Excel Quick Reference Guide

Transcription

1 Excel Quick Reference Guide CONTENTS Screen elements 3 Mouse shapes and actions 3 Cursor movement keys 4 Select a range using the keyboard 4 Edit cell contents 5 Select a range using the mouse 5 Sorting and Hiding Columns 5 Calculations 5 Building a Calculation 6 Undo command 6 Using cell references in calculations 6 Using functions 7 Absolute (fixed) cell reference 7 Move/Copy cell contents using toolbar icons 8 Print preview and setup 8

2 1. SCREEN ELEMENTS MOUSE SHAPES AND ACTIONS Selector - Used to Select a cell, range of cells, rows, columns and the entire worksheet if you click on the top left button. Select multiple ranges holding down the Ctrl key. To select ranges from and to use the Shift key. Mover (or Copier) - You will find this by positioning your cursor around the edge of the Active cell. Then drag and drop to move to another cell. To copy hold down the Ctrl key while you drag and drop. + Autofiller - You will find this by positioning your cursor on a small box shown at the bottom right of the active cell. This copies and fills adjacent cells. It will also increment months and days etc. If you do not want it to increment hold down the Ctrl key. Row & Column Sizer - The row sizer is found by positioning the mouse in the grey area between the row number titles. Then drag and drop to size the row. The column sizer is found by positioning the mouse in the grey area between the column character titles. Then drag & drop to size the column. Double click on these mouse shapes to do a best fit. Inserter - used when editing text. It positions your typing cursor in the place where you want to start typing or deleting. 2

3 CURSOR MOVEMENT KEYS Key(s) [Ctrl]+ [Ctrl]+ [Ctrl]+ [Ctrl]+ [Home] [Ctrl]+[H ome] [Ctrl]+[E nd] [PgUp] [PgDn] [Alt]+[Pg Up] [Alt]+[Pg Dn] [Ctrl]+[P gup] [Ctrl]+[P gdn] [F5] Action Moves up one cell Moves down one cell Moves one cell to the left Moves one cell to the right Moves to the last active/non-active cell up Moves to the last active/non-active cell down Moves to the last active/non-active cell left Moves to the last active/non-active cell right Start of current row Returns cell locator to the home cell (A1) Moves cell locator to the last active cell Moves the screen up one Moves the screen down one Moves one screen left Moves one screen right Previous sheet Next sheet Go to cell reference SELECT A RANGE USING THE KEYBOARD Hold down the [Shift] key or press [F8]* to anchor the cell locator and use the following keystrokes to select cell: *NOTE press [F8] again once you have selected your cells. Key(s) [Ctrl]+[E nd] [Ctrl]+ [Ctrl]+ [Ctrl]+ [Ctrl]+ Action Extends the highlighted range one cell at a time. Highlights from the current cell position to the last active cell on the worksheet. Highlights from the current cell position to the last active non-blank cell in sequence to the right. Highlights from the current cell position to the last active non-blank cell in sequence to the left. Highlights from the current cell position to the last active non-blank cell in sequence in the column. Highlights from the current cell position to the last active non-blank cell in sequence in the row. 3

4 EDIT CELL CONTENTS There are four ways of editing the contents of a cell: Overtype Press [F2} to edit the contents directly in the cell Position the mouse on the formula bar and <Click> <Double Click> in the cell to edit the contents directly in the cell SELECT A RANGE USING THE MOUSE To select a continuous range of cells: 1. <Click> the first cell in the range 2. Point at the last cell in the range 3. Press [Shift] +<Click> To select a multiple range of cells: 1. Select the first cell or range 2. Hold down the [Ctrl] key and select the next range 3. Continue holding the [Ctrl] key until you have selected all the ranges SORTING AND HIDING COLUMNS To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort 4. <Click> OK To hide columns: 1. Select the columns you wish to hide by clicking into the letters at the top of each column 2. <Click> FORMAT on the toolbar 3. Select Column on the drop down menu 4. Select Hide on the drop down menu CALCULATIONS Begin a calculation with an equal sign [=]. If you type a +, - to begin, excel converts these to an equal sign. You can use the following operators in your calculations: + Addition - Subtraction * Multiplication / Division ^ Exponential (to the power of) () Brackets 4

5 BUILDING A CALCULATION All mathematical operators are calculated using a particular priority. Brackets may be necessary to ensure the correct order of calculation. B O M D A S Brackets Exponential (to the power of) Multiplication Division Addition Subtraction The following shows you some examples of how you can use these Operators and how you can change the order of a calculation: Formula Result 3*6+12/ (3*6)+12/(4 24-2) 3*(6+12)/ (3*6+12)/(4 15-2) UNDO COMMAND To undo recent actions one at a time <Click> on the undo button several actions at once, <click> the arrow next to the undo button. To undo USING CELL REFERENCES IN CALCULATIONS When you create a calculation that contains cell references, you link the calculation to other cells in your worksheet. The cell that is pointed to by the cell reference is the source cell. As a result, the value of the calculation always reflects the values in the source cells. The example below shows the formulae using cell references. If you change the values in column B, C or D, column E would automatically perform a recalculation. You can create much more complex calculations in Excel using references to cells and ranges. 5

6 USING FUNCTIONS You can use functions to simplify. For example, to calculate the sum of a range of cells by typing each cell reference individually into a formula can be cumbersome. For example, compare the formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 with the formula =SUM(A1:A10) The =SUM function makes the formula a lot shorter and easier to create. As a short cut you can use the AutoSum Button on the Toolbar. AutoSum Button Function used for the TOTAL results: =SUM(B3:D3) =SUM(B4:D4) =SUM(B5:D5) ABSOLUTE (FIXED) CELL REFERENCES When you copy calculations the cell references automatically change according to the calculations new position on the worksheet. For Example: Copy in a Row wise direction: =A1+B1 changes to =A2+B2 Copy in a Column wise direction: =A1+B1 changes to =B1+C1 These cell references are called Relative Sometimes it is necessary to fix cell references so that they never change when you copy them. To do this the cell references should have the following: $A Fixes the column letter $1 Fixes the row number $A$1 Fixes both column letter and row number These cell references are called Absolute. Naming a cell(s) will also hold the cell reference(s) as absolute - define names on the formula bar. 6

7 MOVE/COPY CELL CONTENTS USING TOOLBAR ICONS To Copy: Select the text that you want to copy. <Click> the Copy button Position the pointer to where you want the text copied. <Click> the Paste button To Move: Select the text you want to move. <Click> the Cut button Position the pointer where you want the text to reappear. <Click> the Paste button PRINT PREVIEW AND SETUP Before printing your Worksheet you should <Click> on the Print Preview button. From here you can change the way your table appears on A4 paper by <Clicking> on the Setup button. Headers and Footers: These are printed on every page on your Excel worksheet. The default is to print the file name in the Header and the page number on the Footer. Margins: Specifies the amount of space between the edge on the paper and the printed area on the top, bottom, left, and right sides of the page. Centre: Centres the worksheet horizontally and/or vertically on the page. Print Row and Column Headings: Controls whether you want row or column headings printed. Print Gridlines: Controls whether the gridlines are printed Scaling: Reduce and enlarge or fit to page Orientation: Specifies whether your worksheet to print on the paper Portrait or Landscape. 7

8 CII Local Institute Guide Complete Membership Listing Step by Step Guide for Getting the Best out of your Data Full Membership Spreadsheet ending in C for Complete Membership Listing Every month your institute receives two excel spreadsheets from CII Customer Services which both contain important information on how your membership is broken down. The following guide has been compiled to help your institute get the most out of the excel data sheets that are provided. Utilised correctly the data can give you a monthly snapshot of your membership, which will enable your institute to understand how your membership operates and how you can best serve it. Index 1. Definition of Columns 2. Creating a Pivot Table 3. Creating Charts using Chart Wizard from Data Produced in your Pivot Table. 4. Analysis Age Gender Faculty Class PFS Members

9 1. Definition of Columns Columns A X - Personal Details Pin Number / Name / Home Address / Work Address / Contact Details / Date of Birth Columns Y AC - Details on Employer Employer Code / Company Name / Area of Work Columns AD AI - Details of Designation CII ACII, Dip CII etc. Column AJ Institute details This is a numbered code to represent a particular institute. Column AK AO Details of Designation PFS Dip PFS, APFS etc. Cells that are blank in AK mean they are not affiliated to the PFS and the member is registered as a CII member only. Column AP BG - Details of Faculty Members Letter y in columns AP to BG means that member is registered to the Faculty highlighted within the top row.

10 2. Creating a Pivot Table To calculate membership data you will need to know the basics of creating a Pivot Table. Each chart is based on counting data in columns using a Pivot Table in the Pivot Table Wizard. To produce a pivot table counting the number of something in a column you will need to highlight the column you want to count. As an example we will count the different types of designations in column AE. Right click AE at the top of the page to highlight the whole column. Then, left click Data in the top menu at the top of the screen. A drop down menu appears. Left Click on Pivot Table and Pivot Chart in the drop down list. The Pivot Chart wizard appears. (Step 1) Make sure Microsoft Excel List or Database is highlighted and click Next at the bottom of the dialogue box. (Step 2) of the Pivot Chart wizard appears Click Next again at the bottom of the dialogue box. (you do not need to edit anything in this box) In (Step 3) you will need to edit the layout of how you may want your counting to appear in the report. To do this, left click Layout in the bottom left hand corner of your dialogue box. Figure 2.1

11 A new dialogue box will appear. Drag the block on the right hand side, in this case Class Desc over to the Row column in the table in the middle of the page. Then drag the Class Desc box again from the right hand side in to the body of the table where it says Data Your dialogue box should look like the below. Figure 2.2 Click OK Then click Finish in the Step 3 of 3 of the dialogue box A new sheet will appear in your spreadsheet showing the number of designations by title for your institute. From here you can create a pie chart showing the numbers and data. See figure 2.3 below

12 Figure 2.3

13 3. Creating Charts using Chart Wizard from Data Produced in your Pivot Table. To create a chart for your data you will need to know the basics of creating a chart from your Pivot Table To create a pie chart for the numbers produced in Figure 2.3, highlight the text and numbers in the table you created in your pivot table by clicking the left mouse button. Figure 3.1 Click the Chart Wizard icon on your toolbar or you can find this by clicking Insert on the menu bar at the top of your screen. This will produce a drop down list left click on Chart A new sheet appears on your spreadsheet showing the numbers in your table as a presentable bar chart. Figure 3.2 From here you will be able to customise your chart according to how you may want to present it. Figure 3.2

14 To convert the above bar chart into a pie chart, click on the chart wizard icon again on the menu bar or Chart in the Insert drop down list in your toolbar. A dialogue box appears giving you the option to choose a Pie Chart. Figure 3.3 Figure 3.3 Choose the Pie Chart option and click Next at the bottom of the box titled Step 1 of 4 Tick the Percentage box in Step 3 of 4 and then click Finish. A finished Pie Chart appears breaking down the data how you may want to present it Figure 3.4

15 4. Analysis The following information is a detailed list of the type of information you can retrieve from your monthly data. It is recommended that you understand the basics of Pivot Tables and Charts in pages 1 to 6 of this document before reading the following instructions. Age Produce a bar chart showing the age range of your members. To calculate the age of each member use the data in the DOB column (Column W) Add a new column (X) next to the DOB column (W). To calculate the age of a member, input the following formula into blank cell X2 =DATEDIF(W2,TODAY(),"y") This will automatically calculate the age of the member using the Date of Birth in cell W2 Once the age of the first member has been calculated in cell X2, copy the formula in X2 down the column to make sure that all the other cells are populated with an age. To copy the formula down column X in to all other X cells, keep your finger on the left mouse button and drag the corner of cell X2 to populate the remaining cells in the column. When column X is populated you will be able to produce a bar and pie chart showing the age range by using a pivot table. For more information on how to create a pivot table see pages 1 to 6 of this document.

16 Gender - Produce a Pie Chart showing the member split between Males and Females To calculate the gender of a member use the information from the Title column Insert a new column to the left of the Title column (Column B) Sort the Title column (now column C) ascending to show all members by Title. This will display the titles in the following order. Dr, Miss, Mrs, Mr. Input M or F in the new column (Column B) to represent the gender of the member i.e. if the member of row 2 is a Mrs you would enter F in B2 to signify Female Drag and copy the letter F down the page until you reach the point where the titles in column C changes to Mr. At this point type in M for Male and drag the letter M to the bottom of the page. You now have a column (Column B) showing the sex of each member. Once populated you will be able to produce a Pie Chart showing the number of members who are male or female from a pivot table For more information on pivot tables please see Pages 1 to 6 Faculty Produce a Pie Chart showing the number of members registered for specific faculties. In order to calculate the number of members registered to a specific faculty you will need to replace and change the format of existing data in columns AP-BG You will need to change the letter Y in column AP-BG into the figure 1 This is done in order to count how many people are registered to a particular faculty. To change letter Y to a 1 you will need to highlight Columns AP-BG with your mouse and then press Ctrl and F simultaneously on your keyboard. A box will appear. Click the second tab in the dialogue box Replace In the Find What cell type in Y In the Replace cell type in 1. Click on the button Replace All. This will change all the cells that you have highlighted from Y to a 1.

17 Once replaced you will be able to count the number of 1 s there are for each column. For example column AP. If the count of 1 s in this column is 50 then the number of members for your institute that are part of the Claims Faculty is 50. You will then be able to produce a Pie Chart representing each faculty. Do the same pivot or count for every other Faculty. London Market, Underwriting etc.

18 Class Produce a Pie Chart showing the number of Designations attained for Institute In order to calculate the number of designations by category attained in your institute, you would need to produce a Pivot Chart to count the frequency of designations in column AE. To produce a pivot table showing the number of designations in your institute, highlight row AE Click Data at the top of the screen and then click on Pivot Table and Pivot Chart in the drop down list. The Pivot Chart wizard appears. (Step 1) Make sure Microsoft Excel List or Database is highlighted and click Next at the bottom of the dialogue box. (Step 2) of the Pivot Chart wizard appears Click Next again at the bottom of the dialogue box. In (Step 3) you will need to edit the layout of how you may want the report to appear. To do this, click Layout in the bottom left hand corner of your dialogue box. A new screen appears. Drag the block on the right hand side Class Desc over to the Row column in the table in the middle of the page. Then drag Class Desc to the body of the table where it says Data Your dialogue box should look like the below.

19 Click OK Then click Finish A new sheet appears in your spreadsheet showing the number of designations by title for your institute. From here you can create a pie chart from the numbers and data.

20 PFS Members Produce a Pie Chart and number of PFS members. In order to calculate the number of PFS members in your region you would need to produce a pivot chart for all entries in column AK headed PFS Class. The Pivot Chart counts the numbers of PFS entries in the column and separates according to level attained by each member. To produce a pivot table showing the number of designations in your institute, highlight column AK Click Data at the top of the screen and then click on Pivot Table and Pivot Chart in the drop down list. The Pivot Chart wizard appears. (Step 1) Make sure Microsoft Excel List or Database is highlighted and click Next at the bottom of the dialogue box. (Step 2) of the Pivot Chart wizard appears Click Next again at the bottom of the dialogue box. In (Step 3) you will need to edit the layout of how you may want the report to appear. To do this, click Layout in the bottom left hand corner of your dialogue box. A new screen appears. Drag the block on the right hand side PFS Class over to the Row column in the table in the middle of the page. Then drag PFS Class again into the body of the table where it says Data From this point you will have created a table showing the number of PFS members in each designation. Add the total of these designations and you will be able to produce a pie chart according to the level you may want from the data collated in your pivot table.

21 CII Local Institute Guide Updated Membership Listing Step by Step Guide for Getting the Best out of your Data Excel Spreadsheet ending in U for Updated Membership Listing Every month your institute receives two excel spreadsheets from CII Customer Services which both contain important information on how your membership is broken down. The following guide has been compiled to help your institute get the most out of the excel data sheets that are provided. Utilised correctly the data can give you a monthly snapshot of your membership, which will enable your institute to understand how your membership operates and how you can best serve it. In the following guide we will specifically look at columns BH to BI. Index 1. Definition of Columns 2. Analysis New Members Transferred in from another Local Institute Lapsed Resigned Passed Away Version 2 - February 2010

22 1. Definition of Columns Columns A X - Personal Details Pin Number / Name / Home Address / Work Address / Contact Details / Date of Birth Columns Y AC - Details on Employer Employer Code / Company Name / Area of Work Columns AD AI - Details of Designation CII ACII, Dip CII etc. Column AJ Institute details This is a numbered code to represent a particular institute. Column AK AO Details of Designation PFS Dip PFS, APFS etc. Cells that are blank in AK mean they are not affiliated to the PFS and the member is registered as a CII member only. Column AP BG - Details of Faculty Members Letter y in columns AP to BG means that member is registered to the Faculty highlighted within the top row. Column BH BI Details of updates to member s personal data BH shows the month in which their details changed and BI shows the type of information that has changed. Version 2 - February 2010

23 2. Analysis In terms of identifying new members, resigned, lapsed, transferred in from the spreadsheet there are a few different letters to identify these. Below is a breakdown They can be found in the final column Update Type Column BI The codes mean the following A = addition i.e. new member T = member transferred in from another institute L = member lapsed their membership i.e. haven't renewed in time R = member resigned their membership i.e. actually contacted Customer Service to confirm that they no longer wish to be a member P = member passed away New Members You can identify New Members by sorting column BI. To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort. In this case Update Type column BI 4. <Click> OK Version 2 - February 2010

24 At the top of the column now there should be a column of A s. Each row that has an A next to it shows all your new members for that month. Scroll to the left to find the name and address of this person. Transferred in from another Local Institute You can identify Transferred members by sorting column BI. To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort. In this case Update Type column BI 4. <Click> OK Follow similar steps to those of New Members however you will need to scroll down column BI to look for cells that contain the letter T. Scroll to the left to find the name and address of the person that has transferred in. Version 2 - February 2010

25 Lapsed Members You can identify Lapsed members by sorting column BI and following similar steps to those of New Members. To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort. In this case Update Type column BI 4. <Click> OK Sscroll down column BI to look for cells that contain the letter L. Scroll to the left to find the name and address of the person that has lapsed in the previous month All rows containing the letter L are those that have lapsed from your institute in that particular month. Resigned Members You can identify Resigned members by sorting column BI and following similar steps to those of New Members. To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort. In this case Update Type column BI 4. <Click> OK Scroll down column BI to look for cells that contain the letter R Scroll to the left to find the name and address of the person that has transferred in. All rows containing the letter R are those that have resigned from your institute in that particular month. Passed Away You can identify members that have passed away by sorting column BI and following similar steps to those of above. To sort data: 1. <Click> DATA on the toolbar 2. Select Sort on the drop down menu 3. Choose the column you wish to Sort. In this case Update Type column BI 4. <Click> OK Version 2 - February 2010

26 Scroll down column BI to look for cells that contain the letter P. Scroll to the left to find the name and address of the person that has passed away. All rows containing the letter P are those that have passed away from your institute in that particular month. Version 2 - February 2010