Excel for Property Professionals Kyleigh Perkins, CPPS
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Agenda Excel is a powerful instrument for manipulating data.
Well touch on some of the most valuable tools in this presentation:
Some vocabulary Filters & sorts SUBTOTAL vs. SUM Pivot tables
VLOOKUP Conditional formatting IF Before we are done, Ill leave you
with some simple tricks to increase your efficiency when working in
Excel.
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Vocabulary Formula tells Excel to perform a calculation or
other computation as opposed to just displaying what was typed into
the cell Formulas always start with = to tell Excel to look for a
formula Can be as simple as =1+1 Parameter the inputs to a formula,
defined for each named formula Each parameter will give you an
indication of the data to be provided Separated by commas
=DATE(year, month, day) Range a selection of cells, sometimes also
referred to as an array Written as the first cell, colon, last cell
(top left to bottom right) Click & drag to select A1:Z500
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Imagine this scenario Your boss or your bosss boss asks: What
dollar value of government property do we have on hand at that new
location? I need it in 15 minutes for a meeting. You download data
from your property system to Excel, now what do you do?
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Auto Filter On the Data ribbon, click Filter. Now you can
filter on each column to select the data that you want.
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Auto Filter You can even filter on colors!
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Sorting Auto filter is great for sorting too!
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Back to the scenario Your data is filtered to show only the
data that you want to sum. Now what?
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=SUM([range]) How about SUM? In the last cell of the column to
be summed, enter =SUM( then select the cells to be added and press
enter.
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=SUM([range]) 1 billion dollars!? That cant be right! -- No,
its not. SUM includes all values in the range, irrespective of
filters Now what?
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=SUBTOTAL(function_num, [range]) Thats where SUBTOTAL comes in!
Subtotal will perform the calculation specified on the data
filtered-to only. The FUNCTION_NUM parameter of the SUBTOTAL
function specifies the calculation to perform on the data within
the range. Well use 9 for SUM, but 3 for COUNTA (number of
non-blank cells) is very useful as well.
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=SUBTOTAL(function_num, [range]) To use SUBTOTAL, enter
=SUBTOTAL(, select the function number that corresponds to the
calculation to be performed, enter a comma, select the range to
calculate against, and press enter. In this case, it will look like
=SUBTOTAL(9, H1655:H29995)
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But wait, youre not done yet You turn in your number, and your
boss is impressed that you got it done so quickly. Except, now he
needs it broken out by Government contract. In ten minutes. How
will you break out your data by contract number?
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Pivot Tables Pivot tables are unbelievably powerful tools to
analyze data. They allow a number of functions to be performed on
data, based on what fields are determined for the rows, columns,
etc. Ensure that a field within your data is selected, then on the
Insert ribbon, click PivotTable. (Filters can be on or off. Pivot
tables arent affected by filters on the data.)
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Pivot Tables Excel should come up with the range appropriate
for your table in the pop- up box. Click OK.
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Pivot Tables A new sheet opens with a blank pivot table.
Somewhere to the right will be the PivotTable Field List. If it
doesnt show up for some reason, first click in the pivot table and
then click the Field List button on the Options ribbon.
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Pivot Tables We want a sum of values of government property
based on the contract and location. We will use the Report Filter
section to filter just like we did with the auto filter. Ill drag
the Ownership Code and MaintPlant fields to the Report Filter
section.
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Pivot Tables I now have drop-down boxes in the top left of my
pivot chart area. Click the Select Multiple Items option from the
drop-down to select more than one data option at a time.
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Pivot Tables We want to see the data broken out by contract
number, so I will drag the Contract Number field to the Row Labels
section.
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Pivot Tables Finally, we have to tell Excel what field we want
to calculate against. In my case, I want the AcquistnValue field. I
will drag it to the Values section.
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Pivot Tables And there it is, the data we needed in a few mouse
clicks. There are some further things we can do: Number formatting
Column labels Additional rows Group Selection button on the Pivot
Table Options ribbon If at any time you lose the Field List, first
click in the pivot table, then if you still dont see it, click the
Field List button on the Options ribbon. If the source data
changes, the pivot table needs to be refreshed by clicking Refresh
on the Options ribbon (when the pivot table is selected).
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Congratulations! Now that youve mastered how to summarize and
report data, youve become the office Excel guru! Next your boss
comes to you with two lists and wants to know what items are on one
list that arent on the other. How will you compare two lists?
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=VLOOKUP(Compare, Source, Column, Approx?) Thats what VLOOKUP
is for! Lets break that formula down Compare = the data that is
consistent between the two lists; most often in Property that will
be the equipment/tag or material number Source = the other list,
starting with the column the contains the matching data and going
out as far as the data that you want to compare to Column = a
numerical indicator of which column in the source data you want to
compare, with 1 being the first column selected in the source, 2
being the second column and so on Approx? = are you okay with an
approximate match of your lookup value?, if so enter TRUE, if not
enter FALSE; in Property, you will almost always want FALSE
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=VLOOKUP(Compare, Source, Column, Approx?) Lets try that with
real data I want to know what items are on the list on the left
that arent on the list on the right. In the list on the left, Ill
type =vlookup( then click on the equipment number. Then a
comma.,,
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=VLOOKUP(Compare, Source, Column, Approx?) Now, I need to tell
it where I am looking for that number, starting with the column
that would contain that number. Ill click on the listing on the
right, starting with the equipment number column and going to the
end of table. Then type a comma. Notice that Excel created the
range reference in my formula with $s. [NES List
B.xlsx]Sheet1!$A$2:$C$17 -- Well come back to that.,
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=VLOOKUP(Compare, Source, Column, Approx?) Next, Excel wants to
know which column from the right to bring over to the data on the
left. 1 will return the equipment number, 2 will return the
equipment class, and 3 will return the acquisition value. I just
want to know if there is a match, so I will put 1 to return the
equipment number. Type another comma.,,
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=VLOOKUP(Compare, Source, Column, Approx?) Finally, I need to
tell Excel if I want an approximate match or an exact match. I want
to know if the record exists in both places, so I need an exact
match. I type FALSE (small letters are okay) and then enter (Excel
will close the parenthetical). That record is in both lists, so
Excel returned the matching equipment number.
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=VLOOKUP(Compare, Source, Column, Approx?) Now I will copy the
formula down to all of the rows in the list on the left. Copy,
highlight the cells to the bottom of the list, paste Drag down the
tiny box at the bottom right of the cell highlight boxor Highlight
the cells in column D from the top to the bottom of the list and
press CTRL+D Excel dynamically changes each row to pick the
equipment number for that row. Remember those $s in the formula
when we selected our source? If they were not there, Excel would
also change the source range when the formula is copied to
additional rows. Having the two lists in different Excel workbooks
will cause Excel to create the reference with the $s. You can
manually add them. Or use F4 when editing a formula to toggle
between dynamic and absolute references.
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=VLOOKUP(Compare, Source, Column, Approx?) #N/A indicates that
VLOOKUP couldnt find a match within the range that was specified.
In our case, this is what we are looking for! These are the records
that are in list A that are not in list B. Other errors with
VLOOKUP: #REF! indicates that the column number indicated is
outside the range provided in the source. In this example, 4 or
anything larger than 3 would return this errror. Numbers stored as
text: if one list has numbers stored as numbers (data on the right
side of the cell) and the other has numbers stored as text (data on
the left side of the field), VLOOKUP wont see those values as the
same. Microsoft has a great reference for troubleshooting VLOOKUP:
http://officeimg.vo.msecnd.net/en- us/files/397/327/AF102038056.pdf
http://officeimg.vo.msecnd.net/en-
us/files/397/327/AF102038056.pdf
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=VLOOKUP(Compare, Source, Column, Approx?) For a bonus, heres
what I get when my column parameter = 3. This is useful for
comparing elements within a record, not just whether the same item
is in two different lists.
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Had enough? Those #N/A errors are pretty unsightly. What if you
wanted to take them out? How would you remove the #N/A errors?
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=IF(logical test, true result, false result) IF returns two
different results for each field depending on a true/false
condition in the first parameter. To get Excel to look past the
#N/A result, well use another formula, ISNA. ISNA(VLOOKUP(A2, [NES
List B.xlsx]Sheet1!$A$2:$C$17, 1, FALSE)) will return TRUE if the
VLOOKUP returns a #N/A error and FALSE if it returns an actual
value.
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=IF(logical test, true result, false result) Now lets put those
two formulas together: =IF(ISNA(VLOOKUP(A2, [NES List
B.xlsx]Sheet1!$A$2:$C$17, 1, FALSE)), Not Found, Found) In words:
if the VLOOKUP doesnt find a match, return Not Found. If it does
find a match, return Found. I frequently build IF statements in
layers like this, starting with the VLOOKUP and building out from
there.
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Almost done The Not Found cells dont stand out very much. How
would you make the Not Found cells stand out?
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Conditional Formatting Conditional formatting changes the
formatting of a cell based on the data within the cell (or based on
a referenced cell). Highlight the cells to apply the formatting to
and click Conditional Formatting on the Home ribbon.
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Conditional Formatting The options within the conditional
formatting drop down are extensive. Well choose Highlight Cells
Rules and Text that Contains In the pop-up box, type No Match in
the text box and on the right, select the desired formatting type.
Select custom format to open the entire Format Cells dialog
box.
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Tricks & Tips I promised some tricks before we part! Paste
Values Freeze Panes Customize your Quick Access Toolbar Keyboard
Shortcuts
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Paste Values You might not want the formulas to continue to be
in your spreadsheet, especially with VLOOKUP, where the second data
set might get separated from your data. Paste values will replace a
cell containing a formula with the result of that formula. First,
select the cells to replace, copy, then select paste values from
the paste drop down.
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Freeze Panes Want to scroll down without losing your titles in
your first row? Click Freeze Panes from the View ribbon and select
Freeze Top Row.
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Customize Your Quick Access Toolbar You can add frequently-used
commands to your Quick Access Toolbar to the top right of the
Office button. Click the drop down and select More Commands Here
are some that I strongly suggest: Pivot table(Insert Tab) Filter
(Home Tab) Clear Filters (Home Tab)
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Keyboard Shortcuts Some of my favorite keyboard shortcuts:
CNTL+arrow key jumps to the end of the data in the direction
selected For example, CNTL+down arrow will move the cursor to the
last cell in the column with data (which may or may not be the end
of the column) Can be combined with SHIFT for extra impact (for
example, for selecting a range) CNTL+C Copy CNTL+V Paste CNTL+Z
Undo CNTL+Y Redo (undo an undo) CNTL+D Copy first cell from
selection to all cells selected CNTL+S Save
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Further Information Suggested sources for more information:
Google Look up a specific formula, or even just something you wish
Excel would do, for example excel difference between two dates
Books from the library Excels help (F1)
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Questions? For more information, you can contact me at:
[email protected] 303.269.5539