WHY USE EXCEL? KEY EXCEL TERMINOLOGY

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1 WHY USE EXCEL? Excel allows users to organize, format, and calculate data with formulas using a spreadsheet system broken up by rows and columns. Excel allows us the ability to create templates with multiple calculations that can be automatically updated Excel simplifies and automates data manipulations KEY EXCEL TERMINOLOGY Active Cell A cell that s surrounded by a black border allowing data to be entered Cell Reference A column letter and the row number that intersect at the cell's location Data Information in a cell using three types: values, labels (text), and dates/times Formula Mathematical equation that begins with the "=" sign Formula Bar Displays the data or formula stored in the active cell (usually at top of Sheet) Worksheet Individual spreadsheets located on tabs: the furthest tab to the right creates additional worksheets Column Columns go up and down (vertical) like Greek columns holding up buildings (Letters) Row Rows go across (horizontal) like rows of seats (Numbers) BASIC EXCEL FUNCTIONS Left Click o Select Cell Allows user to edit the cell o Click & Drag Pastes format of original cell into the new cell o Highlight Allows user to select multiple cells at once. If contents of the active cell(s) are number(s), the Sum, Count, and Average shown bottom right Right Click o Cell Formatting Options User given multiple options of changing cell s content format Undo/Forward o Undoes/Redoes Last Action Provides safety net to user to flip through each change Order of Calculations o Left to Right Multiplication and division take precedence unless parenthesis are used Cell Formatting o Changing Cell s Content Each cell can be changed to meet the user s needs, based on the desired visual display, and when there is an error, it may be due to the cell s format Data can be linked into Microsoft Word o Paste Special in Word Pastes the Excel data into Word, & updated in Word when the data is updated in Excel. Copy Data in Excel > Paste Special in Word > Paste Link >Microsoft Excel Worksheet Object Page Layout Tab o Modify Print Options Adjust Margins, Orientation (Portrait/Landscape), & Set Print Area (Highlight what you want to Print & Click Set Print Area) 1

2 EXCEL SHORT CUTS 2

3 USEFUL EXCEL FUNCTIONS HONE YOUR EXCEL SKILLS FREEZE PANE Freezes Header/Selected Columns and or Rows for viewing data in spreadsheet as you scroll through the data. o View Tab Freeze Panes HIDE/UNHIDE COLUMNS/ROWS Removes areas of the spreadsheet from view, without deleting the data. o Any Tab - Right Click Hide or Unhide REPLACE Takes out one value in highlight cell(s) and replaces with new value o Home Tab - Find & Select Replace. REMOVE DUPLICATES Removes duplicate entries o Data Remove Duplicates USEFUL EXCEL FUNCTIONS (cont.) 3

4 AUTOFILTER Allows user to quickly sort and filter data, and gives drop down arrows to let user select by check marking data desired, unchecked data is auto hidden o Home Tab Sort & Filter - Filter EXCEL FORMULAS EXCEL CHART OPTIONS Quick Chart Allows user to quickly visualize data in a chart format o Any Tab - Highlight at least 2 columns/rows of data Press F11 Useful Types of Charts Once Type is selected, design can be modified Column Line Bar Pie Doughnut 4

5 DATA VALIDATION Purpose: You use data validations in order to ensure the data being entered into a given cell meets certain criteria. Example 1: Date Verification Step 1: In a given cell, select data validation under the data tab in the excel ribbon. Step 2: Select the validation type from the Allow: menu. 5

6 Step 3: Set the parameters of the Data: and Start date: Step 4 (Optional): On the Input Message tab, enter information for the user to define the parameters of the data. 6

7 Step 5 (Optional): On the Error Alert tab, enter information for the error prompt. Step 6: Press OK and test your parameter. Example 2: List Validation 7

8 SUBTOTAL FUNCTION Purpose: You can use the subtotal function when you get a run of data that has a data field that is repeated and you would like to subtotal at each data field break. Example 1: Delinquent Tax Data We receive a listing of delinquent properties in an excel file with no subtotals or totals. To quickly get subtotals and grand totals follow these two steps. Step 1: Make sure the data field you are keying on is what the worksheet is sorted by. Then select the data including the heading and press subtotal in the data tab in the excel ribbon. Step 2: Set the data field that you would like excel to subtotal when the data field changes under At each change in: selection. Select what function and your subtotal fields. Press OK. 8

9 GOAL SEEK Purpose: The goal seek function, part of Excel s what-if analysis tool set, allows you to use the desired result of a formula to find the possible input value necessary to achieve that result, in other words, it determines input values needed to achieve a specific goal. Example 1: Millage Rate During the budget process, you are asked what the millage rate would need to be to generate enough revenue to create a balanced budget. The expenditures are still in flux, so you don t want to spend a bunch of time setting up a big spreadsheet. Use goal seek for a quick answer! Step 1: Gather the data you need to create your formula for millage revenue, such as the estimated total taxable assessed property value, the current millage rate, and the historical collection rate. Step 2: Create your formula for millage revenue in excel making sure that the input for each variable is in its own cell and the formula that uses these inputs is in another cell. Your formula can be as complex or simple as you desire. Step 3: Click the DATA tab, click What-if Analysis, click Goal Seek Step 4: The cursor is already blinking next to the set cell field. Click the cell with your formula, in this case the estimated revenue and excel will automatically create the correct cell referencing. 9

10 Step 5: In the To value field type the dollar amount of desired revenue. HONE YOUR EXCEL SKILLS Step 6: Click the blank next to the by changing cell field, and then click in the cell with the input you want to be shifted to meet the goal, in this case the millage rate. Step 7: 6. Click 'OK' and viola! Your spreadsheet should now show estimated revenue equal to your desired revenue, and the millage rate to achieve that level of revenue. 10

11 DATA TABLES Purpose: a data table, another part of Excel s what-if analysis tool set, shows how changing one or two variables in your formula affects the results of the formula. Example 1: Budgeting Wage Increase (1 variable) During the budget process, you want to quickly see what the additional personnel expense would be for a few different potential percentage wage increases. You already have data on total wages by department for the current year and know staffing levels will remain the same. Step 1: Create your formula for calculating the additional personnel expense, making sure that the input for each variable is in its own cell and the formula that uses these inputs is in another cell. Your formula can be as complex or simple as you desire. Make sure there is a placeholder value in the variable cell that we are uncertain about, don t worry about it being right. Step 2: In a column off to the side, make a list of the different potential percentage wage increases, one value per cell. 11

12 Step 3: In the cell directly above the list and one cell to the right, reference the cell with the formula; by typing =, then clicking on the cell with the formula, and hitting enter. Step 4: Highlight/select the range where the table will be: in this case E6:F16 Step 5: Click the DATA tab, click What-if Analysis, click Data Table (while the table is still selected) 12

13 Step 6: Leave the row input cell blank, since this is a one variable data table and we put that variable down a column. Click the blank box next to column input cell then click the cell with the variable of interest that was used in our original formula, in this case the percent wage increase. Step 7: Click OK and the table will fill in with amounts of additional personnel expenses for each percentage increase listed. 13

14 Example 2: Property Tax Revenue (2 variable) During the budget process, you want to quickly see how much real estate tax revenue would be generated at different millage rates and are uncertain what the collection rate will be next year. You already have the data we used for the Goal Seek example estimated taxable value, current millage rate, estimated collection rate. Step 1: Create your formula for calculating real estate tax revenue, making sure that the input for each variable is in its own cell and the formula that uses these inputs is in another cell. Your formula can be as complex or simple as you desire. Make sure there are placeholder values in for the variables that we are uncertain about. Step 2: In a column off to the side, make a list of the different millage rates we would like to consider. One per cell. Step 3: In the row directly above the top of the new list, fill in the values for different collection rates we would like to consider. One per cell. Step 4: In the cell that is the top left corner of where the row and column meet, reference the cell with the estimated revenue; by typing =, then clicking on the cell with the formula, and hitting enter. 14

15 Step 5: Highlight/select the range where the table will be: in this case G5:P36 Step 6: Click the DATA tab, click What-if Analysis, click Data Table (while the table is still selected) Step 7: Click the blank box next to row input cell and then click the variable cell from the original formula that is represented across the top row of the table (collection rate). Click the blank box next to column input cell then click the variable cell from the original formula that is represented down the column of the table (millage rate). Step 8: Click OK and the table will fill in with the estimated real estate tax revenue at the different millage rates and collection rate combinations. 15