1. Excel Tips and Tricks
Presented by: Tracee Baker, Business Analyst, TD Ameritrade
July 21, 2015
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2. A Little Bit About Me
Approximately eight years of experience in the Business Analysis roll
Insurance Industry
Financial Industry
Approximately eleven years of business experience (Product Development)
Analytic and Business Analysis background used during this time
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3. Housekeeping Items
Have a tendency to talk fast, please let me know if I need to slow down
Very casual presentation, so feel free to ask questions along the way
I may not have all the answers to your questions – but I am pretty good at eventually figuring things out
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4. What We Will Review Today
Sharing tools that I find useful in excel.
VLOOKUP/HLOOKUP functions
Different ways to identify data matches
Pivot tables
Inserting existing documents or pictures to an excel sheet
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5. VLOOKUP and HLOOKUP Functions
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6. VLOOKUP Function/Formula
VLOOKUP is a VERTICAL (column) search for a value.
Using VLOOKUP is similar to looking up a person’s name in a telephone book to get a telephone number.
VLOOKUP finds a value in one column,
and returns its corresponding value on the same row in another column.
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7. HLOOKUP Function/Formula
HLOOKUP is a HORIZONTAL (row) search for a value.
HLOOKUP finds a value in one ROW
and returns its corresponding value on the same column in another row.
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8. VLOOKUP Function/Formula – Exact Match
VLOOKUP has 4 parameters
What are you looking up? (lookup_value)
Where are you looking it up? (table_array)
What column has the result? (col_index_num)
Close or exact match? (range_lookup) Exact match = FALSE Close match = TRUE or omitted
=VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)
=VLOOKUP(A2, ‘KitData!$A$2:$C$16 , 3 , FALSE)
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9. VLOOKUP/HLOOKUP Function/Formula
KEY THINGS TO KNOW
If FALSE, formula will only find an exact match. In this case, the values in the first column of table_array do not need to be sorted. If there are two or more values in the first column of table_array that match the lookup_value, the first value found is used. If an exact match is not found, the error value #N/A is returned.
Example: True =vlookup(lookup_value, table_array, col_index_num, false)
If TRUE or omitted, an exact or approximate match is returned. If an exact match is not found, the next largest value that is less than lookup_value is returned.
Example: True =vlookup(lookup_value, table_array, col_index_num, true)
Example: Omitted =vlookup(lookup_value, table_array, col_index_num)
NOTE: The values in the first column of table_array must be placed in ascending sort order; otherwise, VLOOKUP may not give the correct value. You can put the values in ascending order by choosing the Sort command from the Data menu and selecting Ascending.
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10. VLOOKUP/HLOOKUP Function/Formula
KEY THINGS TO KNOW
Use “$” in table array portion (F4) of formula to keep table data stagnant when you copy formula.
These will automatically be included when your array is located in a different spreadsheet (aka workbook)
=VLOOKUP(A2, ‘KitData!$A$2:$C$16 , 3 , FALSE)
The first column of your table_array must be the column where you are looking for your lookup_value.
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11. VLOOKUP/HLOOKUP Function/Formula
Let’s walk through a couple of live examples.
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12. Finding Data Matches
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13. Different Ways to Identify Data Matches
MATCH Formula/Function
Conditional Formatting
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14. MATCH Function/Formula
MATCH has 3 parameters
What are you looking up? (lookup_value)
Where are you looking it up? (lookup_array)
Close or exact match? (match_type) Less than <= 1 Exact match = 0 Greater than >= -1
Value returned is the relative position of that item in the target range.
=MATCH(lookup_value, lookup_array, range_lookup)
=MATCH(A2, $C$2:$C$16, 0)
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15. Conditional Formatting
With your data set highlighted, from the ‘HOME’ ribbon simply click:
Conditional Formatting
Highlight Cell Rules
Duplicate Values
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16. Conditional Formatting
Duplicate Values Dialog Box
Can find either the Duplicate or Unique values
Select or set the formatting to highlight the similarities/differences
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17. Different Ways to Identify Data Matches
Let’s walk through a couple of live examples.
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18. Pivot Tables
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19. Pivot Tables There are not as painful as you may think…..
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20. Pivot Tables
Pivot tables allow you to quickly summarize and analyze large amounts of data in lists and tables -- independent of the original data layout in your spreadsheet -- by dragging and dropping columns to different rows, columns, or summary positions.
Among other functions, a pivot-table can automatically sort, count, total or give the average of the data stored in one table or spreadsheet, without having to write a single formula.
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21. Pivot Tables
Select the data range that you wish to be included in your Pivot Table
From your ‘INSERT’ ribbon click PivotTable.
Within Create PivotTable Dialog Box - Select to place pivot table in either:
New Worksheet
Existing Worksheet (this will prompt you to select the location of the pivot table
NOTE: All columns must have a header.
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22. Pivot Tables
Select the data range that you with to be included in your Pivot Table
From your ‘INSERT’ ribbon click PivotTable.
Within Crate PivotTable Dialog Box - Select to place pivot table in either:
New Worksheet
Existing Worksheet (this will prompt you to select the location of the pivot table
Drag and drop the fields to the Row Labels and Values boxes
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23. Pivot Tables
Quickly and easily you have a table that illustrates the sum of sales by product.
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24. Pivot Tables To format your sales numbers simply:
Right click within the column you wish to format
Select Number Format
Format Cells Dialog Box will allow you to set your preferred number format
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25. Pivot Tables
Let’s walk through a couple of live examples.
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26. Inserting Existing Documents Into Excel
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27. Inserting Existing Documents Into Excel
From your ‘INSERT’ ribbon click Object.
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28. Inserting Existing Documents Into Excel
Within Object Dialog Box - Select Create From File.
Select Browse… to choose the folder in which the document you wish to insert is located.
Check the Display as Icon box
Select OK
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29. Inserting Existing Documents Into Excel
Let’s walk through a live example.
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30. Useful Links Keyboard Shortcuts Excel 2007 Excel 2010 Excel 2013
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31. Additional Questions ?
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32. Thank You!
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