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Chapter 02

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16 views9 pages

Chapter 02

Uploaded by

knowledgeitac
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Chapter 02: Data Analysis Tools

(Techer will discuss about each and every topic in details.)

1. Short and Filter


Sorting and filtering don't directly involve formulas, but they are
preparation steps for data analysis using formulas. You can use sorting
to organize data for subsequent calculations.

❖ Shorting
Example:
You have a dataset of students with their scores:
A B
1 Name Score
2 Saddam 85
3 Nick 90
4 Shanto 40
5 Kamal 45

Sorting Formula:
Sorting doesn’t use a direct formula but helps prepare data
for analysis. After sorting by Score (descending):

Filter the table to show scores greater than 50 using the


following steps:
1. Go to Data > Filter.
2. Use the filter dropdown to select rows where Score > 50.
❖ Conditional Formatting
Example: Highlight Scores Below 50
You have the following dataset:
Objective: Highlight all scores below 50 in red.
Step-by-Step Process:
1. Select the Range:
o Highlight the cells in the Score column (e.g., B2:B5).
2. Go to Conditional Formatting:
o Navigate to the Excel ribbon: Home > Conditional
Formatting > New Rule.
3. Select a Rule Type:
o Choose "Use a formula to determine which cells to
format".
4. Enter the Formula:
o Input the following formula: =B2<50
Explanation:
This checks if the value in cell B2 is less than 50. Excel will apply
formatting to all matching cells in the range.
5. Set the Format:
o Click Format and choose a red fill color from the Fill tab.
o Click OK.
6. Apply the Rule:
o Click OK in the Conditional Formatting dialog box.
Result:
Only Shanto (40) is highlighted in red because their score is below 50.
❖ What-If Analysis
Example: Goal Seek
Goal Seek is an advanced tool in Excel that allows you to find the input
value needed to achieve a specific goal for a formula.
How Goal Seek Works
1. Identify a formula that depends on one variable.
2. Set a "goal" for the result of the formula.
3. Use Goal Seek to adjust the input value automatically to achieve
the desired goal.
Example: Sales Volume to Achieve Target Profit
A company wants to calculate the sales volume needed to achieve a
profit of $10,000.

Dataset
A B
1 Description Value
2 Selling Price per unit $50
3 Fixed Cost $2,000
4 Profit (Target) $10,000
5 Sales Volume (to determine) (to be found)

Profit Formula: =(Sales Volume * Selling Price) – Fixed Cost


1. Set Up the Formula:
Enter the formula in cell B4: =B5*B1-B2
2. Open Goal Seek:
o Go to Data > What-If Analysis > Goal Seek.
3. Define Parameters:
o Set Cell: Select the formula cell (B4).
o To Value: Enter the target value (10000).
o By Changing Cell: Select the input cell (B5).
4. Run Goal Seek:
o Click OK to calculate the result.

Result:
Cell Updated Value

B5 Sales Volume = 240 units


Explanation:
You need to sell 240 units at $50 each to achieve a $10,000 profit
with a fixed cost of $2,000.

2. PivotTables and PivotCharts


Pivot Table:

1. Summarizes large datasets efficiently.


2. Enables quick data analysis (e.g., totals, averages, counts).
3. Offers flexibility with grouping, filtering, and sorting data.
4. Provides dynamic interaction to change views without altering
raw data.
Dataset: Sales Data
A B C D E F
Total
Order Units
1 Region Product Selesperson Sales
ID sold
($)
2 101 North Laptop Saddam 5 5000
3 102 South Tablet Shanto 3 1200
4 103 East Laptop Nick 7 7000
5 104 West Smartphone Kamal 10 5000
6 105 North Tablet Saddam 2 800

Objective:

1. Summarize total sales by Region.


2. Find the total Units Sold by each Salesperson.

Step-by-Step Process:

1. Select the Dataset:

o Highlight the table range (A1:F6).

2. Insert Pivot Table:

o Go to Insert > Pivot Table.

o In the dialog box:

▪ Select New Worksheet or Existing Worksheet.

▪ Click OK.

3. Build the Pivot Table:

o Drag fields into the following areas:

▪ Rows: Drag Region to see sales by region.

▪ Values: Drag Total Sales ($) to calculate total sales.


4. Result: Region Total Sales ($)
East 7000
North 5800
South 1200
West 5000

❖ Pivot Chart
A Pivot Chart is a graphical representation of data from a Pivot Table.
It allows for dynamic interaction and visualization of summarized data,
making it easier to identify trends and insights.

1. Visualizes data from a Pivot Table dynamically.


2. Updates automatically when the Pivot Table changes.
3. Offers flexible filtering and sorting for detailed analysis.
4. Supports various chart types (e.g., Column, Bar, Pie, Line).

Objective:
1. Create a Pivot Chart to show total sales by Region.
2. Use a Pie Chart to visualize sales distribution by Product.

Step-by-Step Process
1. Create a Pivot Table:
1. Select the dataset.
2. Go to Insert > Pivot Table.
3. Place it in a new worksheet.
4. Add fields to the Pivot Table:
o Rows: Drag Region.

o Values: Drag Total Sales ($).


2. Insert a Pivot Chart:
1. Select the Pivot Table.
2. Go to Insert > Pivot Chart.
3. Choose a chart type:
o For this example, select Column Chart.

4. Click OK.

Result:
Total
8000
7000
6000
5000
4000 Total
3000
2000
1000
0
West South North East

3. Data Validation
Scenario:
You want to restrict the entry to dates between January 1, 2023 and
December 31, 2023 for cell C1.

Steps:
1. Select the cell (e.g., C1).
2. Go to Data > Data Validation.
3. In the Settings tab, select Date from the Allow drop-down.
4. In the Data drop-down, select between.
5. Set the Start Date to 01/01/2023 and the End Date to
12/31/2023.
6. Click OK.
Result:
Now, only dates between January 1, 2023, and December 31, 2023,
can be entered into cell C1. Excel will display an error message if a date
outside of this range is entered.

Error Alert Messages


1. Input Message (Optional):
o You can provide a message that appears when the user

selects a cell. This can be useful to guide users on what type


of data to enter.
o Example: In the Input Message tab, you can enter "Enter a

product category from the list" for a list validation.


2. Error Alert:
o You can customize the error message that appears when

invalid data is entered.


o Example: In the Error Alert tab, you can set a custom

message like "Please enter a value between 1 and 100" for


a whole number validation.
❖ Text-to-Columns and Flash Fill

Example:
Extract first and last names using Flash Fill or manual formulas
Enter full name in “A1” cell (Saddam Hossen)
For first name type the formula in “B1” cell:
=LEFT(A1,FIND(“ ”,A1)-1)

For last name type the formula in “C1” cell:


=RIGHT(A1, LEN(A1)-FIND(“ ”, A1)

5. Data Consolidation
Example: Combining Monthly Sales

A B C
1 Name Region Sales
2 January East 1500
3 January West 2000
4 February East 1800
5 February West 2200

Steps:
1. Go to Data > Consolidate.
2. Use SUM to combine sales by region.

A B
1 Region Total
2 East 3300
3 West 4200

6. Remove Duplicates
This function used for removing duplicate data from the dataset.

Example: A B
1 Name Sales
2 Saddam 200
3 Shanto 300
4 Saddam 200

Steps:

1. Select the range.

2. Go to Data > Remove Duplicates.

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