10-May-2015

EXCEL AS BUSINESS ANALYSIS TOOL

10-May-2015

TOUCH POINTS

Part A- Excel Shortcuts

Part B: Useful Excel Functions

Part C: Useful Excel Formulas

Part D: Sheet and Cell Protection

Part A: EXCEL SHORTCUTS

EXCEL SHORTCUTS

Starters

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

F4: Repeats the last command or action, if possible

F4: Also, used for Cell referencing ($)

F2: Begins editing the active cell

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

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

Ctrl V Pastes the copied cell(s)/data

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

Workbook Navigation

Ctrl PgDn Moves to the previous sheet

Ctrl PgUp Moves to the next sheet

EXCEL SHORTCUTS

Sheet Navigation & Cell(s) Selection

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

Shift Arrow key: Expands the selection in the direction indicated

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

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

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

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

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

Row/Column/Cell Editing

Ctrl + /Ctrl Shift =: Insert Row/Column/Cell (Alt IR for Row and Alt IC for Column)

Ctrl -/ Alt ED: Delete Row/Column/Cell

Ctrl 1: Activates "Format cells"

ALT=/+: Auto sum

OTHER USEFUL EXCEL SHORTCUTS

• Ctrl D: Copy down

• Ctrl R: Copy right

• Alt EIS: Insert series – Dates, number, month, day

• Alt ES: Paste Special, Transpose, Divide, Subtract, Multiply etc

• Alt DFF: Filter

• Alt DP: Insert Pivot table

• Ctrl B/ U/ I: Bold, Underline, Italics

• Ctrl+Shift C and V: Format painter

• Alt DE: Text to column• Alt DE: Text to column

• Alt IW: Insert Sheet

• Alt EL: Delete Sheet

• Alt WPP: Freeze and unfreeze panes

• Alt DS: Sort

• Alt OCA/ OCR: Auto row/ column fit

PART B: USEFUL EXCEL FUNCTIONS

AUTO FILL

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

PASTE SPECIAL

CELL REFERENCING ($)

-

Row fixed

Row and column fixed

Column fixed

Keep pressing <F4> on a cell reference / range reference to toggle between the 4 combinations of cell referencing (as indicated above).

FILTER

PIVOT TABLE

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 it’s turned off by default. 2-steps to enable this feature are as follows:

PIVOT TABLE

PIVOT TABLE

For toggling between Sum, Max, Min, Average, Count etc.: DOUBLE-CLICK on the Row Field’s / Column Field’s heading (layout in the Left-side) “Field Settings” “Summarize by” tab

PIVOT TABLE

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 <ALT+F5> helps update the chosen Pivot Table instance with the latest data. Use <CTRL+ALT+F5> to refresh all Pivot tables in a Workbook

DATA VALIDATION – DROP-DOWN LIST

CONDITIONAL FORMATTING

CONDITIONAL FORMATTING

CONDITIONAL FORMATTING

Highlighting Duplicates

DATA SORT

TEXT TO COLUMN

TEXT TO COLUMN

PART C: EXCEL FORMULAS

VLOOKUP AND HLOOKUP

Concept

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)

VLOOKUP AND HLOOKUP

Quick Notes:

In most cases, whenever you select a database (“table_array”), press <F4> and , (comma) in sequence, to fix the selected database’s 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 can’t 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. age-sorted in ascending order with respect to lookup value range. Generally used with “Slabs >=” (e.g. age-group, income-tax slab, commission slab) AVOID IT OTHERWISE

Primary reasons for #N/A in VLOOKUP:

<F4> 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

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

SUMIFS AND COUNTIFS

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

Also please note that:

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 <F4> to lock data range.

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

JOINING TWO OR MORE STRINGS

Both of the above approaches provide SAME output

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

OTHER USEFUL FUNCTIONS

Left Function: Returns the leftmost characters from a text value.

Right Function: Returns the rightmost characters from a text value.

Mid Function: Returns a specific number of characters from a text string, starting at the position you specify (“start_num”).

Proper Function: Capitalizes the first letter in each word of a text value. Example: Converts “the man eats” or “THE MAN EATS” to “The Man Eats”.

Upper Function: Converts text to uppercase. Example: Converts “the man eats” or “The Man Eats” to “THE MAN EATS”

Lower Function: Converts text to uppercase. Lower Function: Converts text to uppercase.

Trim Function: Removes excess spaces from text.

Len Function: Returns the number of characters in a text string.

PART D: SHEET AND CELL PROTECTION

EXCEL SHEET PROTECTION

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

EXCEL SHEET PROTECTION

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

CELL(S) PROTECTION

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.

CELL(S) PROTECTION

Step 2: ACTIVATE protection after defining user access privileges

Questions?Questions?

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