Data Analysis & Business Intelligence Made Easy with Excel Power Tools

Excel Data Analysis Basics = E-DAB

Notes for Video:
E-DAB-05- Visualizations: Table, Charts, Conditional Formatting & Dashboards
Outcomes for Video:
1. Data Analysis Yields Numbers & Visualizations .............................................................................................................. 2
2. Why Visualize Data? ........................................................................................................................................................ 2
3. What do Visualizations do?............................................................................................................................................. 2
4. Research on Visualizations .............................................................................................................................................. 2
5. Categories of Visualizations in Excel: .............................................................................................................................. 3
6. Specific Types and Uses of Visualizations in Excel & Power BI ....................................................................................... 3
7. Effective Visualizations: No Chart Junk, No Extraneous Elements ................................................................................. 4
8. Tables Design Principles .................................................................................................................................................. 4
9. PivotTable Styles: ............................................................................................................................................................ 4
10. Conditional Formatting in Excel PivotTable: ............................................................................................................... 5
11. Dashboard ................................................................................................................................................................... 5
12. Excel Chart Elements:.................................................................................................................................................. 6
13. Format Chart Elements with ....................................................................................................................................... 8
14. Use “Select Data Source” dialog box to edit the ranges that the chart is pointing to................................................ 8
15. Link Labels to Cells ...................................................................................................................................................... 8
16. Chart Keyboards: ......................................................................................................................................................... 8
17. Column Charts:............................................................................................................................................................ 9
18. Bar Charts .................................................................................................................................................................. 10
19. Pie Charts: ................................................................................................................................................................. 10
20. Stacked Column Charts: ............................................................................................................................................ 11
21. Clustered Column Charts: ......................................................................................................................................... 11
22. Line Charts................................................................................................................................................................. 12
23. X-Y Scatter ................................................................................................................................................................. 13
24. Video Examples Comparing Tables and Visualizations: ............................................................................................ 14
25. Video Example for Table Formatting: ....................................................................................................................... 19
26. Video Example for Conditional Formatting: ............................................................................................................. 20
27. Video Example for Column, Bar and Pie Charts: ....................................................................................................... 21
28. Video Example for Cross Tab Charts: ........................................................................................................................ 22
29. Video Example of Line Chart: .................................................................................................................................... 23
30. Video Example of X-Y Scatter: ................................................................................................................................... 24
31. Video Example of Dashboard: ................................................................................................................................... 25

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1. Data Analysis Yields Numbers & Visualizations
• Convert Raw Data into Useful Information for Decision Makers
• Useful information can be:
1. Numbers such as:
i. Monthly Sales Total
ii. % Change in Customer Complaints
iii. Cross Tabulated Table to show calculations with two conditions
2. Visualizations such as:
i. Line Chart to show increase and decrease over time
ii. Conditional Formatting to highlight to indicate Top or bottom three values
iii. Maps to show relative number amounts
iv. Word Clouds to show relative importance

2. Why Visualize Data?

• Quick visual impression
• Pictures tell a thousand words
• See patterns and trends
• Make relative comparisons quickly

3. What do Visualizations do?

• Visually portray quantitative data (number data).
• Give a quick impression of the number data.
• Create a picture that can communicate more quickly than just the numbers alone.
• Allow you to see patterns, trends and gain insight that you may not be able to see looking at just
numbers.
• Allows you to make relative comparisons more quickly than if you are using a table

4. Research on Visualizations
• Research shows that humans can process visual images (like charts) faster than they can process rows of
numbers.
• Research shows that column and bar charts can convey differences between categories more easily than
pie charts.

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5. Categories of Visualizations in Excel:
• Charts or Graphs
1. They visually portray quantitative data (number data) to give a quick visual impression or reveal
patterns and trends, rather than looking at detailed number information.
2. In Excel, Charts are called Charts.
3. In Power BI Desktop, Charts are called visualizations.
• Maps
1. Visually portray quantitative data (number data) on a map.
• Conditional Formatting
1. Use Logical Tests to apply formatting when the test evaluates to TRUE. For example: Format Top
5 Values.
2. In Excel, we can add Conditional Formatting to the cells in a worksheet or in a PivotTable.
3. In Power BI Desktop, we can add Conditional Formatting to Numbers in a visualization (like in a
Matrix) or to elements in a visualization (like a Column in a Column Chart).
• Tables
1. Tables such as Proper Data Sets or Cross Tabulated Table.
2. Tables are used when you want to see the details and make precise comparisons of the numbers
rather than a quick impression that is presented in a chart.

6. Specific Types and Uses of Visualizations in Excel & Power BI

• Tables: Field Names in First Row and Records in Rows. Use when you want to see the individual
numbers rather than a quick visual impression.
• Matrix: Cross Tabulated Table with Row and Column Criteria and an intersecting calculation based on
Row and Column Criteria.
• Column Chart: Use to compare differences across categories. Height of column conveys number.
• Bar Chart: Use to compare differences across categories. Length of bar conveys number.
• Stacked Column/Bar Chart: Good for displaying crosstabulation, emphasis on horizontal axis categories.
• Clustered Column/Bar Chart: Good for displaying crosstabulation, emphasis on legend categories.
• Histogram Chart: Chart used for counting numbers between a lower and upper limit. No gap between
column indicates that there are no numbers between the upper and lower limit.
• Line Chart: Use to show trend for a number variable over a category such as time.
• Combination Chart: Combine different chart types such as Column and Line.
• X-Y Scatter: Used to show relationship between two number variables (x and y variables).
• Break Even Chart: Specific type of X-Y Scatter Chart that shows the break-even cross over lines for
Revenue and Costs.
• Bubble Chart: Method of visualizing 3 variables in a 2-dimentional chart.
• Cards : Text box that can display summary numbers with labels.
• Maps: Used for geographic data, like sales by zip code, sates, or country.

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7. Effective Visualizations: No Chart Junk, No Extraneous Elements
• Edward R. Tufte is a world-renowned visualization expert who created the Golden Rule for Effective
Visualizations:
* No “Chart Junk”.
and
* Data-Ink ratio should be high.
both are summarized as follows:
* Eliminate extraneous elements in your visualization that do not help to deliver the message.
• “No Chart Junk” rule means that in charts and visualizations:
* Remove unnecessary repetition.
* Remove any elements that does not contribute to the message.
* Keep chart simple.
* Change chart if it looks “busy”, like:
▪ Too many different colors
▪ Patterns that are distracting.
* .3-D effects that are not necessary and can be misleading
• The “Data-Ink Ratio should be high” rule means that in charts and visualizations and table reports:
* All ink in the chart or table should help deliver the message or the meaning of the data
* Ink that serves no useful purpose must be removed
8. Tables Design Principles
• Data-Ink ratio should be high
• Horizontal lines are generally necessary only for separating column titles from data values or when
indicating that a calculation has taken place.
• In large tables, light shading can be used to differentiate columns
• Numbers should be right aligned (Right is the visual cue that it is a number)
• Text should be left aligned (Left is the visual cue that it is a text)
• All numbers should have same number of digits
• Units must be indicated either with Number Formatting or Labels
• Large numbers may be rounded to dollar or thousands or millions and so on
9. PivotTable Styles:
• To create your own PivotTable Style:
1. PivotTable Tools Design Ribbon Tab, Styles, More button, New PivotTable Style, then use dialog
box to create your own style.
2. In the New PivotTable Style dialog box:
i. Name new style.
ii. From “Table Element” list, select element.
iii. Click Format button and add desired formatting, then click OK.
iv. Continue formatting Table Elements.
v. When you are done formatting Table Elements, click OK on the New PivotTable Style
dialog box.
3. To apply the New PivotTable Style to a PivotTable:
i. Click in one cell in a PivotTable.
ii. Go to PivotTable Tools Design Ribbon Tab, Styles, More button, click New PivotTable
Style.
4. To modify New PivotTable Style:
i. Go to PivotTable Tools Design Ribbon Tab, Styles, More button, right-click New
PivotTable Style, then click on Modify.
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10.Conditional Formatting in Excel PivotTable:
• Conditional Formatting is used to call attention to important data.
• Conditional Formatting is used to format cells where a certain condition is TRUE. For example: Format
cells where number in cell in in Top 5 Values.
• Excel or Power BI Desktop:
1. In Excel, we can add Conditional Formatting to the cells in a worksheet or in a PivotTable.
2. In Power BI Desktop, we can add Conditional Formatting to Numbers in a visualization (like in a
Matrix) or to elements in a visualization (like a Column in a Column Chart).
• To add Conditional Formatting to a PivotTable:
1. Click in cell in PivotTable.
2. Go to Home Ribbon Tab, Styles group, Conditional Formatting drop-down arrow.
3. From the Conditional Formatting drop-down arrow, select the test you want and add the
formatting you want.

11.Dashboard
• A Dashboard is defined as one location where we can present the useful information in a neat an
organized manner.
• Just like a dashboard in a car, a dashboard should present information that is required for making good
decisions.
• Dashboards allow us to gather various tables, reports, charts, visualizations, and other useful
information and pin them in one location that the decision maker can view and interact with the
information to gage performance, see patterns and trends and gain insight.
• A dashboard should refresh if new data is available and it should be easily shared with other interested
parties.
• Effective Dashboards:
1. Presents timely summary data, metrics or key performance indicators (KPI).
2. Metrics/KPIs should be useful for the user/decision maker.
3. Dashboard should inform rather than overwhelm.
4. Should call attention to unusual metrics/KPIs that require attention or are of interest.

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12.Excel Chart Elements:

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13.Format Chart Elements with
• Chart Elements Icon that shows up to the Right of the Chart.
• Chart Styles Icon that shows up to the Right of the Chart.
• Chart Filter Icon that shows up to the Right of the Chart (Be sure to click the Apply button).

• Format Chart Element with Task Pane (keyboard: Ctrl + 1).

* Task Pane changes depending on what element in chat you have selected
* Click the Icons at the top to see different options for chart element

14.Use “Select Data Source” dialog box to edit the ranges that the chart is pointing to
1) Open “Select Data Source ”dialog box:
• Right-click Chart and click on “Select Data”
• Chart Tools Design Ribbon Tab, Data Group, Select Data button
2) Series = Number
3) Category = Labels.

15.Link Labels to Cells

1) Click on Chart Title
2) Type equal sign
3) Click on cell with label
4) Hit Enter

16.Chart Keyboards:
• F11 = Create Chart on a new sheet
• Alt + F11 = Create Chart on currently selected sheet.

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17.Column Charts:
1) Use to compare differences across categories.
2) Column charts are more effective at conveying differences between categories than pie charts.
3) Height of column conveys number.
4) Categories are listed on Horizontal Axis or in Legend.
5) Gaps in columns:
• Gaps between columns indicate that the data on the horizontal axis are:
1. “Categorical” or “Qualitative” Variables (like words or names)
2. Discrete Numbers (like counting 1, 2, 3 when there are gaps between numbers)
• No gap between columns (columns touching) indicate that the data on the horizontal axis are:
1. Continuous Quantitative data.
2. There are no gaps between numbers, like with an upper and lower limit used in a
Histogram Chart.
6) Column Chart Example:

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18.Bar Charts
1) Same as column charts except:
• Length of bar conveys number
• If page is wider than tall, bars can emphasize differences more forcefully.
• Long category labels are displayed on a single line (not wrapped).
2) Bar Chart Example:

19.Pie Charts:
1) Traditionally pie charts are used to compare differences across categories or to compare parts to the
whole, usually expressed as percentages.
2) It is more effective to use Column or Bar Charts than Pie Charts:
• Research shows that column/bar charts convey relative differences more effectively than pie
charts.
• People perceive differences across categories more precisely with column/bar charts than with
pie charts.
• In recent years data analysts and business intelligence experts prefer to use column or bar
charts rather than pie charts.

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20.Stacked Column Charts:
1) Good for displaying crosstabulation.
2) Emphasis is on comparing the categories listed in the horizontal axis
3) If the number of row headers are equal or greater than to the number of column headers, row headers
show up on horizontal axis and column headers in legend. If not, they are reversed. (You can switch this
with the Switch button in the Chart Tools Design Ribbon Tab)

21.Clustered Column Charts:

1) Good for displaying crosstabulation.
2) Emphasis is on comparing the categories listed in the legend
3) If the number of row headers are equal or greater than to the number of column headers, row headers
show up on horizontal axis and column headers in legend. If not, they are reversed. (You can switch this
with the Switch button in the Chart Tools Design Ribbon Tab)

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22.Line Charts
1) One number on vertical axis, category on horizontal axis.
2) Great for show trends over time.
• Chart Time Series: Line Chart with time on horizontal axis and quantitative (number) variable on
vertical axis.
3) Examples:

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23.X-Y Scatter
1) Chart that shows the relationship between two quantitative (number) variables
• Example: Is there a relationship between study time for a test and score on test?
2) One number on vertical axis, one number on horizontal axis:
• Horizontal Axis = Independent Variable = x.
• Vertical Axis = Dependent Variable = f(x) = y
3) Always put X values in Left Most Column in the Table of Data
• This helps the chart understand which variable is x and therefore should be on horizontal axis.
4) Add Regression Line and Equation and R Square:
• Right-click plotted scatter markers
• Add Trendline
• Select Linear
• Check check box for Show Equation
• Check check box for R Square
5) Overcome a common mistake by Excel users:
• Use X-Y Scatter Plot Chart, not Line Chart when plotting X-Y Scatter Data
6) For sample data use the “Scatter” option:

•
7) For a model created with formulas, like for a Break-Even Analysis use the “Scatter with Straight Lines
and Markers” option:

•
8) Example:

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24.Video Examples Comparing Tables and Visualizations:

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25.Video Example for Table Formatting:

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26.Video Example for Conditional Formatting:

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27.Video Example for Column, Bar and Pie Charts:

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28.Video Example for Cross Tab Charts:

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29.Video Example of Line Chart:

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30.Video Example of X-Y Scatter:

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 31.Video Example of Dashboard:

Goals of Dashboard:
• Chantel Washington is a manager who works at large hardware and lumber store with many customer accounts.
• Customer service is not part her main duty
• The manager wants to document the excessive customer service duties she is performing
• The manager wants to build a dashboard with a number of tables and charts
• The manager needs a quick visual impression of frequency of customer contact by hour and a second visual of
frequency of customer contact by day
• The manager wants to see specific counts for topics of meeting, counts of meeting type (as a %) and the
average meeting duration
• The manager wants to have the dashboard update easily when she adds new records
• Needs to print out the dashboard about once a week

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