Training HandBook

Advanced Excel
[Edition: June 2014]

www.excelnext.in | [email protected]

Program Content

Logical Statements MIS reporting

Warm-up  IF(), Nested IFs, AND(), OR()  3-D Data Consolidation
 Essential shortcuts  IFERROR()  Automatic row-wise Subtotal
 Absolute & Relative referencing ($)  ISNUMBER(), ISTEXT(), ISBLANK(),  Conditional Formatting (Blanks,
 ROUND(), SUMPRODUCT() ISERROR() Errors, Cell Values, Duplicates,
Formula-based)
Data Analytics Working with Dates  File Password & Cell Protection
 Using SUBTOTAL() with Filtered  Date correction techniques
data  EDATE(), EOMONTH() Select Dashboard Techniques
 SUMIFS(), COUNTIFS()  DAY(), MONTH(), YEAR()  Activate-Deactivate Gridlines
 TODAY(), NOW()  Data Validation (list)
Pivot Table for multi-variable analysis  Cell-Range Naming
 Computations %, Sum, Max, Min, Data Cleaning – I  Grouping
Average, Count  LEFT(), RIGHT(), MID()
 Grouping (Clustering)  LEN() What-IF Analysis
 Generating multiple reports  UPPER(), PROPER(), LOWER()  Data Tables
 TRIM(), SUBSTITUTE(), VALUE()  Goal Seek with PMT() formula
Data Lookup  Using “&” for concatenating or joining (EMI calculation)
 VLOOKUP() – a practical strings/cell values  Form Controls - Spin Button &
perspective Scroll Bar
 VLOOKUP() with MATCH() Data Cleaning – II
 INDEX() and 2 MATCH()  Find & Replace (using wildcard Macros: An Overview
character - Asterisk * )  Concept; Macros Recorder
Excel Modeling  Go To (Special) with Ctrl+Enter trick  Record & Run
 INDIRECT() with Cell-Range Naming  Text-to-Columns (incl. advanced tricks)  Using Google to locate VBA
 Remove Duplicates Code snippets

Training Pre-requisite: Paste Special – Value; Basic Formulas - SUM(), MAX(), MIN(), AVERAGE(); Hide-Unhide Columns & Rows,
Freeze-Unfreeze panes, Basic Sort and filter

Copyright Excel Next 2013 | All Rights Reserved

Excel Next owns legally and beneficially all of the Intellectual Property Rights in the content of this document. No reproduction,
copy or transmission whatsoever of any part of this document be made without prior written permission.
SN TOPICS REMARKS

1 SUPER ESSENTIAL KEYBOARD SHORTCUTS

2 ROUND()

3 AutoFill, Paste Special

4 Go To (Special) with Ctrl+Enter

5 Cell Referencing ($), Sort

6 Filter and SUBTOTAL()

7 Grouping, Naming

8 Data Validation

9 Form Control Buttons

10 Dates – Concepts and Formulas

11 VLOOKUP() with MATCH(), + INDIRECT() with Range Naming

12 INDEX() with MATCH()

Pivot Table – Mathematics, %, Grouping (Manual & Automatic),

13
Sheet Replication using Report Filter

14 Data Tables – Sensitivity Analysis

15 Goal Seek

16 Data Cleaning – Text-to-Columns, Find and Replace, Formulas

17 Logical Statements – IF(), AND(), OR(), IFERROR() etc.

18 Conditional Formatting

19 3-D Data Consolidation

20 Automatic row-wise SubTotal

21 File and Cells Protection

22 Macros

23 Annexure: Developer Tab, Sparklines, Paste Special, Freeze etc.

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SUPER ESSENTIAL KEYBOARD SHORTCUTS

Starters

1 Alt Press and release the ALT key to display the Key Tips next to each Ribbon command

2 F4 Repeats the last command or action, if possible

3 F4 Also, used for Cell referencing ($); discussed later

4 F2 Begins editing the active cell

Displays the formula in each cell instead of the resulting value [Hint: ` is back tick key
5 Ctrl `
above the TAB key]

6 Ctrl C Copy the cell(s) or selective text/numbers from within the cell

7 Ctrl V Pastes the copied cell(s)/data

8 Ctrl X Cuts the cell(s) or selective text/numbers from within the cell

Workbook Navigation

9 Ctrl PgDn Moves to the next sheet

10 Ctrl PgUp Moves to the previous sheet

Sheet Navigation & Cell(s) Selection

11 Ctrl Arrow key Moves to the edge of a data block; if the cell is blank, moves to the first nonblank cell

12 Shift Arrow key Expands the selection in the direction indicated

13 Ctrl Shift Arrow key Select from the active cell to the end of a row/column

14 Ctrl A Selects the entire worksheet/data array depending on active cell selected

15 Shift Spacebar Selects the entire row(s) in the selected range

16 Ctrl Spacebar Selects the entire column(s) in the selected range

17 Ctrl [ and F5+Enter Navigate to precedent cells and return back [*conditions apply]

18 Ctrl BackSpace Navigate to the beginning of selected data (keeping the selection intact)

Row/Column/Cell Editing

19 Ctrl + OR Ctrl Shift = Insert Row/Column/Cell

20 Ctrl - Delete Row/Column/Cell

21 Ctrl 1 Activates "Format cells"

22 ALT = Auto sum

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Module A_01 : Select Formulas

 "num_digits" signifies number of decimal digits. E.g. “2”

implies 52.23 and “1” implies 52.2
 0 for whole number, 1 for number with one decimal
 =ROUND(A1/50, 0) * 50 [implies nearest +50]

Module A_01 : AUTOFILL

AUTOFILL OPTIONS [Cell Drag-and-Drop]
E.g. Fill Months, Fill Years

In case, cell-dragdown option is deactivated, go to EXCEL

OPTIONS > ADVANCED > activate FILL HANDLE box

Module A_01 : PASTE SPECIAL using Shortcut [ALT, E, S]

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 Module A_01 : GO TO > SPECIAL [Shortcut: F5 or Ctrl G]

ALT ;

Important Note: <Ctrl+Enter> to fill all the selected cells with text/nos./formula.

Module A_03: CELL REFERENCING ($)

Row Fixed
- Row Fixed Col Fixed
Col Fixed
Keep pressing <F4> on a cell reference / range reference to toggle between the 4 combinations of cell
referencing (as indicated above).

Module A_02 : SORT

Tip: Using synthetic “DUMMY Serial No.”

column helps (1) create blank rows in-
between and (2) remember the original
sequence of row items

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Module A_02 : FILTER (Text and Number)

Using =SUBTOTAL() with Filtered data

 Formulas such as =SUM(A2:A26) always consider every

cell in the range, regardless of whether a cell’s row is
hidden by Filter, so you need to create a formula using
the SUBTOTAL function.
 SUBTOTAL() considers filtered data ONLY while
computing sum, max, min, average etc. unlike SUM(),
MAX(), MIN(), AVERAGE(). [Use Alt = shortcut key]

Trick: Multi-Filter in same sheet [INSERT – TABLE]

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Module A_04 : GROUPING

An alternative to manually hiding columns and rows. Refer DATA > SUBTOTAL
to automate Grouping

Module A_04 : NAMING

Name Box – Select cell(s),

Write Name, press <Enter>
“Name Manager” for EDITING / DELETING “names” or its “referred range”
NB: <F3> to activate Names
List Box

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Module A_04 : DATA VALIDATION – DROP-DOWN LIST

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Source Box – 3 options

Source: Hard-coded text separated by Comma

Source: Cell range containing input values

Source: Named cell range from same/different

worksheet. Refer cell/range Naming via-name Box.
The prefix = (equal sign) is important here.

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Module A_04 : USING FORM CONTROL BUTTONS

Specifies how the

button, when clicked
upon, shall control a
single cell

Used to change the input values (assumptions) at the click of a button. The referred “Form Control” buttons
cannot accommodate decmial values, % or a value outside 0-30,000 range.

NB - Refer Annexure – Activating Developer tab

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Module A_05 : Every VALID DATE is a NUMBER

40,908 days

2 days

 Use =ISNUMBER() to detect validity of Dates entered

 Use “Comma Style” to display the number
 Use “Format Cells” to change the “skin” of the date

Module A_05 : DATES “SKIN” – Changing the “look” or the presentation

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Module A_05 : DATE Formulas
Formats the date as per desired output using “format_text” as:
 “dddd” or “ddd” or “dd”
 “mmmm” or “mmm” or “mm”
 “yyyy” or “yyy” or “yy”

[Double-quotes “” is MUST+

Returns the current date as per PC’s system clock

Returns the current date and time as per PC’s system clock

 Returns the date that represents the indicated number of months

before or after the start date. E.g. 60 days vs. 2 months
 Used for computing 3 months’ notice period end date, retirement
age, probation period, contract deadline, EMI installment due date
 Returns the last day of the month before or after a specified
number of months.

th
Used for computations such as 5 of next month, end of current
month

Returns TRUE if the value is a number. Used to detect validity of Dates

as every valid date is a number

N.B.: Refer “Text-to-Columns” for Date format correction technique *“Confession Box”+

Compiles the three components – Year, Month, Day in a date value

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Module B_01 : VLookup & HLookup - Concepts, Issues & Applications

lookup_value Code/Number/Name that you want to look for in a database (“clue”)

table_array Database in which you are looking for a particular Code/Number/Name

Column number of database in which value corresponding to the lookup_value is to be
col_index_num
extracted
range_lookup True (Approx. match) vs. False (Exact match)

Quick Notes:
 In most cases, whenever you select a database (“table_array”), press <F4> and , (comma) in sequence,
to fix the selected database’s relative position
 VLOOKUP() looks at the first column (left most) of database for the lookup value. In other words,
"lookup_value" should be in the first column in the selected "table_array"

 When range_lookup is FALSE (0): VLOOKUP will search for an exact match. If VLOOKUP can’t find an
exact match, the function returns #N/A. Generally used where lookup_value exists once in the database
 When range_lookup is TRUE (1) or omitted: an approximate match is returned. The database must be
sorted in ascending order with respect to lookup value range. Generally used with “Slabs >=” (e.g.
debtors’ ageing, commission slab, PASS-FAIL-DISTINCTION critera) – [SLABS >= ASCENDING ORDER]

Primary reasons for #N/A in VLOOKUP:

 <F4> and , (comma) not used in database (“table_array”)
 "lookup_value" is not in the first column (left most) in the selected "table_array"
 "lookup_value" is in a different format than the one stored in the first column in the selected
"table_array". E.g. Code no. 66135 is stored as text (Text vs. Number or Number vs. Text) – Refer Text-
to-Columns (Step 3 of 3 - General) – also refer =VALUE()
 Using TRUE “range lookup” without sorting the look-up values in ascending order [for Slab >=]

 Common link is placed

horizontally in the table_array
 Row_index_number

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Module B_02 : 2-way Lookup – VLOOKUP with MATCH (“VM”)

[MATCH helps count the position number in a one-dimensional data range]

Important Note: Using =INDIRECT() with Naming for 3-D Lookup. E.g. APAC (Sr.) and APACH (Jr.)

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Module B_03 : Reverse 2-way Lookup – INDEX with MATCH (“IMM”)

 INDEX() uses row & column no.

(position co-ordinates)
reference to choose a value
from an array (“Chess-board”)

IMM vs VM: Both VM and IMM approaches are useful for pulling data from any 2x2 data matrix. However,
IMM is useful for reverse Lookup. Unlike VM, IMM doesn’t require the common link values to be in the left-
most column of the database.

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Module B_04 : Pivot Table – Applications with % Computation, Grouping

1. To Create Pivot-table: Select entire data set (that must have proper column headings)
2. Insert  Pivot Table  Create Pivot Table box  Press OK
3. In previous versions of Excel, you could drag items from the field list directly into the appropriate grid
area of the pivot table. This feature is still available, but it’s turned off by default. 2-steps to enable this
feature are as follows:

1 2

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 For toggling between Sum, Max, Min,
Average, Count etc.: DOUBLE-CLICK on the
Row Field’s / Column Field’s heading (layout
in the Left-side)  “Field Settings” 
“Summarize by” tab

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 For displaying % values: DOUBLE-CLICK on
the Row Field’s / Column Field’s heading
(layout in the Left-side)  “Field Settings”
 “Show Values as” tab

 For GROUPING “dates”, “numbers”

(date of joining, salary, amount balance
etc.) placed in Row Fields / Column
Fields: RIGHT-CLICK on the Row Fields /
Column Fields heading (layout in the
Left-side) and select “Group”
 E.g. Age Pools: 25-34, 35-44, 45-54 and
so on

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  If <Page Fields> or <Report Filter>
(“Master Filter”) is activated, individual
sheets with details of each field item can
be generated/replicated.

OTHER TIPs-n-TRICKS:
 DOUBLE-CLICK on any value in the “Values” field *“main action area”+ to generate the said number’s
details in a separate sheet
 For generating a quick Chart based on Pivot Table report: Select entire Pivot Table report  Press
<F11> for generating default chart

One minor drawback: Unlike a formula-based

summary report, a pivot table does not update
automatically when you change information in
the source data.

However, Refresh button <ALT+F5> helps update

the chosen Pivot Table instance with the latest
data. Use <CTRL+ALT+F5> to refresh all Pivot
tables in a Workbook

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Module B_05 : SUMIFS - helps add the cells as specified by single/multiple criteria

Pair 1

Pair 2

sum_range Range of data from where values (number) to be added shall be pulled – single column

criteria Parameter – single cell reference or as user-defined in double-quotes. E.g. “Metro”

criteria_range Range of data where criteria selected (as above) resides – single column
 Be consistent in selecting all Range. Keeping Start row and end row same for all range selection will give
the most accurate result. E.g. Either A1:A100 & C1:C100 Or E.g. A:A & C:C. Also, use <F4> to lock data
range – SAME HEIGHT of RANGES
 =COUNTIFS() is very similar to =SUMIFS() except that it does not have “Sum_Range”

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Module B_05 : COUNTIFS - helps count the cells as specified by single/multiple criteria

Pair 1

Pair 2

Used for 2-way list-reconciliation & duplicate count

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Module C_01 : What IF Analysis – Data Tables

Step 1: Set the layout with up to 2 variables

Step 2: At the intersection of the 2-variables (top-left of the table), point the cell to the cell containing
formula for effect value. E.g. C14 refers to Profit

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Step 3: Choose the table area

Step 4: Go to “Data Table”

Step 4: Go to “Data Table”

VC Vertical data (Say Prices) Column Input Cell ($C$6)

HR Horizontal data (say Qty Sold) Row Input Cell ($C$7)

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Generated Output – 2-variable sensitivity analysis

Other techniques that can be applied:

 Form Control Buttons (Developer > Insert > Form Controls)
 Conditional Formatting (Loss = Red, Profit = Green)
 =INDIRECT() with cell naming + Data validation – drop-down list

INDIRECT – “Redirection”

 Use INDIRECT when you want to change the reference to a cell within
a formula without changing the formula itself.
 Named Cell/Range can be used as an input for INDIRECT

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Module C_01 : What IF Analysis – Goal Seek (Back-Calculation)

Set Cell > Goal cell whose output value has been pre-
decided

To Value > Goal value (pre-decided)

By changing cell > One variable that has to be changed to

arrive at or seek the Goal value. Must be a cell with a value
and not a formula in it.

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Module C_01 : What IF Analysis – Goal Seek (Back-Calculation) … cont’d

=PMT()

EMI

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Module C_02 : Text to Columns – Applications, Tricks

Module C_02 : Text to Columns – Delimited

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Module C_02 : Text to Columns – Delimited [For correcting Date formats]

Date “Confession-Box”

 For Correcting Dates – Apply “Confession Box”. Choose the mistake E.g. “DMY” – 29.10.2009

 Text-to-Columns is also used to rectify Numbers with Trailing (-) sign. E.g. From 212- to -212 OR 212Cr
to 212- to -212

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Module C_02 : Text to Columns – Delimited/Fixed width [For retaining prefix Zeroes]

 For keeping intact a number string with Zeroes at the beginning (prefix): In Step 3 of 3, select the
relevant “Column” under “Data preview” section  Column will blacken out  Choose “Text” radio
button to store the output column in text form

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Module C_02 : Joining data strings using CONCATENATE, &

 Both of the above approaches provide SAME output

 Any external text, number, symbol must be enclosed in a pair of double quotations. E.g. “ ”
 =TEXT() may be used if combining Dates. E.g. “dd-mmm-yy”

Module C_02 : Find and Replace [CTRL + H]

 Using wildcard characters – Asterisk ( * ) : Any number of characters. [Neutraliser: Tilde ~]

 Try Ctrl+H in MS Word – “Find & Replace – More – Options” (Paragraph Mark, Digits, Letters)

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Module C_02 : TEXT FORMULAS

 Returns the leftmost characters from a text value

 No. of characters to be extracted (“num_chars”) must be specified
 E.g. Excel =LEFT( ___ , 2) = Ex

 Returns the rightmost characters from a text value

 No. of characters to be extracted (“num_chars”) must be specified
 E.g. Excel =RIGHT( ___ , 2) = el

 Returns a specific number of characters from a text

string, starting at the position you specify
(“start_num”)
 No. of characters to be extracted (“num_chars”)
must be specified
 E.g. AKCPH1666N =MID( ___ , 4 , 1) = P

 Helps replace specific text in a text string

 E.g. =SUBSTITUTE( ___ , “ ”, “”)

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Module C_02 : Select Formulas

 Capitalizes the first letter in each word of a text value

 Example: Converts “the man eats” or “THE MAN EATS” to “The Man
Eats”

 Converts text to uppercase

 Example: Converts “the man eats” or “The Man Eats” to “THE MAN
EATS”

 Converts text to lowercase

 Example: Converts “The Man Eats” or “THE MAN EATS” to “the man
eats”

 Removes excess spaces from text

 Returns the number of characters in a text string

 Converts “a number stored as text” to a number

Module C_02 : REMOVE DUPLICATES

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Module C_03 : LOGICAL FORMULAS

 TRUE if ALL conditions/questions are satisfied

 Can act as “logical_test” of IF() statement

 TRUE if ANY ONE condition/question is satisfied

 Can act as “logical_test” of IF() statement

 Returns a value you specify if a formula evaluates to

an error; otherwise, returns the result of the formula

 Returns TRUE if cell is blank

 Returns TRUE if the value is an error

 Returns TRUE if the value is a text

 Returns TRUE if the value is a number

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Module C_04 : Conditional Formatting

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 Highlighting Duplicates

Formula-based
Conditional formatting

Write a formula such that answer should either be TRUE or FALSE. E.g. = $B10>100000.
 Cell Reference B10 vs $B10 or B$10
 Starting point of range selection in line with formula cell selection. E.g. C8, B8

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Module C_05 : 3-Dimensional Data Consolidation

SOURCE of data in a
common “bucket”

Settings for LABELS and

cross-sheet LINKING

Techniques usable on Consolidated Data: (1) Text-to-Columns to extract sheet name using ‘ (single
apostrophe as delimiter) (2) Ctrl G (Special - Visible Cells) to color subtotal rows – Alt ; (3) ALT = for Grand
Total

Module C_05 : Formula Auditing Techniques

Ctrl + <backtick key> to Show Formulas. Note: BackTick key is above <TAB> key

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Module C_06 : Subtotal

 SORT the data set with respect to the column

heading on whose basis the Subtotal shall be
generated. E.g. Supplier Name

 For removing Subtotal, select entire data set

and use “Remove All” button (bottom-left) from
the Subtotal main box

 Use <Ctrl + G> - Visible Cells to highlight

subtotal rows [ Shortcut – ALT ; ]

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 In a subtotal report, the top-left level tabs - [1] [2] [3] may be used for different views

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Module C_07 : SECURITY – FILE PASSWORD

1) File Protection [v. 2007 - Office Button -> Prepare -> Encrypt Document]

2) File Protection [v. 2010 – File -> Info -> Button -> Protect Document -> Encrypt with Password]

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Module C_07 : SECURITY – CELL(S) PROTECTION [2-steps process]
Step 1: IDENTIFY the cell(s) to be protected/hidden

Note: By default, ALL cells are "Locked" (identified for protection). Ensure that ALL cells in the sheet are
"Unlocked" and only chosen ones are "Locked". Else ALL cells will be locked and no changes can be made.

Step 2: ACTIVATE protection after defining user access privileges

Access
privileges

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Developer tab & Macros (VBA)

 Files that can store macros- .XLS (97-2003 format) or .XLSM (Macro-enabled workbook)
 A Macros once run, cannot be undone by Ctrl+Z
 “VBA Code to…” *Google Search+ -> Sub ________() … End Sub

PROJECT EXPLORER
> MS Excel Objects
> Modules

Press [Alt+F11] to toggle between Excel and the VB Editor window

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Annexure

 Multiplies corresponding cells in two or more ranges and

returns the sum of those products. The array arguments must
have the same dimensions. E.g. A1:A5 and B1:B5 or B2:B6
 Used for computing weighted average along with =SUM()
 “REDIRECTION”
 Use INDIRECT when you want to change the reference to a cell
within a formula without changing the formula itself.
 Named Cell/Range can be used as an input for INDIRECT

New in 2010: Sparklines (Chart in a cell)

Module A_04 : Activating Developer tab in version 2007

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Module A_04 : Activating Developer tab in version 2010

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Module A_04 : FREEZE PANES

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Module A_01 : ADDING “PRINT PREVIEW” OPTION ON QUICK ACCESS TOOLBAR (“QAT”)

QAT

Right-click on
Print Preview

Module A_01 : Press <Alt> to display KeyTips

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