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

7/13/2019 2010 Excel Functions Macros and Data Commands Manual as of March 2010

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MicrosoftExcel

Functions,Macros&

DataCommands

J.CarltonCollins,CPA

ASAResearch

Atlanta,Georgia

770.734.0950

[email protected]

S R e s e a r c h


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ExcelFunctions,Macros&DataCommands

www.CarltonCollins.com Page2 CopyrightMay2010

TableofContents

Chapter1ExcelFunctions..........................................................................4

Chapter2TheIfFunction.........................................................................18

Chapter3UsingFunctionstoClean&CrunchData.................................23

Chapter4DataCommands......................................................................41

Chapter5 Macros.....................................................................................76

Chapter6Miscellaneous .........................................................................81

Chapter7XMLData.................................................................................84

Chapter8QuickTips................................................................................92

Chapter9WhatsNewinExcel2007.......................................................95

Chapter10WhatsnewinExcel2010....................................................104

Appendix InstructorsBiography............................................................108


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ExcelFunctions,Macros&DataCommandsCourseInformation

LearningObjectives ToincreasetheproductivityofaccountantsandCPAs

usingExcelsfunctions,macros,&datacommands

CourseLevel Intermediate

PreRequisites GoodFamiliaritywithMicrosoftExcel

AdvancedPreparation None

PresentationMethod Livelectureusingfullcolorprojectionsystemsand

liveInternetaccesswithfollowupcoursematerials

RecommendedCPECredit 8hours

Handouts Templates,checklists,webexamples,manual

Instructors J.CarltonCollins,CPA

AdvisorCPE isregisteredwiththeNationalAssociationof

State Boards of Accountancy (NASBA) as a sponsor of

continuingprofessional

education

on

the

National

Registry of CPE Sponsors. State boards of accountancy

have final authority on the acceptance of individual

coursesfor CPE credit. Complaints regarding registered

sponsors may be addressed to the national Registry of

CPE Sponsors,150 FourthAvenue,Nashville,TN,37219

2417.Telephone:6158804200.

Copyright May2010,AdvisorCPEandAccountingSoftwareAdvisor,LLC

4480MissendellLane,Norcross,Georgia30092770.734.0450

Allrightsreserved. Nopartofthispublicationmaybereproducedortransmittedinanyformwithouttheexpress

written

consent

of

AdvisorCPE

or

ASA

Research,

subsidiaries

of

Accounting

Software

Advisor,

LLC.

Request

may

be

emailed to [email protected] or further information can be obtained by calling 770.734.0450 or by

accessingtheAdvisorCPEhomepageat:http://www.advisorcpe.com/

Alltradenamesandtrademarksusedinthesematerialsarethepropertyoftheirrespectivemanufacturersand/or

owners. Theuseoftradenamesandtrademarksusedinthesematerialsarenotintendedtoconveyendorsement

of any other affiliations with these materials. Any abbreviations used herein are solely for the readers

convenience and arenot intended to compromise any trademarks. Someof the featuresdiscussedwithin this

manualapplyonlytocertainversionsofExcel,andfromtimetotime,Microsoftmightremovesomefunctionality.

Microsoft Excel is known to contain numerous software bugswhichmay prevent the successful use of some

features insomecases.AdvisorCPEmakesnorepresentationsorwarrantywithrespecttothecontentsofthese

materialsanddisclaimsanyimpliedwarrantiesofmerchantabilityoffitnessforanyparticularuse. Thecontentsof

thesematerialsaresubjecttochangewithoutnotice.

ContactInformation:

J.CarltonCollins

[email protected]


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Chapter1

Excel

Functions


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IntroductiontoExcelFunctions

ExcelFunctionsarepreprogrammedformulasthatmakethetaskofwritingcomplexformulas

easier. There are a total of 333 functions in Excel. These functions are separated into 11

categoriesasfollows:

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)

RelevancetoCPAs SomeExcelfunctionsaremorepowerfulthanothersandsomearemore

relevant to the CPA than others. For example, most CPAs will find the IF, SUM, COUNT,

SUBTOTAL, TEXT, and VLOOKUP are very relevant to the CPAwhile other engineering and

trigonometry functions suchas LOG,PI,RADIENS,DELTA,TAN,COMPLEX,andHAX2DECare

typically lessrelevanttoCPAs. Ithasbeenmyexperiencethatthefollowing75functionsare

mostrelevanttotheCPA;thereforeinmyopinion,CPAswishingtoincreasetheircommandof

Excelfunctionsshouldconcentrateonthesefunctionsfirst.

CarltonsListofTheTop75FunctionsMostRelevanttoCPAs(SortedByCarltonsOpinionofUsefulness)

OpenanExcelfileContainingFunctionExamples:

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

1. IF Specifiesalogicaltesttoperform

2. SUM Addsitsarguments

3. SUBTOTAL Returnsasubtotalinalistordatabase

4. SUMIF Addsthecellsspecifiedbyagivencriteria

5. COUNT Countshowmanynumbersareinthelistofarguments

6. COUNTA Countshowmanyvaluesareinthelistofarguments

7. AVERAGE Returnstheaverageofarangeofnumbers

8. COUNTBLANK Countsthenumberofblankcellswithinarange

9. COUNTIF Countsthenumberofnonblankcellswithinarangethatmeetthegivencriteria

10.VALUE Convertstexttoanumber

11.TEXT Formatsanumberandconvertsittotext


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12.VLOOKUP Looksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthevalueofacell

13.HLOOKUP Looksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell

14.TWOWAYLOOKUPUsingbothVLOOKUPandHLOOKUPtogether

15.LOOKUP Looksupvaluesinavectororarray

16.MATCH Looksupvaluesinareferenceorarray

17.TRIM Removesspacesfromtext

18.PROPER Capitalizesthefirstletterineachwordofatextvalue

19.LOWER Convertstexttolowercase

20.UPPER Convertstexttouppercase

21.LEFT Returnstheleftmostcharactersfromatextvalue

22.RIGHT Returnstherightmostcharactersfromatextvalue

23.MID Returnsa specificnumberof characters froma text string startingat thepositionyouspecify

24.FIND Findsonetextvaluewithinanother(casesensitive)

25.SUBSTITUTE Substitutesnewtextforoldtextinatextstring

26.LEN Returnsthenumberofcharactersinatextstring27.REPLACE Replacestextinastringwithalternativetext

28.CONCATENATE Joinsseveraltextitemsintoonetextitem

29.CLEAN Removesallnonprintablecharactersfromtext

30.NOW Returnstheserialnumberofthecurrentdateandtime

31.TODAY Returnstheserialnumberoftoday'sdate

32.DATE Returnstheserialnumberofaparticulardate

33.MONTH Convertsaserialnumbertoamonth

34.DAY Convertsaserialnumbertoadayofthemonth

35.YEAR Convertsaserialnumbertoayear

36.WEEKDAY Convertsaserialnumbertoadayoftheweek

37.ROUND Roundsanumbertoaspecifiednumberofdigits

38.ROUNDDOWN Roundsanumberdown,towardzero

39.ROUNDUP Roundsanumberup,awayfromzero

40.MAX Returnsthemaximumvalueinalistofarguments

41.DMAX Returnsthemaximumvaluefromatablearraybasedonalistofarguments

42.MIN Returnstheminimumvalueinalistofarguments

43.DMIN Returnstheminimumvaluefromatablearraybasedonalistofarguments

44.MEDIAN Returnsthemedianofthegivennumbers

45.MODE Returnsthemostcommonvalueinadataset

46.PERCENTILE Returnsthekthpercentileofvaluesinarange

47.PERCENTRANK Returnsthepercentagerankofavalueinadataset48.PMT Returnstheperiodicpaymentforanannuity

49.NPV Returnsthenetpresentvalueofaninvestmentbasedonaseriesofperiodiccashflowsandadiscountrate

50.DSUM Addsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatchthecriteria

51.DCOUNT Countsthecellsthatcontainnumbersinadatabase

52.DCOUNTA Countsnonblankcellsinadatabase

53.AND ReturnsTRUEifallofitsargumentsareTRUE


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54.OR ReturnsTRUEifanyargumentisTRUE

55.CHOOSE Choosesavaluefromalistofvalues

56.TIME Returnstheserialnumberofaparticulartime

57.FV Returnsthefuturevalueofaninvestment

58.IRR Returnstheinternalrateofreturnforaseriesofcashflows

59.YIELD Returnstheyieldonasecuritythatpaysperiodicinterest60.CELL Returnsinformationabouttheformatting,location,orcontentsofacell

61.INFO Returnsinformationaboutthecurrentoperatingenvironment

62.ERROR.TYPE Returnsanumbercorrespondingtoanerrortype

63.ISBLANK ReturnsTRUEifthevalueisblank

64.ISNA ReturnsTRUEifthevalueisthe#N/Aerrorvalue

65.GETPIVOTDATA ReturnsdatastoredinaPivotTable

66.HYPERLINK Createsashortcutorjumpthatopensadocumentstoredonanetworkserver,anintranet,ortheInternet

67.TRANSPOSE Returnsthetransposeofanarray

68.ABS Returnstheabsolutevalueofanumber

69.RAND Returnsarandomnumberbetween0and1

70.RANDBETWEEN Returnsarandomnumberbetweenthenumbersyouspecify

71.REPT Repeatstextagivennumberoftimes

72.SLN Returnsthestraightlinedepreciationofanassetforoneperiod

73.SYD Returnsthesumofyears'digitsdepreciationofanassetforaspecifiedperiod

74.DDB Returnsthedoubledecliningbalancedepreciationofanassetforaspecifiedperiod

75.DGET Extractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria

'J.CarltonCollins,CPA Copyright,January2007,[email protected]

All333ExcelFunctions

OrganizedBy

Category,

Including

A

Description

Of

Each

Function

DatabaseFunctions

Function Description

1 DAVERAGE Returnstheaverageofselecteddatabaseentries

2 DCOUNT Countsthecellsthatcontainnumbersinadatabase

3 DCOUNTA Countsnonblankcellsinadatabase

4 DGET Extractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria

5 DMAX Returnsthemaximumvaluefromselecteddatabaseentries

6 DMIN Returnstheminimumvaluefromselecteddatabaseentries

7 DPRODUCT Multipliesthevaluesinaparticularfieldofrecordsthatmatchthecriteriain

adatabase

8 DSTDEV Estimatesthestandarddeviationbasedonasampleofselecteddatabase

entries

9 DSTDEVP Calculatesthestandarddeviationbasedontheentirepopulationofselected

databaseentries

10 DSUM Addsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatch

thecriteria


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11 DVAR Estimatesvariancebasedonasamplefromselecteddatabaseentries

12 DVARP Calculatesvariancebasedontheentirepopulationofselecteddatabase

entries

DateandTimeFunctions


13 DATE Returnstheserialnumberofaparticulardate

14 DATEVALUE Convertsadateintheformoftexttoaserialnumber

15 DAY Convertsaserialnumbertoadayofthemonth

16 DAYS360 Calculatesthenumberofdaysbetweentwodatesbasedona360dayyear

17 EDATE Returnstheserialnumberofthedatethatistheindicatednumberofmonths

beforeorafterthestartdate

18 EOMONTH Returnstheserialnumberofthelastdayofthemonthbeforeoraftera

specifiednumberofmonths

19 HOUR Convertsaserialnumbertoanhour

20 MINUTE Convertsaserialnumbertoaminute

21 MONTH Convertsaserialnumbertoamonth

22 NETWORKDAYS Returnsthenumberofwholeworkdaysbetweentwodates

23 NOW Returnstheserialnumberofthecurrentdateandtime

24 SECOND Convertsaserialnumbertoasecond

25 TIME Returnstheserialnumberofaparticulartime

26 TIMEVALUE Convertsatimeintheformoftexttoaserialnumber

27 TODAY Returnstheserialnumberoftoday'sdate

28 WEEKDAY Convertsaserialnumbertoadayoftheweek

29

WEEKNUM

Converts

a

serial

number

to

a

number

representing

where

the

week

falls

numericallywithayear

30 WORKDAY Returnstheserialnumberofthedatebeforeorafteraspecifiednumberof

workdays

31 YEAR Convertsaserialnumbertoayear

32 YEARFRAC Returnstheyearfractionrepresentingthenumberofwholedaysbetween

start_dateandend_date

EngineeringFunctions


33 BESSELI ReturnsthemodifiedBesselFunctionIn(x)

34 BESSELJ ReturnstheBesselFunctionJn(x)

35 BESSELK ReturnsthemodifiedBesselFunctionKn(x)

36 BESSELY ReturnstheBesselFunctionYn(x)

37 BIN2DEC Convertsabinarynumbertodecimal

38 BIN2HEX Convertsabinarynumbertohexadecimal

39 BIN2OCT Convertsabinarynumbertooctal


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40 COMPLEX Convertsrealandimaginarycoefficientsintoacomplexnumber

41 CONVERT Convertsanumberfromonemeasurementsystemtoanother

42 DEC2BIN Convertsadecimalnumbertobinary

43 DEC2HEX Convertsadecimalnumbertohexadecimal

44 DEC2OCT Convertsadecimalnumbertooctal

45 DELTA Testswhethertwovaluesareequal

46 ERF ReturnstheerrorFunction

47 ERFC ReturnsthecomplementaryerrorFunction

48 GESTEP Testswhetheranumberisgreaterthanathresholdvalue

49 HEX2BIN Convertsahexadecimalnumbertobinary

50 HEX2DEC Convertsahexadecimalnumbertodecimal

51 HEX2OCT Convertsahexadecimalnumbertooctal

52 IMABS Returnstheabsolutevalue(modulus)ofacomplexnumber

53 IMAGINARY Returnstheimaginarycoefficientofacomplexnumber

54 IMARGUMENT Returnstheargumenttheta,anangleexpressedinradians

55 IMCONJUGATE Returnsthecomplexconjugateofacomplexnumber

56 IMCOS Returnsthecosineofacomplexnumber

57 IMDIV Returnsthequotientoftwocomplexnumbers

58 IMEXP Returnstheexponentialofacomplexnumber

59 IMLN Returnsthenaturallogarithmofacomplexnumber

60 IMLOG10 Returnsthebase10logarithmofacomplexnumber

61 IMLOG2 Returnsthebase2logarithmofacomplexnumber

62 IMPOWER Returnsacomplexnumberraisedtoanintegerpower

63

IMPRODUCT

Returns

the

product

of

from

2

to

29

complex

numbers

64 IMREAL Returnstherealcoefficientofacomplexnumber

65 IMSIN Returnsthesineofacomplexnumber

66 IMSQRT Returnsthesquarerootofacomplexnumber

67 IMSUB Returnsthedifferencebetweentwocomplexnumbers

68 IMSUM Returnsthesumofcomplexnumbers

69 OCT2BIN Convertsanoctalnumbertobinary

70 OCT2DEC Convertsanoctalnumbertodecimal

71 OCT2HEX Convertsanoctalnumbertohexadecimal

FinancialFunctions


72 ACCRINT Returnstheaccruedinterestforasecuritythatpaysperiodicinterest

73 ACCRINTM Returnstheaccruedinterestforasecuritythatpaysinterestatmaturity

74 AMORDEGRC Returnsthedepreciationforeachaccountingperiodbyusingadepreciation

coefficient

75 AMORLINC Returnsthedepreciationforeachaccountingperiod


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76 COUPDAYBS Returnsthenumberofdaysfromthebeginningofthecouponperiodtothe

settlementdate

77 COUPDAYS Returnsthenumberofdaysinthecouponperiodthatcontainsthe

settlementdate

78 COUPDAYSNC Returnsthenumberofdaysfromthesettlementdatetothenextcoupon

date

79 COUPNCD Returnsthenextcoupondateafterthesettlementdate

80 COUPNUM Returnsthenumberofcouponspayablebetweenthesettlementdateand

maturitydate

81 COUPPCD Returnsthepreviouscoupondatebeforethesettlementdate

82 CUMIPMT Returnsthecumulativeinterestpaidbetweentwoperiods

83 CUMPRINC Returnsthecumulativeprincipalpaidonaloanbetweentwoperiods

84 DB Returnsthedepreciationofanassetforaspecifiedperiodbyusingthefixed

decliningbalancemethod

85 DDB Returnsthedepreciationofanassetforaspecifiedperiodbyusingthe

doubledecliningbalancemethodorsomeothermethodthatyouspecify

86 DISC Returnsthediscountrateforasecurity

87 DOLLARDE Convertsadollarprice,expressedasafraction,intoadollarprice,expressed

asadecimalnumber

88 DOLLARFR Convertsadollarprice,expressedasadecimalnumber,intoadollarprice,

expressedasafraction

89 DURATION Returnstheannualdurationofasecuritywithperiodicinterestpayments

90 EFFECT Returnstheeffectiveannualinterestrate

91 FV Returnsthefuturevalueofaninvestment

92 FVSCHEDULE Returnsthefuturevalueofaninitialprincipalafterapplyingaseriesof

compoundinterestrates

93 INTRATE Returnstheinterestrateforafullyinvestedsecurity94 IPMT Returnstheinterestpaymentforaninvestmentforagivenperiod

95 IRR Returnstheinternalrateofreturnforaseriesofcashflows

96 ISPMT Calculatestheinterestpaidduringaspecificperiodofaninvestment

97 MDURATION ReturnstheMacauleymodifieddurationforasecuritywithanassumedpar

valueof$100

98 MIRR Returnstheinternalrateofreturnwherepositiveandnegativecashflowsare

financedatdifferentrates

99 NOMINAL Returnstheannualnominalinterestrate

100 NPER Returnsthenumberofperiodsforaninvestment

101 NPV Returnsthenetpresentvalueofaninvestmentbasedonaseriesofperiodiccashflowsandadiscountrate

102 ODDFPRICE Returnsthepriceper$100facevalueofasecuritywithanoddfirstperiod

103 ODDFYIELD Returnstheyieldofasecuritywithanoddfirstperiod

104 ODDLPRICE Returnsthepriceper$100facevalueofasecuritywithanoddlastperiod

105 ODDLYIELD Returnstheyieldofasecuritywithanoddlastperiod

106 PMT Returnstheperiodicpaymentforanannuity


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107 PPMT Returnsthepaymentontheprincipalforaninvestmentforagivenperiod

108 PRICE Returnsthepriceper$100facevalueofasecuritythatpaysperiodicinterest

109 PRICEDISC Returnsthepriceper$100facevalueofadiscountedsecurity

110 PRICEMAT Returnsthepriceper$100facevalueofasecuritythatpaysinterestat

maturity

111 PV Returnsthepresentvalueofaninvestment

112 RATE Returnstheinterestrateperperiodofanannuity

113 RECEIVED Returnstheamountreceivedatmaturityforafullyinvestedsecurity

114 SLN Returnsthestraightlinedepreciationofanassetforoneperiod

115 SYD Returnsthesumofyears'digitsdepreciationofanassetforaspecified

period

116 TBILLEQ ReturnsthebondequivalentyieldforaTreasurybill

117 TBILLPRICE Returnsthepriceper$100facevalueforaTreasurybill

118 TBILLYIELD ReturnstheyieldforaTreasurybill

119 VDB Returnsthedepreciationofanassetforaspecifiedorpartialperiodbyusing

adecliningbalancemethod

120 XIRR Returnstheinternalrateofreturnforascheduleofcashflowsthatisnot

necessarilyperiodic

121 XNPV Returnsthenetpresentvalueforascheduleofcashflowsthatisnot

necessarilyperiodic

122 YIELD Returnstheyieldonasecuritythatpaysperiodicinterest

123 YIELDDISC Returnstheannualyieldforadiscountedsecurity;forexample,aTreasurybill

124 YIELDMAT Returnstheannualyieldofasecuritythatpaysinterestatmaturity

InformationFunctions


125 CELL Returnsinformationabouttheformatting,location,orcontentsofacell

126 ERROR.TYPE Returnsanumbercorrespondingtoanerrortype

127 INFO Returnsinformationaboutthecurrentoperatingenvironment

128 ISBLANK ReturnsTRUEifthevalueisblank

129 ISERR ReturnsTRUEifthevalueisanyerrorvalueexcept#N/A

130 ISERROR ReturnsTRUEifthevalueisanyerrorvalue

131 ISEVEN ReturnsTRUEifthenumberiseven

132 ISLOGICAL ReturnsTRUEifthevalueisalogicalvalue

133ISNA

Returns

TRUE

if

the

value

is

the

#N/A

error

value134 ISNONTEXT ReturnsTRUEifthevalueisnottext

135 ISNUMBER ReturnsTRUEifthevalueisanumber

136 ISODD ReturnsTRUEifthenumberisodd

137 ISREF ReturnsTRUEifthevalueisareference

138 ISTEXT ReturnsTRUEifthevalueistext

139 N Returnsavalueconvertedtoanumber


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140 NA Returnstheerrorvalue#N/A

141 TYPE Returnsanumberindicatingthedatatypeofavalue

17

LogicalFunctions


142 AND ReturnsTRUEifallofitsargumentsareTRUE

143 FALSE ReturnsthelogicalvalueFALSE

144 IF Specifiesalogicaltesttoperform

145 NOT Reversesthelogicofitsargument

146 OR ReturnsTRUEifanyargumentisTRUE

147 TRUE ReturnsthelogicalvalueTRUE

LookupandReferenceFunctions


148 ADDRESS Returnsareferenceastexttoasinglecellinaworksheet

149 AREAS Returnsthenumberofareasinareference

150 CHOOSE Choosesavaluefromalistofvalues

151 COLUMN Returnsthecolumnnumberofareference

152 COLUMNS Returnsthenumberofcolumnsinareference

153 GETPIVOTDATA ReturnsdatastoredinaPivotTable

154 HLOOKUP Looksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell

155 HYPERLINK Createsashortcutorjumpthatopensadocumentstoredonanetwork

server,anintranet,ortheInternet

156 INDEX Usesanindextochooseavaluefromareferenceorarray

157 INDIRECT Returnsareferenceindicatedbyatextvalue

158 LOOKUP Looksupvaluesinavectororarray

159 MATCH Looksupvaluesinareferenceorarray

160 OFFSET Returnsareferenceoffsetfromagivenreference

161 ROW Returnstherownumberofareference

162 ROWS Returnsthenumberofrowsinareference

163 RTD RetrievesrealtimedatafromaprogramthatsupportsCOM

automation(Automation:Awaytoworkwithanapplication'sobjectsfrom

anotherapplicationordevelopmenttool.FormerlycalledOLEAutomation,

AutomationisanindustrystandardandafeatureoftheComponentObject

Model(COM).)

164 TRANSPOSE Returnsthetransposeofanarray

165 VLOOKUP Looksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthe

valueofacell

MathandTrigonometryFunctions



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166 ABS Returnstheabsolutevalueofanumber

167 ACOS Returnsthearccosineofanumber

168 ACOSH Returnstheinversehyperboliccosineofanumber

169 ASIN Returnsthearcsineofanumber

170 ASINH Returnstheinversehyperbolicsineofanumber

171 ATAN Returnsthearctangentofanumber

172 ATAN2 Returnsthearctangentfromx andycoordinates

173 ATANH Returnstheinversehyperbolictangentofanumber

174 CEILING Roundsanumbertothenearestintegerortothenearestmultipleof

significance

175 COMBIN Returnsthenumberofcombinationsforagivennumberofobjects

176 COS Returnsthecosineofanumber

177 COSH Returnsthehyperboliccosineofanumber

178 DEGREES Convertsradianstodegrees

179EVEN

Rounds

anumber

up

to

the

nearest

even

integer

180 EXP Returnseraisedtothepowerofagivennumber

181 FACT Returnsthefactorialofanumber

182 FACTDOUBLE Returnsthedoublefactorialofanumber

183 FLOOR Roundsanumberdown,towardzero

184 GCD Returnsthegreatestcommondivisor

185 INT Roundsanumberdowntothenearestinteger

186 LCM Returnstheleastcommonmultiple

187 LN Returnsthenaturallogarithmofanumber

188 LOG Returnsthelogarithmofanumbertoaspecifiedbase

189 LOG10 Returnsthebase10logarithmofanumber

190 MDETERM Returnsthematrixdeterminantofanarray

191 MINVERSE Returnsthematrixinverseofanarray

192 MMULT Returnsthematrixproductoftwoarrays

193 MOD Returnstheremainderfromdivision

194 MROUND Returnsanumberroundedtothedesiredmultiple

195 MULTINOMIAL Returnsthemultinomialofasetofnumbers

196 ODD Roundsanumberuptothenearestoddinteger

197 PI Returnsthevalueofpi

198 POWER Returnstheresultofanumberraisedtoapower199 PRODUCT Multipliesitsarguments

200 QUOTIENT Returnstheintegerportionofadivision

201 RADIANS Convertsdegreestoradians

202 RAND Returnsarandomnumberbetween0and1

203 RANDBETWEEN Returnsarandomnumberbetweenthenumbersyouspecify

204 ROMAN Convertsanarabicnumeraltoroman,astext


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205 ROUND Roundsanumbertoaspecifiednumberofdigits

206 ROUNDDOWN Roundsanumberdown,towardzero

207 ROUNDUP Roundsanumberup,awayfromzero

208 SERIESSUM Returnsthesumofapowerseriesbasedontheformula

209 SIGN Returnsthesignofanumber

210 SIN Returnsthesineofthegivenangle

211 SINH Returnsthehyperbolicsineofanumber

212 SQRT Returnsapositivesquareroot

213 SQRTPI Returnsthesquarerootof(number*pi)

214 SUBTOTAL Returnsasubtotalinalistordatabase

215 SUM Addsitsarguments

216 SUMIF Addsthecellsspecifiedbyagivencriteria

217 SUMPRODUCT Returnsthesumoftheproductsofcorrespondingarraycomponents

218 SUMSQ Returnsthesumofthesquaresofthearguments

219 SUMX2MY2 Returnsthesumofthedifferenceofsquaresofcorrespondingvaluesintwoarrays

220 SUMX2PY2 Returnsthesumofthesumofsquaresofcorrespondingvaluesintwoarrays

221 SUMXMY2 Returnsthesumofsquaresofdifferencesofcorrespondingvaluesintwo

arrays

222 TAN Returnsthetangentofanumber

223 TANH Returnsthehyperbolictangentofanumber

224 TRUNC Truncatesanumbertoaninteger

StatisticalFunctions


225 AVEDEV Returnstheaverageoftheabsolutedeviationsofdatapointsfromtheir

mean

226 AVERAGE Returnstheaverageofitsarguments

227 AVERAGEA Returnstheaverageofitsarguments,includingnumbers,text,andlogical

values

228 BETADIST ReturnsthebetacumulativedistributionFunction

229 BETAINV ReturnstheinverseofthecumulativedistributionFunctionforaspecified

betadistribution

230 BINOMDIST Returnstheindividualtermbinomialdistributionprobability

231CHIDIST

Returns

the

one

tailed

probability

of

the

chi

squared

distribution

232 CHIINV Returnstheinverseoftheonetailedprobabilityofthechisquared

distribution

233 CHITEST Returnsthetestforindependence

234 CONFIDENCE Returnstheconfidenceintervalforapopulationmean

235 CORREL Returnsthecorrelationcoefficientbetweentwodatasets

236 COUNT Countshowmanynumbersareinthelistofarguments


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237 COUNTA Countshowmanyvaluesareinthelistofarguments

238 COUNTBLANK Countsthenumberofblankcellswithinarange

239 COUNTIF Countsthenumberofnonblankcellswithinarangethatmeetthegiven

criteria

240 COVAR Returnscovariance,theaverageoftheproductsofpaireddeviations

241 CRITBINOM Returnsthesmallestvalueforwhichthecumulativebinomialdistributionislessthanorequaltoacriterionvalue

242 DEVSQ Returnsthesumofsquaresofdeviations

243 EXPONDIST Returnstheexponentialdistribution

244 FDIST ReturnstheFprobabilitydistribution

245 FINV ReturnstheinverseoftheFprobabilitydistribution

246 FISHER ReturnstheFishertransformation

247 FISHERINV ReturnstheinverseoftheFishertransformation

248 FORECAST Returnsavaluealongalineartrend

249 FREQUENCY Returnsafrequencydistributionasaverticalarray

250 FTEST ReturnstheresultofanFtest

251 GAMMADIST Returnsthegammadistribution

252 GAMMAINV Returnstheinverseofthegammacumulativedistribution

253 GAMMALN ReturnsthenaturallogarithmofthegammaFunction,(x)

254 GEOMEAN Returnsthegeometricmean

255 GROWTH Returnsvaluesalonganexponentialtrend

256 HARMEAN Returnstheharmonicmean

257 HYPGEOMDIST Returnsthehypergeometricdistribution

258 INTERCEPT Returnstheinterceptofthelinearregressionline

259 KURT Returnsthekurtosisofadataset260 LARGE Returnsthekthlargestvalueinadataset

261 LINEST Returnstheparametersofalineartrend

262 LOGEST Returnstheparametersofanexponentialtrend

263 LOGINV Returnstheinverseofthelognormaldistribution

264 LOGNORMDIST Returnsthecumulativelognormaldistribution

265 MAX Returnsthemaximumvalueinalistofarguments

266 MAXA Returnsthemaximumvalueinalistofarguments,includingnumbers,text,

andlogicalvalues

267 MEDIAN Returnsthemedianofthegivennumbers

268 MIN Returnstheminimumvalueinalistofarguments

269 MINA Returnsthesmallestvalueinalistofarguments,includingnumbers,text,and

logicalvalues

270 MODE Returnsthemostcommonvalueinadataset

271 NEGBINOMDIST Returnsthenegativebinomialdistribution

272 NORMDIST Returnsthenormalcumulativedistribution

273 NORMINV Returnstheinverseofthenormalcumulativedistribution


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274 NORMSDIST Returnsthestandardnormalcumulativedistribution

275 NORMSINV Returnstheinverseofthestandardnormalcumulativedistribution

276 PEARSON ReturnsthePearsonproductmomentcorrelationcoefficient

277 PERCENTILE Returnsthekthpercentileofvaluesinarange

278 PERCENTRANK Returnsthepercentagerankofavalueinadataset

279 PERMUT Returnsthenumberofpermutationsforagivennumberofobjects

280 POISSON ReturnsthePoissondistribution

281 PROB Returnstheprobabilitythatvaluesinarangearebetweentwolimits

282 QUARTILE Returnsthequartileofadataset

283 RANK Returnstherankofanumberinalistofnumbers

284 RSQ ReturnsthesquareofthePearsonproductmomentcorrelationcoefficient

285 SKEW Returnstheskewnessofadistribution

286 SLOPE Returnstheslopeofthelinearregressionline

287 SMALL Returnsthekthsmallestvalueinadataset

288 STANDARDIZE Returnsanormalizedvalue

289 STDEV Estimatesstandarddeviationbasedonasample

290 STDEVA Estimatesstandarddeviationbasedonasample,includingnumbers,text,and

logicalvalues

291 STDEVP Calculatesstandarddeviationbasedontheentirepopulation

292 STDEVPA Calculatesstandarddeviationbasedontheentirepopulation,including

numbers,text,andlogicalvalues

293 STEYX Returnsthestandarderrorofthepredictedyvalueforeachxinthe

regression

294 TDIST ReturnstheStudent'stdistribution

295TINV

Returns

the

inverse

of

the

Student's

t

distribution296 TREND Returnsvaluesalongalineartrend

297 TRIMMEAN Returnsthemeanoftheinteriorofadataset

298 TTEST ReturnstheprobabilityassociatedwithaStudent'sttest

299 VAR Estimatesvariancebasedonasample

300 VARA Estimatesvariancebasedonasample,includingnumbers,text,andlogical

values

301 VARP Calculatesvariancebasedontheentirepopulation

302 VARPA Calculatesvariancebasedontheentirepopulation,includingnumbers,text,

andlogicalvalues

303WEIBULL

Returns

the

Weibull

distribution304 ZTEST Returnstheonetailedprobabilityvalueofaztest

TextFunctions


305 ASC Changesfullwidth(doublebyte)Englishlettersorkatakanawithina

characterstringtohalfwidth(singlebyte)characters


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306 BAHTTEXT Convertsanumbertotext,usingthe(baht)currencyformat

307 CHAR Returnsthecharacterspecifiedbythecodenumber

308 CLEAN Removesallnonprintablecharactersfromtext

309 CODE Returnsanumericcodeforthefirstcharacterinatextstring

310 CONCATENATE Joinsseveraltextitemsintoonetextitem

311 DOLLAR Convertsanumbertotext,usingthe$(dollar)currencyformat

312 EXACT Checkstoseeiftwotextvaluesareidentical

313 FIND,FINDB Findsonetextvaluewithinanother(casesensitive)

314 FIXED Formatsanumberastextwithafixednumberofdecimals

315 JIS Changeshalfwidth(singlebyte)Englishlettersorkatakanawithinacharacter

stringtofullwidth(doublebyte)characters

316 LEFT,LEFTB Returnstheleftmostcharactersfromatextvalue

317 LEN,LENB Returnsthenumberofcharactersinatextstring

318 LOWER Convertstexttolowercase

319MID,

MIDB

Returns

aspecific

number

of

characters

from

atext

string

starting

at

the

positionyouspecify

320 PHONETIC Extractsthephonetic(furigana)charactersfromatextstring

321 PROPER Capitalizesthefirstletterineachwordofatextvalue

322 REPLACE,

REPLACEB

Replacescharacterswithintext

323 REPT Repeatstextagivennumberoftimes

324 RIGHT,RIGHTB Returnstherightmostcharactersfromatextvalue

325 SEARCH,

SEARCHB

Findsonetextvaluewithinanother(notcasesensitive)

326 SUBSTITUTE Substitutesnewtextforoldtextinatextstring

327 T Convertsitsargumentstotext

328 TEXT Formatsanumberandconvertsittotext

329 TRIM Removesspacesfromtext

330 UPPER Convertstexttouppercase

331 VALUE Convertsatextargumenttoanumber

ExternalFunctions


332 EUROCONVERT Convertsanumbertoeuros,convertsanumberfromeurostoaeuro

membercurrency,orconvertsanumberfromoneeuromembercurrencytoanotherbyusingtheeuroasanintermediary(triangulation)

333 SQL.REQUEST Connectswithanexternaldatasourceandrunsaqueryfromaworksheet,

thenreturnstheresultasanarraywithouttheneedformacroprogramming


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Chapter2

The=IFFunction


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=IF

The IF function is the most powerful of all functions not just in Excel, but in any

programming language. Commonly referred to as Conditional Programming, it is the IF

function thatenablesus to introduce logical thinking intoanyprogram.This function isalso

referredtoastheIfThenElsecommand,conditionalexpressions,orPropositionalLogic.

ThefollowingWikisexplainsthisconceptinmoredetail:

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

http://en.wikipedia.org/wiki/Logical_conditional#Conditional_statements

ThecleverCPAcanusetheIFFunctiontobuildelaborateExceltemplatesandfinancialmodels

containing an almostunlimited amount of sophisticated programming.Presentedbelow are

severalexamplestohelpyoubetterunderstandtheapplicationofthispowerfultool.

SimpleIF

TheIFfunctionreturnsonevalueifaconditionyouspecifyevaluatestoTRUE,and

anothervalueifthatconditionevaluatestoFALSE.Presentedbelowisasimpleexample:

SimpleIFwithCalculationPresentedbelowisanexamplethatisalittlemorecomplex:

SimpleIFLargerExamplePresentedbelowisyetanotherIFexampleonalittlelargerscale

this example shows how onemight apply the IF function to evaluate budget versus actual

comparisons.


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SimpleIFwithDropDown Inthefollowingexample,theIFfunctionischeckingtoseeifthey

havesignedupforinsurance. Iftheyhave,thedeductionamountisentered.


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Simple IFwith Calculation The next IF function example is determining each employees

earnedvacationdays. Iftheyhaveworkedformorethanayear,theyhaveearned5vacation

daysplusonedayforeachadditionalfullyear.

NestedIFFunctions Inthissample,therearefourpossibilitiesforbonuses.

IFFunctionwithLogicalORArgument TeamsAandCmeetonTuesday,TeamsBandDmeet

onThursday.WewanttolistthemeetingdaysincolumnD.


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More Complex IF Function Example The following IF example shows a more complex

application inwhich the user selects a taxpayer status from a drop down list,which then

retrievesthecorrecttaxbase,threshold,andincrementaltaxratestobeusedincalculatingtax.

This example illustrates how a CPA might prepare an income statement template that

calculates the appropriate amountof taxesasnet income and the taxpayer status changes.Essentiallythetemplatecalculatesthecorrecttaxgivenallfourpossibletaxpayerstatuses,and

theIFstatementsareusedtoselectthecorrectanswersbasedonthetaxpayerstatusselected.

Keepinmindthatdespitethemanyaccoladesmentionedabove,theIFFunctionisnotalways

thebestsolution.Forexample,theVLOOKUPwouldbeabetterandeasierfunctiontouseto

extractdatafromalistasshowninthenestedIFFunctionafewexamplesabove.ManyExcelFunctionsalsoprovidebuiltinIFThenElsefunctionality.

KeyPointersforUsingtheIFFunction:

1. NestingYoucanembedupto8nestedIFfunctionsinasingleformulainExcel2003,andupto

64IFnestedfunctionsinExcel2007.

2. AND,ORYoucanusetheANDand/orORoperatortoaddmoreconditionstoanIFFunction.

3. Variations of IF Excel offers several variations of the IF function as follows: COUNTIF,

COUNTIFS,SUMIF,SUMIFS.

4. Evaluatingan IFErrorSincethe 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.)


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Chapter3

UsingFunctionsTo

Crunch&CleanData


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CleaningDataUsingFunctions

CPAsoftenreceiveorretrievedatafrommanysourcesinawidevarietyofformatssuchasText

orCSVformats.Youdon'talwayshavecontrolovertheformatandtypeofdatathatyouimport

from anexternaldata source, suchas adatabase, text file,or aWebpage.Before you can

analyzethedata,youoftenneedtocleanitup.Fortunately,OfficeExcelhasmanyfeaturesto

helpyougetdata inthepreciseformatthatyouwant.Sometimes,thetaskisstraightforward

andthereisaspecificfeaturethatdoesthejobforyou.

Forexample,youcaneasilyuseSpellChecker tocleanupmisspelledwords incolumns that

containcommentsordescriptions.Or,ifyouwanttoremoveduplicaterows,youcanquicklydo

thisbyusingtheRemoveDuplicatesdialogbox.Atothertimes,youmayneedtomanipulate

oneormorecolumnsbyusingaformulatoconverttheimportedvaluesintonewvalues.

Forexample,ifyouwanttoremovetrailingspaces,youcancreateanewcolumntocleanthe

databyusingaformula,fillingdownthenewcolumn,convertingthatnewcolumn'sformulastovalues,andthen removingtheoriginalcolumn.Excelprovidesmany functionstohelpyou

cleanyourdataasfollows:

1. Import

2. TexttoColumns

3. RemoveDuplicates

4. Find&Replace

5. SpellCheck

6. =UPPER

7. =LOWER

8. =PROPER

9. =FIND

10.=SEARCH

11.=LEN

12.=SUBSTITUTE

13.=REPLACE

14.=LEFT

15.=MID

16.=RIGHT

17.=VALUE

18.=CONCATENATE

19.=TEXT

20.=TRIM

21.=CLEAN

22.=FIXED

23.=DOLLAR

24.=CODE

25.Macros


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1. ImportingData intoExcelOfcourseexcelopensupexcelfiles,butwhathappenswhen

youattempttoopendatathatisnotcontainedinanExcelformat?TheansweristhatExcel

automatically imports that data on the fly and displays a Import Wizard to help you

completetheprocess.TheTextImportWizardexaminesthetextfilethatyouareimporting

andhelpsyouimportthedatathewaythatyouwant.TostarttheTextImportWizard,on

theDatatab,intheGetExternalDatagroup,clickFromText.Then,intheImportTextFiledialogbox,doubleclickthetextfilethatyouwantto import.Thefollowingdialogboxwill

bedisplayed:

If items in the text file are separated by tabs, colons, semicolons, spaces, or other

characters,

select

Delimited.

If

all

of

the

items

in

each

column

are

the

same

length,

select

Fixedwidth.Instep3,clicktheAdvancedbuttontospecifythatoneormorenumericvalues

maycontainatrailingminussign.Alsoclickthedesireddataformatforeachcolumntobe

imported.


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2. TexttoColumnsTheTexttoColumnscommandlocatedontheDataRibbonworksexactly

thesamewayasdescribedabove theusersimply launches ittoconvertdatawithinan

existingworksheet.

3. RemovingDuplicateRows Duplicaterowsareacommonproblemwhenyouimportdata.

You can identify and remove duplicate rows by using theData,Advanced Filter,Unique

RecordsOnlytoolasshowinthescreenbelow.

4. FindandReplaceTextThistoolcanbeusedtoidentifyandremoveleadingstring,suchas

alabelfollowedbyacolonandspace,orasuffix,suchasaparentheticphraseattheendof

thestringthatisobsoleteorunnecessary.Youcandothisbyfindinginstancesofthattext

andthenreplacingitwithnotextorothertext.


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NoteworthyFindandReplacePoints:

1. Youcansearchandreplaceforanentireworksheet,ortheentireworkbook.

2. Youcanfindandreplaceformatswithnewformats.

3. Thereisacellchooseroptionthatmakesiteasiertofindandreplaceformats.

4. Ifyouhighlightarangeofcells,thensearchandreplaceonlysearchesandreplaces

withinthatrangeofcells.

5. Youcanreplaceallatonceoroneatatime.

6. Youcouldalsofindandreplacereferencesinaformula.

5. SpellCheck Youcanuseaspellcheckertonotonlyfindmisspelledwords,buttofindvaluesthat

arenotusedconsistently,suchasproductorcompanynames,byaddingthosevaluestoacustom

dictionary.Thespellcheckfunctionalsochecksyourgrammaraswell.

Changing The CaseOf Text You can use one ormore of the three Case functions to

convert text to lowercase letters, such as email addresses, uppercase letters, such as

productcodes,orpropercase,suchasnamesorbooktitles.


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6. =UPPER Convertstexttouppercaseletters.

7. =LOWER Convertsalluppercaselettersinatextstringtolowercaseletters.

8. =PROPER Capitalizesthefirstletterinatextstringandanyotherlettersintextthatfollowany

characterotherthanaletter.Convertsallotherletterstolowercaseletters.

MergingAndSplittingColumns Acommontaskafterimportingdatafromanexternaldata

source istoeithermerge twoormorecolumns intoone,orsplitonecolumn intotwoor

morecolumns.Forexample,youmaywanttosplitacolumnthatcontainsafullnameintoa

first

and

last

name.

Or,

you

may

want

to

split

a

column

that

contains

an

address

field

into

separate street, city, region, and postal code columns. The reverse may also be true.

Presentedbelowarefunctionsthattohelpyouaccomplishthesetasks:

9. =FINDUseReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.

Findiscasesensitive.

10.=SEARCHReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.

Searchisnotcasesensitive.

11.=LENDisplaysthelengthornumberofcharactersinacell.


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12.=SUBSTITUTEReplacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

13.=REPLACE Replacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

14.=LEFTExtractsthespecifiednumberofcharactersfromacell,startingfromtheleft.

15.=MIDExtractsthespecifiednumberofcharactersfromacell,startingfromsomewhereinthe

middleofthecell.

16.=RIGHTExtractsthespecifiednumberofcharactersfromacell,startingfromtheright.

17.=ValueConvertstexttovaluessothedatacanbeadded,subtracted,multiplied,dividedor

referencedinafunction.

18.=CONCATENATE Joinstwoormoretextstringsintoonetextstring.


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Variationsofthesefunctionsthatareusedwhenworkingwithforeignlanguages:

=FINDBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=SEARCHBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=REPLACEBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=LEFTBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=RIGHTBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=LENBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

=MIDBUsethiswhenworkingwithforeigncharacterslikethese( " , " )

Cleaning Text (Removing SpacesAndNonprintingCharacters FromText) Sometimes

text values contain leading, trailing, or multiple embedded space characters (Unicode

charactersetvalues32and160),ornonprintingcharacters(Unicodecharactersetvalues0

to31,127,129,141,143,144,and157).Thesecharacterscansometimescauseunexpected

resultswhenyousort,filter,orsearch.Forexample,intheexternaldatasource,usersmay

maketypographicalerrorsbyinadvertentlyaddingextraspacecharacters,orimportedtext

data fromexternalsourcesmaycontainnonprintingcharactersthatareembedded inthe

text. Because these characters are not easily noticed, the unexpected results may be

difficult to understand. Following is a list of functions you can use to remove these

unwantedcharacters:

19.=TEXT Convertsavaluetotextinaspecificnumberformat.

20.=TRIM Removesthe7bitASCIIspacecharacter(value32)fromtext.

21.=CLEAN Removesthefirst32nonprintingcharactersinthe7bitASCIIcode(values0

through31)fromtext.


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22.=FIXED Roundsanumbertothespecifiednumberofdecimals,formatsthenumberin

decimalformatbyusingaperiodandcommas,andreturnstheresult.

23.=DOLLAR Convertsanumbertotextformatandappliesacurrencysymbol.

24.=CODE Returnsanumericcodeforthefirstcharacterinatextstring.

FixingDatesandTimes Therearemanydifferentdateformats,andthesevariedformats

maybe confusedwithnumberedpart codesorother strings thatcontain slashmarksor

hyphens,datesandtimesoftenneedtobeconvertedandreformatted.Presentedbelowisalistoffunctionsthathelpyouaccomplishthistask.

25.=DATE Returnsthesequentialserialnumberthat representsaparticulardate. If thecell format

wasGeneralbeforethefunctionwasentered,theresultisformattedasadate.

26.=DATEVALUE Convertsadaterepresentedbytexttoaserialnumber.


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27.=TIME Returns thedecimalnumber foraparticulartime. If thecell formatwasGeneral

beforethefunctionwasentered,theresultisformattedasadate.

28.=TIMEVALUE Returnsthedecimalnumberofthetimerepresentedbyatextstring.The

decimalnumber is a value ranging from 0 (zero) to 0.99999999, representing the times

from0:00:00(12:00:00AM)to23:59:59(11:59:59P.M.).

TransformingAndRearrangingColumnsAndRows Mostof theanalysisand formatting

features inOfficeExcelassumethatthedataexists inasingle,flattwodimensionaltable.

Sometimesyoumaywant tomake the rowsbecome columns,and the columnsbecome

rows.Atothertimes,dataisnotevenstructuredinatabularformat,andyouneedawayto

transformthedatafromanontabulartoatabularformat.Thefollowingfunctioncanhelpyouachievethisgoal:

29.=TRANSPOSE Returnsaverticalrangeofcellsasahorizontalrange,orviceversa.

30.DataFill InTrickA clever trick for filling inmissingdata canbeaccomplishedusing theGOTO,

Special,Blankscommand.Hereishowitworks.Thistrickworkswellwhenyouhavealargevolume

ofdatabutdescriptionsarenotprovidedforeveryrow,asshownintheexamplebelow:


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Startbyenteringasimpleformulareferencingthedatalabelintheabovecell,justlikethis:

a. Nextcopythatformula...

b. HighlighttheentirerangecontainingdatalabelsincolumnsAandB.columns...

c. PresstheF5keytolaunchtheGoTodialogbox...

d. SelecttheOptionsBox...

e. ClickontheBlanksradiobutton...

f. PressEnter...

g. Paste.


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Thisactionwillcausealldatalabelstorepeatintheemptycellsbeneath.Next:

h. CopycolumnsA&B...

i. PasteSpecialasvaluestoconverttheformulastotextbaseddatalabels...

j. Youarenowreadytosort,filter,subtotalandpivotyourdata.

FetchingData Occasionally,databaseadministratorsuseOfficeExcelto findandcorrect

matchingerrorswhen twoormore tablesarejoined.Thismight involve reconciling two

tables from different worksheets, for example, to see all records in both tables or to

comparetablesandfindrowsthatdon'tmatch.

31.=VLOOKUP Searchesforavalueinthefirstcolumnofatablearrayandreturnsavaluein

thesamerowfromanothercolumninthetablearray.Forexample,considertheexample

belowwhichusesa=VLOOKUP functiontocalculate theappropriateamount of taxdue

basedontheIRSrateschedule.


35/108



As the Income statement shown in the shaded area is updated , the resulting taxable

incomeamount isreferenced inCellF13.Next,3VLOOKUPfunctionspulltheappropriate

rate, base and threshold information from the rate schedule to be used in calculating

incometax.Oncecalculated,theresultingtaxisreferencedbacktotheincomestatement

forthepurposesofcomputingNetincomeAftertaxes.

KeypointstoConsiderwhenUsingVLOOKUP:

a. If you are looking up based on text, the first column containing lookup

valuesmustbe sortedalphabetically indescendingorderelse itwillnot

workproperly.

b. Ifyouarelookingupbasedontext,youmusthaveanexactmatchbetween

thelookupvalueandthetablearrayvalue.

c. If youare lookingupbasedon values, the first column containing lookup

valuesmustbesortednumericallyindescendingorderelseitwillnotwork

properly.

d. If you are looking up based on values, then Excelwill choose the closest

valuewithoutgoingover.Forexample, if the lookupvalue is198,000and

the table array contains values of 100,000 and 200,000, the n excelwill

choose100,000because200,000goesoverorexceeds198,000.(Itmightbe

helpfultothinkbacktotheoldBobbarkergameshowthePriceisRight.)


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32.=HLOOKUP Searchesforavalueinthetoprowofatableoranarrayofvalues,andthen

returnsavalueinthesamecolumnfromarowyouspecifyinthetableorarray.

33.=INDEX Returnsavalueorthereferencetoavaluefromwithinatableorrange.Thereare

twoformsoftheINDEXfunction:thearrayformandthereferenceform.

34.=MATCH Returns the relativepositionofan item inanarray thatmatchesa specified

value inaspecifiedorder.UseMATCH insteadofoneoftheLOOKUPfunctionswhenyou

needthepositionofaniteminarangeinsteadoftheitemitself.

35.=OFFSET Returnsareferencetoarangethatisaspecifiednumberofrowsandcolumns

fromacellorrangeofcells.Thereferencethatisreturnedcanbeasinglecellorarangeof

cells.Youcanspecifythenumberofrowsandthenumberofcolumnstobereturned.

36.DataCleaningwithMacros Toperiodicallycleanthesamedatasource,considerrecording

a macro or writing code to automate the entire process. There are also a number of

externaladdinswrittenbythirdpartyvendors, listed intheThirdpartyproviderssection,

thatyoucanconsiderusingifyoudon'thavethetimeorresourcestoautomatetheprocess

onyourown.

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

standardEXCELinstallationbutiftheanalysistoolpackisinstalledandtheaddinactivated

itisanextremelyusefulfunction.


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38.InformationalFunctions

CELL(info_type,reference) Info_type is a text value that specifies what type of cellinformation youwant. The following list shows thepossible valuesof info_typeand the

correspondingresults.

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("")iftheworksheetthatcontainsreferencehasnotyet

beensaved.

"format" Textvaluecorrespondingtothenumberformatofthecell.Thetextvalues

forthevariousformatsareshowninthefollowingtable.Returns""atthe

endof the text value if the cell is formatted in color fornegativevalues.

Returns "()" at the end of the text value if the cell is formatted with

parenthesesforpositiveorallvalues.

"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 single

quotationmark (') if the cell contains leftaligned text, double quotation

mark (") ifthecellcontainsrightalignedtext,caret (^) ifthecellcontains

centeredtext,backslash (\) ifthecellcontains fillalignedtext,andempty


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text("")ifthecellcontainsanythingelse.

"protect" 0ifthecellisnotlocked,and1ifthecellislocked.

"row" Rownumberofthecellinreference.

"type" Text value corresponding to the type ofdata in the cell. Returns "b" forblankifthecellisempty,"l"forlabelifthecellcontainsatextconstant,and

"v"forvalueifthecellcontainsanythingelse.

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

widthisequaltothewidthofonecharacterinthedefaultfontsize.

Reference the cell that youwant information about. Ifomitted, information specified in

info_typeisreturnedforthelastcellthatwaschanged.Thefollowinglistdescribesthetext

valuesCELL returnswhen info_type is "format",and reference isa cell formattedwitha

builtinnumberformat.

Ifthe

Microsoft

Excel

format

is

CELL

returns

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"


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mmmyy "D3"

mm/dd "D5"

h:mmAM/PM "D7"

h:mm:ssAM/PM "D6"

h:mm "D9"

h:mm:ss "D8"

Iftheinfo_typeargumentintheCELLformulais"format",andifthecellisformattedlater

withacustomformat,thenyoumustrecalculatetheworksheettoupdatetheCELLformula.


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ThirdPartySolutionsIncaseExcelsbuiltinfunctionsarenotsufficienttomeetyour

needs,followingisapartiallistofthirdpartyprovidersthathaveproductsthatareusedto

cleandatainavarietyofways.

Provider Product

AddinExpressLtd. AdvancedFind&Replace,MergeCellsWizard

AddIns.com DuplicateFinder

AddinTools AddinToolsAssist

CDX ZipStream

Click2Convert ConvertsPDFtoExcelformats

DigDB AddinsforExcel

JKPApplicationDevelopment FlexfindforExcel

JWalk&Associates,Inc. PowerUtilityPakVersion7

OfficeAssistanceLLC SimilarDataFinderforExcel

PATools PAToolsAdvancedFindReplace

PDF2XL ConvertsPDFfilestoExcelFormats

SpinnakerSoftwareSolutions SpinnakerDBtoolsforExcel

Vonnix ExcelPowerExpander4.6

WinPure ListCleanerLite

ListCleanerPro

CleanandMatch2007


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Chapter4

DataCommandsTheHeart&SoulOfExcel


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TheDataMenu PerhapsthepartsofExcelthatareofmostvaluetoCPAs,butleastused

byCPAsaretheDatacommandsfoundundertheDatamenuinExcel2003andearlier,and

on the data Ribbon in Excel 2007. These commands are shown below, and we will

concentratethenexthourtostudyingthesecommands.

DataSort

The Sort tooldoesexactlywhat it implies it sorts anddata.Key sorting

pointsareasfollows:

1. Contiguous Data The A to Z sorting tool can sort large matrix of data

automaticallyaslongasthedataiscontiguous.Inotherwords,yourdatashould

containnoblankcolumns,noblankrows,andthecolumnsmustallbe labeled.

OnlythenwillExcelalwayscorrectlyselecttheentirematrixforsorting.

2. A to ZButton Simplyplace the cursor in thedesired column for sorted, and

presstheAtoZorZtoAbuttonasthecasemaybe.Excelwillautomaticallysort

allcontinuouscolumnsthathaveheadingsandallcontiguousrowsfromthetoprowundertheheading labelsdownto the last row intheselectedcolumn that

contains data. (Note If you accidently select 2 cells instead ofjust one, your

resultswillnotbecorrect.)


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3. Sortby64ColumnsTheSorttoolisdramaticallyenhancedinExcel2007asit

nowprovidestheabilitytosortbyupto64columns, insteadofjust3columns.

Presentedbelowisadialogboxwhichshowsthisexpandedfunctionality.

4. SortLefttoRightExcelhasalwaysprovidedtheabilitytosortlefttoright.Todo

so,selecttheoptionsbox intheSortDialogboxandclickthecheckbox labeled

SortlefttoRightasshownbelow.

5. SortbyColorExcel2007nowprovidestheabilitytosortbyfontcolororbycell

color,orboth.This ishandy inmanyways.SometimesCPAsusecolorto tagor

markcertaincells andlaterfinditusefultobeabletosortbythosemarkings.In

other situationsCPAsuse conditional formatting toapply color to cellsusinga

widevarietyof rules.ThereafterExcelcan sort thedatabasedon the resulting

colors.Thesortbycoloroptionsareshownbelow.


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Tobeaccurate,itwaspossibletosortbycolorinExcel2003.Toaccomplishthis

task,youneededtousethe=CELLfunctioninordertoidentifyinformationabout

a given cell such as the cell coloror font color. Thereafter, the resultsof that

functioncouldbeusedtosortrowswhicheffectivelymeansthatyoucansort

bycolorinExcel2003butittakesabitmoreeffort.

6. SortByCustomListAnothersortingcapability inExcel istheabilitytosortby

CustomList.Forexample,assumeaCPAfirmhastenpartners,andtheManaging

partnerprefers tobe shownat the topof the list,and the remainingPartners

based on seniority. In this case, you could create a Custom List in the excel

Optionsdialogboxlistingthepartnersinthedesiredorder,andthensortfuture

reportsbasedonthatorder.

Perhapsabetterexampleuseofthisfeaturewouldbetocreateanonalphabetic

custom listof your chartof accounts, and then sort transactions toproduce a

generalledgerinchartofaccountorderevenifyourpreferredchartofaccounts

isnotalphabetical. thepartnersenioritydoesnotmatch thealphabeticnames,

norany

FilteringData UsingAutoFiltertofilterdataallowsyoutoviewasubsetofyourdatainarangeofcellsortable.Onceyouhavefilteredthedata,youcanapplyadditionalfilters

to furtherrefineyourdataview.Whenyouaredone,youcancleara filtertoonceagain

redisplay all of the data. To use this tool, start with any list of data and turn on the

AutoFiltertool.Thenpositionyourcursorinthecolumnyouwanttofilterandusethedrop

downarrowstoapplyyourfiltersasshowninthescreenbelow.


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

presentedbelowshowsfiltereddataforonlyMaconandSavannahproperties.

Asfiltersareapplied,asmallfunnelappearsinthedropdownarrowbuttontoindicatethat

afilterhasbeenapplied.Youcanapplyfiltersformultiplecolumnssimultaneously.

KeyPointsConcerningTheAutoFilterCommand:

1. ContiguousDataTheAutoFiltertoolsworksbestwhenyouareworkingwithdata

that is contiguous. Inotherwords,yourdata should containnoblank columns,no

blankrows,andthecolumnsmustallbelabeled.


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2. FilterbyMultipleColumns Youcanfilterbymorethanonecolumn.

3. RemovingFiltersInExcel2003andearlier,afasterwaytoremovemultiplefiltersis

toturnofffilteringandthenturnfilteringbackon.InExcel2007youcansimpleclick

theClearbuttonintheSortandFilterGroupasshownbelow.

4. FiltersareAdditive Eachadditionalfilterisbasedonthecurrentfilterandfurther

reducesthesubsetofdata.

5. ThreeTypes

of

FiltersYoucanfilterbasedonlistvalues,byformats,orbycriteria.

Eachofthesefiltertypesismutuallyexclusiveforeachrangeofcellsorcolumntable.

Forexample,youcanfilterbycellcolororbyalistofnumbers,butnotbyboth;you

canfilterbyiconorbyacustomfilter,butnotbyboth.

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

applied.

7. FilterAppliedAFilterbutton meansthatafilterisapplied.


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8. FilterSpanning Thecommandsunder

theAllDates inthePeriodmenu,such

as January orQuarter 2, filter by the

period nomatterwhat the year. This

canbeuseful,forexample,tocompare

salesbyaperiodacrossseveralyears.

9. This Year vs. YeartoDate Filtering

This Year and YeartoDate are

different in theway that future dates

arehandled.ThisYearcanreturndates

in the future for the current year,

whereas Year to Date only returns

dates up to and including the current

date.

10.Filtering Dates All date filters are

based on the Gregorian calendar as

decreed by Pope Gregory XIII, after

whomthecalendarwasnamed,on24

February1582.TheGregorian calendarmodifies the Julian calendar's regular four

yearcycleofleapyearsasfollows:Everyyearthatisexactlydivisiblebyfourisaleap

year,except foryears thatareexactlydivisibleby100; thecenturialyears thatare

exactlydivisibleby400arestill leapyears.Forexample,theyear1900 isnota leap

year;theyear2000isaleapyear.

11.FilteringBy

Days

of

Week

Ifyouwanttofilterbydaysoftheweek,simplyformat

thecellstoshowthedayoftheweek.

12.Top&BottomFiltering OntheDatatab,in

theSort&Filtergroup,clickFilter.Pointto

Number Filtersand then selectTop10.To

filter by number, click Items. To filter by

percentage, click Percent. Note Top and

bottom values are based on the original

rangeof cellsor table columnandnot the

filteredsubset

of

data.

13.Above&BelowAverageFiltering On the

Data tab, in the Sort & Filter group, click

Filter. Point to Filter byNumbers that are

Above/BelowAverage.NoteThesevalues

arebasedon theoriginal rangeof cellsor

tablecolumnandnotthefilteredsubsetofdata.


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14.FilteringOutBlanks Tofilterforblanks,intheAutoFiltermenuatthetopofthelist

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

(Blanks).

15.FilteringBy

Color SelectFilterbyColor,andthendependingonthetypeofformat,

selectFilterbyCellColor,FilterbyFontColor,orFilterbyCellIcon.

16.FilterbySelection Tofilterbytext,number,ordateortime,clickFilterbySelected

Cell'sValueand then:To filterbycell color,clickFilterbySelectedCell'sColor.To

filterby font color, click FilterbySelectedCell's FontColor.To filterby icon, click

FilterbySelectedCell'sIcon.

17.RefreshingFiltersToreapplyafilterafterthedatachanges,clickacellintherange

ortable,andthenontheDatatab,intheSort&Filtergroup,clickReapply.

DataFormExcels2003DataFormtoolmakesExcellookmoreandbehavemorelikeadatabase,suchasMicrosoftAccess.(TheFormbuttonhasnotbeenincludedontheOffice

FluentuserinterfaceRibbon,butyoucanstilluseitinOfficeExcel2007byaddingtheForm

buttontotheQuickAccessToolbar.)

A data form provides a convenient means to enter or display one complete row of

informationinarangeortablewithoutscrollinghorizontally.Youmayfindthatusingadata

formcanmakedataentryeasierthanmovingfromcolumntocolumnwhenyouhavemore

columnsofdatathancanbeviewedonthescreen.Useadataformwhenasimpleformof


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text boxes that list the column headings as labels is sufficient and you don't need

sophisticatedorcustomformfeatures,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 subtotalingwhichwill automatically

calculateand insert subtotals and grand totals in your listor table.Once inserted, Excelrecalculatessubtotalandgrandtotalvaluesautomaticallyasyouenterandeditthedetail

data.TheSubtotalcommandalsooutlinesthelistsothatyoucandisplayandhidethedetail

rows foreach subtotal.Examplesofa theSubtotaldialogboxanda resulting subtotaled

tableareshownbelow.

KeypointstoConsiderWhenUsingSubtotalingareasfollows:


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1. ContiguousDataTheSubtotal toolsworksbestwhenyouareworkingwithdata

that is contiguous. Inotherwords,yourdata should containnoblank columns,no

blankrows,andthecolumnsmustallbelabeled.

2. SortBefore

Your

Subtotal Youmust sort the data by the column youwish to

Subtotalby,elseyouwillreceiveerroneousresults.

3. OtherMathematicalApplications TheSubtotaltoolnotonlycalculatessubtotals,

but itcanalsocalculateminimums,maximums,averages,standarddeviations,and

otherfunctions.

4. Subtotalsin2007TablesExcel2007deploysSubtotalingalittledifferentlyinthat

theSubtotaltoolappearsatthebottomofeachcolumn ineachtable,asshown in

thescreenbelow.

5. Automatic Outlining Subtotaling automatically inserts Outlines, which is really

cool.You can thencondenseandexpand thedata in totalandby subtotal.Some

CPAs also like to copy and paste the condensed subtotal information to another

locationbutfindthatthisprocesscopiesandpastesallofthedata.Therearetwo

ways to achieve a clean copy and pastewithout grabbing all the hidden data as

follows:


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a. CTRLkeyHoldtheControlKeydownwhileyouindividuallyclickoneachsubtotal

row.Thiswillenableyoutocopyandpastejustthesubtotaldata.Thisapproachcan

beproblematicbecauseifyoumisclick,youhavetostartover.

b. SelectVisibleCellsAbetterapproach is touse theSelectVisibleCells tool.This

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

prone.

DataValidation

DataValidationcanbeusedto limitthedatathatcanbeentered intoacell.Forexample,

youmightwanttheusertoenteronlyvaluesbetween1%and99%.Youmightalsousethis

tool toenabledata input toadropdown list.Thishas twoadvantages in that it canbe

fasterandmoreaccurate. Startwith thedialogboxbelow tocreateyourdropdown list

functionality.

Aftermakingall thenecessary selections in thevalidation listdialogbox,yourworksheet

willbehaveasshownbelow.


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Youcanalsoprovidemessagestodefinewhatinputyouexpectforthecell,andinstructions

tohelpuserscorrectanyerrors.Forexample,inamarketingworkbook,youcansetupacell

toallowonlyaccountnumbersthatareexactlythreecharacterslong.Whenusersselectthe

cell,youcanshowthemamessagesuchasthisone:

Ifusersignorethismessageandtypeinvaliddatainthecell,suchasatwodigitorfivedigit

number, you can show them an actualerrormessage. Inamoreadvanced scenario, you

mightusedatavalidationtocalculatethemaximumallowedvalueinacellbasedonavalue

elsewhere intheworkbook. Inthefollowingexample,theuserhastyped$4,000 incellE7,

whichexceedsthemaximumlimitspecifiedforcommissionsandbonuses.


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If the payroll budget were to increase or decrease, the allowed maximum in E7would

automaticallyincreaseordecreasewithit.


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PivotTables

ThePivotTablereporttoolprovidesaninteractivewaytosummarizelargeamountsofdata.

UseshouldusethePivotTabletoolstocrunchandanalyzenumericaldataPivotTable

reportsareparticularlyusefulinthefollowingsituations:

a. Rearrangingrowstocolumnsorcolumnstorows(or"pivoting")toseedifferent

summariesofthesourcedata.

b. Filtering,sorting,grouping,andconditionallyformattingyourdata.

c. Preparingconcise,attractive,andannotatedonlineorprintedreports

d. Queryinglargeamountsofdata.

e. Subtotalingandaggregatingnumericdata.

f. Summarizingdatabycategoriesandsubcategories

g. Creatingcustomcalculationsandformulas.

h. Expandingandcollapsinglevelsofdata.

i. Drillingdowntodetailsfromthesummarydata

Inessence,PivotTablespresentmultidimensionaldataviews to theuser thisprocess is

oftenreferredtoasmodeling,datacubeanalysis,orOLAPdatacubes. Torearrange

thePivotTabledata,justdraganddrop columnand rowheadings tomovedataaround.

PivotTablesareagreatdataanalysistoolformanagement.

IfyouhaveneverusedaPivotTablebefore, initially theconceptcanbedifficult tograsp.

ThebestwaytounderstandaPivotTableistocreateablankPivotTableandthendragand

drop field names onto that blank table. Thisway youwill see the resulting pivot table

magicallyappearanditwillhelpyoubetterunderstandtheimportantrelationshipbetween

thepivotpalletandthefieldnamelist.

Lets createa simplePivotTable.StartwithanExcelworksheetdata that contains several

columnsofdatathedatamustincludecolumnandrowheadingsandithelpsifthedatais

contiguous. Place your cursor anywhere in the data and select PivotTable from theData

menuinExcel2003andclickFinish;orfromtheinsertRibboninExcel2007. Thisprocessis

shownbelow:Letsstartwithapageofdatasummarizingtheresultsoftaxseasonasallof

thetimesheetentrieshavebeenenteredontoasingleworksheetasshownbelow.


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

shownbelow:

ForlearningpurposesletsrightmouseclickonthepivottableandselectPivotTableOptions,

Display,ClassicPivotTableLayout.Yourscreenwillnowappearasfollows:


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I like forCPAs to learnhow tousePivotTables inthisviewbecause itvisuallyhelpsthem

understandtheall importantrelationshipbettertheblankpivotpaletteandthePivotTable

fieldList,bothelementsofwhichareshowninthescreenabove.

To proceed, simply drag and drop field names shown on the right onto the blank Pivot

paletteshownonthe left.Witheachdrop,yourreportgrows larger.Asanalternativeyou

couldusethecheckboxesnexttofieldnamesthisfunctionalityisnewinExcel2007.After

addedsomedatatoyourblankPivotPalette,yourdatawilllooksomethinglikethis:


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NextformatandfilterthePivotReport.Veryquicklyyourreportcomestogetherasshown

below.NoticethefilterbuttonhasbeenappliedandaPivottablestylehasalsobeenapplied

forappearance.

Doubleclickingonanynumberinapivotreportwillautomaticallyproduceanewworksheet

completewithallsupportingdetailthatcomprisesthesummarynumber.

ThereareamultitudeofPivotTableoptionsthatcanbeappliedtoaltertheappearanceor

behaviorofyourPivottable.

KeyPointsConcerningPivotTablesareasFollows:

a. YoucancreateasmanyPivotReportsasyouwantfromyourinitialrawdatapage.Yourraw

dataremainsunchangedasnewPivottablesarecreated.

b. As your rawdata changes, yourpivot tablesareupdatedeach timeyoupress the refresh

button. Or if you prefer you can set your PivotTables to update themselves at regularly

scheduledintervalssayeverytenminutes.

c. A key to understanding PivotTables is understanding the relationship between the Blank

Pivotpaletteand thePivotTableField list.Asdata isselected in the list, itappearson the

PivottableReport.

d. You canalter thePivotTable simplebydragginganddropping the fieldnames indifferent

locationsonthePivotpalette,orindifferentlocationsinthePivotTableFieldlistBox.

e. PivotTablescanbepivoted.

f. PivotTablescanbesortedbyanyColumn.(Orbyanyrowwhensortinglefttoright)

g. PivotTablescanbeFiltered.

h. PivotTablescanbeDrilled.

i. PivotTablescanbecopiedandpasted.


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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.ThePivotTabletool

foraccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingthe

QuickAccessToolBarandsearchingtheCommandsNotShown intheRibbontabtofind

thePivotTableandPivotChartWizardOption.

q. Many accounting systems can push data out of the accounting system into an Excel

PivotTableformatthis iscommonlyreferredtoasanOLAPDataCube.OLAPdataCube is

justafancywordforPivotTableandthereisnodifference.

r. PivotTablescanautomaticallycombinedatafrommultipledatasources.ThePivotTabletool

foraccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingthe

QuickAccessToolBarandsearchingtheCommandsNotShown intheRibbontabto find

thePivotTableandPivotChartWizardOption.


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

belowisanexamplePivotChart.

Excel2003PivotTablesworkverysimilarlyasshownbelow.ExcelcreatesablankPivotTable,

andtheusermustdraganddropthevarious fields fromthePivotTableFieldListontotheappropriatecolumn, row,ordatasection.Asyoudraganddrop these items,theresulting

reportisdisplayedonthefly.HereistheblankPivotPaletteview.


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Nowdrag anddrop fieldnames from thePivot Table field listonto thePivotpallet. This

actionwillautomatically createPivotTable reportsand theywill changeeach time you

dropadditional fieldnames,ormove fieldnamesaround.Presentedbelowarebuta few

examplesofhundredsofpossible reportsthatcouldbeviewedwiththisdatathroughthe

PivotTableformat.

This report shownabove shows the total resulting sales foreachmarketing campaign for

eachofthe4monthsmarketingcampaignswereconducted.

In this screenwe see the same information is shownasapercentageof the total.A few

observations include the fact that overall Radio Spots are the most profitable type of

campaign, but only in April and July. In January and October, local ads and directmail,

respectively,producebetterresults.Further,Aprilcampaignshadthebestresponseoverall.


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Furtheranalysisinthescreenabovetellsusthatourresultsvarywidelyfromonecitytothe

next. In New York, coupons were least effective, but coupons were most effective in

Columbus. Pivot charts based on PivotTable data can be modified by pivoting and/or

narrowing the data. They can also be published on the Internet (or on an Intranet) as

interactiveWebpages. Thisallowsuserstoplaywiththedata.Thechartbelowprovidesa

visuallookatthedatashownabove.

FilteringPivotTables Ifyoutakeacloselookatyourresultingpivottables,youwillnotice

thatExcelautomaticallyinsertsafilterbuttononeachfieldlistasshownbythedropdown

arrowsinthescreenbelow:


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Thisdropdown filter listmakes iteasy to refine your report to includejust thedatayou

want.

Drilling Pivot Tables Another nice feature in pivot tables is that they are automatically

drillable.Simplydoubleclickonanynumber inapivotreporttophaveExcelautomatically

insertanewsheetandproducethedetailedreportunderlyingthenumberyouclickedon.

Anexampleofthisisshownbelow:

Pivot TableOptions By rightmouse clicking on yourpivot table youwill reveal several

optionsettingsboxesasshownbelow.Forexample,theseoptionsboxescontrolthetypesof

subtotalsproducedinyourpivotreports.Excelalsooffersapivottableoptionsboxaswellas

alayoutwizardthatmakesproducingpivottablesalittleeasier.


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DataTable(WhatifAnalysis)

Datatablesarepartofasuiteofcommandsthatarecalledwhatifanalysistools.Whenyou

usedatatables,youaredoingwhatifanalysis.Whatifanalysisistheprocessofchanging

the values in cells to seehow those changeswill affect theoutcome of formulas on the

worksheet.Forexample,youcanuseadatatabletovarytheinterestrateandtermlength

thatareusedinaloantodeterminepossiblemonthlypaymentamounts.

ThreecategoriesofWhatifAnalysisTools Therearethreekindsofwhatifanalysistoolsin

Excel:

1. DataTables

2. GoalSeek

3. Scenarios

Adata table cannotaccommodatemore than two variables. Ifyouwant toanalyzemorethan twovariables,youshould insteadusescenarios.Although it is limited toonlyoneor

twovariables(onefortherowinputcellandoneforthecolumninputcell),adatatablecan

includeasmanydifferentvariablevaluesasyouwant.Ascenariocanhaveamaximumof32

differentvalues,butyoucancreateasmanyscenariosasyouwant.

LoanAnalysis Inthisexercise,westartbycreatingasimplePaymentfunctiontocalculate

thepaymentamountofaloangivenaloanamount,interestrateandnumberofperiods.

ThenextstepistocreateaTwoWayDataTabledisplayingtheresultingpaymentamount

given a variety of lengths of the loan. This process is started by creating a list of the

alternative loanamounts,asshownbelow inB8,B9,B10,etc.CellC7mustreferencethe

resultsyouwanttobedisplayedinthetable.


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ThenextstepistohighlightthedatatablerangeandusetheDataTablecommandundertheDatamenu(asshownbelow)togeneratethedesiredtable.

Thisprocesswillgeneratethefollowingtable:

Thistabletellsusthatthesameloanamountwillrequireamonthlypaymentof$3,331to

paytheloanoffinjust10years,andamonthlypaymentof$5,800torepaytheloaninjust

5years.


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Thenextstepinthisexerciseistogeneratealinechartbasedonthedatatablewejust

created.Thislinechartwillprovidesomeinterestingobservationsregardingthebenefits

anddetrimentsofpayingoffloansoverlongerperiods.

Theresultingchartisshownasfollows:

Basedon this,noone shouldeverobtaina fairmarket loan formore than15years, th

Documents

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