Excel for Data Analysis – Personal Notes for Revision & Interview Prep

What is Excel?
Microsoft Excel is a spreadsheet tool used to enter, analyze and visualize data
using cells organized in rows and columns. It is widely used in all industries,
especially for data analysis.

Basic Excel Terminology

• Workbook – The entire Excel file
• Worksheet – A single sheet/tab inside a workbook
• Cell – The intersection of a row and column (e.g., A1)
• Range – A selection of two or more cells (e.g., A1:A10)

Excel Syllabus for Data Analysts

1. Data Management & Cleaning
• Remove Duplicates
• Text to Columns
• Data Validation
• Flash Fill
• TRIM and CLEAN PROPER, UPPER, LOWER
2. Formulas
• Basic: SUM, COUNT, AVERAGE
• Logical: IF, IFERROR, AND, OR, NOT, Nested IF
• Lookup: VLOOKUP, HLOOKUP, XLOOKUP, INDEX, MATCH, INDEX
+ MATCH
• Advanced: SUMIFS, COUNTIFS, AVERAGEIFS, INDIRECT,
CHOOSE, OFFSET
 • Text: LEFT, RIGHT, LEN, TRIM, UPPER, LOWER, PROPER,
CONCATENATE, TEXTJOIN
• Arrays: ARRAY Formulas, LET, SUMPRODUCT
• Referencing: Relative (A1), Absolute ($A$1), Mixed (A$1, $A1)
3. Data Analysis & Reporting
• Sorting and Filtering
• Subtotals
• Data Tables
• Pivot Tables & Pivot Charts
4. Visualization
• Conditional Formatting
• Charting: Column, Line, Bar, Area, Scatter, Treemap, Histogram, Filled
Map
• Dashboards: Dynamic, Interactive, using Slicers and Timelines
5. Advanced Excel
• Macros
• Power Query
• Power Pivot
• Automation
• Advanced Filters

Essential Excel Features & Functions

Quick Access Toolbar
• Location: Top-left corner above the ribbon
• Purpose: One-click access to common commands like Save, Undo, Redo
• Customization: Right-click any ribbon command > "Add to Quick Access
Toolbar" or use dropdown arrow to add preferred actions
Freeze Panes
• Keep headers visible while scrolling
• View > Freeze Panes
• Shortcut: Alt + W + F + F
Text Functions
• TRIM(A1) – Remove extra spaces
• PROPER(A1) – Capitalize first letter of each word
• UPPER(A1) / LOWER(A1) – Change case
• LEN(A1) – Character count
• LEFT(A1, n) / RIGHT(A1, n) – Extract part of text
Find & Replace
• Shortcut: Ctrl + H
• Replace incorrect entries quickly
Flash Fill
• Shortcut: Ctrl + E
• Auto-fill values based on detected pattern
Text to Columns
• Data > Text to Columns
• Delimited or Fixed width

Copying, Filling, and Formatting Data

• Use fill handle to copy formulas or patterns
• Format cells with font, color, number type
• Ctrl + D to fill down
Formulas Every Analyst Must Know
Math Functions
• SUM(A1:A10), AVERAGE(B1:B10), MAX(), MIN()
IF Logic
• =IF(A2>50, "Pass", "Fail")
Count Functions
• COUNT() – Count numbers
• COUNTA() – Count non-blank cells
• COUNTBLANK() – Count blanks
Lookup Functions
• VLOOKUP(value, table, col_index, FALSE)
• XLOOKUP(lookup, lookup_array, return_array, ...)
• INDEX(range, row, [column]) + MATCH(value, range, 0)
Join Text
• =CONCATENATE(A2, " ", B2)
• =TEXTJOIN(" ", TRUE, A2, B2, C2)

Sorting, Filtering & Formatting Tips

• Format as Table – Home > Format as Table
• Conditional Formatting – Highlight important values
• Filter/Sort – Analyze specific portions of your dataset
• Custom Filter – Filter on text, numbers, dates, etc.

PivotTables
• Insert > PivotTable
• Drag Fields:
 o Rows: Categories
o Values: Metrics (SUM, COUNT)
• Add Filters & Slicers for interactivity
• Used to summarize and group large data efficiently

Data Cleaning Essentials

• Remove Duplicates – Data > Remove Duplicates
• Delete Blank Rows – Filter or Go To Special > Blanks
• Convert Data Types – Format cells (Date, Currency, etc.)
• Data Validation – Create dropdowns for consistent input

Keyboard Shortcuts to Know

Action Shortcut

Save Ctrl + S

Open Ctrl + O

Close Workbook Ctrl + W

Copy / Cut / Paste Ctrl + C / X / V

Undo Ctrl + Z

Bold Ctrl + B

AutoSum Alt + =

Insert Date / Time Ctrl + ; / Ctrl + Shift + :

Go to End of Data Ctrl + Arrow Key

Move Between Sheets Ctrl + Page Up/Down

Filter Toggle Ctrl + Shift + L

Action Shortcut

Edit Active Cell F2

New Worksheet Shift + F11

Automation Tools in Excel

• Macros – Record repetitive steps
• Power Query – Clean and reshape data
• Power Pivot – Perform advanced data modeling
• Goal Seek, Data Tables – Perform what-if analysis
Top 50 Excel Interview Questions and Answers for
Data Analyst Roles
1. What is Excel and why is it important for data analysts?
Answer: Excel is a spreadsheet tool used to organize, clean, analyze, and
visualize data. It’s widely used in data analysis for tasks like reporting, data
cleaning, and building dashboards.
2. What’s the difference between a Workbook and a Worksheet?
Answer: A Workbook is the Excel file, while a Worksheet is a single page (tab)
within the file.
3. What are relative, absolute, and mixed cell references?
Answer:
• Relative: A1 – adjusts when copied
• Absolute: $A$1 – remains fixed
• Mixed: $A1 or A$1 – either row or column stays fixed
4. How does VLOOKUP work?
Answer: It searches for a value in the first column of a table and returns a value
from a specified column in the same row.
5. What’s the difference between VLOOKUP and XLOOKUP?
Answer: XLOOKUP is newer and more flexible. It can search left, right, return
multiple values, and handle errors better.
6. What is a PivotTable?
Answer: A PivotTable summarizes large datasets by grouping and calculating
totals, averages, counts, etc., without formulas.
7. How do you remove duplicate values?
Answer: Select your data → Data tab → Remove Duplicates.
8. What does the TRIM function do?
Answer: It removes extra spaces from text, which is useful when cleaning data.
9. What’s the difference between COUNT, COUNTA, and COUNTBLANK?
Answer:
• COUNT: Numeric cells
• COUNTA: Non-empty cells
• COUNTBLANK: Empty cells
10. Explain the IF and Nested IF functions with an example.
Answer: IF allows logic-based decisions. Example: =IF(A1>60, "Pass", "Fail").
Nested IFs: =IF(A1>80, "A", IF(A1>60, "B", "C"))
11. What’s Conditional Formatting used for?
Answer: It highlights cells based on rules (e.g., values > 100 turn green). Great
for spotting trends or outliers.
12. How do you split data in a single column into multiple columns?
Answer: Use Text to Columns under the Data tab. Choose Delimited or Fixed
Width depending on how the data is separated.
13. How do you combine first and last names?
Answer: =A2 & " " & B2 or =TEXTJOIN(" ", TRUE, A2, B2)
14. What is Flash Fill?
Answer: A feature that auto-fills data when it detects a pattern. Trigger it with
Ctrl + E.
15. What are Named Ranges?
Answer: Assigns a name to a group of cells so you can refer to them easily in
formulas.
16. What is an Array Formula?
Answer: Performs multiple calculations on data ranges. In Excel 365, these spill
automatically. Example: =SUM(A1:A5*B1:B5)
17. How does Data Validation help?
Answer: Restricts user input (e.g., dropdowns, date ranges) to prevent incorrect
data.
18. What are Dynamic Arrays?
Answer: Functions like SORT, UNIQUE, and FILTER that automatically fill
multiple cells based on a single formula.
19. How can you protect an Excel worksheet?
Answer: Go to Review tab → Protect Sheet → Add a password.
20. How do you insert charts?
Answer: Select data → Insert tab → Choose chart type (e.g., Column, Line, Pie).
21. What is the difference between a Chart and a PivotChart?
Answer: A Chart visualizes normal data. A PivotChart is linked to a PivotTable
and updates with it.
22. What is a Slicer?
Answer: A visual filter for PivotTables and PivotCharts. It allows quick and
interactive filtering.
23. What steps do you take before building a dashboard?
Answer: Clean data, create PivotTables, insert charts, add slicers or filters, and
arrange visuals clearly.
24. What is Power Query?
Answer: A tool to import, clean, and transform data. Automates steps like
removing columns, filtering, or merging data.
25. What is Power Pivot?
Answer: A data model tool that handles large datasets and enables relationships
between multiple tables.
26. How do you transpose data?
Answer: Copy data → Right-click → Paste Special → Transpose.
27. How do you apply filters?
Answer: Select data → Data tab → Click Filter.
28. How do you highlight top 10 values?
Answer: Home → Conditional Formatting → Top/Bottom Rules → Top 10
Items.
29. What is Goal Seek?
Answer: A tool that finds input needed to reach a specific result. Found under
Data → What-If Analysis.
30. What is INDEX MATCH and why is it better than VLOOKUP?
Answer: INDEX returns a value, MATCH finds a position. Together they are
more flexible and faster than VLOOKUP.
31. What does SUMIFS do?
Answer: Adds values based on multiple conditions. Example: =SUMIFS(Sales,
Region, "East", Product, "A")
32. What is INDIRECT used for?
Answer: Turns a text string into a cell reference. Useful for dynamic sheet
references.
33. How do you sort data dynamically?
Answer: Use SORT function or create helper columns + filters in older Excel
versions.
34. What is the LET function?
Answer: Assigns names to expressions inside formulas, making long formulas
easier to read.
35. What are Macros?
Answer: Recorded steps that automate repetitive tasks. Found in the View or
Developer tab.
36. How do you replace values quickly?
Answer: Ctrl + H opens the Find & Replace dialog.
37. What keyboard shortcuts should you know?
Answer:
• Ctrl + S: Save
• Ctrl + Z: Undo
• Ctrl + Shift + L: Toggle Filter
 • Ctrl + ;: Insert Date
• F2: Edit cell
38. How do you work efficiently with large data?
Answer: Use Power Query, turn off auto-calc, use Tables and PivotTables, and
avoid volatile functions.
39. What is a Data Table used for?
Answer: For what-if analysis with different inputs to see how they affect
outcomes.
40. What is a Histogram?
Answer: A chart that shows frequency distribution. Found under Insert → Charts
→ Statistical.
41. What are the common Excel file types?
Answer:
• .xlsx – default
• .xls – older
• .csv – plain text
• .xlsm – supports macros
42. HLOOKUP vs. VLOOKUP?
Answer: HLOOKUP searches horizontally, VLOOKUP searches vertically.
43. What does CHOOSE do?
Answer: Returns a value based on index number. Example: =CHOOSE(2, "Red",
"Green", "Blue") → returns "Green"
44. How do you handle blank cells?
Answer: Use COUNTBLANK, filter blanks, or IF(ISBLANK()) logic to fill or
flag them.
45. How do you lock a cell?
Answer: Select cell → Format Cells → Protection → Lock → Then Protect
Sheet.
46. Formula vs Function?
Answer: A formula is user-created (e.g., =A1+B1). A function is built-in (e.g.,
=SUM()).
47. What’s an Excel Dashboard?
Answer: A visual display of data insights using charts, tables, KPIs, slicers—all
in one sheet.
48. Excel Limitations?
Answer: Can slow down with large data, lacks version control. Better tools for
advanced analytics: SQL, Python, Power BI.
49. How can Excel be used for forecasting?
Answer: Use Forecast Sheet, TREND, or add trendlines to charts for future
predictions.
50. What soft skills should a data analyst show in interviews?
Answer: Explaining data logic clearly, giving examples, staying calm, and
adapting solutions based on feedback.