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Microsoft excel training

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Microsoft excel training Microsoft excel training Presentation Transcript

  • Agenda Items Lookups Anchors Pivot Tables Advanced Filters Scenario Managers Hyperlinks Conditional Formatting Excel Camera Macros (quick overview of basics) Auditing Tools Formulas & Shortcuts
  • Things to Remember If you feel like there is a better way to do something, there probablyis. Sometimes, even a click away! Know your resources – Even if you don‟t know how to use them Microsoft Office Website:› http://office.microsoft.com/en-us/excel/ Just because you don‟t see it, it doesn‟t mean its not available.There are a ton of hidden functions in Excel Google formulas, videos on YouTube Use your shortcut keys!! Don’t get mad, frustrated, upset. Get SKILLS!!
  •  Used to combine multiple spreadsheets or data sets with differentinformation into one data set. Needs to have at least one matching column Great for auditing for missing information Can help you find specific information in a large data table, such as aninventory list or a census Can be combined with an “IFERROR” function to hide error fields with noreturned values 4 required parts› Lookup Value = The cell that defines what you want to lookup› Table Array = The range of cells used in the lookup› Column Index Number = The number of the column in the array whose results youwant to display› Range Lookup = Whether you want close matches to be displayed. Default is“TRUE”. “FALSE "only shows exact matches (recommended). Vlookup Video CourseLookup FunctionPurpose: creates a search field where you enter a value fromone column and it displays the corresponding value fromanother column. View slide
  •  Syntax: =VLOOKUP(Lookupvalue,Table_array,Col_index_num,Range_lookup) Syntax: =IFERROR(VLOOKUP(Lookupvalue,Table_array,Col_index_num,Range_lookup)), “SPACE”) The Lookup value has to match in format. Careful of “text”formatting for number fields, for dashes in SSNs, and dateformatting. The Lookup value has to be in column 1 of the array you arelooking up HLookups creates a search field where you enter a value fromone row to display the corresponding value from another row. Hlookup Syntax: =HLOOKUP(Lookupvalue,Table_array,Col_index_num,Range_lookup)Lookup FunctionPurpose: creates a search field where you enter a value from one column andit displays the corresponding value from another column. View slide
  •  How to do a VLookup1. Identify where you want the data to appear2. Identify your corresponding value3. Create an “ARRAY” of where you want to theVLookup to search for your datai. To make an array – highlight the data set you wantand rename the array in upper left corner of theexcel workbook (See example 1)4. Enter VLookup syntax in the first field you want theinformation to appear (See example 2)Lookup FunctionPurpose: creates a search field where you enter a value from one column andit displays the corresponding value from another column.
  •  Example 1: An “ARRAY” of dataLookup FunctionPurpose: creates a search field where you enter a value from one column andit displays the corresponding value from another column.Back
  •  Example 2: VLookup Function You can type in the VLookup, or use the Lookup & Reference tab on the “Formulas”Tab on the Ribbon Lookup_Value should be anchored ($) if you need to copy multiple columns so itreferences the sample value each time (see Anchors page) The Col_Index_Num refers to the column # in your array you are searching, not columnin Excel You will need to change the Col_Index_Num if you are copying multiple columns ofdata so it references the correct item you want. Range _Lookup will be “false” most of the time continued
  •  Example 2: VLookup Function Continued VLookup Results: VLookup Formulas :* Remember to hard code your results bypaste + special value (123) button so your formulasdon‟t get messed up
  •  Two Kinds of References› Relative – a reference that are repeatable orextendable (automatic)› Absolute – a reference that refers to the samecell, column or row How to Anchor Formula in Excel Insert a "$" sign before the letter and the number of thecell reference to be anchored. Example: Replace "A1"with "$A$1"› „$‟ in front of the „A‟ anchors the column, „$‟ in front of the „1‟anchors the row. You can use a combination of either. Rename the cell the same way you wouldan array. This is harder to undo.Anchoring an Excel RangePurpose: to continually reference the same cell or range of cells in a formulaBack
  •  Benefits of a Pivot Table› Quick and easy to set up› Flexible views of information› Easy to convert to a PivotChart› Increases accuracy Characteristics of a Pivot Table› List format› Column headings› No blank rows or columns› Numerical data› Repeated Information in at least onecolumnPivot TablesPurpose: Used to summarize data. It can be used to automatically sort, countand make totals. It can also be used to give the averages of the data.
  •  How to create a pivot table1. Select data you want to pivot (make surethere are header rows)2. On the “Insert Tab” pick – Pivot Table anddesignate where you want it3. Drag the fields you want into whichevercategory.• Play around with it to get it to appear as youwant. You can right click on the fields tochange from „sum‟ to „count‟ or „average‟Pivot TablesPurpose: Used to summarize data. It can be used to automatically sort, countand make totals. It can also be used to give the averages of the data.
  •  Tips & Tricks Use the Report Filter if you need data split out by a certain„division‟ Insert Slicers if you need to see it summarized even further On „Design‟ tab, you can change how data is subtotaledand how the data looks On „Options‟ tab, you can easily convert data into aPivotChart
  •  Filter Tool› Allows you to filter by columnsAdvanced Filters & Analyzing DataPurpose: Use an Advanced Filter in Excel to create a list of unique items, or toextract specific items to a different worksheet.
  •  DSUM, DAVERAGE, DMIN, DCOUNT =function(database,field,criteria)Advanced Filters & Analyzing DataPurpose: Use an Advanced Filter in Excel to create a list of unique items, or toextract specific items to a different worksheet.
  •  Data Tab – What-If Analysis- Scenario ManagerScenario ManagerPurpose: enables you to create and save sets of different input values thatproduce different calculated results as named scenarios .
  • Scenario ManagerPurpose: enables you to create and save sets of different input values thatproduce different calculated results as named scenarios .
  • Scenario ManagerPurpose: enables you to create and save sets of different input values thatproduce different calculated results as named scenarios . Tip› If you “anchor” the fields in your data field,the changing cells and result cells will beproperly labeled.
  •  Hyperlinking› You can do this in any Microsoft Office Programs› You can have objects, pictures, text or basically anythingbe a hyperlink› If you hyperlink to a document on an internal server, itwill not work for anyone who does not have access to theserver› Insert -> HyperlinkHyperlinksPurpose: Creates a shortcut or jump that opens a document stored on anetwork server or on the internet..
  •  Apply Conditional Formatting› Might have to add the icon from the quick accesstoolbar› Able to identify duplicate values, or specific values› Creates easy to read visualizations of data, used toidentify patternsConditional FormattingPurpose: You can quickly identify variances in a range of values with a quickglance.
  •  Need to add the option to the ribbon from quickaccess toolbar How to take a photo› First make a normal chart.› Now select the cells surrounding the chart› Click on camera tool› Now click any where in the worksheet and excel places asnapshot of the range If you update original data – the photo willupdate as well. Will not update in different documents or otherOffice programs.CameraPurpose: Camera tool is your way of creating visual reference in an excelsheet
  •  What are Macros?› Macros are recordings of keystrokes and mouse clicks› Macros can be replayed whenever you want to performthose steps› No programming needed› You perform the steps, Excel records them Use Macros when:› You have tasks you perform often› Tasks that take a lot of clicksMacros
  •  Formulas Tab –Display the relationships between formulasand cells Precedent cells are cells that arereferred to by a formula in another cell.For example, if cell D10 contains theformula =B5, cell B5 is a precedent to cellD10. Dependent cells contain formulas thatrefer to other cells. For example, if cell D10contains the formula =B5, cell D10 is adependent of cell B5.Auditing Tools