MS Excel for Data Analysis

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📊 Excel Formulas — Part 2

This part focuses on logical formulas — formulas that help Excel make decisions based on conditions.

1️⃣ IF

Returns one value when a condition is TRUE and another when it is FALSE.

=IF(B2>=50,"Pass","Fail")

Example: If marks are 50 or more → Pass, otherwise → Fail.

2️⃣ IFS

Checks multiple conditions without using deeply nested IFs.

=IFS(B2>=90,"A",B2>=75,"B",B2>=50,"C",TRUE,"Fail")

Example:

90+ → A

75–89 → B

50–74 → C

Below 50 → Fail

3️⃣ AND

Returns TRUE only when all conditions are TRUE.

=AND(B2>=50,C2>=75)

Example: Check whether a student scored at least 50 in one subject and 75 in another.

4️⃣ OR

Returns TRUE when at least one condition is TRUE.

=OR(B2>=90,C2>=90)

Example: Check whether a student scored 90 or more in either subject.

5️⃣ NOT

Reverses a logical result.

=NOT(B2="Completed")

If B2 contains Completed, the result is FALSE.

🔥 Combine Logical Functions

You can combine them to create more useful formulas.

=IF(AND(B2>=50,C2>=50),"Pass","Fail")

This checks whether the student passed both subjects.

Another example:

=IF(OR(B2="Yes",C2="Yes"),"Eligible","Not Eligible")

💡 Quick Practice

Student Marks 1 Marks 2

Rahul 75 82

Priya 45 90

Amit 60 40

Neha 95 88

Try creating formulas to:

1. Check whether both marks are ≥ 50 → AND

2. Check whether either mark is ≥ 90 → OR

3. Return Pass/Fail → IF

4. Categorize students based on marks → IFS

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📊 Excel Formulas — Part 1

Let’s start with the most important Excel formulas for beginners.

1️⃣ SUM

Adds numbers together.

=SUM(A2:A10)

Example: Calculate total sales from A2 to A10.

2️⃣ AVERAGE

Calculates the average.

=AVERAGE(B2:B10)

Example: Find the average marks of students.

3️⃣ COUNT

Counts cells containing numbers.

=COUNT(A2:A10)

Example: Count how many numeric values are present.

4️⃣ COUNTA

Counts non-empty cells.

=COUNTA(A2:A10)

Example: Count how many customers have been entered.

5️⃣ MAX

Returns the largest value.

=MAX(C2:C10)

Example: Find the highest sales value.

6️⃣ MIN

Returns the smallest value.

=MIN(C2:C10)

Example: Find the lowest sales value.

7️⃣ COUNTBLANK

Counts empty cells.

=COUNTBLANK(A2:A10)

Example: Find how many records are missing data.

8️⃣ PRODUCT

Multiplies numbers together.

=PRODUCT(A2:A5)

Example: Multiply multiple values without writing A2_A3_A4**A5.

💡 Quick Practice

Suppose column B contains:

100, 250, 300, 150, 200

Try to find:

1. Total → SUM

2. Average → AVERAGE

3. Highest value → MAX

4. Lowest value → MIN

5. Number of values → COUNT

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📊 Microsoft Excel Shortcut Keys You Should Know

🟢 Basic Shortcuts
• Ctrl + N: New workbook
• Ctrl + O: Open workbook
• Ctrl + S: Save
• Ctrl + Shift + S: Save As
• Ctrl + P: Print
• Ctrl + W: Close workbook
• Alt + F4: Close Excel
• Ctrl + Z: Undo
• Ctrl + Y: Redo / Repeat
• Ctrl + C: Copy
• Ctrl + X: Cut
• Ctrl + V: Paste
• Ctrl + A: Select all
• Ctrl + F: Find
• Ctrl + H: Find & Replace

🟡 Navigation
• Arrow Keys: Move one cell
• Ctrl + Arrow Key: Jump to edge of data region
• Home: Beginning of row
• Ctrl + Home: Go to A1
• Ctrl + End: Go to last used cell
• Page Up: Move one screen up
• Page Down: Move one screen down
• Alt + Page Up: Move one screen left
• Alt + Page Down: Move one screen right
• F5 / Ctrl + G: Go To

🔵 Selecting Data
• Shift + Arrow: Extend selection
• Ctrl + Shift + Arrow: Select to edge of data
• Ctrl + Space: Select entire column
• Shift + Space: Select entire row
• Ctrl + A: Select current data region / all data
• Ctrl + Shift + Space: Select entire worksheet

🟣 Editing Cells
• F2: Edit active cell
• Enter: Confirm entry / move down
• Shift + Enter: Confirm / move up
• Tab: Confirm / move right
• Shift + Tab: Move left
• Esc: Cancel entry
• Delete: Clear cell contents
• Ctrl + Enter: Fill selected cells with current entry
• Alt + Enter: New line inside a cell

🟠 Formatting
• Ctrl + B: Bold
• Ctrl + I: Italic
• Ctrl + U: Underline
• Ctrl + 1: Format Cells
• Ctrl + Shift + ~: General format
• Ctrl + Shift + $: Currency format
• Ctrl + Shift + %: Percentage format
• Ctrl + Shift + #: Date format
• Ctrl + Shift + @: Time format
• Ctrl + Shift + !: Number format
• Ctrl + 5: Strikethrough

🟤 Rows & Columns
• Ctrl + +: Insert cells/rows/columns
• Ctrl + -: Delete cells/rows/columns
• Ctrl + 9: Hide selected rows
• Ctrl + Shift + 9: Unhide rows
• Ctrl + 0: Hide selected columns
• Ctrl + Shift + 0: Unhide columns
• Alt + H, O, I: AutoFit column width
• Alt + H, O, A: AutoFit row height

On some Windows configurations, Ctrl + Shift + 0 may be intercepted by the operating system.

🟧 Formula Shortcuts
• =: Start a formula
• F4: Toggle absolute/relative references while editing a formula
• Ctrl + `: Show/hide formulas
• Shift + F3: Insert Function
• Alt + =: AutoSum
• F9: Calculate formulas
• Ctrl + Shift + Enter: Enter legacy array formula
• Ctrl + ': Copy formula from cell above
• Ctrl + Shift + ": Copy value from cell above

🟥 Data & Tables
• Ctrl + T: Create Table
• Ctrl + Shift + L: Turn filters on/off
• Alt + Down Arrow: Open filter/drop-down menu
• Ctrl + E: Flash Fill
• Alt + A, S, A: Sort A to Z
• Alt + A, S, D: Sort Z to A
• Alt + A, M: Remove Duplicates
• Alt + A, V, V: Data Validation
• Alt + A, Q: Quick Analysis

🟦 Worksheet Shortcuts
• Shift + F11: Insert new worksheet
• Alt + Shift + F1: Insert new worksheet
• Ctrl + Page Up: Previous worksheet
• Ctrl + Page Down: Next worksheet
• Alt + H, O, R: Rename worksheet
• Alt + H, D, S: Delete worksheet

🟪 PivotTable Shortcuts
• Alt + N, V: Insert PivotTable
• Alt + F5: Refresh selected PivotTable
• Ctrl + Alt + F5: Refresh all data
• Alt + Down Arrow: Open field/filter menu
• Ctrl + -: Collapse/remove selected items depending on context

⚡ Power User Shortcuts
• Ctrl + Shift + L: Filter
• Ctrl + E: Flash Fill
• Ctrl + T: Excel Table
• Alt + =: AutoSum
• Ctrl + 1: Format Cells
• F4: Repeat action / lock cell reference in formulas
• F7: Spelling
• F11: Create chart
• Alt + F1: Create chart in current worksheet
• Ctrl + K: Insert hyperlink
• Ctrl + ;: Insert current date
• Ctrl + Shift + ;: Insert current time

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Useful shortcuts in Excel

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📊 Excel Basics #41 – Pivot Charts

A Pivot Table is great for summarizing data, but sometimes you need a visual representation to understand trends and comparisons quickly.

• That's where Pivot Charts come in.

📌 What is a Pivot Chart?

A Pivot Chart is a chart connected to a Pivot Table.

• It allows you to visualize summarized data and interact with it using the same fields used in the Pivot Table.

Go to:

• Insert → PivotChart

You can also select an existing Pivot Table and choose:

• PivotTable Analyze → PivotChart

📌 Example Dataset

Imagine you have thousands of sales records:

• Date | Region | Product | Sales
• 01-Aug | North | Laptop | 50000
• 02-Aug | South | Mouse | 5000
• 03-Aug | North | Laptop | 60000
• 04-Aug | West | Keyboard | 8000

A Pivot Table can summarize:

• Region → Rows
• Sales → Values

• Then a Pivot Chart can turn that summary into a visual comparison.

📌 Common Pivot Chart Types

You can create different types of charts depending on what you want to analyze.

📊 Column Chart → Compare sales across regions.

📈 Line Chart → Analyze sales trends over time.

📉 Bar Chart → Compare categories when there are many labels.

🥧 Pie Chart → Show parts of a whole when there are only a few categories.

📌 Pivot Chart + Pivot Table

The biggest advantage is that they remain connected.

For example, if you filter the Pivot Table to Region → North, the Pivot Chart updates to reflect the filtered data.

• Change the Pivot Table fields, and the chart can update accordingly.

📌 Add a Slicer

A Slicer provides clickable buttons for filtering Pivot Tables and Pivot Charts.

Example: Region → North | South | East | West

• Click North, and the Pivot Table and connected Pivot Chart show only North-region data.

To add one:

• PivotTable Analyze → Insert Slicer
• Then select the field you want to filter.

📌 Example – Sales Dashboard

Imagine a sales dashboard containing:

• Pivot Table → Total Sales by Region
• Pivot Chart → Visual comparison of regions
• Slicer → Filter by Product

• Now you can click a product and instantly see how its sales are distributed across regions.

📌 Pivot Chart vs Normal Chart

Normal Chart → Usually works directly from a cell range.

Pivot Chart → Connected to a Pivot Table and designed for interactive analysis.

• Pivot Charts are particularly useful when the underlying data contains many categories and you want users to explore the summary interactively.

📌 Real-World Uses

• Sales dashboards.
• Monthly performance reports.
• Expense analysis.
• Inventory reporting.
• Employee performance.
• Regional comparisons.
• Management dashboards.

📌 Common Mistakes

❌ Choosing a chart type that doesn't match the data.

❌ Using too many categories in a pie chart.

❌ Creating charts without meaningful labels.

❌ Forgetting to refresh the Pivot Table when source data changes.

✅ Best Practices

• Choose the chart type based on the question you're answering.
• Keep charts simple and readable.
• Use Slicers when interactive filtering adds value.
• Avoid unnecessary 3D effects and excessive formatting.
• Refresh the Pivot Table and Pivot Chart after source data changes.

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🔥 Learn → Complete Projects → Earn Certificate → Strengthen Your Resume

𝟓 𝐖𝐚𝐲𝐬 𝐭𝐨 𝐀𝐩𝐩𝐥𝐲 𝐟𝐨𝐫 𝐃𝐚𝐭𝐚 𝐀𝐧𝐚𝐥𝐲𝐬𝐭 𝐉𝐨𝐛𝐬

🔸𝐔𝐬𝐞 𝐉𝐨𝐛 𝐏𝐨𝐫𝐭𝐚𝐥𝐬
Job boards like LinkedIn & Naukari are great portals to find jobs.

Set up job alerts using keywords like “Data Analyst” so you’ll get notified as soon as something new comes up.

🔸𝐓𝐚𝐢𝐥𝐨𝐫 𝐘𝐨𝐮𝐫 𝐑𝐞𝐬𝐮𝐦𝐞
Don’t send the same resume to every job.

Take time to highlight the skills and tools that the job description asks for, like SQL, Power BI, or Excel. It helps your resume get noticed by software that scans for keywords (ATS).

🔸𝐔𝐬𝐞 𝐋𝐢𝐧𝐤𝐞𝐝𝐈𝐧
Connect with recruiters and employees from your target companies. Ask for referrals when any jib opening is poster

Engage with data-related content and share your own work (like project insights or dashboards).

🔸𝐂𝐡𝐞𝐜𝐤 𝐂𝐨𝐦𝐩𝐚𝐧𝐲 𝐖𝐞𝐛𝐬𝐢𝐭𝐞𝐬 𝐑𝐞𝐠𝐮𝐥𝐚𝐫𝐥𝐲
Most big companies post jobs directly on their websites first.

Create a list of companies you’re interested in and keep checking their careers page. It’s a good way to find openings early before they post on job portals.

🔸𝐅𝐨𝐥𝐥𝐨𝐰 𝐔𝐩 𝐀𝐟𝐭𝐞𝐫 𝐀𝐩𝐩𝐥𝐲𝐢𝐧𝐠
After applying to a job, it helps to follow up with a quick message on LinkedIn. You can send a polite note to recruiter and aks for the update on your candidature.