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Advanced Microsoft Excel

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Learn to anchor cells, move around Excel without a mouse, functions to summarize data, PivotTables, filters, sorting, charts, and macros in this course to take your Excel skills to the next level. Include information on functions: countif, sumif, vlookup, index, match, left, right, mid, len, trim, find, now, date, int

Publicada em: Software

Advanced Microsoft Excel

  1. 1. ERIC METELKA, MBA, PRODUCT MANAGER @ POWERREVIEWS ADVANCED MICROSOFT EXCEL
  2. 2. AGENDA ‣ INTRODUCTIONS ‣ ANCHORING CELLS ‣ FUNCTIONS FOR SUMMARIZING DATA ‣ SORTING AND FILTERING ‣ USING TEXT AND TIME FUNCTIONS ‣ PIVOT TABLES ‣ CLOSING: RECAP, QUESTIONS
  3. 3. ANCHORING CELLS ADVANCED MICROSOFT EXCEL
  4. 4. ADVANCED MICROSOFT EXCEL ‣ HOLDS A CELL/ROW/COLUMN POSITION FOR FUTURE USE ‣ REPRESENTED BY A ‘$’ ‣ EFFICIENT WHEN COPYING FORMULAS ANCHORING CELLS F4 ⌘ T
  5. 5. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL
  6. 6. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-B2)/B2
  7. 7. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 WANT TO REUSE THIS CELL
  8. 8. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2
  9. 9. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2 =(E2-$B$2)/$B$2
  10. 10. ADVANCED MICROSOFT EXCEL ‣ FILL FORMULA RIGHT FROM CELL LEFT ‣ FILL FORMULA DOWN FROM CELL DOWN ‣ MOVE TO EDGE OF DATA REGION ‣ UP ‣ DOWN ‣ LEFT ‣ RIGHT ANCHORING CELLS - KEYBOARD SHORTCUTS Ctrl ⌃ R Ctrl ⌃ D R D Ctrl ⌃ ⬆⬆ Ctrl ⌃ ⬇⬇ Ctrl ⌃ ⬅⬅ Ctrl ⌃ ➡➡
  11. 11. ADVANCED MICROSOFT EXCEL ‣ PRACTICE NAVIGATING YOUR WORKSHEET WITHOUT USING ONLY THE KEYBOARD ‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A ROW? ‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A COLUMN? CLASS EXERCISE ONE
  12. 12. FUNCTIONS FOR SUMMARIZING DATA ADVANCED MICROSOFT EXCEL
  13. 13. ADVANCED MICROSOFT EXCEL ‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS COUNTIF AND SUMIF 6 20 5 8 11 4 2 9 12 ‣ COUNTIF(CIRCLES, YELLOW) = ? ‣ SUMIF(CIRCLES,BLUE,AMOUNT) = ?
  14. 14. ADVANCED MICROSOFT EXCEL ‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS COUNTIF AND SUMIF ‣ COUNTIF(CIRCLES, YELLOW) = 5 ‣ SUMIF(CIRCLES,BLUE,AMOUNT) = 27 6 20 5 8 11 4 2 9 12
  15. 15. ADVANCED MICROSOFT EXCEL ‣ A HIGHER LEVEL OF SUMMARIZING DATA - ALLOWS YOU TO ADD A CONDITION ‣ THINK OF AS SUM WITHIN SUMIF AND COUNT WITHIN COUNTIF ‣ WHEN TO USE: DATA HAS MULTIPLE ATTRIBUTES THAT YOU WANT TO COMPILE IN A SINGLE SUM COUNTIF AND SUMIF
  16. 16. ADVANCED MICROSOFT EXCEL ‣ =COUNTIF(RANGE,CRITERIA) ‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE]) COUNTIF AND SUMIF - SYNTAX
  17. 17. ADVANCED MICROSOFT EXCEL ‣ =COUNTIF(RANGE,CRITERIA) ‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE]) ‣ SUPER ADVANCED MICROSOFT EXCEL: COUNTIFS AND SUMIFS COUNTIF AND SUMIF - SYNTAX
  18. 18. ADVANCED MICROSOFT EXCEL ‣ “LOOKS UP” THE VALUE ASSOCIATED WITH A ROW IN A TABLE ‣ WHEN TO USE: CREATING A NEW DATA TABLE THAT PICKS AND CHOOSES VALUES FROM ANOTHER TABLE ‣ NOTE: DOES NOT SUMMARIZE, ONLY RETURNS A SINGLE ROW VLOOKUP
  19. 19. ADVANCED MICROSOFT EXCEL ‣ =VLOOKUP(LOOKUP_VALUE,TABLE_ARRAY,COL_INDEX_NUMBER,[RANGE_LOOKUP]) ‣ NOTES: ‣ TABLE_ARRAY - THIS IS A RANGE. MAKE SURE TO ANCHOR CELLS! ‣ COL_INDEX_NUMBER - FIRST COLUMN IS 0. ‣ RANGE_LOOKUP - TRUE = APPROXIMATE MATCH. FALSE = EXACT MATCH. ALMOST ALWAYS USE FALSE! VLOOKUP - SYNTAX
  20. 20. ADVANCED MICROSOFT EXCEL ‣ MATCH: RETURNS THE RELATIVE POSITION OF AN ITEM IN AN ARRAY ‣ INDEX: RETURNS THE VALUE AT A CELL INTERSECTION ‣ USE TOGETHER AS AN ALTERNATIVE TO VLOOKUP - MORE FLEXIBLE THAN VLOOKUP BUT ALSO MORE COMPLICATED INDEX/MATCH
  21. 21. ADVANCED MICROSOFT EXCEL ‣ =MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE]) ‣ NOTES: ‣ TABLE ARRAY IS A SINGLE COLUMN ‣ MATCH_TYPE IS -1, 0, OR 1 ‣ IF 1, FINDS THE LARGEST VALUE <= TO LOOKUP VALUE ‣ IF 0, FINDS THE FIRST EXACT MATCH ‣ IF -1, FINDS THE SMALLEST VALUE >= TO LOOKUP VALUE MATCH - SYNTAX
  22. 22. ADVANCED MICROSOFT EXCEL ‣ =INDEX(ARRAY,ROW_NUM,[COLUMN_NUM]) ‣ NOTES: ‣ ARRAY IS A SINGLE COLUMN ‣ ROW_NUM - FIRST COLUMN IS 0. ‣ COLUMN_NUM - OPTIONAL AND USUALLY NOT NECESSARY INDEX - SYNTAX
  23. 23. ADVANCED MICROSOFT EXCEL ‣ =INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE])) ‣ MATCH ACTS AS THE ROW NUMBER ‣ SAME NUMBER OF ARGUMENTS AS VLOOKUP! INDEX/MATCH - SYNTAX
  24. 24. ADVANCED MICROSOFT EXCEL ‣ USING FUNCTIONS SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED ‣ 1241 SUNDOWN WAY - LOOKUP THE FIRST NAME, LAST NAME, ZIP CODE, AND DEMO GROUP CLASS EXERCISE TWO
  25. 25. SORTING AND FILTERING ADVANCED MICROSOFT EXCEL
  26. 26. ADVANCED MICROSOFT EXCEL ‣ ONE CLICK WILL SORT SMALL TO LARGE OR LARGE TO SMALL ‣ USE CUSTOM SORTING WHEN THE DATA TO BE SORTED IS IN MULTIPLE COLUMNS ‣ USE COLUMN HEADERS SO THAT FIRST DATA POINT IS NOT ‘LOST’ IN THE SORTING SORTING
  27. 27. ADVANCED MICROSOFT EXCEL ‣ HELPFUL TOOL FOR DATA MINING ‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED ‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED FILTERING
  28. 28. ADVANCED MICROSOFT EXCEL ‣ HELPFUL TOOL FOR DATA MINING ‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED ‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED ‣ REMOVE DUPLICATES - HIGHLIGHT TABLE AND WILL REMOVE ROWS THAT ARE EXACTLY THE SAME. FOUND IN THE DATA TAB. FILTERING
  29. 29. ADVANCED MICROSOFT EXCEL ‣ PRACTICE SORTING AND FILTERING NAME DATA CLASS EXERCISE THREE
  30. 30. TEXT AND TIME FUNCTIONS ADVANCED MICROSOFT EXCEL
  31. 31. ADVANCED MICROSOFT EXCEL ‣ LEFT(TEXT,[NUM_CHARS]) ‣ SAME FOR RIGHT ‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS THAT BEGIN OR END TEXT IN A CELL ‣ I.E. THE ZIP CODE AT THE END OF AN ADDRESS LEFT RIGHT
  32. 32. ADVANCED MICROSOFT EXCEL ‣ MID(TEXT,START_NUM,NUM_CHARS) ‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS IN THE MIDDLE OF TEXT IN A CELL MID
  33. 33. ADVANCED MICROSOFT EXCEL ‣ TRIM(TEXT) ‣ REMOVE BLANK SPACES AT THE BEGINNING OR END OF A STRING ‣ COMMON PROBLEM WHEN TRANSFERRING DATA FROM ONE PROGRAM TO ANOTHER TRIM FIND ‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM]) ‣ HELPFUL WHEN NEEDED DATA IS EMBEDDED WITHIN A COMPLETE STRING E.G. ZIP CODE WITHIN AN ADDRESS
  34. 34. ADVANCED MICROSOFT EXCEL ‣ EXCEL USES DAY AS ITS MEASURE OF TIME ‣ RETURNS A DATE WITH AN INTEGER VALUE AND A TIME AS A DECIMAL VALUE ‣ USE THE NOW FUNCTION TO MEASURE THE DIFFERENCE OF THE CURRENT DATE AND A PREVIOUS DATE NOW()
  35. 35. ADVANCED MICROSOFT EXCEL ‣ DATE(YEAR,MONTH,DAY) ‣ ALLOWS CONVERSION OF DATES SHOWN AS TEXT TO 
 NUMBER DATE INT ‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM]) ‣ REMOVES THE DECIMAL (TIME) PORTION FROM A DATE DIFFERENCE, LEAVING THE INTEGER (DATE) PORTION
  36. 36. ADVANCED MICROSOFT EXCEL ‣ USE NOW FUNCTION TO TRACK HOW MUCH TIME HAS PASSED SINCE NAMES WERE DELIVERED ‣ TRIM ADDRESSES TO SHOW STREET NUMBER AND STREET IN SEPARATE FIELDS CLASS EXERCISE FOUR
  37. 37. PIVOT TABLES ADVANCED MICROSOFT EXCEL
  38. 38. ADVANCED MICROSOFT EXCEL ‣ CREATES A DRAG AND DROP TABLE BASED ON YOUR DATA - LETS YOU QUICKLY ANALYZE MANY ROWS OF DATA AS IF IT WERE A DATABASE, WITHOUT THE DATABASE. ‣ FOUND ON DATA TAB ‣ SELECT ALL DATA AND PRESS BUTTON PIVOTTABLES
  39. 39. ADVANCED MICROSOFT EXCEL ‣ SPECIFY THE DIMENSION BY WHICH TO SEGMENT IN ROW LABELS ‣ SET WHAT KIND OF COMPUTATION YOU WANT IN THE VALUE FIELD ‣ E.G. AVERAGE, COUNT, SUM, MAXIMUM VALUE ‣ ANALYZE TWO SEGMENTS AGAINST EACH OTHER BY SELECTING A DIMENSION FOR COLUMN LABELS ‣ FILTER OUT UNWANTED DATA BY PLACING A DIMENSION IN THE REPORT FILTER PIVOTTABLES
  40. 40. ADVANCED MICROSOFT EXCEL ‣ ONCE ALL DATA IS FORMATTED IN A TABLE, IT IS EASY TO CONVERT IT INTO A VISUAL CHART ‣ USE LINE GRAPHS FOR DATA CHANGING OVER TIME ‣ USE SCATTER PLOTS FOR CORRELATIONS OF TWO SETS OF NUMBERS ‣ USE COLUMN OR BAR FOR HISTOGRAMS ‣ (DON’T USE PIE CHARTS - USE 100% STACKED BAR INSTEAD) CREATING GRAPHS
  41. 41. ADVANCED MICROSOFT EXCEL ‣ USING A PIVOTTABLE, SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED ‣ TURN SUMMARIZED DATA INTO AN APPROPRIATE CHART CLASS EXERCISE FIVE
  42. 42. ADVANCED MICROSOFT EXCEL ‣ ADD DEVELOPER TAB TO RIBBON ‣ MAC - PREFERENCES -> RIBBON ‣ WINDOWS - FILE -> OPTIONS -> CUSTOMIZE RIBBON ‣ ADD TEXT TO SPREADSHEET ‣ IN DEVELOPER TAB, CLICK ‘RECORD MACRO’ ‣ GIVE MACRO A NAME - ‘BOLD MACRO’ ‣ ADD A SHORTCUT - CTRL + SHIFT + A ‣ CLICK ‘OK’ ‣ CHANGE TEXT ON TAB - FONT SIZE TO 18, FONT WEIGHT TO ‘BOLD’ ‣ CLICK ‘STOP’ ‣ TEST USING THE SHORTCUT MACROS
  43. 43. CLOSING ADVANCED MICROSOFT EXCEL
  44. 44. ADVANCED MICROSOFT EXCEL ‣ FUNCTIONS - COUNTIF, SUMIF, VLOOKUP, INDEX, MATCH, LEFT, RIGHT, MID, LEN, TRIM, FIND, NOW, DATE, INT ‣ KEYBOARD SHORTCUTS - ANCHORING CELLS, NAVIGATING, FILLING FORMULAS ‣ SEARCH & FILTER ‣ CREATE A PIVOTTABLE RECAP
  45. 45. ADVANCED MICROSOFT EXCEL QUESTIONS?
  46. 46. ERIC METELKA THANKS! ‣ TWITTER: @ERIC3000

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