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Excel Tips and Tricks Jon Paul Progressive System Solutions, Inc. 847-295-7179 jpaul@mba1980.hbs.edu (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

Excel Tips and Tricks

Jon Paul

Progressive System Solutions, Inc.

847-295-7179 jpaul@mba1980.hbs.edu

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

how cold was it
How Cold Was It?

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

just open 1 sheet
Just Open 1 Sheet!
  • Select Tools from Menu Bar
  • Select Options
  • Select General
  • Sheets in new workbook- change to 1
moving between worksheets
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!
moving or copying a worksheet
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!
inserting or deleting a worksheet
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!
driving with half a windshield
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
your car has more than one window so can your worksheet
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
do you leave your doors unlocked
Do You Leave Your Doors Unlocked?


But How About Your Spreadsheets

Is Your Neighborhood Safe?

protect your work
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
add the club to your workbook
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
you auto save this one
You “Auto” Save This One!
  • Ever have your computer crash
  • Ever turned off your computer too quickly


  • You forgot to save your file!
your insurance autosave
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
autosave options
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
painting your house with a small paintbrush
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
wrap that text
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
does your data make cents
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.

custom formats adding cents
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
make your lawyer happy
Make Your Lawyer Happy!
  • Copyright-
    • type ( c ) and enter
your lawyer is getting happier
Your Lawyer Is Getting Happier!
  • Supersript
    • type SM
    • highlight SM in formula bar
    • select format
    • check Superscript
    • cut down size of font
now your lawyer wants you to train their staff
Now Your Lawyer Wants You to Train Their Staff!
  • Trademark- much easier
    • type ( t m ) and enter
    • no spaces inbetween
come together merging text
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
concatenating tips
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
it s time to concatenate
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
if only the cubs could replace their lineup this quick
If Only the Cubs Could Replace Their Lineup This Quick!
  • Find & Replace
  • Select Edit menu, then choose Replace
replace only what you want to
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
replacing finishing steps selective replacement
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
replacing finishing steps automatic process
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)
replacing some ways to use
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
help i can t get this unstuck
Help- I Can’t Get This Unstuck!

Are you using Superglue when regular Elmers will do?

pick your glue use the paste special button
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
paste special options
Paste Special Options
  • Formulas
  • Values
  • Formats
  • All Except Borders
  • Transpose
  • Arithmetic Operation
  • Paste Link
they have it in rows but i want it in columns transposing
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
i value your information paste special value option
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
i like your layout paste special format option
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
i like your formula but where did you get that layout
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
i like your formula but don t box me in
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
changing data we won t tell your boss how easy it is
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
how to operate
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
how many kids do you have
How Many Kids Do You Have?

We have an average size family

2.3 kids

get a round to this
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
round to your size
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
how do you eat at a buffet
How Do You Eat at a Buffet?

Do You Take Everything They Offer You?

Rumor Has It That I Do!

you wouldn t build a house without these
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
you don t have to sum everything either
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)
more on sumif
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
okay how many did you take
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
how much or how little
How Much or How Little?
    • =MAX(Range)
    • gives highest value in a range
    • =MIN(Range)
    • gives lowest value in a range
who s number two you might care
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
we even like average things
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
going around in circles
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
break out of the circ
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
fixing the circ next
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
the circ still won t go away or i have grown a whole colony
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
make an auditor work for you
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
other auditing tools
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
weighted averages in one calculation
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
weighted average example
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
what s your name
What’s Your Name?

Hi A3, I’m C4

what to name
What to Name
  • Columns
  • Rows
  • Ranges
  • Worksheets
  • Charts
why use names because it s easier to
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
how to add names name box
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)
adding names with menu bar
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
use names to add constants
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
referring to names in formulas
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
multiple names in formulas
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
show list of names
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
let s link up
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
more than one way to link
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
can you name another link
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
is your fence in good shape check your links
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
sherlock holmes wishes he was around for this
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
solver steps
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
solver result
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
can t make up your mind then don t
Can’t Make Up Your Mind- Then Don’t

With Scenario Manager

You can see it many ways

scenario manager
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
scenario setup tips
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
showing scenarios
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
tools tim allen would love
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
scenario summary show your scenario results
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
if i could lookup my remote control this easy
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
horizontal lookup
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
vertical lookup
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
when to use lookups in case you ever need to look this up
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
lookup pointers
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
when you get to a fork in the road
When You Get to a Fork in the Road

Take it!

Your formulas can have forks to!

if statements
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)
nests not just for birds
Nests- Not Just For Birds

Use nesting to make powerful formulas!

nesting here s how
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)))
picture this building better charts
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
help my chart is in mars
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
copying part of a cell
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
copying part of a cell use when
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
calculating alternatives one at a time
Calculating Alternatives One at a Time?

Table that idea!

Instead, use data tables

data table setup
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
data tables the finish
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!
and you thought vegematic could slice and dice
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

get your data ready
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
transfering data to a pivot table
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
pivot table field buttons options
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)
explore pivot table power
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
other pivoting tips
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
calculations just for you
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
calculation function
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
elephants can t fly but your printer can
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
printing macros setup
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
print macro recording
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
check out the print macro
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
make more print macros
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!
as jay leno said we ll make more here s a faster way
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
set up your coding
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
finish your coding
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!
test your print macro
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!
summary macro parts
Summary- Macro Parts
  • Introductory Comments
  • Sub- starts the macro
  • Body of the macro
  • End Sub- ends the macro
tying the macros together
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
that s fine but i don t like the page
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!
setup the print setup macro
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
record the print setup macro
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
using the print setup macro
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
you wouldn t dress without buttons
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
using buttons
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
adding more buttons
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
waiter it s not on the menu
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
closing ideas
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

You’re Ready to Excel!

Jon Paul

Progressive System Solutions, Inc.