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Excel Tips and Tricks Jon Paul Progressive System Solutions, Inc. 847-295-7179 [email protected] (Note- this was produced in 1997 for the 97 version of Excel) How Cold Was It? So cold I know someone who slept with 16 sheets on their bed! Just Open 1 Sheet! Select Tools from Menu Bar

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Excel tips and tricks l.jpg

Excel Tips and Tricks

Jon Paul

Progressive System Solutions, Inc.

847-295-7179 [email protected]

(Note- this was produced in 1997 for the 97 version of Excel)

How cold was it l.jpg
How Cold Was It?

So cold I know someone who slept with 16 sheets on their bed!

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Just Open 1 Sheet!

  • Select Tools from Menu Bar

  • Select Options

  • Select General

  • Sheets in new workbook- change to 1

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Moving Between Worksheets

  • Find arrow buttons in lower left hand side of screen

  • Right mouse click on far right arrow button

  • You now get list of sheets

  • If large number of sheets, select more sheets on the bottom

  • Scroll down to find the sheet you want

  • Click OK- away you go!

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Moving or Copying a Worksheet

  • Right mouse click on worksheet name

  • Select move or copy

  • Choose a workbook you want to send it to

    • selects current workbook by default

  • Select where in the workbook you want it

  • Check Create a copy if you want to copy it

    • Otherwise you could be moving and not be expecting it!

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Inserting or Deleting a Worksheet

  • Right mouse click on any worksheet name in your workbook

  • Select Insert

  • Double click on Worksheet to add a blank worksheet to your workbook

  • Can use same technique to add chart

  • Deleting- follow same steps only select Delete rather than Insert- be careful!

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Driving With Half a Windshield

  • Give yourself a full view of your worksheet

  • One way to show the whole width- find Zoom box- on toolbar and shrink percentage

  • Even better way-

    • highlight every column in your worksheet

    • go to Zoom box on toolbar

    • choose Selection

    • will automatically resize worksheet for you

  • Just changes size of view, not column size

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Your Car Has More Than One Window- So Can Your Worksheet

  • Window menu- select New Window

  • Gives you a second view of your current workbook

  • Second window is not sized

  • If going back to one window, make sure you are closing out the second

  • Windows will be identified by :1 or :2

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Do You Leave Your Doors Unlocked?


But How About Your Spreadsheets

Is Your Neighborhood Safe?

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Protect Your Work!

  • Protecting a Worksheet

    • First unlock cells you don’t want to protect- such as input cells

    • Then from Tools menu, select Protect Worksheet

    • Decide if you want Password protection- not needed if just protecting against input errors

    • Remember your password, or your work goes to spreadsheet heaven

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Add the Club to Your Workbook

  • Protect Your Whole Workbook

    • In Tools menu, select Protection

    • Then select Protect WorkBook

    • Decide if you want password protection

    • Structure- prevents modifying structure

    • Windows- prevents opening, closing windows

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You “Auto” Save This One!

  • Ever have your computer crash

  • Ever turned off your computer too quickly


  • You forgot to save your file!

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Your Insurance- AutoSave

  • To enable AutoSave

    • Go to the Tools menu

    • Select Add-ins

    • The Add-in dialog box appears

    • Check AutoSave and click on OK

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AutoSave Options

  • AutoSave is now in your Tools menu

  • Go to Tools and select AutoSave

  • The AutoSave dialog appears

  • Select your choices

    • save automatically or prompt you

    • how often to save

    • open workbook or all workbooks

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Painting Your House With a Small Paintbrush?

  • Excel’s Paintbrush- like a power sprayer

  • Select range of cells with format you like

  • Click on the Paintbrush button

  • Click the cells you want to reformat

  • When you release, cells are reformatted

  • If you double click on Paintbrush button, you can select non adjacient cells

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Wrap That Text!

  • Put long strings of text together neatly in your columns without having to:

    • Run over to the next column

    • Make your column super wide

  • Select the cell or range (such as column)

  • Go to Format menu and select Cells

  • Go to Alignment Tab

  • Click in Wrap Text box

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Does Your Data Make ‘Cents’?

Does anyone have $0.50 that I can borrow for the pop machine?

No, but I might have 50 cents.

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Custom Formats- Adding Cents

  • Select a cell you want to format

  • From the Format menu select Cells

  • Choose Number and then Custom

  • Select a format for the number portion

  • Go to the type box and the right hand side

    • For the cent symbol, hold Alt key and type 0162- you see cent symbol on the screen

    • For the cent name, type a space and cents

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Make Your Lawyer Happy!

  • Copyright-

    • type ( c ) and enter

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Your Lawyer Is Getting Happier!

  • Supersript

    • type SM

    • highlight SM in formula bar

    • select format

    • check Superscript

    • cut down size of font

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Now Your Lawyer Wants You to Train Their Staff!

  • Trademark- much easier

    • type ( t m ) and enter

    • no spaces inbetween

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Come Together- Merging Text

  • Concatenate- easier to use than pronounce

  • Select cell where you want merged text

  • Click on formula bar or select Insert menu and then Function

  • In the Function dialog, choose Text on the left side and Concatenate on the right

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Concatenating Tips

  • Remember to include blank spaces inbetween items

  • Can refer to cells or put in text, but not at same time

  • Can copy concatenation formulas

  • Can use text and number results

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It’s Time to Concatenate

  • Save retyping the same thing

  • Allow for automatic updates

  • Copying text where only part of the text is the same

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If Only the Cubs Could Replace Their Lineup This Quick!

  • Find & Replace

  • Select Edit menu, then choose Replace

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Replace Only What You Want To

  • Highlight what you want to change

  • Select Edit menu, then choose Replace

  • Enter what you want to find and what you want to replace it with

  • Decide if you want to match case or entire cell

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Replacing- Finishing Steps- Selective Replacement

  • Choose option button to the right

  • Find Next- when you only want to replace in certain cases- you control the replacing

  • Replace- to go ahead and replace after you have found a cell you want

  • Click Find Next to find the next case

  • Click Replace for only those you want

  • Click OK when done

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Replacing- Finishing Steps- Automatic Process

  • Use when you are sure you want to replace every instance in the area you selected

  • Activate by choosing Replace All button in right side of dialog box

  • Replaces everything in the area you choose

    • cell, cell block, worksheet, workbook

  • If you overdid it, go to the Edit menu and select undo (or click Ctrl + Z)

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Replacing- Some Ways to Use

  • When something new is in the air!

  • Copying workbook, worksheet or formulas and using elsewhere

  • Changing links, text or formulas

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Help- I Can’t Get This Unstuck!

Are you using Superglue when regular Elmers will do?

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Pick Your ‘Glue’Use the Paste Special Button

  • To begin, same step as full blown copy

    • Highlight area you want to copy

    • Go to area you want to paste to

  • Then select paste special one of two ways

    • Right mouse click or

    • Pull down from edit menu

  • Choose the Paste Special Option

  • Click on OK

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Paste Special Options

  • Formulas

  • Values

  • Formats

  • All Except Borders

  • Transpose

  • Arithmetic Operation

  • Paste Link

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They Have It In Rows, But I Want It In Columns- Transposing

  • Changing from rows to columns

  • Changing from columns to rows

  • When to use

    • Change layout on new sheet

    • Pull in information from a different layout (like he has it in columns and I want it in rows!)

    • Converting to database format

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I Value Your Information-Paste Special- Value Option

  • You want to capture the value, but:

    • don’t need the formula

    • can’t use the formula because it won’t work in the new spot

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I Like Your Layout-Paste Special- Format Option

  • You have a layout you want to copy, but don’t need the formulas or values

  • Particularly good if dealing with a whole block of cells

  • Consider the paintbrush button as another way to do this

  • Can do with another paste special option

    • first do the other option, then do format

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I Like Your Formula- But Where Did You Get That Layout?

  • Use the Paste Special- Formula option to just copy the formula

  • Can then format any way you like

  • Great to use when you already have your format set up in your destination and don’t want to override it

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I Like Your Formula- But Don’t Box Me In!

  • Paste Special- All Except Borders

  • Pastes formulas and formats except for the borders

  • Use where you like the formula and formats but have a different setup for borders

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Changing Data- We Won’t Tell Your Boss How Easy It Is

  • Paste Special- Operation option

  • Fast way to change data automatically

  • Add, subtract, multiply or divide

  • Usually use with the value option in Paste Special

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How to Operate

  • Put change in separate inactive cell

    • such as 1.10 to multiply by 10%

  • Copy that inactive cell

  • Go to where you want to make changes

    • this could be a whole range of cells

  • Select paste special and the operation

    • such as value and multiply

  • Click on OK to finish

  • Go back and erase the inactive cell

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How Many Kids Do You Have?

We have an average size family

2.3 kids

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Get A ‘Round’ to This

  • Round functions for more meaningful numbers

    • 2 or 3 kids, not 2.3 kids

  • Changes to whole number so next calculation also makes sense

    • at 10,000 per kid, cost is 20,000 or 30,000

  • Round, Roundup or Rounddown

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Round to Your Size

  • Round- rounds up (5-9) or down (0-4), depending on the digits being rounded

  • Roundup- rounds up, away from zero

  • Rounddown- rounds down, closer to zero

  • How to do:

    • = Round(calculation, decimal places)

    • decimal places can be negative number

    • substitute Roundup or Rounddown if wanted

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How Do You Eat at a Buffet?

Do You Take Everything They Offer You?

Rumor Has It That I Do!

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You Wouldn’t Build a House Without These

  • Ceiling-

    • Round up to a nearest multiple (such as 10, 25)

  • Floor-

    • Same thing, only now you round down to a nearest multiple

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You Don’t Have to Sum Everything Either

  • SUMIF function- choose just what you want to sum

  • Enter your criteria

  • Click on the cell where you want the sum

  • Pull down the Function dialog box

  • =SUMIF(Criteria Range,Criteria,Value Range)

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More on SUMIF

  • Criteria Range- list describing what you want to sum-

    • such as rate plan chosen

  • Criteria- which item from the list do you want to sum

    • such as which rate plan

  • Value Range- range which holds the values you want to sum

    • such as monthly bills by rate plan

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Okay- How Many Did You Take?

  • COUNTIF- like SUMIF, but instead gives you a count

  • Not adding any values, so you only need the Criteria Range and the Criteria

  • =COUNTIF(Criteria Range, Criteria)

  • = COUNTIF(A2:A20,Basic Rate Plan)

    • counts number of times in A2:A20 that people chose the Basic Rate Plan

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How Much or How Little?


    • =MAX(Range)

    • gives highest value in a range


    • =MIN(Range)

    • gives lowest value in a range

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Who’s Number Two?-You Might Care

  • Get LARGE or SMALL

  • =LARGE(Range,2)

    • shows who is 2nd largest in the Range

  • =SMALL(Range,3)

    • shows who is 3rd smallest in the Range

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We Even Like Average Things

  • AVERAGE(Range)

    • =AVERAGE(A1:A20) gives average in A1-A20

    • Excludes blank cells; includes zeros

  • MEDIAN(Range)

    • Gives middle-most value in a range

  • MODE(Range)

    • Gives value that shows most often

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Going Around in Circles?

  • The dreaded Circ message

  • Shows on bottom of screen

  • Keeps you from recalculating

  • Happens when two formulas refer to each other

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Break out of the ‘Circ’

  • Find where the Circ is

    • If it just says Circ, it is in some other worksheet

    • If it says Circ F34 for example, you are there

    • go to the cell it mentions

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Fixing the Circ- Next

  • Find the link

    • use the auditing function if needed

  • Check for cross referrals

    • such as a=b and b=a

  • Remember your last move before the Circ

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The Circ Still Won’t Go Away!orI Have Grown a Whole Colony!

  • How old is your backup of the file?

  • Change one formula at a time to values

    • when the Circ message goes away, that is the formula you need to fix

  • Delete sheets, columns or rows

    • when the Circ message goes away, that is the formula you need to fix

  • Restore the copy and fix at that point

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Make an Auditor Work for You!

  • Select tools from the menu bar

  • Pull down to auditing

  • Select the direction you want to go

    • dependents- where this cell links to

    • precedents- what links into this cell

  • Click on the arrow to go to that link

  • When done, go back to the auditing menu to remove the arrows

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Other Auditing Tools

  • Display formulas instead of values

    • Tools menu- select Options

    • Choose View tab

    • Select formulas in Windows options

  • Display information box for a cell

    • Tools menu- select Options

    • Choose View tab

    • Select Information Box in display options

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Weighted Averages in One Calculation

  • Use the sum function

  • Sum the first group, but dotn’t close yet

  • Multiply times the second group

  • Enter the closing parenthesis, but don’t enter yet

  • To enter the formula:

    • Ctrl + Shift + Enter (all together)

  • You will see brackets around the sum

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Weighted Average Example

  • = sum(c4:c15*d4:d15)

  • to enter formula hit Ctrl + Shift + Enter

  • now looks like = sum{(c4:c15*d4:d15)}

  • if you just hit enter, you will get a Value? error message

  • to fix, click on the formula in the formula bar and hit Ctrl + Shift + Enter

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What’s Your Name?

Hi A3, I’m C4

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What to Name

  • Columns

  • Rows

  • Ranges

  • Worksheets

  • Charts

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Why Use Names?Because It’s Easier To:

  • Remember names than references

  • Write formulas

  • Check and debug formulas

  • Copy formulas

  • Make links

  • Protect against broken links

  • Do search and replace

  • Update as needed

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Which Formula Is Easier to Check?

  • A3 - A5

  • Sales - Costs

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How to Add Names- Name Box

  • Using the Name box- left of Formula bar

    • highlight the cell or range you want to name

    • click in the box and enter the name (no spaces)

    • hit enter (otherwise name does not get saved)

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Adding Names- With Menu Bar

  • Using the Menu- individually define

    • highlight the cell or range you want to name

    • in Insert menu, select Names

    • select Define Names

    • give it a name and click OK

  • Using the Menu- group define

    • highlight the range you want to name

    • in Insert menu, select Names and Create Names

    • select rows and/or columns and click OK

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Use Names to Add Constants

  • Example: WeekendFee = 9.95

  • Suppose you have a value you will use over and over again in a workbook

  • Use names to set up that constant

  • Makes sure you always use the same value

  • If needs to be changed, can do all at once

  • To set up constant, have to use Names menu

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Referring to Names in Formulas

  • Go to cell and hit = or + to start formula

  • From Insert menu, choose Names and Paste

  • Select the Name and click OK

  • Can also select name by going to Name Box

  • Click on down arrow to pull up Name list

  • Select the Name and Enter

  • A third way- type in Name manually

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Multiple Names in Formulas

  • You can have multiple names in formulas

  • To put in additional name:

    • Put in first name

    • Add the next part of your formula

    • Put in second name

    • Continue as needed

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Show List of Names

  • You can paste a list of all names to a sheet

  • Insert new worksheet and call it Names

  • From Insert menu choose Names and Paste

  • From dialog box select Paste List

  • Expand size of column as needed

  • Note- new Names not automatically added

    • Do paste link again as needed

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Let’s Link Up

  • Paste Special- Paste Link Option

  • Use when you want to have an automatic link to the original cell

  • Only works with pasting all or pasting all except borders

  • Great for starting at source and copying to the destination

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More Than One Way to Link

  • Can also link starting from the destination cell:

    • Click on the destination cell

    • Enter “+” or “=“

    • Go to the source of the information

    • Hit enter to complete the link

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Can You Name Another Link

  • Have you set up Names?

  • If so, you have an even better way to link

  • Get on the destination cell

  • Go to the Insert menu and select Names

  • Choose Paste option and select the Name

  • You now have a link to a Name range

  • Link needs to be in same relative position

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Is Your Fence In Good Shape?-Check Your Links

  • In Edit menu, select Links

    • If Links is greyed out, you have no links

  • Can change source to different workbook

  • Open source if you want to check it out

  • If Update Source highlighted, may need to click on Update Now to update

  • If source already open, should automatically update

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Sherlock Holmes Wishes He Was Around For This

  • Solver- find the answer you are looking for

  • Get the right answer right away, rather than having to keep guessing until you get it

  • Solve complex what-ifs very quickly

  • Solver is an add-in- to install:

    • In Tools menu, select Add-ins

    • In Add-in dialog, click on Solver and then OK

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Solver Steps

  • In Tools menu, select Solver

    • if Solver is not a choice, you need to add it in

  • Target cell- where your target to solve is

  • Equal to- specify value (or min or max)

  • By changing cells- cells you want to change to get target to desired value

  • Can add constraints but not needed

  • Click on Solve to let it run

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Solver Result

  • If Solver finds results, you get Solver Results dialog box

    • Get choice to keep choice or restore original

  • Can also save choice as a scenario

  • If there is not a logical choice, Solver will come back and say it could not find one

    • In that case, restore original solution

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Can’t Make Up Your Mind- Then Don’t

With Scenario Manager

You can see it many ways

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Scenario Manager

  • In Tools Menu, select Scenario Manager

  • Choose Add to add a scenario

  • Give scenario a name

  • Enter range of cells you want to change

    • can do by clicking on each cell or range

    • use comma inbetween multiples to separate

  • Next you get dialog box to input values

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Scenario Setup Tips

  • Start with a scenario for the values you have in place- such as Expected

  • Percentages should go in at the decimal or percent value- .05 or 5% rather than 5

  • Can change multiple values in same scenario

  • Can go back and edit later

  • Add scenario toolbar

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Showing Scenarios

  • In Tool menu select Scenario Manager

  • You get the Scenario Manager dialog box

  • Highlight a scenario

  • Click on show to show the scenario

  • Can see results without closing dialog box

  • Even better way- use Scenario Manager toolbox

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Tools Tim Allen Would Love!

  • Go to toolbar area- right click in open section to the right

  • Or in View menu, select Toolbars

  • You get a toolbar menu- go to Customize

  • Select the Utility category

  • Click and hold on scenario box at right

  • Drag to open area in toolbar section

  • You are done- now click Close

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Scenario Summary-Show Your Scenario Results

  • In Tools menu, select Scenarios

  • In Scenario Manager, choose Summary

  • In next dialog box, select Scenario Summary and click OK

  • Your Scenario Summary is done in a separate worksheet

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If I Could Lookup My Remote Control This Easy

  • Do powerful lookups in groups of data

  • Horizontal Lookup

    • Lookup rows of data in column that you select

  • Vertical Lookup

    • Lookup columns of data in row that you select

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Horizontal Lookup

  • Enter lookup value in a cell

  • Go to cell where you want the result

  • Click on formula bar or Insert menu and then Function to pull up Function box

  • Select Hlookup

    • Lookup value- cell where you have the value

    • Table array- range of data you want to lookup

    • Row index number- row number in the range of data you are looking up

    • Whether you want exact or approximate match

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Vertical Lookup

  • Enter lookup value in a cell

  • Go to cell where you want the result

  • Click on formula bar or Insert menu and then Function to pull up Function box

  • Select Vlookup

    • Lookup value- cell where you have the value

    • Table array- range of data you want to lookup

    • Column index number- Column number in the range of data you are looking up

    • Whether you want exact or approximate match

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When to Use Lookups- In Case You Ever Need to Look This Up

  • When the data in the table will change- just change it in the table

  • When your If statements are getting too long

  • When you need a good way to summarize information

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Lookup Pointers

  • Have your data organized in a table

  • Use a range name for the table

  • Row and column numbers don’t change when you copy a lookup formula-

    • you need to edit these manually

  • Make the input cell absolute for copying or set it up as a range name also

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When You Get to a Fork in the Road

Take it!

Your formulas can have forks to!

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If Statements

  • Get different results based on conditions

  • If(condition, value if true, value if false)

  • To do an If statement

    • Go to cell and type =If(

    • Type in condition- such as A1>B1

    • Type in value if condition is true- like +C3

    • Type in value if condition is false- like +C4

    • Type in ) and enter to finish

    • Here is a formula- =If(A1>B1,+C3,+C4)

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Nests- Not Just For Birds

Use nesting to make powerful formulas!

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Nesting- Here’s How

  • Basic If statement

    • =if(b3=c3,+c1,+d1)

  • Nested If statement

    • =if(b3=c3,+c1,if(b3=d3,+d1,+e1))

  • A bigger nest

    • =if(b3=c3,+c1,if(b3=d3,+d1,if(b3=e3,+e1,+f1)))

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Picture This- Building Better Charts

  • Store chart in separate sheet

  • Need to reformat a line?

    • double click on chart, then right mouse click the line, bar, etc. you want to change

  • Need to add or delete a section-

    • double click on the Chart Wizard

    • manually change the reference

  • Can’t find a line you are looking for?

    • hide the source of other lines to isolate this one

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Help- My Chart Is In Mars

  • You have gotten the ugly External Reference is not valid message

    • happens when you delete a section in a worksheet that is still referred to in a chart

  • It is there in the chart, but now just a dot

    • Find the dot and click on it

    • Reference should show in formula bar

    • Delete the reference

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Copying- Part of a Cell

  • Click on the cell

  • Go to the formula bar

  • Highlight the section you want

  • Right mouse click

  • Select copy

  • Go to where you want to paste

  • Select paste

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Copying Part of a Cell- Use When:

  • Copying part of a formula from one cell to another

  • Debugging part of a long formula

    • copy pieces to individual cells to see the results of the various parts of the formula

  • Also can use this in reverse

    • do long formulas in pieces in different cells to test out first

    • then piece together the formula

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Calculating Alternatives One at a Time?

Table that idea!

Instead, use data tables

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Data Table Setup

  • Set up input cells 1 and 2 with sample value

  • Set up result cells with sample calculation

  • Block out rectangle for data table

  • Put formula in upper left corner of rectangle

  • Put input values in left column and top row of rectangle

  • Now ready for finishing steps

  • Format formula cell same color as its background so it doesn’t show

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Data Tables- the Finish

  • Highlight the Data Table range

    • should be rectangle that includes row and column values; start in upper left corner

  • From Data menu, select Tables

  • Enter Row Input cell

  • Enter Column Input cell

  • You are done!

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And You Thought Vegematic Could Slice and Dice!

Slice and Dice Your Data

Make Your Data Dance

Check Out Pivot Tables

Go 3D and Beyond

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Get Your Data Ready

  • Needs to be in a database format

  • Titles in the first row

  • Data in the other rows

  • Can use data imported from other files

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Transfering Data to a Pivot Table

  • From Data menu, select Pivot Table

  • The Pivot Table Wizard appears

  • Choose your source- usually Excel database

  • Select the database range- include titles

  • Next drag field buttons to where you want that data in the pivot table (more on this)

  • Finish- create pivot table name

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Pivot Table Field Buttons Options

  • Page- show data one “page” at at time on the screen- such as one MTA, then another

  • Rows and Columns- just as you think it is

  • Data- the data in the middle

    • remember, best if it is data (this is easy to forget)

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Explore Pivot Table Power!

  • Move your field buttons around- like looking in a cube from a different angle

    • in and out of page view

    • from rows to columns

    • different order of fields

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Other Pivoting Tips

  • When you refresh data you lose formats- consider a macro to restore the formats

  • You can do other things with the data- averages, counts, maximums, minimums

  • Can show same field twice-

    • such as a sum and an average

  • Consider different pivot tables for favorite views

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Calculations- Just For You

  • You can build custom calculations

  • Great for repeat calculations that you will use in different workbooks or worksheets

  • Great for changing a factor (such as commissions) all at once

  • Gets automatically added to the User Defined function list

  • Call up the calculation from the Function Wizard just like built-in Excel functions

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Calculation Function

  • Function Commission2(Revenue)

  • Select Case Revenue

  • Case 0 To 999.99: Commission2 = 0

  • Case 1000# To 2499.99: Commission2 = 0.04

  • Case 2500# To 4999.99: Commission2 = 0.07

  • Case 5000# To 9999.99: Commission2 = 0.1

  • Case 10000# To 19999.99: Commission2 = 0.13

  • Case Is > 19999.99: Commission2 = 0.15

  • End Select

  • End Function

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Elephants Can’t Fly, But Your Printer Can

  • Use macros to automate your page setups and printing

  • Use buttons to set up print routines you can easily go back to

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Printing Macros- Setup

  • In Tools menu, select Record Macro

  • Then select Record New Macro

  • Give macro a name (like Print (and sheet))

    • can’t have space (so Print_Solver is OK)

  • Select options and assign it to the menu if you want it on the menu

  • Select OK to start recording

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Print Macro- Recording

  • Go to sheet you want to print

    • If already on the sheet when you set up macro, then move to another sheet and back

  • Click on the print button

  • Then stop recording- click on the black box

  • You are done with the macro

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Check Out the Print Macro

  • ' Print_Solver Macro

  • ' Macro recorded 4/8/97 by Preferred Customer

  • '

  • Sub Print_Solver()

  • Sheets("Solver").Select

  • ActiveWindow.SelectedSheets.PrintOut Copies:=1

  • End Sub

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Make More Print Macros

  • Go to the sheet where the print macro is located (name it Print Macros)

  • Highlight and copy Print_Solver

  • Go below Print_Solver and paste

  • Highlight the new macro

  • Change Solver in new macro to Scenarios

  • You now have your second print macro!

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As Jay Leno Said- We’ll Make More- Here’s a Faster Way

  • Code a macro directly- here’s how

  • Go below Print_Scenarios

  • Enter two spaces

  • Start with ‘ (apostrophe) for comment

  • Finish the comment line

    • ‘ Print_Sumif Macro

  • Enter another space- see next chart

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Set Up Your Coding

  • Now you are ready for the code

  • Enter Sub and Macro name in first code line

    • Sub Print_Sumif

  • Hit enter to finish this line

  • Hit enter again for a blank line

  • Next enter End Sub

  • Now we will go and enter the body

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Finish Your Coding

  • Go back to the blank space inbetween the Sub and End Sub line- this is where we will put the code

  • Indent and then enter:

    • Sheets(“Sumif”).Select

  • Enter to finish that line; on next line enter:

    • ActiveWindow.SelectedSheets.PrintOut Copies:=1

  • That’s it- you finished!

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Test Your Print Macro

  • You can test your macro while still in the Print Macro sheet

  • Keep your cursor in the body of the Print_Sumif macro

  • Then click on the green arrow in the toolbar above

  • Your macro is running!

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Summary- Macro Parts

  • Introductory Comments

  • Sub- starts the macro

  • Body of the macro

  • End Sub- ends the macro

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Tying the Macros Together

  • Macros can also run other macros

  • First, manually set up another macro

  • Name this macro Print_All

  • In the body add names of other print macros

    • Print_Solver

    • Print_Scenarios

    • Print_Sumif

  • This macro will run all 3 at the same time

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That’s Fine But I Don’t Like the Page

  • One of the most cumbersome things in Excel can be setting up pages

  • Updating page setups isn’t much more fun

  • Macros to the rescue here too!

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Setup the Print Setup Macro

  • Select a sheet you want to setup

  • Set up recording a macro like before

    • Tools menu, Record Macro

    • Select Record New Macro

    • Give macro a name- call it Print_Setup

    • Click OK to start recording the macro

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Record the Print Setup Macro

  • You are now recording the macro

  • Go to the File menu- select Print Setup

  • Make the print setup choices you want

  • Click on OK to close print setup

  • Click black recorder button to stop recording macro

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Using the Print Setup Macro

  • If settings you want are already same as the macro, just go ahead and run the macro

  • If not, go to Macro sheet with Print_Setup

  • Edit any setups you want to do differently on another sheet

  • Go to the sheet where you want to change the print setup

  • Run the macro

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You Wouldn’t Dress Without Buttons

  • Use buttons for quick access to your macros

  • Ways to use:

    • For different print versions of the same sheet

    • On a print index worksheet to choose which sheets to print

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Using Buttons

  • Locate a sheet for the buttons (Print Index)

  • Right click in toolbar area and select Forms

  • Click the Button button (sorry, had to say it)

  • Go to the spot where you want the button

  • Click and draw the button in

  • You can assign a macro; click OK to finish

  • Right click on the button to rename it

  • Add label next to button if you like

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Adding More Buttons

  • Repeat previous steps or

  • Copy current button

    • right mouse click and select copy

  • Paste the button to the new spot

  • Rename the new button

  • Right mouse click new button and choose Assign Macro

  • Assign macro that belongs to new button

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Waiter- It’s Not on the Menu

  • Another option to buttons

  • Put it on the menu

  • In Tools, select Macro

  • Click on the macro and then Options

  • Check the box, Assign to Menu Item

  • Add a name for the menu bar (spaces okay)

  • Click OK

  • It’s now on the bottom of the Tools menu

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Closing Ideas

  • Use Those Names!

  • Keep Values in Separate Cells-

    • don’t bury them in formulas

  • Build Formulas in Pieces

  • Split Your Work Into Separate Sheets or Workbooks

    • don’t overload a sheet or workbook

  • Keep Learning and Experiment

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You’re Ready to Excel!

Jon Paul

Progressive System Solutions, Inc.


[email protected]