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7/30/2019 Excel @ Glance
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All you needto know to
do moreand
work less
Excel @ glance
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Split windows and freeze panes
Hide and Unhide command
Moving around a spreadsheet with Ctrl,
Shift, and Arrow keys
Name cells/ranges
Sort command
Toggling among relative and absolutereferences
Fill down command
IF function
AND and OR functions
SUM and SUMIF functions
COUNT functions
Text Merge
PUT THE PIECES TOGETHER: Exercise 1
ROUND
VLOOKUP and HLOOKUP functions
Insert Function command
Paste Special command
Verify Formulas
Goal Seek add-in
Scenarios
Pivot Tables
PUT THE PIECES TOGETHER: Exercise 2
Protecting cells and worksheets
Editing multiple worksheetssimultaneously
Conditional formatting
Autofilter command Customize tool bars
Group and Ungroup your spreadsheet
Switch off the Microsoft Actors
Clean up text
Keyboard shortcuts
General Recommendations
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Splitting a window allows you to work on multiple parts ofa large spreadsheet simultaneously
Freezing the pane allows you to always keep one part ofthe spreadsheet (e.g., column or row labels) visible
How?Drag the split horizontal and split vertical icons to thedesires positions
Click on the freeze pane from the Window Menu (or usethe Freeze Pane Icon)
Practice Split the screen so that the First 3 rows and the First 5Columns are Freezed
Freeze pane icon
Split screen icon
SPLIT WINDOWS AND FREEZE PANES
Why?
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Allows you hide and unhide particular rows orcolumns Simplifies working with the spreadsheet Prevent certain information from being seen
Select the row(s) or column(s) to behidden/unhidden
Select Format RowHide/Unhide or Format:Column-->Hide/Unhide (or Right Clic)
Hide the Customer Name
HIDE AND UNHIDE COMMAND
How?
Practice
Why?
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Save you lots of timeMove the first or last cell of a contiguous data block
without scrolling
Ctrl-Arrow Move to the first/last data cell in the arrowdirection
Ctrl-Shift-Arrow Selects the cells between the currentcell and the first/last data cell
Select all cells with data using the Ctrl, Shift, and Arrowkeys
MOVING AROUND A SPREADSHEET WITH CTRL, SHIFT, AND ARROW KEYS
How?
Practice
Why?
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Allows specific cells or cell ranges to be referred to byname
Allows you to write equations such as = Quantity*Costinstead of =$B$12*$C$4
Select the cell or cell rangeSelect Insert-->Name-->Define from the menu bar
Define cells V2:V1041 as Order Month
NAME CELLS/RANGES
How?
Practice
Why?
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Correctly sorting a series of rows or columns
without disassociating the data is critical to manymodeling efforts
SORT COMMAND
How?
Why?
To sort by single category, just click into column, NEVERhighlight column (would destroy table integrity)
To use multiple criteria, click any cell of data table, select
DataSortData table will be selected
Can sort by up to 3 categories,use drop lists to select fields,specify A-Z or Z-A
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Select Tools/Options/Custom Lists to create specialized sortorders, e.g. To sort months and weekdays according to their calendar
order instead of their alphabetic order To rearrange lists in a specific order (such as
High/Medium/Low entries)
Practice
Indicate if have Header row, which will not be included in
sort
Select Options to use Custom lists (create first, see below)
How?
SORT COMMAND (CONTINUED)
Sort the Source Column creating a sorting list the ranks:
1. Info Account
2. Magazine Advertising
3. Customer Base
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Be careful when you select the data to Sort: if you forget to
select a column, sometimes Excel asks you to extend the
selection, but sometimes not. In the second case there isthe risk is seriously damage the data and waste hours in
repairing it
WARNING
SORT COMMAND (CONTINUED)
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Saves you lots of time
It is warmly recommended when creating complexformulas that consider combination of fixedcolumns and rows
Put a $ before the Row or the Column you wantto toggle to Absolute or Relative
F4 key toggles through the different options
TOGGLING AMONG RELATIVE AND ABSOLUTE REFERENCES
How?
Why?
Practice Try the functionality
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Saves you lots of time
Allows for copying of cell content to contiguous cells withfew keystrokes
Select the cell with the content to be copied and drag to selectthe cells to which the content should be copied
Ctrl-C to Copy Ctrl-V to Paste Ctrl-Arrows to moveOR
Double click on the Bottom Right square
Calculate the Weighted Value in column Q starting in Q2without using the mouse!
How?
Practice
Fill Down command
Why?
Double Click hereto copy down theformula
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Conditional comparisons are used in virtually allspreadsheets
Knowing how to use IF in a nested manner and incombination with other functions will save hours of time
IF(Comparison,TrueAction,FalseAction)IF(Comparison,TrueAction,) ==> Cell shows 0 if conditionis false
IF(Comparison,TrueAction,) ==> Cell shows blank ifcondition is false
Create a Good, Bad and Average variable in column Wranking: Good if the Sale is >= 10.000 Bad if the Sale is
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Used with the IF function to enable more complicated
logical comparisons
AND(Comparison 1,Comparison2,Comparison3,)OR(Comparison 1,Comparison2,Comparison3,)
Create a variable in X column that calculates the WeightedValue only for: Success Probaility > 60% Quantity is > 80 ORPrice is >250
AND AND OR FUNCTIONS
How?
Practice
Why?
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SUM is used in virtually all spreadsheets
SUMIF can save lots of time in most spreadsheets if youknow how to use the function
SUM(Range1,Range2,Value1,)SUMIF(Range,Comparison,SumRange)
If a SumRange IS NOT specified, SUMIF sums the cellsmeeting the Comparison criteria in the specified Range If a SumRange IS specified, SUMIF sums the cells in
SumRange where the corresponding cells in Rangemeets the Comparison criteria
NOTE: The signs must be used for the Comparisonvalue
Calculate the number of VHS and CDs ordered
SUM AND SUMIF FUNCTIONS
How?
Practice
Why?
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Prevents you from wasting time counting items manually
or creating dummy variables to count such items
COUNT(Range1,Range2,Value1,...) ==> count the numberof cells containing numbers
COUNTA(Range1,Range2,Value1,...) ==> count the numberof non-empty cellsCOUNTBLANK(Range) ==> count the number of empty cellsin the range
COUNTIF(Range,Criteria) ==> count the number of cellsin the Range containing the Criteria. NOTE: The signsmust be used for the Criteria value
Count the number cells that contain HSI in the column D
COUNT FUNCTIONS
How?
Practice
Why?
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TEXT MERGE
It is useful when you need to have an extrafield from the merge two or more strings. Thisallows you to create a unique string field tosum or count selected data
How?
Practice
Why?
To merge two cells or two texts:-use the function CONCATENATE() use the -symbol & before and after the cells or thetext you need to merge (better)
=Akko&Bert returns the stringAkkoBert
Create a string that Merges the Area andthe ID
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ExceriseWe need to summarize the Results for the CEO. We have been asked to
resume:Volumes - Values - Average Volume
Detail all by Area, Line of Business AND by Reps ID
Constraints/Goals:1) Ceo likes to play. Cell B2 should be variable in order to let our CEO see the
results by changing level of probability
2) every single formula should have a proper Relative and Absolute REF (so if you
copy it and paste it in another cell it should work)
3) the company cares about saving Network Hard Disk space. Saving the sheet
with the lowest KB avoids IT boring emails
4) Proficiently use the Functions IF, COUNTIF, SUMIF, CONCATENATE
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Many situations exist when you need to have exactnumbers instead of various fractions in your calculations
(e.g., there cannot be 536.235 bank branches)
ROUND(Number,Digits) ==> Round the number (or cell) tothe specified number of digits If Digit = 0, then Number is rounded to nearest integer If Digit > 0, then Number is rounded to the specified
number of decimal places If Digit < 0, then Number is rounded to the specified
number of digits left of the decimal place
In column X use a ROUND Function that Rounds the Salesto the nearest thousands
ROUND
How?
Practice
Why?
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Allows you to automatically lookup a particular cell of datafrom a larger data range. This is especially useful when
you have A large data section that contains information for
multiple records somewhere on the spreadsheet (e.g., asmall database)
A calculation area somewhere else, and you need torefer to some specific data elements for specificrecords
VLOOKUP AND HLOOKUP FUNCTIONS
Why?
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VLOOKUP and HLOOKUP allows you to find a specific cell of data ina larger data range Use VLOOKUP when each row contains a separate record and the
associated columns contain data for that one record Use HLOOKUP when each column contains a separate record
VLOOKUP(SearchValue,Range,ColumnNumber,Error) ==> look for avalue in the row specified by SearchValue and the columnspecified by ColumnNumber SearchValue indicates the match key (i.e., find the row that
contains the SearchValue in the first column) Range specifies the cells containing the data ColumnNumber specifies the column that contains the data
element you want Error determines what happens when Excel does not find the
exact SearchValue you want. FALSE leads Excel to display a #N/Awhen an exact match cannot be found. TRUE leads Excel todisplay the next smaller value than SearchValue
HLOOKUP(SearchValue,Range,RowNumber,Error) ==> look for avalue in the column specified by SearchValue and the rowspecified by RowNumber
NOTE: The 1st column of data must be sorted in ascending orderwhen using VLOOKUP, and the 1st row of data must be sorted ifusing HLOOKUP
VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED)
How?
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VLOOKUP and can be used instead of a NASTED IF. Instead ofusing IF(test1, A, IF(test2, B, IF(test3, C, D))
Use a VLOOKUP the looks for the following table:Test1 ATest2 BTest3 CEmpty D
Use VLOOKUP to create a column with the NAME and theAnnual Salary of each Rep ID
VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED)
Practice
Tip
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Number thecolumns to
easily check
your
formulas
Need to sort in
ascending orderfor VLOOKUP
function to work
properly
VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED)
This record in this
position will never becaught by a VLOOKUP
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What do you do if you do not know what functions are
available or how to enter the arguments for a function?
Select the cellSelect Insert-->Function from the menu bar
Create a formula with VLOOKUP, SUMIF and COUNTIF byusing the Insert Function Command
INSERT FUNCTION COMMAND
How?
Practice
Why?
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Saves you lots of time Retyping formulas Converts formulas into values Reformatting cells Transposing cells (i.e., convert row-entered data blocks into
column-entered ones)
Convert the Rounded sales calculations into values (i.e., get rid ofthe formulas)
Copy and paste the entire dataset into a new spreadsheet intransposed manner
Copy the cells of interestPlace the cursor where you want to past the informationSelect Edit-->Paste Special from the menu bar
Select the appropriate options from the dialog box that appears
PASTE SPECIAL COMMAND
How?
Practice
Why?
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Quickly find the cells referenced by a formula and/orquickly find which cells reference a particular cell ofinterest
Select View-->Toolbars-->Customize from the menu bar.Check the Verify Formulas Box from the Toolbars tabClick on the cell of interestSelect the Trace Precedents or Trace Dependents iconfrom the Auditing Toolbar
Choose number in the Table built in Exc. 1 and see whatare the links
VERIFY FORMULAS
How?
Practice
Why?
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Easily find what one input variable needs to be to achieve
some desired result in a calculation
Select the calculated cellSelect Tools-->Goal Seek from the menu barEnter the desired resulting calculation into the To
Value form in the dialog that appearsEnter the input cell in the By changing cell: form
Consider the following Flows:-450.000 300.000 30.000 -350.000 -500.000 1.500.000
What is the IRR of the Operation? You should use the
function NPV (corrected) AND the GOAL SEEK feature
GOAL SEEK ADD-IN
How?
Practice
Why?
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Youve created a model and need to run various scenarios. Thenuse the scenario function under the tools menu. Keeps your
inputs and outputs from the model nicely together
Assign names to the excel cells that act as input parameters foryour model
Start the scenario function by selecting Tools-->Scenarios from themenu bar.
Click Add to enter your first scenario Create a name Select ALL cells that will be your input to the model.
Assign the desired scenario value to each input parameter.Add more scenarios as neededWhen finished click on summary and select scenario summary (the
pivot table is not so helpful)
SCENARIOS
How?
Why?
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The CEO asks you to build a Model to understand how will be the cashneed for 3 different business structure that can be followed when
penetrating a new country:
SCENARIOS (SIMPLE EXAMPLE)
1) Aggressive Mktg Strategy, noDirect Personnel, no OwnedAssets
2) Moderate Mktg, 5 FTEs, noOwned Assets
3) Moderate Mktg, 10 FTEs,Purchased Assets
How changes the Cash need?
Record three Scenarios
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Most powerful tool to arrange huge amounts of data in a morestructured way than pure sorting. In particular helpful to run quicksums, averages, distributions, etc. in combination with a structure
criteria, e.g. total number and average sales per store size band.Possibility to DROP-DOWN to DATABASE
Select Data: PivotTable Report
Step 1: MicrosoftExcel list. Click
Next
Step 2: Selectthe relevantdata area andclick next
Step 3: Click onLayout to select the
data elements
PIVOT TABLES
How?
Why?
Step 4: Drag and drop dataelements on row andcolumn (this is your tablestructure), the data youwant to analyze on thedata area Click Ok and
then Finish
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ExceriseCEO gets in your room and you understand from
his face that he is not happy. He gives you 5minutes to report:
1) Volumes of Sales by Product, Years ofExperience of Employee and Area detail
2) Sales Value by Product and Annual Salary per
Employee3) Average Quantities, Standard Deviation on Qand Dev.ST on Av by Employee Name
4) Who is the most reliable employee? Who youwill promote and who will you fire?
Constraints/Goals:1) Use Functions AND Pivot Tables
2) Be essential. Any formatting is nice but you have just 5 minutes
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Sometimes you want to give your Excel file to someone else andprevent them from changing the formulas for seeing some hidden
cells
Protecting a spreadsheet or workbook involves two steps Designating which cells to be locked or hidden Protecting the spreadsheet or workbook
Note several weird peculiarities: The default for all cells in a spreadsheet if LOCKED. So if you
want the receiver of your worksheet to change the content of acell, unlock the cell before protecting the spreadsheet
The formulas in a cell can be seen even if the spreadsheet is lock-- UNLESS you hide that cell before protecting the spreadsheet
To lock/unlock and hide/unhide a cell, select the cell(s) and selectFormat-->Cell. Select the Protection tab when the dialog boxappears
To protect/unprotect a spreadsheet, select Tools-->Protection-->Protect Sheet
Protect the dataset spreadsheet Allow the user to change the data Lock and hide the formulas you entered
PROTECTING CELLS AND WORKSHEETS
How?
Practice
Why?
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Avoid having to redo your work on multiple spreadsheets
in a single workbook
Select the first spreadsheet to be editedHold the Ctrl key while clicking on the additionalspreadsheets
Do your editing
Try it
EDITING MULTIPLE WORKSHEETS SIMULTANEOUSLY
How?
Practice
Why?
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Sometimes you would to color the output of cells in
different colors, e.g. negative numbers in red, positivenumbers in black, or add a frame, etc.
Mark the relevant fields and select Format: ConditionalFormattingSelect the criteria for the format and adjust the format.You can actually change the font, the border and thecolor
Click onAddto select additional criteria for the formatting
Format a cell to be in red font, with blue background fornegative numbers and in bold font with thick border, ifthe value is above 10
CONDITIONAL FORMATTING
Practice
How?
Why?
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You have a huge pile of data and quickly want to find somespecific information, e.g. all sets that meet a criteria or
the top 10 items etc.
Click into your table or better mark the data area andselect Data: Filter: AutofilterUsing the drop-down boxes per item allows you to displayonly specific filtered information
Selecting multiple matches (up to 3 maximum withautofilter) you can narrow down your search
Or add your own criteria for filtering by clicking on the
custom criteria
Find Products in the North that have 20% to 60% of successprobability AND that are managed by Homer OR Bart
AUTOFILTER
Practice
How?
Why?
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How many icons on the tool bar to you use regularly?How often do you have to use the menu bar or mouse to do
something you wish were accessible with a single click?
Select View-->Toolbars-->CustomizeClick on the Commands tabDrag items on and off the toolbar as you wish
CUSTOMIZE TOOL BARS
How?
Why?
Right click toolbar area Select Customize Select Commands tab in
Customize dialog box From appropriate menu,
find the command forwhich you want to addbutton
Drag button to locationon toolbar
OR
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or create your own icons!
Auto filter off show all
CUSTOMIZING YOUR TOOLBAR (CONTINUED)
Practice
How?
Paste valuesSelect visible cells
Save as
Show comment (toggles it)
Set print area
Page setup
Merge cells
Auto filter
Other favorites ...
Modify your toolbar as desired
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How often would you like to hide or unhide parts of acomplex spreadsheet?
If your answer is very often. You will like togroup/ungroup function instead of the hide/unhidecommand, since you will be able to toggle betweenhidden or displayed columns or rows.
Mark the row or column that you would like to fold, i.e.hide for the moment.
Click on Data: Group and Outline: GroupTo fold click now on the minus sign outside of yourcolumn or row
You may also group or ungroup hierarchically
Try it
GROUP/UNGROUP PARTS OF SPREADSHEETS
Practice
How?
Why?
S C O CROSO AC ORS
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Also find the Microsoft Actors more disturbing than helpful?Always popping up at the wrong moment
Excel 97 Start the Windows Explorer Go to the directory Program Files: Microsoft Office
OfficeActors Rename the directory Actors to Dead Actors
Excel 2000 and over Go to ToolsOptionsEdit and switch off Provide
feedback with animation
Try to eliminate the Actors
SWITCH OFF THE MICROSOFT ACTORS
Practice
How?
Why?
CLEAN UP TEXT
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CLEAN UP TEXT
One easy method to split text into separate columns is theData/Text to Column Wizard Select the cells Select Data/Text to Column
How?
Why?Often companies have data on their mainframe. The best
you can get for your PC is a text file dump. This trick will
help you see through the data mess youve received.
CLEAN UP TEXT (CONTINUED)
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CLEAN UP TEXT (CONTINUED)
How? Check that Excel choose correct setting, change as needed
CLEAN UP TEXT (CONTINUED)
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Be sure the are enough empty columns for your conversionat the destination or Excel will OVERWRITE the contents of
the cells
CLEAN UP TEXT (CONTINUED)
How?Be sure to supply the destinationClick finish
Note
Split data appears in 2 columns
KEYBOARD SHORTCUTS
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KEYBOARD SHORTCUTS
Alt +
Ctrl + Shift + ~Ctrl + Shift + $
Ctrl + Shift + %
Ctrl + Shift + !
Ctrl + Shift + &
Ctrl + Shift + _
Ctrl + bCtrl + i
Ctrl + u
Ctrl + 9
Ctrl + Shift + 9
Ctrl + 0
Ctrl + Shift + 0
Ctrl + 1
Ctrl + 5
Shift + Space
Ctrl + Space
Display the style dialog box
General Num. FormatCurrency format
Percentage format
Comma format
Outline border
Remove borders
BoldItalic
Underline
Hide rows
Unhide rows
Hide columns
Unhide columns
Format Dialog Box
Strike Through
Select the entire row
Select the entire column
Formatting keys
KEYBOARD SHORTCUTS (CONTINUED)
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KEYBOARD SHORTCUTS (CONTINUED)
Ctrl + a
Ctrl + x/c/v
Ctrl + d/r
CTRL+SHIFT+*
SHIFT+ arrow key
CTRL+SHIFT+ arrow key
SHIFT+HOME
CTRL+SHIFT+HOME
CTRL+SHIFT+END
Select the entire worksheet
Cut/copy/paste
File cells down/right
Select the current region around the active cell(the current region is an area enclosed by blankrows and blank columns)
Extend the selection by one cell
Extend the selection to the last nonblank cell inthe same column or row as the active cell
Extend the selection to the beginning of the row
Extend the selection to the beginning of theworksheet
Extend the selection to the last cell used on theworksheet (lower-right corner)
Formatting keys
KEYBOARD SHORTCUTS (CONTINUED)
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Ctrl + F4
Alt + F4Ctrl + F10
Ctrl + F9
Ctrl + F5
F6
Shift + F6
Ctrl + F6
Ctrl + Tab
Shift + F11
F11
Ctrl + s
F12
Ctrl + o
Ctrl + n
Alt + F8
Alt + F11
Closes workbook window
Closes ExcelMaximizes the workbook
Minimizes the workbook
Restore window size
Next pane
Previous pane
Next window
Next window
Inserts a new sheet
Create a Quick Chart Sheet
Saves the workbook
Saves As
Opens a workbook
Creates a new workbook
Macros Dialog Box
Visual Basic Editor
Windows and Workbook keys
KEYBOARD SHORTCUTS (CONTINUED)
KEYBOARD SHORTCUTS (CONTINUED)
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KEYBOARD SHORTCUTS (CONTINUED)
ALT + TAB
CTRL + TABCTRL + Page Up/Page Down
CTRL + Home/End
CTRL + arrow key
Switch between applications
Switch between open Excel filesGo to previous/next worksheet
Go to the first/last cell of the worksheet
Go to the next empty cell
Windows and Workbook keys
Auditing and Calculation keys
Ctrl + ( ~ )
Ctrl + [
Ctrl + Shift + {
Ctrl + ]
Ctrl + Shift + }
F9
Shift + F9
F2
Toggle formula display
Selects cells directly referred to by formulas(Precedent Cells)
Selects directly and indirectly referred to cells
Selects only cells with formulas that refer directlyto the active cell (Dependent Cells)
Selects all cells within formulas that directly orindirectly refer to the active cells
Calculate all worksheets
Calculate worksheet
Toggle cell edit mode
KEYBOARD SHORTCUTS (CONTINUED)
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KEYBOARD SHORTCUTS (CONTINUED)
Auditing and Calculation keys
SHIFT+BACKSPACE
SHIFT+PAGE DOWN
SHIFT+PAGE UP
CTRL+SHIFT+SPACEBAR
CTRL+6
CTRL+7
If multiple cells are selected, select only theactive cell
Extend the selection down one screen
Extend the selection up one screen
With an object selected, select all objects on asheet
Alternate between hiding objects, displayingobjects, and displaying placeholders for objects
Show or hide the Standard toolbar
Useful Number formats
;;;#,
,##0.00_);(,##0.00)
#,##0_);(#,##0);---;@
Hides the contents of a cellDisplays numbers in thousands. (e.g., 1,000,000displays 1,000)
1000 = &1,000.00
-1000 = (&1,000.00)
1000 = 1,000
-1000 = (1,000)
KEYBOARD SHORTCUTS (CONTINUED)
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KEYBOARD SHORTCUTS (CONTINUED)
ASCII Characters
Ctrl + F3
Alt + 0149Alt + 0163
Alt + 0165
Alt + 0153
Alt + 0169
Alt + 0188
Alt + 0189
Alt + 0190
Define Name (Range Name)
GENERAL RECOMMENDATIONS
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GENERAL RECOMMENDATIONS
Structure, structure, structure. Should
know this anyway, since youre ED keepstelling you this every day
Keep Inputs, Processing and Outputs ondifferent worksheets of your Excel file
Name universal variables, e.g., WACC
instead of $AH264
Use color-coding, but dont overdo it. Excelis not Powerpoint.
Save cautiously, but frequently. Keepdifferent versions and backup (network,
hard disk). Too many models disappearedin the night time
Excel at glance
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The End
Excel at glance
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