If you want Excel do the job (of calculating and working), there are several mandatory rules. In this session I will discuss the importance of some of these rules. The goal is to create a logical process beginning with the input and ending at the output. The bottom line will be Excel models, which are effortless in use and will keep you – as designer / builder – always in control. If you invest more time (and thoughts) about the model you are about to make, in the end the more profits you benefit while working with that model.

1. ZERO EFFORT EXCEL
MODELS ©
THE IMPACT OF RANGES ON EXCEL MODELS
Henk
Vlootman
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2. What is a range in Excel?
A range is defined by:
• The first empty row below and above a group of data.
• The first empty column right and left of the same group of data.
• The first (upper) row of a range contains headers. This is the description of
the content of the cells within the range of the column below.
• Every cell in a row in the range, exept for the header, has content that has a
relation with the contents in other cells in that row.
Excel determinate ranges automatic if you use:
• Pivot tables.
• Filters.
• Sort.
• Tables.
• Remove duplicates.
• Graphs.
© 2014, Vlootman Consultancy B.V.
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3. Range tools
There are specific short-cut keys for ranges. They will work as long as the
active cell is placed in any range.
Control & * : select the complet range.
Control & a: will do the same. The differennce with the above mentioned tool,
is that when the active cell is not in a range Control & a will select the
complete sheet, while Control & * will not do anything.
Control & . (while having the range selected): switch the active cell to each
corner of the range, without losing the selected range.
© 2014, Vlootman Consultancy B.V.
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4. Some examples of ranges
• There are good designed ranges…
• and there are bad designed ranges…
So let’s look at some ranges.
© 2014, Vlootman Consultancy B.V.
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5. Recognize your ranges
© 2014, Vlootman Consultancy B.V.
There are two main data type to be present in ranges:
• Data for criteria.
• Data for calculations.
There is a subgroup, which I called KeyColumn data. This data is typed
criteria. It is used to combine ranges, as in a relational database.
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6. Calculations in ranges
© 2014, Vlootman Consultancy B.V.
Calculations in ranges have two types:
• Calculations with the same hierarchic level.
• Calculations with higher hierarchic level.
Calculations with the same hierarchic level:
• Be aware of formula fractures!
Calculations with higher hierarchic level:
• Use compress formulas or - functions (such as SUMIFS).
• Use key tables to structure the compressed data.
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7. Range hopping
© 2014, Vlootman Consultancy B.V.
Use ranges to get from input to
output:
• Use separate ranges for input
and calculations.
• Never accept input in ranges
intended for calculations.
• Place all the calculation ranges
into one sheet and document it
there.
• Make a chain from input range
by linking calculation ranges.
• Excel calculates from the right
hand upper corner to the left
hand under corner of a sheet. If
you want to make your
calculations efficient, keep
track of this rule.
• Your output range should never
be on the same sheet as the
ranges for calculations.
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8. The influence of ranges on efficiency and reliability
© 2014, Vlootman Consultancy B.V.
• Ranges offers an structured way of building Excel models.
• If you are using the Excel tools like Names, you are able to track the route
of the calculations from the highest hierarchic level (output) to the lowest
(input).
• My best Excel models have around 40 % calculations in order to make the
model work and the other 60 % calculations are to control the results of the
model.
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9. Thank you very much !
© 2014, Vlootman Consultancy B.V.
Henk Vlootman
Vlootman Consultancy B.V.
06- 54 97 44 87
info@vlootman.nl
Twitter: Henk4Excel
LinkedIn: nl.linkedin.com/in/vlootman/
My LinkedIn groepen:
ManagingExcel
Power pivot NL
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