Introduction to

Data Tools

© 2016 SMART Training Resources Pvt. Ltd.

Agenda

• Data Analysis

• Data Analysis using Excel

• Statistical Analysis

• Essential keyboard shortcuts

• Limitations
Data Analysis

• Introduction
• Types of Analytics
o Descriptive Analytics
o Diagnostic Analytics
o Predictive Analytics
o Prescriptive Analytics
• Areas of Analytics
• Customer Analytics
• Risk Analytics:
• Financial Analytics:
• Performance Analytics:
Introduction
• Exploring data
• Machine learning models and predictive stuff
• Getting the Data
• Manipulate & Clean-up to analyze
• Example:
o Multinational Computer Hardware Production organization has a
requirement to analyze production data & identify the defect patterns across
all its manufacturing plants across the globe.
o Using the proper Data Analysis technique and tool
o Defects can be obtained & analysed for questions
• number of defects for each plant / machine / per day etc
o Optimize their Supply-Chain Process and do a predication of Demand-
Supply Chain
Types of Analytics

• Descriptive Analytics
o What has already happened and it is the simplest form
o Data is sliced into smaller chunks
• Eg:
o Banking Client’s data
• Geographical dispersion of Client’s
• What are different Segments of Client’s (HNI etc.,)
• Clients expenditure’s, income patterns etc.,
• Diagnostic Analytics
o Why something’ has happened from the data gathered
o Digs deeper in to the data to identify the real cause
Types of Analytics - Cont..
• Predictive Analytics
o Predications based on the trends identified in the Data
o Uses different Statistical, Data modeling and Data mining
techniques
o Business Analyst and Data scientist can make forecast for the future
time
o Defining the Business Strategies, Objectives and Processes
• Prescriptive Analytics
o Augment the decision making process of organizations
o Identify the best possible solution among the available solutions
o Considers the business limitations enforced
Types of Analytics - Cont..
• Prescriptive Analytics
• Augment the decision making process of organizations
• Identify the best possible solution among the available solutions
• Considers the business limitations enforced
Area of Analytics
• Customer Analytics
o Organizations gains the insight about customer
o Decisions about the customers offers / discounts etc.,.
• Risk Analytics
o Predict the indecisions of the
o forthcoming business atmosphere
o Evaluating the probability of project’s success
• Financial Analytics(Executives)
o Provides various options to address financial related business queries
o Predict and device financial strategies
• Performance Analytics
o Optimize the day to day operations
o Budgeting for short period, making strategies for meeting the SLA (Service
level Agreement)
Data Analysis using Excel
• Perform basic data computations & also data analysis
• Financial modeling and business planning
• Gold standard for nearly all businesses worldwide
• Wide range of functions, visualization, arrays empowers to quickly
generate insights from data
 Why Use Excel
• Most powerful spreadsheet package brought by Microsoft
• A spreadsheet is essentially a matrix of rows and columns

• Three main components of this package are

o Electronic spreadsheet
o Database management
o Generation of Charts

• Extensively used for Data Analysis tool, primarily for following reasons:
o Cost
o Ease of Use
o Learning
 Features
• Common features are:
o Workbook Management Cursor
o Management Manipulating Data
o Using Formulae and Functions
o Formatting Spreadsheet
o Printing and Layout
o Creating Charts and Graphs

One of the top tools for data analysis and the

built-in pivot tables are arguably the most
popular analytic tool
 Features – Cont..
• Sort
• Filter
• Conditional Formatting
• Charts
• Pivot Tables
• Tables
• What-if Analysis
• Solver
• Analysis Tookpak
Sort

• Provision to sort your Excel data on one

column or multiple columns, in ascending
or descending order

 Sort by color

 Reverse list

 Randomize list
Player Sort by color Team Span Mat Runs
SK Raina CSK GL 2008 2017 150 4206

V Kohli RCB 2008 2016 140 4172

RG Sharma DC MI 2008 2017 146 3883

G Gambhir DD KKR 2008 2017 136 3816

DA Warner DD SRH 2009 2017 104 3538

RV Uthappa KKR MI PWI RCB 2008 2017 139 3488

CH Gayle KKR RCB 2009 2017 95 3486

AB de Villiers DD RCB 2008 2017 122 3365

MS Dhoni CSK RPS 2008 2017 147 3303

S Dhawan DC DD MI SRH 2008 2017 117 3202

Yusuf Pathan RR KKR 2008 2017 138 2788

Ajinkya Rahane MI RR RPS 2008 2017 99 2764

V Sehwag DD KXIP 2008 2015 104 2728

 Sort by color- Cont..
• Click any single cell inside a data set
• On the Data tab, in the Sort & Filter group, click Sort
• The Sort dialog box appears
• Sort by Last Name (or any other column), sort on Cell Color (you can also
sort on Font Color and Cell Icon), and select the green color for the first level
Sort by color – cont..
Player Team Span Mat Runs
G Gambhir DD KKR 2008 2017 136 3816
RV Uthappa KKR MI PWI RCB 2008 2017 139 3488

Yusuf Pathan RR KKR 2008 2017 138 2788

SK Raina CSK GL 2008 2017 150 4206

MS Dhoni CSK RPS 2008 2017 147 3303

RG Sharma DC MI 2008 2017 146 3883

S Dhawan DC DD MI SRH 2008 2017 117 3202

Ajinkya Rahane MI RR RPS 2008 2017 99 2764

DA Warner DD SRH 2009 2017 104 3538

V Sehwag DD KXIP 2008 2015 104 2728

V Kohli RCB 2008 2016 140 4172

CH Gayle KKR RCB 2009 2017 95 3486

AB de Villiers DD RCB 2008 2017 122 3365

 Reverse List
• Enter the value 1 & value 2 into cells B
• Select the range
• Click any number in the list in column B.
• To sort in descending order, on the Data tab, in the Sort & Filter group
• Result. Not only the list in column B, but also the list in column A has
been reversed
PLAYER TEAM RUNS PLAYER TEAM RUNS
Gautam Gambhir KKR 501 Virat Kohli RCB 973

David Warner SRH 848 David Warner SRH 848

Virat Kohli RCB 973 AB de Villiers RCB 687

Shikhar Dhawan SRH 501 Gautam Gambhir KKR 501

AB de Villiers RCB 687 Shikhar Dhawan SRH 501

Randomize list
• Select cell B and insert the RAND() function.
• Click on the lower right corner and drag it down
Note: Random numbers change every time a cell on the sheet is
calculated. If you don't want this, simply copy the random numbers and
paste
TEAMS them as values
NRR TEAMS NRR

KOLKATA KNIGHT RIDERS 1.265 KOLKATA KNIGHT RIDERS 0.30

MUMBAI INDIANS 0.308 MUMBAI INDIANS 0.12

DELHI DAREDEVILS 2.217 DELHI DAREDEVILS 0.13

SUNRISERS HYDERABAD 0.632 SUNRISERS HYDERABAD 0.17

KINGS XI PUNJAB -0.309 KINGS XI PUNJAB 0.87

ROYAL CHALLENGERS ROYAL CHALLENGERS

BANGALORE -1.044 BANGALORE 0.87

GUJARAT LIONS -1.386 GUJARAT LIONS 0.22

RISING PUNE SUPERGIANT -1.537 RISING PUNE SUPERGIANT 0.05

Filter
Display records that meet certain criteria

• Number & Text Filter

• Data Filters
• Advanced Filter
• Data Form
• Remove Duplicates
• Outlining Data
 Number & Text Filter
• Click any single cell inside a data set
• On the Data tab, in the Sort & Filter group
• Click the arrow next to player
• Click Text Filters and select Equals from the list
• Enter ?m* and click OK
• A question mark (?) matches exactly one character. An asterisk
(*) matches a series of zero or more characters
• Result. Excel only displays the records where the second
character of Last Name equals m
Note: you can also display records that begin with a specific character, end
with a specific character, contain or do not contain a specific character, etc
Player Country Mat Runs
G Gambhir India 136 3816

RV Uthappa India 139 3488

Yusuf Pathan India 138 2788

SK Raina India 150 4206

MS Dhoni India 147 3303

RG Sharma India 146 3883

S Dhawan India 117 3202

Ajinkya Rahane India 99 2764

V Sehwag India 104 2728

V Kohli India 140 4172

Date Filter
• Click any single cell inside a data set.
• On the Data tab, in the Sort & Filter group
• Click the arrow next to Date
• Click on Select All to clear all the check boxes
• Click the arrow next to Date
• Click on Select All to select all the check boxes
• Click Date Filters (this option is available because the Date column
contains dates) and select Last Month from the list

Note: this date filter and many other date filters depend on today's date
Date Filter - Sample
Player Country Mat Runs Date

RV Uthappa India 139 3488

11/11/1985
Yusuf Pathan India 138 2788

12/17/1982
SK Raina India 150 4206

11/27/1986
S Dhawan India 117 3202

12/5/1985
V Sehwag India 104 2728

10/20/1978
V Kohli India 140 4172

11/5/1988
Advanced filter
• Display records that meet complex criteria
• Notice the options to copy your filtered data set to another location and
display unique records only (if your data set contains duplicates)
Advanced Filter - SAmple
Last Name Sales Country Quarter
USA Qtr 4
Last Name Sales Country Quarter
Smith $16,753.00 UK Qtr 3
Johnson $14,808.00 USA Qtr 4
Williams $10,644.00 UK Qtr 2
Jones $1,390.00 USA Qtr 3
Brown $4,865.00 USA Qtr 4
Williams $12,438.00 UK Qtr 1
Johnson $9,339.00 UK Qtr 2
Smith $18,919.00 USA Qtr 3
Jones $9,213.00 USA Qtr 4
Jones $7,433.00 UK Qtr 1
Brown $3,255.00 USA Qtr 2
Williams $14,867.00 USA Qtr 3
Williams $19,302.00 UK Qtr 4
Smith $9,698.00 USA Qtr 1
Data form
• Allows to add, edit and delete records (rows) and display only those records
that meet certain criteria
• Especially in wide rows and want to avoid repeated scrolling to the right
and left
 Quick Access Toolbar
• By default, the Quick Access Toolbar, located above the ribbon, contains the
Save, Undo and Redo button
• If you use in Excel command frequently, you can add it to the Quick Access
Toolbar
• You can even add commands to the Quick Access Toolbar that are not in the
ribbon
• Right click anywhere on the ribbon, and then click Customize Quick Access
Toolbar
Quick Access toolbar
 Remove duplicate
• Click any single cell inside the data set.
• On the Data tab, in the Data Tools group, click Remove Duplicates
• Excel removes all rows with the same fields (blue) except for the first instances
found (yellow)
Outlining data
• Makes your data easier to view
• Total rows of related data and collapse a group of columns
• On the Data tab, in the Outline group, click Subtotal
• Select the Company column, the column we use to outline our worksheet
• Use the Count function
• Check the Company check box
• Click OK
• To collapse a group of cells, click a minus sign. You can use the numbers
to collapse or expand groups by level. For example, click the 2 to only
show the subtotals
Note: click the 1 to only show the Grand Count, click the 3 to show
everything
Outlining data - sample
Conditional Formatting
 Highlight cells with a certain color, depending on the
cell's value
 Manage Rules
 Data Bars
 Color Scales
 Icon Sets
 New Rule
 Find Duplicates
 Shade Alternate Rows
 Compare Two Lists
 Conflicting Rules
 Checklist
Manage Rules
• On the Home tab, in the Styles group, click Conditional Formatting

• Click Manage Rules

• From the drop-down list, change Current Selection to This Worksheet, to view all
conditional formatting rules in this worksheet
Note: click New Rule, Edit Rule and Delete Rule to create, edit and delete rules
 Data Bars
• Visualize values in a range of cells
• Longer bar represents a higher value
• Select a range
• On the Home tab, in the Styles group, click Conditional Formatting
• Click Data Bars and click a subtype
• Change the values

Result: Excel updates the data bars automatically. Read on to further customize these
data bars
• Select the range
• On the Home tab, in the Styles group, click Conditional Formatting, Manage Rules
• Click Edit rule
• Excel launches the Edit Formatting Rule dialog box. Here you can further customize
your data bars (Show Bar Only, Minimum and Maximum, Bar Appearance, Negative
Value and Axis, Bar Direction, etc)
 Color Scales
• Shade of the color represents the value in the cell

o Customize your color scale (Format Style, Minimum, Midpoint and Maximum, Color, etc)
 Icon Sets
• Each icon represents a range of values

• Customize your icon set (Icon Style, Reverse Icon Order, Show Icon Only, Icon,
Value, Type, etc)
 New Rule
• Highlight Cells Rules, Top/Bottom Rules, Data Bars, Color Scales and Icon
Sets are shortcuts. They can also be found under New Rule
• Select 'Use a formula to determine which cells to format'
• Enter the formula
• Select a formatting style and click OK
Find Duplicates
• Click Highlight Cells Rules, Duplicate Values

Result. Excel highlights the duplicate names

 Shade Alternate Rows
• Shading every other row in a range makes it easier to read your data
• Click New Rule
• Select 'Use a formula to determine which cells to format'
• Enter the formula =MOD(ROW(),2)
 Compare Two Lists
• To highlight the teams in the first list that are not in the second list
Conflicting Rules
• Sometimes multiple conditional formatting rules in Excel conflict
• A higher rule always wins

Note: only use the Stop If True check boxes for backwards compatibility with earlier
versions of Microsoft Excel
 Checklist
• Create a checklist in Excel
• First, turn on the Developer tab
• On the Developer tab, in the Controls group, click Insert
 Charts
• Say more than a sheet full of umber
o Column Chart o Trendline
o Line Chart o Error Bars
o Pie Chart o Sparklines
o Bar Chart o Combination Chart
o Area Chart o Gauge Chart
o Scatter Chart o Thermometer Chart
o Data Series o Gantt Chart
o Axes o Pareto Chart
o Chart Sheet
Column Chart
• Column charts are used to compare values across categories by using vertical
bars
• On the Insert tab, in the Charts group, click the Column symbol
• Click Clustered Column
 Line Chart
• Display trends over time
• Use a line chart if you have text labels, dates or a few numeric labels on the
horizontal axis
• On the Insert tab, in the Charts group, click the Line symbol
• Click Line with Markers
Pie Chart
• Display the contribution of each value (slice) to a total (pie)
• Pie charts always use one data series
• On the Insert tab, in the Charts group, click the Pie symbol
 Bar Chart
• Horizontal version of a column chart
• Use a bar chart if you have large text labels
• Click Clustered Bar
Area Chart
• Line chart with the areas below the lines filled with colors
• Use a stacked area chart to display the contribution of each value to a total over
time
• On the Insert tab, in the Charts group, click the Line symbol
• Click Area
• Change the chart's subtype to Stacked Area
(the one next to Area)
 Scatter Chart
• Use a scatter chart (XY chart) to show scientific XY data
• Scatter charts are often used to find out if there's a relationship between
variable X and Y
• On the Insert tab, in the Charts group, click the Scatter symbol
• Click Scatter with Straight Lines
Data Series
• A row or column of numbers that are plotted in a chart
• Plot one or more data series in a chart
• On the Insert tab, in the Charts group, click the Column symbol
• Click Clustered Column
 Select Data Source
• Launch the Select Data Source dialog box
• Select the chart
• Right click, and then click Select Data
Axes
• Axis Type | Axis Titles | Axis Scale
• Most chart types have two axes
o Horizontal axis (or x-axis)
o Vertical axis (or y-axis)

• Axis Type:
• Shows the dates between 8/24/2018 and 9/1/2018. To remove
these dates, change the axis type from Date axis to Text axis
Chart Sheet
• Move a chart to a separate sheet that only contains a chart (chart sheet)
• On the Design tab, in the Location group, click Move Chart
• Click New sheet and enter a name
Trendline
• Click the + button on the right side of the chart, click the arrow next to Trendline and then click
More Options
• The Format Trendline pane appears.
• Choose a Trend/Regression type. Click Linear
• Specify the number of periods to include in the forecast. Type 3 in the Forward box
• Check "Display Equation on chart" and "Display R-squared value on chart"
Error Bars
• Click the + button on the right side of the chart, click the arrow next to
Error Bars and then click More Options
• The Format Error Bars pane appears
• Choose a Direction. Click Both
• Choose an End Style. Click Cap
• Click Fixed value
Sparklines
• Graphs that fit in one cell and give you information about the data
• On the Insert tab, in the Sparklines group, click Line
• Click in the Data Range box and select the range
Combination Chart
• Combines two or more chart types in a single chart
• On the Insert tab, in the Charts group, click the Combo symbol
• Click Create Custom Combo Chart
 Gauge Chart
• Combines a Doughnut chart and a Pie chart in a single chart
 Thermometer Chart
• Shows you how much of a goal has been achieved
 Gantt Chart
• Customizing the stacked bar chart type
 Pareto Chart
• Principle states that, for many events, roughly 80% of the effects come from 20% of
the causes
• On the Insert tab, in the Charts group, click the Histogram symbol
• Click Pareto
Pivot Tables
• One of Excel's most powerful features. A pivot table allows you to
extract the significance from a large, detailed data set Extract the
significance from a large, detailed data set
• Calculate margins and other common ratios using calculation
• Filter data using slicers in multiple pivot tables
• Create aggregate reports using formula based techniques
• Create flexible data aggregations & Represent data visually
 Group Pivot Table Items
 Multi-level Pivot Table
 Frequency Distribution
 Pivot Chart
 Slicers
 Update Pivot Table
 Calculated Field/Item
Group Pivot Table Items
Multi-level Pivot Table
• Multiple Row Fields
• Multiple Value Fields
• Multiple Report Filter Fields
 Frequency Distribution
• Use pivot tables to easily create a frequency distribution in Excel
• Can also use the Analysis Toolpak to create a histogram
 Pivot Chart
• Visual representation of a pivot table in Excel
• Pivot charts and pivot tables are connected with each other
• Click any cell inside the pivot table
• On the Analyze tab, in the Tools group, click PivotChart
Slicers
• Can insert slicers in Excel to quickly and easily filter pivot tables
• Click any cell inside the pivot table
• On the Analyze tab, in the Filter group, click Insert Slicer
Update Pivot Table
• Any changes you make to the data set are not automatically picked up by the pivot table
• Refresh the pivot table or change the data source to update the pivot table with the applied changes
Refresh
• Click any cell inside the pivot table
• Right click and click on Refresh
Change Data Source
• Click any cell inside the pivot table.
• On the Analyze tab, in the Data group, click Change Data Source
Calculated Field/Item
• Insert a calculated field or calculated item in a pivot table
Calculated Field
• A calculated field uses the values from another field. To insert a calculated field, execute the following
steps.
• Click any cell inside the pivot table.
• On the Analyze tab, in the Calculations group, click Fields, Items & Sets
Calculated Item
• A calculated item uses the values from other items. To insert a calculated item, execute the following
steps.
• Click any Country in the pivot table.
• On the Analyze tab, in the Calculations group, click Fields, Items & Sets
Tables
 Analyze your data in Excel quickly and easily

• Structured References
o Make your formulas easier to understand

• Table Styles
o Create your own table style
o Quickly format a cell by choosing a cell style
 What-if Analysis
 Allows you to try out different values (scenarios) for
formulas
• Data Tables
• Goal Seek
• Quadratic Equation
• Scenario Manager
Data Tables
• One Variable Data Table
• Two Variable Data Table
Instead of creating different scenarios, create a data table to quickly try out different values
for formulas
On the Data tab, in the Forecast group, click What-If Analysis
Quadratic Equation
• Form ax2 + bx + c = 0 where a ≠ 0
• A quadratic equation can be solved by using the quadratic formula
• Can also use Excel's Goal Seek feature to solve a quadratic equation
Solver
 Uses techniques from the operations research to find optimal

solutions for all kind of decision problems

 Load the Solver Add-in

 Transportation Problem
 Assignment Problem
 Shortest Path Problem
 Maximum Flow Problem
 Capital Investment
 Sensitivity Analysis
 Transportation Problem
• Find the number of units to ship from each factory to each customer that minimizes the total
cost
• Formulate the Model
• Trial and Error
• Solve the Model
 Assignment Problem
• Find the assignment of persons to tasks that minimizes the total cost
 Shortest Path Problem
• Find the shortest path from node S to node T in an undirected network. Points
in a network are called nodes (S, A, B, C, D, E and T)
• Lines in a network are called arcs (SA, SB, SC, AC, etc)
Maximum Flow Problem
• Find the maximum flow from node S to node T in a directed network. Points in a
network are called nodes (S, A, B, C, D, E and T). Lines in a network are called
arcs (SA, SB, SC, AC, etc)
 Capital Investment
• Find the combination of capital investments that maximizes the total profit
 Sensitivity Analysis
• Gives you insight in how the optimal solution changes when you change the
coefficients of the model
• After the solver found a solution, you can create a sensitivity report
• Reduced Cost
• Shadow Price
 Analysis Tookpak
• Provides data analysis tools for financial, statistical and
engineering data analysis
o Histogram

o Descriptive Statistics

o Anova

o F-Test

o t-Test

o Moving Average

o Exponential Smoothing

o Correlation

o Regression
 Histogram
• How to create a histogram in Excel
• First, enter the bin numbers (upper levels) in the range
• On the Data tab, in the Analysis group, click Data Analysis
• Select Histogram and click OK
Descriptive Statistics
• On the Data tab, in the Analysis group, click Data Analysis
• Select Descriptive Statistics and click OK
• Select the range A2:A15 as the Input Range
• Select cell C1 as the Output Range
• Make sure Summary statistics is checked
 Anova
• Perform a single factor ANOVA (analysis of variance) in Excel
• A single factor or one-way ANOVA is used to test the null hypothesis that the
means of several populations are all equal
 F - Test
• Used to test the null hypothesis that the variances of two populations are
equal
T - Test
• Used to test the null hypothesis that the means of two populations are equal
 Moving Average
• Used to smooth out irregularities (peaks and valleys) to easily recognize
trends
 Exponential smoothing
• Used to smooth out irregularities (peaks and valleys) to easily recognize
trends
 Correlation
• Corelation coefficient (a value between -1 and +1) tells you how strongly two
variables are related to each other
• We can use the CORREL function or the Analysis Toolpak add-in in Excel to find the
correlation coefficient between two variables
• A correlation coefficient of +1 indicates a perfect positive correlation
• As variable X increases, variable Y increases. As variable X decreases, variable Y
decreases
 Regression
• How to interpret the Summary Output & Significance F and P-values
Formatting

Users can add patterns or trends to the data. Patterns or trends

can be implemented either by colors or Icons or formulas etc

Cells of Microsoft Excel spreadsheet can be formatted manually

by selecting fonts, font color, font size, background colors, and
borders. In addition, excel provides several predefined table
styles for formatting the tables automatically
Conditional Formatting
• Conditional formatting enables users to apply formatting patterns on particular
cells of excel spreadsheet, satisfying the specified condition/s

• Through Conditional formatting, data can be visualized in such a manner which

makes complex data easy to understand and relevant information can be
highlighted, using colors, Bars, Icons etc.,

• There are few pre-sets styles defined in excel

• These are:
o Data Bars: The horizontal bars which are added to cells, making it look like a Bar Graph
o Color Scales: Changes the color of cells based on the value of cell. Each color scale uses a
two- or three-color gradient.
o Icon Sets: Icon are added to the cells based on its value.
 Excel Functions and Formulas
• Logical Functions
• Boolean Operator Functions  AND, OR, XOR,
NOT
• Functions Returning Constant Value  TRUE and FALSE
• Conditional Functions  IF, IFERROR, IFNA, IFS,
SWITCH

• Lookup and Reference Functions

 Statistical Functions
• MIN: returns the minimum value from a list of provided data readings
• MAX: returns the maximum value from a list of provided data readings
• AVERAGE: returns the average of the list of data readings provided
• SUMIFS: calculates the sum of the range of selected cells based on the defined
criteria
• COUNTIFS: returns the number of cells among the range of cells provided meeting
the defined criteria.
• PERCENTILE: calculates and returns the K'th percentile of data readings provided,
where K is in the range 0 - 1 (both inclusive)
• QUARTILE: calculates and returns identified quartile of a set of data readings
provided based on percentile value 0 - 1
• STDEV: calculates the standard deviation for the given dataset or values
representing population sample
• MEDIAN: calculates the Median for the given dataset or values
• MODE: finds the Mode or most frequently occurring value in the given dataset.
• COVAR: Finds the Covariance for the given set of values or dataset
• GEOMEAN: Calculates the Geometric mean of the given dataset or values
Statistical Analysis
• Large data is collected, studied, explored and manipulated to identify the
hidden trends and patterns
• It consists of following steps:
o Data collection
o Data Exploration
o Data Modeling
o Study of the Data Model
o Deductions from the data Model
• Moving Average
• Hypothesis Testing
• ANOVA
• COVARIANCE
• CORRELATION
• Regression
 Commonly used functions
• Vlookup()
o performs a vertical Lookup and searches for the supplied data in the
current worksheet
o Look for data in a table or a range by row
• Hlookup()
o Performs a Horizontal Look up and searches for the value in first or top
row of a table or an array of values
o It returns a value in the same column from the specified row in the table or
array
• CONCATINATE()
• It is very useful to combine text from two or more cells into one cell.
For example: we want to create a URL based on input of host name and
request path
 Commonly used Function
• LEN():
• This function tells you about the length of a cell i.e. number of characters
including spaces and special characters
» Syntax: =Len(Text)
» Example: =Len(B3) = 23

• LOWER(), UPPER() and PROPER()

– These three functions help to change the text to lower, upper and sentence case respectively (First
letter of each word capital).
– Syntax: =Upper(Text)/ Lower(Text) / Proper(Text)
TRIM()
– This is a handy function used to clean text that has leading and trailing white space.
Often when you get a dump of data from a database the text you’re dealing with is
padded with blanks. And if you don’t deal with them, they are also treated as unique
entries in a list, which is certainly not helpful.
Syntax: =Trim(Text)
• IF()
– It is one of the most useful function in excel. It lets you use conditional formulas
which calculate one way when a certain thing is true, and another way when false. For
example, you want to mark each sales as “High” and “Low”. If sales is greater than or
equals to $5000 then “High” else “Low”
• Syntax: =IF(condition, True Statement,
False Statement
Commonly used functions
• INDEX:
o function utilizes and index to pick a value from a reference or array
o Returns a reference to a cell (or cells) for requested rows and columns.
• OFFSET:
o This function is used to return a reference offset from a given reference range.
• MATCH:

o This function looks for specified value in an array of cells and then returns the
relative location of that element.
 Essential keyboard shortcuts
• Ctrl +[Down|Up Arrow]: Moves to the top or bottom cell of the current column
and combination of Ctrl with Left|Right Arrow key, moves to the cell furthest left
or right in the current row
• Ctrl + Shift + Down/Up Arrow: Selects all the cells above or below the current
cell
• Ctrl+ Home: Navigates to cell A1
• Ctrl+End: Navigates to the last cell that contains data
• Alt+F1: Creates a chart based on selected data set.
• Ctrl+Shift+L: Activate auto filter to data table
• Alt+Down Arrow: To open the drop down menu of autofilter. To use this shortcut:
• Alt+D+S: To sort the data set
• Ctrl+O: Open a new workbook
• Ctrl+N: Create a new workbook
• F4: Select the range and press F4 key, it will change the reference to absolute, mixed
and relative
Limitations

• Handling huge data volumes

• Handling streaming data from disparate sources
• Excel’s limitations for scientific applications
• Many useful functions or tests are still not available in Excel and its
Analysis Tools
• Even, with the above mentioned shortcomings, excel is the preferred
tool for Data analysis for many users
 End of Session
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