Embed Size (px)
DESCRIPTION
A deck of actionable Excel tips and tricks for Marketers - Presented by Russell McAthy @therustybear at #measurefest in October 2013
Citation preview
Why do you hate Excel?
Russell McAthyMeasureFest Oct
2013
Is it?• Most people are self taught / taught by
someone self taught
• Its made by Microsoft and its “cool to hate them”
• It’s a “work” application
• You don’t know what you don’t know
• What version do you use?
• There are 8+ ways to sum two cells together!
YES – 8+• A1 + B1
• SUM(A1,B1)
• SUM(A1:B1)
• SUBTOTAL(A1:B1)
• SUMIF…
• SUMIFS…
• SUM(OFFSET…
• SUMPRODUCT
And these are the ones that I could remember..
Errors are no fun
DIV/0
N/A #REF!
The Issue:Spreadsheets are only useful in context…
How do I give you takeaways that will be actionable
when you go back to your office..
So here is 32+ Tips for Excel
for Marketers!I’ve snuck in some extra tips at the end of the deck so check it out on slideshare – links will be tweeted out after the event!
My Goal: Save everyone 5 mins a week…
~800 of youThat’s 67 hours a week
That’s 3.5k hours a year
You’re welcome!
At £500 an hour…
That’s £1.7 MILLION
In no particular order…
Stop Merging CellsUse Center Across Selection
Calculating GrowthSimple formula to remember growth % calculation
NEW / OLD - 1Then format the cell as a % (percentage)
Eg.
546 Sales This year vs 410 sales last year
546 / 410 – 1 =
Calculating GrowthSimple formula to remember growth % calculation
NEW / OLD - 1Then format the cell as a % (percentage)
Eg.
546 Sales This year vs 410 sales last year
546 / 410 – 1 =
Remove GridlinesDon’t Select all cells and change to white!
Text to ColumnsGreat for breaking out URL’s into folders
Text to ColumnsGreat for breaking out URL’s into folders
Text to ColumnsGreat for breaking out URL’s into folders
Shortcut KeysShortcut Action
CTRL + X Cut
CTRL + C Copy
CTRL + V Paste
CTRL+arrow direction Moves curser to end of data
Holding SHIFT Highlights
Holding SHIFT + CTRL + arrow direction Highlights to end of data
CTRL + A Highlights full section
F2 Edits current cell
Shortcut Keys (more)
Shortcut Action
(hold) ALT then press E then S … Paste Special
(as above) then V then Enter Paste Special - Values
(as above) then T then Enter Paste Special - Formats
(as above) then F then Enter Paste Special - Formulas
CTRL + 1 Format Cell
CTRL + ; (semi colon) Inserts todays date
ALT + = Inserts SUM for column
Use TablesIf you’re using basic data – use tables
Pivot Tables are MAGIC
If you don’t use them already – learn! Its easy and makes data manipulative
Pivot Tables are MAGIC
If you don’t use them already – learn! Its easy and makes data manipulative
Pivot: Calculated Fields
Don’t do averages of averages! – Perfect for CVR
Pivot: Calculated Fields
Don’t do averages of averages! – Perfect for CVR
Formula TransposingWhen you want to change the direction of a formula!
Formula TransposingWhen you want to change the direction of a formula!
Lets look at some formulas that might be useful
Vlookup“I have a table of data that I want to look up a value in”
= VLOOKUP ( A10 , D1:E10 , 2 , FALSE )
“The thing I want to look up”
“the list of things I’m looking it up against”
“I don’t want excel to give me the closest answer – but the
accurate answer”
“in the lookup table – what column do we want to bring
back”
Vlookup“I have a table of data that I want to look up a value in”
= VLOOKUP ( A10 , D1:E10 , 2 , FALSE )
“The thing I want to look up”
“the list of things I’m looking it up against”
“I don’t want excel to give me the closest answer – but the
accurate answer”
“in the lookup table – what column do we want to bring
back”
Vlookup“I have a table of data that I want to look up a value in”
= VLOOKUP ( A10 , D1:E10 , 2 , FALSE )
“The thing I want to look up”
“the list of things I’m looking it up against”
“I don’t want excel to give me the closest answer – but the
accurate answer”
“in the lookup table – what column do we want to bring
back”
…you can also do =HLOOKUP if the data is formatted Horizontally rather than Vertically
IF“If something is true, then do this…otherwise do that”
= IF ( C3=“PPC” , “Paid Media” , “Other” )
“Is this true?”
“If its true – do this”
“If its false – do this”
IF“If something is true, then do this…otherwise do that”
= IF ( C3=“PPC” , “Paid Media” , “Other” )
“Is this true?”
“If its true – do this”
“If its false – do this”
SUMIF“Can I add up all values that match certain criteria”
= SUMIF ( A1:A40 , D4 , B1:B40 )
“The list of thinks I’m looking up against”
“the thing I’m looking up”
“the list of things to add when it matches”
SUMIF“Can I add up all values that match certain criteria”
= SUMIF ( A1:A40 , D4 , B1:B40 )
“The list of thinks I’m looking up against”
“the thing I’m looking up”
“the list of things to add when it matches”
SUMIF“Can I add up all values that match certain criteria”
= SUMIF ( A1:A40 , D4 , B1:B40 )
“The list of thinks I’m looking up against”
“the thing I’m looking up”
“the list of things to add when it matches”
…you can also do a COUNTIF – which counts the number of values that match a criteria
SUMIFS“Can I add up all values that match certain MULTIPLE
criteria”
= SUMIFS ( A1:A40 , B1:B40 , D1, C1:C40 , E1 )
“The things I want to add up”
“the ranges of data to look up against”
“the things I’m looking up”
Yes… that’s right it’s the other fubbing way round from SUMIF…
Ok…there might be a few occasions that excel is annoying…
SUMIFS“Can I add up all values that match certain MULTIPLE
criteria”
= SUMIFS ( A1:A40 , B1:B40 , D1, C1:C40 , E1 )
“The list of thinks I’m looking up against”
“the ranges of data to look up against”
“the things I’m looking up”
SUMIFS“Can I add up all values that match certain MULTIPLE
criteria”
= SUMIFS ( A1:A40 , B1:B40 , D1, C1:C40 , E1 )
“The list of thinks I’m looking up against”
“the ranges of data to look up against”
“the things I’m looking up”
MATCH“How far down my data can I find this..”
= MATCH ( “A1005” , B3:38 , 0)
“The thing I’m looking for”
“the range of data to look up in”
“I want it to be an exact match”
MATCH“How far down my data can I find this..”
= MATCH ( “A1005” , B3:38 , 0)
“The thing I’m looking for”
“the range of data to look up in”
“I want it to be an exact match”
12345
OFFSET“I want the value that is 30 rows down, 40 columns
across”
= OFFSET ( A1 , 30 , 40 )
“Where do I want to start”
“how many rows”
“how many columns”
So…. how do we use this?
…you combine a MATCH and an OFFSET
MATCH + OFFSET“I want to see the number of sales when sales code is
A1005”
= OFFSET ( Reference , MATCH() , MATCH() )
MATCH + OFFSET“I want to see the number of sales when sales code is
A1005”
= OFFSET ( Reference , MATCH() , MATCH() )
…its flexible too…
Thanks for listening
If you have any questions please contact me below
@therustybear@stream20
www.russellmcathy.comwww.stream20.com
…the stuff I probably didn’t have time to go through
Conditional Formatting
Visually represent trends / Highlight variances
Conditional Formatting
Visually represent trends / Highlight variances
Calculation OptionsWhen working in a complex excel document – control
when it calculates!
Calculation OptionsWhen working in a complex excel document – control
when it calculates!
Addons to ExcelSometimes Excel is not enough!
• Powerpivot (if you’re using not using excel 2013)
• SEO Tools
• Excellent Analytics
• Adobe Report Builder
• Geoflow – looks exciting
• ExTweets – pulls tweets in
• SEOGadget for Excel
AND or/and OR“I want both things to match” , “I want one of these things to match”
= AND ( C3=“PPC” , c4=“PPC” )
= OR ( C3=“Social” , c4=“PPC” )
Using AND or OR in a IF allows you to match multiple criteria…
String FunctionsFunction What it looks like What it does
LEFT =LEFT(A1,3) Returns the first 3 characters
RIGHT =RIGHT(A1,3) Returns the last 3 characters
MID =MID(A1,3,3)Returns 3 characters
starting at 3 characters in
TRIM =TRIM(A1)Removes blank
characters (spaces) from cell values
LEN =LEN(A1) How long is the string
CONCAT or & =CONCAT(“fish”,”cake”) or “fish”&”cake”
Joins two things together
Handy Date FunctionsIf A1 is todays date….
What you want FormulaShow the day of the week in 3
characters eg. Mon/Tue =TEXT(A1,”ddd”)
First date of the week =A1-WEEKDAY(A1)+1
First date of the year =DATE(1,MONTH(A1),YEAR(A1))
Taking into consideration working days =WORKDAY(A1,7,0)
Translates date value into week day number =WEEKDAY(A1,2)
*be careful with weekdays – the number after the comma refers to the day the week starts with (2 is Monday to Sunday)
Other FunctionsFunction What it looks like What it does
IFERROR =IFERROR(A1/B1,0) Instead of error message returns a 0
UPPER =UPPER(A1) Changes the text value in A1 to uppercase
LOWER =LOWER(A1) Changes the text value in A1 to lowercase
PROPER =PROPER(A1)Changes the text value in
A1 to capitalisation at the start of each word.
MAX =MAX(A1:A10) Provides the maximum value in the range
AVERAGE =AVERAGE(A1:A10)Calculates the mean
average of the range of cells
Excel does a lot more…
If you have any questions please contact me below
@therustybear@stream20
www.russellmcathy.comwww.stream20.com
