Akib Bin Rashid
Excel is the most widely used tool when it comes to dealing with huge datasets. We can perform myriads of tasks of multiple dimensions in Excel. Sometimes, we take the help of Excel to analyze data that are text in nature. In this article, I will show 5 useful ways on how to analyze text data in Excel.
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5 Useful Ways to Analyze Text Data in Excel
This is a portion of the dataset that I am going to use for this article. I have the Gender of some employees and the Position they are currently in. I will analyze this dataset now.
1. Use of Filter Feature to Analyze Text Data in Excel
The first feature you can use to analyze text data is the Filter.
Steps:
- Select the headings of your table. Then go to the Data Tab >> select Filter.
- Excel will create drop-down boxes in your headings. You can now filter your dataset using these drop-down boxes. For example, suppose you want to see the list of all Content Developers. To do so, select the drop-down box of Position >> Check Content Developer. Then click OK.
- Excel will get the list of all Content Developers.
2. Apply Functions to Analyze Text Data in Excel
Excel also offers plenty of functions to analyze text data. In this section, I will use two of them. These are the COUNTIF and IF functions. You can use other functions too.
2.1. COUNTIF Function
I will find out the number of employees in each position. To do so, I will use the COUNTIF function.
Steps:
- Go to E5 and write down the formula
=COUNTIF($C$5:$C$60,E5)
- Now press ENTER. Excel will count the frequency for “Content Developer” from the range C5:C60.
- Now, use Fill Handle to AutoFill up to F7.
2.2. IF Function
There are also many applications of the IF function to analyze text data in Excel. I will show one such example here.
I have modified the dataset a little. Now I have the Name of some employees and their positions. I will categorize them based on their position. “Content Developer” will be Category A, and “Team Leader” will be Category B.
Steps:
- Go to D5. Then write down the formula
=IF(C5="Content Developer","Category A","Category B")
Explanation:
- The logical test is C5=”Content Developer”. If the test is TRUE, the output will be “Category A“. If it is FALSE, the output will be “Category B“.
- Now, press ENTER. Excel will return the output.
- Now, use Fill Handle to AutoFill up to D12.
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3. Use of Pivot Table to Analyze Text Data in Excel
In this section, I will show how to use the pivot table to analyze text data in Excel.
Steps:
- Select the entire dataset B4:C60. Then go to the Insert tab >> PivotTable >> select From Table/Range.
- A new window will appear. Put the range and then select New Worksheet to get a pivot table in a separate worksheet. Then click OK.
- Excel will create a pivot table. You can now analyze the way you want. For example, if you drag Position in Rows field and Gender in Values and Columns field, you will get this table.
4. Apply Charts to Analyze Text Data in Excel
You can also apply different types of charts to represent your dataset. We calculated the frequency of each position using the COUNTIF function. Now I am going to represent that result using a chart.
Steps:
- Select E4:F7. Then go to the Insert tab >> select the pie-chart icon >> choose a suitable pie-chart.
- Excel will create a pie chart.
5. Use of Analysis Toolpak for Analyzing Text Data in Excel
Now, I will show how to use Analyze Toolpak to analyze text data.
Steps:
- Select B4:C60. Then select the Analyze Data from the Home.
- Excel will show the analysis option in a new ribbon. You can analyze the data the way you can.
Things to Remember
- Use Absolute Reference ($) to lock the cell.
- You can try different designs and formats for the charts.
- Excel recommends a list of charts for your dataset.
- Analyze Toolpak may not be available if you are using earlier versions of Excel.
Conclusion
In this article, I have demonstrated 5 useful methods for analyzing text data in Excel. I hope it helps everyone. If you have any kind of suggestions, ideas, or feedback, please feel free to comment down below.
