DATA ANALYTICS WITH EXECL (BCS358A)

Syllabus

Subject: DATA ANALYTICS WITH EXECL Subject Code: BCS358A

1. Getting Started with Excel: Creation of spread sheets, Insertion of rows and columns, Drag & Fill, use of
Aggregate functions.
2. Working with Data : Importing data, Data Entry & Manipulation, Sorting & Filtering.
3. Working with Data: Data Validation, Pivot Tables & Pivot Charts.
4. Data Analysis Process: Conditional Formatting, What-If Analysis, Data Tables, Charts & Graphs.
5. Cleaning Data with Text Functions: use of UPPER and LOWER, TRIM function, Concatenate.
6. Cleaning Data Containing Date and Time Values: use of DATEVALUE function, DATEADD and
DATEDIF, TIMEVALUE functions.
7. Conditional Formatting: formatting, parsing, and highlighting data in spreadsheets during data analysis.
8. Working with Multiple Sheets: work with multiple sheets within a workbook is crucial for organizing and
managing data, perform complex calculations and create comprehensive reports.
9. Create worksheet with following fields: Empno, Ename, Basic Pay(BP), Travelling Allowance(TA),
Dearness Allowance(DA), House Rent Allowance(HRA), Income Tax(IT), Provident Fund(PF), Net
Pay(NP). Use appropriate formulas to calculate the above scenario. Analyse the data using appropriate
chart and report the data.
10. Create worksheet on Inventory Management: Sheet should contain Product code, Product name, Product
type, MRP, Cost after % of discount, Date of purchase. Use appropriate formulas to calculate the above
scenario. Analyse the data using appropriate chart and report the data.
11. Create worksheet on Sales analysis of Merchandise Store: data consisting of Order ID, Customer ID,
Gender, age, date of order, month, online platform, Category of product, size, quantity, amount, shipping
city and other details. Use of formula to segregate different categories and perform a comparative study
using pivot tables and different sort of charts.
12. Generation of report & presentation using Autofilter &macro.
Program 1: Getting started with Excel: Creation of spread sheets, Insertion of rows and
columns, Drag & Fill, use of Aggregate functions.

Creation of spread sheets

• A spreadsheet is a configuration of rows and columns. Rows are horizontal vectors while columns are
vertical vectors.
• A spreadsheet is also known as a worksheet. It is used to record, Calculate and compare numerical or
financial data.
• Spreadsheet application is a computer program that allows us to add and process data. We shall
understand spreadsheet with thehelp of MS-Excel, which is one of the Microsoft Office Suite of
software.

Step 1: Open MS Excel.

Step 2: Go to Menu and select New >> Click on the Blank workbook to create a simple worksheet.

Step 3:

Insertion of columns

• Select any cell within the column, then go to Home> Insert> Insert sheet Columns.
• Alternatively, right –click the top of the column and then select insert.
Insertion of row

• Select any cell within the row, then go to Home> Insert> Insert sheet rows.
• Alternatively, right –click the top of the row number and then select insert.

Step 4:

Drag and Fill

• We want to enter data in cell 1 to cell 10 [A1:A10] starting value from10 and in
step of 10 we will get 10, 20…..100 by using drag option.
• Select the cells that contain the data that we want to fill [A1:A2]into adjacent cells
[A3:A10].
• Drag the fill handle across the cells that we want to fill.
• To choose how we want to fill the selection, click auto fill options,and then click
the option that we want.
Step5:

Use of Aggregate function.

• The AGGREGATE function in Excel allows applying different aggregate functions like
AVERAGE, SUM, PRODUCT, COUNT,MAX, or MIN to a list of data.
• An aggregate function performs a calculation on a set of values, and returns a single value.
• Aggregate functions ignore null values.
Program 2: Working with Data: Importing data, Data entry &Manipulation, Sorting &
filtering.

DATA: data is information that has been translated into a form that is efficient for movement or processing.
There are at least three key concepts when starting a data project:

• Data requests should begin with a list of questions we want to answer.

• Data often is messy and needs to be cleaned.
• Data may have undocumented features.

Step 1:

Importing data

1. One more method for data entry for any application we can use the following easiest method which
will transfer data into required cells by copying or importing to Excel worksheet. These data filesmay
be either in text files or non-text files format.

2. Create data file using Notepad program of MS Windows (to get Notepad screenon desktop; click on
Start button -> All Programs -> Accessories -> Notepad).

3. A comma-separated data values in one line of this text file is a row in a spreadsheet and each entry,
separated by a comma, is a column entry for that row.

4. In the first line provides names for the columns of the spreadsheet.
5. In the next line onward start entering the data separate by comma as per thenames given in first line.
6. It may possible that every data may not be of similar length but each data (evena blank data) should
be separated by comma as per the names of the column.

7. Open a new Excel worksheet from the Office Button.

 8. Select Data Tab on the Ribbon.
9. On Data tab; an option Get External Data having From Text option.
10.Click on “From Text” which will allow selecting a Notepad file saved as .cvminto Excel format directly
and data will be copied into respective columns and rows.

11.Each and every data from Notepad file can be saved as an Excel data file.

Step 2:
Data Entry & Manipulation
Data manipulation is the modification of information to makeeasier to read or more structured.

Step 3:

Sorting
Sort quickly and easily
• Select a single cell in the column we want to sort.
• On the Data tab, in the Sort & Filter group, click to perform anascending sort (from A to Z,
or smallest number to largest).
 Click to perform a descending sort (from Z to A, or largest number to
smallest)
Step 4:

Filter

• Filter a range of data

• Select any cell within the range. Select Data > Filter.

• Select the column header arrow

• Select Text Filters or Number Filters, and then select a comparison, like Between

1. Enter the filter criteria and select OK.

2. Filter data in a table.

When we create and format tables, filter controls are automatically added to the table headers.
 1. Select the column header arrow for the column we want to filter.
2. Uncheck (Select All) and select the boxes we want to show.

3. Click OK. The column header arrow changes to a Filter icon. Select
this icon to change or clear the filter.

Program 3: Working with data: Data validation, Pivot table & Pivot Chart.

Step 1:
Data Validation
• Data validation is a feature to define restrictions on type of data entered into a cell. We can configure
data validation rules for cells data that will not allow users to enter invalid data, There may be warning
messages when users tries to typewrong data in the cell. The messages also guide users to what input is
expected for the cell, and instructions to correct any errors.
• Data validation is invaluable because it is necessary that data must be accurate and consistent.

1. Select the cell(s) you want to create a rule for.

2. Select Data >Data Validation.

On the Settings tab, under Allow, select an option:

• Whole Number - to restrict the cell to accept only whole numbers.

• Text Length - to restrict the length of the text.

• Date - to restrict the cell to accept only date.

• Drop down List: By this option pre-defined items names list is referred and restrict the users to select
accordingly.

1. Under Data, select a condition.

2. Set the other required values based on what we chosefor Allow and Data.
3. Select the Input Message tab and customize a message users will seewhen entering data.
4. Select the Show input message when cell is selected checkbox todisplay the message when the user
selects or over the selected cell(s).
 5. Select the Error Alert tab to customize the error message and tochoose a Style.
6. Select OK.

Now, if the user tries to enter a value that is not valid, an ErrorAlert appears with your
customized message.

Step 2

Pivot Table
A PivotTable is a powerful tool to calculate, summarize, and analyze Data. PivotTables work a little bit
differently depending on what platform we are using to run Excel.

• Select the cells you want to create a PivotTable from. ...

• Select Insert > PivotTable.
• This creates a PivotTable based on an existing table or range. ...
• Choose where we want the PivotTable report to be placed. ... Select OK.
Step 3

Pivot chart

1. Select a cell in our table.

2. Select Insert > PivotChart.
3. Select where we want the PivotChart to appear.
4. Select OK.
5. Select the fields to display in the menu.
Program 4: Data Analysis Process: Conditional Formatting, What- If Analysis, Data
Tables, Charts & Graphs.
Data Analysis Process
The process of data analysis or alternately, data analysis steps, involves gathering all the information,
processing it, exploring the data, and using it to find patterns and other insights. The process of data analysis
consists of:

Step 1 Conditional Formatting

Conditional formatting makes it easy to highlight certain values or make particular cells easy to identify.
These changes the appearance of a cell range based on a condition (or criteria). We can use conditional
formatting to highlight cells that contain values which meet a certain condition. Or we can format a whole cell
range and vary the exact format as the value of each cell varies.

1. Select the range of cells, the table, or the whole sheet that you want to apply conditional formatting to.

2. On the Home tab, click Conditional Formatting.

Step2:
What- If Analysis

1. On the Data tab, in the Forecast group, click What-If Analysis.

2. Click Scenario Manager.

The Scenario Manager Dialog box appears.

3. Add a scenario by clicking on Add.

4. Type a name (200), select cell B2 for the Changing cells and click on OK.

5. Next, add 4 other scenarios (300,400,500,600).

Scenario Summary

1. Click the Summary button in the Scenario Manager.

2. Next, select cell D10 (total profit) for the result cell and click on OK.

Goal Seek
 What if you want to know how many books you need to sell for the highest price, to obtain a total profit
of exactly $4700? You can use Excel's Goal Seek feature to find the answer.

1. On the Data tab, in the Forecast group, click What-If Analysis.

2. Click Goal Seek.

The Goal Seek dialog box appears.

3. Select cell B7.

4. Click in the 'To value' box and type 2000.
5. Click in the 'By changing cell' box and select cell B2. 6. Click OK.

Result. We need to set 227.27 Qty for total profit of exactly $2000.
Data Table
1. Create a table of revenue cost.

2. Copy the last cell in which we get output in another cell. E3 for this example.

3. Write the values in the cell for which you want to make a change in a column or in rows
4. Go to the data tab of the Toolbar.

5. Under the data table section, select the what-if analysis.

6. A drop-down appears. Select the Data Table.

7. dialogue box name data table appears then select the cell in which we want to change the input value
in a row or in the column. Input the value of the Column input cell to be $B$2. Click Ok. Our data
table is ready.
Step 3 Charts and Graphs

1. Select data for the chart

2. Select Insert > Recommended Charts.
3. Select a chart on the Recommended Charts tab, to preview the chart. .. 4. Select a chart
5. Select OK.

Program5: Cleaning data with text functions: use of UPPER and LOWER, TRIM
function, Concatenate.
Cleaning data with text function
• We need to structure this data to perform data analysis. However, initially we need to clean the data.
• We need to remove any nonprintable characters and excess spaces that might be present in the data. We
can use the CLEAN function and TRIM function for this purpose.

Trim Function

• The TRIM Function is categorized under Excel Text functions. TRIM helps remove the
extra spaces in data and thus clean up the cells in the worksheet.
• In financial analysis, the TRIM function can be useful in removing irregular spacing from
data imported from other applications.

Upper and Lower

• The UPPER Function is an Excel Text function, that will convert text to all capital letters
(UPPERCASE).
• Thus, the function converts all characters in a supplied text string into upper case. In financial analysis,
we often import data from external sources.
• The LOWER function is used to lowercase text in a cell. Changing the letter case of our cell values can
be great when there is a lot of case inconsistency among the cell inputs or when preparing our dataset
for case-sensitive usage. It is typed =LOWER.
Concatenate
• The CONCATENATE function in Excel is used to join different pieces of text together or combine
values from several cells into one cell.
• The syntax of Excel CONCATENATE is as follows: CONCATENATE(text1, [text2], …)

Program 6: Cleaning Data Containing Date and Time Values: use of DATEVALUE function,
DATEADD and DATEDIF, TIMEVALUE functions.
DATEVALUE function

STEP 1: Add two helper columns named "Date Value" and "Date Format"

STEP 2: Type the DATEVALUE function

STEP 3: Insert the DATE_TEXT parameter

STEP 4: DATEVALUE will return the result

STEP 5: Drag the formula to other rows to repeat

STEP 6: Apply a date number format

STEP 7: Select the cells to which we want to apply the date number format.
Go to Home-> Number. In the Number section we will find a white dropdown box. Click on it

We will notice the DATEVALUE serial number is converted to long date format.
DATEADD and DATEDIF
• The Microsoft Excel DATEADD function returns a date after which a certain time/date interval has
been added.
• The DATEADD function is a built-in function in Excel that is categorized as a Date/Time Function. It
can be used as a VBA function (VBA) in Excel. As a VBA function, we can use this function in
macro code that is entered through the Microsoft Visual Basic Editor.

Program for DateAdd

Sub Date_Datesub ( ) Mydate =

#016/01/2024# MsgBox

Mydate

‘adding days, months and year MsgBox

DateAdd (“yyyy”, 1, mydate) MsgBox

DateAdd (“m”, 1, mydate) MsgBox

DateAdd (“d”, 1, mydate) End Sub

Output
 DATEDIF

Calculates the number of days, months, or years.

TIMEVALUE functions

Returns a Variant (Date) containing the time. The required timeargument is normally a string
expression representing a time from 0:00:00 (12:00:00 A.M.) to 23:59:59 (11:59:59 P.M.), inclusive.
However, time can also be any expression that represents a time in that range.

Program for TimeValue

Sub time_timeserial_Timevalue ( )
MsgBox TimeSerial (3, 4, 5)
MsgBox TimeSerial (12, 59, 59)
MsgBox TimeValue (“20:19”)
MsgBox TimeValue (“3:10:10”)
MsgBox TimeValue (“12:10:8”) End
Sub
Output
Program 7: Conditional Formatting: formatting, parsing, and highlighting data
in spreadsheets during data analysis.

Step 1:

Formatting

Excel has a large number of additional formatting options, and while there are useful shortcuts on the
“Home” tab on the toolbar, the most comprehensive list of options can be found by right-clicking on our
selected cell or cells and selecting “Format Cells…” from the drop-down menu

This will give us a dialog box with the following tabs: “Number”, “Alignment”, “Font”, “Border”,
“Fill”, and “Protection”

1. Number: This provides a list of formats for how numbers will display in the cells selected. These
are probably the most useful to know:
• Number: if we are working with non-whole numbers (e.g. Grade averages, percentages), we can select
this option and limit the number of decimal places to something consistent.
• Currency: if we are working with money, we can select this and pick the currency value and number
of decimal places to display.
• Date: select this to pick how we want dates displayed. Any date entered will automatically be revised
to conform to that format.
• Text: select this if we are entering numbers that we want to display exactly as entered. Excel will
sometimes alter large numbers to scientific notation or remove leading zeros. If we have a number that
is meant to identify something (e.g. an ID number, or an invoice number), this will prevent Excel from
displaying the number any way other than how we entered it.
2. Alignment: This gives us given a number of options for aligning text within each cell selected, and
controlling how it fits within each cell

3. Font: This tab gives us options for altering the appearance and size of text with-in each cell selected.
4. Border: This determines how the borders between the individual cells appear. We are given options
for the style of the border line, its color, and which border is to be altered.
Generally, we want to use this for multiple cells as a way of distinguishing columns or rows.

5. Fill: Determines the background color or pattern of cells selected.

Step 2:

Parsing
1. Insert our data into an Excel spreadsheet. ...
2. Select the column that contains the data we want to parse. ...
3. Choose the "Data" tab in the ribbon. ...
4. Click the "Text to Columns" option. ...
5. Select "Delimited" in the dialog box. ... 6. Choose a delimiter that exists within our data.

Step 3:

Highlighting Data in Spreadsheets

1. Click Home > New Cell Styles. ...

2. In the Style name box, type an appropriate name for the new cell style. ...
3. Click Format.
4. In the Format Cells dialog box, on the Fill tab, select the color that we want to use for the highlight, and
then click OK.
5. Click OK to close the Style dialog box.
Program 8: Working with Multiple Sheets: work with multiple sheets within a
workbook is crucial for organizing and managing data perform complex
calculations and create comprehensive reports.

Step 1
• Open your workbook in Excel.
• Click on the New Window button for every worksheet we want to view in that
workbook.

• In each new window, click on the tab of the worksheet we want to view.
• Once the worksheets are displayed, click on the Arrange All button in the View window
• In the following dialog, select our arrangement view. Ensure that we put a
check in the Windows of active workbook option.

Step 2:

This is an another tip that go unnoticed. Because the scrollbar at the bottom hogd all the space at the
bottom of our windows, the number of worksheets tab we can see is limited. Whwn have more than3
woorksheets.
 • To view more, simply over the 3 dots at the left of the scrollbar. Then click and drag it to
the right. We’ll instantly start seeing more of our worksheet tabs displayed.

Step 3:

• In Excel, working with our worksheets as a single group is a quicker way for applying
formulas and formatting across worksheets with the same formatting. Click on the
first worksheet tab you wish to edit.
• Then Click + CTRL (for non-adjacent worksheet tabs) or Click + Shift (for adjacent
worksheets) on the other worksheet tabs to add it to the group.
Program 9: Create worksheet with following fields: Empno, Ename, Basic Pay(BP),
Travelling Allowance(TA), Dearness Allowance(DA), House Rent Allowance(HRA),
Income Tax(IT), Provident Fund(PF), Net Pay(NP). Use appropriate formulas to
calculate the above scenario. Analyze the data using appropriate chart and report the
data.

Step1:
Create employee salary sheet with the following fields. Empno, Ename, Basic Pay(BP), Travelling
Allowance(TA), Dearness Allowance(DA), House Rent Allowance(HRA), Income Tax(IT), Provident
Fund(PF), Net Pay(NP).

Step2: Fill all the fields with appropriate values.(at least for 10 employee)

Step3 : To calculate Travelling Allowance(TA), Dearness Allowance(DA), House Rent Allowance(HRA) use
the following formula.
i) If Basic pay of the employee is greater than or equal to 20000, give 20% from his/her
Basic pay other else Basic pay is greater than or equal to 15000, give 15% else give 10%
from his/her Basic pay.

TA = BP>=20000, BP*20%, BP>=15000, BP*15%,BP*10%

 ii) If Basic pay of the employee is greater than or equal to 20000, give 25% from his/her
Basic pay other else Basic pay is greater than or equal to 15000, give 20% else give 15%
from his/her Basic pay.

DA = BP>=20000, BP*25%, BP>=15000, BP*20%, BP*15%

 iii)To Calculate HRA give 10% to each employee HRA= BP*10%

iv)To calculate PF give 7% for each employee PF= BP*7%

v)To Calculate NP Sum all the BP, TA, DA, HRA and subtract by PF
NP= BP+TA+DA+HRA-PF

vi)To find IT first we need to calculate annual salary. Annual Salary = BP*12
vii) If annual salary is greater than 50000, then have to pay 20% of IT other else
pay 10% IT= Annual salary>500000,AS*20%,As*10%.

Data is analyzed by using Column Chart

Program 10: Create worksheet on Inventory Management: Sheet should contain
Product code, Product name, Product type, MRP, Cost after % of discount, Date of
purchase. Use appropriate formulas to calculate the above scenario. Analyse the data
using appropriate chart and report the data.

Inventory Management
Inventory management refers to the process of ordering, storing, using, and selling a company's
inventory. This includes the management of raw materials, components, and finished products, as well as
warehousing and processing of such items.

To Calculate discount
As an example, if we are trying to apply a discount, we would like to reduce a particular amount
by 10%. The formula is: =Price*Discount/100.

Step 1:
Create simple inventory table including following field names like product code, product name, product
type, MRP, cost after discount, date of purchase.
Step2:
Calculate the discount by using the following formula =Price*Discount/100.

Step3: Calculate the cost after % of discount by using the following formula =MRP- % of
discount.
Step4: Data is analyzed using Column chart.
Program11: Create worksheet on Sales analysis of Merchandise Store: data consisting of
Order ID, Customer ID, Gender, age, and date of order, month, online platform, Category
of product, size, quantity, amount, shipping city and other details. Use of formula to
segregate different categories and perform a comparative study using pivot tables and
different sort of charts.
Step 1: Creating Merchandise Store Data

Step 2: Pivot tables and different sort of charts.

Program 12: Generation of report & presentation using Autofilter &macro.

1. Prepare Your Data:

 • Ensure that your data is organized in a tabular format with headers for each column.
• Include all relevant information that you want to include in your report.

2. Apply Autofilter:
• Select your data range.
• Go to the "Data" tab on the Excel ribbon.
• Click on the "Filter" button (AutoFilter). This will add filter arrows to the headers of your data
columns.
3. Filter Your Data:
• Click on the filter arrow in the header of the column you want to filter.
• Choose the criteria you want to filter by (e.g., specific values, dates, text, etc.). Apply the
filter to narrow down your data to the desired subset.

4. Record Macro:
• Go to the "View" tab on the Excel ribbon.
• Click on "Macros" and then "Record Macro".
• Give your macro a name and optionally assign it to a shortcut key.
• Click "OK" to start recording.

5. Perform Actions:
• With the data filtered, perform any actions you want to include in your report.
 • This could involve copying the filtered data to another location, formatting it, calculating
summary statistics, etc.

6. Stop Recording Macro:

Once you've completed the actions, go back to the "View" tab. Click on
"Macros" and then "Stop Recording" to stop recording your macro.

7. Run Macro:

Now that your macro is recorded, you can run it anytime by going to the "View" tab, clicking
on "Macros", selecting your macro, and clicking "Run".
8. Create Presentation:
• Once you have the filtered data in your Excel sheet, you can use it to create a presentation.
• You can copy and paste the data into PowerPoint slides or use Excel's built-in charting tools
to create visual representations of the data.
• Organize the slides and format them according to your presentation requirements.

9. Review and Finalize:

• Review your report and presentation to ensure accuracy and clarity. Make any necessary
adjustments or refinements.

10. Save Your Work:

Save both your Excel workbook and your PowerPoint presentation to your desired location.