1. Learning Excel for Data Analysis
Sessions 5 and 6
Dr. Chaitali Basu Mukherji

2. Data Analysis Data Analysis in Excel is performed in multiple ways
using the following sections of the Data tab–
Get Data – To Connect to external data set
Sort and Filter
Data Tools – Data Validation, Duplicate Removal, Consolidation, Data Tables and What If Analysis
Outline – Group and Ungroup, Subtotals
Analysis – Data Analysis, Solver

3. Group and Ungroup
Group and Ungroup in the Outline Group of the Data tab
Group allows you to collapse a group of rows or columns
Ungroup reverts the action
For both functions, an outline with a + or – sign will appear

4. Subtotals
Subtotals is used in a sorted list
Sort the list on the field for which you want subtotals inserted
Click the Subtotal button in the Outline group on the Data tab
Subtotal dialog box appears to specify the options for the subtotals
When you use the Subtotals command, Excel outlines the data at the same time that it adds the rows with the departmental salary totals and the grand total. This means that you can collapse the data list down to just its departmental subtotal rows or even just the grand total row simply by collapsing the outline down to the second or first level.
In a large list, you may insert page breaks every time data changes in the field on which the list is being subtotaled. To do this, select the Page Break between Groups check box in the Subtotal dialog box before you click OK to subtotal the list.
Excel does not allow you to subtotal a list formatted as a table. You must first convert your table into a normal range of cells. Click a cell in the table and then click the Table Tools Design tab. Click the Convert to Range button in the Tools group, and then click Yes. Excel removes the filter buttons from the columns at the top of the list while still retaining the original table formatting.
Select the field for which the subtotals are to be calculated in the
At Each Change In drop-down list
Specify the type of totals you want to insert in the Use Function drop-down
list
Select the check boxes for the field(s) you want to total in the
Add Subtotal To list box
Click OK
Excel adds the subtotals to the worksheet

5. Solver Solver can handle problems that involve many variable cells and
can help find combinations of variables that maximize or
minimize a target Cell with multiple constraints conditions that
must be met for the solution to be valid
Problem Statement: You are planning an advertising campaign for a new
product with a total print advertising budget of Rs 12,000,000 and want to
expose your ads at least 800 million times to potential readers through six
publications. Your job is to reach the readership target at the lowest possible
cost with the following additional constraints:
At least six advertisements should run in each publication
No more than a third of advertising dollars be spent on any one publication
Cost for placing ad in Pub3 and Pub4 must not exceed Rs 7,500,000.

6. Lets Solve the Problem using Solver

7. Solver using iteration
Let us solve a quadratic equation set using Solver F(x,y) = x^2+y+3 = 0 G(x,y) = 2*x^2+y^3+5 = 0 Solver will use the best estimate method using 100 iterations to come up with a close result

8. Analysis Toolpak
To develop complex statistical or engineering analyses, you can save steps and time by using the Analysis ToolPak. Provide data and parameters for each analysis, and the tool uses appropriate statistical or engineering macro functions to calculate and display the results in an output table. Some tools generate charts along with output tables.

9. Anova Analysis
Two Factor with Replication: This analysis is useful when
data is classified along two different dimensions
Example: We measure plant height which are given 3
different brands of Fertilizer and kept at 2 different
temperatures
For each of the six possible pairs, we have an unique
observation of plant height
Two Factor without Replication: This analysis is useful when
data is classified along two different dimensions but there is
only a single observation for each pair
Anova analysis tools provide different types of variance
Analysis using tools like Single Factor, Two-Factor with
Replication and Two-Factor without Replication
The tool to be used depends on number of factors and
number of samples that you have from populations
that you want to test
Single Factor Anova - This tool performs a simple analysis of variance on data
for two or more samples. It provides a test whether each sample is drawn
from same underlying probability distribution
If there are only two samples, function TTEST can be used. With more than
two samples, Single Factor Anova model has to be called

10. What is Pivot Table?
Pivot Table is used to produce meaningful information
from a table of information. For e.g. from a table of data that
has names, addresses, ages, occupations, phone numbers and
Pin codes, a Pivot Table we easily and quickly find out:
How many Salesman work in each region?
What is the net car sale of each region?
Lets look at comparative sales across products.
What is the total Sales for the Company?
How many customers do we sell in each region?
Lets see how

11. Advantages of Pivot Tables
Pivot Tables can generate and extract meaningful information from a large table of information within a matter of minutes
It uses a lot less memory from your PC than if the same results were got using Excels built in functions
It provides new information by simply drag-and-drop (pivot)
Information is updated each time we open the Workbook or by clicking refresh

12. Example for Pivot
Step 1:  Select the data range from which to make the pivot table
Step 2:  Go to Insert tab and click on pivot table icon to select Pivot table option Step 3:  Excel displays a pivot table wizard where you specify the pivot table target location
Step 4:  Make your first pivot report by dragging and dropping fields in the pivot table grid area or by controlling the “Pivot table panel”. The pivot report is divided in to header and body sections. You can drag and drop the fields you want in each area. The body itself contains three parts. Rows, Columns and Cells. You can use any fields in these areas too.

13. Tips on Pivot Tables Formatting is easy for pivot tables
You can easily change the pivot table summary formulas by Right click on pivot table and selecting “summarize data by”
You can apply conditional formatting on pivot tables although you must be careful as pivot tables scale in size depending on the data
If original data from which pivot tables are constructed changes, right click on the pivot table and select “Refresh Data” option
To drill down on a particular summary value, double click on it. Excel will create a new sheet with the data corresponding to that pivot report value. (This is extremely useful)

14. What are Pivot Charts?
Charts created on the Pivot tables are called Pivot Charts
They allow us to create professional interactive charts that are not possible without complex VBA coding
How is our data set-up and do we also want a Pivot Chart
The basic information needed to use the Pivot Wizard are –
Where is our data stored eg, range in the same Workbook, a database, another Workbook
Which column of data is going into which Field i.e. the optional Page field, Row field, Column field and the mandatory Data field
Where do you want to put your Pivot Table eg, new Worksheet or existing one
Making a pivot chart from a pivot table is very simple. Just click on the pivot chart icon from tool bar or Options ribbon area and follow the wizard

15. What is Charting in Excel?
Charts are used to display series of numeric data in a graphical format to make it easier to understand large quantities of data and the relationship between different series of data
To create a chart , you start by entering numeric data which you can plot by selecting chart type that you want
Excel supports many types of charts (such as a column chart or a pie chart) and their subtypes (such as a stacked column chart or a pie in 3-D chart) to help you display data in ways that are meaningful to your audience
You can create a combination chart by using more than one chart type
Some Chart Types (Column or Bar) can be created by arranging data in rows and columns while others (Pie and Bubble) require special arrangement of data
Chart templates can be saved as .crtx files and used like any other template

16. Elements of a Chart Chart Area Plot Area Data Points The Axes Legends
Titles
Label

17. Excel Chart Types
Excel provides facility to do the following types of chart. A
typical use of the Different chart types are mentioned below.
Column charts are useful for
showing data changes over a period of time
illustrating comparisons among items
Line charts are useful for
displaying continuous data over time, set against a common scale
showing trends in data at equal intervals
Pie charts are useful for
showing the size of individual items in proportional to the sum of the items
Bar charts are useful for
comparisons among individual items

18. Cont. XY (scatter) charts useful for Area charts are useful for
displaying and comparing numeric values, in scientific, statistical, and engineering data
Area charts are useful for
emphasizing the magnitude of change over time
drawing attention to the total value across a trend
Stock charts useful for
illustrating the fluctuation of stock prices, daily or annual temperatures
Surface charts useful for
finding optimum combinations between two sets of data similar to a topographic map
Doughnut charts useful for
showing the relationship of parts to a whole, and can contain more than one data series
Bubble charts useful for
comparing the sizes of parts that make up the data set
Radar charts
Radar charts compare the aggregate values of several data series as opposed to Pie charts that have only one data series

19. Creating a Chart
You select a chart type by choosing an option from the Insert tab's Chart group.
After you choose a chart type, such as column, line, or bar, you choose a chart sub-type.
For example, after you choose Column Chart, you can choose to have your chart represented as a two-dimensional chart, a three-dimensional chart, a cylinder chart, a cone chart, or a pyramid chart.
There are further sub-types within each of these categories.
As you roll your mouse pointer over each option, Excel supplies a brief description of each chart sub-type.
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose from a variety of chart types, including column, line, pie, bar, area, and scatter. The basic procedure for creating a chart is the same no matter what type of chart you choose. As you change your data, your chart will automatically update.

20. Let’s Create a Column Chart

21. Sub Types of Column Chart
Clustered column in 3-D – These compare values across categories. It displays 2-D data values using a 3-D perspective. A third value axis (depth axis) is not used.
Stacked column in 3-D: Stacked column charts show the relationship of individual items to the whole, comparing the contribution of each value to a total across categories.
3-D column: 3-D column charts use three axes that you can modify (a horizontal axis, a vertical axis, and a depth axis), and they compare data points along the horizontal and the depth axes.
Cylinder, cone, and pyramid: Cylinder, cone, and pyramid charts are available all the above types
Cylinder, cone, and pyramid: Cylinder, cone, and pyramid charts are available all the above types with only the shape being cylinder, cone or pyramid instead of rectangle

22. Applying a Chart Layout
Context tabs are tabs that only appear when you need them Called Chart Tools, there are three chart context tabs: Design, Layout, and Format.
The tabs become available when you create a new chart or when you click on a chart.
You can use these tabs to customize your chart.
You can determine what your chart displays by choosing a layout.
The layout you choose determines whether your chart displays a title, where the title displays, whether your chart has a legend, where the legend displays, whether the chart has axis labels and so on.
Excel provides several layouts from which you can choose.

23. Adding Labels

24. Switching Data

25. Changing Chart Style

26. Positioning the Chart

27. Changing the Chart Type

28. Communicating through Data
Communicating through data is most effective if we understand the basic rules
There are 7 common relationships in Quantitative Business Data
Typical questions that arise on number presentation are –
Compared to what?
At what instant?
In which sequence?
Relative to what other?
How much is the deviation?
What kind of distribution does it follow?
Is there any special Correlation between them?

29. Time-Series Relationships
This is the most common relationship in quantitative business data
When quantitative values are expressed as a series of measures taken across equal intervals of time, this relationship is called a time series
Studies indicate that approximately 75% of all business graphs display time series
Time can be divided into intervals of varying duration, including years, quarters, months, weeks, days, and hours
Time series reveal trends and patterns that we must be aware of and understand to make informed decisions

30. Ranking Relationships
It is most meaningful in business to see things ranked, such as the performance of sales people or the expenses of departments
When quantitative values are sequenced by size, from large to small or vice versa, this relationship is called a ranking
This not only reveals their sequence, but makes it much easier to compare values by placing those that are most similar near one another.

31. Part-to-Whole Relationships
It is often useful to see how something is divided into parts, and the percentage relationship of each part to the whole
When quantitative values are displayed to reveal the portion that each value represents to some whole, this is called a part-to-whole relationship
Some typical examples are how a market is divided up between competitors, or expenses are divided between regions as shown below

32. Deviation Relationships
When quantitative values are displayed to feature how one or more sets of values differ from some reference set of values, this is called a deviation relationship
The most common example in business is one that shows how some set of actual (such as expenses) deviate from a predefined target (such as a budget)

33. Distribution Relationships
When we show how a set of quantitative values are spread across their entire range, this relationship is called a distribution
We can often learn a great deal by examining the distribution of a set of values, especially the shape of that distribution, which reveals what’s typical, if it is skewed in one direction or the other, and if there are gaps or concentrations
This shows a distribution of values that is fairly symmetrical, approaching what is called a normal or bell-shaped curve

34. Correlation Relationships
When pairs of quantitative values, each measuring something different about an entity (for example a person, department, or product), are displayed to reveal if there is significant relationship between them (for instance, as one goes up the other goes up as well, or as one goes up the other goes down), this is called a correlation
Understanding correlations between quantitative variables can help us predict, take advantage of, or avoid particular behaviors
Correlation between employee’s heights in inches (y axis) and their salary in dollars (x axis) is shown below

35. Nominal Comparison Relationships
This chart is called a nominal comparison relationship where there is not particular relationship between the values
Four geographical regions do not relate to each other in any particular order
It does provide a means to compare the regional values, but nothing more
It is always useful, whenever you prepare a graph that displays nothing but a nominal comparison, to ask yourself if another relationship could be featured that would make the graph more meaningful
In this case, simply arranging the regions in order of their quantitative values could produce a ranking relationship
Often discrete items in a categorical variable, like these geographical regions, need to be arranged in a particular order because people expect to see them arranged in that way

36. Tip for Selecting Right Chart Type
What to represent
Chart Type to use
Nominal Comparison
Bar
Point
Time Series
Line
Ranking
Part to Whole
Pie
Stacked Bar
Bubble
Deviation
Frequency Distribution
Histogram
Frequency Plot
Correlation
Scatter Plot with trend line

37. Best Practices of Charting
Determine Your Message and Identify Your Data
Format Graphs to focus on the message removing unnecessary Distractions
Check out if a Table, a Graph, or Both Is Needed to Communicate Your Message most effectively
Determine the best place in the Charting area to Display Each Variable
Take special care on Legend Placement

38. Tips for Enhancing Chart Performance
Use tables to hold the data
Use named ranges, named formulas
Use Pivot Tables
Sort your data
Use Manual Calculation Mode
Use Non-volatile formulas
These formulas are re-calculated whenever there is a change in the workbook. Examples of volatile formulas are RAND, NOW, TODAY, OFFSET
Keep formulas in a separate sheet
Write better formulas

39. Tips for a Good Report
Restrict The Work Area to relevant Columns and Rows only
Lock Formula Cells And Protect The Worksheet
Freeze Panes So that Your boss Knows what she is Reading
Hide Un-necessary / Calculation Sheets
Hide Rows / Columns not used in report
Include Cell – Comments / Help Messages
Use Consistent Colors And Schemes
Name and Color Worksheet Tabs Appropriately
Before Closing The Workbook, Select Cell A1 On The Correct Sheet

40. Thank You