Excel: Tips and Tricks Speaker: Marlene Groh, CCE, ICCE Date: June 13, 2018 Time: 2:00 to 3:00 & 3:30 to 4:30 Session Number: & 27097

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1 Excel: Tips and Tricks Speaker: Marlene Groh, CCE, ICCE Date: June 13, 2018 Time: 2:00 to 3:00 & 3:30 to 4:30 Session Number: & Recording and Using Macros: Macros can be used to record steps that you repeat each time you prep certain types of spreadsheet. o Examples: Aging reports, Customer Statements, Weekly or Monthly Reports to team or management Manipulating a customer statement Before you start think through what you want to do. o Delete Columns o Rename Headers o Bold Headers o Format Cells o Turn on Filter Turning on macro to record steps: [Alt] [W] [M] [R] or Click on View in Toolbar then click on Macros then Record Macro Macro name: use name that pertains to steps recording - no spaces allowed use CapsToSeperateWords Store macro in: o Personal Macro Workbook saves in personal file that you can use in any spreadsheet MUST SAVE when exiting spreadsheet or it will be lost o This or New Workbook saves it only in that file cannot use on any other file [OK] Record Steps: Only record steps that are repeatable every time you prep the worksheet You can make mistakes and not start over. It will record the correction. Delete columns not needed:

2 Rename Headers Retype new header names Center Headers: Highlight row by clicking on row number [Ctrl]+[E] or click center shortcut key in toolbar Bold Headers: Highlight row [Ctrl]+[B] Format Cells Click on currency Select the format Turn on Filter Highlight row by clicking on row number [Alt] [A] [T] or Click on Data in Toolbar then click on Filter Stop Recording Macro: [Alt] [W] [M] [R] or Click on View in Toolbar then click on Macros then Stop Recording Sorting credits to top Click on arrow on right side of Invoice Balance Cell Click on Number Filters Click on Less Than Enter 0 Click [OK] Highlight Credits Right Click Select Yellow Highlight Click on arrow on right side of Invoice Balance Cell Click on Select All Sort Data o [Alt] [S] [U] or Click on Home in Toolbar then click on Sort & Filter then click on Custom Sort o Select Sort By [Invoice Balance], Select Sort On [Cell Color], Select Order o Click on [Add Level], Select Sort By [Due Date], Select Sort On [Values], Select Order [Oldest to Newest] o Click [OK]

3 Saving Macro: Save Document Close Document Window will pop up asking if you want to save Personal Macro Workbook Click Save Checking and Running Macro: Reopen Original Spreadsheet [Alt] [W] [M] [V] or Click on Home in Toolbar then Click on Macros then Click on View Macros Select the Macro you want to use then click on [Run] Manipulating an aging report Getting to bottom of worksheet: [End] [Arrow Down] Delete rows not needed: Highlight row by clicking on row # Getting to top of worksheet: [Ctrl] [Home] Macros - Prepping worksheet using Macro for repetitive steps: Turning on macro to record steps: [Alt] [W] [M] [R] or Click on View in Toolbar then click on Macros then Record Macro Macro name: use name that pertains to steps recording - no spaces allowed use CapsToSeperateWords Store macro in: o Personal Macro Workbook saves in personal file that you can use in any spreadsheet MUST SAVE when exiting spreadsheet or it will be lost o This or New Workbook saves it only in that file cannot use on any other file [OK]

4 Record Steps: Only record steps that are repeatable every time you prep the worksheet You can make mistakes and not start over. It will record the correction. Delete rows not needed: Highlight row by clicking on row # Delete columns not needed: Insert columns: [Ctrl]+[+] or Right click on mouse and click on insert Bold Headers: Highlight row [Ctrl]+[B] Add totals at top: Use AutoSum or =Sum(Range) Use [Shift]+[End],[ArrowDown] to select whole column Select a range long enough to cover any changes in future files Add formula use F4 to freeze total cell Copy Formula across columns o [Shift]+[Arrow Right] to highlight cells o [Ctrl]+[R] Adjusting column widths on entire spreadsheet: Highlight entire spreadsheet by clicking on triangle above row 1 and left of column A [Alt]+[H][O],[I] or Adjust Width by clicking line between Column A & B once mouse turns into cross Find/Replace to manipulate cell info: Highlight Column [Ctrl]+[F] enter what you want to get rid of [Alt]+[P] or click Replace tab Leave Replace with: blank [Alt]+[A] or click Replace All Stop Recording Macro: [Alt] [W] [M] [R] or Click on View in Toolbar then click on Macros then Stop Recording

5 Saving Macro: Save Document Close Document Window will pop up asking if you want to save Personal Macro Workbook Click Save Vlookup Manipulating Cell Info using Find/Replace, Length and Left Functions: Use Find/Replace from above instructions Insert 2 columns Find Length in first column: =LEN(text) Remove last 2 digits in cell: =LEFT(text, LEN cell-2) Highlight both cells Put mouse at bottom right corner until cross appears and double click [Ctrl]+[C] or Right click on mouse and click Copy [Alt] [H] [V] [V] or Right click on mouse and click on 2 option under Paste Options Vlookup to add info: =vlookup(lookup_value, Table_array, Col_index_num, Range_lookup) Lookup_value = the common value between the two sheets Table_array = the area where the information you want to retrieve is located must start with Lookup_value and include the info you want to retrieve Col_index_num = the column number in the Table_array which you want to retrieve. The first column in the array is 1. Range_lookup = 0 or False Put mouse at bottom right corner until cross appears and double click [Ctrl]+[C] or Right click on mouse and click Copy [Alt] [H] [V] [V] or Right click on mouse and click on 2 option under Paste Options

6 Conditional Formatting Add % Current Column Insert columns: [Ctrl]+[+] or Right click on mouse and click on insert Name Column % Current % Current Formula =Current Column/Total Column Format column to % by clicking on % on Home tab under Number Copy formula down by double clicking on bottom right corner of cell with formula Highlight accounts in Red that are below 50% Current Highlight column Click on Conditional Formatting under Home tab Click on Highlight Cell Rules Click on Less Than Format cells that are LESS THAN: Enter 50% with Click on Arrow and Select Customer Format Click on Fill tab Select color you want to use Red Click OK Highlight accounts in Orange that are between 50% and 60% Current Highlight column Click on Conditional Formatting under Home tab Click on Highlight Cell Rules Click on Between Format cells that are BETWEEN: Enter 50.01% and Enter 60% with Click on Arrow and Select Customer Format Click on Fill tab Select color you want to use Orange Click OK

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