Fundamental Data Analysis

and
Preparing Reports in Excel
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Arvin Buncad Alonzo, DIT
Professor
Lessons
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 Conditional Formatting

 Applying Data Validation

 Formulating formulas

 Using Functions

 Sorting and Filtering Data

Objectives
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 analyze given problem

 create the correct formula for a given problem

 use functions in preparing a workbook

 sort a worksheet content

 supply filtering criteria in a worksheet

Conditional Formatting
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 provides a way to visualize data and make

worksheets easier to understand.
 allows you to automatically apply formatting
such as colors, icons, and data bars
to one or more cells
based on the cell value.
 Select Home Tab  Conditional Formatting
 select from the option  set the rule…
Applying Data Validation
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 To restrict the type of data or the values that users enter

into a cell
 Set the range of values to enter (limit values to accept)

 Select Data Tab  Data Validation

 set the Settings Allow & Validation
Criteria, Input Message & Error Alert
 Click OK when done
Data Validation
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 ALLOW
 Whole Number - to restrict the cell to accept only whole numbers.
 Decimal - to restrict the cell to accept only decimal numbers.
 List - to pick data from the drop-down list.
 Date - to restrict the cell to accept only date.
 Time - to restrict the cell to accept only time.
 Text Length - to restrict the length of the text.
 Custom – for custom formula.

 DATA
 Between, not between, equal to, not equal to, greater than, less than, greater than
or equal to, less than or equal to

 MINIMUM & MAXIMUM

DATA VALIDATION
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 INPUT MESSAGE
 A displayed instruction to the user

 ERROR ALERT
 A message displayed when
data validation is violated
Preparing Formulas
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 Using a formula is a very powerful feature of an

spreadsheet.
 It allows you to see immediately value on cells when data
are available in the reference cells.
 To create a formula, start with an equal sign (=) followed
by the appropriate expression.
 For example, you would like to add the values of cells A1
and B1 and place its value in C1. In C1, type =A1 + B1.
Formulating Formulas
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Operator Symbol Name Purpose
+ Addition (plus) To add values, example = a1 + b1
- Subtraction (minus) To subtract values, example = a1-b1
* Multiplication To multiply values, example = a1 * b1
(asterisk)
/ Division (slash) To divide values, example = a1 / b1
() Grouping To group and show order of operation,
(parentheses) example
=(a1+b1) * (c1/d1).
Excel evaluates first those expressions inside the
parenthesis and then moves outward.
Using Functions
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 a ready-made formula.

 Its purpose is to serve as substitute for lengthy or difficult

to create formulas.
 MS Excel created functions which are readily available in
order to make computations better or to have data values
better.
 When functions are used properly, then preparing
workbooks would be easy and fast.
Function Categories
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 Financial. It contains functions on financial and accounting.
 Date & Time. It contains functions to manipulate date and time.
 Math & Trig. It contains functions used in mathematics and trigonometry.
 Statistical. It contains functions used in statistics.
 Lookup & Reference. It contains functions used for lookup and reference.
 Database. It contains functions to manipulate database.
 Text. It contains functions to manipulate text
 Logical. It contains functions in creating logical or conditional expressions.
 Information. It contains functions that will return a value or information or
evaluates information.
 Engineering. It contains functions needed in engineering computations.
 Cube. It contains functions in manipulating cubes
Some Common Functions
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 Sum()- It is used to get the sum of values of a cell range.
 Average() – It is used to get the average of the value of a cell range.
 If() – It is used to create conditions. The result is based on the condition.
 Round() – It is used to round a number to a specified number of digits
 Int() – It rounds the number down to the nearest integer. It is simply getting the integer value
of a decimal number.
 Concatenate() – It is used to combine two or more literal values.
 Sumif()– It gets the sum of a range using a specified criteria.
 Count() – It counts how many cells have numeric values
related functions: Countif()
 Left() - It will get the characters from left;
related functions: right(), mid()
 Proper() - it will convert the first letter into uppercase;
related functions: Upper(), Lower()
 Vlookup() - find data associated with a value the user enters.
related functions: LookUp(), Hlookup(), index(), match()
Sorting & Filtering
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 Sorting means arranging data either in chronological

order like in alphabetical order, or from highest to
lowest. It is actually a way of organizing data for further
data analysis thus helping us visualize and understand the
data.

 Filtering is a way of finding a subset data using a

certain criteria. When the data are filtered, it only displays
the rows that meet the criteria that have been specified while
the data that did not meet the criteria will be temporarily
hidden.
Group & Ungroup
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 Grouping a data will make data entry and viewing better.

 The Group command allows you to group specific details

or subset of data.
 For example, you have columns on sales monthly and a
total for every quarter.