Excel Training FGFOA Annual Conference – January 16, 2019 Kyle Sutton, CPA/CFE 616-643-4173 kyle.sutton@plantemoran.com

Agenda NOTE – We will likely not make it through all materials! Overview Pivot Tables/Graphs Macros Common Shortcut Keys Functions Comparisons VLOOKUP Fuzzy Lookup INDEX/MATCH Conditional Formatting and Remove Duplicates Printing Other Resources Questions

Overview Blue tabs/Orange cells in workbook provided are for “DIY” Think… “Where can I use this in my work right now?” Stop me at any time with questions or comments Likely, today’s ultimate takeaway is not going to be a specific function or tool. It is that Excel can do a TON! If you’re not sure how to do it, I guarantee you there is free resource online that will show you how.

Pivot Tables/Graphs Great for summarizing data How much? How many? To create, select your data and go to Insert-> PivotTable Use the builder to drag and drop as necessary If the builder is not visible, click in the Pivot Table and under the Analyze Tab, Click on “Field List”

Pivot Tables/Graphs (cont.) Understand the four parameters: 1 & 2) Row is the summarization by column. Look for key words such as "by" "per" or "for". By client, per year, etc. 3) Values are amount to be summarized. Can be a sum, average, count, etc. 4) Filter allows you to manipulate further. Can be used as a slicer or timeline instead.

Pivot Tables/Graphs (cont.) Format in the calculated field, not the home tab. Format in the Design tab Change Data Source vs. Refresh - Refresh will only refresh numbers in the current selection Double click to "drill down" Percentages - Show Values As -> % of Grand Total When in doubt, use the Recommended Tables and Charts feature

Macros What is a macro? Is it safe? Build a macro from scratch .xlsm vs .xlsb vs .xlsx Build a macro from scratch Assign to a button Assign to a shortcut key Assign to Quick Access Toolbar Copy into VBA See the Macro tab in the provided workbook for additional information

Common Shortcut Keys See workbook included for a list of the most common shortcut keys Start practicing a few of the ones you’ll use the most until they’re second nature, then move on to practicing others Create your own

Functions -Absolute and Relative References Basic Cell Reference Absolute Cell Reference Mixed Cell Reference -Function Bar vs. Function Input Box -Evaluate Functions

Comparisons - VLOOKUP Great for extracting specific information from a different table First column in your lookup table needs to be the matching key. VLOOKUP goes from left to right. =VLOOKUP (lookup_value, table_array, col_index_num, [range_lookup])

Comparison - VLOOKUP (cont.) 1st argument is the value you are looking up. 2nd argument is the table in which you are looking up the value. It needs to be absolute references. 3rd argument is the column number for the value you want to extract. 4th argument specifies an exact match (FALSE) or a range (TRUE). Most of the time, this will be FALSE, even though the default is TRUE. For a range lookup (fourth argument is TRUE) - the values need to be sorted.

INDEX/MATCH Great for extracting specific information from a different table, especially When columns will be added to the lookup table, or When the first column in the lookup table is not the matching key INDEX(array, row_num, [column_num]) MATCH(lookup_value, lookup_array, [match_type])

Comparison - VLOOKUP – Common Issues Lookup table was not entered with absolute references Matching Key is not the same format (ex. matching a number to text) Matching Key is not the first column number Wrong column number (especially if columns are later added to table) TRUE vs. FALSE range Duplicate values in lookup table

Fuzzy Lookup Great for creating matches when NO EXACT MATCH exists https://www.microsoft.com/en-us/download/details.aspx?id=15011

Conditional Formatting and Removing Duplicates Key Takeaway: Excel has some very cool built-in features already. If you’re asking, “is there a way to do this in Excel?” the answer is likely yes!

Additional Resources Visualizing Data: http://www.darkhorseanalytics.com/blog/data-looks-better-naked General Resources: Google! www.contextures.com www.exceljet.net https://www.youtube.com/user/ExcelIsFun VBA: http://www.homeandlearn.org/excel_dot_notation.html https://excelmacromastery.com/

Questions?