Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Advanced Microsoft Excel

9,479 views

Published on

Learn to anchor cells, move around Excel without a mouse, functions to summarize data, PivotTables, filters, sorting, charts, and macros in this course to take your Excel skills to the next level. Include information on functions: countif, sumif, vlookup, index, match, left, right, mid, len, trim, find, now, date, int

Published in: Software

Advanced Microsoft Excel

  1. 1. ERIC METELKA, MBA, PRODUCT MANAGER @ POWERREVIEWS ADVANCED MICROSOFT EXCEL
  2. 2. AGENDA ‣ INTRODUCTIONS ‣ ANCHORING CELLS ‣ FUNCTIONS FOR SUMMARIZING DATA ‣ SORTING AND FILTERING ‣ USING TEXT AND TIME FUNCTIONS ‣ PIVOT TABLES ‣ CLOSING: RECAP, QUESTIONS
  3. 3. ANCHORING CELLS ADVANCED MICROSOFT EXCEL
  4. 4. ADVANCED MICROSOFT EXCEL ‣ HOLDS A CELL/ROW/COLUMN POSITION FOR FUTURE USE ‣ REPRESENTED BY A ‘$’ ‣ EFFICIENT WHEN COPYING FORMULAS ANCHORING CELLS F4 ⌘ T
  5. 5. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL
  6. 6. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-B2)/B2
  7. 7. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 WANT TO REUSE THIS CELL
  8. 8. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2
  9. 9. ANCHORING CELLS 2011 2012 2013 2014 Revenue $10 $12 $15 $20 Growth (2011) 20% 50% 100% ADVANCED MICROSOFT EXCEL =(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2 =(E2-$B$2)/$B$2
  10. 10. ADVANCED MICROSOFT EXCEL ‣ FILL FORMULA RIGHT FROM CELL LEFT ‣ FILL FORMULA DOWN FROM CELL DOWN ‣ MOVE TO EDGE OF DATA REGION ‣ UP ‣ DOWN ‣ LEFT ‣ RIGHT ANCHORING CELLS - KEYBOARD SHORTCUTS Ctrl ⌃ R Ctrl ⌃ D R D Ctrl ⌃ ⬆⬆ Ctrl ⌃ ⬇⬇ Ctrl ⌃ ⬅⬅ Ctrl ⌃ ➡➡
  11. 11. ADVANCED MICROSOFT EXCEL ‣ PRACTICE NAVIGATING YOUR WORKSHEET WITHOUT USING ONLY THE KEYBOARD ‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A ROW? ‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A COLUMN? CLASS EXERCISE ONE
  12. 12. FUNCTIONS FOR SUMMARIZING DATA ADVANCED MICROSOFT EXCEL
  13. 13. ADVANCED MICROSOFT EXCEL ‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS COUNTIF AND SUMIF 6 20 5 8 11 4 2 9 12 ‣ COUNTIF(CIRCLES, YELLOW) = ? ‣ SUMIF(CIRCLES,BLUE,AMOUNT) = ?
  14. 14. ADVANCED MICROSOFT EXCEL ‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS COUNTIF AND SUMIF ‣ COUNTIF(CIRCLES, YELLOW) = 5 ‣ SUMIF(CIRCLES,BLUE,AMOUNT) = 27 6 20 5 8 11 4 2 9 12
  15. 15. ADVANCED MICROSOFT EXCEL ‣ A HIGHER LEVEL OF SUMMARIZING DATA - ALLOWS YOU TO ADD A CONDITION ‣ THINK OF AS SUM WITHIN SUMIF AND COUNT WITHIN COUNTIF ‣ WHEN TO USE: DATA HAS MULTIPLE ATTRIBUTES THAT YOU WANT TO COMPILE IN A SINGLE SUM COUNTIF AND SUMIF
  16. 16. ADVANCED MICROSOFT EXCEL ‣ =COUNTIF(RANGE,CRITERIA) ‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE]) COUNTIF AND SUMIF - SYNTAX
  17. 17. ADVANCED MICROSOFT EXCEL ‣ =COUNTIF(RANGE,CRITERIA) ‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE]) ‣ SUPER ADVANCED MICROSOFT EXCEL: COUNTIFS AND SUMIFS COUNTIF AND SUMIF - SYNTAX
  18. 18. ADVANCED MICROSOFT EXCEL ‣ “LOOKS UP” THE VALUE ASSOCIATED WITH A ROW IN A TABLE ‣ WHEN TO USE: CREATING A NEW DATA TABLE THAT PICKS AND CHOOSES VALUES FROM ANOTHER TABLE ‣ NOTE: DOES NOT SUMMARIZE, ONLY RETURNS A SINGLE ROW VLOOKUP
  19. 19. ADVANCED MICROSOFT EXCEL ‣ =VLOOKUP(LOOKUP_VALUE,TABLE_ARRAY,COL_INDEX_NUMBER,[RANGE_LOOKUP]) ‣ NOTES: ‣ TABLE_ARRAY - THIS IS A RANGE. MAKE SURE TO ANCHOR CELLS! ‣ COL_INDEX_NUMBER - FIRST COLUMN IS 0. ‣ RANGE_LOOKUP - TRUE = APPROXIMATE MATCH. FALSE = EXACT MATCH. ALMOST ALWAYS USE FALSE! VLOOKUP - SYNTAX
  20. 20. ADVANCED MICROSOFT EXCEL ‣ MATCH: RETURNS THE RELATIVE POSITION OF AN ITEM IN AN ARRAY ‣ INDEX: RETURNS THE VALUE AT A CELL INTERSECTION ‣ USE TOGETHER AS AN ALTERNATIVE TO VLOOKUP - MORE FLEXIBLE THAN VLOOKUP BUT ALSO MORE COMPLICATED INDEX/MATCH
  21. 21. ADVANCED MICROSOFT EXCEL ‣ =MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE]) ‣ NOTES: ‣ TABLE ARRAY IS A SINGLE COLUMN ‣ MATCH_TYPE IS -1, 0, OR 1 ‣ IF 1, FINDS THE LARGEST VALUE <= TO LOOKUP VALUE ‣ IF 0, FINDS THE FIRST EXACT MATCH ‣ IF -1, FINDS THE SMALLEST VALUE >= TO LOOKUP VALUE MATCH - SYNTAX
  22. 22. ADVANCED MICROSOFT EXCEL ‣ =INDEX(ARRAY,ROW_NUM,[COLUMN_NUM]) ‣ NOTES: ‣ ARRAY IS A SINGLE COLUMN ‣ ROW_NUM - FIRST COLUMN IS 0. ‣ COLUMN_NUM - OPTIONAL AND USUALLY NOT NECESSARY INDEX - SYNTAX
  23. 23. ADVANCED MICROSOFT EXCEL ‣ =INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE])) ‣ MATCH ACTS AS THE ROW NUMBER ‣ SAME NUMBER OF ARGUMENTS AS VLOOKUP! INDEX/MATCH - SYNTAX
  24. 24. ADVANCED MICROSOFT EXCEL ‣ USING FUNCTIONS SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED ‣ 1241 SUNDOWN WAY - LOOKUP THE FIRST NAME, LAST NAME, ZIP CODE, AND DEMO GROUP CLASS EXERCISE TWO
  25. 25. SORTING AND FILTERING ADVANCED MICROSOFT EXCEL
  26. 26. ADVANCED MICROSOFT EXCEL ‣ ONE CLICK WILL SORT SMALL TO LARGE OR LARGE TO SMALL ‣ USE CUSTOM SORTING WHEN THE DATA TO BE SORTED IS IN MULTIPLE COLUMNS ‣ USE COLUMN HEADERS SO THAT FIRST DATA POINT IS NOT ‘LOST’ IN THE SORTING SORTING
  27. 27. ADVANCED MICROSOFT EXCEL ‣ HELPFUL TOOL FOR DATA MINING ‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED ‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED FILTERING
  28. 28. ADVANCED MICROSOFT EXCEL ‣ HELPFUL TOOL FOR DATA MINING ‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED ‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED ‣ REMOVE DUPLICATES - HIGHLIGHT TABLE AND WILL REMOVE ROWS THAT ARE EXACTLY THE SAME. FOUND IN THE DATA TAB. FILTERING
  29. 29. ADVANCED MICROSOFT EXCEL ‣ PRACTICE SORTING AND FILTERING NAME DATA CLASS EXERCISE THREE
  30. 30. TEXT AND TIME FUNCTIONS ADVANCED MICROSOFT EXCEL
  31. 31. ADVANCED MICROSOFT EXCEL ‣ LEFT(TEXT,[NUM_CHARS]) ‣ SAME FOR RIGHT ‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS THAT BEGIN OR END TEXT IN A CELL ‣ I.E. THE ZIP CODE AT THE END OF AN ADDRESS LEFT RIGHT
  32. 32. ADVANCED MICROSOFT EXCEL ‣ MID(TEXT,START_NUM,NUM_CHARS) ‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS IN THE MIDDLE OF TEXT IN A CELL MID
  33. 33. ADVANCED MICROSOFT EXCEL ‣ TRIM(TEXT) ‣ REMOVE BLANK SPACES AT THE BEGINNING OR END OF A STRING ‣ COMMON PROBLEM WHEN TRANSFERRING DATA FROM ONE PROGRAM TO ANOTHER TRIM FIND ‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM]) ‣ HELPFUL WHEN NEEDED DATA IS EMBEDDED WITHIN A COMPLETE STRING E.G. ZIP CODE WITHIN AN ADDRESS
  34. 34. ADVANCED MICROSOFT EXCEL ‣ EXCEL USES DAY AS ITS MEASURE OF TIME ‣ RETURNS A DATE WITH AN INTEGER VALUE AND A TIME AS A DECIMAL VALUE ‣ USE THE NOW FUNCTION TO MEASURE THE DIFFERENCE OF THE CURRENT DATE AND A PREVIOUS DATE NOW()
  35. 35. ADVANCED MICROSOFT EXCEL ‣ DATE(YEAR,MONTH,DAY) ‣ ALLOWS CONVERSION OF DATES SHOWN AS TEXT TO 
 NUMBER DATE INT ‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM]) ‣ REMOVES THE DECIMAL (TIME) PORTION FROM A DATE DIFFERENCE, LEAVING THE INTEGER (DATE) PORTION
  36. 36. ADVANCED MICROSOFT EXCEL ‣ USE NOW FUNCTION TO TRACK HOW MUCH TIME HAS PASSED SINCE NAMES WERE DELIVERED ‣ TRIM ADDRESSES TO SHOW STREET NUMBER AND STREET IN SEPARATE FIELDS CLASS EXERCISE FOUR
  37. 37. PIVOT TABLES ADVANCED MICROSOFT EXCEL
  38. 38. ADVANCED MICROSOFT EXCEL ‣ CREATES A DRAG AND DROP TABLE BASED ON YOUR DATA - LETS YOU QUICKLY ANALYZE MANY ROWS OF DATA AS IF IT WERE A DATABASE, WITHOUT THE DATABASE. ‣ FOUND ON DATA TAB ‣ SELECT ALL DATA AND PRESS BUTTON PIVOTTABLES
  39. 39. ADVANCED MICROSOFT EXCEL ‣ SPECIFY THE DIMENSION BY WHICH TO SEGMENT IN ROW LABELS ‣ SET WHAT KIND OF COMPUTATION YOU WANT IN THE VALUE FIELD ‣ E.G. AVERAGE, COUNT, SUM, MAXIMUM VALUE ‣ ANALYZE TWO SEGMENTS AGAINST EACH OTHER BY SELECTING A DIMENSION FOR COLUMN LABELS ‣ FILTER OUT UNWANTED DATA BY PLACING A DIMENSION IN THE REPORT FILTER PIVOTTABLES
  40. 40. ADVANCED MICROSOFT EXCEL ‣ ONCE ALL DATA IS FORMATTED IN A TABLE, IT IS EASY TO CONVERT IT INTO A VISUAL CHART ‣ USE LINE GRAPHS FOR DATA CHANGING OVER TIME ‣ USE SCATTER PLOTS FOR CORRELATIONS OF TWO SETS OF NUMBERS ‣ USE COLUMN OR BAR FOR HISTOGRAMS ‣ (DON’T USE PIE CHARTS - USE 100% STACKED BAR INSTEAD) CREATING GRAPHS
  41. 41. ADVANCED MICROSOFT EXCEL ‣ USING A PIVOTTABLE, SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED ‣ TURN SUMMARIZED DATA INTO AN APPROPRIATE CHART CLASS EXERCISE FIVE
  42. 42. ADVANCED MICROSOFT EXCEL ‣ ADD DEVELOPER TAB TO RIBBON ‣ MAC - PREFERENCES -> RIBBON ‣ WINDOWS - FILE -> OPTIONS -> CUSTOMIZE RIBBON ‣ ADD TEXT TO SPREADSHEET ‣ IN DEVELOPER TAB, CLICK ‘RECORD MACRO’ ‣ GIVE MACRO A NAME - ‘BOLD MACRO’ ‣ ADD A SHORTCUT - CTRL + SHIFT + A ‣ CLICK ‘OK’ ‣ CHANGE TEXT ON TAB - FONT SIZE TO 18, FONT WEIGHT TO ‘BOLD’ ‣ CLICK ‘STOP’ ‣ TEST USING THE SHORTCUT MACROS
  43. 43. CLOSING ADVANCED MICROSOFT EXCEL
  44. 44. ADVANCED MICROSOFT EXCEL ‣ FUNCTIONS - COUNTIF, SUMIF, VLOOKUP, INDEX, MATCH, LEFT, RIGHT, MID, LEN, TRIM, FIND, NOW, DATE, INT ‣ KEYBOARD SHORTCUTS - ANCHORING CELLS, NAVIGATING, FILLING FORMULAS ‣ SEARCH & FILTER ‣ CREATE A PIVOTTABLE RECAP
  45. 45. ADVANCED MICROSOFT EXCEL QUESTIONS?
  46. 46. ERIC METELKA THANKS! ‣ TWITTER: @ERIC3000

×