excel @ glance

7/30/2019 Excel @ Glance

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All you needto know to

do moreand

work less

Excel @ glance


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Split windows and freeze panes

Hide and Unhide command

Moving around a spreadsheet with Ctrl,

Shift, and Arrow keys

Name cells/ranges

Sort command

Toggling among relative and absolutereferences

Fill down command

IF function

AND and OR functions

SUM and SUMIF functions

COUNT functions

Text Merge

PUT THE PIECES TOGETHER: Exercise 1

ROUND

VLOOKUP and HLOOKUP functions

Insert Function command

Paste Special command

Verify Formulas

Goal Seek add-in

Scenarios

Pivot Tables

PUT THE PIECES TOGETHER: Exercise 2

Protecting cells and worksheets

Editing multiple worksheetssimultaneously

Conditional formatting

Autofilter command Customize tool bars

Group and Ungroup your spreadsheet

Switch off the Microsoft Actors

Clean up text

Keyboard shortcuts

General Recommendations


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Splitting a window allows you to work on multiple parts ofa large spreadsheet simultaneously

Freezing the pane allows you to always keep one part ofthe spreadsheet (e.g., column or row labels) visible

How?Drag the split horizontal and split vertical icons to thedesires positions

Click on the freeze pane from the Window Menu (or usethe Freeze Pane Icon)

Practice Split the screen so that the First 3 rows and the First 5Columns are Freezed

Freeze pane icon

Split screen icon

SPLIT WINDOWS AND FREEZE PANES

Why?


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Allows you hide and unhide particular rows orcolumns Simplifies working with the spreadsheet Prevent certain information from being seen

Select the row(s) or column(s) to behidden/unhidden

Select Format RowHide/Unhide or Format:Column-->Hide/Unhide (or Right Clic)

Hide the Customer Name

HIDE AND UNHIDE COMMAND

How?

Practice

Why?


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Save you lots of timeMove the first or last cell of a contiguous data block

without scrolling

Ctrl-Arrow Move to the first/last data cell in the arrowdirection

Ctrl-Shift-Arrow Selects the cells between the currentcell and the first/last data cell

Select all cells with data using the Ctrl, Shift, and Arrowkeys

MOVING AROUND A SPREADSHEET WITH CTRL, SHIFT, AND ARROW KEYS

How?

Practice

Why?


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Allows specific cells or cell ranges to be referred to byname

Allows you to write equations such as = Quantity*Costinstead of =$B$12*$C$4

Select the cell or cell rangeSelect Insert-->Name-->Define from the menu bar

Define cells V2:V1041 as Order Month

NAME CELLS/RANGES

How?

Practice

Why?


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Correctly sorting a series of rows or columns

without disassociating the data is critical to manymodeling efforts

SORT COMMAND

How?

Why?

To sort by single category, just click into column, NEVERhighlight column (would destroy table integrity)

To use multiple criteria, click any cell of data table, select

DataSortData table will be selected

Can sort by up to 3 categories,use drop lists to select fields,specify A-Z or Z-A


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Select Tools/Options/Custom Lists to create specialized sortorders, e.g. To sort months and weekdays according to their calendar

order instead of their alphabetic order To rearrange lists in a specific order (such as

High/Medium/Low entries)

Practice

Indicate if have Header row, which will not be included in

sort

Select Options to use Custom lists (create first, see below)

How?

SORT COMMAND (CONTINUED)

Sort the Source Column creating a sorting list the ranks:

1. Info Account

2. Magazine Advertising

3. Customer Base


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Be careful when you select the data to Sort: if you forget to

select a column, sometimes Excel asks you to extend the

selection, but sometimes not. In the second case there isthe risk is seriously damage the data and waste hours in

repairing it

WARNING

SORT COMMAND (CONTINUED)


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Saves you lots of time

It is warmly recommended when creating complexformulas that consider combination of fixedcolumns and rows

Put a $ before the Row or the Column you wantto toggle to Absolute or Relative

F4 key toggles through the different options

TOGGLING AMONG RELATIVE AND ABSOLUTE REFERENCES

How?

Why?

Practice Try the functionality


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Saves you lots of time

Allows for copying of cell content to contiguous cells withfew keystrokes

Select the cell with the content to be copied and drag to selectthe cells to which the content should be copied

Ctrl-C to Copy Ctrl-V to Paste Ctrl-Arrows to moveOR

Double click on the Bottom Right square

Calculate the Weighted Value in column Q starting in Q2without using the mouse!

How?

Practice

Fill Down command

Why?

Double Click hereto copy down theformula


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Conditional comparisons are used in virtually allspreadsheets

Knowing how to use IF in a nested manner and incombination with other functions will save hours of time

IF(Comparison,TrueAction,FalseAction)IF(Comparison,TrueAction,) ==> Cell shows 0 if conditionis false

IF(Comparison,TrueAction,) ==> Cell shows blank ifcondition is false

Create a Good, Bad and Average variable in column Wranking: Good if the Sale is >= 10.000 Bad if the Sale is


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Used with the IF function to enable more complicated

logical comparisons

AND(Comparison 1,Comparison2,Comparison3,)OR(Comparison 1,Comparison2,Comparison3,)

Create a variable in X column that calculates the WeightedValue only for: Success Probaility > 60% Quantity is > 80 ORPrice is >250

AND AND OR FUNCTIONS

How?

Practice

Why?


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SUM is used in virtually all spreadsheets

SUMIF can save lots of time in most spreadsheets if youknow how to use the function

SUM(Range1,Range2,Value1,)SUMIF(Range,Comparison,SumRange)

If a SumRange IS NOT specified, SUMIF sums the cellsmeeting the Comparison criteria in the specified Range If a SumRange IS specified, SUMIF sums the cells in

SumRange where the corresponding cells in Rangemeets the Comparison criteria

NOTE: The signs must be used for the Comparisonvalue

Calculate the number of VHS and CDs ordered

SUM AND SUMIF FUNCTIONS

How?

Practice

Why?


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Prevents you from wasting time counting items manually

or creating dummy variables to count such items

COUNT(Range1,Range2,Value1,...) ==> count the numberof cells containing numbers

COUNTA(Range1,Range2,Value1,...) ==> count the numberof non-empty cellsCOUNTBLANK(Range) ==> count the number of empty cellsin the range

COUNTIF(Range,Criteria) ==> count the number of cellsin the Range containing the Criteria. NOTE: The signsmust be used for the Criteria value

Count the number cells that contain HSI in the column D

COUNT FUNCTIONS

How?

Practice

Why?


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TEXT MERGE

It is useful when you need to have an extrafield from the merge two or more strings. Thisallows you to create a unique string field tosum or count selected data

How?

Practice

Why?

To merge two cells or two texts:-use the function CONCATENATE() use the -symbol & before and after the cells or thetext you need to merge (better)

=Akko&Bert returns the stringAkkoBert

Create a string that Merges the Area andthe ID


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ExceriseWe need to summarize the Results for the CEO. We have been asked to

resume:Volumes - Values - Average Volume

Detail all by Area, Line of Business AND by Reps ID

Constraints/Goals:1) Ceo likes to play. Cell B2 should be variable in order to let our CEO see the

results by changing level of probability

2) every single formula should have a proper Relative and Absolute REF (so if you

copy it and paste it in another cell it should work)

3) the company cares about saving Network Hard Disk space. Saving the sheet

with the lowest KB avoids IT boring emails

4) Proficiently use the Functions IF, COUNTIF, SUMIF, CONCATENATE


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Many situations exist when you need to have exactnumbers instead of various fractions in your calculations

(e.g., there cannot be 536.235 bank branches)

ROUND(Number,Digits) ==> Round the number (or cell) tothe specified number of digits If Digit = 0, then Number is rounded to nearest integer If Digit > 0, then Number is rounded to the specified

number of decimal places If Digit < 0, then Number is rounded to the specified

number of digits left of the decimal place

In column X use a ROUND Function that Rounds the Salesto the nearest thousands

ROUND

How?

Practice

Why?


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Allows you to automatically lookup a particular cell of datafrom a larger data range. This is especially useful when

you have A large data section that contains information for

multiple records somewhere on the spreadsheet (e.g., asmall database)

A calculation area somewhere else, and you need torefer to some specific data elements for specificrecords

VLOOKUP AND HLOOKUP FUNCTIONS

Why?


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VLOOKUP and HLOOKUP allows you to find a specific cell of data ina larger data range Use VLOOKUP when each row contains a separate record and the

associated columns contain data for that one record Use HLOOKUP when each column contains a separate record

VLOOKUP(SearchValue,Range,ColumnNumber,Error) ==> look for avalue in the row specified by SearchValue and the columnspecified by ColumnNumber SearchValue indicates the match key (i.e., find the row that

contains the SearchValue in the first column) Range specifies the cells containing the data ColumnNumber specifies the column that contains the data

element you want Error determines what happens when Excel does not find the

exact SearchValue you want. FALSE leads Excel to display a #N/Awhen an exact match cannot be found. TRUE leads Excel todisplay the next smaller value than SearchValue

HLOOKUP(SearchValue,Range,RowNumber,Error) ==> look for avalue in the column specified by SearchValue and the rowspecified by RowNumber

NOTE: The 1st column of data must be sorted in ascending orderwhen using VLOOKUP, and the 1st row of data must be sorted ifusing HLOOKUP

VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED)

How?


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VLOOKUP and can be used instead of a NASTED IF. Instead ofusing IF(test1, A, IF(test2, B, IF(test3, C, D))

Use a VLOOKUP the looks for the following table:Test1 ATest2 BTest3 CEmpty D

Use VLOOKUP to create a column with the NAME and theAnnual Salary of each Rep ID


Practice

Tip


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Number thecolumns to

easily check

your

formulas

Need to sort in

ascending orderfor VLOOKUP

function to work

properly


This record in this

position will never becaught by a VLOOKUP


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What do you do if you do not know what functions are

available or how to enter the arguments for a function?

Select the cellSelect Insert-->Function from the menu bar

Create a formula with VLOOKUP, SUMIF and COUNTIF byusing the Insert Function Command

INSERT FUNCTION COMMAND

How?

Practice

Why?


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Saves you lots of time Retyping formulas Converts formulas into values Reformatting cells Transposing cells (i.e., convert row-entered data blocks into

column-entered ones)

Convert the Rounded sales calculations into values (i.e., get rid ofthe formulas)

Copy and paste the entire dataset into a new spreadsheet intransposed manner

Copy the cells of interestPlace the cursor where you want to past the informationSelect Edit-->Paste Special from the menu bar

Select the appropriate options from the dialog box that appears

PASTE SPECIAL COMMAND

How?

Practice

Why?


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Quickly find the cells referenced by a formula and/orquickly find which cells reference a particular cell ofinterest

Select View-->Toolbars-->Customize from the menu bar.Check the Verify Formulas Box from the Toolbars tabClick on the cell of interestSelect the Trace Precedents or Trace Dependents iconfrom the Auditing Toolbar

Choose number in the Table built in Exc. 1 and see whatare the links

VERIFY FORMULAS

How?

Practice

Why?


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Easily find what one input variable needs to be to achieve

some desired result in a calculation

Select the calculated cellSelect Tools-->Goal Seek from the menu barEnter the desired resulting calculation into the To

Value form in the dialog that appearsEnter the input cell in the By changing cell: form

Consider the following Flows:-450.000 300.000 30.000 -350.000 -500.000 1.500.000

What is the IRR of the Operation? You should use the

function NPV (corrected) AND the GOAL SEEK feature

GOAL SEEK ADD-IN

How?

Practice

Why?


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Youve created a model and need to run various scenarios. Thenuse the scenario function under the tools menu. Keeps your

inputs and outputs from the model nicely together

Assign names to the excel cells that act as input parameters foryour model

Start the scenario function by selecting Tools-->Scenarios from themenu bar.

Click Add to enter your first scenario Create a name Select ALL cells that will be your input to the model.

Assign the desired scenario value to each input parameter.Add more scenarios as neededWhen finished click on summary and select scenario summary (the

pivot table is not so helpful)

SCENARIOS

How?

Why?


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The CEO asks you to build a Model to understand how will be the cashneed for 3 different business structure that can be followed when

penetrating a new country:

SCENARIOS (SIMPLE EXAMPLE)

1) Aggressive Mktg Strategy, noDirect Personnel, no OwnedAssets

2) Moderate Mktg, 5 FTEs, noOwned Assets

3) Moderate Mktg, 10 FTEs,Purchased Assets

How changes the Cash need?

Record three Scenarios


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Most powerful tool to arrange huge amounts of data in a morestructured way than pure sorting. In particular helpful to run quicksums, averages, distributions, etc. in combination with a structure

criteria, e.g. total number and average sales per store size band.Possibility to DROP-DOWN to DATABASE

Select Data: PivotTable Report

Step 1: MicrosoftExcel list. Click

Next

Step 2: Selectthe relevantdata area andclick next

Step 3: Click onLayout to select the

data elements

PIVOT TABLES

How?

Why?

Step 4: Drag and drop dataelements on row andcolumn (this is your tablestructure), the data youwant to analyze on thedata area Click Ok and

then Finish


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ExceriseCEO gets in your room and you understand from

his face that he is not happy. He gives you 5minutes to report:

1) Volumes of Sales by Product, Years ofExperience of Employee and Area detail

2) Sales Value by Product and Annual Salary per

Employee3) Average Quantities, Standard Deviation on Qand Dev.ST on Av by Employee Name

4) Who is the most reliable employee? Who youwill promote and who will you fire?

Constraints/Goals:1) Use Functions AND Pivot Tables

2) Be essential. Any formatting is nice but you have just 5 minutes


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Sometimes you want to give your Excel file to someone else andprevent them from changing the formulas for seeing some hidden

cells

Protecting a spreadsheet or workbook involves two steps Designating which cells to be locked or hidden Protecting the spreadsheet or workbook

Note several weird peculiarities: The default for all cells in a spreadsheet if LOCKED. So if you

want the receiver of your worksheet to change the content of acell, unlock the cell before protecting the spreadsheet

The formulas in a cell can be seen even if the spreadsheet is lock-- UNLESS you hide that cell before protecting the spreadsheet

To lock/unlock and hide/unhide a cell, select the cell(s) and selectFormat-->Cell. Select the Protection tab when the dialog boxappears

To protect/unprotect a spreadsheet, select Tools-->Protection-->Protect Sheet

Protect the dataset spreadsheet Allow the user to change the data Lock and hide the formulas you entered

PROTECTING CELLS AND WORKSHEETS

How?

Practice

Why?


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Avoid having to redo your work on multiple spreadsheets

in a single workbook

Select the first spreadsheet to be editedHold the Ctrl key while clicking on the additionalspreadsheets

Do your editing

Try it

EDITING MULTIPLE WORKSHEETS SIMULTANEOUSLY

How?

Practice

Why?


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Sometimes you would to color the output of cells in

different colors, e.g. negative numbers in red, positivenumbers in black, or add a frame, etc.

Mark the relevant fields and select Format: ConditionalFormattingSelect the criteria for the format and adjust the format.You can actually change the font, the border and thecolor

Click onAddto select additional criteria for the formatting

Format a cell to be in red font, with blue background fornegative numbers and in bold font with thick border, ifthe value is above 10

CONDITIONAL FORMATTING

Practice

How?

Why?


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You have a huge pile of data and quickly want to find somespecific information, e.g. all sets that meet a criteria or

the top 10 items etc.

Click into your table or better mark the data area andselect Data: Filter: AutofilterUsing the drop-down boxes per item allows you to displayonly specific filtered information

Selecting multiple matches (up to 3 maximum withautofilter) you can narrow down your search

Or add your own criteria for filtering by clicking on the

custom criteria

Find Products in the North that have 20% to 60% of successprobability AND that are managed by Homer OR Bart

AUTOFILTER

Practice

How?

Why?


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How many icons on the tool bar to you use regularly?How often do you have to use the menu bar or mouse to do

something you wish were accessible with a single click?

Select View-->Toolbars-->CustomizeClick on the Commands tabDrag items on and off the toolbar as you wish

CUSTOMIZE TOOL BARS

How?

Why?

Right click toolbar area Select Customize Select Commands tab in

Customize dialog box From appropriate menu,

find the command forwhich you want to addbutton

Drag button to locationon toolbar

OR


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or create your own icons!

Auto filter off show all

CUSTOMIZING YOUR TOOLBAR (CONTINUED)

Practice

How?

Paste valuesSelect visible cells

Save as

Show comment (toggles it)

Set print area

Page setup

Merge cells

Auto filter

Other favorites ...

Modify your toolbar as desired


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How often would you like to hide or unhide parts of acomplex spreadsheet?

If your answer is very often. You will like togroup/ungroup function instead of the hide/unhidecommand, since you will be able to toggle betweenhidden or displayed columns or rows.

Mark the row or column that you would like to fold, i.e.hide for the moment.

Click on Data: Group and Outline: GroupTo fold click now on the minus sign outside of yourcolumn or row

You may also group or ungroup hierarchically

Try it

GROUP/UNGROUP PARTS OF SPREADSHEETS

Practice

How?

Why?

S C O CROSO AC ORS


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Also find the Microsoft Actors more disturbing than helpful?Always popping up at the wrong moment

Excel 97 Start the Windows Explorer Go to the directory Program Files: Microsoft Office

OfficeActors Rename the directory Actors to Dead Actors

Excel 2000 and over Go to ToolsOptionsEdit and switch off Provide

feedback with animation

Try to eliminate the Actors

SWITCH OFF THE MICROSOFT ACTORS

Practice

How?

Why?

CLEAN UP TEXT


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CLEAN UP TEXT

One easy method to split text into separate columns is theData/Text to Column Wizard Select the cells Select Data/Text to Column

How?

Why?Often companies have data on their mainframe. The best

you can get for your PC is a text file dump. This trick will

help you see through the data mess youve received.

CLEAN UP TEXT (CONTINUED)


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How? Check that Excel choose correct setting, change as needed



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Be sure the are enough empty columns for your conversionat the destination or Excel will OVERWRITE the contents of

the cells


How?Be sure to supply the destinationClick finish

Note

Split data appears in 2 columns

KEYBOARD SHORTCUTS


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KEYBOARD SHORTCUTS

Alt +

Ctrl + Shift + ~Ctrl + Shift + $

Ctrl + Shift + %

Ctrl + Shift + !

Ctrl + Shift + &

Ctrl + Shift + _

Ctrl + bCtrl + i

Ctrl + u

Ctrl + 9

Ctrl + Shift + 9

Ctrl + 0

Ctrl + Shift + 0

Ctrl + 1

Ctrl + 5

Shift + Space

Ctrl + Space

Display the style dialog box

General Num. FormatCurrency format

Percentage format

Comma format

Outline border

Remove borders

BoldItalic

Underline

Hide rows

Unhide rows

Hide columns

Unhide columns

Format Dialog Box

Strike Through

Select the entire row

Select the entire column

Formatting keys

KEYBOARD SHORTCUTS (CONTINUED)


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Ctrl + a

Ctrl + x/c/v

Ctrl + d/r

CTRL+SHIFT+*

SHIFT+ arrow key

CTRL+SHIFT+ arrow key

SHIFT+HOME

CTRL+SHIFT+HOME

CTRL+SHIFT+END

Select the entire worksheet

Cut/copy/paste

File cells down/right

Select the current region around the active cell(the current region is an area enclosed by blankrows and blank columns)

Extend the selection by one cell

Extend the selection to the last nonblank cell inthe same column or row as the active cell

Extend the selection to the beginning of the row

Extend the selection to the beginning of theworksheet

Extend the selection to the last cell used on theworksheet (lower-right corner)

Formatting keys



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Ctrl + F4

Alt + F4Ctrl + F10

Ctrl + F9

Ctrl + F5

F6

Shift + F6

Ctrl + F6

Ctrl + Tab

Shift + F11

F11

Ctrl + s

F12

Ctrl + o

Ctrl + n

Alt + F8

Alt + F11

Closes workbook window

Closes ExcelMaximizes the workbook

Minimizes the workbook

Restore window size

Next pane

Previous pane

Next window

Next window

Inserts a new sheet

Create a Quick Chart Sheet

Saves the workbook

Saves As

Opens a workbook

Creates a new workbook

Macros Dialog Box

Visual Basic Editor

Windows and Workbook keys




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ALT + TAB

CTRL + TABCTRL + Page Up/Page Down

CTRL + Home/End

CTRL + arrow key

Switch between applications

Switch between open Excel filesGo to previous/next worksheet

Go to the first/last cell of the worksheet

Go to the next empty cell

Windows and Workbook keys

Auditing and Calculation keys

Ctrl + ( ~ )

Ctrl + [

Ctrl + Shift + {

Ctrl + ]

Ctrl + Shift + }

F9

Shift + F9

F2

Toggle formula display

Selects cells directly referred to by formulas(Precedent Cells)

Selects directly and indirectly referred to cells

Selects only cells with formulas that refer directlyto the active cell (Dependent Cells)

Selects all cells within formulas that directly orindirectly refer to the active cells

Calculate all worksheets

Calculate worksheet

Toggle cell edit mode



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Auditing and Calculation keys

SHIFT+BACKSPACE

SHIFT+PAGE DOWN

SHIFT+PAGE UP

CTRL+SHIFT+SPACEBAR

CTRL+6

CTRL+7

If multiple cells are selected, select only theactive cell

Extend the selection down one screen

Extend the selection up one screen

With an object selected, select all objects on asheet

Alternate between hiding objects, displayingobjects, and displaying placeholders for objects

Show or hide the Standard toolbar

Useful Number formats

;;;#,

,##0.00_);(,##0.00)

#,##0_);(#,##0);---;@

Hides the contents of a cellDisplays numbers in thousands. (e.g., 1,000,000displays 1,000)

1000 = &1,000.00

-1000 = (&1,000.00)

1000 = 1,000

-1000 = (1,000)



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ASCII Characters

Ctrl + F3

Alt + 0149Alt + 0163

Alt + 0165

Alt + 0153

Alt + 0169

Alt + 0188

Alt + 0189

Alt + 0190

Define Name (Range Name)

GENERAL RECOMMENDATIONS


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GENERAL RECOMMENDATIONS

Structure, structure, structure. Should

know this anyway, since youre ED keepstelling you this every day

Keep Inputs, Processing and Outputs ondifferent worksheets of your Excel file

Name universal variables, e.g., WACC

instead of $AH264

Use color-coding, but dont overdo it. Excelis not Powerpoint.

Save cautiously, but frequently. Keepdifferent versions and backup (network,

hard disk). Too many models disappearedin the night time

Excel at glance


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The End

Excel at glance

excel @ glance

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