ABILITY ENHANCEMENT COURSE (AEC)

Code: BCS358A Course: Data Analytics with Excel

Credits: 1 CIE: 100 Marks
L:T:P - 1:0:0 Total Marks:50

Prerequisites if any Basic Computer Skills, Fundamental Excel Skills

The learning objectives for a data analytics course with Excel
Learning objectives typically revolve around equipping students with the knowledge and
skills to effectively analyze and interpret data using Excel as a tool

Course Outcomes:
On the successful completion of the course, the student will be able to
COs Course Outcomes Bloom’s level
CO1 To familiarize oneself with Excel's Basic features Understanding
CO2 To gain skills on data visualization for data analysis using MS Excel. Analyze

Mapping with POs and PSOs:

COs PO1 PO2 PO3 PO4 PO5 PO6 PO7 PO8 PO9 PO10 PO11 PO12 PSO1 PSO2
CO1 2 - - - 2 - - - - - - - 1 -
CO2 3 3 3 2 3 - - 1 - - - 2 3 2
Mapping Strength: Strong– 3 Medium – 2 Low – 1

Course Structure

Sl. No. of No. of

No. of
No Lecture Practi
Module Tutorial
cal
. Hours Hours
Hours
Module – 1: Basics of MS Excel
1.1 Features of MS 2 - -
Excel Worksheets and Workbooks: Labeling and Naming Worksheets and
Workbooks, Adding, Deleting and Saving Worksheets and Workbooks,
1.2 Reposition Worksheets, Inserting, Deleting, and Renaming Worksheets, Copy 2 - -
Worksheets, Printing a Workbook, Formatting a Worksheet, Adding Elements to a
Workbook, Protecting Worksheet and Workbook.
Module – 2: Data Representation using MS Excel
Import externa data, Creating a Table, Sorting Data into a Table, Data Validation,
2.1 1 - -
Consolidation
2.2 Defining Names in MS Excel, Macros: View Macros, Record Macros 2 - -
 Formulas and Functions: Creating a Formula, Formula Auditing, Meaning and
2.3 Advantages of functions, Insert function, Use relative References, Mathematical 2 - -
Functions, Statistical Functions, Date & Time Functions
Module – 3: Data Visualization and Analysis
Charts: Chart elements: Titles, legend, data labels, creating a New Chart,
3.1 2 - -
Formatting the Chat, Types of charts, Using Chart Templates
PivotTables: Creating a PivotTable, Filtering and Sorting a PivotTable, Using
3.2 2 - -
Slicers to manipulate PivotTables, Creating a PivotChart
Filtering Data: Creating a Custom AutoFilter, Using an Advanced Filter. Data
3.3 2 - -
Group, Ungroup and Subtotals
Total No. of Lecture Hours 15 - -
Total No. of Tutorial Hours 00 -
Total No. of Practical Hours 00

Textbook:
1. "Microsoft Excel 2019 Step by Step" by Curtis Frye
2. "Excel 2019 Bible" by Michael Alexander, Richard Kusleika, and John Walkenbach

Reference Book:
1. "Microsoft Excel Data Analysis and Business Modeling" by Wayne L. Winston:
2. "Excel 2019 All-in-One For Dummies" by Greg Harvey:

Online Resources:
1. https://www.academia.edu/42074058/Excel_2019_BIBLE
2. https://ptgmedia.pearsoncmg.com/images/9780735681019/samplepages/9780735681019.pdf

NOTES Prepared by:

 Prof. Agughasi Victor I.
Dept. of CSE, MIT Mysore

Module – 1: Basics of MS Excel

1.1 Features of MS Excel

i Spreadsheet Software: Excel is a leading spreadsheet application used for data
analysis, calculation, and visualization.
ii Cell-based Format: Data is stored in cells, organized in rows and columns.
iii Formulas and Functions: Excel supports complex formulas and built-in functions
for calculations.
iv Data Visualization Tools: Includes charts, graphs, pivot tables for data
representation.
v Data Analysis Features: Tools like data filters, conditional formatting, and data
validation.
vi Integration and Compatibility: Works well with other MS Office applications and
supports various file formats.

1.2 Excel Worksheets and Workbooks

 Worksheets and Workbooks: Excel file is a workbook containing one or more
worksheets (spreadsheets).
 Labeling and Naming: Each worksheet can be labeled and named for
identification.
 Adding Worksheets: New worksheets can be added to a workbook as needed.
 Deleting Worksheets: Unwanted worksheets can be easily deleted.
 Saving Workbooks: Workbooks should be regularly saved to prevent data loss.
 Repositioning Worksheets: Worksheets can be rearranged within a workbook by
dragging their tabs.

1.3 Inserting, Deleting, and Renaming Worksheets, Copying Worksheets

 Inserting Worksheets: New worksheets can be inserted at specific locations.
 Deleting Worksheets: Removal of unnecessary worksheets.
 Renaming Worksheets: Worksheets can be renamed for better organization.
 Copying Worksheets: Worksheets can be duplicated within the same workbook or
into a different one.
1.4 Printing a Workbook, Formatting a Worksheet, Adding Elements
 Printing a Workbook: Entire workbooks or selected worksheets can be printed.
 Formatting a Worksheet: Includes adjusting cell size, fonts, colors, and alignment.
 Adding Elements: Inserting tables, charts, images, and hyperlinks to worksheets.

1.5 Protecting Worksheet and Workbook

 Protecting a Worksheet: To prevent unauthorized editing, worksheets can be
protected with a password.
 Protecting a Workbook: Similarly, entire workbooks can be protected for security.

Additional Points to Consider:

 -Navigation: Familiarity with navigating through cells, rows, and columns.
 - Shortcuts: Learning keyboard shortcuts for efficiency.
 -Data Types: Understanding different data types like text, numbers, and dates.
 - Basic Operations: Knowledge of basic operations like sorting and filtering data.
 SOME EXTENDED NOTES:

Introduction to Spreadsheets (Microsoft MS Excel as an Example)

What is a Spreadsheet?
- A spreadsheet is a digital tool for organizing, analyzing, and storing data in a tabular
format.
- Composed of rows and columns, creating cells where data can be entered and
manipulated.
- Widely used for calculations, data analysis, financial modeling, and data visualization.

Emphasis on MS Excel:
- Microsoft Excel is one of the most popular spreadsheet applications globally.
- Known for its versatility, it caters to various business, educational, and personal data
processing needs.
- Excel provides advanced features like pivot tables, formulae, graphs, and integration
with other Microsoft Office tools.

Module 1: Basics of MS Excel

1.1 Features of MS Excel
- Cell-based Format: Data is stored in individual cells in rows and columns.
- Formulas and Functions: Supports a wide range of mathematical, statistical, and
logical functions.
- Data Visualization: Create various charts and graphs for data representation.
- Pivot Tables: Summarize large data sets effectively.
- Compatibility: Excel files can be exported to and imported from various formats like
CSV, XLSX, and more.

1.2 Excel Worksheets and Workbooks

-Worksheets vs. Workbooks: A workbook is an Excel file containing multiple
worksheets (tabs).
- Creating a New Workbook: Open Excel and select "New Workbook" or use the
shortcut `Ctrl + N`.
- Adding a Worksheet: Click the "+" sign next to the sheet tabs or right-click on an
existing tab and select "Insert".
- Deleting a Worksheet: Right-click on the worksheet tab and select "Delete".
- Saving a Workbook: Click on "File" > "Save As". Choose the location and file format,
then click "Save".
- Renaming a Worksheet: Double-click on the tab name and type the new name.
- Repositioning Worksheets: Click and drag the worksheet tab to a new position.

1.3 Managing Worksheets

- Inserting a Worksheet: Right-click on a tab, select "Insert" > "Worksheet".
- Deleting a Worksheet: Right-click on the tab you wish to delete and select "Delete".
- Renaming Worksheets: Double-click the tab and enter the new name.
- Copying a Worksheet: Right-click on the tab, select "Move or Copy", check "Create a
copy", and select where to place the copy.

1.4 Printing and Formatting:

-Printing a Workbook: Go to "File" > "Print". Adjust settings like printer, pages,
orientation, then click "Print".
- Formatting a Worksheet: Use the "Home" tab to access formatting options like font
size, cell borders, and colors.
- Adding Elements: Use "Insert" tab to add charts, tables, shapes, or images.

1.5 Protecting Data

-Protecting a Worksheet: Go to "Review" > "Protect Sheet". Set a password to restrict
editing.
-Protecting a Workbook: Choose "Protect Workbook" in the "Review" tab to prevent
structural changes.

Additional Tips
- Navigation: Use arrow keys for cell navigation; `Ctrl + arrow key` jumps to the edge
of the data region.
- Shortcuts: Familiarize with shortcuts like `Ctrl + C` for copy, `Ctrl + V` for paste.
- Data Types: Understand how to input and format different data types (text, numbers,
dates).
This introduction and module provide a detailed guide on the basic functionalities of
MS Excel, offering a strong foundation for beginners to start exploring the vast
capabilities of this powerful tool.

Below are detailed notes covering the topics of printing a workbook, formatting a
worksheet, adding elements to a workbook, and protecting a worksheet and workbook
in the context of spreadsheet software like Microsoft Excel or Google Sheets.

### 1. Printing a Workbook

**Key Points:**
- **Page Setup:** Adjust margins, orientation (portrait or landscape), and paper size.
- **Print Area:** Select specific cells or ranges to print.
- **Headers/Footers:** Add information like page numbers, file name, or custom text.
- **Scaling:** Fit the content to a specified number of pages.
- **Print Preview:** Always preview before printing to check the layout.

**Example:**
To print a specific range in Excel:
1. Highlight the range you want to print.
2. Go to `File` > `Print`.
3. In the Print dialog, under Settings, select `Print Selection`.
4. Preview and click `Print`.

### 2. Formatting a Worksheet

**Key Points:**
- **Cell Formatting:** Includes font type, size, color, cell borders, and background
color.
- **Conditional Formatting:** Automatically formats cells based on their values (e.g.,
highlighting top 10%).
- **Alignment and Text Control:** Adjusts text alignment, wrap text, and orientation.
- **Number Formatting:** Formats cells as currency, percentage, date, etc.
**Example:**
To apply conditional formatting:
1. Select the cells to format.
2. Go to `Home` > `Conditional Formatting`.
3. Choose a rule (e.g., Highlight Cell Rules) and set the criteria.
4. Select a format and apply.

### 3. Adding Elements to a Workbook

**Key Points:**
- **Charts and Graphs:** To visually represent data.
- **Tables:** Organize and analyze data sets.
- **PivotTables:** Summarize, analyze, explore, and present summary data.
- **Formulas and Functions:** Automate calculations and data analysis.
- **Hyperlinks:** Link to external resources, different sheets, or files.

**Example:**
To insert a chart:
1. Select the data for the chart.
2. Go to `Insert` > choose the type of chart (e.g., Column, Line).
3. Customize the chart with chart tools.

### 4. Protecting Worksheet and Workbook

**Key Points:**
- **Protecting a Worksheet:** Restricts editing on specific cells or the entire sheet.
Allows setting a password.
- **Protecting a Workbook:** Prevents structural changes (like adding or deleting
sheets).
- **Locking Cells:** Typically, cells are locked after protection is enabled.
- **Allowing Specific Edit Ranges:** You can specify cells that can be edited even
when the sheet is protected.

**Example:**
To protect a worksheet in Excel:
1. Go to `Review` > `Protect Sheet`.
2. Enter a password (optional) and select the actions you want to allow users.
3. Click `OK` to apply protection.

---

Here is a step-by-step process you can follow:

1. Creating a Sample Excel File

Step 1: Open Excel and Create a New Workbook
- Open Microsoft Excel.
- Create a new blank workbook.

Step 2: Add Sample Data

- In Sheet1, enter some sample data. For example, create a small table of sales data by
month.
Step 3: Format the Worksheet
- Apply cell formatting (like bold headers, colored cells).
- Use conditional formatting to highlight top-performing months.

Step 4: Add Elements

- Add a chart:
- Highlight the sales data.
- Go to `Insert` > `Charts` and select a chart type, such as a column chart.
- Insert a table:
- Select the data.
- Go to `Insert` > `Table`.

Step 5: Create a Formula

- In a cell, type `=SUM(` and select the range of numbers to sum, or use any other
formula.

Step 6: Add a Hyperlink

- Right-click a cell, choose `Hyperlink`, and enter a URL or link to another sheet.

### 2. Preparing for Printing

- Go to `Page Layout` and set margins, orientation, and size.
- Select the print area if you only want to print a specific part.
- Add a header/footer under `Insert` > `Header & Footer`.

### 3. Protecting the Workbook

#### Protect a Sheet

- Go to `Review` > `Protect Sheet`.
- Enter a password (optional), select what users are allowed to do, and click OK.

#### Protect the Workbook

- Go to `Review` > `Protect Workbook`.
- Enter a password (optional) and click OK.

### 4. Saving the File

- Save your workbook.

---

### Tips for Using the File:

1. **Experiment with Formatting:** Try different formatting options to understand
their impact.
2. **Modify and Print:** Adjust the print settings and preview to see how the
workbook will be printed.
3. **Test Protection:** Try editing protected areas to see how protection works.

By following these steps, you can create an Excel file that demonstrates all of the
discussed concepts. This hands-on approach will help you better understand the
functionality and application of each feature.

Certainly! Here's a set of sample data that you can use to populate your Excel
workbook. This data set will demonstrate sales over a series of months, which is ideal
for formatting, creating charts, and applying formulas.
### Sample Data: Monthly Sales

| Month | Sales ($) | Expenses ($) |

|-----------|-----------|--------------|
| January | 20000 | 12000 |
| February | 18000 | 10000 |
| March | 21000 | 11000 |
| April | 15000 | 9000 |
| May | 22000 | 13000 |
| June | 20000 | 12000 |
| July | 23000 | 14000 |
| August | 21000 | 11000 |
| September | 19000 | 12000 |
| October | 25000 | 15000 |
| November | 24000 | 14000 |
| December | 30000 | 16000 |

### Instructions for Entering the Data:

1. **Open a New Excel Workbook.**

2. **Enter Data in Sheet1:**
- In the first row, starting from cell A1, enter the headers: `Month`, `Sales ($)`, and
`Expenses ($)`.
- From cell A2 to A13, enter the months from `January` to `December`.
- In cells B2 to B13, enter the sales figures next to each month as listed above.
- In cells C2 to C13, enter the corresponding expenses figures.

### Using the Data for Various Tasks:

1. **Formatting:**
- Apply different font styles and colors to the headers.
- Use cell color formatting to distinguish between sales and expenses.

2. **Creating a Chart:**
- Select the range A1:C13.
- Insert a chart (e.g., a line or column chart) to visualize sales and expenses over the
year.
3. **Applying Formulas:**
- In cell D2, enter the formula `=B2-C2` to calculate the profit for January.
- Drag the formula down to D13 to calculate profit for each month.

4. **Conditional Formatting:**
- Highlight months with sales over $22,000. Use `Conditional Formatting` >
`Highlight Cell Rules` > `Greater Than` and enter 22000.

5. **Setting Print Area and Print Preview:**

- Select the area A1:D13 as the print area.
- Check the print preview to ensure it looks as intended.

6. **Protecting the Worksheet:**

- Protect the sheet to prevent accidental modification of the data.

After entering and using this sample data, you'll be able to practice a wide range of
Excel functionalities including data entry, formatting, formula application, chart
creation, and setting up document protection.