1. Advanced Excel
Helen Mills
OME-RESA

2. Outline Introduction Removing Formulas Inserting Formulas/Dates
Text to Columns
Conditional Formatting
VLookup
Mail Merge with Microsoft Word
Pivot Tables

3. Introduction
In the last session we learned many essential skills for working in Microsoft Excel. Some things we will be building on are:
-Writing Formulas
-Conditional Formatting
-Pivot Tables
Additionally we will learn how to:
-combined data contained on two different worksheets
-effectively compare data
-write formulas comfortably and easily

4. Removing Formulas Please open Sample Sheet 1 ***
BONUS, Freeze, highlight & bold top row

5. Removing Formulas
Removing formulas can be an essential part of utilizing your data. If you have a formula and then would like to change the data, this can pose a problem until the formulas are cleared out.
In cell C2 we see names, but notice
there is indeed a formula.
To clear this, copy the entire sheet
by selecting between A & 1. Then,
paste by right clicking and choosing “Paste Values”.

6. You can now see that in cell C2, only alphabetical values remain
You can now see that in cell C2, only alphabetical values remain. This will make it much easier to manipulate in the way you would like to. The most simple thing you are able to do now is delete columns A & B. Had we done it before, the concatenation would have disappeared.

7. Inserting
Formulas

8. Inserting Formulas
On our sample sheet, we have the amount of attendance hours in a few different columns. Let’s say we’d like to view them all together. The first thing we will need to do is right click on column N to “Insert Column.” Let’s title this column “Total Attendance Hours”.
We will be writing a SUM formula. Here is the syntax:
=SUM(Value 1:Value3)
=SUM(Value1+Value2+Value3)
Once you type =SUM( you can start clicking on the values you’d like to add. Let’s insert the formula into cell N2.

9. Once you are satisfied with your formula, hit Enter to view the result.
We can now fill this formula all the way down to easily verify the students with 0 hours of attendance

10. Formulas with Dates
In Column E we have student birthdays. Let’s calculate the students’ age a few different ways. First, right click on column F and insert a new column. Let’s title this column “Age as of NOW”. You must also right click on the column and format it as a number.
Calculating Age as of today:
=DATEDIF(E2, NOW(), “Y”)
Type in this formula and then hit enter to see the age populate.

11. Formulas with Dates
Let’s say we’d like to see how old these students will be on September 1st, First, let’s add 2 new columns by selecting columns F&G and right clicking to “insert.” Let’s title Column F “Date” and Column G “Age as of Date”. Format column G to be numbers. In cell F2, type in 9/1/2017 and fill this down to the entire column. Type in the following formula:
=INT((F2-E2)/365)
And hit enter to see the age populate.

12. More Formulas
There are many formulas you can use in excel. Some of the most common are:
SUM- calculates the sum of specified cells.
=SUM(number1,number2) adds listed cells together OR
=SUM(number1:number5) adds a range of cells
using the comma will add all cells listed together, using a colon will add all cells between the two you have listed.
Subtraction =A1-B1
Multiplication =A1*B1
Division =A1/B1
Exponents =A1^5

13. Text to
Columns

14. Text to Columns
Text to columns is a feature within excel that can split a column the way you would like to see it. For example, let’s say we are performing an upload and the birth month, date, and year must all be in separate columns.
The birth date lies in column E. The first thing we must do is add 3 new columns for our split data to go. Highlight columns F-H and right click and select “Insert.” Next, Select column E and under Data, select “Text to Columns.”

15. Text to Columns Cont’d
The text to columns wizard will pop up. The first prompt we see asks if we are splitting the text delimited (using a character) or fixed width (a certain position within the column). For the example we are using delimited. Click “Next.”

16. Text to Columns Cont’d
Step 2 is to choose the delimiter. The backslash is not an option in the list, so we will check the “other” box and type a backslash in the box. Then click “Next.”

17. Text to Columns Cont’d
The last prompt is a preview and it asks how you would like the output to be formatted. The default setting is “General,” but we want to select “Text”. Next Click “Finish.”

18. We now have the components of the birth dates in separate columns
We now have the components of the birth dates in separate columns! You can name the columns “Birth Month” “Birth date” and “Birth Year”. You can delete column H because that is extra.

19. Conditional Formatting

20. Conditional Formatting
In the last session we learned a little bit about conditional formatting. In this session, we will build on this knowledge. In column M we have “Building Grade” and in column N we have “BuildingGradeNextYear.” We would like to highlight the students who are being retained, or whose values in these columns are equal.
First, select the columns we are formatting. In this case it is M and N.

21. Conditional Formatting Cont’d
With the two columns selected, on the home tab select “Conditional formatting” > Highlight Cells Rules > More Rules

22. Conditional Formatting Cont’d
From the list of options, chose the last one “Use a formula to determine which cells to format.”
The formula that tells excel to highlight cells if the two are equal is
=$M1=$N1
Type this into the formula bar in the wizard. You must also select “Format” and chose a format. Select OK to apply to formatting.

23. Conditional Formatting Cont’d
You can now easily see the students’ whose grade level this year is equal to their grade level next year.

24. Conditional Formatting Cont’d
We can also use conditional formatting to highlight cells that are not equal to one another. We do the exact same steps we just did, except in the formula bar we would type
=$M1<>$N1

25. Please open Sample Sheet 2, but remain on sample sheet 1
VLOOKUP
Please open Sample Sheet 2, but remain on sample sheet 1

26. VLOOKUP
Now that we know who our students that are being retained are, let’s sort our sheet to bring these to the top. Select the entire sheet > Sort & Filter > Custom Sort > make sure “My data has headers” is selected > Sort By “Building Grade” > then Sort On “Cell Color” > Blue on top

27. VLOOKUP
Now we have our retentions at the top of the list. Let’s insert a new sheet, so we can keep this data separate from the others. Select rows 1-6 on Sample Sheet 1 and “copy”. Then move to “sheet 1” and “Paste”.
You can also delete rows E-L & then G-L; we do not need this information for this example.

28. VLOOKUP
We are going to use this list to generate the students’ addresses so that we can send the parents a letter notifying them of their child being retained. In order to add the Parents’ Names & Addresses to the list of students, we will be performing a V-LOOKUP. The first step in this process is to sort the sheet by Student Number. Then, you must also sort sample sheet 2 by student number.
Add in the following columns on Sheet 1 :
Street, City, State, Zip, Parent First Name, Parent Last Name

29. VLOOKUP
Start in Cell G2 on sheet 1. This is where we would like the street address from Sample Sheet 2 to appear.
Step 1: Select Insert Function button.
Step 2: Chose VLOOKUP from the list, select OK

30. VLOOKUP
Step 3: In the Lookup Value, we want a unique identifier. This will be the student number. Type or select D2
Step 4: for the table array, we must specify where what we are looking for lies. We are looking for the street address, and that is located on the other sheet. Click inside the “Table Array” box, and then navigate to Sample Sheet 2 and then highlight columns C & D.

31. VLOOKUP
Step 5: For the column index number, we must specify where the data we want returned lies in the selection we just specified. In this example Column C is 1, and column D is 2. Since we are looking for the city and that is in column number 2, we will put a 2 in this box.

32. VLOOKUP
Step 6: The range lookup is always false. Type false in the range lookup field.
Step 7: If the data in the preview appears to be what you want, click ok.

33. VLOOKUP
Step 8: Fill the formula down to get all of the street addresses.
Now we will practice and fill the rest of the values from our other sheet.

34. VLOOKUP Continued This is what we want our sheet to look like:
Save the sheet in an easy to locate place.

35. Please open Sample Form Letter
Mail Merge
Please open Sample Form Letter

36. Mail Merge
One wonderful function of the office applications is that they can work together. So, now that we have the list of retentions and applicable information, we can use the spreadsheet to generate the information in the form letter. In Microsoft Word, navigate to Mailings > Start Mail Merge > Step by Step Mail Merge Wizard.

37. Mail Merge
On the right hand side you will see the mail merge wizard. Set the document type as “Letters” and then select Next.

38. Mail Merge
Next you will select the document you want to merge, which is the current document.
Click Next: Select Recipients

39. Mail Merge
Next you will select the list that we are merging with. Chose “Use an Existing List” then Browse to locate the sheet. Once you have it selected choose “Next: Write your letter”

40. Mail Merge
Our letter is already written, so all we must do now is correlate the fields on the letter to the fields on our list. I am starting by highlighting the “Recipient Name” and selecting “More Items” then choosing Parent First Name and Parent Last Name.

41. Mail Merge
Repeat this process for all fields on the letter. Once you are satisfied, chose “Next:Preview your letters”
If you are satisfied with the preview, select “Complete Merge”. You can chose to print or edit.

42. Please open Sample Sheet 3
Pivot Tables
Please open Sample Sheet 3

43. Pivot Tables
We explored pivot tables very briefly in the last session. In this session we will expand on that knowledge. Pivot tables are a great way to take sheets of data and summarize them in a completely customizeable way.
On sample sheet 3 we have a lot of demographic information that we will use Pivot Tables to summarize the data quickly.

44. Pivot Tables
The first pivot table we will create is a summary of Student Ethnicity by Gender.
Select the entire sheet > Insert > Pivot Table
A dialogue box will appear. Click OK.
Drag Ethnicity to Columns, Gender to Rows, and Ethnicity to Values

45. Pivot Tables Cont’d
The next pivot table we will create is a summary of Student Ethnicity by Grade level.
Select the entire sheet > Insert > Pivot Table
A dialogue box will appear. Click OK.
Drag Ethnicity to Columns, Grade Level to Rows, and Ethnicity to Values

46. Pivot Tables Cont’d
The next pivot table we will create is a summary of Student Disability by Grade level.
Select the entire sheet > Insert > Pivot Table
A dialogue box will appear. Click OK.
Drag Disability to Columns, Grade Level to Rows, and Disability to Values