Microsoft Excel is one of the most widely used tools for data analysis worldwide. The good news is you don't have to
be an expert to start using it.
Excel is powerful, flexible and beginner-friendly, making it a great starting point for anyone interested in data analytics.
Today's article will tackle how MS Excel can be used for basic data analysis, using simple language and practical examples. I will add visuals to help you tag along and understand the process better.
What is Data Analysis?
It is simply looking at data to find useful information. This can include:
- Comparing values (e.g., which product sells more)
- Understanding trends (e.g., sales going up or down)
- Spotting errors or missing information
Excel helps you do all of this without writing any code.
Getting started with Excel.
Before data is analyzed, it needs to be cleaned and well organized.
Adding headers
Headers describe the data in each column
Column A: Date
Column B: Product
Column C: Revenue
Formatting as a table
Excel allows you to convert your data into a table, which makes analysis easier.
Steps
1) Select your data
2) Go to Home; format as table
3) Choose table style
Benefits of having a table:
- Easy sorting and filtering
- Automatic formatting
Basic Calculations Using Formulas
Excel formulas are designed to perform calculations quickly, in turn making your work easier.
When typing formulas into Excel always start with an equals sign (=)
SUM: Adds Values within a selected range
=SUM(CELL RANGE)
=SUM(M2:M633)
AVERAGE: Finds the mean value
=AVERAGE(CELL RANGE)
=AVERAGE(M2:M631)
COUNT: Counts cells with numbers
=COUNT(CELL RANGE)
Sorting and filtering Data
Sorting and filtering help you to focus on specific information
Sorting
Data can either be sorted from smallest to largest or from A to Z or vice versa.
Filtering
It allows you to only show certain values and hide unnecessary data.
Steps
Click the filter arrow in a column header
Select the values you want to see
Press enter
Using Charts to visualize data
Charts turn numbers into visuals, making data easier to understand.
Common Chart Types
- Column Chart- Good for comparing values
- Line Chart- Shows trends over time
- Pie chart- Shows proportions
Steps to create a chart
1) Select your data
2) Go to Insert > Charts
3) Choose chart type
Basic Data Cleaning in Excel
Real-world data is often messy. Excel helps you clean it.
Removing Duplicates
1) Select your data. (Ctrl + A)
2) Go to Data
3) Ensure you've checked the box that says "My data has headers"
4) Select "Ok"
Handling empty cells
For small data sets the missing data can be manually keyed in.
For larger data sets you can follow the following steps
1) Highlight the column that has missing values
2) Go to home and select the filter option
3) Go back to the headed row and select the drop-down; among the options you will be presented with is "Blanks."
4) Select Blanks then Enter
5) All the missing cells will be filtered out
6) Choose how to label the missing values; you can use "Unknown," because we are not aware of the data to key in at this juncture then Enter
7) Finally, hold the cursor to the bottom right of the labelled cell until a cross appears, then drag down to autofill the rest of the cells.
Why is Excel great for beginners?
Excel is great for data analytics newbies because:
- It is easy to learn and operate
- No programming is required
- It's widely used in workplaces
- Skills from Excel can be transfered to PowerBI and SQL
Conclusion
Microsoft Excel is a powerful starting point for anyone interested in data analytics. From organizing data and performing calculations to creating charts and finding insights, Excel makes data analysis accessible to beginners.
With practice and curiosity, the simple tools you've learned here can help you with the first steps of data analysis, which is really helpful when it comes to making informed decisions.
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