How to Create a Business Report from an Excel File

Define what the report needs to explain

Before importing, write down one or two questions the report must answer. Examples include revenue by department, customers with declining turnover, or changes from one month to the next.

Choose columns that directly support those questions. A sales report commonly needs a date, document number, customer, department, sales team, quantity, and amount. Extra columns add complexity unless they support a useful comparison.

Prepare the Excel file for reliable import

Each row should represent one business event, such as an invoice line. Keep headers in the first row and avoid merged cells, subtotal rows, and blank rows inside the dataset. Use consistent date and number formats.

Choose a file and review the automatically prepared sample and reported issues. Open column settings if needed, then choose Continue. A sample does not validate every row: full import validation may reject the file, in which case correct the source and try again.

Choose metrics and the right presentation

Use a table for detail, a chart for a trend, a pivot for comparing several groups, and a KPI card for one key number. Every item should have a clear purpose.

1. Use SUM for a total amount. Row count gives line-item count when each row is one item; COUNT on a field counts nonempty values. Invoice counts require one row per invoice, and counting customer codes does not count distinct customers.
2. Add a date filter so the same view works for a month, quarter, or year.
3. In the imported table preview, choose Analyze, then prepare a Table, Chart, or Pivot.
4. After a successful run, choose Add to dashboard; use Save view to reopen the analysis from Analytics later.