EXCEL AS BUSINESS ANALYSIS TOOL 10-May-2015

TOUCH POINTS Part A- Excel Shortcuts Part B: Useful Excel Functions Part C: Useful Excel Formulas Part D: Sheet and Cell Protection

Part A: EXCEL SHORTCUTS

EXCEL SHORTCUTS Starters Workbook Navigation Alt: Press and release the ALT key to display the Key Tips next to each Ribbon command F4: Repeats the last command or action, if possible F4: Also, used for Cell referencing ($) F2: Begins editing the active cell Ctrl ` Displays the formula in each cell instead of the resulting value [Hint: ` is back tick key above the TAB key] Ctrl C Copy the cell(s) or selective text/numbers from within the cell Ctrl V Pastes the copied cell(s)/data Ctrl X Cuts the cell(s) or selective text/numbers from within the cell Workbook Navigation Ctrl PgDn Moves to the previous sheet Ctrl PgUp Moves to the next sheet

EXCEL SHORTCUTS Sheet Navigation & Cell(s) Selection Ctrl Arrow key: Moves to the edge of a data block; if the cell is blank, moves to the first nonblank cell Shift Arrow key: Expands the selection in the direction indicated Ctrl Shift Arrow key: Select from the active cell to the end of a row/column Ctrl A Selects the entire worksheet/data array depending on active cell Shift Spacebar : Selects the entire row(s) in the selected range Ctrl Spacebar :Selects the entire column(s) in the selected range Ctrl BackSpace: Navigate to the beginning of selected data (keeping the selection intact) Row/Column/Cell Editing Ctrl + /Ctrl Shift =: Insert Row/Column/Cell (Alt IR for Row and Alt IC for Column) Ctrl -/ Alt ED: Delete Row/Column/Cell Ctrl 1: Activates "Format cells" ALT=/+: Auto sum

OTHER USEFUL EXCEL SHORTCUTS Ctrl D: Copy down Ctrl R: Copy right Alt EIS: Insert series – Dates, number, month, day Alt ES: Paste Special, Transpose, Divide, Subtract, Multiply etc Alt DFF: Filter Alt DP: Insert Pivot table Ctrl B/ U/ I: Bold, Underline, Italics Ctrl+Shift C and V: Format painter Alt DE: Text to column Alt IW: Insert Sheet Alt EL: Delete Sheet Alt WPP: Freeze and unfreeze panes Alt DS: Sort Alt OCA/ OCR: Auto row/ column fit

PART B: USEFUL EXCEL FUNCTIONS

AUTO FILL AUTOFILL OPTIONS [Cell Drag-and-Drop] E.g. Fill Months, Fill Years In case, cell-dragdown option is deactivated, go to EXCEL OPTIONS > ADVANCED > activate FILL HANDLE box

PASTE SPECIAL

CELL REFERENCING ($) - Row fixed Row and column fixed Column fixed Keep pressing <F4> on a cell reference / range reference to toggle between the 4 combinations of cell referencing (as indicated above).

FILTER

PIVOT TABLE 1. To Create Pivot-table: Select entire data set (that must have proper column headings) 2. Insert - Pivot Table - Create Pivot Table box -Press OK 3. In previous versions of Excel, you could drag items from the field list directly into the appropriate grid area of the pivot table. This feature is still available, but it’s turned off by default. 2-steps to enable this feature are as follows:

PIVOT TABLE

PIVOT TABLE For toggling between Sum, Max, Min, Average, Count etc.: DOUBLE-CLICK on the Row Field’s / Column Field’s heading (layout in the Left-side) “Field Settings” “Summarize by” tab

PIVOT TABLE One minor drawback: Unlike a formula-based summary report, a pivot table does not update automatically when you change information in the source data. However, Refresh button <ALT+F5> helps update the chosen Pivot Table instance with the latest data. Use <CTRL+ALT+F5> to refresh all Pivot tables in a Workbook

DATA VALIDATION – DROP-DOWN LIST

CONDITIONAL FORMATTING

CONDITIONAL FORMATTING

CONDITIONAL FORMATTING Highlighting Duplicates

DATA SORT

TEXT TO COLUMN

TEXT TO COLUMN

PART C: EXCEL FORMULAS

VLOOKUP AND HLOOKUP Concept lookup_value Code/Number/Name that you want to look for in a database (“clue”) table_array Database in which you are looking for a particular Code/Number/Name col_index_num Column number of database in which value corresponding to the lookup_value is to be extracted range_lookup True (Approx. match) vs. False (Exact match)

VLOOKUP AND HLOOKUP Quick Notes: Primary reasons for #N/A in VLOOKUP: In most cases, whenever you select a database (“table_array”), press <F4> and , (comma) in sequence, to fix the selected database’s relative position VLOOKUP() looks at the first column (left most) of database for the lookup value. In other words, "lookup_value" should be in the first column in the selected "table_array" When range_lookup is FALSE (0): VLOOKUP will search for an exact match. If VLOOKUP can’t find an exact match, the function returns #N/A. Generally used where lookup_value exists once in the database When range_lookup is TRUE (1) or omitted: an approximate match is returned. The database must be sorted in ascending order with respect to lookup value range. Generally used with “Slabs >=” (e.g. age- group, income-tax slab, commission slab) AVOID IT OTHERWISE Primary reasons for #N/A in VLOOKUP: <F4> and , (comma) not used in database (“table_array”) "lookup_value" is not in the first column (left most) in the selected "table_array" "lookup_value" is in a different format than the one stored in the first column in the selected "table_array". E.g. Code no. 66135 is stored as text Using TRUE “range lookup” without sorting the look-up values in ascending order [for Slab >=]

SUMIFS AND COUNTIFS sum_range: Range of data from where values (number) to be added shall be pulled – single column criteria Parameter – single cell reference or as user-defined in double-quotes. E.g. “Metro” criteria_range Range of data where criteria selected (as above) resides – single column Also please note that: Be consistent in selecting all Range. Keeping Start row and end row same for all range selection will give the most accurate result. E.g. Either A1:A100 & C1:C100 Or E.g. A:A & C:C. Also, use <F4> to lock data range. =COUNTIFS() is very similar to =SUMIFS() except that it does not have “Sum_Range”

JOINING TWO OR MORE STRINGS Both of the above approaches provide SAME output Any external text, number, symbol must be enclosed in a pair of double quotations. E.g. “ ”

OTHER USEFUL FUNCTIONS Left Function: Returns the leftmost characters from a text value. Right Function: Returns the rightmost characters from a text value. Mid Function: Returns a specific number of characters from a text string, starting at the position you specify (“start_num”). Proper Function: Capitalizes the first letter in each word of a text value. Example: Converts “the man eats” or “THE MAN EATS” to “The Man Eats”. Upper Function: Converts text to uppercase. Example: Converts “the man eats” or “The Man Eats” to “THE MAN EATS” Lower Function: Converts text to uppercase. Trim Function: Removes excess spaces from text. Len Function: Returns the number of characters in a text string.

PART D: SHEET AND CELL PROTECTION

EXCEL SHEET PROTECTION File Protection [v. 2007 - Office Button -> Prepare -> Encrypt Document]

EXCEL SHEET PROTECTION File Protection [v. 2010 – File -> Info -> Button -> Protect Document -> Encrypt with Password]

CELL(S) PROTECTION Step 1: IDENTIFY the cell(s) to be protected/hidden Note: By default, ALL cells are "Locked" (identified for protection). Ensure that ALL cells in the sheet are "Unlocked" and only chosen ones are "Locked". Else ALL cells will be locked and no changes can be made.

CELL(S) PROTECTION Step 2: ACTIVATE protection after defining user access privileges

Questions?

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