MAHARAJA SURAJMAL INSTITUTE

C-4, Janakpuri, New Delhi- 110058

Affiliated to Guru Gobind Singh Indraprastha University, Delhi

DEPARTMENT OF COMMERCE

Session: 2023-2026

Data Analysis with Spreadsheets Lab File (B.COM 212)

Submitted in partial fulfilment of the requirement for the award of the

degree of

BACHELOR OF COMMERCE (HONOURS)

Submitted to : Submitted by :

DR. SOUMYA SINGHAL NEHAL GARG

ASSISTANT PROFESSOR BCOM (H) II SHIFT

00421288823

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 ACKNOWLEDGEMENT

I offer my sincere thanks and humble regards to Maharaja Surajmal Institute Affiliated to Guru
Gobind Singh Indraprastha University, C-4, Janakpuri, New Delhi, 110058 for imparting us
very valuable professional training in Bachelor of Commerce Honours. I pay my gratitude and
sincere regards to Dr. Soumya Singhal my Data Analysis with Spreadsheets Lab professor for
giving me the cream of her knowledge. I am thankful to her as she has been a constant source
of advice, motivation and inspiration. I am also thankful to her for giving her suggestions and
encouragement throughout the project work. I take the opportunity to express my gratitude and
thanks to our computer Lab staff and library staff for providing me the opportunity to utilize
their resources for the completion of the Lab File.

Signature

Ms. Nehal Garg

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 CERTIFICATE

This is to certify that Data Analysis for Spreadsheets Lab File is submitted by Nehal Garg in
partial fulfilment of the requirement for the award of degree Bachelor in Commerce to
Maharaja Surajmal Institute Affiliated to Guru Gobind Singh Indraprastha University, C-4,
Janakpuri, New Delhi-110058 is a record of the candidate own work carried out by her under
my supervision. The matter embodied in this report is original and has not been submitted for
the award of any other degree.

Signature

Dr. Soumya Singhal

Assistant Professor

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 INDEX

Serial Particulars Signature

Number

1. Basics of Excel

2. Versions of Excel

3. Advantages and Disadvantages of Excel

4. Shortcut Keys

5. Basic Arithmetic Manipulations

6. Functions using Relative & Absolute Reference

7. The “IF” Command using Numerical Data

8. The “Nested IF” Command

9. “VLOOKUP” Function

10. “HLOOKUP” Function

11. Data Filtering

12. Pivot Table

13. Introduction to Charts - Labelling, Modifying,

Customization of Charts.

14. Line Graph

15. Bar Graph

16. Pie Chart

17. Pivot Charts

18. Scatter Plot

19. Histogram

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 BASICS OF EXCEL

What is Microsoft Excel?

Microsoft Excel is spreadsheet software designed and developed by Microsoft for various
computing devices running on Windows, Linux, Android, and Mac Operating systems. MS
Excel performs business intelligence and data analytics functions by generating visually
appealing charts.

Microsoft Excel Basics - The Fundamentals

Microsoft Excel is one of the software tools that come along with the Microsoft Office
Software. You can download Microsoft Office from the Microsoft Official Website.

Once you download Microsoft Office and install it into your local system, you can get started
with Microsoft Excel. The Microsoft Excel Home Page looks as follows.

Inside the Home page, you have a variety of sheet options provided by Microsoft, based on the
usage. You can choose to get started with a basic simple worksheet or modify your sheet based
on your preference.

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Once you have selected your type of sheet, you will have the following options offered by MS
Excel.

The Toolbar in MS Excel has all the tools that you need to store and manipulate your data.

• The File Option:

It helps you with a set of operations to navigate your existing file, to print, save or create a new
sheet.

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 • The Home Option:

It will have the onboard tools to change your font, font colour, and spreadsheet format.

• The Insert Option

The Insert option will help you insert data into your sheet. The data can be an image or any
data from either your local system or an online source.

• The Draw Option

The Draw option helps you to withdraw any specific visualizations into your Excel sheet.

Example - Lines, Marks.

• The Page Layout Option

The next option is the Page Layout. The Page Layout option provides the page printing options
to modify the way your sheet could represent the data.

• The Formula Option

The Formulas option will help you with the inbuilt business analytical formulas.

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 • The Data Option

Data options will help you with data sources, queries, and data management options.

• The Review Option

The Review option will help with spellings, worksheet statistics, and notes.

• The View Option

The View option is similar to the page layout. This option will help you with basic operations
like zoom, page setup, etc.

• The Help Option

The Help option provides you with the possibility of contacting the technical support team and
so on.

• The Power Pivot Option

The Power Pivot option provides the options to manage workbooks and formulas used in the
sheet.

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 • The Toolbar Ribbon

Each Toolbar option has a set of sub-options that fit into a tray called Tool-bar Ribbon. The
Ribbon looks like shown below.

• The Group

Each Ribbon has specific functions, and all the functions are categorized into groups. Each
group is made up of functions that are interrelated to each other and have a dedicated
functionality.

For example, the ‘Font Group’ shown below is dedicated to working on the font style, size, and
colour.

It is often a little complicated to fit in all the functionalities in one group. So, all the groups
have a pop-up icon dedicated to storing the additional functionalities as a "More Options"
dialogue box, as shown in the image below.

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Now, you enter into the sheet part. The MS Excel Sheet is made out of rows and columns. The
intersection of rows and columns is known as a cell. Each cell in Excel is represented with an
address. In the image below, you have a cell with address B3, where B is the row address, and
3 is the column address.

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In the bottom section, you have the sheet tracker, which will help you track the worksheet you
are currently working on.

And lastly, you have the sheet size that helps you adjust your sheet size.

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 VERSIONS OF EXCEL

Microsoft Excel has evolved significantly since its inception in 1985. Here’s a quick overview:

1. Early Versions:

Excel started with versions like Excel 1.0 (1985) and Excel 2.0 (1987), primarily for Mac
and Windows, respectively.

2. Excel 95 to 2003:

These versions introduced features like VBA (Visual Basic for Applications) and pivot
tables.

3. Excel 2007:

A major update with the introduction of the Ribbon interface and support for larger
spreadsheets.

4. Excel 2010 to 2019:

These versions added features like PowerPivot, Power Query, and improved collaboration
tools.

5. Excel 365:

The current version, part of Microsoft 365, is continuously updated with features like
dynamic arrays, XLOOKUP, and AI-powered tools.

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 ADVANTAGES & DISADVANTAGES OF EXCEL

Advantages of Excel

1. User-Friendly Interface:

o Excel has an intuitive interface, making it accessible to both beginners and

advanced users. Its simple grid layout of rows and columns is easy to understand
and use.

2. Powerful Data Analysis:

o With built-in functions and formulas, Excel allows for complex calculations and
data analysis. Functions like SUM, AVERAGE, VLOOKUP, and IF, as well as
tools like pivot tables, make data manipulation and analysis quick and easy.

3. Data Visualization:

o Excel allows users to create various charts and graphs (e.g., bar charts, pie
charts, line graphs), helping users visualize data trends and patterns effectively.

4. Flexibility and Versatility:

o Excel can be used for a wide range of tasks, from basic calculations to complex
financial modelling, project management, and data analysis.

5. Compatibility and Integration:

o Excel integrates well with other Microsoft Office applications (Word,

PowerPoint, Outlook), and can handle different file formats like CSV, PDF, and
XML. It also allows importing and exporting data from external databases.

6. Data Management and Organization:

o Excel makes it easy to store, organize, and sort large amounts of data using
features like filters, sorting, and conditional formatting.

7. Automation with Macros:

o Excel supports VBA (Visual Basic for Applications) macros, allowing users to
automate repetitive tasks, enhancing productivity and reducing errors.

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Disadvantages of Excel

1. Limited by File Size:

o Excel has a limit on the number of rows and columns per worksheet. In earlier
versions, it was 65,536 rows, but in modern versions (Excel 2007 and later), it's
increased to 1,048,576 rows. However, for extremely large datasets, Excel may
become sluggish or unresponsive.

2. Prone to Human Error:

o While Excel is a powerful tool, it is also highly dependent on human input.

Errors in formulas, cell references, or data entry can lead to inaccurate results.
Small mistakes can go unnoticed, leading to larger issues, especially in financial
or critical data.

3. Limited Data Security:

o Excel lacks advanced security features. Password protection can be easily

bypassed or cracked, and it lacks centralized security controls found in database
management systems or more advanced tools.

4. Difficult to Handle Complex Data Models:

o While Excel is versatile, it is not always the best tool for managing complex or
large databases. More advanced solutions like SQL databases or specialized
data analysis tools (e.g., Power BI, R, or Python) may be more appropriate for
these tasks.

5. Manual Handling of Data:

o Excel relies heavily on manual data entry, which can lead to errors, especially
when large datasets are involved. Automation can be implemented through
macros or add-ins, but it requires programming knowledge and can still be prone
to issues.

6. Not Ideal for Real-Time Collaboration (Pre-Microsoft 365):

o While Excel has improved in real-time collaboration with Microsoft 365,

previous versions of Excel were less collaborative. Sharing files often led to
version control issues, especially in larger teams.

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 SHORTCUT KEYS

➢ Working with rows/columns/ranges

1. Ctrl + Space – Select the whole column
2. Shift + Space – Select the whole row
3. Ctrl + A / Ctrl + Shift + Space – Select all (Click once to select the current range, click
twice to select the entire worksheet)
4. Ctrl + Shift + Arrow keys – Select a range – from the selected cell to the end of the
range
5. Ctrl + Arrow keys – Go the end of the range
6. Alt + ; (Semicolon) – Select visible cell only
7. Ctrl + – (Minus) – Delete cells/ rows/ columns
8. Ctrl + Shift + = – Insert cells/rows/columns
➢ Working with Workbooks/Worksheets
1. CTRL + N – Open a new Workbook
2. Ctrl + O – Open an existing Workbook
3. Ctrl + S – Save Workbook (Or Save As, if it’s the first time you’re saving it)
4. F12 – Save As (Even if you already saved it!)
5. CTRL + P – Print
6. CTRL + F4 / CTRL + W – Close Workbook
7. ALT + F4 – Close Excel (All workbooks)
8. Shift + F11 – Add a new Worksheet
➢ Navigation
1. Ctrl + F – Find
2. Ctrl + H – Find and Replace
3. Ctrl + PgUp/PgDn – Navigate between sheets
4. Ctrl + Z – Undo last action
5. Ctrl + Y – Redo (Ctrl + Z)
6. Ctrl + [ – Takes you to the cell referenced by the formula
7. Ctrl + ] – Takes you to the cell which is affected by the current cell

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 BASIC ARITHEMETIC MANIPULATIONS

✓ ADDITION

Adding Values – Two Steps Formula

Step 1 – Always start a formula by using the = (equals) sign.
Step 2 – Use the + (plus) sign to add two values.

The formula should look like the following:

= NUMBER + NUMBER

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 ✓ SUBTRACTION

Subtract Values – Two steps formula

Step 1 – Always start a formula by using the = (equals) sign.
Step 2 Use the minus – (dash) sign to subtract values.

The formula should look like this:

= NUMBER – NUMBER

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 ✓ MULTIPLICATION

Multiply Values – Two steps formula

Step 1 – Always start a formula by using the = (equals) sign
Step 2 – Use the asterisk sign (*) to multiply values

The formula should look like this:

= NUMBER * NUMBER

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 ✓ DIVISION

Divide Values – Two steps formula

Step 1 – Always start a formula by using the = (equals) sign
Step 2 – Use the Slash(/) sign to divide values by each other

The formula should look like this:

= NUMBER / NUMBER

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 ✓ SUM

Sum is a function that allows us to sum numbers easily.

The syntax of the function is quite simple:

=SUM(value1,value2,value3…)

value1 – number or cell reference we’d like to sum.

If we use cell reference (for example – the range of cells between B2 to B6), we can select a
range and sum it – for example, B2:B6.

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 ✓ MAX Function
MAX function is used when we want to find the maximum value within a range of cells.

The syntax of the MAX function is as follows:

=MAX(value1,value2,value3…)

We can insert into the MAX function a range of cells, for example:

=MAX(A1:A4)

The function above will look within the cells in range A1 to A4, and return the highest value.

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 ✓ MIN Function
It is the opposite of MAX function, and it’s used when we want to find the minimum value within
a range of cells.

The syntax of the MIN function is as follows:

=MIN(value1,value2,value3…)

We can insert into the MIN function a range of cells, for example:
=min(A1:A4)

The function above will look within the cells in range A1 to A4, and return the smallest value.

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 ✓ COUNT
The syntax of the COUNT function is as follows:

=COUNT(value1, [value2], [value3]…)

value1 is a range. For example, if we want to count the numeric cells in range B2:B5, we will
type:

=COUNT(B2:B5)

Please note – [value2],[value3] are optional and are not mandatory.

This function counts both textual and numeric items. It is called COUNTA – The A stands for
“All”. This is in contrast to COUNT function, which counts only numeric values.

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 ✓ COUNTA
The syntax of the COUNTA function is as follows:

=COUNTA(value1,[value2],[value3]…)

For value1 we will use a cell range – for example, to count the cells in range A1:D4, we will
type:

=COUNTA(A1:A4)

We can use this function to check multiple ranges, by typing additional range in [value2],
[value3] etc…

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 ✓ AVERAGE
Use AVERAGE function to calculate the arithmetic mean of a range of cells.

Syntax
=AVERAGE(number1,[number2],[number3]…)

We can type specific numbers or cells in this function, or just select a range we’d like to check.
For example, to calculate the average for the D3:D7 range, we’ll type:
=AVERAGE(D3:D7)

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 FUNCTIONS USING RELATIVE & ABSOLUTE REFERENCE

In Excel, there are two main types of references: Relative and Absolute (although there is
another reference type called a mixed reference). In this article, we will discuss the difference
between absolute and relative references. To demonstrate these concepts, we’ll use the
following dataset, containing columns for Employee Name, Base Salary, Transport Fee,
Provident Fund Rate, and Provident Fund.

What Is a Relative Reference in Excel?

In Excel, columns are represented Alphabetically, and rows Numerically. To reference the first
cell, you can use A1 where A is the column and 1 is the row.

In Excel, a cell reference is a Relative reference. A cell can be referenced just by specifying
the row and the column value. Relative references adjust and change themselves automatically
when a formula is copied to another cell or while using AutoFill.

What Is an Absolute Reference ?

It is a fixed reference in a formula. It will only refer to the specific row and columns. It won’t
change when the formula is copied to another cell or while using Fill Handle. By using
the Dollar Sign ($) you can make any cell an absolute.

To make a cell reference absolute we use the Dollar Sign ($). Depending on which types of
absolute we need we use the Dollar Sign ($). When a Dollar Sign ($) is added in front of the
row or column it means the cell’s values won’t change while copying it to the other cell.
Therefore, it makes a cell reference absolute.
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 • What Is an Absolutely Absolute Reference?

When we want to make both row and column constant then we use the Dollar Sign ($) in front
of both row and column, it makes the reference Absolutely Absolute. For
example, $C$5 means both the row and column are absolute.

• What Is an Absolute Column?

To make a column reference absolute, put a Dollar Sign ($) before the column. Here $C5 is an
absolute column reference as the Dollar Sign ($) is in front of the column so the column will
be constant. We also can call it a mixed reference as the column is absolute, but the row is
relative.

• What Is an Absolute Row?

To make a row reference absolute, insert a Dollar Sign ($) before the row. Here C$5 means it
is an absolute row reference as the Dollar Sign ($) is in front of the row so the row will be
constant. It is also a mixed reference.

Application of Relative and Absolute References in Excel

Application of Relative Cell References in Excel:

• When we need to create a formula for a certain range and the formula needs to refer to
a relative cell reference then we can use it.

• We can create a single formula for one cell and then copy it to the rest of the cells where
needed.

Application of Absolute Cell References in Excel:

• When we don’t want to change the cell references while copying the formula then we
can use absolute cell references.

• When we have fixed values depending on what we want to use formulas.

• When we want to copy the formula keeping the value constant.

• Lastly, we can use absolute references in problems like commission, tax rate, provident
fund rate, number of months, etc.

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Use of Relative and Absolute References in Excel Formulas
Use of Relative Reference in Formulas:

In Excel, if you want to use a formula in a particular cell and want to copy it into another cell
then you should use a relative reference. It will change the row and column value automatically.

• To find the Total Salary we need to add the Base Salary (Basic Salary) and
the Transport Fee. We will sum C4 cell and D4 cell in E5 cell just by selecting those
cells.

• The formula is: =C5+D5

• The sum of two cells is $3,100.

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Use of Absolute Reference in Formulas:

• For the below-given datasheet, I want to calculate Provident Fund depending on

the Provident Fund rate.

• To calculate the Provident Fund, I will need to multiply the Total Salary and Provident
Fund Rate. I used the formula: =E5*F5.

• If we copy the formula to the rest of the cells using the Fill Handle, it won’t show any
value like the image below as respective rows have no values.

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• If we make the F5 cell (that contains the provident fund rate) Absolutely Absolute by
putting Dollar Signs ($) like $F$5 and drag the Fill Handle, it will calculate
the Provident Fund for the rest of the cells.

• We also can use absolute row F$5, since the column value is constant.

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31
What’s the Key Difference Between Absolute Reference and Relative
Reference in Excel?

• For a Relative reference, it is easy to use and copy the formula anywhere in the cell.
We wrote the formula in the first cell of Total Salary then copied it in the rest of the
cells.

• With an absolute reference, there is a matter of constant/fixed value. Here we kept

the Provident Fund Rate fixed using Dollar Sign ($) and then copied it into the rest of
the cells.

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How to Switch Between Relative and Absolute Reference in Excel -

The F4 key on the keyboard places a Dollar Sign ($) in front of rows and columns.

• One press of F4 on the keyboard will make the cell absolutely absolute $F$4.

• Two presses of F4 on the keyboard will make the cell into an absolute row F$4.

• Three presses of F4 on the keyboard will make the cell into an absolute column $F4.

By removing the Dollar Sign ($) from an absolute reference we can make it a relative reference.

Things to Remember

• The Fill Handle does not affect the absolute reference.

• Pressing F4 will change any relative reference to an absolute reference.

• Relative references will change while copying the formula according to the row or
column variable.

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 IF COMMAND

The IF function is a very popular function in Excel.

Syntax: =IF(logical test, value_if_true, [value_if_false])

This function checks if a logical test is either TRUE or FALSE. It then returns the specified
value based on the result.

Using the average score of each student, try to assign PASS or FAIL grades. Assume that the
passing score for this class is 60.

1. Begin the formula in cell C2 with “=IF(“

The logical test is to check if the average score in Column B is greater than or equal to (>=) the
passing score of 60.

2. So, the formula becomes:

=IF(B2>=60,

If the comparison returns TRUE, then the formula should return the text “PASS”. Thus,
the value_if_true argument should be “PASS”.

And if it returns FALSE, then the value_if_false argument should be “FAIL”.

3. Thus, the formula becomes:

=IF(B2>=60,”PASS”,”FAIL”)

4. Hit Enter and fill in the rows below.

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If you needed to assign grades according to a scale instead of just “PASS” and “FAIL”?

For that, you have to use multiple criteria or logical tests. While this is possible using nested
IF functions, it can get messy very quickly. Instead, you can use the IFS function.

IFS FUNCTION

The IFS function was introduced in Excel 2016 to replace nested IF functions.

This function works by evaluating the first logical test or criteria. It returns the corresponding
value if it is TRUE. But if it is FALSE, the function proceeds to evaluate the second criteria,
and so on. In other words, the IFS function outputs the value that corresponds to the first
specified criteria that is true.

Syntax: =IFS(logical_test1, value_if_true1, [logical_test2], [value_if_true2].)

First, the formula should check if the average score (column B) is above or equal to 90. If yes,
it should return “A”.

=IFS(B2>=90,”A”,

2. If not, it should then check if the average score is greater than or equal to 80. If yes, it should
return “B”. If you do this up to grade D, the formula becomes:

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=IFS(B2>=90,”A”,B2>=80,”B”,B2>=70,”C”,B2>=60,”D”,

3. For the last grade “F”, put “TRUE” for the logical test.

The IFS function will only evaluate the last specified criteria if all of the previous logical
values were FALSE. Thus, you can set the last criteria to always be TRUE thus making it a
“catch all” statement.

The final formula is then:

=IFS(B2>=90,”A”,B2>=80,”B”,B2>=70,”C”,B2>=60,”D”,TRUE,”F”)

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 NESTED IF

CommandNested IF is a combination of more than one IF function which can help us check
multiple conditions.

IF function recap: IF function returns one value if a statement is TRUE, and another value if a
statement is FALSE.

When we add one IF function within another IF function, we create a Nested IF.

We can insert multiple IF functions within existing IF function, but we advise not use more
than 3-4 IF statements altogether.

Syntax

Hereinafter an example of an IF statement under the “value if FALSE” argument:

=IF(logical test, value if TRUE,IF(logical test, Value if TRUE, Value if FALSE)

Hereinafter an example of an IF statement under “value if the TRUE” argument:

=IF(logical test, IF(logical test, Value if TRUE, Value if FALSE), value if FALSE)

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 VLOOKUP

VLOOKUP is probably the most popular function in Excel, and one of the most helpful
functions for everyday use.

VLOOKUP helps us lookup a value in table, and return a corresponding value.

A good example for VLOOKUP in real life is our “Contacts” app on the phone:

We look up for a friend’s name, and the app returns its number. This is exactly what
VLOOKUP does!

Syntax

=VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup]

• lookup_value – what we are looking for – this could be a text, number, or a single cell
reference

• table array – the range in which we will look up for our value and its corresponding
result. Please note that the range must start from the column which contains the value,
and should contain the column in which we have our result.

• col_index_num – What is the column number from which we want to return the result?
The number should be relative to the first column in the selected range in table_array.

• [range_lookup] – Which range lookup method should be used. 0 is the default, so you
should always type 0 (or FALSE), which means “Exact Match” – Go to the exact match
to the value I’m looking for. 1 stands for “Approximate match”, and it should not be
used on most cases so we’ll skip it for now.

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find out the age of the person with ID number #646

• lookup_value – we typed 646. We could as well reference a cell containing the number
646.

• table_array – This is where we perform our lookup. Our table starts at column B, as this
is the column which contains our ID number. We can see that our table contains the
Age column as well, as we would like to return the Age from it.

• col_index_num – we typed 2, as column C’s relative position is 2, if we consider that

our table starts at column B.

• [range_lookup] – We are looking for an exact match, hence we type 0.

So, what happens here is that the function goes to the table in range B1:C5, looks up in column
B for the value 646, goes to the 2nd column in that table (Column C), and returns the
corresponding value from it – 72.

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 HLOOKUP

HLOOKUP is a powerful Excel function used to search for a value in a table or a range by
matching it with data in a row. HLOOKUP is very similar to very popular function called
VLOOKUP – While VLOOKUP searches vertically in columns, HLOOKUP searches
horizontally in rows.

HLOOKUP is useful when the data is organized horizontally, with the lookup values in the
first row and the corresponding data in rows below.

Syntax

=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

• lookup_value – The value you are searching for, which can be text, number, or a cell
reference.

• table_array – The range where you will perform the lookup. The range must start with
the row containing the lookup value and should include the row from which you want
to return the result.

• row_index_num – The row number from which you want to return the result. The
number should be relative to the first row in the selected range in table_array.

• [range_lookup] – Which range lookup method should be used. In most cases we are
using exact match and therefore if this is your first time using the function – we
recommend using 0 (zero) or FALSE, both are for “Exact Match” – Go to the exact
match to the value I’m looking for. 1 stands for “Approximate match”, and it should
not be used on most cases so we’ll skip it for now.

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Example : find out the age of the person with ID number

Please note that if we tried to return the Name row instead of Age row, we would not be able
to do so with HLOOKUP unless we changed the position of rows. The reason for that is because
row 1 is before row 2, which must be the first row in table_array as it contains the ID number.

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 DATA FILTERING

Filter a range of data

1. Select any cell within the range.

2. Select Data > Filter.

3. Select the column header arrow .

4. Select Text Filters or Number Filters, and then select a comparison, like Between.

5. Enter the filter criteria and select OK.

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Filter data in a table

Filter controls are automatically added to the table headers.

1. Select the column header arrow for the column you want to filter.

2. Uncheck (Select All) and select the boxes you want to show.

3. Select OK.

The column header arrow changes to a Filter icon. Select this icon to change or clear the
filter.

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 PIVOT TABLE

Pivot Table is a great tool for summarizing and analysing data in Excel.

We can use a Pivot Table to perform calculations on our data based on certain criteria. For
example – Sales per Store, Sales per Year, Average Discount per Region, and many more…

Advantages of using Pivot Tables:

• There is no need to use formulas in order to perform calculations.

• We can perform complex calculations in a quick and simple way.

• The summarized data is dynamic and can easily be applied to different sets of data

Creating a Pivot Table

To create a new Pivot Table, we first need to select the data range which we would like to
analyse, then click on one of the desired cells in our data range, then click Insert tab, then Pivot
Table.

Let’s assume we want to analyse a database of cars sold by a car vendor:

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To create a new Pivot Table:

A. We will click on one of the cells in the data range.

B. We will go to the Insert tab and click on Pivot Table:

C. Next, we will confirm that the selected range is indeed the right range.

D. Last, we will select “New Worksheet” to create the Pivot Table in a new
worksheet, or “Existing Worksheet”, to place it in an existing worksheet.

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After we decided to create a Pivot Table, we can see all the column headers – these are the
fields from our database which we can work with:

To start creating our Pivot Table, we can drag the different fields to the following areas:

• Rows – Here we will choose the field/s which we would like to base our Pivot Table
rows upon.

• Columns – Here we will choose the field/s which we would like to base our Pivot Table
columns upon.

• Filters – Here we will choose the field/s by which we would like to filter our data in
the Pivot Table. i.e.- we would choose “Year” to filter by a specific year.

• Values – Here we will choose the field we want Excel to calculate and our desired
calculation.

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Creating a basic Pivot Table – Example

One of the most basic examples of using a Pivot Table is summing values of a specific field
based on a criterion that appears in a different field.

In order to do so, we will drag the field which we would like to analyse into the “Rows” area
or “Columns” if we would like to present the analysis in columns. We will the drag the field
we want to sum into the “Values” area:

Changing the way Values are calculated - the basic calculation we will get when dragging a
field to the “Values” area will be “Sum”.

We can change the calculation by clicking the field after we dragged it into the “Values” area,
then “Value Field Settings…”, which will open a menu where we can choose to sum, count,
average and many more calculations:

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Segmentation to Columns and Rows

We can segment the data using rows and columns simultaneously by dragging fields to the
“Rows” and “Columns” areas:

Performing multiple calculations on the same field

We can perform a number of different calculations on the same field by dragging the field
several times to the “Values” area and changing the type of calculation in each of the columns:

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Segmentation of more than one field

In the Pivot Table, we can segment based on more than one field by dragging several fields
into the “Rows” area:

Designing a Pivot Table

Changing the Pivot Table design to a classic table design

In order to give the Pivot Table a “classic” look, where each field is presented in a different
column, we will click the Pivot table, click on “design” and perform the following steps:

1. Click on Report Layout

2. Click on “Show in Tabular Form” to show the table in a classic format

3. Click on “Repeat All Items Labels” to show all item labels.

4. We can click on “Do Not Show Subtotals” to hide the subtotals in the newly created
table.

This is the process and final result:

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Formatting a Pivot Table field

We can quickly select the way we wish to format a certain value field, by right-clicking the
field and then clicking on “Format Cells”, or directly on “Number Format”, if we wish to format
the values as number and add 1000 separator (4,524,254 instead of 4524254):

Designing missing values and errors

We can control the way missing values (empty cells) or errors are presented in the Pivot Table
by right-clicking one of the cells and clicking on “Pivot Table Options”, then ticking “For error
values shows” or “For empty cells show” (as shown in the following example)

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Filtering a Pivot Table

Filtering existing fields in a Pivot Table

We can filter data shown in the Pivot Table rows simply by clicking the corresponding button
in the desired field. For example, to filter the “Gear” field, we simply have to click the button
next to the field name:

Filtering values in a Pivot Table

What if we wanted to filter the values in our Pivot Table?

To do so, we can start our filtering by clicking the filter button in one of the fields, then click
on “Value Filters”, following which we will be able to see the various value filtering options.

Here’s an example of how to filter values greater than 40,000:

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Adding an external filter to a Pivot Table

If we want to filter based on a field that is not currently in the Pivot Table, we could drag that
field into the “Filters” area:

Note : We can add more than one field to the “Filters” area.

Sorting values in a Pivot Table

If we want to sort our fields, we just have to right-click on the desired field and click on “Sort”:

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Updating and refreshing the Pivot Table data

After updating the source data, we have to refresh the Pivot Table in order for the new data to
be reflected in the Pivot Table. We can do that by right-clicking the table and clicking on
“Refresh” or by Refresh/Refresh all in the “Data” group

Adding new data at the end of the data range

If we want to add new data to our Pivot Table that will be added at the end of the previously
used data range, we need to update the source data’s range by clicking on “Change Data
Source” in the “Data” group:

Another way of dealing with this issue is by adding the new data in the middle of the previously
used data range and then refreshing.

Automatically update Data Source Range when adding new rows by using Tables

Another way to save time if we are planning to update the data source range often is changing
the data source range to a table by clicking in “Table” in the “Insert” tab or by clicking CTRL+T

Now we can create/update the Pivot Table that will use the table as the source data, and when
the table will be updated- the Pivot Table’s source data range will be updated as well. Here’s
how our Data Source looks like:

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Show Values As

We can present the calculated values in the “Values” area in different ways, i.e. a percentage
of total, by clicking the desired value in the “Values” area, then clicking on “Value Field
Settings” and then on “Show Value As”:

Presenting a breakdown of a value in a Pivot Table

Whenever we like, we can present all the items that are calculated in a certain cell in the Pivot
Table by double-clicking that cell. This will result in a new sheet opening:

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Grouping Data

We can group data presented in the Pivot Table’s rows and columns with “Group” and reverse
it with “Ungroup” by right-clicking one of the cells:

Date data will usually be grouped automatically to months/years

We can also group numerical data (i.e. 1-100, 101-200, etc.)

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 INTRODUCTION TO CHARTS

Create a Chart

To create a line chart, execute the following steps:

1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.

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Result:

Note: enter a title by clicking on Chart Title. For example, Wildlife Population.

Change Chart Type

You can easily change to a different type of chart at any time.

1. Select the chart.

2. On the Chart Design tab, in the Type group, click Change Chart Type.

3. On the left side, click Column.

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4. Click OK.

Result:

Switch Row/Column

If you want to display the animals (instead of the months) on the horizontal axis, execute the
following steps.

1. Select the chart.

2. On the Chart Design tab, in the Data group, click Switch Row/Column.

Result:

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Legend Position

To move the legend to the right side of the chart, execute the following steps.

1. Select the chart.

2. Click the + button on the right side of the chart, click the arrow next to Legend and click
Right.

Result:

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Data Labels

1. Select the chart.

2. Click a green bar to select the Jun data series.

3. Hold down CTRL and use your arrow keys to select the population of Dolphins in June (tiny
green bar).

4. Click the + button on the right side of the chart and click the check box next to Data Labels.

Result:

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 LINE CHART

Line charts are used to display trends over time. Use a line chart if you have text labels, dates
or a few numeric labels on the horizontal axis. Use a scatter plot (XY chart) to show scientific
XY data.

To create a line chart, execute the following steps:

1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.

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Result:

Customizing Line Chart

To change the data range included in the chart, execute the following steps:

4. Select the line chart.

5. On the Chart Design tab, in the Data group, click Select Data.

6. Uncheck Dolphins and Whales and click OK.

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Result:

To change the colour of the line and the markers, execute the following steps:

7. Right click the line and click Format Data Series.

The Format Data Series pane appears.

8. Click the paint bucket icon and change the line colour.

9. Click Marker and change the fill colour and border colour of the markers.

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Result:

To add a trendline, execute the following steps.

10. Select the line chart.

11. Click the + button on the right side of the chart, click the arrow next to Trendline and then
click More Options.

The Format Trendline pane appears.

12. Choose a Trend/Regression type. Click Linear.

13. Specify the number of periods to include in the forecast. Type 2 in the Forward box.

13. Specify the number of periods to include in the forecast. Type 2 in the Forward box.

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Result:

To change the axis type to Date axis, execute the following steps.

14. Right click the horizontal axis, and then click Format Axis.

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The Format Axis pane appears.

15. Click Date axis.

Result:

Conclusion: the trendline predicts a population of approximately 250 bears in 2027.

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 BAR CHART

A bar chart is the horizontal version of a column chart. Use a bar chart if you have large text
labels.

To create a bar chart, execute the following steps.

1. Select the range A1:B6.

2. On the Insert tab, in the Charts group, click the Column symbol.

3. Click Clustered Bar.

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Result:

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 PIE CHART
Pie charts are used to display the contribution of each value (slice) to a total (pie). Pie charts
always use one data series.

To create a pie chart of the 2020 data series, execute the following steps.

1. Select the range A1:D2.

2. On the Insert tab, in the Charts group, click the Pie symbol.

3. Click Pie.

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Result:

4. Click on the pie to select the whole pie. Click on a slice to drag it away from the centre.

Result:

5. Select the range A1:D1, hold down CTRL and select the range A3:D3.

6. Create the pie chart (repeat steps 2-3).

7. Click the legend at the bottom and press Delete.

8. Select the pie chart.

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9. Click the + button on the right side of the chart and click the check box next to Data Labels.

10. Click the paintbrush icon on the right side of the chart and change the colour scheme of the
pie chart.

Result:

11. Right click the pie chart and click Format Data Labels.

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12. Check Category Name, uncheck Value, check Percentage and click Centre.

Result:

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 PIVOT CHART
A pivot chart is the visual representation of a pivot table in Excel. Pivot charts and pivot tables
are connected with each other.

Below you can find a two-dimensional pivot table.

Insert Pivot Chart

To insert a pivot chart, execute the following steps.

1. Click any cell inside the pivot table.

2. On the PivotTable Analyse tab, in the Tools group, click PivotChart.

The Insert Chart dialog box appears.

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3. Click OK.

Filter Pivot Chart

To filter this pivot chart, execute the following steps.

1. Use the standard filters (triangles next to Product and Country). For example, use the
Country filter to only show the total amount of each product exported to the United States.

2. Remove the Country filter.

3. Because we added the Category field to the Filters area, we can filter this pivot chart (and
pivot table) by Category. For example, use the Category filter to only show the vegetables
exported to each country.

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Change Pivot Chart Type

You can change to a different type of pivot chart at any time.

1. Select the chart.

2. On the Design tab, in the Type group, click Change Chart Type.

3. Choose Pie.

4. Click OK.

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Result:

76
 SCATTER PLOT
Use a scatter plot (XY chart) to show scientific XY data. Scatter plots are often used to find
out if there's a relationship between variables X and Y.

To find out if there is a relationship between X (a person's salary) and Y (his/her car price),
execute the following steps:

1. Select the range A1:B10.

2. On the Insert tab, in the Charts group, click the Scatter symbol.

3. Click Scatter.

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Result:

Straight Lines

To create a scatter plot with straight lines, execute the following steps.

1. Select the range A1:D22.

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2. On the Insert tab, in the Charts group, click the Scatter symbol.

3. Click Scatter with Straight Lines.

Result:

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 HISTOGRAM
1. First, enter the bin numbers (upper levels) in the range C4:C8.

2. On the Data tab, in the Analysis group, click Data Analysis.

3. Select Histogram and click OK.

4. Select the range A2:A19.

5. Click in the Bin Range box and select the range C4:C8.

6. Click the Output Range option button, click in the Output Range box and select cell F3.

7. Check Chart Output.

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8. Click OK.

9. Click the legend on the right side and press Delete.

10. Properly label your bins.

11. To remove the space between the bars, right click a bar, click Format Data Series and
change the Gap Width to 0%.

12. To add borders, right click a bar, click Format Data Series, click the Fill & Line icon, click
Border and select a colour.

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Result:

13. Select the range A1:A19.

14. On the Insert tab, in the Charts group, click the Histogram symbol.

15. Click Histogram.

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Result: a histogram with 3 bins.

16. Right click the horizontal axis, and then click Format Axis.

The Format Axis pane appears.

17. Define the histogram bins. We'll use the same bin numbers as before. Bin width: 5. Number
of bins: 6. Overflow bin: 40. Underflow bin: 20.

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Result:

Conclusion: the bin labels look different, but the histograms are the same. ≤20 is the same as
0-20, (20, 25] is the same as 21-25, etc.

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