Excel Tools for Internal Auditing BONNIE MAXFIELD SMITH COUNTY INTERNAL AUDITOR Data Process Obtain Data Data Import Format Text to Columns Concatenate Macros Compare /Analyze IF Function Subtotal Random Number Filter Conditional Format 1
Data Import Used to pull data into Excel from text file. Can come from software download or PDF export. Go to Data > From Text, and the text import wizard will walk you through. First screen lets you browse to the file to import. 1. Choose delimited. Delimited means your text is separated by a character or space. Usually a space, comma (.csv files), or tab. 2. Choose delimiter type. 3. Format columns or click finish and format once it is downloaded. 4. Click where you want the data to be put; usually cell A1. Text to Columns Used to split text into different columns. Highlight column. Go to Data > Text to Columns, and the wizard will walk you through the process. Note: May want to copy and paste at the end of all columns so existing data is not removed. Original text in one column Text split into two new columns 2
Concatenate Used to join two or more text strings into one string. =CONCATENATE(text1,text2, ) Example Formula: =CONCATENATE(B2,,,A2) Can join existing data in cells or can add additional text in formula. Copy and paste values, or data will change when moved. Text split into two columns Text joined in one column Note: A comma separates the cells but anything surrounded by quotes is going to be inserted between the cell data. In this example we have a comma and a space inserted between the last and first names. Macros Used to automate tasks that are done repeatedly. When creating a macro, you are recording your mouse clicks and key strokes. For example, if you have to download a receipt journal each month that must be formatted and columns moved, you can run a macro that quickly applies these changes. Creating a Macro 1. Go to Developer > Record Macro. 2. Name macro and select where to store it. No spaces in name. Select Personal Macro Workbook to use in different workbooks. 3. Perform actions you want to record. 4. Stop recording by clicking Stop Recording. 3
Macros When closing workbook after creating a macro, make sure to click Save when prompted to save the changes made to the Personal Macro Workbook. Using an Existing Macro To run a saved macro, go to Developer > Macros and choose the macro from the list. Note: If the Developer tab is not showing, you may need to enable it in the Excel Options in the Customize Ribbon section. If Function =if(logical_test,[value_if_true],[value_if_false]) Allows you to quickly make comparisons between a value and what you expect. The IF function says: IF(Something is True, then do something, otherwise do something else) If a cell is inserted, remember to copy and paste formula from above so the formula is updated. Example Formula: =IF(A2=B2, Yes, No ) Remember: Anything in quotations is inserted, just like in CONCATENATE. 4
Subtotal Options Used to automatically calculate subtotals in a list. Buttons allow data to be collapsed and expanded. Highlight cell range, including headers. Sort cells by what you want to group together (example: date, name, etc.). Go to Data > Subtotal, and the wizard will walk you through the process. Random Sample Selection Returns a random number between the numbers you specify. Randbetween Function =randbetween(bottom,top) I like to use this, sort by random number, and take samples from the top. Remember to copy and paste values or the random number will continue to change. 5
Using Filters Allows you to focus on specific data that meets certain criteria. Does not delete data, just hides it until filtering is removed. Highlight cell range, including headers. Go to Data > Filter. Drop down arrows will appear beside header labels when filtering is enabled. Filtering is enabled. Row numbers in blue and some omitted. Conditional Formatting Duplicate Values Highlighted Allows you to visually evaluate data. Example: Duplicate values can be formatted with a colored background. You can then sort by cell color. Values Below $15.00 Highlighted Example: Highlight anything below a certain value. Go to Home > Conditional Formatting 6
Quick Tips Examples in presentation are using Microsoft Excel 2010. There is more than one way to do things! Excel Help will have step-by-step instructions on how to do something. Shift + Control + arrow keys will highlight text without having to use mouse. =left(text,# of characters) allows you to cut text to specified length. =proper(text) converts text to proper case. Contact Information Bonnie Maxfield Smith County Internal Auditor bmaxfield@smith-county.com 903-530-4709 7