STAFF INTERMEDIATE EXCEL TRAINING This workshop is designed for SMG staff using Excel 2013. If you are not using Excel 2013 or are on a Mac, some instructions may differ slightly. This handout is divided into three sections: 1. Background on Excel 2013 features highlighted in this workshop. 2. Exercises to provide working examples of how Excel features are used. 3. Resources for getting help using Excel. TABLE OF CONTENTS INTERMEDIATE-­‐LEVEL EXCEL FEATURES 1 THE LOOK-­‐UP FUNCTIONS V-­‐LOOKUPS H-­‐LOOKUPS FORMATTING COMBINING AND SEPARATING DATA CONDITIONAL FORMATTING LOCKED AND HIDDEN CELL FORMATTING HIGHLIGHTING FORMULAS AND CELL VALUES PIVOT TABLES CHART BUILDING TYPES OF CHARTS CREATING A CHART EDITING CHARTS INSERTING CHARTS INTO POWERPOINT 2 2 3 4 4 4 5 7 8 10 10 11 11 12 EXERCISES 13 LOOK-­‐UPS EXERCISE 1 : USING V-­‐LOOKUPS EXERCISE 2 : USING V-­‐LOOKUPS FORMATTING EXERCISE 3 : COMBINING DATA FROM MULTIPLE COLUMNS EXERCISE 4 : SEPARATING DATA INTO MULTIPLE COLUMNS EXERCISE 5 : APPLYING CONDITIONAL FORMATTING EXERCISE 6 : LOCKING CELLS AND HIDING FORMULAS EXERCISE 7 : HIGHLIGHTING REFERENCED FORMULAS / CELLS PIVOT TABLES EXERCISE 8 : CREATING A PIVOT TABLE CHART BUILDING EXERCISE 9 : CREATING A COLUMN CHART EXERCISE 10 : EDITING YOUR CHART EXERCISE 11 : CHANGING YOUR CHART TYPE EXERCISE 12 : INSERTING YOUR CHART INTO POWERPOINT 14 14 15 16 16 16 17 18 19 20 20 22 22 23 24 25 GETTING HELP 26 GETTING HELP FROM MICROSOFT GETTING HELP AT BU GETTING HELP AT SMG 27 28 28 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 INTERMEDIATE LEVEL EXCEL FEATURES SMG ITS EXCEL TRAINING 1 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 THE LOOK-­‐UP FUNCTIONS The Vertical (V) and Horizontal (H) Lookup functions are useful when you are searching your dataset for a value in a single row or column, and you want to find a value from the same position in a second row or column. It’s easiest to think of using Lookups like using a phonebook – you look up a value in one column (last name) and are interested in a value in the same position in a different column (phone number). This tutorial focuses on V-­‐Lookups, as they are more commonly used than H-­‐Lookups. Common Uses for Lookups: • Lookups can be used to look up information in a very large dataset. • Lookups can be used to append data from one spreadsheet to another spreadsheet, assuming the spreadsheets contain at least one variable in common. • There are two types of Lookups: o Use a Vertical lookup (VLOOKUP) when the data you need to find is arranged by row (as in the phone book example above). o Use a Horizontal lookup (HLOOKUP) when the data you need to find is arranged by column. ! This tutorial focuses on V-­‐Lookups. V-­‐Lookups V-­‐Lookups let you search for a cell value in a specific column that corresponds with the cell value in a different column. The easiest way to think of a V-­‐Lookup is to think how you use a phonebook (when they existed). You’d look up a value in one column (the last name of the person you want to call) and then look for the corresponding value in the same row in a different column (the phone number). • The V-­‐Lookup syntax is: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) o The lookup_value is the value you are searching for. Excel searches for this value in the leftmost column of your table array. ! Your lookup_value MUST be in the leftmost column of your table array. ! The lookup_value can be a number, text, or reference. o The table_array is the area you want to search – this does not have to be your entire table or dataset, only the part that contains both the lookup value and the search result. o The col_index_num refers to the column that contains the search result. ! You can determine what this number should be by counting from the first column to the column that contains the search result. o The range_lookup is optional. It refers to whether the lookup value is an exact match (meaning your range_lookup would be FALSE or 0) or an approximate match (range_lookup would be TRUE or 1). If omitted, Excel returns an approximate match. SMG ITS EXCEL TRAINING 2 SMG STAFF EXCEL TRAINING !
UPDATED SPRING 2015 If your range_lookup is TRUE, sort the leftmost column in ascending order for correct results. H-­‐Lookups The H-­‐Lookup function is similar to V-­‐Lookup, except that it searches for a value in the top row of an array and returns a value from the same row in a different column. The syntax is similar. • HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]) o The lookup_value is the value you are searching for and is found in the topmost row of your table array. o The table_array is the area you want to search. This does not have to be your entire worksheet or dataset, only the part that contains both the lookup value and the search result. o The row_index_num refers to the row within your table array that contains the search result. ! You can determine what this number should be by counting from the first row to the row that contains the search result. o The range_lookup is optional. It refers to whether the lookup value is an exact match or an approximate match. If TRUE or omitted, an approximate match is returned; if FALSE, an exact match is returned. If an exact match cannot be found, an error message is returned. SMG ITS EXCEL TRAINING 3 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 FORMATTING Excel has a variety of formatting options that can help make analyzing your data easier. This tutorial will cover the following formatting options: • Combining and Separating Data • Conditional Formatting • Locked and Hidden Cell Formatting • Highlighting Formulas and Cell Values Combining and Separating Data You can easily combine and separate data in Excel. Combine data using the CONCANATE function, and separate data using the Data tab. We’ll go over both functions. • Combine data from two or more cells into a single cell using the CONCATENATE function: o The syntax for this function is: =concatenate(x,y) o To add a space between text entries (i.e., you’re combining a column of last names with a column of first names and you want a space between the names), use the following: =concatenate(x,” “,y) • Separate data from one cell into two or more cells using the Data tab: o Select the cell/column that contains the data you want to split o Go to the Data tab, and select Text to Columns ! This starts the Convert Text to Columns Wizard. Follow the prompts to split your data. Conditional Formatting Conditional Formatting is used to enhance reports and dashboards by dynamically changing the formatting of a value, cell, or range of cells based on defined conditions. This adds a level of visualization to your data that enables split-­‐second decisions and makes your data more ‘skim-­‐able.’ • To apply Conditional Formatting to your data: o Highlight the data you wish to format. o From the Home tab, select Conditional Formatting. ! Conditional formatting only works with numerical data. Do not format averages, percentages, or text. o To clear your formatting: ! From the Home tab, select Conditional Formatting, and select Clear Rules. • You can use Conditional Formatting to apply Data Bars, Color Scales, Icon Sets, and create custom formatting rules. o Data Bars – Creates a mini-­‐chart within formatted cells based on the value in each cell relative to the other formatted cells. SMG ITS EXCEL TRAINING 4 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 o Color Scales – Fills cells with color varying in scale based on the value in each cell relative to the other formatted cells o Icon Sets – Inserts symbols into each formatted cell based on the value in each cell relative to the other formatted cells. o Highlight Cells Rules – Highlights cells that meet a specified condition (such as greater than X, less than X, equal to X, etc.). o Top / Bottom Rules – Highlights cells that are within a specified range (such as the top 10% of values, or the bottom 10% of values). Locked and Hidden Cell Formatting Locked and Hidden Cell Formatting is used to prevent your data from being modified by others. This is particularly useful when sharing data with others. • Locking a cell keeps the cell visible, but prevents others from making changes. o You will be able to unlock the cell if you’d like, but others will not be able to unlock or edit the cell contents until you do. • Hiding a formula keeps the formula outcome visible, but prevents others from making changes to the formula itself. o You can un-­‐hide the formula, but others will not be able to edit the formula until you do. • To Lock a Cell or Hide a Formula: o Select the cells you want to lock or hide. o From the Home tab, click the small arrow next to Alignment to open the Format Cells dialog box. ! From the Protection tab, check the box next to Locked or Hidden. ! To unlock or unhide, just un-­‐check the box. SMG ITS EXCEL TRAINING 5 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 SMG ITS EXCEL TRAINING 6 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Highlighting Formulas and Cell Values There are a variety of tricks you can use to check your work or someone else’s work in Excel. Here are a few you may find useful: • Highlight all the cells referenced by a formula o Why this is useful: ! Lets you quickly look at all cells in a formula without having to look at the formula itself. ! Helpful for double-­‐checking your work (or others’) to make sure the correct cells are referenced in each formula. o How to do it: ! Click on the cell with the formula result, and press Ctrl+[ (that’s Control and the open-­‐square-­‐bracket key). ! Notice that all the cells referenced in that formula are now highlighted. • Highlight all the formulas that reference a specific cell o Why this is useful: ! Easily check where your data is being used, without having to find the formulas themselves. ! Helpful for double-­‐checking your work (or others’) to make sure the correct cells are referenced in the correct formulas. o How to do it: ! Click on the cell that you want to check, and press Ctrl+ ] (that’s the Control key and the close-­‐square-­‐bracket key). ! Notice that all formulas that reference that cell are now highlighted. SMG ITS EXCEL TRAINING 7 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 PIVOT TABLES A Pivot Table is a special type of table created from your data that can make it easier to summarize, organize, and analyze your data. Pivot Tables allow you to extract significant information from a larger pool of data. There are two ways you can create a pivot table in your data: • Use a suggested pivot table layout o Under the Insert tab, Excel will list suggested pivot table layouts that fit your data. • Manually create a pivot table o From the Insert tab, select Pivot Table. o You can also highlight the data you want to use in your pivot table, and then go to Insert > Pivot Table. ! A dialog box will open and data will be selected (data will be highlighted). • If you did not highlight your data first, Excel will automatically highlight your data for you. • Adjust the cell range in the Table/Range text box, if necessary. ! Change the location of the pivot table between New Worksheet / Existing Worksheet as desired. • To tell Excel where to put the table, indicate the desired location of the first cell of the pivot table. ! Click OK. o Your pivot table will be created in the place that you indicated. The table itself will be blank, and the Pivot Table Fields task pane will appear. 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Assign fields in the PivotTable Fields task pane to parts of the table by dragging a field to one of the four drop zones. Your fields are specified by your dataset. o Filters – Contains fields that enable you to filter your data. ! Example: A year field would allow you to display data for a specific year or all years represented. o Columns – Fields here appear in your table’s columns. o Rows – Fields here appear in your table’s rows. o Values – Contains the fields that determine which data are presented in your table’s cells – values that are summarized in the table’s rows or columns. ! Values can be totals, counts, averages, etc. By default, they are totals. The Pivot Table Tools section will automatically appear in the ribbon when you are editing a pivot table. o Within that section are two tabs: the Analyze tab, and the Design tab. Use the following features of the Analyze tab: ! Field List – Hide or redisplay the Pivot Table Fields task pane. ! +/-­‐ Buttons – Temporarily remove and then redisplay particular summarized values. ! Field Headers – Hide and redisplay the fields assigned to Column Labels and Row Labels. SMG ITS EXCEL TRAINING 9 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 CHART BUILDING Charts and graphs are a great way to display your data in a visually appealing way. Not all charts work in all situations, so make sure that you are using a chart that is appropriate for what you are trying to present. Types of Charts Selecting the correct type of chart you use is crucial to properly displaying your data and conveying your message to your audience. Many datasets can be represented by a variety of chart types, but choosing the wrong chart type can distort the meaning of your data. Excel offers a variety of chart types to choose from, including: • Column – Column charts can be used for data that are arranged in columns or rows. These charts typically show a category on the x-­‐axis and values along the y-­‐axis. • Line – Line charts can also be used for data arranged in columns or rows. They are great for showing trends among sequential data, such as changes over time. •
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Sample Column Chart Sample Line Chart Bar – Bar charts can be used for data arranged in rows or columns, and are similar to a Column chart, except that the category is shown on the y-­‐axis and the values on the x-­‐axis. Pie – Pie charts are best for data arranged in a single row or column. Data points are shown as a percentage of a whole, meaning a pie chart may not always work for your data. Sample Bar Chart Sample Pie Chart SMG ITS EXCEL TRAINING 10 SMG STAFF EXCEL TRAINING •
UPDATED SPRING 2015 Scatter – Scatter charts can be used for data arranged in columns and rows. These are typically used for showing and comparing numeric values. Sample Scatter Chart *All chart images are from Microsoft Office’s online Excel 2013 support site: https://support.office.com/ Creating a Chart Creating a chart is simple – it’s formatting it so that it shows exactly what you want that can be a little tricky. • To create a chart: o Highlight the data you want to include in the chart. o On a Windows machine: go to the Insert tab, select Charts, and then choose the most appropriate chart style for your data. ! You can also use the keyboard shortcut Alt+F1. o On a Mac: go to the Charts tab, and then choose the most appropriate chart style for your data. o Your chart will appear immediately on the current sheet in your workbook. Editing Charts You’ll likely need to edit your chart in order to get it to look exactly as you’d like. The Chart Tools tab will appear on your ribbon whenever you have selected a chart. Within Chart Tools, you’ll find the Design and Format tabs (on a Mac, they are called Chart Layout and Format). Use these tabs to edit your chart. • Using the Design tab, you can: o Change chart types (you might want to try out a few before deciding what works best for your data), or select from standard chart styles. o Edit the data used for your chart (do this by using Select Data). o Switch rows and columns in your chart. o Add a chart element, such as a title, axis title, data label, legend, etc. • Use the Format tab to: o Insert shapes or text onto your chart. o Change colors used in your chart. SMG ITS EXCEL TRAINING 11 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Inserting Charts into Powerpoint You may want to include your chart as part of a Powerpoint presentation. It’s easy to insert a chart you’ve created in Excel into Powerpoint. • If your data is static (that is, it will not be updated in the future), it is best to insert your chart as a picture into your Powerpoint file. o In Excel, select the appropriate chart. ! From the Home tab, go to the Clipboard section. ! Use the Copy drop-­‐down menu to select Copy as Picture. ! On the pop-­‐up menu, don’t change any of the options, and select OK. o In Powerpoint, go to the Home tab. ! From the Clipboard section, use the Paste menu and select Picture. • If your data is dynamic (that is, it is constantly changing and you want your Powerpoint presentation to constantly update as well), it is best to insert your chart as a link. This function will change the data in your Powerpoint presentation as you change it in Excel. o In Excel, select the appropriate chart. ! From the Home tab, go to the Clipboard section. ! On the Copy drop-­‐down menu, select Copy. o In Powerpoint, go to the Home tab. ! Go to the Clipboard section and under Paste select one of two options: • Use Destination Theme & Link Data – this option will change your chart to match your Powerpoint formatting (for example, your chart’s colors might change to match colors in your Powerpoint). • Keep Source Formatting & Link Data – this option will import your chart in the exact same way you see it in Excel. o Your Excel file and your PowerPoint file are now linked, and any changes you make in your Excel data will be reflected in your PowerPoint chart. ! In order for the changes to be reflected in PowerPoint, you must save them in Excel first. SMG ITS EXCEL TRAINING 12 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 EXERCISES SMG ITS EXCEL TRAINING 13 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 We will use the file STAFF INTERMEDIATE EXCEL TRAINING.XLSX to practice some of the concepts from this workshop. Open this file to get started. LOOK-­‐UPS Click on the Lookup and Formatting tab to get started. Here you’ll see a table with the following (FICTIONAL) information: • A not up-­‐to-­‐date listing of staff in the ITS and Administration departments. • The (FICTIONAL) number of vacation days each staff person took during 2013, 2014, and 2015 (year to date). • The (FICTIONAL) number of vacation days each person has remaining in 2015. You’ll see some empty columns and cells – we will fill those in using concepts explored in this workshop. Exercise 1 : Using V-­‐LOOKUP to Find Information Problem: You want to be able to quickly see how many vacation days a staff person has left in 2015. You’d like to be able to type a staff member’s last name into Cell C3, and automatically have Cell C4 populate with the number of vacation days that person has left in 2015. Solution: Use V-­‐LOOKUP to search your data to find out how many vacation days a person has remaining in 2015. •
V-­‐LOOKUP is a search function found in the Lookup & Reference section of your Function Library (on the Formulas tab). o For this example, we want to look up the value in Cell C3 in the table array that spans from C11:J33, and have Excel return the value in Column I from the same row as the lookup value. ! Remember that the lookup value (the value in Cell C3) MUST be in the leftmost column in the table array, and that Excel will return a number in the same row using the column index number (col_index_num). ! The col_index_num can be found by counting from the leftmost column (this is column 1) in your table array to the column containing the desired result. • For this example, count from Column C (1) to Column J (8) to determine 8 as your col_index_num. ! The syntax for this function is: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup] o In Cell C4, type the following: =VLOOKUP(C3,C11:J33,8) o You’ll see an error message in Cell C4 – this is because our lookup references Cell C3, and there is no data in Cell C3. o Type a staff member’s name into Cell C3, press enter, and check that the correct number is visible in Cell C4. SMG ITS EXCEL TRAINING 14 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 2 : Using V-­‐LOOKUP to Append Information to your Data Problem: The table currently tracks vacation days for 2013-­‐2015. You are interested in adding including data from 2012 in your table. This data already exists on the V-­‐Lookup Appendix tab. Here, you’ll see a table with (FICTIONAL) vacation time taken during the years 2010-­‐2012. Solution: Re-­‐typing everyone’s information could result in some errors, and is time consuming, especially for a large dataset. Copying and pasting information could be tricky if the datasets are not already in the same order, or if the employee list has changed over time. Use V-­‐LOOKUP to add information from the 2010-­‐2012 table to your current (2013-­‐2015) table. •
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For this example, we will use V-­‐Lookup to insert data from Column G of the Staff Vacation 2010-­‐2012 table (on the V-­‐Lookup Appendix tab) into Column F of the Staff Vacation 2012-­‐2015 table (on the Lookup and Formatting tab). o Our lookup value will be the staff person’s last name (value in Column C in both tables). o The table array is C9:G31 of the Staff Vacation 2010-­‐2012 table. o The col_index_num is 5 (the difference between Column C and Column G in the 2010-­‐2012 table. In Cell F11 of the Staff Vacation 2012-­‐2015 table, enter in the V-­‐LOOKUP syntax: o =VLOOKUP(C11,’V-­‐Lookup Appendix’!C9:G31,5) ! Remember that to link to a different worksheet, as you need to do here, just click to that worksheet as you’re typing in the syntax for the V-­‐
Lookup. When you’re on the correct tab, highlight the table array – notice that the function box is recording these operations. Then, highlight cell F11, and drag the equation down through the remainder of the column to import data for all staff members. o You can always do a spot-­‐check of the data to make sure your V-­‐Lookup worked correctly. SMG ITS EXCEL TRAINING 15 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 FORMATTING Exercise 3: Combining Data using CONCATENATE Problem: You currently have staff first names and last names listed in separate columns. You want to combine these data fields into one column (Full Name, Column E). Solution: Doing this by hand will take you a long time if you have a lot of entries, and is likely to result in errors. Use CONCATENATE to do this quickly. •
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On the Lookup and Formatting worksheet, type the following in Cell E11: =concatenate(D11,” “, C11) Then, select the corner of the cell and drag down to apply the formula to the entire column. Exercise 4 : Separating Data into Multiple Columns Problem: Currently, the Lookup and Formatting worksheet in your Excel file lists School and Department in one column. You want to be able to separate this data into two columns, as you anticipate adding more entries from other schools. Solution: Doing this by hand will take you a long time if you have a large dataset, and is likely to result in errors. Use the Text to Columns feature to separate your data into multiple columns. •
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First, create a new column in your table to make room for your expanded data. Create a column between columns B and C. Name that Column “Department” and change the name of Column B to “School”. Select the cells or column you want to split into multiple cells – in this case, select cells B11:33. From the Data tab, select Text to Columns. o The Convert Text to Columns Wizard will pop up to guide you through this process. o For this exercise, select Delimited in Step 1 under Original Data Type, and click Next. Notice the preview of your data in the window at the bottom of the wizard. o In Step 2, select the delimiters contained in your data – you have to tell Excel where to make the break between the data in Column B. In this exercise, we want Excel to break the data at the space between the School text and the Department text. That means that our delimiter is a space. Check the box next to space. Check the data preview window to make sure your data looks how you want it to. Click Next. o The next step lets you change the data format if you want. We don’t need to do that for this example, so just click Finish. o Excel will ask if you want to replace the contents of selected cells. You do, so click OK. You should now have School data in one column and Department data in another. SMG ITS EXCEL TRAINING 16 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 5 : Applying CONDITIONAL FORMATTING Problem A: You want to be able to quickly determine who has a lot of vacation time left in 2015 and who does not. This information is in Column J of the Staff Vacation 2012-­‐2015 table on the Lookup and Formatting tab. Solution: You can skim the numbers, but conditional formatting would make your data much easier to skim, especially if you have a large dataset. •
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CONDITIONAL FORMATTING uses visual clues to format your data so that you can understand it at a glance. This is particularly helpful when you’re explaining your data to someone else. o Select the data in Column J. o From the Home tab, select the Conditional Formatting drop-­‐down menu. o Select Color Scales and choose from the pre-­‐set color scales. o The cells in Column J will change color depending on how many vacation days a person has remaining. There are a number of Conditional Formatting styles that you can apply to your data besides Color Scales. o Play around with adding Data Bars, Icon Sets, and Rules to your data. To remove the Conditional Formatting, select Clear Rules from the Conditional Formatting drop down menu. SMG ITS EXCEL TRAINING 17 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 6 : Locking Cells and Hiding Formulas Problem: You are sending your worksheet to someone who is less familiar with Excel than you are, and you are worried that he/she will change some of your data accidentally. Solution: You can lock cells and hide formulas to prevent accidental changes to your worksheet. In this example, we want to lock the value in Cell C3 and hide the formula in Cell C4. •
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LOCKING a cell keeps the cell value visible, but prevents others from making changes to it. HIDING a formula keeps the outcome visible, but prevents others from making changes to the formula itself. To lock the cell value in Cell C3: o Select Cell C3. o From the Home tab, click the small arrow next to Alignment to open the Format Cells dialog box. o Navigate to the Protection tab, and check the box next to Locked. To hide the formula in Cell C4: o Select Cell C4. o From the Home tab, click the small arrow next to Alignment to open the Format Cells dialog box. o Navigate to the Protection tab, and check the box next to Hidden. Once you lock a cell or hide a formula, you’ll then need to protect your worksheet: o Go to the Review tab, select Protect Sheet. ! Make sure the checkbox next to “Protect worksheet and contents of locked cells” is clicked. ! Enter a password so that you’ll be able to un-­‐protect your sheet later. ! Click OK. To unlock or unhide these cells later, return to the Format Cells dialog box and unclick the box next to Locked or Hidden. SMG ITS EXCEL TRAINING 18 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 7 : Highlighting Referenced Formulas and Cells Problem: You are looking over a dataset put together by your colleague. He/she has asked you to double-­‐check the work in the table to make sure that everything is correct. You will do this using the Staff Vacation 2012-­‐2014 table on the Highlighting Cells & Formulas tab. Solution: Use these Excel shortcuts to highlight referenced cells and formulas in order to check that all the appropriate cells are being referenced in the right circumstances. Exercise 7, Part 1: You are interested in finding out how your colleague calculated the subtotal numbers found in Cells K32 and K33. HIGHLIGHTING all cells referenced by a formula quickly shows you the cells that contribute to a particular formula. This can be really helpful with a large data set. o To highlight all cells referenced by a formula, click on Cell K32. o Press Ctrl+[ (the control key and the open square bracket key) o All cells referenced by the formula in Cell K32 are how highlighted. o Repeat for Cell K33. Are the correct cells highlighted for each formula – that is, is your colleague’s work correct? Exercise 7, Part 2: You are concerned that the data in Cell H28 may be wrong, and you want to see how changing this data point would change the other data in your table. To do this, you want to find out all of the formulas in the table that currently reference this cell. •
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HIGHLIGHTING all the formulas that reference a specific cell quickly shows you how one data point is used in the rest of your table. You’ll be able to tell what effect changing one cell value will have on the rest of your data. o To highlight all formulas referenced by a cell, click on Cell H28. o Press Ctrl+] (the control key and the close square bracket key) o All of the cells containing formulas that reference Cell H28 will be highlighted. What effect would changing the value in Cell H28 have on your table, that is, how many cell values would change if you changed Cell H28? SMG ITS EXCEL TRAINING 19 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 PIVOT TABLES Exercise 8 : Creating and Editing a Pivot Table Problem: You are interested in the distribution of the number of vacation days taken by staff members in each department. For example, were there more staff members in the Administration department who took three days of vacation last year than there were ITS staff members who took three days of vacation? Solution: A pivot table is an easy way to get Excel to do this work for you quickly. For this exercise, use the Staff Vacation (2012-­‐2015) table on the Lookup and Formatting tab. •
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PIVOT TABLES are useful for data summarization. They enable you to summarize, sort, average, and filter your data in a way that is often easier than doing it by hand. Here, we will use a PIVOT TABLE to compare the number of vacation days taken in 2014 by ITS staff and by Administration staff. o Start on the Lookup and Formatting tab of your worksheet. Click somewhere in the Staff Vacation (2012-­‐2015) table to select the table. o Go to the Insert tab on the ribbon, and select Pivot Table. • ON A MAC: Go to the Tables tab on the ribbon, and select Summarize with Pivot Table. ! You can also highlight the entire table, and select Insert > Pivot Table. ! Use the pop-­‐up window that appears to change the selected cells for your table (if necessary) and to select where to create your table. • Excel defaults to creating your Pivot Table on a new worksheet. • To specify a location for your pivot table, enter the cell ID for the cell that will be the top left of your table. o Your table will be created in the location you’ve selected (or on a new worksheet by default). o Your table will start out blank, and the Pivot Table Fields task pane will appear. You’ll use the task pane to assign fields to your table. Notice that all of the column titles in your table are now represented in the Field Name section of the task pane. ! For this table, drag Department to the Rows section. • Notice that this change is immediately reflected in your pivot table. ! Drag 2014 Vacation to the Columns section. • You now have a table with row and column labels, but no data. ! Drag 2014 Vacation to the Values section. • Notice that the values section reads “Sum of 2014 Vacation” • This means that your chart is displaying sums – that’s why your numbers look off if you look at the chart. You want to display counts. • Click on the small arrow next to the “Sum of 2014 Vacation” text. • Select Value Field Settings from the dropdown menu that appears. o A pop-­‐up window will appear. On the Summarize Values By tab, select Count and click OK. SMG ITS EXCEL TRAINING 20 SMG STAFF EXCEL TRAINING •
UPDATED SPRING 2015 o Notice that the top left cell of your pivot table changes to read “Count of 2014 Vacation”. o Your table now shows the distribution of vacation days taken of staff in each department (that is, how many staff in each department have taken how many days of vacation). Tips for using Pivot Tables: o If your data changes, easily refresh your Pivot table: ! Under Pivot Table Tools, select the Analyze tab, and select Refresh. o You can sort and filter your data as you would normally for any other table. o You can also filter your data using the Filter field in the Pivot Table Fields task pane. o The more you use Pivot Tables, the more comfortable you will be creating one. Play around with adding fields to columns and rows to see what different types of tables you can make. SMG ITS EXCEL TRAINING 21 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 CHART BUILDING Exercise 9 : Creating a Column Chart Problem: You are giving a presentation about staff vacation time, and want to include a chart comparing the average number of vacation days taken by staff in the Administration and ITS departments from 2012-­‐2015. Solution: Create a column chart comparing departmental vacation averages for the selected years. Do this using the table on the Charts tab in your workbook. • CHARTS are great ways to show your data in a visually appealing and easy to read way. You could use the table on the Charts tab in your presentation, but a chart would likely be easier for your audience to understand quickly. • To insert a chart: o Select the table on the Charts tab (Cells B5:I7). From the Insert tab, select Column Chart. You’ll be given a drop-­‐down menu showing the different types of Column charts available. Scroll over each to see what they are and to see a preview of what your data will look like using that chart. ! ON A MAC: go to the Charts tab, and select Column Chart. o Select 2-­‐D Clustered Column in the top left. o Your chart will appear on your worksheet. Drag and drop the chart to change its location. • Notice that the Chart Tools tab now appears on your ribbon, with the sub-­‐tabs Design and Format. SMG ITS EXCEL TRAINING 22 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 10 : Editing your Chart Problem: Your chart has been created, but you want to make some changes to it, such as adding a title and data labels, and changing the colors of the bars. Solution: Excel’s chart editing tools are easy to learn and allow you to quickly customize your chart. • Select your chart to access the Chart Tools tabs on your ribbon. Use the Design and Format tabs to: o The Design tab (called Chart Layout on a Mac): ! Change chart types (you might want to try out a few before deciding what works best for your data), or select from standard chart styles. ! Edit the data used for your chart (do this by using Select Data). ! Switch rows and columns in your chart. ! Add a chart element, such as a title, axis title, data label, legend, etc. o The Format tab: ! Insert shapes or text onto your chart. ! Change colors used in your chart. • Notice that when you select your chart, three icons appear to the right of the chart (these do not appear on a Mac. On a Mac, continue to use the Chart Layout and Format tabs): o Use the Plus icon to add Chart elements to your chart. ! Chart elements include axis titles, chart titles, data labels, legends, etc. o Use the Paintbrush icon to quickly change the style and color of your chart. o Use the Filter icon to change the data that is shown in your chart. • Make the following changes to your chart: o Change the title of your chart to something more appropriate for the data being displayed. ! Click on the “Chart Title” text to edit the title of your chart. o Add data labels to your chart. ! Click on the Plus icon, select Data Labels and then choose where they should be located (in the center of the bar, at and end, etc.). ! You can also insert data labels using the Design tab, and select Add Chart Element. o Change the colors of the bars in your chart. ! Do this using the Paintbrush icon, or on the Design tab. o Move the Legend to the right of your chart rather than underneath it. ! Do this using the Plus icon, or on the Design tab. o Change the layout of your chart. ! Do this using the Plus icon, or on the Design tab. o Remove the “2015 Vacation Remaining” data from your chart. ! Do this using the Filter icon. SMG ITS EXCEL TRAINING 23 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 11 : Changing your Chart Type Problem: Your colleague suggested that another type of chart might be best for your presentation. Solution: Instead of recreating your chart from the beginning, use Excel’s Change Chart Type feature to quickly change chart types. • On the Chart Tools Design tab, select Change Chart Type. A pop-­‐up window will appear. o Excel will provide a list of recommended charts based on what it thinks you are trying to show. These may or may not work for you. o You can browse chart types on the All Charts tab. o Browse through the various chart types – what other type of chart besides a column chart might work for your data? • Change your chart to a Line chart to show change in vacation time used over time. o Then, edit the text on the horizontal (X) axis to remove the word “vacation” so your X-­‐axis shows only years. ! Do this by deleting the word Vacation from the column titles in your source table. SMG ITS EXCEL TRAINING 24 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Exercise 12 : Inserting your Chart into PowerPoint Problem: You have finished creating and editing your chart, and are finally happy with the outcome. You now want to be able to add the chart to the PowerPoint presentation you’ve been working on, without losing any of your formatting changes. Solution: Excel and PowerPoint were created to work in tandem, so inserting a chart from Excel into Powerpoint is rather seamless. • Start by opening up PowerPoint on your machine, and opening a blank presentation. • In Excel, select your chart. From the Home tab, select the Copy icon. o You can also right-­‐click and select Copy, or press CTRL+C to copy. • In PowerPoint, from the Home tab, select the Paste option that is right for your purposes. o You have a number of Paste options, including: ! Use Destination Theme & Embed Workbook • Changes your chart to reflect the PowerPoint theme; may change chart colors / font. • Embeds the entire workbook – any changes you make in Excel will be reflected in PowerPoint. Increases the size of your PowerPoint file. ! Keep Source Formatting & Embed Workbook • Keeps your formatting from Excel so chart colors / font do not change. • Embeds the entire workbook – any changes you make in Excel will be reflected in PowerPoint. Increases the size of your PowerPoint file. ! Use Destination Theme & Link Data • Changes your chart to reflect the PowerPoint theme; may change chart colors / font. • Links the data, but does not embed the workbook. Changes made in Excel must be saved before they will be reflected in PowerPoint. ! Keep Source Formatting & Link Data • Keeps your formatting from Excel so chart colors / font do not change. • Links the data, but does not embed the workbook. Changes made in Excel must be saved before they will be reflected in PowerPoint. ! Picture • This inserts your chart as an image. If you make changes in Excel, they will NOT be reflected in your PowerPoint. o For the purposes of this exercise, select Picture and paste your chart. SMG ITS EXCEL TRAINING 25 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 SMG ITS EXCEL TRAINING GETTING HELP 26 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 GETTING HELP There is a lot to learn about Excel, but the good news is that there are lots of Help resources you can access should you get stuck! Microsoft Office Help To access the Help menu in Excel: •
From any tab, click on the small question mark in the top right corner to open the Excel Help pop-­‐up window. o
You can search for specific topics, or browse topics. You can also search the online Excel Help and How-­‐to support in a browser, and access free Excel training courses. • Microsoft support online: o http://office.microsoft.com/en-­‐us/support/ • Access free Excel tutorials from Microsoft (for Excel 2007, 2010, 2011 for Mac, 2013, iPad): o http://office.microsoft.com/en-­‐us/support/training-­‐
FX101782702.aspx SMG ITS EXCEL TRAINING 27 SMG STAFF EXCEL TRAINING UPDATED SPRING 2015 Help @ SMG The School of Management ITS is happy to help answer questions about Excel: • Links to Microsoft Office tutorials are available here: o http://smgworld.bu.edu/techhelp/how-­‐to/office-­‐2007-­‐training/ • Request support by emailing [email protected] Help @ BU There are also a lot of resources at BU that you can access. • Microsoft Office Training Documentation (for Office 2010): o http://www.bu.edu/tech/about/training/online/documentation/ • Microsoft E-­‐Learning Courses for Faculty and Staff, available through BU’s Microsoft Enterprise Agreement: o http://www.bu.edu/tech/about/training/online/microsoft/ SMG ITS EXCEL TRAINING 28