Analyzing and Presenting Business Data

Objectives
In this session, you will learn to:
Organize data
Process data

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Analyzing and Presenting Business Data

Organizing Data
Scenario:

s
variou
to
p ands tions
Ex loca

Mainta
ins re
ledger cords in
books
Departmental Store

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Analyzing and Presenting Business Data

Organizing Data (Contd.)

Scenario (Contd.):

Needs to maintain Needs to organize data

voluminous data

CFO

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Analyzing and Presenting Business Data

Arranging Data in Tabular Form

The structure of a workbook is such that it allows you to arrange data in a
tabular format.
In addition, it allows you to view data in different ways by using the following
features:
Sort
Filter
Group

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Task 1.1: Sorting the Data in a Workbook

Let us now see how to sort

data in a workbook.

SupplierDetails

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Analyzing and Presenting Business Data

Task 1.2: Sorting the Data in a Workbook Using Custom Sort

Let us now see how to sort

the data in a workbook
using custom sort.

MembersDetails

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Analyzing and Presenting Business Data

Task 1.3: Sorting the Data in a Workbook Using Custom Lists

Let us now see how to sort

the data in a workbook
using custom lists.

StaffDetails

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Analyzing and Presenting Business Data

Task 1.4: Filtering the Data in a Workbook

Let us now see how to

filter the data in a
workbook.

ProductsDetails

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Analyzing and Presenting Business Data

Task 1.5: Grouping the Data in a Workbook

Let us now see how to

group the data in a
workbook.

DivisionSales

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Analyzing and Presenting Business Data

Formatting Data
Scenario:

Criteria for tracking travel

expense

Travel Expense

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Analyzing and Presenting Business Data

Formatting Data (Contd.)

Data can be formatted with the help of the following features:
Data Validation: Allows to create certain rules that dictate what can be entered into a
cell.
Conditional Formatting: Highlights those cells, whose data satisfy certain criteria,
with some style to distinguish them from other cells.

Data
Validation

Implemented

By preventing the user

from entering invalid By encircling the invalid
data in cells. data in cells.

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Formatting Data (Contd.)

Scenario:

Needs to record the

product details

Departmental Store

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Formatting Data (Contd.)

Criteria for conditional formatting:

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Formatting Data (Contd.)

User defined conditional formatting criteria can be created by using the New
Formatting Rule dialog box, as shown in the following figure.

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Task 1.6: Preventing the User from Entering Invalid Data

Let us now see how to

prevent the user from
entering invalid data.

BookSales

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Task 1.7: Encircling Invalid Data in the Cells

Let us now see how to

encircle invalid data in the
cells.

SalaryDetails.xlsx

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Task 1.8: Applying the Conditional Formatting

Let us now see how to

apply conditional
formatting.

FirstQtrSales.xlsx

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Demo: Arranging Data in a Tabular Format

Problem Statement:
Consider the scenario of Scholastic Book, the largest publisher of books in the US.
The company publishes different categories of books, such as Education, Comics,
Novels, and Dictionaries. The details of the books, such as the Book Name, Edition,
Price, and Author, which are published in the current year, are stored in Excel
worksheet.
The Manager wants to view the book details in alphabetical order of book name. In
addition, he wants to view the details of the books authored by Sarah Holding.
You need to help the Manager to accomplish the preceding task.

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Demo: Arranging Data in a Tabular Format (Contd.)

Solution:
To solve the preceding problem, you need to perform the following tasks:
1. Sort the book names in alphabetical order.
2. Filter the books details on author name Sarah Holding.

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Analyzing and Presenting Business Data

Processing Data
Scenario:

Global HR Executive Process Salary Perform

Electronics Calculations

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Processing Data (Contd.)

Microsoft Excel allows to perform the following calculations in a worksheet:

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Analyzing and Presenting Business Data

Performing Basic Calculations

To process data by performing basic calculations, you can use formulas or built-
in functions, such as Sum and IF.
The cell referencing feature is used to refer a single cell or multiple cells.
You can also assign meaningful name to a cell or range of cells.

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Performing Basic Calculations (Contd.)

Cell Referencing:
Refers the data from different locations to perform calculation.
A reference is the address of a cell or a range of cells in a worksheet.
Allows to refer to the values in the worksheets of the same workbook or of some other
workbooks.
References to other workbooks are known as links.
Some commonly-used referencing methodologies are:

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Performing Basic Calculations (Contd.)

Relative Referencing:
In relative referencing, when the position of the cell containing the formula changes,
the reference also changes.
The following figure represents relative referencing.

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Analyzing and Presenting Business Data

Performing Basic Calculations (Contd.)

Absolute Referencing:
In absolute referencing, the position of the cell containing the formula does not
change even if you move or copy the formula to another location.
Absolute referencing can be used by prefixing the column name and the row number
by the dollar ($) sign.
For example in the following figure in the formula $B$2+$B$3 is absolute
referencing.

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Analyzing and Presenting Business Data

Performing Basic Calculations (Contd.)

Defined Name:
A defined name can be used to describe the meaning or content of a cell, range of
cells, constant, or formula by giving it a definitive name.
Define range names on the cells in order to perform the operations in a more
convenient manner.
Assign name to a cell or range of cells by using the Define Name button in the
Formulas tabs.

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Performing Basic Calculations (Contd.)

Microsoft Excel supports various built-in functions to perform various
calculations.
Some of the commonly used functions are:

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Performing Basic Calculations (Contd.)

Let us explore some of the commonly used functions.

Salary

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Performing Basic Calculations (Contd.)

The IF function performs the operation specified in the true block or in the false
block, depending on the specified condition.
The AND function returns the value, TRUE, if all the passed arguments meet the
specified condition. Otherwise, the value, FALSE, is returned.

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Performing Basic Calculations (Contd.)

The VLOOKUP function searches the first column of a range of cells, and then
returns a value from any cell on the same row of the range.
Syntax of the VLOOKUP function:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
The arguments of the VLOOKUP function are:

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Performing Basic Calculations (Contd.)

Let us view an animation, which explains the VLOOKUP function.

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Performing Basic Calculations (Contd.)

An example of the VLOOKUP function is displayed in the following figure.

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Task 1.9: Defining a Range Name by Using the Define Name Option

Let us now see how to

define a range name by
using the Define Name
option.

DefineName

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Analyzing and Presenting Business Data

Performing Financial Calculations

Scenario:

Car Loan
Perform Financial
Calculations

Education
Berkely Loan
Finance

Time-consuming Error-prone

Gold Loan

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Analyzing and Presenting Business Data

Performing Financial Calculations (Contd.)

Microsoft Excel provides following financial functions to perform the financial
calculations:

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Performing Financial Calculations (Contd.)

PV (Present Value) function:
PV is used to calculate the present value of an investment.
The present value is the total amount that a future payment or a series of future
payments is worth.
The present worth is based on an interest rate.
Syntax:
PV(rate,nper,pmt,[fv],[type])
The PV functions contains the following arguments:

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Analyzing and Presenting Business Data

Performing Financial Calculations (Contd.)

An example of the PV function is displayed in the following figure.

The formula used to calculate the present value of the investment is

=PV(B4,B3,0,B2).

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Analyzing and Presenting Business Data

Performing Financial Calculations (Contd.)

The following figure shows the present value of the series of cash inflow.

The formula used to calculate the present value of the investment is

=PV(B4,B3,B2).

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Analyzing and Presenting Business Data

Performing Financial Calculations (Contd.)

FV (Future Value) function:
FV is used to calculate the future value of an investment based on an interest rate
and a constant payment schedule.
Syntax:
FV(rate,nper,pmt,[pv],[type])
The FV function contains the following arguments:

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Performing Financial Calculations (Contd.)

An example of the FV function is displayed in the following figure.

The formula used to calculate the growth of the investment is

=FV(B3,B4,0,-B2).

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Analyzing and Presenting Business Data

Performing Financial Calculations (Contd.)

Another example of the FV function is displayed in the following figure.

The formula used to calculate the growth of the investment is

=FV(B3,B4,-B2,0,1).

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Analyzing and Presenting Business Data

Demo: Processing Data by Using Functions

Problem Statement:
Consider the scenario of Berkleys store, a leading electronics store in Ohio. The
sales detail of last year is available in a workbook. From this data, Sam, the Sales
Manager, wants to analyze sales performance of previous year. To accomplish this,
Sam needs to perform the following operations:
Find the total quantity of each product sold in the year.
Find the maximum quantity of each product sold in the year.
Find the minimum quantity of each product sold in the year.
Find the average quantity of each product sold in the year.
You need to help Sam to accomplish the preceding task.

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Demo: Processing Data by Using Functions (Contd.)

Solution:
To solve the preceding problem, you need to perform the following tasks:
1. Find the total quantity of each product sold in the year.
2. Find the maximum quantity of each product sold in the year.
3. Find the minimum quantity of each product sold in the year.
4. Find the average quantity of each product sold in the year.

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Demo: Processing Data by Using Financial Functions

Problem Statement:
Adam wants to buy a new car. For this purpose, he contacted two dealers. Both of
them offered him different prices for the car. The first dealer is selling the car at a
price of $29,006 and the second dealer is selling the car at a price of $31,679.
However, as the price of the car is high, Adam decides to buy the car on the EMI
scheme. Therefore, he asks the dealers to provide him the details of EMI scheme
offered by them. The first dealer is offering the EMI scheme at 5% annual interest
rate for the loan period of five years. Whereas, the second dealer is offering the EMI
scheme at 4% annual interest rate for the loan period of eight years. To finalize the
dealer from whom to buy the car, Adam wants to know the amount of the monthly
installments, he has to pay to each dealer. In addition, he wants to compare the total
amount he has to pay including the interest in both the deals.
You need to help Adam to accomplish the preceding task.

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Demo: Processing Data by Using Financial Functions (Contd.)

Solution:
To solve the preceding problem, you need to perform the following tasks:
1. Find the EMI offered by both the car dealers.
2. Find the future value of loan for both the car dealers.

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Analyzing and Presenting Business Data

Summary
In this session, you learned that:
The data validation feature of Microsoft Excel allows you to create certain rules that
dictate what can be entered into a cell.
Conditional formatting highlights those cells, whose data satisfy certain criteria, with
some style to distinguish them from other cells.
To refer to the data stored at different locations, Microsoft Excel provides a feature
known as cell referencing.
A reference is the address of a cell or a range of cells in a worksheet.
If function performs the operation specified in the true block or in the false block,
depending on the condition specified.
And function returns the value, TRUE, if all the arguments passed meet the
conditions specified. Otherwise, the value, False, is returned.
VLOOKUP function searches the first column of a range of cells, and then returns a
value from any cell on the same row of the range.

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Summary (Contd.)
PV function is used to calculate the present value of an investment.
FV function is used to calculate the future value of an investment based on an
interest rate and a constant payment schedule.

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