Excel Beyond the Basics Local Government Corporation Resource 2018

Tables Tables expand automatically. You can sort on unlimited columns and on font and fill colors. You can filter on single or multiple criteria. Formulas replicate to all rows. You can highlight or remove duplicate rows. A large gallery of table styles is available. Structured referencing. 2014

Tables To create a table using the default style, place the cursor inside the data range and press CTRL-T

Tables

Tables The table could have been created from the Ribbon. Select Format as Table from the Home tab and select the desired style from the gallery.

Tables Tables can be referred to by name. In default, Excel gives each table a generic name – Table1, Table2,Table3, etc. – based on the order in which the table was created in the workbook.

Tables The easiest method for adding new records to a table is to position the cursor in the first blank row immediately below the table and begin typing.

Tables In this example, a calculated column is created. Place the cursor in I2, type in =, click on G2, type in *, click on H2. When you hit enter the formula is calculated for all rows.

Tables To filter a column, click on the column heading and uncheck the select all check box and then check the box of the item you want to filter. In the example below I have filtered pay type to “Extra” and Location to “5”.

Tables There are a number of ways to filter date and number fields as pictured below for the “Payment Date” and “Pay” fields.

Tables “Pay” filtered for the Top 10

Tables Click on filter button for the “Pay” field again and click on Sort Largest to Smallest.

Nested IFs Simple If statement: If cell A1 equals “Safe Drive/Clean Bus” then display in B1 “Bus”, if not display “No Way” in B1.

Nested IFs Nested IFs is multiple IF Statements put together: IF I2=“Safe Drive/Clean Bus” then return “Bus” to J2, if not then IF I2=“Salary” then return “Salary”, if not then IF …..

Nested IFs This formula is 16 IF statements put together. The final if not in this statement is “” which will return a blank cell if none of the IF conditions are met.

Nested IFs A nested IF to calculate: If cell A1 is less than 20, then multiply by 1. If greater than or equal to 20 but less than 50, then multiply by 2. If greater than or equal to 50 but less than 100, then multiply by 3. If greater than or equal to 100, then multiply by 4. Formula Results

VLOOKUP VLOOKUP retrieves information from a list based on a supplied instance of the unique identifier. The list must have a column that has a unique identifier for each item in the list. The unique identifier must be in the left most column of the list.

VLOOKUP The list in this example is on the right side of the screenshot. The unique identifier is in column L.

VLOOKUP The formula in column J is to look at what is in column I, find it in the list, and return the match from column 2 of the list.

VLOOKUP You can also use a table for VLOOKUP. The table on the right is named PayType. Formula is look at PayType_Description column and return match from 2nd column of PayType table.

Array Formulas An array is a collection or range of two or more items. An array formula is a formula that acts on an array, a range of cells, instead of individual cells, or a formula that delivers results to more than one cell. The array formula must be entered using CTRL + SHIFT + ENTER. Excel also includes functions that operate on arrays natively, such as SUMIFS.

Array Formulas The screenshot below is the columns I will use for the Array Formula.

Array Formulas Formula is looking at column B (Location) to see if it matches the Location in column K and at column F (PayType) to see if it matches the Pay Type in Row 3 (Columns L – V) and then sums the amounts in column I. Formula in L4 - Note the braces { } surrounding the formula. (They will only appear when you do CTRL+SHIFT+ENTER after entry.)

SUMIF The SUMIF function adds all numbers in a range based on single criteria. The screenshot below is the columns I will use for our SUMIF summary.

SUMIF The data is summed by location and summed by PayType. The formula is looking at the location in column B and if it matches the location in the summary, then sum the entries in column I.

SUMIFS The SUMIFS function adds all numbers in a range based on single or multiple criteria. I will use the same data that I used for the SUMIF example. I will use multiple criteria for the SUMIFS example.

SUMIFS This formula sums column I if column F (PayType) equals the PayType (row 3 columns L – V) in the summary and if column B (Location) equals the Location in Column K of the summary.

Pivot Tables Pivot Tables are the most powerful feature of Excel. A PivotTable report is an interactive table that automatically extracts, organizes, and summarizes data. In just a few clicks, users can go from raw data to a completed report. They are extremely useful for summarizing and analyzing large amounts of data efficiently and effectively.

Pivot Tables To create a simple PivotTable place the cursor in the data and click PivotTable on the Insert tab, to open the Create PivotTable dialog box. In the Create PivotTable dialog box, the data range should already be defined. If not, click the Collapse Dialog button and highlight the data range. Make sure that the entire data range is selected, including the field names at the top of the data columns. Select New Worksheet and then click OK.

Pivot Tables A new worksheet will be inserted in the workbook.

Pivot Tables

Pivot Tables The task pane contains the PivotTable Field List at the top and four drop areas into which fields can be dragged from the list to create the PivotTable. The drop areas correspond to the four areas of a PivotTable report: Report Filters, Column Labels (column fields), Row Labels (row fields), and Values (data area).

Pivot Tables That’s all it takes to create a pivot table.

Pivot Tables The Pivot Table can look better with a little formatting. Turn off the field headers in the report for presentation. Click Field Headers on the Pivot Table Tools, Analyze tab, to turn off the headers.

Pivot Tables Rename the Sum of Pay label by typing the desired label into the cell. Cells in a PivotTable can be formatted for printing and display just as with any other cell or range of cells. The Gross Pay values in the report need to be formatted in the Accounting format and the first and total rows of the sales values need to be formatted with dollar signs for presentation.

Pivot Tables There are a large number of built-in visual styles with which to format PivotTables automatically. These styles, available in the PivotTables Styles gallery on the PivotTable Tools, Design Contextual tab, contain a wide variety of colors and formatting for the table, table headers, and total and subtotal rows.

Pivot Tables This is our PivotTable report with the values formatted as dollars, the column headings centered, and one of the built-in styles applied.

Pivot Tables I am going to switch data to show some additional functionality of Pivot Tables. This data has transactions for 2017, 2018, and 2019 by day. I have created a Pivot Table using the data.

Pivot Tables To summarize the Service Revenue by Month, Quarter, and Year I will group the date. Right-click on one of the date headers and choose Group to open the Grouping dialog box. In the By box, click Months, Quarters, and Years. Click OK to complete the task.

Pivot Tables The data is now grouped and displayed by year, then quarter, and by Month.

Pivot Tables You can click on the plus or minus by the quarter or year to expand or contract the data. Right click on the quarter, then Expand/Collapse, then Collapse Entire Field to collapse to quarters. You can right click on the year to do this process on the year.

Pivot Tables Data summarized by quarter.

Pivot Tables Data summarized by year. The data can be expanded as needed. You can double click on any data field to drill to the source data.

Pivot Tables When you double click on a field it brings up another workbook sheet with the source data.

Pivot Tables You can drag the “Years” from the columns area to the rows area to change the summary to Industry by Years on the rows by Quarters on the columns.

Pivot Tables Table after moving “Years” to rows

Rounding\Precision as Displayed This does not foot as it is displayed. It foots to 425.39. The error occurs because Excel is using the underlying data shown in the column displayed on the right to make the calculation.

Rounding\Precision as Displayed This can be corrected using a round formula in each cost per unit calculated field. This can be cumbersome if there are many different calculations.

Rounding\Precision as Displayed This rounding issue can also be solved by enabling Precision as Displayed. To enable Precision as Displayed, select File, Options, Advanced and then check Set precision as displayed in the section titled When calculating this workbook. You will get this warning message. In most cases you can ignore it.

Rounding\Precision as Displayed The warning message refers to a problem that can arise when you enter or import raw numbers into a worksheet but do not display all of the decimals entered. In this circumstance, any decimals not displayed will be truncated. If you enter 2.2385 in a cell and displayed only two decimal places, the contents of the cell would be truncated to 2.24. If you try to undo the change, you would find that this change cannot be undone – it is a permanent change. It would be wise to save workbooks before enabling Precision as Displayed.

Rounding\Precision as Displayed Precision as Displayed is not a global change and only applies to the workbook it is enabled on. Cells with formulas are not truncated. Precision as Displayed Enabled.

Conditional Formatting Conditional formatting makes data easier to interpret because the data's appearance is based on its value. Conditional formats make analyzing data – spotting unusual observations, tracking trends, checking status, and finding top values – easier and more effective. To apply conditional formats to a cell or range of cells, highlight the cells and then select Conditional Formatting on the Home tab. Select the conditional formatting type desired and fill out any additional dialogs to complete the process.

Conditional Formatting In this worksheet I have highlighted the Top 10 Items in green and the Bottom 10 Items in red.

Conditional Formatting In this example Column O = Column N. The icon Indicators were applied to the values in Column O.

Conditional Formatting Using Manage rules the formatting was edited and the Green Check was set to format sales values that are greater than or equal to 50% of the total, and the Yellow Exclamation was set to format values that are greater than or equal to 20%. Red X's identify values that are less than 20% of total sales, and Show Icon Only was checked

Conditional Formatting Results of conditional formatting with the icon setup.

Conditional Formatting Same setup as icon example except using data bars.

Quick Analysis Available in Excel 2013/2016. Allow you to format, chart, or tabulate data with a few clicks. Highlight your data and click the Quick Analysis Lens that pops up in the lower right hand corner. Many of the same options as conditional formatting.

Quick Analysis Selected cells B6:M20, clicked on the Quick Analysis Lens, selected Sparklines-Lines.

Quick Analysis Selected cells B6:M18, clicked on the Quick Analysis Lens, selected Formatting-Greater Than, entered 30,000 in pop up.

QUESTIONS?