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Advance Excel

Ravi Rai ,
IBS Bangalore
Class of 2013
Why Excel

Used for analysis and reporting across industry verticals
Most cost effective spreadsheet
Standard protocol to ...
Navigating Through Excel – Exploring Menu Bar and Tool
Bar Functions Basic Options

Inserting different types of Charts
Cr...
Navigating Through Excel – Exploring Menu Bar and
Tool Bar Functions Basic Options

Printing options used to setup page la...
Navigating Through Excel – Exploring Menu Bar and
Tool Bar Functions Basic Options

Subtotals – for a data

Applying and R...
Navigating Through Excel – Exploring Menu
Bar and Tool Bar Functions

Protecting and Sharing Workbook
Inserting and Viewin...
Navigating Through Excel – Exploring Menu Bar and
Tool Bar Functions
Formula and Functions

Different types of Functions
D...
Syntax – RIGHT(text,num_chars)

Text – the text string that contains the characters
you want to extract
Num_chars – spec...
Syntax – LEFT(text,num_chars)

Text – the text string that contains the characters
you want to extract
Num_chars – speci...
Syntax – TRIM(text)

 Text – the text string that contains the characters
you want to extract

Ravi Rai
Syntax –
FIND(find_text,within_text,start_num)

Find_text – the text you want to find
Within_text – the text containing ...
Syntax –
CONCATENATE(text1,text2,...)

 text1, text2, ... – are 1 to 30 text items to be
joined into a single text item. ...
Syntax – UPPER(Text)
Syntax – LOWER(Text)
Syntax – PROPER(Text)
Text – the text you want to convert to uppercase, lowercas...
Syntax – LEN(Text)

 Text – the text whose length you want to find.
Spaces count as characters

Ravi Rai
Syntax – EXACT(text1,text2)

Text1 – is the first text string
Text2 – is the second text string

Ravi Rai
Syntax – SUMIF(range,criteria,sum_range)

 Range – is the range of cells you want
evaluated
 Criteria – is the criteria ...
Syntax – ROUND(number,num_digits)

 Number – is the number you want to round
 Num digits – specifies the number of digit...
 Syntax – MAX(number1,number2,...)
Syntax – MIN(number1,number2,...)

 Number1, number2, ... – are 1 to 30 numbers
for w...
 Syntax – MOD(number,divisor)

• Number – is the number for which you want to
find the remainder
• Divisor – is the numbe...
Syntax –
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)



Searches for a value in the leftmost column of a...
Syntax –
HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)



Searches for a value in the top row of a table o...
Syntax – INDEX(array,row_num,column_num)
 Returns a value or the reference to a value from
within a table or range
 Arra...
Syntax –
MATCH(lookup_value,lookup_array,match_type)

 Returns the relative position of an item in an array
that matches ...
Syntax –
IF(logical_test,value_if_true,value_if_false)


Returns one value if a condition you specify evaluates to TRUE a...
Syntax – AND(logical1,logical2, ...)

 Returns TRUE if all its arguments are TRUE;
returns FALSE if one or more argument ...
Syntax – OR(logical1,logical2,...)

 Returns TRUE if any argument is TRUE; returns
FALSE if all arguments are FALSE
 Log...
Using the Conditional Formatting Rules
Manager

 Each time you create a conditional format, you are
defining a conditiona...
Data Validation
 Data Validation - restricting what data can go in
a cell

 Highlight the cell/column on your spreadshee...
Data Validation



From the Data Tools panel, click Data Validation to bring up the
dialogue box again
Ravi Rai
Data Validation areas appear:
Three new
From the Allow list, select Text
length:



•

restrict the amount of text a user...
To add an error message, click the Error Alert tab

Ravi Rai
How to circle Invalid Data



Insert the required condition in the Data Validation Dialog Box

Ravi Rai
Displays a red circle around any cells
that contain invalid data.

Ravi Rai
How to remove duplicates from
column

Expand or continue with the current selection

Ravi Rai
To cells to group (see cells A2:A
1. Selectadd Group & Outline in the screenshot).
2. Select Data -> Group (in Outline Gro...
Subtotal functionality

 Follow these steps to add subtotals
to a list in a worksheet:
 Sort the list on the field for w...
What-If Analysis pack

Ravi Rai
 When you click Scenario Manager, you should the
following dialogue box:

Ravi Rai
How to Create a Report from a
Scenario
 To create a report from your scenarios, do the
following:

 Click on Data from t...
Gantt Chart

Ravi Rai
Dynamic Charts

Ravi Rai
Ravi Rai
Pivot Tables

Pivot Table
 Summary Report generated from a database
 Dataset can reside in a worksheet or in an external...
Creating a Pivot Table

 Specify the Data location
 Select the data
 Complete the Pivot table

Ravi Rai
OFFSET(starting point, rows to move, columns to move, height, width)

 Starting point: This is a cell or range from which...
ISERROR( value )

 If value is an error value (#N/A, #VALUE!, #REF!,
#DIV/0!, #NUM!, #NAME? or #NULL), this function will...
PRODUCT(number1,number2,number3, ... )
This Excel function multiplies the numbers provided as arguments, and displays
the ...
 Transpose
 Paste Special
 Copy Formula
DATEDIF(start_date, end_date,
interval_type)

 If you want to calculate the difference between
dates in years or months y...
Freeze Panes
 Freeze Top Row so column headings are always
available
- Ensure column headings are the top row of your
spr...
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Training excel

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Advance Analytic Basics

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Transcript of "Training excel"

  1. 1. Advance Excel Ravi Rai , IBS Bangalore Class of 2013
  2. 2. Why Excel Used for analysis and reporting across industry verticals Most cost effective spreadsheet Standard protocol to share information Any information can be analyzed and reported extensively Ravi Rai
  3. 3. Navigating Through Excel – Exploring Menu Bar and Tool Bar Functions Basic Options Inserting different types of Charts Creating Hyperlink Applying Header and Footer Inserting Tables and Pivot Tables Ravi Rai
  4. 4. Navigating Through Excel – Exploring Menu Bar and Tool Bar Functions Basic Options Printing options used to setup page layout Ravi Rai
  5. 5. Navigating Through Excel – Exploring Menu Bar and Tool Bar Functions Basic Options Subtotals – for a data Applying and Removing filters Sorting a moderately sized dataset Validation – Validating data and creating input boxes without using macros Ravi Rai Analyzing data with changing values Grouping and Ungrouping data
  6. 6. Navigating Through Excel – Exploring Menu Bar and Tool Bar Functions Protecting and Sharing Workbook Inserting and Viewing Comments Ravi Rai
  7. 7. Navigating Through Excel – Exploring Menu Bar and Tool Bar Functions Formula and Functions Different types of Functions Different types of Functions Formatting and Auditing Formulae Formatting and Auditing Formulae Comments: It consists of all the available functions and formulae, that are applied on an Excel sheet
  8. 8. Syntax – RIGHT(text,num_chars) Text – the text string that contains the characters you want to extract Num_chars – specifies the number of characters you want RIGHT to extract Ravi Rai
  9. 9. Syntax – LEFT(text,num_chars) Text – the text string that contains the characters you want to extract Num_chars – specifies the number of characters you want LEFT to extract Ravi Rai
  10. 10. Syntax – TRIM(text)  Text – the text string that contains the characters you want to extract Ravi Rai
  11. 11. Syntax – FIND(find_text,within_text,start_num) Find_text – the text you want to find Within_text – the text containing the text you want to find Start_num – specifies the character at which to start the search. The first character in within_text is character number 1. If you omit start_num, it is assumed to be 1 Ravi Rai
  12. 12. Syntax – CONCATENATE(text1,text2,...)  text1, text2, ... – are 1 to 30 text items to be joined into a single text item. The text items can be text strings, numbers, or single-cell references Ravi Rai
  13. 13. Syntax – UPPER(Text) Syntax – LOWER(Text) Syntax – PROPER(Text) Text – the text you want to convert to uppercase, lowercase and propercase respectively. These functions does not change characters in text that are not letters Ravi Rai
  14. 14. Syntax – LEN(Text)  Text – the text whose length you want to find. Spaces count as characters Ravi Rai
  15. 15. Syntax – EXACT(text1,text2) Text1 – is the first text string Text2 – is the second text string Ravi Rai
  16. 16. Syntax – SUMIF(range,criteria,sum_range)  Range – is the range of cells you want evaluated  Criteria – is the criteria in the form of a number, expression, or text that defines which cells will be added  Sum range – are the actual cells to sum Ravi Rai
  17. 17. Syntax – ROUND(number,num_digits)  Number – is the number you want to round  Num digits – specifies the number of digits to which you want to round number Ravi Rai
  18. 18.  Syntax – MAX(number1,number2,...) Syntax – MIN(number1,number2,...)  Number1, number2, ... – are 1 to 30 numbers for which you want to find the maximum and minimum value Ravi Rai
  19. 19.  Syntax – MOD(number,divisor) • Number – is the number for which you want to find the remainder • Divisor – is the number by which you want to divide number Ravi Rai
  20. 20. Syntax – VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)  Searches for a value in the leftmost column of a table, and then returns a value in the same row froma column you specify in the table. Use VLOOKUP instead of HLOOKUP when your comparisonvalues are located in a column to the left of the data you want to find  Lookup_value – is the value to be found in the first column of the array. Lookup_value can be avalue, a reference, or a text string.  Table_array – is the table of information in which data is looked up  Col_index_num – is the column number in table_array from which the matching value must be returned. A col_index_num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on. If col_index_num is less than 1, VLOOKUP returns the #VALUE! error value; if col_index_num is greater than the number of columns in table_array, VLOOKUP returns the #REF! error value  Range_lookup – is a logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match. If TRUE or omitted, an approximate match is returned. In other words, if an exact match is not found, the next largest value that is less than lookup value is  returned. If FALSE, VLOOKUP will find an exact match. If one is not found, the error value #N/A  is returned Ravi Rai
  21. 21. Syntax – HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)  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. Use VLOOKUP when your comparison values are located in a column to the left of the data you want to find  Lookup_value – is the value to be found in the first row of the table. Lookup_value can be a value, a reference, or a text string  Table_array – is a table of information in which data is looked up. Use a reference to a range or a range name  Row_index_num – is the row number in table_array from which the matching value will be returned. A row_index_num of 1 returns the first row value in table_array, a row_index_num of 2 returns the second row value in table_array, and so on. If row_index_num is less than 1, HLOOKUP returns the #VALUE! error value; if row_index_num is greater than the number of rows on table_array, HLOOKUP returns the #REF! error value  Range_lookup – is a logical value that specifies whether you want HLOOKUP to find an exact match or an approximate match. If TRUE or omitted, an approximate match is returned. In other words, if an exact match is not found, the next largest value that is less than lookup_value is returned. If FALSE, Ravi Rai
  22. 22. Syntax – INDEX(array,row_num,column_num)  Returns a value or the reference to a value from within a table or range  Array – is a range of cells or an array constant  Row_num – selects the row in array from which to return a value. If row_num is omitted, column_num is required  Column_num – selects the column in array from which to return a value. If column_num is omitted, row_num is required Ravi Rai
  23. 23. Syntax – MATCH(lookup_value,lookup_array,match_type)  Returns the relative position of an item in an array that matches a specified value in a specified order  Lookup_value – is the value you use to find the value you want in a table  Lookup_array – is a contiguous range of cells containing possible lookup values  Match_type – is the number -1, 0, or 1 Ravi Rai
  24. 24. Syntax – IF(logical_test,value_if_true,value_if_false)  Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE  Logical_test – is any value or expression that can be evaluated to TRUE or FALSE. For example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This argument can use any comparison calculation operator  Value_if_true – is the value that is returned if logical_test is TRUE. For example, if this argument is the text string "Within budget" and the logical_test argument evaluates to TRUE, then the IF function displays the text "Within budget". If logical_test is TRUE and value_if_true is blank, this argument returns 0 (zero). To display the word TRUE, use the logical value TRUE for this argument. Value_if_true can be another formula  Value_if_false – is the value that is returned if logical_test is FALSE. For example, if this argument is the text string "Over budget" and the logical_test argument evaluates to FALSE, then the IF function displays the text "Over budget". If logical_test is FALSE and value_if_false is omitted, (that is, after value_if_true, there is no comma), then the logical value FALSE is returned. If logical_test is FALSE and value_if_false is blank (that is, after value_if_true, there is a comma followed by the closing parenthesis), then the value 0 (zero) is returned. Value_if_false can be another formula Ravi Rai
  25. 25. Syntax – AND(logical1,logical2, ...)  Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is FALSE  Logical1, logical2, ... – are 1 to 30 conditions you want to test that can be either TRUE or FALSE Ravi Rai
  26. 26. Syntax – OR(logical1,logical2,...)  Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE  Logical1, logical2, ... – are 1 to 30 conditions you want to test that can be either TRUE or FALSE Ravi Rai
  27. 27. Using the Conditional Formatting Rules Manager  Each time you create a conditional format, you are defining a conditional formatting rule  A rule specifies the type of condition (such as formatting cells greater than a specified value), the type of formatting when that condition occurs Ravi Rai
  28. 28. Data Validation  Data Validation - restricting what data can go in a cell  Highlight the cell/column on your spreadsheet (the Comments column) Ravi Rai
  29. 29. Data Validation  From the Data Tools panel, click Data Validation to bring up the dialogue box again Ravi Rai
  30. 30. Data Validation areas appear: Three new From the Allow list, select Text length:  • restrict the amount of text a user can input into any one cell • restrict the text to between 0 and 25 characters. Ravi Rai
  31. 31. To add an error message, click the Error Alert tab Ravi Rai
  32. 32. How to circle Invalid Data  Insert the required condition in the Data Validation Dialog Box Ravi Rai
  33. 33. Displays a red circle around any cells that contain invalid data. Ravi Rai
  34. 34. How to remove duplicates from column Expand or continue with the current selection Ravi Rai
  35. 35. To cells to group (see cells A2:A 1. Selectadd Group & Outline in the screenshot). 2. Select Data -> Group (in Outline Group) Ravi Rai
  36. 36. Subtotal functionality  Follow these steps to add subtotals to a list in a worksheet:  Sort the list on the field for which you want subtotals inserted.  Click the Subtotal button in the Outline group on the Data tab. Ravi Rai
  37. 37. What-If Analysis pack Ravi Rai
  38. 38.  When you click Scenario Manager, you should the following dialogue box: Ravi Rai
  39. 39. How to Create a Report from a Scenario  To create a report from your scenarios, do the following:  Click on Data from the Excel menu bar  Locate the Data Tools panel  On the Data Tools panel, click What if Analysis  From the What if Analysis menu, click Scenario Manager  From the Scenario Manager dialogue box, click the Summary button to see the following dialogue box: Ravi Rai
  40. 40. Gantt Chart Ravi Rai
  41. 41. Dynamic Charts Ravi Rai
  42. 42. Ravi Rai
  43. 43. Pivot Tables Pivot Table  Summary Report generated from a database  Dataset can reside in a worksheet or in an external data file  Display subtotals and any level of detail that you want  Pivot table does not update automatically when you change the source Ravi Rai
  44. 44. Creating a Pivot Table  Specify the Data location  Select the data  Complete the Pivot table Ravi Rai
  45. 45. OFFSET(starting point, rows to move, columns to move, height, width)  Starting point: This is a cell or range from which you want to offset  Rows & columns to move: How many rows & columns you want to move the starting point. Both of these can be positive, negative or zero. More on this below.  Height & width: This is the size of range you want to return. For ex. 4,3 would give you a range with 4 cells tall & 3 cells wide. Ravi Rai
  46. 46. ISERROR( value )  If value is an error value (#N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME? or #NULL), this function will return TRUE. Otherwise, it will return FALSE. Ravi Rai
  47. 47. PRODUCT(number1,number2,number3, ... ) This Excel function multiplies the numbers provided as arguments, and displays the product calculated. (A product is the result of a multiplication).
  48. 48.  Transpose  Paste Special  Copy Formula
  49. 49. DATEDIF(start_date, end_date, interval_type)  If you want to calculate the difference between dates in years or months you could try and break the date up into components using the DAY(), MONTH(), and YEAR() functions, but these types of calculations can get surprisingly complicated.  You're better off using Excel's little-known DATEDIF() function. Despite this being a useful gem for many date calculations, Excel's own Help tool neglects to cover this function. Ravi Rai
  50. 50. Freeze Panes  Freeze Top Row so column headings are always available - Ensure column headings are the top row of your spreadsheet - Go to View Tab - Select Freeze Panes - Select Freeze Top Row
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