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# Working smart with excel v2.0

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• After this exercise, ask: What happens if we only sort by Territory? What if we forget to highlight 1 column (e.g. Qty)? What if we want to sort the Territory (highest to lowest) but the Product alphabetically?
• After this exercise, ask: Filter results to display only territory 111 Filter further to display only Aprovel 300mg Display all data again Insert a column. What happens? (note that autofilter must be removed to insert a new column) [only in old versions] Create a copy the sheet SALES DATA and move to that sheet Filter Aprovel 300mg. Highlight the results and delete. Can we see the Undo button? (yes) Display all data again. Did we delete just Aprovel 300? (yes) Can we see the Undo button? (no) Tip: Avoid deleting directly from an autofiltered sheet because it is not possible to Undo the deletion. An alternative is to sort the results by Product, delete Aprovel 300mg (the Undo button should still be displayed). Ask students to delete the temporary worksheet.
• Look at row 4. #N/A means that no match is found. What do you think is the reason? Correct the spelling of Cordarone Inj. by removing the period. Does it automatically search? Notice the ###### in some cells in the AMOUNT column. Why is this? How do you adjust this?
• Look at row 4. #N/A means that no match is found. What do you think is the reason? Correct the spelling of Cordarone Inj. by removing the period. Does it automatically search? Notice the ###### in some cells in the AMOUNT column. Why is this? How do you adjust this?
• After this exercise, ask: Filter results to display only territory 111 Filter further to display only Aprovel 300mg Display all data again Insert a column. What happens? (note that autofilter must be removed to insert a new column) [only in old versions] Create a copy the sheet SALES DATA and move to that sheet Filter Aprovel 300mg. Highlight the results and delete. Can we see the Undo button? (yes) Display all data again. Did we delete just Aprovel 300? (yes) Can we see the Undo button? (no) Tip: Avoid deleting directly from an autofiltered sheet because it is not possible to Undo the deletion. An alternative is to sort the results by Product, delete Aprovel 300mg (the Undo button should still be displayed). Ask students to delete the temporary worksheet.
• After this exercise, ask: Filter results to display only territory 111 Filter further to display only Aprovel 300mg Display all data again Insert a column. What happens? (note that autofilter must be removed to insert a new column) [only in old versions] Create a copy the sheet SALES DATA and move to that sheet Filter Aprovel 300mg. Highlight the results and delete. Can we see the Undo button? (yes) Display all data again. Did we delete just Aprovel 300? (yes) Can we see the Undo button? (no) Tip: Avoid deleting directly from an autofiltered sheet because it is not possible to Undo the deletion. An alternative is to sort the results by Product, delete Aprovel 300mg (the Undo button should still be displayed). Ask students to delete the temporary worksheet.
• After this exercise, ask: Filter results to display only territory 111 Filter further to display only Aprovel 300mg Display all data again Insert a column. What happens? (note that autofilter must be removed to insert a new column) [only in old versions] Create a copy the sheet SALES DATA and move to that sheet Filter Aprovel 300mg. Highlight the results and delete. Can we see the Undo button? (yes) Display all data again. Did we delete just Aprovel 300? (yes) Can we see the Undo button? (no) Tip: Avoid deleting directly from an autofiltered sheet because it is not possible to Undo the deletion. An alternative is to sort the results by Product, delete Aprovel 300mg (the Undo button should still be displayed). Ask students to delete the temporary worksheet.
• ### Working smart with excel v2.0

1. 1. 1 Working Smart with Excel v2.0 ADVANCE EXCEL For Account Managers and Account AssociatesWorking Smart with Excel v2.0 – ADVANCE EXCEL
2. 2. AGENDA 2 • A quick review of Basic Excel – The AutoRecover feature – Formatting features: • The Merge & Center feature • The Format Painter • The AutoFill feature • The AutoFit feature • Comments • Conditional Formatting – Sorting – Filtering • Creating & customizing Charts • Copying & pasting Charts into Powerpoint • Paste Special • PivotTables & PivotChartsWorking Smart with Excel v2.0 – ADVANCE EXCEL
3. 3. AGENDA 3 • Advance formulas – The IF function – The VLOOKUP function – The SUMIF function – Text manipulation functions • LEFT • RIGHT • MID • CONCATENATE (or “&”)Working Smart with Excel v2.0 – ADVANCE EXCEL
4. 4. 4 QUICK REVIEW OF BASIC EXCELWorking Smart with Excel v2.0 – ADVANCE EXCEL
5. 5. The AutoRecover Feature 5 • Go to Tools, Options • Go to Save tab – Tick Save AutoRecover to 3 or 5 minutes • Click OKWorking Smart with Excel v2.0 – ADVANCE EXCEL
6. 6. It’s Time to have FUN  6 • Open your Excel file Computer 102.xls 1. Merge & Center across • Go to QUICK REVIEW OF BASIC EXCEL tab columns A to H 2. Using Format Painter, copy the format of E4 to range F4:I4 3. Using Fill Series, fill the Month column with the month names from January to December 4. Using Fill Series, number the months from 1 to 12 5. Using AutoSum, compute the total sales for January7. Using a formula, compute the incentive column and use AutoFill to copy theby multiplying Total by the Incentive Rate (cell formula down to F16K1). Use AutoFill to copy the formula down to I16 6. Using a formula, compute8. Insert a comment the performance for Januaryexplaining why the sales in % format. Note that:for Product Z in July is only Performance = Total / Target5,000 Smart with Excel v2.0 – ADVANCE EXCEL Working
7. 7. The Sort Feature 7 b) Sort by Territory first, then by Product • Highlight columns A to G • From the menu, click Data, Sort • Specify sort order: Territory, then by Product • Click OK button EXPECTED OUTPUT:Working Smart with Excel v2.0 – ADVANCE EXCEL
8. 8. The AutoFilter Feature 8 a) Go to sheet QUICK REVIEW-SORT&FILTER b) Set AutoFilter on selected column • Highlight column A • From the menu, click Data, Filter, AutoFilter (notice the filter button on column A only b) Set AutoFilter on all columns • Click any cell inside the table • From the menu, click Data, Filter, AutoFilter (notice the filter button on all columns) c) Filter territory 112 only • Click the filter button on column A and select 112 (notice that only rows for 112 are displayed) • Click the filter button on column B and select Aprovel 150 (notice that only data for 112 and Aprovel 150 are displayed)d) Remove the AutoFilter • Click Data, Filter, AutoFilterWorking Smart with Excel v2.0 – ADVANCE EXCEL
9. 9. The Subtotal Function 9 a) Compute subtotals of Amount per Territory: • Remove AutoFilter if it is active • Sort the Sales Data sheet by Territory (ascending) • From the menu, click Data, Subtotal • Set the values similar to the screen at the right and click OK b) List the Territory totals only: • Click button 2 at the left portion of the screen • Try also buttons 1 & 3 c) Remove subtotals • Click Data, Subtotal • Click Remove All buttonWorking Smart with Excel v2.0 – ADVANCE EXCEL
10. 10. 10 CREATING & CUSTOMIZING CHARTSWorking Smart with Excel v2.0 – ADVANCE EXCEL
11. 11. The PIE Chart 11 • Used to show contribution of a category to the total categories • The size of each slice corresponds to the category’s relative contributionWorking Smart with Excel v2.0 – ADVANCE EXCEL
12. 12. The LINE Chart 12 • used to show trends or changes in data over a period of time, at even intervals. • emphasizes time flow and rate of change, rather than the amount of change. a data series Y-axis X-axis LegendWorking Smart with Excel v2.0 – ADVANCE EXCEL
13. 13. The 2-axes COLUMN-LINE Chart 13 • used to compare or correlate two sets of data categories, usually with different units of measure, over the same time period. • This chart is used to analyze if an increase in one category tends to increase (or decrease) the other data category a data series Primary Y-axis Secondary Y-axis X-axis LegendWorking Smart with Excel v2.0 – ADVANCE EXCEL
14. 14. 14 COPYING & PASTING CHARTS FROM EXCEL TO POWERPOINTWorking Smart with Excel v2.0 – ADVANCE EXCEL
15. 15. Pasting as Embedded Excel 15 Object Advantages Disadvantages • Can be directly edited within • Unnecessarily ‘loads’ the file Powerpoint without opening size of Excel into Powerpoint the source Excel file • Format of Excel tables are not copied perfectly, thus tedious to reformat within PowerpointWorking Smart with Excel v2.0 – ADVANCE EXCEL
16. 16. Pasting as Graphics 16 Advantages Disadvantages • Adds a relatively small amount • Cannot be directly edited to Powerpoint’s file size within Powerpoint without opening the source Excel file • and re-pasting into Powerpoint Format of Excel tables are almost copied perfectly, thus tedious to reformat within PowerpointWorking Smart with Excel v2.0 – ADVANCE EXCEL
17. 17. 17 EXPLORING THE PASTE SPECIAL FEATUREWorking Smart with Excel v2.0 – ADVANCE EXCEL
18. 18. The Paste Special feature 18 – paste the following into a destination cell or range of cells: • formulas only • values only • formats only • comments only • validation only • all of the above • all except borders • column widths • formulas & number formats • values & number formats – add, subtract, multiply and divide from the destination cells’ values – transpose (i.e. rotate or twist the positions) – paste link (i.e. automatically link the source to the destination thru an automatic formula)Working Smart with Excel v2.0 – ADVANCE EXCEL
19. 19. 19 CREATING & MANIPULATING PivotTables & PivotChartsWorking Smart with Excel v2.0 – ADVANCE EXCEL
20. 20. PIVOT TABLES 20Characteristics of a pivot table • Interactive, used to quickly summarize large amount of data • Rows & columns can be rotated • Auto-subtotal • Auto-total • Auto-sort • Drill-down feature • Data can’t be deleted (so don’t be afraid to practice)Working Smart with Excel v2.0 – ADVANCE EXCEL
21. 21. Parts of a Pivot Table 21 Drop a data Filter (e.g. display category here to 1 territory only) dice your data (i.e. break down horizontally) Calculated data, usually SUM or COUNT Drop a data category here to slice your data (i.e. break down vertically) Field List (ie columns fromWorking Smart with Excel v2.0 – ADVANCE EXCEL source table)
22. 22. Other Applications of the PivotTable 22 • Creating a unique or distinct list (i.e. not repeating) of a certain data category • Checking how many times a certain data category appeared in the source table (this is a good way to ensure that there are no duplicates) • Checking if there are differences in spelling within a certain data categoryWorking Smart with Excel v2.0 – ADVANCE EXCEL
23. 23. 23 CREATING & INTERPRETING ADVANCE FORMULAS & FUNCTIONSWorking Smart with Excel v2.0 – ADVANCE EXCEL
24. 24. The IF Function 24 (using cell references as conditional parameters)The IF function gives a pre-set value to a cell if a specified condition is met, otherwise it gives a different pre-set value.Usage: =IF(condition, value-if-true, value-if-false)Example condition: If Total is less than Target, give 0 incentive otherwise give 10000The equivalent formula in cell H5 should be: =IF(E5<F5,0,10000)Working Smart with Excel v2.0 – ADVANCE EXCEL
25. 25. The IF Function 25 (using numbers as conditional parameters)Usage: =IF(condition, value-if-true, value-if-false)Example condition: If Total is less than 200000, give 0 incentive otherwise give 10000The equivalent formula in cell H5 should be: =IF(E5<200000,0,10000)Working Smart with Excel v2.0 – ADVANCE EXCEL
26. 26. The IF Function 26 (using text as resulting value)Usage: =IF(condition, value-if-true, value-if-false)Example condition: If Total is less than 200000, write “No Incentive” otherwise give 10,000The equivalent formula in cell H5 should be: =IF(E5<200000,”No Incentive”,10000)Working Smart with Excel v2.0 – ADVANCE EXCEL
27. 27. Nested IF 27 (an IF condition within an IF condition) Total Sales IncentiveAssuming the company uses the 200,000 and up 10,000Incentive table at the right: 100,000 to 199,999 5,000 <100,000 0Usage: value-if-true =IF(condition, IF(condition, value-if-true, value if false), value-if-false Do this if Total is < 200,000 Do this ifExample condition: Total is not < 200,000If Total is < 200,000, if Total is < 100,000 write “No Incentive”, otherwise give 5,000, give 10,000 Do this if Do this if Total is < 100,000 Total is not < 100,000The equivalent formula in cell H5 should be: =IF(E5<200000,IF(E5<100000,”No Incentive”,5000),10000) Working Smart with Excel v2.0 – ADVANCE EXCEL
28. 28. The VLOOKUP function 28The VLOOKUP function searches for a value in the leftmost column of a range and if found, takes a value from a column you specifyUsage: =VLOOKUP(search_what, search-where, column # returned, FALSE)Example: Look up each territory from the territory list and determine the repassigned to it:Formula in B3: =VLOOKUP(A3,F:G,2,false)Example: Look up the sales figures from the incentive table andand determine the incentive amountFormula in D3: =VLOOKUP(C3,I:J,2)Working Smart with Excel v2.0 – ADVANCE EXCEL
29. 29. The SUMIF function 29The SUMIF function adds a range of cells based on a criteria with the same range or a different rangeUsage: =SUMIF(range, criteria, range to sum)Example: Using SUMIF, add upthe total sales (column E) of eachterritory Formula in E20: =SUMIF(A2:A17,”=111”,E2:E17) Formula in E21: =SUMIF(A2:A17,”=112”,E2:E17) Formula in E22: =SUMIF(A2:A17,”=113”,E2:E17)Formula in E23: =SUMIF(A2:A17,”=114”,E2:E17)Working Smart with Excel v2.0 – ADVANCE EXCEL
30. 30. 30 Text Manipulation ExercisesWorking Smart with Excel v2.0 – ADVANCE EXCEL
31. 31. The UPPER, LOWER, PROPER Functions 31 The UPPER function converts text to uppercase while LOWER and PROPER converts text to lowercase and propercase, respectively Usage: =UPPER(text) =LOWER(text) =PROPER(text)Example: Convert MD Last Name to uppercase, lowercase & propercase Formula in D2: =UPPER(A2) Formula in E2: =LOWER(A2) Formula in F2: =PROPER(A2)Working Smart with Excel v2.0 – ADVANCE EXCEL
32. 32. The LEFT, RIGHT, MID Functions 32 The LEFT function gets the specified number of characters at the left of a given text. RIGHT and MID gets a specified number of characters at the right and middle of a given text, respectively Usage: =LEFT(text, [number of chars]) =RIGHT(text, [number of chars]) =MID(text, starting number, number of chars) Example: Get the territory, district and hyphen from TERR-DISTRICT column Formula in B9: =LEFT(A2, 2) Formula in C9: =RIGHT(A2, 4) Formula in D9: =MID(A2,3,1)Working Smart with Excel v2.0 – ADVANCE EXCEL
33. 33. The CONCATENATE Function 33 The CONCATENATE function joins one or more strings into 1 string Usage: =CONCATENATE(text1, text2,…) or Usage: =text1&text2&,… Example: Combine the names of Dr. Jose-Santos Adad Formula in G9: = A2&”, “&B2Working Smart with Excel v2.0 – ADVANCE EXCEL
34. 34. 34 To maximize retention of learnings in this training: Get a copy of the original Excel file and go over the same exercises by following your training materials.Working Smart with Excel v2.0 – ADVANCE EXCEL
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