ADVANCED MICROSOFT

EXCEL
ERIC METELKA, MBA, PRODUCT MANAGER @ POWERREVIEWS
AGENDA

‣ INTRODUCTIONS

‣ ANCHORING CELLS

‣ FUNCTIONS FOR SUMMARIZING DATA

‣ SORTING AND FILTERING

‣ USING TEXT AND TIME FUNCTIONS

‣ PIVOT TABLES

‣ CLOSING: RECAP, QUESTIONS

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ANCHORING CELLS
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ANCHORING CELLS F4 ⌘ T

‣ HOLDS A CELL/ROW/COLUMN POSITION FOR FUTURE USE

‣ REPRESENTED BY A ‘$’

‣ EFFICIENT WHEN COPYING FORMULAS

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ANCHORING CELLS

2011 2012 2013 2014

Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
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ANCHORING CELLS

2011 2012 2013 2014

Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%

=(C2-B2)/B2
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ANCHORING CELLS WANT TO REUSE THIS CELL

2011 2012 2013 2014

Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%

=(C2-$B$2)/$B$2
ADVANCED MICROSOFT EXCEL

ANCHORING CELLS

2011 2012 2013 2014

Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%

=(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2
ADVANCED MICROSOFT EXCEL

ANCHORING CELLS

2011 2012 2013 2014

Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%

=(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2 =(E2-$B$2)/$B$2

ADVANCED MICROSOFT EXCEL

ANCHORING CELLS - KEYBOARD SHORTCUTS

‣ FILL FORMULA RIGHT FROM CELL LEFT Ctrl R ⌃ R

‣ FILL FORMULA DOWN FROM CELL DOWN Ctrl D ⌃ D

‣ MOVE TO EDGE OF DATA REGION

‣ UP Ctrl ⬆ ⌃ ⬆

‣ DOWN Ctrl ⬇ ⌃ ⬇

‣ LEFT Ctrl ⬅ ⌃ ⬅

‣ RIGHT Ctrl ➡ ⌃ ➡
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CLASS EXERCISE ONE

‣ PRACTICE NAVIGATING YOUR WORKSHEET WITHOUT USING ONLY THE KEYBOARD

‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A ROW?

‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A COLUMN?

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FUNCTIONS FOR SUMMARIZING

DATA
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COUNTIF AND SUMIF

‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS

20 12 8 11
6 2
4 5 9

‣ COUNTIF(CIRCLES, YELLOW) = ?

‣ SUMIF(CIRCLES,BLUE,AMOUNT) = ?
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COUNTIF AND SUMIF

‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS

20 12 8 11
6 2
4 5 9

‣ COUNTIF(CIRCLES, YELLOW) = 5

‣ SUMIF(CIRCLES,BLUE,AMOUNT) = 27
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COUNTIF AND SUMIF

‣ A HIGHER LEVEL OF SUMMARIZING DATA - ALLOWS YOU TO ADD A CONDITION

‣ THINK OF AS SUM WITHIN SUMIF AND COUNT WITHIN COUNTIF

‣ WHEN TO USE: DATA HAS MULTIPLE ATTRIBUTES THAT YOU WANT TO COMPILE IN A SINGLE SUM
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COUNTIF AND SUMIF - SYNTAX

‣ =COUNTIF(RANGE,CRITERIA)

‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])
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COUNTIF AND SUMIF - SYNTAX

‣ =COUNTIF(RANGE,CRITERIA)

‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])

‣ SUPER ADVANCED MICROSOFT EXCEL: COUNTIFS AND SUMIFS

ADVANCED MICROSOFT EXCEL

VLOOKUP
‣ “LOOKS UP” THE VALUE ASSOCIATED WITH A ROW IN A TABLE

‣ WHEN TO USE: CREATING A NEW DATA TABLE THAT PICKS AND CHOOSES VALUES FROM ANOTHER TABLE

‣ NOTE: DOES NOT SUMMARIZE, ONLY RETURNS A SINGLE ROW

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VLOOKUP - SYNTAX
‣ =VLOOKUP(LOOKUP_VALUE,TABLE_ARRAY,COL_INDEX_NUMBER,[RANGE_LOOKUP])

‣ NOTES:

‣ TABLE_ARRAY - THIS IS A RANGE. MAKE SURE TO ANCHOR CELLS!

‣ COL_INDEX_NUMBER - FIRST COLUMN IS 0.

‣ RANGE_LOOKUP - TRUE = APPROXIMATE MATCH. FALSE = EXACT MATCH. ALMOST ALWAYS USE FALSE!
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INDEX/MATCH
‣ MATCH: RETURNS THE RELATIVE POSITION OF AN ITEM IN AN ARRAY

‣ INDEX: RETURNS THE VALUE AT A CELL INTERSECTION

‣ USE TOGETHER AS AN ALTERNATIVE TO VLOOKUP - MORE FLEXIBLE THAN VLOOKUP BUT ALSO MORE COMPLICATED
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MATCH - SYNTAX
‣ =MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE])

‣ NOTES:

‣ TABLE ARRAY IS A SINGLE COLUMN

‣ MATCH_TYPE IS -1, 0, OR 1

‣ IF 1, FINDS THE LARGEST VALUE <= TO LOOKUP VALUE

‣ IF 0, FINDS THE FIRST EXACT MATCH

‣ IF -1, FINDS THE SMALLEST VALUE >= TO LOOKUP VALUE

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INDEX - SYNTAX
‣ =INDEX(ARRAY,ROW_NUM,[COLUMN_NUM])

‣ NOTES:

‣ ARRAY IS A SINGLE COLUMN

‣ ROW_NUM - FIRST COLUMN IS 0.

‣ COLUMN_NUM - OPTIONAL AND USUALLY NOT NECESSARY

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INDEX/MATCH - SYNTAX
‣ =INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE]))

‣ MATCH ACTS AS THE ROW NUMBER

‣ SAME NUMBER OF ARGUMENTS AS VLOOKUP!

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CLASS EXERCISE TWO

‣ USING FUNCTIONS SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED

‣ 1241 SUNDOWN WAY - LOOKUP THE FIRST NAME, LAST NAME, ZIP CODE, AND DEMO GROUP
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SORTING AND FILTERING

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SORTING
‣ ONE CLICK WILL SORT SMALL TO LARGE OR LARGE TO SMALL

‣ USE CUSTOM SORTING WHEN THE DATA TO BE SORTED IS IN MULTIPLE COLUMNS

‣ USE COLUMN HEADERS SO THAT FIRST DATA POINT IS NOT ‘LOST’ IN THE SORTING
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FILTERING
‣ HELPFUL TOOL FOR DATA MINING

‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED

‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED
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FILTERING
‣ HELPFUL TOOL FOR DATA MINING

‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED

‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED

‣ REMOVE DUPLICATES - HIGHLIGHT TABLE AND WILL REMOVE ROWS THAT ARE EXACTLY THE SAME. FOUND IN THE

DATA TAB.
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CLASS EXERCISE THREE

‣ PRACTICE SORTING AND FILTERING NAME DATA
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TEXT AND TIME FUNCTIONS

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LEFT RIGHT
‣ LEFT(TEXT,[NUM_CHARS])

‣ SAME FOR RIGHT

‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS THAT BEGIN OR END TEXT IN A CELL

‣ I.E. THE ZIP CODE AT THE END OF AN ADDRESS

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MID
‣ MID(TEXT,START_NUM,NUM_CHARS)

‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS IN THE MIDDLE OF TEXT IN A CELL
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‣ TRIM(TEXT)

TRIM ‣ REMOVE BLANK SPACES AT THE BEGINNING OR END OF A STRING

‣ COMMON PROBLEM WHEN TRANSFERRING DATA FROM ONE

PROGRAM TO ANOTHER

‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM])

FIND ‣ HELPFUL WHEN NEEDED DATA IS EMBEDDED WITHIN A COMPLETE

STRING E.G. ZIP CODE WITHIN AN ADDRESS

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NOW()
‣ EXCEL USES DAY AS ITS MEASURE OF TIME

‣ RETURNS A DATE WITH AN INTEGER VALUE AND A TIME AS A DECIMAL VALUE

‣ USE THE NOW FUNCTION TO MEASURE THE DIFFERENCE OF THE CURRENT DATE AND A PREVIOUS DATE
ADVANCED MICROSOFT EXCEL

‣ DATE(YEAR,MONTH,DAY)

DATE ‣ ALLOWS CONVERSION OF DATES SHOWN AS TEXT TO

NUMBER

‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM])

INT ‣ REMOVES THE DECIMAL (TIME) PORTION FROM A DATE

DIFFERENCE, LEAVING THE INTEGER (DATE) PORTION

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CLASS EXERCISE FOUR

‣ USE NOW FUNCTION TO TRACK HOW MUCH TIME HAS PASSED SINCE NAMES WERE DELIVERED

‣ TRIM ADDRESSES TO SHOW STREET NUMBER AND STREET IN SEPARATE FIELDS

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PIVOT TABLES
ADVANCED MICROSOFT EXCEL

PIVOTTABLES
‣ CREATES A DRAG AND DROP TABLE BASED ON YOUR DATA - LETS YOU QUICKLY ANALYZE MANY ROWS OF DATA AS IF

IT WERE A DATABASE, WITHOUT THE DATABASE.

‣ FOUND ON DATA TAB

‣ SELECT ALL DATA AND PRESS BUTTON

ADVANCED MICROSOFT EXCEL

PIVOTTABLES
‣ SPECIFY THE DIMENSION BY WHICH TO SEGMENT IN ROW LABELS

‣ SET WHAT KIND OF COMPUTATION YOU WANT IN THE VALUE FIELD

‣ E.G. AVERAGE, COUNT, SUM, MAXIMUM VALUE

‣ ANALYZE TWO SEGMENTS AGAINST EACH OTHER BY SELECTING A DIMENSION FOR

COLUMN LABELS

‣ FILTER OUT UNWANTED DATA BY PLACING A DIMENSION IN THE REPORT FILTER

ADVANCED MICROSOFT EXCEL

CREATING GRAPHS
‣ ONCE ALL DATA IS FORMATTED IN A TABLE, IT IS EASY TO CONVERT IT INTO A

VISUAL CHART

‣ USE LINE GRAPHS FOR DATA CHANGING OVER TIME

‣ USE SCATTER PLOTS FOR CORRELATIONS OF TWO SETS OF NUMBERS

‣ USE COLUMN OR BAR FOR HISTOGRAMS

‣ (DON’T USE PIE CHARTS - USE 100% STACKED BAR INSTEAD)

ADVANCED MICROSOFT EXCEL

CLASS EXERCISE FIVE

‣ USING A PIVOTTABLE, SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED

‣ TURN SUMMARIZED DATA INTO AN APPROPRIATE CHART

ADVANCED MICROSOFT EXCEL

MACROS
‣ ADD DEVELOPER TAB TO RIBBON
‣ MAC - PREFERENCES -> RIBBON
‣ WINDOWS - FILE -> OPTIONS -> CUSTOMIZE RIBBON
‣ ADD TEXT TO SPREADSHEET
‣ IN DEVELOPER TAB, CLICK ‘RECORD MACRO’
‣ GIVE MACRO A NAME - ‘BOLD MACRO’
‣ ADD A SHORTCUT - CTRL + SHIFT + A
‣ CLICK ‘OK’
‣ CHANGE TEXT ON TAB - FONT SIZE TO 18, FONT WEIGHT TO ‘BOLD’
‣ CLICK ‘STOP’
‣ TEST USING THE SHORTCUT
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CLOSING
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RECAP
‣ FUNCTIONS - COUNTIF, SUMIF, VLOOKUP, INDEX, MATCH, LEFT, RIGHT, MID, LEN, TRIM, FIND, NOW, DATE, INT

‣ KEYBOARD SHORTCUTS - ANCHORING CELLS, NAVIGATING, FILLING FORMULAS

‣ SEARCH & FILTER

‣ CREATE A PIVOTTABLE
ADVANCED MICROSOFT EXCEL

QUESTIONS?
THANKS!

ERIC METELKA
‣ TWITTER: @ERIC3000