Sessio 1

n
1
Data Analysis and
Security
Objectives
 Describe sorting and filtering of data
 Explain the methods to present the data graphically using
charts
 Explain the steps to create and format the charts
 Explain the methods of securing and protecting a Workbook

Data Analysis and Security/Session 11 2

Introduction
 Excel allows users to organize data entries by sorting and filtering

 Sorting:
 Reorganizes rows in the table based on the contents of a particular column
 Sorts the data numerically or alphabetically
 Help users to understand and identify the required data

 Filtering:
 Used for viewing only certain items
 When users apply filter to a column, they can decide what they want to see

 In addition, the users can use charts to display the graphical representation
of the data

 Users can also secure their workbooks when the data is highly confidential
Data Analysis and Security/Session 11 3
Sorting Data
 Means arranging data entries based on the specified conditions

 Applied on data using pre-defined sorting methods, or by selecting the

range
of cells and apply the rules using Custom Sort

Data Analysis and Security/Session 11 4

Basic Sorting [1-2]
 Using basic sorting, users can sort the data in the following ways:

 Sort A to Z or Sort Smallest to Largest - This type of sorting will arrange the
data entries either alphabetically i.e. from A to Z or numerically from smallest to
largest number.
 Sort Z to A or Sort Largest to Smallest - This type of sorting will arrange the
data entries in an alphabetic way i.e. from Z either to A or numerically from
largest to smallest number.
 Put Selected Cell Color On Top - All the cells that have the same fill color, as
the active cell, will be on the top of the list.
 Put Selected Font Color On Top - All the cells that have the same font color, as
the active cell will be on the top of the list.
 Put Selected Cell Icon On Top - All the cells that have the same cell icon, as
the cell that is right-clicked, will be on the top of the list.

Data Analysis and Security/Session 11 5

Basic Sorting [2-2]
 To apply basic sorting, perform
the following steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in
cell
 D5
Type names of people from cell
 D6
to D10
 Assign the heading as Age in cell
E5
 Sort Sub-

Type age in cells from E6 to E10 menu

Select the cells from D5 to E10

Right-click the highlighted cells

Select Sort from the context
menu Select Sort
the column > Sortwith
D along A to the
Z
Excel rearranges
corresponding datadata entries
in the column
inin ascending order
E
Data Analysis and Security/Session 11 6
Custom Sorting [1-2]
 Enables a user to sort data as per their requirements

 Allows a user to add multiple columns for arrangement

 Users can decide which column needs to be sorted first and in what
order

Data Analysis and Security/Session 11 7

Custom Sorting [2-2]
 To apply custom sorting, perform the following
steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in D5
 Type names of people from cell D6
to
D10
 Assign the heading as Age in cell E5
 Type age in cells from E6 to E10
Sort Dialog Box After Selection of
Select the cells from D5 to E10

Rows
 Right-click the highlighted cells

 Select
Select Sort
Name > Custom Sort
in the first row from Sort by drop-down list.
 Click Add Level to add another level for sorting.
 Select Age in the second row from Sort by drop-down list
 Click OK
 Excel first sorts the entire range of data alphabetically based on Name
column and further on Age column

Data Analysis and Security/Session 11 8

Filtering Data
 Displaying only those row that meet the specific criteria and hiding non-
specific rows in the table

 Allows users to filter data entries manually or by applying rules

Data Analysis and Security/Session 11 9

Basic Filtering [1-
2]
 Involves displaying of data entries manually

 Users can decide what data they want to display in the

spreadsheet

 Users can filter data in the following ways:

 Filter by Selected Cell’s Value
 Filter by Selected Cell’s Color
 Filter by Selected Cell’s Font Color
 Filter by Selected Cell’s Icon

Data Analysis and Security/Session 11 10

Basic Filtering [2-
2]To apply basic filter, perform the following


steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in cell
 D5
Type names of people from cell
D6
 to D10
 Assign the heading as Age in cell
 E5 Type age in cells from E6 to E10
 Select the cells from D5 to E10
 Right-click the highlighted cells
 Select Filter from the context
Filter Sub-
Note:menu
Excel will display on the first column
Select
heading andFilter > Filter
on the by Selected
remaining column headings
menu
Cell’s Value
 Click the small arrow next to column
headings and select the data entries to be
displayed on the spreadsheet
Data Analysis and Security/Session 11 11
Filtering using Search
 Users can utilize this option to search data after applying a filter
 Helps to search for a specific data entry when there are numerous data
entries
 To use filtering by search, perform the following steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in cell D5
 Type names of people from cell D6 to D10
 Assign the heading as Age in cell E5
 Type age in cells from E6 to E10
 Select the cells from D5 to E10
 Right-click highlighted cells
 Select Filter > Filter by Selected Cell’s Value. The filter is applied
 Click icon in Name heading. A drop-down list is displayed
 Type the data to search in the Search box
 Click OK ,If the data entered is present, then Excel will display it
Data Analysis and Security/Session 11 12
Using Date
Filters
 To apply advanced date filter, perform the following
steps:
 Open Microsoft Excel 2013
 Assign the heading as Date in cell C5
 Type dates from cell C6 to C10
 Assign the heading as Name in cell D5
 Type names of people from cell D6 to
 D10 Assign the heading as Age in cell E5
 Type age in cells from E6 to
 E10 Select the cells from C5 to
 E10 Right-click highlighted
 cells
 Select Filter > Filter by Selected Cell’s Value. The filter is
 applied Click icon in Date heading. A drop-down list is
displayed
 Select Date Filters > Custom Filter. The Custom AutoFilter dialog box
 for date is displayed.
Set the required criteria to apply
Data Analysis and Security/Session 11 13
Click OK. The data is displayed as per the criteria given
Using Text Filters
 To apply advanced text filter, perform the following
steps:
 Open Microsoft Excel 2013
 Assign the heading as Date in cell C5
 Type dates from cell C6 to C10
 Assign heading as Name in D5
 Type names of people from cell D6 to D10
 Assign the heading as Age in cell
 E5 Type age in cells from E6 to
 E10 Select the cells from C5 to
 E10
 Right-click highlighted cells. The
 context menu is displayed
 Select Filter > Filter by Selected Cell’s Value. The filter is applied
Click icon in Name heading. A drop-down list is displayed
 Select Text Filters > Custom Filter. The Custom AutoFilter dialog
 box for text is displayed
Select the required rules
Data Analysis and Security/Session 11 14
Click OK. The rules selected in the Custom AutoFilter dialog box
Using Number
Filters
 To apply advanced number filter, perform the following
steps:
 Open Microsoft Excel 2013
 Assign the heading as Date in cell C5
 Type dates from cell C6 to C10
 Assign heading as Name in cell D5
 Type names of people from cell D6 to D10
 Assign the heading as Age in cell
 E5 Type age in cells from E6 to
 E10 Select the cells from C5 to
 E10
 Right-click highlighted cells. The context menu is displayed
 Click icon>in
Select Filter Ageby
Filter heading.
SelectedA drop-down listThe
Cell’s Value. is displayed
filter is
 Select
appliedNumber Filters > Custom Filter. The Custom AutoFilter dialog
box for number is displayed
 Select the required rules
 Click OK. The rules selected in the Custom AutoFilter dialog box are
applied
Data Analysis and Security/Session 11 15
Working with Charts
 Provide the visual aids to the data present in tables
 Make the data entries more comprehensible and clear
 The table lists different types of Charts provided in Microsoft
Excel
Tab Description
Column Compares the values across categories
Line Displays the graph over a period
Pie Displays the contribution of each value to the total
Bar Compares multiple values
Area Highlights the differences between numerous sets of data over a period
Scatter Compares pair of values and are also known as XY charts
Stock Displays trends of the stock market
Surface Shows trends in values across two dimensions in a continuous curve
Doughnut Displays contribution of each value to a series like Pie chart but it displays
multiple series
Bubble Resembles a scatter chart but it compares sets of three values instead of
two
Radar Displays values relative to a centre point

Data Analysis and Security/Session 11 16

Creating a Chart [1-
2]
 To create a chart in Excel, perform the
following steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in cell
 D5 Type the names of the people
from cell D6 to D10
 Assign Math as heading in cell E5
 Type two-digit numbers from cell E6
to E10
 Assign Art as heading in cell F5
 Type two-digit numbers from cell F6
to F10
 Select the cells from D5 to F10
 Click Column from the Charts group
in the Insert tab
Column Sub-
menu

Data Analysis and Security/Session 11 17

Creating a Chart [2-
2] Select the first chart from 2-D


Column

Chart in
Excel

Data Analysis and Security/Session 11 18

Modifying the Chart Layout and Chart Style [1-
3]
 When the chart is selected, following tabs appears in Chart Tools group of
the ribbon:
 Design
 Layout
 Format

 These tabs lets the user to:

 Change overall chart arrangement
 Modify the appearance
 Layout and style of the chart

Data Analysis and Security/Session 11 19

Modifying the Chart Layout and Chart Style [2-
3]
 To change the chart type,
layouts, and style, perform the
following steps:
 Select the chart
 Click Change Chart Type from
Type group of the Design tab
 Select the required chart
type Changing the Chart
 Click OK. The chart type
changed is
Type
 Select the chart
 Click the Design
 tab
Click icon from the
Quick
 Layouts group
Select the required layout. The
selected layout is applied to
the chart
Quick Layouts
Gallery
Data Analysis and Security/Session 11 20
Modifying the Chart Layout and Chart Style [3-
3]
 Select the chart
 Click the Design
 tab
 Click icon from
the Charts Styles
group
Select the required
style to apply. The
selected layout is
applied to the
chart

Chart Styles
Gallery

Data Analysis and Security/Session 11 21

Add Chart Elements [1-3]
 Helps the user to convey the details of horizontal and vertical axis, assign a
title to the chart, display data labels, and so forth

Chart
Elements

Data Analysis and Security/Session 11 22

Add Chart Elements [2-3]
 The table lists different Chart Elements available in
Excel
Element Description
Chart Title Specifies a title to the chart generated and enables to select its
position
Axis Titles Provides name to horizontal and vertical axis of the chart and
enables to select its position
Legend States what each of the data series stands for in the chart
Data Labels Displays details of each of the data series on the chart and enables
to select the position of the values
Data Table Provide details of each of the data series below the chart

Data Analysis and Security/Session 11 23

Add Chart Elements [3-
3]
 To specify chart labels, perform the following
steps:
 Select the chart
 Click Chart Title from the Chart Element group of the Design tab. A drop-down
menu is displayed
 Select the option to display the chart title. The Chart Title is displayed in the
chart
 Double-click the Chart Title name and assign a new name
 Similarly, change the Axis Titles, Legend, Data Labels, and Data Table from
the
Labels group

Data Analysis and Security/Session 11 24

Formatting a Chart [1-2]
 Involves changing the outline, fill color, and shape effects to the
chart

 The figure shows the Shape Styles group

Shape Styles
Section

 Allows users to change the text fill, text outline, and text
effects

Data Analysis and Security/Session 11 25

Formatting a Chart [2-2]
 To format a chart, perform the following
steps:
 Select the chart
 Click Shape Fill from the Shape Styles group of the Format tab . A sub-menu is
displayed.
 Select the required fill color
 Similarly, select the options from Shape Outline, and Shape Effects from the
Shape Styles group. The options selected are applied to the chart
 Click Text Fill from the WordArt Styles group of the Format tab and select the
required text fill color
 Similarly, select the options from Text Outline, and Text Effects from the
WordArt Styles group. The options selected are applied to the chart

Data Analysis and Security/Session 11 26

Working with Sparklines [1-
3]
 Sparklines are Charts that are displayed in a single cell based on the range of
numeric data selected to show the trend of value
 Usually compares the data entries from different columns and display the
graph in the cell
 The figure displays the Sparklines group

Sparklines
Group

Data Analysis and Security/Session 11 27

Working with Sparklines [2-
3] To use the Sparklines, perform the following


steps:
 Open Microsoft Excel 2013
 Assign the heading as Name in A1
 Type names of people from cell A2 to
 A8 Assign the heading as Math in cell
 B1 Type numbers from cell B2 to B8
 Assign the heading as Language in
 C1 Type numbers from cell C2 to C8
 Assign the heading as Art in cell D1
 Type numbers from cell D2 to D8
 Select the cells from B2 to D8
 Click Line from the Sparklines group
of the Insert tab. The Create

Sparklines
dialog box is displayed.

Type E2:E8 in the Location Range box to place the Sparklines in the Excel
sheet
Click OK
Data Analysis and Security/Session 11 28
Working with Sparklines [3-
3] Figure displays an example of Sparklines in Excel. Here, each cell in column


E displays the graph of the student’s marks in three subjects

 For example, in cell E2, the graph stays constant because the first
two subjects’ marks are the same
 The graph then goes higher because the mark for the third subject
is higher

Example of Sparklines in
Excel

Data Analysis and Security/Session 11 29

Securing and Protecting a Workbook
 Protects the workbook by assigning a password to the workbook
or a worksheet

 When a file in Excel is secured with a password, Users cannot view the
contents or edit the file until they provide the password

 Excel allows users to remove a password from a password-protected file

 However, if the user forgets the password after protecting it, Excel cannot
recover the contents of the file or provide the details of the password

Data Analysis and Security/Session 11 30

Encrypting a Workbook [1-3]
 Protecting the workbook by
providing the password
 Once the file is encrypted, user
needs to enter the password to re-
open the protected file
 Even the worksheets will not open
in read mode without the
password
 To encrypt a workbook, perform
the
 following steps:Excel
Open Microsoft
 2013
Click the File tab. The Backstage
Protect Workbook Sub-
view is displayed
Menu
 Click Info. The Information pane
is displayed
 Click Protect Workbook
 Select Encrypt with Password

Data Analysis and Security/Session 11 31

Encrypting a Workbook [2-
3] Type the password in the Password


 box Click OK
 The Confirm Password dialog box is
displayed. Enter the password again
and
click OK. The workbook is protected

Encrypt Document Dialog

Box

Data Analysis and Security/Session 11 32

Encrypting a Workbook [3-3]
 To decrypt a workbook, perform the following
steps:


•Open an encrypted document in Microsoft Excel



2013 Enter the password. Excel opens the encrypted



document Click the File tab



•Click Info. The Information pane is displayed



•Click Protect Workbook. The sub-menu is displayed



•Select Encrypt with Password. The Encrypt

Document dialog box is displayed
•Clear the password from the Password
box Click OK
Data Analysis and Security/Session 11 33
Protecting a Workbook
 To protect the workbook structure
or windows, perform the following
steps:
 Open a file in Microsoft Excel
 2013
Click Protect Workbook from the
 Changes group of the Review tab
Type the password in the
 Password

(optional) box Protect Structure
Click OK and Windows
Dialog Box
 Re-enter the password in the
Reenter password to proceed box
 Click OK. The Confirm Password
dialog box is displayed
This will prevent the users
from adding, deleting, or
displaying hidden worksheets
Data Analysis and Security/Session 11 34
Unprotecting a Workbook
 To unprotect the workbook, perform the following
steps:Open a protected workbook in Microsoft Excel 2013


 Click Protect Workbook from the Changes group of the Review

 tab Type the password that was used to protect the sheet
 Click OK

Unprotect Workbook Dialog

Box

Data Analysis and Security/Session 11 35

Protecting a Worksheet
 To protect the worksheet, perform the
following steps:
 Open Microsoft Excel 2013
 Save the file
 Click Protect Sheet from the
Changes
 group of the Review tab
Type the password in the Password
 to unprotect sheet box
 Click OK Confirm Password Dialog
Re-enter the password in the Reenter Box
 password to proceed box
 Click OK
This will prevent the users from
adding, deleting, or displaying hidden
worksheets in the workbook

Data Analysis and Security/Session 11 36

UnProtecting a Worksheet
 To unprotect a worksheet, perform the following
steps:
 Open the protected worksheet in Microsoft Excel 2013
 Click Unprotect Sheet from the Changes group of the Review
 tab Type the password
 Click OK to unprotect the sheet

Unprotect Sheet Dialog

Box

Data Analysis and Security/Session 11 37

Summary
 Sorting arranges data in ascending or descending order.
 Filtering data means displaying only those rows that meet the specific
criteria and hiding non-specific rows in the table.
 Excel allows users to filter data entries manually or by applying rules.
 Charts provide the visual aids to the data present in tables.
 Sparklines compare the data entries from different column and display the
graph in the cell.
 Protecting the workbook helps users to keep the contents safe.
 When the sheet is protected, the workbook will open in reading mode, but
to make changes in the file, the user must enter the password.

Data Analysis and Security/Session 11 38