1. Excel Training FGFOA Annual Conference – January 16, 2019
Kyle Sutton, CPA/CFE

2. 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

3. 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.

4. 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”

5. 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.

6. 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

7. 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

8. 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

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

10. 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])

11. 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.

12. 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])

13. 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

14. Fuzzy Lookup Great for creating matches when NO EXACT MATCH exists

15. 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!

16. Additional Resources
Visualizing Data: General Resources: Google! VBA:

17. Questions?