MS Excel?! Simple beginner steps for basic Data Analysis using Excel.

Let me tell you a story of a lady.

A lady who, whenever she receives any Excel-related task, immediately grabs her laptop and runs to the nearest person for help. In her mind, one thought keeps ringing: “MS Excel is too hard. This thing is not for me.”

She asks for help, and the person helping her looks at her wondering, “But… has she even tried?” But since that can't be said out loud, the person just quietly judges her.

I would loved to tell you her name, but I fear I'm still a student data analyst who might not be able to afford a lawyer yet. Let’s just say… you might know her. You might be her. And honestly? That’s okay.

That’s why I’m here; to help you get a beginner-friendly understanding of Excel, without the stress, panic, or running around the office looking for rescue.

Because the truth is, data is everywhere. We use it when tracking monthly expenses, monitoring attendance at events, or collecting survey responses, often without even realizing it.

Today, I introduce you to Microsoft Excel (MS Excel), one of the most common and beginner-friendly tools for organizing and analyzing data. By the end of this article, I promise you’ll understand how to use Excel for basic data analysis, and maybe even stop running away from it.

Opening MS Excel and finding your way around.

When you open MS Excel, you find a blank workbook made up of rows and columns

Key parts of the Excel interface:

• Workbook – the Excel file you are working on
• Worksheet – a single page inside the workbook
• Rows – horizontal lines, labeled with numbers (1, 2, 3…)
• Columns – vertical lines, labeled with letters (A, B, C…)
• Cells – small boxes where rows and columns meet (e.g., A1, B2)

Each cell is where you enter data such as names, numbers, or text.

Red= Column
Yellow/Lime= Row

What is Data in Excel?

Data, in Excel simply means information that has been entered into cells.
For example:

• Names of people
• Ages
• Counties
• Test scores
• Amounts of money
• Dates
• Gender

Let's assume we have the following data:

The above table is a simple dataset that can be analyzed.

Basic Data Analysis tasks in Excel

1 Sorting Data
Sorting helps you arrange data in a specific order, such as highest to lowest scores.
For example, to see who scored the highest:

1. Select the entire table
2. Click on the Data tab
3. Choose Sort
4. Sort by Test Score from largest to smallest

After sorting, you can now easily identify top and low performers.

2 Filtering Data
Filtering allows you to view specific information without deleting other data.
For example, to view only students from Nairobi:

1. Select the table
2. Click Filter under the Data tab
3. Click the dropdown arrow in the County column
4. Select Nairobi

Now, excel only shows students from Nairobi, which is according to our selection.

3. Using simple Formulas
Excel can automatically calculate values using formulas.

3.1: Calculating Total (SUM)
To calculate the total of numbers (like test scores):

1. Click an empty cell
2. Type =SUM(C2:C6)
3. Press Enter

A column of numbers with the SUM formula entered in an empty cell and the total is displayed.

3.2: Calculating Average (AVERAGE)
To find the average of numbers:

1. Click an empty cell
2. Type =AVERAGE(C2:C6)
3. Press Enter

3.3: Subtracting Numbers (-)
To subtract numbers (like finding the difference between scores or expenses):

1. Click an empty cell
2. Type =C2-C3
3. Press Enter

3.4: Multiplying Numbers (*)
To multiply numbers (like calculating total cost or combining quantities):

1. Click an empty cell
2. Type =C2*C3
3. Press Enter

3.5: Counting Numbers (COUNT)
To count how many numeric entries are in your data:

1. Click an empty cell
2. Type =COUNT(C2:C6)
3. Press Enter

3.6 Counting Everything (COUNTA)
To count all non-empty cells (numbers or text):

1. Click an empty cell
2. Type =COUNTA(A2:A6)
3. Press Enter

3.7: Finding the Highest Value (MAX)
To find the highest number:

1. Click an empty cell
2. Type =MAX(C2:C5)
3. Press Enter

3.8: Finding the Lowest Value (MIN)

1. To find the lowest number:
2. Click an empty cell
3. Type =MIN(C2:C6)
4. Press Enter

3.9: Making Decisions (IF)
To assign labels like Pass/Fail based on a condition:

1. Click an empty cell
2. Type =IF(C2>=50,"Pass","Fail")
3. Press Enter

1. Creating a Simple Chart
   Charts help turn numbers into visuals that are easier to understand.
   To create a chart:

2. Select the Name and Test Score columns

3. Click Insert

4. Choose a Column Chart

Why Excel Is a Good Tool for Beginners in Data Analytics

• Excel is ideal for beginners because:
• It is easy to use
• It requires no programming
• It is widely available
• It helps build strong data foundations

Skills learned in Excel, such as sorting, filtering, and using formulas, are transferable to advanced tools like Power BI, SQL, and Python.

Conclusion

Microsoft Excel is a powerful starting point for anyone interested in data analytics. With just basic skills, you can organize information, analyze trends, and make informed decisions.
As a beginner, focus on:

• Understanding rows, columns, and cells
• Practicing simple formulas
• Exploring charts and filters

Once comfortable, you can move on to advanced Excel features like Pivot Tables and Dashboards.

You don’t need to know everything to start. Just start, Excel will grow with you.