Excel 2010 Reporting with Analysis Services Cubes


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This session covers Excel reporting and data analysis. A variety of Excel features, tips and tricks when reporting with Analysis Services cubes is shared.

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Excel 2010 Reporting with Analysis Services Cubes

  1. 1. Jen UnderwoodTechnology SpecialistMicrosoft Corporation
  2. 2. • What’s new in Excel 2010• Excel with Analysis Services OLAP Cubes• Excel with Other Data Source Types• Basic Publish to SharePoint• Tips and Tricks
  3. 3. Data connection libraryConditional Quickly access theformatting most common data sources in yourSpot trends and enterprise for dataexceptions in your analysisdata to better informyour decisions Rich interactivityExcel Services Analyze data with new PivotTable toolsEnhanced Sorting and enhancedand Filtering support for SQLSort by cell color or Server Analysisfilter data to work Serviceswith only the datayou need 4
  4. 4. • Slicers offer a highly visual way to filter the data in PivotTables.• A control is placed on top of the Excel grid like a chart.• Slicer buttons quickly segment and filter the data to display.• No longer have to open a list to see which filters are applied.• Easily format slicers to match your workbook formatting and easily reuse them in other PivotTables, Pivot Charts, and cube functions.
  5. 5. • Slicers are filter components that can be hooked up to PivotTables and OLAP Functions in Excel 2010. Slicers are filters that function like PivotTable report filter (page) fields.• Depending on scope, the slicer can be scoped to a PivotTable, sheet, or workbook. Slicers also support locking.• Slicers support both update and refresh in the same way as PivotTables. When the workbook connection or PivotCache is refreshed, the content of the slicers (tiles captions and slicer cache) are refreshed as well• For OLAP specific reporting − Each level of a cube hierarchy will get its own cross-linked slicer − Named sets can not be used as slicers
  6. 6. • Use Slicer menus or Right-click on Slicer to change settings, styles, sorting, formatting and connect to Pivot tables
  7. 7. • Excel 2010 feature only, if opened in Excel 2007 a rectangle is displayed where the slicer was placed with an explanation
  8. 8. • Improved performance and multithreading (MTR) helps speed up data retrieval, sorting, and filtering in PivotTables• Named Set and Calculated Member Creation (advanced) − Excel 2010 has the ability to create Session Members (AS calculated members), and Session Scopes (AS Named Sets). This gives the user the power to force calculations and set filtering to go on at the SQL Server Analysis Server. MDX is used to create the scopes and calculations.• Enhanced Filtering − Search in filter interface to find items in thousands (or even millions) of items in your PivotTables.• Show Values As improved in OLAP and non-OLAP PivotTables• PivotChart easier for interactivity, filtering, formatting and reorganizing the charts layout by adding and removing fields.
  9. 9. • Write-back support• Capability to change values in the OLAP PivotTable Values area and have them written back to the Analysis Services cube on the OLAP server − You can use the write-back feature in what-if mode and then roll back the changes when you no longer need them, or you can save the changes. You can use the write-back feature with any OLAP provider that supports the UPDATE CUBE statement. SQL Server Analysis Services 2005 and 2008 both support write-back, however the feature needs to be enabled for each measure group or partition.
  10. 10. • “Show Values As” feature allows users to create custom calculations based on their source values
  11. 11. • Filter and sort regardless of location• Table headers replace regular worksheet headers at the top of columns when you scroll down in a long table − In Excel 2010, AutoFilter buttons now remain visible along with table headers in your table columns, so you can sort and filter data quickly without having to scroll all the way back up to the top of the table.• Better options for naming tables − When you change the name of a table, any PivotTables that refer to that name will update automatically, and you wont see annoying alerts about invalid references.• Auto-Filter Buttons and Menu• Tooltips show what is being filtered
  12. 12. • Sparklines enable visualization of complex relationships in data. − Display years of information in a single cell, helping you to identify trends and inflections visually. − Adds context to your numbers.• Line, Column and Win/Loss options
  13. 13. • Location − Range of cells with no values the sparkline group is bound to• Source Data − Range of cells with values that the sparkline group is bound to
  14. 14. • When you attempt to make a sparkline that pulls its data from non continuous cells, you get the following error:• To work around it, create a name to represent the range using the Formula tab via Defined Name dialog. If a name is created to store the cell references, then it will work. Just make sure that when you create the sparkline, you reference the name instead of the cell range.
  15. 15. • New charting limits − In Microsoft Office Excel 2007, you could have up to 32,000 data points in a data series for 2-D charts, 4000 for 3D. − In Excel 2010, the number of data points in a data series is limited only by available memory. This enables people—particularly those of you in the scientific community—to more effectively visualize and analyze large sets of data.• Macro recording for chart elements − In Office Excel 2007, recording a macro while formatting a chart or other object did not produce any macro code. − In Excel 2010, however, you can use the macro recorder to record formatting changes to charts and other objects.
  16. 16. • A user display different data views directly from new field button controls on pivot charts• You can also choose to hide these field button controls
  17. 17. • Simply double-click on a report for formatting options• Pattern fills have returned• Lock in place with Don’t Move or Size with Cells
  18. 18. • Conditional formatting makes it easy to highlight cells or ranges of cells and visualize data with data bars, color scales or icons.• More icon sets including triangles, stars, and boxes• New formatting options for data bars. You can apply solid fills or borders to the data bar, or set the bar direction from right-to- left instead of left-to-right. Also data bars for negative values appear on the opposite side of an axis from positive values.
  19. 19. • To edit Conditional Formatting Rules select Conditional Formatting, Manage Rules then choose Edit Rule
  20. 20. • Search in the PivotTable Field List allows users to search for entity captions in the field list.• Item search in the AutoFilter drop down menu allows users to search for items in a single column with AutoFilter turned on.• Search will evaluate all items, not just the ones currently showing in the filter tree control.• It is not be possible to search on member properties of a field even though you can apply label filters based on field member properties.
  22. 22. • If you share your worksheet with people who do not have Excel 2010 installed, use the compatibility functions instead of the renamed functions. Earlier versions of Excel recognize the old names and provide the expected results.• To use this feature − On the Formulas tab, in the Function Library group, click Insert Function. − In the “Or select a category” box, click Compatibility• Earlier versions of Excel can’t recognize the new functions so #NAME? errors shown• Run Compatibility Checker − Click the Office Button, and then click Info. − Under Prepare for Distribution, click Check for Issues, and then click Check Compatibility.
  23. 23. OLAP and Pivot Features Measures, Dimensions, KPIsPivot Chart Filters Pivot Table Fields
  24. 24. • Report pivot table design theme templates• Pivot table dimensions, named sets, KPIs and measures fields• Interactively expand or collapse hierarchies• Multiple selection, custom label and value filters with and optional Visual Totals − Excel issues derived MDX queries “SELECT FROM (SELECT…) “ for filters − Some calculated members do not work with filters and non-visual totals in 2007 versions• Show or hide selected dimension fields• Optional hover over Property display in tooltips• Charts and chart layout templates• Conditional formatting• Default and custom sorting and grouping• VBA can be used to extend features
  25. 25. • Drill through is a cube defined Action − Actions access is new in Excel 2007 − Returned data can be customized − Max detail rows to return can be controlled − Other cube Actions also supported• Show Details is an Excel OLAP feature that is NOT available with PowerPivot − Displays lowest level of row granularity in the cube − Different than Drill to Detail cube Action
  26. 26. • OLAP cube options for creating calculated members/measures and named sets based on the MDX Editor in Excel 2010. CREATE SESSION MEMBER [Adventure Works].[Measures].[Gross Profit] AS [Measures].[Sales Amount] - [Measures].[Total Product Cost]
  27. 27. • Named sets are used for extracting specific pieces of information dynamically based on MDX expressions for advanced reporting achieved in the past with ProClarity.• Excel 2010 does not support any type of filtering on named sets.
  28. 28. • 7 new cube formula functions• Escape the pivot table restrictions• Can use anywhere in workbook outside of the pivot table• Nice intellisense prompting
  29. 29. • Allows OLAP pivot table data to be converted to linked tabular data• Additional custom columns and functions can be created, can re-pivot but no longer have the nice cube OLAP pivot table data controls• VBA or macros can be made to automate the workaround tasks Cells now reference OLAP Cube Formulas
  30. 30. • Offline OLAP stores OLAP pivot table view data locally in cube (.cub) files − Select Offline OLAP and step through the Create Offline Cube Data File wizard − Pivot table defined filter settings are pre-applied to wizard − Only fields used in the pivot table will be shown in the field list while offline − Skipped dimension levels, KPIs and distinct count measures not supported• Online/Offline connection can be toggled• Offline cubes allow advanced filtering not enabled with Online• Requires the OLE DB Analysis Services Provider connection
  31. 31. • To improve look and feel by clearing Gridlines, Formula Bar and Headings Use View “Show” settings for a Dashboard look and feel
  32. 32. • Fabulous Excel OLAP Add-In on CodePlex at http://www.codeplex.com/OlapPivotTableExtend − View MDX − Private calculated members − Settings options − Searching calculations Not in the Add-Ins tab, accessed via right-click in Pivot Table
  33. 33. • Check all of the Excel PivotTable Option Settings − Show calculated members not under Measures set Show Calculated Members to True PivotTable Options>Display Tab>Show Calculated Members from OLAP Server − Parent-Child Dimensions using Role Security change Show Properties in ToolTips to False PivotTable Options>Display Tab> Show Properties in ToolTips• Windows Firewall − Need to open 2 tcp ports 2382 and 2383 or it may block connections
  34. 34. • Define security within the cube• Test security views of data on the cube by toggling between users• Test security views of data when in Excel using the Roles property of the connection string or logging in under that user Click Users Icon Define Cube Role Security Select Role to Test Set Role to Test in Connection
  35. 35. Many other types via ODBC
  36. 36. Start FromOther Data Sources
  37. 37. • Real-time, interactive, end-user BI reporting tool• Displays all or targeted elements of Excel workbooks through the browser• For displaying interactive data connected pivot tables in Excel not using PowerPivot, you need to publish any external Office data connections (.odc) files to Trusted Date Providers to Trusted Data Connection Libraries in SharePoint , be sure to also set the Excel Service Security settings
  38. 38. Select Connections Select Properties Update Security for SharePoint Export Excel Services
  39. 39. • Can simply upload to a SharePoint document Library• Also can use the File, Save & Send, Choose a Location and add Publish Options for advanced publishing Select Options for Excel Web Display
  40. 40. Control Excel Menus Control Interactive Features
  41. 41. View, Interact, Create, Edit Thin rendering in browser Author and Publish Spreadsheets Download a Copy or a Snapshot, Open for editing*Excel Excel*Editing Spreadsheets in SharePoint• For editing and viewing changes that do not change the original worksheet use Excel Web Access (EWA) Web Part and set desired Interactivity features Web Services, REST API,• For concurrent editing of the original JavaScript OM worksheet use Excel Web App via SharePoint Office Web Apps features Custom applications
  42. 42. • Pure Excel Services does not supports the following objects interactivity with external data sources − Query tables − Pivot tables based on a data range from another workbook − Pivot tables that have server based page fields − SharePoint lists − Web Queries − Links to other workbooks − Dynamic Data Exchange Links (DDE) − RTD Formulas• If a feature is not supported in Excel Services a warning is shown in the web browser
  43. 43. • SharePoint Excel Services deserves a full dedicated session from your friendly Office and SharePoint team• There are many security considerations with regards to External Data Sources, Trusted Data Connections and so on• Excel Web Parts can be used in many ways with or without SharePoint Web Part filtering• SharePoint Office Web Apps is a SharePoint Server add-in for allowing online concurrent editing of the same Excel file, not all groups choose to use this feature• Good resource on the Excel Services topics “Beginning Excel Services” published by Wrox
  44. 44. Help!• Add-ins • Sorting • Shortcuts• Auto publishing • Formatting • Protecting Confidential• Charts • Pivot Tables Data• Quick Access Toolbar • Data Validation • Other• Screenshots • Lookups• Conditional Formatting • Goal Seek/Solver• Filtering • IF Statements
  45. 45. • There are different types of add-in programs for Microsoft Office Excel that provide optional commands and features• You must load an add-in before you can use it. After loading the add-in, the add-in program and its commands are available in one of the following locations: Data tab, Formulas tab or Add-ins tab• To load an Excel add-in − Click the Microsoft Office Button , and then click Excel Options − Click the Add-Ins category − In the Manage box, click Excel Add-ins, and then click Go − In the Add-Ins available box, select the check box next to the add-in that you want to load, and then click OK − If the add-in that you want to use is not listed in the Add-Ins available box, click Browse, and then locate the add-in − Add-ins that are not available on your computer can be downloaded from Downloads on Office Online (www.office.microsoft.com) − If the add-in is not currently installed on your computer, click Yes to install it• To unload an Excel add-in − In the Add-Ins available box, clear the check box next to the add-in that you want to unload, and then click OK. − To remove the add-in from the Office Fluent Ribbon, restart Excel. Note Unloading or removing an add-in from the Ribbon does not delete the add-in from your computer. To delete the add-in from your computer, you must uninstall it.
  46. 46. • The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. You can add buttons that represent commands to the Quick Access Toolbar, and you can move the Quick Access Toolbar from one of the two possible locations• The Quick Access Toolbar can be located in one of two places: • Upper-left corner next to the Microsoft Office Button • Below the Ribbon, which is part of the Microsoft Office Fluent user interface• You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Fluent Ribbon − On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar − Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu
  47. 47. • Filtered data displays only the rows that meet criteria that you specify and hides rows that you do not want displayed. After you filter data, you can copy, find, edit, format, chart, and print the subset of filtered data without rearranging or moving it.• You can also filter by more than one column. Filters are additive, which means that each additional filter is based on the current filter and further reduces the subset of data.• Using AutoFilter, you can create three types of filters, each of which is mutually exclusive for each range of cells or column table: − by a list of values, a format, criteria• To filter: − Select a range of cells/table containing alphanumeric data − On the Home tab, in the Editing group, click Sort & Filter, and then click Filter• Click the arrow in the column header• Do one of the following: − In the list of values, select or clear one or more values to filter by. The list of text values can be up to 10,000. If the list is large, clear (Select All) at the top, and then select the specific values to filter by − Point to Text Filters and then click one of the comparison operator commands, or click Custom Filter. For example, to filter by text that begins with a specific character, select Begins With, or to filter by text that has specific characters anywhere in the text, select Contains − In the Custom AutoFilter dialog box, in the box on the right, enter text or select the text value from the list. For example, to filter by text that begins with the letter "J", enter J, or to filter by text that has "bell" anywhere in the text, enter bell − If you need to find text that shares some characters but not others, use a wildcard character. − To find any single character, use ? − For example, sm?th finds "smith" and "smyth“ − To find any number of characters, use * − For example, *east finds "Northeast" and "Southeast“
  48. 48. • You can sort data by text, numbers, and dates and times in one or more columns. You can also sort by format, including cell color, font color, or icon set. Most sort operations are column sorts, but you can also sort by rows.• Sort criteria are saved with the workbook so that you can reapply the sort each time that you open the workbook for an Excel table, but not for a range of cells. If you want to save sort criteria so that you can periodically reapply a sort when you open a workbook, then its a good idea to use a table. This is especially important for multicolumn sorts or for sorts that take a long time to create.• To sort − Select a column of alphanumeric data in a range of cells, or make sure that the active cell is in a table column containing alphanumeric data − On the Home tab, in the Editing group, click Sort & Filter• To sort by cell color, font color, or icon − If you have manually or conditionally formatted a range of cells or table column, by cell color or font color, you can also sort by these colors. You can also sort by an icon set created through a conditional format. − Select a column of data in a range of cells, or make sure that the active cell is in a table column. − On the Home tab, in the Editing group, click Sort & Filter, and then click Custom Sort. − Under Column, in the Sort by box, select the column that you want to sort. − Under Sort On, select the type of sort − To sort by cell color, select Cell Color − To sort by font color, select Font Color − To sort by an icon set, select Cell Icon − Under Order, click the arrow next to the button, and then, depending on the type of format, select a cell color, font color, or cell icon. − Under Order, select how you want to sort. Do one of the following: − To move the cell color, font color, or icon to the top or left, select On Top for a column sort, and On Left for a row sort. − To move the cell color, font color, or icon to the bottom or right, select On Bottom for a column sort, and On Right for a row sort. − To specify the next cell color, font color, or icon to sort by, click Add Level, and then repeat steps three through five. Make sure that you select the same column in the Then by box and that you make the same selection under Order. − Keep repeating for each additional cell color, font color, or icon that you want included in the sort.
  49. 49. • Solver is part of a suite of commands sometimes called what-if analysis tools. With Solver, you can find an optimal value for a formula in the target cell . Solver works with a group of cells that are related, either directly or indirectly, to the formula in the target cell. Solver adjusts the values in the adjustable cells — to produce the result that you specify from the target cell formula. You can apply constraints to restrict the values that Solver can use in the model, and the constraints can refer to other cells that affect the target cell formula.• As an example of the kind of problem that the Solver can tackle, imagine you are planning an advertising campaign for a new product. Your total budget for print advertising is $12,000,000; you want to expose your ads at least 800 million times to potential readers; and you’ve decided to place ads in six publications—we’ll call them Pub1 through Pub6. Each publication reaches a different number of readers and charges a different rate per page. Your job is to reach the readership target at the lowest possible cost with the following additional constraints: − At least six advertisements should run in each publication. − No more than a third of your advertising dollars should be spent on any one publication. − Your total cost for placing advertisements in Pub3 and Pub4 must not exceed $7,500,000. Audience per Number of Ads Percent of Publication Cost per Ad Ad (mill) placed Total Cost Total Total Audience (mill) Pub 1 $ 147,420 9.9 6.0 $ 884,520 26% 59 Pub 2 $ 124,410 8.4 6.0 $ 746,460 22% 50 Pub 3 $ 113,100 8.2 6.0 $ 678,600 20% 49 Pub 4 $ 70,070 5.1 6.0 $ 420,420 13% 31 Pub 5 $ 53,000 3.7 6.0 $ 318,000 9% 22 Pub 6 $ 52,440 3.6 6.0 $ 314,640 9% 22 Total $ 3,362,640 233 Total Pub 3 + Pub 4 $ 1,099,020 Constrains: Total advertising budget $ 12,000,000 Total budget for Pub 3 + Pub 4 $ 7,500,000 Minimum total audience (mill) 800 Maximum % of budget spent on any publication 33.30% Minimum number of ads per publication 6
  50. 50. • Click the Solver button on the Data tab to display the dialog box shown below. To complete this dialog box, you must give the Solver three sets of information: your objective, or target (minimizing total expenditure); your variables, or changing cells (the number of advertisements you will place in each publication); and your constraints.• Stating the objective -- In the Set Target Cell box, you indicate the goal, or target, that you want Solver to achieve. In this example, you want to minimize your total cost—the value in cell E8—so you specify your objective by typing E8 in the Set Target Cell box (or by clicking the cell). In this example, because you want the Solver to set your target cell to its lowest possible value, you select Minas the Equal To option.• You don’t have to specify an objective. If you leave the Set Target Cell box blank, then click Options, and finally select the Show Iteration Results check box, you can use the Solver to step through some or all the combinations of variable cells that meet your constraints. You will then receive an answer that solves the constraints but isn’t necessarily the optimal solution.• Specifying variable cells -- In our example, the cells whose values can be adjusted are those that specify the number of advertisements to be placed in each publication, or cells D2:D7. Alternatively, you can click Guess, and the Solver proposes the appropriate changing cells based on the target cell you specified.• Specifying constraints -- The last step, specifying constraints, is optional. To specify a constraint, click Add in the Solver Parameters dialog box, and complete the Add Constraint dialog box. Figure below shows how you express the constraint that total advertising expenditures (the value in cell E8 in the model) must be less than or equal to the total budget (the value in cell G11).• To stipulate that your ad-placement variables be restricted to whole numbers, in the Add Constraint dialog box, select the cell reference that holds your ad placement numbers—D2:D7. Select int. in the list in the middle of the dialog box. The Solver inserts the word integer in the Constraint box.
  51. 51. • The new Solver Add-in is included by default with Excel, but kept disabled. In order to enable it, click the Backstage view (File Tab) and choose Options.• Next, in the Excel Options dialogue box, select Add-Ins from the left sidebar and then click the Go button next to Manage Excel Add-ins at the bottom.• Now check the Solver Add-in option and hit OK to enable it.• Solver is located under the Data tab
  52. 52. • Solver dialogue box to specify parameters that vary depending upon the problem to solve• Solver Help http://www.solver.com/excel2010/solverhelp.htm?CTT=5&origi n=HP010342416&redir=0
  53. 53. • Target Cell − target cell is the cell which will represent the objective or goal. For example, suppose a scenario arises in which the production manager of a firm would presumably want to maximize the profitability of the Product during each month. The cell that measures profitability would be the target cell.• Changing Cells − Changing cells are those cells that can change or adjust to optimize the target cell. The production manager can adjust the count produced for each product during a month based on set resources. The cells in which these counts and resources are stored are the changing cells.• Constraints − Constraints are restrictions/limitations that you apply on the changing cells. For example in the above scenario, the product manager can’t use more than 110 percent any available resource (IE, raw material and labor) than the amount already available for that resource.
  54. 54. • Data validation is an Excel feature that you can use to define restrictions on what data can or should be entered in a cell, prevent users from entering data that is not valid or allow users to enter invalid data but warn them when they try to type it in the cell.• Data validation can be used to − Restrict data to predefined items in a list − Restrict numbers outside a specified range − Restrict dates and times outside a certain time frame − Limit the number of text characters − Validate data based on formulas or values in other• Data validation options are located in the Data Tools group• You configure data validation in the Data Validation dialog box
  55. 55. • Searches for a value in the first column of a table array and returns a value in the same row from another column in the table array. Use VLOOKUP when your comparison values are located in a column to the left of the data you want to find. − Syntax: VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) − EX.: =VLOOKUP(1,A2:C10,2) − Searches for value 1 in column A, and returns the value from column B (2 nd column in the range) in the same row• Searches for a value in the top row of a table or an array of values, and then returns a value in the same column from a row you specify in the table or array. Use HLOOKUP when your comparison values are located in a row across the top of a table of data, and you want to look down a specified number of rows. − Syntax: HLOOKUP(lookup_value,table_array,row_index_num,range_lookup) − EX.: =HLOOKUP("Bolts",A1:C4,4) − Looks up Bolts in row 1, and returns the value from row 4 thats in the same column.
  56. 56. • Use IF to conduct conditional tests on values and formulas − Syntax: IF(logical_test,value_if_true,value_if_false) − EX.: =IF(A2<=100,"Within budget","Over budget")• Adds the cells specified by a given criteria/multiple criteria − Syntax: SUMIF(range,cr iteria,sum_range) − EX.: =SUMIF(A2:A5,">160000",B2:B5) − Syntax: SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2…) − EX.: =SUMIFS(B2:E2,B5:E5,">=1%",B5:E5,"<=3%",B4:E4,">1%")• Counts the number of cells within a range that meet the given criteria or multiple criteria − Syntax: COUNTIF(range,criteria) − EX.: =COUNTIF(A2:A5,A3)+COUNTIF(A2:A5,A2) − Syntax: COUNTIFS(range1, criteria1,range2, criteria2…) − EX.: =COUNTIFS(B2:B5,"=Yes",C2:C5,“<>Yes")• Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula. The following error types are evaluated: #N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL! − Syntax: IFERROR(value,value_if_error) − EX.: =IFERROR(A2/B2, "Error in calculation")
  57. 57. • SUMIF(range,criteria,sum_range)• Range is the range of cells that you want evaluated by criteria. Cells in each range must be numbers or names, arrays, or references that contain numbers. Blank and text values are ignored.• Criteria is the criteria in the form of a number, expression, or text that defines which cells will be added. For example, criteria can be expressed as 32, "32", ">32", or "apples".• Sum_range are the actual cells to add if their corresponding cells in range match criteria. If sum_range is omitted, the cells in range are both evaluated by criteria and added if they match criteria.• Remarks• Sum_range does not have to be the same size and shape as range. The actual cells that are added are determined by using the top, left cell in sum_range as the beginning cell, and then including cells that correspond in size and shape to range. For example: If range is And sum_range is Then the actual cells are A1:A5 B1:B5 B1:B5 A1:A5 B1:B3 B1:B5 A1:B4 C1:D4 C1:D4 A1:B4 C1:C2 C1:D4• You can use the wildcard characters, question mark (?) and asterisk (*), in criteria. A question mark matches any single character; an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type a tilde (~) preceding the character.
  58. 58. • If you know the result that you want from a formula, but not the input value the formula needs to get that result, you can use the Goal Seek feature. For example, use Goal Seek to change the interest rate in cell B3 until the payment value in B4 equals ($900.00)• On the Data tab, in the Data Tools group, click What-If Analysis, and then click Goal Seek• In the Set cell box, enter the reference for the cell that contains the formula you want to resolve. (In the example, this is cell B4.)• In the To value box, type the result you want. (In the example, this is -900.)• In the By changing cell box, enter the reference for the cell that contains the value you want to adjust. (In the example, this is cell B3.) − Note This cell must be referenced by the formula in the cell you specified in the Set cell box.
  59. 59. • You can create one-variable or two-variable data tables, depending on the number of variables that you want to test.• One-variable data tables Use a one-variable data table if you want to see how different interest rates affect a monthly mortgage payment. In the following example, cell D2 contains the payment formula, =PMT(B3/12,B4,-B5), which refers to the input cell B3.• You must design one-variable data tables (data table: A range of cells that shows the results of substituting different values in one or more formulas. There are two types of data tables: one-input tables and two-input tables.) so that input values are listed either down a column (column-oriented) or across a row (row-oriented). Formulas (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value. A formula always begins with an equal sign (=).) that are used in a one-variable data table must refer to an input cell (input cell: The cell in which each input value from a data table is substituted. Any cell on a worksheet can be the input cell. Although the input cell does not need to be part of the data table, the formulas in data tables must refer to the input cell.).• Type the list of values that you want to substitute in the input cell either down one column or across one row.• Do one of the following: − If the data table is column-oriented, type the formula in the row above the first value and one cell to the right of the column of values. Type any additional formulas to the right of the first formula. − If the data table is row-oriented, type the formula in the column to the left of the first value and one cell below the row of values. Type any additional formulas below the first formula.• Select the range of cells that contains the formulas and values that you want to substitute.• On the Data tab, in the Data Tools group, click What-If Analysis, and then click Data Table.• Do one of the following: − If the data table is column-oriented, type the cell reference (cell reference: The set of coordinates that a cell occupies on a worksheet. For example, the reference of the cell that appears at the intersection of column B and row 3 is B3.) for the input cell in the Column input cell box. − If the data table is row-oriented, type the cell reference for the input cell in the Row input cell box.
  60. 60. CTRL combination shortcut keys• CTRL+SHIFT+( Unhides hidden rows within selection• CTRL+SHIFT+) Unhides hidden columns within selection• CTRL+SHIFT+~ Applies the General number format• CTRL+SHIFT+$ Applies the Currency format with 2 decimal places (negative numbers)• CTRL+SHIFT+% Applies the Percentage format with no decimal places• CTRL+SHIFT+# Applies the Date format day/month/year• CTRL+; Enters the current date• CTRL+SHIFT+" Copies the value from the cell above the active cell into the cell or the Formula Bar• CTRL+ Copies a formula from the cell above the active cell into the cell or the Formula Bar• CTRL+` Alternates between displaying cell values and displaying formulas in the worksheet• CTRL+1 Displays the Format Cells dialog box• CTRL+9 Hides the selected rows• CTRL+0 Hides the selected columns• CTRL+A Selects the entire worksheet• CTRL+B Applies or removes bold formatting• CTRL+F Displays the Find and Replace dialog box• CTRL+I Applies or removes italic formatting.• CTRL+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks• CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected• CTRL+N Creates a new, blank workbook• CTRL+SHIFT+O selects all cells that contain comments• CTRL+T Displays the Create Table dialog box• CTRL+W Closes the selected workbook window• CRTL+Z Undo
  61. 61. Function Keys• ALT+SHIFT+F1 inserts a new worksheet• F2 Edits the active cell and positions the insertion point at the end of the cell contents• SHIFT+F2 adds or edits a cell comment• CTRL+F2 displays the Print Preview window• F4 Repeats the last command or action, if possible• CTRL+F4 closes the selected workbook window• F5 Displays the Go To dialog box• CTRL+F5 restores the window size of the selected workbook window• CTRL+F6 switches to the next workbook window when more than one workbook window is open• F11 Creates a chart of the data in the current range• SHIFT+F11 inserts a new worksheet• CTRL+ARROW KEY moves to the edge of the current data region• SHIFT+ARROW KEY extends the selection of cells by one cell• CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell• ALT+PAGE UP moves one screen to the left in a worksheet.• CTRL+PAGE UP moves to the previous sheet in a workbook• CTRL+TAB+PAGE UP/DOWN moves between sheets in a workbook• CTRL+SPACEBAR selects an entire column in a worksheet• SHIFT+SPACEBAR selects an entire row in a worksheet• ALT+E+S opens paste special window
  62. 62. © 2010 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
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