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EXCEL TIPS AND TRICKS
SONNY DONCHEK, SENIOR CONSULTANT
2012 ® Axiom EPM All rights reserved
Housekeeping
Maximize your viewing window Q&A: submit any number
of questions
2012 ® Axiom EPM All rights reserved
HOUSEKEEPING
• Asking Questions – We will leave time at the end, but you can type them in anytime.
2012 ® Axiom EPM All rights reserved
HOUSEKEEPING
• Check out the Axiom Product Portal for additional training content − https://portal.axiomepm.com
2012 ® Axiom EPM All rights reserved
AGENDA
• Volatile vs. Non-volatile formulas
• Specific Excel functions
• Excel’s Formula auditing
• Key Excel shortcut keys
2012 ® Axiom EPM All rights reserved
AGENDA
• Volatile vs. Non-volatile formulas
• Specific Excel functions
• Excel’s Formula auditing
• Key Excel shortcut keys
2012 ® Axiom EPM All rights reserved
VOLATILE VS. NON-VOLATILE FORMULAS
• A Volatile function in Excel is a function that will always be recalculated each time Excel recalculates
− Extensive use of volatile functions can cause slower
performance
• List of Volatile Functions:
− RAND(), TODAY(), NOW()
− OFFSET(), INDIRECT(), CELL(), INFO()
2012 ® Axiom EPM All rights reserved
AGENDA
• Volatile vs. Non-volatile formulas
• Specific Excel functions
• Excel’s Formula auditing
• Key Excel shortcut keys
2012 ® Axiom EPM All rights reserved
SPECIFIC EXCEL FUNCTIONS
• INDEX(), MATCH() − MATCH(x, y, [z]) : Find the position of x in the range of y, z
determines an exact or relative match − Examples:
− =MATCH(“c”,B2:B6,0) =3
− =MATCH(400,A2:A6,0) =4
− =MATCH(350,A2:A6,1) =3
− =MATCH(350,A2:A6,0) =#N/A The “0” requires an exact match
− INDEX(x, y, [z]) : Find the value in the array of x that is at row y and column z
− Examples:
− =INDEX(A2:A6,4) =400
− =INDEX(A2:B6,3,2) =c
− =INDEX(A2:A6, MATCH(“c”,B2:B6,0) ) =300
2012 ® Axiom EPM All rights reserved
SPECIFIC EXCEL FUNCTIONS
• INDIRECT(x): Returns the value in x, where x is a text representation of a cell reference
− Examples:
− =INDIRECT(“A1”) =5
− =INDIRECT(B1) =15
− =SUM(INDIRECT(B2)) =50
− =SUM(INDIRECT(“A”&B3&”:A”&B4)) =50
• OFFSET(x,y,z): References the cell that is y # of rows and z # of columns from x
− Examples:
− =OFFSET(A1,1,0) =10
− =OFFSET(A2,2,1) =4
− =OFFSET(B4,-1,-1) =15
2012 ® Axiom EPM All rights reserved
SPECIFIC EXCEL FUNCTIONS
• SUMIF(x,y,[z]): Sums all values where criteria y is applied to range x, and sums those values, or the corresponding range in z, if applied
− Examples:
− =SUMIF(B3:B11,1000,D3:D11) =60
− =SUMIF(B3:B11,">1000",D3:D11) =285
− =SUMIF(D3:D11,">40") =195
• COUNTIF(x,y): Counts # of records
where criteria y is applied to range x − Example:
− =COUNTIF(B3:B11,2000) =3
2012 ® Axiom EPM All rights reserved
SPECIFIC EXCEL FUNCTIONS
• List of commonly used Excel functions:
ADDRESS INT OR
AND ISERROR PROPER
COLUMN/COLUMNS ISEVEN/ISODD REPLACE
COUNT ISNUMBER RIGHT
COUNTA ISNA ROUND/ROUNDUP/ROUNDDOWN
COUNTIF LEFT ROW/ROWS
DATE LOWER SUM/SUMIF/SUMIFS
DAY MATCH SUMPRODUCT
EVEN MAX TEXT
FALSE MID TODAY
FIND MIN TRIM
HYPERLINK MOD TRUE
IF MONTH UPPER
IFERROR NOT VALUE
INDEX NOW VLOOKUP/HLOOKUP
INDIRECT OFFSET WEEKDAY
&/CONCATENATE YEAR
2012 ® Axiom EPM All rights reserved
AGENDA
• Volatile vs. Non-volatile formulas
• Specific Excel functions
• Excel’s Formula auditing
• Key Excel shortcut keys
2012 ® Axiom EPM All rights reserved
EXCEL’S FORMULA AUDITING
• Formula Auditing - a useful tool to track cell reference dependencies and review formulas
− Trace Precedents – check which cells are referenced by
active cell (shortcut key: Ctrl-[ )
− Arrows point to the cells
referenced in the formula
− Dotted lines represent a cell
on another sheet
2012 ® Axiom EPM All rights reserved
EXCEL’S FORMULA AUDITING
− Trace Dependents – check which cells reference the active
cell (shortcut key: Ctrl-] )
− Arrows point to the cells that
reference the active cell
− Dotted lines represent a cell
on another sheet
− Remove Arrows – remove the arrows on screen from the
Trace Precedents/Dependents functions
− Show Formulas – shows all formulas in each cell on sheet
(shortcut key: Ctrl-` )
− Shows the formulas instead of the evaluations, as seen above in cells
D1:D3
2012 ® Axiom EPM All rights reserved
EXCEL’S FORMULA AUDITING
− Evaluate Formula – step through the calculation of a formula
− Alternatively, hitting F9 while selecting a portion of the formula will
evaluate the selection
2012 ® Axiom EPM All rights reserved
AGENDA
• Volatile vs. Non-volatile formulas
• Specific Excel functions
• Excel’s Formula auditing
• Key Excel shortcut keys
2012 ® Axiom EPM All rights reserved
KEY EXCEL SHORTCUT KEYS
• Understanding Shortcut keys help improve efficiency and productivity
− Workbook Actions: − Ctrl+N: Open New Workbook
− Ctrl+O: Open File dialog
− Ctrl+S: Save file
− Ctrl+P: Print file
− Ctrl+F: Find Dialog
− Ctrl+H: Find and Replace Dialog
− Cell Editing: − Ctrl+C: Copy
− Ctrl+V: Paste
− Ctrl+X: Cut
− Alt+E,S,V/T: Copy Special: V: Value, T: Formats
− Ctrl+Z: Undo
− Ctrl+Y: Redo
− Ctrl+B: Bold
− Ctrl+I: Italics
− Ctrl+U: Underline
− Ctrl+1: Format Cells dialog
2012 ® Axiom EPM All rights reserved
KEY EXCEL SHORTCUT KEYS
− Navigational: (Also refer to the Navigation video in the portal) − Ctrl+A: Select Entire sheet
− Ctrl+Arrows: Jump to next/end range of cells (also jump between words in formula)
− Shift+Arrows: Select cells
− Shift+Ctrl+Arrows: Select and Jump to next/end range of cells
− Ctrl+Tab: Shift between workbooks
− Alt+Tab: Shift between open applications in Windows
− Shift+spacebar/Ctrl+spacebar: Select entire row/column
− Alt+i,R/C/W: Insert R:Row, C:Column, W:Worksheet
− Alt+DownArrow: View selections from a dropdown box
− Ctrl+Home/End: Jump to topmost/bottommost cell
− Shift+Ctrl+Home/End: Select and jump to topmost/bottommost cell
− Ctrl+PageUp/PageDown: Shift between sheets
− Tab: Cycle through cells, useful in a protected sheet to determine unprotected cells
− Other Useful Shortcuts: − Alt+=: Sum formula
− Shift+F10: Right-click dialog
− F2: edit cell contents
− F4: cycle through anchors; also will repeat last action
− F9: recalculate a workbook (in Axiom, will perform a refresh)
− F12: Save As dialog
− Ctrl+[, Ctrl+]: Trace Precedents/Dependents
− Ctrl+`: Toggle from displaying values and formulas on sheet
− Alt: Displays menu options to select
Questions?
2012 ® Axiom EPM All rights reserved
RESOURCES
Axiom Product Portal https://portal.axiomepm.com
If you do not have access to the Training System, contact Axiom Training [email protected]
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