Excel Training

October 17-18, 2013

AGENDA
INTRODUCTION FORMULA: VLOOKUP & LOOKUP OTHER FUNCTIONS: CONDITIONAL FORMATTING

SHORTCUT KEYS
ERRORS

SUM, SUMIF & SUMPRODUCT

COUNT, COUNTA, COUNTBLANK & COUNTIF IF, IF(AND/OR) & IF(ISERROR) DATE & TIME

CONCATENATE & ARRAY FORMULA

LISTS: DATA VALIDATION DEPENDENT DROPDOWN LIST

TABLES & CHARTS:

CHARTS PIVOT TABLE
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WHY USE EXCEL?

Calculations Accurate Reporting and Analysis. Help identify trends to offer predictions of future
activity and such forecasts can help develop our future strategy.

Create Graphs/Charts Excel allows

users to unlock the potential of the data, by using formulas across a grid of cells. Data can be displayed in a visual presentation. Using pie charts, graphs and clustered columns adds meaning to data, which otherwise may just exist as row after row of numbers. These visualizations can add extra emphasis to the reports.

Spreadsheet Linking Excel can be used to bring information from various files and documents
together, so that it exists in a single location. As well as raw data and information from other spreadsheets, it is possible to import text and images. Other objects can be added using the Insert tab, or additional spreadsheets can be added to the file.

Formatting Format spreadsheets using different color shades, bolds and italics, to differentiate
between columns and bring the most important data to the fore. This function could be useful when presenting Passing/Failing scores, Data exceeding or Below target etc. Users can select an appropriate colouring scheme via the Quick Analysis button, and then by utilizing the Formatting tab.

Secure Information Protect confidential data

Integration With Other Software Developing Project Management Software, Database,

Reporting Tool, Time logs,

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VLOOKUP
Function: Searches for a value in the leftmost column of a table, and then returns a value in the same row from a column you specified in the table. Syntax: =vlookup(lookup_value,table_array,col_index_num,false) lookup_value the value to search in the first column of the table or range table_array the range of cells that contains the data col_index_num the column number of the data you want to get false if the data does not match, it will show an error

LOOKUP (vector form)

Function: Returns a value either from a one-row or one-column range. Syntax: =lookup(lookup_value,lookup_vector,result_vector)
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SUM
Function: Adds 2 or more numbers in a range of cells. Syntax: =sum(5,9) OR =sum(C2,F2,G2) OR =sum(C2:J2) OR =sum(C5:C8)

SUMIF
Function: Adds the cells specified by a given criteria Syntax: =sumif(range,criteria,sum_range)

SUMPRODUCT (for 2003 only)

Function: Adds or counts the cells specified by different criteria Syntax: =sumproduct((range1=criteria1)*(range2=criteria2)) =sumproduct((range1=criteria1)*(range2=criteria2),sum_range)
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COUNT
Function: Counts the number of cells that contain numbers and also numbers within the list of arguments. Syntax: =count(value1,value2,value3,)

COUNTA
Function: Counts the number of cells that are not empty and the values within the list of arguments. Syntax: =counta(value1,value2,value3,)

COUNTBLANK
Function: Counts the number of empty cells in a specified range of cells. Syntax: =countblank(range)

COUNTIF
Function: Counts the number of cells within a range that meet the given criteria. Syntax: =countif(range,criteria)
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IF
Function: Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE. Syntax: =if(logical_test,value_if_true,value_if_false)

IF(AND/OR)
Function: Replaces the error value. Syntax: =if(and(value),value_if_true,value_if_false) OR =if(or(value),value_if_true,value_if_false)

IF(ISERROR)
Function: Replaces the error value. Syntax: =if(iserror(value),,(value))
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TIME
Function: Converts hours, minutes, and seconds given as numbers to an Excel serial number, formatted with a time format. Syntax: =time(hour,minute,second)

TODAY
Function: Returns the current date formatted as a date. Syntax: =today()

NOW
Function: Returns the current date and time formatted as a date and time. Syntax: =now()
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NETWORKDAYS
Function: Returns the number of whole workdays between two dates. Syntax: =networkdays(start_date,end_date,holidays)

DAYS360
Function: Returns the number of days between two dates based on a 360-day year (twelve 30-day months).

Syntax: =days360(start_date,end_date,false)

WEEKNUM
Function: Returns the week number in the year. Syntax: =weeknum(serial_number,1)
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CONCATENATE
Function: Joins several text strings into one text string. Syntax: = concatenate(text1, ,text2, ,text3,) OR =A1& &B1

TEXT TO COLUMNS (DELIMITED)

Function: Spreads out text across multiple cells; opposite of Concatenate. Steps: Highlight the cells to separate, go to Data > Text to Columns > select Delimited > click Next > select Comma and Space > click Next > select Text > click > select the cells where you want to paste your split data > click > click Finish

ARRAY or CSE FORMULAS

Function: Lets the IF function test for multiple conditions in a single cell, and, when a condition is met, the array formula determines what data the SUM function will total. Array formulas are created by pressing the Ctrl, Shift, and Enter keys.
Syntax: =sum(if(logical_test,value_if_true,value_if_false))
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DATA VALIDATION
Function: It allows you to do the following: Make a list of the entries that restricts the values allowed in a cell. Create a prompt message explaining the kind of data allowed in a cell. Create messages that appear when incorrect data has been entered. Check for incorrect entries by using the Auditing toolbar. Set a range of numeric values that can be entered in a cell. Determine if an entry is valid based on calculation in another cell.

DEPENDENT DROPDOWN LIST

Function: Creates multiple dependent data validation list.

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CONDITIONAL FORMATTING
Function: Conditional formatting is your way of telling Excel to format all the cells that meet a criteria in a certain way. For e.g., you can use conditional formatting to change the font color of all cells with negative values or change background color of cells with duplicate values. There are only 3 conditions allowed per cell.

Sample Formulas:
For blank cells: =H7= For duplicate entries: =countif($E$30:$E$39,$E30)>1

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CHARTS
Function: A chart gets your point acrossfast. With a chart you turn worksheet data into a picture, where you can make a comparison or trend visible at a glance.

PARETO
Function: Displays the importance of various factors in decreasing order in columns along with cumulative importance in a line. Pareto charts are often used in quality control to display most common reasons for failure, customer complaints or product defects.

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SHORTCUT KEYS
Ctrl+A select all cells Ctrl+Z undo Ctrl+X cut Ctrl+C copy Ctrl+V paste Ctrl+B bold Ctrl+I italic Ctrl+U underline Ctrl+G displays the Go To dialog box Ctrl+F displays the Find and Replace dialog box, with the Find tab selected Ctrl+H displays the Find and Replace dialog box, with the Replace tab selected Ctrl+S save Ctrl+N creates a new, blank file Ctrl+O displays the Open dialog box Ctrl+P displays the Print dialog box

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SHORTCUT KEYS
Ctrl+Tab switches to the next Excel file Ctrl+Page Down moves to the next worksheet Ctrl+Page Up moves to the previous worksheet Ctrl+Home moves to the beginning of a worksheet Ctrl+End moves to the last cell on a worksheet, in the lowest used row of the rightmost used column Ctrl+Arrow keys moves to the edge of the current data region Shift+Arrow keys extends the selection of cells by one cell Ctrl+Shift+Arrow keys extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell Ctrl+Shift+End extends the selection of cells to the last used cell on the worksheet (lower-right corner) Ctrl+Shift+Home extends the selection of cells to the beginning of the worksheet

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SHORTCUT KEYS
Alt > D > F Filter options AutoFilter quick and easy way to find and work with a subset of data in a range unlike sorting, it does not rearrange a range of data Show All remove filters applied to all columns in a range or list Alt > D > P PivotTable Wizard Alt > D > S Sort Alt > T > P > P Protects the worksheet Alt > T > O Options View: Gridlines show/hide default gridlines on a worksheet Zero values removes all zero values Row and Column headers hide/unhide headers General change standard font and size Alt > E > A > Enter clears all data and formatting on a cell or range of cells

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ERRORS
Circular Reference when a formula refers back to its own cell, either directly or indirectly. #REF! occurs as the result of deleting rows, columns, cells or Worksheets. This is why deleting rows, columns, cells or Worksheets is bad practice. ##### a number in a cell is too wide for the cell to display it; the formula in the cell produces a result that is too wide for the cell; there is a negative number in the cell that has been formatted for dates or times. #DIV/0! occurs when a formula tries to divide by zero or while dividing, a formula references a cell that is blank. #VALUE! occurs when the wrong type of argument or operand is used.

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ERRORS
#NAME? this error means a Function used is not being recognized by Excel. #NUM! occurs if you supply a non valid number to a function argument. #N/A most common reason for this error is any of the Lookup functions. It means Excel cannot find a match for the value it's being told to find.

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