Advanced Excel

Short keys

 New sheet- Shift+fn+f11

 Alt+e L- remove sheet
 1-6- value formats- ctrl+shift

1- comma format

4- currency format

 Find something on the sheet- ctrl+F

Define a name- purposes-

1. you can refer it from anywhere

2. you can use it calculations

GoTo - ctrl+G - to go to a particular sheet and then comeback to the sheet you were previously on

Normal plus- fill handle tool

Flashfill-

1. it can combine 2 columns data in 3rd column using the pattern that you define

2. it can extract data from a column based on the pattern that you define

 flash fill- ctrl- e

 switch tabs- press alt and the first letter of the tab

Dynamic range functions-

 Max- large(range,no) no-1/2/3..

 Min- small(range,no)
 Sequence- sequence(noofcells) - used to generate sl. no.
o sequence(noofrows,noofcolumns,startvalue,stepvalue)
 To hide a range of cells- right click- format cells- custom- ;;;
o to get back just chage it back to general

Date function-
Date(year,month,day)

 Current date- ctrl+;

 to add 2 months and 18 days to a date

=date(year(current date),months(current date+2),day(current date+18))

 to find the difference of 2 days:

Datedif(startdate,enddate,"d") d- for days, m- for months, y- for years

Networkdays(startdate,enddate,holidays) - working days

Networkdays.intl(startdate,endate,weekend,holidays)

=text(cell,"mmm")

=today()

=now()

Value formatting

[color][condition]#

[green][>15000]

 select- right click- format cells- custom- remove general- type condition- [color][condition]#;
[color][condition]
o example- [green][>15000]#;[blue][<10000]#

Conditional formatting-

 expired date- any date less than today's date- =h2<today() - fill orange
 select date range- conditional formatting- new rule- use a formula-
 upcoming expiry dates

and(condtn1,condtn2)

=and(h2-today()>=0,h2-today()<=30)

spark lines- incell chart

 can be created for a single row/column data values

 line chart/column chart/winloss
o insert- sparklines- select the complete row- ok- if required enable markers
o can change it to columns- from sparklines- instead of line select columns and enable
high point and low point

Maps
  type country names- covert to geography data type- small icon- select required data
 type stock names- conver to stocks in data- data types- select what data is required

same for currencies

 Map charts- country map/world map

pictograph

 require .ico file extension installed

 or should have image in system
o make a barchart
o click on one bar- format data series- fill- picture- insert- icons- stack

UNIQUE

=unique(column)

TEXTSPLIT(CELL,"")- add delimitor btw ""

 take(arrays,rows,columns) example- =take(table,5,4)

 drop(arrays,rows,columns) example- =drop(table,5,4) can put it as -5 to drop the bottom last
5

what if analysis-

 a calculation is required
 a varying value is required
 go to data- forecast- whatif analysis- goal seek- first one- calculation; second- goal, third-
varying value
 go to data-forecast-whatif analysis- scenario manager- type a name for the scenario
 go to data- forecast- whatif analysis- data table- row input nothing- column input the qty

before that select table

 go to data- forecast- what if analysis- data table- row n column as rate & qty. before that
select entire table
 if the calculation is multiple- then we have to go for the what if analysis data table
method only and supports only two variable method

SOLVER

 objective
 variables
 constraints

service centre- cost of equipment- 4L

objective- 12 months

customers/month

service cost/service

DROPDOWN LIST
  DATA-data tools- DATA VALIDATION- list- source- ok
 custom list-file-

TREND

=trend(known values, known days,unknown day)

forecast sheet- if u have a date column in data- eg. historical data

=forecast(unknown period,known period,known values)

Linear eq method- a+bx=c

rank

=rank(range,table,0/1)

make sure to press f4 to range before dragging

 ctrl+T to convert to a table

 data table- analysis-normal range- ctrl+T
 quick analysis of data- ctrl+q / alt+q

INSERT menu- recommended charts/ pivot table

Day2:

How to clear cache memory in excel

File-options-save-last tab- cache memory- delete cache memory

DATA ANALYSIS

 Raw data- in different forms- excel/pdf/doc/csv/text/cloud/web- sources of data

 Connecting to different data sources
 Data transformation- power query editor
 Data- Get data- from file- from pdf
 Data-get data- from other sources- from web

 Data- Query & connections- double click- power query opens

Power Query Editor

 Steps recorded in the applied steps window

 No of columns required for your data analysis- choose columns/ remove columns
 For each column- along with the column heading- data type/sort/filtering/formats
  Apply and close/ load and close
 Split columns
 Top row as headers
 Transform menu- transpose
 Replace values- right clicking on the column data
 To refresh data- right click in connections table- refresh- this will refresh and add any new
data from the original source

Analysis tools
 Sort- Single column sort/multi-level sort/sort function
 Filter- normal/ advanced/ filter function
 Important analysis functions
 Table/Pivot table
 Dashboard

=sort(range,columnno,1/-1) – 1- ascending -1- descending

Example- =SORT(TableSalary,3,1)

Filter

Advanced filter

 List range (base data)

 Criteria range

Data- Advanced filter in sort & filter- list range- table- criteria range- side table- copy to select a
cell- select copy to another location- ok

Filter function-

=filter(array,(column with values)(criteria)(value cell))

Example- =FILTER(A4:B15,B4:B15>E4)

Analysis function

 IF- IFS- countif- sumifs- maxifs/minifs/averageifs/lookup- vlookup/xlookup

=IF(CONDITION,what to do if satisfied, what to do if not satisfied)

Example- =IF(B4<100000,B4+5000,0)

=IF(AND(g2>30000,G2<70000,G2*1%,0)

 =IFS(condition1,truevalue,Condition2,truevalue,…..)
 Must not leave any range of value, otherwise error will come
o More than 80k-5%
o More than 60k-4%
o More than 30k-3%
o More than 20K-2%
 Formulas, insert function, ifs, logic, true value, ok
 =Countifs(condtnrange1,cndn1,condtnrange2,cndn2,……….)

=sumifs(sumrange,condtn1,cndn1,condtn2,cndn2,……..)

=unique(selectrange)

=maxifs(RANGEOFVALUE,RANGEOFCRITERIA,CRITERIA)

=MINIFS(RANGEIFVALUE,RANGEOFCRITERIA,CRITERIA)

=MAXIFS(C2:C11,B2:B11,E1)

=MINIFS(C2:C11,B2:B11,E1)

=AVERAGEIFS(C2:C11,B2:B11,E1)

SWITCH= IFS

=switch(condition1,value1,condition2,value2,…)

=SWITCH(RIGHT(Z35,2),"UT","Utopia","TX","Texas","OH","Ohio")

LOOKUP

=lookup(what to look for,where to look for, what to pick)

Day 3

Analyse Data
An Interactive dashboard

 Data- Connected from different source- /data transformation- excel- data model
 Require 3 sheets-
o Data Sheet
o Calculation sheet
o Dashboard

Contents of a Dashboard

 Important results of my data- From calculations sheet

o Charts
o Tablets
o Slicers
o Timeline

Import data-Ensure its not in table format-sort- insert pivot table

VBA- Visual Basic for Applications

VBE- Visual Basic Editor

MACROS

Set of instructions saved in a unique name- to avoid repetitive tasks in excel

  Record a macro- 60-65% of users
 User Defined functions
 VBA Code- Forms

Create a menu system for Macros

Add the macro

Interactive chart

=IF($A$1=1,B4,"N/A()")

User defined functions

2 types- which gets input and returns a result/ no input but shows output

Where to create- vbeditor

Alt+f11+fn - to switch btw VB editorand excel

How to??

Function fnname()

End function

Function test()

Msg(“welcome to the world of functions”)

End function

=test()

After clicking alt+f11

VBA Project- right click insert- module

Write a function to multiply two numbers

Function multi(a,b)

Multi=a*b

End function

=multi(a,b,)
Any calculation in the function should be returned to the function

Write a function to calculate discount?

If(condition,truevalue,falsevalue)

If condition then

What to do

Else

What to do

End if

If Qty>=1000 then

Qty x Price x 0.1

Else

Discount = 0

End if

Example:

Function Discount(q, p)

If q >= 1000 Then

Discount = q * p * 0.1

Else

Discount = 0

End If

End Function

VBA forms- PARTSDATA

PARTID

LOCATION
DATE
QTY

FORM
LABELS
TEXTBOXES
COMMAND BUTTONS
PROPERTIES OF OBJECTS- NAME, SIZE, COLOR
Step1- Setup worksheet-add 4 columns

Partid, location, date, qty

Select it and convert it as a table

Rename the sheet and table with same name- partsdata

Save the file as macro enabled excel workbook

Label tool- Just to display a text

Textbox/Inputbox- Name Property

Command button- It will take you to the editor you can add a code to be executed

‘FIND FIRST EMPTY ROW’

DIM irow as long

Dim ws as worksheet

Set ws= worksheets(“partsdata”)

- To find the first empty row

Irow=
ws.cells.find(what:=”*”,searchorder:=xlrows,_searchdirection:=xlprevious,lookin:=xlvalue).row+1

- To copy the data from form to cells

With ws

- .cells(irow,1) = me.partid.value
- .cells(irow,2) = me.loc.value
- .cells(irow,3) = me.date.value
- .cells(irow,4) = me.qty.value

End with