Webinar - Excel for Beginners - 2016-03-31

Excel for BeginnersWith Ariel Gilbert-Knight, TechSoup Rachel Mychajluk, Salesforce and San Francisco Public Library

March 31, 2016

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Presenters

Assisting with chat: Susan Hope Bard, TechSoup

Becky WiegandWebinar Program Manager

TechSoup

Ariel Gilbert-KnightContent Director

TechSoup

Rachel MychajlukTrainer

Salesforce & SFPL


Objectives

1. Learn basic orientation to Excel 2. Formatting, navigating, and filters3. Basics of manipulating data4. Understand formula theory and structure – key formulas5. A look at Vlookup6. Basics of inserting graphs and charts7. Where to get Excel (Microsoft Office)8. Answer questions!

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The Basics

• What Excel is not• Mistakes – we all make them• Getting oriented and selecting data• Formatting• How to navigate more efficiently• Getting a little fancy with filters• Split and recombine data LIKE MAGIC


What Excel is NOT

Excel can do a lot of things, but it is not• A donor database• Constituent relationship management (CRM) system• An accounting system

It’s also not• Just for “numbers people”• All that hard to use


We All Make Mistakes!

So make sure you have a clean copy of your data• Copy your sheet by right-

clicking the sheet name and clicking ‘Move or Copy’

• Check box next to ‘Create a copy’ in the pop-up window

• Click ‘OK’• Rename the original

spreadsheet something clear, like ‘ORIGINAL’

THE MOST IMPORTANT SHORTCUT OF ALLHit CTRL+ Z to undo

It’s like your mistake never happened!


Columns, Rows, Cells

Your spreadsheet has• Columns labeled A, B, C…etc.• Rows labeled 1, 2, 3…etc.• Cells named Column + Row (A1, B1, C3, etc.)


Six Things You Need to Know How to Do

Zoom in or out

Add a new sheet

Click to select all rows and

columnsClick any letter to select that column

Click any number to select that row

Pro Tip: hit ‘F2’ after clicking on a cell to edit cell contents


Managing Those Rows and Columns

What Do You Want to Do?

Here’s How!

Adjust column width Double click the line between column labels to automatically expand column width

Or click once between column headings, hold down the mouse button, and drag left or right to change column width

Wrap text in a column Select the column that includes the text that you want to wrap. On the home tab, choose “Wrap text” under the Alignment section.

Insert columns or rows Select the column or row next to where you want to insert a new column or row

Right click and choose “Insert”

Delete columns or rows Select the column or row you want to delete

Right click and choose “Delete”

Hide columns or rows Select the column(s) or row(s) you want to hide

Right click and choose “Hide”

Unhide columns or rows Select the columns or rows on either side of the hidden row/column

Right click and choose “Unhide”


Ribbon, Tabs, and Formula Bar (oh my!)

Tabs (Home, Page Layout, Data, etc.)Ribbon

Formula bar


Common Formatting Options on the Home Tab

1. Font section• Change font, font style (bold, italic, underline), size, and color• Add background color or outlines to cells

2. Alignment section• Center text, align left or right, align to top or bottom• Indent or outdent text• Wrap text

3. Number section• Format numbers as $ (or other currency) amounts• Format as %• Choose how many decimal places to show• And more!

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Pro Tip: Many standard keyboard shortcuts you

already use in other Office programs also work in

ExcelCTRL + BCTRL + ICTRL + S


Navigation: Customize Quick Access Toolbar

Add favorite commands to the top of your screen1. Click arrow near top left of screen2. Choose ‘More Commands’3. Click your favorite Commands in the Excel Options pop-up list4. Click ‘Add’5. When you’re finished adding commands, click ‘OK’

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Navigation: The ‘Alt’ Key is Your Friend

Hate using your mouse? Try hitting the ‘Alt’ key• displays keyboard shortcuts on-screen

• for example, typing ‘H’ will show keyboard shortcuts for everything on the ‘Home’ tab


Freeze Panes

To keep column header and row labels visible when you scroll• Click the cell where you want to freeze the spreadsheet• On the ‘View’ tab, click ‘Freeze Panes’


Friends Don’t Let Friends Scroll

Four ways to break your scrolling habit Ctrl + Home• Go to the first cell (top left corner of worksheet)Ctrl + End• Go to the last cell (bottom right corner of worksheet)Ctrl + Shift + Arrow Key (left, right, up, or down arrow)• Select dataUse auto-fill to copy data to the end of a column

To auto-fill, hold cursor over the bottom right corner of a cell until

it changes to a + sign

Then double-click to copy cell contents to the end of the column


Pro Tips for Copying Data to the End of a Column

Tip 1: Auto-fill only works if you have data in all the rows to the left of the column you’re auto-filling (put another way, auto-fill stops when it hits the first blank cell)

Tip 2: If you want to paste a formula all the way to the end of a column and auto-fill won’t work• Copy cell with the formula in it• Scroll to the bottom of the sheet and click on the last cell in the

column• Hit ‘Ctrl’ + ‘Shift’ + ‘Up arrow’ to select the entire column from the

bottom cell to the top cell• While holding the ‘Shift’ key down, hit the ‘Down arrow’ once (this

unselects the top cell in the row)• Paste


Be the Boss of Your Data: Filters (I)

If you only want to see rows with certain values (for example, a particular donor, event, or location)• Click ‘Filter’ button on the

‘Data’ tab• small arrows appear on the

header rows• Click ‘Filter’ button again to

remove filters

Pro Tip: if a filter is being used on a column, the small arrow changes to look like this


Be the Boss of Your Data: Filters (II)

Click any arrow to filter that column• Can choose to see only

certain values • OR get fancy with text filters

(equals, contains, etc.)

Pro Tip: after filtering, you can see the number of rows selected at the bottom left of your screen

(this is an easy way to get a quick count)


Split Data Using Text to Columns (I)

Steps• Insert new columns where you’d like the separated data to be placed

• If you don’t do this, adjacent columns will get overwritten (which is bad)• If you want to split the data into 2 columns insert 1 new column, if you want

to split to 3 columns, insert 2 columns, etc.• Select the entire column you’d like to separate • On the Data tab, click “Text to Columns”


Split Data Using Text to Columns (II)

In the popup window• If the column has commas (for example: last name, first name), choose

“Delimited”

Click “Next”


Split Data Using Text to Columns (III)

• Make sure the correct delimiter is selected (usually you’ll use “Comma”)

• Click Next• On the last screen, click

Finish


Split Data Using Text to Columns (IV)

Your data is now in two columns! Hooray!

Pro Tip: Text to columns also works if your column is formatted with spaces instead of commas

(for example First Name Last Name)

On the first screen, just choose “space” instead of “comma”


“&” Another Thing: How to Combine Data

To combine data from multiple columns • Insert a column to the right of the columns you want to combine• Click in the first cell in the new column• Type =[Cell 1 to combine]&" "&[Cell 2 to combine]

• Make sure there’s a space between the quotation marks• In the example below, I typed =C2&" "&B2

Sweet! Your data is now in one column.

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Questions?


Formula Theory in Excel

Basics:• Formulas have the basic structure of

=NAMEofFORMULA(___ , ___)• Begin with =• Case does not matter: can be lower or upper case• Need beginning and ending parenthesis to complete

formulas• When needed, a comma separates the elements of the

formula, and Excel will always prompt you through each step

• Important to read the prompts from Excel


Note on Formulas/Begin Count & Average Formula

• Value can be a range. Note that Excel is prompting “Value1” in bold separated by commas, and we have selected and used F4 to lock an entire range of cells. We will finish this formula with a ) and press Enter.


If-Formula Theory in ExcelBasics:• If Formulas have the basic structure of

=IF( *True Check* , Answer if True , Answer if False )• If statements fully scan for the first information that it sees in the formula,

before checking anything else• I like to lock my inputs for formulas within cells. Below, I state if the Contract

Amount is greater than the value in $U$2, to input the value in $U$3, and if false, input the value in$U$4. This allows for easy formula updates, for Example if I wanted my new threshold to be $30,000, I would only have to update cell U2, and the formula would update.

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Questions?


VLOOKUP

Searches for information for a specific object within another worksheetWhy you want to use vlookup: finds data for a point in another sheetBasics:• To perform a vlookup, there first needs to be a consistent and unique reference name for the specific object:

this can be project number, employee ID, Country Name. The name must be spelled EXACTLY the same, even with respect to spacing.

• In our Example, each of the Project has their own Project ID, which will be the unique identifier. Here we have a complete list of all projects in 2015 and 2014. We also have a list of projects that were in 2013, and want to know if any of the 2015/2014 projects were also in 2013, and what their value was if so.

• The vlookup formula tells Excel “Look for this 2015/2014 Project ID in this 2013 list, and return the value of the Contract Amount Column from the 2013 list”.

• Notes:• The Project ID in the 2013 List, must be the first/leftmost column in your selected range to perform the

lookup. • Lock all your ranges with the F4 key• For Excel to know that you want the information in the Contract Amount Column returned, you must tell

Excel the number of this column relative to your selected range. If it’s the Fifth row relative to your Project ID, you enter 5. Note: the first row is always considered 1.

• I end all my vlookups with FALSE, which Excel world means you want an exact match. This will make more sense when we see it:

• Formula strcuture:=vlookup(unique identifier/lookup_value , selected range in second list/table_array , # of desired column/col_index_num , FALSE/range_lookup)


VLOOKUP (Con’t)

Performing the Lookup• Insert a new Column Header, and make sure that you also re-apply any filtering to also capture

this new column• Begin typing your new formula, it will look like the below when done:

• Note that #N/A indicates that it did not find the Project ID in the list, and we can infer it did not exist in 2013.


Create a Graph

Select your data set, go to the “Insert” ribbon. Go to the “Recommended Charts” section. Here you can go through the options listed

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Bonus: Sorting

1. Click ‘Sort and Filter’ on the ‘Home’ tab (choose ‘Custom Sort’ if you want to get fancy with it)

2. OR…click ‘Sort’ on the ‘Data’ tab


Bonus: Know Your Pastes (I)

Plaid old pastepastes everything from one area to another: formulas, formats, and text

Three ways to paste1. Click on the cell/area you want to paste into and

hit ‘Ctrl’ + ‘V’2. Click on the cell/area you want to paste into and

click ‘Paste’ button on the ‘Home’ tab3. Click on the cell/area you want to paste into,

right-click with your mouse and choose ‘Paste’

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Bonus: Know Your Pastes (II)

1. Paste Values: pastes the results of formulas, not the actual formulas

2. Paste Format: pastes just the format

3. Use the Format Painter to copy formatting from one cell/area to another• Click cell you want to copy

formatting FROM• Click Format painter

button on Home tab• Click cell you want to copy

format TO

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Webinar - Excel for Beginners - 2016-03-31

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Transcript of Webinar - Excel for Beginners - 2016-03-31