Excel Jkways

7/23/2019 Excel Jkways

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OIT Training Excel Page 1 of 6

Navigating Excel for Finance and

Consulting Internships

Please log in to the Windows side of your computer. Todays training will use

Excel 2007.

Overview

This session will start with a quick review of the basics, special formatting (autofill,paste special) and printing. We will then discuss formulas and the basics of creatingcharts and graphs. We'll then cover more advanced topics: conditional formatting,freeze panes, autofilter, v-lookups, pivot tables and more.

Essentials of Excel

Excel Basics

Workbookfile consisting of several worksheets

Referencing Cells

o Use column letter + row number (ex: A3)

o Range of cells indicated by colon (Ex: A1:B5)

Navigating cells

o Use Tabto move between

cells

o Use Enterkey to move

down.

o

Use Shift + Enterto moveup

o Shortcut: Control + Left

Arrowmoves you to A1

Formatting Cells

o Go to Homeon menu bar ->

click format cell

Instructor: OIT TrainingEmail: [email protected]://www.oit.duke.edu/training


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Also you can just right click on the cell you want to format

Here you can change font, color, borders, etc

Insert New Row or Column

o From the menu bar, click Insert -> Row/Column

Inserts it above the cell you have selected

o

Also can right click on the row/column and click insert. Inserted abovewhere your cell is selected again.

Formulas

o All formulas start with = sign.

o Use cell references in your formulas when applicable.

o The Formulastabprovides many pre-made formulas as well as more

powerful formula tools.

Freeze PanesWhen to use: Use to keep titles or other important information in sight as you scroll

through the worksheet.

1.

Click on Viewmenu

2.

Click Freeze Panes. You will get three options:

1) Freeze Panes - freezes whatever you currently have selected

a. If you select a row, it will freeze the row selected and all rows above it

b. If you select a column, it will freeze the column selected and all columns

to the left

2) Freeze Top Row

3) Freeze First Column

Auto FilterWhen to use: Use to quickly filter lists of data.

1.

Select the cell you want to filter.

2. Click the Data tab, then clickFilter.

3. A dropdown button now appears in the

selected cell. Click on this to filter your data.

Autofill and Paste SpecialWhen to use: When you need to quickly create a list that is a pattern. Can be used for a

numbered list, dates, or to repeat formulas.

1.

Must have at least two cells so that excel can

determine the pattern.

2. Highlight the cells that contain the pattern. Pull

theplus signin the bottom right corner of your

highlighted cells. Drag through all cells that you

want autofillto apply for.


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3.

If you need to delete a cell that has formatting, use right click -> deleteto

remove all formatting from that cell.

4. If you use copy and paste, you may want to retain formatting. Consider using

Paste Specialto make any special changes. Paste Special retains the formatting

from the cell you copied. To use Paste Special, right click on the cell you want topaste into and click Paste Special.

Some More Advanced FeaturesConditional FormattingWhen to use: Use to quickly format your data in order to see patterns and trends at a

glance.

1. On the Hometab, click Conditional Formatting.

2.

Select pre-set conditions or click on New Ruleto open up the New Formatting

Rule dialogue box.

3.

The Manage Rulesbutton opens up a dialogue box that allows you to see all

rules in effect.

Watch FormulasWhen to use: When cells are not visible on your worksheet, you can watch the cells and

formulas using the Watch Window, making it easy to see the effect of changes in a large

dataset.

1.

Click on theFormulas menu

2. Click on Watch Window

3. Click Add Watch and select the cells you want to watch

In this rule, anypurchase over $100is highlightedyellow.


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4.

You can delete a watch by selecting the cell you no longer want and clicking

Delete Watch

V-LookupsWhen to use: Use when you need to look up input in a specific spot within your data

without having to search through your data to find it. It is most useful with largedatasets.

The general formula is:=vlookup(lookup value, table where values reside, column # where values are located,

false)

a.

Lookup value

b.

Tableselect the top left cell and bottom right cell of the table where

the results should lie. Sometimes it helps to add dollar signs around the

column and row so that it locks them in place (ex: $A$1,H$10).

c.

Column Numberthe column index number that has the data you are

looking for. In this case, we will say 3 (Which corresponds with column

C).

d. The final argument is where you enter true or false

i. True will give you an approximate or exact answer, depending

on what it encounters first. Your data should be in ascending

order before using this argument.

ii. False is often the preferred argument. It will only give you the

exact answer or return %N/A.

Pivot TablesWhen to use: Use to create

summary tables within your

Excel dataset.

1. Open the worksheet

you want to use.

Delete blank rows,

make sure each

column has a

heading, and make

sure cells are

properly formatted for their data type.

2.

Highlight the data range you are using.

3.

Select the Insert Tab, and then click the PivotTablebutton from the Tables

group.


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4.

Select PivotTablefrom the list. The Create Pivotdialog box opens.

5.

Select the radio button for New Worksheet. Then click OK. A new

worksheet opens with the fields from the original spreadsheet.

6. You now need to add your Row Label. In this case, drag Precinctto the Row

Labelbox.7.

Now you need to add in what you want to know about each Precinct by

putting the fields in the Column Labelbox. Lets add Party.

8. You also need to fill in the numbers. Add Party again to the Valuesbox.

9. You can keep organizing and summarizing your data using Pivot Tables.

Printing in Excel To print, simply go to Fileand then Print.

To print Gridlines, go to File Print Page Setup.

o

Click the Sheet tab, then check Gridlines.o Also used to change other Print Setup options.


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Additional Resources

lyndaCampuslynda.com is an online software training library. All Duke

students, faculty, and staff can access this resource with theirDuke NetID.http://training.oit.duke.edu/lynda

OIT Multimedia Project Studio (MPS)Need a specialized computer lab with hardware and software toedit graphics, develop a website, edit a video or integrateaudio/video into a project? The MPS Labs on East and Westcampus have all that plus knowledgeable staff to help get youstarted and keep you going on your project. For location & staffinginformation for the MPS, visit http://www.oit.duke.edu/mps [email protected]
http://training.oit.duke.edu/lyndahttp://training.oit.duke.edu/lyndahttp://www.oit.duke.edu/mpshttp://www.oit.duke.edu/mpsmailto:[email protected]:[email protected]:[email protected]:[email protected]://www.oit.duke.edu/mpshttp://training.oit.duke.edu/lynda

Excel Jkways

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