1. Elena Lazarevska, City of Boulder
Excel Workshop
February 10, 2017
Elena Lazarevska, City of Boulder

2. Agenda Shortcuts Data Clean up Formulas Vlook-up Pivot Tables
Filters
Blank cells
Filling blanks
Formulas
Vlook-up
Pivot Tables
Excel Questions

3. Shortcuts Ctrl+ Arrows (→,←,↑, ↓) Ctrl+ Shift+Arrows (→,←,↑, ↓)
Move to the edge of the data (right, left, top, bottom)
Ctrl+ Shift+Arrows (→,←,↑, ↓)
Selects the ranges of data
Ctrl+End
Move to last cell in worksheet
Ctrl+Home
Move to first cell in worksheet
Ctrl+Page Down
Move to next worksheet
Ctrl+Page Up
Move to previous worksheet

4. Data Clean-up Filters Clean up blank cells Fill in Blank cells
Text to Number
Sorting Multiple levels
Text to Columns

5. Useful Formulas Concatenate Left & Right functions Trim
Generates a new unique value that can be used in V-lookup and pivot tables
Left & Right functions
Trim
Removes blanks except single space
IF statements: CountIF; SumIF; New Value, Nested IF statements; IF(AND)

6. V-Lookup Vlookup(lookup_value,table_array,col_index_num,range_lookup)
Lookup_value: What does Excel need to find?
Table_array: Where should Excel look?
Col_index_num: Which column contains the value should Excel return?
Range_lookup: Should excel find an exact or approximate match? (Enter False)

7. What are Pivot Tables?
Pivot tables are used to summarize, analyze, and present data.
They are very useful if you are working with large data sets.
They save time in data analysis.

8. Why are Pivot Tables Useful?
Quickly summarize data like finding averages, sums, counts
Calculating percentages
Creating sub-totals by categories
Filtering
Sorting
Generating charts
Generating categories and subcategories
Combine pivot tables with other Excel functions (such as Vlookups) for more powerful data analysis

9. Illustration of a Pivot Table with basic payroll data

10. Before Creating a Pivot Table
Make sure that your spreadsheet is clean:
No blank columns
All columns have a title
Columns are property formatted, especially dates
Consistent formatting in all rows
No hidden blank cells

11. How to Create a Pivot Table
Select your data from the Header
Go to the Insert Tab
Select Pivot Table

12. How to Create a Pivot Table, Cont
Confirm your Data Selection
Select New Worksheet
Click OK

13. Refer to the spreadsheet for example
Pivot Table Example
A list All available data columns in your spreadsheet
Filter Items
Rows/Columns
Calculations
Refer to the spreadsheet for example

14. Pivot Table Example
Values are all Sum, can change to Count or other calculations if appropriate
Format the values display
-Click on the down arrow and select “Value Field Settings”
Refer to the spreadsheet for example

15. refer to spreadsheet for example
Pivot Table Example
Summary by Department,
refer to spreadsheet for example

16. Formatting the Display
Pivot Table Example
Formatting the Display

17. Adding a Calculated Field
Pivot Table Example,
Adding a Calculated Field
1. Go to Analyze Tab (appears after you click inside the pivot table)
2. Go to Fields, Items & Set
3. Enter the Formula
In this case, we are entering a formula for remaining budget
4. Click OK

18. Adding a Calculated Field, cont.
Pivot Table Example,
Adding a Calculated Field, cont.
1. Go to Analyze Tab (appears after you click inside the pivot table)
2. Go to Fields, Items & Set
3. Enter the Formula
In this case, we are entering a formula % Spent
4. Click OK

19. Pivot Table-Using Columns
Invoices by month
You can view the daily detail by clicking on the “+” next to the month

20. Right click and select “Group”
Pivot Table-Grouping Items
Select the objects
Right click and select “Group”
Collapse the Group
Rename the Group

21. Elena Lazarevska
(303)