Excel tips.ppt

,Second level,Third level,Fourth level,Fifth level,*,*,Footnote,Source:Sources,Unit of measures,STICKER,35,Excel Tips,That Could Save You from Working All Night,-Version,2.0,-,1,What is it:,The following material was developed for the Seoul office training program.,Target audience:,1st year associates and business analysts,although there is nothing wrong doing this training as well with EMs and APs.,Duration:,3-4 hours to walk through the explanations and give everyone a chance to actually practice.,Faculty:,SEO did it with 2 MGMs,which was extremely powerful,since the seniors showed that they can do and therefore they can expect their team members to do the same.,Final comment:,The original material was not intended for self-study purposes and therefore may be a little be too brief and cryptic in some cases.In case you have any improvement ideas please feel free to e-mail them to the authors.,Thank you,:,Weve received great feedback and many ideas how to improve this document.But the best contributions came from Tim Morse-NY,whos ideas have been incorporated in this version.Thanks.,INTRODUCTORY NOTE,2,1.,Split windows and freeze panes,2.,Hide,and,Unhide,command,3.Moving around a spreadsheet with Ctrl,Shift,and Arrow keys,4.,Name,cells/ranges,5.,Sort,command,6.Toggling among relational and absolute references,7.,Fill down,and,fill right,commands,8.,IF,function,9.,AND,and,OR,functions,10.,SUM,and,SUMIF,functions,11.,Subtotals and Totals,12.,SUMPRODUCT,function,13,.,NPV,function,14.,COUNT,functions,15.,ROUND,ROUNDUP,and,ROUNDDOWN,functions,16.,VLOOKUP,and,HLOOKUP,functions,17.,Insert Function,command,18.,Paste Special,command,19.,Auditing,features,20.,Goal Seek,add-in,21.,Solver,add-in,22.,Data tables,23.,Scenarios,add-in,24.,Pivot,Tables,25.,Protecting,cells and worksheets,26.,Editing,multiple worksheets simultaneously,27.,Conditional,formatting,28.,Autofilter,command,29.,Customize,tool bars,30.Changing default workbook,31.,Group,and,Ungroup,your spreadsheet,32.Switch off the Microsoft Actors,33.,Clean up,text,34.,Keyboard,shortcuts,35.Final thoughts,35,EXCEL TIPS THAT COULD SAVE YOU FROM WORKING ALL NIGHT,3,Splitting a window allows you to work on multiple parts of a large spreadsheet simultaneously,Freezing the pane allows you to always keep one part of the spreadsheet(e.g.,column or row labels)visible,How you use this feature,Drag the split horizontal and split vertical icons to the desires positions,Click on the freeze pane icon from the tool bar to freeze the panes,Exercise,Split the screen so that:,The row with column labels shows up in the top pane,The column with store names show up in the left pane,Freeze the panes,Freeze pane icon,Split screen icons,1.,SPLIT WINDOWS AND FREEZE PANES,Why you need to know this,4,Allows you hide and unhide particular rows or columns,Simplifies working with the spreadsheet,Prevent certain information from being seen,Select the row(s)or column(s)to be hidden/unhidden,Select,Format:,Row:Hide/Unhide,or,Format:Column:Hide/Unhide,Hide the Avg Sale/Ticket column,2.,HIDE AND UNHIDE COMMAND,How you use this feature,Exercise,Why you need to know this,5,Save you lots of time,Move the first or last cell of a contiguous data block without scrolling,Ctrl-Arrow :Move to the first/last data cell in the arrow direction,Ctrl-Shift-Arrow :Selects the cells between the current cell and the first/last data cell,Select all cells with data using the Ctrl,Shift,and Arrow keys,3.,MOVING AROUND A SPREADSHEET WITH CTRL,SHIFT,AND ARROW KEYS,How you use this feature,Exercise,Why you need to know this,6,Allows specific cells or cell ranges to be referred to by name,Allows you to write equations such as=Quantity*Cost instead of=$B$12*$C$4,Select the cell or cell range,Select,Insert:Name:Define,from the menu bar,Define cells A2:A125 as“Sequence”,4.,NAME CELLS/RANGES,How you use this feature,Exercise,Why you need to know this,7,Correctly sorting a series of rows or columns without disassociating the data is critical to many modeling efforts,5.,SORT COMMAND,How you use this feature,Why you need to know this,To sort by single category,just click into column,NEVER highlight column(would destroy table integrity),To use multiple criteria,click any cell of data table,select DataSort,Data table will be selected,Can sort by up to 3 categories,use drop lists to select fields,specify A-Z or Z-A,8,Select Tools/Options/Custom Lists to create specialized sort orders,e.g.,To sort months and weekdays according to their calendar order instead of their alphabetic order,To rearrange lists in a specific order(such as High/Medium/Low entries),Exercise,Indicate if have Header row,which will not be included in sort,Select Options to use Custom lists(create first,see below),How you use this feature,5.,SORT COMMAND,(CONTINUED),Create your own sorting list with labels as you like,9,Saves you lots of time,F4 key toggles through the different options,6.,TOGGLING AMONG RELATIONAL AND ABSOLUTE REFERENCES,How you use this feature,Why you need to know this,10,Saves you lots of time,Allows for copying of cell content to contiguous cells with a single keystroke,Select the cell with the content to be copied and drag to select the cells to which the content should be copied,Ctrl-R to fill right,Ctrl-D to fill down,Double-check your formulas for absolute vs.relative references!,Calculate the total daily sales for each store,How you use this feature,Exercise,Caution!,7.,FILL DOWN AND FILL RIGHT COMMANDS,Why you need to know this,11,Conditional comparisons are used in virtually all spreadsheets,Knowing how to use IF in a nested manner and in combination with other functions will save hours of time,IF(Comparison,TrueAction,FalseAction),IF(Comparison,TrueAction,)=Cell shows 0 if condition is false,IF(Comparison,TrueAction,”)=Cell shows blank if condition is false,Create a“Seoul”variable,1 if the store is in Seoul,0 if the store is in other places,8.,IF FUNCTION,How you use this feature,Exercise,Why you need to know this,12,Used with the IF function to enable more complicated logical comparisons,AND(Comparison 1,Comparison2,Comparison3,),OR(Comparison 1,Comparison2,Comparison3,),Create a variable that calculates daily sales per pyung only for:,KFC stores in Seoul with size larger than 50 pyung,All BK stores,9.,AND AND OR FUNCTIONS,How you use this feature,Exercise,Why you need to know this,13,SUM is used in virtually all spreadsheets,SUMIF can save lots of time in most spreadsheets if you know how to use the function,SUM(Range1,Range2,Value1,),SUMIF(Range,”Comparison”,SumRange),If a SumRange IS NOT specified,SUMIF sums the cells meeting the Comparison criteria in the specified Range,If a SumRange IS specified,SUMIF sums the cells in SumRange where the corresponding cells in Range meets the Comparison criteria,NOTE:The“”signs must be used for the Comparison value,Calculate the total store space for stores larger than 50 pyungs,Calculate the total daily sales for all stores larger than 50 pyungs,10.,SUM AND SUMIF FUNCTIONS,How you use this feature,Exercise,Why you need to know this,14,Want to add lines with subtotals in your P&L or balance sheet,but still need to run the total over all numbers?Dont want to get confused with nested subtotals and totals in your spreadsheet?,Instead of=sum(range)add=subtotal(9,range)where you need a subtotal or total.,You may nest this function as you like.Excel keeps track of everything,Create a simple column with various numbers,Add various subtotals running over various parts of your spreadsheet and finally over the whole column,Exercise,How you use this feature,11.,SUBTOTALS AND TOTALS,Why you need to know this,15,If you need to multiply two column and need the sum of the multiplication,sumproduct comes easy.,Insert=sumproduct(range1,range2),Multiply two columns or rows and get the sum of it,12.,SUMPRODUCT FUNCTION,Exercise,How you use this feature,Why you need to know this,16,Of course you can create your own discounting table and then calculate the NPV of your cash flow series or just use the NPV function,Insert=NPV(discount rate,cash flow numbers,.),The discount rate is in percent,The cash flow numbers are either an array or individual numbers in individual cells,Attention:The first cash flow number is in period 1,e.g.the end of the period.If you have for example an initial investment in period 0,just type=NPV()+period 0 payment in your calculation,Create a list of random cash flows and calculate the NPV with the NPV function,13.,NPV FUNCTION,Exercise,How you use this feature,Why you need to know this,17,Prevents you from wasting time counting items manually or creating dummy variables to count such items,COUNT(Range1,Range2,Value1,.)=count the number of cells containing numbers,COUNTA(Range1,Range2,Value1,.)=count the number of non-empty cells,COUNTBLANK(Range)=count the number of empty cells in the range,COUNTIF(Range,”Criteria”,)=count the number of cells in the Range containing the Criteria.,NOTE:The“”signs must be used for the Criteria value,Calculate the number of KFC stores in the dataset,14.,COUNT FUNCTIONS,How you use this feature,Exercise,Why you need to know this,18,Many situations exist when you need to have exact numbers instead of various fractions in your calculations(e.g.,there cannot be 536.235 bank branches),ROUND(Number,Digits)=Round the number(or cell)to the specified number of digits,If Digit=0,then Number is rounded to nearest integer,If Digit 0,then Number is rounded to the specified number of decimal places,If Digit look for a value in the row specified by SearchValue and the column specified by ColumnNumber,SearchValue indicates the“match key”,(i.e.,find the row that contains the SearchValue in the first column),Range specifies the cells containing the data,ColumnNumber specifies the column that contains the data element you want,Error determines what happens when Excel does not find the exact SearchValue you want.FALSE leads Excel to display a#N/A when an exact match cannot be found.TRUE leads Excel to display the next smaller value than SearchValue,HLOOKUP(SearchValue,Range,RowNumber,Error)=look for a value in the column specified by SearchValue and the row specified by RowNumber,NOTE:The 1st column of data must be sorted in ascending order when using VLOOKUP,and the 1st row of data must be sorted if using HLOOKUP,16.,VLOOKUP AND HLOOKUP FUNCTIONS,(CONTINUED),How you use this feature,21,Define a name for the cells containing the data and use that name as the Range.Do not include the row/column label in the named range because this would break the ascending sort rule above.,Insert an extra row above your column label to number the columns,Use VLOOKUP to find out how many seats are in the Duksung store?How,many,passers-by for the store?,16.,VLOOKUP AND HLOOKUP FUNCTIONS,(CONTINUED),Exercise,Tip,22,Define a name for cells in your data Range,Number the columns to easily check your formulas,Need to sort in ascending order for VLOOKUP function to work properly,16.,VLOOKUP AND HLOOKUP FUNCTIONS,(CONTINUED),23,What do you do if you do not know what functions are available or how to enter the arguments for a function?,Select the cell,Select,Insert:Function,from the menu bar,Calculate the median daily ticket count for all the stores,17.,INSERT FUNCTION COMMAND,How you use this feature,Exercise,Why you need to know this,24,Saves you lots of time,Retyping formulas,Converts formulas into values,Reformatting cells,Transposing cells(i.e.,convert row-entered data blocks into column-entered ones),Convert the Rounded Avg Sale/Ticket calculations into values(i.e.,get rid of the formulas),Copy and paste the entire dataset into a new spreadsheet in transposed manner,Copy the cells of interest,Place the cursor where you want to past the information,Select,Edit:Paste Special,from the menu bar,Select the appropriate options from the dialog box that appears,18.,PASTE SPECIAL COMMAND,How you use this feature,Exercise,Why you need to know this,25,Quickly find the cells referenced by a formula and/or quickly find which cells reference a particular cell of interest,Select,View:Toolbars:Customize,from the menu bar.Check the Auditing box from the Toolbars tab,Click on the cell of interest,Select the Trace Precedents or Trace Dependents icon from the Auditing Toolbar,Find the cells that references the Daily Ticket Count for the Ansan store,19.,AUDITING FEATURES,How you use this feature,Exercise,Why you need to know this,26,Easily find what one input variable needs to be to achieve some desired result in a calculation,Select the calculated cell,Select,Tools:Goal Seek,from the menu bar,Enter the desired resulting calculation into the“To Value”form in the dialog that appears,Enter the input cell in the“By changing cell:”form,How many additional daily tickets would the Achasan store need to have a total daily sales of 2,000,000 Won?,20.,GOAL SEEK ADD-IN,How you use this feature,Exercise,Why you need to know this,27,Allows you to use linear programming to find the optimal inputs to achieve some desired calculational result(e.g.,maximize revenues by increasing daily tickets,increasing store size,average sale/ticket,etc.simultaneously),Use Solver instead of Goal Seek when:,You need to place constraints on the input variable(e.g.,cannot open a store for more than 24 hours a day),More than 1 input variables are involved,You want to minimize or maximize the resulting calculation in addition to just setting the calculation to a predetermined value,21.,SOLVER ADD-IN,Why you need to know this,28,Select the final calculated cell,then select,Tools:Solver,from the menu bar,Select what you want to do from the“Equal to”section(i.e.,maximize,minimize,or set to a specific value),Reference the input cells(note,separate cells by using a comma or“:”if cells are contiguous,If the input values have constraints,click on Add to enter the constraints,Click on Solve,What is the maximum daily sales per pyung for the Ansan store if:,The store can be opened a maximum of 18 hours/day,7 days/week,Store size can expanded up to a maximum of 87 pyung,How you use this feature,Exercise,21.,SOLVER ADD-IN,(CONTINUED),29,Simplest way to run sensitivity analyses,Input the values you want to test for a particular variable on separate rows(e.g.,A6:A13),In the cell above and to the right of the first sensitivity value,reference the final result of your calculations(e.g.,A5=C3),Select the cells containing the calculation and input variables(e.g.,A5:B13),Select,Data:Tables,from the menu bar,Input the cell referenced by the formula in the“Column input cell”(e.g.,A2).This example uses in“Column input cell”because the value to test in the sensitivity analysis are arranged in a single column,22.,DATA TABLES COMMAND,How you use this feature,Why you need to know this,30,What daily total sales would the Achasan store have its daily ticket counts ranged from 400 to 600 each day(in increments of 50)?,22.,DATA TABLES COMMAND,(CONTINUED),Exercise,31,Youve created a model