Lesson 1: Data Analysis with Excel

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 Lesson Objectives
• Data Analysis – Overview
• Data Analysis Process
• Data Analysis with Excel - Overview
• Working with Range Names
• Table
• Cleaning Data with Text Functions.
• Cleaning Data Containing Date Values.
• Working with Time Values

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 Data Analysis – Overview
• Data Analysis is a process of inspecting, cleaning, transforming and
modeling data with the goal of discovering useful information,
suggesting conclusions and supporting decision-making.
• Several data analysis techniques exist encompassing various domains
such as business, science, social science, etc. with a variety of names. The
major data analysis approaches are-
– Data Mining
– Business Intelligence
– Statistical Analysis
– Predictive Analytics
– Text Analytics

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 Data Analysis – Overview
• Data Mining is the analysis of large quantities of data to extract
previously unknown, interesting patterns of data, unusual data and the
dependencies.
• Data mining analysis involves computer science methods at the
intersection of the artificial intelligence, machine learning, statistics, and
database systems.

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 Data Analysis – Overview
• Business Intelligence techniques and tools are for acquisition and
transformation of large amounts of unstructured business data to help
identify, develop and create new strategic business opportunities.
• The goal of business intelligence is to allow easy interpretation of large
volumes of data to identify new opportunities.

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 Data Analysis – Overview
• Statistics is the study of collection, analysis, interpretation, presentation,
and organization of data.
• In data analysis, two main statistical methodologies are used-
Descriptive statistics and Inferential statistics.

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 Data Analysis – Overview
• Predictive Analytics use statistical models to analyze current and
historical data for forecasting (predictions) about future or otherwise
unknown events. In business, predictive analytics is used to identify risks
and opportunities that aid in decision-making.

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 Data Analysis – Overview
• Text Analytics, also referred to as Text Mining or as Text Data Mining
is the process of deriving high-quality information from text. Text
mining usually involves the process of structuring the input text,
deriving patterns within the structured data using means such as
statistical pattern learning, and finally evaluation and interpretation of
the output.

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 Data Analysis Process
• Data Analysis is defined by the statistician John Tukey in 1961 as
"Procedures for analyzing data, techniques for interpreting the results of
such procedures, ways of planning the gathering of data to make its
analysis easier, more precise or more accurate, and all the machinery and
results of (mathematical) statistics which apply to analyzing data.”
• Thus, data analysis is a process for obtaining large, unstructured data
from various sources and converting it into information that is useful for-
– Answering questions
– Test hypotheses
– Decision-making
– Disproving theories

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 Data Analysis Process
• Data Analysis Process consists of the following phases that are iterative
in nature-
– Data Requirements Specification
– Data Collection
– Data Processing
– Data Cleaning
– Data Analysis
– Communication

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 Data Analysis with Excel - Overview

• Microsoft Excel provides several means and ways to analyze and

interpret data. The data can be from various sources. The data can be
converted and formatted in several ways. It can be analyzed with the
relevant Excel commands, functions and tools – encompassing
Conditional Formatting, Ranges, Tables, Text functions, Date functions,
Time functions, Financial functions, Subtotals, Quick Analysis, Formula
Auditing, Inquire Tool, What-if Analysis, Solvers, Data Model,
PowerPivot, PowerView, PowerMap, etc.

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 Working with Range Names
• While doing Data Analysis, referring to various data will be more
meaningful and easy if the reference is by Names rather than cell
references – either a single cell or a range of cells.
• You can create Range Names in two ways-
– Using the Name box.
– Using the New Name dialog box.
– Using the Selection dialog box.

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Working with Range Names

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Working with Range Names

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Working with Range Names

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Working with Range Names

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Working with Range Names

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 Working with Range Names
• Suppose you have a constant that will be used throughout your
workbook. You can assign a name to it directly, without placing it in a cell.
• In the example below, Savings Bank Interest Rate is set to 5%.
– Click Define Name.
– In the New Name dialog box, type Savings_Bank_Interest_Rate in
the Name box.
– In Scope, select Workbook.
– In Refers to box, clear the contents and type 5%.
– Click OK.

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Working with Range Names

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 Working with Range Names
• An Excel Workbook can have any number of named cells and ranges.
You can manage these names with the Name Manager.

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Working with Range Names

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 Working with Range Names
• The Scope of a name by default is the workbook. You can find the Scope
of a defined names from the list of names under the Scope column in the
Name Manager. You can define the Scope of a New Name when you
define the name using New Name dialog box.

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Working with Range Names

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 Working with Range Names
• Sometimes, it may so happen that Name definition may have errors for
various reasons.You can delete such names as follows-

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Working with Range Names

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 Working with Range Names
• You can use the Edit option in the Name Manager dialog box to-
– Change the Name .
– Modify the Refers to range
– Edit the Comment in a Name.

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Working with Range Names

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 Working with Range Names
• Range Intersections are those individual cells that have two Ranges in
common.

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 Table
• A Table is a rectangular range of structured data. The key features are-
– Each row in the table corresponds to a single record of the data.
– Each column contains a specific piece of information.
– The top row describes the information contained in each column and
is referred to as header row.
– Each entry in the top row is referred to as column header.

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 Table
• To create a table from the data you have on the worksheet, follow the
given steps-

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 Table
• You can also convert a range to a table by clicking anywhere on the range
and pressing Ctrl+T. A Create Table dialog box appears and then you can
repeat the steps as given above.
• Excel assigns a name to every table that is created.

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 Table
• You can manage table names just similar to how you manage range
names with NamManager.

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 Table
• When you are working with more number of rows of data in a table, you
may have to scroll down to look at the data in those rows.
• However, while doing so, you also require the table headers to identify
which value belongs to which column. Excel automatically provides a
smooth way of doing this. As you scroll down your data, the column
letters of the worksheet themselves get converted to table headers.

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 Table
• Propagation of a Formula in a Table

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 Table
• You can resize a table to add or remove rows/columns.

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 Table
• When you gather data from different sources, you probably can have
duplicate values. You need to remove the duplicate values before going
further with analysis.

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 Table
• You can convert a table to a Range.

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 Table
• You have several options of Table Styles to choose. These options can be
used if yoneed to highlight a Row / Column.

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 Cleaning Data with Text Functions

• The data that you obtain from different sources many not be in a form
ready for analysis.
• Initially, you need to clean the data. Data cleaning includes removing
unwanted characters from text. Next, you need to structure the data in
the form you require for further analysis.
• You can do the same by-
– Finding required text patterns with the text functions.
– Extracting data values from text.
– Formatting data with text functions.
– Executing data operations with the text functions.

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 Cleaning Data with Text Functions

• When you import data from another application, it can have nonprintable
characters and/or excess spaces. The excess spaces can be-
– leading spaces, and/or
– extra spaces between words.
• If you sort or analyze such data, you will get erroneous results.Consider
the following example-

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 Cleaning Data with Text Functions

• You need to remove any nonprintable characters and excess spaces

that might be present in the data. You can use the CLEAN function and
TRIM function for this purpose.

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 Cleaning Data with Text Functions

• To structure your data, you might have to do certain Text Pattern

matching based on which you can extract the Data Values.
• You can extract data in one of the following ways-
– Extracting Data Values with Convert Text to Columns Wizard
– Extracting Data Values with Text Functions
– Extracting Data Values with Flash Fill
• Some of the Text Functions that are useful for this purpose are:

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 Cleaning Data with Text Functions

• You can use the Convert Text to Columns Wizard to extract Data Values
into Excel columns if your fields are-
– Delimited by a character, or
– Aligned in columns with spaces between each field.
• In the above example, the fields are delimited by the character “|”.
Hence, you can use the Convert Text to Columns wizard.
– Select the data.
– Copy and paste values in the same place. Otherwise, Convert Text to
Columns takes the functions rather than the data itself as the input
– Select the data.
– Click on Text to Columns in the Data Tools group under Data Tab
on the Ribbon.

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Cleaning Data with Text Functions

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Cleaning Data with Text Functions

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Cleaning Data with Text Functions

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Cleaning Data with Text Functions

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 Cleaning Data with Text Functions

• Suppose the fields in your data neither are delimited by a character nor
are aligned in columns with spaces between each field, you can use text
functions to extract data values.
• Even in the case the fields are delimited, you can still use text functions
to extract data. Some of the text functions that are useful for this purpose
are-

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 Cleaning Data with Text Functions

• Excel has several built-in text functions that you can use for formatting
data containingtext. These include-

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 Cleaning Data with Text Functions

• You might have to perform certain Text Operations on your Data. For
example, if LoginIDs for the Employees are changed to a New Format in
an Organization, based on the Format Change, Text Replacements might
have to be done.
• Following Text Functions help you in performing Text Operations on
your data containing Text:

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 Cleaning Data Containing Date Values.

• Excel supports Date values in two ways-

– Serial Format
– In different Year-Month-Day Formats
• You can convert-
– A Date in Serial Format to a Date in Year-Month-Day Format
– A Date in Year-Month-Day Format to a Date in Serial Format

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 Cleaning Data Containing Date Values.

• A Date in serial format is a positive integer that represents the number

of days between the given date and January 1, 1900. Both the current
Date and January 1, 1900 are included in the count. For example, 42354
is a Date that represents 12/16/2015.
• To convert dates from serial format to Month-Day-Year format, follow the
steps given below-
– Click the Number tab in the Format Cells dialog box.
– Click Date under Category.
– Select Locale. The available Date formats will be displayed as a list
under Type.
– Click on a Format under Type to look at the preview in the box
adjacent to Sample.

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Cleaning Data Containing Date Values.

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 Cleaning Data Containing Date Values.

• You can use Excel DATEVALUE function to convert a Date to Serial

Number format. You need to enclose the Date argument in “”. For
example, =DATEVALUE("07/01/2021") results in 44203
• If you need to perform calculations based on today’s date, simply use the
Excel function TODAY (). The result reflects the date when it is used.
• You might have to perform certain calculations based on your workdays.
• Workdays exclude weekend days and any holidays. This means if you
can define your weekend and holidays, whatever calculations you do will
be based on workdays. For example, you can calculate invoice due dates,
expected delivery times, the next meeting date, etc.
• You can use Excel WORKDAY and WORKDAY.INTL functions for such
operations.

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Cleaning Data Containing Date Values.

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 Cleaning Data Containing Date Values.

• By default, weekend is Saturday and Sunday, i.e. two days. You can also
optionally define your weekend with the WORKDAY.INTL function. You
can specify your own weekend by a weekend-number that corresponds
to the weekend days as given in the table below. You need not remember
these numbers, because when you start typing the function, you get a list
of numbers and the weekend days in the drop-down list.

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Cleaning Data Containing Date Values.

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 Cleaning Data Containing Date Values.

• You can extract from each date in a list of dates, the corresponding day,
month and year using the excel functions DAY, MONTH and YEAR.

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 Working with Time Values
• Excel supports Time Values in two ways-
– Serial Format
– In various Hour-Minute-Second Formats
• You can convert-
– Time in Serial Format to Time in Hour-Minute-Second Format
– Time in Hour-Minute-Second Format to Time in Serial Format
• Time in serial format is a positive number that represents the Time as a
fraction of a 24 hour day, the starting point being midnight. For example,
0.29 represents 7 AM and 0.5 represents 12 PM.
• Excel allows you to specify time in Hour-Minute-Second Format with a
colon (:) after the hour and another colon before the seconds. Example,
8:50 AM, 8:50 PM or just 8:50 using the 12-Hour Format or as 8:50, 20:50
in 24-Hour format. The time 8:50:55 AM represents 8 hours, 50 minutes
and 55 seconds.

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 Working with Time Values
• To convert serial time format to hour-min-sec format follow the steps
given below-
– Click the Number tab in the Format Cells dialog box
– Click Time under Category.
– Select the Locale. Available Time formats will be displayed as a list
under Type-
– Click on a Format under Type to look at the Preview in the box
adjacent to Sample.

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Thanks You

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