Data Analysis

In Microsoft Excel
 2

Working with Data

Building data sets and moving around efficiently
Excel for Data
Analysis Formulas & Functions
The Functions you should know

Pivot Tables
Summarizing Large Data Sets

Charts
How to work with them in Excel
Working with Data
How to Build a Data Set
 About this Data Set

Randomly generated performance

metrics for a Facebook page and
YouTube channel

Metrics and Dimensions:

• Day
• Views
• Platform
• Number of Likes
• Comments
• Shares
Build Down Not Across
Database Calculator
 Working with Data

Treat each row as one Attributes of Row 2:

“piece” of data • Date = 1/1/2017
• Views = 79,762
• Platform = YouTube
• Likes = 8,376
• Comments = 239
• Shares = 3,349
Working with Data
Important!
Section 1: How to Build a Data Set

Each column is either a “Dimension” or “Metric”

Measures / Metrics Vs. Dimensions

• Help quantify video performance • Put performance into context
• Views, Likes, Comments, Shares • Day, Platform
Working with Data
Tips and Tricks
 Keyboard Shortcuts*
*For Mac, change CTRL to CMD

Get Moving
• Ctrl + Arrow Keys - Move to the last
piece of data
• Ctrl + Shift + Arrow Keys - Select a
range of data
• Also works when you’re building
formulas
 Keyboard Shortcuts*
*For Mac, change CTRL to CMD

The HOT Keys

• Ctrl + 1 - Change the data
type of the selection
• Ctrl + F - Find a piece of
data
• Ctrl + H - Find and Replace
• Ctrl + C - Copy
• Ctrl + X - Cut
• Ctrl + V - Paste
• Ctrl + Z - Undo
Auto filling Patterns &
Formulas

Excel picks up patterns very well,

especially related to dates and simple
arithmetic equations.

This “pattern recognition” becomes

very valuable when you’re auto filling
formulas across large data sets.
 Copying & Cutting
Formulas

When you copy a cell to another

cell, Excel shifts the formulas
proportionate to the move
(assuming you’re not using
absolute referencing)

When you cut cells that contain

formulas, Excel changes all cell
references to match the original
relationship
=sum(J7:J13) =sum(N7:N13)
If you delete columns used in a
formula, you’ll get a #REF error
Sort & Filter

Sorting
• Can be done based on values,
colors, conditional formatting
• Most commonly used to sort
data into ascending or
descending order

Filtering
• Can also be used to sort data into
ascending or descending order
• Also gives ability to search based
on numeric or text criteria, ie
“greater than 10,000 views“ or
“Youtube” only
Filter ALL rows Not just one
Tables and Named
Ranges

Properties of Tables:
• Easy to Filter
• Totals Row
• Calculated Columns
• Helpful in refreshing Pivot Tables

Named Ranges:
• Help simplify referencing data in
formulas
Formulas
Where to start

There are over 400 functions in Excel

Depending on how you’re using

Excel, you may never need to use
90%+ of them

We’re going to learn ~20 functions in

Excel that will help power 90% of
your analysis.
The Structure of a Function

Every function is comprised of

arguments.

Depending on the function, some

arguments may be optional. These
are denoted using brackets – “ [ ] “ in
the documentation.

You can call functions by simply

typing them into the formula bar or
by using the formula builder.
Comparison Operators

Used to compare two values in Excel

Result is TRUE or FALSE

Can also be used within formulas,

often with the IF functions (IF,
SUMIF, COUNTIF, etc..)

Can also be used to create helper

columns
Date Functions

In this section we’ll focus on:

• DAY
• MONTH
• YEAR
• WEEKDAY
• EOMONTH

These functions are very useful if

your job at all involves scheduling or
time based reporting.
How do dates work in
Excel?

Dates are calculated in Excel as the

“number of days since January 0,
1900.”

Excel can also help you calculated

the difference in hours, minutes, and
seconds. Each of these calculations
are represented by fractions of a day.
(Example: 12 noon is the same as 0.5
days)
Basic Math Functions

There are SO many Math & Trig

functions. Geometry class should
have featured a section on using
Excel! But we’re going to focus on
SUM, SUMIF, and SUMIFS.

The SUM() function is probably one

of the first functions that Excel users
get to know. But the ability to use
SUMIF and SUMIFS will take your
formula skills to the next level.
Statistical Functions

In this section we’ll focus on

AVERAGE, AVERAGEIFS, COUNT,
COUNTIF, and COUNTIFS.

These functions can help summarize

data, count different types of data
that appear in your data set, and
even set quality assurance checks.
Lookup & Reference

Out of all of these Lookup &

Reference functions, we’re going to
focus on INDEX, MATCH, and
VLOOKUP.

These functions will help you lookup

data from large data tables or join
two data tables together.
Logical

Of the LOGICAL functions, we’ll

focus on IF, AND, and OR.

These functions will help you:

• Check for multiple criteria within a
formula
• Add conditional statements to
your formulas and supercharge
your analysis
 Handling Errors

Errors Commonly Found in Excel

• #N/A – Not found.
• #DIV/0 – Dividing by Zero.
• #NAME – A name error occurs when
you’ve misspelled the name of a

#N/A function you’re trying to use.

• #REF – Excel cannot find the cell
you’re referencing.
• #VALUE – The data type you’re
#NAME referencing is likely incorrect.
#VALUE Many times we can use these errors to our
advantage to spot flaws in our analysis or
data set.

We’ll learn the functions IFERROR &

ISERROR to show how these can help.
Pivot Tables
What is a Pivot Table?

A Pivot Table is a summary of large (or

small) data sets. The pivot table here
summarizes over 1,400 rows of data.

Metrics and dimensions summarized

in a fraction of the time as compared
to more complicated formulas
Building a Pivot Table

The most important thing you need

is well structured data!

Headers at the top

Metrics and Dimensions well

structured throughout the set

No need to format the cells of the

data set. That happens later
The Pivot Table Fields
Pane

Data can be added to four sections of

a pivot table:
• Columns
• Rows
• Values
• Filters

Nesting fields is allowed and often

creates a more aesthetic layout

Values can be shown in a variety of

ways, including sum, average, count,
and even a percentage of total.
Grouping Row items

Dates are one of the most common

items you can group together
(example left)

How to group row labels:

• Right click
• “Group”
• For dates, select how many levels
you’re grouping, i.e. months,
quarters, years?
Calculated Field

Calculated Fields are those that could

be calculated easily within the raw
data

Rather than calculating the field in

our raw data, this allows us to
calculate the values on the fly inside
of our pivot table.
Calculated Field

Engagements are calculated behind

the scenes in the pivot table rather
than in your data

Rather than calculating the field in

our raw data, this allows us to
calculate the values on the fly inside
of our pivot table.
Calculated Item

This is often used when we have to

calculated a metric that fits inside
multiple dimension categories
Calculated Item

In this case, the pivot table does the

heavy lifting of calculating the
difference between the worldwide
views for each and the US views for
each day, and generates an entirely
new pivot table column.

Cannot be used on “grouped” pivot

table data
Pivot Table Tricks

You can hide values from your pivot

table using the “Row Labels” and
“Column Labels” dropdowns

Show as a percent of global total,

column total
Final Touch

Refreshing a Pivot Table

• Create a Table vs. “Change Data
Source”

Allows you the ability to quickly add

new weekly, monthly, or quarterly
data to pivot tables you’ve already
set up
Visualizing Data with
Charts
Scatter Plot

Two variable plotted against each

other to reveal possible correlations

Excel can generate the regression

line for the data in addition to the R-
Squared value

Time is not shown on this axis. Only

uploads vs. views.
Line Chart

Most often used to plot data in a

series.

Can be used to study multiple

metrics along the same time period.

We’ll use to plot views and

engagements on the same graph.
Month over month change plotted over time.
https://www.thinkoutsidetheslide.com/column-graphs-vs-bar-charts-
when-to-choose-each-one/
Column Chart

Very helpful in visualizing

proportional relationship between
categories (aka dimensions)

Once you’ve done some initial

analysis into your data, column
charts can help put the data in
perspective.

Our Analysis
• Views and Engagements based on
day of the week
• Month over month change
• Percentage Organic vs. Paid by
Month
Pivot Charts

Pivot charts take the shape and form

of common chart types, but they
allow for more flexibility

Pivot charts add interactivity to you

and to end users, with the ability to
dynamically update
More Tips & Tricks
Conditional Formatting

Conditional formatting can help

distinguish winners from the losers

Can also be used to highlight cells

based on specific criteria
Data validation

Drop down lists ensure that data is

consistent through the data set.

Can also be used to restrict the

type of data you can enter
 48

Thank You

©2018