DATA
ANALYSIS/VISUALIZATION
USING MS EXCEL
BY: Mr. Festus Peter
MODULES
MODULES
✓ Introduction To Ms Excel
✓ Get And Transform
✓ Simple Sales Dashboard
✓ Smartest Techniques For Analyzing Data
✓ Look Up Formulas & Data Validation Lists
✓ Data Analysis Toolpack
✓ Goal Seek, Solver
✓ Forecasting
✓ Data Validations
✓ Drop down list
✓ Text to column
✓ Remove Duplicates
✓ Freeze Panes
✓ Date Functions
✓ Conditional Formatting
✓ If Function
✓ Vlookup, Hlookup
✓ Tables
✓ Name Manager
✓ Chart
✓ Filters
✓ Slicers
✓ Pivot Tables
✓ Pivot Charts
✓ Sumifs
✓ Data Analysis
✓ Data Model
✓ Power Query Editor
✓ Power Map
✓ Dashboard
✓ Absolute Reference
DATA ANALYSIS
What is Data Analysis?
Data analysis is the systematic process of inspecting,
cleaning, transforming, and modeling data to extract
useful insights and make informed decisions.
It involves various techniques and methods to collect,
organize, and interpret data, with the aim of uncovering
patterns, trends, correlations, and relationships within
datasets.
Data analysis plays a crucial role in various fields,
including business, science, finance, healthcare, and
academia.
By analyzing data, organizations can monitor
performance metrics, track progress, identify
opportunities, mitigate risks, and optimize processes. It is
a multifaceted process that may include tasks such as
data cleaning to ensure accuracy, statistical analysis to
derive insights, and data visualization to communicate
findings effectively.
Advantages
Data Analysis
✓ Informed Decision Making: Data analysis provides
insightful, data-driven information that aids
organizations in making better decisions.
✓ Improved Marketing Strategies: Businesses can utilize
data analysis to gain key insights into customer
behavior, preferences, and trends, leading to more
effective and targeted marketing campaigns.
✓ Enhanced Customer Experience: By analyzing data,
organizations can personalize customer interactions,
improve satisfaction levels, and tailor products or
services to meet customer needs more effectively.
✓ Optimized Operations: Data analysis helps streamline
processes, identify inefficiencies, and optimize
resource allocation, leading to increased efficiency
and cost savings.
✓ Competitive Advantage: Leveraging data analysis can
provide a competitive edge by enabling businesses to
adapt quickly to market changes, anticipate trends,
and stay ahead of competitors.
✓ Risk Reduction: By analyzing data, organizations can
identify potential risks, anticipate challenges, and
implement proactive measures to mitigate risks and
uncertainties.
✓ Product Quality Improvement: Data analysis offers
insights into product performance, customer
feedback, and quality metrics, allowing businesses to
enhance product quality and drive innovation.
✓ Strategic Planning: Data analysis facilitates strategic
planning by providing accurate and reliable
information for setting goals, measuring progress,
and adapting strategies based on real-time insights.
Disadvantages
Data Analysis
✓ Privacy Concerns: Data analysis may breach the
privacy of individuals as it involves the collection and
analysis of personal information, potentially leading
to privacy infringements.
✓ Information Overload: There is a risk of information
overload, where organizations may struggle to
manage and interpret vast amounts of data, leading
to confusion and inefficiencies.
✓ Misinterpretation: Without proper analysis and
interpretation, data may be misinterpreted, leading
to incorrect conclusions and potentially flawed
decision-making.
✓ Costly Investment: Implementing data analysis
solutions requires significant investment in terms of
resources, technology, and skilled personnel, which
may not always be feasible for all organizations.
✓ Lack of Alignment: There can be a lack of alignment
between different teams or departments within an
organization, hindering the effectiveness of data
analysis initiatives.
✓ Illusion of Success: Data analysis may create the
illusion of success by focusing solely on metrics and
numbers without considering the broader context or
qualitative factors.
Who is a
Data Analyst
Data Analyst Defined
Data Analyst is a professional responsible for collecting,
organizing, and analyzing data to extract valuable
insights and support decision-making processes within an
organization.
Data Analyst Roles
✓ Data Collection: Gathering data from various sources
such as databases, spreadsheets, and other systems.
✓ Data Organization: Structuring and organizing data
sets to ensure they are easily accessible and
understandable.
✓ Data Analysis: Utilizing statistical methods, algorithms,
and data visualization techniques to analyze data and
identify trends, patterns, and relationships.
✓ Insight Generation: Extracting meaningful insights from
data analysis to help businesses understand their
performance, customers, and market trends.
✓ Communication: Presenting findings and insights
effectively through reports, dashboards, and presentations
to stakeholders at various levels of the organization.
✓ Data analysts play a crucial role in helping organizations
make informed decisions, optimize processes, and achieve
their business objectives through data-driven insights.
DATA ANALYSIS
SKILLS
DATA PREPARATION SKILLS
o DATA SOURCES---EXCEL, HTML, SQL DBS. ETC
o DATA CLEANING---DUPLICATES, BLANKS, ERRORS, MISSING VALUES
o JOINS AND MERGE---JOINS, INTERSECTION, APPEND
o DATA TRANSFORMATION---TRANSPOSE
o POWER QUERY
o TABLES
o FORMULAS
o PIVOT TABLES
NUMBER CRUNCHING SKILLS
o STATISTICAL ANALYSIS---MEAN, MEDIAN, MODE, DISTRIBUTION
o KNOW YOUR BUSINESS
o FUNCTIONAL ANALYSIS---INVENTORY, DEMAND FORECASTING
o AD-HOC ANALYSIS---DISTRIBUTION, TREND
o EXPERIMENTAL ANALYSIS
STORY TELLING SKILLS
o DASHBOARD
o CHART
o GRAPH
o PRESENTATION
ASKING QUESTIONS SKILLS
o What Things Do You Need In It
o What Are The Things You Want To See
o How Do You Want The Presentation
o Quick Analysis Of The Data
o Information Finder
o Extended Information Finder
o Male Vs Female Comparison
o Calculate Annual Bonus
TECHNOLOGY/TOOLS
FOR
DATA ANALYSIS
✓ EXCEL
✓ POWER BI
✓ PYTHON
✓ TABLEAU
Microsoft Excel:
This can be defined as electronic spreadsheet
software used to perform simple to complex
calculations, analyzing of data and creations
of charts.
Text Functions
✓ Upper =upper(b2)-Converts a text string to all uppercase letters.
✓ Lower =lower(b2)-Converts a text string to all lowercase letters.
✓ Proper =proper(b2)-Converts the first letter in each word uppercase
and others to lowercase.
✓ Mid =mid(B4,1,3)-Returns the characters from the middle of a text
string given the starting and length
✓ Find=Find(“A”, B5,1)- Returns the starting position of one text string
within another text starting. It is case sensitive
✓ Search=search(“A”, B5,1)-Returns the starting position of one text string
within another text starting. It is not case sensitive
✓ Replace=replace(b3,1,3,”HiiT”)-Replaces part of a text string with a
different text string
✓ Substitute=substitute(b4,”a”,”c”)-Replaces existing text with new text in
a text string
Text Functions
✓ Left =left(b4,5)- Returns the specified number of text from the start.
✓ Right =right(b4,5)- Returns the specified number of text from the end.
✓ Trim =trim(b3)- Removes all spaces except for single spaces between
words
✓ Len =(b6)- Returns the number of characters in a text string
✓ Concatenate =concatenate(b2,” “,c2,” “,d2)- Joins several text string
into one
Date Functions
The below functions are used to compute Age.
✓ =datedif(b2,today(),”Y”)
✓ =(today()-b2)/365.25
When will the staff be 60 years old?
✓ =edate(b2,12*60)-taday()
When will the staff be 60 years old?
✓ =edate(b2,12*60)-today()
DATA VALIDATION
Data Validation
This lists the type of data that a user is restricted to select
from in a cell.
Steps to create a list:
✓ Select The Cells/range
✓ Click On Formulas Tab
✓ Click On Create from selection
✓ Select Option (Top, Left etc)
✓ Click On Ok & Save.
Applying Data Validation
✓ Select The Cells/range
✓ Click On Data Tab
✓ Click On Data Validation
✓ Select ‘List’ from the Allow Option
✓ Enter the list/formula in the source option
✓ Click on Ok
✓ Save your workbook
DROP DOWN LIST
Drop Down List
This is a saved list of values to be used in the worksheet.
Steps:
✓ Select the cells/range
✓ Click on Formulas Tab
✓ Click on create from selection
✓ Select Top, Left, Right or Bottom from the Create
names from values..
✓ Click on ok
✓ Save your workbook
NAME MANAGER
Name Manager
This is a registry that saves list, range, cell names, table
names in the worksheet.
Steps:
✓ Click on Formulas Tab
✓ Click on Name Manager
✓ Click on ok
✓ Save your workbook
CONDITIONAL FORMATTING
Conditional Formatting
This is a command used to easily spot trends and pattern
in your data using colors, bar, icons to visually highlight
important values in the worksheet.
Steps:
✓ Select the values
✓ Click on Home Tab
✓ Click on Conditional Formatting
✓ Select colour scale, bar, icons etc from the options
✓ Select sub type of choice
✓ Save your workbook
Editing Conditional Formatting
Steps:
✓ Click on Home Tab
✓ Click on Conditional Formatting
✓ Select Manage rules options
✓ Click on edit rules
✓ Select options of choice
✓ Click on Ok & Ok again
✓ Save your workbook
TEXT TO COLUMN
Text to column
This is a command used to separate text into different
column in a worksheet.
Steps:
✓ Click on Data Tab
✓ Click on Text to column
✓ Select Delimited or Fixed width & Next
✓ Select Delimiter (Space, Tab, Comma) & Next
✓ Select column data format & Finish
✓ Save your workbook
FLASH FILL
Flash Fill
This is a command used to automatically fill in values in
an existing pattern.
Steps to enable Flash Fill:
✓ Click on File Tab
✓ Click on Option
✓ Select Automatically Flash Fill
✓ Click Ok.
REMOVE DUPLICATES
Remove Duplicates
This is a command used to select unique values from a
range.
Steps:
✓ Select the range/cells
✓ Click on Data Tab
✓ Click on Remove Duplicates
✓ Select continue with the current selection
✓ Click on remove duplicates
✓ Select my data has headers if necessary
✓ Click on ok & ok again
✓ Save your workbook
FREEZE PANES
Freeze Panes
This is a command used to hold still column or row in a
worksheet.
Steps:
✓ Click on View Tab
✓ Click on Freeze Panes
✓ Select Freeze Panes
✓ Save your workbook
Formatting Freeze Panes
Steps:
✓ Click on View Tab
✓ Click on Freeze Panes
✓ Select Un-freeze Panes
✓ Save your workbook
LOOKUPs
Vlookup & Hlookup
This is a command used to pull values from a range that
meets certain conditions in a worksheet. Vlookup simply
mean vertical lookup while Hlookup simply mean
horizontal lookup
Steps:
✓ Select the cell
✓ Enter the formula =vlookup(lookup_value, table_array,
column_idx_num, range_lookup)
✓ Save your workbook
Vlookup & Hlookup
=vlookup(lookup_value, table_array, column_idx_num,
range_lookup)
✓ Lookup_value= the value to be found
✓ Table_array= table or range in which data is retrieved
✓ Column_idx_num= column number of the table or
range from which the value is returned
✓ Range_lookup= logical value to find the closest match,
1=true, 0=false
✓ Save your workbook
SUMIFs
Sumifs
This is a command used to sum up values from a range that
meets certain conditions in a worksheet.
Steps:
✓ Select the cell
✓ Enter the formula =sumifs(sum_range, criteria_range1,...)
✓ Save your workbook
Sumifs
= sumifs(sum_range, criteria_range1,...)
✓ sum_range= the actual cells to sum
✓ criteria_range1= the range cells you want evaluated for
the condition
✓ Save your workbook
Sumifs
=SUMIFS(DATA[DOWNLOAD],DATA[APP],F4)---TOTAL
FOR ALL PARTICULAR PRODUCT
=SUMIFS(DATA[DOWNLOAD],DATA[APP],”F4&”*”)---
TOTAL FOR PRODUCT STARTING WITH A LETTER
=SUMIFS(DATA[UNINSTALL],DATA[MONTH],F5)---
TOTAL UNINSTALL
Sumifs
=SUMIFS(DATA[DOWNLOAD],”>=“&F4,DATA[DOWNL
OAD],”>=“&F5)---TOTAL FOR ALL PARTICULAR
PRODUCT DATE
=COUNTIFS(DATA[DOWNLOAD],”>500”)
TABLE
Table
This is a smarter way to keep data/records in a worksheet for
analysis.
Steps:
✓ Select the cells
✓ Click on Insert Tab
✓ Click on Table
✓ Tick my data has headers
✓ Click on ok
✓ Save your workbook
Ctrl + T = Table
PIVOT TABLE
Pivot Table
This is the smartest way to keep data/records in a worksheet
for dynamic analysis.
Steps:
✓ Select the range/table
✓ Click on Insert Tab
✓ Click on Pivot Table
✓ Select New or Existing Worksheet
✓ Click on ok
✓ Save your workbook
PROGRESSIVE CHART
Progressive Doughnut Chart
This is a customized chart used to display the report of data
from a pivot table.
Steps 1:(Creating the Pivot Table)
✓ Select the range/table
✓ Click on Insert Tab
✓ Click on Pivot Table
✓ Select New or Existing Worksheet
✓ Click on ok
✓ Save your workbook
Steps 2: (Creating a helper column)
✓ Make a copy of the values cell & show in % of grand total
✓ Select the cell next to the pivot table
✓ Type =1-celladdress. Eg(=1-b4)
✓ Autofill the series (Excluding the series)
Steps 3: (Creating a Doughnut Chart)
✓ Select area/cell to place chart
✓ Click on Insert Tab
✓ Click on insert Pie or Doughnut Chart
✓ Select Doughnut chart
✓ Right click on the blank chart & click Select Data
✓ Click on Add
✓ Enter 1,1,1,1,…..(20) into Series values & Ok & Ok again
✓ From the chart element, un-check Chart Title, Legend
✓ Right click on the Chart Area
✓ Click on Format Chart Area
✓ Select No Fill, No Line on Fill/Line Option
✓ Select Size/Properties
✓ Change size Height/Width to 5cm
Steps 4: (Formatting Data Series)
✓ Select the data series of the chart
✓ Right click on the series
✓ Click on series options
✓ Adjust doughnut hole size to 60%
✓ Select solid Fill & select colour of choice on Fill/Line Option
Steps 5: (Adding data to the chart)
✓ Select the data series of the chart
✓ Right click on the series
✓ Click on select data
✓ Click on Add
✓ In the series name, select the name from the pivot table. Eg-South
✓ In series values, type = and select the percentage value & the helper
column. Eg-’PT2’!$C$4:$D$4
✓ Click on Ok and Ok again
✓ Right on the Data series
✓ Select Change Series chart type
✓ Select Secondary Axis on the Region (South) & Ok
Steps 6: (Revealing the second chart)
✓ Select the data series of the chart
✓ Click on the values part of the chart series
✓ Right click on the series
✓ Select Fill & Line option
✓ Click on No Fill
✓ Also
✓ Click on the helper part of the chart series
✓ Right click on the series
✓ Select Fill & Line option
✓ Elect solid fill & select white colour
✓ Increase transparency to 20% – 30%
✓ Save your worksheet
Steps 7: (Labeling the chart)
✓ Click on Insert Tab
✓ Click on Text Box
✓ Click and drag to activate the Text box
✓ Click inside the Formula bar
✓ Type = & select the cell. Eg =$a$4
✓ Increase font size & colour of choice from Format Tab
✓ Remove fill & line colour of Text box from Format Tab
✓ Place Text box where desired
✓ Save your worksheet
Steps 8: (Labeling the chart with the % & value)
✓ Click on Insert Tab
✓ Click on Text Box
✓ Click and drag to activate the Text box
✓ Click inside the Formula bar
✓ Type = c4 & enter on the keyboard
✓ Increase font size & colour of choice from Format Tab
✓ Remove fill & line colour of Text box from Format Tab
✓ Place Text box where desired
✓ Save your worksheet
SLICER
Slicers
This is used to filter data visually in a pivot table.
Steps:
✓ Select the Pivot table
✓ Click on Analyze Tab
✓ Click on Insert Slicer
✓ Select column of choice
✓ Click on Ok
✓ Save your workbook
Formatting Slicers
Steps:
✓ Select the Slicer
✓ Click on Option Tab
✓ Enter columns number of choice
✓ Set Height & Width of choice
✓ Select slicer style of choice
✓ Select Report connections if want to connect to other
Pivot table
✓ Save your workbook
Deleting Slicers
Steps:
✓ Select the Slicer
✓ Press delete key on your keyboard
✓ Save your workbook
TIMELINE
Timeline
This is used to filter dates interactively in a pivot table.
Steps:
✓ Select the Pivot table
✓ Click on Analyze Tab
✓ Click on Insert Timeline
✓ Select the date column of choice
✓ Click on Ok
✓ Save your workbook
Formatting Timeline
Steps:
✓ Select the Timeline
✓ Click on Options Tab
✓ Set Timeline size (height & Width) of choice
✓ Enable Header, Scrollbar, Selection Label, Time Level. If
needed
✓ Select Timeline styles of choice
✓ Select Report connections if want to connect to other
Pivot table
✓ Save your workbook
Deleting Timeline
Steps:
✓ Select the Timeline
✓ Press delete key on your keyboard
✓ Save your workbook
POWER QUERY
Power Query
This is a data pre-processing engine that is used for
data/records cleaning in a worksheet for dynamic analysis.
Steps:
✓ Select the range/table
✓ Click on Data Tab
✓ Click on From Table
✓ Select options as needed
✓ Click on close & load
✓ Save your workbook
Working with Power Query
Steps:
✓ Select the column of choice
✓ Right click on column to clean
✓ Select options as needed
✓ Click on close & load
✓ Save your workbook
DATA MODEL
Data Model
This is a view that allows MS Excel to accommodate more
data/records than in a worksheet for dynamic analysis.
Steps:
✓ Select the range/table
✓ Click on Insert Tab
✓ Click on Pivot Table
✓ Select New or Existing Worksheet
✓ Tick add this Data to the Data Model
✓ Click on ok
✓ Save your workbook
QUESTIONS & ANSWER
Mr. Festus P. 08111866942
