Excel Overview

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Setting Up Excel

Customize Your Excel

• Tools>Customize>Options tab

• Shortcut menus are location sensitive

• Formula Bar• Quick Totals

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MySite

• WSU portal• Document Sharing

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Customized Blank Workbooks

• C:\Documents and Settings<your name>\Application Data\Microsoft\Excel\XLStart

• Book.xlt-new workbook format and content

• Sheet.xlt-inserted worksheet format and content

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File Extensions

Add-in .XLA

Backup .XLK

Template .XLT

Workbook .XLS

Workspace .XLW

XML Spreadsheet .XML

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Automatic Backups

• Office Button> Save As> Tools> General Options> check ‘Always create backup’

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Corrupted Files

• Use Office Button> Open• Select File• Pick Open> Open and

Repair…

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File Import/Export

• Use with– .txt, .csv, .xml…

• Use with Access

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Help

• Review using help

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Fine-tuning Excel

Excel Workspace

• Set up for yourself• If in workgroup,

standardize• Consider Add-Ins

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Worksheet Design

Printing

• Color?• Print Titles?• Multiple pages?

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Worksheet Purposes

• Scratch pad• Self documenting• Only for you• Shared

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Data Sources

• Internal • External

– Linked– Networked– Web

• Mail merge, databases, web…

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Multiple Worksheets

• Introduction/overview• Source Data• Calculations• Charts• Summary/conclusions

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Worksheet Navigation

Keyboard Shortcuts

• Ctrl +Home• Ctrl +End• Search Help• Time Saver!

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Keyboard Modes

• F8– Extend current selection

using the keyboard or mouse

• Shift+F8– Extend current selection to

include non-contiguous cells

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Selection

• Areas• Rows• Columns

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Worksheet Management

• Add• Move • Copy• Rename, color tabs

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Worksheet Protection

• All cells initially locked• Takes effect when

protection is enabled• No visual clues

– Use special formatting

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Workbook Windows

Workbook Management

• Arrange Windows• Multiple Windows

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Compare Sheets

• Multiple workbooks open• Select Window>Compare

Side by Side• Note synchronous

scrolling

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Hiding Workbooks

• Windows>Hide/Unhide• Easy access to workbook

information kept invisible• Personal.xls macro file is

hidden by default

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Editing Worksheets

Review and Practice Skills

• Cut, Copy, Paste• Insert, Delete• Undo, Redo• Editing-cells and Formula

Bar

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Formatting

Fundamentals

• Format Dialog Box• Format Painter• Auto Format• Row & Column Sizes

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Advanced Editing

Conditional Formats

• Emphasize data• Highlight certain values

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Customized Worksheets

• Styles• Custom Templates

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Graphics

Drawing Toolbar

• Highlight Data • Highlight Charts

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Graphics

• Add drawings• Add pictures

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Printing

Page Setup

• Review Page Setup Dialog Box– Page– Margins– Header/Footer– Sheet

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Preview

• Print Preview• Page Break Preview

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Formulas

Fundamentals

• Operator Precedence• Cell References• Review Built-in Functions• Error Values!

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Advanced

• Auto vs Manual Calculation– Tools>Options>Calculation

• Arrays• Linking Workbooks• Conditional Expressions

– X1<Y1– =Len(Q23) = 15

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Functions

Types

• Built-in• Add-ins

– Analysis ToolPak– 3rd Party

• Insert Function Dialog Box

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Common Functions

Math

• AutoSum• Product• SumProduct

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Text

• Text, Dollar• Len• Char, Code• String-Trim, Clean, Upper,

Lower, Proper

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Logical

• If• And, Or, Not

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Information

• Type• CountBlank• Is…Blank, Error, Logical…

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Lookup & Reference

• V&H Lookup

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Date and Time

Internal Excel Workings

• Base Date– January 1, 1900

• Serial Date Value– xxxx.yyyy

• xxxx=days

• yyyy=day fraction

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Date Formats and Functions

• Wide range of divisions– Year/quarter/month

• Review available functions– Workday, Networkday,

Now…

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Financial Analysis

Areas

• Investments• Depreciation• Securities

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Statistics

Data Distributions

• Statistical Functions– Average, Median, Mode…

• Regression• Analysis ToolPak

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What-If Analysis

Data Tables

• One and Two Variables

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Scenario Manager

• Up to 32 Variables• Records, tracks and

applies variable combinations

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Goal Seek

• Solve for unknown variable value

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Solver

• Use when seeking multiple unknown variable values

• Use with constraints

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Collaboration

Options

• Remote Computers• Network Servers• Ftp server• Merge and Share• Information Rights

Management

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SharePoint

• WSU Portal!• Practice sharing a file!

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Excel on Web Sites

FTP

• For file distribution

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HTML

• Make available on the web

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Interactive Web Components

• Requires– IE 4.01+– MS Office Web Components

• Spreadsheet• Chart• PivotTable Report

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Linking and Embedding

Pros and Cons

• Storage space• Network connectivity• Bandwidth• Application availability

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Hyperlinks

Uses

• Not just Internet• Local computer• Local Network• Create documentation

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Excel in Word & PowerPoint

Use Excel For

• Tables• Charts• Mail Merge

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Charting Basics

Charting

• F11-AutoChart

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Chart Wizard

• Chart Type• Source Data• Chart Options• Location

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Enhancing Charts

Improve Appearance

• Refine Axis• Labels• Titles• Legend• Plot Area

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Chart Data

Working With Data

• Modifying• Suppressing Points• Multilevel Categories• Trend Lines

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Advanced Charts

Techniques

• Dynamic with Named Ranges

• Bubble, Radar Charts• Gannt Charts (use Visio?)

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Lists

Prelude to Databases

• Lists = database• Data Validation• Forms to Simplify Data

Input• Subtotals and Filters

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External Data

Practical Uses

• Import & Convert Data• Apply Special Formats• Export

– XML– HTML– Whatever…

• Web Queries

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PivotTable Reports

Analyzing Data

• Source– Excel– Database– OLAP cube

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Powerful Tool

• Revise Variables• Rearrange Variables• Chart Results

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Custom Functions

User Defined Functions

• VBA– Create your own

• Extends power of Excel• Time Saver• Share with others

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