40-Excel 2016 Tips and Tricks

EXCEL 2016

TIPS AND TRICKS

Tammara Sherman, Ed. D.
Campus Trainer
CSU Bakersfield

ABOUT ME

 40+ years in IT
 AS in Liberal Studies, BS in Business Administration / MIS, MBA, Ed. D.

in Educational Leadership
 CSUB Campus Trainer
 7 years with CSUB
 2 Girls, 4 grandchildren
 2 Cats

KCG

Kerry Consulting Group

2

SESSION OUTLINE

Managing Workbooks
Working with Data
Summarizing Data
Visualizing Data
Printing Data
Getting Help

3

ABOUT THE DATA

ACTUALS TRANSACTIONS

 CSU Finance Data Warehouse
 Transaction Inquiry Dashboard > Actuals Report
 Report Filters:

 Excluded 603 Benefits
 Account Types: 50 & 60
 2 Funds and 1 Department

 Ran twice: FY 2015 & FY 2016
 Made minor changes to remove personal information

4

WORKBOOK
MANAGEMENT

5

WORKBOOK MANAGEMENT Making Tabs
work for you
Tab management

 Rename
 Move
 Color Code
 Copy
 Copy to another workbook
 Hide/Unhide

6

WORKSHEET MANAGEMENT

 View > Show Group

 Formula Bar
 Gridlines
 Headings

 Freeze Panes
 Show/Hide Columns

 (Home > Format > Visibility)

 Home > Format > Auto Fit Row Height or Width

7

Working with text doesn’t have to be challenging

WORKING WITH
TEXT

Formatting, Filtering, Sorting

8

WORKING WITH TEXT

9

CREATING TEXT

Shows the number of characters specified for a cell

FORMULA

=LEFT(I2,1)

 I2 represents the cell containing the text
 1 represents the number of characters to return

FUNCTION DESCRIPTION

Left(I2,1) Returns the first letter

Left(I2,2) Returns the first 2 letters

Left(I2,1)&”0” Create Account Type

Left(K2,3) Create Account Category

10

FILTERING TEXT

 Filters

 Filters > Text Filters > Contains (i.e. Salaries)

11

SORTING TEXT Sorts by column A
or specified order

Sorts by
selected
column

12

WORKING WITH
DATES

Formatting, Filtering, Sorting

13

FORMATTING DATES

Short Date Long Date
7/19/2016 Tuesday, July 19, 2016

14

FORMATTING DATES

Custom Dates

mm/dd/yy
7/19/16

15

SPLITTING DATES

FUNCTION DESCRIPTION BEFORE AFTER
2017
YEAR(cell) Gives the year 5/30/2017 5
30
MONTH(cell) Gives the month 5/30/2017 5/31/2017
2017
DAY(cell) Gives the day 5/30/2017 5
31
NOW() Gives today’s date

YEAR(NOW()) Current year

MONTH(NOW()) Current month

EOMONTH() Give the last day of 8/1/2017
month

Taming your data is only one function or two away

16

FILTERING DATES

Filter by Year,
Month, and
Day

17

FILTERING DATES

Date Filters

18

SORTING DATES Custom Sort

Filter > Sort Sorts based on
specified order
Sorts based on
column selected

19

CUSTOM SORT

20

WORKING WITH
NUMBERS

Formatting, Filtering, Sorting

21

FORMATTING NUMBERS

NUMBER Group

 Currency  Increase Decimal
 Percentage  Decrease Decimal
 Comma

22

FORMATTING NUMBERS

Custom
Numbers

23

FILTERING NUMBERS Filter by

24 Specific

Amount

Helpful when looking for a
specific dollar amount

FILTERING NUMBERS

Number Filters

25

SORTING NUMBERS Custom Sort

Filter > Sort Sorts based on
specified order
Sorts based on
column selected

26

SUMMARIZING

Quantifying text and numbers

27

SUMMARIZING TEXT

FUNCTION DESCRIPTION
CountA(range) Counts the cells in a range that are not empty
CountifS(range) Counts the cells when a specified condition is met
Sumifs(range) Adds the cells when a specified condition is met

Taming your data is only
one function or two away

28

COUNTA

Counts the cells in a range that are not empty

FORMULA

=COUNTA(A2:A16)

 A2:A16 represents the range
containing Doc Ln Descr

 Spaces or other hidden
characters are counted

29

COUNTIFS

Counts the cells when a specified condition is met

FORMULA

=COUNTIFS(G2:G270,“Person 8")

 G2:G270 represents the range
containing Person 8

 “Person 8” represents the condition
to be met wrapped in
“”(double quotes)

30

SUMIFS Working with text doesn’t
have to be challenging
Adds cells when specified condition is met

FORMULA

=SUMIFS(H2:H270,G2:G270,"person 8")
 H2:H270 represents the

range to add up
 G2:G270 represents the range

containing the values
to compare
 “person 8“ represents the
condition to be met

31

SUMMARIZING NUMBERS

FUNCTION DESCRIPTION
Count(range) Counts the cells in a range that contain numbers
Sum(range) Sums the cells in a range that contain numbers

Taming your data is
only one function or

two away

32

COUNT

Counts the cells in a range that contain numbers

FORMULA

=COUNT(B2:B16)

 B2:B16 represents the range
containing Amount

 Text is not counted

33

SUM

Adds the cells in a range that contain numbers

FORMULA

=Sum(B2:B16)

 B2:B16 represents the range
containing Amount

34

SUMMARIZING NUMBERS Taming your data is only
one function or two away

Excel can store Just because it
numbers as
looks like one,
numbers or text. doesn’t mean it is.

FUNCTION DESCRIPTION
Value(cell) Converts text to number

35

SUMMARIZING DATA

Categorical

Over time Hierarchical

Classic 3

Pivot
Tables

36

HIERARCHICAL

We created
this field

37

CATEGORICAL

38

OVER TIME

39

VISUALIZING

Last step. Takes the work out of identifying trends and giving meaning to your data

40

HOW MANY 8’S DO YOU SEE?

567890123456789012
345678901234567890
123456789012345678
901234567890123456
789012345678901234
567890123456789012
345678901234567890

41

NOW, HOW MANY?

567890123456789012
345678901234567890
123456789012345678
901234567890123456
789012345678901234
567890123456789012
345678901234567890

42

DID YOU FIND 13?

567890123456789012
345678901234567890
123456789012345678
901234567890123456
789012345678901234
567890123456789012
345678901234567890

43

WHY VISUALIZE? MIT neuroscientists find the
brain can identify images
44 seen for as little as

13 milliseconds.

Anne Trafton
MIT News
1/16/2014

VISUALIZING TEXT

Wingdings Calibri Wingdings
n
 It’s a Font n

 Use instead of binary responses

 E.g. Yes or No, Completed or
Uncompleted

Format as table

45

VISUALIZING TEXT

Cell Styles

Transaction Register Cell Styles Themed
Salaries June 2017 100 Y n
Commencement Expenses 200 Y n
Office Supplies 300 N
ProCard Puchases 400 Y n

46

VISUALIZING NUMBERS Filter results by
Color
Conditional Formatting

47

VISUALIZING DATA

Categorical

Over time Hierarchical

Classic
3

48

OVER TIME

Slicer

49

CATEGORICAL

50