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Excel Training


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This is a sample training course I put together when holding a corporate Excel training session.

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Excel Training

  1. 1. Microsoft Excel an extended introduction
  2. 2. Training Overview Review, Question & Answer 1/26/07 6 Macros, Importing Data, Charts 1/25/07 5 Functions II (Logic, Math & Trig, Text) 1/19/07 4 Functions I (Date & Time, Information, Lookup, Statistical) 1/18/07 3 Formatting II (workbook), Sorting, Filtering, Named Ranges 1/12/07 2 Terminology, Navigation, Formatting I (cells, worksheet) 1/11/07 1 Topics Date Class
  3. 3. Class 1 <ul><li>Terminology </li></ul><ul><li>Navigation </li></ul><ul><li>Formatting I (cells) </li></ul><ul><li>Tips & Tricks </li></ul>
  4. 4. Fundamental Terminology <ul><li>Workbook </li></ul><ul><li>Worksheet </li></ul><ul><ul><li>Tabs </li></ul></ul><ul><li>Columns </li></ul><ul><ul><li>A to IV </li></ul></ul><ul><li>Rows </li></ul><ul><ul><li>1 to 65536 </li></ul></ul><ul><li>Cells </li></ul><ul><ul><li>i.e. “A1” </li></ul></ul>
  5. 5. Fundamental Terminology <ul><li>Functions </li></ul><ul><ul><li>Text </li></ul></ul><ul><ul><li>Date & Time </li></ul></ul><ul><ul><li>Math </li></ul></ul><ul><ul><li>Information </li></ul></ul><ul><ul><li>Logic </li></ul></ul><ul><ul><li>Always begins with an equal sign </li></ul></ul><ul><ul><li>Example: </li></ul></ul>= sum(A1 + 32)
  6. 6. Fundamental Terminology <ul><li>Macros </li></ul>They are basically mini programs to automatically repeat routine tasks. The easiest way to create them is to use the macro recorder, though they can be created manually.
  7. 7. Fundamental Terminology <ul><li>Add - Ins </li></ul>These are optional functions that allow you to do more complex tasks with Excel.
  8. 8. Navigation
  9. 9. Formatting <ul><li>Format the data type </li></ul><ul><li>Sets the format of the data in the cell </li></ul>
  10. 10. Formatting <ul><li>Change the alignment </li></ul><ul><li>Change how the data in a cell aligns, combine cells, etc. </li></ul>
  11. 11. Formatting <ul><li>Change the font </li></ul><ul><li>Change font, font size, font weight, font color, etc. </li></ul>
  12. 12. Formatting <ul><li>Create a border in the cell(s) </li></ul><ul><li>This can also be done off the main toolbar </li></ul>
  13. 13. Formatting <ul><li>Change the color or pattern </li></ul><ul><li>Changes the background color in a cell </li></ul>
  14. 14. Formatting <ul><li>Set the cell protection </li></ul><ul><li>This is used in conjunction with the workbook/worksheet protection </li></ul>
  15. 15. Tips & Tricks <ul><li>Pressing Control – Home will bring you to the top left cell </li></ul><ul><li>Pressing Control – End will bring you to the bottom of your data </li></ul><ul><li>Pressing Control – Page Up or Page Down scrolls through the tabs </li></ul><ul><li>Go to Windows > Freeze Panes to “hold” headers in place </li></ul><ul><li>Right-click on a tab to change the tab color </li></ul>
  16. 16. Class 2 Formatting II Sorting Filtering Named Ranges
  17. 17. Formatting <ul><li>Set worksheet format </li></ul><ul><li>Worksheet formatting includes: </li></ul><ul><ul><li>Changing the worksheet name </li></ul></ul><ul><ul><li>Changing the tab color </li></ul></ul><ul><ul><li>Changing row and column sizes </li></ul></ul><ul><ul><li>Using page setup to alter the page layout, add headers and footers, adjust margins, make a constant row print, etc. </li></ul></ul><ul><ul><li>Set print areas </li></ul></ul><ul><ul><li>Hide or display the gridlines </li></ul></ul><ul><li>Worksheet formatting can be done on a single sheet, or applied to multiple sheets at the same time </li></ul>
  18. 18. Formatting <ul><li>Set workbook format </li></ul><ul><li>There are two places to set workbook properties: </li></ul><ul><ul><li>Under File >> Properties </li></ul></ul><ul><ul><li>Under Tools >> Options </li></ul></ul>
  19. 19. Sorting
  20. 20. Filtering
  21. 21. Named Ranges
  22. 22. Class 3 <ul><li>Functions 1 </li></ul><ul><ul><li>Date & Time </li></ul></ul><ul><ul><li>Information </li></ul></ul><ul><ul><li>Lookup </li></ul></ul><ul><ul><li>Statistical </li></ul></ul>
  23. 23. Functions <ul><li>There are two types of functions: </li></ul><ul><ul><li>standard </li></ul></ul><ul><ul><li>user-defined </li></ul></ul><ul><li>Excel defines 10 categories of functions: </li></ul><ul><ul><li>Database : Use basic Microsoft Access functions </li></ul></ul><ul><ul><li>Date & Time : Manipulate dates and times </li></ul></ul><ul><ul><li>Engineering : Complex math concepts you’ll never use. </li></ul></ul><ul><ul><li>Financial : Provides functions for accounting </li></ul></ul><ul><ul><li>Information : Retrieves information about cells, worksheets, etc. </li></ul></ul><ul><ul><li>Logical : My favorite group since it allows for use of conditions. </li></ul></ul><ul><ul><li>Lookup & Reference : There’s VLOOKUP and some other stuff. </li></ul></ul><ul><ul><li>Math & Trig : From basic math to algebra to calculus. </li></ul></ul><ul><ul><li>Statistical : Average, Count, Max / Min, Rank, blah, blah, blah. </li></ul></ul><ul><ul><li>Text : Manipulate strings, that is, what the user sees (not formulas) </li></ul></ul>
  24. 24. Functions <ul><li>Logical </li></ul><ul><ul><li>If() </li></ul></ul><ul><ul><ul><ul><li>Evaluates an expression and returns either the true or false value </li></ul></ul></ul></ul><ul><ul><li>And() </li></ul></ul><ul><ul><ul><ul><li>Evaluates a series of expressions, and returns true if ALL are true </li></ul></ul></ul></ul><ul><ul><li>Or() </li></ul></ul><ul><ul><ul><ul><li>Evaluates a series of expressions, and returns true if ANY are true </li></ul></ul></ul></ul>
  25. 25. Functions <ul><li>Math & Trig </li></ul><ul><ul><li>MRound () </li></ul></ul><ul><ul><ul><ul><li>Rounds a number UP to the nearest multiple you type in </li></ul></ul></ul></ul><ul><ul><li>Round() </li></ul></ul><ul><ul><ul><ul><li>Rounds a number to the number of decimal places you enter </li></ul></ul></ul></ul><ul><ul><li>SumIf () </li></ul></ul><ul><ul><ul><ul><li>Sums a column conditionally, based on the value in another column </li></ul></ul></ul></ul><ul><ul><li>RoundUp()/RoundDown () </li></ul></ul><ul><ul><ul><ul><li>Rounds a number either UP or DOWN, depending on function used </li></ul></ul></ul></ul>
  26. 26. Functions <ul><li>Text </li></ul><ul><ul><li>Trim() </li></ul></ul><ul><ul><ul><ul><li>Trim removes leading and trailing spaces from cells </li></ul></ul></ul></ul><ul><ul><li>Substitute() </li></ul></ul><ul><ul><ul><ul><li>Substitute replaces one string with another inside a cell </li></ul></ul></ul></ul><ul><ul><li>Mid() </li></ul></ul><ul><ul><ul><ul><li>Mid returns part of a string FROM a start point TO an end point </li></ul></ul></ul></ul><ul><ul><li>Left() </li></ul></ul><ul><ul><ul><ul><li>Left returns part of a string FROM the beginning to position X </li></ul></ul></ul></ul><ul><ul><li>Right() </li></ul></ul><ul><ul><ul><ul><li>Right returns part of a string FROM position X to the end </li></ul></ul></ul></ul>
  27. 27. Class 4 <ul><li>Functions 2 </li></ul><ul><ul><li>Logical </li></ul></ul><ul><ul><li>Math & Trig </li></ul></ul><ul><ul><li>Text </li></ul></ul>
  28. 28. Functions <ul><li>Date & Time </li></ul><ul><ul><li>Now() </li></ul></ul><ul><ul><ul><ul><li>This function returns the current date and time </li></ul></ul></ul></ul><ul><ul><li>Date() </li></ul></ul><ul><ul><ul><ul><li>Date returns the current date only </li></ul></ul></ul></ul><ul><ul><li>Weekday() </li></ul></ul><ul><ul><ul><ul><li>Returns the number of the day of the week (1 = Sunday, 2 = Monday) </li></ul></ul></ul></ul><ul><ul><li>NetWorkDays() </li></ul></ul><ul><ul><ul><ul><li>Returns the number of workdays between two dates </li></ul></ul></ul></ul><ul><ul><li>WeekNum() </li></ul></ul><ul><ul><ul><ul><li>Returns the fiscal week number corresponding to a date </li></ul></ul></ul></ul>
  29. 29. Functions <ul><li>Information </li></ul><ul><ul><li>IsNumber() </li></ul></ul><ul><ul><ul><ul><li>Evaluates a string and returns TRUE or FALSE </li></ul></ul></ul></ul><ul><ul><li>IsError() </li></ul></ul><ul><ul><ul><ul><li>Evaluates a formula and returns TRUE or FALSE </li></ul></ul></ul></ul>
  30. 30. Functions <ul><li>Lookup & Reference </li></ul><ul><ul><li>VLookup () </li></ul></ul><ul><ul><ul><ul><li>Looks for a value in a range you define, and returns the column you determine </li></ul></ul></ul></ul>
  31. 31. Functions <ul><li>Statistical </li></ul><ul><ul><li>Average() </li></ul></ul><ul><ul><ul><ul><li>Returns the average of a range of numbers </li></ul></ul></ul></ul><ul><ul><li>CountA() </li></ul></ul><ul><ul><ul><ul><li>Returns the number of cells with data in them from a given range </li></ul></ul></ul></ul><ul><ul><li>CountIf() </li></ul></ul><ul><ul><ul><ul><li>Counts a cell IF if meets certain conditions </li></ul></ul></ul></ul><ul><ul><li>Rank() </li></ul></ul><ul><ul><ul><ul><li>Ranks a range of cells either ascending or descending </li></ul></ul></ul></ul><ul><ul><li>Max() </li></ul></ul><ul><ul><ul><ul><li>Returns the largest number from a range of cells </li></ul></ul></ul></ul>
  32. 32. Functions <ul><li>Tips & Tricks </li></ul><ul><ul><li>Use “ $” to lock a cell reference when copying, i.e. a dollar sign before the column means the column doesn’t change. </li></ul></ul><ul><ul><li>If you click in the formula bar after entering in a formula, the cells referenced will be highlighted </li></ul></ul><ul><ul><li>Double click the black dot to quickly copy formulas </li></ul></ul><ul><ul><li>To edit a formula, either click in the formula bar or simply double-click the cell containing the formula </li></ul></ul><ul><ul><li>Excel can occasionally put in closing parentheses for you </li></ul></ul>
  33. 33. Class 5 Macros Importing Data Charts
  34. 34. Macros <ul><li>There are two types of macros: </li></ul><ul><ul><li>Automatically recorded </li></ul></ul><ul><ul><li>Manually written </li></ul></ul><ul><li>When you turn macro recording ON, every action you do will be recorded until you press STOP on the macro recorder toolbar. </li></ul><ul><li>When you playback the macro, it will re-enact the exact steps you took, whether it fits on the current spreadsheet or not. </li></ul>
  35. 35. Class 6 Question & Answer