Easy Data Tips for MS Excel 2010 Presented by Kathy Waltz Miller CPLP PHR ODSpark LLC East Lansing, Michigan

Speed Introductions

Learning Objectives After completing this course, you will be able to use MS Excel 2010 to… Sort, filter, and summarize data to easily identify groups and trends. Use simple formulas to quantify groups and trends for planning and evaluation. Display data as tables, charts, and graphs to create professional reports.

Scenario – Reception The MBA Program Director has been contacted by the student chapter of SHRM about hosting a Welcome Reception for MBA students enrolled in the HR concentration, so they can introduce them to the membership benefits of SHRM. The Director asks you to determine how many students would potentially be attending.

Method 1 – Simple Data Sort Click a cell in a list (column). Click the Data tab on the ribbon. Click a sort direction. Click A to Z to sort from lowest to highest, ascending order Click Z to A to sort from highest to lowest, descending order Excel sorts your list.

Method 2 – Advanced Data Sort Select the entire data set. Click the Data tab on the ribbon. Click the Sort icon. Click on Add Level in the pop-up box to add more levels. Select levels in the order you want them sorted! Select Sort On and Order as needed. Click OK when finished. Excel sorts your list.

Method 3 – Filtering Data Click a cell anywhere within the data set. Click the Data tab on the ribbon. Click the Filter icon. Excel adds filters to each column in your list. You can filter one column at a time or across multiple columns. Select Level, then select preferred item in pop-up box list, then say OK. Repeat for all desired columns.

Method 4 – Summarizing Data Create a Count column: Select the first blank column to the right of your data. Name the column Count. Enter 1 in the first column, then copy/paste into the rest of the cells.

Summarizing Data (cont’d) Create a Year column. Select the first blank column to the right of your data. Name the column Year. Enter Formula =YEAR(G2) in the first cell, then copy/paste into the rest of the cells.

Summarizing Data (cont’d) Highlight the data set. Click on the Insert tab. Select PivotTable. (This will create a new Worksheet.) Select fields in Field List by drag/drop into Rows or Columns. Excel tabulates your data into your selected categories.

Scenario – Budget The MBA Program Director now needs to know if there is enough funding in the current budget to cover costs for the student SHRM event, such as food and supplies. You will need to create a basic budget spreadsheet to do this, using formulas to show cost per item, costs per person, and total costs for the event.

Simple Formulas Refer to Budget Handouts: Completed Budget. Budget Formulas. Fill in assumption values for the event. Build Formulas for budget. Always begin with a + or = sign. Use =SUM and ( ) as needed per order of operations. Excel determines cost per attendee and total cost for event.

Scenario – Report The MBA Program Director has been so impressed with your Excel skills that he/she has asked you to put this data into a Word format to present to the Business Department Chairperson for approval. Specifically, what percentage of MBA students are in the HR concentration? What is the enrollment trend?

Tables, Charts, & Graphs Create a PivotTable. Choose Fields to add to report. Click the Filter for the Row Labels. Use Label Filter to isolate the MBAs. Click on a data point in the PivotTable. Click on the Options tab, then select Show Values As and select % of Column Total. Excel calculates percentage of totals.

Tables, Charts, & Graphs (cont’d) Click on the PivotTable Tools tab on the ribbon, then select Options. Click on Pivot Chart, then select chart type: Column/Bar Charts (best for scale values) Line Charts (best for time series) Pie Charts (best for percentages that add to 100) Excel inserts the graph or chart. Change type and color of charts as desired.

Resources CMU’s Technical Support Team: https://www.cmich.edu/office_provost/OIT/help/help_desk/Pages/defa ult.aspx CMU’s Lynda.com access form: www.cmich.edu/colleges/CCFA/forms/CCFA_IT_Services.docx Microsoft Excel Help Work Smart by Microsoft IT: https://technet.microsoft.com/en- us/bb687781.aspx Microsoft IT Showcase Productivity Guides: https://www.microsoft.com/itshowcase/Productivity McFedries, Paul. (2010). Excel 2010 VISUAL Quick Tips. Hoboken, NJ. Wiley Publishing Inc. Blackwood, Neale. (2014). Advanced Excel Reporting for Management Accountants. Hoboken, NJ. Wiley Corporate F&A.

Kathy Waltz Miller CPLP PHR Questions? Presented by Kathy Waltz Miller CPLP PHR ODSpark LLC East Lansing, Michigan www.odspark.com