DHA SUFFA UNIVERSITY

Department of Artificial Intelligence

AI-1004L Introduction to ICT
Fall 2024

LAB 05
MS Excel II
Objective: Explain analyzing data using tools Describe protection and security
in an Excel file Explain levels of protection
Data Analysis
Data in an Excel spreadsheet can be sorted to understand it better.
Data can be sorted in ascending or descending order or in alphabetical
order

Data before and after sorting

Filtering
Filter is applied to a data set if one wants to set criteria and then display the result. This
is another effective tool to analyze data.

Data before and after filtering

Conditional Formatting

Results of Conditional Formatting

PivotTables
PivotTables are one of the most powerful tools of MS Excel. It allows the user to
interpret data from a large and detailed data set.
Tables
Tables allow user to analyze data in Excel quickly and easily as compared to
manual methods or using a calculator.
Tables also enable better organization of data, which improves readability and
understanding of data.

What-if Analysis
What-if Analysis in MS Excel allows the user to try out different values for formulas
What-if method is used to analyze the results or outcomes in varying scenarios with the
same set of data
Let us understand this with the help of an example. Consider a footwear showroom. It
has 1,000 footwear in storage A certain percentage is sold at the highest price of
$95 and a certain percentage is sold at the lowest price of
$65. A worksheet is created to represent this data in Excel as shown in Figure
8.32. The formula in cell H8 is G4*H4/100 and in cell H9 is G4-H8. The
calculation for total profit will use the formula (H8*I8)+(H9*I9) in cell I11.
Several Scenarios Created Using Scenario Manager

Checking the Result of Each Scenario

 Scenario Summary

Protection and Security in Excel

MS Excel file may have data which is confidential or which can be made
available to people to view the details but they would not have any rights to edit
the worksheets
Protection of Excel data involves different methods and varying level of
protection:
• File level protection
• Workbook level protection
• Worksheet level protection

Encrypt with Password Option

✓ Two passwords can be set on a file – one to open and view as read-only
file and the other to open and modify
✓ ‘Mark as Final’ option is used if the Excel file needs to be marked as
final version and any further changes by other users can be prevented
✓ If an organization has permissions to set up using Information Rights
Management (IRM), the user may apply any of the available IRM
permissions to the document

Mark as Final Option

✓ The structure of a workbook can be locked by specifying a password

✓ Locking the workbook structure prevents other users from adding,
moving, deleting, hiding, and renaming worksheets
 Protect Workbook

✓ With worksheet protection, the user can control how someone else can
work within worksheets
✓ What exactly a user can do within a sheet can be specified, thereby
making sure that none of the important data in the worksheet gets
affected by changes made by someone else

Applying Worksheet Level Protection

 Levels of Protection

To control the level of access for users on an MS Excel file, file-level protection is used

Analyzing Data Using PivotTable

A pivot table allows the user to extract significance from a large and detailed
data set
• A pivot table can be used to summarize, analyze, explore, and present
summary data
• Pivot table can analyze numerical data and is especially designed for
presenting concise, attractive, and annotated (adding comments or notes)
online or printed reports
✓ Pivot Charts complement PivotTables by adding visualization to the
summary data in PivotTables.

Sample Data Set and Sample PivotTable

✓ MS Excel can help by recommending and then, automatically creating
PivotTables, which are a great way to summarize, analyze, explore, and
present the data set
✓ The Recommended PivotTable option appears under the Insert tab
✓ Series of steps to create a PivotTable using this option:
• Make sure the data set has column headings or table headers and that
there are no blank rows.
• Click any cell in the range of cells or table.
• Click Insert -> Recommended PivotTables
• In Recommended PivotTables dialog box, click any PivotTable layout,
which is Sum of Amount by Category layout, to get a preview in the right
pane of the Recommended PivotTables dialog box.
• Pick the one that shows the data as per your requirement, and click OK to
close the Recommended PivotTables dialog box

Recommended PivotTables Option

Selecting from the Recommended PivotTables

PivotTable Tools
 Resulting PivotTable

Understanding the PivotTable

Available Chart Types in PivotChart

Chart types provided by MS Office are:
Column Chart
Line Charts
Pie and Doughnut Chart
Bar Chart
Area Chart
XY (Scatter) Chart
Stock Chart
Surface Chart
Radar Chart
Combo Chart

Sample Line Chart

Sample XY (Scatter) Chart

 Lab Tasks

Sample Dataset: Sales Data

Order ID Product Category Sales Amount Date Customer Email

1 Widget A Electronics 120 2024-01-15 [email protected]
2 Widget B Electronics 80 2024-02-10 [email protected]
3 Widget C Home Goods 150 2024-01-20 [email protected]
4 Widget D Home Goods 200 2024-03-05 [email protected]
5 Widget E Toys 60 2024-02-15 [email protected]
6 Widget F Toys 90 2024-03-20 [email protected]
7 Widget G Electronics 300 2024-04-01 [email protected]
8 Widget H Electronics 210 2024-01-25 [email protected]
9 Widget I Home Goods 180 2024-02-20 [email protected]
10 Widget J Home Goods 160 2024-03-15 [email protected]
11 Widget K Toys 75 2024-01-30 [email protected]
12 Widget L Electronics 95 2024-02-05 [email protected]
13 Widget M Toys 120 2024-04-10 [email protected]
14 Widget N Electronics 400 2024-01-12 [email protected]
15 Widget O Home Goods 250 2024-03-25 [email protected]
16 Widget P Electronics 140 2024-02-18 [email protected]
17 Widget Q Toys 85 2024-04-03 [email protected]
18 Widget R Home Goods 95 2024-01-28 [email protected]
19 Widget S Electronics 500 2024-03-30 [email protected]
20 Widget T Home Goods 130 2024-02-22 [email protected]
21 Widget U Toys 45 2024-03-02 [email protected]
22 Widget V Electronics 330 2024-01-10 [email protected]
23 Widget W Home Goods 175 2024-02-11 [email protected]
24 Widget X Electronics 210 2024-04-15 [email protected]
25 Widget Y Toys 65 2024-01-05 [email protected]
26 Widget Z Home Goods 190 2024-02-25 [email protected]
27 Widget AA Electronics 360 2024-03-22 [email protected]
28 Widget AB Home Goods 120 2024-01-09 [email protected]
29 Widget AC Toys 70 2024-02-14 [email protected]
30 Widget AD Electronics 220 2024-03-28 [email protected]
Technical Questions

1. Total Sales Calculation:

o Write a formula to calculate the total sales amount for all products in the dataset.
2. Sales by Category:
o Create a pivot table that summarizes total sales by product category and includes
the count of orders for each category.
3. Monthly Sales Trend:
o Using a line chart, visualize the monthly sales trend. How does sales performance
vary across different months?
4. Top 5 Products:
o Use the LARGE function to find the top 5 products by sales amount and display
their corresponding Order IDs.
5. Sales Growth Calculation:
o Calculate the month-over-month sales growth percentage for the first quarter of
2024.
6. Customer Sales Summary:
o Create a summary table that lists each unique customer and the total amount they
have spent.
7. Conditional Formatting for High Sales:
o Apply conditional formatting to highlight all sales amounts that exceed $300.
o Apply conditional formatting to highlight sales amounts greater than $100.
8. Use of TEXT Functions:
o Use the TEXT function to format the sales amount to currency format in a new
column.
9. Identifying Repeat Customers:
o Create a formula to identify customers who have made multiple purchases and list
their emails.
o Create a summary that shows total sales for each unique customer email.
 10. Calculate Average Sales Amount by Category:
o Use the AVERAGEIF function to calculate the average sales amount for each
product category.
11. Sales Contribution Analysis:
o Calculate the percentage contribution of each product to the total sales and display
it in a new column.
12. Filtering Data:
o Filter the dataset to display only sales transactions from the Electronics category
that are greater than $200.
13. Create a Dashboard:
o Design a simple dashboard that summarizes key metrics: total sales, average
sales, number of unique customers, and sales by category.
14. Creating a Data Table for Scenarios:
o Set up a data table that shows how total sales would change if the sales amounts
were increased by 10%.
15. Password Protecting the Workbook:
o What steps would you take to password-protect this workbook to prevent
unauthorized access?

Data Validation for Customer Emails:

• Set up data validation rules in the "Customer Email" column to ensure that only valid
email addresses can be entered. How does this contribute to data protection?

Protecting the Workbook Structure:

• How would you protect the workbook structure to prevent users from adding or deleting
sheets while still allowing them to view the data in the existing sheets?
Protecting a Specific Worksheet:

• Implement protection on the "Sales Data" worksheet to prevent users from editing any
cells except for the "Customer Email" column. Describe the steps you took to achieve
this.

Locking Cells:

• In the "Sales Data" worksheet, lock the cells in the "Sales Amount" column so that users
cannot modify these values. How do you ensure that the rest of the sheet remains
editable?