EXCEL

Learn Microsoft Excel for

Data Analysis: Zero to
Hero

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Agenda

● Introduction to Excel
● Pre Defined Functions
● Date time Functions
● String Functions
● Mathematical Functions
● Lookup , Hlookup and Vlookup
● Logical error Functions
● Statistical Functions
● Images in Excel
● Excel Formatting
● Custom Formatting
● Conditional Formatting
● Charts in Excel
● Data analysis using Excel
● Pivot Tables
● Dashboarding in excel
● The other things
● What is Tools, Scenario Manager, Goal Seek

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 Pre-defined
Functions

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Pre-defined Functions

● Functions are predefined formulas that perform

calculations by using specific values, called
arguments, in a particular order, or structure.
● Pre-defined functions often exist to carry out
common tasks, such as: finding an average
number. determining the length of a string.
● Functions can be used to perform simple or
complex calculations.

Given below we have some pre-defined functions

ROUND()
Returns a number rounded to a specified
number of digits.
First attribute is numbers and second is number
of digits

SQRT()
Returns square root of a number

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Pre-defined Functions

MIN()/MAX()
Returns Minimum/ Maximum values from a set of
values respectively ,Ignore logical values and
text.

SUM()
Returns the sum of a range of values

AVERAGE()
Returns the average or mean value of a range of
values.

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Pre-defined Functions

MEDIAN()
Returns the median Value of a range of values

RANK()
Is used to find the rank of a number in a list of
numbers

LENGTH()
It is used to find the length of a text string

LEFT()/RIGHT()
Extracts a given number of characters from the
left side/right side of a supplied text string

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Date Time Functions

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Date Time Functions

TODAY()
Provides todays date

DATE()
It is used to find the length of a text string

EOMONTH()
Returns the serial number for the last day of the
month that is the indicated number of months
before or after start date

NETWORKDAYS()
Calculates the number of workdays between two
dates in Excel

WEEKDAYS()
Returns a number between 1-7 representing the
day of week. Here for e.g. output ‘1’ means
Monday ,’2’ means today and so on.

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Strings Functions

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Strings Functions
FIND()
Returns the location of a substring in a string

Position of the first "M" in cell A2, starting with

the third character
REPLACE()
Replaces characters specified by location in a
given text string with another text string

SUBSTITUTE()
Replaces text in a given string by matching

MID()
Extracts a given number of characters from the
middle of a supplied text string

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Strings Functions

SEARCH()
IS used to find the position of a character inside a
the string

CONCAT()
Is used to join two or more text strings into one
string

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 Mathematical
Functions

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Mathematical Functions

PRODUCT()
Returns the product of numbers provided as
argument

FACT()
Returns factorial of a number

MOD()
Returns the remainder of two numbers after
division

ROUNDUP()/ROUNDDOWN()
Round the number upward/downward to the
specified number of digits

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Mathematical Functions

SUMIF()
Add the cells specified by given condition or
criteria

SUMIFS()
Adds all of its arguments that meet multiple
criteria. Considering the same example given
above.

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 Logical and Error
Functions

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Logical and Error Functions

AND()
Is Used when we Require more than one condition
at the same time.
The AND function returns TRUE if all its arguments
evaluate to TRUE, and returns FALSE if one or more
arguments evaluate to FALSE

OR()
A logical function to test multiple conditions at
the same time.
The OR function returns TRUE if any of its
arguments evaluate to TRUE, and returns FALSE if
all of its arguments evaluate to FALSE.

NOT()
The function helps check if one value is not equal
to another
The NOT function reverses the value of its
argument.

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Logical and Error Functions

ISERROR()
ISERROR: returns TRUE for any error type excel
generates, including #DIV/O!, #NUM!, #NAME?, or
#NULL Etc.

#DIV/0! :Error is received when we work a formula,

which divides two values in a formula and the
divisor (the number being divided by) is zero. It
stands for divide by zero error.

#NAME? : This error is displayed when we usually

misspell the function name.

#NULL! : This error is usually displayed when cell

references are not specified correctly.

#NUM! : This error is usually displayed when a

number for any function argument is found invalid.

ISNUMBER()
Function checks if a cell in Excel contains a
number or not. It will TRUE if the value is a number
and if not, a FALSE value.
Now lets Check whether 4 is a number.

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Logical and Error Functions

ISBLANK()
Returns TRUE when a cell contains is empty, and
FALSE when a cell is not empty. Sometimes you
need to check if a cell is blank, generally because
you might not want a formula to display a result
without input. In this case we're using IF with the
ISBLANK function:

IF()
Tests for a specific condition

IFELSE()
The If/else statement executes
a block of code if a specified
condition is true. If the
condition is false, another
block of code can be
executed.
As we can see we have
classified the age columns to
age bins using the given
below if command

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Logical and Error Functions

IFERROR()

Returns a custom result when a formula

generates an error, and a standard result when
no error is detected. Using the IFERROR formula,
we can remove these errors. We will put a
customized message – “Invalid data.” The
formula to be used is

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Statistical Functions

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Statistical Functions

COUNT()

To get the number of entries in a number field

that is in a range or array of numbers

COUNTA()

Returns the count of cells that contain numbers,

text, logical values, error values, and empty text
("). COUNTA does not count empty cells

COUNTBLANK()
Returns a count of empty cells in a Range

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Statistical Functions

MEAN()
Get the average of a group of numbers.

MEDIAN()
Get the median of a group of numbers

MODE()
Returns the most frequently occurring number in
a numeric data set.

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Statistical Functions

CORREL()
It is used to find out the correlation
coefficient between two variables.
The CORREL function returns the
correlation coefficient of two cell ranges.

STDEV()
Calculates standard deviation based on entire
population/samples given as arguments. Below
given are examples of both standard deviation of
population and samples

VARIANCE()
Calculates Variance based on entire
population/samples given as arguments. Below
given are examples of both standard deviation of
population and samples

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 Images in Excel

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Images in Excel

To insert Images In the above given table, Follow

the below steps:
1. Go to a search engine, search for the logo you
want to pastes.
2. Right click the Image. Select on “copy image”.
And then paste it in Excel

Format painter

3. Resize the image.

4. Select the cell. Go to home and click on
“Format Painter”.
5. Now paste the picture on that cell.
6. Now After you are selecting pictures for
every company.
7. Functions like sort and filter work on this list.

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 Excel Formatting

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Excel Formatting

Excel formatting is an optional step following

data preparation, or all of the data cleansing,
enriching, structuring, and standardizing that is
required in order to prepare data for analysis. For
example, adding S to cells that contain values
pertaining to prices or configuring cells that
represent dates to a standard display of
DD/MM/YYYY

COMPONENTS OF FORMAT CELLS

1) Number
2) Alignment
3) Font
4) Border
5) Fill
6) Protection

Data set used for basic formatting is

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Excel Formatting
In Microsoft Excel, font and border changes are
essential features used to enhance the visual appeal
of spreadsheets and make data more readable.
Changing the font type, size, and color can be done
easily by selecting the cells and clicking on the Font
drop-down menu. There are many font options to
choose from, including popular options like Arial,
Times New Roman, and Calibri.
Similarly, Borders can also be added to cells or
groups of cells to help separate and organize data.
The border menu offers different styles, colors, and
thickness options, which can be customized to meet
specific design preferences. Additionally, borders
can be applied to specific cells, rows, columns, or the
entire worksheet.
Using font and border changes can help make an
Excel spreadsheet more visually appealing, and can
also make it easier to read and understand data. By
selecting appropriate font styles and colors, and
adding borders where necessary, you can improve
the overall look and feel of your spreadsheet.

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Excel Formatting
Changing the Number format of “Balance” column.
As we can see, it first had 2 decimal points. We will
change decimal places to 0.
In the format cell -> number.
Now select category “number” and then decimal places
to 0

Alignment is a crucial aspect of formatting cells in

Microsoft Excel. It involves controlling the position and
orientation of text and numbers within a cell or group of
cells. Excel provides several alignment options,
including horizontal and vertical alignment, text
wrapping, and indentation.

Horizontal alignment refers to the positioning of text or

numbers within a cell, and options include left, center,
right, and justified. Vertical alignment refers to the
positioning of text within a cell, and options include top,
center, bottom, and distributed. Text wrapping allows
for text to automatically wrap within a cell, and
indentation allows for adjusting the left or right margin
of a cell.

By using these alignment options, you can control the

way your data is displayed and make it more
organized and easier to read. Additionally, you can
apply alignment to specific cells, rows, columns, or the
entire worksheet, giving you flexibility in how you
present your data. In short, using alignment in format
cells can improve the visual appeal and readability of
your Excel spreadsheet.
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Excel Formatting

Date formatting is an important feature in Microsoft

Excel that allows users to display and manipulate
dates in a variety of formats. Excel provides several
pre-defined date formats, such as day-month-year
and month/day/year, as well as the option to create
custom date formats.
Date formatting can be used to change the
appearance of dates in a spreadsheet, making them
easier to read and understand. It can also be used to
perform calculations with dates, such as calculating
the number of days between two dates. By using date
formatting, users can efficiently manage and analyze
data that involves dates, such as financial data or
project timelines.

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 Custom
Formatting

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Custom Formatting
Custom formatting in Microsoft Excel is a powerful tool
that allows users to create and apply their own
formatting rules to cells, rows, and columns. This feature
enables users to customize the display of data in a way
that is tailored to their needs and preferences.

Custom formatting options include number formatting,

date and time formatting, and text formatting. Users can
define custom formats using a combination of built-in
formatting codes and user-defined text. For example,
users can create custom formats to display large
numbers with currency symbols, apply different color
schemes to cells, and format dates in unique ways.

Custom formatting is a useful tool for data analysis and

presentation. By applying custom formatting rules, users
can highlight specific data points, make data easier to
read and interpret, and create visually appealing reports
and presentations. Additionally, custom formatting can
be saved as templates for future use, saving time and
effort in formatting similar data sets.

Now in custom formatting, every format has 4 parts: The

1st part is always for positive numbers, 2nd part is
negative numbers,3rd part is for zero numbers and 4rth
part is always for text numbers.

Our data set is

From the dataset,

we choose balance
column.
As you can observe the
column has many zeroes.
We will apply custom
formatting ,to hide the ‘0’
.To32do that ,we will keep
zero values open.
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Custom Formatting

Now, As you can see zero values from the

columns has disappeared is still visible ,if you
select that particular cell
Now, Suppose we have a dataset with
product code and sales. If we want to
convert our product codes into 4 digit
numbers .Now select the column, Right
click and select format cells.

When we select the cell. We see the same original

value.
Now, For e.g. we want to present negative numbers
,with them marked as negative, We want to
mention “negative” with the values. Therefore to do
that, Select the column ,right click into format cells

Now, we can carry mathematical operations ,on

this columns after applying custom formatting

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 Conditional
Formatting

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Conditional Formatting
Conditional formatting helps us visualize data and
make worksheets easier to understand. It quickly
highlights important information in a spreadsheet by
using colors, icons, and data bars. It changes the
appearance of one or more cells when cell values
meet certain conditions
.

To represent bar graphs inside the column, Click

on conditional formatting -> data bars.
Now, Select gradient fill. Choose the chart from
the 6 given options. Result is displayed on the
left side.

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Conditional Formatting
Now we have to apply conditional formatting
based on a threshold. For e.g. estimated salary
column’ s Threshold is 80000.
Go to conditional formatting select highlight cells
rules then select greater than .
.

For other way round,

select ‘less than’ instead
of “greater than”.
Now if u change column
values there would be no
change in the table .There
fore We select conditional
formatting -> manage
rules
.

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Conditional Formatting

As you can see in the above dialogue box, We can

apply multiple functions on the rules. We can edit or
delete the rules. Now we move ahead to icon sets in
conditional formatting

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Conditional Formatting

As you can see in the above dialogue box, We have

edit Formatting rule .which helps us display icon
according to our own rules.

As you can see the below given image ,the icons

have been set as per our rules. Different colors and
different directions denote different conditions.

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 Charts in Excel

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Charts in Excel
Different types of data require different types of charts for
clarity and effectiveness. For example, line charts are
useful for showing trends over time, while pie charts are
perfect for showing percentages and proportions.
Excel provides a variety of chart types for users to visualize
data and communicate insights.
The most common chart types include line charts for
showing trends over time, bar charts for comparing data
points, pie charts for showing percentages and
proportions, scatter plots for visualizing the correlation
between two variables, area charts for representing
cumulative data over time, column charts for representing
discrete data, and bubble charts for representing three-
dimensional data. By selecting the appropriate chart type
and customizing it, users can improve their ability to
communicate insights and make informed decisions.
Excel offers a feature called "Recommended Charts" to
help users choose the best chart type based on the data
they want to visualize.
However, it's important to have a basic understanding of
the different types of charts and their uses in order to
make an informed decision. To create a customized bar
chart in Excel, you can follow these steps: select the data,
choose "Bar Chart" from the toolbar, customize the chart
by adding a title and axis labels, add data labels, adjust
the chart's layout, format the chart, add a trendline, and
save the chart. By making custom changes to the chart,
you can create a visually appealing and informative chart
that effectively communicates the data.

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Charts in Excel
Conditional formatting helps us visualize data and
make worksheets easier to understand. It quickly
highlights important information in a spreadsheet by
using colors, icons, and data bars. It changes the
appearance of one or more cells when cell values meet
certain conditions.

We have selected 2 columns “balance” and

“estimated salary” .Now we will click on
recommended charts. We get many different types
of charts. As shown below,

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Charts in Excel
Now e.g. we create a bar chart ,

If we keep legends as geography and axis as

gender we get ,

Now we are applying filters of exited in the

graph. Now “exited” column is a binary
columns. Now below given graph shows the
France ,German and Spain values if exited ==1.

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 Data Analysis
using Excel

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Data Analysis using Excel

Statistical Analysis using Excel

Let's see how do we perform various statistical tests
in Excel First of all, is it possible to perform the same
Statistical tests in Excel that we usually perform in
Python. Select first 2 column ,in “recommended
charts” select Scatter plot

Now since we have 5 column which means there

will be 10 Correlation values ,but what happens
when we have numerous columns

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Data Analysis using Excel

Click on manage excel add-ins. Select
analysis add-ins on GO

Clicking on data analysis to see what are the

other factors that are available. We have chosen
the given below dataset.

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Data Analysis using Excel

Select “ correlation” from the data analysis
features.

Since we selected new worksheet. The output Is

printed in another worksheet.

Now if we select “Descriptive statistics”.

The output for descriptive statistics

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 Pivot Tables

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Pivot Tables
Doing a proper analysis of the available data helps
companies make critical business decisions. But
sometimes it's difficult to understand where to start,
especially when the data is huge
How it works...
One can design a PivotTable by simply, dragging and
dropping relevant information into the appropriate
boxes. This tool quickly pivots or reorganizes data
allowing us to answer different questions and even
experiment with the data to discover new trends and
patterns

FILTERS
A PivotTable helps to extract the important
information from a large, detailed dataset.
Sometimes, the focus is required on just a certain
section of our data. Filters help us narrow down the
data in the PivotTable, extracting the required
information

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Pivot Tables
SLICERS
Another important tool of Excel, Slicers, makes filtering
data in PivotTables even easier. Slicers contain a set
of buttons which make filtering data in PivotTables
easier and quicker. We do not have to open the drop-
down lists to find the items we want to filter. We can
create slicers for any field and can filter. A Pivot Table
by selecting the type of data we want.

GROUPING
It is often useful to group the fields in a PivotTable by
the header values. Grouping data in a PivotTable
allows us to group the data for any field added as a
row or a column. Excel can do this automatically for
numeric values (including dates and time).

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Inserting pivot tables for the above data set
DATA ANALYTICS | EXCEL
Select recommend pivot tables

Pivot Tables

Inserting pivot tables for the above data set Select

“Recommend pivot tables “.
Select ‘gender’ and ‘estimated salary’ columns

We get the output in another worksheet.

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Inserting pivot tables for the above data set
DATA ANALYTICS | EXCEL
Select recommend pivot tables

Pivot Tables

Inserting pivot tables

for the above data set
Select “Recommend
pivot tables “. Select
‘gender’ and ‘estimated
salary’ columns

We get the output in another worksheet. On the

right side of the screen we have pivot tables
fields which helps us to edit the the pivot table
and provide us with new filters columns choices
etc.

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Inserting pivot tables for the above data set
DATA ANALYTICS | EXCEL
Select recommend pivot tables

Pivot Tables

Now suppose we want to add slicer. So we

go to analyze in the ribbon section ,we click
on slicer.

SLICER

Select gender. Now this is our

new slicer

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 Dashboarding in
Excel

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Dashboarding in Excel
Using dashboards, the data visualization tool of Excel,
it is easy to create the detailed analysis reports.
These dashboard reports will provide insights and
alert us in case of negative trends or projections for
Profit/Sales in specific regions which can then be
used to develop future strategy.
Dashboards are highly effective in validating the
effectiveness of the matrices captured over time and
bringing out the leading trends. Dashboards help
consolidate and organize these metrics through a
summary. Now we have 2 types of data set
Attendance data and students data.

STEPS TO CREATE A DASHBOARD:

1) First create a new Excel worksheet.
2) Fill it with a basic color.
3) Go To page layout In the ribbons
,Uncheck the headings view box
4) Insert a rectangular shape and fill
a different color in it ,from the base
5) Insert these shapes in the excel
worksheet , format these shapes.
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Dashboarding in Excel
Steps to create a dashboard:
6) now select columns “exams” ,”marks
obtained” and “total marks”. Click on
recommended charts.
7) Select a chart out of the many
options provided. After that click the
chart and edit basic details like title etc..
8) Create a pivot chart and a slicer
respectively. As shown in the below
image.
Steps to create a dashboard:
9) Now we add a title to this
dashboard using insert Test

Steps to create a dashboard:

10) Copy the chart into the dashboards. Here you
can edit the graph fill-in a background color etc..
by right clicking on the chart. And select Format.
Now here these slicer will help you get these data

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 Other things to do in
Excel

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Other things to do in Excel

Whenever you are dealing with excel sheets, You
can have some areas where your formulas are
not working
.

There may be some situations in which you can face

too many errors, thus it is advisable to turn on your error
checking.
For e.g. somebody has messed up with the lookup table
and so your formula is showing error.
To turn on error checking go to file->go to options -
>formulas
In error “checking part” section, enable the error
checking part
You can also select the color through which you want to
highlight the error.

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Other things to do in Excel

To watch formulas u have used in your excel sheet
select .Go to Formula tab and select “show formulas “

TEXT TO COLUMNS
Microsoft Excel's "Text to Columns"
feature is a powerful tool that
allows users to quickly and easily
split data in a single cell into
multiple columns. This feature is
especially useful when working
with large datasets or when
importing data from external
sources. With "Text to Columns",
users can choose a delimiter to
split the data, such as a comma
or space, and Excel will
automatically separate the data
into separate columns.

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Other things to do in Excel

To watch formulas you have used in your excel sheet
select .Go to Formula tab and select “show formulas “.

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Other things to do in Excel

Output from text to

columns

WRAP TEXT

MERGE COLUMNS

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 What IF Tools,
Scenario Manager,
Goal Seek

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What IF Analysis
What-lf Analysis is the process of changing the
values in cells to see how those changes will affect
the outcome of formulas on the worksheet.
Three kinds of What-lf Analysis tools come with Excel:
Scenarios, Goal Seek, and Data Tables.
Scenarios and Data tables take sets of input values
and determine possible results.

DATASET USED

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What IF Analysis
What-lf Analysis is the process of changing the values
in cells to see how those changes will affect the
outcome of formulas on the worksheet.
Three kinds of What-lf Analysis tools come with Excel:
Scenarios, Goal Seek, and Data Tables.
Scenarios and Data tables take sets of input values
and determine possible results.

GOALS SEEK
Goal Seek is a powerful tool in Microsoft Excel that allows
users to determine the input required to achieve a
specific output. It is particularly useful when working with
complex formulas, as it allows users to quickly
determine the input needed to achieve a desired result.
WHAT IS GOAL SEEK?
Goal Seek is a function in Excel that allows users to
determine the input required to achieve a specific
output. It is a type of What-If analysis that can be used
to answer questions such as "what input value is
required to achieve a certain output value?" or "what
sales volume is needed to achieve a certain profit
level?".
STEPS TO USE GOAL SEEK IN EXCEL
To use Goal Seek in Excel, you need to have a formula
that calculates a result based on one or more input
values. We will use the dataset given below. Once you
have the formula, you can follow these steps:

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What IF Analysis
Step 1: Select the cell that contains the formula you
want to use Goal Seek on.

Step 2: Select Goal Seek from the drop-down menu.

Step 3: In the Goal Seek dialog box, enter the value

you want to achieve in the "To value" field.

Step 4: Select the cell that contains the input value

you want to change in the "By changing cell" field.
Step 5: Click OK to start the Goal Seek process.
Excel will now run the Goal Seek function, changing
the value in the "By changing cell" field until it reaches
the value specified in the "To value" field. Once the
process is complete, Excel will display a dialog box
with the result.

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What IF Analysis
SCENARIO MANAGER
To use the Scenario Manager, users first need to identify
the cells they want to modify and define the different
values for each scenario. These scenarios can then be
easily compared and evaluated by running the Scenario
Manager function.
One of the key benefits of using the Scenario Manager is
that it enables users to quickly analyze and evaluate
complex data sets. Instead of manually changing inputs .
Another advantage of the Scenario Manager is that it
allows users to perform sensitivity analysis, which is the
process of analyzing how changes in one variable affect
the outcome of a model. This can be particularly useful
for businesses looking to optimize their operations and
identify areas where small changes can have a big
impact.
To use the Scenario Manager in Microsoft Excel, follow
these steps:
1) Start by opening the Excel workbook that you want to
work with and navigate to the worksheet where you want
to create your scenario analysis.
2) Identify the cells that you want to modify and input
different values for each scenario.
For example, if you are analyzing the impact of different
interest rates on loan repayments, you would identify the
cells that contain the loan amount, the interest rate, and
the loan term.
3) Once you have identified the cells you want to modify,
navigate to the "Data" tab in the Excel ribbon and click on
"What-If Analysis" in the "Data Tools" group.
4) From the dropdown menu, select "Scenario Manager."
This will bring up the Scenario Manager dialog box.

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What IF Analysis
5) In the Scenario Manager dialog box, click on "Add"
to create a new scenario. Give the scenario a name
and enter the values that you want to use for that
scenario.
6) Continue to add scenarios by clicking on "Add" and
entering different values for each scenario.
7) Once you have created all of your scenarios, you
can view them by selecting them from the "Scenario"
dropdown menu in the Scenario Manager dialog box.
8) To compare scenarios, select "Summary" from the
Scenario Manager dialog box. This will create a
summary report that shows the results for each
scenario side by side.
If you want to create a scenario report, select
"Scenario Summary" from the Scenario Manager
dialog box. This will create a report that shows the
results for each scenario in a more detailed format.
To edit or delete scenarios, select them from the
"Scenario" dropdown menu and click on "Edit" or
"Delete" in the Scenario Manager dialog box.

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What IF Analysis

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