Excel data analysis Advanced Microsoft Access 2010 Training on MS

EMI
ADVANCED MS-EXCEL
2016
JAN. 2022

EMI Climate Setting
 Self Introduction
 Name
 Position
 Educational background

EMI

Norms

Class schedule

Class Manager

Time keeper
Climate Setting

EMI
General Objective of the training
At the end of this session trainees will be
able to perform
 Basic excel operation
 Cell and worksheet operations
 Excel functions and formulas
 Charts and pivot tables creation
 Workbooks and worksheets protection
 Data validation
 Data analysis
 Running Macros

EMI Getting started with excel

Before jumping into exploring the
excel windows component. We
should first look at how to open the
MS-Excel application software.

The MS-Excel application software
one part of MS-office package and it
can be found under the MS-Office
folder.

EMI Cont…

When you create a new Excel
workbook, the app presents a blank
workbook that contains one
worksheet.

You can add or delete worksheets,
hide worksheets within the workbook
without deleting them, and change
the order of your worksheets within
the workbook

EMI

A Quick Access Toolbar: The Quick
Access Toolbar provides commands
you frequently use. Save, Undo, and
Redo.

B Title Bar: The Title Bar displays the
title of your workbook.
Cont…

EMI

Excel documents are called
workbooks. Each workbook is made
up of individual spreadsheets called
worksheets.

A single workbook can have as many
as 255 worksheets. The names of the
sheets appear on tabs at the bottom
of the workbook window.
Worksheet and workgroup
operations

EMI
Moving across Worksheets

If you have more than 1 worksheet in
an excel file and you want to move
from one to another, you can either
use the mouse or you can use a
keyboard short-cut Ctrl +Page Down
to go to the next tab or Ctrl +Page Up
to go to the tab one before.
Cont….

EMI
Move/Copy Worksheets

You can not only move/copy cells,
you can do the same with a
worksheet/tab as well.

Move a tab after another tab –

Do a right click on the name of the tab

Click on Move

Select which sheet after you want the
tab
Cont….

EMI

Hide and Unhide
Cont….

EMI

Worksheet operations for columns
and rows

In the previous part, we had
discussed what are columns and
rows – over here we will discuss
some commands around them to
make your work easier and efficient.
Cont….

EMI
Insert Row

Go to the row before which you want
to insert a row

Do a right click of the mouse on the
row number

And click on Insert
Cont….

EMI
Insert Column

Go to the column before which you
want to insert a new column

Do a right click of the mouse on the
column name

And click on Insert
Cont….

EMI

Delete Row or Delete Column

Do a right-click on the row number or
column name you want to delete, and
press delete

Clear Contents

It removes the contents of the
row/column which has been selected
but does not delete the row or column
Cont….

EMI
Row Height/Column Width

You can increase or decrease the
height/width using these operations

Hide/Unhide have the same use as for
worksheets

Formats – we will touch base on them
in the next module
Cont….

EMI
Cut/Copy and Paste – just like cells,
you can also perform these operations
on rows/columns.

When you want to cut a row from one
location and paste it between or
above a particular row –

Select the row which you want to
move
Cont….

EMI

Select Cut – the entire row will be
highlighted

Go to the row above which you want
to move this row and click on ‘Insert
Cut Cells’

For Columns, also, the same process
follows
Cont….

EMI

When you want to copy a row from
one location and paste it between or
above a particular row –

Select the row which you want to
move

Select Copy – the entire row will be
highlighted
Cont….

EMI

Go to the row above which you want
to copy this row and click on ‘Insert
Copied Cells’

For Columns, also, the same process
follows
Cont….

EMI
Do basic excel work sheet
operation
Exercise

EMI

Each cell is identified by its cell
address which is a combination of the
column and row on which that cell is
situated. A group of cells together are
called ‘Range’.
Cells and Ranges

EMI

When the group of cells you have
selected are all together, it is called a
Contiguous Range otherwise it is
called a Non-Contiguous Range. You
can select the Non-Contiguous range
by clicking on cells one-by-one with
the Cntrl key pressed.
Cont.…...

EMI

Find & Select

If you want to find a particular value
in an excel file -

Click on ‘Find’

Write the name/value you want to
search
Cont.…...

EMI

Click on Find Next

Find All will give you all the locations
of that value in the excel file

A short-cut is Cntrl+F
Cont.…...

EMI

If you want to replace a particular
value in an excel file -

Click on ‘Replace’

Write the name/value you want to
replace

Write the name/value with which you
want to replace

Click on Replace All for replacing that
value in the entire tab
Cont.…...

EMI

Go-to Special
This command is used to identify specific
cells – the ones which are used more have
been listed below –

Comments - selects only the cells that
contain a cell comment

Constants - selects all nonempty cells that
don’t contain formulas

Formulas - selects cells that contain
formulas
Cont.…...

EMI Excercise
Exercise on cell range

EMI
What is a Table?

A table is in simple terms a group of data –
for ex: it maybe a list of employees in a
store and their details like age, date of
joining, salary together. It may be a list of
items left in the stock at a supermarket and
their quantities and prices mentioned.
Tables

EMI

Declaring a dataset as a Table

Open or go to the sheet which has that
dataset

Go to ‘Insert’ group and click on ‘Table’

Excel will select the dataset and just press
‘OK’ to make it a table
Cont.…..

EMI

Advantages of declaring a dataset a Table
Formats available to colour the table

Auto-populates the formulas on adding a
formula to one cell

You can calculate a lot of metrics by
clicking on ‘Total’ in the ‘Design’ tab which
appears when you have clicked on any cell
in the said table

Excel automatically adds filters to a table
thus making it easier to sort and filter data
Cont.…..

EMI
Headers are always visible so that you do
not need to freeze window pains

Auto-updates charts i.e. whenever you add
new rows or change data, excel will
automatically update the charts – please do
remember that if you change the data, the
charts will get updated then also
irrespective excel knows your dataset is a
table or just a dataset
Cont.…..

EMI
Formatting & Conditional
Formatiing
Formatting

EMI
Formatting & Conditional
Formatiing
Conditional Formatting

EMI Data Validation and Protection
Data Protection
and Validation

EMI
Data Protection
What do we mean by Data Protection?
 Data Protection in excel implies
protecting your file/data from some
other user from Accidently deleting or
changing the formulas in it

EMI Cont…
 Changing the data present in the
worksheet/workbook
 You can also protect the excel file with
a password so that only that person
can open the file who knows the
password to the file.

EMI Cont…
 How to apply Data Protection to the
Worksheet?
 There are 2 ways by which data
protection can be applied to the
sheet/tab –
 Using ‘Review’ tab
 Go to ‘Review’ tab
 Click on ‘Protect Sheet’ – a pop-up will
appear as shown in the below

EMI Cont.…
Using Mouse
 Go to Sheet Name
 Do a right-click and click on ‘Protect’

EMI Cont.…
 Different Options in ‘Protect Sheet’ dialog
box
 Once you get the prompt as shown in the
figure above and you have entered a
password in ‘Password to Unprotect
Sheet’ – you can select either of the
following options.

EMI Cont.…..
By default, the first 2 options are already
selected which helps you in just selecting the
cells – you cannot make any edits to the cells,
you cannot do any formatting, you cannot
inset/delete any rows/columns.
To perform these operations while the sheet
is protected, you need to tick the relevant
options –

EMI Cont.……
 ‘Select locked cells’ – A default option,
let’s you select locked cells
 ‘Select unlocked cells’ – A default option,
let’s you select unlocked cells
 ‘Format cells’ – If ticked (√), you can
apply formatting to locked cells
otherwise you will not be able to change
the format of the cells as well

EMI Cont.…..

‘Format columns’ – If ticked (√), you can
only change the width of the column or
hide it – you cannot cut, clear contents,
delete it as the worksheet is protected
so it will not let you change the
structure of the file

‘Format rows’ – If ticked (√), like
‘Columns’ option but just that you can
hide or change the height of rows

EMI Cont…...

‘Insert columns’ – If ticked (√), you can
insert new columns

‘Insert rows’ – If ticked (√), you can
insert new rows

‘Insert hyperlinks’ – If ticked (√), the
user can insert hyperlinks (even in
locked cells).

‘Delete columns’ – If ticked (√), you can
delete columns

EMI
Cont.….
‘Delete rows’ – If ticked (√), you can
delete rows

‘Sort’ – If ticked (√), the user can sort
data in a range (as long as the range
doesn’t contain any locked cells).

‘Use AutoFilter’ – If ticked (√), the user
can use existing autofiltering.

‘Use PivotTable reports’ – If ticked (√),
the user can change the layout of pivot
tables or create new pivot tables.

EMI
Cont….

‘Edit objects’ – If ticked (√), the user
can make changes to objects (such as
Shapes) and charts, as well as insert or
delete comments.

‘Edit scenarios’ – If ticked (√), the user
can use scenarios

EMI Cont.…...

What are Locked cells?

If a worksheet is not protected, when
you do a right-click on any cell and click
on ‘Format Cells’ and then click on
‘Protection’, by default ‘Locked’ is
ticked.

When you protect a worksheet, and
select any of the options above, if a cell
is not locked, the protection does not
extend to that cell.

EMI
Cont….

So, if you want formula driven cells to
be protected, you can make sure they
are locked and the cells which are being
called in those formulas (input values),
you can unlock them as you might want
to change the input values to see the
impact on the formula cells.

EMI Cont…..
How to protect the workbook?

You will need to go through the
following steps –

Go to ‘File’ or click on the ‘Windows’
icon for older versions of Ms Excel

Click on ‘Protect Workbook’

Click on ‘Encrypt with Password’

Enter the Password and click on OK
and then re-enter the password

EMI Cont….

You can also protect the structure of
the workbook i.e. users will not be able
to add, delete, hide, unhide different
worksheets in a file –

Go to ‘Review’ tab

Click on ‘Protect Workbook’

Add Password and re-enter after
pressing OK

EMI Data Validation
What is Data Validation?
It allows user to restrict values which
other people can fill in – for example, in a
form, you may have options like ‘Married’
or ‘Single’, for gender you may have
‘Male’ or ‘Female’, for employee contract
you may have ‘Permanent’ or ‘Temporary’

EMI Cont…..
give others a list of options to choose
from so that the data when entered is
consistent.
For example, in gender some users might
fill M or F or Male or Female – thus rather
than having some fill M and some fill
Male – it will always be better to give 1
option either a Male or M.

EMI Cont….
Similarly, for an employee contract you
may not want everyone to fill different
options like ‘Permanent’ or ‘Full-time’ or
‘Contractor’ or ‘Temporary’ or ‘Part-Time’
– but you may want to limit the number
of options so that it becomes easier for
you to analyse the data.

EMI Cont….

Whole Number – it will restrict users
from entering a text or even numbers
consisting of decimal points. You can
also specify the range in which you
want people to enter the numbers –
for ex: Age for a driving license
application needs to be greater than 18
and less than 70.

EMI Cont.….

Date - You can restrict cells such that
users can enter only dates and in that
too you can restrict dates by using the
‘Data’ option

Time - You can restrict cells such that
users can enter only dates and in that
too you can restrict dates by using the
‘Data’ option

EMI Cont……

Text Length - You can restrict cells
such that users can enter only text
which is of/between specified length by
using the ‘Data’ option
For example, if you don’t want user to
enter more than 10 characters, you can
select text length and whenever user
exceeds 10 characters, excel will throw
an error

EMI Cont…

Error Alert

If you want to change the error prompt
from the one mentioned below, you
can use ‘Error Alert’ option.

EMI Formats
 Formats
 What are formats?
 Formats are different options which we
use to change the appearance of data
(maybe text, number etc..) in an excel
file. They do not change the value of
the cell but just change the way it
appears.

EMI
Cont…
 Like, colouring a cell will not change
the value in the cell, similarly, changing
the format of a numeric value to
Numbers and adding decimals, will not
change the value of the cell but just the
way it appears to us.

EMI Number Options
 Suppose you have employees’ salaries
in some cells but right now you do not
have any $ or £ signs in front of them,
so you will –
 Select the cells
 Go to Number group on Home tab
 Go to the drop-down and select
currency

EMI Cont…
 Once you select currency, a currency
sign will appear below the drop-down,
you can then select the relevant currency
for your salary numbers

EMI Cont.…
 Format Cell Dialog Box
When you do a right click of the mouse,
apart from the menu seen above, you will
also see the below menu. To use the
formatting options, click on Format Cells.

EMI Cont.…
 On clicking on Format Cells, the
following box will open. It has different
types of Formatting groups –
 Numbers – when you want to format the
value in a cell like adding a currency
symbol in front of salary of employees, or
adding commas in a number or removing
decimal points from a number or
changing the appearance of a date in
excel file

EMI Format Cell Dialog box
2.1.1 Creating Range Names

EMI
Creating Range Names
Excel Named Ranges makes it easy to refer to
data sets in Excel. You can create a
named range in Excel for each data category,
and then use that name instead of the cell
references.

EMI
Cont
Excel has the following syntax rules for
names-
 You can use any combination of letters,
numbers and the symbols - underscores,
backslashes, and periods. Other symbols are
not allowed.
 A name can begin with a character,
underscore or backslash.
 A name cannot begin with a number (example-
1stQuarter) or resemble a cell address
(example- QTR1).

EMI
Cont
 If you prefer to use such names, precede
the name with an underscore or a
backslash (example- 1stQuarter, _QTR1)
 Names cannot contain spaces. If you want
to distinguish two words in a name, you
can use underscore (example- Cash_Flows
instead of Cash Flows

EMI
Cont
 Your defined names should not clash with
Excel’s internally defined names, such as
Print_Area, Print_Titles, Consolidate_Area,
and Sheet_Title. If you define the same
names, they will override the Excel’s
internal names and you will not get any
error message. However, it is advised not
to do so.
 Keep the names short but understandable,
though you can use up to 255 characters

EMI
Cont
You can create Range Names in two ways-
 Using the Name box.
 Using the New Name dialog box.
 Using the Selection dialog box.

EMI Conditional Formatting
 What are conditional formats?
Conditional Formats apply formats to cells
bases the value in the cell or a group of
cells.
 Highlight Cells Rules
 Used to highlight cells based on their
values. You can also apply the format on
one cell first and then copy the format on
other cells using ‘Format Painter’.

EMI Data Bars

This option helps in data visualization
while working on cells consisting of
numbers. It adds bars to individual cells
– for a cell containing a large value as
compared to other cells, the bar will be
broader else it will be shorter. For
negative values, the bar will be in the
opposite direction of the positive values
and usually in a different colour.

EMI Color Scales

This option also helps in data
visualization while working on cells
consisting of numbers. It can be used to
give a 2-colour scale or a 3-colour scale
to the group of cells and will keep on
changing the color as we move from
one cell to another.

EMI New Rule

New Rule

The first five options are what we have
mentioned above so far. We will discuss
the last option of using a formula.

EMI Clear Rules
‘Clear Rules’

This can be used to clear the
conditional formatting from the selected
cell or from the entire worksheet, tables
and pivots.

EMI
Excel functions and formulas

EMI Excel Formulas
Mathematical Function
Mathematical Formulas in Excel are used to
perform various arithmetic operations like
sum, average, count, max, min etc. Here is a
list of most frequently used mathematical
formulas in excel.

EMI MATH FUNCTIONS
1. SUM
What does it do?
This function returns the sum of the cells
or range selected
Syntax
=SUM(Number 1, Number 2...)

EMI Cont….
Sum Range
This is optional, if not present, excel will
consider numbers in the 'Range'.
Otherwise, it specifies the cells which
need to be added if the condition holds

EMI Cont.….
SUMPRODUCT
This function returns the sum after
multiplying numbers in an array. It can also
be used to count cells based on criteria
provided
Syntax
=SUMPRODUCT(Array1, [Array2],
[Array3],…and so on)

EMI Cont……
RAND
This function returns random numbers
greater than 0 and less than 1. The
numbers change on recalculation
Syntax
=RAND()

EMI Cont…
RANDBETWEEN
This function returns random numbers
between specified numbers
Syntax
=RANDBETWEEN(BOTTOM, TOP)
BOTTOM-lower limit
TOP- upper limit

EMI Cont……
COUNTIF
Excel function to count cells in a range
that meet a single condition. COUNTIF
can be used to count cells that contain
dates, numbers, and text. The criteria
used in COUNTIF supports logical
operators (>,<,<>,=) and wildcards (*,?)
for partial matching.

Syntax: - =COUNTIF (range, criteria)

EMI Cont…
AVERAGEIF

The AVERAGEIF function in Excel
calculates the average of cells that
meet one criteria. AVERAGEIFS
calculates the average of cells that
meet multiple criteria.

AVERAGEIF types

AVERAGEIF function with two
arguments calculates the average of all
values based on a condition.

EMI Cont…

Syntax: - AVERAGEIF (cell range,
condition)

AVERAGEIF function with three
arguments, last argument is the range
to average calculates the average of all
values in the first range based on a
condition.

Syntax: - AVERAGEIF (first range,
condition, last range

EMI Logical Function
IF
It checks whether a condition is true or not and
on the basis of that return value
Syntax
=if(Logical test, [value if true], [value if false])
Logical test
This will be the condition which you want to
check

EMI
Cont.….
Value if true
If the logical test holds true, then excel
will return this value
Value if false
If the logical test doesn’t hold true the
excel will return this value

EMI
Logical AND
AND
What does it do?
Checks if all arguments are true and
returns TRUE value else returns FALSE
value. You need to have minimums 2
conditions check. AND function is used
with IF a lot

EMI Cont.…...
Syntax
=AND(Logical 1, Logical 2, Logical 3, ….)
Logical 1
First condition which needs to be tested
Logical 2
Second condition which needs to be
tested

EMI Nested IF
What does it do?
Nested if conditions help in checking
multiple conditions together by using
IF conditions within IF condition
Syntax
If(logical test(value if true), if(logical test,
(value if true), value if false)))
Excel 2010 and above can have upto 64
nested if

EMI OR
What does it do?
Check if one of the conditions is true, and
returns true if one of the conditions is true
and returns false if both conditions are false
Syntax
OR(logical 1, logical 2)

EMI IFERROR
What does it do?
Sometimes when we use formula in cells,
we might get an error because of the cell
value, IFERROR allows us to remove
such an error with values we want
Syntax
=IFERROR(Value, (value if error))

EMI Text Functions
Text Functions

EMI Text Functions
Exact
It checks whether 2 values (texts, numbers) are
exactly same or not. If they are same, then it will
return TRUE else it will return FALSE. This function is
case-sensitive
Syntax
=EXACT(Text1, Text2)

EMI Text Functions
Concatenate
This function joins several (more than 1) text string
into 1 string
Syntax
=CONCATENATE(String1, String2, and so on..)

EMI Text Functions
Trim
The function removes spaces all before and following
the words i.e. leading and trailing spaces - and also
removes extra spaces between words but does not
remove the single space between words. TRIM
function is used to clean data.
Syntax
=TRIM(Text)

EMI Text Functions
Other text functions
Substitute
Len
Right
Left
Upper
Lower
…….

EMI Date Functions
Date
This function returns the date when days, month, year
are stored in different cells. If the cell in which the
function is being called is of Number format, then the
function will return a number - excel stores dates as
numbers
Syntax
=DATE(Year,Month,Day)

EMI Date Functions
TODAY
This function returns today's date in date format
Syntax
=TODAY()

EMI Date Functions
Now
This function returns current date and time in excel
date and time format
Syntax
=NOW()

EMI Date Functions
Day
This function returns the day of the month i.e. 1, 2 ..31
in numeric format. Do note that at times, you may have
to change the format of the cell to numeric to get the
date in numeric format
Syntax
=DAY(CELL)

EMI STATISTICAL FUNCTIONS
Refer to the exercises

EMI Lookup Functions
Lookup Functions

The LOOKUP Function is categorized
under Excel Lookup and Reference
functions. The function performs a
rough match lookup either in a one-row
or one-column range and returns the
corresponding value from another one-
row or one-column range


Lookup functions enable you to “look
up” values from worksheet ranges.
Microsoft Excel allows you to perform
both vertical lookups (by using the
VLOOKUP function) and horizontal
lookups (by using the HLOOKUP
function).


In a vertical lookup, the lookup
operation starts in the first column of a
worksheet range. In a horizontal
lookup, the op
eration starts in the first
row of a worksheet range.

VLOOKUP

VLOOKUP stands for Vertical Lookup.
As the name specifies, VLOOKUP is a
built-in Excel function that helps you
look for a specified value by searching
for it vertically across the sheet.

VLOOKUP

VLOOKUP in Excel may sound
complicated, but you will find out that it
is a very easy and useful tool once you
try it.
Synax

=VLOOKUP (LookupValue,
Table_Array, Column_Index_Num,
[Range_Lookup])


In its simplest form, the VLOOKUP
function says:

=VLOOKUP(What you want to look up,
where you want to look for it, the
column number in the range containing
the value to return, return an
Approximate or Exact match –
indicated as 1/TRUE, or 0/FALSE).

HLOOKUP

This function is similar to VLOOKUP. In
a VLOOKUP, we look at columns,
whereas in HLOOKUP, we look at rows.
The HLOOKUP function looks for a
value in the first row of a table, and
returns a value from the same column
in that table.

Syntax

=HLOOKUP (LookupValue,
Table_Array, Row_Index_Num,
[Range_Lookup])

EMI PIVOT TABLES
A pivot table is a tool to create summary
reports from datasets irrespective of
their sizes but is helpful even if the data
is more than just 20 rows!
Apart from creating summary reports
(counting, summing observations for a
variable like salary or diesel
consumption at a pump etc..),

EMI Cont…
it can be used to analyse data – by
selecting various combinations of
different variables, you can see how your
data changes thus making strategies
accordingly.

EMI Cont…

For ex: In fraud, we may have millions
of customers leading to millions of data
but the fraudsters may just be a few
hundreds. Using Pivot tables, we can
identify the common attributes of
fraudsters thus targeting them without
impacting the genuine customers.

EMI Cont…

How to create a Pivot table?

There are 2 ways to create a Pivot Table

Using Toolbar –

Go to Insert Tab

Click on ‘PivotTable’

Excel will prompt you to give the data
range for which you want to insert a pivot

EMI Cont…

Once you have given the data-range, it is
then up to you whether you want to create
the Pivot on the same worksheet or a new
sheet – clicking on ‘New Worksheet’ will
create the pivot table on new worksheet and
clicking on ‘Existing Worksheet’ will create
the pivot table on the current sheet at the
location (cell address) you specify by just
clicking on the cell

EMI MATCH
What does it do?
It checks whether 2 values (text,
numbers) are exactly the same or not if
they are the same then it will return true
else it will return false. The function is
case sensitive
Syntax
EXACT(text1, text2)

EMI EXACT for text
What does it do?
It checks whether 2 values (text,
numbers) are exactly the same or not if
they are the same then it will return true
else it will return false. The function is
case sensitive
Syntax
EXACT(text1, text2)

EMI TEXT
What does it do?
It converts a numeric value into text
based on the format given by the user
Syntax
TEXT(Value, Format text)

Excel data analysis Advanced Microsoft Access 2010 Training on MS

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