are the columns now we'll explore the transform data tab
present in the power query now if i click on transform data it will take me to the power
query editor
let me just click on refresh now this is the most important section
using the power query editor you can clean your data filter your data
manipulate your data and make it ready for analysis
now let's explore a few tabs available here so we have a home tab that has
a query section you can see you can reduce rows manage columns sort the data
transform the data
combine different tables now there's another tab called transform
which allows you to select your data type transpose your rows and columns
pivot and unpivot your columns and here you can see you can find out some summary
statistics
and you can manage your date values as well now if you want to add some new
columns
to your data you can do that as well and you also have a view tab now here
if you see the first two rows the values are the same you can see season season these
are all repeated
which we actually don't need and these are pretty similar to our column names
similarly if i scroll down you see there are some
rows which have null values so actually these
rows do not add up any value or do not add any value to our data so we'll clean
this data first so let's see how to do it
now if you want to remove certain rows in the table what you can do is
go to the home tab and under reduce rows click on remove rows
and then choose remove top rows if i select remove top rows it will ask
me how many rows do you want to remove from the top you can see it here i'll give i
want to remove the top two
rows now let's click on ok you will see
that the excel power query editor has removed the first two rows and on the right you
can see the steps that were applied you can see it here previously we had these two
rows which were redundant and once we applied the step it has removed the first two
rows
similarly let's go down and remove the last one two three four five so we are going
to remove the last seven rows from the table
so again i'll go to reduce rows and click on remove rows now this time i'll select
remove bottom rows and here i'll choose i want to delete seven rows from the
table from the bottom i click on ok if you see
the last seven rows have been deleted now let me show you the last row which
is this one so the last season of ufo champions league was held in 2020
which is this year and bayern munich won the champions league against
a french team that was paris saint-germain's by a score of 1-0
now if you see the last value that is the attendance you can see the value is zero which
means there were no spectators in the stadium it was because of the covet conditions
now let's do some more manipulation to our data suppose this time i want to add a new
column let's say a stadium name by extracting values from the venue column
so let me just show you the venue column so this is our venue column so the first value
is the stadium name then we have the city in which the stadium is there
and finally we have the country name so i want to extract only the stadium
name so you can see we have some stadiums like santiago bernabeu there's wembley
san siro
and other stadiums so i want to extract only the stadium names so let's see how to do
that
i'll click on the venue column and go to add column tab
under add column here you can see we have extract if i click on this drop down there is
an
option to select text before delimiter so if i choose text before delimiter
here i'll give my delimiter as comma so everything before the first comma
will be considered as the stadium name now let me click on ok
now here you can see under applied steps it says inserted text before delimiter if i scroll
to the
right you can see the last column has a stadium names
let me double click on this and change this to stadium name column
and hit enter even this step is applied here you can see renamed columns
similarly let's explore a few more features
now i want to add a new column called stadium city so
if you consider this venue column whatever is there between the two commas
is the stadium city so for example santiago bernabau is in madrid similarly
wembley stadium is in london san siro is in milan so these middle values i want to
extract
into a new column called as stadium city so let's see how to do it
so i'll click on the venue column and go to extract and again
i'll select the extract tab and here now i'll choose
text between delimiters and my first delimiter i'll give is a
comma and a space you can see here all the values
have a comma and a space and my end delimiter will be another comma
then i'll click on ok this will add a new column to the extreme right of the table you
can see here we have text between delimiters and it has extracted the stadium city
let me go ahead and rename this column as stadium
city and hit enter you can see the applied step here
now i want to split the score column into two columns so here we have the score
column and the left value presents the number of
goals that were scored by the winning team and the right value presents the number of
goals that were scored by the losing team so here i'll split the column into two columns
as winner score and loser score
so what i'll do is select this column and go to the home tab
under the home tab we have split column i'll select split column
and then choose by delimiter so automatically excel power query
detects that this dash is my delimiter and i'll split at each occurrence of the
delimiter let's click on ok now you can see
the score column has been split into two it has renamed the column as score dot one
and score dot two
what i'll do is i'll go ahead and we'll rename this column as winner score
and this will rename it to loser score
i'll hit enter and i have renamed it successfully
next let's change the winners team and the runner sub team values to uppercase
so suppose i want to change all the values or the club names of the winners team to
upper
case so what i can do is i'll select this column and go to the
transform tab under transform tab i have this option called
format so here i'll click on format and then
you can see i can change the case to lowercase uppercase capitalize each word
so here i want to make all the winner teams as uppercase i'll select upper case
there you go we have successfully converted all the winner team names to upper case
similarly let's do it for the runner sub team as well so here i have my runnersup team
i'll go to the transform tab click on format and select uppercase
now we saw how to do some simple manipulation of our data so we created a
few columns split a few columns now to save all this i have to go to the
home tab and then click on close and load
this will take some time and load our data onto this excel sheet
you can see here it's loading the data this will take a bit of time there you go
excel power query feature has successfully perform some manipulations on our data
some calculations on our data and then it has saved the final version
and loaded it on to excel now using this clean data we can do some analysis
let's say i want to find the seasons in which the winners team scored more than three
goals so we have a problem
statement at hand we want to find the seasons in which the winner team had more than
three
goals scored so what you can do is select any cell in this data and go to the insert
tab and click on pivot table here i'll click on existing worksheet
and then i'll give my location i'll place my pivot table somewhere here
and click on ok all right now since i want to know the seasons i'll
drag season on to row and i'll also drag the winners team
column onto rows then i'll choose my winner score under
values here you can see we have the pivot table ready
now we need to filter this table to see all the winning teams that scored more
than three goals so what i'll do is i'll select this winner score column and place it under
filters
and here you can see i have my filter let me click on this drop down
and i'll select multiple items from this multiple items i'll choose
4 5 and 7 because these values are greater than 3 and click on ok here you can see i
have
filtered my pivot table and to the left you can see the season
and the winner team that had scored more than three goals in the finals
all right similarly you can perform some more analysis
suppose i want to know how many times real madrid won the championship so let's see
i'll click on one cell in the data set go to the insert tab and click on pivot
table i'll choose existing worksheet and give my location here
let's say i want to place my port table here i'll click on ok
all right so the question we have is how many times have real madrid won the
championship
so i'll choose the winner steam column and place it under
rows and let's say we'll select the winner score as well
and let's convert this winner score from sum to let's say count and click on ok
and since i want to check only for real madrid
so what i'll do is i'll go to the insert tab and i'll insert a slicer
here i'll choose winner teams as my slicer and click on ok
and out of this i want to choose only real madrid so i'll select real madrid
you can see it here real madrid have won the championship 13 times
ok let's say you want to compress your data and remove unnecessary columns without
losing any information you can do that using a feature in the power query editor called
unpivot to perform this
task we'll use a census data of india from wikipedia so let me first show you the
wikipedia page
so this is my wikipedia article which says list of states in india by past population
and if i scroll down you can see it here there's a table which says by past population
from 1947
to 2011. so there are a few columns like rank
this state or union territory and we have population starting from 1951
till 2011 which was our last census here you can see if i scroll further
there are nearly 29 states and we have seven union territories so we will
extract this table and load into excel first okay so let me click on a new sheet
and we'll follow the same drill i'll go to my data tab and click on get data
under get data i'll go to from other sources and click on from web
here it will ask me to provide the url link of the wikipedia page so i'll paste the url here
and click on ok now once i have done that
it will load a few tables onto excel you can see there are a few tables here i'll click on the
first one
so we have our table here now let's do some transformation to this
data this opens in the power query editor
okay i'll click on refresh first this will take some time to refresh the
entire data okay we are done now if you see this data clearly
the first row in this table is not necessary at all because these are our column names
so we also have our column headers already present so let's go ahead and delete the
first
row so we'll go to the home tab under remove rows i'll click on remove top rows
now i'll give my number of rows as one so we want to remove the first row only i'll click
on
ok you can see the first row has been deleted if i scroll further
i actually don't need the last row as well which is the total so what we can do is we can
also remove
the last row from the bottom so i'll
select one click on ok you can see the step has been applied
and you don't see the last row that was the total row anymore
so the task that i want to do here is i want to compress all these columns which are
basically
the population columns so i'll select my
state or union territory column and go to the transform tab and here i have
the option to unpivot columns so i'll click on this drop down and select unpivot other
columns
you can see here the step has been applied and all the population column from 1951 till
2011 have been unpivoted if you want you can go ahead and
rename these columns let's see i'll write it as population column
and let's say this is
i'll rename it to total population value
all right now we are done with our preparation of data let's go to the home
tab and click on close and load now this will take some time to load the
data onto excel all right so we have our census data here so first you can
see rank one is uttar pradesh and we have the population starting from 1951 till
2011 then we have for maharashtra if i scroll down you can see the other
states we have tamil nadu rajasthan this karnataka if i scroll further we have odisha this
telangana kerala now
if you see here the population values from 1951 till 2011 for the telangana state are all n
a
which means there was no data available now this is because telangana was only
formed in 2014 so there was no senses
for this state let's continue with our demo and let's explore a few more
features and functionalities of our query editor now the next table we are going to use
is an adventure works customer table now this data set is provided by microsoft
for practitioners who want to learn power bi excel or similar technologies and want to
do some manipulation some
calculation some data analysis stuff so let me go to a new sheet and let's
import the adventure works customer data set it's a csv file onto excel first
so i'll go to my data tab and click on get data from here i'll go to
from file and choose from text slash csv
you can see it here in my power query files folder i have my adventure works customer
table
i'll select this and click on import
this will take some time to load the data set you can see the preview of the data set
here so we have columns like the customer key we have the prefix of the customer
name the
first name the last name of the customer date of birth marital status
if i go to the right we have annual income total children education level
occupation and homeowner column as well so let's click on transform data
here we'll learn a few more features of power query
okay we have our data on our power query editor so first what i'll show you is
let's change the prefix column the first name column and the last name column to
proper case so you can see it here the prefix first name and last name columns are all
in upper case now if you want to change the values to proper case
just hit control and select the three columns and
go to the transform tab under transform tab you have format
so click on format here you can see we have lowercase uppercase now proper case
is to capitalize each word so i'll click on capitalize each word
you can see it here now we have converted the prefix first name and last name column
into prop case the next step i'm going to show you is let's merge all the three columns
the
prefix column the first name column and the last name column into one full name
column
so what i'll do is i'll select the three columns and then let's go to add column and
under add column we have this option called merge columns let's hit merge columns
ok now it's asking you to give the separator i'll select my separator as a
space and click on ok ok so before click on ok i want to
change my new column name from merged to let's say
full name and now let's click on ok you can see here it says inserted merged
column and if i go to my right you can see it here we have a full name
column now if you want to shift the location of the full name column you can do that as
well
just hold this and keep on dragging to the left
this will move the entire table to the right and you can place it wherever you want so i
want to place it
let's say here okay
now actually i don't want all these columns so let's delete it so click on this and
i'll right click and click on remove
you can see we have removed the prefix column similarly let's remove the other two
columns you can either right
click and do or go to the home tab and then select remove columns
all right now let's say we want to add a domain name
column from aws customers by extracting the characters between at the rate and
dot com so actually i am talking about the email address from this email address we
want to
create a new column called as domain name for that we'll extract characters that are
present between at the rate and
dot com so let's see how to do it i'll select the email address column
and then i'll go to add column under add column i'll click on extract
and this time we want to extract between two delimiters and so i'll select
text between delimiters and i'll give my starting delimiter as add the rate
and my end delimiter would be dot com now let's click on ok
so this will insert a new column to the extreme right you can see we have our domain
name
let's go ahead and change the column name to domain name
and hit enter all right you can see the step has been applied
now we are done with our preparation of customers table let's
just go to the home tab and click on close and load so all the transformation that we did
in
the power query editor will reflect here so you can see we have our full name column
and if you see we have our domain name as well
okay now using the power query editor you can perform some statistical analysis
now let's explore those statistical features for this we'll be using another data set
called adventure box product data set again this data set is also provided by microsoft
so let's go to the new sheet and here i'll go to the data tab
click on get data under from files i click on text slash
csv here you can see we have adventure works products i click on
import
let's click on transform data
so we have our data loaded onto the power query editor
the data is mostly clean so let's not alter this data let's straight away go
ahead and explore some of the statistical features that we have here now let's say
if you want to find the total number of product names in the product table
we have this product name column and say if you want to find the total number of
product names in the table
how to do it so what you can do is click on this product name column then go to the
transform tab now in the transform tab you have an option called statistics
click on this drop down and select count values now this will open another window
that will return the total number of products in the table you can see the value here it
says 293
now to move back to the query editor we have to cancel this step here so let's just click
cancel or close
we are back again all right now let's say you want to calculate the average product price
from the product
table so if i move to the right you have a column called product
price so let's see what is the average product price from the product table so
i'll select this product price column go to the transform tab under statistics i'll select
average
so this will give me the average product price which is 714.4373
you can consider any unit you want let's say this is in dollars now again we have to
cancel this step to
move back okay now if you want to find the maximum
minimum product price you can do that as well so let me select my column
product price and go to the transform tab under the transform tab
we'll click on this statistic drop down and let's say i'll select minimum so
this will give me the minimum product price which is 2.29 similarly
if you want to find the maximum product price so select this product price column go to
the transform tab
and then choose maximum so this is the maximum product price in the product table
we have
let's cancel this step okay now you can also round the product cost
and product price column to two decimal places so if i show you both the columns you
have your product cost
and you have the product price column you can see the floating values of the decimal
points are not constant it's
varying so let's limit it to two decimal places what you can do is
select both the columns and then go to the transform tab in the transform tab you have
here
rounding i click on this drop down and select round
now here i'll give my decimal places as 2.
if i click on ok you can see here both the columns the product cost and
the product price column have been rounded up to 2 decimal places
i can scroll down you can see all the values have been rounded up to two decimal
places
all right now let's say you want to add a column
called discount price column by multiplying 0.9 to the product price column
and let's say you also want to round that new column to two decimal places so how to
do it
so we want to give a discount of 10 percent so i'll select this product
price column go to add column and then i'll choose custom column
here we'll write a formula so i'll give my new column name as
discount price and
my formula would be i'll select product price
i'll click on insert and then i'll multiply this product price by
0.9 so this will give me my 10 discount
on the product price and click on ok you see here we have a new column added
which is discount price so the product price is
34.99 if you give a 10 discount it's 31.491
all right now the next question was to change the or round the decimal places to two
so i'll go to the transform tab under rounding and click on round
let's say i'll give two and click on ok so even this has rounded the discount
price column to 2 decimal places now we are done with our mathematical
operation on this product data set so we saw how to find
some average count how to round up values how to add a new custom column
so let's go ahead and close it and load it on to excel
you see here we have our new product table added here and
the last column if you see it's the discount column that we added okay now it's time for
us to explore
another feature so we'll use a table called adventure works calendar table which has
basically
a date column and let's see how using power query you can prepare that data as well
and make some
manipulation some calculations so let me go ahead and import adventure works
calendars table again this data
set is provided by microsoft so i'll go to my new sheet
and i'll go to the data tab click on get data and from here i'll click on from
text slash csv and you can see i have my calendar table here i click on import
now this will open in the query editor you see here this data set has only one
column which is a date column so let's click on transform data
okay now if you see here the first row is actually the column
name so let's do the transformation here let's push
this as the column name so i'll go to the home tab and under home tab you have this
option
called use first row as headers i'll select this you see here we have the column name as
date now before making any
operation let's see if all the fields are available
you see here if i click on the date drop down year month quarter weekday day
everything has been shaded out and i can't access this the reason is
the date settings are not correct so we change the regional settings let
me show you how to do it so we'll go to file and i'll select
options and settings and go to query options under query options
we have something called as regional settings here under regional settings we'll select
english united states instead of english india so i'll just scroll down
and here we have english united states and i click on ok
now once this is done i'll go to my data type and i'll select
date as my data type i'll choose replace current
okay now you can see my date column has been formatted if i go to the date tab you
can see i have
access to all this now let's do some operations on this date column
let's say you want to find the earliest and the latest date from aw calendars table or the
adventure
box calendar table so what you can do is select this column
go to date drop down under transform and here we have the option of earliest and
latest so if i click on earliest this will show you the last date which
was 1st of january 2015. let me close this
similarly you can see the most recent date i'll go to the date drop down and click
on latest and you have 30 june 2017 as the latest date
i'll close this now let's add a new column say the name
start of the week and others so i'll select my date column
go to add column here under add column i have
my option to select the day name the week name and
others so i'll click on this date drop down and under day
let's say i want to choose name of d
this returns the d name similarly let's say
i want to find out the start of the week you can see we have the
start of the week column or start of week column now one thing to notice here is
in this power query editor the week starts on a sunday now suppose you want to start
your week
on a monday you can do some transformations on this formula tab so here in the
formula bar you can add
a 1 here to make sure your week starts on a monday so if i hit
enter you will see all these values will change you can see it's 28 4
and 11 this will become 29 5 and 12. let's hit enter
you can see it here your start of the week is on a monday
now there's another method to make sure your week starts on a monday let's
cancel this step okay i have to insert it once again so
i'll go to date and here i'll choose start of week
now the week starts on a sunday so one more method is to
add day dot monday you can see automatically
power query is giving me a suggestion so i'll hit tab to finish it and i'll hit
enter now you can see the values have changed and our week starts on a monday
now let's see we want to add a few more columns like start of month name of month
start of
year and the year value so you can just click on the date column or select the date
column
go to the transform tab okay not the transform tab let's go to
the add column tab and here let's say i'll choose year
so we have all the year values and similarly let's say i want to know the
start of the year now you can do a few more transformations let's say i
want to know the month now here it gives us 1 which means january that's february
march and so on and so forth let's say we'll do one more
i'll click on this go to my date
drop down and here i'll choose let's say i want to know the day of year
all right now we are done with all our transformation and preparing our data on our date
field so let me just go to the
home tab i'll click on close and load now this will load the
data set on to excel you can see it here we have the data ready now you can use this
data to make some
analysis draw a pivot table draw a pivot chart and do a whole lot of things
now while working on a project it is possible that not all your data will be in a single file
it could be stored in
multiple files so it's important to combine and bring all your data together now we will
see how to join your data
vertically i have my data present in a csv folder so let me show you the folder first
so this is my csv folder let me open it and i have some files these are named as
project one two three four and five let me open just one of the project
files it has a very small quantity of data
you can see it has a month column and an amount column let me close this
and let me show it to you again let's open project four
all the files have the same number of columns you can see this also has a month
column and an amount column
now we'll combine all this data together and load it into excel let's see how to do it
so i'll open a new sheet and i'll go to my data tab and click on get data
then i'll go to from file and this time i'll choose from folder
now this will ask me to give the folder location of the path location where my csv files
are
so i'll choose browse and here you can see i have my csv file
i'll just double click on it and click on open now it has selected my
file path or the folder path then i'll click on okay
you can see these are the files you have project1.xls project2.xls and so on
i'll click on this combine dropdown and i'll hit combine and transform
now this will give you the preview of one of the data files
you will see it now you can see it here it says sheet1
okay now it's processing all the data files present in that csv folder
and this will be uploaded onto our power query editor now you can see here on the
power query
editor all my data files have been
combined vertically here you can see the month column
on the extreme right it's the amount column and to the extreme left we have the source
name or the
source file where the data came from so first is project one then we have project two
if i scroll down we have project three files project four and similarly we have project five
now this is one way in which you can merge your tables vertically so we are done with it
let's just go to
the home tab and click on close and load
all the transformations that were applied you can see it here we have our final table
and we have successfully combined five excel files
again you can also join your data horizontally this would be like an sql join where the
data is present in multiple files or sheets based on a common key column you can join
the tables so you can perform a
left join a right join an inner join based on the problem that you are trying to solve so
let's merge two tables based on a
column i'll show the data set first it's an excel file which has three worksheets
so here is my excel file which will be using to merge our data horizontally you can see
there are three worksheets the first one is year 11 which has data regarding the student
name
the gender of the student and the course the student had opted for similarly we have
another for 2012 or
year 12 we have the student name gender as well as the course
and finally we have a courses table or a courses sheet which has all
the details regarding the course so we have the course name the teacher who teaches
or teacher who taught that
course we have the lesson type the number of credits and the assignment type
now we'll use this data sets to load it on to excel using power query
so i am on my excel sheet let's just open a new sheet i'll go to the data tab
and here i'll click on get data and this time i'll choose from excel workbook
and i'll select my file which is students and courses i click on import
so we'll just see how to import two tables and join them horizontally
so let me first select the courses sheet and i'll click on transform data
now this has loaded the courses table onto power query editor the table looks fine we
have the course
column teacher everything is fine now let's load one more table and then we'll merge it
so here under the home tab you have a section called new source
i'll click on file i'll again select my students and courses and click on import
and this time let's choose another table let's say year 11 which has the column name as
student gender
and course i click on ok it has successfully loaded this table
onto power query editor now if you say this
the first row is actually our column names so i'll go to the home tab
and select use first row as headers so this will push the first row
to the column names you can see we have done it successfully we have my student
name the gender column and the course column
now let's merge it so if you see here in the home tab we have
a section called merge queries let's click on this drop down and select
merge queries here
i have my table which is year 11 and let's choose one more table
that is courses now the kind of join
i'll choose as left outer join which means it will take all the rows from the first table and
matching
records from the second table here i need to select the common key
column so if you see both the tables we have the course column as the common key
column so i'll select
this and now you can see there's a tick mark which means it has selected the
rows and the column successfully you can see it says the selection matches 175 175
rows from the first table
and let's click on ok let's just expand this
and click on ok if i scroll to the right you can see i
have successfully merged both the tables now if you want you can remove
unnecessary rows or columns suppose if you see i
have the course column from the year 11 table and here also i
have the course column now this is redundant let's just remove one of the
columns i'll just select this column i'll go to remove columns and i'll select remove
columns okay the rest looks fine we have successfully
merged both the tables by using a left outer join let's just click close and load
now this will take some time to load our data onto excel you can see it here we have
successfully loaded it on to
excel now we are done with our demo part
now let's just see what all we have done in our demo so i'll
go to my first sheet here you can see we had
imported a simple text file first and then we plotted a
graph which is a pivot chart then you saw how to upload
a file from the web so here we imported a ufo champions league table which was
present on wikipedia and then we plotted some graphs and charts you can see we made
some analysis using pivot tables
and then we imported another web file which was based on a population data and we
used the unpivot option or the
unpivot feature in the power query to reduce the number of columns
then we made some calculations to our customer table which was from adventure
works
then we used another table called the products table here we saw
some statistical calculations and we added a column called discount price where we
used conditional operations
and then you saw how we manipulated a date column
and then we saw how to append and merge multiple tables business intelligence is a
set of
processes and techniques to analyze raw data and extract information that helps drive
business decisions it helps you
keep track of business data and draw valuable insights there are several tools that play
a key role in business
intelligence some of the popular tools are power bi tableau and click view hi guys
welcome to this tutorial on what is
power bi in this video you will learn why power bi is needed what is power bi the various
features of power bi and the
different components of power bi later you will look at the architecture of power bi what
power bi services and how
to create a power bi dashboard finally you will understand a case study on mayer and do
a demo using power bi now
let's understand why power bi is needed first power bi has the ability to access vast
volumes of data from multiple
sources it allows you to view analyze and visualize huge quantities of data that cannot
be opened in excel some of
the important data sources available in power bi are xl csv xml json pdf etc
second power bi provides an easy to use drag and drop tool with features and
functionalities that allow you to copy
all formatting across similar visualizations power bi has exceptional integration with
excel it helps you
gather analyze publish and share excel business data power bi helps to accelerate big
data preparation with
azure using power bi with azure allows you to analyze and share vast volumes of
data azure data lake can reduce the time it takes to get insights and increase
collaboration between business analysts data engineers and data scientists power bi
allows you to get insights from data
and turn insights into actions to take data driven business decisions finally power bi
allows you to perform real-time
stream analytics it fetches data from multiple sensors and social media sources to get
access to real-time
analytics so you are always ready to make business decisions now let's see what power
bi is power bi is a business
analytics service provided by microsoft that lets you visualize your data and share
insights it converts data from
different sources to build interactive dashboards and bi reports as you can see we have
an excel data about sales
using this data power bi helps you build different charts and graphs to visualize the data
now that we have understood
what power bi is let us look at the important features of power bi first is power via
desktop power bi desktop is a
free software that you can download and it allows you to build reports by accessing
data easily for using power bi
desktop you do not need advanced report designing or query skills to build a report
second as already discussed power
bi supports stream analytics from factory sensors to social media sources power bi
assists in real-time analytics
to make timely decisions third support for multiple data sources is one of the major
features of power bi you can
access various sources of data such as excel csv sql server web files etc to
create interactive visualizations and finally custom visualization custom visualization is
another vital feature
of power bi while dealing with complex data power bi's default standard might not be
enough in some cases in that case
you can access the custom library of visualization that meets your needs let us jump
into discussing the various
components of our bi as you can see there are six major components of power bi now
let's discuss them one by one
first is power query power query is the data transformation and mass of engine it
enables you to discover connect
combine and refine data sources to meet your analysis need it can be downloaded as
an add-in for excel or can be used as
part of power bi desktop second we have powerpivot powerpivot is a data modeling
technology that lets you create data models it also allows you to establish relationships
and create calculations it
uses data analysis expression language or dax to model simple and complex data third
we have power view power view is a
technology that is available in excel sharepoint sql server and power bi it lets you create
interactive charts
graphs maps and other visuals that brings your data to life next we have power map
microsoft's power
map for excel and power bi is a 3d data visualization tool that lets you map your data
and plot more than a million
rows of data visually on bing maps in 3d format from an excel table or data model
in excel then we have power via desktop power bi desktop is a development tool for
power
query power pivot and power view with power bi desktop you have everything under the
same solution and it is easier
to develop bin data analysis experience finally we have power q and a the q and
a feature in power bi lets you explore your data in your own words it is the fastest way to
get an answer from your
data using natural language an example could be what was the total sales last year
once you have built your data model
and deployed that into power bi website then you can ask questions and get answers
easily now let's see what power bi service is
power bi service is the software as a service part of power bi it is also referred as power
bi online to access
power bi service you need to log in to app.powerbi.com now let me show you that i'll go
to
google open a new tab and search for app dot power bi dot com
it's loading but this is how the home page of power bi service looks like i have created
some dashboards on it first you need to log into app.powerbi service you can see i'm
logged in
now under my workspace if i go to dashboard here i've created a finance dashboard you
can see the
different charts and graphs are prepared and pinned it to the dashboard so power bi
service allows you to connect to your
data create reports and dashboards and you can also ask questions to your data now
as you can see in this dashboard we
have created some charts and graphs so this is a tree map there's a pie chart there's a
bar graph
below you can see the line charts and donor charts it tells you the total sales that were
made the total number of
units sold the sales by product sales by country sales by segment and lots more
one of the key features of power bi is creating dashboards from multiple reports and
data sets power bi dashboard
is a single page visualization to tell a story the visualizations on a dashboard are
generated from multiple reports and
each report is based on one data set a single page dashboard is known as a canvas the
visualizations you see on the
dashboard are called tiles these tiles are pinned to the dashboard by report designers
now let me go back to my dashboard so this is called a canvas and each of these are
called tiles so on
the top you can see we have three tiles now let's understand how to create and publish
reports in power bi dashboards
power bi allows you to create different reports on power bi desktop these reports can be
published on the power bi
dashboard using power bi service here you can see there is a power bi report created on
power via desktop if you
click on publish it will take you to the power bi service where you can build a dashboard
here is
the button for power bi publish once you click on power bi publish it will take you to the
dashboard so this is a single
page power bi dashboard on power bi service now let's understand the power bi
architecture power bi architecture is
a service built on top of azure there are multiple data sources that power bi can connect
to power bi desktop allows
you to create reports and data visualizations on the data set power bi gateway is
connected to on-premise data
sources to get continuous data for reporting and analytics power bi services are
basically the cloud
services that are used to publish power bi reports and data visualizations using power
bi mobile apps you can stay
connected to their data from anywhere power bi apps are available for windows ios and
android platforms now let's look
at a case study on how mayer which is one of united states largest supermarket chains
used power bi to solve its
business problems initially mayer had become dependent on its it organization to
extract insights from its data it was
time consuming and inefficient as you had to wait for iit to build every report mayer was
unable to perform ad
hoc and real-time analysis easily so what maya did was it connected power bi
to an on-premises sql server analysis services cube this allowed them to refresh 20
billion rows of data in near
real time with power bi teams can now pull in the data faster and perform real-time
analysis to derive insights
from data a bakery department inside mayer used power bi to compare its sales
with regional performance they analyzed where meyer was behind the regional trends
focused on the problem and
created a solution with power bi they can now drill down into hourly sales and send out
a sales flash to 800 maya
business leaders so power bi enabled them to standardize data sources and empower
store directors and team leaders
to develop and track that data to ensure what they can improve now let's do some
practical hands-on demo with power bi so
this is how the power bi desktop interface looks like on the left you have the report view
the data view and
the model view the report view is where you visualize your data with different charts and
graphs to build reports the
data view allows you to view the whole data while the model view is where you check if
there are any relationship
between the tables on the right you can see the different visualizations that you can
build we'll
quickly run through all of these in our demo so here you can see there's a finance
sample data that will help you draw
insights about the sale of products in different countries we will create a report to
visualize different charts and
graphs and analyze those sales so let me go to my power bi desktop first we'll import
our data so let me go to our get
data tab and choose excel as my data source i click on excel so here is our finance
sample data
we'll select sheet1 you can see the data here click on it and then select load
this might take some time to load the data now if i go to my data tab you can see the
entire data set it has fields
such as segment country in which the sales was made the name of the product the
units sold and the sales price and
many more let's start building our report now i'll go to my report view so first let me
create a text box
let me resize it let me name it as finance dashboard will increase the size
of the text we'll use font consoles center it will also add a background to
this use blue color change it to white and
increase the size now let me first show you how you can create a matrix i'll go
to visualizations and click on matrix let me resize it
from the datasheet tab i'll select sales and drag onto values
so you can see the total number of sales that were made now let me do some
formatting so i'll go to the format tab
click on column headers let's add a background color and let me increase the text size
to
20. similarly under values we'll increase the size of the text
to 20 as well we can also click on border and choose the color of the
border let me take as let it be black so this is a simple matrix that we created which
shows the
total number of sales that were made similarly let me choose matrix once again now
we'll drag on the units sold
onto values we'll continue with the same drill under column headers we'll add a
background
this time let's choose some other color and under values let's increase the size
of the text to 20. even for the column headers let's increase the size of the text to 20.
again we'll switch on border we resize a bit
so here we have two matrix created for our report the first matrix shows us the total
sales that were made the second matrix shows you the total units that were sold
now let's move ahead and create a simple bar chart so under visualization i click
on clustered column chart under this we'll drag the date column on
to access and the sales onto value let me expand it so it shows you the
sales per year this is the sales that were made in 2013 and this shows you the
sales that were made in 2014. now there's a drill down option which gives you more
granularity
this depicts the sales by quarter if i drill down further you can see this shows you the
sales by month also you
have some options like short buy and sort by sales so you can see october
month made the highest number of sales moving ahead let me now create a pie chart
where we will see the sales by
different segments under visualization i'll click on pie chart let me first resize it
here i'll drag the segment column on to the legend and the sales column onto the
values as you can see we have the sales made by different segments doubling segment
made the highest number
of sales with 44.22 percent now let me add a border to both the visualization
i'll click on the pie chart and go to the format tab i'll switch on the border similarly for
the clustered column chart i'll go to the format tab and click on border let
me resize a bit all right next we'll create a very simple table that will
depict the total sales made by each product so under visualizations i click on table let
me bring this below
so from the data sheet i'll first drag product onto values you can see the different
products and
then sales just below it so this depicts the total sales that
were made by each product and finally it displays the total value of the sales that were
made this is same as the one
shown here now let's do some formatting under format tab i'll go to values and
increase the text size to 15 and expand it also under column headers
i'll increase the text size to 15. then let me go and add a border
now let me create a map that will show you the sales that were made by each country
so first let me create a new
page and under visualization i'll click on map now i'll drag the country column
onto location so you can see we have our map ready and we'll drag sales onto size
you can see the different countries and the sales that they made if i move the map you
can see the sales made in the
europe region let me resize it i'll add a border to
this now let me go ahead and create a donut
chart that will show you the profit by each segment under visualizations i'll click on
donut chart
and move this to the top now from the data sheet i'll add profit onto the values
and segment onto the legend if i expand this you can see government
segment made the highest amount of profit with 65.04 percent let me resize this and
we'll add a
border okay in the final visualization i'll
show you how to create a tree map this tree map will tell you the total amount of sales
made by each product so under
visualizations i'll click on the tree map let me expand it i'll drag sales onto values and
product
onto group so here you can see our tree map and the sales made by each product
you can see now we have our report ready we have created two separate canvas to
visualize our data
now if you want to change the color of this bars then simply go to the format tab
and under data colors you can choose whichever color you want in power bi desktop
you have an option to switch
your theme this will make your dashboard or the report look more attractive so now we
are under the default mode let's try out different themes that's frontier
temperature solar which is a little yellowish the one which i like is tidal
i hope this was helpful in making you understand the basics of power bi and how it
works you learn the various
features and the components of power bi and looked at the architecture of power bi
finally you saw a demo to create a
report using finance data set so what are the benefits of power bi here are some of the
benefits
so extract intelligence rapidly and accurately so that's basically transforming your
enterprise
data into rich visuals and accurate reports for enhanced decision making now
one thing we already know that when we talk about data data in raw format might have
lot of hidden
information if we look at different data sets which i'll show you in the process
it might have a lot of meaning but then the real meaning comes out of the data if we can
create visualizations
if we can create relationships between different data sets and thus that can help us in
enhanced
decision making now power bi supports advanced data
services it integrates seamlessly with advanced cloud services like cortana to
provide results for the verbal data queries as well when you talk about
seamlessly integrating with existing applications that's one more benefit of power bi so
it adopts analytics and
reporting capabilities easily to embed interactive visuals quickly in your
applications you can build rich personalized dashboards so it basically provides a
unified user experience with customized dashboard and reports that meet your
exact needs it also has a way where you can have secure way of publishing your reports
so
you can set up automatic data refresh and rapidly publish reports allowing
multiple users to avail the latest information across your organization or
across your working community so power bi can connect to different
sources we'll see that in a while so basically you have an option which says get data
and that basically opens up a window where you can find different type of data sources
such as excel your csv or
text json pdf getting data from databases or directly
accessing data from databases now before we get further into understanding how
power bi looks
like it would be a good idea to share information in how you can set that up on your
machine so when it comes to your
power bi and let me open up a notepad here so for example i bring up a notepad
let's say when you talk about your power bi components so you basically have
power bi desktop and that's mainly your playground or
that's mainly used for any kind of development activities
you have your power bi server or you can say service so now this one
is where you would make reports online
and share or make them available
to different bus now that's one more component of rbi and
then you also have your power bi mobile which is mainly for
viewing the information i would say viewing reports so these are the three main
components we can also look at the
licensing information of these so these are the main so power bi desktop is
something which you can set up on your laptop or on your machine power bi server is
where you can log in
with your user id and password and power bi mobile is mainly to view your reports
now how do you set this up before you can explore or start working on power bi
so here is a link which you can basically use so if you look into this
so this one basically says service self service sign up for power bi it says
sign up of power bi service as an individual normally when you would want to
use power bi you can use a website called http
and then you have basically app
and let's say i think it's called app.powerbi.com
now this is the place where you can basically log in now if you see here i have created
an account and if you look
at my account it says auatl.on microsoft.com now how do you get this
kind of email because when you talk about power bi it will expect you to have a official
id and it does not take
ids which are from common domains such as google or yahoo and so
on so this particular link gives you an idea how you can do that
so basically you have what is power bi basic explanation on that it says
signing up for power bi service so power bi desktop it's a totally free download
and then you have mobile apps also a totally free download and here it says
that what kind of email addresses it supports and if you look into this you have to
either sign up because that does not accept your private email ids or you can go for
this one which says enroll us government organization and this is where you can
basically sign
up for power bi so it basically says try free if you go to the website say power
bi.microsoft.com
or you could go into this one which i was saying http
slash app.yourpowerbi.com
and this is what you can use or as mentioned you can go to powerbi.microsoft.com
for example if i open this in a different tab it takes me to power via microsoft i can
say start free i can click on this it says drive free but then when it asks
you to sign in this is where some of us face problem because it does not take your
private email id now how
do you tackle that what you can do here is on this page which says learn about
alternate ways to sign up you can basically open up this link and in this link it says sign
up for
power bi with the new microsoft 365 trial account and what you can do is you can
basically click on this link which takes you to the office 365
and what you can do here is you can search for something which says say 365 e3
and here you have tried for free so in my case it is translating okay
so here you have an option which says try it for free click on this one and
then basically go ahead with your sign up process now once you do that you can
basically create an account or give a
email id so it asks you to give an email id to check if you already have an account
and once you do that it will guide you through the process where you can create an
account like i have done
now once you have done that so for example we can go into
my this page which i said http slash app
power bi.com now once you have created an account you would be asked to log in now i
can click
and log in here and then basically given my password and once i do that it takes me to
the
power bi server or service now on the top right it might say that go for a trial
version i have already selected that and this is a pro trial which is giving me
validity for 60 days so this is the service which i can use now what it
means is i can be using my power bi desktop which would be also installed so
once you log into this page you can basically click on apps you can basically search
for something like power bi and that will show up in the app and you can install and
download on your machine
now once that is there you can basically bring it up so for example
in my case i can just say power bi desktop and that's the app which i have
installed on my machine and basically that comes up so that's your power bi desktop
which is coming up
and it will still ask you to sign in so that you can share your information
through power bi so you see here on the top i'm already signed in and here it also shows
you some
tutorials and videos which basically helps you in getting to know something more or
what's new so you
can always browse that so you would have your power bi desktop which would be set
up
you would also have your power bi service which would be running and then basically
whatever you have developed on
your power bi desktop you can share that through the power bi service now usually
when you talk about licensing i can give you brief insights here so you basically
have your power bi service as i said licensing so you have the pro version
which is basically uh your 9.9
per user per month and basically it has some kind of
limitation so it has say max 10 gigabyte you can work on
some features like incremental refresh is not allowed you can always look onto
the microsoft website for more details and in those kind of cases you usually
go for the premium account if you are a extensive user and premium account
basically is conditional based so it depends on your requirements and then basically
you pay for the service what
you use so that's mainly about your servicing now when you talk about your server and
service as i said it is
basically making your reports online and sharing and making them available to different
bus so that is
the highlight so when you talk about sharing reports that's one of the things you have
anomaly detection that's also possible here
you can talk about automation of reports you have
security that is you can go for role based or row level based kind of security
implementation all those are some of the features of your power bi server and
service so it is good to know and basically have your desktop and power bi service
setup now once you have that
then you basically have your power bi now when you talk about your power bi it
basically helps you with various things so this is how easily you can have it
set up and then basically you can explore this so for example as i was saying power bi
can connect to different
data sources now i do have an option here which says get data i can click on
this and that shows me all the different data sources i can even click on more if
i'm interested in looking what more power bi desktop tool helps me to do so
it shows me all the different ways in which you can get the data you see here the
servers so the database services
your folders your different formats you can click on file formats or databases
you can look at power platform so if basically you are connecting to a platform and
getting some services you
can connect to the cloud that is azure you have online services and then you
have other options so these are all the ways in which you can get your data when you
talk about visualizations you see a
lot of visualization options here which can be used once your data is loaded
and i will explore and explain more about this so you have something called as insert
wherein you can go in for different visuals or different types you can also get into say
transform the data now that basically is going to pop up and bring a power query editor
now that's where a lot of your
etl works happen so when you when you do a transform data it opens up power query
editor which we can use to transform the data or change the data or modify the data as
per our requirement before loading all of it into our power bi
so you also have option here that says modeling wherein we can create new tables or
we can work on our data where
we can manage relationships so as of now we don't have any data so it does not
show this one is activated but that can be activated this is where you can view your
reports so this is in short
exploring your power bi we'll see what are the different options which we can use here
so it basically supports different kind of data so when we look at the
visualization pane that basically allows us to create different
kind of visualizations here and we will understand that so you can basically visualize on
your
different data and create different kind of charts graphs maps
and basically derive insights from your data now when you talk about data models
that's where you can basically establish relationships so when you talk about data
models
it is basically used to connect multiple data sources to build a relationship now
we might have different data sets or we might have data coming in from different tables
where we may want to basically
get insights or get data from multiple data sources
for our purpose now in that case data models to help us so for example if you
have two tables let's look at the standard tables so you have products lookup table
and you also have the sales table now usually what you have in any kind of
scenario is if we basically say you have your data tables so that's basically
where your data resides and then you have series of your lookup tables so
usually you might have say your data tables here
and this is what i am talking about which might have some data for example let's say
sales is one of them
you might have some other data table which might be for example let's say
budget table or might be something else and these are your data tables now at the
other end you might have your lookup tables so basically you have various
lookup tables and these look up tables for example
let's say this one is customer this one is territory
let's say this is product and let's say this one is a calendar
so these are basically my lookup tables so we can basically as i said your data
might be coming in from different sources let's say database or let's say some kind of
files or let's say
some kind of systems what you have so your data might be coming in from different
places now
you might want to transform the data so this is where i could say there is your
query editor which i was explaining so you have your query editor which basically allows
you
to edit the data table or basically allows you to edit the data before it is
loaded right you can hide a column you can add a new column you can modify your
column so your query editors would be
basically used to work on the data which goes into your data tables now you might have
a lot of
lookup tables as i said so let's say these are my lookup tables
and these are my data tables so what we need is sometimes we need information
based on our lookup tables and data tables now that's where data modeling
comes into picture so basically if i would want to extract information from
here so i can notice that there is a product key here
and there is a product key here now this is where we are already talking about
say foreign keys or we are talking about your relationships right now when you
talk about relational databases you have something called as foreign key constraints
which is
in in power bi terms i would say it's not exactly a constraint but it is more
of a filter propagation instead which is used to basically connect your
different data sources and you could have basically cross filter directions you can go for
single or one to one or one to many or many to many kind of relationships which
basically allows you to work on the data so we will learn more about data models when
we are doing a quick demo there
where we can talk a little bit about normalization and denormalization
the way the data exists right and then you basically would want to gather insights from
your data so
when you talk about your two data sources as i said so you have a products lookup
table you have a sales
table now if you would want to calculate the total order quantity of each product
name which is we are talking about the order quantity as a
information here and you have product name here now how do you get that information
what we see here is we would
want something like this or we would want more information so how do we do that so
what we can do is the order quantity for each product is
basically showing us the same value now this is because the product and sales tables
are not connected and there is no
relationship between them even if you would want to take two sources and just
get information out of them probably i would complain that there is no relationship
established between them so
what we do is we create a data model so what we do is we build a relationship
between both the tables using a common key column which exists in both cases as
i said there is a product key here there is a product key here so that basically allows us
to have a
relationship between these two now that could be one to one this could also be related
to
other tables so it could be one too many you could have many to one so all those
relationships are possible so product
key is basically used to create a relationship you see the arrow mark and
then there is also this star which can basically mean one to many now
when the product key is used to join these two tables or form a relationship
then we can look at the product names and the order quantities which basically
gives me a total now that's the basic use of your data models now what about this dax
so basically data analysis
expressions now that's a library of functions and operators that
can be combined to build formulas and expressions and power be a desktop
usually when we work on our data sources when we would want to connect them it
automatically shows us these data
analysis expressions however this gives us extension it basically gives us more
power to work on our data now sometimes instead of working on dax
or dax expressions it would be good to go for better data modeling and have the
relationships established better and sometimes when the relationships are established
you could use your tax which
basically gives you more power on working on your data so your values are calculated
based on information from
each row of a table it appends values to each row in a table and stores them in the
model it
increases the file size so that's what happens now you can right click on any column to
add a new column and for
example in this one it shows that there was a quantity type calculated column
which was based on the calculation what we see here on the top in the in the expression
bar which says what kind of
calculation was performed and that basically gives us the value for quantity type and
that is basically
added here to our existing data so that's the
power of dax and power bi so you also have something called as
measures so dax allows you to create new calculated columns and measures so
basically here if you see we are working on aw underscore sales and then
we have selected quantities sold and what we are looking at in the report
is we can basically right click on any table name to add a new measure here so
we have added what we call as quantity sold as the measure so values are calculated
based on information from any filters in the report we will see this how this can
be done and that basically here the measure does not increase the file size
it does not create new data in the table themselves in comparison to what we were
seeing earlier that is your calculated columns so these are your type of dax functions
so dax allows you to create new calculated columns and measures so you have date
and time which
basically allows you to work on date and time data or fields you have logical
functions which allow us to create new filters or add more filters to our data
you have text functions which basically allows us to say transform the data into a
lower case or an upper case or basically get the length of a string or concatenate two
fields
or basically do a filtering based on some criterias
or replacing some content you also have statistical functions which can be used
you have information functions which can be used so these are different types of
dax functions which we can use in power bi so we will learn more on power bi
through a quick demo where we can use some data sets and those data sets
could be found on internet although i can also upload that on a github link and you will
have access to
those data sets so let's learn about power bi through a quick demo
by uploading some data sets and playing with those data sets let's
look at a sample data set and let's upload it and as i explained while uploading let's
also transform the data so that we can have selective fields so selected data loaded
here
instead of loading the complete data set and then let's see how we can visualize
this or how we can use the information in this data set now what we can do here
is we can click on get data and then we can choose one of the data formats which
we would be looking for so for example i can go for excel
and basically click on this now here are some of my data sets so let's look into
the folder here and these data sets are also available on my
github link which i'll share with you later so here we have something called a super store
let's click on this and here
i already have a data set which is global super store or i also have
selective data so let's select this one click on open
now that's basically connecting to my data source and that will show me what
does that excel sheet have so it has different tabs which is orders people and returns so
let's select orders and that basically gives me a preview of
the data which i have and if you scroll all the way to right it shows me city
state and then country and if you see here we do see information of all the countries
now this can be huge amount of data which may which we would want look into
but say for example my use case is that i am interested in looking for the data
for united states and as a country and all it states so we will do that when we do a
transform
now we can also select the returns tab and that shows me
these three fields however the first row should have been the heading
of this particular data set and we will transform that now i can go ahead and
click on load but that will load all the data so instead of that let's go for
transforming so let's click on transform data now once you do that it brings you
your toolkit that brings you your power query editor which allows you to
transform your data so for example we have our data from returns tab or returns
data source as you see here so we see column 1 column 2 and column 3 and that
also shows the type of the data here it also gives me a quick small option
here let's select this and then i can say use first row as header now there
are various other options which you can do you can add a custom column you can add
column with examples you can keep
the top rows you can remove the top rows you can keep errors keep duplicates so there
are
different ways and you can also do a merge query or append query so as of now
let's just say use first row as headers and that basically shows that now my
first row has become the header you also see in the applied steps it basically tells
me if i have changed the type of the data if i have made any other changes those
steps will get added here so it basically shows me the name as it returns it shows me
applied steps where
i have changed the type and now i basically have this information now this
is something where you can change the type or you can basically set it to a
particular format however we are not doing anything of that sort right now so
we can do that for any of these columns so this looks good when it comes to orders
let's click on
this and as i said i would be interested in selecting for country as united
states only and let me just work on that data however we can work on all the data
so let me scroll all the way to right and here i have the country now there
are these filters which we can use so basically i can click on this and that shows me all
the countries are
selected now there is also something called as text filters which we will see how we can
use to select particular data
i basically have other ways of filtering the data so for example now i will just uncheck
the
select all and what i would be interested is in united states so let's type it here that
shows me has an option
here select this and then basically say okay
so that should basically now filter out and it shows me the data is united
states only and then you have different states and rest of the data remains so if you
look at the applied steps it tells me that there are filtered rows now we have done the
basic
transformation for this data set on these two data sources that is orders
and returns so here you have an option which says close and apply so close the query
editor window and apply any
pending changes you can click on this and it says apply so for example i can just say
apply for now and that should
basically apply the changes which i have performed
using my query editor that is i have transformed the data so that i can have selective
data uploaded in my power bi now it's doing that it shows me it is working on
both of these data sources that is orders and returns so that's done and now basically if
there are any other
pending changes we can just do a close and apply so that
basically has closed and now you would see the data appearing here
so i have uploaded the data as per my preferences now if you click on
the data tab here so it basically shows you your data fields it might take some time to
populate but if you see in the country field now if even if i click on the filter it just
shows me united states now that's what we wanted so we have already uploaded this
data in orders you can always
expand the option here which shows me all the fields which are there in this might be
this is an aggregation might be that's an ordered date so this is again some
kind of aggregation we can change the data types so we are looking at all the fields in
my orders table or basically
coming from the orders data source i also have returns which shows me three
fields and that shows me the data which is returned order id and region so the
column names are applied correctly as we want and that basically looks fine now
we can also look at your model so when you click on model it
shows me these two however there is no as of now relationship established
between them so it says under properties select one or more model objects to set their
properties so
right now these are not related there is no relationship established between them so if i
would want some data which
relates to orders and returns then that would fail because it would
say there is no relationship now i can go to the first option which says report and
we have not created any report here although we can create a simple report we can look
at the data so we have our
orders field now we can basically pull out some information from here we can choose
what
kind of report we may want to create so for example let's go for
the table option from visualizations you have various options here which we can use
this is where you can do a formatting this is where you can select the fields
this is where you can search and filter out the data you can also add data
fields here so first let's click on table and that basically gives me a table now
this table as of now does not have anything so you can use the filter and slices
option here which will affect the visualization or basically what you can do is now since
we have
orders here so this is my orders and i would like to work on this so let's say
for example country is i can select country as a field and if
you say it shows me country is all as of now and it says the value is united states what
i can also do is i'm interested in the states so i have state now i can basically drag
and drop it here and then the state gets added here so i can basically say select
all and that should basically take care of my state field being added here
so state is all country is all now we can basically look at something else
so might be let's choose sales and i can just drag and drop sales here so
that basically says if you would want to have any kind of advanced filtering which says
filter type so go for
advanced filtering is less than or equal or you can also go for advanced filters
so that's fine as of now so we have added some fields here
and that's basically my data here
so let's go for filters here
which basically should select all my fields now if you see the visualization shows
my country sales and state which we had either by selecting the fields and dropping
them here or you can in this section where it says fields so you can for
example let me show it again so i can just delete this i can click on the table option
i can just drag it here i can basically make it bigger and i
need to add data to this one so it says add data fields here so now let's say
country is what we are interested in we are also interested in states
so let's drop that here and let's say sales so this is also what i'm interested so i'm
looking at one
specific country i'm looking at sales per state and when we look at
sales it basically tells me that this is summation so you will basically get
the total sales which have happened now we are looking at this data here we can
always go to formatting we can click on
grid we can basically increase the font here we can change the grid color
so for example let's make it for example blue
so i can just select this and it should basically
allow me to have the grid color as blue now i can go in for the grid thickness i
can go for row padding outline color so we can basically make it a little bit
more readable and then we can basically increase the font size here
to look at the information and you have other options here so what
would you want to do with column headers so i can basically have the font color
background color is fine do you want to have an outline do you want to have a change in
font
what is the text size might be we can make the heading a little bigger
and then basically you also have the field formatting so all those could be done you
could go for background and all
these things can be done in formatting so now we already have our data here and
this basically looks good and this is basically one of my visuals
which i have here and this has given me some information
for sales and basically i can scroll this i can also make it bigger
so i could select a particular field if i'm more interested in looking at the
information for a particular state now i can add more fields to this
so this is my one of the reports which i have created
now what i can do with this report is i can basically have more data fields i can
add filters to this i can basically look into all the data here by just clicking somewhere in
the
grid but somewhere outside if you select a particular row then that data shows up
here you have an option of focus mode which you can go for you can look at the other
options which says export data now
if this is the data which you are interested in you can export it you can always to
show as a table if you are interested in you can do a sort by country sales or
state so for example let's do a sorting by state
and that basically gives me the data which has been sorted by state
information now we could obviously have the information here so i can then
change the order so it shows me alphabetically this is the information which i have so
i've created a simple
visualization using the data which i have and what i can do is i can click on
save so that basically asks me to save this as a power bi file which has an
extension of pbi x and i can basically call it my report so let's say
first report and here i can say country
or i can say state wise sales
in usa let's say
usa and that basically is my first report
now once you have saved this report you can
always look on your machine for example if i go in here and if i go into this folder might
be i
should look on desktop and this is where i should have saved it
so it shows me first report statewide that will open up in power bi and we have created a
simple report which we
have basically used by taking our data now i can also do is i can publish this
if i would want to share this information so publish this report online in power bi
service you can basically select
your report what we have here and i clicked on publish so it says
what's the destination so you can have different workspaces i will choose the default
that's my workspace i can click
on select now it says publishing first report statewide sales in usa to power
bi you can create a portrait view of your report and you can do all that stuff so let it
publish and then we can
basically look into our power bi server that's a service where the information
is already shared or published i would say which can then be shared with different
resources so we
can come here and basically i can look into the power bi
and this is where i will be able to look into my workspaces and let's look in my
workspace so it says this is the place where i had initially downloaded power
bi data set it says your data set is ready let power bi help you explore your data right so
you can always do this you
can click on view data set which basically allows you to
bring out your workspace and first report state wise sales now that's the
report which we have published so let's first check in our desktop if that's done so it
says
success open first report in power bi now i can click on this one straight
away and that takes me to my service now once it takes me to the service it
shows me the report which we created which we published and it basically has
the option where i can save it as a a different copy or give a different
name i can embed this in a website or a portal i can publish to
web embed this report for public access by anyone on the internet we can do that we
can export it to powerpoint so we can do all these options you also have an
option of view where you can change the view you can basically also edit report here
so you can do that if you are interested in something specific
you can do a sharing to teams so if you have your teams or groups set up you can
share it with them you have an option of common panes you can basically
view usage metrics report now that can be sometimes helpful you can basically
go ahead and go and subscribe a particular report so if there are new changes made
you will be the one who
will be informed you can click on share now if i click on share here from my service it
says only users with power bi
pro will have access to the support recipients will have the same access as you unless
row level security on the
data set further restricts them so i can grant access and this is where i will
have to give the email ids of the people with a message
that i would want to have them look at this report
right you can also allow recipients to build new content using the underlying data sets
and you can send an email
notification to the user so as of now i don't have any other groups so i'll not be sharing it
but i have created a
simple report now let's also look at edit report let's just to see what it
helps us and when you click on edit report it basically brings up this one which
says your file view it gives you the filters it basically
allows you to add data fields to this so it is basically giving access to these
data sets which were in my desktop it is basically allowing you to give or
create different visualizations now here we have the data which we are
looking at and if say for example somebody is interested in filtering the data so you
could do that so you could
click on filter here and that basically applies this is the filter we have now
country is fine sales might be i can click on sales and i would say okay let's look at
sales which is more than a particular amount so we can say is
greater than and might be i can give a number here so i can say 30 000
and basically i can say apply filter so right now i'm liking filter and i
would look at the values which also shows me the total value is changed so
you have not only created a report you have published it and now
from the service you can edit it so i'm looking at particular data here and then
basically i can click on file and i can save it or i can say save a copy of the
report and let's say i will call it the same name so i'll say first
report underscore state wise
sales and i will say modified so let's do a save
and the report has been saved so now you're looking at the data here
so that is basically giving you information so when i click on my
workspace here i can click on reports and that does
show me my previous report it shows me the modified report it gives me an option of
looking at the usage metrics
report so say for example you want to click on this one and it will basically give you the
usage metrics so let's
click on this one and that basically shows me the report usage metrics which is
generated so views per
day unique viewers per day you would want to look at the different platforms who was
using it views by user
and this can be sometimes useful if we would want to look into this one now i can go
back to my workspace i can click
on reports and that basically took me to usage metrics i could be
sharing it i can analyze in excel i can look for quick insights based on
this data what we have you can basically look at the related information you can also
look at the
settings of this one and basically this is how you have your data report here now that
also shows me
the data sets option so which basically gives me the data sets which can be used to
create further reports and we have our data here
so for example if i click on create report
it basically gives me these data sets and we can continue working on this so this is how
i have
a simple report created without basically working on two different data
sources but i have selected some data here and then i can basically add details to
this so for example now if we look at orders and say for example this is the
data i have and say you would want to add some fields so let's go to returns and say
for example i would be interested in looking at the the products so might be what i
should do is i should replace the report here instead of country it would be
interesting to look at the product which we have or basically customer id
so we can look at customer id we can look at the order id which would be interesting to
see if there is a
particular order what was the sales which was generated and if there were any returns
which were
happening on that so for example here when i have these let me cut out country
as a field and i will basically take order id and place it here
so now if you see my data has been easily modified so i have my order id i have sales
and i
have statewide information so you have basically all the information
but this is now order id state and so on now what if i would want to
also see based on the order id if i say i would want the returned field
so for example i would want to take this one and let's drag and drop it here
now that says cannot display the visual now why is that so if you click on see
details that says cannot determine relationships between the fields so it
cannot display the data because power bi cannot determine the relationship between
two or more fields
and how do we fix that so for example if i click on fix this now it says
there is a missing relationship between these fields use auto detect to search for
relationships or create them
manually now i can click on auto detect which will try to search for fields
which exist in both the data sets or basically i can create relationships so
let's click on create relationships and that basically takes me to this page which says
there are no relationships
defined from table to table and so on
so i can click on new now here it says select the tables and
the columns that are related now i can say orders now those are my fields where
you have order ids and it automatically shows that returns also has an order id
field although all the values might not be same but this is how you can create a
relationship and it says the cardinality
says many to one so you can have basically many to one relationship you
are saying cross filter direction is single so make this relationship active and it
has already helped us basically identifying the field so i can say okay
so it says now these two tables should be related or should be connected based on
order id
so here we have this and let's basically say close
now once that is done if you see i have order id i have returned
i have sales column and i have state and if you see in returned i do have a value
of yes which shows this particular order id
had generated some sales and it was for state alabama and it was
returned and the value is yes so if you scroll down you basically see all the values
now we can add different filters where we can say i would want only yes and no
now this is again an interesting report so let's go in also into the formatting
and what we can do is we can look at say the grid option if we would want to
basically say vertical grid and let's say
on and it says vertical grid color so let's select this might be i can try doing a
black here it puts it in the right nice table format and that basically looks
good so you have sales returned and so on and this is basically
the order which i am seeing here so for example if i would want to
change the order and if i am saying okay i would like to look at sales and returned and
so on so we can be doing
that we can come here and say for example i have sales and return let's
try moving the sales column over here might be state is
an information which we would want in the beginning so let me also move the states all
the way here so it
gives me state it gives me the order id sales and if
there was a return which was happening on that particular product so easily i've
modified my report now what i can do is i can just save it
and i can do the same thing so i can publish it i can basically continue using it or i can
work on a new report
so let's continue learning and now here we will also see
how you can load some data and perform some transformations and basically get
multiple results or multiple tables or multiple data sets which can be then further used
for reporting so power bi
does give you a lot of options now here you have an option as we saw earlier
that is get data or what you can do is you have an option where you can create
new data also it says enter data now this is something which can be easily used if you
have
relatively less number of fields so you can basically add
more columns here and you can basically add values so for example if i would just
call it something like scientist id
okay and then i can say scientist name and then basically i can say
uh domain and then i can say for example let's say
year of joining and and i can keep adding the number of
columns here i can delete the columns right and i can give this and i can say
country so that's it and now we have created these five
countries sorry five columns which we have given some names and we can start
entering some values so i can basically say let this scientist id
be 22 3 4 i can give some name so let's give peter
let's say domain and i can say biotechnology
i can give year of joining 2011 and i can say germany as the country
and i really don't want this particular column so i can go ahead and delete this
now i can come here and then i can give something else so i can say this is scientist id
i can give john let's say the scientist is mainly working in
physics and then i can say 2018 and let's say
france and go back here and let's say
four five six seven and let's say marie and let's say
she does her research in uh molecules and let's call it 2001
and let's say italy okay and you can continue adding data in
this way now you can say if the data is already here so i can
say for example no i do not want this particular row
i do not want this particular row so you can basically keep adding values
here now you can say edit so here we have to give some names so let's
say scientists okay and then if you choose edit
it basically brings up your power bi editor which allows you to work on these
fields if you would want to make some changes now we can make some changes here
we can see what are the number of rows we can basically perform any kind of
transactions here so this one basically tells me what is the data type so here
we see scientist id and this clearly tells me this is an integer however we
will not want to do any kind of computations here so we can as well change this so i can
just
do a right click and i can work on this particular column what i can also do is
i can just click on this and this tells me that you would want to change it to
date time or you want to change it to some number so i can just say string
because we are not going to perform any computation here so on the id column so let's
say
text and i'm changing it so it says replace current add a new step so selected
column has an existing type conversion would you like to replace the existing
conversion or preserve the existing so i
will say replace current and now the data type has been changed it is
of a string and if you see this step has got added here so it says that
the change type is the kind of transformation we did here so that's fine now what we
can also
do is we have the scientist name but we don't like the column name here so it
would be good to change this so there is something called as remove or remove
columns and so on so
when you do a right click it gives you a lot of options in applying filters or doing some
transformation if i just
click on this one so what i can do is i can look at the date time
and let's go here so we have an option which says do you want to
change the type now we could have done that here or like i said you could choose the
time and do it you can just
say transform and how do you want to change it so do you want to change it to
uppercase well you can do that and
changes all the values of this one what i can do is i can again do a right
click and i can choose basically if you would want to clean up
the data or if you would want to convert to lower case you want to capitalize each word
so let's choose that and if you see here the steps are getting added now to undo
any particular step if i just cancel this then i'm back to this if i
cancel this i'm back to my original form so you can anytime undo your changes
and you can basically work on this so we are working on this particular column
now there are various other options that you can look at so for example these are
this is some of my data but it does not have much information it would be good to load
some bigger data set and then use these transformations or basically
working on changing the data types as i mentioned or if you would want to do a filtering
and remove certain fields and only select particular fields if that's what you're interested
doing a right click
where i want to create a copy of this and then basically i can
use that particular copy now what i can also do is i can add column from examples i can
duplicate column and then i can make some changes to that so this is my duplicate
column and say for example you
would want this one to be changed so we can
say remove duplicates we can basically if you are doing some kind of change you
want to change the format here you can do that you can use for other things like filling
up and all that now i can
just call it rename and let's say um alias scientist name
right and i can continue adding columns or i can do some transformations and once you
have done with these
transactions now this one if you see it shows as integer but is it an integer no this is an
date format so i can go for
modeling and change the formats what i can also do is i can select this and it
says it's not a decimal it's not a fixed decimal it is date time it is date
it is date time and time zone right and you can select any one of these so for example
let's make it date
which makes it more meaningful but then what happens is when you do this it is going
for the default dates or the older dates so i don't like that so what we will have to do is
we will
have to basically transform this and here we have transform you have change
type so you have date and time you have date you have time so let's choose date and
time and if you see here it gives me some default timing based on these values which
we do not like so again
filter it out but what we can do is we can just make sure that this is
changed or you want to make it a string because we are not going to do any
computation here so i can keep it as
date but then if i have more fields like month and days and so on
then you can do that so here it also has the option so when you have selected
this you have an option called transform and transpose sorry transform also has
various options which allow you to work on these do you want to do some scientific
calculations do you want to
work on the date field so as of now it is just integer so we can use one of these we
can do a group by but obviously we don't have much data here so as of now let us retain
this i can
just change this to text and that's okay because we are going to look at this
later we can add more data and work on it so as of now once we have done all
these changes you can go back to say home and here you have close and
apply and i can basically say close and apply so the changes will be
applied and then my new table which we just created by entering some random
data performing some basic transformations will be available so if you look into
this one so that's where my data is it shows me
the columns but there is no aggregated column as such here you don't see any
summation mark you just see the field
names or the column names you see the values now obviously if you go into modeling
there is no or there is no existence of a different table which you can join these tables or
you can perform some transactions come back to the data set so this looks good and
we have it here now obviously
we have not created any visualization based on this which we can and we can continue
working on it so here this is
my data set which is a small table where we have created some data and we can use it
anytime now let's work on a bigger data set and see what kind of transformations
we can do we can then also see on modeling or basically using some smarter
ways of working with the data so what we would want to do is we would
want to load some data here so let's go into
sorry let's go into home let's go to get data let's use our old store data and i'm
going to take the global super store which is huge data set with all the countries and the
products and the sales
which have happened and we can take this data but before loading it as i suggested
earlier we
should basically transform the data we should basically transform the data so that you
don't end up loading everything
and you don't work on all the data i mean unless you really want to so here i
will this excel sheet which i am talking about has two different tabs we have used it
before so let's use orders let's
use returns and that basically shows me the data
what we have so i can do a load but that's not what we would want to do so you can do
a load and you can get all
the data but let's go to transform make some basic transformations before
we load the data so our power bi editor allows us to work on this now
here we have it says this preview may be up to nine days old
so i can do a refresh i can select this and i say first thing is use first row
as header because that's what i want so it is basically setting the first row as header
which
looks good and we have some order ids we have the
returned if the product was returned so let's look at the filter here so it just
has yes values which we are looking at so [Music]
it says list may be incomplete let's say load more and let's see what are the filters here
so either there might be a product which is returned or it might be blank field so that is
chosen so that's fine we have
order id we have region which is basically showing me different regions here
let's look at orders and orders is again having your row id order id
order date ship date ship mode so you have quite large amount of data here for your
different countries now in earlier example i chose united states and then i was only
focusing on the states and city
in united states so we can do that now i can basically work on refresh so
whatever preview was stored in the memory we are just refreshing it now here we have
this
row id and if you see the row id is an integer obviously we will not be performing any
kind of computation here
so here you don't have any row id but here we have row id so let's make it
from integer let's make it string and
i'll say replace current so that's that looks fine it's a row id which we will
use to search but we are not going to perform any computations unless you want to find
on
an average on row id or anything else now you have order ids so
what we can do is we can filter some values we can rename the field as we desired
right so for example let's go in here and what we can do is let's go into
a customer id ship okay and here you have say state you have
region okay now at any point of time if i would want to filter out the values the easier
option is that you can select on this one and here
you can do some text filtering okay or you can basically select the
values from here so for example if i say let's get rid of
select all what we will be interested in say united states and uk that's the data
we want and then i can basically say okay
so it is basically going to filter out the data which is for united states and uk
as of now now what we can also do is how about doing some more filtering before
we basically work on this so let's go in here and we are looking at united states
and uk related data and let's look at it is sometimes good that you can
basically work on the data here so for example i
go into orders now what i would want to do is i would want to look at
the fields okay and we want to we have not yet loaded the data so if you look in the
background i just have my scientists because we have not applied these changes we
have not loaded we are still
in the transformation stage right now what we can do is let's go for
so we can do segment and all these kind of fields
can be used for grouping the data so we will see that whenever you have a data set you
would already know there are
certain fields which have repeated values which can be used to group the data
and we can do that we can change any kind of values which are not
going to be computed on so for example i have postal code i can
use this but again we are not going to find a postal code which is greater than
something right so integer is not the
valid type let's change it to text okay and if for example
i would want to look at this so i have done some
changes here okay and this shows me null so for example let me just reword this back
and let's make it whole number
okay so there are certain columns or rows which do not have some
values and we can basically get rid of those values so as of now we can do a
filtering here so let's keep the postal code as integer or
let's change it to text do a replace content
and now what we will do is we'll scroll all the way right might be i'm interested in
technology category so that's what i'm interested in so what i can do is here i
can do some filtering so i can basically choose
technology now the easier way would be since these are categories and there are only
three categories we really don't
want to go and apply text filters here but if you had something like an office
supply and office inventory then you could have done some text
filters so let's not do some text filtering here what we can do is i would
be interested in technology so that's the field i'm interested in so now you are only
having data which is
related to technology okay and you have some product names so
this is where we want to do some kind of filtering so we can rename the field we can
select
some fields so let's for example let's go for
any of the field which i think might have more entries here so for example let's go for
canon wireless or canon image right so let's go for product names
and i will say let's go here
now i could have done a transformation but that's not what we want we want to do
some filtering so let's go to text
filter and here i can say begins with i can say ends with i can say contains
so let's go for contains and it says enter a value here so
you would want to keep the rows where the product name contains something and
it gives you some suggestion right so where you are seeing in some
values here so for example if i would have selected this then it applies the complete
thing but that's not what i
want so i will get rid of all this and i will say it contains canon now i can go for advanced
filtering also okay wherein you can select advanced and then
you can give different columns and what do they contain
what kind of values you're looking for so you can do that but we will not go for advanced
in one step let's go for
basic and let's say okay and now i should get all the products
which are canon and you have different products so this is one kind of filtering i've done
it
tells me what is the category of this it is machines it is copiers it is
obviously belonging to the technology category we are looking at
uh the market which is for this particular data when you look at the country we are still
focusing on united
states and united kingdom that kind of data right so we have filtered the data
we have done some uh selection based on the data here and
what i can do is i can then basically rename a particular field
so i can do that i can say i'm interested in
sales which is the data here we can basically
look into the quantity so sales is something which we are interested in but might be we
are interested in sales
which are more than a particular value i am not interested in lower amount of sales i
would want to look into united states in uk data but i am interested in sales or i am
looking at
if the discount percentage was something or if the profit was more right so we can
apply different
kind of values here but what we can do is with these changes because you don't want to
transform and
make changes all here you want to make the changes once the data set is uploaded so
we have selected
some data we have create done some transformations we can basically
break a particular column into multiple columns if that's what we want if we see that we
will do an aggregation based on
year or we will do a aggregation based on the country or year and order id right so we
can break this data into multiple columns so we can do that but for now
let's do a close and apply and let's apply this so that's going to
apply all these changes it's going to load my data but remember now we are
having selective or selected data which gets loaded so that should get
be available here so it takes time sometimes so you have to wait and then you can go
ahead and check here
so for example now i'm looking in tables let's basically minimize this let's go
for orders and this is the data i have which obviously row id if you see
so you have all the row ids and again again you can do filtering here but this is where
you have already loaded the
data the data is available and then you can start working on the columns here
so we have this if you closely see we see this summation mark and this basically means
that
these are my aggregated columns or these values are measures which can be used
for calculations so we can see that we can create our own aggregations so we
can do that we can rename the field as we have seen we can filter out the data so we
have
all the fields showing up from orders and let's also look at the returns
which basically has the columns the order id and your region
so it basically shows the region here where was the
product returned from and we have this information so what we are doing is we
when we were doing a text filter in the previous example remember it was case
sensitive
okay and you have to take care of when you're doing a text filter you have to give a field
which exactly matches as it
exists in the content now okay this is the data we have and let's
look at the order column right now what we can do is we can do some quick
transformations here and we can
basically look for more data here so let's say we have
uh some filtering to be done now i can do a filtering based on my
uh products so we had all these products but now
let's do a filtering on product and then products you have copiers you have
machines so you have mainly two categories right and when you
look at machines it basically talks about your pc uh
something so let's look for machines and here we have basically the copier fields which
are
more so i can basically go for filtering here
and that's the data we have so we don't want to really unselect any of these here but
what i'm doing is i'm saying
text filter and let's go into this one now and let's say contains
okay so i'm saying contains and then i can basically say
let's say copier now that's what i'm interested in and
show rows where product name contains copier
okay now you can give a and condition here so if you would want a specific copier if
you are interested in okay let's also say uh contains and let's go for laser also
laser and let's say okay so you see the data gets filtered out
here and we have the sales which we are seeing here so let's go to sales and we will be
interested in anything above 500 so let's go to sales
let's go for number filters let's say greater than and i will say for example 500 oh sorry
500 okay and
let's say okay so that basically filters out the data and then
i am also interested in quantity where i would want the quantity to be
more than one or more than two so for example so let's go in
here and you can basically choose what is the filter you want so you can apply any
number of filters now you have the filtering here you can always click on the filter and if
you want you can just
do a clear filter and the filtering will be gone so you have all the data right
and this is the particular data we have and here i have say for example
product name now i can keep the filter because i'm interested only in these values or
i can filter out so this tells me that when we did it and
it is basically going for laser and copier right so let's say for example clear all filters
the thing is gone what we can do is let's go here go for text filters say contains and
here i will say it can be a copy here okay or
so last time we did a and and i'll do a contains laser so
let's choose this that gives me more entries so either the product name has
copier or it has laser it has the quantity it has the product
name and we have all this detail here now what we can also do is we can do some
transformation on the product id so for example you have product id or order id so order
id
shows up as looks like the country name uh the year and then the order id so we
can basically split it up so i can select this and here
i have option of let's go to home so when you have you
have selected this column so you have an option of transform data here so use the
power query editor to connect prepare
and transform the data so if you really want to transform the data here if i
basically select this if i just where i click here
now here it just tells me do you want a new column do you want to create a copy
of this column okay you want to create copy table so this is your transformed data what
you
have and for example let's create a copy table
and let's come in here so you should be able to see your
copy table now so let's go
in and select this one and what you need to do here is creating
a copy of this or copy table would not be the right option what we can do is we can work
on
transforming this rather than doing it from here so you have this option of
adding a new column going for a new measure renaming it right so that's
okay but what we can do is select this particular column let's do a home and
first thing is let's go to transform so i want to transform the data
now let's select this one and it brings up your power editor again
here we were interested in orders so we are looking at our data here
now if you see my country is united states and uk so you can confirm that if
you look at category it is technology product name has copier and laser as we
selected so those things are retained so you have not lost any changes as of now
so this order id column what we have now as i said you can be doing a filtering
okay you can select this particular column and then you have other things
which can be used to transform here like you want to change the data type you want to
use first row as header you want
to replace some values okay you want to run some merge queries you want to do some
analytics so all
these options are here now what we can do is while this column is selected i
can do where i click now there is an option called transform which is basically going to
help me in changing
the data here okay now i can basically duplicate the column so i really don't
want to work on this column itself but it would be good to have
a duplicate column on which we can work on so i can do a split column here if i
would want to but let's create a duplicate column so let's say duplicate column
now that gives me a duplicate column so we can rename it later so now i will not
work on my original column but i'll work on a duplicate column and what i'm going to do
is i'm going to
basically transform or split this so again to where right click now you have
a split by so we can say split by by delimiter or by number or by characters
or by position so by lowercase and uppercase so you can do all of this so let's go for by
delimiter
now if you see it basically identifies the delimiter which is hyphen or dash
now you can go for split at left most identifier right sorry left most
delimiter right most each occurrence of delimiter and that's what we want to do you can
look into advanced options where
it says split into columns so do you want to split that into columns do you want to split
that into
rows because that's more or less like doing a group by and you can say number of
columns to split into
so we have here one two three four values so that looks good to me
and uh let's do say for example if i choose three
so i can choose three and then split using special characters so you could do
that so let's for example let's say okay
and let's look at the data how it looks like we can anytime delete the data we can keep it
the way we want right so
what we did was we created a copy of the column
then we did a split and what we have seen is we just have three
columns now if you see the fourth bit is gone fourth bit doesn't show up right because i
just did a three
as the [Music] resulting column so i have the order id
okay and we can check if there is already an order id column so we have order id but
that has the complete order
id year and the relatively product id so you can see the
customer id you can look at this one so it basically has
your order id and then let's look at the fields here
so we have the product id which says t e c m a i'm
looking at the first one 3 7 0 0 and that has in no relation to the order id
right so we can make sure that there is nothing which is conflicting with our entries now
once
that is done so we have order id which can be used to categorize the data you have
order id which is basically the
year okay and you have order id which is
basically having some more value now i can keep this data as i want so i can
basically click on this i can go for renaming and i can say let's say let's
call it order id
and let's say ids so let us in case there is
a particular column and you would want to look at so just give the name correctly now
order
ids is fine so here we will also rename this one so
let's call it uh order
year and that's going to be ordered here so we can again change this to
string okay and here you have the order id so let's rename this one
and i have my
let's call order numbers
right so we have we are seeing all the steps which we have added here we just split
the data based on the delimiter and we have now three new columns which have got
added to our existing data which was already filtered and we have done some
splitting up of data by creating a duplicate and then renaming it right so
if you go and look at your transformations now
if i would have done a split here straight away then my original column would be gone
but probably we want the
original column because sometimes you may want to search order id with a
consolidated information sometimes you
may want to segregate it based on year right now we have the year field or
order date field here you have the ship date right but then might be you want to
just aggregate based on year you don't want to really spend time in aggregating or
extracting the month and day and so
on so my these three columns can be useful now what i can also do is i can
merge the columns if i want so we have split the columns but what i can do is i
can say select select select so using your control and now do a right
click so you should have an option called merge columns right now this is
something which is we would want to merge so let's say merge columns and let's say
do you want to keep a separator so yes i want to keep a separator but might be
this time i will give my separator is a
colon and then what is the merge column name you want to create so let's call it
something like um
order okay uh here
and then let's call it num right so sometimes renaming the fields
to a name which makes more sense or based on your naming convention is good so
let's do a merge and
now what i have done is i have done merging of those columns
so i split the data i merge the columns and now if you see my
the columns which i had created those columns are gone because you didn't merge you
did a merge and now you have
the fields which are either uh earlier you had
something which is separated by a hyphen and here you have
something which is separated by colon right now anytime if you want you can
unmerge this by removing this step right and you can get rid of this merge column
so if for example i would do that so i have my data back
right i have my data back so what we could have done is we can select this
okay and then what we can do is like what we did earlier so you can
basically go for removing the columns okay you can do a merge column
okay you can select one by one and create duplicate of those and then you can
merge them right so all the possible options are there so you can the best option would
be to create a duplicate of
these columns and then basically merge them as per your convenience so might be
you can say order id is an order number is the pairing what you want here is
something which you don't want right because we already have the date field so i can
basically say remove
and this one is gone now i will select this and this and let's go for merge
columns and i want to give a separator which is
might be without the ear and you have space or you can go for custom like earlier we
had give a symbol and then what do you want to call it so
let's say order specs
okay right so this makes more meaning because we already have the date field so why
do
i want the year into my order id so i can always be doing a segregation now
based on order specs right now this is some simple
transformations what we are doing here we are seeing the data which we have
okay now what i can do is i can basically first apply these changes
so that all my changes what i have done are applied right now once these changes are
done we
can basically go ahead and save this file so i can just say save i
can go for save as i have different other options so if you would want to
perform keep performing your transformation then you can just do this you can add a
column you can view the
data so for now our transformations are good enough and what we can do is we can
basically go back to home we can do a close and apply and we will be back to
our data set which has been modified so we can see if the data what we have has been
transformed so we have order specs here that's good
we did not do any filtering or we we have the filter left here which
basically tells me that there are these different fields we have not removed them but
what we are doing is we are
just applying a filter to choose copiers and laser printers so that's what we have here
and this is good enough now what i can do is once this is done
i can basically save it so i would want to call it some kind of
report if you would want to create okay so let's call it
as let's say second
report and here i will say country
technology specific info
let's save it and now basically i have saved my data
so what you can do is you can go for
creating other report or basically having this information published if
that's what you want to do if you want to go for visualization because right now what we
are seeing is we have lot of
data here we have lot of data here it shows me there are these
tables or data sets which we have worked on that shows me
here in the models but there is no relationship with them if you go into visualization then
you
don't have any option or you have not created any visualizations based on this data but
if
you go here now based on the data what we transformed if you see we
have order specs right now that's what we chose we basically have other fields so you
have ship date you have aggregated columns which can be used for visualizing and we
can work on this
so i can come back here and what i would be interested in is this data set is fine but i
want to
do some grouping i want to basically have some selective data in this
and for that what i can do is let's go for ship mode now this is
something what we have so we are in this data field
now we have this transform so let's go back to transform again
and let's choose our orders so that's the data we have and now if you see here this is
you know huge amount of data what we want is we want to group them based on the
shipping mode
so here you have a option called group by so i can select this i can go in here
i can basically work on okay get rid of duplicate values but that's not what we want to do
you want to do a group by so
as i said you can do a group by from here or you can choose from the transform option
above and you can do a
group by so let's do a group by now how do you want to group the data so i'm
saying i want to group the data here based on shipping mode
or which is the other column you want to use to do a group by so let's go for
shipping mode and what is the new column name right so we want to basically find out
that you want to go for ship mode but that's not enough i mean i can do a ship
mode and i can do a grouping by but you want to just count the rows no that's not what
we want to do so let's go to
advanced so ship mode is fine so that's your grouping right but then what we
also want to do is we want to do a grouping based on
say sales so here for example let's go for sales
okay and what should we call this so might be we can say
shipment wise sales
whatever you would want to call so you can basically get the operation do you want to
really
count the rows no we want to basically do a summing or we want to might be find out
an average price right
so let's do a sum okay and here
i would want to do a summing based on say for example
sales so this is what i'm going to use for getting a count of the sales now
grouping by might be we will change this instead of
instead of sales we are using a ship mode what we can also do is let's go for
a segment and that would be valid grouping so it will take a combination of ship mode
segmenting group the data based on that and then get me the sales which is
which is basically let's call it shipment wise sales
so it gets a sum so let's do a okay
and that's my more relevant data which i'm looking at so i'm looking at the ship mode
i'm looking at what is the
segment and then i'm looking at what is the total sales there i'm looking at
again the ship mode standard and home office so always remember when you are
choosing multiple fields or multiple
columns for grouping by you are basically having
a combination of two fields so that has to be unique and your grouping is done based
on that so now you're looking at
the sales wise and this is something as an important information what we have
so we have done some transformation and what you can do is
you can use other ways like you can use pivot to get
individual values from it you can run on merge queries which is
basically running some merge queries and merge the query with another query in this
workbook if you have so you can go
for this now i can basically go for apply and close so just to add to the
group by step what we did was if you see here i have removed the group by filter
which we just did a couple of minutes back and what i have done is instead of
transforming your complete data set you can basically create a copy of it so
for example i can just do a copy and then i can come here and do a paste
and i have done that and i'm calling it order summarized but this is my complete data
now what we will do here is we will
basically go ahead and do a grouping by again like what we did earlier based on
your shipment based on your segment and
based on the sales so that's what we are looking for so let's go for the ship mode
and we go for group by and here you would want to go for
advanced to ship mode and this one i will go for segment
so that's fine now we want the new column name so let's say
shipment wise sales
so i want to do a summing not the counting of rows and i want to do a
summation based on sales like what we did earlier and then you say okay
and that basically gives you the data here now
what we have is we have the resultant data based on the data which is coming
in from here we did the same thing just one minute back but we worked on the
original data set so what i did was i created a copy and now i'm working on this one so
i'll say close and apply
and now we are back to our desktop so it is applying these changes where we
have done some transformations we have done some grouping by and what we can do
is
once we have the data here we can anytime look at our data sets or tables
so this is my original one if you see now i have order summarized i
can just pull out this information i basically have my
returns which we have not really touched and we have the scientists so we have all the
four data sets here
now what we can also do is let's look into order summarized and we
just have this data here so this is fine and you can continue
working on this you can basically merge columns from two different data
sets and then you can get the merged column
and you can rename it so you can obviously do that you can basically do a uncheck
whenever you are working on these data sets so what you can do is
if you would want to work on transforming for example let's go back here
and say i want to do some transformation on it so how did we
do it we just did a transform and you can go back to transform
so you have this data here and the data what you have you might be
interested in transforming this into something else and then
you don't want to maybe load this data so you have this
option where you are selecting orders and then you have something called as enable
load which can be unchecked so
when you do a uncheck what will happen is whatever changes you perform only those
changes related data set will
be loaded and they will still be available but this will not affect your
it will not affect your original one so for example let's say copy and let's go in here i will
do a paste
let's say orders oh i did a paste i need to rename this
so let's renaming let's say orders and here
i will say summarized and i will say us
so i'm renaming it now let that get loaded we can perform some transformations on
it so i have here where's my country so let's look for
country yeah and let's look for country so here i
will go for only united states
okay that's what i'm interested in and then i can choose well i'm interested in
just central us so i can basically go for
just the central us and i can get rid of all of these
so now i should have only central u.s data and this is fine and this is the data
might be we are focusing on right now for doing some visualization might be looking at
sales
might be looking at the product names so you have the product name now remember
you don't see any filters here
right because the filters are coming from the resultant set and your
transformation so if you have any filters you would be seeing in the top row now this is
the
data we have let's uh let's not restrict it to region region
would then reduce my data but that's good enough for us i can just say no
i'm clearing off this filter i'm still looking at united states but i want to look at all the
regions yeah
whatever we would be interested in category and that's anyways chosen as technology
which we had chosen when we were loading the data we have copiers and machines
right and we can basically keep this now this is fine i can apply the changes
i can apply the changes based on this one and what i can do is i can just say for
now apply so that's going to apply all the changes which you have done in orders or
summary
or the new one right and what i can do is now i can choose order and i can say
don't enable this in load so it says disabling load will remove the table
from the report and any visuals that use its columns will be broken we are not
creating any visuals as of now the table will be removed so that's fine
and now i will say close and apply so what happens is you are loading the
data based on the changes okay now you have your
order summarized you have returns you have scientist but you basically do not have
orders anymore so that was not
loaded so i only have this one i only have this one
and you have returns you have scientists you don't have the orders column right now
that particular data set was not loaded at all because we did not choose that to be
loaded right now while
i'm in this orders which is let's see here
and actually you can drag in yeah so you have order summary and this has basically
kind of data which i'm looking for so i really don't need the orders table so you can do it
in steps
and you can aggregate this you can have aggregated data you can have all the
data which is filtered transformed grouped by and then basically just load it and the
original data set which you used that's no more being loaded here now at any point of
time if i really want i can go back to transform data and
remember it is still here it is still here it's not gone right so you can
basically select this and you can say enable load and you will have the data back which
you can continue working on
right so these are some quick transformations which really help us in working on the
data now obviously if you
have data you want to perform some left joins right joins you have inner joins outer joins
so you
can always do that you can take two different data sets might be i'm interested in taking
the
orders summarized which talks about standard class consumer shipment wise
sales and here if i look at order summary i have other details but the thing is we
need to make sure that these have the values these have the values say for example
the segment column here and the segment column here can really be used to join these
two tables so if i
create a relationship or if i create a join i can basically merge
the data so this is how you work on data we will also see some more examples on
might be modeling the data using some expressions to work on the data so we
already looked at creating a report selecting particular fields
and then publishing the report onto your power bi service now this is the report
which we had created which says state order id sales and then i also added
this returned field and that was basically by creating a relationship between order and
returns which we can
also have a look in model so this is the relationship which is created if you just place
your cursor here it tells me
that we have a relationship between order id of returns and order id of orders and that
basically allows me to join the data bring it in my one report now this is
basically your data sources you can look at and if you click on your visualization so that
shows you your
report now what we can also do is we can make it interesting now we would not want to
scroll through the fields to see wherever or what was the order or what was the order id
which was
returned now i can do a sorting i can filter out what i can also do is i can use this
option which shows slicer here and that basically allows me to work with this data so
we have this report here
and basically as i said you can click in here it shows the data now what i can do
is i would want to filter out information or slice the information
using your returned either being yes or having a field which has no value how do
we do that so basically i can drag and drop the returned here as a field which comes
from returns
now that basically shows me only the value as yes but i do know that there is there are
some fields which are blank
now how do i add filter to this so i can click on this one and
then i can click on slicer now once that does so it basically pulls out all the
different values so you have either yes or you have the blank field for returned
so what we can do is we can select yes you will see only the orders and their ids and
sales where
the products were returned so that gives me hundred eight thousand one one eight
and i can select blank so that will basically get me all the orders or products which were
not returned now this is a simple way when i can add a filter to or a slicer
to my report to basically give viewers a choice of
selecting different fields and you can add any number of slicers you can basically say
i would want particular kind of information so for example if i go into orders and we
know we have the state now
i do have the state information here and basically i can if i would be
interested i could filter this out in my report itself i can sort it i can look
it in a different order what i can also do is how about bringing in state here and basically
dragging it here so that gives me the state option it is giving me a visual
which is basically giving me a geographic location of all these points so yes that can be
good
what i can also do is i can keep this which basically shows me the state map
might be it can be useful you can zoom in you can zoom out you can look at
specific information here you can drag and drop here so that's fine what i can
also do is i can again take the state
and bring it here and that basically can be instead of my map i can
go for slicer so that gives me all the values here and which basically allows
users to choose the fields or the states which you would be interested in looking at so
for example
if somebody is interested in looking at the data for georgia just select this one and you
see the map automatically
shows you where in the map that's the place and it shows me all the sales for
georgia state now i can also basically select yes and that shows me which were
the orders which were basically returned so that gives me a quick overview of
statewise what is the geographical location if the orders were returned or maybe i
can just click on blank and it shows me the non-returned orders i can again go here and
uncheck the
georgie option and that shows me all the states now once you have done this this
looks like a comprehensive report which can be useful for the viewers for your
management team and so on so we can just do a safe and that basically is saving
my report so i have this report now what if i publish this report
so i can just do a publish and when i publish it says okay workspace so let's say select
and then it says replacing this data set may impact two reports you
already have a data set named by this one view the impact i would say replace
or i will say view impact so that basically takes me to the power bi service because
sometimes we may have some reports which we have already uploaded and updating
an
existing report might basically affect my existing report so it basically shows
me the impact analysis it shows me one workspace there are two reports they are they
have not been added to dashboard
but these are the ones which will get modified so let's for example
as of now go ahead here and let's look into my power bi so go back to your desktop
and i'll say no i don't want to replace so click on cancel so i do not want to publish it
might be
what i can do is i can try saving it as a different
report so let's say save as and now i will basically say
additional filters okay let's save it
so now you see the name on the top changes to additional filters and now it's saved to
publish this
and now i can go ahead and publish it select your workspace and basically it says this is
the report
being published with our additional filters with a map which gives a geographical
area showing us the information and then basically what i can do is once
it is done i can look into my power bi service like we did earlier you can do a filtering
we can basically query this data we can share it with other users who might be
interested in looking at this particular data now this says it is done so it says
get quick insights and might be it's a good option to look into what kind of insights it's it
gives you so click on that see the beauty of power bi where it tries to search for
any kind of insights which it can gather from the kind of report which you have
built now once the insights are ready it will let you know what we can also do is
we can come in here click on view data set so you see now it shows your additional
filters and here you have option where it should be showing your report
so let's say view and view is fine so
and if it doesn't show up sometimes it might be taking time for refreshing so you can
always go here and
then you can click on your report and that should get populated
so this is the report these are the filters which i have gives me an option of choosing all
the
states and basically allows me to edit the report and
look at all the information here meanwhile we can see here it is still trying to gather
some insights from the
data and now you see there are some insights here so it says sales which is coming up
and a subset of your data was analyzed and the following insights were found so you're
looking at sales by
ship mode so it says standard class second class first class and same day so
there were different shipping modes in our data and that's what it shows me the sales
which one had the majority it
shows me the profit so which city or state had more profit so new york city has
noticeable more profits here average by shipping cost by sub categories so there are
these different
subcategories which we can look at such as copiers and machines have noticeably
more shipping cost
profit by product name and you can basically look at the row id and
quantity so this is where you're looking at a regression analysis you're looking at row id
and quantity so there is a
correlation between row id and quantity so these are two different variables or fields
which are related you're looking
row id by category row id so it says california has
noticeably more row ids sales your profit count of region and count of
returns so there is a correlation again between two different variables
average of shipping cost now we would have taken a lot of time building all these
visualizations
but power bi has already helped you in gathering all these insights and then you can
basically select which one of
these is what you are interested in you can focus and look for more information based
on all the fields it has given you
good amount of insights which will help anyone who is looking at this particular
report so that's your quick insights here and we have this information
now once you have this information this is basically where you have your focus mode
so it says subset of your data was analyzed following insights were found you can
basically say download and here you have other options which allow
you to work with your power bi so let's look at this one so this is where
we have our report and we can continue exploring it more
one more interesting feature which power bi has other than having your insights ready
to use
which is basically in your workspace and you can basically use these insights
what we are looking at various options here and basically you have this option where
it says spin the visual if you are interested in a particular insight you can always spin it
which you
can always go back and look into what you can also do is you can
also click on edit report here now that's a report which has already been published
to your power bi service not yet shared but that can be shared or that can be
subscribed now once you click on edit report it has option of reading view mobile
layout you have basically an option which says basically options for navigating through
the data
set you can go for how visuals on the canvas interact with each other
you have all these options and one of the good options is ask a question so
you can always click on ask a question and that basically says
some suggestions now you can open this and it says okay ask a question about your
data try
one of these to get started what is the average sale sort orders by order date sort orders
by
product id how many ship modes are there compare quantity and discount so do not
worry
that your report has only four fields so it has state order
id sales and returned with some filters but what about you looking at how many ship
modes are
there so it is already looking at your data so if you click on this one here
and you can see what are the different fields what we have and you have ship date and
ship mode so this is one of the
fields which it is showing you to ask a question now what you can do is you can
say how many ship modes are there let's click on that let's ask this question it says four
ship modes and do you want to add this to report yes you can you can let it be as it is so
you can basically keep this
question here and here you have an option the visual is showing number of ship modes
when you
place your cursor here if you see here turn this qna result into a
standard visual and let's do that and basically it is saying
number of ship modes right so now that's the power of your bi
power bi which has basically allowed you to ask a question and quickly add a visual to
your report now what we
can do is we can basically save this or you can say save as and give a
different name so might be i'll just say save because i would want to have this
information and the report is saved so
in this way you can basically not only create smart visuals
you can not only relate different data sources using data models or relationships you
can add maps you
can add filters you can add quick questions you can basically just go here and say
for example you would want to ask a different question now we see the
fields here how about looking at the shipping cost right so here i can say
um what is the
highest shipping cost and that shows me some suggestions
let's select that and that shows me the value which is great
and i can keep it as it is i can basically convert this to a visual i may
want to keep the question because might be this question was asked and
you would want to see the result here might be you can move this somewhere here
and that gives me some kind of question which was asked and we can do a safe
and that's my report which has been saved in my bi service the data set is still
there you can basically go ahead and share this if getting your learning started is half
the battle what if you could do that for free visit skill up by simply learn click on the link
in the description to
know more let's take a look at some of the benefits of tableau as your business
intelligence tool so why would we use
tableau it can be connected to 40 different data sources the more data sources it can
connect to it means that
you are more likely to get direct access to your data it can build interactive dashboards
with just a few clicks which
can help you quickly understand your data and it lets you see your outliers
there's also simple analytics built right into tableau such as trends and forecasting that
can help you understand
your data on a deeper level tableau has been a leader in the gartner magic quadrant for
the last six years and that
includes 2018. here we will take a look at an overview of the products offered by tableau
so we have tableau desktop
which is where you do all of your development this is where you connect to and build
visualizations and dashboards
today we'll be using tableau public which is a free version of tableau desktop but with
some limitations such
as having no r integration and it can only support up to a million rows of data also any
data published here is
made public so you can't use this for private company information then there's a new
tool called tableau prep where you
can prepare your data by seeing it visually before you connect and build reports there's
also tableau online
which is a cloud-hosted version of tableau server a place where you can publish your
dashboards and it enables
you to share your dashboards in a secure way tableau server has an option to be on-
premises
so let's just do a quick comparison between building a visualization in excel and
building one in tableau
okay so here we have an excel file full of data that we will soon connect to and use for
some of our demonstration
purposes and you can see that we have information about orders if we wanted to find
out
the quantity sold and the sum of sales for each region we could do that by
creating a pivot table so we'll make it i selected my cells we'll make it in a new
worksheet and here we have the
beginnings of a pivot chart and we can grab region and pull it into our columns
and then we'll grab sales and put it into values
and then we also want to look at quantity and put that into values and it's automatically
summing up sales and
quantity but you can choose if you want it to be sum or not and then we'll take
our values and put it on rows so that we can see sales and quantity one on top of the
other and that's the
basics of a pivot chart now let's do a similar thing in tableau okay so we have our
connection to the
data and tableau automatically splits out the dimensions from the measures
we'll go into more depth on that later but we can come and grab a region and put it onto
columns
and we get a similar thing maybe a little nicer formatted and then we can come and put
quantity
there if we want to add sales to it we can double click on sales and we'll have quantity
and sales one on top of the
other we can put sales on top by dragging quantity down in that box we also have this
show
me dialog box which allows you to see what visualizations you could build
using what's already on the screen or the things that you have selected so right now we
could quickly switch it to
bar charts and now we can see quantity and sales across our region with bar charts or
we could switch it to stacked
bars and we can see our quantity across the regions if you close that we can see
our legend over here and then our sales across the region so in tableau we have a lot of
really
quick flexibility to turn just text into a visualization
so in summary we can see a side by side of what we made using pivot tables in
excel and what we made in a similar amount of time in tableau let's get started with the
tableau installation as
for requirements you need windows 7 or later or you need your mac operating system to
be 10.11 or later here are
some of the browsers you can use to install tableau we will be installing tableau public
today and to do that you just google tableau public download and click on that first link
and then you put in your
email address and click download the app so let's just look up tableau public download
and it's this first one you can click download now it takes you to the tableau public page
where you can click sign in
and create an account free this gives you a place to save the visualizations you make
but keep in mind
anything you save on tableau public is public and then you come here and you enter
your email address and click
download the app and it should give you executable file that you will download
and once it's downloaded you should be able to open tableau public so let's go take a
look at the
tableau public opening page so this is what tableau public looks like when you first open
it on your left
you have the different things you can connect to this is more limited in tableau public
than it is in tableau desktop so if you invest in tableau desktop you have many many
things you can connect to you
can also connect to data by clicking this drop down connect data piece that's especially
useful when you've already
started your visualization then we have this central portion called open this is
where anything that you have opened up previously will show up you can also click open
from tableau public and when
you have my connections timed out so i need to log in um but when you log in
it says no workbook found try publishing first this is where you'll see all of your
published tableau public dashboards
over here we have discover and it has some how-to videos visualization of the day
which is where people who have made tableau public visualizations get recognized for
their skill and you get
some pretty cool ideas when you look there so let's get started by connecting to a
data source we'll click microsoft excel and we'll choose our excel file and open
it up and this is our data source page this shows you the sheets on the excel
file and allows you to drag them in so that you can see the data show up this gives you a
preview of what your data
will look like you can see the tableau is starting to classify our fields so anything that
has
abc on it shows that that's a column that has strings in it we also have a globe which
is where tableau has recognized these values to be geographical so we have
state and it's recognized that it contains states it bases it on the keywords that it stores
to identify
if it's geographical and so it takes a look and you've named it city and it knows that city
is geographical we also
have the calendar symbol where it's recognized that it's a date field and we also have
row id that shows up with the
hashtag and it recognizes it's a number so now that we have our data source pulled in
we can come here and hit sheet
which is where you start to build your visualization let's take a look at all the different
pieces of this before we
go any further we have the data that we're connected to up here is our orders sheet
from the sample
superstore excel sheet we have dimensions on top and measures on bottom
these are where we're going to get the fields to drag and drop here we have our cards
we'll look more in depth at our
cards in a moment and these are our shelves the column shelf and the row shelf
where you can drag things in to make changes happen in the visualization center we
have our show me tabs where
you can see we took a brief look at this earlier but you can see all the different
visualizations you can build
here a neat thing about show me is that when you hover it'll tell you what types of fields
you
need to build it so for a symbol map try one geographical field
zero or more dimensions or zero to two measures and that's how you can build a
geographical symbol map and when you're done with show me you just close it
let's take a look here at our sheets so we have sheet one and sheet two a sheet
is basically just one visualization at a time let's get rid of the extra sheet we have
a dashboard which is where you can pull multiple sheets on to show multiple
visualizations at one time
and then we have what's called the story which allows you to show a sequence of
visualizations so that you
can tell a story perfect okay so we saw that tableau is
categorizing our different fields and it is also giving it a role
so we have dimensions on top and measures on bottom dimensions contain descriptive
values
such as names dates and geographical data you can use dimensions to reveal details in
your data that is qualitative
details we also have measures which contain numeric quantitative values that
you can measure measures can be aggregated and when you drag a measure onto the
view tableau will apply an
aggregation to that measure it's sum by default so let's show this by building what we
built before we'll grab region and we'll see its four distinct
values as a dimension and then we'll double click on quantity and we can see
the numbers here the measures and you can see here that it is the sum of quantity
and now we can also double click on sales and we can see quantity and sales to
discuss a little bit more about
dimensions and measures you can see that in general measures are numbers and
dimensions are not but sometimes like
row id it is a number now why would we have a number up here instead of in the
measures so you can tell the difference
between number whether it should be in measures or it should be in dimensions based
on whether you'll need to do any
calculations on it or if you would want to be able to aggregate it at some time so for
sales
if you have several orders in a day you might want to know what the sum of
those sales are but if you have several orders in the day
and they're on rows 2 3 4 and 5 you might not want to know the sum of
the rows so tableau is smart enough that when it sees id it knows that it belongs
up in the dimensions now you can switch so if row id was actually something you
would want to aggregate for some reason you can drag it down to the measures and
add it down there but in our case row id isn't something that you want to sum or
average can you
think of any other numbers that might not show up as a measure that should be a
dimension comment below with your
answers as we discussed before dimensions are on top measures are on bottom and
you can see that blue is
associated with dimensions and green is associated with measures but it's a little bit
more complicated than that so
dimensions are qualitative and measures are quantitative but blue means we want
our label to be discrete and green means we want our label to be continuous let's
make a new sheet and make a visualization to kind of show this so we can bring on
quantity and we're going to
use it as a dimension but you can see even when it's a dimension you can choose
continuous or discrete so right
now it's a dimension but it's green a little bit different than what you might expect and
then we'll do sales so now we
can see over the different quantities what our sales was yeah has been for
this last this period of time that we're looking at i believe it's four years so for when
people bought three items the
total sales was that number and you can see that this is an axis so it's from 1 to 15. now
if we
change it from continuous to discrete you can see that 1 is a label 2 is a
label and it's not an axis ranging from 1 to it doesn't even have 15 because there are no
values under 15. these are
just individual labels so we go back it's green again and you can see that it's an axis so
we have two greens on
here so we have two axes and change it back to discrete and now we have one
axes and one set of individual labels so let's go back to our sheet three we have
all of these different sales by the different quantity numbers and up here we have our
sorting when you
hover it tells you what kind of sorting is going to happen so we could sort quantity
descending by sales so we can
see that when they buy three things we have the highest sales you can do the opposite
where it's the lowest to the highest number of sales you can also do sorting
more in depth by clicking on the quantity and right clicking sort so we
could just sort by descending or ascending or by sales or
alphabetic which is not what we want you can choose the field or you can
manually change your sorting here and now we're back to what we had at the
beginning now that we've had an overview of how tableau works let's go into a
little more detail tableau is very much built on the premise of drag and drop so
let's build a simple visualization and talk about what each of these shelves and marks
cards specifically do so we're going to make a simple chart which is average sales by
region
so we know we want sales on
let's do sales on rows now for rows and for metrics since
this is continuous like we talked about before it's making an axes
for our sales we also can drag region
onto columns and it makes one column per region so that's how it works with
dimensions if you pull a dimension onto columns you're saying i want one
blank per column i want one region per column so if you wanted to do it by
instead of region if you want to remove something from a visualization you just pull it
back off
or you can hit undo or control z tableau has the benefit of having
unlimited undos so let's say we wanted to bring on city let's say we want one
column per city and that's what you get and there's a lot of cities
so that's what it looks like let's take city back off i want one column per region
and for sales i want my rose axes
to show me where sales are great now let's say we want to adjust the
color of these bars you can click on color and you can select any of them so
let's pick this nice blue or we can pick an orange and that's how you can determine
the color but if you want something else to determine the color
you can take region and drag it onto color and now we have one color per region
now with measures again since they're continuous it's going to be more like a scale
so if i want them to be a different color based on sales and i
pull sales onto color it's going to be darker where there's higher sales and
lighter where there's lower sales so it's continuous from light to dark but for region
it is one color per region so they're distinct colors it's not continuous
great let's say we want to sort this
biggest to smallest and we can look at size here so if we
want to adjust the size manually we can click on it and drag it but if we want the size to
be based on
something else you choose a measure for the size so if we want it to be
wider based on sales we will drag sales onto size and
we can see that it gets bigger with bigger sales we do the same thing and replace the
sales with profit
and now it's bigger if there is bigger profit and drag that back off so you can
determine manually or you can do it with your measures for label let's say we want the
sales on
to label now we can see the exact sales number
for each region um what if we wanted the name of the
region there as well we can drag region onto labels and we can see sales for the
west region you can adjust which one goes on top see how we have two t's here those
are
both labels great uh two tip when we click on tool tip it'll show us
what's going to happen when we hover so as i hover here on east it says region east
sales and that shows
the sales amount um now we talked about i'll take my labels back off wanting to
make this visualization not for the sum of sales but for the average of sales so
we will right click on our sum of sales here in the rows hover over measure
which right now is sum and change it to average and we have a different result here so
let's sort again and we
can see that the south region actually has the highest average of sales which was not
the case for the
sum now let's say we want our sum i mean our sales to be on the label but look
it's giving us the sum of sales label so we just do the same thing
and change it to average now we can see our average on the label
the label has some interesting options like you can format this
and we could say maybe we want it to be all of them to be blue
and that happens right there you can also choose to only show the minimum and the
maximum this becomes
handy on a line chart where you don't want all marks labeled because it gets very messy
but you want the tallest and the shortest part to be labeled and maybe you just want the
tallest so we'll click
label minimum value and remove that checkbox and now we just have the tallest value
there
and one card that we haven't used yet is the filters card so we could allow people
to look at this but rem only certain regions so what we can do is we can come
over to region and right click on it and click show filter and it will add it to
that filters card and now we can remove central from the mix and just look at those
ones you see if we remove south
the new highest east now has the label but if we put it back in south will have the label
again if we
don't want to have these filters we can pull it off there or if we wanted to filter out
by country oh we just have united states so let's not filter by country
but we could pull in category and we have these filters by category if
we select them all they'll all be there and we click show filter and it will
bring it over here and we can remove our technology and the self still has the highest for
the other two but if we only
include technology you can see the difference there so that's the basics of filters
one another thing that i can mention here is that you can change the type of mark
manually so you saw when we pulled on region and we pulled on sales it automatically
made us a bar chart but we
could change this to be a line chart and you can see that the color changes
because we told it too based on region if we pull that off
then it would be a line chart there you can change it to be a lot of different type of
visualizations here
so when you're not using show me to help determine your graphs you can choose it
manually right here okay now let's
look at building a scatter plot so scatter plot is when you have a bunch of shapes and
points on a visualization with two axes that are both measures
so if we take sales and put it on the
y-axis and we take discount and put it on the x-axis we can
see our point that represents all of our data with the sum of sales and the sum
of discount and if we wanted to see this per order we'll take order id and put it on
to detail now what detail does is it determines the level that we are
building our visualization at so grabbing order id and putting onto detail gives us all of
these little points so
for each order what was our sales and what was our discount so we have
out here some outliers that you can find very quickly let's actually do
product id instead so i'll put it right over top of order id and it will replace
it now we see all of our products anything that has high sales is up here
anything that has high discount is over here you can see that it sort of has a
trend where things with high sales do not have high discounts which makes sense if we
wanted
to know what category these products i'll show up in
we could take category and put it onto shape
and now we have three different shapes that tell us the categories tableau has a cool
new highlight feature
which allows you to show just the dimension that you want to see but it leaves the other
ones in place so
for example if we click on furniture first we have to turn on the highlight
feature and then click on furniture and now you can see all of the furniture
items popping up in our visualization and how they're kind of clustered in this area and
the pattern
for them when we click on technology we can see their pattern which is a little bit
different so we have them by shape
with category let's drag category onto color as well if you remember category will
determine the color
and the shape at this point and so we can kind of see the patterns happening there so if
we want to see our high discounted
items they're all over here and most of the things that are getting
high discounts are office supplies which is interesting and then our highest sales
product up
here now we could take that product id and find out what that product actually is
out of our oh look we have product name let's replace product id with product name
and we see that that is a canon image class advanced copier so this copier is our big
sales person
and office supplies binders do not give us very many sales and we're highly
discounting them so now you know a little bit more about the details card and the
shapes card and
about using highlighting in tableau
let's say we wanted to know by subcategory what
our profit is like we could grab subcategory and pull it onto columns and
we would say we want one column per subcategory and then let's grab profit
and pull it onto rows and you can quickly see which categories
are profitable and which ones are not so we can also take profit and put it onto color
so that you can see that even more clearly right now it is going from orange to blue
which is tableau's default if we
wanted to change from what color to what color it was going we have a lot of options in
here
when you go to edit colors so maybe you wanted to go from red to blue
just to emphasize that the profit that's negative is bad so we can hit apply and
now we can see red to blue we have our categories here our sub categories here
but let's separate it out by category so what i'm gonna do i'm gonna take subcategory
off
i'm gonna put on category and that's my category and then i'm going to put subcategory
on after it so when we put
it in order like this the order matters in tableau so first it breaks it up by
category and then inside of that it breaks it up by subcategory so furniture's all here and
then there's
our subcategories under furniture if we were to move subcategory to the front
it really doesn't group it appropriately because first it's breaking out by subcategory and
then by category and
that's not effective we end up with furniture furniture furniture furniture spread out
across our visualization so
again let's put category to the front and now we have our profit by category
by sub subcategory and we can click sort subcategory descending by profit
and now what it does is within the highest group within each group
it then sorts it by profit so you can tell it's not going to break this group
apart to move tables to the very end it's going to keep tables inside of furniture and then
it doesn't move
furniture to the very end either so what we have here is a quick view by
category by subcategory how we're doing on profit we can see that tables is our
biggest drain on profit and so if we wanted to improve the profitability of furniture
maybe we would not sell tables anymore it's just not working out for us
another thing about this visualization that we could do to improve it is you can see that
there's some of
these words are getting cut off so we can right click on this axis and
click rotate label and now you can read the whole word and so that's helpful
also up here we have our title which right now is the same name as our sheet
so if we rename the sheet to profit by sub category
then it names the title up here so this is making it look a little bit better and then here we
have profit
and it shows it but without any like dollar signs so let's come up here to
profit and click format and you can see that we can format the sum of profit
to be currency and we can do it currency by the thousands
and we can get rid of these decimal places and now you can see it's just a little bit nicer
a little bit more clear maybe we don't have to have the label here that says
category subcategory so we can hide field labels for columns
because it's pretty clear that these are categories and these are subcategories so those
are some formatting tips for
you formatting in tableau is one of those things where there are just a lot of different
ways you could
change things so in more in-depth videos especially from simply learn you'll learn more
and
more about this also as we are building these visualizations if you
want to have access to this data set so that you can build along with me just make a
comment in the comments below and the simply learn team will send you this data set
now we're going to take a look
at creating a hierarchy in tableau so we'll make a new tab
and we're going to make a sheet called sales
by product and so we will be looking at sales as a
number and let's bring on product name
now there are a lot of products names so it's going to make sure that you really
want to do this i'm going i click add all members and now we can see all of our products
and their sales
overall time so if we sort this we can see our highest sale selling item which we
discovered earlier as the advanced copier and we scroll down to the bottom our lowest
selling items
so we have our products and we can group that by sub category
and you can see i need to put it in the front again and by category
all right i'm going to take product name back off and we're going to talk about
hierarchies so
a product rolls up into a subcategory which rolls up into a category you can create a
hierarchy by
let's start with subcategory and dragging it onto category and it's going to create a
hierarchy we'll call it our
product hierarchy and now it knows that category is the
parent to subcategory let's do the same thing by grabbing the product name and putting
it
underneath subcategory so now it knows categories the parent then there's
subcategory and then
there's product name this allows you to instead of pulling this off or putting
it back on you can bring category on and then you
can expand it by pressing this plus button and now we see but here's our sales by
category by sub category
and then here's our sales by category by subcategory by product name this is really
useful when you're
creating a details section for your users and so when somebody wants to know
let's say you have show filter for category and a filter for subcategory
show filter for subcategory and they're looking at category here and they're just like i see
technology has the
highest sales and i just want to see technology so i'm going to unclick furniture and
office supplies
let's put category on top and then so i just have technology will i want to see what has
the highest sales inside of
technology and let's sort it phones phones does so i just actually
want to look at phones so i'm going to remove accessories copiers and machines and
what has the highest sales inside of
phones and sort it and now i can see quickly the detailed information
without having to change my visualization let's give this visualization a little
more depth first i'll add back in all of our categories and subcategories
by showing across region so we know technology had the highest
but how does it look across region now part of the point of tableau is to allow
the users to read the visualizations very quickly and when you have big
blocks of text like this it's kind of hard to see which one has the highest because it
doesn't quite stand out very
quickly so what we can do is take sales and drag it onto color
let's change our marks to a square and now it's going to color each of these it
colors every one of these cells based on its darkness for sales this is a little
bit heavy of a color you can click color here and change the opacity to give it a
little bit of a lighter look just makes it a little bit see-through great so now it's a lot easier
to see
that the west seems to have the highest sales and that technology in the east is the
very highest so now when we drill into subcategory it keeps that coloring and
we can see more in depth and quicker that phones has the highest across most
of them it's not quite the highest in the west because chairs is the highest in the west
there's one place in tableau where hierarchies are built in and that's in dates so dates in
tableau
can be very complex because they allow very complex visualizations so we will
not go into depth about dates at this time but let's take a look at how they work for
hierarchies so we have order
date that we can pull onto columns here and you can see that it's blue meaning that it's
discrete so each one of these
is a header instead of it being an axis across the top now let's drag
profit onto rows so now we can see our profit
over time for each of these years and tableau has some hierarchies built
into dates already so when i click this plus on columns it'll split it out into
quarters so this is a header and these are all sub headers underneath that
header because it is distinct um and discrete right now instead of continuous
so it's split out year year year year and quarters quarters quarters quarters
this allows you to quickly compare quarter one across all of the years and quarter two
across all the years and
quarter four across all the years another way you could add some more detail to this is
by taking maybe
category and pulling out a color and now we have one line for each category and
we can see that a drop in technology is a big part of the responsibility for
that drop we were seeing in quarter two of 2016. so let's take that back off and let's take
quarter back off
and let's explore continuous dates so here in dates we have our top section of
dates and then you see it repeats and we have the bottom section of dates so we've got
year but we also have year
here quarter and quarter now the top ones are all discrete and when i change
it to a bottom one year same thing same here it changes it to be green and now it's
continuous
so now instead of this being a header for 2013 and a header for 2014 it's an axis so the
difference here is when i
press the plus and then changes it to quarter instead of adding quarter to
year now it's doing quarter four each year and making one continuous line and
we can keep going and drill down to month you can go pretty far
now when we add category as color we get our three lines for the three categories
and we also have highlighting turned on here still so when we click on technology we
can highlight technology
with the others in the background so we don't lose the context of the other categories
let's take that back off next let us talk about calculated fields
so we'll make a new sheet and we're going to create our first calculated field we can
create a calculated field
by clicking this arrow which gives us some options and clicking create calculated field
or we can come and
click in the white space below dimensions or below measures and we right click and
click create calculated
field let's name it profit ratio so this is for if we wanted
to create a visualization that showed the profit ratio but we don't have that measure
readily available to us to bring
in fields for our calculation you can do it in one of two ways one is to start
typing it and it will start auto prompting you for the different measures or for different
calculations or values you can use or you can come and drag it in so if we want profit
and we
want sales if we do profit divided by sales that is
a profit ratio unaggregated
okay and let's make a second calculated field we could come here and click
duplicate and that will duplicate our field but i just want to start over again so i'll click
create calculated field
and i will call it profit ratio aggregated
and in this one we're going to do sum click of profit
click divided by sum of sales okay so now what's the difference
between profit ratio aggregated and profit ratio on aggregated how will those behave
differently in tableau let's look at this by looking at a single
order so first let's bring on all the orders and all the products
under that order and let's look at this order so i want to filter this whole dashboard to
only this order so i can right click on it and click keep only that creates a filter up here
that only has that box
checked and if i want to get rid of this later i can just pull it right off of filters
and everything will come back but i want to so keep only
and now let's take a look at profit ratio aggregated i double clicked on it
and i added it here and profit ratio unaggregated again double clicking another side by
side
let's give us a little bit more room so when i dragged that out it gave us
more room so we could see them side by side and the entire titles okay so i chose to
look at one order and these
product names because the combination of order and product name is unique one per
row we know that tableau will aggregate the data up to the lowest level in the
visualization and i brought it all the way down to the lowest level of the data source so
we have no aggregation right
now so when we're looking at it without any aggregation these two calculations are
the same profit ratio aggregated let's look at that again we'll click edit and
that's the one where we sum profit and some sales before we divide
and then we've got profit ratio unaggregated so let's also look at profit and look at sales
this is a
technique that i use when i'm trying to understand how my calculated fields are working
try to break it down to the
lowest level possible and see if it's doing what i expect so we've got profit and we've got
sales
now both of them are at 0.5 or 50 percent and that's because
profit is 8 and sales 616 for adam's telephone messaging
now let's take off product name when we take off product name we can see
that they start to vary we've got profit ratio aggregated and profit ratio unaggregated so
here we have profit and
sales the profit ratio should be profit divided by sales so let's open up a calculator
and make it a little smaller so if we take profit at 219.1
and divide it by sales at 508.6 we get 0.4 not 1.8 so where does this 1.8 come
from well let's put product name back on here what happens is with profit ratio
aggregated it sums up the profit and then divides it by the sum of sales so
that's what we did when we took off profit ratio and aggregated we had the sum of
profit and divided it by the sum of sales which is what we want profit
ratio unaggregated however does the calculation profit divided by sales and then
sums it afterwards you can see it right here it's the sum of profit ratio on aggregated so
it makes this calculation
and then it adds up 0.5 plus 0.5 plus 0.3 plus
0.5 and that's where we get our 1.8 which is what we see when we pull off product
name 1.8 so for
most calculations you want to do profit ratio aggregated
where you determine how it's aggregated before you do the calculation so let's remove
profit ratio on
aggregated and delete it let's go to profit ratio aggregated
and just call it profit ratio perfect now we no longer need anything
that we have on our visualization right now so let me show you a quick trick to clear the
board tableau has this button
up here which is called clear sheet you can also do on windows alt shift backspace and
you just click clear sheet
and it will start you over with that sheet and that really helps when you've dragged a
bunch of things on and really
made a mess when you're trying things out okay so we're going to build a visualization
and we're going to look at
region and we're going to look at it by profit ratio and so now we have this bar chart by
profit ratio let's color this
by region we can also pull on profit and sales and we can see all three of them
side by side split out by region now let's say we also wanted to see
each region by sales per customer so let's create some calculated fields that will help
us
do that let's create our first calculated field that's going to get us a count of customers
let's call it total number of customers
and so we have customer name and customer id let's do
count distinct of customer id and that gives us the
total number of customers apply so right now we could take total
number of customers and see which categories have the highest number of customers
perfect but that's just one
part of our calculation we want to see total sales divided by total number of customers
so let's make our second
calculated field and we're going to call it sales per customer
we're going to do our sum of sales which we can drag in
and divide that by total number of customers now you see that calculated field we just
made pops
up inside of our calculation dialog box and we hit apply
and it shows up so we hit ok and let's replace total number of customers
with sales per customer and now we can see our sales per customer ratio and
which ones have the highest or for this next part i'm going to make a couple of
visualizations in a row that all applied to the same information using a couple
of different tactics so first let's use show me so i want to look at
region and sales for this visualization so i'm going to control click
region after i clicked sales so one more time i'm going to click on sales and i'm going to
control
click region and i'm going to click show me and it's going to give me all of the different
visualizations i could make with region and sales let's pick tree map
great so now we have a tree map that shows us our sales by region
and we have the size and the color of the box is both sales so let's say we
wanted the size to be sales but the color to be profit so let's grab profit and drag that on
to sales so now we can
see our most profitable to our least profitable let's edit our colors and we're going to
change it from red to blue diverging red to blue but let's go to advanced and
make the center number zero this means that it will never be red
unless it's less than zero so let's hit apply so it's all blue and if anything
ever goes negative then it will be red okay let's call this sheet
sales profit buy region
perfect now we're going to start using our geographical
fields so we have state city country and postal code let's double click on state
and see what happens awesome so it is generated these two fields tableau has
generated longitude and latitude for us and it's been able to recognize the
states in the united states and where they're located and given it a longitude and
latitude
so next we will look at sales by state by double clicking on sales and
what it's done was change the size of the dot based on sales now i think i'm
going to move sales from size to color and it has automatically changed it to a
filled map instead of dots on a map perfect so now we can see the states
with the biggest amount of sales let's put it back onto size and we have our circles
again let's put sales on to size not stayed onto size and we have our circles again
but let's make them a little bit bigger these two marks on the tableau size line
are to give you an idea of how big and how small you should go before it gets too
difficult to see so when we go
bigger than the bigger line it detects that you're getting close to having overlap
but it's up to you as the builder okay so we have size for sales again and for profit on to
color
again so you can see anything that is more profitable is darker and anything that is less
profitable or less than zero in this case is orange let's do what we did with color before
change it to red blue diverging and set our center point to zero okay so
now we know that if anything is red it was negative in profit perfect let's
name this sheet sales profit by state
great now let's look at sales and profit by category so we have category and
we've made columns so this is when we drag something to the columns shelf just
remember we want one
column per category and let's double click on sales and it's
going to put it into text and that's not what i want so let's take sales and drag
it onto rows and it automatically makes a bar chart so now we have one bar with the
axis of sales for furniture office
supplies and technology now let's take profit and also put it on
rows so now we have two bar charts one for sales and one for profit we can
change which one is a bar and which one is maybe a bubble chart
by clicking on its appropriate marks card so if we want to change them both we can
click on all
and change them both to maybe circles and you can see how they go up and down but
if we want to just change
one of them let's put those back to automatic we'll go to profit and change that one to
the circles so now we can see those profit numbers and if we want them
to be overlaid on the same area we would right click on profit the second measure
on the rows and click dual axis so now let's put them onto the same axis you
can see that their axes are not lined up let's go to sales and change it back to
a bar so now we have two charts occupying the same space
one of them is a bar chart and one of them is a bubble chart and we can see our sales
versus our profit at least
they're not the same amount of dollars obviously but we can see a higher sales
and a higher profit we also have medium sales and a medium profit we have a medium
sales but a really low profit and
it's interesting to see that contrast so let's rename this sheet as
sales profit by category
and finally we're going to make our details sheet so we're going to go down to
subcategory level and bring it onto rows and remember subcategory can expand out
to the actual products let's bring that back in and we're going to bring sales
onto columns which makes us a sales bar chart and profit onto columns which makes it
a profit bar chart now let's
color them by their appropriate individual color so we'll go to the sales marks card and
drag sales onto
color now sales is colored by sales we'll do the same thing here we did before
we'll go red blue diverging [Music] and make the center
zero we actually don't have to do that for sales because sales will never be negative but
it's pretty important for
profit so we'll go to the profit marks card and take profit onto color
and do the same thing there we have red blue diverging
advanced center is zero great so now if it's negative it will be there
so let's sort this by profit and so both of them have sorted with profit in mind and we
can
easily see our subcategories that have a negative profit rename this
and we'll call it our details sheet so now we have these four visualizations that all have
to do with similar
information i think i want these bigger on the states so we'll just keep making that
bigger perfect now we're going to make our first dashboard so for our dashboard
we have information over here that shows you what sheets you can bring on these get a
little bit more complex so they'll be covered in more in-depth type of videos
and then we have our size so we could make a range of sizes based on
um maybe what you're viewing this on but we're just going to change it to a fixed
size and we're going to make it 1400
by a thousand and this is our dashboard size so let's bring on sales
profit by region sales and profit by state now a map needs a little bit more
horizontal space than region does let's bring sales and profit by category
underneath the region and the detail underneath the state give our map more space
again perfect
now tableau has this neat feature called uses filter so you can click use this
filter here and now if i click on any of these it will filter the other dashboards based on
these features so if
i just want to look at the south and i click on south it zooms into all my south states now
my categories have
updated to be just the south ones and my details have updated as well so
we could see that central has pretty big sales you know bigger than the south but
the profit is lower than the south so we can click on central and focus on central
let's use that uses filter on all three of these
dashboards that lead us up to the detail so building a quick dashboard like this let's
make this taller would allow you
to do some sort of analysis such as let's take a look at central because they have
relatively high profits but low sales so
we click on central and then we see oh man texas is having a really hard time so let's
click on texas and now we're
seeing in texas that we have negative profit in these categories so
we can control click on furniture and office supplies and we can see all of
our products that are really just killing us in texas all of our subcategories and if we
want to go
deeper into products we'll just click that plus sign and now we see all the products and
we'll sort again
and we can see all the products by subcategory that are really just killing us and are
maybe not worthwhile to make
anymore so we're gonna have to reconsider making the 3.6 cubic foot counter height
office refrigerator at
least for texas it's not very helpful there and then when you back out of that subcategory
section you
can also click somewhere neutral in the dashboard or click on each thing that you had
selected to unselect it and go back to the main part of your visualization and
start it all over again now let's move on and take a look on how to create parameters
and sets so new sheet
and let's make a quick visualization that we'll apply our parameters and our sets too
so let's take a look at all of our customers by their sales and let's sort customer
name descending by sales great so now we're going to make a parameter that will allow
the user of the dashboard to
choose how many customers they want to see how many of our top customers that
they want to see
so let's click this down arrow and click create parameter and we will name it
top and customers great we're going to make it an integer
and we're going to give them the option to choose the number of customers within a
range our low is going to be 5 so
we'll let them see 5 or up to 20 and we're going to let them skip with
step size of 5. let's start their current value right in the middle with
10. okay so now if you want to see how this parameter looks you can come down to
parameters before we only had dimensions
and measures on the left side of our tableau workspace but now we have parameters
that has appeared once we
create a parameter we can right click on the parameter and click show parameter
control and we can see our top end
customers right now our parameter control isn't built into any of our visualizations but
you can see how it
works we allow them to go down to 5 and up to 20 with steps of 5.
great now we're going to create a set a set is a custom field that defines a
subset of data based on some conditions so the set we're going to build is going
to be based on customer name so when you right click on customer name you can
come down and click create hover on
create and create a set with so far when we created a parameter and a calculated
field you clicked here with this down arrow and you saw create calculated field and
create parameter
but it's not there a set has to be based on an existing field so you come and you click on
the field you want it to be
based on and then hover on create and you see set so here's how we can create a set
let's
name it top and customers
by sales so we're going to allow them to select the top end customers and have
that select our top customers by sales so we want this set to include anything
that is in the top however many they defined by the parameter by sales so you can come
over here to
top and change it to by field we want it to be top but not just top static 10 we're
going to click here and our parameter shows up so it's going to be top top end
customers and then you can choose another field here for it to be defined
by and it's sales and we want it to be by sum of sales if we wanted it to be by
the average profit we can come here and click profit and change this to average and
now we would see our top end
customers buy average profit but we want sales and some
okay so we've created our set and we can drag it on to rows to see how it works
and we can see these are our top 10 customers by their sales and we have
this in slash out that's generated by our set so if we take our set
first let's see how this line moves when we change our number here so right now it's 10
when we move it up we see our
line moves down to include the top 15 and now we can quickly see our top 20.
we'll go back to 10 and let's grab the set and drag it onto our filters so now we have
filtered the
data down to our top 10. if this were applied to a dashboard this would allow the end
user to see the top 10 quickly
and then maybe expand it out to the top 20 if they're interested in that information now
let's move on to
creating a donut chart so a donut chart is basically a pie chart with a white
center so let's start by building a pie chart which in tableau is pretty easy
especially if you use show me so let's create a pie chart for each category
by sales so you're going to click category and then we're going to control click sales so
we have them both
selected we'll come over to show me and click pie and there we have our pie chart
we'll close show me let's come up here and click entire view so we see our pie
very clearly here if we wanted to have one pie for each region we can take region and
drag that
onto columns so we have one column for each region and then one pie for each of them
you
can see that the pie varies in size based on sales as well as the angle is
for sales so east has more sales in general than south
and this helps you to see that technology has smaller sales in the south than it
does in the east so i recommend keeping if you're going to make pie charts
allowing the size of the pie chart to be affected as well as the angle by
whatever measure you're using but for our purposes for donut charts we're going to
want them to all be the same
size so we took sales off of size and now we have all of our pie
charts the same size now we're going to make what's called a dual axis chart and to
make a dual axis chart we have to
have two axes so let's grab number of records and we'll grab it and
drag it to rows and we will change it from sum to minimum and that's because
every record will have a minimum number of rows of one and then they all end up
on the same axis great and now we're going to make a second number of records by
minimum and we can do that by doing
those steps again by dragging number of records up here and changing it to minimum
again
or a quick trick that i can show you is if you want to duplicate anything you have on the
chart
here you can just hit control and then click and drag it and it will duplicate it so if you
wanted your number of
records to also be down here onto your details or on your labels you can
control click it and then leave it there great so now we have our two axes and we
have our two marks cards that each affect their own set of visualizations so let's go to
this top one affects these so let's show that by changing the size
and it's made these bigger and this bottom one affects these and we'll do that by
changing it to
circle so now each of these are a circle let's take category off of color and we
can take some of sales off of detail and let's change the color to white
and now we're going to put this white circle on top of our pie chart by clicking here on
our second measure
and clicking dual axis and now it's got them lined up one on top of the other and we
have our donut chart so we want
our donut slices to be a little thinner we can change the size of our inner circle and
make it bigger perfect and so now we have one pie chart for each region one doughnut
chart for
each region and if we wanted to take this header and put it inside of our pie
chart what we can do is take region and put it on the label for the circle and
it's putting it down here you can come and edit that by clicking on label and changing its
alignment
so let's put it in the middle perfect so now we can see our header here so we don't need
it down
here anymore you can right click and click show header and it hides that header we
also don't want to see our labels for our axes so we right click and click show header
there and now we just see
our pies so to get how the number of sales here for each of them let's go to
remember our pie marks card and let's take our sales and add it to label so
now each of our slices of pie can tell you how much sales they have if you take the
sales here that's on label
right click and click format we can change that to currency
and let's get rid of our decimal places perfect now close formatting and let's
say we want the total amount of sales to be in the middle here with central so we go
back to affecting our circle grab
sales drag it to label so now we have four doughnut charts
formatted to allow us to quickly see the sales numbers for each segment and also for
the donut
as a whole you can also change the colors the tableau selects for each slice by coming
to the marks card that
has color for the pie so category color and clicking edit colors and you could
change it to any of these automatic ones where if you double click on one it
gives you all of the options for colors that you could possibly want there's also several
different palettes you
could choose from so let's say we like this one and you can just click assign palette and
it will grab those off of
there those look very similar to what we have already so i'm going to pick a different one
and click assign palette click apply and this allows you to make some color
changes and you fit your business a little bit more specifically perfect let's say
we make our pies bigger increase that size
and we'll also increase the center size oh not that much perfect
now we'll use a similar technique to create the two-dimensional pie chart
a two-dimensional pie chart can be used so that you can show two pie charts at the
same time or a pie
chart that's kind of split up by different categories this has been available in some other
tools and
tableau can do it too so let's just demonstrate that we're going to start again by creating
our
generic category by sales so with control click sales we come over to show me and
click
pie and it makes our pie for us it remembers the colors that you have determined in
other pages so that's a
nice feature again let's make it entire view so we can see our pie nice and big
and now we're going to create our dual axis again so we grab number of records put it
on rows and see
how it adds an axis but each one of these categories has a different value for the
number of records however they
have the same minimum value for number of records and it puts them all right back
onto the same spot
great and then we will control click and drag to make our two axes and let's come
to our top one and make it bigger that affected both of them because we
still have sales on size for both of them
so sales is affecting the size of the pie chart as well as the size of the angles so let's
take sales off of size
for both of them and make the second pie chart a little smaller perfect now let's also
affect
our second pie chart by having the color defined by region instead of defined by
sales let's talk about how i'm replacing it with region so you could change the color by
dragging region onto color and
that replaces it or let's go back and we can drag region right on top of the
thing we're trying to replace and it will replace it there great so now we have the smaller
circle
that's going to go on top split up by region with the angle defined by sales and the
category is on the top one with
the angle defined by sales let's pick some nicer colors maybe we'll use the same palette
we used
for category
this one this one seems right but we'll pick different ones than those three so we click
on the one we want to change
and click on the color we want to change it to i'm just going to keep following this right
down
click apply great and then we put it on top of the other one by
clicking dual axes now sometimes it's easier to see these when they have a border so
we can come to color we click
border and add maybe some black lines to allow you to see the inner pie
separate from the outer pie maybe
our border could have white lines how does that look and we can make them both
bigger
like we did before well not that big
and you can also add labels like we did before
we'll take sales onto our labels here
and you can see that hovering allows you to see all the information you need now one
more thing so while we like to hide
this axis we'd also like to maybe hide this grid
line that's occurring so you can click right click and format and let's go to our line
that changed that zero line to none perfect get rid of some of the clutter on this
visualization i still feel like
this outer pie should be a little bigger and we want to clean up our tool tip so
it doesn't have min number of records in it this piece should be 100 behind the
scenes so we can come to tooltip right as you click on it it'll pop up with everything
that's in your tool tip and
we're just going to erase mid number of records i erased too much you need to leave
your angle brackets
okay and now this piece of the pie no longer has that the inner one let's do
that there too min number of records remove that right out
and there you have it a two-dimensional pie chart and here are our donut charts
this demonstration goes to show you that even when tableau doesn't have visualization
you're looking for in
their basic show me options you can still get to it so donut charts aren't included up
here and neither is a
two-dimensional pie chart but without too much extra work we can make it happen
these visualizations are a little bit more complex than your everyday visualizations and
so i recommend going
through this tutorial with the data set and following along if you want access to the data
set just comment below and
the simply learned team will get back to you also comment below with any questions
you have at this point in the presentation we're
going to put together some dashboards so first let's build our worksheets for this
dashboard we're going to build a
worksheet called sales by year which adds the name up
here and we're going to take our order date and drag it onto columns and now we want
this to be a
continuous axis so we're going to change it to our continuous year and now we
have an axis and we're going to look at sales so now we have our sales by year if we
want labels on each of these dots we can drag sales onto
labels and if we want to have different color lines for each region for example
we can drag region onto color and that splits our lines up
into the different regions and gives us a legend over here perfect now we're going to
duplicate this sheet by right
clicking down here and clicking duplicate now we have sales by year two let's rename it
to
profit by year and then let's drag profit right over
top of sum of sales so that it replaces it with profit now it's been replaced with profit
and all
of these different data points are here however it's still showing the title of sum of sales
and that can be very
confusing so always make sure that your labels are consistent with your data so
let's take profit and drag it over top of the type labels as well that's more consistent with
our axis
so now we have sales by year and we have profit by year let's do a couple of things to
clean
these up like right click here go format and we'll change our numbers
to currency custom and now it's marked as dollars
one thing you can do in tableau is let's undo that
since sales is going to be dollars pretty much everywhere we use it we can define our
default property for these numbers so when we right click on the measure here you can
go to default properties and you
have the options to change the defaults for any of these things and we're going to
change our number format
change it to currency custom no decimal places hit ok and that also
has updated this sheet now that only works on places where you haven't specifically
defined it to be formatted
differently so we could still define it to be different here on this sheet than it is on any
other sheet
let's do the same thing for profit change our default properties
to the same thing great now let's build our dashboard
we're going to call this our overall dashboard
change our size
this size is a personal preference of mine i think it fits nicely
on the laptops that i use and that is used by most of our customers and let's drag sales
by year now watch what
happens when i drag it on here it brings sales by year but it also brings the legend
for the region that was created the same thing should happen with profit by year
it's detected that the same legend is being used so it didn't bring over a second legend
and we have highlighting
turned on let's see if this works for both charts we click on central and you see it
highlights central in both charts
that's great so now we have a dashboard showing us profit by year and sales by
year but let's say we want to be able to filter this dashboard to just maybe one
category so let's go back to our sales by year sheet and let's drag category
onto filters and now it's going to let us select we're going to select all
and hit ok and then right click on category and click show filter so now it is over here
and we're going to do a similar thing on profit by year but we'll do the shortcut where
you come over here to category you right click on
it and you just click show filter and it puts it here and it puts it here so now we have
a filter here for category and a filter here for category
and so when we go to overall we can come to our drop down here more options hover
over
filters and you can see category now here's an interesting thing that we'll see
even though we have a category filter on both charts when i take furniture out
you can see only sales by year changed
and profit by year stayed the same now why would that be that's because we have two
different
filters for category one on the sales worksheet and one on the profit by year worksheet
i'll show that
by clicking here going to filters and grab category now we have category
that will affect profit by year and not sales by year that's not what we want we want one
filter to affect them both so let's back it up a bit take these back off let's go to profit
by year now we're going to take off category let's go to sales by year and we're going to
say we want this same
filter to affect both worksheets so we're going to right click here hover
over apply to worksheets and click selected worksheets now we select sales
by year is selected and we select profit by year okay so when we go to
the profit by year sheet you can see that it now has category on
there let's go to overall let's come here filters category and now we have a
filter that affects both worksheets
there we go let's format this filter a little bit we'll come to more options and we're going
to select we want them
to be able to select multiple values still but let's do it in a drop down so now
you still have those options but it is a little bit more compact
let's do a couple more filters so we can do by category let them filter out regions
let's do it the the shorter way right click show filter there it is
apply to worksheets selected worksheets both of these
okay dashboard filters and by region
multiple values drop down and let's let them change their
time selection so this one's a little bit different since we've already determined that we
wanted year and we
wanted it to be continuous filters for continuous fields are a little bit different than
filters for these discrete fields and that's because continuous fields are a range instead
of
just a list so we don't list out a continuous field we make a range for it
so we've already defined that we want it to be continuous year and if i come over here
and click on right click order date and click show filter it's doing discrete year by default
so remove filter if you drag order date onto filters
it lets you pick what you want it to look at um let's come up here to year that's
already marked as continuous and click show filter and now it is year but it's
based on a range and we have this slider and you can see how that slider affects
our visualization let me show you a trick to make this apply to both not a trick but just if
you have not applied it to both worksheets but you already added it to the visualization
see it's here but it's
only affecting one worksheet you can change the worksheets
settings right on the filter instead of having to go to the worksheet where the filter exists
and it will only give you the options of the worksheets that are on the dashboard
so there we have it now it affects both and now we have our
overall dashboard now let's say you want to be able to see
the total sales on this chart as well as the sales split up by each of the regions we can
do that as
well so let's go back to our sales sheet as a quick tip you can go to the sheet
by clicking this go to sheet button here or here in the event that you want to go to a
sheet but you don't want to scroll back and forth to find where it is so go to sheet now
we're going to do a dual
access chart again like we showed earlier and i'm going to control click and drag
so now we have sum of sales twice this marks card affects the top one so
we can see that by if i change the opacity how it changes the color right here this
is the top one and this marks card is the bottom one and we're going to remove region
off of color and that makes our combined one line again perfect now if we want this to
be on the same space as this we
right click here the second measure in the rows section and click dual axis so
let's put it right on top i can see this versus this now if we wanted to on hover
show that this is overall sales we can click on tool tip region is missing
because we don't have it with the color by region anymore so we'll erase that and put
oh we don't want it to be orange let's make it black overall sales okay so when you hover
here it says overall sales so we can see the difference easily let's make it um a
little bit more of a color that'll stand out just a little darker than the others perhaps
so when we go back to our work all right dashboard we can see sales and we can see
our overall sales let's do the same
thing for profit by year go to sheet and
control drag release we'll go to our marks card for this
second sheet and pull off region make it darker
change our tool tip not orange
overall profit okay and right click
dual access there we go now i forgot to do one thing on the last dashboard when you
make a
dual access dashboard it doesn't necessarily um sync up these axes and so this axis
over here is for the overall line and this axis over here is for the region
line so if we want it to stay that way we should
edit our axes and instead of calling it just profit over here
we'll change it to overall profit and over here
profit by region just so that it's clear which axis goes to the which one
or you can come here and click synchronize axes so it's very clear that this is much
bigger than these
and if you synchronize the axes let's go back before we named him
okay synchronize the axis then we don't need both of these headers so we can come
here and click show header and we
just have the one let's do the same thing on sales by year
synchronize always good to make sure that your axes are either synchronized or well
labeled
and let's hide it let's see what it looks like now great
okay one thing to keep in mind when we do filter
to just one region the lines are going to end up at the
same spot if we filter to two
then it's only the sum of those two so perhaps the header overall sales and
overall profit isn't quite accurate because it isn't overall necessarily
when we have it filtered um why does this happen why doesn't this line always show the
total no matter what you select here well that's because this filter applies to the whole
dashboard so it filters
this line to those regions just as much as it filters these lines
so i'm going to remove out that tooltip line because it could be a little misleading
let's continue on and make a dashboard that digs a little bit more into sales
specifically great so we'll make our first sheet we'll call it
sales by region and we're going to make another pie chart so let's do it using show me
we'll click on
region and then we will control click on sales open up show me click pi let's close it
again great so now we have the sales by region pi we'll make it the entire view
and when you hover you can see that it's showing us sales in dollar amounts now it
would be
more like a pie for it to be percentages so a lot of pies each of these slices is
shown as a percentage of the whole at one hundred percent so let's come here to our
slice size we'll right click
on it and we're going to use what's called a quick table calculation and change it to
percent of total so now
when you hover you can see that the west is 31 of the pie
great let's also label each of these slices so i'm going to control click and drag
region onto label and add region to the labels i'm going to undo that and show you what
would happen if i just dragged region onto
labels without copying it without holding control it will move it and get rid of our colors
and we don't
want that so we're going to control and drag another way to do this go back is
by taking region and dragging it onto label just straight from over here but
in this case for the sum of sales where we've applied the quick table calculation we
want that quick table
calculation to also show up in our label so i'm going to control and drag and it
brings that quick table calculation along with it if i were to undo just drag sales on it's
going to go
back to that dollar amount and i'm going to have to add another quick table calculation
so instead ctrl and drag
that's probably one of my very favorite tableau tricks great now let's add a
filter for region so i'm going to right click here and click show filter and we will make
sure that this gets added to
all of our sheets once we've made them all okay next sheet we're going to call this
sheet sales by state let's do a map great so um one way to get your map
started is to double click on any of these dimensions that have a globe next
to them so since we want to go with state we can double click on state and it starts
mapping out state so what
it does is it adds latitude and longitude to our rows and columns that are generated here
and another way to get going so let's go back is to click on the geographic part you want
and then control click on sales
like we did for map sorry for our pie chart come over to show me and choose one of our
maps we
could do it with the circles but we're gonna do a field map click on that so now we have
our field
map based on state we can choose one of these different
palettes if we'd like let's try this one or blue teal
or we could do green so that darker green means more money great so now we have all
of our states
colored by sales let's also control and drag sales onto label
and you can see we have the dollar sign and the money formatting that we made earlier
and let's control and drag state
onto label now maybe we want the state to be on top so we can click on label and it
pops up
with all these different options and if we want to edit the text you can click here
on the ellipses and edit it there so let's cut state
and paste it at the top there i think i lost my center alignment so we'll do
that again hit apply see what we think great okay so now you can see that it
puts the state on top you can also see in some of these places where they're super
close together that you can't see
all of the state's labels and that's because this option here in labels is unchecked
allow labels to overlap other marks so tableau senses when the marks are too
close together and it's going to become too hard to read and we'll hide anything that
overlaps with each other if we
click this option now you see everything but it gets a little crowded over here
so let's unselect that and you'll be able to see what the sales are upon
hover great now we have our sales by state for filters for this one let's no let's
right click on sales here and click show filter so basically wherever you're
using your metrics your dimensions or your measures you can right click on them
and create your filters um so now we could the lowest amount for a state is 920
for sales for this time period and we could filter out ones that have sales lower than that
but
i think this isn't what i want let's remove that filter let's do it for the state show filter
great so now we could
filter out a state we could just show arizona
or show them all excellent let's move on to our next visualization
new sheet rename it to be called sales by
sub category great so we're going to drag on category
onto columns and subcategory we could either drag on subcategory here or because of
our hierarchy press plus now
we have subcategory and category and let's bring on sales it's defaulting to
this bar chart which is perfect that's what i want and now we could color it by
subcategory and this is a discrete coloring we could also color it by
sales and this is a continuous coloring so the
darkest corresponds with the height now we don't need to do this there is already an
indicator of who has the most
sales and that's based on the bar height so if we wanted to color it by subcategory then
each one of them gets
their own color we could color it by category to add to the distinction between the
different
categories so that's very clear where they start and stop let's do
by subcategory excellent so now we have three different dashboards oh let's add
some filters for subcategory so let's bring on category as our filter so we'll right
click here click show filter there's category and let's do a filter for
our date so we're going to come here to order date let's drag it onto filters
and let's click years now these are all the years options we'll click all and hit ok right
click
here and click show filter so now instead of doing a range where we
could drag that line now we have discrete filter and so we can check and
uncheck boxes to choose what years we want to see awesome let's start with our
dashboard
let's call this dashboard our sales dashboard and
change our size if you have any questions about
different sizes what's available here be sure to ask that in the comments below
and let's start with pulling on our sales by region so last time we pulled on a chart we
saw that it added the
legend for us but this time you can see it added both the legends and the filter so last
time we created
the filters after we built the dashboard but this time you can see that the filter um gets
brought in when we brought in
the dashboard let's do our sales by state side by side here and let's do sales by
subcategory underneath so i
dragged it you can see how i pull it towards the bottom of the dashboard and it kind of
fills in the space where it's
going to be and then brings it in so now it's brought in all our filters and all of
our legends it defaults to putting the filters and legends over here we're
going to click select layout layout container it's going to select what's what they're all
inside of and we're
going to make it take up this whole side but it doesn't need that much space
so you can see in tableau there's a lot of dragging there's a lot of dropping and a lot of
resizing to get things the way
you want them to be give our map more room and we have a mixture over here of
legends and filters let's move our legends out of
there so we can grab this legend and come and put it on this side
and this legend come and put it over here
so that we're getting a little bit more near the visualizations they belong to
this legend goes up here with this one i'm going to actually click here and change it from
a tiled so right here it says tiled object to a floating object that lets it
sit on top of a visualization i'm going to put it on top of this visualization right up here
excellent and then we have this one that's showing us the size of sales that's because
on this dashboard it says
that size is determined by sales but since it's just one circle there's no size comparison
so
it's not like we have several circles and we have to look and see which one's the biggest
so that we can tell that the
amount of sales so we don't need this legend and we can just remove it from the
dashboard let's clean up some of
these we have several different versions of what your filters could look like so
my personal favorite is multiple values drop down it gives you some of the most
flexibility but if you wanted them to only be able to select a single value you could turn it
into a radio button
list so that it's a selected all or it's one at a time
you could also do a drop down or a slider and make that happen
a slider is a little bit different from a range on the range you can see that we could edit
either side and it's picking
everything in between but with discrete values if you say everything in between it
doesn't make a lot of sense because
what's everything between furniture and technology we don't know that office supplies
goes between those there's no
order so let's do multiple value drop downs
for big ones like state there is the option of searching so i know i want utah and i
search and there's utah instead of having to scroll through the list this could be really
helpful for if
you had a filter for by products and that would allow somebody to look at just one
product at a time if they know
their name of the product but also not have to just open up the product list and scroll
and scroll and scroll since
there are very a lot of products so we can filter by region by doing this oh
this is a great reminder you saw that this did not change all the visualizations we have
yet to apply
these filters to all the worksheets so let's do that right now apply to worksheets selected
worksheets and we
will click all on dashboard hit okay
we'll do this again [Music]
until we have selected them all
great so it's really nice you get to choose what worksheets you wanted to apply to
because in the event that you
had maybe um a total number up here at the top that you just wanted to stay the
same all the time no matter what they selected you could make that happen by not
selecting that worksheet to be
changed by these filters okay great so we can change what region we're looking at by
selecting central here and then we're just looking at central throughout all the
visualizations i love looking at it
on a map and seeing just one at a time it just really makes the region name
just stand out to you but if we wanted to use this as our filter to filter the
rest of the dashboards we can click this uses filter button and now when we click on
central here it stays in context here
but the other two dashboards change one thing you may notice is that texas
is not the darkest on this chart because of the scale the scale goes up to half a
million there but then when we click on central the scale updates just for
what's selected so everything else is filtered out and now the darkest of the dark is only
170 thousand dollars and
texas becomes the darkest on the visualization there are some ways you can change
that but if you're wondering
why do my colors look a little differently when i filter that's why great we could also click
use this
filter here so if we just wanted to look at texas we click this this updates to just central
this updates to just texas
down here and unselect by
clicking on maybe another state or when you click on the state again it should
unselect and we could do the same thing here or if we just want to look at one
subcategory and say
let me scroll down a bit storage now everything updates to the storage it's interesting i
wouldn't have known very
quickly that there are some states that didn't have any storage sales but now when we
click on storage we can tell i
showed you before that you can control click and look at binders and storage and it puts
those two together also in
tableau you can drag and we could select all of these so we
have art binders envelopes fasteners labels paper and storage and none of those are
getting sold here
i don't know what's up with wyoming excellent so now we have our sales
dashboard and let's get started on our next one our next dashboard is going to be the
profit
version of this dashboard so some of these visualizations we can use again so
let's go to sales by region right click and click duplicate
rename it to profit by region
now you have to be careful whenever you go to reuse a visualization because like i
mentioned before you got to make sure
everywhere that sales is used you have to replace it with profit i'm also going to drag
this sheet to be more at the end here after the sales
dashboard just to keep them separate so that we have the sheets that lead up to overall
than the sheets that lead up to
sales and then we'll have the sheets that lead up to profit great so we'll grab profit and
drag it onto angle size
and that updates the angle size drag it onto the size of the circle shouldn't make a
difference since we only have one
circle and onto the text now when i dragged it on it didn't do the percent
of total anymore so let's change that to the quick table calculation of percent
of total for there and for the label
percent of total there we go now we have our percent total again by region region
okay here's another thing since we duplicated that filter it's going to be using that exact
same filter
you see it's using region from sales by region all the sales dashboards but we
don't want that so let's remove out all the filters here
and these action filters that are generated by our filtering that those
come from this these are called action filters
and it's generated when we click this uses filter button okay back to profit
by region great we're clear of filters and let's add back in a region filter and this one no
longer
has the icon that shows you that it affects multiple sheets which is what we want for
now so
you might want perhaps there would be a situation where you would have two
dashboards and you would want these
filters that you put on here to affect both dashboards and in this case that's not what i
want great so another one we
can use the basics for is sales by subcategory so let's duplicate that
great profit by subcategory already exists we made this earlier tableau will
not allow you to make a worksheet that has the same name as another worksheet you
can
call it number one or since it does put the title up here you can put an extra
space at the end or it does detect that space it counts it as a different title even though
it's the same title just
with a space that does cause some issues so like when we're looking here and we're
saying oh profit by subcategory i
want that oh this is when we made it but you don't want this one you want this one and
it gets a little confusing the
nice thing is when you're dragging things onto your dashboard when you hover you
should get a little picture
here of what dashboard what visualization you're looking at it really helps you to make
your decisions
and not just have to do it by name if you're a little bit disorganized and you have all of
these called sheet 5 sheet 7
you won't know exactly what that is right away so that little preview is very helpful great
profit by subcategory
we'll do the same thing by removing out all our filters so i just click on it and hit delete
you can also control click
and then hit delete or you can drag them off into a space that's not the visualization
space great and we only
have some of sales right there so we'll change that to profit and we have some negative
profits there
we'll keep the colors the same for consistency between the two dashboards and let's
bring on
category as a filter okay show filter there we are and let's do our order date filter right
now order date we'll do years okay all the years so it gives you this
option here because it assumes that you're making a filter because you want this
dashboard to just be filtered to
your selection you can do that you can make a filter that isn't exposed to the end user
so let's say you were making a
big dashboard and it was just focused on furniture then and you don't want them
to be able to select a different category for because of your analysis you can make that
happen
you can just click furniture and not show this by clicking hide card here but
in this case we want to be able to make this interactive in a lot of different ways great
profit
by subcategory exists now instead of our map we're going to make an area chart
so i'll rename this and call it profit over time by category
so we're going to bring on our order date into columns and
it goes to our discrete value let's change it to our continuous value so we get the axis
let's grab our profit onto
rows and it makes this a line chart we're going to change that to an area chart an area
chart is nice because when
you split it up by category by dragging category onto color you can now see
what category is responsible for how much profit like you do with a line chart however
its area is what defines
that so you can see that area over time and do comparisons and also it stacks them on
top of each other so that you
can tell that for 2013 our profit was around fifty thousand dollars really quickly
otherwise we have to add that
line this line here and it makes these lines smaller and lower more difficult
to see so back to our profit over time by category so that's some of the benefits of
having
an area chart and if we wanted to go a little more detailed than here you hit this plus and
now we have over quarter
we have some negative profits that's interesting but let's go back to every the year great
and for this one we're
going to make one more pie chart so we could start from scratch or we could duplicate
our profit by region pie chart
which i'm going to do we're going to do this for the comparison between a pie chart and
an
area chart so it's going to be profit by category
but not over time so right now it's profit by region let's drag category
right on top of colors there and now it's split up
it's having some trouble because it's splitting it by category but because of we brought
region onto text it's also
splitting it by region so we have region region region region inside of this category and
we don't want that so we're
going to drag category right on top of region here as well and now it's just the three
segments so whatever you have
in this marks card unless it's on tooltips will affect your level of
detail in the visualization here when it's on tool tips sometimes it won't change the level
of detail but it could
have an effect on like so if we brought oh let's do this right now so right now
the level of detail of this chart does not go to the category by
region like it did before you can bring it onto detail here and it won't affect color and it
won't affect labels but it
will change the detail and you see how it splits it out again this is what it would look like
if it's by region by
category and you have much more slices to this pie we'll go back but if we take
region and put it onto tooltip it's not at a low enough level for that tool tip to make any
sense so it's going to put
that star you see region is star that's because this section of the pi covers multiple
regions if we filtered the
region to just central now it populates so there are sometimes benefits to
having it in there even when at all levels it doesn't make any sense but we won't leave it
there
excellent so you can see how the color is what determines
is a big part of what determines how many slices you get the level of detail for the whole
chart is a big factor as
well on how many slices you get great profit by region profit by category by
subcategory and by profit over time and we have
our category filter we don't have our subcategory filter yet we grabbed category but let's
right click on
subcategory and click show filter there we go now we have a filter for category and
subcategory
here's our region one we have region in two places and we don't want that
we wanted to apply it to all of them we'll do that when we get to the dashboard and
we have category year of order date and subcategory great those are all the filters i
wanted so let's build our
dashboard we'll call this our profit dashboard
once i get it set to the size i want
profit we'll start with profit by region
and we'll have our profit by category over time next to it great we'll give
that some different space have this at the bottom have this underneath there
now it's bunched all these up next to it so let's again drag it over to the side it's always
good to pay
attention to the highlighted section and it gives you kind of an idea oh you see i
accidentally dragged an individual
filter instead of this whole section so when i grabbed this i didn't grab all of these so if
you want to grab all these
and they happen to be inside the same section you can come and click select a layout
container and now i'm grabbing
all of them there we go
we'll do the same thing as before you know what i'm going to make these floating
because then it kind of sits inside of that same area i'll make that one floating
and this one too this category
legend applies to both this chart and this chart so that's very nice and this
subcategory legend i won't make floating i'll just put here by subcategory
and this profit by category doesn't need quite that much space let's give
our bar chart some room excellent we don't need the size of the
circles make these
drop downs now because i didn't have to on this chart and this chart change profit
to dollars because we set that as the default it definitely saved us some time so
i recommend setting default number formatting at the beginning of your visualizations
really nice excellent now you can rearrange the order of these so i like to have the
date at the top it's sometimes hard to get it to the top so i take it the second to the top
and i drag the top one
down and then um category above subcategory just for logical sense
excellent and we have our profit dashboard let's see there is this check
box down here called show dashboard title so if we wanted to have the title at the top
here you can click that
button any floating objects don't shift down like everything else did
there we go so we could have that title we could not have that title that's up to you
excellent so at this point we have our overall dashboard that looks at sales
and profit we have our sales dashboard and we have our profit dashboard our profit
dashboard isn't 100 complete
because i forgot to make sure all of these filters apply to all of these
worksheets so let's go ahead and do that right now
applied worksheets selected worksheets all on dashboard
one thing that is nice from this view it's really nice to click on dashboard and you only
see the ones on the
dashboard but you can click here and say show all worksheets in workbook and you can
see the rest here so if you
want it all on the dashboard and you wanted this one or something like that then you
have the option to see them all
great perfect so before you ever publish a dashboard it's always good to double check
that your filters work
when you filter to just one year this area chart becomes a lot less
useful but if you're looking at two or more you start to see the shape of it
great now we're going to take a look at linking from our overall dashboard
to our sales dashboard great so we'll go to our overall dashboard and we'll be creating
what's
called an action so you can make an action on a worksheet
you can see right here actions or on a dashboard actions so
since we're linking between two dashboards this is going to be a dashboard action sorry
just trying to unhighlight there
but if you're ever looking for an action you made and you can't find it look in the other
one great this is our actions
dialog box here we can see the highlight that has been generated when it says
generated next to it that means that you didn't come in and define an action it was
made by
clicking this highlight button here that'll generate an action
or when we look on our sales dashboard we clicked on this uses filter button so
we should have several actions here that were all generated we have a couple different
kinds of
actions when you go to make an action there's a filter action that we see when
we click use this filter a highlight action that we can see from here in region and go to
url action that we
haven't used if you have any questions about go to url please post them in the
comments below
it basically allows you to be able to select a url here and so if you had a dashboard that
had to do
with maybe stocks you could put in a url here and then put your stock ticker
symbol there so that you could have a url that would then take you to a finance website
that shows you your
stock information it can get pretty cool okay but we want to
link from this dashboard to one of our other dashboards and you actually do that using
a filter action so we're
going to name that action go to sales dashboard
and we wanted to happen when we click on our sales sheet so you see right here it
shows us the two sheets that are on this
dashboard when we click on the profits dashboard we don't want this action to occur
this is our go to sales dashboard
now you can have an action occur on hover or select you've seen select happen
that's what our filter uses filter actions use and on menu so we're going
to do it on menu and the targeted sheets it defaults to this
dashboard saying when i click on this i want the rest of this dashboard to update but
instead it's going to take us
to our sales dashboard so when we click on this i want these sheets to update
now we're going to define what filters it's going to apply by default it's going to
apply all of the filters based on what we click so if we click here it will filter to just 2013.
let's say we click
here it'll filter to just 2013 and it will filter to the region we selected so
let's see what happens when we do that okay it's just going to default okay
now when i click on this it's going to filter to 2013 and west go to sales
dashboard this is where it pops up when you have it on menu it's taken us to our sales
dashboard it
is filtered 2013 and west just so you know actions will not affect
these filters here you see that it thinks all of them are selected because it creates a
separate filter there is
such thing as show only relevant values for these filters so if we click this it
will filter this to only the ones that are relevant so we can see that it's only 2013 that this
dashboard is
filtered down to but if we click all values in the database this filter doesn't have any only
one particularly
selected it does have them all selected right now so we can get here
for that information and to get back we just need to navigate back to overall
great so it works there but when we click on this up here go to sales dashboard
we get a blank dashboard now that happens because it's trying to pass region
information
to that dashboard but this doesn't have any region detail on this line it doesn't know
what that
is so it's giving it a bad region value so let's fix this
go to our actions we're going to edit our go to sales dashboard and we're going to select
what fields
it'll filter on we will filter on
our order date year and
let me go back to that we clicked order date year and it goes to the target data source
sometimes your
target data source will be a different data source than the one that you are using for
your source data source now
that gets a little bit complicated right now we're just using one data source so that's not
something you need to worry
about in a simple visualization like this okay and we're gonna add one more
we're gonna add region and it automatically selects region over here but you could
select it yourself let's
see what happens here okay if one dashboard has region in it and the other dashboard
doesn't have region in
it or doesn't allow you to filter by region then sometimes you'll get an error here that will
say it's missing
out of your target dashboards so we don't have any errors so let's see
what happens so we go to click here go to sales dashboard
what if we take out region
remove region and we're just doing it based on year okay okay
click here go to sales dashboard and there everything is so now
it will filter back to the year that you selected so this is all 2013 but it will
not filter to the region you selected so even when we come here and we select
west it takes you to the dashboard but it doesn't filter it to west you have to do that
yourself
so now we have links from sales to
sales let's make one for profit to profit go to sales dashboard add action
filter we're going to call this go to profit dashboard
and we're only going to come from the profit table to make this happen let's go to profit
and let's select our fields
we're going to do the same thing where it's only going to filter it to the year now you can
see oh i started to
type in i didn't show you this before but you can search text so i started typing in year
and it shows you that under order date you have all these different options in this
dashboard right now if you remember
we're using the continuous one that is marked by the little calendar
so that's it knows it's a calendar date instead of just trading it like a
discrete field okay excellent go to profit dashboard and
there we go this visualization like we said when it's filtered to just one year isn't quite as
useful but one thing you
can do is for west here we can select
both years i'm i'm going to do it by control clicking click click
go to profit dashboard and now we've got 2015 and 2016. so that's how you do linking
between the
two dashboards if you wanted to be able to include region as well you could
put a note in the tooltip for this that this doesn't work for region linking from this area
doesn't
work or perhaps you could not have this total line on
the same visualization you could have a separate visualization that shows the total or
an area chart instead and that
will let you not have this problem of go to sales dashboard not linking appropriately
so now we're going to create our final dashboard our segment dashboard and it's going
to use
a parameter in it so we'll get to take a look at parameters on dashboards so let's rename
this we're going to call
it profit and sales by segment
you don't have to name all of your dashboards a description of what they are but it
makes it really nice and easy
and it automatically puts it up here but if you wanted to change this you can just come
in here and name this whatever
you like and then it will just show up up here so
we could call this segment analysis click apply or okay and there it goes
that means this and this does not have to be the same if we go forward again segment
analysis
and profit and sales by segment that allows you to have some more useful names down
here that make it
easy when you're looking at them side by side but have a name to match your
dashboard up here great so we're going
to make a profit in sales it's going to be a bars and circles chart and we're going
to bring in our segment that we haven't looked at yet consumer corporate and home
office and
then we're going to look at it segment and we're going to make a matrix with category
and we get to fill in this
space with our visualizations so we're going to do sales
and it's going to make these bar charts so we can see for technology by consumer
by corporate by home office and that is a matrix of bar charts but we also want to be
able to see profit
and right now it's making two sets of visualizations but we want just one so let's dual
axis
and it's automatically changed it to circles also it is not synchronizing the axis now
because
profit is blue and these profit is not anywhere near the same amount as sales
which makes sense you shouldn't have profit that's higher than sales so let's
synchronize our axis
and let's change our sales our marks card over here is associated with sales
it's nice and easy when the two marks cards are based on a different measure
to let you know which one you're affecting and we'll change that to a bar and now we
have a circle on
a bar chart now if we had profit in front of sales you can see how it's behind and you can
fix that by taking it to the back of sales another way you can fix it
say you wanted the profit axis here over here for some reason you can right click on the
axis and put mark type or oh move
marks to front another way to change it we don't need both of these so let's not show
that header and we
don't need this to be labeled profit because it's for both of them so the way you get rid
of that is actually you
click edit axis and then you just erase the title oh and you don't hit reset you just
erase the title and then you close it so now no title here but we still have
the axes and we have three sets of bar charts across excellent the next chart we're
going to build oh so right now they are it automatically added the colors based
on measure names measure names is a dimension that is created by tableau and
it's just what it sounds like we're coloring it based on the different measure names one
of them's named profit
one of them's named sales and we know that you can come here click color and hit edit
colors and it will open this
dialog box but you can also come here and double click on a color pops open that
dialog box let's
pick a palette let's see
there's a lot of different ones of these tableau 20 let's pick colors from this
palette profit can be so you click here make sure it's
highlighted click the color you want click here make sure it's highlighted click the color
you want
hit apply and then you can come to color and make it a little more opaque whatever
when you make it more opaque
you start to be able to see through your circles there are benefits but also drawbacks to
doing that
anyway so stick with the tableau orange blue great we have our first chart our
next chart is going to be called top customers
by sales and this is where we're going to use our parameter where we made our top end
customers so
let's bring in our sum of sales make a bar chart for that and then we're also going to
we're
bringing in our set now so we have our in and our out we're going to break up our set
by our segment as it's part of our segment analysis and we'll bring in our customer
names
and let's sort it excellent now you can see that when we sorted it it didn't take this big
guy and put it all the way
at the top it just sorted it each within its own section great and so here we
have our in and out and that's not a super user-friendly title for
our users of this dashboard they're like in and out of top end customers by sales maybe
we
want this to say something a little bit more user-friendly so let's make a calculated field
and we're going to call
it the top and customers label
and we're gonna go and say if and we're gonna use our set top end customers by sales
and since it's an in
their outset it treats this like if it's in top end customers by sales
then top we're gonna um do with string so it's gonna be top
and then we wanna use the number that's in our parameter so we have to convert it
from a number to a string and we have
to concatenate them together in tableau you can use a plus sign top and always
make sure you have space between what you're concatenating together that's
something that i tend to forget
top space customers so if they pick 20 it'll say top 20 customers
so if it's in the set then top blank customers else if it's not in the set we will just
call it other and in tableau you always need to end your if statement with an end here it
tells us our calculation is
valid while we're here i want to show you a little trick there's this arrow button here
that can give you all of the different functions that are available within tableau
and it even sorts it out by different categories so if we didn't know how to make this into
a string we could go to
type conversion we could click on string and it gives you an example also when
you click on a function in here did you see how it's
on date and then i clicked on string and i'm like what does this do click on it and it tells
me so this makes it really
useful inside of tableau also in tableau you can make a comment in here so if
somebody's like what's going on here you can press dash dash or slash slash and type
in
this is a more user-friendly title hit okay and there we go we have
our more user-friendly title we drag it here we see our top 20 customers and
other and we don't want to show this anymore but we still want it in place you can click
right click on it up here
and click show header and it hides it so that in out is still happening there and let's drag
it to our filters and there
we have it we have our top link customers and it tells you right there how many and we
need to come here to
parameter right click and click show parameter control and that's how we can control
these changes so let's set it to 10 at first and we have it our top customers by sales but
it's
interesting to know profit as well so we have really big sales but how is their profit doing
so let's draw profit on
color and you can see this person has a negative amount of profit despite their big sales
so that's important for us to
know and we can change our color like we did previously to go from red to blue
and we can change our center to zero and now we can see the negatives really
quickly now they're not the only one either have a negative profit but some of our
highest sales that's great to know excellent those are our visualizations for the segment
dashboard so let's talk
about filters really quick we have this filter we won't show the filter itself we don't want
to allow them to
show in or out we just are going to allow them to show how many but we do want to be
able to have them filter by
category so let's show that filter and by segment show that filter and and then we'll have
our parameter great let's make our dashboard
um automatic as you probably read right there the dashboard will resize to fit
any screen it is displayed on that can be really handy especially if your visualization is
really dynamic and can
change however some visualizations like this visualization for example if it gets too
squished you stop being able to
read things very well so automatic has its definite pros and cons
so we're gonna bring on our profit and sales by segment and it already pops up with its
legend and total customers
by sale and it pops up with its legends and filters and it pops up with its parameter now
i'm going to close that
and be like if you don't see your parameter when you first bring it in the parameter is
affecting this sheet and
you can go to parameters and find it but parameters are workbook wide meaning that
it's going to
exist over here too it doesn't affect this sheet however it's still going to show up there
because it could affect it is available for any sheet and it's the same there is
no determining what worksheets this affects this will affect any sheet that it is on so if i
i've changed it to 10
and if i come down here and go back to the other visualization that uses it
this is why i should name my sheets let's see if i can find it nope
here we are sheet 13. in sheet 13 we have our top 10. so i've got a 10 and
i've got a 10 over there and if i change it to 20 and i go back to my segment dashboard
it is also changed to 20. so it will affect all sheets always very important to know great
so here's our
visualization here are some of the more useful legends so
let's make this floating and put it over by the visualization it matters for we can
do the same thing here floating right up here floating does not work very well
for if you were to make this an automatic dashboard so that the size changes all the
time because floating
could end up right on top of your visualization and keep you from being able to see what
you need to see and
let's make these affect all the dashboards in the workbook
again we don't have to do this for our parameter it will already affect all the
dashboards in the whole workbook and
format these another thing you should know is that there are more formatting options
for
these including edit title so it's already named it category automatically but if
you had like here oh this is a great example edit title top end customers and you
could change it to select number of top customers
or something like that give it a little more space and yeah these floating ones do not
shift when you shift things so it's always good to double check your floating legends
and this is a little bit more user-friendly than the title we made for the developers
and that's using parameters in a dashboard today in this video we learned about an
overview of business intelligence on tableau we talked about how to install tableau
public and how to connect to a
data source we also talked about creating calculated fields like this one
we talked about making sets and parameters we learned how to make a donut chart
and a 2d donut chart we learned about making dashboards and adding filters to those
dashboards
and we also learned about connecting between dashboards today we will be learning
about the topics we discussed
in part one live versus extract data sources we'll talk about joins and unions and we'll
look at table
calculations we'll look at the rank functions and we'll look at actions specifically url
actions we'll talk
about reference lines and bands we'll look into some insights in the data such as delay
analysis also we'll learn how
to build a waterfall chart and then finally we will learn about level of detail calculations
while making two
different visualizations in part one of this tableau training we introduced tableau basics
and we learned
how to create donut charts and two-dimensional donut charts and we learned about
linking
between dashboards if you missed part one please check out the link in the description
below
now let's discuss the difference between a live connection and an extract connection
first it's important to note
that these different types of connections are not available in tableau public it's always a
live connection and
a live connection is where the data will update based on when the source of the
data updates so if any if you're connected to a database and something in the database
changes
then you'll pick up those changes when you open the report as it will query
that database when the report is opened whereas an extract connection
is extracted into creates a subset of the data that improves performance so
when you're looking at it locally on your computer you have an extract of that data set
that subset of the data
right on your computer or up in tableau server depending on where you're looking at it
and it does not update
when the database updates it only updates when your refresh updates it so without a
refresh set for that extract
you won't get the new data as an example of this let's say
that in our sample superstore we have kelly williams associated with the central region
but
that's changed so let's go ahead and change that we will change it to
sarah smith and we'll save it now let's go back to our tableau
workbooks and you can see we can refresh it over here and see sarah smith come in
over here in our extract it sarah smith doesn't come in if we click to refresh the extract it
doesn't refresh the extract until we navigate to sheet 1 but when we go back to our data
source
then we see sarah smith coming in so that refresh can be scheduled and it could run
once a day
or once every several hours but you would need to set up a refresh or else you would
never get sarah
smith's data coming in next let's talk about joining data in tableau so here we have the
people table
but let's say we want to join it to our orders information so i'm going to start with our
orders table
and then we're going to pull on people and tableau is going to create a join for us and
it's going to
choose the column that we would like to join on based on the names in the two
data sources so if these two data sources didn't have a column that had the same name
then tableau wouldn't be
able to guess what two to join on so we would have to come in and select
out of the order side and the people side what we'd like to join on and then we
have the options to do an inner join a left join a right join and a full outer join let's review
quickly what these
look like so say we had two tables that we wanted to join together one of them was the
student table that had the
student names and the key to their grade and which we could use to look up their
grade over here in the grade table which had the key to their grade and the actual grade
a b c d f and incomplete
we can see here that somebody has made a mistake and put in a letter grade
instead of the key to the letter grade and we'll see how that affects what we're looking at
so if we were to do an inner join that would only take
the rows where the join could complete so we have one that could join to one just
fine but we don't have two and we don't have three a doesn't join to anything so this row
would be
not included and then four five and six would all join so that
would look something like this where we would see adam um when we grab student
from this table
and grade from this table we can see adam had an a beverly had an a dale had a d
elizabeth had an f and frank is
incomplete and charles is missing also you don't see any b or c in this list of grades
for a left join it's going to take everything from the left table
and only the pieces from the right table that apply to the left table so it looks pretty
similar to our inner join
only charles shows up so the join wasn't able to complete since a doesn't exist
in grade but we include charles anyways and grade becomes null
for charles it won't put in the grade key because it's we're not asking for the grade key
we're asking for grade
from the grade table so we try to look up a inside of the grade table we can't find it and
never tolerance no we look
up a inside the great key perfect right join is like a left join only it takes
everything from the right table instead of the left table so it grabs all the grades a b c d f
and
incomplete and only the rows from the left table that join appropriately
so since charles isn't joined appropriately he doesn't show up we also have b and c
showing up
even though it doesn't exist in the student table and it won't be tied to a student
because that join wasn't able to complete as it didn't exist over there and the last one is
a full outer join
where it takes everything from both tables whether or not the join is complete so
we have all of the people where the join completes we also have charles where the
join doesn't complete from the left to the right and we have b and c where the join
doesn't complete from the right to
the left so those are our options in tableau here
in our sample superstore data set you could look and see if there are any
regions in the orders table that don't exist in the people table and that's how
you can know what kind of join you want and so if you want those orders to still show
up even though they don't have a
region or their region is not in
the people table that's when you would do a left join for our purposes
we'll do an inner join now let's say we had a second
excel sheet here that had more orders and you can do a union
which is just adding more orders by dragging that second orders table
right underneath the original orders table you can see it says their drag table to union
and that's helpful for if
you have an excel sheet for maybe different years so say you had a separate excel
sheet for the orders in
2015 and then another one for the orders in 2016 you could pull on your 2015
orders and then drag your 2016 orders right there to union and it would take
these orders and then add the rows instead of the columns for
the 2016 orders for example we've added people
but as a join and that will first put in all of our orders
as columns and then add the columns for our person but if we were adding more data
that
fell under the order columns so it would have the same data the same order id ship date
but we
wanted to add more rows then that would be when you union now we're going to take a
look at
calculations and which ones are calculated on the database side versus which are
calculated on the table side
so here we have percentage of total sales split up by subcategory and
category we also have percentage of total sales along table
down so the difference between these two things are one of them is made using
a calculated field which is where we do the sum of sales divided by the sum of fixed
sum of sales
this part is called a level of detail calculation and this calculation the sum of sales
and the sum of the level of detail of sales which basically makes the database find the
total
sum of sales regardless of these dimensions we pulled on
so it gives us our total number so this will be sum of sales for bookcases and this will
be sum of sales for everything
this calculation is done on the database side whereas this one percentage of
total sales along table down is what's called a table calculation
it's a quick table calculation of percent of total and it is done in tableau
it's processed locally right inside of the table after the aggregations have occurred
there are some pros and cons of doing it this way so for
this percent of total sales i had to create the table calculation
here and it does the fixed sum of sales where it finds the sum of
sales for the entire database and since it is fixed it will ignore
filters so for example i took off both of the sales and i'm just going to put on the percent
sum of
sales and let's say we wanted to see how office supplies and technology are
as percentages of sum of sales and ignore furniture so we can grab category and we'll
control click and drag and we're going to unselect furniture and hit ok
now it's still taking it out of the total sum of sales
including furniture and so our grand total down here is only 67 instead of 100
whereas if we take sales and double click it and it adds it over
here on the table then we right click and do a quick table calculation
and click percent of total this one is doing it out of 100 and
these numbers don't match and that's because it does take into account the filter of
category so let's
pull the filter of category off and we can see that they're both out of 100 now and each
of these take into account
um the same amount of data since we have no filters here so if you wanted to take into
account
the filters on the table then you need to use a table calculation however when you push
the information
back to the database to do the calculation it's doing it as part of the query to the data
source and it can save
you some time and so which one of these is faster sort of depends on
what data is available already when the original query comes back
next we're going to discuss ranking in tableau first let's add a second data source so
we can do that by coming up to data and clicking new data source or you can just click
this plus data
source right here and click microsoft excel we're going to use this rank example
worksheet perfect and it's already pulled in the sheet we want because there's only one
sheet
and we'll go to sheet2 pull on store pull on sales
and we will rename sheet2 as
rank example great so now we have here's all of our stores and here are our sales and if
we
wanted to rank them based on who had the highest sales to the lowest sales we could
create a
calculated field called ranked by sales
and we're going to use our rank function and we're going to put in sales now we
receive this error here so when we hover we see what that arrow says oh you can click
and it says all fields must be
aggregate or constant when using table calculation functions or fields from multiple
data sources so we learn
something unique here that you might not know is that a rank is a table calculation
and it requires it to be aggregated so we can make sum
and put the parentheses around sales and our error goes away so now we know
rank is a table calculation and we have our box here that expands
out and can teach us about what we're using here so when i click on rank it will tell us
that it returns the standard competition rank for the
current row and it says identical values are assigned an identical rank so let's see
what that looks like we'll hit okay we'll double click on rank by sales
and we can see our ranks so e had the highest sales so it's one d is next and c and b are
tied
20 and 20 and so they both share the rank of three
and then because they are two of them that share the same rank we skip four and the
next one gets fifth place
but now this isn't the only way to rank so let's make another one of these we'll
click duplicate and edit let's erase copy
and we're going to call this rank dense by sales double click on rank start
typing rank again and we're going to click rank dense now the difference here is that
rankdents returns the rank where identical values are assigned an identical rank but no
gaps are inserted
in the numbers so click ok double click rank dense and you can see instead of going
one two
three five it goes one two three four so it doesn't include that gap now let's
give them a little bit more space here and maybe i wanted to be in the order i
created it so these measure values are defining what's going to happen up here so we
can take sales and put it at the
top and that'll move sales to the front and put ranked dents at the bottom so now we
can see sales we can see rank by sales we rank dents by sales
now let's duplicate and look at the next one
we have rank modified
next and change the name here you notice that i
receive an error and that's because that name already exists tableau won't allow you to
use
the same name and it will give you that error so those
errors can be pretty helpful in finding out what's going on hit apply and okay and then
double click rank
modified by sales and now we can see the difference here
let's go back here and look at what it says here click on rank modified and it says it
returns the
modified competition rank where identical values are assigned an identical rank
but what happens instead is instead of both receiving three
for third place they both receive four which is the lower of the options so if
we were going by rank and we just arbitrarily decided that this one's third place and this
one's fourth place
then they both receive the same rank here but they receive the higher of the two options
whereas this one receives
the lower of the two options and let's do one more duplicate
edit erase copy
and we're going to do rank
unique and let's change the name to rank unique
perfect and now this is going to give it a unique ranking even when they share the same
number so we'll hit apply okay double click rank unique
and we have one two three four and five so what it's doing is
let's quickly look here so rank by sales
we haven't talked about this yet but you can choose to rank it ascending or
descending that means that do we want to rank it based on
whether you see here it says ascending or descending and that's how you will define so
right it defaults to
descending and it's saying the biggest is the best so in for sales that's accurate so what
it's doing is biggest down now here it has to decide which one to give three and which
one to do for
and it's doing that based on the ascii values of the store
so it's looking at more information on the row and since uppercase b comes before
lowercase c uppercase b is
getting the three even though they both have 20 for sales
let's go back now to our orders data and we'll make a new sheet and now we're going to
talk about
actions in tableau we've talked about actions briefly before in our tableau training video
for
beginner so if you want to see the introduction you can go and look there also if you
want to follow along with
our data sets you can comment below and ask and the simply learn team will get you
that data set
so let's make a chart where we're going to look at category so we'll drag category onto
columns and then we're going to look at sales so we'll drag sales onto rows and
it will create three bar charts for us and we're going to call this
sales by category now let's make a second chart that we
will use together and we'll bring category onto columns and we'll bring subcategory onto
columns
and let's bring sales onto rows again
and let's take subcategory and bring it on to color and
that makes each sub category its own color and we'll call this sheet
sales by subcategory
so now back to sales by category here you can make a worksheet action where we're
going to
move from the sales by category sheet to the sales by subcategory sheet and also filter
down that sheet to only the
category we want to see so click filter and we can name this filter
go to subcategory
and we're going to do this filter on select so this name won't be seen except for in our
actions list
and what sheets do we want to affect we're going to have
sales by category show up one thing to note here it is only showing the sheets for it to
affect based on the ones that
are using this data source at this point so you can see we have four sheets down here
but it's only showing three sheets
and that's because rank example if you recall is using the rank example data source so
you can click here and you can
see all the sheets or you can see the other data source if we click rank example it
will show the rank example data source so we just want sales by category to be
the source sheet and the target sheet we want it to be sales by subcategory
so on select we want it to be sales by subcategory we're going to use all the fields
available
to create this filter and hit ok so now we have our go to subcategory on select
we'll hit ok again and let's make this a little wider so we can see
and so when we click on furniture it will take us to only furniture of
the sales by subcategory we go back to category we click on office supplies now we
just see office supplies
and this is a way to make tableau drill to a lower
level great so we have those
now let's duplicate this sales by category sheet
and let's see if we go to worksheet and we go to actions
you can see that we have the action here go to subcategory that still exists on
our duplicated sheet as well so you can see it's affecting both sheets sales by category
and sales by category 2. let's
say we don't want that and we can unselect sales by category
and hit okay and hit okay now when we go to worksheet actions
you can tell that it's not affecting that sheet so if we come and click technology nothing
should happen but we
go to sales by category and click technology it'll take you to the technology subcategory
great so we have our sales by category
two let's bring it to the end rename it
we're going to call it sales by category stacked because we're going to take subcategory
here and drag it onto color and now we can see our different subcategories
in the colors there now we can take a look here
and sort by subcategory based on some of sales
and now you can see that it is the biggest sales at the bottom for each subcategory
that's just
a way that i like to view it so let's do a highlight action and we're
going to do it on a dashboard so let's take sales by
subcategory and look at it over top of our sales by category stacked over top of sales by
sap category so we want both of those let's make our dashboard automatic for
testing purposes and we'll go to dashboard we'll click create actions so we're going to
add an
action it's going to be a highlight action highlight sales by
subcategory and we are going to have the sales by
category stacked be the source sheet and the sales by subcategory be the target
sheet for all fields okay okay and on select you can highlight
your chart there and see where it falls inside of the other visualization
a cool thing you can do is you could select office supplies here and it will highlight all of
office supplies or if
you drag and select a couple of them it will show you those so you're just like i want to
see all these small ones or i
want to see this one and these small ones or whatever then it will highlight the ones
that you drag and select now this is also true of our sales by subcategory
and sales by category so when we clicked on technology it filtered to just technology
and we'll undo that and when we drag and click office supplies and technology we get
office supplies and technology now if we go back to the dashboard we can see that this
dashboard is now filtered also to
office supplies and technology and that's because we're using the same sheet and when
you navigate away from that
sheet it doesn't mean that your filter goes away so when i clicked undo that's when it
caused the filter to go away so if you're going to have two things affect that sheet
just remember that just because you navigated away from what you selected doesn't
mean that what you selected goes
away that filter will stay there it shows up right here and if we pull it off everything goes
back to normal however the action is still there so when you click on it it comes back
now let's take a look at the last kind of action which is a url action
so we're going to make a map based on state so i'm going to double click state and it's
going to build out my map let's
change it to a field map by clicking map up here
and we're going to take sales and put it onto color so now it's colored based on the
darkest
is the highest sales we're going to put state onto label so you can see the state name
and we're
going to put sales on to label so we can see the sales amount let's quickly change our
default property for
sales so that it always shows up as currency
and we're gonna lose the decimal places so it'll by default show up with a
dollar sign and so on great so now we have our sales map and
we're going to create a worksheet action now the difference between a worksheet
action and a
dashboard action is that a worksheet will only affect the worksheet and dashboard will
only affect the dashboard
and so when we created our worksheet action on sales by category if we were to pull
sales by category onto the
dashboard that action won't transfer over you'll need to make a dashboard action
so we're going to make a go to url action we're going to have it on menu
we're going to call it wiki and it's going to only affect
our new sheet sheet 6 which we should rename and we're going to have a url in here so
this will
take us to wikipedia and then whatever you put at the end of the wikipedia link it will
take you to that page on
wikipedia so we're going to take state and add it to
the end of that link and now to test the link you can just click test link
and it will take a random value and show you what it will look like so now that's how we
know that we have
our link set up okay let's rename our sheet to [Music]
url filter by state and so when we click on texas
okay back to url filter by state let's go to our worksheets and go to our actions and on
the go to
subcategory it is also affecting this url filter by
state because we didn't unselect it now to keep that from being a problem we're going
to just come here and sales by
category be the only sheet and that way it won't auto select no sheets as you create
them
so we'll no longer have that problem you click on texas and nothing happens except for
it highlights that one only
that's how it should be but when we hover on texas and wait long enough oh yeah on
click sometimes you just have to
hold still it'll come up with our little link here and we click on wiki and it will open up
our browser with the wikipedia page for texas this can become really handy in
the event that you have data that maybe has an order id and you can take that order id
and insert it into a url in
your system so that it can take you to your web interface page for that order
here it's helpful for if we wanted to learn more about the state of california which it can
have information about the
languages spoken and population which can be helpful when we're looking
into our sales information another way this can be useful is by showing the web page
right inside of
tableau so let's make a dashboard change our size to automatic and let's
pull in url filter by state if we go to dashboard actions you can see there are no actions
for this
dashboard yet so we're going to add a go to url action on select
and since it's on select the name of this url won't show up
but it will show up in our list here so it's nice to name it something unique let's put in our
wikipedia page and
it'll take us to state so we'll hit okay okay and now when we click on oklahoma
it'll open up a page for oklahoma but let's unselect oklahoma if we drag
on web page from the objects here you don't even have to enter anything
for your url you just hit ok and now we have the bottom half of the screen is a web page
and when we click on oklahoma
instead of taking us to oklahoma in a separate thing it'll take us to oklahoma right here
in the visualization so we'll change it to texas and this will change to texas
if you unselect it leaves the page there based on the one that you had just selected
next we're going to take a look at reference bands and lines so let's make a new sheet
and we're going to call it reference lines
and so a reference line is found on the analytics pane and it is something that comes
and draws
a line on your visualization based on the data on the screen so let's make
our visualization we'll do our category and subcategory again
and we'll double click on sales and it brings it onto text that's not
what i want so let's do sales onto rows and we have our bar charts
and we'll talk about the difference between a cell a pane and the table so when we
go to analytics and we code to drag our reference line onto
our visualization it says you can add the reference line for the whole table for a pain or
for a cell
so [Music] if we take our subcategory and drag it onto
color since the subcategory is our lowest level it's going to define our cell
so each one of these if we drag our reference line onto cell
each one of them gets a reference line you see how it added those on this is our dialog
box we will look at that in
just a moment so let's remove that if we take reference line and put it onto pane
that's going to be similar to having category on a color so each of these different colors
is now a pane reference line onto pane and you see how we get reference lines
based on each pane so let's undo that and now if we take category off and
everything is all one color and we take reference line and put it onto table now we have
our reference line for the
whole table great so we're going to do
find out the average for each section so i'm going to take category put it
back onto color and we'll take reference line and put it onto pain now we have our
reference line it's
based on the computation of average and it's using the value of sum of sales
so since it says sum of sales here you might think that it was taking the cut reference
line and putting it at the sum
of the sales but that's not what's happening it's just using our aggregated version of
sales to figure out the
average so instead of taking each individual sale that makes up the
bookcase section it's taking the sum of sales for the bookcase section and comparing it
to the sum of sales for
chairs so it's taking an average across these added up sections
we could also have it be total where it's adding all of these up and it makes that total
line
the sum line is the same as total in this case a constant which is where you get to
define the value and so if we wanted it
to be 200 thousand there it is let's go back
there we are back to where we were constant minimum which shows you the minimum
for each section
the maximum for each section or the average or the median so let's stick with
average and now you can see it's labeling the line as average we could also have it label
the line as the value
so now we can see that the average is this amount of dollars
or you can choose custom and then you can put something in here
like maybe we wanted the computation a colon and then the value average this amount
you can also have a show recalculated line for highlighted or selected data points that
means when you click on a
section it will recalculate the average just for what you've selected we'll hit ok
and so in that case when we click on tables you can see our recalculated
average line so the average for tables for just
tables is the sum divided by the number so the sum of tables is 206 96 divided by 1 is
still 2 6 9 66 so selecting just tables is really helpful but if we wanted to know the
average of
tables and we'll control click appliances and we'll control click binders oh there
we go all three of those are selected we can see the average of those three which is this
line
you could also select like this and see your new average oh and it's
doing the average independently so select these guys and now we see the
average of just those five categories and those are reference lines
now let's duplicate this sheet and i'll show you how to delete a reference line
so we'll rename this to reference bands
click on this reference line right click and click remove and it takes it off we have the
same thing for
reference bands we had with reference lines where you can have it be for the whole
table per pane or per cell so
let's do a reference band for the whole table so it's doing entire table and it's taking from
the minimum to the
maximum now we could change the minimum to be the average to the maximum and
now
that will highlight the whole table everything that's above the average becomes
highlighted
and if you wanted to change it you could do the minimum to the average
but let's go to average to maximum and then you can change things
like you can add lines so we have a line for the average of the maximum you can make it
thinner you can make it dotted
you can change your fill so maybe if you don't want it to be quite that dark you can
change it to be a little bit of a lighter color of gray
and you can have show recalculated band for highlighted or you can remove that and
that way when we highlight stuff
everything just stays where it belongs for the entire table and that's how you create a
reference
band reference bands and reference lines can be really handy in making
several different kinds of visualizations such as bullet charts if you have any questions
about that
please comment below and the simply learn team will get back to you now let's do
another analysis on average
days to ship and for this one we're going to look at it by state
and we're going to look at it by ship mode and so we'll take average stasis ship
and put it on columns and now we can see the average days to ship by first class
same day second class or standard class and you can see
how they differ so let's change the order of these really quick if we come up here to ship
mode and we
click sort and we click manual we can have same day above first class so that
it kind of goes in order of priority so same day first class second class standard class
there we go and now we have it in
order of what you might expect and priority and now we're going to create a calculated
field that we will use to do
a sort of conditional formatting and we will name it delay analysis
great so let's do if the
average days ship is less than or equal to two
then we'll have it return the words
shipment early so if we want to press enter there that
won't cause any problems to our calculation so you can press enter you could have
extra spaces and it won't uh
tableau will ignore those so this allows us to format our calculated field in a
way that's easy to read so if it's less than two then they're gonna call it an early
shipment
else if average days to ship is greater than or equal to five
then shipment late and
else if let's get the rest of them and average days to ship is
not less than two greater than two and less than
five then on time
two words and now you can see we have an error here
it says expected end to match if that means that we don't have an end at the end of our
if statement
if statements always have to have an end okay let's hit apply
and let's grab our delay analysis and put it on to color and it has on time as blue
early shipment as orange and shipment linked as red
we could double click on the color and we can change shipment early to green
and now we can see the best ones the on time ones and the ones that stand out as late
and standard class happens late a lot it's interesting to see that on average
the district of columbia has second class as a legit late
shipment you can see that all of these
share the same axis size so they all go from zero to six
even though this one never gets that close to six if we click edit axis
you can choose if you want that to be the case so it's like right now all of them use
uniform access range for all
rows and columns and that's really nice because it's easy to compare colorado to
colorado to colorado if you
change it to independent axis for each rose you can see now this one only goes from
zero to not even one whereas this
one goes from zero to six and you can compare it with color but you can no longer
compare it with size
across all of these different categories so uniform access range is the default
in this case and we will keep it that way
so now we have a quick analysis of our delays we're now going to build a waterfall
chart based on profit so we'll call this our profit
waterfall and we'll take a look at what a waterfall looks like at the end and talk about
how
it works so after we build it we'll talk about some of the benefits of having a
waterfall chart so what we're going to do is build it over time for this visualization we're
just going to look
at the year of 2014 so i'm going to filter it to the order dates for 2014
and then we're going to take our order date and bring it onto columns and we're going to
look at it by month but we're
going to look at it by our discrete month so you can see that i chose the one that
has month and year and then when i chose discrete
and then we're going to take profit and put it onto rows and we're going to
change it from profit to our running total of profit
so you can see that it takes january and then it adds february to it
and so it's always getting bigger when we undid it sometimes there's up and down
so back to we only have our running total where it will some january and february for the
february mark and then some january february march for the march mark if i take profit
and put it here you can see january is negative three thousand and february is positive
two thousand but here it's the
sum of those which is negative 467. take that back off we're gonna change
our marks to a gaunt bar and now we're going to
duplicate profit and edit what we have we're going to call this negative
profit and it's going to be just profit with the negative sign in front
oh it looks like i've done this before so now we have a new name because i added a
space at the end so hit apply and let's delete the old one
okay so now we have our negative profit just to look at it it's just minus profit i'm going
to use that to
determine the size of the gaunt bar so
what it does is it takes where the line was and it adds the size of it to be the size of
profit but because the line was at the top and we didn't want to build the profit up we
had to change it to negative profit so it would build it
down so here the line was down here because it was so low negative and we added
negative profit and then let's take
profit and put it on color and so you can see where profit is negative it turns it orange
and my profit is positive it turns it blue so what's happening here what we can do now is
we can see our total sales
at the end and how we got there so for the first month we were at zero when we
started and we went down to negative three thousand the next month we were at
negative 3000 when we started and it grew up to be almost back to zero and
then we can see that from there on out we grew up each month and you can see how
much each
month contributed our biggest contributors are november and march november being a
little bit
bigger and you can see where we started at the beginning of that month and where we
ended and that's how a waterfall chart
works so it lets you go through over time and see exactly where our problems
were and exactly which months helped the most where we started and where we ended
for
each month next we're going to talk about level of detail calculation and we'll talk about
those first by showing an example so i'm going to bring all my customers on
by name and then i'm going to bring on order id and it's going to add all members but
then i'm going to change order id from a dimension to a measure and we have account
distinct
so now we can see each customer and how many orders they have so let's sort it and
we
can see one person has 17 orders and we have 1 2
3 4 5 6 7 people have 13 orders
and it goes on from there so what if we wanted to make a visualization that would show
how many customers had how many orders and what
number of orders was the most popular we would need to do a level of detail
calculation so let's clear the workbook a level of detail calculation allows you
to build a visualization and bring on metrics that are at a level
that is different from what's shown on the visualization so in order to do this
we need to create a calculated field
that will show us the number of orders per customer even though we're not going to
have our
visualization be per customer so let's call this orders
per customer and we'll come here and we're going to use a level of detail calculation
called
fixed now there are two other level of detail calculations
and they are called include and exclude
and you can learn more about those in some of our simply learn classes and if
you have any questions please comment below and we can answer them so we're going
to do it fixed
and you can choose dimensions and it computes an aggregation using only the
specified
dimensions so it will ignore all the other dimensions and we're going to have it based on
customer name
so we're going to have fixed customer name and we're going to call
get account distinct of order id and make sure you close it with your
curly bracket and we have no errors and we'll hit ok and this allows us to see number of
orders per customer so let's pull it out
first let's make it a dimension and then pull it out onto our columns
and now we can see one two three four five six seven eight up to 17. so that means we
had
some customers just order one and some customers ordered 17 and we had them
order everything in between so if we'd
never had a customer that had nine orders then 9 wouldn't appear in this list now
we're going to take customer id or name let's do id because it should be unique
and we'll pull it onto rows and we're going to change it to a measure and it's going to be
account distinct and so now we can see how many customers ordered
how many items so we have our number of orders per customer which is at the per
customer
level even though this visualization is not at the per customer level there's nowhere in
this visualization
where we pull on the customer item as a dimension so let's sort it biggest smallest
and we can see that 134 of our customers ordered five items or had five orders
and so it just five is the most popular seven is the next most popular 17 is the least
popular one is relatively
unpopular which is interesting to know and so you can use this to analyze how
many items your customers generally order and maybe if they have four items
that they are going to order that perhaps if you made good suggestions you could get
them to go up to five
and that's an introduction to level of detail so let's name this sheet
level of detail lod orders per customer
perfect now let's make a new sheet and we are going to
do an analysis about new customers so we'll call this level of detail new
customer analysis so this visualization is going to be
about customer acquisition over time so when we do things over time we grab our date
and pull it up here and for a line
chart or anything over time we're going to use these
so that it makes an axis instead of just
change to line instead of dimensions or something that is not continuous and then
we're going
to take our customer id pull it onto rows but let's change it to
account distinct customer id and now we can see our count of customers on every day i
think day is too low of a level
let's go ahead and month so now we can see how many customers made an order
during one month
let's take region and split it out by region
when we click on central we can see central now this is including all customers
but say we only wanted to include a customer when they're making their very first order
so we're only going to include their first order so we need to create a calculated field
and we want to compare we'll call it new or existing
and we want to compare their order date per customer
to their first order date the min order date
nope order date and we're going to get this error it says cannot mix aggregate which is
min
and non-aggregate functions and what it's saying here is that
this order date is at a per row level since we don't have any aggregation on it and this
order date is at a per
visualization level so it's only going to split up based on the visualization and it won't let
you
put those two things together so we're going to use our level of detail calculation
again and we're going to make this fixed per customer id
and then we'll do our min order date so now instead of
trying to return something different based on the visualization it will always return the
min for each customer
id so if the order date on the visualization is equal to this order
date if the order date on the visualization
is equal to the first order date for that customer then
new else existing
end so when the order date equals the very
first order date that means that it's a new customer making their first order otherwise
it's an existing customer
because it's no longer their earliest date apply okay and now we can take our new field
which is new or existing and drag it onto filters and we only want new
we'll hit apply and we can see that we have new customers
but less over time so so now we're going to change this
count distinct to be a running total and we can see
over time how our new customers are adding up so it's taking the prior value and adding
our
new customers and then at the end we get our total customers for each
and we can now make this a more
the lowest level which is day and you can see places where it like levels out so we
can see we have a lot of new customers and it's increasing but then here for the region
of east there kind of is a
level spot where we're not getting new orders and that seems to be the same for each
of them so for february of 2014 why were
we not getting any new orders and how come the west region is getting new
customers how come the west region is getting new customers faster here
while it's leveling out in the red it looks like the west region leveled out as well but
picked up sooner
and started getting new customers so this type of analysis will help you view
new customers over time and it's only possible because we were able to do a
level of detail calculation here on new or existing that would compare
this data at only aggregating the data for the specified dimension so we were able to
grab their minimum order date here so those are a couple of ways that level of
detail calculations can be very helpful in summary today we learned about
live versus extract tableau data sources we learned about joins and
unions in the data sources we also looked at table versus database calculations we
looked at how the
different ranks compare we built some actions into our dashboards filter actions and
highlighting actions we also looked at url actions we built dashboards that
used reference lines and ones that used reference bands we did analyzing of
average days to ship and delay analysis we build a waterfall chart
and we also looked into some level of detail calculations and that brings us to the end
of our video on business
analytics and intelligence full course 2022 by simply loan i hope it was useful and
informative
if you have any queries please feel free to put them in the comments section of the
video we'll be happy to help you thanks again stay safe and keep learning
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