Ms-Excel Basic Reference Material

Transcription

1 Ms-Excel Basic Reference Material Author Website Resource : Mohd. Arsalan : : Info@techflames.com : Warning: Distribution of this material without permission in any form is strictly prohibited.

2 Introduction: The guide contains tutorial on only few features as most of the features will reside in the workbook which was used while demonstrations. The sample workbook that you used for practicing during learning will contain all the examples which you can review whenever necessary. However, you can combine the sample workbook and this guide to complete your Excel Reference Material. The sheets used in this guide can be downloaded from techflames site from downloads session. Excel Ribbon: Excel has got a new revamped look since the launch of Excel 2007 and the same is being continued in 2010 version. The functions in the ribbon are the same what were earlier in 2003 but are more attractive and more powerful. The ribbon has got tabs like the home tab, Insert tab, page layout tab and so on All the tabs have commands, grouped as per their functionalities. Like if you take the Home tab you will have commands in clipboard which are used to cut, copy and paste. The command group for Font lets you apply various formats on the fonts like color of fonts, size, bold, italic, borders. Quick Tip: While working on excel the ribbon might seem to be occupying good amount of screen to make it disappear press the key CTRL+F1. Press the same combination to get the Ribbon back. Quick Access Toolbar: Quick access toolbar lets you to have the commonly used shortcuts and it stays around the ribbon generally above the Ribbon. Hit the triangle mark at the right side on the QAT and you can choose many options, if you want to add any other shortcut, remove it or place the QAT below ribbon and so on. Entering Data: To enter data in a cell in excel just select the cell you want and start typing. If you would like to edit a cell then select the cell and hit F2 or click on the formula bar and edit. Task: Open techflamesexcel1.xlsx from the folder and check Sheet1. In column A you see the serial numbers till 110. Continue and populate the series till 70,800 using the auto-fill option.

3 Solution: Select cell A11 and select the Home tab from ribbon. In the editing command group select Fill and then select series. Fill the options like the below and say ok. Choose columns as we need data in vertical format and then put the step value as 1 as the numbers should be incremented by 1 and then put the step value as Custom List: Assume you need the month names in Excel sheet, then you would know that if you write Jan and Feb in A1 and A2 respectively. Select these 2 and drag then you will get the month list till december. Well this is because Excel has the list of months stored by default. Now if you like to create your own custom list like you have a team of 5 people and you need these 5 to popup when you write the first name and drag then you create your own list. Go to File Options---Advance--- Scroll down to the section General and click Customs List. In the box List Entries type all the names you need and click on Add. Now this appears in the box Custom Lists: Once done go back to excel and as per the additions we did enter Tim in a cell and drag it you will get the names of remaining employees. Items Excluded: Selecting cells, continuous range, non continuous range with keyboard only, entering redundant information in various cells at once, using mathematical operations while copypaste, reverse the order of list while pasting, adding cells in between data, inserting/deleting rows, columns, sheets using keyboard, changing default number of sheets, making formatting with merge easier for dashboard reporting, creating custom format like to show currency in INR, creating custom date formats, protecting a cell and so on..

4 Conditional Formatting: As the name itself suggests that it applies formatting when certain conditions are met. Please refer to sheet2 in techflamesbook1.xlsx for ease of understanding. Indepth and advanced features shown during training can be referenced from your sample workbook. From the first table if you need to identify the sales which are greater than 5000 then select the range B3:B8, select conditional formatting from the home tab--- highligh cell rules--- greater than provide value 5000 and say ok so this formats those sales figures which are above Sales by Manager Sales Manager Sales Tim 5000 Tom 2000 Mac 3000 Sunny 1000 Jimmy 7000 Robert 8000 The latest additions done since Excel 2007 in conditional formatting is the Data Bars. If you would like to show the weightage of a particular value in its set then Data Bars is the best formatting options. To do so select the same range B3:B8, select conditional formatting from the home tab highlight Data Bars and choose any of the fills to have the data formatted as below. Sales by Manager Sales Manager Sales Tim 5000 Tom 2000 Mac 3000 Sunny 1000 Jimmy 7000 Robert 8000 Items Excluded: conditional formatting is also used to highlight the duplicate values formatting based on a formula and formatting one cell when condition on other cell satisfies and also the use of Icon Sets to show trend and color scales. Please refer the exercises you have done while training for more clarity. Excel Tables: Excel 2007 also introduced Tables to the environment. You can convert any data arranged logically to a table and then use its common attributes like filters, formats, auto update, formulas and so on.. Refer to 3rd sheet in the workbook techflamesexcel1.xlsx. Check the table on top left, this is just data and not an excel table yet. To change it to excel table select the entire data and from home tab in the command group Style select Format as Table which brings up a pop up as below:

5 Select ok and your data will be changed to Excel Table. Once the table is created on ribbon an additional Tab Design appears. Now from the command group table styles in the Design tab you can select any table style from the available options and if you like to convert this table to normal range then go to the command group Tools and select Convert to Range The excel table provides many advantages once you convert data to table it automatically applies filter on headers. If you add a new row/column at the end you need not apply format to it excel will automatically apply the table format to the new row/column. By adding a new column if you would like to add a formula then you just add a column and enter formula in the first cell that gets copied till the end of table with formats. Pivot Tables: Pivot table is the most amazing analytical tool present in Excel. It lets you analyze huge loads of logically organized data from various dimensions. It provides the flexibility to view the data for various purposes and stake holders. This guide demonstrates the basic use of pivot table, all the advance features, formulas and options in pivot table were explained in detail while training and the same can be referenced from the exercises file we used while training.

6 Let s see the basics of pivot table now. For following along, open the workbook techflamesexcel1.xlsx and select the sheet Source. The table here provides the sales done in 2011 for the company Techflames. The data is in order of occurrence of sale. But this does not provide meaningful information rather it s just a heap of data saved in the sheet. It is not clear as to what is the sales total for each company or month or source. But pivots allow you to convert this data into a meaningful analysis report. Select the range A2: G383 (use the shortcuts explained during sessions) and select the Insert tab in the ribbon. Click on PivotTable, which shoots up a dialog box, let the defaults beselected and say OK. A new sheet is created and the skeleton of the pivot comes up in the new sheet and the list of columns on the right side PivotTable Field List. a) Let us create a report to check sales for each Company. From the PivotTable Field List, select Company header and drag it to the section Row Labels. And drag the Sales header to the Values section to get the below report. This shows what the sales are for each Company. b) Now let s create a report where Sales and COGS have to be analyzed with respect to the Country and Lead Source using the existing pivot table created above. Uncheck the Company & Sales header from the PivotTable Field List which removes it from the Pivot Table. Now drag the header Country to Row Labels and Lead Source to Column Labels and Sales to Values section to get the report as per below. Quick Tip: Double click the numbers to generate a report pertaining to each Country or Source in a pivot table.

7 Items Excluded: Other advanced options learnt during training were creating separate sheet for each row label from pivot in single click various pivot designs using options to auto refresh pivots Creating a calculated field in a pivot table grouping data and working with GET PIVOT function to extract information out of excel. Charts: Charts is a very catchy feature in Excel, it is always good to represent arranged information in the form of charts to show the trend or distribution Let s quickly revise Creating Charts: Go to the sheet ChartSource in Techflamesexcel1.xlsx workbook. Select the range a3:b8 and hit the Insert tab in ribbon and from the command group Charts choose column type 2d-column 1 st option to get a graph like the below.

8 Once a chart is created there are many formatting options that can be applied to make this more attractive which we have discussed during training. Now let s see creating chart with 2 different types of data or basically combining 2 charts into one. Take the 2 nd table in the same sheet which has Sales and the number of clients on a monthly basis. To show this information via charts the basic option would be to create 2 charts one to show sales per month and the other to show clients per month. But to show both the trends on one single chart would need bit more tweaks. It goes like this-select the data and create a column chart then change one of the series chart type (preferably sales) to line. Once done, format the same series to make it secondary axis. Put the legends at the bottom and format the backgrounds, number scale and axis titles if required.

9 Thus you are now able to show the number of clients and sales per month in the same chart. (Step-By- Step demo was provided during the session). Items Explained during training but excluded from this guide: Working with Tables, Smart Art, Inserting objects, Defining Names and using names in formulas to simplify complex formulas and create dynamic formulas, page layouts, getting data from external sources like access, sql, web, sort, filter, advance sort, advance filter, advance text to columns, dependant validation, various options in validation, grouping, subtotals Goal-Seek: As the name suggests it displays the result if a situation is satisfied. Let s review the same in practical. Please refer the sheet Goalseek, the cell in E4 calculates what is the net worth of a scrip which is the product of no.of shares and the market value. What-If you want the net worth to be then what should be the Market Value? This query is solved by Goal-Seek. Select the cell E4 and bring the menu GoalSeek from the command group What-If Analysis. Let the value in Set Cell be E4, the second prompt should be the value you want so enter and the third prompt is to know which cell value to be changed to get the Goal, enter d4 which contains market value. On hitting Enter you will get the desired result that is for the NetWorth to be the market value should become 600. Features Excluded: The advance features which are present in What-IF Analysis which are Scenario Manager and Solver which were discussed during the trainings are exempted from this guide. Data Validation: Data Validation option provides you to validate the data being entered in a cell. There might be many scenarios where it is expected to enter only numbers in a cell or only certain names from a list. In such scenarios data validation is the option. Open techflamesexcel1.xlsx and select validation sheet. The form in the sheet is to be filled by each employee who requests for an asset. To have uniformity it is mandatory that each of them enter the exact name and department which is feeded in the database to match with existing records.

10 For example if an employee s name is Md. Akram in the database then he should enter the same but if there is no validation on the cell then he might enter Md Akram or Mohd Akram So click the cell B3 and from Data tab click on Data Validation which brings the below dialog box. Now in the dropdown select list, which brings up the option to enter values in the field Source. Enter all the names seperated by comma (ex: Md. Akram. T Peterson, Bryan Murray, Ravi Verma) and hit enter. The cell B3 will now have a drop down to select and if any other name entered an excel will throw an error. Items Excluded: Other advance features in Data Validation seen during the training are data validation on a cell for dates numbers and with source from different sheet or with a defined name dependent validation customizing alerts and input messages Formulas: Excel provides powerful options of writing formulas and getting results instantly.most of the basic and advance formulas and tips were demonstrated during the session, however this section will quickly review them. For the entire list of formulas explained, please visit the sample workbook used during the session. Logical Function If: IF logical condition is vastly used in analysis and taking a decision instantly. Let s look at a basic example. Open the sheet Logical which has the budget vs actual data for. Now a status for each department has to be provided based on 2 conditions: 1) Status should be Overrun if the Difference is ve. 2) Status should be Underrun if the difference is +ve. Select cell E4 and enter the below formula: =IF(D4<0,"OverRun","UnderRun") Lets Analysze the above conditional statement. Every formula starts with an equal to sign. And then in the If condition we have 3 parameters. 1) What is the condition to check: Stuff in Green i.e whether value in cell D4 is less than Zero. 2) What if the condition is correct: If condition is correct then enter the text OverRun.

11 3) What if the condition is false: If condition is incorrect then enter the text UnderRun. Once entering the formula in cell E4, drag the formula to the other cells below it to get a complete status. Department Budget ($) Actual Difference Status Sales $40, $47, , OverRun Finance $5, $2, , UnderRun HR $8, $12, , OverRun Support $10, $10, UnderRun Operations $9, $5, , UnderRun Testing $3, $2, UnderRun Development $7, $12, , OverRun Research $15, $36, , OverRun Innovation $18, $24, , OverRun Marketing $35, $35, UnderRun If you see the above info then you find that departments like Support and Marketing have utilized the data as planned thus there is an additional requirement in the condition that if the difference is zero then have the text SpotOn. So we ve got the below conditions now: 1) Status should be Overrun if the Difference is less than zero. 2) Status should be Underrun if the difference is greater than zero. 3) Status should be SpotOn if the difference is zero. So select e4 and enter the below formula: = IF(D4<0,"OverRun",IF(D4=0,"SpotOn","UnderRun")) Lets Analysze the above conditional statement. Every formula starts with an equal to sign. And then the formula works in the below sequence 1) Start If Condition: a. Condition to Check if D4<0. b. Condition Satisfied then enter text OverRun c. If Condition is not satisfied then start another If Condition: i. Condition to check if D4=0. ii. Condition satisfied then enter text SpotOn iii. If condition is not satisfied then enter text UnderRun Also make sure you close the number of brackets you opened. Thus you get the below result.

12 Department Budget ($) Actual Difference Status Sales $40, $47, , OverRun Finance $5, $2, , UnderRun HR $8, $12, , OverRun Support $10, $10, SpotOn Operations $9, $5, , UnderRun Testing $3, $2, UnderRun Development $7, $12, , OverRun Research $15, $36, , OverRun Innovation $18, $24, , OverRun Marketing $35, $35, SpotOn While training we ve seen using Multiple-IF, Using Or-If, And-If,Sum-If, Count-IF, Multiple Sum-If, Multiple Count-If, Using If with other functions like text functions, database functions, series, offset. Date Function: There are numerous date and time functions and while training we have seen mostly all of them like a function to calculate number of working day, to know the first day of month, to get the day name from the date, to calculate age, to get a future date, to convert date into various formats, to create date from numbers in cells.. Let s revise one of the basic stuff we ve learnt that is using Datedif function. In the workbook techflamesbook1.xlsx, select sheet date. In cell B2, I have the birthdate of a person and in cell B3 we ve got today s date (Tip: To enter today s date use shortcut CTRL+ ; or use the formula =today() to enter the date). Now in cell B4 to get the age of the person in years, use the below formula: =DATEDIF(B2,B3,"y") - replace y with d to get the age in days. There are many formulas and functions which can t be explained in writing but need practical live examples like Vlookup, Hlookup, Match, Index, Series, GetPivot, Offset, Dcount, DSum, Indirect and many others. The same were demonstrated in the training and should be available for reference with the workbook used while training. Happy Learning. Please refer your friends and colleagues for training on Excel. Also providing training on Ms-Access, Powerpoint, VBA, Financial Modeling. I also undertake automation jobs on contract. Please contact if any automation job required. Contact at info@techflames.com