Easily manage database using Pivot Tables

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1 Easily manage database using Pivot Tables Pivot Table is very useful in analysing, sorting and getting specific details. Here we have data of 200 rows consisting of columns No, Product, Category, City, Amount and Date. Let's see how pivot table can be created to summarize all details. 1. Select any cell from the table. Go to Insert-> Select PivotTablein Tables group.e Also see: Impress your boss using Pivot Chart 2. Create PivotTable dialog box will open. Check the Table range, if it differ from required data then change the range. By default Pivot chart is selected in New Worksheet, You can choose option of Exisiting Worksheet if your worksheet is not loaded with data. 3. Excel will create new worksheet with Pivot Table fields. New PivotTable Tools- Options and Design Tabs are created. Selected Table titles will appear in PivotTable Field List. The layout of Column Fields, Row Fields and Filter Fields are created.

2 4. For basic understanding, drag Product field to the Row Labels and Amount field to Values as shown below. 5. You can see that summary of Product and Total Amount of each Product is prepared.

3 6. Now do one thing, drag Category to the Report Field. 7. Category field will appear in first row. Choose category from dropdown to categorize your data. For example, we select Fruit category.

4 To see the summary City wise drag Country field to Column Labels. It also called as Two-dimensional Pivot Table. We can easily summarize the total value of each fruits in different cities. Explore more, It's Amazing Prepare Monthly/Weekly report using Pivot Tables How to use solver add-in to solve equations in Excel? Combine two charts to compare data easily A combination chart is a chart that combines two or more chart types in a single chart. It is useful to create charts that compare different types of data. For example, you might want to compare the number of product sold with the profit margin.we can make two different charts one for product sold and one for profit margin. But it will be challenging to analyse and compare two charts separately. We would rather create a single chart that incorporates both data sets. Follow these steps to create Combination chart: 1. Select data and Go to Insert-> Select Column chart.

5 2. Column chart will be prepared. 3. Now, Select the column for which you want to change chart type. In this example, we want to show trendline (Line chart) for Profit. So right click on red column and select Format Data Series.

6 4. Select Secondary Axis option button 5. Again right click on red column and select Change Series Chart Type.

7 6. Select the chart type you want. Here we select Line with Markers chart type. Result: Combination chart is ready.

8 Change chart design, Layout and provide axis titles to make it look awesome. Choosing the right Chart type: Bar

9 Chart vs Column Chart Bar chart and Column chart display the data using rectangular bars, which is mainly useful in comparison of data. A bar chart is oriented Horizontally and Column chart is oriented Vertically. There are three reasons to choose chart from Bar chart and Column chart. 1. Use Bar chart if you have long data labels. Column charts have limited space in the category axis. So, when your data labels are long, the category axis may look cluttered. You can reduce clutter between words by either slanting or rotating the labels. However, if you use the Bar chart, it will improve the readability of your chart manifold.

10 2. Bar charts are good for displaying large number of data sets on the category axis: The Column chart is a good fit for a maximum of data sets. However, when the number of data sets is larger than that, using a Column chart is not the best way forward. A Bar chart with the data sets placed one below the other would be a better choice in this case as it makes optimum use of space.

11 3. Column charts are good for displaying data sets with negative values: In a Bar chart negative values are displayed as bars on the left. However, we associate negative values more with downward direction (as used by the Column chart) than leftward (as used by the Bar chart).

12 Therefore, use the Column chart when you have negative values in your data set. To sum up, while the Column chart can be used to facilitate all comparison-based analysis, it is better to use the Bar chart when your data labels are long or you have too many data sets to display. Create Line chart to display trend over time Line charts are used to display trends over time. Use a line chart if you have text labels, dates or a few numeric labels on the horizontal axis.in a line chart, category data is distributed evenly along the horizontal axis, and all value data is distributed evenly along the vertical axis. 1. To inset Line Chart, select data, Go to Insert and select Line chart.

13 2. Line chart which display the trendline over the time is prepared. 3. You can choose other option in Line chart. For example, 3-D Line chart will give 3-D effect to our chart.

14 Pie Chart Pie charts are used to display the contribution of each value (slice) to a total (pie).pie charts can be used anytime you want to show what percent a particular item represents of a data series Note: Pie charts always use one data series.for example, we need to create pie chart of different months individually. 1. To create a Pie chart for April month, select data A1:D2 (Title and april month expense) and Go to Insert-> in Chart group, select Pie chart. Result: Pie chart is prepared. Change the design and layout of chart for better clarity. (Read more about Change Chart Layout and design in Excel)

15 2. Click on the pie to select the whole pie. Click on a slice to drag it away from the center Different Types of Pie charts: Pie of Pie chart

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17 Here is the brief description of different types of pie charts and when it can be useful. Pie of Pie Chart and Bar of Pie chart: Pie charts are excellent for displaying data points as a percentage of the whole. However, if data points are less than 5 percent of the whole pie, it is difficult to distinguish the slices.to make smaller slices more visible in a pie chart, Excel provides the Pie of Pie and Bar of Pie chart sub-types. Each of these chart sub-types separates the smaller slices from the main pie chart and displays them in an additional pie or stacked bar chart, as shown in the above slideshow. Exploded Pie: Exploded pie chart display the contribution of each part by emphasizing individual values. Pie in 3-D: 3-D view of Pie chart. How to create column chart in excel? Column charts are useful for showing data changes over a period of time or for illustrating comparisons among items. In column charts, categories are typically organized along the horizontal axis and values along the vertical axis To create a column chart, execute following steps. 1. Go to Insert-> In charts group select column chart, Clustered Column.

18 Result: We can also create othe types of Column charts as shown in this slideshow,

19 Chart TypeClustered Cylinder

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21 Download file: Chart Type 5 Steps to Customize your Header and Footer Customization of Header and Footer is very useful to provide important information while printing.you can create a footer that has page numbers, the date and time, and the name of your file. Headers and footers are not displayed on the worksheet in Normal view they are only displayed in Page Layout view and on the printed pages. Read more: How to add Header and Footer in Excel? To insert Page number, Date and Time and your file name etc. in header or footer, execute the following steps. On the Insert tab, in the Text group, click Header & Footer. 1) To add a Page Number, Double-click the text box. On the Design tab, in the Header and Footer Elements group, click page number. Select any other cell of worksheet to display Page Number.

22 Note: There should be moe than one page filled to show page Number Result: Page Number is displayed in Footer. 2) Display page Number with Total No of Pages. For Example, click on Page Number than write " of " and again click on Number of Pages in selected Footer. Select any other cell of worksheet to display it. Note: There should be moe than one page filled to show page Number

23 3) To add a Current Date, click current date. Select any other cell of worksheet to display date. Same way we can insert Current Time.

24 4) If you are printing many pages, then it will be easy if the printed page has filename and sheetname on it. Customize Fite name and sheet name as shown below. Result: File Name and active sheet name will be displayed in page view layout and on the printed pages. Same way FIle path can be included in header and Footer 5) You may want to insert logo of your company or any picture in Header.To add a Picture, click picture.

25 Note: - You can format the picture for example height, weight and position with the help of Design tab, in the Header and Footer Elements group, click format picture. First select the picture in header or footer and then format picture appear. How to add Header and Footer in Excel? You can add headers or footers at the top or bottom of a printed worksheet. For example, you might create a footer that has page numbers, the date and time, and the name of your file. Headers and footers are not displayed on the worksheet in Normal view they are only displayed in Page Layout view and on the printed pages. Read more: 5 Steps to Customize your Header and Footer To insert header and footer, execute the following steps. 1) On the Insert tab, in the Text group, click Header & Footer. To add a header or footer, click the left, center, or right header or footer text box at the top or the bottom of the worksheet page. To change a header or footer, click the header or footer text box at the top or the bottom of the worksheet page respectively, and then select the text that you want to change. Type the new header or footer text. To start a new line in a header or footer text box, press ENTER.

26 To close the headers or footers, click anywhere in the worksheet. To close the headers or footers without keeping the changes that you made, press ESC. To bring back to the normal screen (Worksheet), on the 'View' tab, click on normal in workbook views group. Insert Symbols and Special Characters in Excel You can use the Symbol dialog box to enter symbols and characters that are not on your keyboard. Some examples are ASCII characters, Unicode characters, and other special characters, such as a paragraph mark, copyright symbol, and trademark symbol. To insert symbol, execute the following steps. 1) On the worksheet, click where you want to insert the symbol. 2) On the Insert tab, click Symbol. The 'Symbol' dialog box appears. Click the arrow in the Font box, and then click the font that you want in the list.

27 Note: - Different fonts provide different symbols. For example, if you want to insert check marks or bullets, you may be able to find them in the list of symbols supplied for the Wingdings font. 3) Click the symbol that you want to insert, and then click Insert. You can also double-click the symbol and then click Close. If the Subset box is available, click a subcategory.

28 The Subset list is available for expanded fonts, such as Arial or Times New Roman, and provides an extended list of language characters, punctuation, and mathematical symbols, such as: Greek characters (Basic Greek) Russian characters (Cyrillic) An assortment of punctuation and bullets (General Punctuation) Various currency symbols (Currency Symbols) Note: - For more symbols in each category, you might want to install the Arial Unicode MS font on 1) from box: To insert Unicode character and ASCII character. a) Unicode (hex) The set of characters is limited if you select something other than Unicode in the from box. For example, if you select a local code page rather than Unicode, you see a correspondingly reduced set of characters in the Symbol dialog box.

29 b) ASCII Character The most widely accepted code is called the American Standard Code for Information Interchange (ASCII). The ASCII code associates an integer value for each symbol in the character set, such as letters, digits, punctuation marks, special characters, and control characters. Character Code When you click a Unicode character in the Symbol dialog box, its character code appears in the Character code box. The name displayed to the left of the Character code box is the official character name in the Unicode 3.0 standard. If you already know the character code, you can type it directly into the Character code box to find the Unicode character.

30 Special character This includes things like the copyright symbol, math signs, and arrows. 1. On the Insert menu, click Symbol. 2. Click the Special Characters tab. 3. In the Character list, select the character that you want to insert, and then click Insert Note: To repeat a symbol on your worksheet for example, to create a bulleted list you can drag the fill handle across the cells that you want to fill. Add or Delete Textbox in Excel Textbox can be useful to provide comments, description or to add an extra note related to the excel worksheet.text box can be linked to particular cell and macro can be assigned to text box to run VBA code.

31 To insert text box, execute the following steps. 1) On the Insert tab, click Text box. 2) Click in the worksheet, and then drag to draw the text box the size that you want 3) To add text, double click the text box and then type or paste text. 4) To change the position of the text box, select text box and when the pointer changes to sign, drag the text box to a new location. 5) Use Home-> Font group to format text, change font and fill colour in text box. You can set alignment of text from Home->Alignment group

32 6) Select Text box and go to Format Tab in the ribbon to format the text box. Shape style and shape effects can be changed to highlight the textbox. 7) Same way, we can also use beautiful word style to make your data presentable. Use the Word Art Styles group on the Format tab. 8) If more than two shapes (Image, textbox or shapes) are present at the same place in document we can choose to which shape to show in front or back. To arrange text box Go to Format Tab-> In Arrange group, select Bring Forward or Send Backward as required. You can rotate text box using Rotate option

33 9) To manually change the size Go to Format tab-> Size group. Define Height and width of text box. 10) To delete the text box, click on any border, right click and select Cut.

34 Create your own Cell Styles in Excel Quickly format a cell by choosing a cell style. You can also create your own cell style. 1. For example, select cell B2 below 2. On the Home tab, in the Styles group, choose a cell style or click on "New cell style"to create your own cell style Result: 3. If you click on New cell style, then excel will display "Style" dialog box. -Enter a name and click the Format button to define the Number Format, Alignment, Font, Border, Fill and Protection of your cell style. Simply uncheck a check box if you don't want to control this type of formatting.click OK.

35 4. Define font, fill color, alignment,protection system and click OK. 5. On the Home tab, in the Styles group, apply your own cell style

36 Result: Quickly remove all blank rows from large data tables If you delete blank rows in worksheet using Go To Special-> blanks, (Read more:select and Delete all blank cells in Excel) There are chances that row with important data contains just one blank cell, the entire row will be deleted There are two ways to quickly remove entire blank rows. 1. Quickly remove blank row using Key Column: 2. Delete Blank rows if you don't have any key column: Quickly remove blank row using Key Column: To delete entire blank rows, execute following steps. 1. For Example, we have data in which there are many blank cells, but we want to delete only entire blank rows.

37 2. To do this, find out the key column in your data. Key column helps to determine if it is an empty row or not. For example, Serial no or Customer IDs. It means that if Serial no is provided in column then that row will contain atleast some data, so that entire row will not be blank In our example, we have column Sr. No. as key column. 3. Select data in which you want to remove blank rows. Press Ctrl + Shift + L. (Filter shortcut) Note: We are assuming that first row will be column headers. In filter menu of Sr. No., to quickly uncheck all data, clear the check box of "Select All" and then select the checkbox for Blanks. Click OK. 4. All Blank rows in selected data will be displayed. Select blank rows. Do not select Column headings. Right click and select Delete row. (Shortcut Ctrl + -)

38 5. Click Ok in Dialog box for Delete entire sheet row 6. Clear the applied filter: Press Ctrl + Shift + L.(Home-> Sort & Filter -> Clear) Result:All blank rows are completely deleted and rows with few blanks are remains in data. Delete Blank rows if you don't have any key column If your data is unstructured and you don't have any key column to identify entire blank rows, then use this method to remove blank rows.

39 We will count blanks in each row and then filter with maximum number. Steps: 1. Add one extra column at the end of your data. Use formula COUNTBLANK to count the blanks in rows. It will count blank cells in specified range. Here we have provided range A2:D2. Count the number of blanks in required data to determine if it is entire blank row or not. In this example, if 4 blanks are found then that row is blank and we can delete it 2. Drag the formula to all the cells. 3. Apply filter to column "Count Blanks" with maximum row, which will filter the data where entire row is blank.

40 4. Select filtered row. And Delete rows using Ctrl + - shortcut. (Or right click and select Delete row) Result: All blank rows are deleted. Now you can delete extra column of "Count Blanks". How to customize Date and Time format in Excel? When we type date or time in a cell, excel displays default date and time format. This default format is based on

41 our date and time settings. (From Windows Control Panel) Excel displays many date and time formats, most of which are not affected by Control Panel settings. Format As you Type Depending how you enter the Date/Time Excel will give an automatic format Entry Show 25/12 25-Dec 25/12/ :30 09:30 9:30 a 9:30 AM 9.30 p 9:30 PM To understand How to use Date and Time format, read more about Date and Time format in Excel Custom Date Format: To customize date and time format, in format cells, click on Custom. In Type box, change the format as shown below Result:

42 Let's understand what this mm/dd/yyyy means and how we can modify as per our requirement. Here m is for month, d is for date and y is for year. Check below table to understand how this code will display date. Days(d), month(m) and year(y) Code m mm mmm mmmm mmmmm d dd ddd dddd yy yyyy Show 1,2,3 to 12 01,02,03 to 12 Jan January J 1,2,3 to 31 01,02,03 to 21 Sun Sunday Month Leading Zeros First 3 characters Whole month name First letter of the month Day Leading Zeros First 3 characters Whole day name Last 2 numbers of year Whole year Custom Time Format: Same way, you can setup custom format to display time as required For example, selected cell is showing Date and Time. You want to change format to see only time with12-hour format(use of AM/PM). To do this, Right click and select Format cells. In Custom format, select or type h:mm AM/PM in displayed text box.

43 Result: The time format has been changed and easy to read. Tip: To quickly display date or time when both date and time is present in cell,(as in above example) Use shortcut CTRL+SHIFT+# to display date and Use Shortcut to display time. Check below table to understand how this code will display date. Hours (h), minutes (m) and seconds(s) Code H hh M mm S ss h AM/PM h:mm AM/PM Show 0,1,2 to 23 00,01,02 to 23 Single or double digit hours Double digit hours 0,1,2 to 59 00,01,02 to 59 Single or double digit minutes 0,1,2 to 59 00,01,02 to 59 Single or double digit seconds 4 AM or 4 PM Shows hours with AM and PM notation 4.30 PM Shows hours and minutes eith AM and PM notation Double digit minutes Double digit seconds

44 Code h:mm:ss A/P Show P Shows hours, minutes and seconds with A and P notation [h]:mm Elapsed time in hours;(more than 24 hrs) [mm]:ss Elapsed time in minutes; (more than 60 minutes) [ss] Elapsed time in seconds; (more than 60 seconds) If you use "m" immediately after the "h" (h:mm) or immediately before the "ss" (mm:ss), Excel displays minutes not month. Tip: Use function "=Today()" to display Today's date and "=Now()" to display Current date and Time Create a Link to another file or cell in workbook For quick access to releated information in another file or webpage or cell in different worksheet, we can use Hyperlink in worksheet cell. To create a hyperlink, execute the following steps. 1. On the Insert tab, click Hyperlink. 2. The 'Insert Hyperlink' dialog box appears. Text to display: Write text to display on worksheet cell. For Example, "Click Here to open file". Browse through the folder to select required file. Click OK.

45 Result: Hyperlink is created in cell A1. When you rest the mouse cursor on Hyperlink, it will display screentip. By default screentip is address of selected file. 3. You can change the Screentip to display more relevant information. Press Ctrl+K (Shortcut to Hyperlink file) to open Edit Hyperlink dialog box. Click on Screentip and change text. Result: Screen tip is changed and more relevant to linked file.

46 4. To create a link to a web page, type the Text to display, Address, and click OK. Result: Note: If you want to change the text appears when you hover the link, click Screen Tip Place in this document Type the Text to display cell reference and click OK.

47 Result: Explore More, It's Amazing Share and Link Excel data with Word document How to Share a Workbook and track changes in Excel Do you store your workbook in a common folder? You must check this out Do you store your workbook in a common folder? Then there are chances that someone else, who has access to

48 that folder, may change the data of your workbook without your permission. Hence, it is highly recommended that you keep your workbook password protected using "Protect Workbook" Option.if you want to keep password at the time of file opening, read more about How to password protect excel file? There are two ways of protecting a workbook. 1. Protecting Workbook Structure: If you protect the workbook structure, user can not insert, delete, rename, move, copy, hide or unhide worksheets. 2. Protecting Workbook Windows: If you protect the workbook windows, users cannot move, change the size and close windows anymore. Generally protecting workbook structure is used in daily excel work. Execute following steps, to protect your workbook and restrict permissions. Protecting Workbook Structure: 1. Go to Review-> Protect Workbook 2. By default, Structure checkbox is clicked. Provide password and click OK. 3. Confirm password.

49 Result: Your workbook is now password protected. Notice the change in accessible data. User will not able to Insert, rename, delete or move worksheet. If you want to allow user to edit some ranges or cells of workbook, then check this out: Allow user to edit a specific range (cells) in protected sheet Protecting Workbook Windows: If you protect the workbook windows users cannot move, change the size and close windows anymore. 1. Go to Review-> Protect Workbook 2. Select Windows checkbox. Provide password and click OK.

50 3. Confirm password. Result: Notice that minimize, window sizing and close worksheet option is now not visible in protect worksheet. Unprotect workbook Go to Review-> UnProtect Workbook. Provide password to unprotect it

51 Your file is unprotected now. Explore More, It's Amazing How to Lock specific cells from editing in Excel?