working smart with excel v2.0

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Working Smart with Excel v2.0 – ADVANCE EXCEL

Working Smart with Excel v2.0Working Smart with Excel v2.0ADVANCE EXCELADVANCE EXCEL

For Account Managers and Account Associates

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AGENDAAGENDA

• A quick review of Basic Excel– The AutoRecover feature

– Formatting features:• The Merge & Center feature• The Format Painter• The AutoFill feature• The AutoFit feature• Comments• Conditional Formatting

– Sorting

– Filtering

• Creating & customizing Charts• Copying & pasting Charts into Powerpoint• Paste Special• PivotTables & PivotCharts

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AGENDAAGENDA

• Advance formulas– The IF function

– The VLOOKUP function

– The SUMIF function

– Text manipulation functions• LEFT• RIGHT• MID• CONCATENATE (or “&”)

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QUICK REVIEW OF BASIC EXCELQUICK REVIEW OF BASIC EXCEL

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The The AutoRecoverAutoRecover Feature Feature

• Go to Tools, Options

• Go to Save tab– Tick Save

AutoRecover to 3 or 5 minutes

• Click OK

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It’s Time to have FUN It’s Time to have FUN

• Open your Excel file Computer 102.xls

• Go to QUICK REVIEW OF BASIC EXCEL tab

2. Using Format Painter, copy the format of E4 to range F4:I4

1. Merge & Center across columns A to H

3. Using Fill Series, fill the Month column with the month names from January to December

4. Using Fill Series, number the months from 1 to 12

5. Using AutoSum, compute the total sales for January and use AutoFill to copy the formula down to F16

6. Using a formula, compute the performance for January in % format. Note that: Performance = Total / Target

7. Using a formula, compute the incentive column by multiplying Total by the Incentive Rate (cell K1). Use AutoFill to copy the formula down to I16

8. Insert a comment explaining why the sales for Product Z in July is only 5,000

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The The SortSort Feature Feature

a) Sort by Territory first, then by Product• Highlight columns A to G• From the menu, click Data, Sort• Specify sort order: Territory, then by Product• Click OK button

EXPECTED OUTPUT:

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The The AutoFilterAutoFilter Feature Feature

a) Go to sheet QUICK REVIEW-SORT&FILTERb) Set AutoFilter on selected column

• Highlight column A• From the menu, click Data, Filter,

AutoFilter (notice the filter button on column A only

d) Remove the AutoFilter• Click Data, Filter, AutoFilter

b) Set AutoFilter on all columns• Click any cell inside the table• From the menu, click Data,

Filter, AutoFilter (notice the filter button on all columns)

c) Filter territory 112 only• Click the filter button on column

A and select 112 (notice that only rows for 112 are displayed)

• Click the filter button on column B and select Aprovel 150 (notice that only data for 112 and Aprovel 150 are displayed)

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The The SubtotalSubtotal Function Function

a) Compute subtotals of Amount per Territory:• Remove AutoFilter if it is active• Sort the Sales Data sheet by

Territory (ascending)• From the menu, click Data,

Subtotal• Set the values similar to the

screen at the right and click OK

b) List the Territory totals only:• Click button 2 at the left portion

of the screen• Try also buttons 1 & 3

c) Remove subtotals• Click Data, Subtotal• Click Remove All button

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CREATING & CUSTOMIZING CHARTSCREATING & CUSTOMIZING CHARTS

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The The PIEPIE Chart Chart

• Used to show contribution of a category to the total categories

• The size of each slice corresponds to the category’s relative contribution

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The The LINELINE Chart Chart

• used to show trends or changes in data over a period of time, at even intervals.

• emphasizes time flow and rate of change, rather than the amount of change.

a data series

LegendX-axis

Y-axis

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The 2-axes The 2-axes COLUMN-LINECOLUMN-LINE Chart Chart

• used to compare or correlate two sets of data categories, usually with different units of measure, over the same time period.

• This chart is used to analyze if an increase in one category tends to increase (or decrease) the other data category

a data series

LegendX-axis

Primary Y-axis

Secondary Y-axis

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COPYING & PASTINGCOPYING & PASTINGCHARTS FROM EXCELCHARTS FROM EXCEL

TO POWERPOINTTO POWERPOINT

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Pasting as Pasting as EmbeddedEmbedded ExcelExcel ObjectObject

Advantages

• Can be directly edited within Powerpoint without opening the source Excel file

Disadvantages

• Unnecessarily ‘loads’ the file size of Excel into Powerpoint

• Format of Excel tables are not copied perfectly, thus tedious to reformat within Powerpoint

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Pasting as Pasting as GraphicsGraphics

Advantages

• Adds a relatively small amount to Powerpoint’s file size

• Format of Excel tables are almost copied perfectly, thus tedious to reformat within Powerpoint

Disadvantages

• Cannot be directly edited within Powerpoint without opening the source Excel file and re-pasting into Powerpoint

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EXPLORING THE EXPLORING THE PASTE SPECIALPASTE SPECIAL

FEATUREFEATURE

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The The Paste SpecialPaste Special feature feature

– paste the following into a destination cell or range of cells:

• formulas only• values only• formats only• comments only• validation only• all of the above• all except borders• column widths• formulas & number formats• values & number formats

– add, subtract, multiply and divide from the destination cells’ values

– transpose (i.e. rotate or twist the positions)

– paste link (i.e. automatically link the source to the destination thru an automatic formula)

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CREATING & MANIPULATING CREATING & MANIPULATING PivotTables PivotTables && PivotCharts PivotCharts

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PIVOT TABLESPIVOT TABLES

Characteristics of a pivot table• Interactive, used to quickly summarize large amount of data

• Rows & columns can be rotated

• Auto-subtotal

• Auto-total

• Auto-sort

• Drill-down feature

• Data can’t be deleted (so don’t be afraid to practice)

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Parts of a Pivot TableParts of a Pivot Table

Drop a data category here to slice your data (i.e. break down

vertically)

Drop a data category here to

dice your data (i.e. break down horizontally)

Calculated data, usually SUM or

COUNT

Filter (e.g. display 1 territory only)

Field List (ie columns from source table)

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Other Applications of the PivotTableOther Applications of the PivotTable

• Creating a unique or distinct list (i.e. not repeating) of a certain data category

• Checking how many times a certain data category appeared in the source table (this is a good way to ensure that there are no duplicates)

• Checking if there are differences in spelling within a certain data category

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CREATING & INTERPRETING CREATING & INTERPRETING ADVANCE FORMULAS & FUNCTIONSADVANCE FORMULAS & FUNCTIONS

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The The IFIF Function Function(using cell references as conditional parameters)(using cell references as conditional parameters)

The IF function gives a pre-set value to a cell if a specified condition is met, otherwise it gives a different pre-set value.

Usage:

=IF(condition, value-if-true, value-if-false)

Example condition:

If Total is less than Target, give 0 incentive otherwise give 10000

The equivalent formula in cell H5 should be:

=IF(E5<F5,0,10000)

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The The IFIF Function Function(using numbers as conditional parameters)(using numbers as conditional parameters)

Usage:


Example condition:

If Total is less than 200000, give 0 incentive otherwise give 10000


=IF(E5<200000,0,10000)

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The The IFIF Function Function(using text as resulting value)(using text as resulting value)

Usage:


Example condition:

If Total is less than 200000, write “No Incentive” otherwise give 10,000


=IF(E5<200000,”No Incentive”,10000)

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NestedNested IFIF (an IF condition within an IF condition)(an IF condition within an IF condition)

Assuming the company uses the

Incentive table at the right:

Usage:

=IF(condition, IF(condition, value-if-true, value if false), value-if-false value-if-true

=IF(E5<200000,IF(E5<100000,”No Incentive”,5000),10000)


Example condition:Do this if

Total is not < 200,000Do this if Total is < 200,000

Do this if Total is < 100,000

If Total is < 200,000, if Total is < 100,000 write “No Incentive”, otherwise give 5,000, give 10,000

Do this if Total is not < 100,000

Total Sales Incentive200,000 and up 10,000100,000 to 199,999 5,000<100,000 0

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The The VLOOKUPVLOOKUP function function

The VLOOKUP function searches for a value in the leftmost column of a range and if found, takes a value from a column you specify

Usage:

=VLOOKUP(search_what, search-where, column # returned, FALSE)

Example: Look up each territory from the territory list and determine the rep assigned to it:

Formula in B3: =VLOOKUP(A3,F:G,2,false)

Formula in D3: =VLOOKUP(C3,I:J,2)

Example: Look up the sales figures from the incentive table and and determine the incentive amount

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The The SUMIFSUMIF function function

The SUMIF function adds a range of cells based on a criteria with the same range or a different range

Usage:

=SUMIF(range, criteria, range to sum)

Example: Using SUMIF, add up the total sales (column E) of each territory

Formula in E20: =SUMIF(A2:A17,”=111”,E2:E17)Formula in E21: =SUMIF(A2:A17,”=112”,E2:E17)Formula in E22: =SUMIF(A2:A17,”=113”,E2:E17)Formula in E23: =SUMIF(A2:A17,”=114”,E2:E17)

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Text Manipulation ExercisesText Manipulation Exercises

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The The UPPER, LOWER, PROPERUPPER, LOWER, PROPER Functions Functions

The UPPER function converts text to uppercase while LOWER and PROPER converts text to lowercase and propercase, respectively

Usage: =UPPER(text)=LOWER(text) =PROPER(text)

Example: Convert MD Last Name to uppercase, lowercase & propercase

Formula in D2: =UPPER(A2)Formula in E2: =LOWER(A2)Formula in F2: =PROPER(A2)

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The The LEFT, RIGHT, MIDLEFT, RIGHT, MID Functions Functions

The LEFT function gets the specified number of characters at the left of a given text. RIGHT and MID gets a specified number of characters at the right and middle of a given text, respectivelyUsage: =LEFT(text, [number of chars])

=RIGHT(text, [number of chars]) =MID(text, starting number, number of chars)

Example: Get the territory, district and hyphen from TERR-DISTRICT column

Formula in B9: =LEFT(A2, 2)Formula in C9: =RIGHT(A2, 4)Formula in D9: =MID(A2,3,1)

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The The CONCATENATECONCATENATE Function Function

The CONCATENATE function joins one or more strings into 1 string

Usage: =CONCATENATE(text1, text2,…) or

Usage: =text1&text2&,…

Example: Combine the names of Dr. Jose-Santos Adad

Formula in G9: = A2&”, “&B2

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To maximize retention of learnings To maximize retention of learnings in this training:in this training:

Get a copy of the original Excel file Get a copy of the original Excel file and go over the same exercisesand go over the same exercises

by following your training materials.by following your training materials.

working smart with excel v2.0

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