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03. Functions and conditions

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Jay Yul Gaara
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8 views

03. Functions and conditions

Uploaded by

Jay Yul Gaara
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as TXT, PDF, TXT or read online on Scribd
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Welcome back!

One of the first calculations most


kids learn how to do is counting. Soon after, they learn adding,
and that doesn't go away. No matter what age we are,
we're always counting or adding something, whether it's change at the grocery
store or measurements in a recipe. Data analysts do a lot of counting and
adding too. And with the amount of data you'll
come across as a data analyst, you'll be grateful to have functions that
can do the counting and adding for you. So let's learn how these
functions COUNTIF and SUMIF can help you do calculations for
your analysis more easily and accurately. We'll start with the COUNTIF function.
You might remember COUNTIF from some of
the earlier videos about data cleaning. COUNTIF returns the number of cells
that match a specified value. Earlier, we showed how COUNTIF can be used
to find and count errors in a data set. Here we'll only be counting. Just a
reminder though,
while we won't be actively searching for errors in this video,
you'll still want to watch out for any data that doesn't look right
when doing your own analysis. As a data analyst, you'll look for
and fix errors every step of the way. For this example, we'll look at a sample of
data from
an online kitchen supplies retailer. Our stakeholders have asked us to answer a
few questions about the data to understand more about customer transactions,
including the revenue they're bringing in. We've added the questions we need
to answer to the spreadsheet. We'll set up a simple summary table, which is a table
used to summarize
statistical information about data. We'll use the questions to create
the attributes for our table columns: count, revenue total, and
average revenue per transaction. Each of our questions ask about
transactions with one item or transactions with more than one item, so those will
be the observations for our rows. We'll make Quantity the heading for
our observations. We'll also add borders to make
the summary table nice and clear. The first question asks, How many
transactions include exactly one item? To answer this, we'll add a formula
using the COUNTIF function in cell G11. We'll begin with an equal sign,
COUNTIF, and an open parenthesis. Column B has data about quantity. So we'll select
cells B3 through B50,
followed by a comma. Next, we need to tell the formula
the value that we're looking for in the cells we've selected. We want to tell the
data to count the
number of transactions if they equal 1. In this case, between quotation marks,
we'll type an equal sign and the number 1 because that's
the exact value we need to count. When we add a closed parenthesis and
press enter, we get the total count for transactions with only one item,
which is 25. We can follow the same steps to
count values greater than one. But this time, because we only
want values greater than 1, we'll type a greater than sign in our
formula inside of an equals sign. Getting this information helps us
compare the data about quantity. Okay, now we need to find out how much
total revenue each transaction type brought in. Since the data isn't
organized by quantity, we'll use the SUMIF function
to help us add the revenue for transactions with one item and
with one more item separately. SUMIF is a function that adds
numeric data based on one condition. Building a formula with SUMIF is a bit
different than one with COUNTIF. They both start the same way with
an equal sign and the function, but a SUMIF formula contains the range of
cells to be evaluated by your criteria, and the criteria. In other words, SUMIF has
a list of cells to check based
on the criteria you set in the formula. Then the range where we want to add the
numbers is placed in the formula if that range is different from
the range being evaluated. There's commas between
each of these parts. Adding a space after
each comma is optional. So let's try this. In cell H11, we'll type our formula. The
range to be evaluated is in column B,
so we'll select those cells. The condition we want the data
to meet is for the values in the column to be equal to one. So we'll type a comma
and then inside
quotes an equal sign and the number one. Then we'll select the range to be added
based on whether the data from our first range is equal to one. This range is in
column C, which lists
the revenue for each transaction. So every amount of revenue earned from
a transaction with only one item will be added together. And there's our total.
Since this is revenue, we'll change
the format of the number to currency, so it shows up as dollars and cents. So the
transactions with exactly one
item earned $1,555.00 in revenue. Let's see how much the transactions
with more than one item earned. Okay, let's check out the results. Just like with
our COUNTIF examples,
the second SUMIF formula will be the same as the first, except for the condition,
which will make it greater than one. When we run the formula, we discover that the
revenue
total is much higher, $4,735.00. This makes sense, since the revenue is coming from
transactions with more than one item. Good news. To complete our objective,
we'll do two more quick calculations. First, we'll find the average revenue per
transaction by dividing each total by its count. This will show our stakeholders
how much of a difference there is in revenue per transaction between one
item and multiple item transactions. This information could be useful for
lots of reasons. For example, figuring out whether to add
a discount on purchases with more than one item to encourage customers to buy more.
We'll put these calculations in
the last column of our summary table. You might remember that we use a slash in
a formula as the operator for division calculations. The average revenue for
transactions with one item is $62.20. And the average revenue for transactions
with more than one item is $205.87. And that's it for our analysis. Our summary
table now
gives the stakeholders and team members a snapshot of the analysis
that's easy to understand. Our COUNTIF and
SUMIF functions played a big role here. Using these functions to
complete calculations, especially in large datasets,
can help speed up your analysis. They can also make counting and
adding a little more interesting. Nothing wrong with that. And coming up, we'll
explore more functions to make
your calculations run smoothly. Bye for now.

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