Introduction to excel for survival

Our experience in excel
• Discussion:
– On a scale of one to ten, how much do you think
you know excel?
2

Discussion Outline
Introduction to MS Excel1
2
3
4
(Text) data prep and handling
Logic – functions and analysis
Pivot tables
3

Intro to Microsoft Excel
• MS Excel
– Microsoft Spreadsheet application for
• Microsoft Windows and Mac OS.
• Managing data
• Graphing tools
• Calculations
• pivot tables
• (Macro) programming language
– Visual Basic for Applications
4

MS Excel – an intro
• The Face of Excel
5

Data preps and handling
• Data analysis preparations
– Password protection
– Sorting data
– Conditional formatting
– Data View and freezing pane
– Filtering
– Finding and replacing data
6

Data preps and handling
Practice
7

Data analysis
• Basic Arithmetic
– Arithmetic operators
• SUM
• AVERAGE
• COUNT, COUNTA, COUNTBLANK, COUNTIF(S) and RANK
• MAX and LARGE
• MIN and SMALL
• PRODUCT
• SUMPRODUCT
• TRUNC
• DATEDIF, TODAY, NOW, MOD,
8

Data analysis
• Text Data (Strings)
– CHAR (Inserting special characters - CHAR)
– CLEAN and TRIM
– CONCATENATE and EXACT and REPT and “&”
– UPPER, LOWER, PROPER
– LEN, FIND
– RIGHT, LEFT, MID
– SUBSTITUTE and REPLACE
– VALUE
9

Data analysis
• Logical arguments
– IF
– AND, OR, NOT
– TRUE, FALSE
– IFERROR
– IS Functions
– MATCH, INDEX
10

Data analysis
• Logical arguments - Lookup Functions
– LOOKUP**
– *** Locking cells using F4 key
– MATCH, INDEX
– VLOOKUP
– HLOOKUP
12

Data analysis
• Pivot Tables
13

Housekeeping
• Trace precedents and Dependents
• Evaluating and showing formulae
• Checking Errors
• Goal Seek Using What if Analysis
14

Shortcut keys
Command
 Edit the active cell
 Create a chart
 Insert cell comment
 Function dialogue box
 Insert a new worksheet
 Name manager dialogue box
 Visual basic editor
 Macro dialogue box
 Hide the selected columns
 Unhide the columns
 Hide the selected rows
 Unhide the rows
 Select all cells with comment
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O

Shortcut keys
Command
 Down fill
 Right fill
 Enter sum function in cell
 Euro symbol
 Cent symbol
 Pound symbol
 Yen symbol
 Enter new line in active cell
 Current date
 Current time
 Show formula
 Select entire column
 Select entire row
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR

Shortcut keys
Command
 Applies number format
 Applies currency format
 Applies percentage format
 Applies exponential format
 Applies general no. format
 Applies time format
 Applies date format
 Applies outline border
 Remove outline border
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _

Shortcut keys
 Excel Options Area Alt + F + I
 Hide Ribbons Ctrl + F1
 Save As F12
 Save Ctrl + S
 Spelling F7
 Undo Ctrl + Z
 Copy Ctrl + C
 Cut Ctrl + X
 Paste Ctrl + V
 Go to cell A1 Ctrl + Home

Shortcut keys
Select range of calls First cell + Shift + last cell
 Select cell ranges that are not adjacent Cell or array + Ctrl +
Additional cells
Move to end of range of data Ctrl + arrow key
Function dialog Shift + F3
Cancel formula in edit mode Esc
Move through ends of worksheet Ctrl + Up/Down Arrow
SUM Alt + =
Types of cell references F4
Insert Row Alt + I + R
Insert Column Alt + I + C

Shortcut keys
Paste formula into a range of cells Select range + type formula
+ Ctrl + Enter
Select a table Ctrl + *
Format Cells dialog box Ctrl + 1
Today’s date Ctrl +;
Currency format Ctrl + Shift + $
Select All Ctrl + A
Format chart elements Ctrl + 1
Page Setup Alt + P + S + P
Headers and Footers Alt + N + H
Exit Page Layout View Alt W + L
Filter Ctrl + Shift +L
Open the Subtotals dialog box Alt + A + B

Data entry
• Entering data and data types
• Alphanumeric data
• Entering data in arrays
{1,2,3;"a","b","c";"d","e","f"} and
CTRL+SHIFT+ENTER and TRANSPOSE
• Wrapping and merging
• Avoid mistakes
– Data validation
– Dates (today and now)
– Spell check
– Comments
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Data entry
• (Password) protecting worksheets
Practice
24

Chart type Features Data type / Use
Area 2-3 dimensional
Comparison in volume
change over time
Bar
2-3 dimensional
Show individual figure at a
time (or compare items)
Bars appears horizontal while categories
are listed vertically
Bars extending to the right => positive
values and extending to the left =>
negative values
Column
2-3 dimensional
Variation of different items
over a period
Categories listed horizontally while bars
are horizontal
Stacked column chart - how
each data series contribute
to the whole variation over a
period of time.
Columns are displayed side by side
Types of graphs in Excel
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Chart type Features Use
Line
Similar to area charts but emphasize on
rates of change
Compare trends over time
Pie
2-3 dimensional
Compare the size of the
parts with the whole
(proportions)
Only one data series - to make up 100%
Cab be exploded from the centre
XY Scatter
Two different numeric data series
Can assess whether one data
series depends on another
Useful if data on the X axis have uneven
intervals of time or increments of
measurement
Types of graphs in Excel
26

Introduction to excel for survival

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