Light Speed with Excel

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1 Light Speed with Excel 2018 Excel University, Inc. All Rights Reserved. 1/64

2 Table of Contents Cover Table of Contents PivotTable from Many CSV Files How to Build a PivotTable with the Data Model Histogram with a PivotChart A Macro to Quickly Format PivotTable Values Enroll Today! 2/64

3 If you have the courage to begin, you have the courage to succeed. David Viscott 3/64

4 PivotTable from Many CSV Files In this sections, we ll summarize data from multiple CSV les with a PivotTable. Speci cally, we ll use a Get & Transform query (Power Query) to retrieve and prepare data from numerous CSV les. Then, we ll send the query results into the data model (Power Pivot). Then, we ll build our summary report using a PivotTable based on the data model. And, it will be easy! And fun! Objective Before we get too far, let s just con rm our goal. We have 3 CSV les exported from our accounting system, one for Jan, Feb, and Mar. Here is a sample: 4/64

5 Note that the extract has account numbers, but no account names. And, there are dept numbers but no names. Our summary report needs to display the account and department names, as shown below: I ve created a video and full written narrative with detailed steps below. Now, let s get er done. Detailed Steps We ll prepare our report using these steps: Retrieve with a Get & Transform Query Relate Tables in the Data Model Summarize with a PivotTable We ll walk through each step one by one. Note: the steps below were performed with Excel 2016 for Windows and uses features that are not available in all versions of Excel, namely, Get & Transform queries (Power Query) and the data model (Power Pivot). In addition, the navigation and dialog boxes may differ from the version of Excel you may be using right now. Please visit the Microsoft website for more information about these features, how to enable them, and which versions include them. 6/64

6 Retrieve with a Get & Transform Query First, we need to pull the data from all the CSV les. To do so, we select the Data > Get Data > From File > From Folder command. We browse to the folder that contains the CSV les, and click OK. Excel displays a list of les found in the folder, and since we want to import all of them, we just click the Combine button and select Combine & Load To from the dialog shown below. Note: if we wanted to exclude some files, we would click Edit and then apply a filter to remove other file types (such as PDF). In the resulting Combine Files dialog, we just click OK. Then, we tell Excel that we want to add the data to the data model and create a connection only, as shown below. 8/64

7 Click OK, and now we have the data from the various CSV les loaded into the data model. Nice! Relate Tables in the Data Model Now it is time to bring in the account names and department names. We have the chart of accounts stored in an Excel table, as shown below. To add this to the data model, we select any cell in the Table and select Power Pivot > Add to Data Model. Note: if the chart of accounts is stored somewhere else, such as a database or csv file, we would use the Power Pivot window and use the corresponding Get External Data command. Then, we repeat these steps to load the Departments Table into the data model. To tell Excel how these tables are related, we need to de ne the relationships. We do so by clicking the Power Pivot > Manage command. In the Power Pivot window, we click Home > Diagram View. We can see our three tables, and they have no relationships de ned, as shown below. 10/64

8 To de ne the relationships, we just click-and-drag the AcctID eld from the DataFiles table to the related AcctID eld in the Accounts table. Then, we drag-and-drop the DeptID eld from the DataFiles table to the corresponding DeptID eld in the Departments table. Now, the tables are related, as shown below. Now, all we need to do is summarize the data with a PivotTable. 12/64

9 Summarize with a PivotTable In Excel, we click the Insert > PivotTable command. We ensure that the Use this workbook s Data Model is selected, as shown below, and click OK. Now, we are free to build our report in any desired structure or shape. For example, we can insert the DeptName eld from the Departments table into the Rows layout area. Then, insert the AcctName eld from the Accounts table into the Rows layout area. And nally, insert the Amount eld from the DataFiles table into the Values area. Our basic report is done, and we can apply any cosmetics we d like. For example, we could use the PivotTable Tools > Report Layout > Tabular command and the Subtotals > Show All Subtotals at Bottom of Group to create the report shown below. 14/64

10 And, we did it! And look, all we did was click a few commands we didn t need to write a single formula wow! Oh yeah, and the best part is that next month, we can simply add the April extract to the data folder, and click Data > Refresh All to update our report. If you d like to practice, I ve provided the sample les below. Note: Be sure to unzip them before you get started. PQ2PP.zip 16/64

11 How to Build a PivotTable with the Data Model Traditional PivotTables are an incredible feature of Excel, but, they are not without limits. Many of the typical restrictions are removed when you use the data model rather than a single Excel table. If you d like to learn how to build a PivotTable using the data model, and learn what the data model is, strap in this will be a fun post. Overview Before we get too far, let s jump up to 30,000 feet. For starters, what exactly is the data model? The data model provides a way to organize tables and formulas that can be used in a PivotTable. The data model comes with Excel for Windows, and was formerly available as the Power Pivot add-in. The remainder of this article is presented with Excel 2016 for Windows. 18/64

12 Building a PivotTable from the data model rather than a single Excel table offers numerous advantages. Here are just a few to get us started. And, these are just a few of the highlights. In this section, we are going to get warmed up by building a PivotTable from two tables. Details Our plan is to create a PivotTable from two tables. One data table has the transactions, and another table stores the chart of accounts. Historically, we would need to use VLOOKUP or something to rst combine these tables into a single table to use with a traditional PivotTable. Here, we ll use the data model. We ll walk through these steps together: Enable the data model Import the data tables De ne relationships Build the PivotTable Let s get started. Enable the data model First, we ll need to enable the Power Pivot add-in. If you have Excel for Windows, just click the Data > Manage Data Model ribbon command as shown below: Note: depending on your screen size, you may see the icon only and not the label. Clicking it the rst time asks you to enable the add-ins: Once you click Enable, you are all set and should see a Power Pivot ribbon tab. Yay! Note: If you are on an earlier version of Excel for Windows, you ll need to download and install the free Power Pivot add-in from the Microsoft website and follow the installation instructions for your version of Excel. 20/64

13 Import the data tables Next, we import the data tables. In our case, we have some transactions stored in a DataTable workbook. The transactions have the account number but not the related account name. Fortunately, we have a little something called a chart of accounts, which is stored in the LookupTable workbook. The step to import data tables will vary depending on where your source data is. To get started, click the Power Pivot > Manage ribbon command. This opens the Power Pivot window, shown below. Use the Get External Data command to point to the underlying data source. In our case, the data is in a couple of Excel les, so, we use the Get External Data > From Other Sources option, and then select Excel File in the resulting dialog. We Browse to the desired workbook and check Use first row as column headers. We nish the wizard and bam, the data is loaded into our data model, as shown below. 22/64

14 Note: if you are creating a data model inside the workbook that has the tables, you can use the Power Pivot > Add to Data Model command instead. Next, we do the same thing to pull data from the LookupTable Excel le. The updated Power Pivot window is shown below. 24/64

15 With our data loaded into the data model, we need to tell Excel how the tables are related (which columns are common between the tables) by de ning the relationships. Define relationships There are several ways to de ne relationships, but my favorite way is to use the visual diagram view. To toggle away from Data View (shown above), and Diagram view (shown below), simply click the Home > Diagram View command. We ll now see the tables with the column names (instead of seeing the data transactions), as shown below. 26/64

16 To de ne the relationship, click the column name from the DataTable and drag to the related column in the LookupTable. In our case, we are relating the DataTable s AcctNum column to the LookupTable s AcctNum column. Excel displays the relationship as shown below. 28/64

17 With our relationship de ned, we can now build the PivotTable. Build the PivotTable In the Power Pivot window, we just click the PivotTable > PivotTable command and select either a New Worksheet or an Existing Worksheet in the resulting Create PivotTable dialog. Once we click OK, bam, we see the familiar PivotTable eld panel. But, wait a sec on closer inspection, it looks a little different from the traditional eld panel. We typically see a list of elds that we can insert into the report. But now, we actually see the tables, and can expand each table to view the elds in each as shown below. 30/64

18 And, yes, we can pick elds from either or both of the tables for our report. For example, we want the AcctName from the LookupTable in Rows, and the Amount eld from the DataTable as Values. And, bam done! Now, if your rst reaction is that it would have been easier to just use VLOOKUP to create a single table, I totally understand. But, here s the thing. This example is fairly simple because it includes but a single lookup table. The data model supports numerous lookup tables, for example, a chart of accounts, and calendar table, a department list, and so on. Plus, in addition to having multiple lookup tables in your data model, you can also have multiple data tables. 32/64

19 Plus, there is the issue of updating our report on an ongoing basis. Since we aren t using VLOOKUP to retrieve related values, we don t need to babysit a bunch of lookup formulas each month. As the external data source is updated, perhaps for a new account or new transactions, we can just Refresh and the new data ows into the report. As you can imagine, this opens up many interesting possibilities and can help save time in our recurring-use workbooks Sample Files: DataTable.xlsx LookupTable.xlsx 34/64

20 Histogram with a PivotChart A histogram graphically displays the number of items that fall within equal intervals, or, bins. For example, the number of days with a high temperature between degrees, 81-90, and , the number of students with test scores between 60-69, 70-79, 80-89, or the number of invoices that are due in 31-60, 61-90, or days. In this post, we ll create a histogram using a PivotChart. Objective We have exported a list of open invoices from our accounting system. We would like to create a chart that displays the invoices based on their aging status, grouped into equal intervals, 1-30, 31-60, days, and so on. This is illustrated below. 36/64

21 Typically, the most time-consuming part of creating a histogram is summarizing the data and computing the number of items within each interval. Once the data has been summarized, it is fairly easy to plot. As with anything in Excel, there are several ways to summarize the data, and with a little trick, we can use a PivotTable. Before we jump right in, there is a note of caution. PivotTables only display values that exist in the data source. That is, if there are no invoices falling between days, that interval will be excluded from the PivotTable and PivotChart. There are a few ways to address this. Depending on what you are charting, you could add blank value cells to the table for the missing interval labels, or, use a different solution including COUNTIFS, FREQUENCY, or the Histogram tool. Assuming our data contains values for all needed intervals, it is pretty quick and easy to create a PivotTable and related PivotChart. PivotTable/PivotChart Let s start by looking at our data. We have exported the open invoices from our accounting system, and stored the data in a table (Insert > Table). We have de ned an aging As Of date and then computed the number of Days between the invoice date and the As Of date with a simple subtraction formula. The resulting data table is shown below. 38/64

22 To summarize the data table and have Excel automatically place the data into intervals, we create a PivotTable. We Insert > PivotTable, and then insert the Days eld into the ROWS area and the Amount eld into the VALUES area. This is shown below. 40/64

23 By default, Excel will sum the Amount eld since it is numeric. For our histogram we want to change the math to count, so we right-click any PivotTable value cell and select Summarize Values By > Count. The updated PivotTable is shown below. The nal step is to create the intervals, or bins. This is pretty easy with a PivotTable once we know about the group trick! All we need to do is right-click any day cell in the PivotTable and select Group. In the resulting Grouping dialog box, we can specify the starting and ending values as well as the interval length. In our case, we want to start the rst interval with day 1, we want to end at 120, and we want the intervals to span 30 days. When we click OK bam the PivotTable shows the intervals as desired! 42/64

24 We can now insert a PivotChart by selecting the PivotTable Tools > Analyze > PivotChart icon. In the resulting Insert Chart dialog, we accept the default column chart and click OK. Excel inserts a PivotChart into the worksheet as shown below. All we need to do now is clean it up with a few cosmetic touches. We remove the legend by selecting it and pressing the delete key on our keyboard. We remove the chart buttons by clicking the PivotChart Tools > Analyze > Field Buttons icon. We select a desired style with the PivotChart Tools > Design > Chart Styles options. We remove the empty space between columns by changing the Gap Width to 0% as shown below. 44/64

25 The resulting histogram is shown below. 46/64

26 While a histogram shows the frequency distribution, that is, the number of items in each interval, we can tweak our PivotTable to show the number of dollars within each interval by changing the math from count to sum. We do this by right-clicking any value cell in the report and selecting Summarize Values By > Sum. The updated column chart is shown below. Now our chart displays the number of dollars that fall within each range. This is really easy to update in future periods as well. All we need to do is paste transactions into the data table and Refresh the PivotTable. Doing so will update the PivotTable as well as the PivotChart. Additional Resources Sample Excel le Other Table posts Other PivotTable posts 48/64

27 A Macro to Quickly Format PivotTable Values PivotTable users frequently spend time assigning the same number format to PivotTable values. To my knowledge, there isn t a built-in setting that allows us to de ne a default value eld format. But, it is pretty easy to set up a macro that instantly assigns a desired format. This post walks through the steps of creating such a macro. Objective Generally, PivotTable value elds are automatically assigned the General format, as shown below. To clean up the report, we manually change the format of the value eld, to something such as a number, no decimals, with a comma, as shown below. 50/64

28 Rather than perform this task manually for each value eld in each PivotTable we create, we can set up a macro to apply a speci c format. Detailed Steps Overall, we ll use the macro recorder to have Excel prepare a basic starter macro and save it in the Personal Macro Workbook. Then, we ll modify the macro so it can be used on new PivotTables going forward. Our steps will be: Record a macro that formats a cell Edit the macro Set up a QAT button Clean up Let s get started. Record a macro We will ask Excel to watch us apply the desired format to any random cell and save the recording in the Personal Macro Workbook. To do this, we simply start the macro recorder by clicking the following ribbon command: View > Macros > Record Macro In the resulting Record Macro dialog box, we assign a name, avoiding spaces and funky characters, and opt to store the macro in the Personal Macro Workbook, as shown below. 52/64

29 Now I mean right now Excel is watching everything you do. So, simply apply the desired number format to the cell that is currently active. You can use any of the standard methods to apply your desired format. Here, I opened the Format Cells dialog with Ctrl+1, and then assigned a number format, no decimals, with a comma. Then, STOP the recorder. You can do this with the following ribbon command: View > Macros > Stop Recording Step one is now complete. Since our macro simply formats the active cell, we need to make it a little bit smarter. Edit the Macro We need to update the macro and tell it to apply this format to all PivotTables on the active worksheet. Since the macro is stored in the Personal Macro Workbook, we ll need to rst unhide this workbook in order to edit the macro. To unhide the Personal Macro Workbook, simply click the following ribbon icon: View > Unhide In the resulting Unhide dialog box, select PERSONAL.XLSB as shown below. 54/64

30 With the Personal Macro Workbook visible, we can now edit any macros it contains. To do so, we ll open the Macro dialog by clicking the following ribbon icon: View > Macros > View Macros In the resulting Macro dialog box, as shown below, we simply pick our new macro and click the Edit button. Doing so opens the Visual Basic Editor and places the cursor inside our new macro, as shown below. 56/64

31 The macro simply applies the speci ed number format to the active cell. We want our macro to apply this formatting to all value elds in all of the PivotTables on the active worksheet. Thus, we ll make a few changes, as follows. Sub PTValueFormat() For Each pt In ActiveSheet.PivotTables For Each df In pt.datafields df.numberformat = "#,##0" Next df Next pt End Sub Note: you can copy the code above and paste it into your visual basic editor instead of typing it. Or, we could add an additional loop so that the macro assigns the format to all value elds, in all PivotTables, on all sheets in the active workbook. Here is the code for that version. 58/64

32 Sub PTValueFormatAllSheets() For Each ws In ActiveWorkbook.Worksheets For Each pt In ws.pivottables For Each df In pt.datafields df.numberformat = "#,##0" Next df Next pt Next ws End Sub Now, anytime we run this macro, Excel will apply the desired format to the PivotTable value elds. Let s make the macro easy to run by setting up a QAT icon. QAT button To set up a QAT (Quick Access Toolbar) icon, we simply open the Excel Options dialog with the following: File > Options Click the Quick Access Toolbar category on the left side of the dialog, and then you want to Choose commands from Macros, as shown below. 60/64

33 Select the new macro in the left list box and then click the Add button. The macro will appear in the right list box, and then you click OK to close the dialog. Now, anytime you want to assign the desired format to your PivotTable value elds, just click the new QAT icon. Clean up Since we previously used the Unhide command to show the Personal Macro Workbook, we ll probably want to hide it again. To do so, make it the active workbook and then click the following ribbon icon: View > Hide Also, since we want to save our new macro, we ll want to be sure to click Save to the following dialog when existing Excel. And that is how to set up a macro to apply a desired format to PivotTable value elds. Resources PTValueFormat 62/64

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