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8/2/2019 Excel Essentials - Mar10 Vf3
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Does this sound like you?
"I've just been given the sales module of a case and have to sort through and analyze sales data. Theremust be a simple way to do this in Excel, but I dont know how. What shortcuts or tools will make my life
easier?"
Excel is a key tool used for analysis within BCG. It is a powerful spreadsheet program that helps to store,
structure, and make sense out of data. However, you must know its essential functions and tools to getthe most out of the program. Read on for the top 12 tools and functions every A/C should know.
What I wish I'd known... Excel EssentialsTrainings and tips for As and Cs
Note: Modeling in Excel will be covered in an upcoming"What I Wish I'd Known" newsletter
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Status tracking with traffic light coloring (e.g. overdue
actions turn red)
Highlighting outliers in large data sheets
Transposition of data
Copying a format (without the value) Cleaning up data (e.g. combining first and last names,
splitting up dates, etc) Separating data in string format (e.g. article numbers
that are composed of several parts)
Quick sorting and filtering of lists according to criteria(e.g. specific values, ascending order)
Transformation of lists into interactive tables
Counting/Summing/Filtering/Averaging of data
Counting/Summing all entries in a list
Determination of average for sub-groups
Comparison of data in different lists
Finding identical data in lists
To combine data from two sets that share a unique key
Including conditions within functions
Highlighting data that meets certain criteria (e.g. >10) Combination with If allows you to ignore errors when
applying functions to lists
Counting/Summing data according to criteria
Calculating sum of product of corresponding values
Solving of allocation or logistics problems Price calculation to achieve determined revenue
Top 12 functions and toolsSummary of must-know functions and tools for the day-to-day consulting practice
Type
Format data
Manipulate
data
Sort data
Search
Data
Conditions
& formulas
Functions/Tools
1. Conditional
formatting
2. Paste special
3. Concatenate, Text
to Columns
4. Left, Right, and
Mid
5. AutoFilter
6. Pivot Tables
7. Subtotal
8. V-LookUp,
H-LookUp, Index
and Match
9. If
10.IsError
11.Countif, Sumif
and Sumproduct
12.Solver
Description
Allows for the automatic formatting of
cells based on pre-defined conditions
Integrate multiple steps within one
(pasting) activityCombine two+ cells into one and split
single cells into severalExtract parts of a string in a cell
Sort and filter lists
Summarize homogeneous sets of data
in cross tablesGroup data in subsets to visualize
different detail levels
Search lists for specified pieces of data
Tests whether data meets various
conditionsApplies functions throughout tables
despite incompleteness or errors
Combine basic operations with
conditions and each other
Optimize business models bymaximizing/ minimizing a cell value
Examples of use
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Conditional FormattingAutomatically formats cells (e.g. color, font, size) based on pre-defined conditions
Cells will take on specifiedformats based on up to threeconditions
Examples of use include: Highlighting outliers (e.g. cell
values above X) Hide errors (e.g. when
formula =ISERROR) Hide or highlight duplicate
values
What it's used for
ExampleWhere to find it
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Paste SpecialCopy and paste specified cell contents (e.g. cell format, result of a formula, only formula)
This cell hasbeen
formatted.
This cell only containsthe number 200,
without any formatting.
The formattingwas copied, but
the value has notbeen changed.
To switch data from horizontalto vertical or vice-versa, findpaste area, and paste using
Transposeoption.
Paste special offers a lot of versatility; we encourage youto explore the various options of this function
Paste special allows you to cleanup data in various ways, including: Pasting formatted data Pasting only formulas, not data Transposing data (e.g. switching
from vertical lines to horizontalrows)
Where to find it
What it's used for
Example
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Concatenate Text to columns
Concatenate and Text to ColumnsCombine two or more cells into one and split single cells into several
Concatenate combines the data in one or more cells
in one cell. Sample uses include: Merging names (first and surname) Merging dates (date, month, year)
Instead of Concatenate can also use "&"
=CONCATENATE(cell1,cell2) =cell1cell2
How to do it
What it's used for
Example
Where to find it
What it's used for
Example
1. Highlight relevant data2. Click on "Text to
Columns" from the"Data" menu
3. Choose Delimited(specific charactersmark cell breaks) orFixed Width (numberof characters mark cellbreaks)
Text to Columns splits the data in one cell into severalcells. Sample uses include:
Splitting up names (first and surname) Splitting up addresses (city, state, and country)
Instead of Concatenate one can use "&"
Example
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If you type... You'll get this...
Left, Right and MidTo extract parts of a string in a cell
=LEFT (Cell;# positions on the left-hand side )
=RIGHT (Cell;# positions on the right-hand side)
=MID (Cell;starting position;length)
=LEFT (A9;3) 123=RIGHT (A9;2) 4F=MID (A9;5;2) MB
Left/Right/Mid functions are the dynamic version of the"Text to Column" tool
How to do it
What it's used for
Example
Left, Right, and Mid allow you toextract components of a string ofdata within a cell
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AutoFilterTo sort and filter lists
Autofilter allows you to sort tables of data in several ways: Ascending (e.g. numerical order or alphabetical) Descending Filtering by a certain value (e.g. selection of all rows
with London as Location) Custom filtering (e.g. all rows except for those where
Location is Munich)
Drop-down arrow of filtered column turns blue to indicatefiltering action
Where to find it
What it's used for
Example
AutoFilter for the itemswhich have London as
Location
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Pivot TablesTo summarize homogeneous sets of data in cross tables
5 7
Pivot Table is an interactive table that allows youto quickly summarize large amounts of data bydragging and dropping items. Functionalitiesinclude:
Automatically counting and summingspecific components of data (e.g. number ofitems located in London)
Creating a cross tab (e.g. summing howmany items by category are sold in eachlocation)
Where to find it
What it's used for
ExampleUse the Pivot Table Wizardto easily generate a Pivot
Table:
1. Select Pivot Table Wizardunder Data
2. Specify data source3. Select data range4. Define Pivot Table location5. Select Pivot Table layout6. Select intended function
(here: Sumof Sales)7. Re-arrange the table's fields
trough drag-and-drop
activities
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Note: For pivot tables to work effectively and without errors, it is important for the data to be in a standard format. E.g. "London" is different from "London_" (with a space).
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SubtotalTo group data in subsets to visualize different detail levels
1
2
3
Use subtotals to calculate thetotal sales of different items bycity
1. Select sub-group field2. Define use function3. Select data for summary
support
1
2
3
Note: Using Subtotal might make some follow-on applications like Pivot Tables more difficult. So it might be wise to use the Subtotal function within the Pivot Table function in certain cases.
Where to find it Example
What it's used for
Subtotals allows you to subtotal onecolumn of numbers, based on a change inanother column.
Functions include sum, count, average, etc.
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V-LookUp, H-LookUp, Index and MatchTo navigate through and work with lists
Function Description
Get the value from a specific table cell providing another value as reference/index Column given as input (column_index_num) Row will be the one with the reference value defined in the table's first column (and specified by the
user in the lookup_value_1st_col input variable) =VLookUp (lookup_value_1st_col, table_array, column_index_num)
VLookUp
Get the value from a specific table cell providing another value as reference/index Column will be the one with the reference value defined in the table's first row (and specified by the
user in the lookup_value_1st_row input variable)
Row given as input (row_index_num) =HLookUp (lookup_value_1st_row,table_array,row_index_num)
HLookUp
The Index function returns the value from within a table or range. Returning a value: =Index (array, row_num, column_num)
Index
The Match function searches for a value in an array and returns therelative position of that item.
=Match (lookup_value, array, match_type)Match
=Index (A1:D5, 2, 3) returns:$3.50
=Match (10572, A2:A5, 1 )returns: 3
match_type: 1 (default): largest value that is less
than or equal to value 0: first value that is equal to value -1: smallest value that is greater than
or equal to value
Index function can also return thereference to a value from a table or range:
=Index (reference, row_number,column_number, area_number)
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VLookUp automatically retrieves a value based on a providedreference cell
Searches for a value in the left-most column of table_array and returnsthe value in the same row based on the index_number
You provide the value/item that you have (lookup_value), the table whererelevant data can be found (table_array), and the distance - in columns- of
the value/item you want from the table (col_index_number) Once VLookUp has found the amount containing "lookup_value", it willreturn the value in the "col_index_number column" row of the table
Note: Data must be in ascending order Always "lock" the table array
VLookUpExample of basic VLookUp application
=VLookUp(lookup_value,table_array,col_index_num,true/false)
How to do it
What it's used for
Example
The value/item tosearch for in thefirst column of thetable array
The range of data(table), two ormore columns, inascending order
Make sure to"lock" with F4
The distanceof the data tobe found, incolumns(lookup_valuecolumn is 1)
Use "False" foronly exactmatches forlookup_value;use "true" forapprox. match
Fill in a list of countries (column E) using areference table (highlighted in grey)
Saves time instead of re-typing eachentry
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HLookUpExample of basic HLookUp application
Searching for the value associatedwith Column 3 (lookup_val) in1994 (row_index_number = 6)
from the table array of A1:C7
How to do it
Example
What it's used for
=HLookUp(lookup_value,table_array,row_index_num,true/false)
The value/item tosearch for in thefirst column of thetable array
The range of data(table), two ormore columns, inascending order
Make sure to"lock" with F4
The distanceof the data tobe found, incolumns(lookup_valuecolumn is 1)
Use "False" foronly exactmatches forlookup_value;use "true" forapprox. match
HLookUp works the same way asVLookUp, except that it searches the toprow of the table for "lookup_value".
HLookUp then moves down"row_index_num" of rows and returns thatvalue.
Note that all of the entries in the top row needto be in increasing order from left to right
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IfTests to see whether a certain condition is true or false
=If (logical_test,value_if_true,value_if_false) Search items with sales greater than 10 for theirgiven trial month
Return "Yes" if sales are greater than 10, and"No" if they are less
Can use results to sort items afterwards
How to do it
What it's used for
Example
Tests to see whether a certain condition is true orfalse
Example: test whether a salesperson's sales areincreasing or decreasing from month to month =If(sales_Feb>sales_Jan,"going_up","going_down")
Something thatreturns either trueor false.
Functions thatreturn true orfalse include >,
=,
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IsError, used with IfApplying functions throughout a table despite of incompleteness or existing errors
To figure out a price per unit of a givenshopping list, without any calculation errors
How to do it
What it's used for
Example
Use IsError to check for error values If value is an error value (#N/A, #VALUE!, #REF!,
#DIV/0!, #NUM!, #NAME? or #NULL), this functionwill return TRUE Otherwise, it will return FALSE
If a function returns false, can use IsError incombination with If to provide an alternative value tothe cell
Without that, you cannot use the data in that cell forany further calculations
Note: You cannot make cells condition-sensitive inExcel any other way!
=IsError (value)
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Countif, Sumif and SumproductIncluding conditions within basic operations
=Countif(array,condition)
=Sumif (searched array,condition,corresponding array)
=Sumproduct(array,array)
Example: Count the number of"A"s in a defined array.
Instead of naming "A" you couldeasily refer to a cell with acondition or define a conditionwithin the function.
The data in thiscolumn is filteredaccording to thedefined criteria("Paris").
The data in thiscolumn is added upfor all rows where thecriteria in column B ismatched.
Function returns the sumof the product ofcorresponding numericvalues of defined arrays.
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SolverTo optimize business models by maximizing or minimizing a cell value
Target value to bedetermined
Target cell to bedefined
Can changeseveral cells (C12and/or C13)
Possibility to defineseveral conditions.
Note: If the purpose is to get the solution for a set of equations (without optimization), the user can apply directly the GoalSeek function (Menu Tools/Goal Seek ...).
Where to find it
Example
What it's used for
The Solver function allows you to minimize ormaximize a cell value
Do this by adjusting various cell values within thefunction
Example: Maximizing Earnings/Profit (cell C18) Can adjust Sales Quantity and/or Marginal Return per
piece Can set constraints as well (e.g. need a marginal
return per piece greater than or equal to 0.6)
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Shortcuts for navigation (I)To enhance your working speed
HOME
CTRL + HOME/END
CTRL + PAGE UP/ PAGEDOWN
CTRL + Shift + Home
CTRL + , , ,
CTRL + Shift + End
SHIFT/CTRL/'SHIFT + CTRL' + drag
Selects the cell within the first row/last column/last row/first column (keeping theoriginal column/row)
Places the 'active cell' in column A (keeping the original row)
Moves 'active cell' to A1/to last activated row and last activated column
Activates previous/following spreadsheet
Selects to end of the worksheet
Selects to beginning of worksheet
Moves/Copies cells to different position, either maintaining or not the original cells or even adjustingdata in original source (row or column)
Shortcuts Function
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Shortcuts for navigation (II)To enhance your working speed
F2
CTRL + +
CTRL + '
CTRL + CCTRL + V
Shift + F3
CTRL + `
Copies (C) marked content to the clipboard and pastes (V) it where needed
Goes to Edit-Cell mode
Displays the INSERT dialog box to insert blank cells
Displays the Function Wizard
Copy formula from cell above
Alternates between displaying cell values and displaying formulas in the worksheet
Shortcuts Function
CTRL + Shift + AInserts function components after having entered a function
CTRL + Shift + "Copy value from cell above
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Excel vs. AccessSome practical hints on when Access could be a smart alternative
In both Excel and Access you can:
Run queries to sort and filter your data
Run sophisticated calculations
Use Pivot Tables to work with your data interactively
Import data from external databases
Key to the decision: Is your data relational or not?
If you can store your data logically (i.e., the data in each column is directly related) in a singletable or worksheet, then do it in Excel
Still, when you have several tens of thousands of data rows, you may want to switch toAccess to maintain processing speed
If you have one-to-many relationships in your data, then you require a relational database likeAccess
Rule of thumb: The more data you have, the easier it is tostore in multiple tables in Access