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# Intermediate - 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 intermediate courses.

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### Intermediate - Microsoft Excel Training Handout

1. 1. o Tips & Tricks Pg. 2-3 o Control & shift Pg. 2 o Freeze panes Pg. 2 o Highlight the entire worksheet Pg. 2 o Size all columns and/or rows so they are readable Pg. 2 o Quickly move or copy a worksheet(s) Pg. 2-3 o Select and work in multiple worksheets Pg. 3 o Special selections (all blanks, visible cells only) Pg. 3 o Make the same entry into all cells selected Pg. 3 o References – Relative & Absolute Pg. 3-4 o Subtotals Pg. 4-8 o Purpose & Example Pg. 4 o How to use the tool Pg. 5 o Expanding & collapsing your subtotals Pg. 5-6 o Subtotals by two or more criteria Pg. 6 o Copying & pasting your subtotals Pg. 7 o Text to columns to separate criteria Pg. 7-8 o VLOOKUPS Pg. 8-12 o Purpose & Example Pg. 8 o How to use the function Pg. 8-9 o Understanding how to organize and select your table Pg. 9-10 o The importance of unique values Pg. 10-11 o Issues because of formatting differences Pg. 11-12 o HLOOKUPS Pg. 12-13 o Pivot Tables Pg. 13-16 o Purpose & Example Pg. 13-14 o How to use the tool Pg. 14-16 1
3. 3. location and push OK. If you want to move it to a new or open workbook then select the workbook from the dropdown list. To copy the sheet follow the same process but before pushing OK click in the white box next to “Create a Copy”. You can copy or move multiple worksheets by first selecting multiple sheets using the process mentioned above. o Select multiple worksheets: You can hold down the control key and click on and select multiple worksheets at one time. You can also select a continuous range of worksheets by clicking on the first worksheet in your range, pushing and holding shift, and clicking in the last worksheet of your range. While multiple worksheets are selected, any change made to one of the sheets is made to all of the sheets. This can be a very useful shortcut when several of the same things need to be done to multiple worksheets, but be careful what you try to do and be sure to unselect your worksheets after you are done. (Note: anything found under the data tab cannot be used while multiple worksheets are selected. Eg: Sort, Subtotals, Pivot Tables). o Unselect multiple worksheets: Right click a worksheet and click “Ungroup Sheets” or click on to a worksheet that is not currently selected. (Note if all your worksheets in the workbook are selected, clicking on any one of them should unselect your selection). o Make special selections: Click Edit, then click Go To (Shortcut: Ctrl +G), and at the bottom left click Special. Now you can select any condition in this list and Excel will highlight only the cells that match the condition. For instance, if you wanted to highlight only blank cells, choose blank and push OK. o Simultaneously make the same entry into all cells selected: If you have several cells or a range selected, you can simultaneously enter the same thing into all the cells selected. To do this, make your selection, type in what is desired, push and hold control, and push enter. o References – Relative & Absolute - (Difficulty Level: Easy/Intermediate) o A reference to a cell contains a column letter and row number. (Eg. A1) Cell references are often found in Excel formulas. o You can also reference entire columns or entire rows in your formulas. (Eg. Column: A:A Row: 1:1) o Lastly, you can reference sheet names. (Eg. Sheet1!) o You can reference a column, row, or cell in a separate sheet by tying together a sheet reference with a column, row, or, cell reference. (Eg. Sheet1!A1) o References can be either relative or absolute. By default, references are relative.  Relative References • As relative references (or formulas containing relative references) are copied and pasted the column and/or row reference changes. 3
4. 4. • For instance, when relative column references (or formulas containing relative references) are copied and pasted to the left or right, the column letter in the reference will change accordingly. • Also, when relative row references (or formulas containing relative references) are copied and pasted into cells above or below the copied cell, the row number reference will change accordingly.  Absolute References • Absolute references refer to the same column and/or row no matter where you copy and paste the formula • For instance, when absolute column references (or formulas containing absolute references) are copied and pasted to the left or right, the column letter in the reference will not change. • Also, when absolute row references (or formulas containing absolute references) are copied and pasted into cells above or below the copied cell, the row number reference will not change. • To make a reference absolute, enter a dollar sign before the column or row reference (or both) that you want to make absolute. (Eg. \$A1, A\$1, \$A\$1, \$A:\$A, \$1:\$1) • If you are making the entire reference absolute you can highlight the reference and push F4. This can sometimes be a shortcut for making the entire reference absolute.  Example Absolute Column Absolute Row Relative References References References =a1 =b1 =\$a1 =\$a1 =a\$1 =b\$1 =a2 =b2 =\$a2 =\$a2 =a\$1 =b\$1 o Subtotals - (Difficulty Level: Easy/Intermediate) o Purpose: A tool in Microsoft Excel that is used to summarize data. o What this tool does: It inserts rows (orange, bold) however often the data in a selected column (blue) changes. These rows contain either a sum, average, count, etc… (orange) of the column(s) you choose (yellow). o Example: Total Group CPT Ins Code Account Allowed 106001 99285 7075 30813 \$270.62 106001 99283 7075 30858 \$97.41 106001 99285 7075 30909 \$270.62 106001 99285 7075 30994 \$270.62 7075 Total \$909.27 4