Post on 21-Aug-2018
EXCEL 2016
TIPS AND TRICKSTammara Sherman, Ed. D.Campus TrainerCSU Bakersfield
ABOUT ME
2
40+ years in IT
AS in Liberal Studies, BS in Business Administration / MIS, MBA, Ed. D.
in Educational Leadership
CSUB Campus Trainer
7 years with CSUB
2 Girls, 4 grandchildren
2 Cats
KCGKerry Consulting Group
SESSION OUTLINE
Managing Workbooks
Working with Data
Summarizing Data
Visualizing Data
Printing Data
Getting Help
3
ABOUT THE DATA
CSU Finance Data Warehouse
Transaction Inquiry Dashboard > Actuals Report
Report Filters:
Excluded 603 Benefits
Account Types: 50 & 60
2 Funds and 1 Department
Ran twice: FY 2015 & FY 2016
Made minor changes to remove personal information
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ACTUALS TRANSACTIONS
WORKBOOK
MANAGEMENT
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WORKBOOK MANAGEMENT
Tab management
Rename
Move
Color Code
Copy
Copy to another workbook
Hide/Unhide
Making Tabs
work for you
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WORKSHEET MANAGEMENT
View > Show Group
Formula Bar
Gridlines
Headings
Freeze Panes
Show/Hide Columns
(Home > Format > Visibility)
Home > Format > Auto Fit Row Height or Width
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WORKING WITH
TEXT
Formatting, Filtering, Sorting
Working with text doesn’t have to be challenging
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WORKING WITH TEXT
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CREATING TEXT
FORMULA
=LEFT(I2,1)
I2 represents the cell containing the text
1 represents the number of characters to return
Shows the number of characters specified for a cell
FUNCTION DESCRIPTION
Left(I2,1) Returns the first letter
Left(I2,2) Returns the first 2 letters
Left(I2,1)&”0” Create Account Type
Left(K2,3) Create Account Category10
FILTERING TEXT
Filters
Filters > Text Filters > Contains (i.e. Salaries)
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SORTING TEXT Sorts by column A
or specified order
Sorts by
selected
column
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WORKING WITH
DATES
Formatting, Filtering, Sorting
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FORMATTING DATES
Long Date
Tuesday, July 19, 2016
Short Date
7/19/2016
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FORMATTING DATES
Custom Dates
mm/dd/yy
7/19/16
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SPLITTING DATES
FUNCTION DESCRIPTION BEFORE AFTER
YEAR(cell) Gives the year 5/30/2017 2017
MONTH(cell) Gives the month 5/30/2017 5
DAY(cell) Gives the day 5/30/2017 30
NOW() Gives today’s date 5/31/2017
YEAR(NOW()) Current year 2017
MONTH(NOW()) Current month 5
EOMONTH() Give the last day of
month
8/1/2017 31
Taming your data is only one function or two away
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FILTERING DATES
Filter by Year,
Month, and
Day
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FILTERING DATES
Date Filters
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SORTING DATES
Filter > Sort Custom Sort
Sorts based on
column selected
Sorts based on
specified order
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CUSTOM SORT
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WORKING WITH
NUMBERS
Formatting, Filtering, Sorting
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FORMATTING NUMBERS
Currency
Percentage
Comma
Increase Decimal
Decrease Decimal
NUMBER Group
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FORMATTING NUMBERS
Custom
Numbers
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FILTERING NUMBERS
Filter by
Specific
AmountHelpful when looking for a
specific dollar amount
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FILTERING NUMBERS
Number Filters
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SORTING NUMBERS
Filter > Sort Custom Sort
Sorts based on
column selected
Sorts based on
specified order
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SUMMARIZING
Quantifying text and numbers
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SUMMARIZING TEXT
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FUNCTION DESCRIPTION
CountA(range) Counts the cells in a range that are not empty
CountifS(range) Counts the cells when a specified condition is met
Sumifs(range) Adds the cells when a specified condition is met
Taming your data is only
one function or two away
COUNTA
FORMULA
=COUNTA(A2:A16)
A2:A16 represents the range
containing Doc Ln Descr
Spaces or other hidden
characters are counted
Counts the cells in a range that are not empty
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COUNTIFS
FORMULA
=COUNTIFS(G2:G270,“Person 8")
G2:G270 represents the range
containing Person 8
“Person 8” represents the condition
to be met wrapped in
“”(double quotes)
Counts the cells when a specified condition is met
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SUMIFS
FORMULA
=SUMIFS(H2:H270,G2:G270,"person 8")
H2:H270 represents the
range to add up
G2:G270 represents the range
containing the values
to compare
“person 8“ represents the
condition to be met
Working with text doesn’t
have to be challenging
Adds cells when specified condition is met
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SUMMARIZING NUMBERS
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FUNCTION DESCRIPTION
Count(range) Counts the cells in a range that contain numbers
Sum(range) Sums the cells in a range that contain numbers
Taming your data is
only one function or
two away
COUNT
FORMULA
=COUNT(B2:B16)
B2:B16 represents the range
containing Amount
Text is not counted
Counts the cells in a range that contain numbers
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SUM
FORMULA
=Sum(B2:B16)
B2:B16 represents the range
containing Amount
Adds the cells in a range that contain numbers
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SUMMARIZING NUMBERS
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FUNCTION DESCRIPTION
Value(cell) Converts text to number
Taming your data is only
one function or two away
Just because it
looks like one,
doesn’t mean it is.
Excel can store
numbers as
numbers or text.
SUMMARIZING DATA
Classic 3
Pivot Tables
Over time
Categorical
Hierarchical
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HIERARCHICAL
We created
this field
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CATEGORICAL
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OVER TIME
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VISUALIZING
Last step. Takes the work out of identifying trends and giving meaning to your data
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HOW MANY 8’S DO YOU SEE?
5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0
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NOW, HOW MANY?
5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 89 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0
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DID YOU FIND 13?
5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 89 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0
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WHY VISUALIZE?
MIT neuroscientists find the
brain can identify images
seen for as little as
13 milliseconds.
Anne Trafton
MIT News
1/16/2014
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VISUALIZING TEXT
Wingdings
It’s a Font
Use instead of binary responses
E.g. Yes or No, Completed or Uncompleted
Calibri Wingdings
n n
Format as table
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VISUALIZING TEXT
Cell Styles
Transaction Register Themed
Salaries June 2017 100 Y n
Commencement Expenses 200 Y n
Office Supplies 300 N
ProCard Puchases 400 Y n
Cell Styles
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VISUALIZING NUMBERS
Conditional Formatting
Filter results by
Color
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VISUALIZING DATA
Classic 3
Over time
Categorical
Hierarchical
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OVER TIME
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Slicer
CATEGORICAL
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HIERARCHICAL
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Slicer
PRINTING DATA
PAGE LAYOUT TAB PAGE LAYOUT BUTTONS
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Margins
Orientation
Print titles
Selection area
Export to PDF
Normal
Page Layout
Page Break Preview
GETTING
ASSISTANCE
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WEB RESOURCES
GCF Learn Free
• GCF Learn Free.org
• Subsidiary of Goodwill Industries
• Step-by-step instructions & videos
Google Search
• Use English like phrase
• Find instructions and videos
YouTube Search
• Use English like phrases
• Find videos
• Start with the short ones
CSU SkillPort
• Several courses that include videos
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SESSION SUMMARY
Managing Workbooks
Working with Data
Summarizing Data
Visualizing Data
Printing Data
Getting Help
55
THAT’S ALL
Thank you for your participation!
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EXTRA TIME
Pivot Tables using Registration Data
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