2010 Excel Functions Macros and Data Commands Manual as of March 2010

MicrosoftExcelFunctions,Macros&DataCommands

J.CarltonCollins,CPAASAResearch

Atlanta,Georgia770.734.0950

[email protected]

A S A R e s e a r c h

ExcelFunctions,Macros&DataCommands

www.CarltonCollins.com Page2 CopyrightMay2010

TableofContentsChapter1ExcelFunctions..........................................................................4Chapter2TheIfFunction.........................................................................18Chapter3UsingFunctionstoClean&CrunchData.................................23Chapter4DataCommands......................................................................41Chapter5Macros.....................................................................................76Chapter6Miscellaneous.........................................................................81Chapter7XMLData.................................................................................84Chapter8QuickTips................................................................................92Chapter9WhatsNewinExcel2007.......................................................95Chapter10WhatsnewinExcel2010....................................................104AppendixInstructorsBiography............................................................108



ExcelFunctions,Macros&DataCommandsCourseInformation

LearningObjectives ToincreasetheproductivityofaccountantsandCPAs

usingExcelsfunctions,macros,&datacommandsCourseLevel IntermediatePreRequisites GoodFamiliaritywithMicrosoftExcelAdvancedPreparation NonePresentationMethod Livelectureusingfullcolorprojectionsystemsand

liveInternetaccesswithfollowupcoursematerialsRecommendedCPECredit 8hoursHandouts Templates,checklists,webexamples,manualInstructors J.CarltonCollins,CPA

AdvisorCPE isregisteredwiththeNationalAssociationofState Boards of Accountancy (NASBA) as a sponsor ofcontinuing professional education on the NationalRegistry of CPE Sponsors. State boards of accountancyhave final authority on the acceptance of individualcourses for CPE credit. Complaints regarding registeredsponsors may be addressed to the national Registry ofCPE Sponsors,150 FourthAvenue,Nashville,TN,372192417.Telephone:6158804200.

CopyrightMay2010,AdvisorCPEandAccountingSoftwareAdvisor,LLC4480MissendellLane,Norcross,Georgia30092770.734.0450

Allrightsreserved.NopartofthispublicationmaybereproducedortransmittedinanyformwithouttheexpresswrittenconsentofAdvisorCPEorASAResearch,subsidiariesofAccountingSoftwareAdvisor,LLC.Requestmaybeemailed to [email protected] or further information can be obtained by calling 770.734.0450 or byaccessingtheAdvisorCPEhomepageat:http://www.advisorcpe.com/Alltradenamesandtrademarksusedinthesematerialsarethepropertyoftheirrespectivemanufacturersand/orowners.Theuseoftradenamesandtrademarksusedinthesematerialsarenotintendedtoconveyendorsementof any other affiliations with these materials. Any abbreviations used herein are solely for the readersconvenience and arenot intended to compromise any trademarks. Someof the featuresdiscussedwithin thismanualapplyonlytocertainversionsofExcel,andfromtimetotime,Microsoftmightremovesomefunctionality.Microsoft Excel is known to contain numerous software bugswhichmay prevent the successful use of somefeatures insomecases.AdvisorCPEmakesnorepresentationsorwarrantywithrespecttothecontentsofthesematerialsanddisclaimsanyimpliedwarrantiesofmerchantabilityoffitnessforanyparticularuse.Thecontentsofthesematerialsaresubjecttochangewithoutnotice.

ContactInformation:J.CarltonCollins

[email protected]



Chapter1

ExcelFunctions



IntroductiontoExcelFunctionsExcelFunctionsarepreprogrammedformulasthatmakethetaskofwritingcomplexformulaseasier. There are a total of 333 functions in Excel. These functions are separated into 11categoriesasfollows:

Categories&NumberOfFunctionsInEachCategory

1. DatabaseFunctions(12)2. DateandTimeFunctions(20)3. EngineeringFunctions(39)4. FinancialFunctions(53)5. InformationFunctions(17)6. LogicalFunctions(6)7. LookupandReferenceFunctions(18)8. MathandTrigonometryFunctions(59)9. StatisticalFunctions(80)10. TextFunctions(27)11. ExternalFunctions(2)

RelevancetoCPAsSomeExcelfunctionsaremorepowerfulthanothersandsomearemorerelevant to the CPA than others. For example, most CPAs will find the IF, SUM, COUNT,SUBTOTAL, TEXT, and VLOOKUP are very relevant to the CPA while other engineering andtrigonometry functions such as LOG,PI,RADIENS,DELTA, TAN,COMPLEX, andHAX2DEC aretypically lessrelevanttoCPAs. Ithasbeenmyexperiencethatthefollowing75functionsaremostrelevanttotheCPA;thereforeinmyopinion,CPAswishingtoincreasetheircommandofExcelfunctionsshouldconcentrateonthesefunctionsfirst.

CarltonsListofTheTop75FunctionsMostRelevanttoCPAs(SortedByCarltonsOpinionofUsefulness)

OpenanExcelfileContainingFunctionExamples:http://www.ASAResearch.com/web/functions.xlsx

1. IFSpecifiesalogicaltesttoperform2. SUMAddsitsarguments3. SUBTOTALReturnsasubtotalinalistordatabase4. SUMIFAddsthecellsspecifiedbyagivencriteria5. COUNTCountshowmanynumbersareinthelistofarguments6. COUNTACountshowmanyvaluesareinthelistofarguments7. AVERAGEReturnstheaverageofarangeofnumbers8. COUNTBLANKCountsthenumberofblankcellswithinarange9. COUNTIFCountsthenumberofnonblankcellswithinarangethatmeetthegivencriteria10. VALUEConvertstexttoanumber11. TEXTFormatsanumberandconvertsittotext



12. VLOOKUPLooksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthevalueofacell

13. HLOOKUPLooksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell14. TWOWAYLOOKUPUsingbothVLOOKUPandHLOOKUPtogether15. LOOKUPLooksupvaluesinavectororarray16. MATCHLooksupvaluesinareferenceorarray17. TRIMRemovesspacesfromtext18. PROPERCapitalizesthefirstletterineachwordofatextvalue19. LOWERConvertstexttolowercase20. UPPERConvertstexttouppercase21. LEFTReturnstheleftmostcharactersfromatextvalue22. RIGHTReturnstherightmostcharactersfromatextvalue23. MID Returnsa specificnumberof characters froma text string startingat thepositionyou

specify24. FINDFindsonetextvaluewithinanother(casesensitive)25. SUBSTITUTESubstitutesnewtextforoldtextinatextstring26. LENReturnsthenumberofcharactersinatextstring27. REPLACEReplacestextinastringwithalternativetext28. CONCATENATEJoinsseveraltextitemsintoonetextitem29. CLEANRemovesallnonprintablecharactersfromtext30. NOWReturnstheserialnumberofthecurrentdateandtime31. TODAYReturnstheserialnumberoftoday'sdate32. DATEReturnstheserialnumberofaparticulardate33. MONTHConvertsaserialnumbertoamonth34. DAYConvertsaserialnumbertoadayofthemonth35. YEARConvertsaserialnumbertoayear36. WEEKDAYConvertsaserialnumbertoadayoftheweek37. ROUNDRoundsanumbertoaspecifiednumberofdigits38. ROUNDDOWNRoundsanumberdown,towardzero39. ROUNDUPRoundsanumberup,awayfromzero40. MAXReturnsthemaximumvalueinalistofarguments41. DMAXReturnsthemaximumvaluefromatablearraybasedonalistofarguments42. MINReturnstheminimumvalueinalistofarguments43. DMINReturnstheminimumvaluefromatablearraybasedonalistofarguments44. MEDIANReturnsthemedianofthegivennumbers45. MODEReturnsthemostcommonvalueinadataset46. PERCENTILEReturnsthekthpercentileofvaluesinarange47. PERCENTRANKReturnsthepercentagerankofavalueinadataset48. PMTReturnstheperiodicpaymentforanannuity49. NPVReturnsthenetpresentvalueofan investmentbasedonaseriesofperiodiccashflows

andadiscountrate50. DSUMAddsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatchthecriteria51. DCOUNTCountsthecellsthatcontainnumbersinadatabase52. DCOUNTACountsnonblankcellsinadatabase53. ANDReturnsTRUEifallofitsargumentsareTRUE



54. ORReturnsTRUEifanyargumentisTRUE55. CHOOSEChoosesavaluefromalistofvalues56. TIMEReturnstheserialnumberofaparticulartime57. FVReturnsthefuturevalueofaninvestment58. IRRReturnstheinternalrateofreturnforaseriesofcashflows59. YIELDReturnstheyieldonasecuritythatpaysperiodicinterest60. CELLReturnsinformationabouttheformatting,location,orcontentsofacell61. INFOReturnsinformationaboutthecurrentoperatingenvironment62. ERROR.TYPEReturnsanumbercorrespondingtoanerrortype63. ISBLANKReturnsTRUEifthevalueisblank64. ISNAReturnsTRUEifthevalueisthe#N/Aerrorvalue65. GETPIVOTDATAReturnsdatastoredinaPivotTable66. HYPERLINKCreatesashortcutorjumpthatopensadocumentstoredonanetworkserver,an

intranet,ortheInternet67. TRANSPOSEReturnsthetransposeofanarray68. ABSReturnstheabsolutevalueofanumber69. RANDReturnsarandomnumberbetween0and170. RANDBETWEENReturnsarandomnumberbetweenthenumbersyouspecify71. REPTRepeatstextagivennumberoftimes72. SLNReturnsthestraightlinedepreciationofanassetforoneperiod73. SYDReturnsthesumofyears'digitsdepreciationofanassetforaspecifiedperiod74. DDBReturnsthedoubledecliningbalancedepreciationofanassetforaspecifiedperiod75. DGETExtractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria

'J.CarltonCollins,CPACopyright,January2007,[email protected]

All333ExcelFunctionsOrganizedByCategory,IncludingADescriptionOfEachFunction

DatabaseFunctions Function Description1 DAVERAGE Returnstheaverageofselecteddatabaseentries2 DCOUNT Countsthecellsthatcontainnumbersinadatabase3 DCOUNTA Countsnonblankcellsinadatabase4 DGET Extractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria5 DMAX Returnsthemaximumvaluefromselecteddatabaseentries6 DMIN Returnstheminimumvaluefromselecteddatabaseentries7 DPRODUCT Multipliesthevaluesinaparticularfieldofrecordsthatmatchthecriteriain

adatabase8 DSTDEV Estimatesthestandarddeviationbasedonasampleofselecteddatabase

entries9 DSTDEVP Calculatesthestandarddeviationbasedontheentirepopulationofselected

databaseentries10 DSUM Addsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatch

thecriteria



11 DVAR Estimatesvariancebasedonasamplefromselecteddatabaseentries12 DVARP Calculatesvariancebasedontheentirepopulationofselecteddatabase

entries DateandTimeFunctions Function Description13 DATE Returnstheserialnumberofaparticulardate14 DATEVALUE Convertsadateintheformoftexttoaserialnumber15 DAY Convertsaserialnumbertoadayofthemonth16 DAYS360 Calculatesthenumberofdaysbetweentwodatesbasedona360dayyear17 EDATE Returnstheserialnumberofthedatethatistheindicatednumberofmonths

beforeorafterthestartdate18 EOMONTH Returnstheserialnumberofthelastdayofthemonthbeforeoraftera

specifiednumberofmonths19 HOUR Convertsaserialnumbertoanhour20 MINUTE Convertsaserialnumbertoaminute21 MONTH Convertsaserialnumbertoamonth22 NETWORKDAYS Returnsthenumberofwholeworkdaysbetweentwodates23 NOW Returnstheserialnumberofthecurrentdateandtime24 SECOND Convertsaserialnumbertoasecond25 TIME Returnstheserialnumberofaparticulartime26 TIMEVALUE Convertsatimeintheformoftexttoaserialnumber27 TODAY Returnstheserialnumberoftoday'sdate28 WEEKDAY Convertsaserialnumbertoadayoftheweek29 WEEKNUM Convertsaserialnumbertoanumberrepresentingwheretheweekfalls

numericallywithayear30 WORKDAY Returnstheserialnumberofthedatebeforeorafteraspecifiednumberof

workdays31 YEAR Convertsaserialnumbertoayear32 YEARFRAC Returnstheyearfractionrepresentingthenumberofwholedaysbetween

start_dateandend_date EngineeringFunctions Function Description33 BESSELI ReturnsthemodifiedBesselFunctionIn(x)34 BESSELJ ReturnstheBesselFunctionJn(x)35 BESSELK ReturnsthemodifiedBesselFunctionKn(x)36 BESSELY ReturnstheBesselFunctionYn(x)37 BIN2DEC Convertsabinarynumbertodecimal38 BIN2HEX Convertsabinarynumbertohexadecimal39 BIN2OCT Convertsabinarynumbertooctal



40 COMPLEX Convertsrealandimaginarycoefficientsintoacomplexnumber41 CONVERT Convertsanumberfromonemeasurementsystemtoanother42 DEC2BIN Convertsadecimalnumbertobinary43 DEC2HEX Convertsadecimalnumbertohexadecimal44 DEC2OCT Convertsadecimalnumbertooctal45 DELTA Testswhethertwovaluesareequal46 ERF ReturnstheerrorFunction47 ERFC ReturnsthecomplementaryerrorFunction48 GESTEP Testswhetheranumberisgreaterthanathresholdvalue49 HEX2BIN Convertsahexadecimalnumbertobinary50 HEX2DEC Convertsahexadecimalnumbertodecimal51 HEX2OCT Convertsahexadecimalnumbertooctal52 IMABS Returnstheabsolutevalue(modulus)ofacomplexnumber53 IMAGINARY Returnstheimaginarycoefficientofacomplexnumber54 IMARGUMENT Returnstheargumenttheta,anangleexpressedinradians55 IMCONJUGATE Returnsthecomplexconjugateofacomplexnumber56 IMCOS Returnsthecosineofacomplexnumber57 IMDIV Returnsthequotientoftwocomplexnumbers58 IMEXP Returnstheexponentialofacomplexnumber59 IMLN Returnsthenaturallogarithmofacomplexnumber60 IMLOG10 Returnsthebase10logarithmofacomplexnumber61 IMLOG2 Returnsthebase2logarithmofacomplexnumber62 IMPOWER Returnsacomplexnumberraisedtoanintegerpower63 IMPRODUCT Returnstheproductoffrom2to29complexnumbers64 IMREAL Returnstherealcoefficientofacomplexnumber65 IMSIN Returnsthesineofacomplexnumber66 IMSQRT Returnsthesquarerootofacomplexnumber67 IMSUB Returnsthedifferencebetweentwocomplexnumbers68 IMSUM Returnsthesumofcomplexnumbers69 OCT2BIN Convertsanoctalnumbertobinary70 OCT2DEC Convertsanoctalnumbertodecimal71 OCT2HEX Convertsanoctalnumbertohexadecimal FinancialFunctions Function Description72 ACCRINT Returnstheaccruedinterestforasecuritythatpaysperiodicinterest73 ACCRINTM Returnstheaccruedinterestforasecuritythatpaysinterestatmaturity74 AMORDEGRC Returnsthedepreciationforeachaccountingperiodbyusingadepreciation

coefficient75 AMORLINC Returnsthedepreciationforeachaccountingperiod



76 COUPDAYBS Returnsthenumberofdaysfromthebeginningofthecouponperiodtothesettlementdate

77 COUPDAYS Returnsthenumberofdaysinthecouponperiodthatcontainsthesettlementdate

78 COUPDAYSNC Returnsthenumberofdaysfromthesettlementdatetothenextcoupondate

79 COUPNCD Returnsthenextcoupondateafterthesettlementdate80 COUPNUM Returnsthenumberofcouponspayablebetweenthesettlementdateand

maturitydate81 COUPPCD Returnsthepreviouscoupondatebeforethesettlementdate82 CUMIPMT Returnsthecumulativeinterestpaidbetweentwoperiods83 CUMPRINC Returnsthecumulativeprincipalpaidonaloanbetweentwoperiods84 DB Returnsthedepreciationofanassetforaspecifiedperiodbyusingthefixed

decliningbalancemethod85 DDB Returnsthedepreciationofanassetforaspecifiedperiodbyusingthe

doubledecliningbalancemethodorsomeothermethodthatyouspecify86 DISC Returnsthediscountrateforasecurity87 DOLLARDE Convertsadollarprice,expressedasafraction,intoadollarprice,expressed

asadecimalnumber88 DOLLARFR Convertsadollarprice,expressedasadecimalnumber,intoadollarprice,

expressedasafraction89 DURATION Returnstheannualdurationofasecuritywithperiodicinterestpayments90 EFFECT Returnstheeffectiveannualinterestrate91 FV Returnsthefuturevalueofaninvestment92 FVSCHEDULE Returnsthefuturevalueofaninitialprincipalafterapplyingaseriesof

compoundinterestrates93 INTRATE Returnstheinterestrateforafullyinvestedsecurity94 IPMT Returnstheinterestpaymentforaninvestmentforagivenperiod95 IRR Returnstheinternalrateofreturnforaseriesofcashflows96 ISPMT Calculatestheinterestpaidduringaspecificperiodofaninvestment97 MDURATION ReturnstheMacauleymodifieddurationforasecuritywithanassumedpar

valueof$10098 MIRR Returnstheinternalrateofreturnwherepositiveandnegativecashflowsare

financedatdifferentrates99 NOMINAL Returnstheannualnominalinterestrate100 NPER Returnsthenumberofperiodsforaninvestment101 NPV Returnsthenetpresentvalueofaninvestmentbasedonaseriesofperiodic

cashflowsandadiscountrate102 ODDFPRICE Returnsthepriceper$100facevalueofasecuritywithanoddfirstperiod103 ODDFYIELD Returnstheyieldofasecuritywithanoddfirstperiod104 ODDLPRICE Returnsthepriceper$100facevalueofasecuritywithanoddlastperiod105 ODDLYIELD Returnstheyieldofasecuritywithanoddlastperiod106 PMT Returnstheperiodicpaymentforanannuity



107 PPMT Returnsthepaymentontheprincipalforaninvestmentforagivenperiod108 PRICE Returnsthepriceper$100facevalueofasecuritythatpaysperiodicinterest109 PRICEDISC Returnsthepriceper$100facevalueofadiscountedsecurity110 PRICEMAT Returnsthepriceper$100facevalueofasecuritythatpaysinterestat

maturity111 PV Returnsthepresentvalueofaninvestment112 RATE Returnstheinterestrateperperiodofanannuity113 RECEIVED Returnstheamountreceivedatmaturityforafullyinvestedsecurity114 SLN Returnsthestraightlinedepreciationofanassetforoneperiod115 SYD Returnsthesumofyears'digitsdepreciationofanassetforaspecified

period116 TBILLEQ ReturnsthebondequivalentyieldforaTreasurybill117 TBILLPRICE Returnsthepriceper$100facevalueforaTreasurybill118 TBILLYIELD ReturnstheyieldforaTreasurybill119 VDB Returnsthedepreciationofanassetforaspecifiedorpartialperiodbyusing

adecliningbalancemethod120 XIRR Returnstheinternalrateofreturnforascheduleofcashflowsthatisnot

necessarilyperiodic121 XNPV Returnsthenetpresentvalueforascheduleofcashflowsthatisnot

necessarilyperiodic122 YIELD Returnstheyieldonasecuritythatpaysperiodicinterest123 YIELDDISC Returnstheannualyieldforadiscountedsecurity;forexample,aTreasurybill124 YIELDMAT Returnstheannualyieldofasecuritythatpaysinterestatmaturity InformationFunctions Function Description125 CELL Returnsinformationabouttheformatting,location,orcontentsofacell126 ERROR.TYPE Returnsanumbercorrespondingtoanerrortype127 INFO Returnsinformationaboutthecurrentoperatingenvironment128 ISBLANK ReturnsTRUEifthevalueisblank129 ISERR ReturnsTRUEifthevalueisanyerrorvalueexcept#N/A130 ISERROR ReturnsTRUEifthevalueisanyerrorvalue131 ISEVEN ReturnsTRUEifthenumberiseven132 ISLOGICAL ReturnsTRUEifthevalueisalogicalvalue133 ISNA ReturnsTRUEifthevalueisthe#N/Aerrorvalue134 ISNONTEXT ReturnsTRUEifthevalueisnottext135 ISNUMBER ReturnsTRUEifthevalueisanumber136 ISODD ReturnsTRUEifthenumberisodd137 ISREF ReturnsTRUEifthevalueisareference138 ISTEXT ReturnsTRUEifthevalueistext139 N Returnsavalueconvertedtoanumber



140 NA Returnstheerrorvalue#N/A141 TYPE Returnsanumberindicatingthedatatypeofavalue17 LogicalFunctions Function Description142 AND ReturnsTRUEifallofitsargumentsareTRUE143 FALSE ReturnsthelogicalvalueFALSE144 IF Specifiesalogicaltesttoperform145 NOT Reversesthelogicofitsargument146 OR ReturnsTRUEifanyargumentisTRUE147 TRUE ReturnsthelogicalvalueTRUE LookupandReferenceFunctions Function Description148 ADDRESS Returnsareferenceastexttoasinglecellinaworksheet149 AREAS Returnsthenumberofareasinareference150 CHOOSE Choosesavaluefromalistofvalues151 COLUMN Returnsthecolumnnumberofareference152 COLUMNS Returnsthenumberofcolumnsinareference153 GETPIVOTDATA ReturnsdatastoredinaPivotTable154 HLOOKUP Looksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell155 HYPERLINK Createsashortcutorjumpthatopensadocumentstoredonanetwork

server,anintranet,ortheInternet156 INDEX Usesanindextochooseavaluefromareferenceorarray157 INDIRECT Returnsareferenceindicatedbyatextvalue158 LOOKUP Looksupvaluesinavectororarray159 MATCH Looksupvaluesinareferenceorarray160 OFFSET Returnsareferenceoffsetfromagivenreference161 ROW Returnstherownumberofareference162 ROWS Returnsthenumberofrowsinareference163 RTD RetrievesrealtimedatafromaprogramthatsupportsCOM

automation(Automation:Awaytoworkwithanapplication'sobjectsfromanotherapplicationordevelopmenttool.FormerlycalledOLEAutomation,AutomationisanindustrystandardandafeatureoftheComponentObjectModel(COM).)

164 TRANSPOSE Returnsthetransposeofanarray165 VLOOKUP Looksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthe

valueofacell MathandTrigonometryFunctions Function Description



166 ABS Returnstheabsolutevalueofanumber167 ACOS Returnsthearccosineofanumber168 ACOSH Returnstheinversehyperboliccosineofanumber169 ASIN Returnsthearcsineofanumber170 ASINH Returnstheinversehyperbolicsineofanumber171 ATAN Returnsthearctangentofanumber172 ATAN2 Returnsthearctangentfromxandycoordinates173 ATANH Returnstheinversehyperbolictangentofanumber174 CEILING Roundsanumbertothenearestintegerortothenearestmultipleof

significance175 COMBIN Returnsthenumberofcombinationsforagivennumberofobjects176 COS Returnsthecosineofanumber177 COSH Returnsthehyperboliccosineofanumber178 DEGREES Convertsradianstodegrees179 EVEN Roundsanumberuptothenearesteveninteger180 EXP Returnseraisedtothepowerofagivennumber181 FACT Returnsthefactorialofanumber182 FACTDOUBLE Returnsthedoublefactorialofanumber183 FLOOR Roundsanumberdown,towardzero184 GCD Returnsthegreatestcommondivisor185 INT Roundsanumberdowntothenearestinteger186 LCM Returnstheleastcommonmultiple187 LN Returnsthenaturallogarithmofanumber188 LOG Returnsthelogarithmofanumbertoaspecifiedbase189 LOG10 Returnsthebase10logarithmofanumber190 MDETERM Returnsthematrixdeterminantofanarray191 MINVERSE Returnsthematrixinverseofanarray192 MMULT Returnsthematrixproductoftwoarrays193 MOD Returnstheremainderfromdivision194 MROUND Returnsanumberroundedtothedesiredmultiple195 MULTINOMIAL Returnsthemultinomialofasetofnumbers196 ODD Roundsanumberuptothenearestoddinteger197 PI Returnsthevalueofpi198 POWER Returnstheresultofanumberraisedtoapower199 PRODUCT Multipliesitsarguments200 QUOTIENT Returnstheintegerportionofadivision201 RADIANS Convertsdegreestoradians202 RAND Returnsarandomnumberbetween0and1203 RANDBETWEEN Returnsarandomnumberbetweenthenumbersyouspecify204 ROMAN Convertsanarabicnumeraltoroman,astext



205 ROUND Roundsanumbertoaspecifiednumberofdigits206 ROUNDDOWN Roundsanumberdown,towardzero207 ROUNDUP Roundsanumberup,awayfromzero208 SERIESSUM Returnsthesumofapowerseriesbasedontheformula209 SIGN Returnsthesignofanumber210 SIN Returnsthesineofthegivenangle211 SINH Returnsthehyperbolicsineofanumber212 SQRT Returnsapositivesquareroot213 SQRTPI Returnsthesquarerootof(number*pi)214 SUBTOTAL Returnsasubtotalinalistordatabase215 SUM Addsitsarguments216 SUMIF Addsthecellsspecifiedbyagivencriteria217 SUMPRODUCT Returnsthesumoftheproductsofcorrespondingarraycomponents218 SUMSQ Returnsthesumofthesquaresofthearguments219 SUMX2MY2 Returnsthesumofthedifferenceofsquaresofcorrespondingvaluesintwo

arrays220 SUMX2PY2 Returnsthesumofthesumofsquaresofcorrespondingvaluesintwoarrays221 SUMXMY2 Returnsthesumofsquaresofdifferencesofcorrespondingvaluesintwo

arrays222 TAN Returnsthetangentofanumber223 TANH Returnsthehyperbolictangentofanumber224 TRUNC Truncatesanumbertoaninteger StatisticalFunctions Function Description225 AVEDEV Returnstheaverageoftheabsolutedeviationsofdatapointsfromtheir

mean226 AVERAGE Returnstheaverageofitsarguments227 AVERAGEA Returnstheaverageofitsarguments,includingnumbers,text,andlogical

values228 BETADIST ReturnsthebetacumulativedistributionFunction229 BETAINV ReturnstheinverseofthecumulativedistributionFunctionforaspecified

betadistribution230 BINOMDIST Returnstheindividualtermbinomialdistributionprobability231 CHIDIST Returnstheonetailedprobabilityofthechisquareddistribution232 CHIINV Returnstheinverseoftheonetailedprobabilityofthechisquared

distribution233 CHITEST Returnsthetestforindependence234 CONFIDENCE Returnstheconfidenceintervalforapopulationmean235 CORREL Returnsthecorrelationcoefficientbetweentwodatasets236 COUNT Countshowmanynumbersareinthelistofarguments



237 COUNTA Countshowmanyvaluesareinthelistofarguments238 COUNTBLANK Countsthenumberofblankcellswithinarange239 COUNTIF Countsthenumberofnonblankcellswithinarangethatmeetthegiven

criteria240 COVAR Returnscovariance,theaverageoftheproductsofpaireddeviations241 CRITBINOM Returnsthesmallestvalueforwhichthecumulativebinomialdistributionis

lessthanorequaltoacriterionvalue242 DEVSQ Returnsthesumofsquaresofdeviations243 EXPONDIST Returnstheexponentialdistribution244 FDIST ReturnstheFprobabilitydistribution245 FINV ReturnstheinverseoftheFprobabilitydistribution246 FISHER ReturnstheFishertransformation247 FISHERINV ReturnstheinverseoftheFishertransformation248 FORECAST Returnsavaluealongalineartrend249 FREQUENCY Returnsafrequencydistributionasaverticalarray250 FTEST ReturnstheresultofanFtest251 GAMMADIST Returnsthegammadistribution252 GAMMAINV Returnstheinverseofthegammacumulativedistribution253 GAMMALN ReturnsthenaturallogarithmofthegammaFunction,(x)254 GEOMEAN Returnsthegeometricmean255 GROWTH Returnsvaluesalonganexponentialtrend256 HARMEAN Returnstheharmonicmean257 HYPGEOMDIST Returnsthehypergeometricdistribution258 INTERCEPT Returnstheinterceptofthelinearregressionline259 KURT Returnsthekurtosisofadataset260 LARGE Returnsthekthlargestvalueinadataset261 LINEST Returnstheparametersofalineartrend262 LOGEST Returnstheparametersofanexponentialtrend263 LOGINV Returnstheinverseofthelognormaldistribution264 LOGNORMDIST Returnsthecumulativelognormaldistribution265 MAX Returnsthemaximumvalueinalistofarguments266 MAXA Returnsthemaximumvalueinalistofarguments,includingnumbers,text,

andlogicalvalues267 MEDIAN Returnsthemedianofthegivennumbers268 MIN Returnstheminimumvalueinalistofarguments269 MINA Returnsthesmallestvalueinalistofarguments,includingnumbers,text,and

logicalvalues270 MODE Returnsthemostcommonvalueinadataset271 NEGBINOMDIST Returnsthenegativebinomialdistribution272 NORMDIST Returnsthenormalcumulativedistribution273 NORMINV Returnstheinverseofthenormalcumulativedistribution



274 NORMSDIST Returnsthestandardnormalcumulativedistribution275 NORMSINV Returnstheinverseofthestandardnormalcumulativedistribution276 PEARSON ReturnsthePearsonproductmomentcorrelationcoefficient277 PERCENTILE Returnsthekthpercentileofvaluesinarange278 PERCENTRANK Returnsthepercentagerankofavalueinadataset279 PERMUT Returnsthenumberofpermutationsforagivennumberofobjects280 POISSON ReturnsthePoissondistribution281 PROB Returnstheprobabilitythatvaluesinarangearebetweentwolimits282 QUARTILE Returnsthequartileofadataset283 RANK Returnstherankofanumberinalistofnumbers284 RSQ ReturnsthesquareofthePearsonproductmomentcorrelationcoefficient285 SKEW Returnstheskewnessofadistribution286 SLOPE Returnstheslopeofthelinearregressionline287 SMALL Returnsthekthsmallestvalueinadataset288 STANDARDIZE Returnsanormalizedvalue289 STDEV Estimatesstandarddeviationbasedonasample290 STDEVA Estimatesstandarddeviationbasedonasample,includingnumbers,text,and

logicalvalues291 STDEVP Calculatesstandarddeviationbasedontheentirepopulation292 STDEVPA Calculatesstandarddeviationbasedontheentirepopulation,including

numbers,text,andlogicalvalues293 STEYX Returnsthestandarderrorofthepredictedyvalueforeachxinthe

regression294 TDIST ReturnstheStudent'stdistribution295 TINV ReturnstheinverseoftheStudent'stdistribution296 TREND Returnsvaluesalongalineartrend297 TRIMMEAN Returnsthemeanoftheinteriorofadataset298 TTEST ReturnstheprobabilityassociatedwithaStudent'sttest299 VAR Estimatesvariancebasedonasample300 VARA Estimatesvariancebasedonasample,includingnumbers,text,andlogical

values301 VARP Calculatesvariancebasedontheentirepopulation302 VARPA Calculatesvariancebasedontheentirepopulation,includingnumbers,text,

andlogicalvalues303 WEIBULL ReturnstheWeibulldistribution304 ZTEST Returnstheonetailedprobabilityvalueofaztest TextFunctions Function Description305 ASC Changesfullwidth(doublebyte)Englishlettersorkatakanawithina

characterstringtohalfwidth(singlebyte)characters



306 BAHTTEXT Convertsanumbertotext,usingthe(baht)currencyformat307 CHAR Returnsthecharacterspecifiedbythecodenumber308 CLEAN Removesallnonprintablecharactersfromtext309 CODE Returnsanumericcodeforthefirstcharacterinatextstring310 CONCATENATE Joinsseveraltextitemsintoonetextitem311 DOLLAR Convertsanumbertotext,usingthe$(dollar)currencyformat312 EXACT Checkstoseeiftwotextvaluesareidentical313 FIND,FINDB Findsonetextvaluewithinanother(casesensitive)314 FIXED Formatsanumberastextwithafixednumberofdecimals315 JIS Changeshalfwidth(singlebyte)Englishlettersorkatakanawithinacharacter

stringtofullwidth(doublebyte)characters316 LEFT,LEFTB Returnstheleftmostcharactersfromatextvalue317 LEN,LENB Returnsthenumberofcharactersinatextstring318 LOWER Convertstexttolowercase319 MID,MIDB Returnsaspecificnumberofcharactersfromatextstringstartingatthe

positionyouspecify320 PHONETIC Extractsthephonetic(furigana)charactersfromatextstring321 PROPER Capitalizesthefirstletterineachwordofatextvalue322 REPLACE,

REPLACEBReplacescharacterswithintext

323 REPT Repeatstextagivennumberoftimes324 RIGHT,RIGHTB Returnstherightmostcharactersfromatextvalue325 SEARCH,

SEARCHBFindsonetextvaluewithinanother(notcasesensitive)

326 SUBSTITUTE Substitutesnewtextforoldtextinatextstring327 T Convertsitsargumentstotext328 TEXT Formatsanumberandconvertsittotext329 TRIM Removesspacesfromtext330 UPPER Convertstexttouppercase331 VALUE Convertsatextargumenttoanumber ExternalFunctions Function Description332 EUROCONVERT Convertsanumbertoeuros,convertsanumberfromeurostoaeuro

membercurrency,orconvertsanumberfromoneeuromembercurrencytoanotherbyusingtheeuroasanintermediary(triangulation)

333 SQL.REQUEST Connectswithanexternaldatasourceandrunsaqueryfromaworksheet,thenreturnstheresultasanarraywithouttheneedformacroprogramming



Chapter2

The=IFFunction



=IFThe IF function is the most powerful of all functions not just in Excel, but in anyprogramming language. Commonly referred to as Conditional Programming, it is the IFfunction thatenablesus to introduce logical thinking intoanyprogram.This function isalsoreferredtoastheIfThenElsecommand,conditionalexpressions,orPropositionalLogic.ThefollowingWikisexplainsthisconceptinmoredetail:

http://en.wikipedia.org/wiki/Conditional_(programming).http://en.wikipedia.org/wiki/Logical_conditional#Conditional_statements

ThecleverCPAcanusetheIFFunctiontobuildelaborateExceltemplatesandfinancialmodelscontaining an almost unlimited amount of sophisticated programming. Presented below areseveralexamplestohelpyoubetterunderstandtheapplicationofthispowerfultool.SimpleIFTheIFfunctionreturnsonevalueifaconditionyouspecifyevaluatestoTRUE,andanothervalueifthatconditionevaluatestoFALSE.Presentedbelowisasimpleexample:

SimpleIFwithCalculationPresentedbelowisanexamplethatisalittlemorecomplex:

SimpleIFLargerExamplePresentedbelowisyetanotherIFexampleonalittlelargerscalethis example shows how onemight apply the IF function to evaluate budget versus actualcomparisons.



SimpleIFwithDropDownInthefollowingexample,theIFfunctionischeckingtoseeiftheyhavesignedupforinsurance.Iftheyhave,thedeductionamountisentered.



Simple IF with Calculation The next IF function example is determining each employeesearnedvacationdays.Iftheyhaveworkedformorethanayear,theyhaveearned5vacationdaysplusonedayforeachadditionalfullyear.

NestedIFFunctionsInthissample,therearefourpossibilitiesforbonuses.

IFFunctionwithLogicalORArgumentTeamsAandCmeetonTuesday,TeamsBandDmeetonThursday.WewanttolistthemeetingdaysincolumnD.



More Complex IF Function Example The following IF example shows a more complexapplication in which the user selects a taxpayer status from a drop down list, which thenretrievesthecorrecttaxbase,threshold,andincrementaltaxratestobeusedincalculatingtax.This example illustrates how a CPA might prepare an income statement template thatcalculates the appropriate amountof taxes asnet income and the taxpayer status changes.Essentiallythetemplatecalculatesthecorrecttaxgivenallfourpossibletaxpayerstatuses,andtheIFstatementsareusedtoselectthecorrectanswersbasedonthetaxpayerstatusselected.

Keepinmindthatdespitethemanyaccoladesmentionedabove,theIFFunctionisnotalwaysthebestsolution.Forexample,theVLOOKUPwouldbeabetterandeasierfunctiontousetoextractdatafroma listasshown inthenestedIFFunctionafewexamplesabove.ManyExcelFunctionsalsoprovidebuiltinIFThenElsefunctionality.KeyPointersforUsingtheIFFunction:

1. NestingYoucanembedupto8nestedIFfunctionsinasingleformulainExcel2003,andupto64IFnestedfunctionsinExcel2007.

2. AND,ORYoucanusetheANDand/orORoperatortoaddmoreconditionstoanIFFunction.3. Variations of IF Excel offers several variations of the IF function as follows: COUNTIF,

COUNTIFS,SUMIF,SUMIFS.4. EvaluatinganIFErrorSincethe IFstatementprovidesonlyatrueorfalseresult,there isno

waytoevaluateanIFFunctiontoERROR.Ifyoureceiveanerror,youwrotetheformulawrong.5. TheNullSet TheDoubleQuotes is theNull Set,orabsenceofa value. Forexample,when

testingforaZerobalanceortestingforablankcell,thefollowingIFfunctionswouldapply:a. =IF(A1=0,ZERO,)b. =IF(A1=,Blank,)(ExcelalsoprovidesanISBLANKFunctionthatwouldalsowork.)



Chapter3

UsingFunctionsToCrunch&CleanData



CleaningDataUsingFunctionsCPAsoftenreceiveorretrievedatafrommanysourcesinawidevarietyofformatssuchasTextorCSVformats.Youdon'talwayshavecontrolovertheformatandtypeofdatathatyouimportfrom an externaldata source, such as adatabase, text file,or aWebpage.Before you cananalyzethedata,youoftenneedtocleanitup.Fortunately,OfficeExcelhasmanyfeaturestohelpyougetdata inthepreciseformatthatyouwant.Sometimes,thetask isstraightforwardandthereisaspecificfeaturethatdoesthejobforyou.Forexample,you caneasilyuseSpellChecker to cleanupmisspelledwords in columns thatcontaincommentsordescriptions.Or,ifyouwanttoremoveduplicaterows,youcanquicklydothisbyusingtheRemoveDuplicatesdialogbox.Atothertimes,youmayneedtomanipulateoneormorecolumnsbyusingaformulatoconverttheimportedvaluesintonewvalues.Forexample,ifyouwanttoremovetrailingspaces,youcancreateanewcolumntocleanthedatabyusingaformula,fillingdownthenewcolumn,convertingthatnewcolumn'sformulastovalues,and thenremoving theoriginalcolumn.Excelprovidesmany functions tohelpyoucleanyourdataasfollows:

1. Import2. TexttoColumns3. RemoveDuplicates4. Find&Replace5. SpellCheck6. =UPPER7. =LOWER8. =PROPER9. =FIND

10. =SEARCH11. =LEN12. =SUBSTITUTE13. =REPLACE14. =LEFT15. =MID16. =RIGHT17. =VALUE18. =CONCATENATE

19. =TEXT20. =TRIM21. =CLEAN22. =FIXED23. =DOLLAR24. =CODE25. Macros

1. ImportingData intoExcelOfcourseexcelopensupexcelfiles,butwhathappenswhenyouattempttoopendatathatisnotcontainedinanExcelformat?TheansweristhatExcelautomatically imports that data on the fly and displays a Import Wizard to help youcompletetheprocess.TheTextImportWizardexaminesthetextfilethatyouareimportingandhelpsyouimportthedatathewaythatyouwant.TostarttheTextImportWizard,ontheDatatab,intheGetExternalDatagroup,clickFromText.Then,intheImportTextFiledialogbox,doubleclickthetextfilethatyouwantto import.Thefollowingdialogboxwillbedisplayed:

If items in the text file are separated by tabs, colons, semicolons, spaces, or othercharacters,selectDelimited. Ifallofthe items ineachcolumnarethesame length,selectFixedwidth.Instep3,clicktheAdvancedbuttontospecifythatoneormorenumericvaluesmaycontainatrailingminussign.Alsoclickthedesireddataformatforeachcolumntobeimported.



2. TexttoColumnsTheTexttoColumnscommandlocatedontheDataRibbonworksexactlythesamewayasdescribedabove theusersimply launches it toconvertdatawithinanexistingworksheet.

3. RemovingDuplicateRowsDuplicaterowsareacommonproblemwhenyouimportdata.You can identify and remove duplicate rows by using theData,Advanced Filter,UniqueRecordsOnlytoolasshowinthescreenbelow.

4. FindandReplaceTextThistoolcanbeusedtoidentifyandremoveleadingstring,suchasalabelfollowedbyacolonandspace,orasuffix,suchasaparentheticphraseattheendofthestringthatisobsoleteorunnecessary.Youcandothisbyfindinginstancesofthattextandthenreplacingitwithnotextorothertext.



NoteworthyFindandReplacePoints:

1. Youcansearchandreplaceforanentireworksheet,ortheentireworkbook.2. Youcanfindandreplaceformatswithnewformats.3. Thereisacellchooseroptionthatmakesiteasiertofindandreplaceformats.4. Ifyouhighlightarangeofcells,thensearchandreplaceonlysearchesandreplaces

withinthatrangeofcells.5. Youcanreplaceallatonceoroneatatime.6. Youcouldalsofindandreplacereferencesinaformula.

5. SpellCheckYoucanuseaspellcheckertonotonlyfindmisspelledwords,buttofindvaluesthat

arenotusedconsistently,suchasproductorcompanynames,byaddingthosevaluestoacustomdictionary.Thespellcheckfunctionalsochecksyourgrammaraswell.

Changing The CaseOf Text You can use one ormore of the three Case functions toconvert text to lowercase letters, such as email addresses, uppercase letters, such asproductcodes,orpropercase,suchasnamesorbooktitles.



6. =UPPERConvertstexttouppercaseletters.

7. =LOWERConvertsalluppercaselettersinatextstringtolowercaseletters.

8. =PROPERCapitalizesthefirstletterinatextstringandanyotherlettersintextthatfollowanycharacterotherthanaletter.Convertsallotherletterstolowercaseletters.

MergingAndSplittingColumnsAcommontaskafterimportingdatafromanexternaldatasource is toeithermerge twoormorecolumns intoone,orsplitonecolumn into twoormorecolumns.Forexample,youmaywanttosplitacolumnthatcontainsafullnameintoafirstand lastname.Or,youmaywanttosplitacolumnthatcontainsanaddressfield intoseparate street, city, region, and postal code columns. The reverse may also be true.Presentedbelowarefunctionsthattohelpyouaccomplishthesetasks:

9. =FINDUseReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.Findiscasesensitive.

10. =SEARCHReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.Searchisnotcasesensitive.

11. =LENDisplaysthelengthornumberofcharactersinacell.



12. =SUBSTITUTEReplacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

13. =REPLACEReplacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

14. =LEFTExtractsthespecifiednumberofcharactersfromacell,startingfromtheleft.

15. =MIDExtractsthespecifiednumberofcharactersfromacell,startingfromsomewhereinthemiddleofthecell.

16. =RIGHTExtractsthespecifiednumberofcharactersfromacell,startingfromtheright.

17. =ValueConvertstexttovaluessothedatacanbeadded,subtracted,multiplied,dividedorreferencedinafunction.

18. =CONCATENATEJoinstwoormoretextstringsintoonetextstring.



Variationsofthesefunctionsthatareusedwhenworkingwithforeignlanguages:=FINDBUsethiswhenworkingwithforeigncharacterslikethese( "," )=SEARCHBUsethiswhenworkingwithforeigncharacterslikethese( "," )=REPLACEBUsethiswhenworkingwithforeigncharacterslikethese( "," )=LEFTBUsethiswhenworkingwithforeigncharacterslikethese( "," )=RIGHTBUsethiswhenworkingwithforeigncharacterslikethese( "," )=LENBUsethiswhenworkingwithforeigncharacterslikethese( "," )=MIDBUsethiswhenworkingwithforeigncharacterslikethese( "," )

Cleaning Text (Removing SpacesAndNonprintingCharacters From Text) Sometimestext values contain leading, trailing, or multiple embedded space characters (Unicodecharactersetvalues32and160),ornonprintingcharacters(Unicodecharactersetvalues0to31,127,129,141,143,144,and157).Thesecharacterscansometimescauseunexpectedresultswhenyousort,filter,orsearch.Forexample,intheexternaldatasource,usersmaymaketypographicalerrorsbyinadvertentlyaddingextraspacecharacters,orimportedtextdata fromexternalsourcesmaycontainnonprintingcharacters thatareembedded in thetext. Because these characters are not easily noticed, the unexpected results may bedifficult to understand. Following is a list of functions you can use to remove theseunwantedcharacters:

19. =TEXTConvertsavaluetotextinaspecificnumberformat.

20. =TRIMRemovesthe7bitASCIIspacecharacter(value32)fromtext.

21. =CLEANRemovesthefirst32nonprintingcharactersinthe7bitASCIIcode(values0through31)fromtext.



22. =FIXEDRoundsanumbertothespecifiednumberofdecimals,formatsthenumberindecimalformatbyusingaperiodandcommas,andreturnstheresult.

23. =DOLLARConvertsanumbertotextformatandappliesacurrencysymbol.

24. =CODEReturnsanumericcodeforthefirstcharacterinatextstring.FixingDatesandTimesTherearemanydifferentdateformats,andthesevariedformatsmaybe confusedwithnumberedpart codesorother strings that contain slashmarksorhyphens,datesandtimesoftenneedtobeconvertedandreformatted.Presentedbelowisalistoffunctionsthathelpyouaccomplishthistask.

25. =DATE Returnsthesequentialserialnumberthatrepresentsaparticulardate. Ifthecell formatwasGeneralbeforethefunctionwasentered,theresultisformattedasadate.

26. =DATEVALUEConvertsadaterepresentedbytexttoaserialnumber.



27. =TIME Returns thedecimalnumber foraparticular time. If thecell formatwasGeneralbeforethefunctionwasentered,theresultisformattedasadate.

28. =TIMEVALUE Returnsthedecimalnumberof thetimerepresentedbyatextstring.Thedecimalnumber is a value ranging from 0 (zero) to 0.99999999, representing the timesfrom0:00:00(12:00:00AM)to23:59:59(11:59:59P.M.).TransformingAndRearrangingColumnsAndRows Mostof theanalysisand formattingfeatures inOfficeExcelassumethatthedataexists inasingle,flattwodimensionaltable.Sometimesyoumaywant tomake the rowsbecome columns,and the columnsbecomerows.Atothertimes,dataisnotevenstructuredinatabularformat,andyouneedawaytotransformthedatafromanontabulartoatabularformat.Thefollowingfunctioncanhelpyouachievethisgoal:

29. =TRANSPOSEReturnsaverticalrangeofcellsasahorizontalrange,orviceversa.

30. DataFill InTrickA clever trick for filling inmissingdata canbeaccomplishedusing theGOTO,Special,Blankscommand.Hereishowitworks.Thistrickworkswellwhenyouhavealargevolumeofdatabutdescriptionsarenotprovidedforeveryrow,asshownintheexamplebelow:



Startbyenteringasimpleformulareferencingthedatalabelintheabovecell,justlikethis:

a. Nextcopythatformula...b. HighlighttheentirerangecontainingdatalabelsincolumnsAandB.columns...c. PresstheF5keytolaunchtheGoTodialogbox...d. SelecttheOptionsBox...e. ClickontheBlanksradiobutton...f. PressEnter...g. Paste.



Thisactionwillcausealldatalabelstorepeatintheemptycellsbeneath.Next:

h. CopycolumnsA&B...i. PasteSpecialasvaluestoconverttheformulastotextbaseddatalabels...j. Youarenowreadytosort,filter,subtotalandpivotyourdata.

FetchingData Occasionally,databaseadministratorsuseOfficeExcel to findandcorrectmatchingerrorswhen twoormore tables are joined. Thismight involve reconciling twotables from different worksheets, for example, to see all records in both tables or tocomparetablesandfindrowsthatdon'tmatch.

31. =VLOOKUPSearchesforavalueinthefirstcolumnofatablearrayandreturnsavalueinthesamerowfromanothercolumninthetablearray.Forexample,considertheexamplebelowwhichusesa=VLOOKUP function tocalculate theappropriateamount of taxduebasedontheIRSrateschedule.



As the Income statement shown in the shaded area is updated , the resulting taxableincomeamount isreferenced inCellF13.Next,3VLOOKUPfunctionspulltheappropriaterate, base and threshold information from the rate schedule to be used in calculatingincometax.Oncecalculated,theresultingtaxisreferencedbacktotheincomestatementforthepurposesofcomputingNetincomeAftertaxes.KeypointstoConsiderwhenUsingVLOOKUP:

a. If you are looking up based on text, the first column containing lookupvaluesmustbe sortedalphabetically indescendingorderelse itwillnotworkproperly.

b. Ifyouarelookingupbasedontext,youmusthaveanexactmatchbetweenthelookupvalueandthetablearrayvalue.

c. If you are lookingupbasedon values, the first column containing lookup

valuesmustbesortednumericallyindescendingorderelseitwillnotworkproperly.

d. If you are looking up based on values, then Excelwill choose the closestvaluewithoutgoingover.Forexample, if the lookupvalue is198,000andthe table array contains values of 100,000 and 200,000, the n excelwillchoose100,000because200,000goesoverorexceeds198,000.(ItmightbehelpfultothinkbacktotheoldBobbarkergameshowthePriceisRight.)



32. =HLOOKUPSearchesforavalueinthetoprowofatableoranarrayofvalues,andthenreturnsavalueinthesamecolumnfromarowyouspecifyinthetableorarray.

33. =INDEXReturnsavalueorthereferencetoavaluefromwithinatableorrange.TherearetwoformsoftheINDEXfunction:thearrayformandthereferenceform.

34. =MATCH Returns the relativepositionof an item in an array thatmatches a specifiedvalue inaspecifiedorder.UseMATCH insteadofoneoftheLOOKUPfunctionswhenyouneedthepositionofaniteminarangeinsteadoftheitemitself.

35. =OFFSETReturnsareferencetoarangethat isaspecifiednumberofrowsandcolumnsfromacellorrangeofcells.Thereferencethatisreturnedcanbeasinglecellorarangeofcells.Youcanspecifythenumberofrowsandthenumberofcolumnstobereturned.

36. DataCleaningwithMacrosToperiodicallycleanthesamedatasource,considerrecordinga macro or writing code to automate the entire process. There are also a number ofexternaladdinswrittenbythirdpartyvendors, listed intheThirdpartyproviderssection,thatyoucanconsiderusingifyoudon'thavethetimeorresourcestoautomatetheprocessonyourown.

37. RAND( ), RANDBETWEEN( ), ROUND( ) In Excel 2003, RANDBETWEEN is not in thestandardEXCELinstallationbutiftheanalysistoolpackisinstalledandtheaddinactivateditisanextremelyusefulfunction.



38. InformationalFunctionsCELL(info_type,reference) Info_type is a text value that specifies what type of cellinformation youwant. The following list shows the possible values of info_type and thecorrespondingresults.

Info_type Returns

"address" Referenceofthefirstcellinreference,astext.

"col" Columnnumberofthecellinreference.

"color" 1 if thecell is formatted incolor fornegativevalues;otherwise returns0(zero).

"contents" Valueoftheupperleftcellinreference;notaformula.

"filename" Filename (including full path) of the file that contains reference, as text.Returnsemptytext("")iftheworksheetthatcontainsreferencehasnotyetbeensaved.

"format" Textvaluecorrespondingtothenumberformatofthecell.Thetextvaluesforthevariousformatsareshowninthefollowingtable.Returns""attheendof the text value if the cell is formatted in color fornegative values.Returns "()" at the end of the text value if the cell is formatted withparenthesesforpositiveorallvalues.

"parentheses" 1 if the cell is formatted with parentheses for positive or all values;otherwisereturns0.

"prefix" Text value corresponding to the "label prefix" of the cell. Returns singlequotationmark (') if the cell contains leftaligned text, double quotationmark (") ifthecellcontainsrightalignedtext,caret (^) ifthecellcontainscenteredtext,backslash (\) if thecellcontains fillaligned text,andempty



text("")ifthecellcontainsanythingelse.

"protect" 0ifthecellisnotlocked,and1ifthecellislocked.

"row" Rownumberofthecellinreference.

"type" Text value corresponding to the type of data in the cell. Returns "b" forblankifthecellisempty,"l"forlabelifthecellcontainsatextconstant,and"v"forvalueifthecellcontainsanythingelse.

"width" Columnwidthof the cell roundedoff to an integer. Eachunitof columnwidthisequaltothewidthofonecharacterinthedefaultfontsize.

Referencethe cell that youwant information about. If omitted, information specified ininfo_typeisreturnedforthelastcellthatwaschanged.ThefollowinglistdescribesthetextvaluesCELL returnswhen info_type is "format",and reference isa cell formattedwithabuiltinnumberformat.

IftheMicrosoftExcelformatis CELLreturns

General "G"

0 "F0"

#,##0 ",0"

0.00 "F2"

#,##0.00 ",2"

$#,##0_);($#,##0) "C0"

$#,##0_);[Red]($#,##0) "C0"

$#,##0.00_);($#,##0.00) "C2"

$#,##0.00_);[Red]($#,##0.00) "C2"

0% "P0"

0.00% "P2"

0.00E+00 "S2"

#?/?or#??/?? "G"

m/d/yyorm/d/yyh:mmormm/dd/yy "D4"

dmmmyyorddmmmyy "D1"

dmmmorddmmm "D2"



mmmyy "D3"

mm/dd "D5"

h:mmAM/PM "D7"

h:mm:ssAM/PM "D6"

h:mm "D9"

h:mm:ss "D8"

Iftheinfo_typeargumentintheCELLformulais"format",andifthecellisformattedlaterwithacustomformat,thenyoumustrecalculatetheworksheettoupdatetheCELLformula.



ThirdPartySolutionsIncaseExcelsbuiltinfunctionsarenotsufficienttomeetyourneeds,followingisapartiallistofthirdpartyprovidersthathaveproductsthatareusedtocleandatainavarietyofways.

Provider ProductAddinExpressLtd. AdvancedFind&Replace,MergeCellsWizardAddIns.com DuplicateFinderAddinTools AddinToolsAssistCDX ZipStreamClick2Convert ConvertsPDFtoExcelformatsDigDB AddinsforExcelJKPApplicationDevelopment FlexfindforExcelJWalk&Associates,Inc. PowerUtilityPakVersion7OfficeAssistanceLLC SimilarDataFinderforExcelPATools PAToolsAdvancedFindReplacePDF2XL ConvertsPDFfilestoExcelFormatsSpinnakerSoftwareSolutions SpinnakerDBtoolsforExcelVonnix ExcelPowerExpander4.6WinPure ListCleanerLiteListCleanerProCleanandMatch2007



Chapter4

DataCommandsTheHeart&SoulOfExcel



TheDataMenuPerhapsthepartsofExcelthatareofmostvaluetoCPAs,butleastusedbyCPAsaretheDatacommandsfoundundertheDatamenuinExcel2003andearlier,andon the data Ribbon in Excel 2007. These commands are shown below, and we willconcentratethenexthourtostudyingthesecommands.

DataSort The Sort tooldoes exactlywhat it implies it sorts anddata.Key sortingpointsareasfollows:

1. Contiguous Data The A to Z sorting tool can sort large matrix of dataautomaticallyaslongasthedataiscontiguous.Inotherwords,yourdatashouldcontainnoblankcolumns,noblank rows,and thecolumnsmustallbe labeled.OnlythenwillExcelalwayscorrectlyselecttheentirematrixforsorting.

2. A to ZButton Simply place the cursor in the desired column for sorted, andpresstheAtoZorZtoAbuttonasthecasemaybe.Excelwillautomaticallysortallcontinuouscolumnsthathaveheadingsandallcontiguousrowsfromthetoprowunder theheading labelsdown to the lastrow in theselectedcolumn thatcontains data. (Note If you accidently select 2 cells instead of just one, yourresultswillnotbecorrect.)



3. Sortby64ColumnsTheSorttoolisdramaticallyenhancedinExcel2007asitnowprovidestheabilitytosortbyupto64columns, insteadof just3columns.Presentedbelowisadialogboxwhichshowsthisexpandedfunctionality.

4. SortLefttoRightExcelhasalwaysprovidedtheabilitytosortlefttoright.Todo

so,selecttheoptionsbox intheSortDialogboxandclickthecheckbox labeledSortlefttoRightasshownbelow.

5. SortbyColorExcel2007nowprovidestheabilitytosortbyfontcolororbycellcolor,orboth.This ishandy inmanyways.SometimesCPAsusecolor to tagormarkcertaincellsandlaterfinditusefultobeabletosortbythosemarkings.Inother situationsCPAsuse conditional formatting to apply color to cellsusing awidevarietyof rules.ThereafterExcelcan sort thedatabasedon the resultingcolors.Thesortbycoloroptionsareshownbelow.



Tobeaccurate, itwaspossibletosortbycolor inExcel2003.Toaccomplishthistask,youneededtousethe=CELLfunctioninordertoidentifyinformationabouta given cell such as the cell color or font color. Thereafter, the results of thatfunctioncouldbeusedtosortrowswhicheffectivelymeansthatyoucansortbycolorinExcel2003butittakesabitmoreeffort.

6. SortByCustomListAnothersortingcapability inExcel istheabilitytosortbyCustomList.Forexample,assumeaCPAfirmhastenpartners,andtheManagingpartnerprefers tobe shown at the topof the list, and the remainingPartnersbased on seniority. In this case, you could create a Custom List in the excelOptionsdialogbox listingthepartners inthedesiredorder,andthensortfuturereportsbasedonthatorder.Perhapsabetterexampleuseofthisfeaturewouldbetocreateanonalphabeticcustom list of your chartof accounts, and then sort transactions to produce ageneralledgerinchartofaccountorderevenifyourpreferredchartofaccountsisnotalphabetical. thepartnersenioritydoesnotmatch thealphabeticnames,norany

FilteringDataUsingAutoFiltertofilterdataallowsyoutoviewasubsetofyourdatainarangeofcellsortable.Onceyouhavefilteredthedata,youcanapplyadditionalfiltersto furtherrefineyourdataview.Whenyouaredone,youcancleara filter toonceagainredisplay all of the data. To use this tool, start with any list of data and turn on theAutoFiltertool.Thenpositionyourcursorinthecolumnyouwanttofilterandusethedropdownarrowstoapplyyourfiltersasshowninthescreenbelow.



Once the filters are applied, you will see a subset your data. For example, the screenpresentedbelowshowsfiltereddataforonlyMaconandSavannahproperties.

Asfiltersareapplied,asmallfunnelappearsinthedropdownarrowbuttontoindicatethatafilterhasbeenapplied.Youcanapplyfiltersformultiplecolumnssimultaneously.KeyPointsConcerningTheAutoFilterCommand:

1. ContiguousDataTheAutoFiltertoolsworksbestwhenyouareworkingwithdatathat is contiguous. Inotherwords,yourdata should containnoblank columns,noblankrows,andthecolumnsmustallbelabeled.



2. FilterbyMultipleColumnsYoucanfilterbymorethanonecolumn.

3. RemovingFiltersInExcel2003andearlier,afasterwaytoremovemultiplefiltersis

toturnofffilteringandthenturnfilteringbackon.InExcel2007youcansimpleclicktheClearbuttonintheSortandFilterGroupasshownbelow.

4. FiltersareAdditive Eachadditionalfilter isbasedonthecurrentfilterandfurtherreducesthesubsetofdata.

5. ThreeTypesofFiltersYoucanfilterbasedonlistvalues,byformats,orbycriteria.Eachofthesefiltertypesismutuallyexclusiveforeachrangeofcellsorcolumntable.Forexample,youcanfilterbycellcolororbyalistofnumbers,butnotbyboth;youcanfilterbyiconorbyacustomfilter,butnotbyboth.

6. Filters Enabled A dropdown arrow means that filtering is enabled but not

applied.

7. FilterAppliedAFilterbutton meansthatafilterisapplied.



8. FilterSpanningThecommandsundertheAllDates inthePeriodmenu,suchas January or Quarter 2, filter by theperiod nomatterwhat the year. Thiscanbeuseful,forexample,tocomparesalesbyaperiodacrossseveralyears.

9. This Year vs. YeartoDate Filtering This Year and YeartoDate aredifferent in theway that future datesarehandled.ThisYearcanreturndatesin the future for the current year,whereas Year to Date only returnsdates up to and including the currentdate.

10. Filtering Dates All date filters arebased on the Gregorian calendar asdecreed by Pope Gregory XIII, afterwhom thecalendarwasnamed,on24February1582. TheGregorian calendarmodifies the Julian calendar's regular fouryearcycleofleapyearsasfollows:Everyyearthatisexactlydivisiblebyfourisaleapyear,except foryears thatareexactlydivisibleby100; thecenturialyears thatareexactlydivisibleby400arestill leapyears.Forexample,theyear1900 isnota leapyear;theyear2000isaleapyear.

11. FilteringByDaysofWeekIfyouwanttofilterbydaysoftheweek,simplyformat

thecellstoshowthedayoftheweek.

12. Top&BottomFilteringOntheDatatab,intheSort&Filtergroup,clickFilter.PointtoNumber Filters and then selectTop10. Tofilter by number, click Items. To filter bypercentage, click Percent. Note Top andbottom values are based on the originalrangeof cellsor table columnandnot thefilteredsubsetofdata.

13. Above&BelowAverageFiltering On theData tab, in the Sort & Filter group, clickFilter. Point to Filter byNumbers that areAbove/BelowAverage.NoteThesevaluesarebasedon theoriginal rangeof cellsortablecolumnandnotthefilteredsubsetofdata.



14. FilteringOutBlanksTofilterforblanks,intheAutoFiltermenuatthetopofthelist

of values, clear (Select All), and then at the bottom of the list of values, select(Blanks).

15. FilteringByColorSelectFilterbyColor,andthendependingonthetypeofformat,selectFilterbyCellColor,FilterbyFontColor,orFilterbyCellIcon.

16. FilterbySelectionTofilterbytext,number,ordateortime,clickFilterbySelectedCell'sValueand then:To filterby cell color, clickFilterbySelectedCell'sColor.Tofilterby font color, click Filterby SelectedCell's FontColor. To filterby icon, clickFilterbySelectedCell'sIcon.

17. RefreshingFiltersToreapplyafilterafterthedatachanges,clickacellintherangeortable,andthenontheDatatab,intheSort&Filtergroup,clickReapply.

DataFormExcels2003DataFormtoolmakesExcellookmoreandbehavemorelikeadatabase,suchasMicrosoftAccess.(TheFormbuttonhasnotbeenincludedontheOfficeFluentuserinterfaceRibbon,butyoucanstilluseitinOfficeExcel2007byaddingtheFormbuttontotheQuickAccessToolbar.)

A data form provides a convenient means to enter or display one complete row ofinformationinarangeortablewithoutscrollinghorizontally.Youmayfindthatusingadataformcanmakedataentryeasierthanmovingfromcolumntocolumnwhenyouhavemorecolumnsofdatathancanbeviewedonthescreen.Useadataformwhenasimpleformof



text boxes that list the column headings as labels is sufficient and you don't needsophisticatedorcustomformfeatures,suchasalistboxorspinbutton.KeyPointsusingdataForm:

1. Youcannotprintadataform.2. Becauseadata form isamodaldialogbox, you cannotuseeither theExcelPrint

commandorPrintbuttonuntilyouclosethedataform.3. Youmight considerusing theWindowsPrintScreenkey tomakean imageof the

form,andthenpasteitintoMicrosoftWordforprinting.

Data Subtotals Excel provides an automatic subtotaling which will automaticallycalculate and insert subtotals and grand totals in your listor table.Once inserted, Excelrecalculatessubtotalandgrandtotalvaluesautomaticallyasyouenterandeditthedetaildata.TheSubtotalcommandalsooutlinesthelistsothatyoucandisplayandhidethedetailrows foreach subtotal.Examplesofa theSubtotaldialogboxanda resulting subtotaledtableareshownbelow.

KeypointstoConsiderWhenUsingSubtotalingareasfollows:



1. ContiguousDataTheSubtotal toolsworksbestwhenyouareworkingwithdata

that is contiguous. Inotherwords,yourdata should containnoblank columns,noblankrows,andthecolumnsmustallbelabeled.

2. Sort Before Your Subtotal Youmust sort the data by the column youwish toSubtotalby,elseyouwillreceiveerroneousresults.

3. OtherMathematicalApplications TheSubtotaltoolnotonlycalculatessubtotals,

but itcanalsocalculateminimums,maximums,averages,standarddeviations,andotherfunctions.

4. Subtotalsin2007TablesExcel2007deploysSubtotalingalittledifferentlyinthattheSubtotaltoolappearsatthebottomofeachcolumn ineachtable,asshown inthescreenbelow.

5. Automatic Outlining Subtotaling automatically inserts Outlines, which is reallycool.You can then condenseandexpand thedata in totalandby subtotal.SomeCPAs also like to copy and paste the condensed subtotal information to anotherlocationbut findthatthisprocesscopiesandpastesallofthedata.Therearetwoways to achieve a clean copy and pastewithout grabbing all the hidden data asfollows:



a. CTRLkeyHoldtheControlKeydownwhileyouindividuallyclickoneachsubtotalrow.Thiswillenableyoutocopyandpastejustthesubtotaldata.Thisapproachcanbeproblematicbecauseifyoumisclick,youhavetostartover.

b. SelectVisibleCellsAbetterapproach is touse theSelectVisibleCells tool.This

toolwillselectonthedatayoucansee,afterwhichthecopyandpasteroutinewillyield the desired results. This option is better because it is faster and less errorprone.

DataValidation

DataValidationcanbeusedto limitthedatathatcanbeentered intoacell.Forexample,youmightwanttheusertoenteronlyvaluesbetween1%and99%.Youmightalsousethistool toenabledata input to adropdown list.Thishas two advantages in that it canbefasterandmoreaccurate. Startwith thedialogboxbelow tocreateyourdropdown listfunctionality.

Aftermakingall thenecessary selections in thevalidation listdialogbox,yourworksheetwillbehaveasshownbelow.



Youcanalsoprovidemessagestodefinewhatinputyouexpectforthecell,andinstructionstohelpuserscorrectanyerrors.Forexample,inamarketingworkbook,youcansetupacelltoallowonlyaccountnumbersthatareexactlythreecharacterslong.Whenusersselectthecell,youcanshowthemamessagesuchasthisone:

Ifusersignorethismessageandtypeinvaliddatainthecell,suchasatwodigitorfivedigitnumber, you can show them an actual errormessage. In amore advanced scenario, youmightusedatavalidationtocalculatethemaximumallowedvalueinacellbasedonavalueelsewhere intheworkbook. Inthefollowingexample,theuserhastyped$4,000 incellE7,whichexceedsthemaximumlimitspecifiedforcommissionsandbonuses.



If the payroll budget were to increase or decrease, the allowed maximum in E7 wouldautomaticallyincreaseordecreasewithit.



PivotTablesThePivotTablereporttoolprovidesaninteractivewaytosummarizelargeamountsofdata.UseshouldusethePivotTabletoolstocrunchandanalyzenumericaldataPivotTablereportsareparticularlyusefulinthefollowingsituations:

a. Rearrangingrowstocolumnsorcolumnstorows(or"pivoting")toseedifferent

summariesofthesourcedata.b. Filtering,sorting,grouping,andconditionallyformattingyourdata.c. Preparingconcise,attractive,andannotatedonlineorprintedreportsd. Queryinglargeamountsofdata.e. Subtotalingandaggregatingnumericdata.f. Summarizingdatabycategoriesandsubcategoriesg. Creatingcustomcalculationsandformulas.h. Expandingandcollapsinglevelsofdata.i. Drillingdowntodetailsfromthesummarydata

Inessence,PivotTablespresentmultidimensionaldataviews to theuser thisprocess isoftenreferredtoasmodeling,datacubeanalysis,orOLAPdatacubes.TorearrangethePivotTabledata, justdraganddrop columnand rowheadings tomovedataaround.PivotTablesareagreatdataanalysistoolformanagement.IfyouhaveneverusedaPivotTablebefore, initially theconceptcanbedifficult tograsp.ThebestwaytounderstandaPivotTableistocreateablankPivotTableandthendraganddrop field names onto that blank table. Thisway youwill see the resulting pivot tablemagicallyappearanditwillhelpyoubetterunderstandtheimportantrelationshipbetweenthepivotpalletandthefieldnamelist.Lets create a simplePivotTable. StartwithanExcelworksheetdata that contains severalcolumnsofdatathedatamustincludecolumnandrowheadingsandithelpsifthedataiscontiguous. Place your cursor anywhere in the data and select PivotTable from theDatamenuinExcel2003andclickFinish;orfromtheinsertRibboninExcel2007.Thisprocessisshownbelow:Letsstartwithapageofdatasummarizingtheresultsoftaxseasonasallofthetimesheetentrieshavebeenenteredontoasingleworksheetasshownbelow.



Place your cursor anywhere in the data and select PivotTable from the Insert Ribbon asshownbelow:

ForlearningpurposesletsrightmouseclickonthepivottableandselectPivotTableOptions,Display,ClassicPivotTableLayout.Yourscreenwillnowappearasfollows:



I like forCPAs to learnhow tousePivotTables in thisviewbecause itvisuallyhelps themunderstandtheall importantrelationshipbettertheblankpivotpaletteandthePivotTablefieldList,bothelementsofwhichareshowninthescreenabove.To proceed, simply drag and drop field names shown on the right onto the blank Pivotpaletteshownonthe left.Witheachdrop,yourreportgrows larger.AsanalternativeyoucouldusethecheckboxesnexttofieldnamesthisfunctionalityisnewinExcel2007.AfteraddedsomedatatoyourblankPivotPalette,yourdatawilllooksomethinglikethis:



NextformatandfilterthePivotReport.Veryquicklyyourreportcomestogetherasshownbelow.NoticethefilterbuttonhasbeenappliedandaPivottablestylehasalsobeenappliedforappearance.

Doubleclickingonanynumberinapivotreportwillautomaticallyproduceanewworksheetcompletewithallsupportingdetailthatcomprisesthesummarynumber.ThereareamultitudeofPivotTableoptionsthatcanbeappliedtoaltertheappearanceorbehaviorofyourPivottable.KeyPointsConcerningPivotTablesareasFollows:

a. YoucancreateasmanyPivotReportsasyouwantfromyourinitialrawdatapage.Yourraw

dataremainsunchangedasnewPivottablesarecreated.

b. As your rawdata changes, yourpivot tablesareupdatedeach time youpress the refreshbutton. Or if you prefer you can set your PivotTables to update themselves at regularlyscheduledintervalssayeverytenminutes.

c. A key to understanding PivotTables is understanding the relationship between the BlankPivotpaletteand thePivotTableField list.Asdata is selected in the list, itappearson thePivottableReport.

d. You canalter thePivotTable simplebydragginganddropping the fieldnames indifferentlocationsonthePivotpalette,orindifferentlocationsinthePivotTableFieldlistBox.

e. PivotTablescanbepivoted.

f. PivotTablescanbesortedbyanyColumn.(Orbyanyrowwhensortinglefttoright)

g. PivotTablescanbeFiltered.

h. PivotTablescanbeDrilled.

i. PivotTablescanbecopiedandpasted.



j. PivotTablescanbeformattedusingPivotTableStyles,asshownbelow.

k. Subtotalsandgrandtotalscanbedisplayedorsuppressedattheusersdesire.

l. PivotTableDatacanbeshownasnumbersorpercentagesattheusersdesire.

m. PivotTablecannotonlybesummed,itcanbeaveraged,minimized,maximized,counted,etc.

n. Blankrowscanbedisplayedorsuppressedattheusersdesire.

o. A new feature called Compact Form organized multiple column labels into a neatlyorganizedoutlinewhichiseasiertoread.

p. PivotTablescanquerydatadirectlyfromanyODBCcompliantdatabase.ThePivotTabletoolforaccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingtheQuickAccessToolBarandsearchingtheCommandsNotShown intheRibbontabtofindthePivotTableandPivotChartWizardOption.

q. Many accounting systems can push data out of the accounting system into an ExcelPivotTableformatthis iscommonlyreferredtoasanOLAPDataCube.OLAPdataCube isjustafancywordforPivotTableandthereisnodifference.

r. PivotTablescanautomaticallycombinedatafrommultipledatasources.ThePivotTabletoolforaccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingtheQuickAccessToolBarandsearching theCommandsNotShown in theRibbontab to findthePivotTableandPivotChartWizardOption.



s. Excel also provides a PivotChart functionwhichworks similarly to PivotTables. PresentedbelowisanexamplePivotChart.

Excel2003PivotTablesworkverysimilarlyasshownbelow.ExcelcreatesablankPivotTable,andtheusermustdraganddropthevarious fields fromthePivotTableFieldListontotheappropriatecolumn, row,ordatasection.Asyoudraganddrop these items, theresultingreportisdisplayedonthefly.HereistheblankPivotPaletteview.



Now drag and drop field names from the Pivot Table field list onto the Pivot pallet. Thisactionwillautomatically createPivotTable reports and theywill changeeach time youdropadditional fieldnames,ormove fieldnamesaround.Presentedbelowarebuta fewexamplesofhundredsofpossible reports thatcouldbeviewedwith thisdata through thePivotTableformat.

This report shown above shows the total resulting sales foreachmarketing campaign foreachofthe4monthsmarketingcampaignswereconducted.

In this screenwe see the same information is shown as apercentageof the total.A fewobservations include the fact that overall Radio Spots are the most profitable type ofcampaign, but only in April and July. In January and October, local ads and directmail,respectively,producebetterresults.Further,Aprilcampaignshadthebestresponseoverall.



Furtheranalysisinthescreenabovetellsusthatourresultsvarywidelyfromonecitytothenext. In New York, coupons were least effective, but coupons were most effective inColumbus. Pivot charts based on PivotTable data can be modified by pivoting and/ornarrowing the data. They can also be published on the Internet (or on an Intranet) asinteractiveWebpages.Thisallowsuserstoplaywiththedata.Thechartbelowprovidesavisuallookatthedatashownabove.

FilteringPivotTablesIfyoutakeacloselookatyourresultingpivottables,youwillnoticethatExcelautomaticallyinsertsafilterbuttononeachfieldlistasshownbythedropdownarrowsinthescreenbelow:



Thisdropdown filter listmakes iteasy to refine your report to include just thedata youwant.Drilling Pivot Tables Another nice feature in pivot tables is that they are automaticallydrillable.Simplydoubleclickonanynumber inapivotreporttophaveExcelautomaticallyinsertanewsheetandproducethedetailedreportunderlyingthenumberyouclickedon.Anexampleofthisisshownbelow:

Pivot TableOptions By rightmouse clicking on your pivot table youwill reveal severaloptionsettingsboxesasshownbelow.Forexample,theseoptionsboxescontrolthetypesofsubtotalsproducedinyourpivotreports.Excelalsooffersapivottableoptionsboxaswellasalayoutwizardthatmakesproducingpivottablesalittleeasier.



DataTable(WhatifAnalysis)Datatablesarepartofasuiteofcommandsthatarecalledwhatifanalysistools.Whenyouusedatatables,youaredoingwhatifanalysis.Whatifanalysisistheprocessofchangingthe values in cells to see how those changeswill affect the outcome of formulas on theworksheet.Forexample,youcanuseadatatabletovarythe interestrateandterm lengththatareusedinaloantodeterminepossiblemonthlypaymentamounts.ThreecategoriesofWhatifAnalysisToolsTherearethreekindsofwhatifanalysistoolsinExcel:

1. DataTables2. GoalSeek3. Scenarios

Adata table cannotaccommodatemore than two variables. If youwant toanalyzemorethan twovariables,youshould insteadusescenarios.Although it is limited toonlyoneortwovariables(onefortherowinputcellandoneforthecolumninputcell),adatatablecanincludeasmanydifferentvariablevaluesasyouwant.Ascenariocanhaveamaximumof32differentvalues,butyoucancreateasmanyscenariosasyouwant.LoanAnalysisInthisexercise,westartbycreatingasimplePaymentfunctiontocalculatethepaymentamountofaloangivenaloanamount,interestrateandnumberofperiods.

ThenextstepistocreateaTwoWayDataTabledisplayingtheresultingpaymentamountgiven a variety of lengths of the loan. This process is started by creating a list of thealternative loanamounts,asshownbelow inB8,B9,B10,etc.CellC7mustreference theresultsyouwanttobedisplayedinthetable.



ThenextstepistohighlightthedatatablerangeandusetheDataTablecommandundertheDatamenu(asshownbelow)togeneratethedesiredtable.

Thisprocesswillgeneratethefollowingtable:

Thistabletellsusthatthesameloanamountwillrequireamonthlypaymentof$3,331topaytheloanoffinjust10years,andamonthlypaymentof$5,800torepaytheloaninjust5years.



Thenextstepinthisexerciseistogeneratealinechartbasedonthedatatablewejustcreated.Thislinechartwillprovidesomeinterestingobservationsregardingthebenefitsanddetrimentsofpayingoffloansoverlongerperiods.

Theresultingchartisshownasfollows:

Basedon this,noone shouldeverobtaina fairmarket loan formore than15years, thereductioninpaymentssimplyarentworththeadditionallengthoftheloan.Thissamebasicbehavior is seenwhether the interest rate is 1% or 100%. The only time youmight be



justified in obtaining a loan loner than 15 years might be when you are extended afavorableinterestthisbetterthanafairmarketinterestrate.Goal Seek Ifyouknowtheresultthatyouwantfromaformula,butarenotsurewhatinputvaluetheformulaneedstogetthatresult,usetheGoalSeekfeature.Forexample,supposethatyouneedtoborrowsomemoney.Youknowhowmuchmoneyyouwant,howlongyouwanttotaketopayofftheloan,andhowmuchyoucanaffordtopayeachmonth.YoucanuseGoalSeek todeterminewhat interest rateyouwillneed to secure inorder tomeetyour loangoal.GoalSeekworksonlywithonevariable inputvalue.Ifyouwanttoacceptmorethanoneinputvalue;forexample,boththeloanamountandthemonthlypaymentamountforaloan,youusetheSolveraddindiscussedattheendofthismanual.Scenarios ScenarioManagerallowsyoutocreateandsavemultiplewhat ifscenarios(suchasbestcase,most likely,andworstcasesscenarios).Youcanalsocreateasummary tableof thescenarioresultsinseconds.Itisparticularlyusefulforworksheetssuchasbudgetsinwhichusers have often savedmultiple copies of the sameworksheet to accomplish the sameobjective. An example is shown below. In this example, a tire company has prepared arevenue budget for the coming year, and has created three alternative scenarios togeneratetherevenuesthatwillresultgivenavarietyofmarkupassumptionsinthiscase100%,110%and120%markups.



Pressingthesummarybutton inthescenariomanagerdialogboxwillcreatethefollowingPivotTableofpossiblealternativeresults.Hereweseedetailedrevenueprojectionsforalltiresandlaborfeesgivenallthreepossiblescenariosof100%,110%,and120%markup.

Witha few simple copypaste commands, thenewly createddata canbepositionedandformattednexttotheoriginalprojectionsasshowninthescreenbelow.

Ofcoursethescenariosabovecouldhavebeencreatedeasilyusingsimpleformulasinsteadofusingthescenariomanagertoolasdescribedabove.Thisunderscoresthatbestpurposeofscenariomanagerwhichistokeeptrackofolderandchangingdatathroughtime,ratherthanproducingwhatifscenarios.Forexample,acomplexprojectioncontainingscenariosbased on original assumptions, revised assumptions, and final assumptions will allowmanagementtogobackandreviewtheassumptionsusedthroughouttheproject,andseehowthoseassumptionschangedasprojectplanningprogressed.



DataTexttoColumnsAs discussed earlier in this manual, often CPAs receive data from their clients or ITdepartmentsthatisintextform.Whenthishappens,Excelcansplitthecontentsofoneormorecellsinacolumnanddistributethosecontentsasindividualpartsacrossothercellsinadjacentcolumns.Forexample,theworksheetbelowcontainsacolumnoffullnamesandamountsthatyouwanttosplit intoseparatecolumns.TheTexttoColumnsWizardparsesthedataautomaticallyintoseparateSelect the cell, range (range: Two ormore cells on a sheet. The cells in a range can beadjacentornonadjacent.),orentirecolumnthatcontainsthetextvaluesthatyouwanttosplit.NoteArangethatyouwanttosplitcanincludeanynumberofrows,butitcanincludenomorethanonecolumn.Youalsoshouldkeepenoughblankcolumnstotherightoftheselectedcolumntopreventexistingdatainadjacent

DataConsolidateExcelcancombine,summarize,and reportconsolidated results fromseparateworksheets.Theunderlyingworksheetscanbe in thesameworkbookor inotherseparateworkbooks.Therearetwodifferentsitautionsasfollows:



1. YouAreConsolidatingSimilarDataSuchasdepartmentalbudgetswhereeveryworksheetcontainstheexactsamelabelsintheexactsamecells.Inthiscase,youcanwriteaSpearingFormulawhichcanconsolidatethenecessaryinformationeasily.

2. YouAreConsolidatingDisSimilarDataThevariousworksheetscontaindifferentrowandcolumndescriptionslocatedindifferentlocationsontheworksheets.InthiscaseyoushouldusetheDataConsolidatecommand.

Forexample,assumethatyouhavereceivedbudgetsfrommultipledepartments,andyouwanttocombinethemtogether.Inthiscase,Excelwilldotheworkforyou.Youcanuseaconsolidationtorollupthesefiguresintoacorporatebudgetworksheet,asshownbelow.



DataGrouping&OutliningIfyouhavealistofdatathatyouwanttogroupandsummarize,youcancreateanoutlineofuptoeightlevels,oneforeachgroup.Eachinnerlevel,representedbyahighernumberintheoutlinesymbolsdisplaysdetaildata fortheprecedingouter level,representedbyalowernumber in theoutline symbols.Useanoutline toquicklydisplay summary rowsorcolumns,ortorevealthedetaildataforeachgroup.Youcancreateanoutlineofrows(asshown in the example below), an outline of columns, or an outline of both rows andcolumns.

WebQueriesExcel includespredesignedqueriesthatcan importcommonlyuseddata in10seconds.For example, you could use aweb query to create a stock portfolio. All you need is aconnection to the Internetandofcourse,somestock tickersymbols. InExcel2003selectData, Import External Data, Import Data andwalk through theweb querywizard forimportingstockquotes.InExcel2007and laterusetheDataRibbon,ExistingConnections,StockQuotesoption.Inseconds,Excelwillretrieve20minutedelayedstockpricesfromtheweb(duringthehourswhenthestockmarketisopen)anddisplayagridofcompleteuptodatestickpriceinformationthatissynchronizedtothestockmarketschangingstockprices.WitheachclickoftheRefreshbutton,thestockprice information inExcel isupdated thissurebeatspickingnumbersoutofthenewspaper.



CompletingtheStockPortfolioNext linkthegriddatatoanotherworksheet,and insertnewcolumnscontainingthenumberofsharesowned,aswellsasanadditionalcolumntocomputerthetotalvaluebasedonsharesowned,asshownbelow.

RefreshingtheStockPricesOnceyouhavecreatedyourportfolio,simplyclicktheRefreshDatabuttonontheExternalDataToolbarinExcel2003orontheDataRibboninExcel2007shownbelowtoupdatethecurrentvalueofyourPortfolio.

QueryParameters Therearenumerousoptionstohelpyouextractexactlythedatayouwanttheywayyouwant it.TheWebQueryParametersBox,WebQueryOptionsboxand External Data Properties Box provide numerous options for controlling yourwebquery.



DatabaseQueriesMicrosoftExcelcanalsoqueryandretrievedatayouwantfromanexternaldatasource.Forexample,youcanretrieveMicrosoftExceldataaboutaspecificproductbyregion.YoucancreateasimplequerybyusingtheQueryWizard,oryoucancreateamorecomplexquerybyusingtheadvancedfeaturesofMicrosoftQuery.TouseMicrosoftQuerytoretrieveexternaldata,youmust:

1. HaveaccesstoanexternaldatasourceIfthedata isnotonyour localcomputer,youmayneedtoseetheadministratoroftheexternaldatabaseforapassword,userpermission,orotherinformationabouthowtoconnecttothedatabase.

2. Install Microsoft Query IfMicrosoftQuery is not available, youmight need toinstallit.

3. Specifyasourcetoretrievedatafrom,andthenstartusingMicrosoftQueryForexample, ifyouwantto insertdatabase information,displaytheDatabasetoolbar,clickInsertDatabase,clickGetData,andthenclickMSQuery.

Forexample,supposewehavesomedata inouraccountingsystemSageMAS200ERPthatwewould liketoanalyze inExcel. WecanusetheDatabaseQueryWizardtobuildaquerythatwillextractthedataweneedandplaceitinanExcelspreadsheet.



Thefirststepistoselectthetypeofdatabaseyouwanttoqueryandtoselectthespecificdatabase.

Upon the selectionof thedesireddatabasea listof tableswillbepresented.Choose thedesired tables,and select thedesireddata fields tobe imported.Youwill thenhave theoptiontofilterandsortthedatabeforeitisimported.Finallyyouwillbegiventheoptiontosavethequerysothatyoucanrunitatalaterdatewithouthavingtostartfromscratch.Excelwillthenreturnatablefullofthedatayourequestedasshowninthescreenbelow.



Chapter5

MACROSAutomatingYourKeyStrokes



MacrosMacrosofferapowerfuland flexibleway toextend the featuresofExcel.Theyallow theautomation of repetitive tasks such as printing, formatting, configuring, or otherwisemanipulatingdatainExcel.Initssimplestform,amacroisarecordingofyourkeystrokes.WhilemacrosrepresentoneofthestrongerfeaturesfoundinExcel,theyarerathereasytocreateanduse.TherearesixmajorpointsthatIliketomakeaboutmacrosasfollows.

1. Record,UseExcel,StopRecordingTocreateamacro,simplyturnonthemacrorecorder,useExcelasyounormallydo,thenturnofftherecorder.Prestoyouhavecreated a macro. While the process is simple from the users point of view,underneath the covers Excel creates aVisualBasic subroutineusing sophisticatedVisualBasicprogrammingcommands.

2. MacroLocationMacroscanbestoredineitheroftwolocations,asfollows:

a. Theworkbookyouareusing,orb. YourPersonalMacroWorkbook(whichbydefaultishiddenfromview)

If your macro applies to all workbooks, then store it in the Personal MacroWorkbook so itwillalwaysbeavailable inallof yourExcelworkbooks;otherwisestoreitinyourcurrentworkbook.Amacrostoredinyourcurrentworkbookwillbeembedded and included in the workbook, even if you email the workbook toanotheruser.

3. AssignyourMacrotoanIcon,TextoraButtonTomakeiteasytorunyourmacro,youshouldassign ittoatoolbar iconso itwillalwaysbeavailablenomatterwhichworkbooksyouhaveopen.Ifthemacroappliesonlytoyourcurrentworkbook,thenassign it to Text or amacroButton so itwill be quickly available in your currentworkbook.

4. AbsoluteversusRelativeMacrosAnAbsolutemacrowillalwaysaffectthesamecellseachtimewhereasaRelativemacrowillaffectthosecellsrelativetowhereyour cursor is positioned when you invoke the macro. It is crucial that youunderstandthedifference.

5. EditingMacrosOncecreated,youcanviewand/oredityourmacrousingtheViewMacrosoption.Thiswillopenthemacrosubroutine inaVisualbasicprogrammingwindowandprovideyouwithaplethoraofVBtools.

6. AdvancedVisualBasicProgrammingFor the trulyambitiousCPA, in theVisualBasicProgrammingwindow, youhave thenecessary tools youneed tobuild verysophisticated macros with dialog boxes, drop down menu options, check boxes,



radiobuttonsthewholeworks.Iinviteyoutoknockyourselfout.Toseeallofthispower,turnontheDeveloperTabinExcelOptions(seebelow).

Presentedbelowaremoredetailedcommentsandstepbystepinstructionsforcreatingandinvokingmacros,followedbysomeexamplemacros.1. CreatingaMacroTocreateamacro,clickRecordMacrointheCodeGrouponthe

DeveloperTab.

a. AssignaNameIntheMacroNamebox,enteranameforthemacro.

i. Thefirstcharacterofthemacronamemustbealetter. ii. Subsequent characters can be letters, numbers, or underscore

characters. iii. Spacescannotbeusedinamacroname(anunderscorecharacter

isoftenusedasawordseparator. iv. Ifyouuseamacronamethatisalsoacellreference,youmayget

anerrormessagethatthemacronameisnotvalid.

b. AssignaCTRLCombination(optional)YoucanassignaCTRLcombinationshortcutkey to run themacroby typingany lowercase letteroruppercaseletterthatyouwanttouseintheShortcutkeybox.

i. The shortcut keywill override any equivalent default Excelshortcutkeywhiletheworkbookthatcontainsthemacroisopen.

c. MacroLocationIntheStoreMacroInlist,selecttheworkbookwhere

youwanttostorethemacro.

i. Asmentionedabove,ifyouwantamacrotobeavailablewheneveryouuseExcel,selectPersonalMacroWorkbook.WhenyouselectPersonalMacroWorkbook,Excelcreatesahiddenpersonalmacroworkbook(Personal.xlsb)ifitdoesnotalreadyexist,andsavesthemacrointhisworkbook.

ii. InWindowsVista,thisworkbookissavedintheC:\Users\username\AppData\Local\Microsoft\Excel\XLStartfolder.

iii. InMicrosoftWindowsXP,thisworkbookissavedintheC:\DocumentsandSettings\username\ApplicationData\Microsoft\Excel\XLStartfolder.

iv. WorkbooksintheXLStartfolderareopenedautomaticallywheneverExcelstarts.

v. Ifyouwantamacrointhepersonalmacroworkbooktoberunautomaticallyinanotherworkbook,youmustalsosavethat



workbookintheXLStartfoldersothatbothworkbooksareopenedwhenExcelstarts.

d. MacroDescriptionIntheDescriptionbox,typeadescriptionofthemacro.

e.