Excel to the Max Gini Courter Annette Marquis TRIAD Consulting

Today’s Session Overview (brief) Understanding conditions Using conditional functions Conditionally formatting data Using names Working with validation Creating templates Recording and editing macros Creating the user interface What’s New in Excel 2003?

Overview Goals: to demonstrate Excel features and discuss reasons you might use them to answer your questions to learn how you use Excel to give you new skills and materials to share your skills with colleagues to have a nice morning together

Structure Questions –Content and clarifying questions as they occur –Other questions at two points: before first break and before end of session –Use microphone so others can hear Logistics –Breaks, etc. –Cell phones and pagers

Condition a fork in the road a rule a decision point the test used to determine which of 2 possible actions should be taken I Just Stopped In…To See What Condition My Condition Was In

Examples of Decisions Pay time-and-a-half for hours over 40 Variable or product line-based commissions List of employees who haven’t turned in X Every third row in a list

Conditions – A Core Technology IF function SUMIF, COUNTIF functions Conditional formatting Any decision structure in VBA macros

Using IF Syntax: =IF(test,if_true,if_false) If no action for if_false, FALSE will appear in cell Use “” or 0 to suppress FALSE

Using SUMIF, COUNTIF SUMIF =SUMIF(range, criteria, sum_range) COUNTIF =COUNTIF(range, criteria) To average, use SUMIF/COUNTIF

Conditional Formatting Based on: –Cell contents – formats one cell –Formula – format a cell or range based on the value of Another cell A calculation Formulas must refer to a cell or range in the current workbook –Named ranges are the exception

Other Cool Functions ISBLANKISNAISERROR

Ask For It By Name Names can refer to: –A cell –A range of cells –A range of cells that span sheets in a book –A formula –A constant Name creation methods –Enter in name box –Insert > Name > Define –Insert > Names > Create

Quick and Dirty Drop Downs Pick from List Validation –Data > Validation –Must refer to a range on this sheet Named ranges in current workbook are an exception: =name

Creating Templates Template issues –Protection –Ease of use –Validation and feedback

Creating Macros Methods: –Record using the Macro Recorder –Edit or enter using the Visual Basic IDE Types: –Global – in personal macro workbook –Local – in workbook where macro is used –“Remote” – in another workbook, called from VB code

User Interface for Macros Global –Menu –Standard or Formatting toolbar Local –Command buttons in worksheet –Toolbar displayed with VB code

What’s New in Excel 2003 List functionality XML support Smart documents Document workspaces (SharePoint) Compare workbooks IRM (information rights management)

Optional Topics Pivot tables Camera