Elementary Data Analysis with MS Excel_Day-4

Today’s Agenda
- Ribbon Engagement:
- Data [Practical]
- What-If Analysis [Practical x 02]
- Review [Practical]
- View [Practical]
- Developer [Practical]
- Random Number [Practical]
- Freeze Pane [Practical]
- Data Analysis Tools
- Quick Analysis [Practical x 02]
- Pareto Test [Practical x 02]
20-Jul-20
All the contents collected from internet, is mentioned with
sources at the bottom slide
2

But before that….
•No EXAM!!!!
• Rather I will give an assignment ,which you will have to
submit at Google Classroom.
• Assignment Topic will cover Class 01 ~ 04.
20-Jul-20
All the contents collected from internet, is mentioned with
sources at the bottom slide
3

9/13/2020 4
Elementary Data Analysis with MS Excel
Day-04

Ribbon Analysis: Data
• From Access
• From Web
• From Text
• From Other Sources
• Connections Pane
• Sort & Filter
• Data Analysis Toolpak
• Data Tools
• Text to Column
• Flash Fill
• Remove Duplicates
• Data Validation
• What-If Analysis
• Group-Ungroup
• Solver

Ribbon Analysis: Data
• For Creating Multiple Filter Simultaneously, Please follow the
instructions here:
https://www.extendoffice.com/documents/excel/4588-excel-filter-
multiple-columns-simultaneously.html

Data Analysis Toolpak and Solver
• If Currently, Data Toolpak/Solver is not showing in your Excel, Don’t
worry. It will eventually show and work on Day-05 !
• We will discuss these 02 on Day-05 as on that day, our only agenda
is exploring different Data Analysis Methods.

Ribbon Analysis: Review
• Spelling
• Research
• Thesaurus
• Language Pane
• Comments Pane
• Changes Pane
• Protect Workbook
• Protect Sheet

Ribbon Analysis: View
• Workbook Views
• Show
• Zoom
• Windows
• Macros

Freeze Pane
• For Better Observing of the Dataset/ Table.
• It will Freeze a certain area in the Worksheet during Scrolling.
• 04 Options:
• Freeze Pane
• Freeze Top Row
• Freeze Top Column
• Unfreeze Pane
• Freeze Panes does not work while we are editing something inside a cell
• Freeze panes in excel is a default configuration which can freeze data to the left
of the boundary column or above the boundary row depending on what we
choose as a boundary. There are add-ons available from various software
providers to enhance these.

Ribbon Analysis: Developer
• VBA
• Macro
• Add-ins
• Controls
• XML
• Document Panel Modify

Random Numbers
• Excel has two very useful functions when it comes to generating
random numbers. RAND and RANDBETWEEN.
• Office 365 users will get extra RANDARRAY function.
• There may be cases when you need to generate random numbers in
Excel.
For example, to select random winners from a list or to get a random
list of numbers for data analysis or to create random groups of students
in class.

Random Numbers (cont.)
• RANDBETWEEN function would give you the random numbers, but
there is a high possibility of repeats in the result.
Example: =RANDBETWEEN(1,100)
• RAND function is more likely to give you a result without repetitions.
However, it only gives random numbers between 0 and 1. It can be
used with RANK to generate unique random numbers in Excel.
Example: RAND()
• Say, if you want to generate random decimal number between 1-100,
you can write =1+99*RAND() [non-repeat,decimal]

• RAND and RANDBETWEEN- both are volatile formula and would
recalculate every time there is any change in the worksheet. Make
sure you have converted all the RAND/RANDBETWEEN function
results to values.
• We already know, how to convert a function generated value into
absolute/non-volatile value , which were shown in Class-03.
[Copy-Paste as Value]

• If you have Excel 365, you can use the magic RANDARRAY function.
• By default, the RANDARRAY function generates random decimal
numbers between 0 and 1. The array below consists of 5 rows and 2
columns. But you can also generate random numbers in Integer value.

Quick Tips
• Ctrl+Enter to Stay on the Active Cell.
• If we hold the Ctrl key while pressing Enter, the selection will NOT
move to the next cell. Instead, the cell that we just edited will remain
selected.

What-If Analysis
• What-if analysis in Excel is used to test more than one value for a
different formula on the basis of multiple scenarios.
• For this, we must have data of such kind where for a single parameter
we would have 2 or more values for comparison. Go to the Data
menu tab and click on the What-If Analysis option under the Forecast
section.

What-If Analysis (cont.)
• There are three different kinds of tolls in What if analysis. Those are:
1. Scenario manager
2. Goal Seek
3. Data table
• We will see each one with related examples.

Example #1 – Scenario Manager
• Scenario manager helps to find the results for different scenarios.
• Let’s consider a company which wants to buy raw material for their
organization needs. Due to the scarcity of funds the company wants
to understand how much cost will happen for different possibilities of
buying.
• In these cases, we can use the scenario manager for applying
different scenarios to understand the results and take the decision
accordingly. Now consider Raw material X, Raw material Y, and Raw
material Z. We know the price of each and we want to know how
much amount need for different scenarios.

Now we need to design 3 scenarios like High volume purchase, Medium volume
purchase, and Low volume purchase. For that click on What if analysis and select
Scenario manager.

• Once we select the scenario manager the following window will open.

• As shown in the screenshot currently there were no scenarios, if we
want to add scenarios we need to click on the “Add” option available.
• Then it will ask for the Scenario
name and changing cells.
Give scenario name whatever you want
as per your requirement.
Here I am giving “High volume”

• Changing cells is the range of cells that your scenario values for
different scenarios. Suppose if we observe the below screenshot. No.
of units will change in each scenario that is the reason in changing
cells we used C2:C4 which means C2, C3, and C4.

• Once you give the change values click on “OK”
then it will ask for the changing values for
High volume scenario. Input the values for high
volume scenario and then click on “Add” to add
another scenario “Medium Volume”
• Give name as “Medium volume”
and give the same range and click Ok
then it will ask for values.

• Again, click on “Add” and create one
more scenario “Low volume” with
low values like below.
• Once all scenarios have done click on
“Ok” You will find the below screen.

• We can find all the scenarios in the “Scenarios” screen. Now we can
click on each scenario and click on Show then you will find the results
in excel otherwise we can view all the scenarios by clicking on the
option “Summary”
• If we click on the scenario wise the
results will be changing in the excel
as below.

• Whenever you click on the scenario and show the results at the back
will change. If we want to see all the scenarios at a time to compare
with others, click on the summary the following screen will come.

• Select ‘Scenario Summary” and give the “Results Cells” here the total
results will be in D5 hence I given D5, click on ‘Ok’. Then a new tab
will be created with the name “Scenario summary”
• Here the columns in gray color are the changing values and column in white color is the current
value which was the last selected scenario results.

Example #2 – Goal Seek
• Goal seek helps to find the input for the known output or required
output.
• We will practice 02 practical example on Day-05
• Let’s move on to next topic.

Example #3 – Data Table in What If Analysis
• Now we will see the Data table.
• We will consider a very small example to understand better. Suppose
we want to know the 10%, 20%, 30%, 40% and 50% of 5000. Similarly,
we want to find the percentages for 6000, 7000, 8000, 9000 and
10000.

• We have to get the percentages in each combination. In these
situations, the Data table will help to find the output for a different
combination of inputs. Here in Cell C2 should get 10% of 6000 and C3
10% of 7000 and so on. Now we will see how to achieve this. First,
create a formula to perform this.

• If we observe the above screenshot the part marked with a box is the
example. In A3 we have the formula to find the percentage from A1
and A2. So inputs are A1 and A2. Now take the result of A3 to A1 as
shown in the below screenshot.

• Now select the entire table to apply Data table of What if Analysis as
shown in the below screenshot.

• Once selected click on the “Data” then “What If Analysis” from that
dropdown select data table.
• Once select “Data table” the below pop up will come.

• In “Row Input cell” give the cell address where the row inputs should
input that means here row inputs are 10, 20, 30,40 and 50. Similarly,
give “Column input cell” as A2 here column inputs are 6000, 7000,
8000, 9000 and 10,000. Click on “Ok” then results will appear in the
form of a table as shown below.

Things to Remember
• What if Analysis is available under the “Data” menu on the top.
• It will have 3 features 1. Scenario manager 2. Goal seeks and 3. Data
table.
• Scenario manager helps to analyze different situations.
• Goal seek helps to know the right input value for the required output.
• Data table helps to get results of different inputs in row-wise and
column wise.

Data Analysis: Quick Analysis
• Excel is tremendous while doing the data analysis, for this purpose
only excel has various kinds of formulas, tools, visualization charts,
and many other kinds of stuff.
• Over a period of time, Microsoft has made very useful updates with
its new version products and similarly, in its 2013 version of excel it
has provided one more useful tool i.e. “Quick Analysis”.
• When we are analyzing the data instead of going through various tabs
we can make use of the Quick Analysis tool to insert charts,
visualizations, various formatting techniques, formulas, tables, pivot
table, Sparklines.

Data Analysis: Quick Analysis (cont.)
• This tool appears when we select the data range in excel. For an
example look at the below data.
• Once we select the data we can see
a small icon to the bottom right
of the selection.

Quickly Insert Formatting to the Data
• Once you select the data we can see the Quick Analysis tool icon at
the bottom of the selection. Click on this icon to explore all the
possible options.

• We have “Formatting, Charts, Totals,
Tables, and Sparkline’s”.
• Let look at formatting now.
Just place a cursor on the required
formatting option we can see the
immediate impact in our data.

• I have placed a cursor on “Data Bars” it has inserted data bars
according to the size of the numbers.
Similarly, we can make use of “Color Set,
Icon Set, Greater Than, Top Value and
more importantly we can clear the
formatting with “Clear” option.
• Click on Color set to insert
different colors.

• Click on Icon Set to get icons for your numbers.

• If you want to highlight all the values which are greater than 140 then
click on the Greater option you will see below window.
• Mention the value as 140 and choose the formatting color.

• Click on OK, we will have mentioned formatting for all the values
which are >140.

Quickly Analysis Inserting Chart to the Data
• We can also insert a chart to the selected
data by using Quick Analysis tool.
Once the data is selected click on “CHARTS”.

• Select the required chart, your quick analysis is ready to use.
• Like this we can make use of various charts which suits our data
structure.

Quickly Analysis through Totals
• We can also insert totals to the data by
choosing TOTALS under quick analysis.
Under this, we have a various variety
of formulas.

• We can insert SUM, AVERAGE, COUNT, % Total, Running Total, SUM to
the Right, Average to the Right, count to the right, running total to the
right.
• Based on the requirement we can make
use of these formulas.
Now I have applied RUNNING TOTAL.

• Similarly, you can use SUM, AVERAGE, etc.

Quickly Analysis through Tables
• We can also insert the table format and
pivot table to the data under Tables.
Click on TABLES and choose the option
you want to use.

• The table will convert the range of data to table format data.
• If you click on Pivot Table it will insert the pivot table in a new sheet.

Quickly Analysis through Sparkline’s
• We can insert Sparklines to the right of
the data under SPARKLINES option.

• Based on the selection we make it will display the Sparkline to the left
of the data.

Data Analysis: Pareto Analysis
• Pareto Analysis has a base of Pareto principle which says 80% of the
effect for a particular event (or many events in that case) has its roots
in 20% of the causes/reasons.
• It is most of the time remembered as 80/20 pattern/principle in
laymen terms.
• Some of the real-life examples of Pareto can be formulated as below:
• 80% of the shares of one particular company are owned by 20% of the
stakeholders.
• 80% of the wealth is acquired by 20% of the people in this world.
• 80% of the software issues are caused due to 20% of the bugs.

Data Analysis: Pareto Analysis (cont.)
• Suppose we have data as shown in the screenshot below.
• This data is associated with a hotel and the
complaints they receive from their clients. As of
now, they have several categories under which
the complaints are raised with the frequency of
complaints as a parameter.
Example: If one particular category has got complain
once, the frequency will be one. Every time a
complaint gets raised under a category,
the frequency count gets raised by one unit.
• Therefore, when someone says the frequency of
complaint under a category is 40, it means 40 times
a complaint has raised under that category.
See the screenshot below for your reference.

• Step 1: Under column C, capture the cumulative percentage.
Cumulative percentage can be captured using the formula as shown
below:
Well, this formula seems somewhat weird. However, believe me, this is the best suitable formula for capturing
the running totals or cumulative sums.

• Step 2: Drag this formula Across the cells C3:C8 in order to get the
running total of the frequencies in column B. You can see it as shown
below:
Every time, the system captures the sum of frequencies starting from cell B2 and up-to-the corresponding cell.
For Ex. in cell C4, the sum value starts from B2 to B4 and so on.

• Step 3: In column D, find out the cumulative percentage with help of
the formula =C2/SUM($B$2:$B$8).

• Step 4: Drag this formula down across the cells D3:D8 so that we can
get the cumulative percentage of frequency to proceed with our
Pareto chart. This can also be achieved using a keyboard shortcut
Ctrl + D.

• Step 5: Select the cells D2:D8 and
navigate to the Number Formatting
group under the Home tab where you
can see the Percentage Style button.
Click on that button to change the
style of cells as a percentage. Or else,
you can press Ctrl + Shift + % button
through your keyboard as a shortcut
to achieve the result.

• You should see the cells under column D are formatted as percentage
values.

• Step 6: Select column A, B and column D in your excel data and
navigate to Insert tab through Excel ribbon.

• Step 7: Now, under Charts group click on the Recommended Charts
option. And you will see all the charts which can be used for
representing this data visually.

• As soon as you click on Recommended Charts option under the
Charts section, a new window named Insert Charts will open up as
shown below:

• Step 8: In the Insert Chart window, click on the All Charts tab. Where
you can see a list of charts available to insert under Excel.

• Step 9: Move towards the Combo option at the left-hand side and
select the Custom Combination under it to customize the chart.

• Step 10:
Now under Custom Combination,
select and tick the Secondary Axis
option for Cumulative % series.
It means that the Cumulative %
values will be plotted on the
Secondary Axis.
Click on the OK button once done.
See the screenshot below:

• The final chart should look at the one below:
We would like to modify this chart to look like a Pareto chart. Follow the steps below for the same.

• Step 11: Right-click on the Secondary Axis values on the graph and
choose Format Axis… option. A new Format Axis pane will open up at
the rightmost side of the Excel sheet.
There, under Axis Options, change the
Maximum value for Bounds to 1.0 it is
automatically set for 1.2 which means 120%.
If you will see any Pareto Chart, you’ll come up with an
observation that the gap between bars is really very less.
Bars are close to each other. We will try to reduce the
gap between the bars of our Pareto chart.

• Step 12: Right-click on any one of the bar and choose Format Data
Series… option placed at the end of the list of options.

• Step 13: You can see on the right-hand side; the Format Data Series
window will open up in Excel. Under Series Options, You will have the
Gap Width option which can be managed custom. Change the Gap
Width to say 3% so that the bars get close to each other.

• It actually looks like a Pareto Chart.
• Here I have changed the color of the Cumulative % line series. Also, I
have added a chart title for this chart.

• Based on our Pareto Chart,
we can say that Almost 90% of the
complaints are raised for
Delay in Room Service and
Delay in Room Allocation.
Therefore, these are the major areas
we should keep improving for better
customer feedback and reviews.

Things to Remember About Pareto Analysis in Excel
• In laymen terms, Pareto Analysis is also called as 80/20 principle.
• It is always good to capture the cumulative percentage of the
frequencies or data value and sort the data values in descending
order.
• Cumulative values should not be a part of the chart. Only Frequency
values and Cumulative Percentage should be a part of the chart.

Assignment
• There will be total 03 Questions.
• You will need to use different functions (including Len(!!)), Chart,
Quick Analysis and other features, like macro to solve those.
• Your submission deadline will be 16 Sept, 2020- 7:25pm
• Best of Luck!

Bibliography
• https://support.microsoft.com/en-us/office/add-or-remove-add-ins-in-
excel-0af570c4-5cf3-4fa9-9b88-403625a0b460
• https://www.contextures.com/excelfreeaddins.html
• https://www.educba.com/excel-freeze-panes/?source=leftnav
• https://www.educba.com/pareto-analysis-in-excel/
• https://www.educba.com/excel-quick-analysis/
• https://www.educba.com/what-if-analysis-in-excel/
• https://www.excelcampus.com/tips/ctrl-enter-shortcut/
• https://trumpexcel.com/generate-random-numbers-excel/
• https://www.excel-easy.com/examples/random-numbers.html

Anything you want me to tell?
Thank You
See you on next class…
9/13/2020 77

Elementary Data Analysis with MS Excel_Day-4

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