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Basic to Advanced Excel Session 2

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14 views

Basic to Advanced Excel Session 2

Uploaded by

crazyfrog2706
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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MS Excel

Basic to Advanced - 2
- by Nikhil
Meet the trainer

Nikhil Rachur
Trainer
Introduction:
Session 2

In today’s session, we’re going to Learn effective data management techniques to enhance productivity
in Excel.
Data Entry Techniques
and Formatting
Objectives:
Best Practices for Data Entry:
• Use consistent formats (e.g., date formats, currency).
• Enter data in a structured way to maintain clarity.
• Use data validation to restrict data entry types.

Formatting Techniques:
Cell Formatting: Adjust font, color, borders, and cell size.
Number Formatting: Apply formats for currency, percentages, and decimals.
Example: Show before and after examples of well-formatted data.
Best Practices for Data
Entry
•Consistency:
• Use uniform formats (e.g., dates as "MM/DD/YYYY" or "DD/MM/YYYY,"
currency with two decimal places).
• Example: Always entering currency as $1,000.00 instead of $1000 or $1K.

•Structured Entry:
• Enter data in logical order (e.g., all names in one column, dates in
another).
• Maintain a clear header row to identify data categories.

•Data Validation:
• Implement data validation rules to limit entries (e.g., drop-down lists for
categories, restricting text length).
• Helps prevent errors and ensures data integrity.
Formatting Techniques
Cell Formatting:
• Adjust cell appearance using font styles, colors, borders, and sizes.
• Example: Bold headers, shading alternate rows for readability.

Number Formatting:
• Apply specific formats for different types of data:
• Currency: Use for financial data (e.g., $1,000.00).
• Percentage: Format as a percentage when appropriate (e.g., 25%
instead of 0.25).
• Decimal: Control decimal places to avoid clutter (e.g., 123.45 instead of
123.45678).

Name Date of Birth Sales


John D. 01-09-1990 ₹ 1,500.00
Jane S. 15-02-1992 ₹ 2,500.50
Bob L. 03-03-1988 ₹ 3,000.00
Sorting and Filtering Data
Sorting:
• Organize data in ascending or descending order based on selected
columns.
• Example: Sort a list of sales figures from highest to lowest.

Filtering:
• Use the filter function to display only the data that meets specific criteria.
• Example: Filter a list of expenses to show only those above a certain
amount.

How to Sort/Filter:
• Select the data range.
• Click on the "Sort & Filter" button in the toolbar.
• Choose to sort or filter based on your criteria.
Explanation of the Dataset:
• Order ID: Unique identifier for each order.

• Customer Name: Name of the customer who placed the order.

• Product: The type of product ordered (Widget A, B, or C).

• Quantity: The number of units ordered.

• Price per Unit: The price for each unit of the product.

• Total Sales: Calculated as Quantity * Price per Unit. Order ID Customer Name Product Quantity Price per Unit Total Sales Order Date
1001 John Smith Widget A 5 10 50 15-01-2024
• Order Date: The date when the order was placed. 1002 Jane Doe Widget B 2 20 40 20-02-2024
1003 EmilyJohnson Widget A 3 10 30 05-03-2024
1004 Michael Brown Widget C 10 15 150 10-04-2024
1005 Sarah Wilson Widget B 7 20 140 25-05-2024
1006 David Garcia Widget A 4 10 40 12-06-2024
1007 Linda Martinez Widget C 6 15 90 08-07-2024
1008 James Davis Widget B 1 20 20 15-08-2024
1009 Laura Wilson Widget C 8 15 120 02-09-2024
1010 Daniel Lee Widget A 10 10 100 10-10-2024
Basic Conditional
Formatting
What is Conditional Formatting?:
• A feature that changes the appearance of cells based on certain
conditions (e.g., highlighting, color scales).

Use Cases:
• Highlight cells that meet certain criteria (e.g., expenses over $500).
• Use color scales to visualize data trends (e.g., sales performance).

How to Apply:
• Select the range of cells.
• Go to "Conditional Formatting" in the toolbar.
• Choose the type of formatting (e.g., highlight cells, data bars).
Introduction to Tables
What are Excel Tables?:
• A structured way to manage and analyze data, making it easier to perform operations.

Benefits of Using Tables:


• Automatic filtering and sorting capabilities.
• Easy formatting options and data analysis tools (e.g., summaries).

Creating a Table:
• Select the data range.
• Click "Insert" in the toolbar, then select "Table."
• Confirm the range and whether your table has headers.

Managing Tables:
• Rename the table for easier identification.
• Add or remove columns/rows.
• Use structured references in formulas.
Practise exercise
• Create a table with sample data.

• Sort and filter the data based on specific criteria.

• Apply conditional formatting to highlight key figures.


Summary & Key
Takeaways

• Recap of data entry techniques, sorting, filtering, conditional formatting, and tables.

• Next Step: Practice with real datasets to reinforce learning.


Thank
you

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