What is Excel?

Microsoft Excel is a powerful type of spreadsheet software that was developed by Microsoft to aid with data analysis and documentation. Part of the Microsoft Office suite, Excel’s spreadsheet is composed of columns and rows, which intersect to form cells. Every cell contains one data point, or piece of information. Training in Excel allows users to quickly perform complicated tasks with these cells, such as trend identification or conditional formatting, and to share retrieved data with others. These functions have direct application to Data Analysts, as well as anyone else working with big data, as they simplify the process of organizing, retrieving, and sharing data.

For over thirty-five years, Excel has been used by those in a variety of professions, from business operations to data analytics. This industry-standard spreadsheet software is simple enough for even those with a non-technical background to operate, which makes it a staple for many office jobs, especially those that require organizing large sets of data.

Excel is among the tools most used by Data Analysts for several reasons:

  • Users can work with complex data in Excel by customizing fields and functions that will perform calculations.
  • Information entered or imported into a spreadsheet can be easily viewed and organized.
  • Excel’s straightforward and clear organization makes it easier to retrieve data and draw insights from this information.
  • Spreadsheet data yields actionable insights, like marketing trends, revenue patterns, profit margins, departmental budgets, and operations information.
  • This software provides accurate calculations and accessible visual representations of information.
  • Large datasets of segmented data can be carefully studied and visualized without the need to use other software.
  • Spreadsheets provide a microcosmic snapshot of a much larger project.

This article will explore 20 of the most popular Excel functions and tools that can be used by Data Analysts when working with large amounts of data.

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The Most Important Excel Functions for Data Analytics

Microsoft Excel has more than 500 functions that help users handle datasets. Excel is a core part of most analysts’ repertoire. Many of its functions and formulas are directly applicable to data science and data analytics. They provide users with a straightforward means of organizing and manipulating datasets, as well as spotting important information.

The following is a list of the 20 Excel functions and formulas that are especially helpful for Data Analysts:

  1. Analyze Data: Formerly known as the “Ideas” feature, the Analyze Data Excel feature is intended to help users gain a better understanding of their data by using natural language queries. These questions can be used in place of detailed formulas, and can yield helpful visual summaries that indicate patterns or trends.
  2. FIND/SEARCH: These functions provide a way to isolate specific information within a larger dataset. Unique identifiers and anomalies can easily be spotted using this function.
  3. Pivot Tables: They allow users to aggregate data in order to isolate a smaller subset without the need for manual filters. The filters on these tables are easy to use and change.
  4. CONCATENATE: This powerful formula allows users to combine numbers, dates, and text from multiple cells into one cell. This function can be used to create Java queries, product SKUs, and API endpoints.
  5. TODAY/NOW: The TODAY function indicates the current month, day, and year, and the NOW function shows the month, day, year, and even the time of day.
  6. VLOOKUP: This is Excel’s most popular function, and is used to combine two datasets. It is particularly helpful for retrieving small pieces of information from a dataset. Comprehensive tutorials are available online that teach users how to use this function.
  7. XLOOKUP: This function was created in 2020 to provide a solution to the problems with Index Match and VLOOKUP. Although it’s not compatible with past Excel versions, it runs quickly and is user-friendly.
  8. TRIM: Often, extra white spaces are accidentally added to Excel spreadsheets. This helpful function is designed to remove unnecessary spaces from cells while still keeping the single spaces between words.
  9. LEN: This useful function allows users to quickly count the number of characters in a cell. It has applications for uncovering the differences between various Unique Identifiers, which tend to be lengthy and out of order.
  10. DAYS: This Excel function is a staple for data analysis. It is often used to evaluate contracts, products, or the lifecycle of a given product. DAYS allows users to calculate the number of days between two specific dates.
  11. NETWORKDAYS: This formula is an extension of the DAYS function. It provides a way for users to calculate the number of workdays that have passed between two dates, and also offers a way to consider holidays as well. NETWORKDAYS is a valuable tool for project management.
  12. Text Formulas: These text functions, such as LEFT, RIGHT, and SUBSTITUTE, help users extract a limited amount of text from a large dataset.
  13. RANK: One of Excel’s older functions, RANK remains an effective and efficient way to depict how a dataset’s values rank, either in descending or ascending order.
  14. Analysis ToolPak: This free Excel add-on enables users to perform different kinds of statistical testing within their Excel notebook.
  15. IF: This useful function provides users with a way to automate part of their decision-making process. It asks them to specify the logical test that should be performed, then to decide which action to take if the test is true, as well as a different action for false results.
  16. SUMIFS: This function allows users to specify criteria, and then sum the values within that range that satisfy the criteria.
  17. COUNTIFS: Those working with COUNTIFS can calculate the number of instances in which a given dataset satisfies a set of criteria. This powerful function allows users to input limitless criteria.
  18. Conditional Formatting: This tool is used to distinguish important data from less important data on a spreadsheet.
  19. COUNTA: For those who need to find any gaps in a dataset, the COUNTA function can indicate if a particular cell is empty. Because many Data Analysts encounter incomplete datasets, this function provides a means to evaluate gaps without having to reorganize the data.
  20. Macros: A macro is an action or set of actions that can be used to automate tasks in Excel that must be done repeatedly. It records mouse clicks and keystrokes.

Most Data Analysts who use Excel for daily work tasks use several of these functions and formulas in concert when handling datasets.

Learn Microsoft Excel with Hands-On Classes

Working with Excel is a core skill in many industries, including data analytics. Employers often view Excel training as an essential requirement for prospective candidates across fields. If you’re interested in learning how to work with Excel, or improving on your existing Excel skills, Noble Desktop’s Excel classes are a great option. These courses are taught in-person in NYC and are also available in the live online format.

In addition, more than 30 live online Excel classes are available from a variety of top providers, which range in cost from $219 to $1,949. These small classes are offered for those who are new to Excel, as well as intermediate and advanced Excel users hoping to gain a better understanding of the software’s many uses and functions.

Those who are committed to learning Excel in an intensive educational environment may also consider enrolling in Noble Desktop’s Excel Bootcamp. This three-day course provides an intensive and immersive learning experience and takes students from beginner to pro in just 21 hours. Participants learn relevant skills like how to work with Macros, PivotTables, and various formulas and functions that help save time and increase efficiency.

For those searching for an Excel class nearby, Noble’s Excel Classes Near Me tool provides an easy way to locate and browse 100-plus Excel classes currently offered in the in-person and live online formats. Classes are available in topics like Excel for Business, Formulas & Functions, and Excel Charts, Formatting, and Reporting. Course lengths range from three hours to five days and cost $119-$2,775.