Finding This, There: Excel Deep Dive

With Melissa Esquibel, MCT, MOSM

Copyright 2019 Melissa P Esquibel LLC. All rights reserved. Unauthorized

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Finding This, There: Excel Deep Dive Melissa Esquibel, MCT, MOSM

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Roadmap

• Who are you and what do you want?

• Round, round get around, I get around, yeah!

• Setting yourself up for success: The Good List

• LookUps Formulas

• Alternative LookUps

Navigation Tips and Shortcuts

• Ctrl+Home

• Ctrl+End

• Ctrl+→ and Ctrl+←

• Ctrl+↓ and Ctrl+↑

• Ctrl+Shift+→ and Ctrl+ Shift+←

• Ctrl+ Shift+↓ and Ctrl+ Shift+↑

• Ctrl+A

• Ctrl+PgDn

• Ctrl+PgUp

• Right click worksheet scroll arrows

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List Law

• One row-one record

• Single row column titles

• Consistent data types

• No completely blank rows

• No completely blank columns

• NO merged cells (ever, except for…. Nope! NEVER!)

Dirty Data

• Text to Columns

• Flash Fill

• Text functions

• Finding/removing duplicates

• No unique identifiers

• Identifying your list

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Text-to-Columns

• Clear columns to the right

• Preview!

• Might be more than 1 step

Flash Fill

• Type the first value

• Type the first character of the next value

• When you see the list, press Tab

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Text Functions

• LEFT(cell,# of characters)

• RIGHT(cell,# of characters)

• MID(cell,starting position #, # of characters)

• LEN(cell)

• FIND(character(s),in cell)

Text Functions

• TRIM – gets rid of leading, trailing, extra 0s

• VALUE – converts a text value to a number

• TEXT – converts a number value to text

• Varying Zip Code Lengths?

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Date Formatting

• Clear Formats

• Choose from Number Format field

Dates from Non-date Data

• 10.1.2019

– =VALUE(SUBSTITUTE(A1,".","/"))

• Oct 1 2019

– =MONTH(1&LEFT(A2,3))

– =VALUE(MID(A2,5,2))

– =RIGHT(A2,4)

– =DATE(D2,B2,C2)

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No Merged Cells!

• First, clear merging

• Instead of Merge & Center, use

• Center Across Selection

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Finding/Removing Duplicates

• What’s a duplicate? It depends.

• Highlight duplicates

• Remove Duplicates

Remove Duplicates

• Choose which columns make a duplicate

• Check first with Conditional Formatting

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No Unique Identifiers

• &

• Concatenate

• Concat – use for range of adjacent cells

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Named Ranges

• Creating a named range

• Modifying a named range

• Gotchas

Tables

• Another kind of named range

• Very portable

• Easily “growable”

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If

• If this is true

• Then, this

• Otherwise, this

The first comma says “then”The second comma says “otherwise”

VLookUp

• WHAT do you want to look up

• WHERE do you want to look for it

• WHICH column has the data you want

• WHAT IF you can’t find it

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Moving Targets

• Absolute Cell Reference

• Named Range

A B C

1 1 5 =A1+B1

2 1 4

3 3 5

4 4 3

5 5 2

=A2+B2

=A3+B3

=A4+B4

=A5+B5

BUT, in a VLookUp…

A B C

1 Account Number

Balance Account Type

2 1009 $ 38,217 =VLOOKUP(A2,’AccountTypes’!A2:B6,2,0)

3 1004 $ 36,722 4 1002 $ 36,812 5 1003 $ 39,897 6 1001 $ 40,859

A B

1 Account Number Account Type

2 1001 DDA3 1002 SVG4 1003 CD5 1004 IRA6 1009 DDA

=VLOOKUP(A2,’AccountTypes’!A2:B6,2,0)

=VLOOKUP(A2,’AccountTypes’!A3:B7,2,0)

=VLOOKUP(A2,’AccountTypes’!A4:B8,2,0)

=VLOOKUP(A2,’AccountTypes’!A5:B9,2,0)

=VLOOKUP(A2,’AccountTypes’!A6:B10,2,0)

DDA

IRA

#N/A

#N/A

#N/A

A B C

1 Account Number

Balance Account Type

2 1009 $ 38,217 =VLOOKUP(A2,’AccountTypes’!$A$2:$B$6,2,0)

3 1004 $ 36,722 4 1002 $ 36,812 5 1003 $ 39,897 6 1001 $ 40,859

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Absolute Cell References

$F4

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HLookUp

• WHAT do you want to look up

• WHERE do you want to look for it

• WHICH row has the data

• WHAT IF you can’t find it

Index/Match

• Where’s the answer?

• On what row?

– What value do you want to look up?

– In what range?

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Filter

• Basic Filter

• By color

• “Or” criteria

• “And” criteria

• Using Search

Ctrl Shift L

Advanced Filter

• Create a “query” area with column titles

• Allow for a blank row above list column titles

• Enter critieria

– * masks

– < or >

– Starts with letter

• Data tab, Filter group, Advanced Filter button

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Pivot Tables

• Easy lookup

• Create a subset “query”

• Use slicer or report filter to select

How to you start one?

• Insert Tab

• Tables Group

• Pivot Table Button

• OK

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Add Rows, Columns and Values

• Column headers = Fields

• Select fields

• Arrange report

Select

Arrange

Create a Subset “Query”

• Put everything in row labels

• Remove subtotals, grand totals

• Repeat all item labels

• Copy/paste values

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Get & Transform

• 2013-2016 (with Add-ins)

• 2019 and 365

• You might know the term Power Querty

(this is that, sort of)

• Data tab

• Get & Transform Data group

• Get Data button

• From …

Working with External Data

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Select Table, Load To…

Load to Data Model

Load To

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Insert Pivot Table

Power Query

Power Query

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Relationships

Appending Tables

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Thank you!

Melissa Esquibel, MCT, MOSM

MelissaEMCT/com/contact