Table of Contents Preface Chapter 1: Introduction Microsoft Excel at a Glance Menus File Menu Home Menu Insert Menu Page Layout Menu Formulas Menu Data Menu Review Menu View Menu Cell, Worksheet, & Workbook Chapter 2: Basic Data Types, Data Consistency, and Analysis Aided Tools in Excel Basic Data Types Number Text Boolean Formula Data Consistency Naming Range First approach to name a range The second approach to name a range Analysis Aided Tools Insert Sheets Rename Sheets Sheet Tab Color Duplicate Worksheet Delete Worksheet Linking Worksheet Hide / Unhide Rows and Columns Merging Cells To Insert, Format, and Delete Cells, Rows or Columns Chapter 3: Data Formatting Format Data as Excel Tables Create a Table Benefits of Excel Tables Format for printing and Email Remove Duplicates Text to Columns Flash Fill Data Validation To Create a Drop Down List Subtotal To Insert Subtotal To Remove Subtotal Group and Outline How to Insert Group and Outline? To Remove Grouping Chapter 4: Sorting and Filtering Top to Bottom Sorting Left to Right Sorting Sort by Color Filter To Remove Filter Advance Filtering Chapter 5: Charts in Excel Column Chart Clustered Column Stacked Column 100% Stacked Column Line Chart Bar Chart Pie Chart Combo Chart Chapter 6: Business Analysis Aided Tools Conditional Formatting Built-in Conditional Formatting Logical Formula Conditional Formatting with Data Validation Two ways Conditional Formatting Three-ways Conditional Formatting Clear Rules Freezing Panes Windows Splitting Protect Worksheet and Workbook How to Protect Cells that Contain formulas? Chapter 7: Logical Function in Excel Basics of IF Function Combining IF with AND Combining IF with OR Nested IF Function COUNTIF and COUNTIFS COUNTIF COUNTIFS SUMIF and SUMIFS SUMIF SUMIFS AVERAGEIF and AVERAGEIFS AVERAGEIF AVERAGEIFS SUMPRODUCT IFERROR Chapter 8: Performing Lookup in Excel LOOKUP Function and its Application LOOKUP - Vector Form LOOKUP - Array Form: VLOOKUP and its Application VLOOKUP for Exact Match VLOOKUP for Approximately Match HLOOKUP and its Application Looking for Exact MATCH using HLOOKUP Looking for Approximately Match using HLOOKUP Chapter 9: Power Excel Data Functions MATCH Function INDEX Function INDEX MATCH Function CHOOSE Function Chapter 10: Arrays in Excel An Array and array Formula Creating and Using an Array Formula Conditional Evaluation in an Array Formula Chapter 11: Excel Math Functions The OFFSET Function RAND and RANDBETWEEN INDIRECT Function ROUND, ROUNDUP, and ROUNDDOWN ROUND ROUNDUP ROUNDDOWN CEILING and FLOOR COUNT, COUNTBLANK and COUNTA RANK, RANK.AVG, and BREAK DUPLICATE RANK RANK.AVG BREAK DUPLICATE DATE, TODAY, DAY, MONTH, YEAR and DATEVALUE TODAY DAY MONTH YEAR DATEVALUE WORKDAY and WORKDAY.INTL WORKDAY WORKDAY.INTL NETWORKDAYS and NETWORKDAYS.INTL NETWORKDAYS NETWORKDAYS.INTL Database Functions in Excel DAVERAGE DCOUNT DCOUNTA DGET DMAX DMIN DSUM DPRODUCT DSTDEV DSTDEVP DVAR DVARP Chapter 12: Excel Text Functions LEN and TRIM Text Functions LEN TRIM Using LEFT, MID and RIGHT for String Extraction LEFT MID RIGHT Use Extracting functions with SEARCH Joining Data with CONCATENATE or AMPERSAND “&” CONCATENATE Ampersand Changing the Case of Text in Cells (UPPER, LOWER and PROPER) UPPER LOWER PROPER FIND, REPLACE, SUBSTITUTE, and REPT FIND REPLACE SUBSTITUTE REPT Chapter 13: IS Functions ISNUMBER, ISEVEN, ISODD ISNUMBER ISEVEN ISODD ISTEXT and ISBLANK ISTEXT ISBLANK ISFORMULA, ISLOGICAL ISFORMULA ISLOGICAL Error Checking with ISERR, ISERROR, ISNA Error Checking with ISERR Error Checking with ISERROR Error Checking with ISNA Chapter 14: Sparklines Create a Sparklines in Excel Change the Design of Sparklines Removing Sparklines from a Sheet Chapter 15: Scenario Manager, Goal Seek, and Solver Scenario Manager and its Application Setting up Scenario and Entering Values to carry out What-If-Analysis Getting a summary of all Scenarios Goal Seek Using Goal Seek to carry out What –If-Analysis SOLVER Activating Solver Add In Using SOLVER to Carry out What if Analysis Add constraints into Solver problem Chapter 16: PivotTable, Slicer, and Timeline tool In Excel PivotTable Organize your source data Create a PivotTable Arrange / Rearrange Fields in a PivotTable Show Different Calculations in PivotTable Summarize Values By SHOW VALUES AS Format PivotTable Numbers Applying Pivot Table Styles Disabling and Enabling Grand Totals Applying Report Layout Making Use of the Report Filter Option How to Refresh a PivotTable? Grouping Moving a Pivot Table Removing a Pivot Table The Slicer Tool The Timeline Chapter 17: Pivot Charts in Excel Creating a Pivot Chart Changing Chart Types Formats and Layouts Filtering a Pivot Chart Hiding Pivot Chart Field Buttons Moving a Pivot Chart between Sheets Deleting a Pivot Chart (With Care) Chapter 18: CORRELATION and REGRESSION ANALYSIS Activating Analysis ToolPak Add In CORRELATION COEFFICIENT REGRESSION ANALYSIS R Square Significance F and P-Values Coefficients Chapter 19: Macros in Excel What is a Macro? Activating Developer Tab Creating Storing and Running your First Macro Invoke Macro with Keyboard Shortcut Using Form Button to Invoke Macro Chapter 20: Power Query and Power Pivot How to Activate Power Pivot and Power Query Power Query Importing Data Using Power Query Power Pivot Importing Data to Power Pivot Bonus: Keyboard Shortcuts in Excel Preface Making better-informed business decisions to increase productivity and profitability is arguably becoming most difficult task for every manager due to huge volume of data needed to deal with and understand. Knowing the effective and efficient approach of turning this huge raw data into relevant information to enhance business success in today's challenging and competitive-environment inform the written of this book “Productivity Boosting Aspects of Microsoft Excel” to Instil Data Intelligence using Microsoft Excel. The book focused more on how to improve your Microsoft Excel skills and furnished you with opportunities to be versed with functionality of jobs, functions and formulas that are needed to grow fast and stay competitive. Our illustrations mirror the likely situation you might experience at work. Microsoft Excel remains one of the most cost effective and popular spreadsheet today. This is as result of its flexibility that allows users to easily manipulate and effectively analyse data using its key functions and formulas without having to necessarily understand the complexity of calculations that informed the formulas. Kindly download the practise files use in this book through this link: http://85metrics.com/wpcontent/uploads/2016/12/Productivity_Workbook_Files.rar Momodu Musa Mayomi Lagos, Nigeria www.85metrics.com Chapter 1: Introduction Microsoft Excel at a Glance Spreadsheet application developed by Microsoft to handle calculations, graphics and charts is called Microsoft Excel. This is very useful to carry out various analysis on any form of data. Although there are different versions of Microsoft Excel in public domain but I will stick with Excel 2013 version throughout my discussion in this book since they have slightest difference. Microsoft Excel environment and how its features are positioned are clearly shown in figure 1.1 below. The essence of this chapter is to familiarise you with the Excel environment by simply introduce you to various features of Microsoft Excel such as Menu bar, ribbons, formula bar, cell, worksheet, and workbook. Figure 1.1 Menus Menu such as Developer, PowerPivot, and PowerQuery in the Menu Bar as appeared in figure 1.1 were enabled to carry out some advanced work. Basically we do have File, Home, Insert, Page layout, Data, Review and View appeared as default. So we are going to look into those classified to be default Menu and their sub-menu in this chapter. File Menu This menu houses tools to create, save, print, export and even share documents. It also facilitates how to invoke advance tools that are not appear by default. Figure 1.2 Home Menu This considered to be one of the best self-explanatory menu that played host to the fundamental tools in Microsoft excel. Figure 1.3 Clipboard allows you to copy, cut, and paste selected content in Excel. Previous format can be applying with help of Format painter. Font allows you to change font size, color, and background color. It also makes contents bold or underline or italic. Alignment: allows you to justify, aligned content to left, right, center, wrap text and merge cells Number: This facilitates how numbers will appear in the cell such as currency, percentage, fractions, scientific or general, date, and text format. Styles: it makes data stands out and visual appealing. Cells: Allows insertion of new cell, deleting of existing cell, and change cell format. Editing: This section considered very powerful as it played host to Autosum, Sort& Filter, Find & Select, and Find & Replace. Insert Menu Insert Menu is an embodiment of most amazing tools in excel such as chart, table, sparklines, and slicer to mention few. Figure 1.4 Tables: Allows you to insert Table to organise and analyse related data. It also facilitates the insertion of PivotTable to summarise complex data. Illustration: Allows the insertion of shapes, Picture, SmartArt, and Screenshot. Apps: Allows you to insert an app into your document and use the web to enhance your work. Charts: Allows you to insert any form of chart suitable for a particularly work. Reports: This facilitates the insertion of PowerView. PowerView provides easy to use ad hoc interactive reporting to make better inform business decisions. Sparklines: Allows the insertion of mini charts fit into one Excel cell. Filter: Allows you to remove the field values considered not useful for a particular task. Links: Allows you to create a link to your document for quick access to webpage or file or even a place within the same document. Text: This facilitates the insertion of any form of texts and objects such as word Art, signature, header and footer. Symbols: Allows you to inserts mathematical equations and special symbols that are not on keyboard. Page Layout Menu It houses the necessary tools that can be use enhance the appearance of the page and very handy in preparing pages for printing. Figure 1.5 Themes: Each theme had a unique colors, fonts and effects that gives your document instant styles. Page Setup: It facilitates Margin adjustment, orientation (portrait or landscape), paper size, Print Area while preparing document to be printed. Scale to Fit: It allows you to shrink both height and width of your printout to fit a certain number of pages. Sheet Options: Allows to alter the default setting to either print the gridlines / headings or not. Arrange: This is very useful to rearrange overlapping objects. Formulas Menu This menu plays host to Microsoft Excel built-in formulas ranging from finance, logical, to lookup and reference. It enabled auditing to be perform on formulas in use. Function Library: This played host to array of formulas group by category for easier identification. The categories include Autosum, Financial, Logical, Text, Lookup &Reference, etc. Define names: This is very useful in create, edit and even delete name of a cell or selected cell. It’s handy when copying formulas or doing analyses on large data. Formula Auditing: Allows you to uncover any error in your formula. It traces precedent, dependent, and evaluate each part of the formula individually. Calculation: Allows to choose whether to calculate formulas manually or automatically in excel worksheet. Data Menu Data Menu is basically enhancing data formatting, data analysis, and serve as gateway to other sources of data. Get external Data: This is very handy when importing data file from other sources (such as Access, Web, Text, SQL Server) to work on in Excel. Connections: Allows you to view all data links/connections in workbook to external data files and possibly refresh to effect any change made to the external Data file. Sort & Filter: enabled you to filtering your data and come out with the useful part of the data. It also allows to perform sorting on data. Data Tools: This played host some basic tools use to carryout data analysis. This includes splitting single column to multiple (Text-toColumns), remove duplicates and Data Validation. Outline: allows you to group, ungroup, and perform subtotal on some large range of cells. Analysis: Though not appear by default but was enabled to facilitate financial and scientific data analysis using tools such as Data Analysis add-in & Solver add-in. Review Menu This comes handy while carrying out commenting, enabling access restriction and spell checking. Proofing: facilitates spell checks and further research to establish the meaning or nearest in meaning to words. Language: Allows you to translate the selected text to different language. Comments: Allows you to add, edit, delete and view comments in excel sheet. Changes: Allows you to protect worksheet and workbook to avoid unnecessary alteration. Also facilitates sharing of file and as well track changes to the file. View Menu This will enable you to make changes to window appearance in excel and not really in actual document. Workbook Views: Allows you to set how your workbook appears. Shows: Enable you to control some features like gridline, heading, formula bar and ruler whether to appear or not. Zoom: enhances the selected cell to gain better view. Window: Allows you to freeze portion of the sheet to keep it visible while scrolling through the entire sheet, split windows and hide windows. Macros: This only visible when Developer menu is enabled. It allows you to view the list of macros you can work with or better still record fresh one. Cell, Worksheet, & Workbook Cell is an intersection of a row and column. Worksheet is a single sheet that contains cells organised by rows and columns. Workbook is an Excel file that contains one or more worksheets. Chapter 2: Basic Data Types, Data Consistency, and Analysis Aided Tools in Excel Basic Data Types The classification of data to various types based on predefined characteristics and how its value should be stored is referred to as a data type. In this case Microsoft excel recognises four (4) different data types which include Number, Text, Boolean, and Formula. Therefore, each cell can contain any of the above mention data types or even referring another cell in the same sheet. Number Basically this is the collection(s) of only digits that usually aligns to the right in the cell. Text This is the collection of alphabet(s) or alphanumeric input into cell in excel. Sometimes it could be digit only but the entire entry (Text) is always aligned to the left of the cell. Boolean This is the logical TRUE and FALSE and is always aligned to the centre of a cell. Formula Any entry preceded by equal “=” sign in a cell is refers to as formula. Data Consistency It is essential to shed more light on what require for datasheet to stands the test of time and what good data really entails in this section. A data is considered to be good if it requires no further manual clean up while table that houses data that are meant to be consistently grow overtime as well evaluate changing variables is called DataTable, such as record of sales in a supermarket. This table will continue to grow in as much the supermarket remains in operations and sometime varies inputs to generate different outputs. Though there are lots to data table but we will limit it to this. For these tasks to be as easy as possible the following assertions must be adhered to Maintaining a DataTable per sheet helps in minimizing or eliminate likely errors that may arise overtime since the table will never ceased to grow. Each column must have a unique heading and must not contains formulas or duplicates in the heading. It is necessary to start the DataTable as close to cell A2 as possible to avails you the larger space in the worksheet as the table continue to grow. It is advisable to leave a row up. Discourage every act of hide rows or columns and ensure the table remains compact without meaningless gap. Instead make the table compact like I have below Imbibe the act of assigning data to unique field rather than lump it together. This is very handy while performing advance functions on the table. Naming Range Excel allows us to create descriptive name that refers to a cell or group of cells. This name can be use in formula instead of the cells range. There are some rules that guide the creation of name which includes the follow: Space is not allowed within the name, so the name must be one-word. Names can begin with either letter, underscore, and backslash, while the rest character can be the combination of letter, underscore, number, and period Name cannot be the same as cell reference. Lastly, name in Excel is not case-sensitive. Name range can be done in two ways. First approach to name a range Select the cell or group of cells to name Go to Name box, which is to the left of formula bar and type in valid new name Press Enter The second approach to name a range 1. Select the cell or range of cells to name 2. Go to Formula Menu and click on Define Name to invoke the New Name dialog box. 3. Type in the new name on the Name field. 4. Validate the cells range captured in the “Refers to” field if it covers the range. 5. Click Ok to effect the change and close. The existing name on the list can either be edited or deleted through the Name Manager in the Defined Names group in Formula Menu. Analysis Aided Tools We will be looking at some tools considered very important to aid data analysis processes in Microsoft Excel in order to generate effective reports that are readable and succinctly convey all you intended to communicate in a simple way. The tools enhanced our business operation data to easily scale, visual appealing and more dynamic. These include insert sheets, renaming sheets, sheet tab color, duplicating sheet, deleting sheet, linking sheet, and Hide/Unhide Rows and Columns. Insert Sheets Microsoft Excel allows insertion of additional worksheets into a workbook. Excel 2013 has one worksheet by default unlike previous versions that provided with three worksheets. To insert worksheet next to an existing one. Select the worksheet, click on the new sheet icon. See the screenshot below Rename Sheets Worksheets can be renamed from it default name (sheet1, sheet2 ...) that appears on its sheet tab at the bottom of the screen to descriptive name that distinguish your work. To do that: 1. Right click on the sheet tab you want to rename and select the rename from pop up option. 2. The sheet name will be highlight for you to overwrite it to desire name 3. Type in the new name and click outside the new name to effect the change. Sheet Tab Color Sheet tab can be color or recolor to enhance uniqueness of your work, better identification, and visual appealing. Right click on the selected sheet tab intends to color, select tab color from pop up options, that takes you to theme color dialog box where you can choose the color of your choice, click on the color you want. The tab color automatically changed. Duplicate Worksheet Worksheet can be duplicate in an excel file. This is very common when you intend to mirror the entire sheet in other to carry out further operation on its copy without affect the primary sheet. To duplicate a worksheet. Select the worksheet, 1. Right click on the sheet tab and choose Move or Copy from the popup options. Copy or move dialog box will appear 2. Choose the new book if you want it on a fresh workbook or select the current workbook and specify the location to place it. 3. 4. Tick create a copy Click ok. Delete Worksheet Worksheet can be removed when considered not needed or no longer in use. To remove the worksheet in question, right-click on the sheet tab selected at the bottom of the screen, choose DELETE from pop up options and click ok. The sheet will be automatically removed. Linking Worksheet Linking sheet in Microsoft Excel is very essential when we work on multiple worksheets in the same workbook or different workbooks. It keeps worksheets at a manageable size, enhanced effective reports and add values to projects in Excel. Linking spreadsheet operation is very handy when carried out calculations on sheets with lots of information, particularly linking source data from one sheets to the one that houses dashboard report. To link worksheet within a workbook is very simple courtesy of "equal to" (=) that does the magic. All you need to do is to type "=" in the reference (on the second worksheet) to cell that hold the actual value on the first worksheet and click on the cell in first worksheet and Kindly notice "!" Between the sheet and the cell reference, then press Enter key. Let’s illustrate the above with the below example. We have two separate worksheets name sheet1 and sheet2 We want to link sheet1 to sheet2 so that cell B2 on sheet1 will be displaying the Amount Sold in cell B6 of sheet2. The following procedures will serve as our guide: Click on cell B2 on sheet1 and type “=” in cell. Go to sheet2 and click on cell B6 on sheet2 Kindly take note of the exclamation mark “!” in between Sheet2 and B6 in the formula bar Press Enter key to get a result that look like the screenshot below on sheet1 Congrats you have successfully link the two sheets together. Hide / Unhide Rows and Columns Sometimes one may considered to hide some information from public or user of our report in Microsoft Excel. I don't encourage this because it sometimes messes up a lot than the good we expect. To hide rows or column is so simple, all you need to do is: select the row(s) or column(s) by click on numbers at the leftmost of the sheet or alphabet at top of the sheet you intend to hide respectively Right click and select hide from the pop up options. Below is screenshot on how to hide rows Below is on how to hide columns The same approach can be employ to unhide both rows and columns initially hidden. Merging Cells This is the process of combine the contents in selected cells to one large cell. The following are the steps to merge cells: Highlight the select range of cell you want to merge. Go to Home Menu Click on small drop down arrow next to Merge & Center to choose where to align the text in the merged cells. To Insert, Format, and Delete Cells, Rows or Columns There may be need to insert fresh row or new column within the existing ones in a worksheet, performing formatting such as adjusting height or width of cells or even get rids of cells, rows and column in a sheet. In order to perform this insertion, Select any cell within the sheet to specify the position you wish to insert cells, rows or columns. Go to cells group under Home Menu and click on INSERT icon to choose either sheet rows, sheet columns, and sheet from the drop-down list to insert fresh rows, columns, and sheet respectively. Select cells, rows, or columns to format and repeat the same processes. Select cells, rows, columns, sheet to delete and repeat the same processes. Chapter 3: Data Formatting Data formatting is an essential process of transforming data into proper format (Good Data) to enhance all kind of operations in excel, simplify all stages of data analysis, and succinctly gives clear picture of the message been communicated. In this chapter, I will be explaining how data can be format in tabular form, format data for printing, and how to remove unnecessary duplicates during data cleaning, and data validation to minimise or eliminate errors. Format Data as Excel Tables One of the best way to keep data in good format is to convert it to table in order to make it more flexible and dynamically grow over the period of time. Excel Tables are not just extremely powerful to deal with large data considered very difficult to understand but effectively simplify how to handle dataset and maximize accuracy. All analytical tools required to make sense out of any form of data can only work perfectly if data are put in tabular form. The raw data we intend to format as table in excel must satisfied criteria which include: Maintaining same data type in a column, Never merged cells, Formulas must not be in the headings, All headings must be filled that is no blank headings, Never duplicate headings, and Horizontal calculations must not allow. Create a Table Let's follow the following steps to convert the data set below to table. 1. Click on any cell in the data sets 2. Go to INSERT MENU then Table group 3. Click on Table convert the range to table (its shortcut keystroke is CTRL+T) 4. The selected range will show on the dialogue box 5. Take note the checkbox that indicated “My Table has header”. Kindly unchecked if your table has no header, Excel will add generic names like Column1, Column2, Column3, and so on. 6. Click ok. Note, the Table Tools that appeared at the top whenever you select anywhere in the table indicates the cells range had successfully been converted to table. 7. Rename your table to make it unique. Simply overwrite the default name that appear in Table Name field in properties group. 8. Hover your mouse over different Table styles under design ribbon to change to your desire. 9. Tick and untick those checkboxes in Table style option to enable or disable features likes filter button, Banded row or column, Header row, Total row, First column, and Last column Benefits of Excel Tables Those unbelievable benefits of excel tables include the following: Excel Tables can effectively handle automatic copying of Formulas, Validations, Number formatting, and Conditional formatting apply to a single cell in a column in order to increase accuracy and save time specifically on newly added columns. It extremely helpful to overcome the challenge of manual split or freeze pane perform on tabular data to prevent first row (heading) from disappear while scroll down. Excel Tables promote Readable formulas for better understand and formulas entry much easier to perform. While entering formulas to tables, you will encounter square bracket around column names involve in the formula. Also @ sign together with field name in some excel table formulas implies - taking value from the specific column for current row only but affect the entire column when @sign is removed. Tables effectively handle auto dependence formula and reference to reduced effort and accuracy. Formulas refer to data or range of data but sometimes generate results that are operationally wrong as a result of your failure to update formulas when more data is added which make the formula becomes outdated. This could lead to wrong decisions that will cause either monetary or other business losses. We need tables to avoid this. Let me demonstrate this with example below. cell G3 holding the sum of data range E3:E6 which return 26 as the result as it appears here Now you came back to add addition data to the range. Let’s say you want to add 9 to it. Haven added the value 9, you noticed the result remains unchanged and there appeared a green mark at the result cell. Never ignore the green mark, it requires your attention that an error has occurred. Select the green mark to see the type of error. That tells you that your “Formula Omits Adjacent Cells” click on the second option “Update Formula to Include Cells”. That will now automatically update your result in cell G3 to 35. Are you going to be repeating this task every time you add more data? What if you forget to do that? You will get wrong result that is not mathematically wrong but operationally wrong which could lead to bad decisions. To avoid this repetitive task and solve the problem once, we need tables. Here we go, convert the cells range to table and input value 9 in the adjacent cell of the table as shown below Immediately you exit the cell that hold value 9, table will automatically add the new data and the result get updated. This will save you a lot time and reduced stress. Format for printing and Email Having done with our report, there might be need to send it to our boss or colleagues by either print it out or send through an email in a format that will make it not just readable but clearly understandable. The following steps will guide us to format data set for printing and email 1. Highlight the cells range or table you intend to print 2. Go to Page Layout Menu and set PRINT AREA to instruct excel to print the selected cells range or part of the sheet highlighted. 3. Adjust the width and height in Scale to Fit group, also tick the checkbox in sheet options to show gridlines or headings in the print out. 4. Do the necessary adjustments you intended to in the page setup group. Another way to do it, is to click on the arrow underneath “Print Title icon” to invoke Page setup dialogue box A Page Setup dialog will appear like in the screenshot below 5. Set the orientation to either portrait or landscape as you choose 6. Adjust the “Scale to Fit” to shrink the height or width of print area to either a page or more. 7. Set Header and Footer by click on the tab next to Margin on the dialogue box and type your contents. Click on custom Header to add header or Custom Footer to add contents to footer. Lastly check/uncheck the checkboxes to indicate how you want it to appear either on different odd, even page or not on first page as indicate in the below snapshot. 8. Set Print Area on the Sheet tab beside Header/footer tab to indicate the cells range selected to print. 9. Set Print Title to repeat the range of cell in case your document is more than one page and you want the same title to appear in all the pages. 10. Click Print Preview button to preview the setting before sending it to the printer. Note: You can Select the File Menu and click on Print option to Preview and Print or Press CTRL+P. 11. Click on Print to print the document 12. To send the documents as email, select File and click SHARE 13. Then click on email to send it as either an attached, pdf or others. Remove Duplicates This function is use to eliminate unnecessary repetition of item on the list. Take a look at the list of motorcycle brand that appears in the screenshot below and think how to remove duplicates Before removing the duplicates, let's first highlight the duplicate brands in the list for better clarifications. To highlight the duplicates: 1. Highlight the cells range that contains the items 2. Go to Home Menu 3. Click on Conditional Formatting 4. Choose Highlight Cell Rules, and 5. Select Duplicate Value Duplicates highlighted. Highlight the cells range to remove the duplicates and follow these steps: 1. Highlight the cells range that contains the items 2. Go to Data Menu 3. Click on Remove Duplicates 4. Remove Duplicates dialogue box will appear, select the column that contain the values if the checkbox is not tick. 5. Take note the checkbox “My data has headers” if your data has header. In this case, my data header is Motorcycle Brand. 6. Click on Ok button to effect the change The duplicates values will automatically be removed. Excel will notify you the number of duplicates found and removed and number of unique values remain. Here will have 5 duplicate values removed and left with 11 unique values. Text to Columns As its name implies, this feature is used to split bunch of data in a column that either separated by space, comma or other separators to unique fields (columns). This function is very helpful to split imported data from text editor or web into unique columns. For instance, the list in column F below comprises of both surname and first name. We can split it to two separate columns to make it more readable. Don't forget we are still under data cleaning and all our data must be in proper format. To split data in the above cells range 1. Highlight the cells range 2. Go to Data Menu 3. Click on Text-to-column 4. Covert-to-text dialogue box will appear. Select Delimited or fixedwidth to choose the type of file that best describe your data and click on next button to proceed. 5. Since my data are separated by space, I will tick checkbox beside space to select it then click on Next button. Remember excel is very intelligent to figure out the best in so many cases. Wow Excel is so intelligent to have separated it. 6. Again I will go with Excel to figure out the destination for me as you can see it has already picked cell F1 for me in the diagram below 7. Click on Finish button Great! Successfully splits the data into two columns. Now you can apply the same format on the data in G column Flash Fill Flash Fill is an Excel feature that was first introduced in Excel 2013 as an alternative to simplified data cleaning process considered very difficult, time consuming, or not possible with existing methods. The way it works is similar to that of Text-to-Column but can handle the task of cleaning huge data in faster and less cumbersome way than any other features. What it does is to study the pattern of input values and automatically fill in the rest. This amazing tool is located in Data tools group in Data Menu. Let’s demonstrate how it works using the randomly generated data below. What we intend to do is how we can split those text in column B to three different columns let's say column C to E. The first way this can be done is to type in the first part of text in column B "Jude" to the next column C. Upon typing the letter "M" of second text "Musa" in the next row; Excel is very intelligent to pick out the remaining text in that category as it appeared in grey below, and then press enter button on your keyboard. The same process can be repeat for numbers present in the text in column B to be split in column D. The second way to do this is to type the very first text to extract in the intended column then go to Data Menu and click on Flash Fill in the Data tools group. In this case I will type “Gombe” in cell E2 and go to Data Menu, and click on Flash Fill in Data too group The result will appear as below Data Validation This feature is used to create drop down list of items in a cell to facilitate easier data entry and eliminate or reduced all forms of typing and input errors. In a nutshell, it controls what one can entered into worksheets. A drop down list shown below was generated using data validation. Data Validation which is under Data Menu is very effective to restrict cell entry to particular range and even restricts cell entry to a particular type of data based on validation criteria selected. To Create a Drop Down List 1. Select the cells in which you want the drop down list 2. Go to Data on the menu bar 3. Click on the data validation. 4. Choose LIST from Allow’s drop down options which include Any Value, Whole Number, Decimal, List, Date, Time, Text Length and Custom. Any Value remains indifferent validation criteria as it allows user to input all forms of value. Whole Number restricts cell entry to only whole number. Decimal forces users to enter either decimal or whole numbers. List restricts user to list of items to choose from. Date forces user to enter only valid data. Time restricts the user entry to only valid time. Text Length allows entrance of any value in as much the character length is still within the stipulated value. Custom allows you to condition cell input based on your conviction that not included in the available options. 5. Click on the source icon to choose the source to pick the items to populate the drop down list. Click Ok to close the dialog box and effect the changes. 6. Done! Now you can click on any of the cell earlier highlight and you will notice a drop down arrow. 7. Click on the arrow to select an item from the drop down list to fill the cell. Subtotal This can be used to generate subtotal for selected range of cells and is more efficient when working with large amount data. One of its cool features is the ability to handle functions like average, count, product, Max, and Min of bunch of cell. Note that consistent value is the key to arrive at correct result under subtotal and always ensure the data are well sorted. Let’s see the example below Let’s do custom sort on the entire record using two criteria (Year and Product) in that order. Sorting is generally explained in chapter four. Good! Now that our data are well sorted. We can proceed to perform subtotals To Insert Subtotal 1. Highlight the enter record 2. Go to Data Menu and click on Subtotal 3. Subtotals dialog box. Set the necessary parameter which include “At each change”, “Use function”, “Add subtotals to”, and so on Note: use function is where to change what subtotal will compute such as average, sum, Product, and min to mention few. 4. Click Ok button The number label A at the top of left pane can be used to choose level. The B label point to the Subtotal based on Years while Label see shown the grand total of the entire sales across years. Below diagram shown level 2 See the level 1 You can play around by clicking either of the number (1, 2, and 3) at left pane to see the different level results. To Remove Subtotal 1. Highlight the cells range Go to Data Menu 2. Click on subtotal and choose Remove All from the dialog box that pop up 3. Click ok. Group and Outline Navigating huge data in a spreadsheet is considered to be most tasking job that require an easier method that will make it more manageable both in size and appearance. This challenge informed the introduction of group and outline features to enhance the minimization of data and quickly display summary rows and columns, or to even reveal each group’s details. To do these, one must ensure the data are properly organised How to Insert Group and Outline? 1. Select the columns or rows you intend to group 2. Go to Data Menu, 3. Click on group in outline group, 4. Specify rows or columns to indicate what you want to group 5. Click Ok Take note of those outline symbols indicate with arrows. They can be clicked on to hide and unhide rows. The good thing here is that excel allows up to 8 levels to the outline by grouping rows inside an existing group. To Remove Grouping 1. Select the rows or columns you want to ungroup 2. Go to data menu and click on ungroup the outline group. Alternatively click the down arrow on ungroup button and choose clear all to remove all groups. Chapter 4: Sorting and Filtering Sort and Filter are some of the most amazing features aiding data analyses in Microsoft Excel. Sort is very handy in changing the order of data as chooses while filter helps us to focus on a specific set of extracted (filtered) data. Sorting order on your Excel data could either be in ascending, descending, left to right, top to bottom or even by color. Sort and Filter functions can be access in either Home Menu, Data Menu or Right-click and Select as shown below. I will stick with Home Menu throughout this chapter. Let us illustrate with an example on how to fix this unsorted record. Top to Bottom Sorting Here we are going to sort the motorcycles brands in alphabetical order. By taking the following steps: 1. Highlight the entire cells range that contain the data 2. Go to Data Menu and click on sort icon to invoke Sort dialog box. 3. Choose “Motorcycle” in the SORT BY drop down box. Note the “Add Level” will allows the addition of more than one level of sorting in case you have more than one criteria. 4. Select “A to Z” in ORDER drop down box to sort in ascending. 5. Click on Ok button. You will have noticed the Motorcycle Brands had been sorted alphabetically Left to Right Sorting The good example to illustrate this is to sort Months on the record from January to May (that is from old to new). To do this: 1. Select the record again but leave the motorcycle field (column) out since we want it to remain in the current position. 2. Go to Data Menu to click on Sort to invoke the sort dialog box 3. Click on the option button in the dialog box to switch from “top to bottom” to “left to right”. 4. Click Ok. 5. Choose “Row 3” in the SORT BY drop down box since ROW 3 contains item intends to be sorted 6. Select “Older to Newest” in ORDER drop down box. 7. Click Ok to effect the changes. The record will automatically sorted as it appears below Sort by Color Let us sort the record below based on color in the following order (Blue, Green and Red) 1. Select the record again with the motorcycle field (column) this time. 2. Go to Data Menu to click on Sort to invoke the sort dialog box 3. Choose “Motorcycle” in the SORT BY drop down box 4. Select “Cell color” in the “SORT ON” drop down box 5. Choose the color in the “order” to indicate the order you want them to appear. 6. Click on “Add Level” to repeat the process for the rest colors. 7. Then click Ok to effect the changes. Below is what you will get Filter Filter enabled us to focus on a specific set of extracted (filtered) records that met certain criteria. It can be accessed in three different ways (Home Menu, Data Menu and by Right click option) as earlier explained. Let us take some examples for clear understanding. We can use filter to extract some information from the above data set base on the criteria we choose. 1. Click any cell in the data set 2. Go to Home Menu or Data Menu and click on filter Take note the arrow that appears in the column heading 3. Click on the arrow next to the “Product” to filter it 4. Click on Select All to unchecked all the boxes and click the box next to “Bajaj Boxer” 5. Click Ok. Excel will show only Bajaj Boxer sale as it appeared below We have succeeded in filtering the entire record (Romatee Motorcycle’s Sales) using Bajaj boxer as criteria. We are going to take a step further to see all Musa’s sales on Bajaj Boxer 6. Click on the filter arrow beside “Sale Rep” 7. Click on Select All to unchecked all the boxes and click the box next to “Musa” 8. Click Ok to get the result below We have successfully filtered the Musa’s sales on Bajaj Boxer. To Remove Filter 1. Click on the data set 2. Data Menu and select Filter Or simply Right Click on the Data set and select Filter. Advance Filtering This feature did not just facilitate us with an easier way to extract records from dataset using complex criteria but save us a lot of time. For instance, the criteria for filtering in our earlier above demonstration include “BAJAJ BOXER” as product and “MUSA” as Sale Rep. which took us up to eight steps to completed can be simplify with just three steps using Advance filter as describe below Step 1 is to write out the criteria. In this case is “BAJAJ BOXER” and “MUSA”. Write it in such a way that filter will know the actual column to find the criteria. That is “Bajaj Boxer” and “Musa” will be written under Product and Sale Rep respectively. Step 2: Go to Data Menu and select Advanced in the Sort & Filter group to launch ADVANCED FILTER Advanced FILTER dialog box will popup. Select “Filter the list, in place” as an action, choose the List range and criteria range then click Ok button as shown below The result will appear like what I have below So simple! The good thing about this advance filter feature is how it facilitate the placement of filtered records on a separate sheet. All you need to do is to create new sheet, launch Advance Filter choose “Copy to another location” as an action and “Copy to” option to specify the new location. Then click Ok button to get the result I have below on sheet2. It works like magic and very easy despite it named “advanced” filter. Chapter 5: Charts in Excel Charts are essential tools in communicating numeric data (messages) in a graphical format. Excel has a lot of chart types, including line, pie, column, stock, radar, and combo to mention few. Knowing the right graphing tools for message is very important in excel if you are to produce effective reports that are readable and summarily convey all you intended to communicate. Create charts that will clearly and succinctly convey our messages required some fundamental steps found across all types are specified below Charts creation Steps in excel Get data into excel sheet Select a type of chart/graph to create Switch axes if necessary Adjust labels and legends, if desired… Reorder data, if desire I will be limiting my discussion in this chapter to Line, Column, Bar, Pie and Combo charts and when to use them since they are the major and most used charts. Column Chart This is used to compare values across categories and can be in either of its three forms, which include (1) clustered column, (2) stacked column, and (3) 100% stacked column. Clustered Column This lay more emphases on individual variance since order of the category is not matter. The table below shown our Dashboard Software sales to selected customers will be a good illustration. Remember the fundamental steps to create chart that I earlier itemized 1. Highlight the range containing the data 2. Go to Insert Menu and click on column chart 3. Select clustered column under 2-D column to choose the chart type. A chart that looks like what I have below will appeared Let’s do little formatting on the chart to make it visual appealing. 1. Click on the chart and go to Design Menu under Chart tools 2. Change the chart layout if need be. 3. Adjust necessary chart elements like axes, gridline, data label, legends, data table and so on. You can do other adjustment like Shape effect, bar color, background and border color and so on under Format menu as shown below 1. Click on the chart 2. Go to format menu under chat tool and do necessary format you want like choosing the border color, background, shape effect, and bar color. I selected chart layout three, added data table under add element and choose blue as my border color. Below is what I got. This same approach is applicable goes for 3D chart. It just that you choose 3-D column instead of 2-D column we earlier selected. You can repeat the necessary formatting as chooses. Stacked Column This is an ideal chart to shows the breakdown of data that made up the bar. See the example below Remember our fundamental steps 1. Highlight the data set 2. Go to Insert Menu and select on column chart 3. Click on stacked column chart (2-D column). The chart above will appear. 100% Stacked Column This shows the breakdown of data that makes up the bar in percentage unlike the stacked column that shows values. To insert the above chart 1. Highlight the data set and go to Insert Menu 2. Select column chart and click on 100% stacked column chart (2-D column). Line Chart This type of chart is very handy when it comes to displaying trends of one or more measures over a period of time. Remember our fundamental steps. 1. 2. 3. 4. Highlight the range Go to Insert Menu and select Line chart Click on the line chart Choose the type of line chart you want. Below is what you will get. Though I made little formatting like border color, chart layout three and legend to the bottom to make it visual appealing. Bar Chart This is very similar to column chart and ideal chart to use when your table contains lots of entries or long labels. The example we will be using is the Nigeria Glo premier football league table as at the end of week 17. Once again remember our fundamental steps in order to insert bar chart for the above table. Below is what you will get Now let’s reverse the vertical axis to make sure the team with highest point is at the top. That Sunshine Stars FC will be at the top while FC Taraba will go to the bottom. To do that 1. Right-click on the vertical axis on the chart 2. Select Format Axis and Click on Axis option 3. Click on Categories in Reverse Order box to check it. Below is what you will get. Though I adjust the data labels to outside end and removed the horizontal axis to make it visual appealing. Go on and do other formatting as wishes. Pie Chart Pie chart is the right chart to emphasise the contribution of each category to the pie that represents grand total. This can be demonstrating with the following example showing the number staff across selected department in Nicon Hotel. To insert pie chart for the above table. 1. 2. 3. 4. Highlight the data Go to Insert Menu and select pie chart click on pie chart Select the type of pie you want. Below is the result you will get Now you can do little format as you chose. But here I will select one of the design in excel. Combo Chart This contains two or more chart types in a graph. It is cool feature is how it shows the interconnected data with their combined relevance. For example, Romatee Motorcycle sales trends across years. To insert combo chart for this is very easy particularly in excel 2013 and beyond. 1. 2. 3. 4. Highlight the cells range Go to Insert Menu then chart group Choose Recommended chart and Select combo chart you want and click Ok Screenshot below looks like what you will get Chapter 6: Business Analysis Aided Tools Conditional Formatting This is arguably one of the best tools used to indicate various metrics performance in report generation. It is in two forms which include built-in conditional formatting and Logical formula. It can be access under Home Menu as indicates below Built-in Conditional Formatting This contains predefined conditional formatting rules built in Excel to display various metrics performance without building any new formula. The built –in formatting rules include Highlight cells rules, Data bars, color scales, Top/Bottom, and Icon sets. Highlight Cells Rules Here you can highlight cells that either greater than, less than or equal to a value. It also allows us to highlight cells than contain specific text, value in between, duplicate to mention few. Let’s illustrate how Excel highlights cells that hold values that are greater than a particular one. For instance, quantity sold that are greater than 400 from the table below Do the following 1. Highlight cells B3:B10 2. Go to Home menu 3. Click on Conditional formatting 4. Select Highlight Cells Rules and choose Greater Than 5. 6. Enter the specified value, in our case here is 400. Choose format style, I will go with default. 7. Click ok to get the below result The same process can be repeat for the like of Less Than, Equal to, value in between, and duplicate to mention few. Top/Bottom Rules: Here we can highlight the cells that hold highest values or least ones, top percentages or bottom percentages, and above average or below average. Let’s applied Top/Bottom Rules on the same given table. To highlight the TOP 3 values in the range. 1. Highlight cells range B3:B10 2. 3. 4. 5. Go to Home menu Click Conditional formatting Choose Top/Bottom Rules Select Top 10 items 6. Change rank top 10 to 3 and choose format style 7. Click ok to get the below result The same process can be repeat for the like of bottom values, above or below average, top percentages. Data Bars Data bars use bars to represent values in the cells, the higher the value the longer the bar. Let’s follow the same procedure on the above table. 1. Highlight cells range B3:B10 2. 3. 4. 5. Go to Home menu Click on Conditional formatting Select Data Bars Choose any of the Gradients or solid fill. Your result will look like the screenshot below Color Scales Let’s applied color scales on our example. We can still follow the same procedures 1. Highlight cells range B3:B10 2. 3. 4. 5. Go to Home menu Click on Conditional formatting Select Color Scale Choose any of the color pattern from the popup. Below is what you will get. Icon Sets Icon sets enhance visualization of data with arrows, flags, check marks, shapes, and rating starts to mention few. Let’s applied icon sets on the above example. Follow the same procedure 1. Highlight cells range B3:B10 2. 3. 4. 5. Go to Home menu Click on Conditional formatting Select Icon Set Choose from the options. But I will like to choose directional symbol from the popup. Here is my result Logical Formula This involve building rules to satisfy some conditions that are taken care of by preset conditional formatting. In a table below I want to build a formula that will highlight the entire rows that contain the same transactions date with the date supplied in cell A3. To do this is very simple. All you need to do is to follow the set out steps below: 1. Highlight the cells range starting from cell A7 to cell D23 2. Go to Home Menu 3. Click on Conditional Formatting 4. Select New Rule 5. Click on “Use formula to determine which cell to format” from conditional dialog box that popup. 6. Click on “Format values where this formula is true” field and type the formula below in it =$B7=$A$3 {This formula is asking cell B7 if its content is the same as that of cell A3} 7. Click on format 8. Click on FILL tab in the format cells dialog box 9. Select color of your choice 10. Click Ok to accept the format and return to conditional formatting dialog box 11. Click Ok again in the conditional dialog box to effect the change. Below is what you will get. You can decide to change the date in cell A3 to see different effect. The good thing about this is that the condition formatting will remains in the sheet even when the entire data has been deleted and can still be used for another month. Conditional Formatting with Data Validation Instead of inputting data directly into the search cell like will did in cell A3 in the previous example, we can restrict the input value to certain set of values to reduce or eliminate input errors. Let’s see how will can apply data validation in this example. Select cell A3 and the knowledge of data validation you learnt earlier in chapter 3. You will get what appears below You can now proceed to build your rules in the same process demonstrated in the previous example. Once you pick any Sales rep from the list in cell A3, the rules apply accordingly as it shown below. This make the process more dynamic and faster. Two ways Conditional Formatting Unlike what happened in the previous example, with help of conditional formatting you can easily fetch certain record from data set with two criteria. For instance, I may choose to search for the actual values sold on any product by a particular Sales representative in the data set below The only trick here is to make use of AND operator to combine the two criteria. In this case, we will build rules based on Sales Rep and Product. The rule will be in form of this =AND ($A8=$A$3, B$7=$B$3) The dollar Sign “$” uses as absolute reference to lock a certain parameter. What this implies here is to lock the column A on the first condition since it house all the Sales Rep but on different rows. Row 7 is also locked since it hosts all the products input but on different column. You will get this So simple! Three-ways Conditional Formatting We can improve on how we build rules in conditional formatting to accommodate the scenario that involves three criteria. Unlike two-ways that based on Sales Rep and Product earlier discussed, we can include additional criteria to make it three. Let’s call it Month as shown in the data set below Let’s repeat the same process we deployed in 2-ways earlier using the AND operation to include the three conditions. The rule will appear like this =AND ($A8=$A$3, $B8=$B$3, C$7=$C$3) You will have something in the screenshot below The will output the following result Wow! So simple and interesting. You can try other possibilities since is impossibility is nothing specifically in Excel. Clear Rules Follow the following steps to clear rules 1. Go to Home menu 2. Click on Conditional formatting and choose Clear Rules 3. Select either “Clear Rule from Entire Sheet” or “Clear Rules from Selected cells” Freezing Panes This is very useful when dealing with huge data sets and you intend to keep some rows or columns such as heading to remain visible while scrolling through the entire sheet. All you need to do this is to select the Row or Column to freeze, go to VIEW Menu, and Click on FREEZE PANE to either unfreeze if there is existing frozen columns/rows or perform fresh freeze on rows/columns. The three popup options to select from include Freeze panes, Freeze Top Row, and Free First Column. 4. Freeze panes: this keep both rows and column visible while the rest of the worksheet moving. 5. Freeze Top Row: as it names implies, it keeps the top row visible while scrolling the entire worksheet. 6. Free First Column: this undoubtedly keeps the first column visible while the scrolling through the entire sheet. Below is an example show how I applied freeze to allow my first two rows to remain visible while other rows are moving when scrolling. All I did was to click on a cell in Row3 (where I want the scrolling to start) click on view select Freeze Panes then Windows Splitting Splitting Window is very essential when there is need to compare or monitor parts of an excel worksheet that are far from each other but dependent. This tool will not just allow you to have view of two independent windows but can be scroll independently. Below is a table comprises all our revenue for the year 2015. Let’s split it into two using SPLITTING WINDOW tool so that we can compare the performance of each client with the other. All you need to achieve this is to click on any of the number at leftmost of the sheet to select a complete Row or on any of the alphabet to select column, go to view, and click on split. Below is the result you will get Take note of those arrows and the numbering at the leftmost of the sheet. Protect Worksheet and Workbook Access restriction is key to report generation to avoid unnecessary alteration to records. More so, it is very essential in excel to control access to either spreadsheet or workbook. Sometimes you may decide not to allow access to the entire workbook or protect users from edit any part of the worksheet. To protect either workbook or worksheet, do the follow: Open the file, go to File (excel 2013), Click on Workbook protection, and Select the access control you want from the popup. Those popup option include Mark as Final: this mark documents as read-only. Encrypt with Password: allows us to protect the entire workbook Protect Current Sheet: it facilitates the protection of current sheet. Protect Workbook Structure: restrict unnecessary change to the workbook structure Restrict Access: prevent user from edit, copy or print but can only view the document. Add a Digital Signature: promote the integrity of the entire work. Select “Encrypt with Password” to protect the entire workbook. This implies that users must supplied password to open the workbook. A dialog box will appear for you to supplied password and click Ok to accept the setting. The setting will take effect as soon as you want to reopen the file. Select “Protect Current Sheet” to protect worksheet as its name implies. A Protect Sheet dialog box will appear to control your access restriction for that sheet. Just supplied the password and tick the corresponding checkbox to allow users some certain access. Then click ok to accept the setting. You can work round the remaining options to see the effect. The skills are endless. How to Protect Cells that Contain formulas? It is advisable to always protect cells that hold formulas in a worksheet to avoid unnecessary alterations or operational errors. The following steps will serve as our guide to protect the cells that contain formulas in the data set below: 1. Highlight the entire worksheet by press CTRL A on your keyboard, then Right click to select “Format Cell” option. 2. Format cell dialog box will appear, click on protection tab and Uncheck the box next to Lock, then click Ok to accept the setting. 3. Go to Home and click on Find and Select in editing group then choose formulas from the popup options to select all the cells that contain formulas in the entire worksheet. 4. Now right click on one of the selected formulas cells and click on “format cell” from the popup options to open format cell dialog box 5. Tick the checkbox beside LOCK and click Ok 6. Now go to REVIEW MENU and click on “Protect Sheet” in changes group to invoke Protect Sheet dialog box. Key in your password and click OK to confirm the password. 7. Click Ok again to accept the password settings. Chapter 7: Logical Function in Excel Basics of IF Function IF function is one of the most useful function in Excel and the trick behind the function is to instructs Excel to test a condition and returns one value if the supplied condition is met (TRUE) and return another value if otherwise (FALSE). Syntax: IF (logical_test, [value_if_true], [value_if_false]) Logical_test: this a logical expression that can be either TRUE or FALSE Value_if_true: values to return if the condition is satisfied Value_if_false: value to return if the condition is not met. For instance, the screenshot below shown the test to check the voting status of selected people and established if they are eligible to vote or not. One must have attained the age of 18 or above in order to vote. How It Works: IF (B2>=18,"Eligible to Vote”, “Not Eligible to Vote") B2>=18: This logical expression test if age given in cell B2 is 18years and above Eligible to Vote: is what Excel will return in cell C2 if the condition is satisfied (TRUE) Not Eligible to Vote: is what Excel will return if the condition is not met (FALSE). The formula asked excel to match Saheed’s age in cell B2 and test if is greater or equal to 18years old and return “Eligible to Vote” if it is TRUE and return “Not Eligible to Vote” if the result is otherwise. Let’s further our illustration with another example. Using IF function to determine bonus earned by each product based on quantity sold. The formula asked excel to test the quantity of the Product sold if is more than 100 then assign 5% bonus to the sales agent and 2% otherwise. Combining IF with AND Incorporate AND function in IF function’s logical expression will ask Excel to returns TRUE if all conditions are satisfied and FALSE otherwise. IF (AND (C4>=18, D4="YES"),"Eligible to Vote”, “Not Eligible to Vote") The above formula combined two conditions that must be satisfied in order to return TRUE and return FALSE if otherwise. Condition 1: the person must be 18years and above Condition 2: must be a citizen of Nigeria Combining IF with OR Embed OR function within IF function’s logical expression will force Excel to return TRUE if any of the conditions is met, and FALSE if otherwise. =IF (OR (L4<18, L4>60),"Entitle to Free Health”, “No Free Health") The above formula comprises of two conditions that one must be met to return TRUE and return FALSE if none of the conditions is met. Before one can entitle to free health, he/she must either less than 18years old or above 60years old. Condition 1: the person must not be up to 18years old Condition 2: the person must be 60years above Nested IF Function This function facilitates the use of multiple IF functions in order to return three (3) or more different results. The good thing about this function in Excel 2007 and later version is how it makes room to accommodate up to 64 NESTED IF. The table below shows the scores of selected students in a certain examination and their examiner remarks based on individual performance. =IF (D2<=45,"Poor", IF (D2<=69,"Good","Excellent")) The above formula is made up of three conditions Condition 1: D2<=45, this expression test if the score in cell D2 is 45 or less and return POOR performance as the remark. Condition 2: D2<=69, this expression test if the score is 69 or below but must greater than 45 and return GOOD if satisfied. Condition 3: D2<=45, this test if the score is 70 and above and return EXCELLENT is satisfied. COUNTIF and COUNTIFS COUNTIF function in Excel is use to counting cells within selected range that met a certain condition. Syntax: COUNTIF (range, criteria) Range: this is the selected cells to count from Criteria: it spelt out the condition to be met doing the counting The following example elaborate more on how COUNTIF works. The formula asked excel to count the number of Bajaj Boxer in the selected range B2:B15 and return the amount count to cell E2. It returned 4 to show that Bajaj Boxer appears in four places. Let’s take further steps to count the number of occurrence of individual motorcycle. I decided to put all the motorcycles in column E and the number of occurrence using COUNTIF in column F as shown below. Cell address was used against the name of individual motorcycle as a criterion. This tell excel to pick whatever found in the cell in column E as the criteria. COUNTIFS function is other hand is use for counting cells within selected range that meet multiple criteria or conditions. Syntax: COUNTIFS (criteria_range1, criteria1, [criteria_range2, criteria2],) Let’s illustrate this better with the example below. The intention here is to count the number of times a particular sale agent sold a brand of motorcycle. The function asked Excel to search “Honda” (criteria1) in cells range A2:A15 (range_criteria1) and match it with another cells range B2:B3 (range_criteria2) to lookup for “Zainab” (criteria2) and return the number of occurrence where the two criteria are on the same row. This prompt the formula in cell E2 returns 3 to indicate Zainab sold Honda in three times. Let’s take a step further to see how we can trick excel to return the number of occurrence of an individual Sales Rep on all available brands of motorcycle when select the sale rep in a drop-down menu. To do this we need to use data validation for the drop down menu as appear in cell G1 below. Having done with the drop-down menu using data validation, we can now select individual sale rep from the list. The next is to trick excel to return the number of occurrence where the two selected criteria are on the same row to cells G6 to G9. COUNTIFS can do it easily as appeared in the screenshot below With the drop down menu, you can select other sale rep from the list to see their corresponding values in the cell G6 to G9. SUMIF and SUMIFS SUMIF is an Excel function that adds values based on a single criterion. Syntax: SUMIF (range, criteria, [sum_range]) range: selected cells to be matched criteria: condition that must be met sum_range: cells to sum if the condition is satisfied This is similar to what we did under COUNTIF but instead of only count based on a single criterion, we will be adding values under SUMIF. The example below shows how the function asked excel to lookup for the criteria (Bajaj boxer) in the range criteria (B2:B15) and return the addition of the corresponding values in the sum_range (C2:C15) to cell E2. The total quantity of Bajaj boxer sold for the period under consideration is 194 pieces as indicate in cell E2. Here is another illustration to for better understanding. I want excel to supply the total quantity sold per brand of the motorcycle to show in the cell (in column F) next to the motorcycles in column E. The total quantity sold per brand is now appear next to the cell that holds individual brand of the motorcycle. This makes our work nicer and readable. Trick excel to do more since the skills are endless. SUMIFS function was introduced in Excel 2007 to find conditional sum of values based on multiple conditions. In short, it sums cells that matched multiple criteria. Syntax: SUMIFS (sum_range, [criteria_range2, criteria2] …) criteria_range1, criteria1, sum_range: cells to sum if the condition is satisfied criteria_range1: the first range to be evaluate with associated criteria criteria1: the first condition to be satisfied This is better explained in the following example. Here we will be using multiple criteria against what we have in SUMIF where addition of values is based on a single criterion. The two criteria to use here is Honda (motorcycle) and Zainab (Sale Rep). Excel will have established the rows that contain the criteria and return the addition of the corresponding values in sum_range (D2:D15) to cell F2. The function returns 150 as the total quantity of Honda motorcycle sold by Zainab. Like I did earlier under COUNTIFS, I want to break individual quantity of motorcycle sold to different brand by placing the quantity at the next cell in column H to one that hold each brand of motorcycle in column G. I make use of data validation to create my drop down menu in cell H1. See the detail below The individual quantity sold per brand will be showing as you keep selecting different Sale rep. AVERAGEIF and AVERAGEIFS AVERAGEIF gets the average numbers that satisfied one condition and return number representing the average. It is similar to the way we count and sum under COUNTIF and SUMIF respectively. Syntax: AVERAGEIF (criteria_range, criteria, [average_range]) Criteria_range: cells range that hold the cells to match our criteria criteria: a condition to follow average_range: the cell to average The illustration below searched for Honda (criteria) in the criteria_range (B2:B15) that contains brands of motorcycle and return the average of the values to cell E2. The function simply extracts those values where the condition is met and calculate the average. The values include 74 and 41. The average = (74+41)/2 = 57.5 AVERAGEIFS gets the average numbers that satisfied multiple condition and return numbers represent the average. In short, it averages cells that matched multiple criteria. Syntax: AVERAGEIFS (average_range, [criteria_range2, criteria2] …) criteria_range1, criteria1, average_range: cells to average if the condition is satisfied criteria_range1: the first range to be evaluate with associated criteria criteria1: the first condition to be satisfied The example below illustrates how to find average based on two criteria. The criteria are Honda (motorcycle) and Zainab (sales Rep). I tried to figure out the average of the Honda motorcycle sold by Zainab for the selected period. SUMPRODUCT SUMPRODUCT function can be use in place of SUMIFS and COUNTIFS since it addressed lots of their limitations in Excel. Syntax: SUMPRODUCT (array, [array1], [array2] …) It simply takes one or more arrays of numbers then test for TRUE or FALSE answer with the numerical equivalent of 1 being TRUE or 0 being FALSE (that is Excel should use 1 where the condition is true and 0 where is false) and return the sum of products of corresponding number. Let’s illustrate this concept with the example below How it works: Remember we have two criteria (Honda and Zainab) to lookup for in the two criteria_range. Wherever any of the criteria is met, excel will return TRUE and awarding the cell a 1, if otherwise FALSE will be return and awarding the cell 0. This is more explain in the screenshot below The function will find the products of individual rows as will do in column J. And later sum the products to get the total quantity of Honda motorcycle sold by Zainab for the period under review. IFERROR This function helps to trap errors and return a meaningful value in place of usual cryptic error entry if formula evaluates to an error in Excel. Syntax: =IFERROR (value, value_if_error) value: the expression to be check for an error value_if_error: value to return if error is found Let’s illustrate this an example below #DIV/0! and #VALUE! Errors indicates that Excel cannot divide numerical value by zero and by text respectively. We can have used IFERROR function to display something meaningful rather than those Excel jargons. See how we handled that in the screenshot below IFERROR function asked Excel to return zero if an expression tested return error. Chapter 8: Performing Lookup in Excel LOOKUP Function and its Application LOOKUP function simply searches for a value in one-row or one-column range and retrieve a value from the same position in another one-row or one-column range. This is very useful particularly in find the value in the last non-empty cell in a row or column. This function is in two forms of vector or array. LOOKUP - Vector Form Syntax: =LOOKUP (lookup_value, lookup_vector, [result_vector]) lookup_value: This argument is the value to search. lookup_vector: The one-row or one-column range to search. result_vector: the one-row or one-column range of result [optional]. LOOKUP function does assume that lookup_vector is sorted in ascending order and whenever lookup value cannot be found, LOOKUP will automatically match the next smallest value. Lastly, it will return #N/A error when lookup value is less than all values in lookup_vector. The LOOKUP takes the lookup_value in argument cell A3 (40) and search for it in lookup_vector and returned the corresponding value (E) in the result_vector. Note: the lookup_vector range must be of the same size with that of result_vector. LOOKUP - Array Form: This search for a given lookup_value in first row or column of supplied array and returned the corresponding value from the last row or column of the array. Syntax: =LOOKUP (lookup_value, array) lookup_value: This is the value to search. Array: A 2-dimentional array of data containing values you intended search in the either first column or row and corresponding values to be retuned in either last column or row. This clearly illustrated in the example below. The concept behind ‘Grade generating board’ is to search the student score in the table array and return the corresponding grade. The LOOKUP will match the lookup_value supplied with the values in first row and in case it cannot be found it will match the next smallest value to the lookup_value and return the corresponding value in the last row. In this case our lookup_value in cell A3 is 56 and 56 cannot be found in the first row but we found 50 as next smallest value to 56. LOOKUP will return the corresponding value to 50 at last row which is ‘C’ back to cell B3. To find the last non-empty cell using LOOKUP function, let us work on the example below To fix this is very simple with the help of LOOKUP using the formula below =LOOKUP (2, 1/ (3:3<>""), 3:3) How the Formula Works a) 2 is the lookup_value b) The expression 3:3<>”” is a range in row 3 that returns an array of TRUE or FALSE values. c) The number 1 will then in turn divided by this array in (b) above to get another new array that made up of either 1’s (1/1) or Divide by zero errors (#DIV/0!) Which will now form our new lookup _vector. d) The lookup function will search for lookup_value and in case it cannot be found, the next smallest value position will be automatically matched. That shows lookup will match the last 1 in the array since 1 is the largest value in the lookup_vector and next smallest value to 2. e) The corresponding value at that same position will be returned by LOOKUP. VLOOKUP and its Application VLOOKUP Function is one of the powerful Excel Formula that does a lot of magic for me. Interestingly, it enables me to carry out hundreds of calculations and analysis in minutes. Though the golden rule is to search vertically (top to bottom) of the left column (usually leftmost) of the lookup table until it establishes a value that matches or nearly approximate the one being looking up and then return the corresponding value in the column that matches the one specifies in col_index_num argument of the VLOOKUP. It can be use in two ways to search for either EXACT MATCH of the value you intend looking up in the table or closest (Approximately match) value you wish to return. The syntax is: =VLOOKUP [range_lookup]) (lookup_value, table_array, col_index_num, Argument details: lookup_value: the value you want to look up in the table table_array: the cell range that containing both value to look up for and the one to return. col_index_num: the number of column whose value you want to return range_lookup: option logical TRUE or FALSE that specifies if you want excel to find either exact match or approximate match. Better illustration =VLOOKUP (search this value, in this given table, bring back the value in column number Y of the table as result, [but only if ONE of these conditions {Exact Match is established (FALSE) or approximately Match (TRUE)}]) In the table below we want to find the salary of each manager in column E using their Staff ID as the lookup value. Interestingly the salary information in column E in a table is to the right of Staff ID (supplied value) in column A, and this where we will allow the almighty VLOOKUP to come to our rescue. To get this done and return the salary of the manager with “Staff ID” supplied in cell A2, the following VLOOKUP formula needs to be insert into cell B2. = VLOOKUP (A2, A7:E13, 5, FALSE) That is Cell B2 = VLOOKUP (search the ‘Staff ID’ appear in cell A2, in the table array (A7:E13), upon sited it (lookup value) bring back the corresponding value in column number 5, and it must be Exact Match (FALSE) VLOOKUP for Exact Match The optional logical FALSE of the range_lookup argument does the magic here by forcing excel to established the lookup value to locates exact match. =VLOOKUP (search this value, in this given table, bring back the value in column number Y of the table as result, [but only if it Exact Match is established]) In the example below, we want to search BONUS for individual manager based on the percentage allocate to each department in the second table title ‘Bonus’ and place the percentage in column E. The good news here is that the column (I) that houses the department is at the LEFT side of the column (J) that holds our percentage. VLOOKUP will come into play again Insert this formula into cell E3 =VLOOKUP (C3, $I$2: $J$7, 2, FALSE) Take note of FALSE argument Below is what you will get 0.02 as the value in cell E3. You can format the cell back to percentage to get this 2%. Though they both mean the same thing. The bonus percentage for Sylvanus 2% because he is in Account department. You can copy the formula down to see what happen in other cells. Now we can improve our formula by calculate the actual bonus. It is very simple to do that, just multiply the VLOOKUP formula in cells in column E by its counterpart in column D. The formula in cell E3 will become this = (VLOOKUP (C3, $I$2: $J$7, 2, FALSE)) *C3 Then change the cell format back to general from percentage to get this So Sylvanus in account department will go home with a bonus of N7,522.62. That is 2% of his salary. VLOOKUP for Approximately Match The optional logical TRUE of the range_lookup argument allow Excel to guess the closest and smallest value (Approximately Match) to the lookup value and returns the value in the column designated by col_index_num argument. This pertains to when searching for numeric value. It is very important that Numeric lookup column must be unique as well sorted. =VLOOKUP (search this value, in this given table, bring back the value in column number Y of the table as result, [allow Excel to guess the closest Approximately Match]) Let’s generate commission base on each total sale (column F) carried out by sales Representative in ABX Motorcycle Company on different motorcycle brand in the table below. We will allow Excel to match the closest value in the table array (K3:M12) to the lookup value pick from column F if there is no exact match and THEN return the corresponding commission rate to column G. this is possible with the help of logical TRUE of the range_lookup argument. The formula is cell G3 will become =VLOOKUP (F3, K3:M12, 3, TRUE) In other word, the TRUE can be left out since Excel recognises it as default. That mean the formula can be in this form =VLOOKUP (F3, K3:M12, 3) HLOOKUP and its Application HLOOKUP in other hand does it search horizontally by matching lookup value located at the first row (unlike VLOOKUP that is vertical) from top to the row that holds the value you want to return. It can be use just like VLOOKUP in two ways to search for either EXACT MATCH of the value you intend looking up in the table or closest (Approximately match) value you wish to return. The syntax is: HLOOKUP (lookup_value, table_array, row_index_num, [range_lookup]) lookup_value: the value being lookup to table_array: table from which to retrieve the data row_index_num: the row number from which to retrieve data range_lookup: A Boolean to indicate exact match or approximate match. Looking for Exact MATCH using HLOOKUP In the table below we want to find the salary of each manager in row 5 using their Staff ID as the lookup value. Interestingly the salary information in row 5 in a table is to the bottom of Staff ID (supplied value) at row 1, and this where we allow the almighty HLOOKUP to strut its stuff. To get this done and return the salary of the manager with “Staff ID” supplied in cell A2, the following HLOOKUP formula needs to be insert into cell B2. =HLOOKUP (A3, F2:L6, 5, FALSE) That is Cell B2 = HLOOKUP (search the ‘Staff ID’ appear in cell A2, in the table array (F2:L6), upon sited it (lookup value) bring back the corresponding value in row number 5, and it must be Exact Match (FALSE) You will get below result Looking for Approximately Match using HLOOKUP The optional logical TRUE of the range_lookup argument influence the change here by allow excel to guess approximate match to the lookup value. HLOOKUP (search this value, in this given table, bring back the value in row number Y of the table as result, [allow Excel to look for approximate match in the absent of exact match]) Let’s see if we can search commission base on each total sale (column F) carried out by sales Representative in ABX Motorcycle Company on different motorcycle brand in the table below. We will allow Excel to match the closest value in the table array (I1:P3) to the lookup value pick from column F if there is no exact match and THEN return the corresponding commission rate to column G from row 3. The optional logical TRUE of the range_lookup argument make this possible. The formula is cell G3 will become =HLOOKUP (F3, I1:P3, 3, TRUE) In other word, the TRUE can be left out since Excel recognises it as default. That mean the formula can be in this form: =HLOOKUP (F3, I1:P3, 3) Chapter 9: Power Excel Data Functions Sometimes one might want to work with datasets that contain longer strings even more than 255 characters without ending up having #value! Error while Excel maintains highest processing speed of lookup formulas in workbooks that contain thousands rows as well as thousands of lookup formula, the ideal tools to employ to address the aforementioned are INDEX, MATCH, and CHOOSE functions. MATCH Function This searches for lookup values in a range of cell, and return the corresponding position of the value in the range. In other word, it gets the position of an item in an array. Syntax: =MATCH (lookup_value, lookup array, [match_type]) Lookup_value is the value to match in lookup_array Lookup_array is a range of cells or an array of reference Match_type is an optional argument that specified whether to return exact match or otherwise: 1. -1: Match the smallest that is greater or equal to lookup value 2. 0: Match the first value that is exactly equal to the lookup value 3. 1: Match the largest that is greater or equal to lookup value. Since MATCH is all about locating the position of an item in array. Let’s illustrate it better with following examples Let’s use MATCH function to find the row number that holds “AFROMART” in the column A of the above table. The formula will be =MATCH ("afromart", A3:A9, 0) And can be explain as follows: Look up this value “AFROMART” in the lookup array “A3:A9” and return exact match “0” position to cell H2 as the row number Having insert, the formula in to cell H2, it returned 4 to cell H2 which indicating that AFROMART is on row 4 of the lookup array. Let’s use the same MATCH function to find the column number holding “TRIAINING” in the same table. Type this formula in cell H2 =MATCH ("training", A2:E2, 0) The above formula can be better explain as follows Search the value “TRAINING” in the lookup array “A2:E2” and return Exact Match “0” position to cell H2. This return 3 as the column number to cell H2. INDEX Function This function returns a value in an array based on the specified row and column number. That is, it gets value cell range based on its location. Syntax: =INDEX (array, row_num, [column_num]) Or =INDEX (reference, row_num, [column_num], [area_num]) Array is the range of cells or an array of constant(reference) Row_num is the row position in the reference or array. If omitted, the column_num is required. Column_num is the column position in the array. In case it is omitted, the row_num is required. Area_num is optional specifying the range in reference that should be used. Suppose we want to know the exact amount charged by 85Metrics for the recent Excel Training conducted for Afromart’s staff from the table below. INDEX function will be ideal tool to deploy since it primary purpose is to return value and not position like MATCH function. Remember with the help of MATCH function in earlier example we were able to determine the both row and column number for this particular task to be 4 and 3 respectively. Let’s make use of it in our new formula below =INDEX (A3:E9, 4, 3) The formula searches the table array A3:E9 and returned the value located at position where row4 intersect column 3 to the cell H2. INDEX function returned ₦ 700,468 to cell H2 which is the exact amount charged AFROMART for the training. We can decide to combine both INDEX and MATCH together and still get the same result. The formula will now look like this =INDEX (A3:E9, MATCH ("afromart", A3:A9, 0), MATCH ("training", A2:E2, 0)) INDEX MATCH Function We can even combine both INDEX and MATCH together and still get the same result in the previous example. The formula will now look like this =INDEX (A3:E9, MATCH ("afromart", A3:A9, 0), MATCH ("training", A2:E2, 0)) We can still mate more dynamic to cover other companies and their charges with the help of Drop-down List Menu in data validation. Let’s following the following steps to accomplish the task. 1. Create Drop-down list menu for both Clients in cell H2 using data validation 2. Repeat the same for Charges in cell H3 3. Key in this formula into cell H4 to return the charges for individual item selected for the client. =INDEX (A3:E9, MATCH (H2, A3:A9, 0), MATCH (H3, A2:E2, 0)) 4. Below is what it will returned to cell H4 as the Amount charged for the selected items in both cell H2 and H3. The amount charged on SOFTWARE for MATRIX is ₦ 705,927. You can play with it by changing both clients and charges from Drop down Menu to see different values. That is one power of INDEX MATCH function. More so, INDEX MATCH function has put an end to VLOOKUP shortcoming of its inability to look left. Lookup column can now be at the right column of lookup table as result of the flexibility of INDEX MATCH function against the VLOOKUP’s golden rule that lookup value be reside at leftmost column of lookup range. In the below example, I will pick CONTACT OFFICER as my lookup value. Interestingly is at the rightmost column of the lookup table. INDEX MATCH is the right tool to strut the stuff. The following are the steps to the task. 1. Let’s make it more dynamics by using drop down list menu in data validation to pick the contact officer (lookup value) as it appears below. Kindly take note of the column number as indicated. 2. Key in this formula in to cell B3 to pull corresponding client to the Contact Officer (lookup value) selected in cell A3. =INDEX (A10:E16, MATCH (A3, E10:E16, 0), 1) The good thing here is that we used MATCH function to determine the specific row number while column number is being input direct. 3. Repeat the same formula for the rest by simple change their column number. Let’s do one more for SOFTWARE 4. Repeat the same process for the rest. CHOOSE Function CHOOSE function returns a values based on its position on the list Syntax: = CHOOSE (index_num, value1, value2, value3…) Index_num: this is the value to choose Value1: this the first value from which to choose Note the value to choose could be between 1 and 254. Below is a list of tasks to buttress our illustration. I want a situation if Task number (index_num) is input into cell B2, CHOOSE function will automatically populate cell C2 with detail of the task (value) as stated in the task list. The following steps will lead us to the solution: 1. In put any number between 1 and 8 in cell B2 since we have just eight tasks 2. Type in this formula into cell C2 =CHOOSE ($B$2, C7, C8, C9, C10, C11, C12, C13, C14) This formula asked the CHOOSE function to match the index_num supplied in cell B2 and return the corresponding value (Description) from the list of values (cell C7 to C14) back to the cell C2. 3. Press Enter to get the result in the screenshot below Chapter 10: Arrays in Excel An Array and array Formula An array is a series of data values in a cell as against the usual single value. It can be in either a column, row, rows or columns. Array formula is a premium excel tool that works with series of data values rather than a single value. It can return either single or multiple results. More so, it allows performance of multiple calculations within a cell and can be entered in a cell or range of cells. In order to input array formula into a select cell, type the formula in the cell and Press CTRL+SHIFT+ENTER keys together on your keyboard to tell excel that is an array. Excel will automatically add curly braces around the formula to confirm it as an array. Never type the curly braces by yourself because excel will not recognised it. Creating and Using an Array Formula Let's illustrate with the following, what we plan to do is to find the highest among the profits made on the sale of selected motorcycles as appear in the screenshot below Ordinarily to calculate the highest profit, we need to create a column for profit by subtracting cost price from selling price (selling price – cost price) and then use MAX function to determine the highest profit like I have below MAX function was used to determine the highest among the profits in column D which is N8,000. But all these long processes can be cut short with the help of an Array Formula. Let’s use array formula on this same scenario. =MAX (B2:B7-C2:C7) This array expression (B2:B7-C2:C7) in above formula asked Excel to determine the list of the profits without creating additional column by simply subtract the cells range contain the Cost Price (C2:C7) from its counterpart that contains Selling Price (B2:B7). The MAX function will be furnished with this list of profit to return the highest Profit back to cell B11. Having typed the above formula in a selected cell, one last thing to do before exit the cell is to press CTRL+SHIFT+ENTER keys together on your keyboard to indicate it is an array and Excel will automatically add curly braces around the formula. In the absence of this #VALUE! Error will appear which mean that you forgot to the keystroke to tell Excel to make an array operation. This same can be done for MIN, AVERAGE and SUM. SUMPRODUCT function can be used to add the profits in an alternative to the above example. The good thing about SUMPRODUCT is its ability to function as an array formula without pressing the special keystroke, CTRL+SHIFT+ENTER to inform the function to make the array operation. SUMPRODUCT was explained in details in chapter seven. Conditional Evaluation in an Array Formula There may be need to perform operations like SUM or AVERAGE on selected values that satisfied certain conditions with a data set. This will require Excel to perform logical test (IF function) on the set of values to return TRUE as answer where the conditions are met and rewarding the cell a 1 being it numerical equivalent and 0 where otherwise that is FALSE. This same concept was earlier explained under SUMPRODUCT in chapter seven. For example, let’s use array formula to find the quantity of Yamaha Motorcycle sold by Raymond in the data set below We are going to make use of the Name Range skills learnt in chapter two to make the formulas more readable. Cells range A2:A15 has been renamed to be Motorcycle while we will be referring to cells range B2:B15 as Sales_Rep, and the name of cells range C2:C15 will be Qty_sold. This can be strut out easily with this array formula E2 = SUM ((Qty_Sold) *(Motorcycle="Yamaha”) *(Sales_Rep="Raymond")) Remember to press the CTRL+SHIFT+ENTER key. The array formula asked Excel to lookup for Yamaha in the motorcycle and matched it with RAYMOND in the Sales_Rep, then sum the corresponding values in Qty_sold and returned the total value to cell E2. Do you just say SUMIFS function can handle this? Yes! But array can still dig further to extracts other information that SUMIFS cannot. For example, let’s find the number of quantity sold IF the motorcycle is Honda OR Yamaha AND the sales rep is Raymond OR Zainab. This array formula will easily do that without stress SUM ((Qty_Sold) *((Motorcycle="Honda") + (Motorcycle="Yamaha")) * ((Sales_Rep="Raymond") + (Sales_Rep="Zainab"))) Remember to press the CTRL+SHIFT+ENTER key before exit the cell holding the formula. The formula instructs Excel to lookup for Honda OR Yamaha in the motorcycle and matched it with RAYMOND OR Zainab in the Sales_Rep, then sum the corresponding values in Qty_sold and returned the total value to cell E2. The good thing is that array formula also allow logical OR operation in addition to AND operation to specify criteria, unlike SUMIFS and COUNTIFS functions that are limited to only AND operation to specified criteria. Note that excel will interpret multiplication sign * as AND and addition sign + as OR. Chapter 11: Excel Math Functions The OFFSET Function OFFSET is very handy and tricky function in Excel. It returns a reference to a range that is offset from starting cell or range of cells by specified number of rows and columns. The reference to return can be a single cell or a range of cells. It is very useful to create dynamic range for charts to make sure that source data is always up to date. Syntax: OFFSET (reference, rows, cols, [height], [width]) Reference: I do refer to this as starting point Rows: this indicates the number of rows to move from starting point Cols: number of columns to move from the starting point Height: specified the height (in number) of the rows of the reference to return Width: the width of the columns of the return reference. For example OFFSET (B4, 4, 2) This formula forced excel to pick cell B4 as starting point then move 4 rows down and 2 columns to the right as demonstrated below The function will return which ever value in cell D8 back to cell A1 that holds the formula. We can even go a bit further to use SUM function with OFFSET function to add dynamic data. This formula will recalculate itself to accommodate the new changes (added data). Let’s use this powerful formula to add Total Amount in the earlier dataset. =SUM (OFFSET (D4,,,COUNT(D4:D19))) One of the benefits of OFFSET is its ability to automatically recalculate whenever a source table gets updated. More so, it can be use with any other functions that expects to receive a reference. Lastly, it will display #REF! Error value if the OFFSET is outside the edge of worksheet. Note: both rows and columns can be supplied as negative number to offset to left and above respectively, that is to reverse their normal offset direction. RAND and RANDBETWEEN RAND () is used to generate random decimal number between 0 and 1 with exclusion of 0 and 1. RANDBETWEEN (bottom_number, top_number) very useful in generate lots of number between specified bound. INDIRECT Function INDIRECT is used to create reference from text. More so, it returns reference to a range. Syntax: = INDIRECT (ref_text [a1]) ref_text: a cell reference or text string that create the range reference. a1: this is said to be TRUE if the reference is using A1 reference style and FALSE if the reference style is R1C1. But we mostly go with default (TRUE) to omit this argument. The example below shown how I create a reference from number and text using formula with INDIRECT function, number and a text string (the column letter). INDIRECT will concatenate letter “D” and number “2” to become D2 and asked excel to return value in cell D2 to cell A1 that holds the formula. Let’s move a step further and see how we can create a reference from cell value and text in addition with INDIRECT function as it appear in the screenshot below What we do here is to force INDIRECT function to concatenate the text string “D” (column letter) with the value in cell C1, this will give us D2 since 2 is the value in cell C1 and return value in cell D2 back to cell A1 that hold the formula. We can as well trick excel to create a reference from text and RANDBETWEEN function. I used this a lot to generate huge data for my Excel training. The gimmick here is to force INDIRECT function to concatenate letter “E” (column letter) with number randomly picked by RANDBETWEEN. We knew how RANDBETWEEN function works from above section. RANDBETWEEN will pick between 1 and 4 in this case. INDIRECT return “Waheed” in cell E3 to cell A1 because RANDBETWEEN picked number 3. You can be more creative than this. Try work around as what to come out of. ROUND, ROUNDUP, and ROUNDDOWN ROUND: This round a number to a given digit. Syntax: ROUND (number, num_digit) See the example below The scope behind the above illustration is that ROUND function asked excel to convert the third digit at the right side of decimal number in cell B2 to 1 if it is 5 or above and add it to the digit that precede it. But neglects if it’s otherwise. You will be wondering why third digit, yes! Because we are working toward 2 decimal place. ROUNDUP: round a number up away from zero to a given number of digit Syntax: ROUNDUP (number, num_digit) ROUNDDOWN: this round a number down to a given digit mostly toward zero. Syntax: ROUNDDOWN (number, num_digit) Here is a bit different, ROUNDDOWN function is not care about if the digit is above or below 5. All it does is not drop the third digit. CEILING and FLOOR CEILING rounds number up to specified multiple while FLOOR in other hand rounds number down to specified multiple. Syntax: CEILING (number, multiple) FLOOR (number, multiple) CEILING is what will use while working with population since a human being cannot be in fraction form. It round everything up to 1. As it appears in the illustration it rounded .94 to 1 and we have 17168. COUNT, COUNTBLANK and COUNTA COUNT: this function count cells that contain numbers only. As appeared in the screenshot below. Syntax: COUNT (range) COUNTBLANK is use to count the number of cells that are blank and return it as result. The illustration in the below screenshot shows we only have 2 blank cells. Syntax: COUNTBLANK (range) COUNTA in other word counts the number of cells that are not blank. It counts both text and number. See the screenshot below Syntax: COUNTA (range) RANK, RANK.AVG, and BREAK DUPLICATE RANK function is used to find the rank of a value in a list of number. Syntax: RANK (number, ref, [order]) Number is value to rank Ref: the list to compare the number to rank Order: indicating whether ascending or descending. The illustration below shown the performance of selected students in an exam recently conducted. We are to rank base on their score in an ascending order. =RANK (B3, $B$3: $B$10) Rank function pick each score and compared it with rest scores to determine its rank. But one limitation with RANK function is its inability to handle duplicate (tie) values. All it does is to give the duplicates the same rank. RANK.AVE was invented in Excel 2010 onward to address this limitation. RANK.AVG This function was invented to address the issue related to tie rank. The screenshot below shown duplicate scores involved Idowu and Cosmos. You can see that both assigned same rank of 7th and 8th rank is skipped. Syntax: RANK.AVG (number, ref, [order]) What RANK.AVG does is to take the two position and find their average an assigned the average as their new rank but fixed the limitation behind the scene. Do I hear you saying while not 7th and 8th rather than 7.5th assigned to the two? Relax as we will use Array formula to break the duplicate. BREAK DUPLICATE See the screenshot below for better clarifications. Since most of the break duplicate cases use order to address limitations =COUNTIF ($E$2:$E$9,">"&E2) +SUM (IF (E2=$E$2:E2, 1, 0)) Having key in the above formula into cell G2 as it appears in my case, yours could be other cell. You must press CTRL+SHIFT+ENTER to add the curly braces to indicate is an array formula. What the formula does is simply using the COUNTIF to determine the number of values that are greater that value being rank and SUM to count the occurrence duplicate (7) in the range $E$2:E2. Yes, it seems one cell right, don’t worry as the range will increases since I’ve locked $E$2 as you move down the column. DATE, TODAY, DAY, MONTH, YEAR and DATEVALUE TODAY function is used to show today’s date as it appears in the cell A2 in above screenshot. Syntax: = TODAY () DAY One may decide to show only the day from the date in cell A2 as it appear in cell B2, the function to applied is DAY function. Syntax: = DAY (serial_number) Serial_number is the date in which you want the day to be extracted. For example, =DAY (A2). The cell A2 is holding our date. MONTH This function used to extract month from specific date. Syntax = MONTH (serial_number). As you can see how used MONTH (A2) to extract month in above illustration will. YEAR This function is used to extract year and it follows the same trend. Just as we use this formula YEAR (A2) in above example to extract year from the date in cell A2 DATEVALUE This Excel function converts a text representation of a date into serial number that represents the date in Excel's date-time code. If the date_text supplied cannot be recognised as a valid Excel date, #VALUE! Error will occur. Syntax: DATEVALUE (data_text) WORKDAY and WORKDAY.INTL WORKDAY function returns a date of certain number of working days in the past or future base on input. It helps to determine due date and delivery. It's very important that date must be enter in conform with how excel handle date, preferably (month/day/year). More so, Saturday and Sunday been considered as weekend days by default. Syntax: =WORKDAY (start_date, days, [holidays]) The arguments detail: Start_date: is the date that represents the start date and is required Days: number on days that not either holiday or weekend and also required Holiday: indicates number of non-working day(s) that will not be included in report and is optional For instance, you started a project on Friday April 08, 2016 and to be completed within 53 working days with Monday April 25, 2016 as public Holiday. There was a directive from your boss to complete the project within 48 working days. WORKDAY function comes handy to calculate the new due date WORKDAY.INTL function is similar to WORKDAY function but more flexible with introduction of weekend argument that will allow you to customize which days of the week are considered weekend using weekend codes. Syntax: =WORKDAY.INTL (start_date, days, [weekend], [holidays]) The arguments detail: Start_date: is the date that represents the start date and is required Days: number on days that not either holiday or weekend and also required Weekend: indicates non-working days of week popularly refer to weekend. WORKDAY.INTL usually considered Saturday and Sunday as weekend by default. However, with help of supplied code in this function you can control which days are considered weekend Code Weekend days 1 Saturday, Sunday 2 Sunday, Monday 3 Monday, Tuesday 4 Tuesday, Wednesday 5 Wednesday, Thursday 6 Thursday, Friday 7 Friday, Saturday 11 Sunday Only 12 Monday Only 13 Tuesday Only 14 Wednesday Only 15 Thursday Only 16 Friday Only 17 Saturday Only Holiday: indicates number of non-working day(s) that will not be included in the result and is optional. See the example below NETWORKDAYS and NETWORKDAYS.INTL NETWORKDAYS function returns the total number of working days between start_date and end_date. Syntax: NETWORKDAYS (start_date, end_date, [holidays]) The arguments detail: Start_date: is the date that represents the start date and is required End_date: represents the end date and is required. Holiday: indicates number of non-working day(s) that will not be included in report and is optional For example NETWORKDAYS.INTL function is similar to NETWORKDAYS function but more flexible with introduction of weekend argument that will allow you to use parameter to determine which days of the week are considered weekend. Syntax: =NETWORKDAYS.INTL (start_date, end_date, [weekend], [holidays]) The arguments detail: Start_date: is the date that represents the start date and is required End_date: represents the end date and is required. Weekend: indicates non-working days of week popularly refer to weekend. NETWORKDAYS.INTL seen Saturday and Sunday as weekend by default. However, with help of supplied code in this function you can control which days are considered weekend Code Weekend days 1 Saturday, Sunday 2 Sunday, Monday 3 Monday, Tuesday 4 Tuesday, Wednesday 5 Wednesday, Thursday 6 Thursday, Friday 7 Friday, Saturday 11 Sunday Only 12 Monday Only 13 Tuesday Only 14 Wednesday Only 15 Thursday Only 16 Friday Only 17 Saturday Only Holidays: indicate number of non-working day(s) that will not be included in the result and is optional. For example Database Functions in Excel This section is set aside to shed more light on database functions use in Microsoft excel. Database is a detailed collection of data in such manner that can easily be read(access), manage, updated, and delete. In other word, a database can refer to as a list of related data in which rows of related information are records, and columns of data are fields with the first row of the list serve as labels for each column. The selected database functions to look in to include DAVERAGE, DCOUNT, DCOUNTA, DGET, DMAX, DMIN, DSUM, DPRODUCT, DSTDEV, DSTDEVP, DVAR, and DVARP. Their syntax follows the same pattern Syntax: key: - NAME (Database, field, criteria) Database: This indicates the range of cells that makes up the list or database. For example, the cells range (A2:E20) as it appears in the screenshot below. Field: this indicates the column used in the function, which can be input using the column label enclosed between double quotation marks, such as “Transaction No” "Product", “City”, “Unit Sold” or a number (without quotation marks) that represents the position of the column within the list. For example, Transaction No = 1, Product = 2, and so on. Criteria: this represents the range of cells that house the conditions you specified. It could be any range as long as it includes at least one column label and at least one cell below the column label in which you specify a condition for the column. In this case, my criteria cells range is (H4:L5) as it appears in the screenshot. DAVERAGE This database function calculates the average of selected list or database entries based on specified criteria in excel. syntax =DAVERAGE (database, field, criteria) Let’s demonstrate how this work using the above data set to the average Amount of Vanilla Sold in the city of Lagos. To solve this, we need to identify the given values, Our database range is $A$2:$E$20 The field we intend to return is Amount Sold The two criteria here is “Product” = Vanilla and “City” = Lagos. Having created a range for our criteria from the above data set to be H4:L5, all we need to do is to input our criteria. That is vanilla and Lagos for product and city respectively as appear below. =DAVERAGE ($A$2:$E$20,"Amount Sold”, H4:L5) The above formula in cell I9 return N14,520 as the average amount of vanilla sold in the city of Lagos. Let’s find the Average Unit of Tampico Sold in the city of Lagos within the Transaction No that is above 44110. The key here is Unit Sold because we intend to return Unit Sold not Amount Sold as it was in previous example, kindly take note while keying this formula =DAVERAGE ($A$2:$E$20,"Unit Sold”, H4:L5) That gave us 48 as the average unit sold. So simple! You can play around it to determine all sort of average that fall within the available criteria. DCOUNT This is saddle with counting of cells that containing numbers from a specified database that satisfied given criteria syntax =DCOUNT (database, field, criteria) Let’s use this function to determine from the above dataset, the number of transaction(s) that involved Tampico where the unit sold is above 70 per transaction. Kindly input all the criteria in the criteria cells range and input this formula in cell I9 =DCOUNT ($A$2:$E$20,"Unit Sold”, H4:L5) DCOUNTA This is similar to COUNTA; it counts non blank cells from a specified database that match supplied criteria Syntax =DCOUNTA (database, field, criteria) Let’s use this function to determine from the above dataset, the number of transaction(s) that involved Tampico. Repeat the same process but with different formula =DCOUNTA ($A$2:$E$20,"Unit Sold”, H4:L5) DGET This extracts a single value that matches given criteria from a specified database, and said to return #NUM Error value if more than one records meet the set criteria. Syntax =DGET (database, field, criteria) Let’s use this function to return the number of Unit Sold for the Transaction No 44115. Repeat the same process with this formula =DGET ($A$2:$E$20,"Unit Sold”, H4:L5) DMAX This function extracts maximum number in a column of a list or database that matches given criteria Syntax =DMAX (database, field, criteria) We can use this function to return the highest number unit sold for certain product known as Vanilla from the above data set. Repeat the same procedure but with this formula =DMAX ($A$2:$E$20,"Unit Sold”, H4:L5) DMIN Extracts minimum number in a column of a list or database that matches specified conditions. Syntax =DMIN (database, field, criteria) Like we did with DMAX, we can as well determine the least number unit sold for certain product known as Vanilla from the above data set. Using this formula =DMIN ($A$2:$E$20,"Unit Sold”, H4:L5) DSUM This adds the numbers in the field column of records in the database that satisfied the specified condition. Syntax =DSUM (database, field, criteria) Let’s use this function to determine the total unit of a product called Vanilla sold in the city of Lagos from the above data set. This returned 242 as the total unit sold in Lagos, using this formula =DSUM ($A$2:$E$20,"Unit Sold”, H4:L5) DPRODUCT This simply multiplies the values in a particular field of records that match the given condition in a database. Syntax = DPRODUCT (database, field, criteria) For instance, let’s multiply units of all products sold in the city of Kano from the above data set with the help of this function. Kindly repeat the same procedure but with this formula =DPRODUCT ($A$2:$E$20,"Unit Sold”, H4:L5) This will return 5538 as the value generated from the multiplication of products sold in Kano. DSTDEV This is a database function used to estimates the standard deviation of a population based on a sample using numbers in a column of a list or database that satisfied given criteria. Syntax = DSTDEV (database, field, criteria) DSTDEVP This function is use to determine the standard deviation of a population based on a sample using numbers in a column of a list or database that satisfied the given condition. Syntax = DSTDEVP (database, field, criteria) DVAR This function is use to determines the variance of a population based on a sample by using the numbers in a column of a list or database that satisfied certain condition. Syntax =DVAR (database, field, criteria) DVARP The rationale behind this function is to determines the variance of a population based on a sample by using the numbers in a column of a list or database that match certain criteria. syntax =DVARP (database, field, criteria) Chapter 12: Excel Text Functions Here are some functions that applicable to text in excel LEN and TRIM Text Functions LEN function is used to determine the length of a text. In short, it tells the number of characters include space that made up a text. Syntax: LEN (value) The illustration shown the number of characters that made up “MUSA” is 4 as indicated. In the second example, “MUSA MOMODU” supposed to be made up of 10 characters but Excel will count the space in between. TRIM function is very handy to trim off the unwanted spaces that are attached before and after text in order to have exact match of the text. Syntax: TRIM (text) Let’s demonstrate this with an example below I used cell B1 to find out the number of characters that made up value in cell A1. Don’t be surprise it return 6, yes it was as a result of the space before letter M and a space after letter A. remember LEN function includes any space found to its counting. That is how TRIM came in handy to trim off the unwanted spaces attached to our text. The formula in cell C2 asked Excel to trim the text in cell A1 and then count the number of the text which gave us 4. Using LEFT, MID and RIGHT for String Extraction LEFT, MID and RIGTH functions are ideal tool tools to extract parts of text. LEFT function is used to extract the leftmost characters, MID function is used to extract selected characters within text, and RIGHT function is used to extract rightmost characters of a text in Excel. Let’s demonstrate how these functions work in the data set called Matric Numbers below Our intention is to extract parts of those text in Matric Number column to their respective columns which includes Entry Year, Departmental ID, and Student Number column with help of LEFT, MID, and RIGHT function respectively. LEFT function is used to extract the leftmost characters in Excel. Syntax: LEFT (text, [num_chars]) Text: the text to extract from. In this case the text is in cell A8 Num_chars: Number of character to extract from left. Here we need the first two characters. The formula in cell B8 will be =LEFT(A8,2) MID function is used to extract selected characters within text in Excel. Syntax: MID (text, start_num, num_chars) Text: the text to extract from. In this case the text is in cell A8 Start_num: number to start the extraction. In this case is 6 Num_chars: Number of character to extract. Here we need the next two characters. The formula in cell C8 will be =MID(A8,6,2) RIGHT function is used to extract rightmost characters of a text in Excel Syntax: RIGHT (text, [num_chars]) Text: the text to extract from. In this case the text is in cell A8 Num_chars: Number of characters to extract from right. Here we need the three last characters. The formula in cell D8 will be =RIGHT(A8,3) That is how to extracts part of text in Excel. Use Extracting functions with SEARCH Search function can be combine sometimes to handle advance extractions where there is no uniform number of characters to extract from text. For instance, to extract staff name in the below data set may not be easy as we think. But with SEARCH function it becomes simpler. What we need to do here is to use SEARCH function with this formula =SEARCH("-”, A26) to find the location of the separator “-“, which will give us the location number 5 then subtract 1 from it to determine the length of the Staff Name. =SEARCH("-”, A26)-1 we can now deploy the LEFT function to extract the leftmost with the length determined by SEARCH function above. The formula in cell B26 will be this =LEFT(A26, SEARCH ("-”, A26)-1) Copy the formula down to fill the remaining cells in column B. Repeat the same process for MID function but add 1 to search function since the mid extraction will start immediately after the first hyphen (-) then specified the length of the mid extraction which is 4 in this case. The formula in cell C26 will be this: =MID (A26, SEARCH("-”, A26) +1,4) Copy the formula down to fill the remaining cells in column C. The rightmost extraction will follow the same approach will earlier deploy since the number of characters to extract is the same. Copy the formula down to fill the remaining cells in column D. Joining Data with CONCATENATE or AMPERSAND “&” CONCATENATE This function allows us to join data Strings from Multiple Cells. Syntax: CONCATENATE (text1, [text2], [text3] …) See the illustration below You can see that both FirstName and LastName were join together without any space. It makes no sense at all. So I need to add space in between the names. See how I fixed that in the screenshot below. You will notice is very simple. Ampersand We can as well used ampersand sign “&” to concatenate strings together. See how that is been done below Changing the Case of Text in Cells (UPPER, LOWER and PROPER) UPPER function changes cell entry to CAPITAL LETTERS Syntax: = UPPER (text) LOWER function changes cell entry to small letters Syntax: =LOWER (text) PROPER function changes the first letter of every text in cell entry to Capital Syntax: = PROPER (text) FIND, REPLACE, SUBSTITUTE, and REPT FIND function in Excel return the position of a particular substring within a string. Note that search is always case-sensitive. FIND function will return a #VALUE! Error if it doesn’t find a match. Syntax: = FIND (find_text, within_text, [start_num]) Find_text: The substring that you want to find. Within_text: the string to search within. Start_num: this specifies the position where search will start. The FIND function asked Excel to look for the position of “r” in the entry in cell A1 “Microsoft” and start the search from position 1. REPLACE This function replaces a sequence of characters in a text with another Syntax: = REPLACE (old_text, start_num, num_chars, new_text) Old_text is the original value Start_num is where the replace will start Num_chars indicates the number of characters to replace New_text is the text to substitute the old This function asked Excel to go to position 2 in the original text and count additional 2 to make it 3 characters “omo” then replace with “xyz”. SUBSTITUTE function replaces a set of characters with another Syntax: = SUBSTITUTE (text, old_text, new_text, [instance_num]) text the main string to use for the substitution old_text is the existing character to replace new_text is the character that will replace the old text Instance_num specifies the number of appearance of old text you want to replace. This argument is optional REPT returns a repeated text based on the number of time specified Syntax: = REPT (text, number) text is value to repeat number is amount of time to repeat the text REPT function asked excel to repeat “m” in 10times. Chapter 13: IS Functions ISNUMBER, ISEVEN, ISODD ISNUMBER function is used to test if a value is a number and return TRUE and FALSE if it is otherwise that is not a numeric. Syntax: = ISNUMBER (value) This example tests the value in cell A1 to be numeric and returned TRUE as the answer in cell B1 while returned FALSE in cell B2 because the value in cell A2 is non numeric. ISEVEN function test if a numerical value is an even number and return TRUE if it is an even number or FALSE if the value is not even number. Even numbers are the numerical values that are divisible by 2 without remainder. Syntax: ISEVEN (value) ISODD function return logical TRUE if a numerical value been tested is ODD and FALSE if otherwise. Syntax: ISODD (value) ISTEXT and ISBLANK ISTEXT function is used to check if value is TEXT, then return logical TRUE if the condition is satisfied and FALSE if it is not Text. Syntax: ISTEXT (value) The above illustration confirmed the value in cell A2 to be text and return TRUE as the answer, while cell B1 returned FALSE since the value in cell A1 is not a text value. ISBLANK function return logical TRUE if a cell under test is empty and FALSE if is not empty. Syntax: ISBLANK (value) ISFORMULA, ISLOGICAL ISFORMULA function test if a value in the cell is formula and return TRUE and FALSE if it’s otherwise. Syntax: ISFORMULA (reference) Let’s illustrate this with example below. The screenshot shown the addition of the first and second value. That is cell A1+B1, but no formula was input in cell C2. I want Excel to test if any of the cells in holding formula and return logical TRUE and FALSE if otherwise. See how to go about it This indicates that value in cell C2 is formula while that in cell C3 is not. ISLOGICAL function test if a value is logical and return TRUE or FALSE if otherwise Syntax: ISLOGICAL (value) Error Checking with ISERR, ISERROR, ISNA Error Checking with ISERR This function is used to test for any error except #N/A Error and return logical TRUE or FALSE if otherwise. The errors include #NUM! #NAME?, #NULL!, #DIV/0!, #REF!, and #VALUE! To mention few. #N/A error occurs when a value is not available to function or formula. This type of error is very common in VLOOKUP function. Syntax: ISERR (value) ISNA cannot recognises #N/A to be an error that is why it returned false. To fix the particular case ISERROR is the right function for that. Error Checking with ISERROR This function test for all forms of errors include #N/A and return Logical TRUE if it found or FALSE if otherwise. Syntax: ISERROR (value) Let’s make this more dynamic with the help of IF function to display YES if there is error and NO if otherwise. This function tests all forms of errors without exception and returns logical TRUE if found any, and FALSE if otherwise. Error Checking with ISNA THIS FUNCTION test the result of the formula for error (#N/A) and return logical TRUE if exist or FALSE if otherwise Syntax: ISNA (value) This function only recognised #N/A as the only error. As it appear in the screenshot above clearly show how ISNA handle errors. Chapter 14: Sparklines Sparklines is mini chart place in a single cells and very useful to show data trends. It can either be in form of line, column, and win/loss sparklines. While Line Sparkline representing row of data in a line format, Column Sparkline representing row of data with bar in form of bar chart format, and Win / Loss Sparkline representing row of data in bar chart format with preference to positive (in blue) and negative (red) value. Sparklines is located in Insert Menu. Create a Sparklines in Excel This is very simple task in Excel. All you need to do is to 1. Highlight the row contains the values 2. Go to Insert Menu 3. Select the type of sparklines you want in sparklines group. Let’s create a line sparklines to shown the growth trend of 85Metrics Excel Training Penetration below. Highlight the growth row go to Insert Menu Sparklines group and select Line sparklines. Create Sparklines dialog box will appear for you to choose where the Sparklines to be placed and ensure the data range is completely captured Click Ok to accept the setting. Below is how the output will look like. The same process can be done for other types as well. Good luck as you work around to see the effects. Change the Design of Sparklines Sparklines lines design can be change to suite your choice. To do that click on the cell that houses the sparklines to activate Sparkline Tools do the necessary changes on design tab. The changes may include style, color, maker color, and maker to mention a few. Removing Sparklines from a Sheet Sparklines can be removed from a worksheet when is no longer useful. Rightclick the Sparkline to delete, click on Sparklines from the popup options, and Choose “Clear Selected Sparklines” to remove the sparklines. Chapter 15: Scenario Manager, Goal Seek, and Solver Scenario Manager and its Application The process of trying out different value with formula to see how the changes will affect the outcome is known as What-If Analysis. Scenario Manager in other hand, is one of the tools used to create and save multiple assumptions "what-If" Scenario in Microsoft Excel. What-If Analysis tools are located in the Data Menu. ZHM resources is one of our clients that is into Shoes making business, conceived an idea to produce 3,000 pieces of highly demanded shoes in Kano, Nigeria at production price of N1,400 per shoe. Based on their findings, the company is convinced to make up to 95% sales of the production at a selling price of N3,000 per shoe. The screenshot below shown all their analysis with formulas which include cost of production, expenses, revenue, and gross profit expected. But still engage our services to furnished more scenarios to cover every situation that may arise. Here comes in the scenario manager to strut the stuff. Setting up Scenario and Entering Values to carry out What-If-Analysis 1. Go to Data menu, click on What-If-Analysis in that data group to select Scenario Manager. The Scenario Manager dialog box will appear. 2. Click on Add button to input scenario name, select cells to change, then click Ok. Our first scenario name is Excellent as shown in the table below The cells to be changing are cell B10 and B11 that hold percentage of quantity sold and amount per shoe respectively. 3. Enter corresponding values. In this case we are going to input percentage of quantity sold and amount per shoe and then Click ok again 4. Repeat the process to Add other scenarios Getting a summary of all Scenarios Having added all the scenarios, click on summary button and select the Result Cells. In this case our result cell is cell B21 that contains the gross profit. Click Ok to get the scenario summary of all scenarios like I have below Good! I can now give this to ZHM Resource to take a look at the scenarios and see how they can align their operation towards this. There are more to it but hope you get the concept? Goal Seek This is another amazing "What-if" analysis tool used to generate the best input for a formula you already known the result but not sure of the exact input. The limitation here is that it only work with one variable input. Solver is an ideal tool in case you want more than one variable input. Goal seek can be access under What-If Analysis in Data Menu. Using Goal Seek to carry out What –If-Analysis Let’s demonstrate how this work with the data set below from XYZ Company’s available stock. The company specialized in the sale of four different brands of motorcycles (Bajaj Boxer, Haojue, Honda, & Yamaha). Yamaha sales that has not been encouraged for the past 8months suddenly started experiencing high demand. In view of this the management decided to take the advantage of the season to make more sale on Yamaha to increase their revenue to N19,800,000 from initial income of N16,370,000. Goal seek is very handy to figure out the number of Yamaha required in the store to generate the said revenue. The following process will lead us to the solution Go to Data Menu, select What-If Analysis, and click on Goal seek Select cell D6 as the cell to set Type N19,800,000 in to value field Select the By changing cell field and choose cell C5 Click Ok to get the result below This result shown the number of Yamaha Motorcycle will be increase to 65 pieces in order to generate the set out revenue of N19,800,000. SOLVER Solver is one of the premium Excel tools that comes handy while setting goals with set of constraints to arrive at the best solution. It accepts more than one input unlike goal seek that work with on variable input. Solver function can be found in Analysis group under Data Menu but needed to be first activate since is not appear by default. Activating Solver Add In 1. Go to File and click on Option to invoke Excel option dialog box 2. Click on the Add-in to manage Add-in 3. select Solver Add-in 4. Ensure Excel Add-in is selected from the list of drop-down at bottom left of the dialog box 5. Click on Go 6. An Add-ins dialog box will appear. Click on the small box beside the Solver add-in to select it, then Click Ok to return to Excel option dialog box 7. Click Ok to accept the setting. Solver the amazing tool is now activated and can be access under Analysis group in Data Menu Using SOLVER to Carry out What if Analysis This can be demonstrated with a case of one of our clients. XYZ Motorcycle budgeted the sum of N 5,000,000 naira to start a motorcycle business based on the following constraints: 8. Planning to start with 4 brands of Motorcycles (Bajaj Boxer, Haojue, Honda, Yamaha) At least 3 pieces of every Brand Bajaj Boxer must be twice of Haojue Haojue must not less than 5 pieces Yamaha will be less or equal to three-quarter (3/4) of Haojue Honda will be the 5/3 of Yamaha The objective is to determine the number of motorcycles per brand that the company can buy with N 5,000,000 with the following unit cost for a start. Bajaj Boxer N125,000 Haojue N 123,000 Honda N 117,000 Yamaha N 98,000 Let’s put all these into Excel and see how Solver will strut the stuff easily for us. In view of our goal to determine the total quantity of selected motorcycle we can buy with N 5,000,000, the value in Cell C8 will be our output (goal) by changing values in cells range C4:C7 (Inputs). A step was taking further to calculate the Total cost per brand in column D with the Grand Total in cell D8 which must less or equal to budgeted amount in cell E1. Lastly, all input must be an integer. We can now apply solver to figure it out. 1. Go to Data Menu and click on Solver in Analysis group to invoke Solver Parameter dialog box. 2. Set Objective field to cell C8 and choose maximum 3. Set “By Changing Variable Cells” field to cells range C4:C7 Add constraints into Solver problem 4. Click on Add button to add various constraints, Add Constraint dialog will appear as shown below and repeat the process to add other constraints 5. Select SIMPLEX LP as the Solving Method Note that all inputs are set to be an integer in one of the constraints since motorcycle cannot be in decimal number. 6. Click on Solve. 7. Solver Result dialog will appear like the one I have below. Select the Keep Solver Solution to go with this solution 8. Click on Ok to have this result below. Good! The above result clearly shown that our client can conveniently buy 41 pieces of different brand of motorcycles with N 4,982,000 as indicate as follows: 22 pieces of Bajaj Boxer,11 pieces of Haojue, 5 pieces of Honda, and 3 pieces of Yamaha. Chapter 16: PivotTable, Slicer, and Timeline tool In Excel PivotTable PivotTable is an essential Excel tool used to explore and analyse huge data set in order to generate an interactive and user friendly summary reports. Its ability to automatically group, sort and filter different subset of data, and ensure data are summarized by categories and subcategories are its cool features that stand it out among excel tools. More so, pivot table allows changes to be made to structure of summary table by dragging and dropping the source table column as well switch rows and columns. It makes provision to drill down to see the detail behind every operation by simply collapse or expand the level. Organize your source data This is very essential before creating a PivotTable, source data need to be organise into rows and columns, and then convert the cells range into Excel table to make our data more dynamic. This was earlier explained under data formatting as table in chapter 3. To do this for the purpose of recap, select any cell in the data set, go to INSERT MENU and click on Table in table group or Press CTRL+T to convert the range to Table. Create a PivotTable The following steps will guide us to the creation of a PivotTable. Select any cell within the source data, go to Insert Menu, and click on PivotTable in table group A create PivotTable dialog box will appear, ensure the correct table or cells range is highlighted in the table/Range field. Then choose the location you want the PivotTable to be placed. Select New Worksheet to place the PivotTable in a new worksheet, or selecting the existing worksheet to place the PivotTable at a specified location in an existing worksheet. I will go with default to have my PivotTable on New Worksheet. Click ok to create a blank PivotTable in the specified location like what appear in the screenshot below Arrange / Rearrange Fields in a PivotTable This can be done on the PivotTable fields list located at right-hand side of the worksheet. It’s made up of field section and layout section as it appears in the screenshot below. Field section is where you can find the name of the field that can be add to PivotTable since is correspond to the column names of our source data. Select the checkbox next to the field name in the field section to add it to the layout section. By default, non-numerical field are added to Rows area, numerical fields are added to Values area, and time or date are added to Columns area. Layout section at the other hand contains the Filter area, Columns area, Rows area and Values areas. Click on any field name of your choice and drag it to where you want it to be in the layout if you don’t want to go with default. The good part of it, is that any change made on the PivotTable Field immediately reflect to your PivotTable. If check my layout section, you will notice those fields appear as I choose. I place motorcycle on Filter area to filter data source based on selected Motorcycle Products, with other criteria that include Sale Rep placed in Rows areas, to generate sum of sales in values area within the Selected Period in Columns areas. Show Different Calculations in PivotTable This facilitates how to change or applied different functions on our data item in PivotTable. To do this is very simple, go to layout section of the PivotTable field, click on the field you intend to change its math operation in the Values Area, and select Value Field Settings from the popup. Value Field settings dialog box will appear. This dialog box is like one-stopshopping to various functions in PivotTable. Summarize Values By There are 11 options of functions in this tab to perform various calculations which include Sum, Average, Count, Max, Min, Count Number, Product, Stdev, Stdevp, Var and Varp. To make use of these functions 1. Right click on any of the values cell in the PivotTable and select value field settings from the popup menu 2. Click on the SUMMARIZE VALUES BY tab and select the function you want to perform on the values. Let’s take MAX for instance 3. Give it a descriptive name in the custom name field 4. Click Ok on value field settings to effect the changes SHOW VALUES AS This tab furnishes us with 15 different custom built-in calculations options to display our reports such as % of Grand Total, % of Row Total, % of Column Total, % Of, % of Parent, % of Parent Row Total, % of Parent Column Total, Difference From, % of Difference From, Running Total In, % Running Total In, Rank, Index. You can as well customize field name in the custom Name field. To apply these functions on our PivotTable reports 1. Right click on any of the values cell in the PivotTable and select value field settings from the popup menu 2. Click on the SHOW VALUES AS tab and select the option you want to perform on the values. Let’s select % of Grand Total for example. 3. Give it a descriptive name in the custom name field 4. Click Ok on value field settings to effect the changes. Format PivotTable Numbers One of the way to format numbers in PivotTable can be done in the Value Field Setting dialogue box. Click on the Number Format button at the bottom-left part of the dialog box. Or Right-click on any number in the Value areas of PivotTable to bring out scaled down format cell dialog box as shown below. Pick the necessary numeric format for the values and click Ok to effect the change. All other operations such as Refresh, Sort, and many more can be performing by simply right-click on the PivotTable and choose the respective function from the popup options. Applying Pivot Table Styles This is allowing us to change the style of our report to one of the available eighty-five (85) built-in PivotTable styles to make it more readable and visual appealing. To do this: Click any cell on the PivotTable report, go to PIVOTTABLE TOOLS, and click on design. Choose any style of your choice in PivotTable Styles as shown in this screenshot. Disabling and Enabling Grand Totals Grand total, as its name implies is the sum of all the values in the fields in a report. There may be need to get rid of grand total from both rows and columns or either of the two. To do this is very simple. Click a cell in the PivotTable report, go to PIVOTTABLE TOOLS, select Grand Totals under DESIGN tab and choose one of the popup options which include: OFF for Rows and Columns, ON for Rows and Columns, ON for Rows Only, and On for Columns Only. Applying Report Layout It is essential to make our report layout more visual appealing. This can be done by click on a cell within the active PivotTable, go to PivotTable tools, Report Layout under Design tab, and select any of the popup options that include Show in Compact, Outline form, Tabular form, Repeat All Item label, and Do Not Repeat item labels. I will select Show in Tabular Form option to get what appear in screenshot below Making Use of the Report Filter Option With the help of Filters on the layout section we can easily sieve the PivotTable in order to extract specific information. All you need to do is to drag any field you wish to anchor the filtering and drop it in FILTERS area like I have motorcycle in my own example below. Report Filter will immediately appear on the top of your PivotTable to select any criteria from the drop-down to sieve the data. You can select single or multiple criteria from the popup and click Ok How to Refresh a PivotTable? PivotTable needs to be refresh to get all data updated because Excel doesn’t refresh it automatically. In view of this PivotTable can be refresh manually or automatically when opening the workbook. To refresh PivotTable manually. Click on the PivotTable, go to ANALYZE under PIVOTTABLE TOOL, and Click on Refresh button, or press ALT+F5. You can as well Right-click on the table and select refresh. To refresh PivotTable automatically when the workbook is open. Click on any cell in the PivotTable, go to ANALYZE under PIVOTTABLE TOOL, click on option to invoke PivotTable option dialog box, select Data tab and click on checkbox beside REFRESH DATA WHEN OPENING THE FILE. Then click ok Grouping Grouping is essential in generating clear report and there might be need to base our report on certain range of Numbers, period, and custom group. Therefore, value can be group to a chosen class interval while date can be group into days, week, month, and years to enhance the generation of a robust summary report in PivotTable. Let’s demonstrate how grouping is being done on data set below First Insert PivotTable for the data set and drag the number field to Row Labels Click on the PivotTable to select it Go to Analyze in PivotTable Tools Group and select GROUP FIELD to invoke Grouping dialog box. Do the necessary adjustment and click ok button to effect the change. Since the numbers in question fall in between 1 and 20. I want to change the “Starting At” and “Ending At” to 1 and 20 respectively, then change “By” field to 5. Having changed the settings, click Ok button to get what appear in the screenshot below Wow Very simple! Same process can be repeat for Date. Moving a Pivot Table There may be a need to move your pivot table to a new worksheet, workbook and any other area within the current sheet. This can be achieved under Analyse tab in Excel 2013. Click on PivotTable report, go to Analyser tab, and click on MOVE PIVOTTABLE. Move PivotTable dialog will appear, choose your targeted location to place the PivotTable and click Ok. Removing a Pivot Table When your PivotTable is no longer needed and you want to get rid of it. The following are the steps to follow to get it done, provided your PivotTable is on the same page with other data. Go to ANALYZE, click on Select Then Entire PivotTable, and hit delete key on your keyboard. But if the PivotTable is on separate worksheet, simply delete the sheet. The Slicer Tool Slicer is an Excel tool that allows quick and easy filtering of PivotTable. It makes it possible to connect and control more PivotTables with a single click. Let’s demonstrate how slicers work on the current PivotTable. Click on PivotTable, go to ANALYZE under PIVOTTABLE in Excel 2013, click on Insert Slicer in Filter group. Select from the available list of fields in Insert Slicer dialog box. In this case I will select Motorcycle from my available options. You can select as many as you want. Then click Ok to accept the setting. Something that look like the one below appears Good! The slicer shown all the motorcycle brands. I can go further to select a brand. Let me select Jicheng to see what I will get. Nice it does exactly what I want. You can play around to see the wonder of slicer tool. The Timeline Timeline is very handy in filtering time in PivotTable, Table, and PivotChart. Let’s see how timeline will work on the PivotTable. The key thing here is that you must have a field formatted with date. To add timeline to a report Click on a cell in PivotTable and go to ANALYZE under PIVOTTABLE in Excel 2013 Click on Insert Timeline in Filter group and tick the date, then click Ok button to accept the settings Something that look like the one below will appears Wow! Now I can select the period I want to filter on the PivotTable report using the timeline. The good thing is that you can select more period at a go but in sequential order. Let’s select 3 months (March, April, and May) in this report. You can even switch the period on the timeline from Month to either Day, Quarter, or Year. Click on the arrow beside the month or what you have to switch. Chapter 17: Pivot Charts in Excel Pivot chart is an Excel tool used to visualize the numeric data generated via PivotTable. It produced effective reports that are readable and summarily convey the necessary messages that will informed best decisions. PivotChart has its own set of rules that are different from conventional charts earlier discussed in chapter 5. Pivot chart can be access in Insert Menu in excel 2013. Creating a Pivot Chart To insert a pivot chart, 1. Click on anywhere in the Data Source 2. Go to Insert Menu and select PivotChart in Charts Group 3. Drop down menu will appear for you to select from popup option to either insert PivotChart or insert PivotChart & PivotTable. 4. Create PivotChart dialog box will appear. Ensure the right Data source range is highlighted in the table/Range field. 5. Then choose the location you want the PivotChart to be located. Select New Worksheet to place the PivotChart in a new worksheet, or selecting the existing worksheet to place the PivotChart at a specified location in an existing worksheet. I will go with default to have my PivotChart on New Worksheet. 6. Click Ok to create a blank PivotTable and PivotChart in the specified location like what appear in the screenshot below 7. Go to PivotChart fields to populate the layout section that contains Filters, Legend (series), Axis (categories), and Values Areas from the available field on the field section. As shown below from my own example. The good part of it, is that any change made on the PivotChart Field immediately reflect on both PivotTable and PivotChart. We have successfully created a PivotChart. Changing Chart Types Formats and Layouts Sometimes you might decide to change your chart type and its layout in order to make your PivotChart more visual appealing. To change PivotChart layout. 1. Click on the PivotChart 2. Click on DESIGN tab under PivotChart Tool 3. Click on Change Chart Type to change it. To change layout and other styles 1. Click on the PivotChart 2. Go and click on Format tab under PivotChart Tool and 3. Do the necessary format you want such as choosing the border color, background, shape effect, and bar color. Filtering a Pivot Chart Filters on the layout section can be used to extract specific information from the PivotChart. All you need to do is to drag any field you wish to anchor the filtering and drop it in FILTERS area like I have motorcycle in my own example below. The filter tool will automatically appear on the chart area as shown below. In this case, Motorcycle is the field using for filtering. Click on the arrow besides the filter to select the brand you intend to filter from the drop down list and click Ok. Hiding Pivot Chart Field Buttons To hide chart elements on the PivotChart is very simple. Right-click on any of the chart elements and select the Hide All Fields Button on the Chart to hide all the elements or hide the axis Field button on Chart to hide axis elements only. Moving a Pivot Chart between Sheets There might be need to relocate our PivotChart to new position sometimes. In order to move the chart, Right-click on the chart area and select the Move Chart from the popup options. Or go to DESIGN TAB in PIVOTCHART TOOL and click on Move Chart Location Move Chart dialog box will appear for you to select your targeted location Select the New sheet to move the chart to fresh sheet. You can even rename the New Sheet in the field beside the new sheet. Select Object in to place it on the current sheet. But sometime I do right-click the chart area and select Cut from the popup option then go to where I want it to be place and paste it there. Deleting a Pivot Chart (With Care) When the PivotChart is no longer needed and you intend to get rid of it. Click on the chart area of the PivotChart to ensure the entire chart is selected then hit the delete button on your keyboard. Chapter 18: CORRELATION and REGRESSION ANALYSIS These are Excel premium statistical tools used to determine the relationship between variables while carrying out data analysis. These can be found in Analysis group in Data Menu but need to be enable first since it doesn’t appear by default. Activating Analysis ToolPak Add In 1. Go to File and click on Options 2. Click on Add-Ins, select Analysis Toolpak, Excel add-ins and click Go button 3. Enable Analysis ToolPak and click Ok Data Analysis tool is now accessible under Data Menu CORRELATION COEFFICIENT This is the statistical tool used to determine the degree at which adjustment made to certain set of measurement affects the other set of measurement. For instance, correlation coefficient is an ideal tool to measure the success or failure of business strategies deployed or to determine the effect of advert recently carried out on a selected product in your organization. The correlation coefficient value ranged between -1 and +1. The value of -1 indicates a perfect negative correlation suggest that one of the variable increases while other will decreases (exactly opposite). The +1 indicates perfect positive correlation between two variables suggest both variables move perfectly positive together, and 0 indicates no correlation exist between the variables. Let’s find out if there is correlation between the following data sets The following steps will serve as guide 1. Go to Data Menu and click on Data Analysis in Analysis Group 2. Choose Regression and click Ok to invoke correlation dialog box 3. 4. 5. 6. Select the input range (B2:C9) Choose the group by option, in this case mine is in columns B and C Check the labels in first row box Pick the output options. I want my report on the same week and start in cell H2 7. Click ok to generate the report With coefficient correlation of 0.91 (approximately 1) indicates perfect positive correlation between Number of Like and Advert charge. This suggest both variables move perfectly positive together as it shown in the chart below. REGRESSION ANALYSIS Regression analysis is one of the most powerful statistical techniques use to establishes the relationship between dependent variable and series of other independent variables. The trick here is its ability to predict actual outcome (dependable variable called Y) from independent variable X (Linear Regression) or more than two independent variables (Multiple Regression). It can also be deploying for forecasting and optimization in business. Below is the formula for simple regression. Y = C +bX Y = the variable to predict X = the variable to use for the prediction C = intercept Let’s demonstrate how this work with data generate from number of like on our Facebook page for certain weeks as it appears in the data sets below to see if there is a relation between NUMBER OF LIKE(output) and ADVERT CHARGE (input). Also see if we can predict number of like in weeks to come having the idea of the amount to pay for advert. The following steps will serve as guide 1. 2. 3. 4. Go to Data Menu Click on Data Analysis in Analysis Group Choose Regression Click Ok to invoke regression dialog box 5. 6. 7. 8. Select the dependent range Y (B2:B9). This output we want to predict. Select the independent range X (C2:C9). Check the checkbox beside the labels. Select the Output option to place the result on the same sheet or go with default to place the result on new worksheet. 9. Click Ok to invoke the summary Output The summary Output like the screenshot below appears Now we can interpret the above result under important headings: R Square R Square is 0.843 indicates our model is in good fit that is - the closer to 1 the better. R Square of 0.843 means that 84% of the variation in NUMBER OF LIKE can be explained by ADVERT CHARGE. Another good thing here is Multiple R is the same thing as the coefficient correlation. Significance F and P-Values These help us to determine the relevance of our result. A result is said to be relevant if the value of P and significance F are lesser than 0.005. With significance F value (0.003) and P-values (0.002, 0.003) show our result is relevant Coefficients With the coefficients values of 698.156 and 0.711 for Intercept and Advert Charge respectively, the regression line will be: Y = 698.156 + 0.711 *X Number of Like = 698.156 + 0.711 *[Advert Charge] The above regression line indicates that I can still end up with 699 like on my Facebook page if I decided not to pay any advert charge. This can be used to predict possible “Number of Facebook like (Y)” given the certain advert charge (X). We are considering to spend ₦ 3,500, ₦ 4,000, and ₦ 5,000 on the advert for the next three weeks in that order to increase our LIKE on the Facebook page. This formula will be handy to predict the numbers of new LIKE as shown below.with ₦ 3,500 we are going to get addition 3,188 Facebook LIKE on our page, ₦ 4,000 will give us 3,543 LIKE, we expect ₦ 5,000 to give us 4,255 LIKE, and so on. Y =698.156 + 0.711 * X All you need to do is to plug any amount for “X” in the above formula to get the predict output. Chapter 19: Macros in Excel What is a Macro? Macro is an act of automating repetitive operation or task you perform frequently to save more time in Excel by creating a custom command that could be execute with a single command of either a button-click or keystroke. Macro is so simple contrary to people’s perception that is very difficult. All that is require is to do few adjustments to our Microsoft Excel settings to add the Developer Tab to the ribbon and start recording macro in a similar way we record live events but doesn’t require a camera. Activating Developer Tab The following steps will guide us to do the few settings 1. Go to File and click on Options or Press ALT+FT 2. Click on Customize Ribbon and check the box beside Developer under main tab to select it, then click ok to accept the settings. DEVELOPER tab will automatically appear at the menu bar. One good thing again is that you can find Record Marco button on the Excel 2013 status bar. Creating Storing and Running your First Macro Turn on the macro recorder to record macro by either clicking on macro recorder on the active Excel status bar or go to Developer tab then click on Record Macro from the options. All actions been performed on the worksheet will be recorded by macro recorder and stored them sometimes as part of the current workbook or in personal macro workbook popularly referred to as PERSONAL.XLSB. Store macro in “personal macro workbook” make it available to all Excel files while on “current workbook” restrict the macro to the active workbook. Having recorded macro, you can run it by go to Developer tab and click on macro to open macro dialog box, then click on the name of the macro you want to run and click on Run button. Invoke Macro with Keyboard Shortcut Better still you can use the assigned keystroke if any, by press SHIFT+CTRL or only CTRL plus any letter key earlier assigned. Let’s demonstrate how macro work with the following example. The task here is to format the data set generated by an organisation on monthly basis to make it visual appealing and reduce time spent. Here I have report for three months range from January to March on a separate sheet. The following steps will serve as a guide to carry out the task. 1. Go to Developer Tab and click on record macro or on macro recording icon on Excel task bar. Record macro dialog box will appear, fill the following as it appeared in the snapshot below macro name, shortcut letter, select “this workbook” type in any description of your choice, and click Ok button 2. Highlight the first data set, do necessary format like I had in the snapshot below, and click on stop recording to halt the recording. 3. Let’s run the macro on the second data set in second sheet called February to see how effective it will. highlight the entire second data set, go to Developer tab, click on macro to open macro dialog box, then click on “Format_data” from the list of macro to select and click on Run button. Or use the assigned keystroke by press CTRL+k. You will get this result, which shown it works because we set the macro to work in this workbook. Using Form Button to Invoke Macro You can decide to go a bit further to assign button to macro in order to run macro using button-click instead of keystroke or through developer tab. 1. Switch to third sheet (March) and go to Developer click Insert to choose command Button you want to assign the macro under Form control Draw the command button that is in form of rectangular shape wherever you want on the sheet. Assign macro dialog box will automatically appear to choose the macro to assign the button. Filled the macro field name with the macro we earlier recorded from the list of the available macro and click ok. To get what appear below. Though I changed the button caption to “Format Macro” by simply Right-Click the control button and click edit text to do that. Good! Let’s now run the macro on our third data set. Highlight the data set and click the form button. To get the result below Yes! It works. There more into macro but these serve as basics for better understanding. Chapter 20: Power Query and Power Pivot These amazing tools were not just developed to enhance mining, cleansing, combining, and transform data from various sources such as Web, Azure Marketplace, Hadoop File, SQL Server Database, Excel Workbook, Social Media, and others but with capability to handle huge volume of data with ease. How to Activate Power Pivot and Power Query Having successfully installed power query Addin downloaded from Microsoft Website, you can now a go a step further to activate it so that it will be visible on menu bar and available for use. The following steps will guide us on how to activate both power query and power pivot: Go to file and select option to invoke Excel Option dialog box Click the Add-Ins on the left pane and select COM Add-ins from the Manage option and click on Go button A COM Add-Ins dialog box will pop up, tick the corresponding check box to Microsoft Power Pivot and Power Query and click Ok to effect the changes. You will notice both power query and power pivot will appear on the menu bar Power Query The rational behinds the creation of this amazing tool popular called power Query (in Excel 2010 & 2013) but refers to as Get & Transform in Excel 2016 is all about automating the process of getting data and cleansing it. The good thing about Power Query is how it recorded all the processes of getting data and transformation in the first time and automate those task subsequently by simply refresh the query to get data and cleanse it within seconds. This requires no knowledge of VBA to carry out the task. Part of tasks that can be perform with power Query includes importing data from multiple sources and consolidate it to a table for further analysis and performing cleansing operations such as trimming, splitting text, row/column duplicate, pivoting/unpivoting data, share and manage query to mention few. Power Query Add-in can be download on Microsoft website at no cost for excel 2010 and 2013 users but already built with excel 2016 which can be found in the Get & Transform group of Data Menu. Importing Data Using Power Query Get Data from various sources to power query for appropriate cleansing and necessary transformation that will enable you to do further analyses will take the center stage in this section. Since we can import data from different sources, I will be taking you through steps involve in import data from web as an example which is applicable to other sources. 1. Go to Power Query and click From Web(in Excel 2013). For Excel 2016 users, go to Data New Query From Other Sources From Web. 2. Enter a Web Page URL that you intend to get the data from in the pop up From Web dialog box and click Ok to continue. Take Google finance for instance, to get stock quote and other international market data. The URL is https://google.com/finance 3. Power Query will try to parse the webpage and returns the available tables on the webpage. 4. Navigate through the tables to select the target table then click on Edit to import it to query editor. The selected table (Table 0 in this illustration) will be import to power query environment for further cleansing. Below is what you will get 5. Perform appropriate transformation in Transform Tab to cleansing data for necessary analyses. This can be splitting, Transpose, Trim, etc. Let us split the data in column 3 to explain this better. You need to perform the following in order to achieve the task 1. Right click on the head of column 3 to choose SPLIT COLUMN from the pop up option, and then select delimiter 2. Select SPACE as the Delimiter and choose At each occurrence of the delimiter then click Ok to effect the change. Below is the result you will get 6. Having done with transformation, you can now click on Close & Load to load data into Excel Workbook. 7. Now that your data is in Excel sheet, the good thing about the power query is to select the data click the refresh on the queries pane to keep it up to date within seconds. Good! So simple. Power Pivot This another powerful analytical tool using familiar pivotTable tools to analyze data as well create sophisticated data model. Power Pivot’s compression algorithm is the key to its effective and efficient manner of compressing data that spread across multiple tables as well handle huge volume of data that more than usual 1,048,576 rows found in a worksheet. The ability of Power Pivot to connect directly to huge rage of data sources or power query data sources and its in-built Data Analysis Expression (DAX) – a new formula language that will enable you to write sophisticated calculations that beyond the capabilities of regular PivotTable calculated field stand it out among Excel Add-ins. Importing Data to Power Pivot Power Pivot makes provision to import data from various sources such as Excel Files, Oracle, Text Files, OData Data field, Access, Analysis Services, and SQL Server to mention few. This section will take you through on how to get data from various external sources to power pivot in order to perform further analysis and sophisticated calculations. For instance, let us import data from external Excel file called Transactions that appear below 1. Open new Excel workbook, then go to Power Pivot tab to open window and click on Manage 2. Go to Home tab then From Other Sources in Get External Data group of power pivot window 3. Choose Excel File in Table Import Wizard dialogue box and click Next 4. Browse for the targeted Excel Workbook that contains your data. Ensure you tick Use first row as column header since my table has column headers. 5. Select the targeted file and click Open. 6. Click Next to proceed. 7. Ensure the selected Source Table is the targeted Source Table and click Preview & Filter if there is need be to filter data intends to import and click Ok. 8. Click Finish to display Importing Success dialogue that shown the number of rows that have been successfully imported. 9. Click Close to get your data ready for Power Pivot analysis. Further analysis Bonus: Keyboard Shortcuts in Excel Kindly download the practise files use in this book through this link: http://85metrics.com/wpcontent/uploads/2016/12/Productivity_Workbook_Files.rar