INSTITUT TADBIRAN AWAM NEGARA (INTAN)

J A B ATA N P E R K H I D M ATA N AWA M

Analyzing and Visualizing Data
Using Excel – Siri 1/2023
(KCA0007)

13 – 15 Jun 2023
9.00 am – 4.30 pm

https://zoom.us/j/99788077788

Muhammad Safwan Abdullah

Sub Pengajian Latihan dan Pembelajaran Digital
INTAN Bukit Kiara, Kuala Lumpur
safwan@intanbk.intan.my | 03.2084.7755
DOWNLOAD DATA FILE

shorturl.at/mxGNT

Notes & Tutorial

Training File

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Day 1

EXCEL ENVIRONMENT AND

BASIC FORMULA

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Excel Environment and Formula
Excel Navigations

AutoFill Function, Data Formats

RandBetween, Sum, Min, Max, Average

IF, Nested IF, IFS

Conditional Formatting

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AutoFill Function
AutoFill automatically
generates a data series
based on a defined pattern.
Example:

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RandBetween(), Sum(),Min(),Max(), Average()
RandBetween() - returns a random integer between given numbers.
=RANDBETWEEN(Bottom,Top)
Sum() - add all numbers in a range of cells.
=SUM(Number1,[Number2],…)
Min() - Returns the smallest number in a set of values.
=MIN(number1, [number2], ...)
Max() - Returns the largest value in a set of values.
=MAX(number1, [number2], ...)
Average() - Returns the average (arithmetic mean) of the arguments
=AVERAGE(number1, [number2], ...)

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MOST COMMON EXCEL FUNCTION
FOR DATA ANALYSIS

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IF
IF – Checks whether a condition is met, and returns one value if
TRUE, and another if FALSE
=IF(logical_test, value_if_true, [value_if_false])

Example:
=IF(A2>B2,"Over Budget","OK")

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Nested IF, IFS
IFS Function – The IFS function checks whether one or more
conditions are met, and returns a value that corresponds to the first
TRUE condition. IFS can take the place of multiple nested IF
statements, and is much easier to read with multiple conditions.
=IFS([Something is True1, Value if True1,Something is True2,Value if
True2,Something is True3,Value if True3)
Example:
=IFS(A2>89,"A",A2>79,"B",A2>69,"C",A2>59,"D",TRUE,"F")
Only for Version
2019 and above
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Conditional Formatting
Conditional Formatting – to help visually explore and analyze
data, detect critical issues, and identify patterns and trends.

Example:

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Day 1&2

EXCEL ADVANCE FORMULA

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Topics to be Covered
Count, CountA, CountBlank

CountIF, CountIFS

SumIF, SumIFS

Vlookup, Hlookup

AverageIF, AverageIFS

Data Validation

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Count(), CountA(), CountBlank()
Count() - counts the number of cells that contain numbers, and counts
numbers within the list of arguments.
Syntax =COUNT(value1, [value2], ...)

CountA() - counts the number of cells that are not empty in a range.
Syntax =COUNTA(value1, [value2], ...)

CountBlank() - count the number of empty cells in a range of cells.

Syntax =COUNTBLANK(range)
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CountIF(), CountIFS()
CountIF() - to count the number of cells that meet a criterion.
Syntax =COUNTIF(range, criteria) ; =COUNTIF(A2:A5,"London")

CountIFS() - applies criteria to cells across multiple ranges and counts

the number of times all criteria are met.
Syntax =COUNTIFS(criteria_range1, criteria1, [criteria_range2,
criteria2]…)

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SUMIF(), SUMIFS()
SUMIF() - to sum the values in a range that meet criteria.
Syntax =SUMIF(range, criteria, [sum_range])

SUMIFS() - adds all of its arguments that meet multiple criteria.

Syntax =SUMIFS(sum_range, criteria_range1, criteria1,
[criteria_range2, criteria2], ...)

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Lookup Functions
Vlookup() - to lookup and retrieve data from a specific column in table
in a range of row.
Syntax =VLOOKUP (lookup_value, table_array, col_index_num,
[range_lookup]) ; =VLOOKUP(105,A2:C7,2,TRUE)

Hlookup() - Searches for a value in the top row of a table or an array

of values, and then returns a value in the same column from a row you
specify in the table or array.
Syntax =HLOOKUP(lookup_value, table_array, row_index_num,
[range_lookup])

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AVERAGEIF(), AVERAGEIFS()
AVERAGEIF() - Returns the average (arithmetic mean) of all the cells in
a range that meet a given criteria.
Syntax =AVERAGEIF(range, criteria, [average_range])

AVERAGEIFS() - Returns the average (arithmetic mean) of all cells that

meet multiple criteria.
Syntax =AVERAGEIFS(average_range, criteria_range1, criteria1,
[criteria_range2, criteria2], ...)

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DATA VALIDATION
List - Creating a drop-down list is a great way to ensure that entries are
uniform and free from spelling errors. It also helps restrict entries so
that only values you’ve approved make it onto the sheet.

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19
Note: On some language versions of
Excel you will need to use a
semicolon (;) instead of a comma.

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Day 3

PIVOT TABLE
Creating Reports

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What is Pivot Table
A pivot table is a summary of your data,
packaged in a chart that lets you report on and
explore trends based on your information.
Easy to use

No Formulas Just Drag and Drop

No VBA macros

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Rules to Create Pivot Table
Data source in Tabular Format (One row of
headers that describe the data)
Source data checklist:
No Blank Columns
No Blank Rows
No Merged Cells

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Day 3

CREATING REPORTS

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EXCEL PIVOT TABLE REPORT FILTERS

After the data is summarized in a Pivot Table, focus on specific portions of the data,
by using Report Filters

For example, instead of showing the sales amounts

for all regions, you can select one or two regions, and
show their results. Or, show the product sales for a
specific city, or one salesperson, instead of the entire
company's results.

In the pivot table shown, there are Report Filters for

Region and City, and Seattle has been selected in
the City Report Filter.

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ADD A REPORT FILTERS

To use a pivot table field as a Report Filter, follow these

steps.

1. In the PivotTable Field list, click on the field that you

want to use as a Report Filter.
2. Drag the field into the Filters box, as shown in the
screen shot next.

On the worksheet, Excel adds the selected field to the

top of the pivot table, with the item (All) showing. The
values in the pivot table do not change.

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ADD A REPORT FILTERS
In the screen shot below, the Region Report Filter is
now in place at the top of the pivot table.

NOTE: You can add additional Report Filters by

dragging more fields to the Filters box in the
PivotTable Field List.

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APPLY A FILTER
After you add a Report Filter, you can select an item from the filter, to change the data
that is summarized in the Pivot Table.

1. Click the Report Filter's drop-down arrow, to see a list of items in the field.
2. Click on an item to select it, and click OK.

In the screen shot below, the North item in the Region field has been selected.

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Day 2

Visualization
PIVOT CHART
Visualize Reports

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PIVOT CHART
➢ provide graphical representations of the data in their
associated PivotTables
➢ interactive
➢ display data series, categories, data markers, and axes just
as standard charts do

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 Basic Chart Type
Chart Type Explanation
Bar Graph Bar graphs generally have categories on the x-
axis, and numbers on the y-axis (but these are
interchangeable)
Histogram A histogram is a specific type of bar chart,
where the categories are ranges of numbers.
Histograms therefore show combined continuous
data.
Pie Chart A pie chart looks like a circle (or a pie) cut up
into segments. Pie charts are used to show how
the whole breaks down into parts.
Line graphs Line graphs are usually used to show dependent
data, and particularly trends over time.

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DIFFERENCES BETWEEN PIVOTCHARTS AND STANDARD CHARTS:

• Row/Column orientation Unlike a standard chart, you cannot switch the row/column
orientation of a PivotChart by using the Select Data Source dialog box. Instead, you can pivot
the Row and Column labels of the associated PivotTable to achieve the same effect.

• Chart types You can change a PivotChart to any chart type except an xy (scatter), stock, or
bubble chart.

• Source data Standard charts are linked directly to worksheet cells, while PivotCharts are
based on their associated PivotTable's data source. Unlike a standard chart, you cannot
change the chart data range in a PivotChart's Select Data Source dialog box.

• Formatting Most formatting - including chart elements that you add, layout, and style—is
preserved when you refresh a PivotChart. However, trendlines, data labels, error bars, and other
changes to data sets are not preserved. Standard charts do not lose this formatting once it is
applied.

• Although you cannot directly resize the data labels in a PivotChart, you can increase the text
font size to effectively resize the labels.
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Day 3

INCORPORATING
DASHBOARD REPORT

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Topics to be Covered
Dashboard Concept
Slicer and Timeline
Report Connections

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What is Dashboard
graphical user interface
provides at-a-glance views of key performance indicators
relevant to a particular objective or business process

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Example for today session… Let do this…!

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SLICER TO FILTER DATA
Slicers provide buttons that you can click to filter tables, or PivotTables.
In addition to quick filtering, slicers also indicate the current filtering
state, which makes it easy to understand what exactly is currently
displayed.

Create a slicer to filter data

1. Click anywhere in the table or PivotTable.
2. On the Home tab, go to Insert > Slicer.
3. In the Insert Slicers dialog box, select the check boxes for
the fields you want to display, then select OK.
4. A slicer will be created for every field that you selected.
Clicking any of the slicer buttons will automatically apply
that filter to the linked table or PivotTable.

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SLICER TO FILTER DATA
5. You can adjust your slicer preferences in the Slicer tab (in
newer versions of Excel), or the Design tab (Excel 2016
and older versions) on the ribbon.

6. If you want to connect a slicer to more than one

PivotTable, go to Slicer > Report Connections > check the
PivotTables to include, then select OK.

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SLICER COMPONENTS

A slicer typically displays the following components:

1. A slicer header indicates the category of the items in the

slicer.
2. A filtering button that is not selected indicates that the
item is not included in the filter.
3. A filtering button that is selected indicates that the item is
included in the filter.
4. A Clear Filter button removes the filter by selecting all
items in the slicer.
5. A scroll bar enables scrolling when there are more items
than are currently visible in the slicer.
6. Border moving and resizing controls allow you to change
the size and location of the slicer.

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TIMELINE: CREATE A PIVOTTABLE TIMELINE TO FILTER DATES
Instead of adjusting filters to show dates, you can use a PivotTable
Timeline - a dynamic filter option that lets you easily filter by date/time,
and zoom in on the period you want with a slider control. Click Analyze >
Insert Timeline to add one to your worksheet

Much like a slicer for filtering data,

you can insert a Timeline one time,
and then keep it with your PivotTable
to change the range of time
whenever you like.

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TIMELINE: CREATE A PIVOTTABLE TIMELINE TO FILTER DATES

Here’s how:
1. Click anywhere in a PivotTable to show the PivotTable Tools ribbon
group, then click Analyze > Insert Timeline.

2. In the Insert Timeline dialog box, check

the date fields you want, and click OK.

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TIMELINE: USE A TIMELINE TO FILTER BY TIME PERIOD

With your Timeline in place, you’re ready to filter by a time period in one
of four time levels (years, quarters, months, or days).
1. Click the arrow next to the time level shown, and pick the one you
want.

2. Drag the Timeline scroll bar to the time period you want to analyze.

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TIMELINE: USE A TIMELINE TO FILTER BY TIME PERIOD

3. In the timespan control, click a period tile and drag to include

additional tiles to select the date range you want. Use the timespan
handles to adjust the date range on either side.

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TIMELINE: USE A TIMELINE WITH MULTIPLE PIVOT TABLES

Provided your PivotTables are using the same data source, you can use a
single Timeline to filter multiple PivotTables. Select the Timeline, then on
the ribbon, go to Options > Report Connections, and select the
PivotTables you want to include.

CLEAR A TIMELINE
To clear a timeline, click the Clear Filter button

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CUSTOMIZE A TIMELINE
When a timeline covers your PivotTable data, you can move it to a better
location and change its size. You can also change the timeline style, which
may be useful if you have more than one timeline.
➢ To move the timeline, simply drag it to the location you want.
➢ To change the size of the timeline, click it, and then drag the sizing
handles to the size you want.
➢ To change the style of the timeline, click it to display the Timeline
Tools, and then pick the style you want on the Options tab.

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REPORT CONNECTIONS
Slicer Connections - Slicers will only be connected to the PivotTable you
used to create them, so you need to select each Slicer then go to Slicer
Tools > Options > Report Connections and check which PivotTables you
want connected to each. Slicers and Timelines can control PivotTables on
any worksheet, even if the worksheet is hidden.

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Thank You
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PENILAIAN KURSUS

http://dtims.intan.my