Lesson 2: Data Analysis with Excel

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 Lesson Objectives
• Conditional Formating
• Sorting
• Flitering
• Subtotal with Ranges
• Quick Analysis
• Lookup Functions

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 Conditional Formating
• In Microsoft Excel, you can use Conditional Formatting for data
visualization. You have to specify formatting for a cell range based on
the contents of the cell range. The cells that meet the specified
conditions would be formatted as you have defined.
• You can specify any number of conditions for formatting by specifying
Rules. You can pick up the rules that match your conditions from-
– Highlight cells rules
– Top / Bottom rules
• You can also define your own rules. You can-
– Add a rule
– Clear an existing rule
– Manage the defined rules

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 Conditional Formating
• Further, you have several formatting options in Excel to choose the ones
that are appropriate for your Data Visualization-
– Data Bars
– Color Scales
– Icon Sets

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 Conditional Formating
• Click Greater Than and specify >750. Choose green color.
• Click Less Than and specify < 500. Choose red color.
• Click Between and specify 500 and 750. Choose yellow color.

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 Conditional Formating
• Click Greater Than and specify >750. Choose green color.
• Click Less Than and specify < 500. Choose red color.
• Click Between and specify 500 and 750. Choose yellow color.

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 Conditional Formating
• You can use Top / Bottom Rules to assign a format to cells whose
contents meet any of the following criteria:
• Top 10 items: Cells that rank in the top N, where 1 <= N <= 1000.
• Top 10%: Cells that rank in the top n%, where 1 <= n <= 100.
• Bottom 10 items: Cells that rank in the bottom N, where 1 <= N <= 1000.
• Bottom 10%: Cells that rank in the bottom n%, where 1 <= n <= 100.
• Above average: Cells that are above average for the selected range.
• Below average: Cells that are below average for the selected range.

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 Conditional Formating
• You can use colored Data Bars to see the value in a cell relative to the
values in the other cells. The length of the data bar represents the value in
the cell. A longer bar represents a higher value, and a shorter bar
represents a lower value. You have six solid colors to choose from for
the data bars – blue, green, red, yellow, light blue and purple.

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Conditional Formating

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Conditional Formating

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 Conditional Formating
• You can use Color Scales to see the value in a cell relative to the values in
the other cells in a given range. As in the case of Highlight Cells Rules, a
Color Scale uses cell shading to display the differences in cell values. A
color gradient will be applied to a range of cells. The color indicates
where each cell value falls within that range.

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 Conditional Formating
• You can use the icon sets to visualize numerical differences. The following
icon sets areavailable-

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Conditional Formating

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 Conditional Formating
• You can use New Rule to create your own formula as a condition to
format a cell as you define.
• There are two ways to use New Rule-
– With New Rule option from the drop-down menu
– With New Rule button in Manage Rules dialog box

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Conditional Formating

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Conditional Formating

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Conditional Formating

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 Conditional Formating
• You can Clear Rules to delete all conditional formats you have created
for
– Selected cells
– Current Worksheet
– Selected Table
– Selected PivotTable

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 Sorting
• Sorting data is an integral part of Data Analysis. You can arrange a list
of names in alphabetical order, compile a list of sales figures from
highest to lowest, or order rows by colors or icons. Sorting data helps
you quickly visualize and understand your data better, organize and
find the data that you want, and ultimately make more effective
decisions.
• You can sort by columns or by rows. Most of the sorts that you use will be
column sorts.
• You can sort data in one or more columns by
– text (A to Z or Z to A)
– numbers (smallest to largest or largest to smallest)
– dates and times (oldest to newest and newest to oldest)
– a custom list (E.g. Large, Medium, and Small)
– format, including cell color, font color, or icon set

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Sorting

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Sorting

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Sorting

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 Flitering
• Filtering allows you to extract data that meets the defined criteria from
a given Range or table. This is a quick way to display only the
information that is needed by you.
• You can Filter data in a Range, table or PivotTable.
• You can filter data by-
– Selected values
– Text filters if the column you selected contains text
– Date filters if the column you selected contains dates
– Number filters if the column you selected contains numbers
– Cell color if the column you selected contains cells with color
– Font color if the column you selected contains font with color
– Cell icon if the column you selected contains cell icons
– Advanced filter
– Using slicers
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Flitering

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Flitering

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Flitering

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Flitering

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Flitering

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Flitering

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 Flitering
• Removing filters is termed as Clear Filter in Excel.
• You can remove
– A filter from a specific column, or
– All of the filters in the worksheet at once.
• To remove a filter from a specific column, click the arrow in the table
header of that column. From the drop-drown menu, click Clear Filter
From “<specific Column Name>”.

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Flitering

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 Flitering
• You can use Advance Filtering if you want to filter the data of more than
one column.
• You need to define your filtering criteria as a range. Suppose you want to
display the information of those employees who are specialists or whose
EmployeeID is 2, define the Criteria as follows-

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Flitering

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 Flitering
• Slicers to filter data in PivotTables were introduced in Excel 2010. In
Excel 2013, you can use Slicers to filter data in tables also.
• Consider the data in the following table.

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Flitering

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 Subtotal with Ranges
• If you have a list of data that you want to group and summarize, you can
use Excel Subtotal and Outline to display summary rows or columns.
You can use PivotTable also for this purpose, but using Subtotal and
Outline is the quickest way to analyze a range of data. Note that Subtotal
and Outline can be used only on a range and not on a table.
• You can create an Outline of up to eight levels, one for each group. Outer
Levels are represented by Lower Numbers and Inner Levels by Higher
Numbers. Each inner level displays detailed data for the preceding outer
level.

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Subtotal with Ranges

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 Subtotal with Ranges
• You can obtain the sum of sales location wise using Subtotal.
• First, sort the data location wise.
• Click anywhere on the data range.
• Click the DATA tab.
• Click Sort.

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 Subtotal with Ranges
• In the Sort dialog box,
– Select Location for Sort by
– Select Values for Sort On
– Select A to Z for Order

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Subtotal with Ranges

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Subtotal with Ranges

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Subtotal with Ranges

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Subtotal with Ranges

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Subtotal with Ranges

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 Quick Analysis
• In Microsoft Excel 2013, the Quick Analysis tool makes it possible to
analyze your data quickly and easily using different Excel tools.
• You can use Quick Analysis with a range or a table of data. To access
Quick Access tool, select the cells that contain the data you want to
analyze. The Quick Analysis tool button appears at the bottom right of
your selected data.

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 Quick Analysis
• Click the Quick Analysis button. The Quick Analysis toolbar appears with
the option FORMATTING, CHARTS, TOTALS, TABLES, SPARKLINES.

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 Quick Analysis
• Conditional Formatting allows you to highlight parts of your data by
adding Data Bars, Colors, etc. This lets you quickly visualize the values in
your data.

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 Quick Analysis
• Charts are used to depict the data pictorially. There are several types of
Charts to suit different types of data.

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 Quick Analysis
• Tables help you to filter, sort and summarize your data

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 Quick Analysis
• Sparklines are tiny charts that you can show alongside your data in
single cells. They provide a quick way to see trends.

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 Quick Analysis
• Click on TOTALS in the Quick Analysis Toolbar. In Quick Analysis with
TOTALS, you can analyze

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 Lookup Functions
• You can use Excel functions to-
– Find values in a range of data - VLOOKUP and HLOOKUP
– Obtain a value or the reference to a value from within a table or range
- INDEX
– Obtain the relative position of a specified item in a range of cells -
MATCH
• You can also combine these functions to get the required results based
on the inputs you have.

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Lookup Functions

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Lookup Functions

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Lookup Functions

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Lookup Functions

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Lookup Functions

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 Lookup Functions
• You can use HLOOKUP function if the data is in rows rather than
columns.

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Lookup Functions

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Lookup Functions

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 Lookup Functions
• When you have an array of data, you can retrieve a value in the array by
specifying the row number and column number of that value in the
array.

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Lookup Functions

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Thanks You

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