HandBook July2014

Training HandBook

Advanced Excel [Edition: June 2014]

www.excelnext.in | [email protected]

Program Content

Warm-up Essential shortcuts Absolute & Relative referencing ($) ROUND(), SUMPRODUCT()

Data Analytics Using SUBTOTAL() with Filtered

data SUMIFS(), COUNTIFS()

Pivot Table for multi-variable analysis Computations %, Sum, Max, Min,

Average, Count Grouping (Clustering) Generating multiple reports Data Lookup VLOOKUP() a practical

perspective VLOOKUP() with MATCH() INDEX() and 2 MATCH()

Excel Modeling INDIRECT() with Cell-Range Naming

Logical Statements IF(), Nested IFs, AND(), OR() IFERROR() ISNUMBER(), ISTEXT(), ISBLANK(),

ISERROR() Working with Dates Date correction techniques EDATE(), EOMONTH() DAY(), MONTH(), YEAR() TODAY(), NOW() Data Cleaning I LEFT(), RIGHT(), MID() LEN() UPPER(), PROPER(), LOWER() TRIM(), SUBSTITUTE(), VALUE() Using & for concatenating or joining

strings/cell values Data Cleaning II Find & Replace (using wildcard

character - Asterisk * ) Go To (Special) with Ctrl+Enter trick Text-to-Columns (incl. advanced tricks) Remove Duplicates

MIS reporting 3-D Data Consolidation Automatic row-wise Subtotal Conditional Formatting (Blanks,

Errors, Cell Values, Duplicates, Formula-based)

File Password & Cell Protection Select Dashboard Techniques Activate-Deactivate Gridlines Data Validation (list) Cell-Range Naming Grouping What-IF Analysis Data Tables Goal Seek with PMT() formula

(EMI calculation) Form Controls - Spin Button &

Scroll Bar Macros: An Overview Concept; Macros Recorder Record & Run Using Google to locate VBA

Code snippets

Training Pre-requisite: Paste Special Value; Basic Formulas - SUM(), MAX(), MIN(), AVERAGE(); Hide-Unhide Columns & Rows, Freeze-Unfreeze panes, Basic Sort and filter

Copyright Excel Next 2013 | All Rights Reserved Excel Next owns legally and beneficially all of the Intellectual Property Rights in the content of this document. No reproduction, copy or transmission whatsoever of any part of this document be made without prior written permission.

Excel Next 2014 www.excelnext.in | CA. Rishabh Pugalia | 2

SN TOPICS REMARKS

1 SUPER ESSENTIAL KEYBOARD SHORTCUTS

2 ROUND()

3 AutoFill, Paste Special

4 Go To (Special) with Ctrl+Enter

5 Cell Referencing ($), Sort

6 Filter and SUBTOTAL()

7 Grouping, Naming

8 Data Validation

9 Form Control Buttons

10 Dates Concepts and Formulas

11 VLOOKUP() with MATCH(), + INDIRECT() with Range Naming

12 INDEX() with MATCH()

13 Pivot Table Mathematics, %, Grouping (Manual & Automatic), Sheet Replication using Report Filter

14 Data Tables Sensitivity Analysis

15 Goal Seek

16 Data Cleaning Text-to-Columns, Find and Replace, Formulas

17 Logical Statements IF(), AND(), OR(), IFERROR() etc.

18 Conditional Formatting

19 3-D Data Consolidation

20 Automatic row-wise SubTotal

21 File and Cells Protection

22 Macros

23 Annexure: Developer Tab, Sparklines, Paste Special, Freeze etc.


SUPER ESSENTIAL KEYBOARD SHORTCUTS

Starters

1 Alt Press and release the ALT key to display the Key Tips next to each Ribbon command

2 F4 Repeats the last command or action, if possible

3 F4 Also, used for Cell referencing ($); discussed later

4 F2 Begins editing the active cell

5 Ctrl ` Displays the formula in each cell instead of the resulting value [Hint: ` is back tick key above the TAB key]

6 Ctrl C Copy the cell(s) or selective text/numbers from within the cell

7 Ctrl V Pastes the copied cell(s)/data

8 Ctrl X Cuts the cell(s) or selective text/numbers from within the cell

Workbook Navigation

9 Ctrl PgDn Moves to the next sheet

10 Ctrl PgUp Moves to the previous sheet

Sheet Navigation & Cell(s) Selection

11 Ctrl Arrow key Moves to the edge of a data block; if the cell is blank, moves to the first nonblank cell

12 Shift Arrow key Expands the selection in the direction indicated

13 Ctrl Shift Arrow key Select from the active cell to the end of a row/column

14 Ctrl A Selects the entire worksheet/data array depending on active cell selected

15 Shift Spacebar Selects the entire row(s) in the selected range

16 Ctrl Spacebar Selects the entire column(s) in the selected range

17 Ctrl [ and F5+Enter Navigate to precedent cells and return back [*conditions apply]

18 Ctrl BackSpace Navigate to the beginning of selected data (keeping the selection intact)

Row/Column/Cell Editing

19 Ctrl + OR Ctrl Shift = Insert Row/Column/Cell

20 Ctrl - Delete Row/Column/Cell

21 Ctrl 1 Activates "Format cells"

22 ALT = Auto sum


Module A_01 : Select Formulas

"num_digits" signifies number of decimal digits. E.g. 2 implies 52.23 and 1 implies 52.2

0 for whole number, 1 for number with one decimal

=ROUND(A1/50, 0) * 50 [implies nearest +50]

Module A_01 : AUTOFILL

AUTOFILL OPTIONS [Cell Drag-and-Drop] E.g. Fill Months, Fill Years In case, cell-dragdown option is deactivated, go to EXCEL OPTIONS > ADVANCED > activate FILL HANDLE box

Module A_01 : PASTE SPECIAL using Shortcut [ALT, E, S]


Module A_01 : GO TO > SPECIAL [Shortcut: F5 or Ctrl G]

Important Note: to fill all the selected cells with text/nos./formula.

Module A_03: CELL REFERENCING ($)

- Row Fixed

Col Fixed Row Fixed Col Fixed

Keep pressing on a cell reference / range reference to toggle between the 4 combinations of cell

referencing (as indicated above).

Module A_02 : SORT

Tip: Using synthetic DUMMY Serial No. column helps (1) create blank rows in-between and (2) remember the original sequence of row items

ALT ;


Module A_02 : FILTER (Text and Number)

Using =SUBTOTAL() with Filtered data

Formulas such as =SUM(A2:A26) always consider every

cell in the range, regardless of whether a cells row is

hidden by Filter, so you need to create a formula using

the SUBTOTAL function.

SUBTOTAL() considers filtered data ONLY while

computing sum, max, min, average etc. unlike SUM(),

MAX(), MIN(), AVERAGE(). [Use Alt = shortcut key]

Trick: Multi-Filter in same sheet [INSERT TABLE]


Module A_04 : GROUPING

An alternative to manually hiding columns and rows. Refer DATA > SUBTOTAL to automate Grouping

Module A_04 : NAMING

Name Box Select cell(s), Write Name, press NB: to activate Names List Box

Name Manager for EDITING / DELETING names or its referred range


Module A_04 : DATA VALIDATION DROP-DOWN LIST


Source Box 3 options

Source: Hard-coded text separated by Comma

Source: Cell range containing input values

Source: Named cell range from same/different worksheet. Refer cell/range Naming via-name Box. The prefix = (equal sign) is important here.


Module A_04 : USING FORM CONTROL BUTTONS

Used to change the input values (assumptions) at the click of a button. The referred Form Control buttons cannot accommodate decmial values, % or a value outside 0-30,000 range.

NB - Refer Annexure Activating Developer tab

Specifies how the

button, when clicked

upon, shall control a

single cell


Module A_05 : Every VALID DATE is a NUMBER

Use =ISNUMBER() to detect validity of Dates entered

Use Comma Style to display the number

Use Format Cells to change the skin of the date

Module A_05 : DATES SKIN Changing the look or the presentation

2 days

40,908 days


Module A_05 : DATE Formulas

Formats the date as per desired output using format_text as:

dddd or ddd or dd

mmmm or mmm or mm

yyyy or yyy or yy

[Double-quotes is MUST+

Returns the current date as per PCs system clock

Returns the current date and time as per PCs system clock

Returns the date that represents the indicated number of months

before or after the start date. E.g. 60 days vs. 2 months

Used for computing 3 months notice period end date, retirement

age, probation period, contract deadline, EMI installment due date

Returns the last day of the month before or after a specified

number of months.

Used for computations such as 5th

of next month, end of current

month

Returns TRUE if the value is a number. Used to detect validity of Dates as every valid date is a number

N.B.: Refer Text-to-Columns for Date format correction technique *Confession Box+

Compiles the three components Year, Month, Day in a date value


Module B_01 : VLookup & HLookup - Concepts, Issues & Applications

lookup_value Code/Number/Name that you want to look for in a database (clue)

table_array Database in which you are looking for a particular Code/Number/Name

col_index_num Column number of database in which value corresponding to the lookup_value is to be

extracted

range_lookup True (Approx. match) vs. False (Exact match)

Quick Notes:

In most cases, whenever you select a database (table_array), press and , (comma) in sequence,

to fix the selected databases relative position

VLOOKUP() looks at the first column (left most) of database for the lookup value. In other words,

"lookup_value" should be in the first column in the selected "table_array"

When range_lookup is FALSE (0): VLOOKUP will search for an exact match. If VLOOKUP cant find an

exact match, the function returns #N/A. Generally used where lookup_value exists once in the database

When range_lookup is TRUE (1) or omitted: an approximate match is returned. The database must be

sorted in ascending order with respect to lookup value range. Generally used with Slabs >= (e.g.

debtors ageing, commission slab, PASS-FAIL-DISTINCTION critera) [SLABS >= ASCENDING ORDER]

Primary reasons for #N/A in VLOOKUP:

and , (comma) not used in database (table_array)

"lookup_value" is not in the first column (left most) in the selected "table_array"

"lookup_value" is in a different format than the one stored in the first column in the selected

"table_array". E.g. Code no. 66135 is stored as text (Text vs. Number or Number vs. Text) Refer Text-

to-Columns (Step 3 of 3 - General) also refer =VALUE()

Using TRUE range lookup without sorting the look-up values in ascending order [for Slab >=]

Common link is placed horizontally in the table_array

Row_index_number


Module B_02 : 2-way Lookup VLOOKUP with MATCH (VM)

[MATCH helps count the position number in a one-dimensional data range]

Important Note: Using =INDIRECT() with Naming for 3-D Lookup. E.g. APAC (Sr.) and APACH (Jr.)


Module B_03 : Reverse 2-way Lookup INDEX with MATCH (IMM)

INDEX() uses row & column no. (position co-ordinates) reference to choose a value from an array (Chess-board)

IMM vs VM: Both VM and IMM approaches are useful for pulling data from any 2x2 data matrix. However, IMM is useful for reverse Lookup. Unlike VM, IMM doesnt require the common link values to be in the left-most column of the database.


Module B_04 : Pivot Table Applications with % Computation, Grouping

1. To Create Pivot-table: Select entire data set (that must have proper column headings)

2. Insert Pivot Table Create Pivot Table box Press OK

3. In previous versions of Excel, you could drag items from the field list directly into the appropriate grid

area of the pivot table. This feature is still available, but its turned off by default. 2-steps to enable this

feature are as follows:

1 2


For toggling between Sum, Max, Min,

Average, Count etc.: DOUBLE-CLICK on the

Row Fields / Column Fields heading (layout

in the Left-side) Field Settings

Summarize by tab


For displaying % values: DOUBLE-CLICK on

the Row Fields / Column Fields heading

(layout in the Left-side) Field Settings

Show Values as tab

For GROUPING dates, numbers

(date of joining, salary, amount balance

etc.) placed in Row Fields / Column

Fields: RIGHT-CLICK on the Row Fields /

Column Fields heading (layout in the

Left-side) and select Group

E.g. Age Pools: 25-34, 35-44, 45-54 and

so on


If or

(Master Filter) is activated, individual

sheets with details of each field item can

be generated/replicated.

OTHER TIPs-n-TRICKS:

DOUBLE-CLICK on any value in the Values field *main action area+ to generate the said numbers

details in a separate sheet

For generating a quick Chart based on Pivot Table report: Select entire Pivot Table report Press

for generating default chart

One minor drawback: Unlike a formula-based

summary report, a pivot table does not update

automatically when you change information in

the source data.

However, Refresh button helps update

the chosen Pivot Table instance with the latest

data. Use to refresh all Pivot

tables in a Workbook


Module B_05 : SUMIFS - helps add the cells as specified by single/multiple criteria

sum_range Range of data from where values (number) to be added shall be pulled single column

criteria Parameter single cell reference or as user-defined in double-quotes. E.g. Metro

criteria_range Range of data where criteria selected (as above) resides single column

Be consistent in selecting all Range. Keeping Start row and end row same for all range selection will give

the most accurate result. E.g. Either A1:A100 & C1:C100 Or E.g. A:A & C:C. Also, use to lock data

range SAME HEIGHT of RANGES

=COUNTIFS() is very similar to =SUMIFS() except that it does not have Sum_Range

Pair 1

Pair 2


Module B_05 : COUNTIFS - helps count the cells as specified by single/multiple criteria

Used for 2-way list-reconciliation & duplicate count

Pair 1

Pair 2


Module C_01 : What IF Analysis Data Tables

Step 1: Set the layout with up to 2 variables

Step 2: At the intersection of the 2-variables (top-left of the table), point the cell to the cell containing formula for effect value. E.g. C14 refers to Profit


Step 3: Choose the table area

Step 4: Go to Data Table

Step 4: Go to Data Table

VC Vertical data (Say Prices) Column Input Cell ($C$6)

HR Horizontal data (say Qty Sold) Row Input Cell ($C$7)


Generated Output 2-variable sensitivity analysis

Other techniques that can be applied:

Form Control Buttons (Developer > Insert > Form Controls)

Conditional Formatting (Loss = Red, Profit = Green)

=INDIRECT() with cell naming + Data validation drop-down list

INDIRECT Redirection

Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.

Named Cell/Range can be used as an input for INDIRECT


Module C_01 : What IF Analysis Goal Seek (Back-Calculation)

Set Cell > Goal cell whose output value has been pre-decided

To Value > Goal value (pre-decided)

By changing cell > One variable that has to be changed to arrive at or seek the Goal value. Must be a cell with a value and not a formula in it.


Module C_01 : What IF Analysis Goal Seek (Back-Calculation) contd

=PMT()

EMI


Module C_02 : Text to Columns Applications, Tricks

Module C_02 : Text to Columns Delimited


Module C_02 : Text to Columns Delimited [For correcting Date formats]

For Correcting Dates Apply Confession Box. Choose the mistake E.g. DMY 29.10.2009

Text-to-Columns is also used to rectify Numbers with Trailing (-) sign. E.g. From 212- to -212 OR 212Cr

to 212- to -212

Date Confession-Box


Module C_02 : Text to Columns Delimited/Fixed width [For retaining prefix Zeroes]

For keeping intact a number string with Zeroes at the beginning (prefix): In Step 3 of 3, select the

relevant Column under Data preview section Column will blacken out Choose Text radio

button to store the output column in text form


Module C_02 : Joining data strings using CONCATENATE, &

Both of the above approaches provide SAME output

Any external text, number, symbol must be enclosed in a pair of double quotations. E.g.

=TEXT() may be used if combining Dates. E.g. dd-mmm-yy

Module C_02 : Find and Replace [CTRL + H]

Using wildcard characters Asterisk ( * ) : Any number of characters. [Neutraliser: Tilde ~]

Try Ctrl+H in MS Word Find & Replace More Options (Paragraph Mark, Digits, Letters)


Module C_02 : TEXT FORMULAS

Returns the leftmost characters from a text value

No. of characters to be extracted (num_chars) must be specified

E.g. Excel =LEFT( ___ , 2) = Ex

Returns the rightmost characters from a text value


E.g. Excel =RIGHT( ___ , 2) = el

Returns a specific number of characters from a text string, starting at the position you specify (start_num)


E.g. AKCPH1666N =MID( ___ , 4 , 1) = P

Helps replace specific text in a text string

E.g. =SUBSTITUTE( ___ , , )


Module C_02 : Select Formulas

Capitalizes the first letter in each word of a text value

Example: Converts the man eats or THE MAN EATS to The Man Eats

Converts text to uppercase

Example: Converts the man eats or The Man Eats to THE MAN EATS

Converts text to lowercase

Example: Converts The Man Eats or THE MAN EATS to the man eats

Removes excess spaces from text

Returns the number of characters in a text string

Converts a number stored as text to a number

Module C_02 : REMOVE DUPLICATES


Module C_03 : LOGICAL FORMULAS

TRUE if ALL conditions/questions are satisfied

Can act as logical_test of IF() statement

TRUE if ANY ONE condition/question is satisfied

Can act as logical_test of IF() statement

Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula

Returns TRUE if cell is blank

Returns TRUE if the value is an error

Returns TRUE if the value is a text

Returns TRUE if the value is a number


Module C_04 : Conditional Formatting


Write a formula such that answer should either be TRUE or FALSE. E.g. = $B10>100000.

Cell Reference B10 vs $B10 or B$10

Starting point of range selection in line with formula cell selection. E.g. C8, B8

Highlighting Duplicates

Formula-based

Conditional formatting


Module C_05 : 3-Dimensional Data Consolidation

Techniques usable on Consolidated Data: (1) Text-to-Columns to extract sheet name using (single apostrophe as delimiter) (2) Ctrl G (Special - Visible Cells) to color subtotal rows Alt ; (3) ALT = for Grand Total

Module C_05 : Formula Auditing Techniques

Ctrl + to Show Formulas. Note: BackTick key is above key

Settings for LABELS and

cross-sheet LINKING

SOURCE of data in a

common bucket


Module C_06 : Subtotal

SORT the data set with respect to the column

heading on whose basis the Subtotal shall be

generated. E.g. Supplier Name

For removing Subtotal, select entire data set

and use Remove All button (bottom-left) from

the Subtotal main box

Use - Visible Cells to highlight

subtotal rows [ Shortcut ALT ; ]


In a subtotal report, the top-left level tabs - [1] [2] [3] may be used for different views


Module C_07 : SECURITY FILE PASSWORD

1) File Protection [v. 2007 - Office Button -> Prepare -> Encrypt Document]

2) File Protection [v. 2010 File -> Info -> Button -> Protect Document -> Encrypt with Password]


Module C_07 : SECURITY CELL(S) PROTECTION [2-steps process]

Step 1: IDENTIFY the cell(s) to be protected/hidden

Note: By default, ALL cells are "Locked" (identified for protection). Ensure that ALL cells in the sheet are

"Unlocked" and only chosen ones are "Locked". Else ALL cells will be locked and no changes can be made.

Step 2: ACTIVATE protection after defining user access privileges

Access privileges


Developer tab & Macros (VBA)

Files that can store macros- .XLS (97-2003 format) or .XLSM (Macro-enabled workbook)

A Macros once run, cannot be undone by Ctrl+Z

VBA Code to *Google Search+ -> Sub ________() End Sub

Press [Alt+F11] to toggle between Excel and the VB Editor window

PROJECT EXPLORER > MS Excel Objects > Modules


Annexure

Multiplies corresponding cells in two or more ranges and returns the sum of those products. The array arguments must have the same dimensions. E.g. A1:A5 and B1:B5 or B2:B6

Used for computing weighted average along with =SUM()

REDIRECTION

Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.

Named Cell/Range can be used as an input for INDIRECT

New in 2010: Sparklines (Chart in a cell)

Module A_04 : Activating Developer tab in version 2007


Module A_04 : Activating Developer tab in version 2010


Module A_04 : FREEZE PANES


Module A_01 : ADDING PRINT PREVIEW OPTION ON QUICK ACCESS TOOLBAR (QAT)

Module A_01 : Press to display KeyTips

Right-click on Print Preview

QAT

HandBook July2014

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