RMACRAO 2019 Holly Teal Registrar Colorado Mesa University Excel Tips and Tools RMACRAO 2019 Holly Teal Registrar Colorado Mesa University

goal Review and add Excel tools and shortcuts that will help create quick summaries or find data of interest quickly

Agenda Basic steps to data analysis Excel basic navigation & terminology Charts Find and summarize based on desired criteria – sort, filter, conditional formatting, pivot tables, pivot charts, slicers, timeline, etc. Equations Editing and Bulk Formatting Excel Sheet to Share Other Topics

Step 1 - Get the data Option 1: Get the data and copy it into Excel Worksheet Data pull from ERP software – Banner Job Submission SQL Query Data pull from report software – Cognos/Argos Data pull from other data tables – DegreeWorks SQL Database Query 25Live/Ad Adstra Excel Report Data from institutional research Other data sources Option 2: Import direct to Excel (advanced topic - not covered in this presentation)

Step 2 – Is it good data? Time is valuable – Think about the data before spending time manipulating it. Does it capture your intended target? Do the values make sense? Clean up data The top cell should be a title, data should be entered downward so everything in the column fits the title on the top. Fix/clean the data as needed

Cleaning dataset examples If manual data entry are there spelling errors in data Turn on filter, then look at the values in the filters. If there are errors, use find and replace to fix errors. Extra spaces in text (leading, trailing, and extra spaces between words) =TRIM(cell) Delete all unneeded formatting Highlight range. On Home tab use Clear then All formatting Remove duplicates if needed Data tab then Remove Duplicates Adjust data in a column to desired values One Home tab use find & replace, Spell check Found in Review tab Convert a column of numbers from text to number format Insert column, multiply text value by 1(=cell*1), copy formula down column. Then copy column and paste as values in original cells. Delete added column. Change text to Lower/Upper/Proper Case to make it all consistent =lower(cell), =upper(cell), =proper(cell) Copy formula down column.

Step 3 – Analyze Simply Summarized Data Exists – Chart or Table Summary Simple column of data – Simple formulas. Chart or Table Summary.. Large Data Sets – Much more in-depth summaries possible. Only concentrate on one or two columns at a time to make analysis simpler.

Excel Basics - Terminology and navigation Workbook Top menu bar Ribbon (tabs) Cell bar Worksheet Bottom bar

Basic cell and worksheet Functions Auto-setting the width In column header, section, then hover over the divider just after the column when the ↔ symbol appears double click (same for row except ↕ symbol appears.) Tip: To set all rows and columns at once – Click top corner then the autowidth tool Cell Functions – Right click on a cell to see the list of options Tip: If the data set is a table (Ctrl T), then different options appear. Worksheets – Right click on the worksheet to see the list of options Tip: When you get a data set, copy the data to a new worksheet and work off the copy

EDITING SHORTCUTS Editing shortcuts Undo/Redo Ctrl x (Cut) Ctrl c (Copy) Ctrl v (Paste) Alt E S V Enter (Paste as values) Undo/Redo Undo the last action (Ctrl z) Redo the last action (Ctrl y)

charts How to find and select charts Examples of making charts Pivot Charts PIVOT CHARTS OTHER CHARTS WITH VIDEO LINKS People Chart – Shows people or other symbol instead of bars https://youtu.be/PU8ACyYxJBk?t=677 3D Map – Shows tallies on a map. Good for maps by state.

Sorting IMPORTANT –Make sure you highlight the whole set of data you want to sort. Option 1 – On the data tab, you can choose a simple sort (A to Z) Option 2 – On the data tab use the Sort option, add prioritized sort criteria. Note: toggle the My data has headers on and off as needed

Filtering Add drop downs on your data set to filter by one or more column criteria Either go to the Data tab then Filter (Ctrl Shift L) to turn on and off filtering Once you have filtered, you can simply highlight the sheet and copy the filtered data to another sheet if you don’t need all the data.

PC Keyboard shortcuts for NAVIGATION AND COLUMN/ROW Quick navigation in a large set of data Click in a cell then Ctrl arrow (↓ → ↑ ←) Select row Click on row header or use Shift space Select column Click on column header or use Ctrl space Select range Use the mouse or click on starting cell and Ctrl Shift arrow (↓ → ↑ ←) Select worksheet data range Click a cell in your worksheet data hit Ctrl A Tip: You can bulk fix a range by highlighting the area then choose the feature you want to change or text by using find/replace. Inserting row or column Select rows or columns, then Ctrl + Moving a row or column Select rows or columns, then Ctrl -

Conditional Formatting This feature finds the desired criteria and highlights it as needed. Found on the home tab ribbon Examples: Specific values Greater/less than a value Starts with Don’t be afraid to create your own new rules

Table vs Range of data Range of data Table of data Great for simple data entry and simple analysis Table of data If rows or columns added, then keeps format Adds column titles If doing pivot table and added rows, will pick up new rows with refresh Allows slicers and timeline (if dated data)

Basic pivot tables Table versus a range - Make a range of data into a Table (Ctrl T) Great to get quick summaries for a long list. One of the most underused options to get data quickly. Think about one thing you want to summarize. And are counting, adding, or averaging? Basic Pivot Table Rules – Either make the range a table (Ctrl T) or Every column must have a title No Empty Rows No Empty Columns

Pivot Tables Tips Don’t drop and drag too many things. Be sure look for adjust to “count” or “sum” … Use the Pivot Table Filters to narrow down as needed. If you are copying the data, be sure to paste as values.

Pivot Chart Very powerful when a pivot table is done first. Getting a chart is one click away. Works exactly like the charts tab, except click on PivotTable Tools, click Pivot Chart. Only challenge is to remove the gray field boxes. Right click on one and hide them all.

Intermediate pivot tables Adding Slicers or Timelines Grouping Data Changing from sum to average Adding a percent of column Summary with rows and columns Summary with multiple rows and columns

Equations How to enter equations Commonly used equations =countif(range, item of interest) =countifs(item1, range1, item2, range2,…) =vlookup(item of interest, from data range, column#, 0)

More Equations Sum Concatenate vs & Right Left Network Days Advanced Find - https://youtu.be/PU8ACyYxJBk?t=1250

Statistical Formulas Great for quick summaries. The formulas tab lists all the options Or type the formula – most used formulas for daily use =sum(use the mouse to highlight cell range) =average(cell range) =median(cell range) =min(cell range) =max(cell range) =percentile(cell range, 25%) =percentile(cell range, 75%)

Equation Video 20 Essential Excel Functions with Downloadable Reference Guide https://youtu.be/8P4-jOoYBjo Contents 1. SUM 1:00 2. AVERAGE 2:03 3. ROUND 2:46 4. IF 3:56 5. COUNTIF 5:19 6. SUMIF 7:08 7. RANK 8:47 8. TODAY 10:58 9. DATE 12:15 10. VLOOKUP 13:24 11. FIND 15:24 12. CONCATENATE 17:48 13. TRIM 19:13 14. LEN 19:43 15. LEFT & RIGHT 20:20 16. MID 21:00 17. UPPER & LOWER 22:02 18. MIN & MAX 22:43 19. AND & OR 23:50 20. IFERROR 25:26

Bulk Editing Find and Replace Advanced Find - https://youtu.be/PU8ACyYxJBk?t=1250 Edit Formatting on Multiple Sheets

Other Importing CSV, LIS and other files into Excel (Text to Columns) Flash Fill Scenario Manager (https://youtu.be/PU8ACyYxJBk?t=262) Goal Finder People Graph Track Changes Advanced Filters Data Analysis Tools

Other video references Excel Tutorial – Beginner - https://youtu.be/WxUQLHJn77Q 1-Opening Excel 1:34 2-Screen Layout 1:49 3-Entering Data 2:53 4-Formatting & Appearance 7:05 5-Formulas 8:52 6-Charts & Graphs 12:02 7-Saving & Printing 13:44 Top 25 Excel 2016 Tips and Tricks - https://youtu.be/EdnAeqxqdzM 1. Quick Analysis Tool 0:47 2. Filter 1:44 3. Drop-Down List 2:25 4. AutoFit Column Width 3:12 5. Transpose 3:47 6. Remove Duplicates 4:13 7. Goal Seek 5:23 8. VLOOKUP 6:55 9. Flash & Auto Fill 9:06 10. Paste Special Values 10:47 11. Images in Charts 11:50 12. IF Function 12:28 13. Insert Screenshot 13:40 14. Absolute Cell Reference 14:15 15. Show Formulas 15:54 16. Text to Columns 16:57 17. Conditional Formatting 18:11 18. PowerPivot 19:36 19. Freeze Panes 20:46 20. Ctrl- Arrow Keys 21:40 21. 3D References 21:58 22. Forecast Sheet 23:43 23. SUMIFS Function 24:16 24. IFERROR Function 25:38 25. Filled Maps 26:30

Other video references Another 15 Excel 2016 Tips and Tricks - https://youtu.be/L9SKTj2gevA 1. Move Columns/Rows 0:44 2. Name a Range 1:16 3. Status Bar Totals 2:15 4. Insert Multiple Lines 2:54 5. F4 Absolut Reference 3:35 6. Difference Between Lists 4:20 7. Data Entry Limits 5:13 8. Trend Line in Charts 6:16 9. Ctrl-Tab 7:02 10. Split/Combine Names 7:21 11. PROPER() Function 9:27 12. Mean, Median, Mode 9:52 13. PMT() Function 10:49 14. COUNTBLANK() Function 12:23 15. Date/Time Shortcut 12:47 Top 15 Advanced Excel 2016 Tips and Tricks - https://youtu.be/PU8ACyYxJBk 1. Advanced Transpose 0:39 2. Calendar Picker 1:38 3. Slicers 3:05 4. Scenario Manager 4:22 5. CONVERT Function 7:09 6. Convert Currency Live 8:03 7. Hide Cells 10:14 8. Remove Blanks 10:48 9. People Graph 11:17 10. Track Changes 12:40 11. Advanced Filter 15:10 12. Analysis Tools 17:52 13. NETWORKDAYS Function 18:51 14. Embedding 19:38 15. Advanced Select 20:50

short Cut Keys https://youtu.be/Xe4U_-o_EWw Add / Remove Excel filter Ctrl Shift L Makes current block a table Ctrl T Format cells in Excel Ctrl 1 Sum column/row Alt = Cut Copy Paste Paste as values Ctrl X Ctrl C Ctrl V Alt E S V Enter Create a new paragraph inside the cell Alt Enter Select data in current region Ctrl A Insert suggested chart on the same sheet Alt F1 Excel Flash fill Shift ↓ then Ctrl E Select entire row Shift Space Select entire column Ctrl Space Insert a new row / column Ctrl + Delete a row / column Ctrl - Hide columns Ctrl 0 Hide rows Ctrl 9 Select visible cells in Excel worksheet Alt ; Insert date Insert time Ctrl ; Ctrl : Select number constants in worksheet F5 Alt S O X https://youtu.be/Xe4U_-o_EWw

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