How to Present Data Analysis in Excel (The Presentation Layer)

Don't Discount Excel Data Presentation

A lot of the effort you put into presenting data analysis in Excel could make or break your reputation.

Good work tends to get handed around an organization. The last thing you want is for a crappy pivot table to get escalated up the ladder and end up in the lap of the CEO.

When they look at your work, they can either think "wow, this person does amazing work" or "wow, this person doesn't really care about their work product."

Branding matters inside your company too. You have to assume that everything you produce could end up in the hands of the CEO. Always put your best foot forward.

The Setup

We've got all our analysis done. We know our story:

• Q2 year-over-year growth slowed from 4% (Q1) to 2.7%
• Two lost customers in Latin America drove most of the variance
• A new customer anniversary in North America explains the rest

Now we need to package it for delivery.

Know Your Audience

This is one of the most overlooked things in analytics. Pay attention to how different stakeholders think.

Your CMO sees things one way. Your CFO sees things another way. Your COO sees things differently again.

For our purposes, this is going to another analytical person. They want:

• Numbers to chew on
• Visuals to support the story
• A quick snapshot of where we're at

Building the Summary Tab

Step 1: Remove Gridlines

Go to View and uncheck gridlines. It's a small thing, but it makes everything look cleaner.

Step 2: Create the Header

Q2 2021 Widget Inc Overview
All data as of 6/30/2021

Answer questions before they come up. Someone will ask "as of when?" Put it right there.

Step 3: Build Key Metrics

I want two prominent numbers:

• Customers: 50 (with prior year comparison)
• Volume: 965K (with prior year comparison)

Make these big, bold, and impossible to miss.

The Golden Rule: Never Hard-Code

Don't type "50" in a cell. Link to where that number comes from.

Why? Because when your manager looks at this and asks "where did that come from?"—you can hit Ctrl+[ and jump directly to the source.

The closer you show the connection to the source, the more trust people will have in your data.

Adding Visual Context

I'm going to use donut charts. Yes, I know—it's fashionable to hate on pie charts.

But here's the thing: a lot of people still appreciate them. They're a quick visual representation when you have a small number of items and just want a snapshot.

I'm not apologizing. They work for this purpose.

Conditional Formatting for Variance

For year-over-year changes, I add icon sets:

• Green arrow up = positive
• Yellow circle = flat
• Red arrow down = negative

This lets someone glance at the page and immediately see what's good and what needs attention.

The Data Tables

Behind every presentation layer is clean data. I build tables that are:

• Formula-driven (never hard-coded)
• Linked to source data (so someone can trace it back)
• Consistently formatted (bold headers, borders, alignment)

The presentation layer looks pretty, but the engine underneath is what makes it trustworthy.

The CEO's Desk Test

There's a saying: Don't do something you wouldn't be proud to see on the front page of a newspaper.

Here's my version: Don't send out work you wouldn't be proud to have show up on the CEO's desk.

That's a mantra I've lived by, and it's served me very well.

The Bottom Line

Analysis is only valuable if it leads to action. And for it to lead to action, it has to be:

• Clear
• Trustworthy
• Professional

Invest the time in Excel data presentation. It's not vanity—it's how you build your reputation.

Common Questions About Presenting Data in Excel

Q: How much time should I spend on formatting?

Rough guideline: if the analysis took 2 hours, spend 30 minutes on presentation. Don't overthink it, but don't skip it either.

Q: Should I use colors to make it look nice?

Use colors purposefully, not decoratively. Green for positive variance, red for negative, yellow for caution. Don't just make things blue because you like blue.

Q: What if my manager prefers a different format?

Learn their preferences and adapt. But set a high baseline—don't let "my manager likes pivot tables" become an excuse for lazy work.