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Excel Tips and Tricks Jon Paul Progressive System Solutions, Inc. 847-295-7179 (Note- this was produced in.

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Presentation on theme: "Excel Tips and Tricks Jon Paul Progressive System Solutions, Inc. 847-295-7179 (Note- this was produced in."— Presentation transcript:

1 Excel Tips and Tricks Jon Paul Progressive System Solutions, Inc (Note- this was produced in 1997 for the 97 version of Excel)

2 How Cold Was It? So cold I know someone who slept with 16 sheets on their bed!

3 Just Open 1 Sheet! Select Tools from Menu Bar Select Options Select General Sheets in new workbook- change to 1

4 Moving Between Worksheets Find arrow buttons in lower left hand side of screen Right mouse click on far right arrow button You now get list of sheets If large number of sheets, select more sheets on the bottom Scroll down to find the sheet you want Click OK- away you go!

5 Moving or Copying a Worksheet Right mouse click on worksheet name Select move or copy Choose a workbook you want to send it to –selects current workbook by default Select where in the workbook you want it Check Create a copy if you want to copy it –Otherwise you could be moving and not be expecting it!

6 Inserting or Deleting a Worksheet Right mouse click on any worksheet name in your workbook Select Insert Double click on Worksheet to add a blank worksheet to your workbook Can use same technique to add chart Deleting- follow same steps only select Delete rather than Insert- be careful!

7 Driving With Half a Windshield Give yourself a full view of your worksheet One way to show the whole width- find Zoom box- on toolbar and shrink percentage Even better way- –highlight every column in your worksheet –go to Zoom box on toolbar –choose Selection –will automatically resize worksheet for you Just changes size of view, not column size

8 Your Car Has More Than One Window- So Can Your Worksheet Window menu- select New Window Gives you a second view of your current workbook Second window is not sized If going back to one window, make sure you are closing out the second Windows will be identified by :1 or :2

9 Do You Leave Your Doors Unlocked? No But How About Your Spreadsheets Is Your Neighborhood Safe?

10 Protect Your Work! Protecting a Worksheet –First unlock cells you dont want to protect- such as input cells –Then from Tools menu, select Protect Worksheet –Decide if you want Password protection- not needed if just protecting against input errors –Remember your password, or your work goes to spreadsheet heaven

11 Add the Club to Your Workbook Protect Your Whole Workbook –In Tools menu, select Protection –Then select Protect WorkBook –Decide if you want password protection –Structure- prevents modifying structure –Windows- prevents opening, closing windows

12 You Auto Save This One! Ever have your computer crash Ever turned off your computer too quickly And You forgot to save your file!

13 Your Insurance- AutoSave To enable AutoSave –Go to the Tools menu –Select Add-ins –The Add-in dialog box appears –Check AutoSave and click on OK

14 AutoSave Options AutoSave is now in your Tools menu Go to Tools and select AutoSave The AutoSave dialog appears Select your choices –save automatically or prompt you –how often to save –open workbook or all workbooks

15 Painting Your House With a Small Paintbrush? Excels Paintbrush- like a power sprayer Select range of cells with format you like Click on the Paintbrush button Click the cells you want to reformat When you release, cells are reformatted If you double click on Paintbrush button, you can select non adjacient cells

16 Wrap That Text! Put long strings of text together neatly in your columns without having to: –Run over to the next column –Make your column super wide Select the cell or range (such as column) Go to Format menu and select Cells Go to Alignment Tab Click in Wrap Text box

17 Does Your Data Make Cents? Does anyone have $0.50 that I can borrow for the pop machine? No, but I might have 50 cents.

18 Custom Formats- Adding Cents Select a cell you want to format From the Format menu select Cells Choose Number and then Custom Select a format for the number portion Go to the type box and the right hand side –For the cent symbol, hold Alt key and type you see cent symbol on the screen –For the cent name, type a space and cents

19 The Lawyers are Coming! © SM TM

20 Make Your Lawyer Happy! Copyright- –type ( c ) and enter

21 Your Lawyer Is Getting Happier! Supersript –type SM –highlight SM in formula bar –select format –check Superscript –cut down size of font

22 Now Your Lawyer Wants You to Train Their Staff! Trademark- much easier –type ( t m ) and enter –no spaces inbetween

23 Come Together- Merging Text Concatenate- easier to use than pronounce Select cell where you want merged text Click on formula bar or select Insert menu and then Function In the Function dialog, choose Text on the left side and Concatenate on the right

24 Concatenating Tips Remember to include blank spaces inbetween items Can refer to cells or put in text, but not at same time Can copy concatenation formulas Can use text and number results

25 Its Time to Concatenate Save retyping the same thing Allow for automatic updates Copying text where only part of the text is the same

26 If Only the Cubs Could Replace Their Lineup This Quick! Find & Replace Select Edit menu, then choose Replace

27 Replace Only What You Want To Highlight what you want to change Select Edit menu, then choose Replace Enter what you want to find and what you want to replace it with Decide if you want to match case or entire cell

28 Replacing- Finishing Steps- Selective Replacement Choose option button to the right Find Next- when you only want to replace in certain cases- you control the replacing Replace- to go ahead and replace after you have found a cell you want Click Find Next to find the next case Click Replace for only those you want Click OK when done

29 Replacing- Finishing Steps- Automatic Process Use when you are sure you want to replace every instance in the area you selected Activate by choosing Replace All button in right side of dialog box Replaces everything in the area you choose –cell, cell block, worksheet, workbook If you overdid it, go to the Edit menu and select undo (or click Ctrl + Z)

30 Replacing- Some Ways to Use When something new is in the air! Copying workbook, worksheet or formulas and using elsewhere Changing links, text or formulas

31 Help- I Cant Get This Unstuck! Are you using Superglue when regular Elmers will do?

32 Pick Your Glue Use the Paste Special Button To begin, same step as full blown copy –Highlight area you want to copy –Go to area you want to paste to Then select paste special one of two ways –Right mouse click or –Pull down from edit menu Choose the Paste Special Option Click on OK

33 Paste Special Options Formulas Values Formats All Except Borders Transpose Arithmetic Operation Paste Link

34 They Have It In Rows, But I Want It In Columns- Transposing Changing from rows to columns Changing from columns to rows When to use –Change layout on new sheet –Pull in information from a different layout (like he has it in columns and I want it in rows!) –Converting to database format

35 I Value Your Information- Paste Special- Value Option You want to capture the value, but: –dont need the formula –cant use the formula because it wont work in the new spot

36 I Like Your Layout- Paste Special- Format Option You have a layout you want to copy, but dont need the formulas or values Particularly good if dealing with a whole block of cells Consider the paintbrush button as another way to do this Can do with another paste special option –first do the other option, then do format

37 I Like Your Formula- But Where Did You Get That Layout? Use the Paste Special- Formula option to just copy the formula Can then format any way you like Great to use when you already have your format set up in your destination and dont want to override it

38 I Like Your Formula- But Dont Box Me In! Paste Special- All Except Borders Pastes formulas and formats except for the borders Use where you like the formula and formats but have a different setup for borders

39 Changing Data- We Wont Tell Your Boss How Easy It Is Paste Special- Operation option Fast way to change data automatically Add, subtract, multiply or divide Usually use with the value option in Paste Special

40 How to Operate Put change in separate inactive cell –such as 1.10 to multiply by 10% Copy that inactive cell Go to where you want to make changes –this could be a whole range of cells Select paste special and the operation –such as value and multiply Click on OK to finish Go back and erase the inactive cell

41 How Many Kids Do You Have? We have an average size family 2.3 kids

42 Get A Round to This Round functions for more meaningful numbers –2 or 3 kids, not 2.3 kids Changes to whole number so next calculation also makes sense –at 10,000 per kid, cost is 20,000 or 30,000 Round, Roundup or Rounddown

43 Round to Your Size Round- rounds up (5-9) or down (0-4), depending on the digits being rounded Roundup- rounds up, away from zero Rounddown- rounds down, closer to zero How to do: –= Round(calculation, decimal places) –decimal places can be negative number –substitute Roundup or Rounddown if wanted

44 How Do You Eat at a Buffet? Do You Take Everything They Offer You? Rumor Has It That I Do!

45 You Wouldnt Build a House Without These Ceiling- –Round up to a nearest multiple (such as 10, 25) Floor- –Same thing, only now you round down to a nearest multiple

46 You Dont Have to Sum Everything Either SUMIF function- choose just what you want to sum Enter your criteria Click on the cell where you want the sum Pull down the Function dialog box =SUMIF(Criteria Range,Criteria,Value Range)

47 More on SUMIF Criteria Range- list describing what you want to sum- –such as rate plan chosen Criteria- which item from the list do you want to sum –such as which rate plan Value Range- range which holds the values you want to sum –such as monthly bills by rate plan

48 Okay- How Many Did You Take? COUNTIF- like SUMIF, but instead gives you a count Not adding any values, so you only need the Criteria Range and the Criteria =COUNTIF(Criteria Range, Criteria) = COUNTIF(A2:A20,Basic Rate Plan) –counts number of times in A2:A20 that people chose the Basic Rate Plan

49 How Much or How Little? MAXIMUM –=MAX(Range) –gives highest value in a range MINIMUM –=MIN(Range) –gives lowest value in a range

50 Whos Number Two?- You Might Care Get LARGE or SMALL =LARGE(Range,2) –shows who is 2nd largest in the Range =SMALL(Range,3) –shows who is 3rd smallest in the Range

51 We Even Like Average Things AVERAGE(Range) –=AVERAGE(A1:A20) gives average in A1-A20 –Excludes blank cells; includes zeros MEDIAN(Range) –Gives middle-most value in a range MODE(Range) –Gives value that shows most often

52 Going Around in Circles? The dreaded Circ message Shows on bottom of screen Keeps you from recalculating Happens when two formulas refer to each other

53 Break out of the Circ Find where the Circ is –If it just says Circ, it is in some other worksheet –If it says Circ F34 for example, you are there –go to the cell it mentions

54 Fixing the Circ- Next Find the link –use the auditing function if needed Check for cross referrals –such as a=b and b=a Remember your last move before the Circ

55 The Circ Still Wont Go Away! or I Have Grown a Whole Colony! How old is your backup of the file? Change one formula at a time to values –when the Circ message goes away, that is the formula you need to fix Delete sheets, columns or rows –when the Circ message goes away, that is the formula you need to fix Restore the copy and fix at that point

56 Make an Auditor Work for You! Select tools from the menu bar Pull down to auditing Select the direction you want to go –dependents- where this cell links to –precedents- what links into this cell Click on the arrow to go to that link When done, go back to the auditing menu to remove the arrows

57 Other Auditing Tools Display formulas instead of values –Tools menu- select Options –Choose View tab –Select formulas in Windows options Display information box for a cell –Tools menu- select Options –Choose View tab –Select Information Box in display options

58 Ever See Someone Weigh Themselves One Limb at a Time?

59 Weighted Averages in One Calculation Use the sum function Sum the first group, but dotnt close yet Multiply times the second group Enter the closing parenthesis, but dont enter yet To enter the formula: –Ctrl + Shift + Enter (all together) You will see brackets around the sum

60 Weighted Average Example = sum(c4:c15*d4:d15) to enter formula hit Ctrl + Shift + Enter now looks like = sum{(c4:c15*d4:d15)} if you just hit enter, you will get a Value? error message to fix, click on the formula in the formula bar and hit Ctrl + Shift + Enter

61 Whats Your Name? Hi A3, Im C4

62 What to Name Columns Rows Ranges Worksheets Charts

63 Why Use Names? Because Its Easier To: Remember names than references Write formulas Check and debug formulas Copy formulas Make links Protect against broken links Do search and replace Update as needed

64 Which Formula Is Easier to Check? A3 - A5 Sales - Costs

65 How to Add Names- Name Box Using the Name box- left of Formula bar –highlight the cell or range you want to name –click in the box and enter the name (no spaces) –hit enter (otherwise name does not get saved)

66 Adding Names- With Menu Bar Using the Menu- individually define –highlight the cell or range you want to name –in Insert menu, select Names –select Define Names –give it a name and click OK Using the Menu- group define –highlight the range you want to name –in Insert menu, select Names and Create Names –select rows and/or columns and click OK

67 Use Names to Add Constants Example: WeekendFee = 9.95 Suppose you have a value you will use over and over again in a workbook Use names to set up that constant Makes sure you always use the same value If needs to be changed, can do all at once To set up constant, have to use Names menu

68 Referring to Names in Formulas Go to cell and hit = or + to start formula From Insert menu, choose Names and Paste Select the Name and click OK Can also select name by going to Name Box Click on down arrow to pull up Name list Select the Name and Enter A third way- type in Name manually

69 Multiple Names in Formulas You can have multiple names in formulas To put in additional name: –Put in first name –Add the next part of your formula –Put in second name –Continue as needed

70 Show List of Names You can paste a list of all names to a sheet Insert new worksheet and call it Names From Insert menu choose Names and Paste From dialog box select Paste List Expand size of column as needed Note- new Names not automatically added –Do paste link again as needed

71 Lets Link Up Paste Special- Paste Link Option Use when you want to have an automatic link to the original cell Only works with pasting all or pasting all except borders Great for starting at source and copying to the destination

72 More Than One Way to Link Can also link starting from the destination cell: –Click on the destination cell –Enter + or = –Go to the source of the information –Hit enter to complete the link

73 Can You Name Another Link Have you set up Names? If so, you have an even better way to link Get on the destination cell Go to the Insert menu and select Names Choose Paste option and select the Name You now have a link to a Name range Link needs to be in same relative position

74 Is Your Fence In Good Shape?- Check Your Links In Edit menu, select Links –If Links is greyed out, you have no links Can change source to different workbook Open source if you want to check it out If Update Source highlighted, may need to click on Update Now to update If source already open, should automatically update

75 Sherlock Holmes Wishes He Was Around For This Solver- find the answer you are looking for Get the right answer right away, rather than having to keep guessing until you get it Solve complex what-ifs very quickly Solver is an add-in- to install: –In Tools menu, select Add-ins –In Add-in dialog, click on Solver and then OK

76 Solver Steps In Tools menu, select Solver –if Solver is not a choice, you need to add it in Target cell- where your target to solve is Equal to- specify value (or min or max) By changing cells- cells you want to change to get target to desired value Can add constraints but not needed Click on Solve to let it run

77 Solver Result If Solver finds results, you get Solver Results dialog box –Get choice to keep choice or restore original Can also save choice as a scenario If there is not a logical choice, Solver will come back and say it could not find one –In that case, restore original solution

78 Cant Make Up Your Mind- Then Dont With Scenario Manager You can see it many ways

79 Scenario Manager In Tools Menu, select Scenario Manager Choose Add to add a scenario Give scenario a name Enter range of cells you want to change –can do by clicking on each cell or range –use comma inbetween multiples to separate Next you get dialog box to input values

80 Scenario Setup Tips Start with a scenario for the values you have in place- such as Expected Percentages should go in at the decimal or percent value-.05 or 5% rather than 5 Can change multiple values in same scenario Can go back and edit later Add scenario toolbar

81 Showing Scenarios In Tool menu select Scenario Manager You get the Scenario Manager dialog box Highlight a scenario Click on show to show the scenario Can see results without closing dialog box Even better way- use Scenario Manager toolbox

82 Tools Tim Allen Would Love! Go to toolbar area- right click in open section to the right Or in View menu, select Toolbars You get a toolbar menu- go to Customize Select the Utility category Click and hold on scenario box at right Drag to open area in toolbar section You are done- now click Close

83 Scenario Summary- Show Your Scenario Results In Tools menu, select Scenarios In Scenario Manager, choose Summary In next dialog box, select Scenario Summary and click OK Your Scenario Summary is done in a separate worksheet

84 If I Could Lookup My Remote Control This Easy Do powerful lookups in groups of data Horizontal Lookup –Lookup rows of data in column that you select Vertical Lookup –Lookup columns of data in row that you select

85 Horizontal Lookup Enter lookup value in a cell Go to cell where you want the result Click on formula bar or Insert menu and then Function to pull up Function box Select Hlookup –Lookup value- cell where you have the value –Table array- range of data you want to lookup –Row index number- row number in the range of data you are looking up –Whether you want exact or approximate match

86 Vertical Lookup Enter lookup value in a cell Go to cell where you want the result Click on formula bar or Insert menu and then Function to pull up Function box Select Vlookup –Lookup value- cell where you have the value –Table array- range of data you want to lookup –Column index number- Column number in the range of data you are looking up –Whether you want exact or approximate match

87 When to Use Lookups- In Case You Ever Need to Look This Up When the data in the table will change- just change it in the table When your If statements are getting too long When you need a good way to summarize information

88 Lookup Pointers Have your data organized in a table Use a range name for the table Row and column numbers dont change when you copy a lookup formula- –you need to edit these manually Make the input cell absolute for copying or set it up as a range name also

89 When You Get to a Fork in the Road Take it! Your formulas can have forks to!

90 If Statements Get different results based on conditions If(condition, value if true, value if false) To do an If statement –Go to cell and type =If( –Type in condition- such as A1>B1 –Type in value if condition is true- like +C3 –Type in value if condition is false- like +C4 –Type in ) and enter to finish –Here is a formula- =If(A1>B1,+C3,+C4)

91 Nests- Not Just For Birds Use nesting to make powerful formulas!

92 Nesting- Heres How Basic If statement –=if(b3=c3,+c1,+d1) Nested If statement –=if(b3=c3,+c1,if(b3=d3,+d1,+e1)) A bigger nest –=if(b3=c3,+c1,if(b3=d3,+d1,if(b3=e3,+e1,+f1)))

93 Picture This- Building Better Charts Store chart in separate sheet Need to reformat a line? –double click on chart, then right mouse click the line, bar, etc. you want to change Need to add or delete a section- –double click on the Chart Wizard –manually change the reference Cant find a line you are looking for? –hide the source of other lines to isolate this one

94 Help- My Chart Is In Mars You have gotten the ugly External Reference is not valid message –happens when you delete a section in a worksheet that is still referred to in a chart It is there in the chart, but now just a dot –Find the dot and click on it –Reference should show in formula bar –Delete the reference

95 Copying- Part of a Cell Click on the cell Go to the formula bar Highlight the section you want Right mouse click Select copy Go to where you want to paste Select paste

96 Copying Part of a Cell- Use When: Copying part of a formula from one cell to another Debugging part of a long formula –copy pieces to individual cells to see the results of the various parts of the formula Also can use this in reverse –do long formulas in pieces in different cells to test out first –then piece together the formula

97 Calculating Alternatives One at a Time? Table that idea! Instead, use data tables

98 Sample Data Table Layout

99 Data Table Setup Set up input cells 1 and 2 with sample value Set up result cells with sample calculation Block out rectangle for data table Put formula in upper left corner of rectangle Put input values in left column and top row of rectangle Now ready for finishing steps Format formula cell same color as its background so it doesnt show

100 Data Tables- the Finish Highlight the Data Table range –should be rectangle that includes row and column values; start in upper left corner From Data menu, select Tables Enter Row Input cell Enter Column Input cell You are done!

101 And You Thought Vegematic Could Slice and Dice! Slice and Dice Your Data Make Your Data Dance Check Out Pivot Tables Go 3D and Beyond

102 Get Your Data Ready Needs to be in a database format Titles in the first row Data in the other rows Can use data imported from other files

103 Transfering Data to a Pivot Table From Data menu, select Pivot Table The Pivot Table Wizard appears Choose your source- usually Excel database Select the database range- include titles Next drag field buttons to where you want that data in the pivot table (more on this) Finish- create pivot table name

104 Pivot Table Field Buttons Options Page- show data one page at at time on the screen- such as one MTA, then another Rows and Columns- just as you think it is Data- the data in the middle –remember, best if it is data (this is easy to forget)

105 Explore Pivot Table Power! Move your field buttons around- like looking in a cube from a different angle –in and out of page view –from rows to columns –different order of fields

106 Heres What One Looks Like

107 Other Pivoting Tips When you refresh data you lose formats- consider a macro to restore the formats You can do other things with the data- averages, counts, maximums, minimums Can show same field twice- –such as a sum and an average Consider different pivot tables for favorite views

108 Calculations- Just For You You can build custom calculations Great for repeat calculations that you will use in different workbooks or worksheets Great for changing a factor (such as commissions) all at once Gets automatically added to the User Defined function list Call up the calculation from the Function Wizard just like built-in Excel functions

109 Calculation Example

110 Calculation Function Function Commission2(Revenue) Select Case Revenue Case 0 To : Commission2 = 0 Case 1000# To : Commission2 = 0.04 Case 2500# To : Commission2 = 0.07 Case 5000# To : Commission2 = 0.1 Case 10000# To : Commission2 = 0.13 Case Is > : Commission2 = 0.15 End Select End Function

111 Calculating the Commission

112 Elephants Cant Fly, But Your Printer Can Use macros to automate your page setups and printing Use buttons to set up print routines you can easily go back to

113 Printing Macros- Setup In Tools menu, select Record Macro Then select Record New Macro Give macro a name (like Print (and sheet)) –cant have space (so Print_Solver is OK) Select options and assign it to the menu if you want it on the menu Select OK to start recording

114 Print Macro- Recording Go to sheet you want to print –If already on the sheet when you set up macro, then move to another sheet and back Click on the print button Then stop recording- click on the black box You are done with the macro

115 Check Out the Print Macro ' Print_Solver Macro ' Macro recorded 4/8/97 by Preferred Customer ' Sub Print_Solver() Sheets("Solver").Select ActiveWindow.SelectedSheets.PrintOut Copies:=1 End Sub

116 Make More Print Macros Go to the sheet where the print macro is located (name it Print Macros) Highlight and copy Print_Solver Go below Print_Solver and paste Highlight the new macro Change Solver in new macro to Scenarios You now have your second print macro!

117 As Jay Leno Said- Well Make More- Heres a Faster Way Code a macro directly- heres how Go below Print_Scenarios Enter two spaces Start with (apostrophe) for comment Finish the comment line – Print_Sumif Macro Enter another space- see next chart

118 Set Up Your Coding Now you are ready for the code Enter Sub and Macro name in first code line –Sub Print_Sumif Hit enter to finish this line Hit enter again for a blank line Next enter End Sub Now we will go and enter the body

119 Finish Your Coding Go back to the blank space inbetween the Sub and End Sub line- this is where we will put the code Indent and then enter: –Sheets(Sumif).Select Enter to finish that line; on next line enter: –ActiveWindow.SelectedSheets.PrintOut Copies:=1 Thats it- you finished!

120 Test Your Print Macro You can test your macro while still in the Print Macro sheet Keep your cursor in the body of the Print_Sumif macro Then click on the green arrow in the toolbar above Your macro is running!

121 Summary- Macro Parts Introductory Comments Sub- starts the macro Body of the macro End Sub- ends the macro

122 Tying the Macros Together Macros can also run other macros First, manually set up another macro Name this macro Print_All In the body add names of other print macros –Print_Solver –Print_Scenarios –Print_Sumif This macro will run all 3 at the same time

123 Thats Fine But I Dont Like the Page One of the most cumbersome things in Excel can be setting up pages Updating page setups isnt much more fun Macros to the rescue here too!

124 Setup the Print Setup Macro Select a sheet you want to setup Set up recording a macro like before –Tools menu, Record Macro –Select Record New Macro –Give macro a name- call it Print_Setup –Click OK to start recording the macro

125 Record the Print Setup Macro You are now recording the macro Go to the File menu- select Print Setup Make the print setup choices you want Click on OK to close print setup Click black recorder button to stop recording macro

126 Using the Print Setup Macro If settings you want are already same as the macro, just go ahead and run the macro If not, go to Macro sheet with Print_Setup Edit any setups you want to do differently on another sheet Go to the sheet where you want to change the print setup Run the macro

127 You Wouldnt Dress Without Buttons Use buttons for quick access to your macros Ways to use: –For different print versions of the same sheet –On a print index worksheet to choose which sheets to print

128 Using Buttons Locate a sheet for the buttons (Print Index) Right click in toolbar area and select Forms Click the Button button (sorry, had to say it) Go to the spot where you want the button Click and draw the button in You can assign a macro; click OK to finish Right click on the button to rename it Add label next to button if you like

129 Adding More Buttons Repeat previous steps or Copy current button –right mouse click and select copy Paste the button to the new spot Rename the new button Right mouse click new button and choose Assign Macro Assign macro that belongs to new button

130 Waiter- Its Not on the Menu Another option to buttons Put it on the menu In Tools, select Macro Click on the macro and then Options Check the box, Assign to Menu Item Add a name for the menu bar (spaces okay) Click OK Its now on the bottom of the Tools menu

131 Closing Ideas Use Those Names! Keep Values in Separate Cells- –dont bury them in formulas Build Formulas in Pieces Split Your Work Into Separate Sheets or Workbooks –dont overload a sheet or workbook Keep Learning and Experiment

132 Congratulations Youre Ready to Excel! Jon Paul Progressive System Solutions, Inc

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