Marketing Budget Worksheets 1.0
Marketing Budget Worksheets 1.0
0
8/22/2008
ThePlanningShop
HelpforMarketingBudgetWorksheets
TableofContents
INTRODUCTION ................................................................................................................................................ 3 About Excel ........................................................................................................................................ 3 Have Questions? ................................................................................................................................ 3 GETTING STARTED .......................................................................................................................................... 5 Enabling Macros ................................................................................................................................ 5 Excel 2007.......................................................................................................................................... 5 Backing up the Worksheets ............................................................................................................... 5 NAVIGATING THE WORKSHEETS ....................................................................................................................... 7 Excel 2003.......................................................................................................................................... 7 Excel 2007.......................................................................................................................................... 7 Excel 2008 for Mac ............................................................................................................................ 7 Where to Start .................................................................................................................................... 8 ENTERING DATA .............................................................................................................................................. 9 To enter data into cells: .................................................................................................................... 10 To save your worksheets: ................................................................................................................ 10 CHANGING DATA ........................................................................................................................................... 11 ABOUT OUR SUPPORT FOR MAC VS. WINDOWS .............................................................................................. 12 Differences between Mac and Windows .......................................................................................... 12 Moving your Marketing Budget workbook between Mac and Windows .......................................... 12 CUSTOMIZING THE WORKSHEETS ................................................................................................................... 14 To Unprotect Worksheets: ............................................................................................................... 14 FREQUENTLY ASKED QUESTIONS (FAQ) ........................................................................................................ 15
ThePlanningShop
HelpforMarketingBudgetWorksheets
MarketingBudgetWorksheets1.0
Introduction
WelcometoThePlanningShop'sMarketingBudgetWorksheetspackage!TheseExcelbasedworksheets willhelpyoucreateaclear,compellingmarketingbudgetforyourbusiness.We'lltakeyoustepbystep throughmuchofyourmarketbugetplanning,ultimatelyprovidingyouwithprinterreadyworksheets statementsandcharts.Forathoroughlookattheentiremarketplanningprocess,werecommendour companionbook,SuccessfulMarketing:Secrets&StrategiesbyRhondaAbrams.Itisavailablefromour website,www.PlanningShop.com. Marketingcostscanadupquickly,andthatiswhyitisimportanttoplanyourmarketinginitiativesfor maximumimpactandtomakesuretoplanaccuratelyforcosts.Itisimperativethatyoudevelopa marketingbudgetaspartofyouroverallmarketingplan,andcarefullyconsidereverynumberandhow eachnumberwillaffectothernumbers. Thisiswhereyou'llfindtherealbenefitofcreatingyourmarketingbudgetelectronically.Atanytimein theprocess,youcanskipforwardorbackwards,changeanumberhere,adjustanumberthere,andsee howitaffectsyourfinalbudget. Andastheyearprogressesandyougetyourmarketinginitiativesunderway,youcanreturntoyour worksheetsandmodifyyournumberstoreflecttherealitiesofyourbusinessandmonitoryourprogress againstyourinitialbudget.
AboutExcel
TheTPSMarketingBudgetWorksheetsareasetofpreprogrammedtemplatesdesignedtoworkwith yourcopyofMicrosoftExcel,apopular"spreadsheet"program.Excelisadeepandcomplexprogram, chockfullofmenus,buttons,tools,functions,andfeatures.Fortunately,youwon'thavetoworryabout mostoftheseindesigningtheMarketingBudgetWorksheets,we'veharnessedalotofExcel'spower foryou,layingoutthefinancialstatements,preprogrammingthecalculations,anddesigningthe chartssoyoucanfocusontheimportantstuff:yourbusinessandyournumbers. If,however,youfindthatyou'dliketodigintoExcel'spoweryourself,Excelcomeswithanextensive helpsystem(functionallysimilartothisone)whichyou'llfindunderthe"Help"menuonExcel'smain menubar.
HaveQuestions?
Ifyouhaveanyquestionsabouttheproduct,[email protected], pleaseincludethefollowing: 1. Youroperatingsystem(examples:MicrosoftWindowsVista,MicrosoftWindowsXP,MacOSX Leopard) 2. YourExcelversion(examples:Excel2007forWindows,Excel2003forWindows,Excel2008for Mac) 3
ThePlanningShop
HelpforMarketingBudgetWorksheets
ThePlanningShop
HelpforMarketingBudgetWorksheets
GettingStarted
EnablingMacros
WhenopeningtheTPS_MarketingBudget(1.0)Excelfileforthefirsttime,youneedtomakesureExcel Macrosareenabled.Usually,you'llseeaWARNINGmessageiftheyarenot.
Excel2007
InExcel2007,aSecurityWarningwillappearinthetopthirdoftheExcelwindow:
Clickonthe"Options"button,anda"SecurityAlertMacros&ActiveX"windowshouldappear.Select "Enablethiscontent"radiobuttonandthenclickthe"OK"button.Yourworkbookshouldnowbeready touse. Excel2003 InExcel2003,whenyouopentheworkbookawindowusuallypopsupandasksyouwhethertoenable ordisableactivecontent.Select"Enable".IfforsomereasonthewindowdoesNOTpopup,youcango totheExcel"Tools"menuandselect"Options".Inthewindowthatopens,clickonthe"Security"tab. Select"MacroSecurity"andsetyousecuritylevelto"Medium."ClickOKtoclosethewindow. Excel2008forMac TheMacversionoftheMarketingBudgetworkbookdoesnotuseanyExcelMacros.Youshouldbeable toopentheworkbookwithoutanysecuritywarningsappearing.
BackinguptheWorksheets
Beforeyoudoanythingelse,makeabackupoftheunusedWorksheets.Thatway,ifatanypointyou decidethatyouwanttostartoverwithafreshsetofWorksheets,youcanusethebackup. 1. OpentheMarketingBudgetWorksheetsinExcelasyounormallywould 2. ClickonExcel'sFilemenuandselect"Saveas..." 3. TypeinanewnamefortheWorksheets(e.g.,"MyMarketingBudget.xlsm",or "MyMarketingBudget.xls).Ifyou'reusingExcel2007,makesurethefileextensionis.xlsm,not just.xls. 4. Makesurethisnewfilewillbesavedinthe"TPS_MarketingBudget"directory 5. ClicktheSavebutton YouarenowworkinginthecopyoftheWorksheetscalledeither"MyMarketingBudget.xls"or "MyMarketingBudget.xlsm"andtheoriginalfileissafelypreservedonyourcomputer.Fromnowon,use thisnewfileforcreatingyourbudget.IfatanytimeyouneedtoopenafreshsetofWorksheets,youcan opentheoriginal,unusedcopy. 5
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HelpforMarketingBudgetWorksheets
ThePlanningShop
HelpforMarketingBudgetWorksheets
NavigatingtheWorksheets
WhenyoulaunchyourcopyoftheMarketingBudgetWorksheets,anewtoolbarwillappearinExcel's menuareaabovetheworksheets.You'llusethisbartonavigatethroughthevariouschartsand worksheetsincludedwiththeproduct.Here'sasummaryofthetools:
Excel2003
InExcel2003,thetoolbarlookslikethisandisdisplayedalongthetopoftheExcelworkspace:
Excel2007
InExcel2007,thetoolbarishiddenbydefault.Youneedtoclickonthe"ThePlanningShop"tabalong thetopedgeoftheExcelRibbontomakeitvisible.Oncevisible,itlooksalittledifferentthantheExcel 2003toolbar,butitsfunctionalityisexactlythesame:
Excel2008forMac
InExcelforMac,unfortunatelythereisnonavigationtoolbar.ThisisduetoMicrosoft'sdecisionnotto supportVisualBasiconMac(formoredetailsseehere).Instead,tonavigatebetweenworksheetsand charts,clickontheworksheettabsatthebottomoftheExcelwindow.
ThePlanningShop
HelpforMarketingBudgetWorksheets
WheretoStart
StartwiththeSetupandAssumptionsworksheetwhereyou'llentersomebasicassumptionsaboutyour business. Remember:youcanALWAYSgobackandchangeanyinformationyouenterinaworksheet.Nothingis setinstone.If,forexample,you'reworkingontheRadioAdvertisingBudgetandrealizeyouwon'tbe abletocoverthecostswithoutstoppingsomeothermarketinginitiatives,youcanjustmakethechange andseeitreflectedeverywhereintheworkbook.
ThePlanningShop
HelpforMarketingBudgetWorksheets
EnteringData
Eachworksheetiscomposedof"cells"containingeitherblacktextorbluetext.Youneedonlytoenter dataintothebluecellstheblackcellsareautomaticallycalculatedforyou.
Toenterdataintocells: 1. ClickONCEonthecelltohighlightit 2. Typeinyourdata.Anyexistingdatainthecellwillbereplacedwiththenewdata 3. PresstheEnterorTabbuttononyourkeyboardtoconfirmtheentryandmovetothenextcell Inmanycasesyouwillfindthatwhenyouenteranumberinacell,thenumberautomaticallyappearsin allthesubsequentcellsonthatline.Thisisdonemerelyasaconvenienceforyouyoucanalways overwritethoseautocopiednumbersasnecessary. Iftherearelinesorcellsthatdon'tapplytoyourbusiness,justleavethemsettozero. It'simportanttofrequentlysaveyourworksheetstoprotectthemfromdataloss. Tosaveyourworksheets: 1. GotoExcel'sFilemenuandselectSave Eachworksheetiscomposedof"cells"containingeitherblacktextorbluetext.Youneedonlytoenter dataintothebluecellstheblackcellsareautomaticallycalculatedforyou.
ThePlanningShop
HelpforMarketingBudgetWorksheets
Toenterdataintocells:
1. ClickONCEonthecelltohighlightit 2. Typeinyourdata.Anyexistingdatainthecellwillbereplacedwiththenewdata 3. PresstheEnterorTabbuttononyourkeyboardtoconfirmtheentryandmovetothenextcell Inmanycasesyouwillfindthatwhenyouenteranumberinacell,thenumberautomaticallyappearsin allthesubsequentcellsonthatline.Thisisdonemerelyasaconvenienceforyouyoucanalways overwritethoseautocopiednumbersasnecessary. Iftherearelinesorcellsthatdon'tapplytoyourbusiness,justleavethemsettozero. It'simportanttofrequentlysaveyourworksheetstoprotectthemfromdataloss.
Tosaveyourworksheets:
Simple.GotoExcel'sFilemenuandselectSave.
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HelpforMarketingBudgetWorksheets
ChangingData
Onceyouhaveentereddataintotheworksheets,youcanalwaysgobackandmakechanges.Thisisone oftheadvantagesofdevelopingyourmarketingbudgetelectronically. Tochangeanumberinacell: 1. UsetheWorksheetsmenuorthebluearrowbuttonstonavigatetotheworksheetyouwantto change 2. Activatethecellyouwanttoeditbyclickingonitonce 3. TypeinthenewnumberandpresstheEnterorTabkeyonyourkeyboard 4. Tosaveyourchanges,selectSavefromExcel'sFilemenu
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ThePlanningShop
HelpforMarketingBudgetWorksheets
AboutOurSupportforMacvs.Windows
TPSMarketingBudgetWorksheetsaresupportedonthefollowingplatforms: 1. 2. 3. 4. 5. 6. MicrosoftWindowsVistawithMicrosoftExcel2007 MicrosoftWindowsXPwithMicrosoftExcel2007 MicrosoftWindowsVistawithMicrosoftExcel2003 MicrosoftWindowsXPwithMicrosoftExcel2003 MacOSXLeopardwithMicrosoftExcel2008 MacOSXLeopardwithMicrosoftExcel2004
IfyouuseWindows(#1#4above),thenyouneedtoinstallTPS_MarketingBudget(1.0).exe. IfyouuseMac(#5#6above),youneedtoinstallTPS_MarketingBudgetMac(1.0).dmg
DifferencesbetweenMacandWindows
BoththeMacandWindowsversionswillproducehighquality,detailedfinancialinformationforyour marketingplan.However,therearesomeslightdifferencesbetweenthefunctionalityinMacand Windows.Thesedifferencesdon'taffectthedatainyourbusinessplan,buttheydoaffecttheuser friendlinessoftheTPSworkbook. WedidourverybesttomaketheWindowsandMacversionsassimilaraspossible.However,because ofMicrosoft'scontroversialandunpopulardecision*toremovesupportforVisualBasicfromExcel2008 forMac,wewerenotabletoprovideasmuchfunctionalityintheMacversionasintheWindows version. Weareasdisappointedasyouarethatwecan'tprovidethesameleveloffunctionalityinMacaswedo forWindows.WeverymuchhopethatMicrosoftwillremedythesituationinthenextreleaseofExcel forMac,andthatwe'llthenbeabletoofferidenticalfunctionality. Fornow,wedidthebestwecouldtopreserveasmuchfunctionalityaspossibleontheMac,butthere wereafewthingswewerenotabletodo: NoTPSToolbarinMarketingBudgetWorksheetsforMac Instead,youwillneedtonavigatebetweenworksheetsandchartsusingtheExcelworksheettabs(along thebottomedgeoftheworkbook). TPSMarketingBudgetHelpisnotavailabledirectlyfromExcel Instead,youshouldopenthePDFfilethatyouarecurrentlyviewing.ItwascopiedtoyourMac alongsidetheTPS_MarketingBudgetMac(1.0).XLSfile.
MovingyourMarketingBudgetworkbookbetweenMacandWindows
WeadviseyoutocompletelyedityourMarketingBudgetworkbookoneitherMacorWindowsandto notswitchbetweenthetwoplatforms.However,ifyoumust:
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HelpforMarketingBudgetWorksheets
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ThePlanningShop
HelpforMarketingBudgetWorksheets
CustomizingtheWorksheets
The Marketing Budget Worksheets are designed to make the process of creating marketing budgets and plans as easy as possible, even for those who have never used Excel. Therefore, certain restrictions, limitations, and protections have been designed into the product. If, however, you have substantial experience with Excel and would like to alter the worksheets to meet your needs, you can do so by "unprotecting" worksheets. WARNING: Working in an unprotected worksheet can potentially damage the product's functionality and integrity. Do not unprotect worksheets unless you have experience with and knowledge of Excel and Excel formulas! The Planning Shop will not provide technical support, replacements, or refunds for Marketing Budget Worksheet products that have been unprotected. Please review the License Agreement for further information.
ToUnprotectWorksheets:
1. 2. 3. Navigate to the worksheet which you wish to unprotect In Excel 2003 and Excel 2008 for Mac, go up to Excel's Tools menu and select Protection > Unprotect Sheet (no password is required). For Excel 2007, select the "Review" tab from the Ribbon, and then click the "Unprotect Sheet" (no password is required).
Once the worksheet is unprotected, you'll have free rein to alter the worksheet's appearance, formulas, and functionality. For more information on using Excel, see the Excel Help menu. If you would rather not make the changes yourself, The Planning Shop can provide customizations for you. Please contact us for rate information at [email protected].
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ThePlanningShop
HelpforMarketingBudgetWorksheets
FrequentlyAskedQuestions(FAQ)
Q.HowdoIfigureoutwhatinformationtoputinalltheseworksheets? A.TheseworksheetsaredesignedtoworkhandinhandwithTheSuccessfulMarketingPlan:Secrets& Strategies,byRhondaAbrams.Ingeneraleachworksheetcorrespondstoachapterinthebook.You canfindouthowtousetheworksheetandwhattypeofinformationtofillinbyreferringtothe appropriatechatperinthebook. Q.IsthereacertainordertotheworksheetsthatImustfollowwhenenteringmydata? A.Notatall.Youcanenterinformationintotheworksheetsinanyorderyouwish.We'veplacedthem inanorderthatwefeelwillmakethemostsenseforyouasyoudevelopyourbudget,butthisismerely aconvenience,notarule. Q.Thereare"#####"showingupinsomeofmyworksheetcellsinsteadofnumbers.WhatdoIdo? A.The"###"signsappearinacellwhenthenumberthatshouldbethereistoolongtofitwithinthe cell.Wehavesetthecellstocomfortablyholdsevendigits(enoughformostofourcustomers,butnot solargethattheworksheetswon'tprintonstandardsizepaper).Ifyouhaveambitiousplansand requiremoredigits,here'swhattodo: 1. Unprotecttheworksheetonwhichthe"####"appears.GotoExcel'sToolsmenu,selectthe "protection"item,andselect"UnprotectSheet." 2. Activatethecolumnheaders.GototheToolsmenuandselectthe"Options..."item.Clickonthe "View"tab.Putacheckmarknexttothe"Row&columnheaders"item.Click"Okay." 3. Now,towidenacolumn,placeyourmousepointeratthetopoftheworksheets,withinthe columnheadersrow(therowwiththe"A,""B,""C,"etc.).Moveyourmousebetweentwo columns,clickanddragtotheright.You'llincreasethesizeofthecolumn. 4. Repeatthisprocessforanyothercolumnsontheworksheetyouwishtoexpand. 5. Reprotecttheworksheetusingthe"protection"itemintheToolsmenu.Donotentera password. Q.Thereare"#NUM!"errorsshowingupinsomeofmyworksheetcellsinsteadofnumbers.Whatdo Ido? A.Thisindicatesthatacalculationerrorisoccurringsomewhereintheworksheets. Itmostoftenhappensifdataofthewrongtypehasbeenenteredintoacell.Forinstance,ifyouhave enteredalphabeticlettersintoacellthatisdesignedtoacceptonlydigits,a#NUM!errorwilloccurinall
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HelpforMarketingBudgetWorksheets
theothercellsthatdependonthatnumberforcalculations.Tofixthiserror,checkyourentriestomake surethatyouhaveenteredvaliddata. Q.MyWorksheetsseemsloweverytimeIenteranumber,ittakesamomentfortheprogramto respond.HowcanImakeitgofaster? A.TheWorksheetsaresetupto"recalculate"afterachangeismadetoanycell.Thismeansthatas soonasyoumakeachange,alltheotherdependentnumbersonthatworksheetandallother worksheetsareupdatedtoreflectthechangeyoujustmade.Becauseeverynumberyouenterwill affectothernumberselsewhereintheprogram,thisrecalculationcantakeamomentortwo, dependingonyourcomputer'sprocessorspeed. Butthereisasolution!Youcanturnoffthis"autorecalculation"feature,andyou'llfindthatentering dataisniceandfast.Thedownside?Alltheothernumbersintheprogramwon'tautomaticallyupdate whenyoumakeachangeifyouwanttoseehowyourchangeshaveaffectedeverythingelse,you'll needtotellExceltorecalculatebypressingtheF9buttononyourkeyboard. Here'showtoturnoffautorecalculationinExcel2003: 1. GotoExcel'sToolmenuandselect"options." 2. Clickonthe"Calculation"tab 3. Select"manual"asthecalculationoption 4. Click"Okay"tosaveyourchange InExcel2007: 1. SelecttheFormulastabfromtheExcelribbon. 2. ClickontheCalculationOptionsbutton 3. Select"Manual" RemembertopressF9onyourkeyboardtoupdateyourworksheetsafteryou'veenteredyourdata. Q.I'dliketomakechangestothestructureorlayoutoftheworksheets.HowcanIdothat? A.Youcancertainlymakechangesifyou'dlike,butkeepinmindthatanychangesyoumakecould potentiallyaffecttheintegrityofthebuiltincalculations.Formoreaboutcustomizingtheproduct,see "CustomizingtheWorksheets." Q.Idon'tneedalltherowsthatareavailableonsomeoftheworksheets,andI'dliketodeletethem somybudgetlooksnicewhenIprint.HowcanIremoverowswithoutcompromisingthecalculations theprogramperformsforme? A.Removingrowsfromanyoftheworksheetscan,indeed,causeproblemsonotherworksheets, 16
ThePlanningShop
HelpforMarketingBudgetWorksheets
becausedataispassedbackandforth"behindthescenes."Youneverknowifoneoftherowsyouare deletingwillaffectdatacalculationselsewhere.However,onetrickyoucanuseisto"hide"rowsthat youdon'tneed.Hiddenrowsarestillavailabletotheprogram,butarenotvisibletousersoron printouts.Here'showtohidearow: 1. Unprotecttheworksheetonwhichtherowyouwanttohideappears.GotoExcel'sToolsmenu, selectthe"protection"item,andselect"UnprotectSheet." 2. Makesurethatyouhavezeroedoutanynumbersthatappearintherowsyouarehiding remember,theprogramwillstilldrawondatainhiddenrows. 3. Selectanycellintherowyouwanttohide.Ifyouwanttohideastackofrows,drawyourcursor downacolumn,selectingmultiplerows. 4. ForExcel2003&Excel2008forMac,gotothe"Format"menu,select"Row,"thenselect"Hide." ForExcel2007,selecttherowsyouwanttohide,rightclicktobringupthepopupmenu,and select"Hide".Therowswilldisappear. Tounhiderows,dothefollowing: 1. Ontheworksheetwhereyouwanttounhiderows,useyourmousetoselectboththevisible rowaboveandthevisiblerowbelowwherethehiddenrowslive. 2. ForExcel2003andExcel2008forMac,gotothe"Format"menu,select"Row,"thenselect "Unhide."ForExcel2007,selecttherangeofcellsthatincludetherowbeforeandrowafterthe onesyouwanttounhide.Rightclick,andonthepopupmenuselect"Unhide".Therowswill reappear. Q:WhenIprintoutaworksheet,thepagebreaksarenotwhereI'dlikethemtobe.HowdoIfixit? A:Ifaworksheetisbigenough,whenprinteditwillcreatemultiplepages.Ifyoudon'tlikethewaythe worksheetisbeingsplitintopages,useExcel'sPageBreakPreview.InPageBreakPreview,Excelzooms outsoyoucanseetheentire(big)worksheet.Youcanthendraganddropthebluelinestospecify wherethepagesshouldbreak. InExcel2007,tousePageBreakPreview,clicktheViewtabontheExcelRibbon,andthenselectthe PageBreakPreviewbutton. InExcel2003,gototheViewmenuandselectthePageBreakPreviewmenuitem. Q:HowcanIgetmyworksheetsintoaWorddocumentorPowerPointpresentation? A:Gototheworksheetyouwanttoincludeinyourdocumentorpresentation,selecttheworksheet cellsandhitCtrlCtocopy.Then,switchtoyourWordorPowerpointdocumentandhitCtrlVtopaste. Q:HowcanIcreateaPDFfilefrommyMarketingBudgetWorksheets,sothatitwilllooknicewhen printed? 17
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HelpforMarketingBudgetWorksheets
A:YouneedathirdpartyprogramthatcanconvertExceltoPDFtodothis.Werecommend(butdonot explicitlysupport)AdobeAcrobatorPrimoPDF.Refertothedocumentationforthoseprograms. Q.I'dliketomakechangestotheworksheets,butI'mnotproficientinExcel.WhatshouldIdo? A.ThePlanningShopcancustomizetheworksheetstomeetyourpreciseneeds.Contactusfor [email protected]. Q.I'vegotaquestionthat'snotaddressedhere.HowcanIgethelp? A.Emailusatsupport@planningshop.com.Besuretogiveusyournameandfullcontactinformation, andtobeasspecificaspossibleabouttheproblemorquestionyouhave.Inyouremail,pleaseinclude thefollowing: 1. Youroperatingsystem(examples:MicrosoftWindowsVista,MicrosoftWindowsXP,MacOSX Leopard) 2. YourExcelversion(examples:Excel2007forWindows,Excel2003forWindows,Excel2008for Mac) 3. TheversionoftheMarketingWorkbookyouareusing.YoucanfindthisbyclickingonThe PlanningShoptoolbar/ribbon,selectingthe"MarketingBudgetWorksheetsHelp"andselecting the"About"menuitem.
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