intermediate excel 1excel rules ***do not have any completely blank columns or rows that break up...
TRANSCRIPT
Intermediate Excel 1Robyn Presley
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Live PD -Connecting and Supporting North Carolina School Business Leaders since 1984.
Welcome!Robyn Presley, Sr. Director of Accounting, WCPSS,
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This session has a handout. There are two ways to access handout:
Handout was included in the your registration confirmation email.
Handout was included in today’s PD email reminder.
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IF YOU NEED CPE CREDIT:
You will receive an email tomorrow which will confirm attendance for this session. This email serves as your 1 hour CPE Credit.
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The attendee controls appear at the bottom of your screen .
Chat: Access the chat window to chat with the participants. Please use this forum to ask questions.• Participants can ask questions during a Zoom session via “chat”. Start by clicking the “Chat” icon on thebottom right of your screen.• Once the chat panel will open up on the right, you can view and respond to all public chats.• Use the three dots to choose whether you want to send messages to all participants or the instructor.
Raise Hand: You made use the “raise hand” to let the presenter know you have need something or to respond to a speaker’s request.
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Excel Rules***Do not have any completely blank columns or rows that break up your data!!
You can have blank cells within your data, just the entire row or column can’t be blank
To make the spreadsheet easier to read, instead of putting in blank lines, increase the height of the next row to create the illusion of a blank line
Put different reports on separate sheets within the workbook
Put your column heading in one cell – If it is too long and you want it to visually be on two lines, format the cell to wrap text or type Alt+Enter between the two words to do it automatically
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Underlines To create underlines that have the same width in any cell of a row, and creates spaces between the underlines without having empty columns:
•Convert the cells to accounting format using either the comma button or right click, format cells and choose accounting.
• Then underline using the U.
• It is important to change the format first, otherwise Excel only underlines the content in the cell.
• You can also double underline by using the down arrow beside the U.
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Quick Access Tool Bar
• Make sure you are making use of the quick access tool bar• I suggest moving it to below the ribbon so you can get to it quicker• To set up your quick access tool bar, click the down arrow to the right of the tool bar.
• From this dropdown, you can move the toolbar below the Ribbon by selecting the last item – Show Below the Ribbon.
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Quick Access Tool Bar – Add items• Also from this same dropdown, you can add common items, but if you select More Commands, you will get this screen:
From here you can add and remove almost all commands in Excel by clicking the add and remove buttons in the middle. You can rearrange your buttons by clicking on an item in the right list (the ones you have chosen) and then clicking the up and down arrows to the right of the list.To help find a command, you can click the down arrow beside Popular Commands and choose any ribbon.
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Filters• You can turn on filters in any spreadsheet that had headings for all columns. While in your spreadsheet, click on Data then on filter. You will see the down arrow buttons appear beside each heading.
You can then click on the arrow and select the items you want to appear. If you want to get out of filter mode, just click the filter button again and it goes away, but so do your exclusions
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Flash Fill• This is new with 2013 – will not work on earlier version• Located under Data then in the Data Tools area• Move it to your tool bar – you will love it• The icon looks like a spreadsheet with a lightening bolt – It reminds me of The Flash superhero. But it works faster.
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Flash Fill
• Flash Fill will sense a pattern and fill the cells below• Key to the immediate right of the column you want to use to pull data• Type one or two examples and hit the flash fill and watch the magic• Limitations:
• I have found issues when pulling data with leading zeros ‐ like program codes where some are 2 digit and some are 3. I solve that by doing my keying beside a 3 digit number. You don’t have to key your information at the top of the spreadsheet, it will flash fill down and up.
• Always scroll down and make sure it looks good
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Autofill• As long as you have followed the Excel rules, instead of dragging down to autofill, you can just double click, and it will fill in all the way down to the last cell of your data
Put your curser on the box in the bottom right of the field, when your curser turns into a skinny cross,
just double click
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Pivot TablesPivot Tables let you summarize data in several ways at the same time and play with how you want it.
All columns must have a heading.
To create a Pivot Table, in the spreadsheet that has the data you want to use, click any cell within the data. Click Insert, PivotTable, OK.
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Pivot Tables – ContinuedThe Pivot table will then open in a new spreadsheet in your workbook. There will be an area on the left in the spreadsheet titled PivotTable1 and an area to the right of the spreadsheet titled PivotTable Fields. Within the Pivot Table Fields work area, you can drag your column headings to be rows, columns, or values. The spreadsheet will build in the area titled PivotTable 1 as you aredragging the fields. If you don’t like how it looks, drag them back and try something else.
If the work area on the right goes away, just click anywhere within the pivot table to bring it back
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Pivot Tables – Continued ‐ Filter• Once you have the table built, you can exclude items by clicking on the dropdown arrow by the headings and only select the ones you want displayed.
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Pivot Tables – Continued – Format Value Fields• Formating Values – When you click and drag a field heading to the Values area, Excel decides how to calculate the data – usually sum or count. If we want to change that, we can click on the item we want changed and a pop‐up window appears then click Value Field Settings.
The window at the right appears and you can change the type of calculation, you can also click the Number Format button at the bottom left and format your numbers how you want them (I always need the commas).
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Pivot Tables – Continued – Analyze Ribbon• While you are in your pivot table, you have two new ribbons – Analyze and Design which show under Pivot Table Tools
• Analyze Ribbon
• This is where you can refresh your data with the Refresh button or add lines or columns with the Change Data Source button if your source data increases.
• You can also format your numbers, click Field Settings and you get the screen we used before to change the formatting of you Values. One other way of getting to this screen is to double click on the heading in the pivot table.
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Pivot Tables – Continued – Design Ribbon• Design Ribbon
• You can change where your subtotals appear by clicking the down arrow under Subtotals and choose to not show subtotals, show them at the top, or show them at the bottom.
• There are all sorts of formatting options in the PivotTable Styles Options and PivotTable Styles areas
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Pivot Tables – Continued – Drill Down• You can drill down on a value in a pivot table by double clicking on the value
• Excel will open a new sheet with the details of the value that you double clicked
I double clicked here
And Excel opened this spreadsheet with all of the detail from the original source data
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• V‐lookup allows you to lookup a value in another spreadsheet based on a value in the spreadsheet you are in.
• Before you begin, you have to make sure the first column of the lookup table is the value that you are looking up. – in my case the school number
• To get to the VLOOKUP wizard, click the button and type vlookup, if it’s not already there it will show up under Select a Function.
• Click on VLOOKUP and click OK
VLOOKUP
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• In the wizard:• Lookup_Value – Field in your base worksheet that you are using to search (I’m using the center so I put E3)
• Table_array – Highlight your table or the columns of your table you are pulling information from (I am using columns A‐C on the Vlookup2 sheet)
V‐LOOKUP
• Col_Index_num – this is the column number of the data you want to retrieve (I want the school name which is in column 3)
• Range_lookup – ALWAYS PUT FALSE
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• This is what you will get. The school name pulls to the cell based on the school number.
• If there is no match in the table you are using to look up the value –you will receive an error or #N/A
• You can copy the formula down to get all of your school names
V‐LOOKUP
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Conditional Formatting• Conditional Formatting lets you apply formatting based on certain criteria
• To apply conditional formatting:• Highlight the area you want to apply
the formatting• Click the down arrow beside Conditional
Formatting on the Home Ribbon• Click Highlight Cells Rules• Choose your rule type• Then define your rule Here I chose to highlight with
red and change the text to dark red for anything under 0
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Conditional Formating
• How to change the highlight and font colors of the conditional formatting:
• When you are in this box defining your rule, click the drop down beside the defined formatting to choose other options, if you don’t like any of those, you can choose the bottom one, Custom Format.
• When you choose Custom Format, you will get the entire Format Cells window to format however you want.
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Conditional Formatting – Options • When you click the drop down for conditional formatting, you see several options.
Highlight CellsGreater ThanLess ThanBetweenEqual To Text that containsA Date occurringDuplicate Values
Top/Bottom RulesTop 10 ItemsTop 10%Bottom 10 itemsBottom 10%Above AverageBelow Average
• You can even access more rules at the end of each list.• Toward the bottom of the dropdown for Conditional Formatting you can clear your rules either from the entire spreadsheet or from a selected area
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Conditional Formatting ‐Manage• Toward the bottom of the dropdown for Conditional Formatting you can clear your rules either from the entire spreadsheet or from a selected area
• The bottom of the dropdown is Manage Rules. When you click on this option, you will get a box where the rules associated with the cell(s) you are on will be listed and you can edit the rule, delete the rule or add a new rule.
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Conditional Formatting – More Options• In the middle section of the Conditional Formatting drop down, you can choose Data Bars, Color Scales, and Icon Sets.
• When you choose one of the above, Excel will make some assumptions on how to apply them – You can make some adjustments those assumptions, you can go to Manage Rules, double click the Rule and you can make the adjustments available. This is most useful with the Icon Sets.
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Questions?
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