Training Contents

Training Modules

1. Data Import & Power Query

2. Custom & Conditional Formatting

3. Working with Formulas in Excel

4. Pivot Tables

5. Visual Representation of Data (Charts)

6. Macros

7. Best Practices in Excel

shorturl.at/gsvAV
Excel Shortcuts to Practice
Ctrl + A Select “All” Data

Ctrl + Alt + V Paste Special

Ctrl + Spacebar Select “Column”

Shift + Spacebar Select “Row”

Ctrl Shift “+” Add “New/ Selected” Row or Column

Ctrl + “-” Delete “Selected” Row or Column

Ctrl + 1 Format Cells Box

Auto-Width Double Click “Row” or Column

Ctrl + R Copy cell from Left

Ctrl + D Copy & paste data from “above” row/ cell

Ctrl + N Open a new worksheet

FILTER CTRL + SHIFT + L

 1
Data Import & Power Query
 I.
Data Import
Data Import & Automation

• Databases (Access, SQL, ODOO etc.)

• Online Data Sources

• Microsoft Forms

• Google Forms
 II.
Power Query
Data Import from…

• PDF Files
• Pictures
• External Excel File
• Data Tables
• Multiple Sheets (Tabs) in a Workbook
• Files in a Folder
Data Import from multiple tabs

• Go into new query

• Create a blank query
• Write =Excel.CurrentWorkbook() in formula bar
• Add custom text filter to remove duplicate data
Data Import from a folder

• Go into new query

• Create a blank query
• Write =Excel. Workbook([Content]) in formula bar
• Add custom text filter to remove duplicate data
Data Import … Using command

• Write CMD in folder formula bar

• Write Copy *.csv filename.csv
Power Query Best Practices

• Activate Column Quality

• Activate Column Distribution
• Create your own Query Quick Tool-Bar
• CTRL SHIFT ➕ for Zoom
• Reorder Columns from “Choose Columns”
• Incremental Refresh “Data  Refresh  Connection
 III.
Power Query Practice
Power Query Practice

• Import data from 1st excel file

• Import data from 2nd excel file
• Append files to combine data
• Import gender category file
• Merge file to tag gender
 2
Data Formatting
 I.
Simple Formatting
Cells & Table Formatting

• Simple formatting of data

• Create & Format Cells for Quick Formatting

• Create & Format Tables for Quick Formatting

Filters & Custom Views

• Use Filter & Set Custom Views

• Add FILTER Slicers & Customize

Data Sorting, Grouping & Subtotals

• Sorting Data, Multiple Level & Custom

• Subtotals & Grouping Data

 II.
Custom Formatting
Ctrl + 1
Customs Formatting (Numbers)

• 0 or # is used as value
• Number/ text is separated by semicolon (;)
• Value before ; is positive, value after ; is Negative
• “ ” (commas) to add a specific text
Customs Formatting (Numbers)

• Use [Colorname] before text (0/#) to color values

• * followed by symbol to repeat the given symbol
• (,) at the end for thousand (,,) for millions
 III.
Conditional
Conditional Formatting

• To give data a better look

• Easy interpretation of data

• Data Analysis

• Averages

• Top performers

• Color coding etc..

Logic Formatting
Data Bars
Color Scales
Icon Sets
Create Formatting Rules
 3
Formulas in Excel
Order of Functions

36 - 2 (20 + (12 / 4) * 3 - 2^2) + 10

Formulas we will Cover

• Basic Formula’s (SUM, Average, Max, Min, Count etc.)

• Text functions (To format, trim & add the values)

• Basic & Absolute Referencing for formulas

• Name Ranges

• Working with logic “IF(s)” formulas

• Lookup Formulas

• INDEX(MATCH) Formula (alternative to VLOOKUP)

 What are the top 50
most used excel functions ?
How to work with a Formula

1) Start a formula with " = “

2) When you type a formula, it will give you options

3) Select "Tab" button to select the Formula

NUMBER Formulas
1) SUM
2) AVERAGE
3) COUNT
4) COUNTA
5) MAX
6) MIN
7) ROUND
8) ROUNDUP
9) ROUNDDOWN
10)ABS
ADVANCED NUMBER Formulas
1) SUBTOTAL
2) AGGREGATE
3) SUMPRODUCT
4) RAND
5) RANDBETWEEN
6) MODE (Decimal remainder after dividing by number)
7) STDEV
Text Functions
1) LEFT
2) RIGHT
3) MID
4) LEN
5) TRIM
6) PROPER
7) LOWER
8) UPPER
9) CONCATENATE
10)FIND
11)REPLACE
Logical Functions
1) IF
2) SUMIF
3) SUMIFS
4) COUNTIF
5) COUNTIFS
6) AVERAGEIF
7) AVERAGEIFS
8) ISERROR
9) AND
10) OR
11) IF(AND/OR)
LOOKUP Functions
1) VLOOKUP
2) XLOOKUP
3) INDEX
4) MATCH
5) INDIRECT
6) OFFSET
7) CHOOSE
DATE Functions

1) DATE
2) TIME
3) TODAY
4) NOW
5) WORKDAYS
6) NETWORKDAYS
 4
Data Visualization
Learning Objectives
1) Create Basic Charts

2) Go-through the “Insert” tab options

3) Formatting the charts

a) Through “Design” tab
b) Through “right click” and select “format” option
c) Basic formatting of the charts

4) Adding additional data (columns) to chart

5) Adding secondary axis in the chart

Basic Rule to Choose a Chart
1) What are you trying to communicate?

a) Comparison

b) Trends

c) Proportions

d) Relation etc..

2) Ten Second (10-Sec) Rule

a) User must be able to interpret the graph in 10 seconds after looking

into it
Color Wheel to Select Color Colors
Bar & Column Charts
1) Commonly used for

a) Comparison of data among categories

2) Example

a) Total sales by month

b) Budget allocation by department

Pie & Donut Charts
1) Commonly used for
a) Proportions equal to 100%
b) Donut charts allow to add multiple series
2) Example
a) Male to Female ration in a program
b) Percentage of each faculty in university
Line Charts or Trend lines
1) Commonly used for
a) Visualizing trends over time
b) Idea is to visualize changes in value over time
c) Forecasting
2) Example
a) Average score of students admitted over the years
Area Charts
1) Commonly used for
a) Changes in data composition over time
b) Helps analyze large data quickly
2) Example
a) University strength by department, over years
Scatter Plots
1) Commonly used for
a) Explore correlations or relationship between two series
2) Example
a) Test marks with GPA

Student Marks

R² = 0.2999
Histogram & Pareto Charts
1) Commonly used for

a) Number of items in each slabs (bins)

2) Example

a) Frequency of test scores among students

b) Distribution of results by GPA groups

Waterfall Charts
1) Commonly used for
a) Show net value after series of positive & negative spends
(contributions)
2) Example
a) Corporate balance sheet analysis
Heat Maps
1) Commonly used for
a) When data is too large to show in a graph
2) Example
a) Month-wise temperature of cities

Average High Temperature (F)

City
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Swat -3 -1 4 8 18 19 22 24 25 10 3 -2
Abbotabad 0 2 7 11 21 22 25 27 28 13 6 1
Islamabad 3 5 9 14 23 25 28 29 31 16 9 3
Rawalpindi 6 8 12 17 26 28 31 32 33 18 12 6
Faisalabad 11 13 18 22 32 33 36 38 39 24 17 12
Lahore 14 16 21 25 34 36 39 41 42 27 20 14
Sibi 19 22 25 29 35 40 41 40 38 32 24 19
Karachi 24 26 27 28 31 32 33 33 32 30 28 26
Sukkur 24 23 22 19 16 13 9 14 16 18 21 23
Hyderabad 23 21 20 17 14 9 7 9 13 15 17 18
 5
Pivot Tables
Create a Pivot Table
1) Select data table (Ctrl + A)

2) Go to “Insert” tab & click “Pivot Table”

3) Create “Pivot Table”

Working with the Pivot Table
1) Pivot Tables work as “ Data Tables”

2) With Addition of “Filters” & “Auto Calculations”

3) Calculation required data is placed in “Values”

Data Analysis with Pivots

Faculty Fee Paid Form Submission Prospectus Sale

FASS 176 424 548
FLS 238 523 691
FMCS 191 457 601
FOE 372 2011 2324
FOIT 634 2385 2736
FOMS 724 1918 2532
FOP 147 369 473
FOS 33 76 154
SAF 317 564 670
Grand Total 2832 8727 10729
Data Format Change & Calculations

1) Right click data to select “value field settings”

2) Change summary results (average, count, sum, etc..)

3) Or change & show values as percentages

Use “Filters” & “TimeLines”
1) Filters can be used in two ways
a) Drag the field into Filter box
b) Right click the field and show it as a “Slicer”
c) For Date – it can be shown as timeline
 6
Creating Macros
Why Use a Macro
1) Helps with data automation

2) Save Effort & Time

3) Best for data formatting

How to Use a Macro
1) Activate Developer Tab

2) Options  Customize Ribbon  Check Developer Tab

How to Use a Macro
1) Go to  Developer Tab

2) Click “Record a Macro”

3) Define Shortcut to the “Macro”

4) Always save file as “Macro Enabled Workbook (.xlsm)”

Absolute & Relative Macros

Absolute Macros
1) Macro recorded in A1 cell will always work in A1

2) Default Macro  Absolute

Relative Macros
3) Will run the Macro where “Cell is selected”

4) Always use “Relative” macros

Working (Practice)
1) Create a simple macro
a) Type your name
b) Make font Arial & Size 15
c) Fill color yellow

2) Create custom formatting Macro for “Values”

a) Values with thousand separator
b) Negative Values with Red color & bracket
c) Green values with green color
d) Name Macro “ValueFormatting”

3) Create custom formatting Macro for “Percentages”

a) Values with two decimals
b) Negative percentage with Red color & bracket
c) Green percentages with green color
d) Name Macro “%Formatting”
Storing Macros in “Ribbon”
1) Create a Macro tab in the Ribbon

2) Save all your Macros under “Macro” tab

3) Assigning the Macros color & shapes

4) Editing a Macro

5) Delete a Macro “if not required”

 7
Excel Best Practices
 I.
Data Validation
Data Entry Checks (Validation)

1) Data Validation is used for following purposes:

a) Fixed number of characters in a cell (i.e., CNIC)

b) Enter only specific data (Permanent/ Contract)

c) Enter data only from pre-defined list

d) Accepts only correct data

e) Or help identify errors in the data

 II.
Data Protection
Data & Structure Protection

Protect Data
1) Other users will be unable to change the data

Structure Protection
2) Other will be unable to:
a) Change name of worksheet
b) Delete the tabs
 III.
Data Printing
Exercise Steps
1) Explore the “Print Preview” option

2) Check data in the “View  Page Break Preview

3) Techniques to print large data set

4) Print Titles

5) Print only selected area on the data sheet

6) Adding header & footer

 IV.
Create Custom Tabs
Thank You !!!