Excel Data Analysis

Excel Sort

Ranges can be sorted using the Sort Ascending and Sort

Descending commands.

Sort Ascending: from smallest to largest.

Sort Descending: from largest to smallest.

The sort commands work for text too, using A-Z order.
 Excel Filter

Filters can be applied to sort and hide data. It makes data analysis easier.

The menu is accessed in the default Ribbon view or in the Data section in the
navigation bar.

Applying Filter

Filters are applied by selecting a range and clicking the Filter command.

It is important to have a row of headers when applying filters. Having headers is

useful to make the data understandable.

Let's apply filters to the data set, step by step.

1. Select range A1:E1

2. Click the Sort & Filter menu

3. Click the Filter command

New buttons have been added to the cells in the top row. This indicates that
the Filter was successfully applied. The buttons can be clicked to access the
different Sort & Filter options.

Excels Tables

Ranges can be converted into tables.

Tables make it easier to structure and organize data.

Tables connect cells in a range and put it into a fixed structure.

The cells in the table range share the same formatting.

Tables allow for options such as:

 Sort & Filter

 Formatting
 AutoFilling

Example:

Formatting a range into a table will give it a new form with a fixed structure.
Tables open access to new functionality such as: filtering, automations and
styling.
 1. Select range A1:F22

2. Click Insert, then Table (), in the Ribbon.

3. Click OK

Table Design

Tables can be customized and styled in a few clicks.

Converting a range into a table gives access to a menu called "Table Design".

The menu appears when selecting a cell in the table's range.

This menu has options and commands such as:

 Resize
 Remove duplicates
 Convert to range
 Style options (Total row, Header row, Banded row etc..)
 Formatting

Table Name:

Excel gives tables default names such as: Table 1, Table 2, Table 3 and so on.

The name of the table can be found in the Table Design tab

1. Select the table

2. Click the Table design menu
3. See the name input field

Excel Table Resizing

The size of a table can be changed.

Resizing is to increase or decrease the range of the table.

There are three ways to resize a table

 Resize table command

 Drag to resize
 Adding headers
Resize Table Command

The resize table command allows you to change the size of the table by entering
a range.

Drag to Resize

The table can be resized by dragging its corner.

Excel Removing Duplicates

Excel has a command to remove duplicates in tables.

Removing duplicates are helpful when cleaning a dataset and you do not want
to include copies.

The Remove Duplicate function is found in the Ribbon under the Table Design
tab.

The command allows you to specify the column where you want to find and
remove duplicates.

Once applied it will return the number of deleted values and how many unique
ones that remains.

Excel Converting a Table to Range

Tables can be reversed and converted back to range.

Tables can be converted to ranges by selecting a cell in the table range and
clicking on the Convert to Range command.

The command to convert to range is found in the Table Design tab, in the Tools
group.
 Excel Table Style

Excel has many ready to use styles which can be applied for tables.

Table styles is to change the appearance of the table.

It can be changed to:

 Make it easier to read and understand

 Make it look better

The table style is Blue, Table Style Medium 2 by default.

Example: Blue, Table Style Medium 2, which is how the default looks like.

Excel has three main categories for Table styles:

 Light; Light colors, more white space

 Medium; Medium colors, medium white space
 Dark; Dark colors, less white space

Excel Conditional Formatting

Conditional formatting is used to change the appearance of cells in a range

based on your specified conditions.

The conditions are rules based on specified numerical values or matching text.

The browser version of Excel provides a number of built-in conditions and

appearances:
Conditional formatting, step by step:

1. Select the range of Speed values C2:C9

2. Click on the Conditional Formatting icon in the ribbon, from

the Home menu
3. Select the Color Scales from the drop-down menu
4. Click on the "Green - Yellow - Red Colour Scale" icon

Highlight Cell Rules

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

The conditions are rules based on specified numerical values, matching text,
calendar dates, or duplicated and unique values.

Appearance Options:

The web browser version of Excel offers the following appearance options for
conditionally formatted cells:
  Light Red Fill with Dark Red Text
 Yellow Fill with Dark Yellow Text
 Green Fill with Dark Green Text
 Light Red Fill
 Red Text
 Red Border

Here is how the options look in a spreadsheet:

Cell rule types:

Excel offers the following cell rule types:

 Greater Than...
 Less Than...
 Between...
 Equal To...
 Text That Contains...
 A Date Occurring...
 Duplicate/Unique Values

Highlight Cell Rules- Greater Than

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Greater Than... is one of the options for the condition.

Highlight Cell Rules- Less Than

ighlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Less Than... is one of the options for the condition.

Highlight Cell Rules- Between

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Between... is one of the options for the condition.

Highlight Cell Rules- Equal to

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Equal To... is one of the options for the condition.

Highlight Cell Rules- Text that contains

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Text That Contains... is one of the options for the condition.

Let's apply the rule to the Name values.

"Text That Contains..." Hightlight Cell Rule, step by step:

1. Select the range A2:A8 for the Name values

2. Click on the Conditional Formatting icon in the ribbon,

from Home menu
3. Select the Highlight Cell Rules from the drop-down menu
4. Select the Text That Contains... from the menu
5. Enter Pidge into the input field
6. Select the appearance option "Yellow Fill with Dark Yellow Text" from the
dropdown menu

Highlight Cell Rules - A Date Occurring

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

A Date Occurring... is one of the options for the condition.

The time frame can be:

 Yesterday
 Today
 Tomorrow
 In the last 7 days
 Last Week
 This Week
 Next Week
 Last Month
  This Month
 Next Month

Let's apply the rule to the Birthday values.

"A Date Occurring..." Hightlight Cell Rule, step by step:

1. Select the range C2:C19 for the Birthday values

2. Click on the Conditional Formatting icon in the ribbon,

from Home menu
3. Select the Highlight Cell Rules from the drop-down menu
4. Select the A Date Occurring... from the menu
5. Select "Next Month" from the dropdown menu
6. Select the appearance option "Yellow Fill with Dark Yellow Text" from the
dropdown menu
Excel HCR - Duplicate and Unique Values

Highlight Cell Rules is a premade type of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.

Duplicate Values.. is one of the options for the condition, and can check for
both duplicate and unique values.

Let's apply the rule to all of the cells values.

"Equal To..." Hightlight Cell Rule, step by step:

1. Select the range A2:H8

2. Click on the Conditional Formatting icon in the ribbon,

from Home menu
3. Select the Highlight Cell Rules from the drop-down menu
4. Select the Duplicate Values... from the menu
5. Select Duplicate
6. Select the appearance option "Yellow Fill with Dark Yellow Text" from the
dropdown menu
 Excel Top/Bottom Rules

Top/Bottom Rules are premade types of conditional formatting in Excel used to

change the appearance of cells in a range based on your specified conditions.
Let's first apply the Top 10 Items... rule to the Speed values.

"Top 10 Items..." Rule, step by step:

1. Select the range C2:C31 for Speed values

 2. Click on the Conditional Formatting icon in the ribbon,
from Home menu
3. Select the Top/Bottom Rules from the drop-down menu
4. Select the Top 10 Items... from the menu
5. Leave the default value 10 in the input field
6. Select the appearance option "Green Fill with Dark Green Text" from the
dropdown menu

Repeat the steps, but instead choose Bottom 10 Items... in the menu and
select the "Light Red Fill with Dark Red Text" appearance option.

Top/Bottom 10% Example

The "Top 10%..." and "Bottom 10%..." rules will highlight cells with one of the
appearance options based on the cell value being the top or bottom percent of
values in a range.
Let's first apply the Bottom 10%... rule to the Speed values.

"Bottom 10%..." Rule, step by step:

1. Select the range C2:C31 for Speed values

 2. Click on the Conditional Formatting icon in the ribbon,
from Home menu
3. Select the Top/Bottom Rules from the drop-down menu
4. Select the Bottom 10%... from the menu
5. Leave the default value 10 in the input field
6. Select the appearance option "Light Red Fill with Dark Red Text" from the
dropdown menu

Let's try the same with the top 10% Speed values.

Repeat the steps, but instead choose Top 10%... in the menu and select the "Green
Fill with Dark Green Text" appearance option.

Excel Above and Below Average Rules

Above and Below Average Rules are premade types of conditional formatting in
Excel used to change the appearance of cells in a range based on your
specified conditions.
Appearance Options

The web browser version of Excel offers the following appearance options for
conditionally formatted cells:

 Light Red Fill with Dark Red Text

 Yellow Fill with Dark Yellow Text
 Green Fill with Dark Green Text
 Light Red Fill
 Red Text
 Red Border

Here is how the options look in a spreadsheet:

Example:

Let's first apply the Above Average rule to the HP values.

"Above Average" Rule, step by step:

1. Select the range C2:C11 for HP values

2. Click on the Conditional Formatting icon in the ribbon,

from Home menu
3. Select the Top/Bottom Rules from the drop-down menu
4. Select Above Average from the menu
 5. Select the appearance option "Green Fill with Dark Green Text" from the
dropdown menu

Repeat the steps, but instead choose Below Average in the menu and select
the "Light Red Fill with Dark Red Text" appearance option.

Excel Data Bars

Data Bars are premade types of conditional formatting in Excel used to add
colored bars to cells in a range to indicate how large the cell values are
compared to the other values.

Example:
Let's apply the Data Bars conditional formatting to the Speed values.

"Data Bars", step by step:

1. Select the range C2:C10 for Speed values

2. Click on the Conditional Formatting icon in the ribbon,

from Home menu
3. Select Data Bars from the drop-down menu
4. Select the "Green Data Bars" color option from the Gradient Fill menu

Excel Color Scales

Color Scales are premade types of conditional formatting in Excel used to

highlight cells in a range to indicate how large the cell values are compared to
the other values in the range.
Example:

Color Scales, step by step:

1. Select the range of Speed values C2:C8

2. Click on the Conditional Formatting icon in the ribbon, from

the Home menu
3. Select the Color Scales from the drop-down menu
4. Click on the "Green - Yellow - Red Colour Scale" icon
 Excel Icon Sets

Icon Sets are premade types of conditional formatting in Excel used to add
icons to cells in a range to indicate how large the cell values are compared to
the other values in the range.

Icon Sets Options

 Directional

 Shapes

 Indicators

 Ratings
 Example:

Icon Sets, step by step:

1. Select the range of Speed values C2:C10

2. Click on the Conditional Formatting icon in the ribbon, from

the Home menu
3. Select the Icon Sets from the drop-down menu
4. Click on the "3 Traffic Lights (Unrimmed)" option

Excel Manage Rules

Conditional Formatting rules can be managed and removed using

the Clear Rules and Manage Rules features.
 Example:

You can also use the Manage Rules menu option to clear conditional
formatting rules.

Let's remove the Color Scale rule applied to all the Stat values:

Select the range C2:H9.

Select the Manage Rules option from the Conditional Formatting

menu in the Home menu.

This will show all the active rules that are applied to the selected range.

It will also indicate which cells the rule is applied to. Which, in this example,
is C2:H9.

Clicking on the recycling bin icon will remove a particular rule.

Excel Charts

Charts are visual representations of data used to make it more understandable.

Commonly used charts are:

 Pie chart
 Column chart
 Line chart

Different charts are used for different types of data.

Creating a Chart in Excel

Creating a chart, step by step:

1. Select the range A1:A8

 2. Click on the Insert menu, then click on the Line menu ( ) and

choose Line ( ) from the drop-down menu

You should now get this chart:

 Excel Bar Charts

Bar charts show the data as vertical bars.

There are three different type of bar charts:

 Clustered bar( )

 Stacked bar( )

 100% stacked bar( )

Clustered Bar Chart

Clustered Bar charts are used when the value of data is important but the order
is not.

Example:

We want to find the number of generation 1 Pokemons with types "Grass",

"Fire", "Water" and "Bug".

1. Select the range A1:B5

2. Click on the insert menu, then click on the bar menu ( ) and

choose Clustered Bar ( ) from the drop-down menu

The chart gives a visual overview for the "Grass", "Fire", "Water" and "Bug"
type Pokemons in generation 1.

Type "Water" has the most Pokemons in the first generation.

Example with two Data Columns:

Now let's do the same for generation 2 Pokemons and compare the results with
the last example.

1. Select the range A1:C5

2. Click on the insert menu, then click on the bar menu ( ) and

choose Clustered Bar ( ) from the drop-down menu

Excel Stacked Bar Charts

Stacked bar charts are used to highlights the total amount of contribution for
each category.

This is done by stacking the bars at the end of each other.

The charts are used when you have more than one data column.

Example:

We want to find out the total number of generation 1 and 2 Pokemons in each
of these type 1 categories: "Grass", "Fire", "Water" and "Bug".

1. Select the range A1:C5

2. Click on the insert menu, then click on the bar menu ( ) and

choose Stacked Bar ( ) from the drop-down menu

100% Stacked Bar Chart

100% Stacked Bar is used to highlights the proportion of contribution for each
data column in a category.

This is done by scaling the total value of each category in a stacked bar chart
to 100.

The charts are used when you have more than one data column.

Example:

We want to find out the proportion of Pokemon types "Grass", "Fire", "Water"
and "Bug" in generation 1 and 2.

1. Select the range A1:C5

2. Click on the insert menu, then click on the bar menu ( ) and

choose 100% Stacked Bar ( ) from the drop-down menu

 Excel Columns Chart

Column charts show the data as vertical bars.

Excel has three different types of column charts:

 Clustered column()
 Stacked column()
 100% Stacked column()
Clustered Column Chart

Clustered Column charts are used when the value of data is important but the
order is not.

Example:

1. Select the range A1:B5

2. Click on the insert menu, then click on the column menu ( ) and

choose Clustered Column ( ) from the drop-down menu

Stacked Column Chart

Stacked Column charts are used to highlights the total amount of contribution
for each category.

This is done by stacking columns on top of each other.

The charts are used when you have more than one data column.

Example:

1. Select the range A1:C5

 2. Click on the insert menu, then click on the column menu ( ) and

choose Clustered Column ( ) from the drop-down menu

100% Stacked Column Chart

100% Stacked Column is used to highlights the proportion of contribution for

each data column in a category.

This is done by scaling the total value of each category in a stacked column
chart to 100.

The charts are used when you have more than one data column.

Example:

1. Select the range A1:C5

2. Click on the insert menu, then click on the column menu ( ) and

choose Clustered Column ( ) from the drop-down menu

 Excel Pie Charts

Pie charts arrange the data as slices in a circle.

Pie charts are used for representing values of qualitative (categorical) data.

Pie charts show the contribution of each category to the total.

Excel has two types of pie charts:

 2-D pie ( )

 Doughnut ( )

2-D Pie Charts

Pie charts arrange the data as slices in a circle.

2-D pie charts are used when you only have one data column.

Example:

1. Select the range A1:B5

2. Click on the Insert menu, then click on the Pie menu ( ) and

choose Pie ( ) from the drop-down menu

Doughnut Chart

Doughnut charts arrange the data as slices in a circle with hollow center.

Doughnut charts are often used when you have more than one data column.

Example:

1. Select the range A1:C5

2. Click on the Insert menu, then click on the Pie menu ( ) and

choose Doughnut ( ) from the drop-down menu

 Excel Line Charts

Line charts show the data as a continuous line.

Line charts are typically used for showing trends over time.

In Line charts, the horizontal axis typically represents time.

Line charts are used with data which can be placed in an order, from low to
high.

Excel has six types of line charts:

 Line

Line charts are used for showing data ordered from low to high.

 Line with Markers

Line with markers highlights data points with markers on a line chart.

 Stacked Line

 Stacked Line charts show the contribution to trends in the data.

 This is done by stacking lines on top of each other.
 Stacked Line charts are used with data which can be placed in
an order, from low to high.
  The charts are used when you have more than one data column
which all add up to the total trend.

 Stacked Line with Markers

 Stacked line with markers highlights data points with markers on a
stacked line chart.
 100% Stacked Line
 100% Stacked Line charts show the proportion of contribution to
trends in the data.

 This is done by scaling the lines so that the total is 100%.

 100% Stacked Line charts are used with data which can be placed
in an order, from low to high.

The charts are used when you have more than one data column
which all add up to the total trend.
 100% Stacked Line with Markers
 100% stacked line with markers highlights data points with
markers on a 100% stacked line chart.

Example:
 Excel Radar Charts

Radar charts show multivariate data as values relative to a center point.

Radar charts can only show data that can be ordered from low to high.

Excel has three types of radar charts:

 Radar ( )
 Radar charts show data as as vertices on a polygon.

 The relevant distance from the center of the polygon shows the
value of the data point.

 Radar with markers ( )

 Radar with Markers is similar to radar chart. The only difference is
that the data points are highlighted with markers.

 Filled radar ( )
 Filled radar is similar to radar chart. The only difference is that
inside the charts are filled with color.

E.g.,
 Excel Chart Customization

Charts in Excel can be customized.

Customization can be helpful to make the data easier to understand. For

example to highlight key points, give additional information and make it look
better.

Excel has many options for how to customize a chart. You will learn more about
the different options in this chapter.

This doughnut chart shows the ratio of different Pokemon types in generations 1
and 2.

The "Water" type, shown in gray has the most Pokemons in both generations.
Then there are types "Bug", shown in yellow, "Grass", shown in blue and "Fire",
shown in orange.
Moving Charts:

Excel charts can be moved around the spreadsheet.

Resizing Charts:

Excel charts can be resized.

Resizing will scale all the elements in the chart except the text.

Changing the Chart Title:

he default chart title in Excel is "Chart Title". This is not informative. The title
should describe the chart.

Changing the title, step by step:

1. Double click on the chart

2. Find "Chart Title" text in the newly opened menu and change it