SESSION 1: Analyze data using SCENARIOS AND GOAL SEEK

Data Consolidation allows you to gather together your data from separate worksheets into a master worksheet. In
other words, the Data Consolidation function takes data from a series of worksheets and summaries it into a
single worksheet.
Way to Consolidate Data:
1. Consolidate by Position : The data in source has the same order and uses the same labels
2. Consolidate by Category: The data in the source is not arranged in the same order but uses the same
labels.
STEPS for Data Consolidation are:
1. Open the worksheet that contains the cell ranges to be consolidated.
2. Choose the Consolidate option under the Data menu.
3. Select Source data range and click Add. The selected range now appears on the Consolidation ranges list.
4. Select additional ranges and click Add after each selection.
5. Specify where you want to display the result by selecting a target range from the Copy results to box.
6. Select a function from the Function list. The Sum function is the default setting.
7. Select either Row labels or Column labels. The text in the labels must be identical in all the specified
Source range.
8. Click OK to consolidate the ranges.
NOTE : Use Data > Define Range to give name to a range

Creating Subtotals:
SUBTOTAL totals/adds data arranged in an array-that is, a group of cells with labels for columns and/or rows.
Using the Subtotals dialog, you can select arrays, and then choose a statistical function to apply to them. It is
accessible from Data menu.
Steps to insert subtotal values into a sheet:
1. Ensure that the columns have labels.
2. In the Subtotals dialog , in the Group by box, select the column that you want to add the subtotals to.
3. In the Calculate subtotals for box, select the columns that you want to subtotal.
4. In the Use function box, select the function.
5. Click OK.
Using “What If” Scenarios:
Scenarios are a tool to test “what-if” question. Each scenario is named, and can be edited and formatted
separately. You can easily switch between different scenarios by using the Navigator. For example, if you
wanted to calculate the effect of different interest rates on an investment, you could add a scenario for
each interest rate, and quickly view the results.
Creating Scenario:
1. Select the cells that contain the values that will change between scenarios.
2. Choose Tools > Scenarios.
3. On the Create Scenario dialog, enter a name for the new scenario. This name is displayed in the Navigator
and on the title bar of the scenario.
4. Optionally add some information to the Comment box.
5. Optionally select or deselect the options in the Settings section.
6. Click OK to close the dialog.
NOTE : You can create several scenarios for any given range of cells.
Scenario Summary
1. Click summary button in the scenario Manager.
2. Next, Select cell for the result cell and click on OK

Solver:
Solver option under Tools menu amounts to a more elaborate form of Goal Seek. The difference is that
the Solver deals with equations with multiple unknown variables. It is specifically designed to minimize or
maximize the result according to a set of rules that you define.
How to load the Solver Add-in
1. Select File > Option > Add-in.
2. Click on Go Next to Manage: excel Add-Ins
3. Make sure the box next to Solver Add-Ins is Checked. Click OK
How to use Solver
1. Click Data > Solver
2. Set cell objective and tell excel your goal. The objective is at the top of the Solver window and it has
two parts: the objective cell and a choice of maximize, minimize or a specific values.
3. Choose the variable cells that MS-Excel can change. The variable cells are set with the By Changing
Variable Cells Field.
4. Set constraints on multiple or individual variable.
5. Once all the information is in place click Solve

Setting up Multiple Sheets

Inserting New Sheets
When you open a new spreadsheet, by default, it has a sheet named Sheet1. There are several ways to insert a
new sheet.
The first step, in all cases, is to select the sheet that will be next to the new sheet.
Then do any of the following:
1. Select Insert > Sheet from the menu bar,
2. Right-click on the tab and select Insert Sheet
3. Click in an empty space at the end of the line of sheet tabs.
Each method opens the Insert Sheet dialog box where you can choose to put the new sheet before or after the
selected sheet and how many sheets to insert.
Renaming Sheets There are three ways you can rename a worksheet. You can do any of the following:
1. Double-click on one of the existing worksheet names.
2. Right-click on an existing worksheet name, then choose Rename from the resulting Context menu.
3. Select the worksheet you want to rename (click on the worksheet tab) and then select the Sheet
option from the Format menu. This displays a submenu from which you should select the Rename
option.

Entering data in multiple worksheet in same time

To save the time and repetition of work we can enter the same data in different sheets at the same time.
1. Start MS-Excel.
2. Click New Sheet.
3. Press and hold the ctrl key and click sheet1, sheet2 and so on till you finish selecting all worksheet.
4. Click cell A1 in Sheet1 and type
5. Click Sheet2 and notice that the text we put in sheet 1 is showing here also.
Sharing Data from another workbook.
1. Open the workbook that contain the external reference and the workbook that contains the data that
you want to link to.
2. Select the cell where you want to create the external reference.
3. Type=(equal sign)
4. Switch the workbook and then click OK
5. Select the cell that you want to link
6. Excel will return to the destination workbook & display the value of source book
Note : that MS-Excel will return the link with absolute references, so if you want to copy the formula
to other cells you have to remove the $ sign.
=[SourceWorkbook.xlsx]Sheet1!$A$1
Create an external reference to a defined name in another workbook
1. Open the workbook that contain the external reference and the workbook that contains the data that
you want to link to.
2. Select the cell where you want to create the external reference.
3. Type=(equal sign)
4. Switch the source workbook and then click worksheet that contains the cells that you want to link
5. Press F3. Select the name that you want to link and press enter
Define a name that contain an external reference to cells in another worksheet
1. Open the destination and source workbook.
2. In destination workbook go to foemulas > Defined Names > Define Name.
3. In New name dialogue box type the name.
 4. In the refers to box delete the content and then keep the cursor in the box
Switch the source workbook and then click the worksheet that contains the cells that you want to
link.
Select the cell or range of cells that you want to link and click OK.

Sharing Worksheet Data

1. Select the cell where you want to create the external reference
2. Type = (equal sign)
3. Switch the worksheet that contains the cells that you want to link
4. Select the cells that you want to link and press enter.
Setting up a spreadsheet for Sharing
1. File > Options > quick Access Toolbar.
2. Open the list under choose commands from and select All commands.
3. Scroll down that list until you see Share Workbook. Select the item and Click Add.
4. Scroll through the list until you see track changes. Select that item and click Add.
5. Scroll Through the list until you see Protect Sharing. Select That item and Click Add.
6. Scroll through the list until you see Compare and Merge Workbooks. Select that item and click Add.
7. Click OK
Now four Button will appear at the top of the MS-Excel Windows
 Share Workbook Button * Track Changes Button
 Protect and Share Button * Compare and Merge workbook Button.
Sharing a document
1. Quick Access Toolbar, click the Share Workbook
2. Under the editing tab, click the check box of Use the old shared workbooks feature.
3. Click Advanced tab and enable Track changes and other you might want to turn on.
4. Click OK button.
Sharing Workbooks online
1. Click File tab to access Backstage view then click Share.
2. The Share pane will appear. Save document to OneDrive.
3. On the share Pane, click the share with people
4. Excel will return to normal view and open the share panel on the right side from here we can invite
people to share document.
Cell Reference
A cell reference refers to a cell or a range of cells on a worksheet that can be used in a formula to
calculate values.

Creating a cell reference on the another worksheet

1. Click the cell in which you want to enter the formula
2. in formula bar you type the = Sign and the formula you want to use.
3. Click the tab for the worksheet to be referred.
4. Select the cell or range of cells to be referred.
Creating reference by keyboard
1. Enter the data into existing worksheet and call it master
2. Insert a new worksheet by pressing Shift+F11. Move your next to master worksheet and rename as
child.
3. In child worksheet, point the cursor in the cell where you need the cell value.
 4. Type = in the cell
5. Now switch to master Worksheet to take the reference. Select the cell under Total books
6. Switch the child worksheet by pressing ctrl + Page Down Key
7. Place the cursor where you want to display the reference.
Creating reference by Mouse
1. Prepare the Master Worksheet by entering the data
2. Click on + symbol in the sheet tab to insert new worksheet. Name as the Child
3. Place the cursor where you want to create a reference.
4. Type = and Click on the master worksheet to switch the worksheet.
5. Place the cursor which reference you want to take
6. Switch back to child worksheet. Click and drag as per requirement.
Linked Files:
A linked file contains cell of another worksheet as data with sheet name and cell address like Sheet1!A3.
Hyperlinks are text based links that allows to redirect or open another file or website in MS-Excel
Create Hyperlink in Spreadsheet.
1. Place the cursor where you want to display the link text.
2. Under insert tab, click link button from Links group.
3. Insert Hyperlink dialog box will appear.
4. Select appropriate option from dialog box under Link to Section
5. Click on OK button.
Options under Insert Hyperlink dialog box
1. Existing file or web page
2. Place in this Document
3. Create New Document
4. E-Mail Address
Creating a link to a New document
1. Under link to, click Create New Document
2. In the name of new document box, type name of new file
3. Under when to edit, click Edit the new document late or Edit the new document now to specify when
you want to open the new file for editing.
4. In the text to display box, type the text you want to use to represent the link.
5. To display helpful information when you rest the pointer on link click ScreenTip, click ok
Remove the hyperlink from Spreadsheet
1. Click on the cell where the link is created.
2. Select the hyperlink cell
3. Click on Inset > Hyperlink
4. Edit Hyperlink dialog box
5. Find the Remove Link button and click
Linking To External Data: if the worksheets are in different workbooks in the same folder or directory, the
formula must also include the workbook name in brackets as shown
=[BookName.xlsx]SheetName!CellReference
Relative and Absolute Hyperlink
An absolute link will stop working only if the target is moved.
Ex. C:\Mydocument\Excel files\data\sales.xlsx
A relative link will stop working only if the start and target locations change relative to each other
Ex. \data\sales.xlsx
Linking To External Data:
You can insert tables from HTML documents, and data located within named ranges from an
OpenOffice.org Calc or Microsoft Excel spreadsheet, into a spreadsheet You can do this in two ways: using
the External Data dialog or using the Navigator
Create an Office Data Connection File
By using the connection properties dialog box or the data connection wizard, you can use MS-Excel to
create an office Data Connection (ODC) File.
Create a new connection to the data source. For more info. See move data from Ms-Excel to Access,
import or export text files or connect to SQL server analysis services database.
 Save the connection information to a connection file by clicking export connection file on the definition
tab of connection properties box to display the file save dialog box and then save the current connection
information to an ODC file.
Add, Edit and Format the comments
Add
1. Right-click the cell and then click insert comment.
2. Type your annotation text.
3. Click outside the cell.
4. If you need to edit the note right-click the cell and then click edit comment.
5. If you need to delete the note, right-click the cell and choose Delete Comment.
Modify & Edit Comment
1. Select the cell containing the comment you want to edit.
2. Right-click the select cell and select Edit Comment in the pop-up menu
3. Click another cell to complete the edit and exit the Edit Comment mode.
Deleting a Comment in MS-Excel
1. Select the cell containing the comment you want to delete.
2. Right-click the select cell and select Delete Comment
Merging Sheet
Before learning about merging sheets in MS-Excel. It is important to learn the concept of table in MS-
Excel. A table is something different from a sheet.
Creating a table
1. Select the cell or the range in the data.
2. Under Home tab, in Styles group. Select the Format as Table option.
3. Pick a table style
4. In the Create Table Dialog box select the checkbox and click OK
Merging Sheet
1. In Data tab, the Get & transform Data group, Click Get Data
2. Select from other source option from the dropdown menu and select blank query from sub-menu.
This will open the Power Query editor
3. In the Query editor, type the following formula in the formula bar =excel.currentworkbook()
4. Press enter key.
5. In the content header cell click on the double pointed arrow.
6. Select columns that you want to combine. If you want to combine all columns make sure is checked
7. Uncheck the use original column name as prefix option. Click OK
Comparing Sheet
1. Click Home > Compare files
2. Click the folder icon next to compare box to browse to the location of the earlier version of your
workbook. In addition to files saved your computer or on a network.
3. Click the folder icon next to TO box to browse to location of the worksheet that you want to compare
to the earlier version then click OK
4. In the left pane, choose the option you want to see in the result of the workbook comparison by
checking and unchecking the options, such as Formula, Macros or Cell format
5. Click Ok to run the comparison
If you get an “unable to open workbook” message this might one of the workbook is password
protected
6. Click OK and then enter the password
Using the Macro Recorder
A macro is a saved sequence of commands or keystrokes that are stored for later use. Macros are
especially useful to repeat a task the same way over and over again. To automate a repetitive task, you
can record a macro with the macro recorder in Microsoft Excel.
Advantage of Macro
1. It save the user’s time
2. Repeat a number of commands in just one click or using the shortcut key
3. User can record numerous formatting commands or formulas in single worksheet
4. User can use their names for each macro
5. It reduces the error occurring with repetitive tasks
Record A Macro
 1. When you record a macro for performing a set of tasks in a range in MS-Excel the macro will only run
on cells with range. So if you added an extra row to the range, the macro will not run the process on
the new row.
2. If you have planned a long process of tasks to record, plan to have smaller relevant macros instead of
having one long macro
3. It is not necessary that only tasks in MS-Excel can be recorded in a Macro.
Use Tools > Macros > Record Macro to start the macro recorder.
The Record Macro dialog is displayed with a stop recording button. Click Stop Recording to stop the
macro recorder.
Using a Macro as a Function.
1. Click Visual basic option under Developer tab
2. Insert a module through the insert option add Click > Insert > Module optin
3. Write the following code in Module
Function Product(a As integer, b As Integer) As Integer
Product =a * b
End Function
Passing Argument and Values to a Macro
In the above function variable a and b are written inside a function in line 1 code that ix considered as
arguments.
The value of these arguments will come from Excel worksheet when you write the function in the cell
Create the macro to accept the value.
To allow a macro to accept a value, you simply type a name for that value between the parentheses at
the top of macro.
Here is our sample macro
Sub Show_msg(Message)
“show the message that is given to this macro
MsgBox message
End Sub