ADVANCED EXCEL BY NACHIKET PENDHARKAR (CA, CFA, MICROSOFT CERTIFIED TRAINER & EXCEL EXPERT)

Transcription

1 ADVANCED EXCEL BY NACHIKET PENDHARKAR (CA, CFA, MICROSOFT CERTIFIED TRAINER & EXCEL EXPERT) Ph: Website:

2 LOOKUP FUNCTIONS Use lookup formulas to find a value corresponding to a criteria Vlookup is the most popular lookup function It works similar to finding a value using Ctrl + F and copy-pasting corresponding value. Of course, excel does it much faster for thousands of records! How it works: We need to specify a lookup value, a table array, column index no and whether we need an approximate/exact match (i.e. true or false). The lookup value is searched inside the leftmost column of table array. If it is found, the corresponding value based on the column index no is displayed If not found, a #N/A error is displayed 2

3 LOOKUP FUNCTIONS Most likely reasons for inappropriate #N/A error: The lookup value contains redundant space use trim function to remove it The table array may be a relative reference Assign $ using F4 key to make it absolute reference There could be spelling mistakes Review carefully LIMITATION: Looking up is always done in the left-most column of the table array. Hence, sometimes data duplication may have to be done Hlookup similar to vlookup. Can be used where fields are placed horizontally Trim to remove redundant spaces in a text string. It can prevent inappropriate #N/A values 3

4 IF, AND, OR If is a highly useful function. It can be used in a variety of situations It has 3 parameters; logical test, value if true and value if false A logical test may be specified. If it s satisfied then value if true is executed else value if false is executed Thus, it s a decision making function And & Or are rarely used on their own, but are often used to combine multiple conditions of logical test in if funtion If functions inside if are known as nested ifs It could be very confusing to use several nested ifs. So it should be avoided, as far as possible 4

5 TEXT TO COLUMNS (ALT + A + E) Used for fragmenting data in one column in multiple columns To do that, go to Data tab Text-to-columns Criteria for breaking data can be tab, semi-colon, space, colon, comma, underscore etc. For this: Choose delimited in the 1 st step Specify the delimiter (tab, comma, space etc) in the 2 nd step. Click finish. Alternately, breaking by fixed width is also possible. For this: Choose fixed width in 1 st step. Draw break lines in 2 nd step. Click finish. 5

6 GOAL SEEK ( ALT + A + W + G ) It reverse calculates input values, based upon target output values It generates solutions, based on trial and error algorithm Go to Data tab What-if Analysis Goal seek Specify set cell (the cell which would contain the target value), to value (the target value) and by changing cell (the input cell which should be accordingly modified) Set cell should contain a formula while the changing cell should contain a constant 6

7 PIVOT TABLES ( ALT + N + V ) Powerful tool to extract information and create reports from database Pre-requisite: data in rectangular matrix form with column headings Keep cell pointer on data. Go to Insert tab Pivot table and click OK Great deal of meaningful information can be obtained only by dragging and dropping fields, in relevant sections 7

8 PIVOT TABLES ( ALT + N + V ) Fields along which report is to be generated (headingoriented) should be dropped in either Rows section or Columns section Fields on which calculations are to be performed should be dropped in Values section Fields on which filtering is to be done should be dropped in Report Filter section 8

9 PIVOT TABLES ( ALT + N + V ) Report filters will not only filter the rows but also the columns, showing only the relevant portion of the pivot table Other powerful tools are slicers, timeline etc. They are in PivotTable tools tab Analyze We can also insert pivot charts to get a visual appeal. Go to Insert tab Charts group PivotChart 9

10 PIVOT TABLES ( ALT + N + V ) We can suitably design the report; deciding whether or not to show subtotals & grand totals, what should be the report layout etc. Go to PivotTable tools tab Design On double-clicking a value in pivot table, underlying records are displayed on a separate sheet Pivot Tables is a vast and fascinating topic. It needs to explored extensively to truly realise its power 10