Leveraging The Power of Excel

with

Edmund Lin

Provide insight through Excel functionality into improving BI360 templates and reports.

Objectives

Goal

Everyone here leaves this presentation with ideas and examples that you can immediately go back and use on your own templates and reports.

Method

I’ll be providing examples through screenshots and then demonstrate those examples by going into Excel.

Mission

Login Info

Excel Tips and Tricks

URL: focus.bi360.comEmail: tipsadmin02@bi360.com through tipsadmin30@bi360.comPassword: focus2018

Agenda

Excel Groupings

Summary Amounts & Labels with Groupings

Index Match

Conditional Formatting

Summary & Actions Items

1

2

3

4

5

Excel Groupings

Excel Groupings

Single Grouping: Post Report Run

On the left, we have the expanded view of the grouping.

This is the collapsed view of the grouping.Note how much easier it is to read the totals of the data.

Highlight row > Data Tab > Group

How to Add

Nested Expansion

This feature works well with nested expansion groups as we will demonstrate.

Shortcuts

Shortcut way to group rows or columns is to highlight the rows/columns you wish to group and hit ALT+SHIFT+RIGHT ARROW to group and ALT+SHIFT+LEFT ARROW to ungroup them.

Excel Groupings

Single GroupingTo the left we have how the grouping looks before the report is run. Both expanded and collapsed.

Excel Groupings

Nested Groupings

• It’s a great way to utilize subtotals through OSR Sums.

• Simply highlight rows/columns that include the inner grouping to create the outer grouping.

Here we have the collapsed and expanded report after it has been run.

Excel Groupings

Nested Groupings

On the left we have the collapsed report before running. On the right we have the expanded report before running.

And now, a demonstration…

Summary Amounts & Labels

Summary Amounts and LabelsSummary Amounts

• OSR sums and excel sums• One caveat: Excel sums don’t work with nested grouping, only OSR sums.• OSR sum is easier for beginners and gives suggestions based on the report• OSR sum is actually querying the database for the sum. It doesn’t actually sum the cells like an

Excel sum.• Because of this, Excel sum runs quicker than OSR sums.

Labels

• Labels like subtotals and totals should be created on the rows on the edge of the grouping. • I’ll demonstrate in the next screenshot and in Excel.

OSR Sum Excel Sum

Automatic Right click to Add Manually Type In or use Formula

Builder

Nested Statements Right Click to Add Use Advanced Formulas &

Functionality

Report Rendering Queries DB => Slower Formula Based => Faster

Difficulty Simple Easy to Difficult based on Multiple

Groupings

Named Ranges Created for Each Sum Not Created

Multi-Tab Not recommended for use Recommended

Summary Amounts and LabelsOSR Sums

And now, a demonstration…

Index Match

Index Match and Data DumpsData Dumps

Data dump reports are basically a report that dumps out a large amount of data.

What is a ‘Data Dump’?

Nested ExpansionIndex Match is method to allow users to look up values in a table based off of a column and row value. Very similar to VLOOKUP & HLOOKUP but a lot more modular.

ShortcutsFormula looks like this: =INDEX(range, MATCH(lookup_value, lookup_array, match type), MATCH(lookup_value, lookup_array, match type), match type).

Index Match and Data DumpsIndex Match: On the same sheet

• In the highlighted cell K11, we are matching the account and period from the array with the account and period in the other array, then indexing the value onto K11.

• We have to take into account expansion of the account and period.

Index Match and Data DumpsIndex Match: Between Sheets

When index matching between sheets, we have to use the indirect function to reference the other sheet. This sheet2 is referencing values on sheet1.

And now, a demonstration…

Conditional Formatting

Conditional Formatting

It allows reports to be actionable through use of colors, signs, and similar.

What is Conditional Formatting

Examples of Conditional Formatting Highlight fields based on a parameter selection.

Highlight variances.

Highlight rows based on drop-down box.

Highlight top values.

Gantt charts.

Data Scales, Color Scales, & Icon Sets

Conditional FormattingData Scales

• This is how data scales look after a report is run.

• You can change how the bar appears – color, opacity.

• You can also change rules for the bar in the edit rules window.

Conditional Formatting

Color Scales and Icon Sets

• Can also set the color and rules to preference.

Conditional Formatting

How To Implement

• Home tab > Conditional Formatting > Data Bars. • There you can select the preset rules/colors or create a new one.

And now, a demonstration…

Summary

Excel Tips and Tricks

Excel Groupings are a great way to collapse data and make things easier to read.

Be thoughtful when creating summary amounts. OSR sums and Excel sums both have

strengths and weaknesses.

Index Match is more powerful than lookups and is useful in data dump reports.

Conditional formatting helps add color to report and makes it easier to read and analyze.

Hyperlinks have many different uses including linking pictures, invoices, and cells.

Next Steps

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HyperlinksHyperlinks: Within A Sheet

• Right click > Hyperlink > Link to > Place in this Document

• Then type the cell into the window.

HyperlinksHyperlinks: Between Sheets

• Clicking the link in cell B7 will bring the user to cell C8 in sheet 1.

Hyperlinks

Hyperlinks

A link from a file or document to another location or file, typically activated by clicking on a highlighted word or image on the screen

What is a Hyperlink

Examples of Usage Summary section links to detail section.

The document number links to an invoice.

Link data from one tab to another tab.

Link data from one module to another module.

Hyperlink Basics

HyperlinksHyperlink: Opening Pictures

Transactions that have hyperlinks associated to them will allow you to click into the link after the report is run, opening the file associated to the hyperlink. Have to use the Hyperlink function to reference the cell with the link.

And now, a demonstration…