Elena Lazarevska, City of Boulder Excel Workshop February 10, 2017 Elena Lazarevska, City of Boulder

Agenda Shortcuts Data Clean up Formulas Vlook-up Pivot Tables Filters Blank cells Filling blanks Formulas Vlook-up Pivot Tables Excel Questions

Shortcuts Ctrl+ Arrows (→,←,↑, ↓) Ctrl+ Shift+Arrows (→,←,↑, ↓) Move to the edge of the data (right, left, top, bottom) Ctrl+ Shift+Arrows (→,←,↑, ↓) Selects the ranges of data Ctrl+End Move to last cell in worksheet Ctrl+Home Move to first cell in worksheet Ctrl+Page Down Move to next worksheet Ctrl+Page Up Move to previous worksheet

Data Clean-up Filters Clean up blank cells Fill in Blank cells Text to Number Sorting Multiple levels Text to Columns

Useful Formulas Concatenate Left & Right functions Trim Generates a new unique value that can be used in V-lookup and pivot tables Left & Right functions Trim Removes blanks except single space IF statements: CountIF; SumIF; New Value, Nested IF statements; IF(AND)

V-Lookup Vlookup(lookup_value,table_array,col_index_num,range_lookup) Lookup_value: What does Excel need to find? Table_array: Where should Excel look? Col_index_num: Which column contains the value should Excel return? Range_lookup: Should excel find an exact or approximate match? (Enter False)

What are Pivot Tables? Pivot tables are used to summarize, analyze, and present data. They are very useful if you are working with large data sets. They save time in data analysis.

Why are Pivot Tables Useful? Quickly summarize data like finding averages, sums, counts Calculating percentages Creating sub-totals by categories Filtering Sorting Generating charts Generating categories and subcategories Combine pivot tables with other Excel functions (such as Vlookups) for more powerful data analysis

Illustration of a Pivot Table with basic payroll data

Before Creating a Pivot Table Make sure that your spreadsheet is clean: No blank columns All columns have a title Columns are property formatted, especially dates Consistent formatting in all rows No hidden blank cells

How to Create a Pivot Table Select your data from the Header Go to the Insert Tab Select Pivot Table

How to Create a Pivot Table, Cont Confirm your Data Selection Select New Worksheet Click OK

Refer to the spreadsheet for example Pivot Table Example A list All available data columns in your spreadsheet Filter Items Rows/Columns Calculations Refer to the spreadsheet for example

Pivot Table Example Values are all Sum, can change to Count or other calculations if appropriate Format the values display -Click on the down arrow and select “Value Field Settings” Refer to the spreadsheet for example

refer to spreadsheet for example Pivot Table Example Summary by Department, refer to spreadsheet for example

Formatting the Display Pivot Table Example Formatting the Display

Adding a Calculated Field Pivot Table Example, Adding a Calculated Field 1. Go to Analyze Tab (appears after you click inside the pivot table) 2. Go to Fields, Items & Set 3. Enter the Formula In this case, we are entering a formula for remaining budget 4. Click OK

Adding a Calculated Field, cont. Pivot Table Example, Adding a Calculated Field, cont. 1. Go to Analyze Tab (appears after you click inside the pivot table) 2. Go to Fields, Items & Set 3. Enter the Formula In this case, we are entering a formula % Spent 4. Click OK

Pivot Table-Using Columns Invoices by month You can view the daily detail by clicking on the “+” next to the month

Right click and select “Group” Pivot Table-Grouping Items Select the objects Right click and select “Group” Collapse the Group Rename the Group

Elena Lazarevska lazarevskae@bouldercorado.gov (303)441-4006