Excel Data Analysis

Part 1

Lecture 4 1
Data Sorting
Ranges can be sorted using the Sort Ascending and Sort Descending commands

Sort Ascending: from smallest to largest

Sort Descending: from largest to smallest

The sort commands work for text too

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Data Sorting
The commands are found in the Ribbon under the Sort & Filter menu

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Sort (numbers)
Select the range, i.e., A2:A21

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Sort (Text)
Select the range

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Sort (Text): Note
A:23, Text, is not included as it is the header for the column

This is the row that is dedicated to the filter

Including it will blend it with the rest

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Sort (Text): Note
A:23, Text, is not included as it is the header for the column

This is the row that is dedicated to the filter

Including it will blend it with the rest

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A Non-Working Example
Sorting one column in a range

In this example, we have two columns with related data

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A Non-Working Example
The attempt to sort results in a warning

It is not recommended to sort the names alone because it will break the relationship between

the columns

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A Non-Working Example

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Sorting More Than One Column
Select the whole range when sorting ranges with more than one column

Note: When sorting multiple columns, it will always sort by the first column (leftmost)

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Sorting More Than One Column

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Data Filtering
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Data Filtering
Filters can be applied to sort and hide data

It makes data analysis easier

Note: Filter is similar to formatting a table, but it can be applied and deactivated

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Data Filtering
The menu is accessed in the default Ribbon view or in the Data section in the navigation bar

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Applying Filter
Filters are applied by selecting a range and clicking the Filter command

It is important to have a row of headers when applying filters

Filters are applied to the top row in a range

The filter keeps the relationship intact between the columns while sorting and filtering

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Applying Filter

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Filter options
"Items" are the different categories in that column

All items are checked by default

The checked items are the ones that are shown

Uncheck to hide

Note: The unchecked rows are hidden, not deleted!

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Advanced Filtering
"Items" are the different categories in that column

All items are checked by default

The checked items are the ones that are shown

Uncheck to hide

Note: The unchecked rows are hidden, not deleted!

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Filter Function
Purpose

Filters range with given criteria

Return value

An array of filtered values (without heading)

Syntax

=FILTER(array, include, [if_empty])

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Filter Function
Arguments

array - Range or array to filter

include - Boolean array, supplied as criteria

if_empty - [optional] Value to return when no results are returned

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Outline (group-Ungroup) data
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Outline data
If you have a list of data you want to group and summarize, you can create an outline of up to

eight levels

Each inner level, represented by a higher number in the outline symbols

It displays detailed data for the preceding outer level, represented by a lower number in the

outline symbols

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Outline data
Use an outline to quickly display

summary rows or columns

Or to reveal the detailed data for each

group

You can create an outline of rows, an

outline of columns, or an outline of both

rows and columns

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How to group?
Make sure that each column (or row) of the data that you want to outline has a label in the

first row (or column), contains similar facts in each column (or row), and that the range has no

blank rows or columns

Select the data (including any summary rows or columns)

On the Data tab, in the Outline group, click Group > Group Rows or Group Columns

Continue selecting and grouping inner rows or columns until you have created all of the levels

that you want in the outline

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Ungroup rows or columns
To ungroup, select the rows or columns, and then on the Data tab, in

the Outline group, click Ungroup and select Ungroup Rows or Ungroup Columns

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Subtotals
Subtotals are calculated with a summary function, such as Sum or Average, by using the

SUBTOTAL function

You can display more than one type of summary function for each column

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Grand totals
Grand totals are derived from detailed data, not from the values in the subtotals

For example, if you use the Average summary function, the grand total row displays an average

of all of the detail rows in the list, not an average of the values in the subtotal rows

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Note
If the workbook is set to automatically calculate formulas, the Subtotal command recalculates

subtotal and grand total values automatically as you edit the detailed data

The Subtotal command also outlines the list so that you can display and hide the detail rows

for each subtotal

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Insert Subtotals
Make sure that each column in a range of data for which you want to calculate subtotals has a

label in the first row, contains similar facts in each column, and that the range does not include

any blank rows or columns

Select a cell in the range

Insert one level of subtotals

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Insert Subtotals
To sort the column that contains the data you want to group by, select that column, and then

on the Data tab, in the Sort & Filter group, click Sort A to Z or Sort Z to A

On the Data tab, in the Outline group, click Subtotal

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Insert Subtotals
Make sure that each column in a range of data for which you want to calculate subtotals has a

label in the first row, contains similar facts in each column, and that the range does not include

any blank rows or columns

Select a cell in the range

Insert one level of subtotals

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Conditional Formatting
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Conditional Formatting
Conditional formatting is used to change the appearance of

cells in a range based on your specified conditions

The conditions are rules based on specified numerical

values or matching text

Changing the appearance of cells can visually highlight

interesting data points for analysis

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Conditional Formatting
Note: The web browser version of Excel only offers a

selection of built-in conditional formatting options

The Excel application has the option of creating fully

customized conditional formatting rules

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Colour Scale Formatting
Highlight with Colour Scales

Click on the "Green - Yellow - Red Colour Scale" icon

Dark green is used for the highest values and dark red for

the lowest values

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Highlight Cell Rules
Highlight Cell Rules are the predefined conditional

formats to change the appearance of cells

The Rules are based on specified numerical values,

matching text, calendar dates, duplicated and unique

values etc

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Appearance Options
Light Red Fill with Dark Red Text

Yellow Fill with Dark Yellow Text

Green Fill with Dark Green Text

Light Red Fill

Red Text

Red Border

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Cell Rule Types

Greater Than A Date Occurring

Less Than Duplicate/Unique Values

Between

Equal To

Text That Contains

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Text to Columns
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Text to Columns

Select the cell or column that contains the text you want to split

Select Data > Text to Columns

In the Convert Text to Columns Wizard, select Delimited > Next

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Text to Columns
Select the Delimiters for your data.; For example, Commas and Space

You can see a preview of your data in the Data preview window

Select Next

Select the Destination in your worksheet which is where you want the

split data to appear

Select Finish

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What-if Analysis
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What-if Analysis

It is a very powerful tool to perform complex mathematical calculations

This feature can help you experiment and answer questions with your data

Even when the data is incomplete

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Goal Seek

Whenever you create a formula or function in Excel, you put various parts

together to calculate a result

Goal Seek works in the opposite way!

It lets you start with the desired result, and it calculates the input value that will

give you that result

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Scenarios

Scenarios let you substitute values for multiple cells (up to 32) at the same time

You can create as many scenarios as you want and then compare them without

changing the values manually

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Data tables

Data tables allow you to take one or two variables in a formula and replace them

with as many different values as you want

Then view the results in a table

This option is especially powerful because it shows multiple results at the same

time, unlike scenarios or Goal Seek

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