Easy Excel Guide 2

8/6/2019 Easy Excel Guide 2

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Customizing the Toolbars

Having some key toolbars visible can be helpful but having too manywill clutter your workspace.

Go to View>Toolbars to activate the desired toolbars. The mostcommonly used toolbars are Standardand Formatting.


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Essential Shortcuts

Using these shortcuts will maximize your speed and efficiency.

The mouse is a great tool for pointing at objects on the screen but it

can be overused. Avoid the mouse when youre trying to select cellsor ranges that are not currently visible on the screen.

There is no need to memorize everyshortcut in Excel, only the onesthat will be used frequently. These are the absolute essentialsandshould become automatic.

CTRL + Scroll Wheel Zoom In/Out

CTRL + Arrow keys Jump to the end of a range

SHIFT + Arrow keys Select a range of cells

CTRL + SHIFT + Arrows Jump andselect to the end of a range

CTRL + C Copy

CTRL + V Paste

CTRL + Z Undo


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More Absolutely Essential Shortcuts (Cont.)

F2 Edit

F4 Toggle Absolute/Relative

CTRL + Plus Key Insert Column/Row

CTRL + Minus Key Delete Column/Row

CTRL + PageDown Go to next tab

CTRL + Page Up Go to previous tabCTRL + A Select the whole page/range

CTRL + 1 Open the Formatting Menu

CTRL + S Save Workbook

CTRL + N New Workbook

CTRL + Y Redo

CTRL + P Print

CTRL + B/I/U Bold/Italic/Underline


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Working the Keyboard

These keys will become your new best friends. These will be themost commonly pressed keys and your hands should naturallygravitate toward them.

Arrow Keys Move the cursor up/down/left/right

(Too often, people try to use the mouse instead of the arrows.)

F2 Edit the contents of a cell(Avoid double-clicking to edit a cell. Also avoid the small formula bar to make changes. PressingF2 will expose a cells contents and allow you to edit it)

ENTER key Press after entering data in a cell

(Too often, people forget to press ENTER after entering data. This causes problems.)

ESC key Abort

(If a formula becomes corrupted while editing use this to ABORT so the changes arent saved.Also use this to exit a menu. When in doubt, push ESC!)


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The Essential ALT shortcuts

Pastes onlyformulas

Pastes onlyvalues

Pastes onlyformats

Transpose

Pressing ALT activates the menus in all Windows Programs. Noticethe underlined letters in the menu items. These ALT shortcuts are

part of the ESSENTIAL shortcuts list. Memorize them. However there isno needto memorize every ALT shortcut in every menu!

ALT + E + S + F

ALT + E + S + V

ALT + E + S + T

ALT + E + S + E


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Deleting Values, Formats, or BOTH

Clears everything from a cell(values AND formats)

ALT + E + A + A

Clears everything from a cell(values AND formats)

ALT + E + A + F

Simply Pressing DEL will delete the valuesfrom a cell. To wipe a cellclear of all values and formats, we must use Edit>Clear>All. To delete

just the formats, use Edit>Clear>Formats. Or..

DEL

Clears Values. Do not confusewith BACKSPACE.


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Relative Cell References

When a formula containing a cell reference is copied and pastedelsewhere, the new formula will point in the same relative direction asthe original cell.

Formulas in Column C:

The formulas in column C will displaytheir relative counterparts twospaces left, and two spaces down

In this example the formula =A3 was typed into cell C1. It was thencopied and pasted 5 times below.


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Using F2 to edit a cell and expose its formula.

Notice that cell C6 is selected. By pressing F2 we can expose the contentsof the cell. It also highlights the referenced cell with a matching color. Wecan always use this color coding to see where each reference is pointing.

To edit a cell simply select it with the cursor and press F2


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Absolute Cell References

Sometimes we want a cell reference to point to a certain fixed location

regardlessof where it is copied. By adding $ to the formula, we can

freeze the reference to make it absolute.

Formulas in Column C:

The formulas in column C will alwaysdisplay the contents of cell A3, no

matter where they are copied.

In this example the formula =$A$3 was typed into cell C1. It wasthen copied and pasted 5 times below.

column A is frozen,

row 3 is frozen


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Mixed Cell ReferencesWe may also want to only freeze a reference tojusta row orjust acolumn. By Pressing F4 we can toggle where the $ is placed.

To freeze just the column we place the $ in front of the column: =$A3To freeze just the row we place the $ in front of the row: =A$3

In this example the formula =$A3 was typed into cell C1. It wasthen copied and pasted 5 times below andinto the columns to theright.

Notice how the formulas all refer to column Aregardless of where they are copied. (Alsonotice how the rows still changerelatively).


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Mixed Cell References (Cont.)The same concept can be applied for rows.

In this example the formula =A$1 was typed into cell A3. It was then

copied and pasted into the columns to the right andthree timesbelow.

Notice how the formulas all refer to row 1 regardless of where they are copied. (Also notice howthe columns still changerelatively).


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Applying a relative formula

A mathematical formula can be entered into a cell: =A1+B1The result will add the values in those cells. =4

In this example the formula =A1+B1 was typed into cell D1. It wasthen copied and pasted 5 times below.

Formulas in Column D:

The formulas in column D willcompute the addition in the relativecells. In this case, 2 cells to the left+

1 cell to the left.


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Applying a relative formula (Cont.)

We can use this to calculate the % change on the day in our ticker data.

In this case =(G11-D11)/D11 was entered into cell H1 and then copied

down. To preserve our formatting colors we copied the formula usingPaste Special>Formulas.

Formulas in Column H:

Notice the color coding. This can be usedwhen youre trying to see where eachreference is pointing.


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Two Dimensional Tables

We can use our knowledge of absolute and relative formulas to completea two dimensional multiplication table.

In this case =$D6*E$5 was entered into cell E6 and then copied over thewhole array. Notice we froze column D and row 5.

Formulas Exposed. To expose all formulas onthe page like this, useCTRL- Tilde Key

Tilde Key


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Using functions

Excel allows functions to be written within formulas.

For example, to get a sum for several consecutive cells, we could write:

=A1+A2+A3+A4+A5

But its much easier to use the SUM function:=SUM(A1:A5)

In this case, we wrote=SUM(B2:B9)into cellD4

Of course the range is

highlighted and color codedwhen we pushF2


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Using functions Cont.

We can use the mouse the select the range once =SUM( has been written,or simply use the shortcuts. In situations where the ranges are verylong/wide, its wiser to use the shortcuts to make these selections.

In the edit mode we can alsodragthe edges of the range withthe mouse to change it. Just Thisapplies to all references in editmode.

Dragging the edge with the mouse


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Working with large sets of data

Often we will encounter large sets of data. Usually the data is arranged, bytype, in various columns with labels called headers. The following exampleswill deal with set of data representing a fictional trade blotter. Because the data

is arranged in this fashion, well be able to perform several types of analysis,sorting functions, and create pivot table reports.


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The IF functionThe IF function allows us to specify a condition and determine what to dowhether the condition is true or false.

=IF(logical test,value if true,value if false)

The conditionWhat to return ifthe condition istrue

What to return ifthe condition isfalse

In this case we entered pasted the following formulainto the cells in column C:

=IF(A2>40,greater than 40,less)

If the cells two spaces to the left are greater than forty,it returns greater than 40. If not, it returns less.

When the results are not expressed as numbers orformulas, they must be put in parenthesis as shownabove.


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The VLOOKUPSometimes a condition has so many possible If outcomes, its beyond thescope of linking several IFs together. Using VLOOKUP gives us the power tofind a match in a table containing a virtually unlimited number of outcomes.

Furthermore, the VLOOKUP (a vertical lookup) can pull data from any columnof a table as long as we provide it with the right search information.

=vlookup(lookup value,table array,column #,range lookup)

Trying to find amatch to thisvalue

In the leftmostcolumn of thistable range

In this column(where theleftmost column is# 1)

Can beTRUEorFALSE. If yourelooking for aperfect match,ALWAYS write

FALSE). Careful!If you omit thisargument itdefaults toTRUE.


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The VLOOKUPNow we can match the account number to a trader name to populate a newcolumn of trader names. Notice that we froze the table range as absolute.

In this case were looking forMJ3939 in the table above andreturning the result in the 2nd

column. Of course this will workfor each line as we copy theformula down.


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Creating a Pivot Table

We start a Pivot Table in the same way we start a sort or filer. Select all of the

data. Then go to Data>Pivot Table.

Now we simplydragthe desired column icons into the boxes in the table. To see abreakout of categories, drag the icon into the Row Fields or Column Fields boxes.To filter a certain criteria, drag it to the Page Field at the very top. Put the databeing analyzed into the Data box in the middle.

drag

Row Fields

Column Fields

Page Fields

Data


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Setting up a chartTo avoid confusion while setting up a chart, simply think about what the differentseries are going to be and where that data is located. A series is a listvalueswithin a certain category that will be charted.

To set up a simply bar chart withoneseries, firstgo toInsert>Chartand select a vertical bar chart.Go to theseriestab. Adda series.

Click thebuttonsand simply select the ranges onthe page that represent the name, values, and x

axis labels.

name

values

labels


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Charts (cont).Perhaps we want each column to represent a different series so that wehave three discreet lines in the chart. In case we can simply select the entiredata range and select columnsin the data rangetab. This only works when

the data is arranged in this convenient fashion. Usually its not, so we usethe Series tab.

x axis labels

values

series names


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Charts (cont).If the series are arranged in group as shown below, the amount of series canbe manipulated by simply draggingthe range markers with the mouse.

Dragging theedge with themouse

Finally, we can right-click the areas of the chart toimprove its aesthetic qualities by changing theformats.

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Easy Excel Guide 2

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