Advanced Excel. IMFOA Conference. April 11, :15 pm 4:15 pm. Presented By: Chad Jarvi, CPA President, Civic Systems

Transcription

1 Advanced Excel Presented By: Chad Jarvi, CPA President, Civic Systems IMFOA Conference April 11, :15 pm 4:15 pm

2 COPY AND PASTE... 4 USING THE RIBBON... 4 USING RIGHT CLICK... 4 USING CTRL-C AND CTRL-V... 4 CLICK AND DRAG LOWER RIGHT CORNER... 5 DOUBLE-CLICK LOWER RIGHT CORNER... 5 CTRL-D AND CTRL-R... 5 PASTE SPECIAL... 7 PASTE VALUES... 7 TRANSPOSE VALUES... 8 FORMAT PAINTER... 9 PARSE A CELL USING TEXT TO COLUMNS PARSE A CELL USING FLASH FILL REMOVE DUPLICATES VLOOKUP FUNCTIONS FINANCIAL FUNCTIONS AVERAGE MIN MAX CONDITIONAL FORMATTING SPARKLINES CREATE A CALCULATOR EXAMPLE TOTAL COLUMNS CLEAR TOTALS AUTOMATICALLY USING A MACRO AUTOMATICALLY OPEN CALCULATOR OTHER TIPS DATA VALIDATION SUMIF AND COUNTIF FUNCTIONS PIVOT TABLE BASICS CREATE A PIVOT TABLE FORMATTING YOUR PIVOT TABLE PIVOT TABLE OPTIONS... 23

3 SLICERS PIVOT CHART BASICS CREATE A PIVOT CHART FORMATTING YOUR PIVOT CHART SLICERS... 25

4 Copy and Paste Copy and Paste To demonstrate that there are a number of different ways to do the same thing within Excel, there six () ways to perform a Copy and Paste: Using the Ribbon 1. Select a cell or cells. 2. Click the Copy button on the Home ribbon. 3. Move to the cell you would like to copy the contents into. 4. Click the Paste button on the ribbon. Using Right Click 1. Select a cell or cells. 2. Right-click and select Copy. 3. Move to the cell you would like to copy the contents into. 4. Right-click and select Paste. Using Ctrl-C and Ctrl-V 1. Select a cell or cells. 2. On your keyboard, press Ctrl-C. 3. Move to the cell you would like to copy the contents into. 4. On your keyboard, press Ctrl-V.

5 Click and Drag Lower Right Corner Copy and Paste 1. Click on a cell you want to copy the contents into adjacent cells located either up, down, right, or to the left of that current cell. 2. Take cursor and hover over lower right corner until it turns into a plus sign. 3. Click and drag up, down, right or left to the adjacent cells to copy and paste in one step. Double-Click Lower Right Corner 1. Click on a cell you want to copy the contents into adjacent cells located beneath that cell. 2. Take cursor and hover over lower right corner until it turns into a plus sign. 3. Double-click. Ctrl-D and Ctrl-R 1. Click on a cell or cells directly below or to the right of the cells you want to copy and paste. 2. Press Ctrl-D to copy the cells directly above your selection

6 or Ctrl-R to copy the cells directly to the left of your selection. Copy and Paste

7 Paste Special Paste Special Paste Special allows you to paste the contents of a cell or cells in various ways. Paste Values You can paste only the values of a cell or cells rather than the formula. 1. Select a cell or cells. 2. Click the Copy button on the ribbon. 3. Move to the cell you would like to copy the contents into. 4. Click the Paste Special on the ribbon. 5. Select Values from the Paste Special section. 6. Click OK.

8 Transpose Values You can transpose a table of data by using the Transpose ability under Paste Special. 1. Select a cell or cells. Paste Special 2. Click the Copy button on the ribbon. 3. Move to the cell you would like to transpose the date into. 4. Click the Paste Special on the ribbon. 5. Select Transpose. 6. Click OK.

9 Format Painter Format Painter One of the most underused features in Excel. Format Painter copies formatting from one cell and applies it to another. 1. Select a cell that has the desired formatting you are looking to copy. 2. Click the Format Painter button on the Home ribbon. 3. Your cursor will turn into a plus sign with a paintbrush. Click on the cell(s) you want to copy the formatting to. 4. You can click and drag to other cells. Once you let go of the mouse button, the Format Painter is gone. Note: To keep the Format Painter enabled to copy the formatting to several sections within you spreadsheet, double-click the Format Painter button on the ribbon. You can now click as many times as you want throughout your spreadsheet to copy the formatting. When you are done, simply click the Format Painter button on the ribbon to disenable.

10 Parse a Cell Using Text to Columns Parse a Cell Using Text to Columns To separate the contents of one cell into separate columns, you can use the Text to Columns. 1. Make sure the columns to the right of the column you are looking to parse are empty. 2. Highlight the entire column or just the cells you are looking to parse. 3. On the ribbon, go to Data Data Tools Text to Columns. 4. Click Delimited. 5. Click Next. 6. Choose the characters you want to parse (e.g. Space or Comma). 7. Click Next. 8. Click Finish.

11 Parse a Cell Using Flash Fill Parse a Cell Using Flash Fill To separate the contents of one cell into separate columns, you can use the Flash Fill. Make sure that Flash Fill is enabled by doing the following: - Go to File Options. - Click on Advanced. - Check Enable AutoComplete for cell values and Automatically Flash Fill. - Click OK. 1. Go to a column next to the one you would like to parse. 2. Type what you would to parse in that cell. For example, we want to parse Madison from Madison, WI We would type Madison. 3. Go to the cell below and start typing. Excel should Flash Fill the remaining entries. Press Enter on your keyboard.

12 Remove Duplicates Remove Duplicates Remove Duplicates removes any and all duplicates in a list of values. 1. Highlight the range of cells you want to remove duplicates from. 2. On the ribbon, go to Data Data Tools Remove Duplicates. 3. Only check the column that contains the duplicates. 4. Click OK.

13 VLOOKUP Function VLOOKUP Functions Use the VLOOKUP function when you need to find information in a table. For example, you downloaded your budget from prior year into Excel and now you want to reference that budget number in your budget worksheet so that you do not have to manually type the number. The VLOOKUP function utilizes four (4) arguments: Lookup_value, Table_array, Col_index_num, and Range_lookup. Lookup_value The value you want to look up. Table_array The range where the lookup value is located. Remember that the lookup value should always be in the first column in the range for this function to work correctly. Col_index_num The column number in the range that contains the return value. Range_lookup I always type FALSE into this field. This means that it will only return a result if it can find an exact match to your Lookup_value specified. Otherwise, it will find an approximate match and your data will mostly likely be inaccurate.

14 Financial Functions Financial Functions To help with better analysis, there are several functions that you can use in your budget spreadsheet. AVERAGE Returns the average of the specified values. (e.g. =AVERAGE(A1:A20)) MIN Returns the minimum of the specified values. (e.g. =MIN(A1:A20)) MAX Returns the maximum of the specified values. (e.g. =MAX(A1:A20))

15 Conditional Formatting Conditional Formatting Conditional Formatting enables you to highlight or format cells with a certain color or icon set depending on the cell s value. Let us say I want to put a red, yellow, or green stop-and-go light next to the percent increase for each account in my budget spreadsheet. If the percent increase is less than 3%, we want a green light. If the percent increase is between 3%-5%, we want a yellow light. If the percent increase is greater than 5%, we want a red light. 1. Highlight the range of numbers you want Conditional Formatting on. 2. On the ribbon, go to Home Styles Conditional Formatting. 3. For this example, we are going to use stop-and-go lights.

16 Conditional Formatting 4. Once selected, you will see that Excel tries to establish the formatting it thinks you want. In this case, we will need to edit the formatting. Make sure your range of numbers is still selected and go to Home Styles Conditional Formatting Manage Rules on the ribbon. 5. Highlight the Icon Set you want to edit and click Edit Rule. 6. Click on Reverse Icon Order so that the red light is first. 7. Change the Types to Number instead of Percent. 8. Following the rules we noted above, change the Value for the red light to Change the Value for the yellow light to Click OK.

17 Sparklines Sparklines Sparklines are tiny charts that provide a visual representation of data. To insert a Sparkline, do the following: 1. Click in the cell you want the Sparkline to appear. 2. On the ribbon, go to Insert Sparklines Line. 3. Select the data that you want graphed. 4. Click OK.

18 Create a Calculator Example Create a Calculator Example This section walks us through how we can do away with our 10 key calculator and utilize Excel to better add and compare numbers. Total Columns The first step is to create our totals or sum formulas. For convenience, we will create these sum totals in the first row of our spreadsheet. In addition, we will lock the first row so that it is always visible as we look to add numbers together. 1. Open a blank spreadsheet. 2. We will want to format the cells with commas and two (2) decimal points. a. Highlight the entire spreadsheet by clicking in the upper left corner of your spreadsheet. b. Click the Comma Style button on the ribbon. 3. Click on cell A1 and type the following: =Sum(A2:A300). 4. Copy and paste that formula into B1, C1, and D1. 5. Highlight cells A1 through D1 and give these cells some special formatting (bold, larger font, etc.) and/or highlighting. 6. To lock the first row, do the following: a. Click on cell A2.

19 Create a Calculator Example b. Go to the View ribbon and click on Freeze Panes Freeze Panes. Clear Totals Automatically Using a Macro This section will walk us through how we can create a simple macro to quickly clear our totals from the top row. Note: You will need the Developer ribbon in order to create a Macro. If you do not see the Developer ribbon, follow these steps to enable it: - Click File on the ribbon. - Go to Options. - Click Customize Ribbon. - Check the Developer check box. - Click OK. 1. With our calculator spreadsheet open, go to the Developer ribbon. 2. Click on Record Macro.

20 Create a Calculator Example 3. Give the macro a name like Clear_Totals and assign a Shortcut key. I used the letter z. 4. Click OK. 5. Highlight cells A2 through D Press the Delete key on your keyboard. 7. Click on cell A2. 8. Click Stop Recording on the Developer ribbon. Automatically Open Calculator This section walks us through how we can have Excel automatically launch our Calculator spreadsheet whenever we open Excel for the first time. 1. With your calculator spreadsheet open, go to Save As. 2. You will need to save this spreadsheet into the XLSTART directory. This directory can be tricky to find. For example, this directory is found under C:\Program Files (x86)\microsoft Office\Office15\XLSTART on my computer. 3. Click Save. 4. Test to make sure that it automatically opens by closing Excel and opening it again.

21 Other Tips Other Tips This section walks us through some other handy tips and tricks. Data Validation Restrict input into specified cells by using Data Validation. You can restrict input to specific values, whole numbers, text length, date range, and more. 1. Highlight the range of cells you want to restrict input. 2. On the ribbon, go to Data Data Validation Data Validation. 3. Select the option you want from the Allow drop-down. 4. Finish completing other options such as Source if you selected List or Start date and End date if you selected Date. 5. Click OK. When you try to enter something into that cell or cells, it should restrict you to the validation rules you setup in the steps above. SumIf and CountIf Functions You quickly sum numbers based on specified criteria by using the SumIf function. You can also count the number of times something appears in a list based on specified criteria by using the CountIf.

22 Pivot Chart Basics Pivot Table Basics A Pivot Table is a tool in Excel that a person can use to query, organize and summarize large amounts of data. Create a Pivot Table To create a Pivot Table, do the following: 1. Select the data you wish to organize into a Pivot Table. 2. Click the Pivot Table button on the Insert ribbon. 3. To create your Pivot Table on a new worksheet, choose New Worksheet. To create your Pivot Table on an existing worksheet, select Existing Worksheet and specify the location. 4. Click OK. 5. Once your Pivot Table has been created, you can add whatever fields you want to appear in your Pivot Table. Simply click the fields under the Choose fields to add to report section. 6. The ability to add Report Filter, Column Labels, Row Labels, and Values exists. These options allow you to customize your Pivot Table. - Report Filter Used to filter or limit what data the Pivot Table displays. - Column Labels Used to create groups that are displayed in separate columns. - Row Labels Used to break down the data into categories. Separate groups are created and the information for each group is placed into a single row. - Values Fields that you want to subtotal and display in your Pivot Table. Usually this is the numeric information you use.

23 Formatting your Pivot Table Pivot Chart Basics When you click inside of your Pivot Table, the Design ribbon appears. This ribbon provides you with the capability to change the Layout and Style of your Pivot Table. Pivot Table Options When you click inside of your Pivot Table, the Options ribbon appears. This ribbon provides you with the capability to do some common things like: - Field Settings - Change the column title, summary type (i.e. Sum, Count, etc.), and the number format. - Sort Change the sort order of your Pivot Table. - Add a Calculated Field Under Fields, Items, & Sets, you have the ability to build a calculated field to be added on to you Pivot Table (e.g. Variance). Slicers Slicers are much like report filters without all the advanced capabilities. They provide you with the ability to filter with a single click. To add Slicers, do the following: 1. Click Insert Slicer on the Options ribbon. If you do not see the Options ribbon, you need to click inside your Pivot Table. 2. Select the field you would like to filter or slice. 3. Click OK. Now, you can click on any field within your slicer to filter your Pivot Table.

24 Pivot Chart Basics Pivot Chart Basics A Pivot Chart are charts created from Pivot Tables. Much of the same functionality exists as a normal chart. Create a Pivot Chart To create a Pivot Table, do the following: 1. Select the data you wish to organize into a Pivot Table. 2. Click the Pivot Chart button on the Insert ribbon. 3. To create your Pivot Chart on a new worksheet, choose New Worksheet. To create your Pivot Chart on an existing worksheet, select Existing Worksheet and specify the location. 4. Click OK. 5. Click Change Chart Type on the Design ribbon. 6. Choose the chart type you would like to utilize. 7. Click OK. 8. Once your Pivot Chart has been created, you can add whatever fields you want to appear in your Pivot Table. Simply click the fields under the Choose fields to add to report section.

25 Pivot Chart Basics 9. The ability to add Report Filter, Column Labels, Row Labels, and Values exists. These options allow you to customize your Pivot Table. - Report Filter Used to filter or limit what data the Pivot Table displays. - Column Labels Used to create groups that are displayed in separate columns. - Row Labels Used to break down the data into categories. Separate groups are created and the information for each group is placed into a single row. - Values Fields that you want to subtotal and display in your Pivot Table. Usually this is the numeric information you use. Formatting your Pivot Chart You can now format your chart to the way you like it by adding Data Labels, Borders, 3-D Effects, etc. Simply, right-click within the chart and choose Format Chart Area, Format Data Series, or Format Data Labels. Slicers Slicers are much like report filters without all the advanced capabilities. They provide you with the ability to filter with a single click. To add Slicers, do the following: 1. Click Insert Slicer on the Analyze ribbon. If you do not see the Analyze ribbon, you need to click inside your Pivot Chart. 2. Select the field you would like to filter or slice. 3. Click OK. Now, you can click on any field within your slicer to filter your Pivot Chart.