Excellence in EXCEL presentation

WORKSHOP ON

Zahid MAHMOOD FCMA FPA CCFCZahid MAHMOOD FCMA FPA CCFC Zahid MAHMOOD FCMA, FPA, CCFC Group CFO & Company SecretaryPak Shaheen Group of Companies

Zahid MAHMOOD FCMA, FPA, CCFC

Group CFO & Company SecretaryPak Shaheen Group of Companies

Workshop on Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD

0

Pak Shaheen Group of CompaniesCell: +923008297285 & +923332187476Email: [email protected]

p pCell: +923008297285 & +923332187476Email: [email protected]

Table of Contents

MS Excel as Tool for Financial Modeling

Goal Seek

Data Table

Introduction & Principles

Financial Modeling

Transition from 2003 to 2007 Scenario Manager

Sub Totals

Data Validation

PIVOT Table

Conditional FormattingData Validation

Data Consolidation

Conditional Formatting

Data Filter

Formula Auditing

F l E l tiF l E l ti

MS Solver

MFormula EvaluationFormula Evaluation Macros

1Workshop on Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD

PreludePreludeIn this workshop I don’t refer to excel worksheet functions as excel functions. They are called excel In this workshop I don’t refer to excel worksheet functions as excel functions. They are called excel f l hi i b l k h f i d i hi ll h i h h b if l hi i b l k h f i d i hi ll h i h h b iformulas. This is because excel worksheet functions are used within a cell together with the basic formulas. This is because excel worksheet functions are used within a cell together with the basic mathematical operations such as addition, subtraction, multiplication and division. mathematical operations such as addition, subtraction, multiplication and division. We refer Excel functions to another group of tools in Excel. This group of tools is very powerful in We refer Excel functions to another group of tools in Excel. This group of tools is very powerful in managing data in the worksheet. Tools that fall into this category include pivot table, scenario managing data in the worksheet. Tools that fall into this category include pivot table, scenario g g g y p ,g g g y p ,analysis, solver, subtotal, etc. This workshop covers standard financial models in the areas of analysis, solver, subtotal, etc. This workshop covers standard financial models in the areas of corporate finance, financial statement simulation, portfolio problems, options, portfolio insurance, corporate finance, financial statement simulation, portfolio problems, options, portfolio insurance, duration, and immunization. While Excel is often inappropriate for highduration, and immunization. While Excel is often inappropriate for high--level, industriallevel, industrial--strength strength calculations (portfolios are an example) it is an excellent tool for understanding the computationalcalculations (portfolios are an example) it is an excellent tool for understanding the computationalcalculations (portfolios are an example), it is an excellent tool for understanding the computational calculations (portfolios are an example), it is an excellent tool for understanding the computational intricacies involved in financial modeling. It is often the case that the fullest understanding of the intricacies involved in financial modeling. It is often the case that the fullest understanding of the models comes by calculating them, and Excel is one of the most accessible and powerful tools models comes by calculating them, and Excel is one of the most accessible and powerful tools available for this purpose.available for this purpose.

TheThe basicbasic ideaidea behindbehind anyany financialfinancial modelmodel isis toto bringbring orderorder andand understandingunderstanding toto thethe numerousnumerousvariablesvariables andand complexcomplex informationinformation thatthat financialfinancial transactionstransactions presentpresent.. LearningLearning toto buildbuild oneone fromfrom aablankblank spreadsheetspreadsheet isis oftenoften aa dauntingdaunting tasktask toto newcomersnewcomers becausebecause ofof thethe sheersheer amountamount ofof informationinformationandand nearlynearly infiniteinfinite methodsmethods ofof manipulatingmanipulating datadata.. ThisThis workshopworkshop seeksseeks toto bringbring aa systematic,systematic, wellwell--yy p gp g pp gg yyexplainedexplained methodmethod toto constructingconstructing aa particularlyparticularly popularpopular andand adaptableadaptable typetype ofof modelmodel——TheThe FinancialFinancialModelModel.. ThroughThrough thethe useuse ofof thoroughthorough explanation,explanation, graphicalgraphical examples,examples, andand thethe simultaneoussimultaneousapplicationapplication ofof learnedlearned methodsmethods featuredfeatured inin thethe ModelModel BuilderBuilder exercises,exercises, anyoneanyone withwith aa backgroundbackgroundinin financefinance andand basicbasic spreadsheetspreadsheet understandingunderstanding cancan developdevelop andand understandunderstand aa fullyfully functioningfunctioning

Workshop on Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD 2

inin financefinance andand basicbasic spreadsheetspreadsheet understandingunderstanding cancan developdevelop andand understandunderstand aa fullyfully functioningfunctioningFinancialFinancial ModelModel..

Knowing what the formulas and functions in Excel can do is not enough to maximize the use of Excel The above tests Knowing what the formulas and functions in Excel can do is not enough to maximize the use of Excel The above tests

Financial Modeling Financial Modeling –– IntroductionIntroductionKnowing what the formulas and functions in Excel can do is not enough to maximize the use of Excel. The above tests Knowing what the formulas and functions in Excel can do is not enough to maximize the use of Excel. The above tests shows that the importance of applying these formulas in your work. In this workshop we will learn how to apply those shows that the importance of applying these formulas in your work. In this workshop we will learn how to apply those seemingly useless formulas and functions to your excel projects and unleash the potential of Excel. seemingly useless formulas and functions to your excel projects and unleash the potential of Excel. It will help managers and executives overcome practical problems in Data Analysis with Excel It will help managers and executives overcome practical problems in Data Analysis with Excel It will help managers and executives overcome practical problems in Data Analysis with Excel. It will help managers and executives overcome practical problems in Data Analysis with Excel. The first part of the course is based on a fixed curriculum and its purpose is to equip you with foundational skills and The first part of the course is based on a fixed curriculum and its purpose is to equip you with foundational skills and competence to explore Excel on your own. The second part of the course is competence to explore Excel on your own. The second part of the course is customisedcustomised to your needs by working to your needs by working through your real existing problems encountered in your work and providing solutions to you The level of through your real existing problems encountered in your work and providing solutions to you The level of through your real, existing problems encountered in your work, and providing solutions to you. The level of through your real, existing problems encountered in your work, and providing solutions to you. The level of customization is dependent on the needs, skill level, expectation and requests of the class.customization is dependent on the needs, skill level, expectation and requests of the class.FinancialFinancial ModelingModeling isis aa partpart ofof corporatecorporate modelingmodeling..•• ComputerComputer basedbased modelsmodels carrycarry outout thethe calculationscalculations necessarynecessary toto produceproduce financialfinancial modelsmodels basedbased onon givengiven•• ComputerComputer basedbased modelsmodels carrycarry outout thethe calculationscalculations necessarynecessary toto produceproduce financialfinancial modelsmodels basedbased onon givengivensetssets ofof assumptionsassumptions andand predictionspredictions..•• LearningLearning objectiveobjective ofof thisthis workshopworkshop isis toto developdevelop financialfinancial modelsmodels andand usageusage ofof toolstools andand featuresfeatures availableavailableinin MicrosoftMicrosoft ExcelExcel thatthat supportssupports flexileflexile modelingmodelinginin MicrosoftMicrosoft ExcelExcel thatthat supportssupports flexileflexile modelingmodeling..•• FinancialFinancial ModelModel isis primarilyprimarily aa tooltool forfor quantitativequantitative analysisanalysis..•• ModelsModels cancan bebe manipulatedmanipulated andand analyzedanalyzed moremore easilyeasily thanthan thethe realreal systemsystem andand hencehence permitpermit thethe analyst,analyst, inineffecteffect toto carrycarry onon variousvarious experimentationexperimentation


effect,effect, toto carrycarry onon variousvarious experimentationexperimentation..

These training not only shows you howThese training not only shows you how Excel formulasExcel formulas andand Excel functionsExcel functions work it alsowork it also

Financial Modeling Financial Modeling –– IntroductionIntroductionThese training not only shows you how These training not only shows you how Excel formulasExcel formulas and and Excel functionsExcel functions work, it also work, it also shows you how they should be applied in real business situations. If you wish to fully shows you how they should be applied in real business situations. If you wish to fully maximize the use of these maximize the use of these microsoftmicrosoft excel tutorials, you must first have a good basic excel tutorials, you must first have a good basic understanding of Excel. These understanding of Excel. These microsoftmicrosoft excel tutorials are meant to help you manage large excel tutorials are meant to help you manage large spreadsheets containing hundreds and even thousands of rows of data records. You will not spreadsheets containing hundreds and even thousands of rows of data records. You will not only become more competent in navigating through the Excel worksheets but also how to only become more competent in navigating through the Excel worksheets but also how to format these spreadsheets quickly and accurately. At the end of these mini format these spreadsheets quickly and accurately. At the end of these mini microsoftmicrosoft excel excel tutorials, you will become more confident in managing large and complicated worksheets.tutorials, you will become more confident in managing large and complicated worksheets.tutorials, you will become more confident in managing large and complicated worksheets.tutorials, you will become more confident in managing large and complicated worksheets.The workshop is based on real business scenarios I have encountered over the years and the The workshop is based on real business scenarios I have encountered over the years and the solutions were found through various means. I am confident that your work on Excel solutions were found through various means. I am confident that your work on Excel woudwoudhas been easier for you and would have saved you hours and hours if you have been using the has been easier for you and would have saved you hours and hours if you have been using the methods applied in this workshop. Through these training, you will be able to make methods applied in this workshop. Through these training, you will be able to make Microsoft® Excel work harder for you without using Microsoft® Excel work harder for you without using macro programmingmacro programming / / VBAVBA..Excel training tailored for managers and executives who are seeking practical solutions to Excel training tailored for managers and executives who are seeking practical solutions to their Excel problems in raw data management business analysis and reporting It istheir Excel problems in raw data management business analysis and reporting It istheir Excel problems in raw data management, business analysis and reporting. It is their Excel problems in raw data management, business analysis and reporting. It is conducted based on business case studies with the aim of maximizing your benefits (e.g. conducted based on business case studies with the aim of maximizing your benefits (e.g. productivity, report accuracy) in using Excel. productivity, report accuracy) in using Excel.


•• OneOne cancan systematicallysystematically varyvary somesome propertiesproperties ofof thethe system,system, holdingholding othersothers constant,constant,Financial Modeling Financial Modeling –– IntroductionIntroduction

y yy y yy p pp p y ,y , gg ,,andand inin thisthis wayway determinedetermine howhow thethe systemsystem asas aa wholewhole wouldwould bebe affectedaffected ifif thethe changeschangesactuallyactually diddid occuroccur..

ThTh d ld l li hli h hh d id i ff ii bb hh ff ff hh b ib i•• TheThe modelsmodels accomplishaccomplish thethe reductionreduction ofof uncertaintyuncertainty aboutabout thethe futurefuture ofof thethe businessbusinessbyby introducingintroducing statisticalstatistical datadata aboutabout relationshipsrelationships andand trendstrends..•• AA newnew usersusers understandunderstand howhow thethe standardstandard analysisanalysis shouldshould bebe conductedconductedAA newnew usersusers understandunderstand howhow thethe standardstandard analysisanalysis shouldshould bebe conductedconducted..•• ModelModel becomesbecomes commoncommon yardstickyardstick ofof analysisanalysis..•• AA projectionprojection modelmodel isis bestbest becausebecause itit allowsallows toto changechange thethe inputsinputs quicklyquickly forfor aap jp j gg pp q yq yseriesseries ofof sensitivitysensitivity teststests..


Financial Modeling – Purpose• Credit Analysis: Focus on Cash Flows and Ratios• Equity Investment: Projections of Equity Returns

g p

• Project Financing: Evaluate the consequences of alternative decisions.• Leverage Buyout: Focus on both Equity and Debt Changes• Assess the impact of quantifiable outside forces.• Provide a flexible structure for modification.• Provide the ability to measure performance.• Forecast expectations.• Provide a vehicle for improved communication among managers.


Financial Modeling Financial Modeling –– PrinciplesPrinciples• KISS• KISS——Keep it simple, stupidKeep it simple, stupid• Have a clear idea of model: Needs to do• Have a clear idea of model: Needs to do• Be clear about what the users want and expect• Be clear about what the users want and expect M i i l i l f h M i i l i l f h • Maintain a logical arrangement of the parts• Maintain a logical arrangement of the parts

• Make all calculations in the model visible• Make all calculations in the model visible• Be consistent in everything you do• Be consistent in everything you do• Be consistent in everything you do• Be consistent in everything you do• Use one input for one data point• Use one input for one data point• Think modular: controlled and modules of formulas that perform discrete operations• Think modular: controlled and modules of formulas that perform discrete operationsp pp p• Make full use of Excel’s power• Make full use of Excel’s power• Provide ways to prevent or back out of errors• Provide ways to prevent or back out of errors• Save in• Save in--progress versions under different namesprogress versions under different names• and save them often• and save them often


• Test, test, and test• Test, test, and test

Financial Modeling and MS ExcelFinancial Modeling and MS ExcelA spreadsheet is considered the most widely applicable tool for developing a financial model A spreadsheet is considered the most widely applicable tool for developing a financial model b f it bilit tb f it bilit tbecause of its ability to:because of its ability to:• Control the format and content of inputs and outputs• Control the format and content of inputs and outputs• Quickly recalculate the entire model when data or formulas are added or modified.• Quickly recalculate the entire model when data or formulas are added or modified.Q yQ y• Rapidly provide comparative output for alternative assumptions.• Rapidly provide comparative output for alternative assumptions.• Interact with users as they become more familiar with data.• Interact with users as they become more familiar with data.• Promote a better understanding of cause• Promote a better understanding of cause--and effect relationships. Excel has a whole repertory of and effect relationships. Excel has a whole repertory of over 250 functions (preformatted formulas) that make it a hugely powerful calculator. These over 250 functions (preformatted formulas) that make it a hugely powerful calculator. These functions are divided into the following types:functions are divided into the following types:• Financial• Financial • Date and time• Date and time• Statistical• Statistical • Lookup & reference• Lookup & reference• Database• Database • Text• Text• Database• Database • Text• Text• Logical• Logical • Information• Information


MS Excel as Tool for Financial ModelMS Excel as Tool for Financial Model• • Basics of MS ExcelBasics of MS Excel • • Customizing Excel (Toolbars)Customizing Excel (Toolbars)• • Basics of MS ExcelBasics of MS Excel • • Customizing Excel (Toolbars)Customizing Excel (Toolbars)

• • Functions & Formulas (Nested Formulas)Functions & Formulas (Nested Formulas) • • Conditional FormattingConditional Formatting• • Data ValidationsData Validations • • Goal SeekGoal Seek Data ValidationsData Validations Goal SeekGoal Seek• • Data TableData Table • • Scenario ManagerScenario Manager• • PIVOT TablePIVOT Table • • Chart and GraphsChart and Graphs• • SolverSolver • • MacrosMacros• • Model SecurityModel Security • • Title BarTitle Bar• • Menu BarMenu Bar • • Tool BarTool Bar• • Reference AreaReference Area • • Formula BarFormula Bar C l H d & R H dC l H d & R H d St t BSt t B• • Column Header & Row HeaderColumn Header & Row Header • • Status BarStatus Bar

• • Workspace Area: 256 col (A Workspace Area: 256 col (A –– IV) & 16384 rowIV) & 16384 row


Basics of MS Excel


• F1 Help • F2 Edit the active cell

F F -- KeysKeys• F1 Help • F2 Edit the active cell• F3 Paste a name into a formula • F4 Repeat the last keyboard action• F5 Go to • F6 Move to the next pane• F7 Check spelling • F8 Anchors the start of a range• F9 Calculate all sheets in all open workbooks • F10 Activate the menu bar (Like Alt)• F11 Create a chart • F12 Save As command

F KEYS Combination

F2+F4 C l th h b l t f i t th $ b l ll b t i it i t th • F2+F4: Cycle through absolute references, insert the $ symbol manually by typing it into the appropriate places in the cell address.• F2+F5 Trace back to formula sources, helpful to tracing back to source when editing a long formula• F2+F9 Recalculate portions of formulas by highlighting portion of formula and pressing F9.


Create a Customized ToolbarCreate a Customized ToolbarYY dd difdif t lbt lb b ttb tt ddYouYou cancan rearrangerearrange andand modifymodify toolbartoolbar buttons,buttons, menus,menus, andand menumenucommandscommands byby usingusing thethe mousemouse oror youyou cancan useuse thethe RearrangeRearrangeC dC d di ldi l bb hi hhi h ii iblibl ii k b dk b d ThThCommandsCommands dialogdialog boxbox whichwhich isis accessibleaccessible usingusing aa keyboardkeyboard menumenu.. TheseThesetaskstasks areare identifiedidentified asas (keyboard(keyboard accessible)accessible)..

OnOn thethe ToolsTools menu,menu, clickclick CustomizeCustomize,, andand thenthen clickclick thethe ToolbarsToolbars tabtab..

ClickClick NewNewClickClick NewNew..

InIn thethe ToolbarToolbar namename box,box, typetype thethe namename youyou want,want, andand thenthen clickclick OKOK..


Create a Customized ToolbarCreate a Customized ToolbarClick the Click the CommandsCommands tab. tab.

D f th f ll i g Add b tt t th t lbD f th f ll i g Add b tt t th t lbDo one of the following: Add a button to the toolbarDo one of the following: Add a button to the toolbar

Click a category in the Click a category in the CategoriesCategories box. box. Click a category in the Click a category in the CategoriesCategories box. box.

Drag the command you want from the Drag the command you want from the CommandsCommands box to the box to the displayed toolbar.displayed toolbar.


V V -- LookupLookupS hS h ff ll ii hh l fl f ll ff blbl dd hh ll ii hhSearchesSearches forfor aa valuevalue inin thethe leftmostleftmost columncolumn ofof aa table,table, andand thenthen returnsreturns aa valuevalue inin thethe samesame rowrowfromfrom aa columncolumn youyou specifyspecify inin thethe tabletable..

TheThe VV inin VLOOKUPVLOOKUP standsstands forfor "Vertical"Vertical..““

IfIf rangerange lookuplookup isis TRUE,TRUE, thethe valuesvalues inin thethe firstfirst columncolumn ofof tabletable arrayarray mustmust bebe placedplaced inin ascendingascendingorderorder:: ......,, --22,, --11,, 00,, 11,, 22,, ......,, AA--Z,Z, FALSE,FALSE, TRUETRUE;; otherwiseotherwise VLOOKUPVLOOKUP maymay notnot givegive thethe correctcorrect valuevalue.. IfIfrangerange lookuplookup isis FALSE,FALSE, tabletable arrayarray doesdoes notnot needneed toto bebe sortedsorted..

YouYou cancan putput thethe valuesvalues inin ascendingascending orderorder byby choosingchoosing thethe SortSort commandcommand fromfrom thethe DataData menumenu andandselectingselecting AscendingAscending (explained(explained separately)separately)..

TheThe valuesvalues inin thethe firstfirst columncolumn ofof tabletable arrayarray cancan bebe text,text, numbers,numbers, oror logicallogical valuesvalues..

UppercaseUppercase andand lowercaselowercase texttext areare equivalentequivalent..


H H -- LookupLookup

Searches for a value in the top row of a table of values, and then returns a Searches for a value in the top row of a table of values, and then returns a value in the same column from a row you specify in the table or array. Use value in the same column from a row you specify in the table or array. Use HLOOKUP when your comparison values are located in a row across the top HLOOKUP when your comparison values are located in a row across the top of a table of data, and you want to look down a specified number of rows. of a table of data, and you want to look down a specified number of rows.

The H in HLOOKUP stands for "Horizontal.“The H in HLOOKUP stands for "Horizontal.“The H in HLOOKUP stands for Horizontal.The H in HLOOKUP stands for Horizontal.

Rest is same as V LookupRest is same as V Lookup


LookupLookupReturns a value either from a oneReturns a value either from a one--row or onerow or one--column range or from an The LOOKUP column range or from an The LOOKUP Returns a value either from a oneReturns a value either from a one row or onerow or one column range or from an The LOOKUP column range or from an The LOOKUP function has two syntax forms: vector and array. The vector form of LOOKUP looks in function has two syntax forms: vector and array. The vector form of LOOKUP looks in a onea one--row or onerow or one--column range (known as a vector) for a value and returns a value column range (known as a vector) for a value and returns a value from the same position in a second onefrom the same position in a second one--row or onerow or one--column range. The array form of column range. The array form of LOOKUP looks in the first row or column of an array for the specified value and LOOKUP looks in the first row or column of an array for the specified value and

t l f th iti i th l t l f th t l f th iti i th l t l f th returns a value from the same position in the last row or column of the array. returns a value from the same position in the last row or column of the array.

Lookup valueLookup value

is a value that LOOKUP searches for in the first vector. Lookup value can be a number, text, is a value that LOOKUP searches for in the first vector. Lookup value can be a number, text, a logical value, or a name or reference that refers to a value.a logical value, or a name or reference that refers to a value.

L k tL k tLookup vectorLookup vector

is a range that contains only one row or one column. The values in lookup vector can be is a range that contains only one row or one column. The values in lookup vector can be text numbers or logical valuestext numbers or logical values


text, numbers, or logical values.text, numbers, or logical values.

Ch tiCh ti ifi tiifi tiExcel Specifications & Limits Excel Specifications & Limits

ChartingCharting specificationsspecificationsFeatureFeature MaximumMaximum limitlimit ChartsCharts linkedlinked toto aa worksheetworksheet LimitedLimited bybyavailableavailable memorymemoryWorksheetsWorksheets referredreferred toto byby aa chartchart255255DataData seriesseries (data(data seriesseries:: RelatedRelated datadata pointspoints thatthat areare plottedplotted inin aa chartchart.. EachEachdatadata seriesseries inin aa chartchart hashas aa uniqueunique colorcolor oror patternpattern andand isis representedrepresented ininthth h th t l dl d YY l tl t d td t ii ii h th t PiPi h th tthethe chartchart legendlegend.. YouYou cancan plotplot oneone oror moremore datadata seriesseries inin aa chartchart.. PiePie chartschartshavehave onlyonly oneone datadata seriesseries..)) inin oneone chartchart255255


Ch ti ifi tiCh ti ifi ti

Excel Specifications & Limits Excel Specifications & Limits Charting specificationsCharting specifications

Data pointsData points (data points: Individual values that are plotted in a chart. Related data points make up a (data points: Individual values that are plotted in a chart. Related data points make up a pp ( p p p p( p p p pdata series. Data points are represented by bars, columns, lines, slices, dots, and other shapes. data series. Data points are represented by bars, columns, lines, slices, dots, and other shapes. These shapes are called data markers.) in a data series for 2These shapes are called data markers.) in a data series for 2--D charts32,000D charts32,000

Data points in a data series for 3Data points in a data series for 3--D charts4,000D charts4,000

Data points for all data series in one chart256,000Data points for all data series in one chart256,000pp

Line styles8Line styles8

Line weights4Line weights4

Area patterns (screen display)18Area patterns (screen display)18


Charting SpecificationsCharting SpecificationsExcel Specifications & Limits Excel Specifications & Limits

g pg pTotal area pattern and color combinations (color display)56,448Total area pattern and color combinations (color display)56,448Pattern and color combinations (color printer)56,448 (the actual number depends on your printer and its Pattern and color combinations (color printer)56,448 (the actual number depends on your printer and its software)software)software)software)

Page fieldsPage fields (page field: A field that's assigned to a page orientation in a PivotTable or PivotChart report. You (page field: A field that's assigned to a page orientation in a PivotTable or PivotChart report. You can either display a summary of all items in a page field, or display one item at a time, which filters out the can either display a summary of all items in a page field, or display one item at a time, which filters out the data for all other items.) in a PivotChart reportdata for all other items.) in a PivotChart report (PivotChart report: A chart that provides interactive analysis (PivotChart report: A chart that provides interactive analysis of data, like a PivotTable report. You can change views of data, see different levels of detail, or reorganize of data, like a PivotTable report. You can change views of data, see different levels of detail, or reorganize the chart layout by dragging fields and by showing or hiding items in fields.)256 (may be limited by the chart layout by dragging fields and by showing or hiding items in fields.)256 (may be limited by y y gg g y g g ) ( y yy y gg g y g g ) ( y yavailable memory)available memory)

Data fieldsData fields (data field: A field from a source list, table, or database that contains data that is summarized in a (data field: A field from a source list, table, or database that contains data that is summarized in a PivotTable report or PivotChart report A data field usually contains numeric data such as statistics or sales PivotTable report or PivotChart report A data field usually contains numeric data such as statistics or sales PivotTable report or PivotChart report. A data field usually contains numeric data, such as statistics or sales PivotTable report or PivotChart report. A data field usually contains numeric data, such as statistics or sales amounts.) in a PivotChart report256amounts.) in a PivotChart report256

Calculated item formulas in a PivotChart report Limited by available memoryCalculated item formulas in a PivotChart report Limited by available memory


Creating Charts Creating Charts Before creating a chart, the data to be charted must beBefore creating a chart, the data to be charted must be

2. Although not required, it is recommended that the user highlight the

1. Place the chart data onto the spreadsheet as shown below The first column of the range always contains

Before creating a chart, the data to be charted must be Before creating a chart, the data to be charted must be available on the spreadsheetavailable on the spreadsheet

recommended that the user highlight the desired data range prior to creating the

chart. Make sure to highlight the column labels as part of the selection.

below. The first column of the range always contains the independent (X-axis) values and all subsequent columns to the right contain the dependent (Y-axis) values. In this case, there is only 1 dependent variable (distance) which is located in column C.


Creating ChartsCreating Charts

To create a chart, use the Insert command on the main menu:To create a chart, use the Insert command on the main menu:4. Left-click to select main

category for charts (Standard Types Displayed)

3. Left-click mouse on Insertand then left-click on Chart…

(Standard Types Displayed)



5. Left-click on XY (Scatter) and then select the chart sub-type as shown.

6. Click Next to continue or Backto return to previous step.

Left-click to select desired chart type

and sub-type

5a. Left-click to preview the p

chart.



7. Click on Titles. Then insert chart title, x-axis and y-axis titles

Note: Selecting the “As new sheet” option willnew sheet” option will create a full-sized chart on a newly-created chart tab.

8. Select the “As object in” radio button and then


butto a d t eclick Finish.


9. Basic charting process is now complete.


Formatting & Modifying ChartsFormatting & Modifying Charts

Add data values and/or data labels to the plotted data

i t

Continuation from slide Creating

Charts (4)

points.

Add & remove X-axis and Y-axis

gridlines

Set location of the chart legend


Formatting & Modifying ChartsFormatting & Modifying ChartsAll parts of the chart can be formatted To do thisAll parts of the chart can be formatted. To do this, double-click on the desired part of the chart and

then use the menus. EXPERIMENT!


Sub TotalsSub TotalsSubtotalSubtotal isis aa formulaformula asas wellwell asas functionfunction inin excelexcel AsAs aa functionfunction itit isis ableable toto insertinsertSubtotalSubtotal isis aa formulaformula asas wellwell asas functionfunction inin excelexcel.. AsAs aa function,function, itit isis ableable toto insertinsertsubtotalsubtotal intointo differentdifferent groupsgroups ofof datadata.. ForFor example,example, subtotalsubtotal functionfunction cancan calculatecalculate thethetotaltotal salessales turnoverturnover forfor eacheach industryindustry groupgroup..yy g pg pThisThis summarysummary functionfunction alsoalso ConsolidatesConsolidates datadata butbut itsits resultresult isis strangestrange toto workwork.. TheThedatadata mustmust bebe sortedsorted firstfirst.. ThisThis featurefeature isis GreatGreat forfor printingprinting reportsreports.. YouYou cancan useuse thisthisfeaturefeature availableavailable byby clickingclicking DataData >> SubtotalsSubtotals..MicrosoftMicrosoft ExcelExcel cancan automaticallyautomatically calculatecalculate subtotalsubtotal andand grandgrand totaltotal valuesvalues inin aa listlist

(list(list:: AA seriesseries ofof rowsrows thatthat containscontains relatedrelated datadata oror aa seriesseries ofof rowsrows thatthat youyoudesignatedesignate toto functionfunction asas aa datasheetdatasheet byby usingusing thethe CreateCreate ListList commandcommand..))

WhenWhen youyou insertinsert automaticautomatic subtotalssubtotals ExcelExcel outlinesoutlines thethe listlist soso thatthat youyou cancanWhenWhen youyou insertinsert automaticautomatic subtotals,subtotals, ExcelExcel outlinesoutlines thethe listlist soso thatthat youyou cancandisplaydisplay andand hidehide thethe detaildetail rowsrows forfor eacheach subtotalsubtotal..ToTo insertinsert subtotals,subtotals, youyou firstfirst sortsort youryour listlist soso thatthat thethe rowsrows youyou wantwant toto subtotalsubtotal


areare groupedgrouped togethertogether.. YouYou cancan thenthen calculatecalculate subtotalssubtotals forfor anyany columncolumn thatthatcontainscontains numbersnumbers..

Data Validation Data Validation DataData ValidationValidation isis aa functionfunction providedprovided byby ExcelExcel toto limitlimit usersusers fromfrom enteringentering valuevalue otherother thanthanDataData ValidationValidation isis aa functionfunction providedprovided byby ExcelExcel toto limitlimit usersusers fromfrom enteringentering valuevalue otherother thanthanthosethose prepre--defineddefined byby youyou.. ForFor businessbusiness users,users, itit isis commonlycommonly usedused toto createcreate aa dropdowndropdown listlist sosothatthat usersusers cancan selectselect thethe itemsitems fromfrom thethe listlist insteadinstead ofof typingtyping thethe valuevalue oror texttext inin.. ItIt isis alsoalso aagreatgreat wayway toto maintainmaintain consistencyconsistency inin youryour datadata.. ReadyReady toto createcreate youryour dropdowndropdown list?list?

YouYou cancan makemake youryour datadata entriesentries moremore foolprooffoolproof byby limitinglimiting thethe typestypes ofof datadata thatthat cancan bebe enteredentered..•• DataData ValidationValidation poppop upup boxesboxes alertalert toto wrongwrong typetype ofof datadata beingbeing inputinput•• DataData ValidationValidation poppop--upup boxesboxes alertalert toto wrongwrong typetype ofof datadata beingbeing inputinput..•• DataData ValidationValidation InputInput MessageMessage ShowShow messagemessage whenwhen cellcell isis selectedselected..•• SelectSelect DataData andand GoGo toto DataData >> ValidationValidation forfor limitations,limitations, AlertsAlerts andand InputInput MessagesMessages..SelectSelect DataData andand GoGo toto DataData ValidationValidation forfor limitations,limitations, AlertsAlerts andand InputInput MessagesMessages..

SelectSelect thethe cellcell toto validatevalidate..OnOn thethe DataData menu,menu, clickclick ValidationValidation,, andand thenthen clickclick thethe SettingsSettings tabtab..SpecifySpecify thethe typetype ofof validationvalidation youyou wantwantSpecifySpecify thethe typetype ofof validationvalidation youyou wantwant

ValuesValues FromFrom aa ListListInIn thethe AllowAllow box,box, clickclick ListList..


ClickClick thethe SourceSource boxbox andand thenthen dodo oneone ofof thethe followingfollowing::ToTo definedefine thethe listlist locally,locally, typetype thethe listlist valuesvalues separatedseparated byby commascommas..

Data ValidationData ValidationToTo useuse aa rangerange ofof cellscells withwith aa defineddefined namename typetype thethe equalequal signsign (=)(=) followedfollowedToTo useuse aa rangerange ofof cellscells withwith aa defineddefined name,name, typetype thethe equalequal signsign (=)(=) followedfollowedbyby thethe namename ofof thethe rangerange.. ToTo useuse cellcell references,references, selectselect thethe cellscells onon thetheworksheetworksheet andand thenthen presspress ENTERENTER.. NoteNote CellCell referencesreferences havehave toto bebe toto cellscells ononthethe samesame worksheetworksheet IfIf youyou havehave toto referrefer toto aa differentdifferent worksheetworksheet oror aa differentdifferentthethe samesame worksheetworksheet.. IfIf youyou havehave toto referrefer toto aa differentdifferent worksheetworksheet oror aa differentdifferentworkbook,workbook, useuse aa defineddefined namename andand makemake suresure thethe workbookworkbook isis alreadyalready openopen..MakeMake suresure thethe InIn--cellcell dropdowndropdown checkcheck boxbox isis selectedselected..

AllowAllow numbersnumbers withinwithin limitslimits

InIn thethe AllowAllow box,box, clickclick WholeWhole NumberNumber oror DecimalDecimal..

InIn thethe DataData box,box, clickclick thethe typetype ofof restrictionrestriction youyou wantwant.. ForFor example,example, toto setsetupperupper andand lowerlower limits,limits, clickclick betweenbetween..

EnterEnter thethe minimum,minimum, maximum,maximum, oror specificspecific valuevalue toto allowallow..


Data ValidationData Validation

Specify the type of validation you want Specify the type of validation you want U f l t l l t h t' ll d U f l t l l t h t' ll d Use a formula to calculate what's allowed Use a formula to calculate what's allowed

In the In the AllowAllow box, click box, click CustomCustom..I h I h F lF l b f l h l l l i l l (TRUE b f l h l l l i l l (TRUE In the In the FormulaFormula box, enter a formula that calculates a logical value (TRUE box, enter a formula that calculates a logical value (TRUE for valid entries or FALSE for invalid). For example, to allow the value for valid entries or FALSE for invalid). For example, to allow the value greater than the minimum limit u can use greater than the minimum limit u can use If If condition with True and False, condition with True and False, you could enter you could enter =IF( cell value>20000,TRUE,FALSE) =IF( cell value>20000,TRUE,FALSE) for the custom for the custom formula.formula.


Data ConsolidationData Consolidation

ThisThis summarysummary functionfunction ConsolidatesConsolidates datadata onon oneone sheetsheet fromfrom multiplemultiple worksheetsworksheets withwith33--DD referencesreferences oror formulasformulas oror byby positionposition oror categorycategory.. YouYou cancan useuse thisthis featurefeatureyy pp g yg yavailableavailable byby clickingclicking DataData >> ConsolidateConsolidate..ToTo consolidateconsolidate data,data, youyou combinecombine thethe valuesvalues fromfrom severalseveral rangesranges ofof datadata.. ForFor example,example,yy gg ppifif youyou havehave aa worksheetworksheet ofof expenseexpense figuresfigures forfor eacheach ofof youryour regionalregional offices,offices, youyoumightmight useuse aa consolidationconsolidation toto rollroll thesethese figuresfigures intointo aa corporatecorporate expenseexpense worksheetworksheet..ExcelExcel providesprovides severalseveral waysways toto consolidateconsolidate datadata.. TheThe mostmost flexibleflexible methodmethod isis toto createcreateformulasformulas thatthat referrefer toto cellscells inin eacheach rangerange ofof datadata thatthat you'reyou're combiningcombining.. FormulasFormulas thatthat

ff llll l i ll i l k hk h ll dll d 33 DD f lf lreferrefer toto cellscells onon multiplemultiple worksheetsworksheets areare calledcalled 33--DD formulasformulas..


Data ConsolidationData ConsolidationUsing 3Using 3--D formulasD formulasUsing 3Using 3--D formulasD formulas

When you use 3When you use 3--D referencesD references (3(3--D reference: A reference to a range that spans two or more D reference: A reference to a range that spans two or more worksheets in a workbook.) in formulas, there are no restrictions on the layout of the separate worksheets in a workbook.) in formulas, there are no restrictions on the layout of the separate ))ranges of data. You can change the consolidation any way you need to. The consolidation updates ranges of data. You can change the consolidation any way you need to. The consolidation updates automatically when the data in the source ranges changes.automatically when the data in the source ranges changes.

Use formulas to combine dataUse formulas to combine data In the following example the formula in cell A2 adds three In the following example the formula in cell A2 adds three Use formulas to combine dataUse formulas to combine data In the following example, the formula in cell A2 adds three In the following example, the formula in cell A2 adds three numbers that are located in different positions on three different worksheets.numbers that are located in different positions on three different worksheets.

Add data to a consolidation with 3Add data to a consolidation with 3--D referencesD references When all of your source worksheets have When all of your source worksheets have yythe same layout, you can use a range of sheet names in 3the same layout, you can use a range of sheet names in 3--D formulas. To add another worksheet to D formulas. To add another worksheet to the consolidation, just move the sheet into the range your formula refers to.the consolidation, just move the sheet into the range your formula refers to.


Formula Auditing Formula Auditing Display the relationships between formulas and cellsDisplay the relationships between formulas and cells

You can display both precedent cellsYou can display both precedent cells (precedents: Cells that are referred to by a formula in another (precedents: Cells that are referred to by a formula in another cell. For example, if cell D10 contains the formula =B5, cell B5 is a precedent to cell D10.) and cell. For example, if cell D10 contains the formula =B5, cell B5 is a precedent to cell D10.) and dependent cells of formulasdependent cells of formulas (formula: A sequence of values, cell references, names, functions, or (formula: A sequence of values, cell references, names, functions, or pp ( q( qoperators in a cell that together produce a new value. A formula always begins with an equal sign operators in a cell that together produce a new value. A formula always begins with an equal sign (=).).(=).).

On the On the ToolsTools menu, click menu, click OptionsOptions, and then click the , and then click the ViewView tab. tab.

Check that Check that Show allShow all or or Show placeholdersShow placeholders is selected under is selected under ObjectsObjects. .


Formula Auditing Formula Auditing Cont..Cont..

Di l th l ti hi b t f l d llDi l th l ti hi b t f l d llDisplay the relationships between formulas and cellsDisplay the relationships between formulas and cells

On the On the ToolsTools menu, point to menu, point to Formula AuditingFormula Auditing, and then click , and then click Show Formula Auditing Show Formula Auditing ToolbarToolbarToolbarToolbar..

Do one of the following. Trace cells that provide data to a formula (precedents)Do one of the following. Trace cells that provide data to a formula (precedents)

S l t th ll th t t i th f l f hi h t t fi d d t ll S l t th ll th t t i th f l f hi h t t fi d d t ll Select the cell that contains the formula for which you want to find precedent cells. Select the cell that contains the formula for which you want to find precedent cells.

To display a tracer arrowTo display a tracer arrow (tracer arrows: Arrows that show the relationship between the active cell and its related (tracer arrows: Arrows that show the relationship between the active cell and its related cells. Tracer arrows are blue when pointing from a cell that provides data to another cell, and red if a cell contains cells. Tracer arrows are blue when pointing from a cell that provides data to another cell, and red if a cell contains an error value, such as #DIV/0!.) to each cell that directly provides data to the active cell, click an error value, such as #DIV/0!.) to each cell that directly provides data to the active cell, click Trace Trace PrecedentsPrecedents on the on the Formula AuditingFormula Auditing toolbartoolbar (toolbar: A bar with buttons and options that you use to carry (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click out commands. To display a toolbar, click CustomizeCustomize on the on the ToolsTools menu, and then click the menu, and then click the ToolbarsToolbars tab.). tab.).

To identify the next level of cells that provide data to the active cell, click To identify the next level of cells that provide data to the active cell, click Trace PrecedentsTrace Precedents again.again.

To remove tracer arrows one level at a time, starting with the precedent cell farthest away from the active cell, To remove tracer arrows one level at a time, starting with the precedent cell farthest away from the active cell, click click Remove Precedent ArrowsRemove Precedent Arrows To remove another level of tracer arrows click the button again To remove another level of tracer arrows click the button again


click click Remove Precedent ArrowsRemove Precedent Arrows . To remove another level of tracer arrows, click the button again.. To remove another level of tracer arrows, click the button again.


Trace formulas that reference a particular cell (dependents)Trace formulas that reference a particular cell (dependents)Trace formulas that reference a particular cell (dependents)Trace formulas that reference a particular cell (dependents)

Select the cell for which you want to identify the dependent cells Select the cell for which you want to identify the dependent cells Select the cell for which you want to identify the dependent cells. Select the cell for which you want to identify the dependent cells.

To display a tracer arrowTo display a tracer arrow (tracer arrows: Arrows that show the relationship (tracer arrows: Arrows that show the relationship between the active cell and its related cells. Tracer arrows are blue when between the active cell and its related cells. Tracer arrows are blue when pointing from a cell that provides data to another cell.) to each cell that is pointing from a cell that provides data to another cell.) to each cell that is d d h i ll li k d d h i ll li k T D dT D d h h F l F l dependent on the active cell, click dependent on the active cell, click Trace DependentsTrace Dependents on the on the Formula Formula AuditingAuditing toolbartoolbar (toolbar: A bar with buttons and options that you use to (toolbar: A bar with buttons and options that you use to

t d T di l t lb li k t d T di l t lb li k C t iC t i th th T lT lcarry out commands. To display a toolbar, click carry out commands. To display a toolbar, click CustomizeCustomize on the on the ToolsToolsmenu, and then click the menu, and then click the ToolbarsToolbars tab.). tab.).



Trace formulas that reference a particular cell (dependents)Trace formulas that reference a particular cell (dependents)

To identify the next level of cells that depend on the active cell click To identify the next level of cells that depend on the active cell click To identify the next level of cells that depend on the active cell, click To identify the next level of cells that depend on the active cell, click Trace DependentsTrace Dependents again.again.

To remove tracer arrows one level at a time, starting with the To remove tracer arrows one level at a time, starting with the dependent cell farthest away from the active cell, click dependent cell farthest away from the active cell, click Remove Remove Dependent ArrowsDependent Arrows To remove another level of tracer arrows click To remove another level of tracer arrows click Dependent ArrowsDependent Arrows . To remove another level of tracer arrows, click . To remove another level of tracer arrows, click the button again.the button again.



ToTo removeremove allall tracertracer arrowsarrows (tracer(tracer arrowsarrows:: ArrowsArrows thatthat showshow thethe relationshiprelationshipbetweenbetween thethe activeactive cellcell andand itsits relatedrelated cellscells.. TracerTracer arrowsarrows areare blueblue whenwhen pointingpointingfromfrom aa cellcell thatthat providesprovides datadata toto anotheranother cell)cell) onon thethe worksheet,worksheet, clickclick RemoveRemove AllAllpp ))ArrowsArrows onon thethe FormulaFormula AuditingAuditing toolbartoolbar (toolbar(toolbar:: AA barbar withwith buttonsbuttons andandoptionsoptions thatthat youyou useuse toto carrycarry outout commandscommands.. ToTo displaydisplay aa toolbar,toolbar, clickclick CustomizeCustomizeonon thethe ToolsTools menu,menu, andand thenthen clickclick thethe ToolbarsToolbars tabtab..))..,, ))

NoteNote IfIf thethe selectedselected cellcell isis referencedreferenced byby aa cellcell onon anotheranother worksheetworksheet oror workbookworkbook aaNoteNote IfIf thethe selectedselected cellcell isis referencedreferenced byby aa cellcell onon anotheranother worksheetworksheet oror workbook,workbook, aablackblack arrowarrow pointspoints fromfrom thethe selectedselected cellcell toto aa worksheetworksheet iconicon.. TheThe otherother workbookworkbookmustmust bebe openopen beforebefore MicrosoftMicrosoft ExcelExcel cancan tracetrace thesethese dependenciesdependencies..


Formula Auditing Formula Auditing Cont..Cont..TipsTipsToTo seesee thethe colorcolor--codedcoded precedentsprecedents forfor thethe argumentsarguments (argument(argument:: TheThe valuesvalues thatthat aa

functionfunction usesuses toto performperform operationsoperations oror calculationscalculations.. TheThe typetype ofof argumentargument aa functionfunctionusesuses isis specificspecific toto thethe functionfunction CommonCommon argumentsarguments thatthat areare usedused withinwithin functionsfunctionsusesuses isis specificspecific toto thethe functionfunction.. CommonCommon argumentsarguments thatthat areare usedused withinwithin functionsfunctionsincludeinclude numbers,numbers, text,text, cellcell references,references, andand namesnames..)) inin aa formula,formula, selectselect aa cellcell andandpresspress FF22..

ToTo selectselect thethe cellcell atat thethe otherother endend ofof anan arrow,arrow, doubledouble--clickclick thethe arrowarrow.. IfIf thethe cellcell isis ininanotheranother worksheetworksheet oror workbook,workbook, doubledouble--clickclick thethe blackblack arrowarrow andand thenthen doubledouble--clickclickthth ff tt ii thth GG tt li tli tthethe referencereference youyou wantwant inin thethe GoGo toto listlist..

ToTo seesee allall thethe relationshipsrelationships onon aa worksheet,worksheet, inin anan emptyempty cellcell typetype == (equal(equal sign),sign), andandthth li kli k thth S l tS l t AllAll b ttb tt S l tS l t thth llll dd TT P d tP d tthenthen clickclick thethe SelectSelect AllAll buttonbutton.. SelectSelect thethe cell,cell, andand presspress TraceTrace PrecedentsPrecedentstwicetwice..


Watch & Evaluate Formulas Watch & Evaluate Formulas Evaluate a nested formula one step at a timeEvaluate a nested formula one step at a time

You can see the different parts of a nested formula evaluated in the order the formula is calculated. You can see the different parts of a nested formula evaluated in the order the formula is calculated. For example, you can see this in the following formula where the function AVERAGE(F2:F5) is For example, you can see this in the following formula where the function AVERAGE(F2:F5) is shown as its value, 80.shown as its value, 80.

=IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) as=IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) as

=IF(=IF(80 80 > 50,SUM(G2:G5),0)> 50,SUM(G2:G5),0)(( ( ) )( ) )

Select the cell you want to evaluate. Only one cell can be evaluated at a time. Select the cell you want to evaluate. Only one cell can be evaluated at a time.


OO hh T lT l ii F lF l A di iA di i dd hh li kli k E lE l F lF l

Watch & Evaluate Formulas Watch & Evaluate Formulas OnOn thethe ToolsTools menu,menu, pointpoint toto FormulaFormula AuditingAuditing,, andand thenthen clickclick EvaluateEvaluate FormulaFormula..

ClickClick EvaluateEvaluate toto examineexamine thethe valuevalue ofof thethe underlinedunderlined referencereference.. TheThe resultresult ofof thethe evaluationevaluation isisshownshown inin italicsitalics.. IfIf thethe underlinedunderlined partpart ofof thethe formulaformula isis aa referencereference toto anotheranother formula,formula, clickclick StepStepInIn toto displaydisplay thethe otherother formulaformula inin thethe EvaluationEvaluation boxbox.. ClickClick StepStep OutOut toto gogo backback toto thethe previouspreviouscellcell andand formulaformula..

ContinueContinue untiluntil eacheach partpart ofof thethe formulaformula hashas beenbeen evaluatedevaluated..

ToTo seesee thethe evaluationevaluation again,again, clickclick RestartRestart.. ToTo endend thethe evaluation,evaluation, clickclick CloseClose..

NoteNote TheThe StepStep InIn buttonbutton isis notnot availableavailable forfor aa referencereference thethe secondsecond timetime thethe referencereference appearsappears ininthethe formula,formula, oror ifif thethe formulaformula refersrefers toto aa cellcell inin aa separateseparate workbookworkbook..


G l S k i E l f i d d i h i / i bl h ill G l S k i E l f i d d i h i / i bl h ill

Goal Seek Goal Seek Goal Seek is an Excel function used to derive the input / variable that will Goal Seek is an Excel function used to derive the input / variable that will help you to achieve the goal you have set. One of the common applications help you to achieve the goal you have set. One of the common applications of goal seek is to find the breakeven point for a project or business such of goal seek is to find the breakeven point for a project or business such of goal seek is to find the breakeven point for a project or business such of goal seek is to find the breakeven point for a project or business such that it makes no profit or loss. See how easy it is to find the breakeven of a that it makes no profit or loss. See how easy it is to find the breakeven of a project using the goal seek function. This is whatproject using the goal seek function. This is what--if analysis tool, When if analysis tool, When project using the goal seek function. This is whatproject using the goal seek function. This is what if analysis tool, When if analysis tool, When you know the desired result of a single formula but not the input value the you know the desired result of a single formula but not the input value the formula needs to determine the result, you can use the Goal Seek feature formula needs to determine the result, you can use the Goal Seek feature yyavailable by clicking Tools > Goal Seekavailable by clicking Tools > Goal Seek


Thi i l hThi i l h if l i l A d bl i f ll h h if l i l A d bl i f ll h h

Data Table Data Table This is also whatThis is also what--if analysis tool, A data table is a range of cells that shows if analysis tool, A data table is a range of cells that shows how changing certain values in your formulas affects the results of the how changing certain values in your formulas affects the results of the formulas It can be Oneformulas It can be One variable multiple outputs data tables or Twovariable multiple outputs data tables or Twoformulas. It can be Oneformulas. It can be One--variable multiple outputs data tables or Twovariable multiple outputs data tables or Two--variable single output data tablesvariable single output data tables


P j ti f t l b i t t t f th fi i l P j ti f t l b i t t t f th fi i l

Scenario ManagerScenario ManagerProjecting future values can be an important part of the financial Projecting future values can be an important part of the financial decisiondecision--making process. making process.

How a set of values affect the results?How a set of values affect the results?How a set of values affect the results?How a set of values affect the results?Tools menu > Scenarios Tools menu > Scenarios -- Add, type Scenario name, enter references in Add, type Scenario name, enter references in Changing cells, Add to create more scenariosChanging cells, Add to create more scenariosg gg g


Pi tPi t t blt bl llll dd thth fi tfi t ll ii thithi titi ItIt ii ff thth

PIVOT TablePIVOT TablePivotPivot tabletable reallyreally deservedeserve thethe firstfirst placeplace inin thisthis sectionsection.. ItIt isis oneone ofof thethebestbest functionsfunctions everever createdcreated inin ExcelExcel.. ItIt shouldshould bebe aa commoncommon functionfunctionusedused byby manymany departmentsdepartments inin aa companycompany fromfrom financefinance toto HumanHumanRR (HR)(HR) OfOf thth tt kk hh b fi i lb fi i l ii ththResourceResource (HR)(HR).. OfOf course,course, thethe useruser mustmust knowknow howhow beneficialbeneficial isis thethefunctionfunction beforebefore theythey cancan putput itit toto goodgood useuse..ItIt providesprovides aa graphicalgraphical representationrepresentation ofof thethe datadata inin aa PivotTablePivotTablereportreport.. AnAn interactive,interactive, crosscross tabulatedtabulated ReportReport..YouYou cancan changechange thethe layoutlayout andand datadata displayed,displayed, thethe typetype andand optionsoptions


Conditional FormattingConditional FormattingConditionalConditional formatingformating asas thethe namename impliesimplies formatsformats aa cellcell whenwhen thethe condition(s)condition(s) providedprovided is(are)is(are)gg pp ( )( ) pp ( )( )satisfiedsatisfied.. ExcelExcel conditionalconditional formattingformatting isis aa hiddenhidden andand powerfulpowerful gemgem thatthat whenwhen usedused well,well, cancanchangechange thethe outlookoutlook ofof youryour projectproject report/report/ salessales budget/budget/ projectproject planplan oror analyticalanalytical outputsoutputs fromfrombunchbunch ofof rawraw datadata inin defaultdefault fontsfonts toto somethingsomething trulytruly professionalprofessional andand goodgood lookinglookingbunchbunch ofof rawraw datadata inin defaultdefault fontsfonts toto somethingsomething trulytruly professionalprofessional andand goodgood lookinglooking..AnalyzingAnalyzing largelarge amountsamounts ofof datadata toto findfind trendstrends andand variancesvariances isis aa timetime--consumingconsuming processprocess..ConditionalConditional FormattingFormatting allowsallows toto applyapply aa defineddefined formatformat toto cellscells thatthat meetmeet specificspecific criteriacriteria andand userusercancan quicklyquickly drawdraw attentionattention toto variancesvariances..Select the cells for which you want to add, change, or remove conditional formattingSelect the cells for which you want to add, change, or remove conditional formatting (conditional (conditional format: A format such as cell shading or font color that Excel automatically applies to cells if a format: A format such as cell shading or font color that Excel automatically applies to cells if a format: A format, such as cell shading or font color, that Excel automatically applies to cells if a format: A format, such as cell shading or font color, that Excel automatically applies to cells if a specified condition is true.). specified condition is true.).

OnOn thethe FormatFormat menu,menu, clickclick ConditionalConditional FormattingFormatting..


Conditional FormattingConditional FormattingAddAdd aa ConditionalConditional FormatFormat

DoDo oneone ofof thethe followingfollowing::

ToTo useuse valuesvalues inin thethe selectedselected cellscells asas thethe formattingformatting criteria,criteria, clickclick CellCell ValueValue IsIs,, selectselect thethe comparisoncomparisonphrasephrase andand thenthen typetype aa constantconstant (constant(constant:: AA valuevalue thatthat isis notnot calculatedcalculated andand thereforetherefore doesdoes notnot changechangephrase,phrase, andand thenthen typetype aa constantconstant (constant(constant:: AA valuevalue thatthat isis notnot calculatedcalculated and,and, therefore,therefore, doesdoes notnot changechange..ForFor example,example, thethe numbernumber 210210,, andand thethe texttext "Quarterly"Quarterly Earnings"Earnings" areare constantsconstants.. AnAn expression,expression, oror aa valuevalueresultingresulting fromfrom anan expression,expression, isis notnot aa constantconstant..)) valuevalue oror aa formulaformula.. IfIf youyou enterenter aa formula,formula, startstart itit withwith ananequalequal signsign (=)(=)..

ToTo useuse aa formulaformula asas thethe formattingformatting criteriacriteria (to(to evaluateevaluate datadata oror aa conditioncondition otherother thanthan thethe valuesvalues inin selectedselectedcells),cells), clickclick FormulaFormula IsIs andand thenthen enterenter thethe formulaformula thatthat evaluatesevaluates toto aa logicallogical valuevalue ofof TRUETRUE oror FALSEFALSE..

ClickClick FormatFormatClickClick FormatFormat..

SelectSelect thethe formattingformatting youyou wantwant toto applyapply whenwhen thethe cellcell valuevalue meetsmeets thethe conditioncondition oror thethe formulaformula returnsreturns thethevaluevalue TRUETRUE..

TT dddd hh di idi i li kli k AddAdd dd hh 11 h hh h 33ToTo addadd anotheranother condition,condition, clickclick Add,Add, andand thenthen repeatrepeat stepssteps 11 throughthrough 33..

YouYou cancan specifyspecify upup toto threethree conditionsconditions.. IfIf nonenone ofof thethe specifiedspecified conditionsconditions areare true,true, thethe cellscells keepkeep theirtheirexistingexisting formatsformats..


Conditional FormattingConditional FormattingCopyCopy formatsformats toto otherother cellscellsCopyCopy formatsformats toto otherother cellscells

SelectSelect thethe cellscells thatthat havehave thethe conditionalconditional formatsformats youyou wantwant toto copycopy..

OnOn thethe FormattingFormatting toolbartoolbar (toolbar(toolbar:: AA barbar withwith buttonsbuttons andand optionsoptions thatthatyouyou useuse toto carrycarry outout commandscommands ToTo displaydisplay aa toolbartoolbar clickclick CustomizeCustomize ononyouyou useuse toto carrycarry outout commandscommands.. ToTo displaydisplay aa toolbar,toolbar, clickclick CustomizeCustomize ononthethe ToolsTools menu,menu, andand thenthen clickclick thethe ToolbarsToolbars tabtab..),), clickclick FormatFormatPainterPainter ,, andand thenthen selectselect thethe cellscells youyou wantwant toto formatformat..yy


Conditional FormattingConditional FormattingChangeChange oror removeremove aa conditionalconditional formatformatgg

DoDo oneone oror moremore ofof thethe followingfollowing::

TT hh ff li kli k FF ff hh di idi i hhToTo changechange formats,formats, clickclick FormatFormat forfor thethe conditioncondition youyou wantwant toto changechange..

ToTo reselectreselect formatsformats onon thethe currentcurrent tabtab ofof thethe FormatFormat CellsCells dialogdialog box,box, clickclick ClearClear andand selectselect newnew formatsformats..

ToTo removeremove oneone oror moremore conditions,conditions, clickclick DeleteDelete,, andand thenthen selectselect thethe checkcheck boxbox forfor thethe conditionsconditions youyou wantwanttoto deletedelete..

TiTiTipTip

ToTo removeremove allall conditionalconditional formatsformats asas wellwell asas allall otherother cellcell formatsformats forfor selectedselected cells,cells, pointpoint toto ClearClearonon thethe EditEdit menumenu andand thenthen clickclick FormatsFormatsonon thethe EditEdit menu,menu, andand thenthen clickclick FormatsFormats..

NoteNote UsingUsing multiplemultiple conditionsconditions IfIf moremore thanthan oneone specifiedspecified conditioncondition isis true,true, MicrosoftMicrosoft ExcelExcelappliesapplies onlyonly thethe formatsformats ofof thethe firstfirst truetrue condition,condition, eveneven ifif moremore thanthan oneone conditioncondition isis truetrue..


pppp yy

Data FilterData FilterThe autofilter function allows you to quickly filter a set of records in the excel worksheets based onThe autofilter function allows you to quickly filter a set of records in the excel worksheets based oncertain criteria. For example, you can select to see only the companies that belong to a particularindustry class by apply that particular industry class as the autofilter criteria.

• You can also create your own filters. Numbers within a range you specify? Numbers above or below acertain amount? Filters for many different purposes.

• Best-selling products or the worstBest selling products or the worst• Employees with the most or least vacation time• Students with the highest or lowest grades.g g


IFIFReturnsReturns oneone valuevalue ifif aa conditioncondition youyou specifyspecify evaluatesevaluates toto TRUETRUE andand anotheranother valuevalue ifif ititReturnsReturns oneone valuevalue ifif aa conditioncondition youyou specifyspecify evaluatesevaluates toto TRUETRUE andand anotheranother valuevalue ifif ititevaluatesevaluates toto FALSEFALSE..

UseUse IFIF toto conductconduct conditionalconditional teststests onon valuesvalues andand formulasformulasUseUse IFIF toto conductconduct conditionalconditional teststests onon valuesvalues andand formulasformulas..

SyntaxSyntax

IFIF ((logicallogical testtest,, valuevalue ifif truetrue,, valuevalue ifif false)false)

LogicalLogical testtest isis anyany valuevalue oror expressionexpression thatthat cancan bebe evaluatedevaluated toto TRUETRUE oror FALSEFALSE ForForLogicalLogical testtest isis anyany valuevalue oror expressionexpression thatthat cancan bebe evaluatedevaluated toto TRUETRUE oror FALSEFALSE.. ForForexample,example, AA1010==100100 isis aa logicallogical expressionexpression;; ifif thethe valuevalue inin cellcell AA1010 isis equalequal toto 100100,, thetheexpressionexpression evaluatesevaluates toto TRUETRUE.. Otherwise,Otherwise, thethe expressionexpression evaluatesevaluates toto FALSEFALSE.. ThisThisargumentargument cancan useuse anyany comparisoncomparison calculationcalculation operatoroperator AlreadyAlready explainedexplained earlierearlierargumentargument cancan useuse anyany comparisoncomparison calculationcalculation operatoroperator.. AlreadyAlready explainedexplained earlierearlier


SolverSolverDefineDefine andand solvesolve aa problemproblem byby usingusing SolverSolverDefineDefine andand solvesolve aa problemproblem byby usingusing SolverSolverSolver works with a group of cells that are related, either directly or indirectly, to the formula in the target cell.Solver works with a group of cells that are related, either directly or indirectly, to the formula in the target cell.

Solver adjusts the values in the changing cells you specifySolver adjusts the values in the changing cells you specify—— called the adjustable cellscalled the adjustable cells—— to produce the to produce the result you specify from the target cell formula.result you specify from the target cell formula.You can apply constraints to restrict the values Solver can use in the model, and the constraints can refer to You can apply constraints to restrict the values Solver can use in the model, and the constraints can refer to other cells that affect the target cell formula.other cells that affect the target cell formula.ggOnOn thethe ToolsTools menu,menu, clickclick SolverSolver..IfIf thethe SolverSolver commandcommand isis notnot availableavailable onon thethe ToolsTools menu,menu, youyou needneed toto installinstall thethe SolverSolver addadd--inin programprogram..InIn thethe SetSet TargetTarget CellCell box,box, enterenter aa cellcell referencereference oror namename forfor thethe targettarget cellcell.. TheThe targettarget cellcell mustmust containcontain aagg ,, gg ggformulaformula..

DoDo oneone ofof thethe followingfollowing::ToTo havehave thethe valuevalue ofof thethe targettarget cellcell bebe asas largelarge asas possiblepossible saysay aa profitprofit calculation,calculation, clickclick MaxMax..ToTo havehave thethe valuevalue ofof thethe targettarget cellcell bebe asas smallsmall asas possiblepossible saysay aa costcost analysisanalysis workings,workings, clickclick MinMin..ToTo havehave thethe targettarget cellcell bebe aa certaincertain value,value, clickclick ValueValue ofof ii..ee.. aa specificspecific value,value, andand thenthen typetype thethe valuevalue inin thethe


gg pp ypypboxbox..

InIn thethe ByBy ChangingChanging CellsCells boxbox enterenter aa namename oror referencereference forfor eacheach adjustableadjustable cellcellSolverSolver

InIn thethe ByBy ChangingChanging CellsCells box,box, enterenter aa namename oror referencereference forfor eacheach adjustableadjustable cell,cell,separatingseparating nonadjacentnonadjacent referencesreferences withwith commascommas.. TheThe adjustableadjustable cellscells mustmust bebe relatedrelateddirectlydirectly oror indirectlyindirectly toto thethe targettarget cellcell.. YouYou cancan specifyspecify upup toto 200200 adjustableadjustable cellscells..IfIf youyou wantwant toto havehave SolverSolver automaticallyautomatically proposepropose thethe adjustableadjustable cellscells basedbased onon thethetargettarget cell,cell, clickclick GuessGuess..InIn thethe SubjectSubject toto thethe ConstraintsConstraints boxbox enterenter anyany constraintsconstraints youyou wantwant toto applyapplyInIn thethe SubjectSubject toto thethe ConstraintsConstraints box,box, enterenter anyany constraintsconstraints youyou wantwant toto applyapply..ClickClick SolveSolve andand dodo oneone ofof thethe followingfollowing::ToTo keepkeep thethe solutionsolution valuesvalues onon thethe worksheet,worksheet, clickclick KeepKeep SolverSolver SolutionSolution inin thetheToTo keepkeep thethe solutionsolution valuesvalues onon thethe worksheet,worksheet, clickclick KeepKeep SolverSolver SolutionSolution inin thetheSolverSolver ResultsResults dialogdialog boxbox..ToTo restorerestore thethe originaloriginal data,data, clickclick RestoreRestore OriginalOriginal ValuesValues..


MacrosMacrosPurposePurposeMacro automates the task through series of commands and functions that are stored in a Microsoft Macro automates the task through series of commands and functions that are stored in a Microsoft Visual Basic module and can be run whenever you need to perform the task.Visual Basic module and can be run whenever you need to perform the task.y py p

IfIf youyou performperform aa tasktask repeatedlyrepeatedly inin MicrosoftMicrosoft Excel,Excel, youyou cancan automateautomate thethe tasktask withwith aa macromacro.. AAmacromacro isis aa seriesseries ofof commandscommands andand functionsfunctions thatthat areare storedstored inin aa MicrosoftMicrosoft VisualVisual BasicBasic modulemodule andandcancan bebe runrun wheneverwhenever youyou needneed toto performperform thethe tasktask..

ForFor example,example, ifif youyou oftenoften enterenter longlong texttext stringsstrings inin cells,cells, youyou cancan createcreate aa macromacro toto formatformat thosethosecellscells soso thatthat thethe texttext wrapswraps..cellscells soso thatthat thethe texttext wrapswraps..RecordingRecording macrosmacros WhenWhen youyou recordrecord aa macro,macro, ExcelExcel storesstores informationinformation aboutabout eacheach stepstep youyou taketakeasas youyou performperform aa seriesseries ofof commandscommands.. YouYou thenthen runrun thethe macromacro toto repeat,repeat, oror "play"play back,"back," thethecommandscommands.. IfIf youyou makemake aa mistakemistake whenwhen youyou recordrecord thethe macro,macro, correctionscorrections youyou makemake areare alsoalsocommandscommands.. IfIf youyou makemake aa mistakemistake whenwhen youyou recordrecord thethe macro,macro, correctionscorrections youyou makemake areare alsoalsorecordedrecorded.. VisualVisual BasicBasic storesstores eacheach macromacro inin aa newnew modulemodule attachedattached toto aa workbookworkbook..


MacrosMacros

MakingMaking aa macromacro easyeasy toto runrun YouYou cancan runrun aa macromacro byby choosingchoosing itit fromfrom aa listlist ininhh MM di ldi l bb TT kk hh li kli k i li l bbthethe MacroMacro dialogdialog boxbox.. ToTo makemake aa macromacro runrun wheneverwhenever youyou clickclick aa particularparticular buttonbutton oror

presspress aa particularparticular keykey combination,combination, youyou cancan assignassign thethe macromacro toto aa toolbartoolbar button,button, aakeyboardkeyboard shortcut,shortcut, oror aa graphicgraphic objectobject onon aa worksheetworksheet..

ManagingManaging youryour macrosmacros AfterAfter youyou recordrecord aa macro,macro, youyou cancan viewview thethe macromacro codecodei hi h hh Vi lVi l B iB i EdiEdi hh hh hh dd FFwithwith thethe VisualVisual BasicBasic EditorEditor toto correctcorrect errorserrors oror changechange whatwhat thethe macromacro doesdoes.. ForFor

example,example, ifif youyou wantedwanted thethe texttext--wrappingwrapping macromacro toto alsoalso makemake thethe texttext bold,bold, youyou couldcouldrecordrecord anotheranother macromacro toto makemake aa cellcell boldbold andand thenthen copycopy thethe instructionsinstructions fromfrom thatthatyymacromacro toto thethe texttext--wrappingwrapping macromacro..


Zahid MAHMOOD FCMA FPA CCFCZahid MAHMOOD FCMA FPA CCFC Zahid MAHMOOD FCMA, FPA, CCFC Group CFO & Company SecretaryPak Shaheen Group of Companies

Zahid MAHMOOD FCMA, FPA, CCFC

Group CFO & Company SecretaryPak Shaheen Group of Companies


Pak Shaheen Group of CompaniesCell: +923008297285 & +923332187476Email: [email protected]

p pCell: +923008297285 & +923332187476Email: [email protected]

Excellence in EXCEL presentation

Documents

Transcript of Excellence in EXCEL presentation