The document outlines an advanced Microsoft Excel training agenda covering anchoring cells, functions for summarizing data, sorting and filtering, text and time functions, pivot tables, and macros. Key topics include using dollar signs to anchor cells for copying formulas, COUNTIF, SUMIF, VLOOKUP, INDEX/MATCH functions, sorting and filtering data, text functions like LEFT, RIGHT, MID, TRIM and FIND, time functions like NOW and DATE, creating pivot tables, and recording macros. Class exercises are included to practice these skills on sample name and data sets.

1. ERIC METELKA, MBA, PRODUCT MANAGER @ POWERREVIEWS
ADVANCED MICROSOFT
EXCEL

2. AGENDA
‣ INTRODUCTIONS
‣ ANCHORING CELLS
‣ FUNCTIONS FOR SUMMARIZING DATA
‣ SORTING AND FILTERING
‣ USING TEXT AND TIME FUNCTIONS
‣ PIVOT TABLES
‣ CLOSING: RECAP, QUESTIONS

3. ANCHORING CELLS
ADVANCED MICROSOFT EXCEL

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. ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
ADVANCED MICROSOFT EXCEL

6. ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
ADVANCED MICROSOFT EXCEL
=(C2-B2)/B2

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. 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. 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. 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. 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. FUNCTIONS FOR SUMMARIZING
DATA
ADVANCED MICROSOFT EXCEL

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. 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. 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. ADVANCED MICROSOFT EXCEL
‣ =COUNTIF(RANGE,CRITERIA)
‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])
COUNTIF AND SUMIF - SYNTAX

17. ADVANCED MICROSOFT EXCEL
‣ =COUNTIF(RANGE,CRITERIA)
‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])
‣ SUPER ADVANCED MICROSOFT EXCEL: COUNTIFS AND SUMIFS
COUNTIF AND SUMIF - SYNTAX

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. 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. 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. 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. 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. 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. 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. SORTING AND FILTERING
ADVANCED MICROSOFT EXCEL

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. 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. 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. ADVANCED MICROSOFT EXCEL
‣ PRACTICE SORTING AND FILTERING NAME DATA
CLASS EXERCISE THREE

30. TEXT AND TIME FUNCTIONS
ADVANCED MICROSOFT EXCEL

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. 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. 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. 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. 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. 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. PIVOT TABLES
ADVANCED MICROSOFT EXCEL

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. 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. 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. 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. 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. CLOSING
ADVANCED MICROSOFT EXCEL

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. ADVANCED MICROSOFT EXCEL
QUESTIONS?

46. ERIC METELKA
THANKS!
‣ TWITTER: @ERIC3000