INTODUCTION TO MICROSOFT EXCEL FOR DATA ANALYSIS

WHAT IS EXCEL?
Microsoft Excel is a powerful spreadsheet program developed by Microsoft, designed for organizing, calculating, analyzing, and visualizing data using a grid of rows and columns.

DEFINITION OF TERMS IN EXCEL
Excel Terms You Will Encounter (Excel & Data Analytics)
Here are simple explanations of key terms used in this article:

• *Cell * - A single box in Excel where a row and column meet (example: A1).
• Column - A vertical group of cells labeled with letters (A, B, C…).
• Row - A horizontal group of cells labeled with numbers (1, 2, 3…).

• Worksheet - One page inside an Excel file where you enter and analyze data.

• Workbook - An Excel file that contains one or more worksheets.

• Dataset - A collection of related data arranged in rows and columns.

• Formula - An equation used in Excel to perform calculations (example: =A1+B1).

• *Function *- A built-in formula in Excel that performs a specific task (example: SUM, AVERAGE).

• Range - A group of selected cells (example: A1:A10).

• Filter - A tool used to display only the data that meets certain conditions.

• Sort - Arranging data in a specific order (A–Z, smallest to largest, etc.).

• Pivot Table - A tool that summarizes and analyzes large datasets by grouping and calculating data automatically.

• Chart - A visual representation of data, such as a bar chart or line graph.

• Dashboard - A single page that shows key data insights using charts, numbers, and summaries.

• Data Cleaning - The process of fixing or organizing data so it is accurate and ready for analysis.

WHY USE EXCELFOR DATA ANALYSIS?

• Easy to learn: No coding required.
• Widely available: Comes with most Microsoft Office packages.
• Versatile: Handles everything from simple calculations to complex data models.
• Visualization: Built-in charts and graphs make data easier to understand.

Excel Functions (Basic Calculations)
Functions are built-in formulas that help you perform calculations easily.

1. SUM – Add Numbers Adds a range of numbers.

=SUM(B2:B6)

This adds all values from cell B2 to B6.

1. AVERAGE – Find the Mean Calculates the average of numbers.

=AVERAGE(C5:C10)

3.COUNT – Count Numbers
Counts how many cells contain numbers.

=COUNT(A2:A5)

Use case: Number of transactions recorded.

COUNTA – Count Non-Empty Cells
Counts cells that are not empty (text or numbers).

=COUNTA(B2:B5)

Use case: Number of customers or products listed.

1. IF – Logical Function Performs a test and returns different results depending on the outcome.

=IF(B2>=50, "Passed", "Failed")

This checks if the value in B2 is greater than or equal to 50.
** Use case** Categorizing sales as High/Low, Pass/Fail

Data Cleaning in Excel
Before analysis, data often needs cleaning.
Common cleaning tasks:

Removing duplicates Data -> Remove Duplicates
Sorting data Data -> Sort A to Z
Filtering data Data -> Filter

Pivot Tables (Powerful Data Summaries)
Pivot Tables help you summarize large data quickly without complex formulas.

You can answer questions like:

Total sales per product
Sales per month
Quantity sold by category
Steps to create a Pivot Table:
Select your data
Go to Insert -> PivotTable
Choose where to place it
Drag fields into Rows, Columns, and Values
Example:

Rows -> Product
Values -> Sum of Total Sales
Excel will automatically calculate total sales for each product.

Pivot Charts in Excel
Charts help turn numbers into visuals that are easier to understand.

Common chart types:
Column Chart – Compares categories
Line Chart – Shows trends over time
Pie Chart – Shows proportions
How to insert a chart:
Select your data
Click Insert
Choose a chart type
Example: Sales by product displayed as a column chart.

Dashboards in Excel
A dashboard is a single page that shows key insights using charts, numbers, and summaries.

A simple Excel dashboard might include:

Total Sales (big number)
Sales by Product (chart)
Sales by Month (line chart)
Top Product (text or card)
Dashboards help decision-makers understand performance quickly.

Tools used in dashboards:
Pivot Tables
Charts
Slicers (interactive filters)

Final Thoughts
Excel is more than just a spreadsheet—it’s a gateway into the world of data analysis. With a little practice, you’ll be able to transform raw data into insights that help you make better decisions.