Working smart with excel v2.0

1

Working Smart with Excel v2.0
ADVANCE EXCEL

For Account Managers and Account Associates

Working Smart with Excel v2.0 – ADVANCE EXCEL

AGENDA 2

• A quick review of Basic Excel
– The AutoRecover feature
– Formatting features:
• The Merge & Center feature
• The Format Painter
• The AutoFill feature
• The AutoFit feature
• Comments
• Conditional Formatting
– Sorting
– Filtering
• Creating & customizing Charts
• Copying & pasting Charts into Powerpoint
• Paste Special
• PivotTables & PivotCharts

AGENDA 3

• Advance formulas
– The IF function
– The VLOOKUP function
– The SUMIF function
– Text manipulation functions
• LEFT
• RIGHT
• MID
• CONCATENATE (or “&”)


4

QUICK REVIEW OF BASIC EXCEL


The AutoRecover Feature 5

• Go to Tools,
Options
• Go to Save tab
– Tick Save
AutoRecover to 3
or 5 minutes
• Click OK


It’s Time to have FUN  6

• Open your Excel file Computer 102.xls
1. Merge & Center across
• Go to QUICK REVIEW OF BASIC EXCEL tab columns A to H

2. Using Format Painter,
copy the format of E4 to
range F4:I4

3. Using Fill Series, fill the
Month column with the month
names from January to
December

4. Using Fill Series, number
the months from 1 to 12

5. Using AutoSum, compute
the total sales for January
7. Using a formula, compute the incentive column and use AutoFill to copy the
by multiplying Total by the Incentive Rate (cell formula down to F16
K1). Use AutoFill to copy the formula down to I16
6. Using a formula, compute
8. Insert a comment the performance for January
explaining why the sales in % format. Note that:
for Product Z in July is only Performance = Total / Target
5,000 Smart with Excel v2.0 – ADVANCE EXCEL
Working

The Sort Feature 7

b) Sort by Territory first, then by Product
• Highlight columns A to G
• From the menu, click Data, Sort
• Specify sort order: Territory, then by Product
• Click OK button

EXPECTED OUTPUT:


The AutoFilter Feature 8

a) Go to sheet QUICK REVIEW-SORT&FILTER
b) Set AutoFilter on selected column
• Highlight column A
• From the menu, click Data, Filter,
AutoFilter (notice the filter button on
column A only

b) Set AutoFilter on all columns
• Click any cell inside the table
• From the menu, click Data,
Filter, AutoFilter (notice the
filter button on all columns)
c) Filter territory 112 only
• Click the filter button on column
A and select 112 (notice that only
rows for 112 are displayed)
• Click the filter button on column
B and select Aprovel 150 (notice
that only data for 112 and Aprovel
150 are displayed)
d) Remove the AutoFilter
• Click Data, Filter, AutoFilter

The Subtotal Function 9

a) Compute subtotals of Amount
per Territory:
• Remove AutoFilter if it is active
• Sort the Sales Data sheet by
Territory (ascending)
• From the menu, click Data,
Subtotal
• Set the values similar to the
screen at the right and click OK

b) List the Territory totals only:
• Click button 2 at the left portion
of the screen
• Try also buttons 1 & 3

c) Remove subtotals
• Click Data, Subtotal
• Click Remove All button


10

CREATING & CUSTOMIZING
CHARTS


The PIE Chart 11

• Used to show contribution of a category to the total categories
• The size of each slice corresponds to the category’s relative
contribution


The LINE Chart 12

• used to show trends or changes in data over a period of time, at
even intervals.
• emphasizes time flow and rate of change, rather than the amount of
change.
a data series

Y-axis

X-axis
Legend

The 2-axes COLUMN-LINE Chart 13

• used to compare or correlate two sets of data categories, usually
with different units of measure, over the same time period.
• This chart is used to analyze if an increase in one category tends to
increase (or decrease) the other data category
a data series

Primary Y-axis

Secondary Y-axis

X-axis Legend

14

COPYING & PASTING
CHARTS FROM EXCEL
TO POWERPOINT


Pasting as Embedded Excel 15
Object
Advantages Disadvantages
• Can be directly edited within • Unnecessarily ‘loads’ the file
Powerpoint without opening size of Excel into Powerpoint
the source Excel file
• Format of Excel tables are not
copied perfectly, thus tedious
to reformat within Powerpoint


Pasting as Graphics 16

Advantages Disadvantages
• Adds a relatively small amount • Cannot be directly edited
to Powerpoint’s file size within Powerpoint without
opening the source Excel file
• and re-pasting into Powerpoint
Format of Excel tables are
almost copied perfectly, thus
tedious to reformat within
Powerpoint


17

EXPLORING THE
PASTE SPECIAL
FEATURE


The Paste Special feature 18

– paste the following into a
destination cell or range of cells:
• formulas only
• values only
• formats only
• comments only
• validation only
• all of the above
• all except borders
• column widths
• formulas & number formats
• values & number formats
– add, subtract, multiply and
divide from the destination cells’
values
– transpose (i.e. rotate or twist the
positions)
– paste link (i.e. automatically link
the source to the destination thru
an automatic formula)


19

CREATING & MANIPULATING
PivotTables & PivotCharts


PIVOT TABLES 20

Characteristics of a pivot table
• Interactive, used to quickly summarize large amount of data
• Rows & columns can be rotated
• Auto-subtotal
• Auto-total
• Auto-sort
• Drill-down feature
• Data can’t be deleted (so don’t be afraid to practice)


Parts of a Pivot Table 21

Drop a data Filter (e.g. display
category here to 1 territory only)
dice your data (i.e.
break down
horizontally)

Calculated data,
usually SUM or
COUNT

Drop a data
category here to
slice your data
(i.e. break down
vertically)

Field List (ie
columns from
Working Smart with Excel v2.0 – ADVANCE EXCEL source table)

Other Applications of the PivotTable 22

• Creating a unique or distinct list (i.e. not repeating) of a certain
data category
• Checking how many times a certain data category appeared in
the source table (this is a good way to ensure that there are no
duplicates)
• Checking if there are differences in spelling within a certain
data category


23

CREATING & INTERPRETING
ADVANCE FORMULAS &
FUNCTIONS


The IF Function 24
(using cell references as conditional parameters)
The IF function gives a pre-set value to a cell if a specified
condition is met, otherwise it gives a different pre-set value.

Usage:
=IF(condition, value-if-true, value-if-false)

Example condition:
If Total is less than Target, give 0 incentive otherwise give 10000

The equivalent formula in cell H5 should be:

=IF(E5<F5,0,10000)


The IF Function 25
(using numbers as conditional parameters)

Usage:

Example condition:
If Total is less than 200000, give 0 incentive otherwise give 10000

=IF(E5<200000,0,10000)


The IF Function 26
(using text as resulting value)

Usage:

Example condition:
If Total is less than 200000, write “No Incentive” otherwise give 10,000


=IF(E5<200000,”No Incentive”,10000)


Nested IF 27
(an IF condition within an IF condition)
Total Sales Incentive
Assuming the company uses the 200,000 and up 10,000
Incentive table at the right: 100,000 to 199,999 5,000
<100,000 0

Usage:
value-if-true
=IF(condition, IF(condition, value-if-true, value if false), value-if-false

Do this if Total is < 200,000 Do this if
Example condition: Total is not < 200,000

If Total is < 200,000, if Total is < 100,000 write “No Incentive”, otherwise give 5,000, give 10,000

Do this if Do this if
Total is < 100,000 Total is not < 100,000


=IF(E5<200000,IF(E5<100000,”No Incentive”,5000),10000)


The VLOOKUP function 28

The VLOOKUP function searches for a value in the leftmost
column of a range and if found, takes a value from a column
you specify
Usage:
=VLOOKUP(search_what, search-where, column # returned, FALSE)

Example: Look up each territory from the territory list and determine the rep
assigned to it:
Formula in B3: =VLOOKUP(A3,F:G,2,false)
Example: Look up the sales figures from the incentive table and
and determine the incentive amount
Formula in D3: =VLOOKUP(C3,I:J,2)


The SUMIF function 29

The SUMIF function adds a range of
cells based on a criteria with the
same range or a different range
Usage:
=SUMIF(range, criteria, range to sum)

Example: Using SUMIF, add up
the total sales (column E) of each
territory

Formula in E20: =SUMIF(A2:A17,”=111”,E2:E17)

30

Text Manipulation Exercises


The UPPER, LOWER, PROPER Functions 31

The UPPER function converts text to uppercase while LOWER and
PROPER converts text to lowercase and propercase, respectively

Usage: =UPPER(text)
=LOWER(text)
=PROPER(text)
Example: Convert MD Last Name to uppercase, lowercase & propercase
Formula in D2: =UPPER(A2)
Formula in E2: =LOWER(A2)
Formula in F2: =PROPER(A2)


The LEFT, RIGHT, MID Functions 32

The LEFT function gets the specified number of characters at the left of
a given text. RIGHT and MID gets a specified number of characters at
the right and middle of a given text, respectively
Usage: =LEFT(text, [number of chars])
=RIGHT(text, [number of chars])
=MID(text, starting number, number of chars)
Example: Get the territory, district and hyphen from TERR-DISTRICT column
Formula in B9: =LEFT(A2, 2)
Formula in C9: =RIGHT(A2, 4)
Formula in D9: =MID(A2,3,1)


The CONCATENATE Function 33

The CONCATENATE function joins one or more strings into 1 string

Usage: =CONCATENATE(text1, text2,…) or

Usage: =text1&text2&,…

Example: Combine the names of Dr. Jose-Santos Adad
Formula in G9: = A2&”, “&B2


34

To maximize retention of
learnings in this training:

Get a copy of the original Excel
file and go over the same
exercises
by following your training
materials.


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