Microsoft Excel for survival

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Our experience in excel

• Discussion:

– On a scale of one to ten, how much do you think you know excel?

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Discussion Outline

Introduction to MS Excel1

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(Text) data prep and handling

Logic – functions and analysis

Pivot tables

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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

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MS Excel – an intro

• The Face of Excel

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Data preps and handling

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

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Data preps and handling

Practice

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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,

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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

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Data analysis

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

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Data analysis

Practice

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Data analysis

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

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Data analysis

• Pivot Tables

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Housekeeping

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

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Data analysis

Practice

Shortcut keysCommand

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

KEYSF2 F11 SHIFT + F2 SHIFT + F3 SHIFT + F11 CTRL + F3 ALT + F11 ALT + F8 CTRL + 0CTRL + SHIFT + 0CTRL + 9CTRL + SHIFT + 9CTRL + 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

KEYSCTRL + DCTRL + RALT + =ALT + 0128ALT + 0162ALT + 0163ALT + 0165ALT + ENTERCTRL + ;CTRL + SHIFT + ;CTRL + `CTRL + SPACEBARSHIFT + 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 keyFunction dialog Shift + F3Cancel 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 + 1Today’s date Ctrl +;Currency format Ctrl + Shift + $ Select All Ctrl + AFormat chart elements Ctrl + 1 Page Setup Alt + P + S + PHeaders and Footers Alt + N + HExit Page Layout View Alt W + LFilter Ctrl + Shift +LOpen the Subtotals dialog box Alt + A + B

Thank you

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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

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Chart type Features Data type / UseArea 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

Pie2-3 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

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Graphs in Excel

Practice