Business Analytics – I

EXCEL= Data Storage + Perform Calculations + Analyse + Draw Charts

Multiple Worksheets:
Many of the workbooks we encounter in business contain more than one worksheet. The first
thing we need to do is to add another sheet to put data in. We're going to come to the plus, just
to the right of the worksheet tabs and click on it, and a new blank worksheet has been added.

You will notice it automatically adds it to the right of the sheet I had previously selected. So it's
gone to the right of Sheet1. Unfortunately, this is not where I want it. The good news is, you can
easily move your worksheets around. To do this, click and hold on the worksheet tab and drag to
where you want it. Notice, however, there are two icons, a little white sheet and a black arrow. If I
drop the white sheet now, it will actually put the sheet after Sheet2. The icon to look for is the
black arrow. When that gets the right position, release your mouse and the sheet is moved. The
problem is starting with blank sheet is going to be quite a lot of work.

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If we realized that basically our summary will look very similar to the previous sheets. It'll be
quicker for her to make a copy of one of those. One way to make a copy is to right-click on one of
the sheets, and it brings up a menu for working with worksheets. Four down is Move or Copy.
We're going to click on that, and you'll see from here you could move it or make a copy. You can
choose to move or copy to a different workbook altogether. We're going to stay with this
workbook. And then choose where you would like the new copy to go. We would like it to go at
the end. And importantly, make sure you tick create a copy. Now click okay. And there's an
identical copy of Sheet1 at the end.

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You can also use the drag option to copy. The only difference is you have to hold your control key
down. So I'm going to come to Sheet1 again, hold my control key down, and drag it to the very
end, release, and there's another copy. I now have way too many worksheets, so I'm going to need
to delete a few of them. To delete a worksheet, again, you can right-click and press Delete, and it's
removed. Now when I come to delete this one, you'll notice it has data on it. It's not empty, and I
get a warning message. This is really important. You cannot undo a sheet delete. So if a message
pops up, please check it. Make sure you are happy to delete it, and only then press the delete
button.

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I just have no idea what's on which. So the next thing I'm going to do is label my sheet tabs. You
can use the right click, and then click on rename, but even quicker, just double click the label. And
without clicking it again, so with it still highlighted, type the name you want.

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Another visual clue you can give people is color coding the sheets. To do this, write click on the
tab, come to Tab Color, and choose the color you'd like to add. I won't do them all.

Now you'll notice when I'm clicked on the sheet, it doesn't go fully orange. It goes white with a
hint of. When I take away, I get that full color. So the sheet that is predominantly white is the one
you currently have selected.

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If we decided that this heading that appears on each of the sheets is not very descriptive. We,
however, would prefer not to make the change three times. So quite a powerful little option we
have is to group sheets. This means selecting multiple sheets simultaneously. I'm going to click on
Gandhi, hold my shift key down and click on sheet2. And you'll notice they've all gone white. Now
any change I make to one sheet will occur to all.

Finally, while my staff is actually entering their data, I don't want them to accidentally change my
summary sheet. So I'm going to hide that away. And you may have many reasons to want to hide
things. Maybe its extraneous data, maybe you would just prefer people didn't see it. Simply right
click, come to Hide, and click. The sheet has not been removed. It's just hidden. And to get it back,
all we need to do is right-click on any of the sheet tabs, say Unhide, select the ones you want to
Unhide, and okay.

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When you have workbooks with multiple worksheets, it is quite likely you will sometimes have to
create calculations that use values on other sheets. Gandhi has exactly that situation, where he
needs to sum up the units from the individual sheets into the sheet GANDHI.
We’re going to look at a very efficient way of doing these called 3D formulas. I would use a SUM
function, which says basically add up all these cells that are next to each other. Well imagine that
our worksheets are layered on top of each other. If we were to try and drill down through a cell,
that would be, well a third dimension really, and the great thing is you can use some functions in
three dimensions as well as two. To summarize what I want to do is sum all the cells E2 from
Gandhi(2) through to Gandhi(3). Let's look at how we do this.
I'm going to type an equals. I'm then going to type my sum and open my bracket. I then come to
Gandhi(2) sheet. And I click on his units. Here's where it gets different. I want to select all the
sheets from Gandhi(2) to Gandhi(3). I'm going to hold my Shift down and click on the Gandhi(2)
sheet. They've all gone white. And if you have a look at my formula it's saying add up sales sheet
to Gandhi(3) cell C7. SO all the E2s from Gandhi(2) to Gandhi(3). Click Enter and we've got the
answer.

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Now, press Shift and click on Gandhi (3)

Close the bracket here and do enter

You will get like this:

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I can use my fill handle to copy that across, and if I double-click, that will copy all three down. Let's
have a look at how to do that one more time.

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In collaborative environments however, it often is required that we work with data in multiple
workbooks. And Excel allows us to do this through linking workbooks. We have exactly this
example here, where Gandhi needs to collect the data from the all workbooks, and summarize
those values into a total expenses. Now before we begin, please make sure you've opened up
some xlxs and that you've closed any other workbooks you may still have open. Now we're going
to be working with FOURtwo workbooks and we want to see them all on the screen at the same
time. Now let's go get those other workbooks open. So I'm going to press Ctrl+O.
I selected and clicked OK four work books:

I got like this:

Now, click on view,

And then click on arrange all

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Click on ok:

We get like this:

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Combining Text:
In order to improve the current employee database, Gandhi asked to list the full name of each
employee in column K, and to add all employees' email addresses in column L. The formula that
will do this for us is called CONCAT, which is short for Concatenate, or linking together. It is only
available in the most recent version of Excel. If you have an older version, or work on a Mac, you
can use CONCATENATE.

An alternative quick and simple way of linking text together is using the Ampersand sign. In other
words, rather than using a function, we can use the Ampersand to pull text out of separate
columns and link them together in a new cell. Let's use this to create the email addresses in
column L. While we are no longer using a function, this is still a formula, so we need an equal sign.
The elements for this will be the first name, a dot, the last name, and the new text element which
is @gmail.com. So now we click on the first name, and type the Ampersand sign, followed by a dot
within quotation marks, followed by another Ampersand sign. Now click on the last name,
followed by another Ampersand sign, followed by @pushpin.com within quotation marks, close
quotation marks, and enter. Great. This looks exactly right. It achieve the same effect as the
CONCAT function.

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