whoa! i didn't know you could do that in excel for...

12/3/2009

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Whoa! I Didn’t Know You Could Do That in Excel:

Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More

Douglas K. AndersonBridgett J. Milner

Indiana University

Introduction

• Us

• You

• Expectations

• Outline

Purpose of Session

• Quick and Easy short‐cuts/tips that we love

– Some well known, others maybe new to you

• Some more involved techniques to save time and effortand effort

• A glance at some ways to go beyond Excel

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CtrlVideo clip

Useful Shortcuts• Drag lower right corner into new cells• Double click lines to resize columns or rows• Ctrl+S = save; F12 = save as• Ctrl+A=select all; Ctrl+C = copy; Ctrl+X=cut• Ctrl+V = paste; Ctrl+Alt+V=paste specialCtrl V paste; Ctrl Alt V paste special• Ctrl+Z=undo; Ctrl+Y=redo• Ctrl+B=bold; Ctrl+I=italic; Ctrl+U=underline; • Ctrl+PageUp or PageDown=scroll worksheets• F9 – calculate all worksheets in open workbooks• Search “shortcuts” in Excel Help for “Excel shortcut and function keys” link.

Wrapping & Formatting Text

• Wrap & Merge

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• Alt + Enter

Whoa!

I Didn't Know You Could Do That in Excel:

Whoa! I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the

Magic Spin Button, Spark Lines, and More


Whoa!I Didn't Know You Could Do That in Excel:



• Themes Whoa!I Didn't Know You Could Do That in Excel:


Whoa! I Didn't Know You Could Do That in Excel:









Formatting Task (Tab 1)

• Go from this:

Whoa! I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More

Whoa!

• To this: Whoa!

I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More

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From Output to Usable TablesFrequency Percent Percent Percent

-9 0 .0 .0 .0

0 1957 56.5 56.5 56.5

1 1504 43.5 43.5 100.0

Total 3462 100.0 100.0

reside

Valid

2008 Coho2009 Coho2010 Coho1 yr Δ 1 yr % Δ 2009 Coho

39392 39758 40123 Year End

Admits Resident 1460.328 3350.256 3564.623 214.3662 0.063985 6357.021

Non‐Resident 1900.359 2544.513 3557.174 1012.661 0.397978 8229.479

Unclassified 0 0 0 0 n/a 0

Use “Format Painter” to quicklycopy and paste formats

2008 Cohort 2009 Cohort 2010 Cohort 2009 Cohort

11/6/07 11/6/08 11/6/09 Year End

Resident 1,460 3,350 3,565 214 6% 6,357

Non‐Resident 1,900 2,545 3,557 1,013 40% 8,229

Unclassified ‐ ‐ ‐ ‐ n/a ‐

TOTAL 3,361 5,895 7,122 1,227 21% 16,459

Decision Rate 34% 46% 37% ‐8% 95%

Summer 24 398

FULL TOTAL 7,146 16,857

1 yr Δ 1 yr % Δ

Admits

TOTAL 3360.687 5894.77 7121.796 1227.027 0.208155 16458.53

Decision Rate 0.340308 0.458292 0.373329 ‐0.08496 0.950205

Summer 24 398

FULL TOTAL 7145.796 16856.53

Formatting Task 2 (Tab 2)

• Go from ugly output to a usable table

– Use format painter to replicate formats

– Link cells so you only format once

Cell References

• Absolute and relative

• A1; $A$1; A$1; $A1 – F4 to toggle between

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Cell References

• Named Cells ‐

F4 & Named Cells Task (Tab 3)

• Fill in each box with the appropriate formulas. Use F4 to toggle between references.

– For example, in D2 type “=” then type A2 or click on A2on A2.

• Drag this cell down to fill D3:D12.

• Now drag the column over to full E2:F12

Named Cell Questions?

• A named SINGLE cell acts like?

a) A1

b) A$1

c) $A1c) $A1

d) $A$1

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• Named COLUMN cells acts like?

a) A1

b) A$1

c) $A1c) $A1

d) $A$1


• Named ROW cells acts like?

a) A1

b) A$1

c) $A1c) $A1

d) $A$1

Formulas

• Common– Sum, Average, Count, Max, Min, IF

• Case Sensitivity– Upper, Lower, Proper

• Match tables– Hlookup, Vlookup

• Formatting error cells– Iferror

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Gift Exchange Task (Tab 4)

• Each person gives a gift to one other

• No giving within families

• Assign randomly

Giver

Erika

Aaron

Jared

– Use formulas

• =Rand()

• =Max

• =If

– Use F9 to recalculate

Blair

Adriel

Zoë

Mason

Symmes

The “magic” Spin Button

Right Click the “Quick Access Toolbar”

Select “Customize Quick Access Toolbar”


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Spin & Formula Task (Tab 5)

• You are given a list of prospective students with their test scores

• A colleague will invite the best to an event

• She wants to see scenarios to help her decide how many to invite– Create a flag next to these students (1 or 0) that indicates whether or not

they should be invitedthey should be invited.

– The criteria for invitation should be linked to a spin button so that it can be tightened or loosened.

– Create a total of the flags so that you can see how many invitations would be sent as the criteria are tightened and loosened.

• At what score are the best 40 students invited?

– 1270

• At what score are the best 30 students invited?

– 1310

Freeze Panes

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Ugly, unformatted data!

ID HSName* totsat2 actco satv satm SISCnvGPA HS

375720 Bloomington High School South* 1340 30 560 690 4

1355549 Blue Valley North High School* 1460 33 700 740

1672221 Blue Valley Northwest Hs* 1190 26 540 550 0

1727142 Colby High School* 1510 34 . . 4 94.71

1731086 Pembroke Hill School* 1260 28 600 620 4

1868647 Pembroke Hill School* 1280 28 630 650 0

1887131 Shawnee Mission East Hs* 1260 28 580 530 4

1925929 Shawnee Mission East Hs* 1140 24 570 570 4

1927027 Shawnee Mission Northwest Hs* 1300 29 520 680 3

1968389 Shawnee Mission South Hs* 1030 22 . . 3.65

Number of cases read: 10 Number of cases listed: 10

Txt2Col, Lead0, WriteSyntax Task (Tab 6)

• From ugly text, extract ID number

– ID must have 10 digits, with leading 0s

• Extract Reception variable

• Write syntax to add Reception variable into an existing data set, matching on ID number

Text to Columns

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Text to Columns

• Find Text to Columns tool on data ribbon

• Choose fixed width or

• Choose delimited• Specify character used as delimiter

• May need multiple stages to fully parse

Leading Zeros

• Pad the ID number with leading 0s, up to 10 digits

– For example, 315700 should become 0000315700

Make the IDs text so they don’t revert to numbers– Make the IDs text so they don t revert to numbers when copied

Retaining Leading Zeros (1 way)

Then Change Column B to “Text”

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Make Excel write your syntax

• Concatenate formula

– concatenate()

• =concatenate(a1,”Text between”,b1,”more text”,c1)

– with &with &

• =a1&”Text between”&b1&”more text”,c1

Conditional FormattingTop GPA &

Rank Next3rd

Highest Middle Lower

Lowest GPA & Rank Test Only

1510 - 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 - 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 - 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 - 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 - 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 - 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 - 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 - 900 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 - 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 - 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 - 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

High School Record

Co

nve

rte

d A

CT

/ S

AT

Sco

re

Top GPA & Rank Next

3rd Highest Middle Lower

Lowest GPA & Rank Test Only

1510 - 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 - 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 - 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 - 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 - 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 - 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 - 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 - 900 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 - 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 - 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 - 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

High School Record

Co

nve

rte

d A

CT

/ S

AT

Sco

re

Add Color to Allow for Easy Understanding

Edit the Formatting to Match your Preferences or Report

410 - 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00

Missing or out of range 3.30 3.30 3.12 2.93 2.75 2.56 3.18

410 - 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00


Top GPA &

RankNext 3rd Highest Middle Lower

Lowest GPA

& RankTest Only

1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00


High School Record

Converted

ACT/SA

T Score

Conditional Formatting

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Conditional Formatting

Cond Formatting Task (Tab 7)

• Recreate the example from the previous slide in your spreadsheet.

Top GPA &


Lowest GPA

& RankTest Only

High School Record

1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00


Converted ACT/SA

T Score

Create a Simple Macro

After recording, hit “stop” button.

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Create a Simple MacroChoose Shortcut (Ctrl + q)

After Recording, Check Macro

Other Copy & Pastes

Copy & Paste as Picture

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Display Different Sized Tables in 1 Workbook

Allows tables of different sizes to display & print on 1 tab

Table 1. IU GPA by High School Record and Test Score

Top GPA &

RankNext

3rd

HighestMiddle Lower

Lowest

GPA &

Rank

Test Only

1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 1100 3 20 3 00 2 82 2 69 2 45 2 56 2 90

High School Record

SAT Score

1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00


Table 2. Applicants by Residency and Test Score

Converted

ACT/S

no residency

non-resident resident

1300+ 7 6024 1977 8008

1200 - 1290 2 4508 1857 6367

1100 - 1190 16 5141 2834 7991

1000 - 1090 11 2326 2616 4953

<1000 46 1442 3016 4504

missing 46 949 243 1238

128 20390 12543 33061Total

Residency

Total

Con

vert

ed A

CT

/ S

AT

S

core

(B

ande

d)

Admissions Task (Tab 9)

• Copy and Paste the GPA table from the Conditional Formatting tab into Table 1.

• Create a shortcut (ctrl+w) to paste output as a picture linkpicture link.

– Paste the 2 tables from the “Paste Output” tab (tab 8) into “Column Width & Spin” tab under the appropriate titles, as linked pictures (Tables 2 & 3).

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View Macro

SolutionTable 1. IU GPA by High School Record and Test Score

Top GPA &

RankNext

3rd

HighestMiddle Lower

Lowest

GPA &

Rank

Test Only

1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68

1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65

1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12

1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03

1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07

1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90

910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78

810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47

710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29

610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10

510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00

410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00


Table 2. Applicants by Residency and Test Score

High School Record

Converted

ACT/SA

T Score

Table 3. Applicants by High School Record and Test Score

no residency

non-resident resident

1300+ 7 6024 1977 8008

1200 - 1290 2 4508 1857 6367

1100 - 1190 16 5141 2834 7991

1000 - 1090 11 2326 2616 4953

<1000 46 1442 3016 4504

missing 46 949 243 1238

128 20390 12543 33061Total

Residency

Total

Con

vert

ed A

CT

/ S

AT

S

core

(B

ande

d)

Top GPA & Rank

Next3rd

HighestMiddle Lower

Lowest GPA & Rank

Test only

1510 - 1600 399 59 11 8 0 2 13

1410 - 1500 1157 298 95 59 17 11 101

1310 - 1400 2257 1061 346 196 77 49 216

1210 - 1300 2735 2251 1094 674 238 147 382

1110 - 1200 1803 2544 1519 952 395 324 460

1010 - 1100 716 1401 951 708 425 378 489

910 - 1000 231 655 545 518 425 377 337

810 - 900 65 190 199 194 188 238 147

710 - 800 16 48 43 59 60 104 56

610 - 700 1 11 11 5 14 30 18

510 - 600 0 1 1 1 3 7 4

410 - 500 0 0 0 2 0 0 1

Missing or out of range 69 159 105 91 27 74 713

High School Record

Co

nve

rte

d A

CT

/SA

T S

core

Admissions Task, part 2

• Set Admissions Standards to admit the best 20,000 applicants.

• Show color‐coded standards in Table 4 with admits in green:

Table 4. Admits by High School Record and Test Score

High School Recordadmits in green:

Unhide columns K‐S to begin

Top GPA &


Lowest GPA

& RankTest Only

1510 ‐ 1600 399 59 11 8 ‐ ‐ 13

1410 ‐ 1500 1,157 298 95 59 ‐ ‐ 101

1310 ‐ 1400 2,257 1,061 346 196 ‐ ‐ 216

1210 ‐ 1300 2,735 2,251 1,094 ‐ ‐ ‐ 382

1110 ‐ 1200 1,803 2,544 ‐ ‐ ‐ ‐ 460

1010 ‐ 1100 716 1,401 ‐ ‐ ‐ ‐ ‐

910 ‐ 1000 231 ‐ ‐ ‐ ‐ ‐ ‐

810 ‐ 910 ‐ ‐ ‐ ‐ ‐ ‐ ‐

710 ‐ 800 ‐ ‐ ‐ ‐ ‐ ‐ ‐

610 ‐ 700 ‐ ‐ ‐ ‐ ‐ ‐ ‐

510 ‐ 600 ‐ ‐ ‐ ‐ ‐ ‐ ‐

410 ‐ 500 ‐ ‐ ‐ ‐ ‐ ‐ ‐

Missing or out of range 69 159 105 ‐ ‐ ‐ ‐

20,226 Total

High School Record

Converted

ACT/SA

T Score

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Link a “spin button” to a named cell which can be used to adjust standards

Steps for completing

Populate a grid with admits if the cell has a value above the standard

Create a sum to examine total admits; adjust standards until target is met.

LookUp Task (Tab 10)

• Fill in the Enrolled column of Table 1 with the output found in the table to the right (L3:L9) using a LOOKUP function.

• If the value does not exist in the output, fill the Enrolled column cell with “n/a”

LookUp Task (Tab 10)

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• I named K3:L9 vlooktable

• Formula: =IFERROR((VLOOKUP(B3,vlooktable,2,FALSE)),"n/a")

LookUp Task Solution

• Output: Table 1.

State Data Abbreviation Applicants Admits Deposits Enrolled

Indiana IN 12,777 8,895 5,137 4,692

Illinois IL 6,333 5,068 1,257 970

Arkansas AR 16 13 1 n/a

Iowa IA 41 30 6 5

Kansas KS 80 72 16 10

Missouri MO 461 369 81 67

Nebraska NE 27 22 5 3

Oklahoma OK 25 15 2 1

Graphing

Select data and insert graph

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Add a secondary axis

Graph Task (Tab 11)

• Create this Graph from the data provided:

1160

11808,000

Enrollment and Mean SAT by Cohort

1060

1080

1100

1120

1140

1160

6,000

6,500

7,000

7,500

2005 2006 2007 2008 2009

Enrolled

Mean SAT

Sort & Filter

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Define Filters

Sort & Filter Task (Tab 12)

• What are the 4 “HAState”s with more than 750 matrics in order largest to smallest?

– IN, IL, OH, NY

• What 3 states have 176 matrics?• What 3 states have 176 matrics?

– CT, MA, MN

Pivot Tables

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Pivot Task (Tab 13)

• Create a Pivot Table of the data from the Sort & Filter Tab

• In this table show HA state with Apply, Admit, Deposit and Matric for All HAStates with aDeposit, and Matric for All HAStates with a totsat2>1000.

• Examine the “Grand Total” of these. How many matrics are included in your table?

– 36,282

Pivot Task Solution

Importing Data

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Microsoft Query

Microsoft Query

Builds SQL code for you

Microsoft Query

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Importing Data

MapPoint ‐ Demo

Sparklines – Microcharts DemoIntense, Simple, Word‐Sized Graphics

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Whoa! I Didn’t Know You Could Do That in Excel:


Douglas K. [email protected]

Bridgett J. [email protected]

whoa! i didn't know you could do that in excel for...

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