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This workshop is designed to improve your skills using Microsoft Excel. This workshop will cover:
Spreadsheet Design
Managing the Data These three topics are covered in this workbook
Analyzing the Data
Financial Functions These two topics are covered in the Financial Model workbook
Financial Analysis
Workbook Contents
Tab Title
Main Menu
Point of Contact: Matt H. Evans, CPA, CMA, CFM
Excel Spreadsheet Page: www.exinfm.com/free_spreadsheets.html
Download this spreadsheet and other files used in this presentation from: www.exinfm.com/vscpa
Each worksheet can be printed by hitting Ctrl-P
Main Menu
Spreadsheet Design:
Some basic rules to start with include:
(2) Try to minimize the use of merging cells since this makes it difficult to navigate, print or change your spreadsheets.
(3) Place the larger range of data down by rows and the lesser range of data across by columns
(6) Include a Purpose Statement, Point of Contact, and Main Menu if you are developing a workbook.
Use a modular design - different worksheets for inputs, analysis, and outputs.
TIP Have the Properties Dialog Box pop up when you save files for the first time
Steps
1 From the main tool bar, select Tools > Options and choose the General tab
2 Click on the Prompt for Workbook Properties
TIP Insert keywords in the Summary tab to help locate files on your computer.
Steps
1 From the main tool bar, select File > Properties > Properties tab
2 Enter Keywords that will help locate this file on your computer
TIP Make Your Files Read-Only to Protect Files from Accidental Deletion
Steps
1 From Windows Explorer, locate the file and right click on the file name
2 Select Properties at the bottom of the pop up box:
3 Check the Read-only attribute box and click Apply
Useful when you have to enter the same data over and over again into a spreadsheet. This "error proofs" the spreadsheet
based on the parameters you set for a specific cell range or table.
Product
Steps Input Range Codes
1 Create a list of valid entries for the cell range XG-004
2 From the main menu, select Data > Validation HG-009
3 Click on the Settings tab and select the type of validation you want and enter the values LW-010
4 Click on the Input Message tab to show an instruction when you cursor over the range BN-003
5 Click on the Error Alert tab to show an error message FP-005
VS-009
QA-011
TIP Password Protection of Files is better than Password Protection of Work Sheets, Ranges and Cells. Several Utilities are available
for cracking passwords once the file is open.
TIP Excel 97 has very weak features when it comes to Password Protection. Recommend users upgrade to Excel 2003.
Fill Handle: The "+" sign that appears in the lower right corner of the cell you have selected.
Smart Tag: A small icon that appears in the lower right corner of the range that you copied to. This is the Auto Fill Options Smart Tag:
Copy Cells - Copy the cell content as is to the other cell(s)
Fill Series - Copy the cell content and auto fill to the other cells in a series
Fill Formatting Only - Copy the cell format only to the other cell(s)
Fill Without Formatting - Copy the cell content as is, but do not include the format
TIP Moving the Fill Handle Up will erase the cell contents
Examples:
TIP Custom Fills - You can setup your own custom fills for a spreadsheet:
1 From the main menu, select Tools > Options > Custom Lists > NEW LIST
2 In the box labeled "List entries" enter all of your entries for your fill list OR select the cells for your list
3 Click Add and Click OK
Evans
B. Convert Text Values into Real Values or positive values to negative values
Steps
1 Select an empty cell and enter 1 or -1
2 From the main menu, select Edit Copy for the cell with 1 in it
3 Highlight the text values you need to convert
4 Select Edit Paste Special and select the Multiply option
5 Under Paste, click Values and then click OK
-1 118
122
135
144
174
C. Use Paste Special to Copy a Format: (Very useful for tables and chart formatting differences)
Steps
1 Select the cell range / chart / table you want to use as your format
2 Control-C to Copy or from the main menu, select Edit > Copy
Store 0
1 2
Steps
1 From the main menu, select Tools > Error Checking
2 Error Checking dialog box will appear to show potential errors. If you are re-checking the worksheet again, click Options, click
Reset Ignored Errors and click OK
3 The potential error appears in the formula bar. The text describes the potential error
4 Click on the button on the right side of the dialog box. Depending upon the error, you may elect to Ignore.
5 Continue until errors have been reviewed.
6 Select Tools > Options > Error Checking tab to control what gets checked.
78 99 35 #DIV/0!
TIP Quickly trace the formula by inserting the I Bar into the open toolbar view of the formula.
Types of Errors:
Tracking Changes
Steps
1 From the main menu, select Tools > Track Changes > Highlight Changes
2 In the Highlight Changes dialog box, select Track changes while editing
3 Select Highlight changes on screen
4 Open the When menu and select All
5 Open the Who menu and select Everyone. This makes your file shared.
6 Click OK
TIP You can track changes with only certain cells by using the Where option. If you leave this option blank, all changes are tracked in the workbook.
TIP Changed cells have a triangle in the left corner, surrounded by a blue line around the cell.
TIP If you want to make changes but not see them on screen (useful if you're making a lot of changes),
don't select the "Highlight changes on screen" option. Select the option later to see the changes you made.
TIP To review your changes later, select Close in the Accept or Reject Changes dialog box.
$ 2,050.00
Note: When you track changes, the workbook is now [Shared] and some functions may not work. Remove sharing by
unchecking the box from Tools > Share Workbook
1 Start with your Data Table - this will be used as the Array in your Lookup formulas
<- - - - - - - - - - - - - - - - - - - - - - - - - - - - array - - - - - - - - - - - - - - - - - - - - - - - >
ID Last Name First Name Age Function Points IF Statement
2306 Evans Matt 50 Consultant 1,050 Bonus
1788 Frazier John 43 Manager 980
1568 Johnson William 56 Executive 1,175 Bonus
1477 Frazier Charlotte 35 Administrator 750
1896 McDonald Shelley 39 Administrator 610
1962 Bissell Carmen 32 Staff 885
2077 Alexander Stewart 37 Manager 1,305 Bonus
=LOOKUP("value or text you want to lookup", range name of the table, column or row index number,
FALSE if you want an exact match, TRUE is the default for closet match)
Example - Vertical Lookup (most data tables are organized by columns with column headings)
Typical Accounting Files are full of codes Setup and use a Lookup Table to make codes meaningful:
1568 Johnson
1962 Bissell
1788 Frazier
2306 Evans
Steps
1 From the main menu, select Tools > Formula Auditing > Show Formula Audting Toolbar
Precedent
1.15
Precedent: A cell which feeds or drives the formula in question.
Dependent: A cell which depends on the formula for its value.
1 Trace Precedents - if the current cell contains a formula, arrows will be drawn leading back to the source cells.
3 Trace Dependents - arrows will be drawn from the current cell to any other cells that incorporate it into their formulas.
6 Trace errors - if the current cell is displaying an error (e.g. #DIV/0!), an arrow will be drawn leading back to the cause of the error.
7 Trace errors - if the current cell is displaying an error (e.g. #DIV/0!), an arrow will be drawn leading back to the cause of the error.
8 Circle invalid data - highlights any cells which fail Data Validation rules that have been defined for the current range
Steps
1 Move your cursor over the column heading row.
2 Turn on the Data Filter - From the main menu, select Data > Filter > Auto Filter. Down Arrow Boxes should appear for each column heading.
3 Single column filtering - Click the drop down menu for the column heading
4 Turn Off Filter - Select Data > Filter > Auto Filter to turn off the option and the Drop Arrow Boxes will disappear.
Empl No. Last Name First Name Location Date of Birth Pay Grade Department
00019 Melton Zachery Morgantown 5/1/1943 7 Engineering
00030 Phillips William Morgantown 1/5/1949 8 Sales
00035 Bingers Alice Charlotte 6/28/1947 6 Production
00039 Anderson Carol Pittsburgh 4/6/1950 8 Corporate
00046 Yuller Joseph Columbia 3/27/1948 7 Distribution
00048 Daad Mostaf Charlotte 8/11/1949 7 Production
00055 Landry Martha Columbia 3/17/1951 7 Production
00059 Willis Paul Pittsburgh 1/19/1951 6 Corporate
00063 Morrison Donald Richmond 12/2/1953 6 Engineering
00079 Mackle Jerome Pittsburgh 7/17/1946 9 Corporate
00081 Walters Bill Columbia 2/3/1949 6 Accounting
00088 Jenkins Paula Pittsburgh 11/8/1951 6 Accounting
00092 Bissel Harold Charlotte 9/3/1941 7 Engineering
00101 Jackson Sherry Pittsburgh 8/2/1958 8 Administration
00106 Keyes Louis Richmond 12/15/1954 8 Engineering
00108 Alden Pam Richmond 8/11/1956 6 Administrative
00110 Zurich Allen Morgantown 11/7/1954 6 Distribution
00111 Bartolla Frank Columbia 10/4/1967 7 Logistics
00115 Sutton Ralph Charlotte 1/15/1955 8 Accounting
00117 Easton Russell Charlotte 11/29/1957 8 Engineering
00119 Pierce John Morgantown 7/22/1952 5 Administrative
00128 Gardner Jeff Charlotte 4/19/1960 8 Engineering
00129 Smith James Morgantown 6/16/1953 7 Distribution
00144 Terrell Carey Morgantown 10/26/1961 7 Distribution
00149 Matz Julie Morgantown 12/4/1960 6 Logistics
00155 Yen Sei Columbia 10/29/1955 5 Administrative
Filtering Operators:
= Equal to
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
<> Not equal to
Wild Cards
* Any string of characters: S* would find Smith, Sculley, Sull, Sal, Steinberger, . .
? Any character in this position: B?t would find Bat, But, Bet, . .
Steps
1 List out your data, including the column headings
2 From the main tool bar, select Data > PivotTable and PivotChart Report. Follow the Wizard
EXAMPLE
Product Sales Sales Units < - Note: Column Headings
Sales Month Sales Year Type Lead Region Sold are in single cells
September 2005 Soap Smith East 1,255
September 2005 Paper Jones East 755
October 2005 Mix Keane Central 2,105
October 2005 Paper Stiles North 1,005
November 2005 Mix Carlson Central 950
November 2005 Paper Jones East 890
November 2005 Mix Stiles North 1,860
November 2005 Mix Keane Central 1,330
December 2005 Soap Keane Central 2,550
December 2005 Paper Stiles North 1,240
December 2005 Mix Smith East 2,250
January 2006 Mix Carlson Central 3,275
January 2006 Mix Jones East 1,470
January 2006 Soap Keane Central 3,025
23,960
Table >
TIP When you make changes to your source data, don't forget to refresh !
EXAMPLE: You have sales data from another system that you produces a text file. You need to analyze the sales data
in Microsoft Excel. You can use Excel to Query the data and place it in a set of Cubes, allowing you to analyze the data.
Steps
A. Select the Data Source
1 From the main menu, select Data > Import External Data > New Database Query
2 In the Choose Data Source box, click the Database tab, select New Data Source > OK
3 In the Create New Data Source dialog box, type a name for the data source file and select Microsoft Text Driver, click Connect.
4 In the ODBC Text Setup dialog box, clear the Use Current Directory box and click Select Directory.
5 In the Select Database dialog box, locate the folder that contains the data source file. Do NOT select the file, just the FOLDER.
6 Click OK twice and return to Choose Data Source dialog box.
B. Create the Query (pulls in the data)
7 From the Choose Data Source dialog box, select the data source file as created per the previous steps.
Make sure Use the Query Wizard to create / edit queries is selected. Click OK
8 In the Query Wizard - Choose Columns dialog box, select the data source file you want to query.
Move the columns from the Available tables and columns pane to the columns in your query.
Click Next in the next two dialog boxes
9 In the Query Wizard - Finish dialog box, select Create an OLAP Cube from this query and click Finish.
C. Create the Cube (allows you to analyze the data in different ways)
10 Click Next in the Welcome to the OLAP Cube Wizard dialog box.
11 Select the source fields you want to use, check the box in the Source field column. Also make sure the
"Sum" is selected for those fields you want summarized - Summarize by column. Click Next.
12 Move the fields that you want to use in your analysis from the Source fields pane to the Dimensions pane. Click Next.
13 Select Save a cube file containing all data for the cube. Enter the path name and file name. Click Finish.
14 In the Save As dialog box, type a file name that corresponds to the query you have created. Click Save.
D. Analyze the Query Definition File - "oqy" file
15 Once the OLAP Cube has been completed, the PivotTable and PivotChart Wizard will appear.
You can now create a pivot table report or chart.
You can also use Data Analyzer to analyze the Cube file
MICROSOFT INSTRUCTIONS:
http://office.microsoft.com/en-us/assistance/HA010127121033.aspx
TIP Zooming Only Selected Cells rather than the entire worksheet
Steps
1 Select the range of cells you want to appear in the screen
2 From the main menu, select View > Zoom > Fit Selection
3 Select 100% or the appropriate % from the Custom option.
TIP Line Break Within a Cell - Useful when you have text wrapping within a cell
Steps
1 Move your cursor over the cell and select Format > Cells > Alignment > check the Wrap Text
2 Enter your text and hit Alt - Enter where you want the break to occur
North
North Park Park
A more complicated version of this is to split the contents of the cell and insert an angle border within the cell:
Month
Town
TIP Change the default worksheets that loads when you create a new workbook - Default is 3
Steps
1 From the main menu, select Tools > Options > General tab
2 Change the number that appears in the Sheets in new workbook box
TIP Change the default path where you open and save files
Steps
1 From the main menu, select Tools > Options > General tab
2 Type in the desired path in the Default file location box.
ACCRINT Returns the accrued interest for a security that pays periodic interest
ACCRINTM Returns the accrued interest for a security that pays interest at maturity
AMORDEGRC Returns the depreciation for each accounting period by using a depreciation coefficient
AMORLINC Returns the depreciation for each accounting period
COUPDAYBS Returns the number of days from the beginning of the coupon period to the settlement date
COUPDAYS Returns the number of days in the coupon period that contains the settlement date
COUPDAYSNC Returns the number of days from the settlement date to the next coupon date
COUPNCD Returns the next coupon date after the settlement date
COUPNUM Returns the number of coupons payable between the settlement date and maturity date
COUPPCD Returns the previous coupon date before the settlement date
CUMIPMT Returns the cumulative interest paid between two periods
CUMPRINC Returns the cumulative principal paid on a loan between two periods
DB Returns the depreciation of an asset for a specified period using the fixed-declining balance method
DDB Returns the depreciation of an asset for a specified period using the double-declining balance method
DISC Returns the discount rate for a security
DOLLARDE Converts a dollar price, expressed as a fraction, into a dollar price, expressed as a decimal number
DOLLARFR Converts a dollar price, expressed as a decimal number, into a dollar price, expressed as a fraction
DURATION Returns the annual duration of a security with periodic interest payments
EFFECT Returns the effective annual interest rate
FV Returns the future value of an investment
FVSCHEDULE Returns the future value of an initial principal after applying a series of compound interest rates
INTRATE Returns the interest rate for a fully invested security
IPMT Returns the interest payment for an investment for a given period
IRR Returns the internal rate of return for a series of cash flows
ISPMT Returns the interest paid during a specific period of an investment
MDURATION Returns the Macauley modified duration for a security with an assumed par value of $100
MIRR Returns the internal rate of return where positive and negative cash flows are financed at different rates
NOMINAL Returns the annual nominal interest rate
NPER Returns the number of periods for an investment
NPV Returns the net present value of an investment based on a series of periodic cash flows and a discount rate
ODDFPRICE Returns the price per $100 face value of a security with an odd first period
ODDFYIELD Returns the yield of a security with an odd first period
ODDLPRICE Returns the price per $100 face value of a security with an odd last period