Business Data Management and Excel

Week-01

1. Ribbon = Contains tabs like Home, Insert, Page Layout, Formulas etc. Each tab houses grps
of functions, such as cut, copy, format and data analysis tools.
2. Cell Address = Col + Row = address. E4 = Cell in col E and row 4.
3. Common Functions :-
1. SUM = SUM(Range) . eg = SUM(A1:A10) will sum all vals from A1 to A10.
2. AVERAGE = AVERAGE(Range)
3. MIN = MIN(C1:C10)
4. MAX = MAX(Range)
5. MEDIAN = MEDIAN(Range)
6. Mode = MODE(Range)
7. Standard Deviation (W4) = Measures the amt of variation / dispersion of a set of vals.
STDEV(range) .
4. Advanced Excel Functions :-
1. IF Function = Used to make logical comparisons b/w a value and what u expect.
Syntax = IF(logical test, value_if_true, val_if_false) . You can nest multiple IF statements
within 1. eg for grading = IF(F2 >= 90, "A", IF(F2 >= 80, "B", IF(F2 >= 70, "C", "D")))
1. logical test: Condition to test.
2. value_if_true: val to return if condition is true.
3. value_if_false: val to return if condition is false.
2. COUNTIF = Counts the number of cells that meet a specific condition. Syntax =
COUNTIF(Range, Criteria) Eg = COUNTIF(B2:B11, "A") ; Counts how many students
received "A" grade within the range.
1. Dynamic Counting = COUNTIF($B$2: $B$11, D2) ; Here D2 contains the grade to
be counted, allowing easy updates by changing the val in D2.
2. Multiple COUNTIFS = eg = COUNTIFS(A1:A10, "Condition-1", B1:B10, "Condition-
2") ; A1:A10 & B1:B10 r the ranges for respective conditions. Syntax =
COUNTIFS(criteria_range1, criteria1, {criteria_range2, criteria2}, ...)
3. VLOOKUP = Looks up a val in the 1st col of a table and returns a val in the same row
from another col. Syntax = VLOOKUP(lookup_val, table_array, col_index_num,
{range_lookup})
1. lookup_val = The val u want to search for (key)
2. table_array = The table range where the lookup occurs.
 3. col_index_num = The col no. in the table from which to retrieve the val.
4. range_lookup = TRUE for approx match (default), FALSE for exact match.
5. Eg = VLOOKUP(A2, $E$2: $F$20, 2, FALSE) ; This looks for the val in A2 within the
first col of the range E2:F20, and returns the corresponding val from the 2nd col
(F). Keys should be exact match cuz range_lookup is set to False.
6. The lookup col mst be sorted when using vlookup with approx matches (i.e,
range_lookup set to True).
4. XLOOKUP (W4) = Searches for value in a col / row & returns a val from the same pos
in another col or row. Syntax = XLOOKUP(lookup_val, lookup_array, return_array,
{if_not_found}, {match_mode}, {search_mode})
1. lookup_val = The val we want to search for.
2. lookup_array = The array / range to search for the lookup_val.
3. return_array = The array / range from which to return the val.
4. if_not_found = Optional. Val to return if the lookup_val isn't found. Defaults to
#N/A
5. match_mode = Optional. Specifies exact or approx match. '0' for exact match
(default), '-1' for exact or next smaller. '1' for exact or next larger.
6. search_mode = Optional. Specifies search direction. '1' for search from 1st to Last
(default), '-1' for search from Last to 1st.
7. Eg = =XLOOKUP(102, A2:A4, B2:B4, "Not Found") ; This formula searches for
'102' in the range A2:A4 and returns the corresponding value from B2:B4
(Gadget). If 102' is not found, it returns "Not Found".
5. Relative Referencing = When a formula is copied across cells, Excel automatically adjusts
the cell references relative to the formula's new location. For eg, if =A1+B1 is copied to the
next row, it becomes =A2+B2.
6. Absolute Referencing = To prevent Excel from changing cell references when copying a
formula, use absolute referencing. Syntax = $col $row (eg $A$1).
1. Application eg = (English_Marks / $F$1) * $G$1
7. Sorting Data = Sorting allows you to arrange data based on specific criteria, such as total
marks or department names. It can help identify patterns.
8. Filtering Data = Filtering enables you to display only the rows that meet certain criteria,
such as showing students who received a particular grade.
1. Select the Dataset : Click on any cell within your dataset.
2. Apply Filter :
1. Go to the Data tab on the Ribbon.
2. Click on Filter. This adds drop-down arrows to each column header.
3. Filter the Data :
1. Click the drop-down arrow in the City column header.
 2. Uncheck all cities except "New York." (eg)
3. Click OK. Now, only rows where the city is "New York" will be displayed.

Week-02

1. Create the Pie Chart:

1. Select the data range that includes household sizes and their counts.
2. Go to Insert > Charts > Pie Chart.
3. Choose the pie chart style you prefer (e.g., 2D Pie).
4. **Format the Pie Chart:
1. Add data labels by clicking on the chart, then Chart Elements > Data Labels >
Add Data Labels.
2. Format data labels to show percentages: Click on a data label, then Format Data
Labels, and select Percentage.
2. Creating a Bar Chart:
1. Prepare Age Group Data:
Follow a similar process to extract unique age groups from your dataset.
2. Count Each Age Group:
Use the COUNTIF function to count the occurrences of each unique age group.
3. Create the Bar Chart:
1. Select the data range for age groups and their counts.
2. Go to Insert > Charts > Bar Chart : Choose the bar chart style you prefer (e.g.,
Clustered Bar).
 4. Format the Bar Chart:
1. Add data labels and format them as needed.
3. Types of Gov Data:
1. Census: Conducted every 10 years, capturing every household and firm.
2. National Sample Survey (NSS): More frequent than the census, focusing on samples
to infer broader trends.
3. Annual Survey of Industries: Conducted yearly, provides detailed data on industries.
4. Economic Census: Comprehensive data on every firm, though conducted less
frequently.
4. Non-Gov Data Sources:
1. Private Data Providers: Center for Monitoring Indian Economy (CMIE) is a key private
data provider. It offers detailed data on consumer behavior (Consumer Pyramids
Household Survey) and corporate investments (CAPEX Report).
2. Consumer Pyramids Household Survey: Conducted three times a year, tracking
consumption patterns and aspirations across 236,000 households.
3. CAPEX Report: Tracks corporate investments and trends in various sectors.
5. Homogeneous regions are identified to minimize sampling bias, ensuring a representative
sample across different demographics (Sampling technique).
6. Longitudinal surveys revisit the same households, providing insights into changes over
time.

Week-03

1. Calculating Percentage:
1. Percentage of a part relative to a whole: (Part / Whole) * 100
2. Creating Pivot Table: To summarize and analyze large datasets.
1. Go to Insert > PivotTable to create a pivot table & drag fields to summarize the data.
3. Visualization:
1. Select data range.
2. Go to Insert > Chart & choose the desired chart type.
4. Replacing Values: Sometimes, datasets include placeholder values (e.g., -99) that need to
be replaced with blank cells or more meaningful values.
1. Open Find and Replace : CTRL + H to open the Find & Replace dialogue box.
2. Replace Values :
1. In the Find what box, enter -99. (e.g.)
 2. Leave the Replace with box empty to replace -99 with a blank cell (or with what
you want to replace).
3. Click Replace All.

Week-04

1. All about Pivot Tables: Summarize, analyze, explore & present ur data. Transform data into
insightful reports & charts (easier to identify trends, patterns and relationships within
dataset).
1. Why use Pivot Tables?
1. Efficient Data Analysis = Handle large datasets & help perform complex calcs
without writing formulas.
2. Dynamic Report = Automatically update when underlying data changes. (Refresh
= RT-Click > Refresh)
3. Interactive Data Exploration = Easily rearrange fields, apply filters, & sort data.
2. Creating a Pivot Table:
1. Select the Data Range: Highlight the range of data you want to analyze, including
headers (e.g., A1)
2. Insert the Pivot Table: Insert Tab > Pivot Table . Choose whether to place the
pivot table in a new worksheet or an existing one, then click OK.
3. Understanding the Pivot Table Layout:
1. Rows: Fields placed here will appear as row labels in the pivot table.
2. Columns: Fields placed here will appear as column labels.
3. Values: Fields placed here are summarized (e.g., count, sum) based on the data.
4. Filters: Fields placed here can filter the entire pivot table based on specific
criteria.
4. Basic Analysis
1. Counting Data:
1. Drag a categorical field (e.g., Department) to the Rows area.
2. Drag a numerical or categorical field (e.g., Roll Number) to the Values area.
3. By default, Excel will sum the data, but you can change this to Count by
clicking on the field in the Values area, selecting Value Field Settings, and
choosing Count.
2. Analyzing Data Across Multiple Dimensions:
1. To analyze data across different categories, drag another field (e.g., Hostel)
into the Columns area.
 2. This will create a matrix, allowing you to see the interaction between rows
and columns.
5. Advanced Features
1. Filtering Data:
1. Drag a field into the Filters area to add a filter.
2. You can use this to focus on specific subsets of data (e.g., filtering to see
only students from the CS department).
2. Using Multiple Fields in Rows & Columns:
1. You can place multiple fields in both the Rows and Columns areas to create
more detailed breakdowns.
2. For example, placing Hostel and Department in the Rows area will show a
nested structure, breaking down the data by both criteria.
6. Reference vid for pivot tables: How to Create Pivot Table in Microsoft Excel | Pivot
Table in Excel - YouTube
7. Use Cases
1. Business Analysis: Summarize sales data by region, product, or sales
representative.
2. Academic Analysis: Analyze student performance across different departments or
hostels.
3. Event Analysis: Track participation or results in sports events.
2. Line Chart: Used to display information as a series of data points connected by straight
line segments. Commonly used to visualize data trends over intervals of time, such as days,
months, quarters, or years.
1. Ideal Use Cases:
1. Show trends over time
2. Compare changes in different groups over the same period
3. Highlight the rate of change between data points.
2. Components of a Line Chart:
1. X-axis(Horiz axis): Time period / category.
2. Y-axis(Vert axis): Values being measured, like, grades, sales or temps.
3. Data pts: Value at each time period.
4. Line Segments: Connect data pts to show the trend.
5. Legends: Identify which data series corresponds to which line (especially useful
when comparing multiple series).
3. Creating a Line Chart in Excel:
1. Prepare Data: Structure your data in two columns: one for the time period (e.g.,
Semesters) and one for the values you want to track (e.g., Grades).
2. Select the Data: Highlight the data you want to include in the chart.
 3. Insert the Line Chart: Insert Tab (in Ribbon) > Line Chart option (Charts grp) >
choose line chart style .
4. Advanced features:
1. Multiple Lines: If you want to compare multiple sets of data (e.g., grades of
multiple students), you can plot them on the same line chart (Ensure each
dataset is in a separate column).
2. Trendlines: Add a trendline to see the general direction of the data over time.
Click on a data series (in the chart) > select 'Add Trendline.'
5. Interpretation of Line Charts:
1. Upward Slope: Increase in the data over time (e.g., improving grades).
2. Downward Slope: Decrease in the data over time (e.g., declining sales).
3. Flat Line: No change in the data over time (e.g., consistent performance).
4. Peaks and Troughs: Variability in the data, showing periods of highs and lows.
3. Stacked Bar Charts: Displays multiple data series stacked on top of each other, allowing
visualization of cumulative effect of diff categories, showing both total and indv
contributions of each category within a bar. Useful for comparing overall size of categories
while also breaking it into its constituent categories.
1. When to Use: Comparing Total Values ; Showing Distribution ; Visualizing Trends
2. Types:
1. Standard Stacked Bar Chart:
1. Displays the absolute values stacked on top of each other.
2. The height of each segment represents the value of that category.
2. 100% Stacked Bar Chart:
1. Displays the relative contribution of each category as a percentage of the
total.
2. Useful when comparing proportional contributions.
3. Creation in Excel:
1. Prepare the Data: Organize your data in columns with each series representing a
category.
2. Select the Data: Highlight the data you want to include in the chart, including the
category labels and series data.
3. Insert the Chart: Insert tab (Ribbon) > Bar Chart (Charts grp) > choose type . You
can customize the chart & adjust axes.
4. Quick Tips: Avoid Overcrowding ; Use contrasting colors ; Label clearly ; Consider
alternatives.
4. Conditional Formatting: Apply specific formatting to cells that meet certain criteria.
Helpful in visualizing data, identifying trends, & spotting important info quickly.
1. Highlighting Cells:
 1. Select the range of cells.
2. Home tab > click Conditional Formatting > choose Highlight Cell Rules > select
condition > Set condition & formatting style > OK .
2. Data Bars: Visually represent the values in a range of cells, making it easy to compare
sizes. The length of the bar correlates with the cell value, so you can quickly see which
values are larger or smaller.
1. Select the cells you want to format.
2. Conditional Formatting (Home tab) > choose Data Bars > select color style .
3. Color Scales: Applies a gradient of colors based on the cell values, with different
colors representing high, medium, and low values.
1. Select your data range.
2. Conditional Formatting > choose Color Scales > pick color scale .
4. Icon Sets: Adds icons within cells to represent values, often used for performance
metrics.
1. Select data range.
2. Conditional Formatting > select Icon Sets > choose set .
5. Custom Rules: Allows you to create more complex and customized formatting rules.
1. Conditional Formatting > click New Rule > select Use a formula to determine
cells to format > Enter custom formula > select formatting style > OK .
6. Managing Rules: Conditional Formatting > select Manage Rules to view, edit, or
delete existing formatting rules.
7. Clear Rules: Select the cells first. Conditional Formatting > choose Clear Rules .
8. Reference vid: Conditional Formatting in Excel - YouTube
5. Subtotals: Helps summarize data within a group by performing calculations such as sum,
average, or count.
1. Ensure your data is sorted by the column you want to subtotal.
2. Data tab > click Subtotal > choose col and function .
6. Remove Duplicates Tool:
1. Select the range of cells.
2. Data Tab > Remove Duplicates (Data Tools grp) > choose the cols > click OK .
7. FILTER Formula: Filters a range based on a condition. Helps creating data subsets, meeting
specific criteria. Syntax = FILTER(array, include, {if_empty}) . e.g. = FILTER(A2:B100,
B2:B100='YES') will return rows from A2:B100 where B col is 'YES'
8. SUMIF Formula: Sums vals in a range based on a condition. Syntax = SUMIF(range,
criteria, {sum_range}) . e.g. = SUMIF(B2:B100, "YES", A2:A100) will sum vals in A2:A100
where corresponding entries in B2:B100 are 'YES'.
Week-05