Excel for EMIS A few of my favorite things Michaelene Vincent 5/7/2017

Goals Zoom Copy / Paste Find/Replace Add Comments Wrap Text VLOOKUP Freeze Panes Fill Handle Print Header row Concatenate Hide Columns Pivot Table Conditional Format

Zoom For more comfortable viewing, use slide

Replace funky date Date may appear 00:00.0 but is actually 7/1/2016 12:00:00 AM as seen in the formula bar In the formula bar, select the part to replace and copy Select Replace from ribbon Paste the copied selection in window Replace with nothing

Wrap Text from Home tab Data in the cell wraps to fit the column width Adjusts to largest content Control “line return” with ALT + Enter Auto-adjust columns by double-clicking between column names Remember to Select all (Ctrl +A) to auto adjust the whole worksheet Or select just Row 1

Freeze Panes Example: clicking cursor in cell D2 will allow ‘freezing’ row 1 and columns A, B and C (left) (frozen panes are highlighted blue in this example) From View, Freeze Panes, click the down carat Choose Freeze Panes Excel looks up and left for this function This affects viewing only, not printing

Repeat Header Row on Every Page Don’t forget to print gridlines too!

Hide Columns Example, select Column M, right click, Hide Select columns L through N, right click to Unhide

Find Duplicates with Conditional Format

Conditional Format Dates Highlight students not enrolled for FAY Select columns with Start Dates Example: add Conditional Formatting for cell value greater than Friday of the 1st full week of October - Use conditional format to highlight STDNT STAND START DATE / STDNT ATTRIBS START DATE

Custom Sort Data Use Custom Sort to sort by content (values), font color, cell color or multiple columns

Add Filter Select all From Home tab, or from the Data tab, select ‘Filter’ Adds the filter to Row 1 Filter on the Cell Color, Font Color, as well as the contents Type in Search box Clear

Copy new reports, Paste Use Ctrl + A to select all data in new reports Or click the corner to select all In your current workbook, paste (Ctrl + V) on a new worksheet Insert one if needed Click and drag worksheets to location you want within the workbook

Rename and Color Sheet Tab Right click the Sheet tab (e.g., Sheet 2) Rename and type name while selected Change Tab Color Add Comment Right click the cell Click Insert Comment

VLOOKUP Fx (function) for step by step wizard Insert a column for the results With cursor in first cell below header, click Fx, Type VLOOKUP, click G0

VLOOKUP Steps Type or click C2 in the box What one piece of data can be found on both sheets? (Hint: SSID is in C2) That is the Lookup_Value. Type or click C2 in the box

Table_Array Select the source data column headings That is Table_Array Click the column with the Lookup_Value and drag to include the column with the data to return That is Table_Array Example: Click and drag to select columns A through F to return the withdrawal date

Col_index_num What column of the Table_Array has the data we want to bring back? 6 columns exist from Columns A to F That is the Col_index_num Type 6 in the box

Range_Lookup Always type false (not case sensitive) in Range_Lookup True or blank will return the nearest match to the Lookup_Value

FILL DOWN Once one good formula is created in the first cell, rest the cursor over the fill handle until it becomes a skinny plus sign ( + ) Double click Excel will fill down to the last cell where data existed to the left

Concatenate It can be helpful for the Last and First Name to be in one cell Use Fx

Pivot Table Insert tab > Pivot Table Be sure that each column across the first row of the worksheet in the source data has a name The rows below the headings should contain similar items within the column There should be no empty columns within the data that we are using for the PivotTable report. We also recommend that there be no empty rows - Save the workbook. ‘Data source reference is not valid,’ means the Excel document needs to be saved as an Excel document.

Pivot Table, continued Accept defaults A new worksheet will be created (rename) Every column must have a name in Row 1 Make sure there are no blank rows in the data

Pivot Table example From the Fields list, click and drag Bldg IRN below Report Filter Click and drag WKC IRN under Column Labels Click and drag WKC CODE under Row Labels Click and drag Full Name under Row Labels below WKC Code Click and drag WKC IRN under Values Caution: Changes in the source data are not automatically changed in the Pivot table. On the Pivot Table tools toolbar, options, click Refresh

Pivot Table-Make a sheet for each Principal Copy the resulting worksheet into a new Excel Workbook and provide it for that building Principal

Thanks!