Advance MS Excel 2013 Training

Date : 6th February to 9th February 2018

Duration : 16 hours
Conducted By : Papiya Banerjee Singh
Table of contents
 Quick Introduction
 Terminologies used in Excel
 Managing the Rows, Columns and worksheets
 What if analysis
 Short cuts in MS Excel
 Formatting the Cell
 Working with Formulas and Functions
 Sorting database
 Excel tools
 Subtotals
 Paste Special feature of MS Excel
 Pivot Table
 Working with Charts
 Simple Macros
Day 1
 Creating Custom Lists in excel
 Auto(sum) feature of MS Excel
 Using AutoFill/Flash fill Options
 Excel Functions
 SUM(), SUMIF(), SUMIFS(), SUBTOTAL()
 COUNT(), COUNTA(), COUNTIF(), COUNTIFS()
 VLOOKUP(), HLOOKUP()
 INDEX/MATCH() instead of VLOOKUP()
 Helpful shortcuts in excel
 Auto Filter and Advance Filter
 Data Validation
 Data Consolidation
 What if analysis
 Scenario manager
 Data Table
 Goal Seek
Day 2
 Managing Worksheets
 Converting text data into tables
 Freezing/unfreezing panes
 Sorting database
 Single level Sorting
 Multi level sorting
 Custom Sorting
 Data Subtotals
 Paste Special feature of MS Excel
 Data - Pivot Table
 Creating Pivot Table
 Refreshing Pivot Table
 Refreshing Mulitple Pivot Tables at once
 Data updation in multiple Pivot tables at once.
 Working with slicer
 Linking slicer to multiple pivot tables
Day 3
 Conditional Formatting
 Highlighting Cells Automatically
 Highlighting Gradient Cells
 Giving color scales to data range
 Data protection in Excel
 Protecting your sheet or a range.
 Hiding formulas from others
 Data Grouping
 How Grouping helps in presenting the data
 Auto Outlining your data
 Creating Pivot Tables from Different data tables/different sheets
 Creating connections between different tables
 Nested IF() formula with OR() and AND().
 Excel Macro (Introduction)
 Recording a macro
 Running a macro.
Day 4
 Working with Charts
 Summarizing Data Visually Using Readymade Charts
 Types of charts
o Clustered Charts
o Stacked Charts / 100% stacked charts /3D Charts
o Inserting chart elements

 Working with Charts

 Pie Chart / Doughnut Chart
 Line Chart / Scatter Chart
 Area Chart
 Column Chart / Bar Chart
 Surface Chart
 Pivot Charts
 Dual Chart/Combo Chart

 Working with formatted charts

 Funnel Chart
 Waterfall chart (Flying Bricks/Mario Chart)
 Bump Chart (Sparklines Chart)
Quick Introduction

 Microsoft Excel is a spreadsheet developed by Microsoft for Windows, Mac OS

X, Android and iOS.

 It features calculation, graphing tools, pivot tables etc.

 It has been a very widely applied tool for these platforms, especially since
version 5 in 1993.

 It has replaced Lotus 1-2-3 as the industry standard for spreadsheets.

Quick Introduction – Terminologies Used
 Workbook:
 MS Excel file in which you enter and store related data
 Worksheet:
 Is also known as a spreadsheet.
 Is a collection of cells on a single "sheet“.
 Is laid out like a grid with horizontal rows and vertical columns.
 Each workbook can contain many worksheets
 Columns
 Are labeled with alphabets A, B, C, etc
 In Excel 2013 -16384 (XFD) columns (maximum limit).
 Rows
 Are labeled with numbers 1, 2, 3, etc.
 In Excel 2013 -1,048,576 rows (maximum limit).
 Cell
 The intersection of a row and a column is called a cell.
 Cell is a primary unit of measure
 Range
 A range is a collection of cells
Functions in Excel 2013
1. Financial
2. Date and time
3. Math and Trig
4. Statistical
5. Lookup and references
6. Database
7. Text
8. Logical
9. Information
10. Engineering
11. Cube
12. Compatibility
13. Web
Few famous Shortcuts of Excel
Purpose Shortcut
Creating a new workbook CTRL + N
Opening an existing workbook CTRL + O
Saving the workbook CTRL + S
Saving the workbook with a new name (Save As) F12
Printing the opened workbook CTRL + P
Selecting the entire sheet CTRL + A or clicking the left most button
Navigating between the worksheets CTRL + Page up / Page down
Navigating between the open workbooks (Excel) CTRL + Tab
Navigating between the open applications ALT + Tab
Going to the first/last cell of the data range CTRL + Home / CTRL + End
Going to the first/last cell of the sheet CTRL + End
Selecting random cells in excel CTRL + mouse click
Inserting a new worksheet Shift + F11
Closing the current workbook Ctrl + F4
Exiting Excel Alt + F4
Helpful shortcuts in excel
 Ctrl + D – Copies data from the above cell. For multiple cells, select the range starting
from the cell whose data needs to be copied.
 Ctrl + R - Copies data from the cell on the left side. For multiple cells, select the range
starting from the cell whose data needs to be copied.
 Ctrl + L – Selects the current data range
 Alt + Down Arrow – Provides you a custom list from the entries made above.
 Ctrl + ; - Enters the current date.
 Ctrl + : - Enters the current time.
 Crtl + ` - Toggles between formula view/normal view.
 Shift + spacebar – Selects an entire row
 Ctrl + spacebar - Selects an entire column
 Ctrl + Arrow keys – Goes to the next blank cell.
 Ctrl + Home/End - Goes to the beginning/end of the data range.
 Use of ‘ - Keeps the data/formula as we enter
 Selecting random cells in excel using mouse and Ctrl key
 Deleting all the blank cells in your data range in one go by using Goto special.
Formatting Data in Excel
 Working with Styles
 Applying different types of styles available in Excel
Formatting Data in Excel
 Usage of Format painter in MS Excel
 How to use format painter for copying the format of one cell to another.
Formatting Data in Excel
 Inserting comments in cells
 How to insert comments in a cell, editing and deleting them.
Formatting Data in Excel
 Auto-format
 Option of “Format Table as” in Excel
Working with Formulas and Functions
 Autosum feature of MS Excel -
Working with Formulas and Functions
 Using AutoFill Options
 Flash Fill in Excel
Working with Formulas and Functions
 Creating Custom Lists in excel
 Create your own list
Working with Formulas and Functions
 Difference between SUM(), SUMIF(), SUMIFS(), SUBTOTAL()

 Difference between COUNT(), COUNTA(), COUNTIF(), COUNTIFS()

 VLOOKUP(), HLOOKUP() function

 INDEX/MATCH() instead of VLOOKUP()

Excel tools
 Auto Filter – AutoFilter is used to find values, show or hide values, in one or more
columns of data.
Excel tools
 Advance Filter - Advanced Filter can be used to perform more complex
filtering than the basic Autofilter. The advanced filter depends on user-defined
criteria, that can be applied to several columns of data simultaneously.
Excel tools
 Data Validation - Data validation can is used to define restrictions on
what data can or should be entered in a cell. We can configure data validation to
prevent users from entering data that is not valid
Excel tools
 Data Consolidation - To summarize and report results from separate worksheets,
we can consolidate data from each separate worksheet into a master worksheet
What if analysis
What-If Analysis is the process of changing the values in cells to see how those
changes will affect the outcome of formulas on the worksheet.
Three kinds of What-If Analysis tools come with Excel: Scenarios, Goal Seek, and Data
Tables.

 Scenario manager - A scenario is a set of values that Microsoft Office Excel saves and can
substitute automatically on your worksheet.
What if analysis
 Data Table - A data table is a range of cells in which you can change values in some in some of
the cells and come up with different answers to a problem..
What if analysis
 Goal Seek -
Managing Rows and Columns
 Converting text data into tables
Managing Rows and Columns
 Freezing/unfreezing panes
Managing Worksheets
 Data protection in Excel – locking and unlocking cells in a sheet
 Locking a particular cell/range in your worksheet
 Password protecting your sheet for editing
Sorting data in Excel

 Single Level sorting – Data is sorted on any one field

Sorting data in Excel

 Multi level sorting – Data is sorted on more than one field. The results can be seen
only if the data in the primary field is same.
Sorting data in Excel

 Custom List sorting – We can have a custom method for sorting our list, irrespective
of their alphabetical order.
Subtotals
The SUBTOTAL function in Excel is a very useful and quick way of showing sums,
averages etc for a specific range of cells
 Single level Subtotals
 Nested subtotals
 Paste Special in MS Excel
Paste Special feature of MS Excel allows the items being transferred to be formatted in
several different ways.

 All to paste all the stuff in the cell selection (formulas, formatting, you name it).

 Formulas : Excel pastes formulas in the current cell selection without their
formatting.

 Values : Excel pastes only the calculated results of any formulas in the source cell
range.

 Format : Excel pastes only the formatting (not the entries).

 Comments : To paste only the notes that you attach to their cells.

 Validation : To paste only the data validation rules into the cell range that you set
up with the Data Validation command

 Column Widths : Applies the column widths of the cells copied to the columns
where the cells are pasted.

 Add : To add the data you copy to the data in the cell range where you paste.

 Subtract : To subtract the data you copy to the data in the cell range where you
paste.

 Multiply : To multiply the data you copy to the data in the cell range where you
paste.

 Divide : To divide the data you copy to the data in the cell range where you paste.

 Skip Blanks : Check box when you want Excel to paste everywhere except for any
empty cells in the incoming range.

 Transpose : Excel changes the orientation of the pasted entries.

Pivot Table

 Creating Pivot Table

Pivot Table
 Changing the views of Pivot table
Pivot Table
 Updating data for multiple pivot tables
 Convert the data into table and resize the table everytime.

 Refreshing multiple pivot tables at once

 Pivot Table tools – Analyze – Refresh – Refresh All.
Pivot Table
 Use of Slicer in Pivot Table
Pivot Table
 Linking single Slicer to multiple Pivot Tables – When we represent more than one pivot table,
with one slicer, we want the slicer to control the pivot tables that are based on the same data. All
slicers have a setting that links them to pivot tables, called "Pivot Table Connections".
Pivot Table
 Generating separate tables from Pivot table result.
 Data relationship, pivot table from 2 different tables
Working with Chart
 Summarizing Data Visually Using Charts
Working with Chart
 Customizing Chart Data
Working with Chart
 Format Chart Legend and Titles
Working with Chart
 Change the Chart Body
Working with Chart
 Different types of charts available in Excel
Working with Chart
 Different types of charts available in Excel

 Clustered Charts - A clustered chart displays more than one data series in clustered
vertical columns. Each data series shares the same axis labels, so vertical bars are
grouped by category. Clustered charts allow the direct comparison of multiple
series.

 Stacked Charts - In Stacked Charts, the absolute values of the components make
up the bars, which result in different bar heights

 100% stacked charts - In a 100% stacked bar chart, the bars are split into colored
bar segments placed on top of each other. Each bar height is 100%, and the colored
bar segments represent the components' relative contributions to the total bar.

 3D Charts – 3D chart type displays data on a third, depth axis. Easier to read, you
can change the 3-D format, rotation, and scaling of the chart.
Working with Chart - Different types of charts
Pie Chart
 Pie Chart - Pie charts are generally used to show percentage or proportional data.
Doughnut Chart
 Doughnut Chart - Just like a pie chart, a doughnut chart shows the relationship of parts to a
whole, but a doughnut chart can contain more than one data series. Each data series that you plot
in a doughnut chart adds a ring to the chart. The first data series is displayed in the center of the
chart.
Line Chart
 Line Chart – Line chart is used to show a trend over time (such as days, months or years) with
series of data points connected by straight lines.
XY Scatter Chart
 XY Scatter Chart – Scatter chart actually shows a plot of data on a vertical Y axis and a
horizontal X axis.
Area Chart
 Area Chart – An area chart is a line chart with the areas below the lines filled with colors.
Column Chart
 Column Chart –Column charts are used to compare values across categories by using vertical bars.
Bar Chart
 Bar Chart – A bar chart is the horizontal version of a column chart. We use a bar chart when we
have large text labels.
Surface Chart
 Surface Chart – This three dimensional chart lets you plot two series of data points across several
dimensions. It can be complex to use, but with the right data points, the visualization can be quite
impressive..
Funnel Chart
 Funnel Chart - Funnel is chart type which can be used for sales data presenting. Funnel chart can
display stages of sales progress or potential of sales in the future. It can be also just way to show
sales report.
 Sort your data
 Select 3D Stacked Column Chart
 Format Data Series – Full Pyramid
 Select Format Axis – Value in reverse order
Waterfall Chart
 Waterfall Chart - A waterfall chart, is a great way to provide a quick visual into positive and
negative changes to a value over a period of time.
 Select Stacked Column Chart
 Format Data series - Remove the color filling and border line for Base field
 Format Data series - Change the gap width to 10%
Bump Chart
 Bump Chart - A bump chart is useful for exploring the changes in Rank of a value over a time.
 Convert the data table to ranking table

 Reverse the axis order 1-5

Working with Simple Macros
 Recording a macro.
 Running a macro.