Cool Excel Tools 3.1x II - McDonough School of Tools...Excel Cool Tools Excel Cool Tools Shortcuts By James M. Baker Section 1- Viewing Data Excel Cool Tools II 1 The following pages present some of the tools contained

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  • Excel Cool Tools Excel Cool Tools & Shortcuts By James M. Baker Section 1- Viewing Data

    Excel Cool Tools II 1

    The following pages present some of the tools contained in Microsoft Excel and is intended to review or introduce key functionality that may help advance the teams use of readily available resources.

    Window > Freeze Panes Scrolling of the window while keeping particular rows or columns displayed. Scroll horizontally or vertically through numerous rows and keep specified header rows and/or columns visible. Particularly useful for large data file header rows. Similar in concept to rows to repeat at top, or columns to repeat at left under Page Setup > Sheet.

    One Dimension (row or column) or Two Dimensions (row and column)

    To Undo, Window > Unfreeze Panes:

    Grouping: Data > Group and Outline > Group Show or hide information while keeping it easily accessible. The numbered buttons show that selected level of detail for all rows (or columns).

    + indicate grouped rows/columns are hidden - indicate grouped rows/columns are shown This is particularly useful in combination with subtotals (and is enabled automatically with the subtotal function).

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    Format > Conditional Formatting Useful to highlight potential values of interest by preset criteria. Problematic values can be formatted in Red, while satisfactory or beneficial values can be formatted in green.

    Window > Split

    Divides screen window into separate scrolling windows. Similar to Freeze Panes

    Format > Row/Column > AutoFit (Automatically spreads/narrows cells to fit text)

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    Functions =AVERAGE( )

    =STDEV( )

    =SUMPRODUCT( )

    =CONCATENATE( )

    =SUBTOTAL( )

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    Function_Num and Associated Functions

    =HLOOKUP( )

    =VLOOKUP( )

    =SUMIF( )

    =INDIRECT( )

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    =IF( )

    =COUNT( )

    =COUNTIF( )

    If functions can be used alone for binary logic: =IF(B2>100,Profit,No Profit)

    or, functions can be nested for more complicated logic: =IF(B2>100,Profit,IF(B2=100,Breakeven,Loss)

    The statements are evaluated in order and the second IF statement is evaluated if the first statement is false. (Depending on your version of Excel, there may be a limit to how many nested IF statements you can use.)

    Also, the use of Named Arrays (not discussed here) can increase the efficiency of IF statements.

    =COUNTA( )

    =COUNTBLANK( )

    Summary Data Analysis Using Count Functions

    Using the functions above, simple summary tables can be created to analyze data. In the following example, 720 students scores are reported (column C) along with their section (column B). This information can be separated by section (E2:H723) and summarized (row 726-733). Formulas are provided for reference.

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    Shortcuts Ctrl + X Cut Ctrl + C Copy Ctrl + V Paste Ctrl + Z Undo Ctrl + Y Repeat/Redo: Useful for formatting changes Ctrl + S Save Ctrl + B Bold F2 Edit: Highlights Cell References in color. F9 Calculate Ctrl + Page Up Changes Sheets to left Ctrl + Page Down Changes Sheets to right Ctrl + Home Top Left Cell Alt + Tab Navigates between open Programs/Files

    Clean Save: Hold Ctrl down, key Page Down to last sheet, then, still holding Ctrl, alternate typing Home and Page Up, then Save. Saves every sheet in the top left corner.

    Buttons:

    Right click on bottom NUM bar to alternate between None, Average, Count, Count Nums, Max, Min, Sum Tools > Goal Seek

    Adjust input variables to reach desired output value of a dependent value. Useful for scenario analyses.

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    Data > Validation (Dropdown list functionality)

    Validate data input to a cell by using Data>Validation. The source for the validation can be typed in (Yes, No) or a dynamic reference to a range of cells which contain a list of values (MD, Manager, Consultant, etc.). Using In-cell dropdown enables a pick list as shown at right. Data > Subtotals Automatically groups rows and subtotals columns indicated using the SUBTOTAL function.

    (More information on SUBTOTAL function available under functions.) (See also Grouping.)

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    Data > Auto Filter Similar to the filter function in Microsoft Access, this allows you to filter lists of data.

    Drop down menus are provided for each column.

    Blue in either the dropdown menu triangle or the

    rows indicates that a filter has been applied.

    Highlight a filtered list and copying will capture only the visible cells

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    Data > Pivot Table Useful to create dynamic tables to evaluate summary data.

    (Pivot Charts are also useful, but not discussed here)

    Drag variables into either the column fields, row fields, or data items.

    Double click data description to change how the data is presented (Sum, Count, Average, etc.)

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    Tools > Macros > Macros Macros allow you to automate Excel functions. Particularly useful for repetitive tasks, such as cell formatting or regularly used formulas. The following example records a macro to merge and format a group of cells. By highlighting target cells and then merging and formatting the text to be centered vertically, centered horizontally, and wrapped, table column cells can easily be formatted. In tools, select Macro > Record New Macro Name macro and create a shortcut key (optional) to run the macro in the future. Select whether you want the macro stored in the Active Worksheet or in Personal Macro Workbook. The choice should be made based on where you will want to access the macro later. If saved in the Active Worksheet, the macro will only be available in that file and upon opening you (or others) will be prompted to enable or disable macros. If saved in the Personal Macro Workbook, it will be available only on your computer in any excel file.

    After clicking OK to record the macro, perform the Excel functions you want to automate. (In this case choosing Format>Cells>Alignment> Horizontal: Center, Vertical: Center, Merge cells, & Wrap text.) After clicking OK, click the stop button on the Macro window. (It is important to stop recording the macro immediately after highlighting the cell or the macro may automate additional functions.) This macro was recorded on Cells A1:A2, and the shortcut was used on cells B1:D1, E1:G1, B2, C2, D2, E2, F2, and G2 (results shown below).

    To run the macro in the future, you can use the shortcut key (if applicable) or manually by clicking Tools>Macro>Macros, select the recorded macro and click run. Through this same window, you can also edit or delete macros.

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    Adding Toolbar Buttons (Macros continued) In addition to using the shortcut key to run the macro, you can create a button to run the macro, either in the worksheet, or on the tool bar. To create a new button on the tool bar (better suited for macros saved in the Personal Macro Workbook), select View> Toolbars> Customize.

    Select the Commands tab and the Macro category. Drag the Custom Button image onto the toolbar.

    With the customize window still open, you can right click on the new button and use Change Button Image or Edit Button Image options.

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    Adding Form Buttons (Macros continued) Alternatively, you can create a button in the spreadsheet itself (this is better suited for macros saved in that active worksheet). To use the forms toolbar select View> Toolbars> Forms.

    In order to draw a bu