EXCEL 2016

TIPS AND TRICKSTammara Sherman, Ed. D.Campus TrainerCSU Bakersfield

ABOUT ME

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40+ years in IT

AS in Liberal Studies, BS in Business Administration / MIS, MBA, Ed. D.

in Educational Leadership

CSUB Campus Trainer

7 years with CSUB

2 Girls, 4 grandchildren

2 Cats

KCGKerry Consulting Group

SESSION OUTLINE

Managing Workbooks

Working with Data

Summarizing Data

Visualizing Data

Printing Data

Getting Help

3

ABOUT THE DATA

CSU Finance Data Warehouse

Transaction Inquiry Dashboard > Actuals Report

Report Filters:

Excluded 603 Benefits

Account Types: 50 & 60

2 Funds and 1 Department

Ran twice: FY 2015 & FY 2016

Made minor changes to remove personal information

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ACTUALS TRANSACTIONS

WORKBOOK

MANAGEMENT

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WORKBOOK MANAGEMENT

Tab management

Rename

Move

Color Code

Copy

Copy to another workbook

Hide/Unhide

Making Tabs

work for you

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WORKSHEET MANAGEMENT

View > Show Group

Formula Bar

Gridlines

Headings

Freeze Panes

Show/Hide Columns

(Home > Format > Visibility)

Home > Format > Auto Fit Row Height or Width

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WORKING WITH

TEXT

Formatting, Filtering, Sorting

Working with text doesn’t have to be challenging

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WORKING WITH TEXT

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CREATING TEXT

FORMULA

=LEFT(I2,1)

I2 represents the cell containing the text

1 represents the number of characters to return

Shows the number of characters specified for a cell

FUNCTION DESCRIPTION

Left(I2,1) Returns the first letter

Left(I2,2) Returns the first 2 letters

Left(I2,1)&”0” Create Account Type

Left(K2,3) Create Account Category10

FILTERING TEXT

Filters

Filters > Text Filters > Contains (i.e. Salaries)

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SORTING TEXT Sorts by column A

or specified order

Sorts by

selected

column

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WORKING WITH

DATES

Formatting, Filtering, Sorting

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FORMATTING DATES

Long Date

Tuesday, July 19, 2016

Short Date

7/19/2016

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FORMATTING DATES

Custom Dates

mm/dd/yy

7/19/16

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SPLITTING DATES

FUNCTION DESCRIPTION BEFORE AFTER

YEAR(cell) Gives the year 5/30/2017 2017

MONTH(cell) Gives the month 5/30/2017 5

DAY(cell) Gives the day 5/30/2017 30

NOW() Gives today’s date 5/31/2017

YEAR(NOW()) Current year 2017

MONTH(NOW()) Current month 5

EOMONTH() Give the last day of

month

8/1/2017 31

Taming your data is only one function or two away

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FILTERING DATES

Filter by Year,

Month, and

Day

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FILTERING DATES

Date Filters

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SORTING DATES

Filter > Sort Custom Sort

Sorts based on

column selected

Sorts based on

specified order

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CUSTOM SORT

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WORKING WITH

NUMBERS

Formatting, Filtering, Sorting

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FORMATTING NUMBERS

Currency

Percentage

Comma

Increase Decimal

Decrease Decimal

NUMBER Group

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FORMATTING NUMBERS

Custom

Numbers

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FILTERING NUMBERS

Filter by

Specific

AmountHelpful when looking for a

specific dollar amount

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FILTERING NUMBERS

Number Filters

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SORTING NUMBERS

Filter > Sort Custom Sort

Sorts based on

column selected

Sorts based on

specified order

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SUMMARIZING

Quantifying text and numbers

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SUMMARIZING TEXT

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FUNCTION DESCRIPTION

CountA(range) Counts the cells in a range that are not empty

CountifS(range) Counts the cells when a specified condition is met

Sumifs(range) Adds the cells when a specified condition is met

Taming your data is only

one function or two away

COUNTA

FORMULA

=COUNTA(A2:A16)

A2:A16 represents the range

containing Doc Ln Descr

Spaces or other hidden

characters are counted

Counts the cells in a range that are not empty

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COUNTIFS

FORMULA

=COUNTIFS(G2:G270,“Person 8")

G2:G270 represents the range

containing Person 8

“Person 8” represents the condition

to be met wrapped in

“”(double quotes)

Counts the cells when a specified condition is met

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SUMIFS

FORMULA

=SUMIFS(H2:H270,G2:G270,"person 8")

H2:H270 represents the

range to add up

G2:G270 represents the range

containing the values

to compare

“person 8“ represents the

condition to be met

Working with text doesn’t

have to be challenging

Adds cells when specified condition is met

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SUMMARIZING NUMBERS

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FUNCTION DESCRIPTION

Count(range) Counts the cells in a range that contain numbers

Sum(range) Sums the cells in a range that contain numbers

Taming your data is

only one function or

two away

COUNT

FORMULA

=COUNT(B2:B16)

B2:B16 represents the range

containing Amount

Text is not counted

Counts the cells in a range that contain numbers

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SUM

FORMULA

=Sum(B2:B16)

B2:B16 represents the range

containing Amount

Adds the cells in a range that contain numbers

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SUMMARIZING NUMBERS

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FUNCTION DESCRIPTION

Value(cell) Converts text to number

Taming your data is only

one function or two away

Just because it

looks like one,

doesn’t mean it is.

Excel can store

numbers as

numbers or text.

SUMMARIZING DATA

Classic 3

Pivot Tables

Over time

Categorical

Hierarchical

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HIERARCHICAL

We created

this field

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CATEGORICAL

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OVER TIME

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VISUALIZING

Last step. Takes the work out of identifying trends and giving meaning to your data

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HOW MANY 8’S DO YOU SEE?

5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

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NOW, HOW MANY?

5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 89 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

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DID YOU FIND 13?

5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 89 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

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WHY VISUALIZE?

MIT neuroscientists find the

brain can identify images

seen for as little as

13 milliseconds.

Anne Trafton

MIT News

1/16/2014

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VISUALIZING TEXT

Wingdings

It’s a Font

Use instead of binary responses

E.g. Yes or No, Completed or Uncompleted

Calibri Wingdings

n n

Format as table

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VISUALIZING TEXT

Cell Styles

Transaction Register Themed

Salaries June 2017 100 Y n

Commencement Expenses 200 Y n

Office Supplies 300 N

ProCard Puchases 400 Y n

Cell Styles

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VISUALIZING NUMBERS

Conditional Formatting

Filter results by

Color

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VISUALIZING DATA

Classic 3

Over time

Categorical

Hierarchical

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OVER TIME

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Slicer

CATEGORICAL

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HIERARCHICAL

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Slicer

PRINTING DATA

PAGE LAYOUT TAB PAGE LAYOUT BUTTONS

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Margins

Orientation

Print titles

Selection area

Export to PDF

Normal

Page Layout

Page Break Preview

GETTING

ASSISTANCE

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WEB RESOURCES

GCF Learn Free

• GCF Learn Free.org

• Subsidiary of Goodwill Industries

• Step-by-step instructions & videos

Google Search

• Use English like phrase

• Find instructions and videos

YouTube Search

• Use English like phrases

• Find videos

• Start with the short ones

CSU SkillPort

• Several courses that include videos

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SESSION SUMMARY

Managing Workbooks

Working with Data

Summarizing Data

Visualizing Data

Printing Data

Getting Help

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THAT’S ALL

Thank you for your participation!

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EXTRA TIME

Pivot Tables using Registration Data

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