EXCEL + POWERPOINT Analyzing, Visualizing, and Presenting Data-Rich Insights to Any Audience KNACK TRAINING
KEYBOARD SHORTCUTS NAVIGATION & SELECTION SHORTCUTS 3 EDITING SHORTCUTS 3 SUMMARIES PIVOT TABLES 4 UNDERSTANDING PIVOT TABLES 4 CREATING AND MODIFYING PIVOT TABLES 5 SUMIFS 6 TOOLS DATA VALIDATION 8 LINKED TEXTBOXES 9 KEYBOARD SHORTCUTS EDITING SHORTCUTS 10 PRESENTING SHORTCUTS 10 TERMINOLOGY 11 WORKING WITH THEMES USING EXISTING THEMES 12 CHOOSING COLOR SCHEMES, FONTS, ETC. 13 ACCESSING THE SLIDE MASTER AND LAYOUTS 14 MODIFYING PRESENTATIONS CUSTOM LAYOUTS 16 CUSTOM PLACEHOLDERS 19 INTERACTIVE PRESENTATIONS ANIMATIONS AND TRANSITIONS 21 ADDING TRANSITIONS TO SLIDES 21 USEFUL TRANSITIONS 22 ANIMATION PANEL 23 ANIMATION TRIGGERS 24 2 Table of Contents
KEYBOARD SHORTCUTS NAVIGATION & SELECTION SHORTCUTS CTRL + HOME First Cell CTRL + END Last Used Cell CTRL + è Edge of Range CTRL + SHIFT + è Select to Edge SHIFT + SPACE Select Row CTRL + SPACE Select Column CTRL + A Select Range CTRL + A Select Sheet PAGE UP Up One Screen PAGE DOWN Down One Screen CTRL + PAGE UP Next Tab CTRL + PAGE DOWN Previous Tab EDITING SHORTCUTS F2 Edit CTRL + 1 Format TAB Move Right ENTER Move Down SHIFT + TAB Move Left SHIFT + ENTER Move Up CTRL + ENTER Remain in Cell ALT + ENTER Add Line Break ESC Stop Editing CTRL + Z Undo Editing CTRL + D AutoFill Down CTRL + E Flash Fill Down Knack Training: Data Presentation 3
SUMMARIES Large data sets are critical to running most businesses, but the raw data itself is relatively useless. Once you guarantee the accuracy of the data, the essential part is the summary, analysis, and communication of that information. Being able to roll up your data into a simplified report makes it practical and actionable. PIVOT TABLES UNDERSTANDING PIVOT TABLES As you can see, the table on the right is a large one. It s filled with every business expense in 2015 by our company. You could replace this table with customers, employees, inventory, budgets, or any other set of information, and the net result would be the same. While this table has all our information, you get no insight from it, because there s no way to find sums or averages or counts without some interesting functions. Even then, if you wanted a different report, you d have a lot more work ahead of you. We need a flexible tool that will get this information quickly and easily. On the right, you now see a Pivot Table made from the data above. We decided that we wanted to break down our sales by Customer, so now we see the total sales per Customer, as well as the total sales overall. This report is easy to build, and also easy to switch out with a different one - say, average profit margin per salesperson. This is why you want to learn Pivot Tables. 4 Knack Training: Data Presentation
CREATING AND MODIFYING PIVOT TABLES Before you create a Pivot Table, you should set up your data to make it as easy as possible. On the previous page, you saw a table that had header rows across the top of the screen - Category, Description, etc. - and data below that. Additionally, you see that there are no empty rows or columns in that data, which makes it easier for Excel to do its work. Now, click on the data in question, and click Insert > Pivot Table. Since your data is contiguous (no empty rows or columns), all you have to do is click OK, and a Pivot Table is generated. This Pivot Table is empty, but you can now fill the Row Labels, Column Labels, and Values boxes on the right side of the screen to build your Pivot Table. To decide how to do this, ask yourself the following questions: (1) What numbers am I adding, averaging, or counting? The answer to this (like Transaction Value) is inserted into the Values box. (2) How do I want to break the sums, averages, or counts up? The answer(s) (like Category) are inserted into the Row Labels and Column Labels boxes. The Row Labels will break the data up vertically (like on the previous page), while Column Labels break the data up horizontally. Knack Training: Data Presentation 5
SUMIFS Conditional summing helps build reports much more quickly than the alternative. Excel has both SUMIF and SUMIFS, with SUMIFS being the most recent addition to the program. SUMIFS is the function that has multiple criteria available, while SUMIF only has one possible criteria. One use of SUMIFS is in mapping multiple tables together; in this example, you can add up all the sales of each Sales Representative from the Raw Data table very easily - or each Customer, Customer Type, Region, Product, or Product Class. In cell I6, click Formulas Tab > Math and Trig > SUMIFS. 6 Knack Training: Data Presentation
For Sum Range, refer to the column with the Sale Price. In my spreadsheet, that ends up being SalesTable[Sale Price]. For the Criteria Range, refer to the cells that have the Sales Representative in them - again, my spreadsheet has SalesTable[Sales Representative]. Finally, give the Criteria that this is compared against - cell G6, or as you can see in my spreadsheet RegionTable[@[Sales Representative]. Knack Training: Data Presentation 7
TOOLS I think of this section as the spice of analyzing and presenting data - they aren t the core pieces to the puzzle, but when you add them, they really make life easier and accentuate what you were doing in the first place. DATA VALIDATION With Data Validation, you can create a drop-down menu that allows you to switch between significant elements in your reports. First, create a list of possible entries, like all the States you might want to look at. Next, select the cell that will contain your drop-down, and click Data Tab > Data Validation. Choose List, and select the list of possible entries as your source: 8 Knack Training: Data Presentation
LINKED TEXTBOXES If you create a textbox, you can use it to reference any cell in your spreadsheet. First click Insert Tab > Textbox: Draw your textbox. Finally, click in the Formula Bar and insert =[your referenced cell here]. Hit Enter, and you ll see those results in the textbox. Knack Training: Data Presentation 9
KEYBOARD SHORTCUTS EDITING SHORTCUTS CTRL + A Select All CTRL + D Duplicate Selected CTRL + L Left Align CTRL + E Center Align TAB Promote Paragraph SHIFT + TAB Demote Paragraph CTRL + Backspace Delete Word (Left) CTRL + Delete Delete Word (Right) CTRL + SHIFT + < Increase Font Size CTRL + SHIFT + > Decrease Font Size SHIFT + F3 Change Case CTRL + B Bold CTRL + I Italics CTRL + U Underline CTRL + SHIFT + C Copy Formatting CTRL + SHIFT + V Paste Formatting CTRL + ALT + V Paste Special CTRL + G Group CTRL + SHIFT + G Ungroup CTRL + 1 Format Chart PRESENTING SHORTCUTS F5 Start Presentation SHIFT + F5 Start from current Esc Leave Presentation # + ENTER Go to Slide # B Black Screen W White Screen CTRL + SPACE Remove formatting F4 Repeat last 10 Knack Training: Data Presentation
TERMINOLOGY Slide Master: Slide Layout: Placeholder: Grid: Guide: Template: Theme: The single slide template that provides formatting and background settings to the Slide Layouts that control the slides of your presentation. The slide templates for the various types of slides (title, content, etc.) in your presentation. These inherit settings from the Slide Master, and customize the layout, formatting, backgrounds, and content for those slide types. The containers for text, images, charts, and other content that you place on a slide layout for use on the slides of your presentation. Evenly-spaced set of horizontal and vertical guides to visualize the positioning of PowerPoint content. Can be used to snap content elements to the grid. Custom vertical or horizontal line that is used for alignment and snapping content. PowerPoint file with the extension.potx that saves slides, formatting, and content for reuse in future presentations. Office file with the extension.thmx that saves formatting, layout, and other aesthetic choices for use in future Word, Excel, and PowerPoint presentations. Knack Training: Data Presentation 11
WORKING WITH THEMES USING EXISTING THEMES When you re first setting up your presentation, choose the appropriate theme from the Design Tab at the top of the screen. Not only will you have themes that Microsoft provides you (Office), but you ll also be able to choose any custom theme you have saved on your PC (Custom). By choosing a theme, you re choosing the default font(s), background, color scheme, and visual effects for every element in the presentation. Generally speaking, you don t want to perform much direct formatting (selecting a single element and changing its look); rather, you want to change this theme to affect the whole presentation. 12 Knack Training: Data Presentation
CHOOSING COLOR SCHEMES, FONTS, ETC. Once you ve chosen a starting point theme, the right side of the Design Tab has the choice of Variants. This gives you access to the font(s), color scheme, and visual effects: Either choose an existing color schem (or font scheme) that Microsoft presents you, or choose the options for Customize Colors... or Customize Fonts... from the appropriate menus. Knack Training: Data Presentation 13
ACCESSING THE SLIDE MASTER AND LAYOUTS The template for every presentation is called the Slide Master, and it has sub-templates called Slide Layouts. To get to your Slide Master, click View > Slide Master. To get back to your presentation, click Slide Master > Close Master View. The structure you see has the Slide Master at the top, then the Slide Layouts under, and indented slightly. A Slide Master controls the font sizes, bullet points, and positions, just like the Theme controls the color, font, and visual effects. 14 Knack Training: Data Presentation
MODIFYING PRESENTATIONS Each Slide Layout gets its information from the Slide Master, then builds on it for a different layout. Select a Slide Layout or the Slide Master and make a change, then close the Master View to see the effect on the presentation. If you ve changed an individual slide, the effects won t take hold. To set a changed slide back to its original look - and allow it to be controlled by the Slide Master - use the Reset button on the Home Tab. If you see multiple Slide Masters in the Master View, multiple Themes are being applied. Applying a consistent Theme throughout the presentation will resolve this problem. Knack Training: Data Presentation 15
CUSTOM LAYOUTS Once the Slide Master has been modified as the big-picture formatting of your presentation, we start looking at the actual slide types we ll be creating. The standard ones you ll see include: So, what if you need a simple black slide to allow for conversation in the room? What if you have a special layout for charts in mind? Now it s time to create a new layout. Click View Tab > Slide Master button, and let s get started. 16 Knack Training: Data Presentation
First, find a layout that is close to what you want. If I want a simple black slide, for example, I might start with the Blank Slide Layout. Select that layout. Now, use the [CTRL] + [D] keyboard shortcut to duplicate that layout. Take a moment and click Rename on the Slide Master Tab. I ll name my new layout Black Slide. Now it s time for some customization... Knack Training: Data Presentation 17
Start by making sure the checkbox is checked for Hide Background Graphics. This will take any of the visual elements that would clutter up this layout off the screen. There may still be a few elements on the screen, but those are actual items you can click on and press [DELETE] on your keyboard to remove. For this slide, I ll finish by changing the Background Style on the Slide Master tab. 18 Knack Training: Data Presentation
CUSTOM PLACEHOLDERS Most of the placeholders you see in PowerPoint are any-content containers formatted in a simple rectangle. However, you could create a special Slide Layout with a pattern of images very easily. First, select your Title Only slide layout from the slide master. Use the [CTRL] + [D] keyboard shortcut to duplicate this layout, then click Rename and call it Photo Pattern. Click Slide Master Tab > Insert Placeholder Drop-Down Menu > Picture. Knack Training: Data Presentation 19
You can click-and-drag to draw your new Image placeholder - make it roughly the size you want it to end up. Now comes the fun part. Select the placeholder, and click Format Tab > Edit Shape > Change Shape, and pick the shape you want to convert your rectangle into. You can then duplicate the shapes, format them, and arrange them however you like. 20 Knack Training: Data Presentation
INTERACTIVE PRESENTATIONS ANIMATIONS AND TRANSITIONS Animations and Transitions, as with all tools in PowerPoint, should only be used to improve the presentation s communication and motivation. ADDING TRANSITIONS TO SLIDES Select the slide you want to appear - that is, you re applying this transition between the previous slide and this one. Then, move to the Transitions Tab to inspect the types of transitions available: To remove a transition, select the None option in the top-left corner of this panel. Knack Training: Data Presentation 21
USEFUL TRANSITIONS Push: In the Subtle group, you ll find a transition that has one slide exit, while the next pushes into its place. I ve been using this for years to show the rest of a long/tall graphic, timeline, or other visual. Have the element overlap the side or bottom of the screen on the first slide, then overlap the other side, or the top of the screen on the second slide. This creates the illusion of a long element being continuous. Zoom: In the Exciting group, Zoom allows me to show a large, obviously detailed diagram on the first slide, then make it appear like I m zooming in on a single element on the second slide. New to PowerPoint 2016 These may not be available to you, depending on how much you use PowerPoint on client computers, in situations where you can t confirm that PowerPoint 2016 will be available. However, they ve created a set of transitions that basically eliminate Push and Zoom, replacing them with superior versions: Morph: The most famous of the new transitions actually determines where you ve placed graphics on the first slide, then creates a blended transition that turns the first slide into the second one. Dynamic Content Transitions: Including Pan, Ferris Wheel, and more, these leave the background of the slide in place, simply sliding the content of the slide out, and replacing it with the next content. This gets around the issue with Push, which was that the background needed to seamlessly transition to the next slide, as well as the graphic. Now the background doesn t move! 22 Knack Training: Data Presentation
ANIMATION PANEL Select any individual element you want to move on the screen - a textbox, diagram, chart, image - and select an animation type from Animations Tab > Animations Group. This will apply an On Click animation to that element, meaning that it will occur after arriving on the slide and clicking again. However, when you have many animations to manage, including the order in which they appear, click Animations Tab > Animation Pane. This will show you all applied animations, and allow you to restack them into any order that is useful to you. Knack Training: Data Presentation 23
ANIMATION TRIGGERS Scenario: There are multiple elements on your slide that are related, but showing all the elements simultaneously would be needlessly complicated. This may be multiple elements on a map, or segments of a diagram, or anything else that has too much information to process at once. Instead, we create animation for the elements that makes them Appear and Disappear (or other enter and exit animation choices), then create a button that serves as the animation s trigger. Step 1: Name the Elements Typically, we re working with simple textboxes, shapes, or images, and PowerPoint gives each element a generic name (Rectangle 1, for example). If we re going to choose when each element appears and disappears, we should take the time to name the elements, to make our job easier. Select any graphic element, then click Drawing Tools > Format Tab > Arrange Group > Selection Pane Button. The Selection Pane will appear. Notice that the element you selected is currently highlighted, and has a generic name. Double-click the name, and enter an easier-to-remember name. 24 Knack Training: Data Presentation
Repeat for any elements you want to appear and disappear, or enter and exit. *Tip: Highlight the many elements that should enter and exit at the same time, and create a Group by clicking Format Tab > Arrange Group > Group Drop-Down Menu > Group. Step 2: Create Buttons You ll need something to click in order to trigger the animation. That could be any kind of shape, or an image. Enter that element, then repeat the steps above to name it (I like to call mine [Group Name] Button, so the connection is obvious). Knack Training: Data Presentation 25
Step 3: Add the Entrance Animation Select the element or group you want to enter, then click Animations Tab > Animation Group > Appear Animation. You can choose a different Entrance animation later, but let s start simple. Step 4: Assign the Trigger After assigning the animation, click Animations Tab > Advanced Animation Group > Trigger Drop- Down Menu > On Click Of Menu > [Button Name], choosing the button you created in Step 2. 26 Knack Training: Data Presentation
Step 5: Add the Exit Animation Now, you ll repeat the last two steps for an exit, instead of an entrance. Click Animations Tab > Animation Group > Disappear Animation. (Again, you can choose a different Exit animation later, this is just the simplest option). Step 6: Assign the Trigger You re going to assign the same trigger as Step 4. Click animations Tab > Advanced Animation Group > Trigger Drop-Down Menu > On Click of Menu > [Button Name], choosing the same button from Step 2. Knack Training: Data Presentation 27