MS Excel in one of the very powerful office application tools for data representation and interpretation.

It is a spreadsheet application and gives us an organized way to manage data for all small and medium businesses.

There are various in-built tools, like charts, graphs, tables, and calculation, present in MS Excel which helps us for data mining and processing in efficient manner.

Using MS Excel, any user can analyze, collate and interpret data very easily. You can also use reports and charts to show the graphical representation of any office and sales related data in you presentation.

Here are some of the ways to interpret data using MS Excel:


The first way it by importing and organizing data into a spreadsheet. You should ensure that you use clear and appropriate column headings and you must also name the tabs in case of multiple sheets in one spreadsheet.

The correct formatting and naming will help you to find the correct data easily and faster.


Pivot Table or Chart

You can create a pivot table or can make a chart to organize data in a summary manner.

You must highlight the entire data which you want in the pivot summary which includes headings as well.  Now select the “Data” option in the toolbar and then go to “Pivot”. From the ‘Pivot’ option list, select ‘Pivot Chart Report’.

Now you must follow the steps asked in the wizard, which is used to create the hart and the table. Now drag the headings in the different sections which will organize the data in summary. The headings can be changed anytime required and table can be refreshed after any change or new data entry.


Data filter

Select the data which is to be filtered and then select ‘Data’ and then ‘Filter’ option. You can either select ‘Auto Filter’ or ‘Advance Filter’ option in the list where ‘Auto Filter’ is used to filter each heading item by unique data in the column and ‘Advanced Filter’ can filter the data as a range and can be copied to new excel file as well.


Create Chart

Click on ‘Insert’ and then select ‘Chart’. This will load the Chart selection screen from where you need to select the type of chart, the data range, and the way the data will be represented in the chart.

The chart can be created either on the same sheet or on a new a sheet as well.


Use formulas and calculation.

MS Excel also provides the functionality to use formulas to perform basic and advanced calculation in the worksheet. You can use addition, subtract, multiply and other formulas to calculate and represent the data.


Use basic Sort

Select the entire data which you want to sort with headings. Select ‘Data’ and then go to ‘Sort’ option. The data can be sorted in ascending or descending order. You can also use multiple criteria to sort the same set of data.