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

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

3. 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

4. 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)

5. 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

6. 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.

7. 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.

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

9. 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

10. 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)

11. 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
3D Map – Shows tallies on a map. Good for maps by state.

12. 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

13. 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.

14. 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 -

15. 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

16. 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)

17. 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

19. 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.

20. 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.

21. 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

22. 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)

23. More Equations Sum Concatenate vs & Right Left Network Days
Advanced Find -

24. 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%)

25. Equation Video
20 Essential Excel Functions with Downloadable Reference Guide
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: VLOOKUP 13: FIND 15: CONCATENATE 17: TRIM 19: LEN 19: LEFT & RIGHT 20: MID 21: UPPER & LOWER 22: MIN & MAX 22: AND & OR 23: IFERROR 25:26

26. Bulk Editing Find and Replace
Advanced Find -
Edit Formatting on Multiple Sheets

27. Other Importing CSV, LIS and other files into Excel (Text to Columns)
Flash Fill
Scenario Manager (
Goal Finder
People Graph
Track Changes
Advanced Filters
Data Analysis Tools

28. Other video references
Excel Tutorial – Beginner -
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 -
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: VLOOKUP 6:55 9. Flash & Auto Fill 9: Paste Special Values 10: Images in Charts 11: IF Function 12: Insert Screenshot 13: Absolute Cell Reference 14: Show Formulas 15: Text to Columns 16: Conditional Formatting 18: PowerPivot 19: Freeze Panes 20: Ctrl- Arrow Keys 21: D References 21: Forecast Sheet 23: SUMIFS Function 24: IFERROR Function 25: Filled Maps 26:30

29. Other video references
Another 15 Excel 2016 Tips and Tricks -
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: Data Entry Limits 5:13 8. Trend Line in Charts 6:16 9. Ctrl-Tab 7: Split/Combine Names 7: PROPER() Function 9: Mean, Median, Mode 9: PMT() Function 10: COUNTBLANK() Function 12: Date/Time Shortcut 12:47
Top 15 Advanced Excel 2016 Tips and Tricks -
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: Track Changes 12: Advanced Filter 15: Analysis Tools 17: NETWORKDAYS Function 18: Embedding 19: Advanced Select 20:50

30. 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

31. Questions? Thoughts? Other ideas?