BASIC EXCEL WORKSHOP 2017

Transcription

1 BASIC EXCEL WORKSHOP 2017 Download the training materials at: 28 FEBRUARY 2017 NUS BUSINESS ANALYTICS SOCIETY (BAS) fb.com/nusbasociety nusbas.com

2 WHAT WILL I BE LEARNING? 1. Type of Operators Arithmetic Comparison Wildcards 2. Functions SUM, SUMIF, SUMIFS COUNT, COUNTIF, COUNTIFS, COUNTA, COUNTBLANK AVERAGEIFS Absolute and Relative Cell Referencing IF, nested IF VLOOKUP INDEX and MATCH

3 WHAT WILL I BE LEARNING? (CONT.) 2. Functions HLOOKUP CONCATENATE TRIM, PROPER, UPPER, LOWER 3. Others Conditional Formatting Data Validation Data Table Pivot Table and Pivot Charts

4 PURPOSE OF WORKSHOP BEGINNERS & BASIC LEVEL Have a better idea of how Excel functions and tools work Able to perform simple (but useful) calculations that can be used in multiple scenarios INTERMEDIATE AND ADVANCE Refresher on basic excel functions and tools

5 TRAINING APPROACH It will be very much a hands on approach! Don t be shy to ask questions! We are all NUS students! Do feel free to ask of the BAS members for assistance!

6 WHAT IS THE PURPOSE OF EXCEL?

7 USEFUL EXCEL SHORTCUTS (NAVIGATION AND SELECTION OF CELLS) Shortcuts CTRL + SHIFT + DOWN CTRL + SHIFT + UP CTRL + SHIFT + LEFT CTRL + SHIFT + RIGHT CTRL + A Purpose Selects cell vertically downward from selected cell Selects cell vertically upwards from selected cell Selects cell horizontally to the left of selected cell Selects cell horizontally to the right of selected cell Selects all cells in a table or sheet

8 USEFUL EXCEL SHORTCUTS (FORMATTING) Shortcuts CTRL + B CTRL + I CTRL + U CTRL + 5 CTRL + SHIFT + $ CTRL + SHIFT + % Purpose Format Bold Format Italic Format Underline Format Strikethrough Format Currency Format Percentage

9 USEFUL EXCEL SHORTCUTS (OTHERS) Shortcuts CTRL + C CTRL + V CTRL + X CTRL + Z CTRL + Y Purpose Copy Paste Cut Undo Redo

10 USEFUL EXCEL SHORTCUTS There are plenty of Excel Shortcuts! Question: Do I need to know them all? Will it be useful for me? Answer: Want more shortcuts? Google! jpg/excel_shortcuts_gw_version.jpg?t= Mac : for-mac-acf5419e-1f87-444d-962f-4e951a658ccd

11 TYPE OF OPERATORS (ARITHMETIC) Arithmetic operator Meaning Example + (plus sign) Addition 3+3 (minus sign) Subtraction Negation * (asterisk) Multiplication 3*3 / (forward slash) Division 3/3 % (percent sign) Percent 20% ^ (caret) Exponentiation 3^2

12 ABSOLUTE AND RELATIVE CELL REFERENCING (EXERCISE 1) F4 Example Details When copied $A$3 The column and row do not change when copied The referenced cell remains at cell A3 A$3 The row does not change when copied The reference cell remains along row 3 but columns change $A2 The column does not change when copied The reference cell remains along column A but rows change

13 EXERCISE 2 HUMAN RESOURCE Exercise 2 mainly focuses on various approaches of looking up data from another source or array Also covers some data cleaning and other useful Excel functions!

14 Click on f(x)! WHAT IF I FORGET WHAT THE FUNCTION DOES?

15 IF, NESTED IF IF (logical test, [value_if_true], [value_if_false]) Checks whether a condition is met, and returns one value is TRUE and another value is FALSE

16 IF, NESTED IF LOGICAL TEST Is value of A2 = A1? [value_if_true] IF A2=A1, display value as YES [value_if_false] IF A2 A1, display value as NO

17 VLOOKUP =VLOOKUP (lookup_value, table array, col_index number, [range_lookup) Looks for value in the LEFTMOST column of a table, and the returns a value in the same row from a column you specify.

18 INDEX & MATCH INDEX: Returns a VALUE or reference of the cell at the reference of the PARTICULAR ROW and column in a given range. MATCH: Returns the RELATIVE POSITION of an item in an array that matches a SPECIFIED VALUE in specific order.

19 INDEX & MATCH =INDEX(N3:N5, MATCH(H7, 03:05,0)) =INDEX(N3:N5, ROW NUMBER)

20 CONCATENATE AND & Concatenative can be used to join a string of values together Alternatively you can use & If values are consistent, you can use Flash fill (CTRL + E)

21 TRIM, PROPER, UPPER, LOWER TRIM function helps remove all unnecessary spaces in text strings and reduces space to ONE. PROPER functions helps to capitalize the beginning of each word in a text string UPPER function helps convert all text strings to upper case. LOWER function helps convert all text strings to lower case

22 TEXT TEXT function an be used to extract a text string from a value in a particular cell EXAMPLE: Cell A1 contains Date of 01/09/2015 Function in cell A2 Results =TEXT (A1, m ) 9 =TEXT (A1, mm ) 09 =TEXT (A1, mmm ) =TEXT (A1, mmmm ) Sep September

23 TEXT TEXT function an be used to extract a text string from a value in a particular cell EXAMPLE: Cell A1 contains Date of 01/09/2015 Function in cell A2 Results =TEXT (A1, yy ) 15 =TEXT (A1, yyy ) 2015

24 TEXT TEXT function an be used to extract a text string from a value in a particular cell EXAMPLE: Cell A1 contains Date of 01/09/2015 Function in cell A2 Results =TEXT (A1, d ) 1 =TEXT (A1, dd ) 01 =TEXT (A1, ddd ) Tue =TEXT (A1, dddd ) Tuesday

25 SUPPLEMENTARY EXERCISE 2.1 CHICKEN RICE For extra practice! Do try it out!

26 5 MINUTES BREAK???

27 EXERCISE 3 CURRENCY CONVERSION! Exercise 3 focuses on application of VLOOKUP and Data Table Example is adapted from FIN3130 Financial Modeling Also include a mini exercise about one variable and two variables data table

28 EXERCISE 4 & 4.1 FRUITS This exercise focuses on the use of formulas to easily count and sum values in an easy manner especially when there are multiple criteria involved!

29 TYPE OF OPERATORS (COMPARISON) Comparison operator Meaning Example = (equal sign) Equal to A1=B1 > (greater than sign) Greater than A1>B1 < (less than sign) Less than A1<B1 >= (greater than or equal to sign) Greater than or equal to A1>=B1 <= (less than or equal to sign) Less than or equal to A1<=B1 <> (not equal to sign) Not equal to A1<>B1

30 SUM, SUMIF, SUMIFS Function SUM SUMIF Purpose Add all the number in a range of cells Adds the cells specified in a given condition or criteria SUMIFS Adds the cells specified in a given set of conditions or criteria

31 SUMIF SUMMATION FOR A SINGLE CONDITION ) range: is the range of cells you want evaluated 2) Criteria: is the condition in the form or a number, expression or text that defines which cells will be added 3) Sum_range: are the ACTUAL cells to sum

32 SUMIFS SUMMATION FOR MULTIPLE CONDITIONS ) Sum_range: are the ACTUAL cells you to sum 2) criteria_range 1: is the range of cells you want evaluated for the particular condition 3) criteria 1: the condition ins criteria_range 1 that defines which cells will be added

33 COUNT, COUNTA, COUNTIF, COUNTIFS Function COUNT COUNTA Purpose Counts the number of cells that contains numbers Counts the number of cells in a range that are NOT empty COUNTIF Counts the no.. cells specified in a given condition or criteria COUNTIFS Count the no. of cells specified in a given set of conditions or criteria

34 USING COMPARISON OPERATORS AS A CONDITION IN A FUNCTION For functions that require the use of comparison operators, important to note that it has to be within followed by & if you are making reference to a particular cell as a condition or if you using a nested function. =COUNTIF(H9:H12,">= 3") =COUNTIF(H9:H12,">="&H10) =COUNTIF(H9:H12,">="&SUM(H9:H10))

35 WILDCARDS (? AND *) A wildcard character is a special character that represents one or more other characters. Useful for Find Functions Filter WER* *WER *WER* W?R Starts with WER Ends with WER Contains WER Any character allowed in the? position

36 EXERCISE 5 TRY IT OUT YOURSELF! Test your abilities to integrate what you have learned thus far to quickly generate relevant summary data for each month, day of week and location!

37 PIVOT TABLE AND PIVOT CHART A pivot table is a program tool that allows you to reorganize and summarize selected columns and rows of data in a spreadsheet or database table to obtain a desired report. A pivot table doesn't actually change the spreadsheet or database itself. Slicer and Timeline can be used to value add to the pivot table and chart by providing a more intuitive user interface!

38 PIVOT TABLE AND PIVOT CHART

39 THANK YOU! Want a Copy of the Trainers Excel Workbook? Complete Feedback Form at: fb.com/nusbasociety nusbas.com