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# Advanced - Microsoft Excel Training Handout

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My supervisor at Apollo Information Services put me in charge of developing and teaching Excel training courses to help employees learn how to use Microsoft Excel. This handout was given to the employees so they did not have to take notes during the classes. I also used it as a guide while presenting the material. This handout was used for the advanced course.

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### Advanced - Microsoft Excel Training Handout

1. 1. o Pivot Tables Pg.2-5 o Purpose Pg. 2 o Example Pg.2-3 o How to use the tool Pg3-5 o VLOOKUPS Pg.5-11 o Purpose Pg.5 o What this function does Pg.5-6 o Example Pg.6 o How to use the function Pg.6-7 o Understanding how to organize and select your table Pg.7-8 o The importance of unique values Pg.8-9 o Issues because of formatting differences Pg.9-10 o VLOOKUP across all sheets in a workbook Pg.10-11 o Data Validation Pg.11-12 o Purpose Pg.11 o Examples Pg.11 o How to use the tool Pg.11-12 o Data Validation – List Pg.12 o HLOOKUPS Pg.12-13 o Match Function Pg.13-14 o Purpose Pg.13 o What this function does Pg.13 o Example Pg.13-14 o How to use this function Pg.14 o Count If Function Pg.14-15 o Purpose Pg.14 o What this function does Pg.15 o Example Pg.15 o How to use this function Pg.15 o Sum If Function Pg.15-17 o Purpose Pg.15-16 o What this function does Pg.16 o Example #1 Pg.16 o How to use this function Pg.16 o Example #2 Pg.17 o If Function Pg.17-18 o Purpose Pg.17 o What this function does Pg.17 o Example Pg.17-18 o How to use this function Pg.18 o Tips & Tricks Pg.18-19 o Quickly move or copy a worksheet(s) Pg.18-19 1
2. 2. o Select and work in multiple worksheets Pg.19 o Make special selections (all blanks) Pg.19 o Simultaneously make the same entry into all cells selected Pg.19 o PIVOT TABLES - (Difficulty Level: Intermediate/Advanced) o Purpose  This tool organizes and summarizes your data in a table or chart  The big advantage is you can quickly and easily change the way you organize or summarize your data  Also, making a chart is easier than ever o Example Raw Data Denial Site Ins_Type Ins_Code Ins_Name Denial_Count Denial_Desc 1 106001 B 2490 BLUE SHIELD MO 16 Deductible Amount 1 106001 B 7265 BLUE SHIELD MO 1 Deductible Amount 1 106001 H 7075 GROUP HEALTH PLAN 2 Deductible Amount 1 106001 H E002 AETNA PPO 2 Deductible Amount 1 106001 H E059 HEALTHLINK HMO 2 Deductible Amount 1 106001 H E061 HEALTHLINK PPO 1 Deductible Amount 1 106001 H E114 UNITED HEALTHCARE 13 Deductible Amount 1 106001 H E1293 CIGNA HMO 1 Deductible Amount GOLDEN RULE UNITED 1 106001 H E1330 HEALTHCARE 1 Deductible Amount 1 106001 O 99997 MISCELLANEOUS O 3 Deductible Amount 1 106001 O E051 GREAT WEST LIFE & ANNUITY 2 Deductible Amount 1 106001 R 2488 MEDICARE MO 3 Deductible Amount 1 107001 B 108 BLUE SHIELD IL 29 Deductible Amount 1 107001 H 288 HEALTHLINK 1 Deductible Amount 1 107001 H 7736 TRICARE NORTH REGIONS 3 Deductible Amount 1 107001 H 7849 GMP RETIREE TRUST 2 Deductible Amount 1 107001 H E002 AETNA PPO 1 Deductible Amount 1 107001 H E059 HEALTHLINK HMO 1 Deductible Amount 1 107001 H E061 HEALTHLINK PPO 8 Deductible Amount 1 107001 H E1291 CIGNA PPO 1 Deductible Amount 1 107001 H E1315 UNITED HEALTHCARE PPO 15 Deductible Amount 1 107001 H E1321 GHP 8 Deductible Amount 1 107001 O 99997 MISCELLANEOUS O 1 Deductible Amount 1 107001 O E125 UNICARE 1 Deductible Amount 1 107001 O E1288 JOHN ALDEN LIFE INSURANCE CO 1 Deductible Amount 2
3. 3. 1 107001 R 777 MEDICARE IL 7 Deductible Amount Pivot Table Denial (All) Sum of Denial_Count Ins_Type Grand Site B D E H O R Total 106001 360 128 11 689 45 376 1609 107001 728 369 15 1070 94 1185 3461 Grand Total 1088 497 26 1759 139 1561 5070 o How to use this tool  First go to Data and then click PivotTable and PivotChart Report  Make sure Microsoft Office Excel list or database and PivotTable is selected  Click Next and make sure that the range Excel has selected is correct  If it is not correct then manually enter or select the appropriate range and click Next  Make sure New Worksheet is selected and click Finish  Now you should be in a new sheet and you should see a box titled PivotTable Field List  This box should contain all of your column headings from your data  If this box is not visible then right click anywhere in your PivotTable and click Show Field List  These column headings can be dragged and dropped into the different fields you see in your PivotTable  The four different fields are titled: Page Field, Row Field, Column Field, Data Items  To drag and drop items into fields, click and hold the item in the PivotTable Field List and drag and drop it into the desired field  In the example above, Denial (blue) has been dragged and dropped into the Page Field  Site (yellow) has been dragged into the Row Field  Insurance Type (red) has been dragged into the Column Field  Lastly, Denial Count (green) has been dragged in the Data Items Field 3
6. 6.  This tool looks vertically for a value (orange) (Eg: Site) in a separate table (blue)  When it finds the value, it returns the information you ask for that is related to that value (Eg: State, Site Name) o Example: Site State Site Name To fill in the missing 10700 information, the 1 IL Alton Memorial Hospital VLOOKUP performs 14500 7 a lookup of these 10800 sites (orange) in the 1 table below (blue). 12900 3 Site State Site Name 10700 1 IL Alton Memorial Hospital 21500 1 OH Samaritan Regional Health System 14500 7 IN Dunn Memorial Hospital 22500 4 SC Marlboro Park Hospital 10800 1 MO Parkland Health Center-Bonne Terre 22600 1 WV Saint Francis Hospital 12900 3 NY Cortland Convenient Care Center 11100 1 MO Jefferson Regional Medical Center o How to use this function:  First go to Insert, and click Function  Search VLOOKUP and push OK  For the first field, Lookup_Value, enter a reference that contains the value you want looked up (orange) (Eg: A2)  Your Lookup_Value (orange) must be a unique value in your lookup table (blue)  In the next field, Table_array, you must enter the table (blue) that excel will be searching in for your lookup value (orange)  The table must include the values related to your lookup values (Site #) and any related information that you want the lookup to return (State, Site Name)  The table can be in the sheet you are working in or it could be in a different sheet in the same workbook  The easiest way to enter the reference for your table is to click in the Table_Array field, click on the sheet the table is in, and then highlight the entire table 6