This document provides an overview of data analysis and visualization using Microsoft Excel. It covers summarizing data using functions like COUNTIF, sorting and filtering data, creating pivot tables, adding filters and slicers to pivot tables, formatting pivot tables, and creating pivot charts. The objective is to help users understand how to extract insights from data through summarization, aggregation, and visualization techniques in Excel.

1. November 25, 2018
Frehiwot Mulugeta
Data Analysis &
Data Visualization using
Microsoft Excel

2. Objective
 Summarizing data
 Construct Pivot Tables
 Understanding chart type
 Creating Pivot Charts

3. Part 1 – Summering data
• Using Excel Function wizard
• COUNTIF, COUNTIFs SUMIF functions
• Filtering data
• Sorting data
• Freezing data

4. Function Wizard
• Function wizard: enables to insert different function
Formula > insert function/ select from the
list
insert function

5. COUNTIF Function
counts the number of items in a range that meet a specific
criteria.
Syntax : =COUNTIF(cells to count, criteria to count)
Lets count facilities supervised by region category

6. COUNTIFS Function
counts the number of items in a range that meet criterias.
=COUNTIFs(cells to count, criteria to count)

7. SUMIF function to sum the values in a range that meet the criteria
specified
Syntax
SUMIF(range, criteria, [sum_range])
SUMIF Function

8. Filtering data
Filter your data if you want to display records that meet certain criteria.
Data> Filter data
Or
home > Sort & Filter > Filter

9. Sorting data
You can sort your Excel data on one column or multiple columns.
Data> sort data > select the column
Or
home > Sort & Filter > Sort
Lets Sort ss data
By region,
by suppling hub
Name of supervisor

10. Freezing data
You can view part of your data
View > sort data > select the column
Most commonly used
Freeze the title row / first
row and you can scroll
the rest data
Freezes based on the
current selection
Freeze the first column
and you can scroll the
rest data

11. Part 2 – Pivot Table
– Creating pivot table
– Components of pivot table
– Adding Filter and slicer to pivot table
– Formatting pivot table
– configuring
– Grouping
– Refreshing

12. Definition
PivotTable: is one of the powerful feature in excel
It is used:
• to summarize data
• to extract patterns & trends from large volume of
data
 It is Interactive: rearrange them by moving, adding,
or deleting fields
 Easy to update: you can modify a PivotTable on the
automatically; if the original worksheet data is
changed

13. Basic idea
Good familiarity with Excel 2007 or later
• Creating formula creation
• Sorting and filtering data
• Creating and manipulating charts

14. Basic idea
• The best way to format your data is data list or
table
• data list is a serious of column
• Each row represents a particular fact
• The first row should contain the headers
/columns
• No gabs/blank row in the data list
• No data around the list you are summarizing

15. Example
S.No(Month) Name of Supervisour Supplying Hub Region Major/Emerging Zone W oreda Name of the Facility
Type of the Facility
(HO -Hospital &
HC - Health Center)
Implementation
model 1=Paper
based IPLS
2=HCMIS 3=Non-
IPLS
Oct-17 Dame Balcha Adama Oromia Major Bale Agarfa Ambentu HC 1
Oct-17 Yehun Telila Addis Ababa Amhara Major N/Shoa D/ Birhan Adm.TownAyer tena HC 1
Nov-17 Mesfin Arega Addis Ababa Addis ababa Major Kirkos Felege Hiwot HC 2
Nov-17 Abdulaziz Kedir Dire Dawa Oromia Major East HarargheBedeno Furda HC 1
Nov-17 Dame Balcha Adama Oromia Major Arsi Shirka Gobessa Ho 2
Dec-17 Mesfin Arega Addis Ababa Addis ababa Major Akaki Kality Kilinto HC 1
Nov-17 Abdulaziz Kedir Dire Dawa Oromia Major East HarargheGoro-Gutu Kobo Welteha HC 1
Nov-17 Abdulaziz Kedir Dire Dawa Oromia Major East HarargheGurewa Oromitu HC 1
Dec-17 Mesfin Arega Addis Ababa Addis ababa Major Akaki Kality Tuludimtu HC 1
Nov-17 Mesfin Arega Addis Ababa Addis ababa Major Lideta Abnet HC 2
Oct-17 Mesfin Arega Addis Ababa Addis ababa Major Addis Ketema5 Addis Ketema HC 2
Oct-17 Mesfin Arega Addis Ababa Addis ababa Major Addis Ketema7 Addis Raey HC 2
Dec-17 Mesfin Arega Addis Ababa Addis ababa Major Gulele 8 Addisu Gebeya HC 2
Dec-17 Redae Gebretsadik Mekele Tigray Major Easten Adigrate townAdigate HC 2
Oct-17 Redae Gebretsadik Mekele Tigray Major Easten Adigrate townAdigate GHP Ho 2
Dec-17 Habtamu Fantaye Mekele Tigray Major Southern Embalage Adishehu Ho 2
Dec-17 MengeshaBelay Dessie Amhara Major south wollo tenta Adjbar HC 2
Oct-17 Mesfin Arega Addis Ababa Addis ababa Major Kolfe 4 Alem Bank HC 2
Dec-17 Mesfin Arega Addis Ababa Addis ababa Major Bole 8 Amoraw HC 2
Number of the Facility supervised
HC Ho Grand Total
Emerging Region
Afar 29 4 33
Benshangul Gumuz 24 2 26
Gambella 16 16
Somali 31 5 36
Emerging Region Total 100 11 111
Major Region
Addis ababa 70 7 77
Amhara 141 38 179
Dire Dawa 15 2 17
Harari 1 1
Oromia 296 47 343
SNNP 135 31 166
Tigray 96 21 117
Major Region Total 753 147 900
Grand Total 853 158 1011
Definition . . .

16. Creating PivotTable
1. Click in the Excel table
2. Click Insert tab > click the PivotTable button > pivot table dialog
3. Click the Select a table or range option button and verify the
reference in the Table/Range box … by default it brings the table
4. Choose where you want to place the pivot table
- Click the New Worksheet option button/ It will direct to new sheet/
- click the Existing worksheet option button, select the specific cell location
5. Click the OK button

17. Creating PivotTable

18. Components of PivotTable

19. Components of PivotTable …
Decide what column
data to use as column
labels, row labels,
PivotTable values, or
report filter

20. 1. Analyze Tab
• To insert slicer
• To insert time slicer
• To group fields
• To change the data source
• To show & hide pivot table tab
• To refresh the data
• To insert pivot chart
Ribbons of PivotTable

21. Ribbons of Pivot Table
2. Design Tab
• To change the pivotTable style
• To include/ exclude sub total & grand total
• To change the report layout

22. Format PivotTable
• A Good formatted pivot table will communicate your data better
• Pivot table
• Style Formatting
• Reporting layout Formatting
• Number Formatting
Style Formatting steps
click any cell in the pivot table > click design > PivotTable Styles choose a
style
Reporting layout Formatting
click any cell in the pivot table > click design > Layout > choose a layout

23. Format PivotTable Fields/data
Number format
Right click the value on pivot table fields > click value field settings>
Number format Button > do the formatting and click ok
Or
Select the data inside the pivot table > home > Number > do the formatting

24. Adding a Report Filter to a PivotTable
• A report filter allows you to focus on a subset of items in that field
• Drag the field Region to FILTERS area
• Select Amhara from Region Filter

25. Adding data slicer in PivotTable
 Data slicers help you filter & visualize the filtered summery report
 It help you to see which filter conditions are currently active
click any cell in the pivot table > click Analyze > under Filter click insert
slicer > select the field u want to filter from insert slicer > ok
Adding data slicer steps
Formatting data slicer steps
Select the data slicer > click Option > under slicer styles > select the styles u
want
Creating report connection
Select the data slicer > click Option > under slicer click report connection >
select pivot table & chart to connect to the filter > Ok

26. Grouping PivotTable Items
• Automatically grouping dates in to months and years
• For easy understanding
Reporting layout Formatting
click date > click Analyze > Group selection > click month & Year > ok

27. Pivot Table Calculations
 Pivot table data is most frequently aggregation stat is sum for
Numeric field and count is used for non numeric fields.
 However, you can display & analyze the your data using a
number of different summary stat techniques.
Count, Average, Max, Min…
Steps to change the summery stat
 Go to the values area
 click on the field
 click value field setting
 select the stat from Summarize Value fields by option
Click ok

28. Refreshing a PivotTable
• When you create a PivotTable, a copy of the data is stored in a
pivot cache. Any changes to the data won’t show up in the report
until you refresh the cache.
To refresh the data:
• Right-click the pivot table and click Refresh Data. Or
• Go to the Analyze tab, in the Data group, click the Refresh
button

29. • Definition
• Chart types and their use
• Creating pivot chart
Part 3 – Visualization

30. Definition
• Data visualization - It is presentation of data in graphical format.
• It enables decision makers
• to recognize and identify new patterns
• correlation between different variables.
• Enables to make data driven decision
30
Effective visualizations help managers & stakeholders
use that information for decision-making

31. Chart type and their purpose
BAR CHART • used to show change over time
• to compare different categories/ to compare values side by side
HORIZONTAL BAR CHART
Best used to compare individual categories
COLUMN BAR CHART
• useful for showing changes over a
period of time /
Rules
1. Always start at zero y-axis
111
900
Emerging Region
Major Region
Oct - Dec 2017 Spervision performance by Region category
308
356 347
0
50
100
150
200
250
300
350
400
Oct Nov Dec
Number of health facilities visited by month

32. Chart type …
100% Stacked Bar ChartStacked Bar Chart
Best used to compare parts of a whole.
Compares the contribution of each of individual
items value to a total across categories
% share of part from the whole
the percentage that each value
contributes to a total across categories
70 29 141 24 15 16 296 135 31 96
7
4
38
2
2
1
47
31
5
21
0
50
100
150
200
250
300
350
400
NumberofFacilities
Ho
HC
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
NumberofFacilities
Ho
HC

33. Chart type …
Line Charts
Line charts display continuous data over time and
are good for showing trends Rules:
• Don’t plot more than 4 lines in one graph
• Lines should be Labeled- to help quickly identify
lines
-
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
Oct Nov Dec Oct Nov Dec
2016 2017
Measles woreda distribution
Measles Penta

34. Chart type …
• This should be used to visualize a
correlation between two data sets.
Pie Chart
how categories represent part of a
whole -- the composition of
something
• Make sure All data adds up to 100%.
• Don’t compare more than 6 things in one pie chart
Dual Axis/ combo Chart

35. Selecting the right Chart for your data
Purpose Chart Type
To compare many category values column bar chart
line chart
To show distribution column bar chart
line chart
To understand the relationship between value
sets
Line graph
To show trends over time line chart
column bar chart
To show composition: how individual parts make
up the whole of something
pie chart
stacked bar chart

36. Creating a PivotChart
• A PivotChart is a graphical representation of the data
• A PivotChart allows you to interactively add, remove, filter, and
refresh data
• First u need to select an appropriate visualization for Pivot Charts
Click any cell in the PivotTable > Tools group > Pivot chart > All
Chart > select appropriate chart

37. First – hide the chart elements that appeared by default
• Right click on one chart element
• Click on hide all chart elements
37
Formatting PivotChart

38. • Click on the pivot chart
• From Design tab : Add chart elements
• Chart title
• Data Label and color and
• formatting other chart elements /
38
Formatting PivotChart

39. Sample Excel
Dashboard

41. Quarter 1 Woreda Vaccine dashboard
-
20.00
40.00
60.00
80.00
100.00
120.00
140.00
160.00
180.00
BCG BOPV IPV Measles PCV Penta Rota TT
Thousands
Vaccine Distributed qty in doses
Issue Date
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
1.9 4.2
19.7
6.3
104.5
29.1
46.1
1.8
-
20.0
40.0
60.0
80.0
100.0
120.0
BCG BOPV IPV Measles PCV Penta Rota TT
Monthly Average unit price in birr
Region
Affar
Amhara
Benishangul-Gumuz
Tigray

42. 42
Thank you