AHMEDABAD BRANCH OF WIRC

Women & Young CA Refresher Virtual Series

Topic : Excel Tools for CA - Pivot Table / Conditional Formatting
Different Functuin Tools & Other Important aspects
FACULTY : CA ZALAK PARIKH (FCA, CISA, DISA, FAFD)
PARTNER : U. M. JINTANWALA & CO.

SR.NO. TOPICS
1 PIVOT TABLE
2 PIVOT CHART
3 EXCEL DASHBOARD
4 CONDITIONAL FORMATTING
5 INDEX
6 MATCH
7 DAVERAGE
8 DGET
9 DMIN
10 DMAX
11 DSUM
12 MMULT
PIVOT TABLE
What Does It Do ?
Pivot table is an interactive way to summarize Large amount of data.
It is useful to analyze or querying large size of data to extract meaningful insights.

PIVOT CHART
What Does It Do ?
Pivot chart is a graphical summary of Pivot Table.
Pivot Table and Pivot Charts are connected with each other.

It allows you to present Pivot table data in visually appealing and interactive manner.

DASHBOARD
What Does It Do ?
Dashboard is a representation of data that provides an overview of key information and
metrics in a concise and interactive format.
It is powerful tool for Data analysis and reporting, allowing us to monitor and analyse data
trends, track performance and make data-driven decisions.
CONDITIONAL FORMATTING
What Does It Do ?
Conditional formatting is a tool that allows you to apply formatting rules to cells based
on specified conditions.
It allows you to visualy analyse and highlight important data in your spreadsheet
INDEX
What Does It Do ?
This function picks a value from a range of data by looking down a specified number
of rows and then across a specified number of columns.
It can be used with a single block of data, or non-continuos blocks.
This function has three arguments
Syntax
There are various forms of syntax for this function.

Syntax 1
=INDEX(RangeToLookIn,Coordinate)
This is used when the RangeToLookIn is either a single column or row.
The Co-ordinate indicates how far down or across to look when picking data from the range.
Both of the examples below use the same syntax, but the Co-ordinate refers to a row when
the range is vertical and a column when the range is horizontal.

Syntax 2
=INDEX(RangeToLookIn,RowCoordinate,ColumnColumnCordinate)
This syntax is used when the range is made up of rows and columns.

Syntax 3
=INDEX(RangesToLookIn,RowCoordinate,ColumnColumnCordinate,AreaToPickFrom)
Using this syntax the range to look in can be made up of multiple areas.
The easiest way to refer to these areas is to select them and give them a single name.

The AreaToPickFrom indicates which of the multiple areas should be used.

MATCH
What Does It Do ?
This function looks for an item in a list and shows its position.
It can be used with text and numbers.
It can look for an exact match or an approximate match.

Syntax
=MATCH(WhatToLookFor,WhereToLook,TypeOfMatch)
The TypeOfMatch either 0, 1 or -1.

Using 0 will look for an exact match. If no match is found the #NA error will be shown.

Using 1 will look for an exact match, or the next lowest number if no exact match exists.
If there is no match or next lowest number the error #NA is shown.
The list of values being examined must be sorted for this to work correctly.

Using -1 will look for an exact match, or the next highest number if no exact match exists.
If there is no exact match or next highest number the error #NA is shown.
The list must be sorted for this to work properly.
DAVERAGE
What Does It Do ?
This function examines a list of information and produces and average.

Syntax
=DAVERAGE(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to be averaged.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records.
The second set of information is the actual record, or records, which are to be selected.
DGET
What Does It Do ?
This function examines a list of information and produces one result.
If more than one record matches the criteria the error #NUM is shown.
If no records match the criteria the error #VALUE is shown.

Syntax
=DGET(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to Get.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records.
The second set of information is the actual record which needs to be selected.
DMIN
What Does It Do ?

This function examines a list of information and produces smallest value from a specified column.

Syntax
=DMIN(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.

The FieldName is the name, or cell, of the values to pick the Min from, such as "Value Of Stock" or
I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the
basis for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record/records, which are to be selected.
DMAX
What Does It Do ?
This function examines a list of information and produces the largest value from a specified
column.

Syntax
=DMAX(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name or cell, of the values to pick the Max from, such as "Value Of Stock" or
I3.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected, such
as Horizon as a brand name, or 100 as the wattage.
DSUM
What Does It Do ?
This function examines a list of information and produces the total.

Syntax
=DSUM(DatabaseRange,FieldName,CriteriaRange)
The DatabaseRange is the entire list of information you need to examine, including the
field names at the top of the columns.
The FieldName is the name, or cell, of the values to be totalled.
The CriteriaRange is made up of two types of information.
The first set of information is the name, or names, of the Fields(s) to be used as the basis
for selecting the records, such as the category Brand or Wattage.
The second set of information is the actual record, or records, which are to be selected.
MMULT
What Does It Do ?
This function multiplies one range of values with another range of values.
The ranges do not have to be of equal size.
The dimensions of the result range is in direct proportion to dimensions of the two input ranges.
It is an Array function and must be entered using the Ctrl+Shift+Enter combination.

Syntax
=MMULT(Range1,Range2)

Getting The Dimensions Correct

The dimensions of the Result range are directly related to the two input ranges.
The number of rows in the Result should be equal to the rows in Range1.
The number of columns in the Result should be equal to the columns in Range2.

Note the depth of the Result is the same as the depth of Range 1, and the width of
the Result is the same as the width of Range 2.

Hint
To get a feel for how the =MMULT() function operates, set all values in Range1 and Range2
to zero 0, then change a single value in each.