Introduction This workshop is designed to improve your skills using Microsoft Excel. This workshop will cover: • Spreadsheet Design • Managing the Data • Analyzing the Data • Financial Functions • Financial Analysis
These three topics are covered in this workbook These two topics are covered in the Financial Model workbook
Workbook Contents Tab 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Title Spreadsheet Design - Some Basic Rules to Follow Spreadsheet Design - File Properties Spreadsheet Design - Data Validation with Drop Down Menus Spreadsheet Design - Password Protection Managing the Data - Fill Handle Managing the Data - Paste Special Managing the Data - Error Checking Managing the Data - Tracking Changes Managing the Data - Lookup Tables Analyzing the Data - Audit Tool Analyzing the Data - Filtering Analyzing the Data - Pivot Tables Analyzing the Data - OLAP Some Additional Tips Listing of Financial Functions Listing of Keyboard Short Cuts Excel Add-Ins
Main Menu
Point of Contact: Matt H. Evans, CPA, CMA, CFM Excel Spreadsheet Page: www.exinfm.com/free_spreadsheets.html Download this spreadsheet and other files used in this presentation from: Each worksheet can be printed by hitting Ctrl-P
www.exinfm.com/vscpa
Main Menu
Spreadsheet Design: Some basic rules to start with include: (1) Organize your data so that you: ■ Have a different panel or worksheet for constants vs. variable inputs. ■ Enter contants only once and reference downstream in other worksheets. ■ Use error checking formulas next to your cells. You can flag with conditional formatting. ■ Minimize embedding values and amounts into your formulas. This cuts down on errors. ■ Try to make your formulas point up and to the left, logical flow of how people see things. ■ Try to place your formulas in close proximity to the inputs for easy review and validation. ■ Add light grey to cells that are constants and formulas to minimize inappropriate changes. (2) Try to minimize the use of merging cells since this makes it difficult to navigate, print or change your spreadsheets. Merged Cells
Non Merged Cells
(3) Place the larger range of data down by rows and the lesser range of data across by columns (4) Use comments and navigation links to assist the end-user. TIP ► Format your comments by clicking on the border edge:
The example below brings up an image file as the comment: 1 Select the edge of the comment box and right click 2 From the Format Comment dialog box, select Colors and Lines 3 In the Fill section, open the Color box and choose Fill Effects 4 Click the Picture tab and select the Picture you want to use TIP ► Insert comments into formulas 1 At the end of the formual, insert a plus sign "+" followed by the letter N 2 Add your comment within parentheses and within quotation marks.
5,609
6.70%
376
$5.60 $2,104.50
Tab 1 - Spreadsheet Design
TIP ► Print out your comments: 1 From the main tool bar, select File > Page Setup > Sheet 2 Select from the Comments drop down list. (None) is the default. Select At end of sheet i f you want to
print a separate page. Select As displayed on sheet if you want to print only displayed comments. TIP ► Hyperlink an Image or Button within your spreadsheet: 1 Paste the image file into your spreadsheet 2 Right click on the Image File 3 Select hyperlink and Link to: Place in This Document
TIP ► Insert an audio file into your spreadsheet 1 Select a cell where you want to place the audio comment (you can move it later if you want); 2 From the Insert menu select Object; 3 On the Create New tab scroll down and select Wave Sound (the Windows Sound recorder will appear); 4 When you are ready, click the record button and record your message. When you are finished, click the stop button; 5 Close the Sound recorder window. A sound object (speaker icon) will appear on your worksheet; 6 To listen to the message, double click the speaker icon.
(5) Include instructional clips of other worksheets or cell ranges 1 Make sure the camera button appears on the toolbar:
From the main menu, select View > Toolbars > Customize Click the Commands tab Select the Tools category Drag the Camera button onto the toolbar 2 Select the range you want to make i nto an image 3 Click on the Camera button 4 Now go to where you want the image to appear - the cross hair is the is the upper left corner for placement of the image. (6) Include a Purpose Statement, Point of Contact, and Main Menu if you are developing a workbook. ■ Use a modular design - different worksheets for inputs, analysis, and outputs.
Tab 1 - Spreadsheet Design
Tab 1 - Spreadsheet Design
File Properties A good internal control for managing files on your computer TIP ► Have the Properties Dialog Box pop up when you save files for the first time Steps 1 From the main tool bar, select Tools > Options and choose the General tab 2 Click on the Prompt for Workbook Properties TIP ► Insert keywords in the Summary tab to help locate files on your computer. Steps 1 From the main tool bar, select File > Properties > Properties tab 2 Enter Keywords that will help locate this file on your computer TIP ► Make Your Files Read-Only to Protect Files from Accidental Deletion Steps 1 From Windows Explorer, locate the file and right click on the file name 2 Select Properties at the bottom of the pop up box: 3 Check the Read-only attribute box and click Apply
Tab 2 - File Properties
Data Validation: Useful when you have to enter the same data over and over again into a spreadsheet. This "error proofs" the spreadsheet based on the parameters you set for a specific cell range or table. Product Input Range Codes Steps FP-005 XG-004 1 Create a list of valid entries for the cell range HG-009 2 From the main menu, select Data > Validation Settings tab and select select the type of validation validation you want and enter enter the values values LW-010 LW-010 3 Click on the Settings Click on the Input Input Messag Message e tab to show show an instru instructi ction on when when you cursor cursor over over the range range BN-003 BN-003 4 Click FP-005 5 Click on the Error Alert tab to show an error message VS-009 QA-011 You can also validate numberic values: Steps 1 Select the range of cells you want to validate 2 From the main menu, select Data > Validation 3 From the Allow drop down list, select Whole or Decimal 4 From the Data drop down list, select Between 5 In the Minimum box, enter the low range of the validation 6 In the Maximum box, enter the high range of the validation 7 Click OK
Tab 3 - Data Validation
Password Protection: Allows you to restrict access to your file, workbook, cells, graphics, charts, or other attributes. TIP ► Password Protection of Files is better than Password Protection of Work Sheets, Ranges and Cells. Several Utilities are available
for cracking passwords once the file is open. TIP ► Excel 97 has very weak features when it comes to Password Protection. Recommend users upgrade to Excel 2003.
A. Password Protect Your File: Steps 1 From the main menu, select Tools > Options > Security > Password to open:
B. Password Protect Work Sheets: Steps 1 From the main menu, select Tools > Protection > Protect Sheet > Password to unprotect sheet:
C. Allow editing of selected Cells: Steps 1 Select the Cells you want to remain unprotected (the worksheet should already be protected - see B above) 2 From the main menu, select Format > Cells > Protection tab and uncheck the Locked box
Hidden - Prevents any formulas in the cell(s) from being displayed in the Formula bar after the worksheet has been protected. TIP ► It's also a good i dea to highlight the unprotected cells
D. Restrict Cursor Movement: Steps
Follow Steps 1 and 2 in C above EnableSelection by selecting View > Toolbars > Control Toolbox > Properties 4 Change the worksheet properties: EnableSelection 5 Click on the cell labeled: xlNoRestrictions (to the right of EnableSelection) 6 From the drop down list, change this to: xlUnlockedCells xlNoRestrictions: In a protected worksheet, selection is allowed for both locked and unlocked cells. xlUnLockedCells: xlUnLockedCells: In a protected worksheet, selection is allowed for unlocked cells only. xlNoSelection: In a protected worksheet, selection is not allowed for either locked or unlocked cells. E. Hide Work Sheets:
Tab 4 - Password Protection
Steps 1 From the main menu, select Format > Sheet > Hide
F. Password Protect VBA Macro's: Steps 1 Press Alt and F11 to activate the VBA Editor 2 Select your project from the Project Window 3 Select Tools > VBA Project Properties > Protection tab 4 Check the box: Lock project for viewing and enter a password twice 5 Click OK to save the workbook
Excel 2003 Feature Information Rights Management
You can designate who can read, revise, or forward confidential information using the Information Rights Management (IRM) feature. This can be easier than password protection, but you will have to install the IRM component on your network server. Authenticode - Digital Signatures
Microsoft Office 2003 uses Microsoft Authenticode to create a digital signature. A digital signature is used to confirm that the document originated from the signer and no changes have been made. For example, when you run macro's, you can enable only those macro's that are on your list of trusted sources with digital signature certificates. H. Protect Worksheet with a Digital Signature: Steps 1 From the main menu, select Tools > Options > Security 2 Click Digital Signatures and add the signer's Digital Signature NOTE: To create a digital signature, you first must create a digital certificate from a commercial source such as verisign
Tab 4 - Password Protection
Fill Handle and Smart Tag - Auto Fill Options An easy way to copy and paste with or without auto fill or just paste a format (same as the Paint Brush) Fill Handle: The "+" sign that appears in the lower right corner of the cell you have selected.
Smart Tag: A small icon that appears in the lower right corner of the range that you copied to. This is the Auto Fill Options Smart Ta Copy Cells - Copy the cell content as is to the other cell(s) Fill Series - Copy the cell content and auto fill to the other cells in a series Fill Formatting Only - Copy the cell format only to the other cell(s) Fill Without Formatting - Copy the cell content as is, but do not include the format
TIP ► Moving the Fill Handle Up will erase the cell contents Examples: Copy Cells
Fill Series
10
Fill Format
10
10
Fill W/O Format
10
TIP ► Custom Fills - You can setup your own custom fills for a spreadsheet: 1 From the main menu, select Tools > Options > Custom Lists > NEW LIST 2 In the box labeled "List entries" enter all of your entries for your fill list OR select the cells for your list 3 Click Add and Click OK
Evans
Tab 5 - Fill Handle
Paste Special Can be very useful for editing and altering data in a spreadsheet A. Convert Formulas to Values: Steps 1 Highlight the cells you want to convert to values and select Copy 2 Move to the home position where you want to paste 3 Select Paste Special and check Values
Store A 1,050.00 755.00 890.00 1,175.00
Store B Store C 950.00 680.00 250.00 552.00 195.00 265.00 480.00 805.00
Total 2,680.00 1,557.00 1,350.00 2,460.00
B. Convert Text Values into Real Values or positive values to negative values Steps 1 Select an empty cell and enter 1 or -1 2 From the main menu, select Edit Copy for the cell with 1 in it 3 Highlight the text values you need to convert 4 Select Edit Paste Special and select the Multiply option 5 Under Paste, click Values and then click OK
-1
118 122 135 144 174
C. Use Paste Special to Copy a Format: (Very useful for tables and chart formatting differences) Steps 1 Select the cell range / chart / table you want to use as your format 2 Control-C to Copy or from the main menu, select Edit > Copy
Tab 6 - Paste Special
3 Select the cell range / chart / table you want to change in terms of formatting 4 From the main menu, select Edit > Paste Special > Formats
Chart 1 has this format: Comparison of Store Sales 1,400.00
1200
1,200.00
1000
1,000.00
800
800.00 Row 19
600.00 400.00
600 400
200.00
200
0.00 1
2 Store
3
0 1
Tab 6 - Paste Special
Error Checking Used to check formulas for errors. Steps 1 From the main menu, select Tools > Error Checking 2 Error Checking dialog box will appear to show potential errors. If you are re-checking the worksheet again, click Options, click
Reset Ignored Errors and click OK 3 The potential error appears in the formula bar. The text describes the potential error 4 Click on the button on the right side of the dialog box. Depending upon the error, you may elect to Ignore. 5 Continue until errors have been reviewed. 6 Select Tools > Options > Error Checking tab to control what gets checked.
78
99
35
#DIV/0!
TIP ► Quickly trace the formula by inserting the I Bar into the open toolbar view of the formula.
Types of Errors: ##### — Column is not wide enough, or a negative date or time is used Possible Solutions
Widen the column to fit the contents contents Double-click the boundary boundary on the right side of the column heading. heading. Shrink the contents contents to fit the column Select the column, and on the Format Format menu, click Cells. Cells. Change the formatting The contents may may fit with a different different formatting. If dates or times are negative, check your data and formulas.
#VALUE! — The wrong argument or operand is used How to Fix
Use the Trace Error tool to check your arguments, such as cell references, numbers and operands. Click on the cell that contains the #VALUE error On the Forumula Auditing toolbar, click Trace Error
#REF! — The formula contains an invalid cell reference
Tab 7 - Error Checking
Possible Solutions
Change the formulas or restore the cells that reference the formula. Make sure formula links are still valid Verify that macros are referring to valid cells
#NAME? — The formula contains an invalid cell reference Possible Solutions
Misspelled function name or text in formula Make sure formula links are still valid Edit errors in formulas, such as double quote marks, parenthesis, etc.
#DIV/0! — A number is divided by zero (0) Possible Solutions
Check the division in your formula - should not divide by 0 Make sure your formula does not reference a blank cell or a cell that contains 0 Enter a value other than 0 as your divisor
Tab 7 - Error Checking
Track Changes Useful when you need to understand who is making changes to a spreadsheet and why.
Tracking Changes Steps 1 From the main menu, select Tools > Track Changes > Highlight Changes 2 In the Highlight Changes dialog box, select Track changes while editing 3 Select Highlight changes on screen 4 Open the When menu and select All 5 Open the Who menu and select Everyone. This makes your fil e shared. 6 Click OK TIP ► You can track changes with only certain cells by using the Where option. If you leave this option blank, all changes are tracked in the workbook. TIP ► Changed cells have a triangle in the left corner, surrounded by a blue line around the cell. Accepting or Rejecting Changes Steps 1 From the main menu, select Tools > Track Changes > and select Accept or Reject Changes option. 2 In the Dialog Box, select "Not yet reviewed" to see all changes or "Since date" to see changes after a certain day. 3 Click OK 4 In the Accept or Reject Changes dialog box, review the edits to the cell. 5 Select the Reject or Accept button for each edit.
NOTE: Rejecting your changes will erase the change and restore the cell back to the original entry. TIP ► If you want to make changes but not see them on screen (useful if you're making a lot of changes),
don't select the "Highlight changes on screen" option. Select the option later to see the changes you made. TIP ► To review your changes later, select Close in the Accept or Reject Changes dialog box.
$2,050.00
Note: When you track changes, the workbook is now [Shared] and some functions may not work. Remove sharing by unchecking the box from Tools > Share Workbook
Tab 8 - Track Changes
Lookup Functions: Very useful for looking up information from tables and working with worksheets that are split between a master file (permanent type records) and data files (regularly updated records). You can lookup values or text.
1 Start with your Data Table - this will be used as the Array in your Lookup formulas <- - - - - - - - - - - - - - - - - - - - - - - - - - - - array array - - - - - - - - - - - - - - - - - - - - - - - > ID Last Name First Name Age Function Points IF Statement
2306 Evans 1788 Frazier 1568 Johnson 1477 Frazier 1896 McDonald 1962 Bissell 2077 Alexander
Matt John William Charlotte Shelley Carmen Stewart
50 Consultant 43 Manager 56 Executive 35 Administrator 39 Administrator 32 Staff 37 Manager
1,050 Bonus 980 1,175 Bonus 750 610 885 1,305 Bonus
2 Use basic lookup functions in conjunction with your array
=LOOKUP("value or text you want to lookup", range name of the table, column or row index number, FALSE if you want an exact match, TRUE is the default for closet match) Example - Vertical Lookup (most data tables are organized by columns with column headings)
Typi Typica call Acc Accou ount ntin ing g File Files s are are full full of code codes s 1568 1962 1788 2306
Setu Setup p and and use use a Look Lookup up Tabl Table e to make make code codes s mea meani ning ngfu ful: l: Johnson Bissell Frazier Evans
Example - Match (locate the position of a record)
How far down is the record Bissell?
6 Note: Use the vector and not the full array name to avoid getting the #N/A
Example - Index (what value resides in this postion)
What value shows shows up in row 5, column column 4? Administra Administrator tor Note: Use the vector and not the full array name to avoid getting the #N/A
Tab 9 - Lookup Tables
Audit Tool Bar Useful for understanding the sources that feed a dependent cell in your spreadsheet. Steps 1 From the main menu, select Tools > Formula Auditing > Show Formula Audting Toolbar
Precedent
1.15 Precedent: A cell which feeds or drives the formula in question. Dependent: A cell which depends on the formula for its value. Both Precedent Precedent Dependent 1050 1050.0 .00 0 1,15 1,150. 0.00 00 1,26 1,260. 0.00 00 3,97 3,979. 9.00 00 1 Trace Precedents - if the current cell contains a formula, arrows will be drawn leading back to the source cells. 2 Remove precedents arrows
Dependents - arrows will be drawn from the current cell to any other cells that incorporate it into their formulas. 3 Trace Dependents 4 Remove dependents arrows 5 Remove all arrows 6 Trace errors - if the current cell is displaying an error (e.g. #DIV/0!), an arrow will be drawn leading back to the cause of the error. 7 Trace errors - if the current cell is displaying an error (e.g. #DIV/0!), an arrow will be drawn leading back to the cause of the error. 8 Circle invalid data - highlights any cells which fail Data Validation rules that have been defined for the current range 9 Remove circles around data
Tab 10 - Audit Tool Bar
Data Filtering The Data Filter option is very useful for sorting through data with simple drop down menus. Steps 1 Move your cursor over the column heading row. 2 Turn on the Data Filter - From the main menu, select Data > Filter > Auto Filter. Down Arrow Boxes should appear for each column heading. 3 Single column filtering - Click the drop down menu for the column heading 4 Turn Off Filter - Select Data > Filter > Auto Filter to turn off the option and the Drop Arrow Boxes will disappear.
Empl No. Last Name 00035 Bingers 00039 Anderson 00046 Yuller 00048 Daad 00055 Landry 00059 Willis 00063 Morrison 00079 Mackle 00081 Walters 00088 Jenkins 00092 Bissel 00101 Jackson 00106 Keyes 00108 Alden 00111 Bartolla 00115 Sutton 00117 Easton 00128 Gardner 00155 Yen 00158 Ruston 00160 Hollinford 00162 King 00177 McDonald 00188 Lattimer 00206 Leopold 00218 Hills
First Name Alice Carol Joseph Mostaf Martha Paul Donald Jerome Bill Paula Harold Sherry Louis Pam Frank Ralph Russell Jeff Sei Sam Bradley Susan Gerald Mark Karen Terry
Location Charlotte Pittsburgh Columbia Charlotte Columbia Pittsburgh Richmond Pittsburgh Columbia Pittsburgh Charlotte Pittsburgh Richmond Richmond Columbia Charlotte Charlotte Charlotte Columbia Richmond Richmond Richmond Columbia Richmond Charlotte Charlotte
Date of Birth Pay Grade Department 6/28/1947 6 Production 4/6/1950 8 Corporate 3/27/1948 7 Distribution 8/11/1949 7 Production 3/17/1951 7 Production 1/19/1951 6 Corporate 12/2/1953 6 Engineering 7/17/1946 9 Corporate 2/3/1949 6 Accounting 11/8/1951 6 Accounting 9/3/1941 7 Engineering 8/2/1958 8 Administration 12/15/1954 8 Engineering 8/11/1956 6 Administrative 10/4/1967 7 Logistics 1/15/1955 8 Accounting 11/29/1957 8 Engineering 4/19/1960 8 Engineering 10/29/1955 5 Administrative 4/17/1962 5 Distribution 4/3/1964 7 Sales 10/11/1956 8 Logistics 11/13/1960 6 Logistics 6/29/1959 6 Sales 2/27/1962 6 Sales 9/4/1963 6 Logistics
Tab 11 - Data Filtering
00233 Studdlemeyer 00236 Jones 00239 Sellers 00241 Ingle 00262 Kelley
Peter Tammy Jim Motley Janet
Richmond Charlotte Pittsburgh Richmond Columbia
8/16/1977 7/7/1963 5/29/1958 2/20/1969 3/22/1966
4 Distribution 6 Production 7 Marketing 6 Marketing 9 Sales
Filtering using Custom Criteria 1 Click on the drop down menu for the column that you want to customize for filtering and select (Custom . . .) 2 From the Custom AutoFilter dialog box, select your first criteria for filtering and click Or or And 3 From the second operator drop down li st, select the comparison operator.
Filtering Operators:
= > < >= <= <>
Equal to Greater than Less than Greater than or equal to Less than or equal to Not equal to
Wild Cards
* ?
Any Any stri string ng of char charac acte ters rs:: S* S* woul would d fin find d Smi Smith th,, Scu Scull lley ey,, Sul Sull, l, Sal, Sal, Ste Stein inbe berg rger er,, . . Any Any cha chara ract cte er in in thi this s pos posit itio ion n: B? B?t wo would uld fin find d Ba Bat, But, ut, Be Bet, . .
Tab 11 - Data Filtering
Pivot Tables One of the most popular features of Excel for data analysis. Allows you to easily view and understand data in different ways by moving data attributes between sections of the table - simply drag and drop.
Steps 1 List out your data, including the column headings 2 From the main tool bar, select Data > PivotTable and PivotChart Report. Follow the Wizard EXAMPLE
Sales Month September September October October November November November November December December December January January January
Product Sales Year Type 2005 Soap 2005 Paper 2005 Mix 2005 Paper 2005 Mix 2005 Paper 2005 Mix 2005 Mix 2005 Soap 2005 Paper 2005 Mix 2006 Mix 2006 Mix 2006 Soap
Sales Lead Smith Jones Keane Stiles Carlson Jones Stiles Keane Keane Stiles Smith Carlson Jones Keane
Sales Region East East Central North Central East North Central Central North East Central East Central
< - Note: Column Hea Units Sold 1,255 755 2,105 1,005 950 890 1,860 1,330 2,550 1,240 2,250 3,275 1,470 3,025 23,960
To show a table of product type sales by Sales Leads: 3 Drag / Drop the Sales Lead into the left column portion of the Pivot Table Panel 4 Drag / Drop the Product Type into the horizontal top panel section. 5 Drag / Drop the Units Sold into the Data center panel
NOTE: The Pivot Table is showing a "Count" as our data; change to "Sum" by selecting the Field Setting Sales Year Table >
Tab 12 - Pivot Tables
Count of Units Sold Sales Lead Carlson Carlson Jon Kea Smit Stile Grand
TIP ► Pivot tables may insert a blank column and row for future changes. You can hide these blanks by placing your cursor in
the table and right click your mouse, select Hide. TIP ► When you make changes to your source data, don't forget to refresh
!
30 Minute On-Line Introduction to Pivot Tables:
http://office.microsoft.com/training/training.aspx?AssetI http://office.microsoft.co m/training/training.aspx?AssetID=RC010136191 D=RC010136191033 033
Tab 12 - Pivot Tables
ings are in single cells
2005
Tab 12 - Pivot Tables
Product Type Sales Month November Total s e h s otal
Central 1 1 2
3
Tab 12 - Pivot Tables
Importing Data Excel includes certain features, allowing you to import data into the spreadsheet from other applications. EXAMPLE: You have sales data from another system that you produces a text file. You need to analyze the sales data in Microsoft Excel. You can use Excel to Query the data and place it in a set of Cubes, allowing you to analyze the data. Steps
A. Select the Data Source 1 From the main menu, select Data > Import External Data > New Database Query 2 In the Choose Data Source box, click the Database tab, select New Data Source > OK 3 In the Create New Data Source dialog box, type a name for the data source file and select Microsoft Text Driver, click Connect. 4 In the ODBC Text Setup dialog box, clear the Use Current Directory box and click Select Directory. 5 In the Select Database dialog box, locate the folder that contains the data source file. Do NOT select the file, just the FOLDER. 6 Click OK twice and return to Choose Data Source dialog box.
B. Create the Query (pulls in the data) 7 From the Choose Data Source dialog box, select the data source file as created per the previous steps.
Make sure Use the Query Wizard to create / edit queries is selected. Click OK 8 In the Query Wizard - Choose Columns dialog box, select the data source file you want to query.
Move the columns from the Available tables and columns pane to the columns in your query. Click Next in the next two dialog boxes 9 In the Query Wizard - Finish dialog box, select Create an OLAP Cube from this query and click Finish. C. Create the Cube (allows you to analyze the data in different ways) 10 Click Next in the Welcome to the OLAP Cube Wizard dialog box. 11 Select the source fields you want to use, check the box in the Source field column. Also make sure the "Sum" is selected for those fields you want summarized - Summarize by column. Click Next. 12 Move the fields that you want to use in your analysis from the Source fields pane to the Dimensions pane. Click Next. 13 Select Save a cube file containing all data for the cube. Enter the path name and file name. Click Finish. 14 In the Save As dialog box, type a file name that corresponds to the query you have created. Click Save. D. Analyze the Query Definition File - "oqy" file 15 Once the OLAP Cube has been completed, the PivotTable and PivotChart Wizard will appear. You can now create a pivot table report or chart. You can also use Data Analyzer to analyze the Cube file TIP ► Look for this icon to find the "oqy" file:
Tab 13 - OLAP Analysis
SAMPLE SOURCE FILE:
Download the "Sales" file from: www.exinfm.com/vscpa Use this as your source file to practice on how to do what has been described above.
MICROSOFT INSTRUCTIONS:
http://office.microsoft.com/en-us/assistance/HA010127121033.aspx
Tab 13 - OLAP Analysis
Other Tips TIP ► Zooming Only Selected Cells rather than the entire worksheet Steps 1 Select the range of cells you want to appear in the screen 2 From the main menu, select View > Zoom > Fit S election 3 Select 100% or the appropriate % from the Custom option.
TIP ► Displaying Cell Formulas Rather Than Results Steps 1 From the main menu, select Tools > Options > View tab > Window options section and check Formulas
5,609
6.70%
376
$5.60 $2,104.50
TIP ► Line Break Within a Cell - Useful when you have text wrapping within a cell Steps 1 Move your cursor over the cell and select Format > Cells > Alignment > check the Wrap Text 2 Enter your text and hit Alt - Enter where you want the break to occur
North Park
North Park
A more complicated version of this is to split the contents of the cell and insert an angle border within the cell: Month Town
TIP ► Conditional formats applied to color different amounts Steps 1 Determine and enter the values you want to use for triggering the different formats 2 Highlight the range of cells you want to format 3 From the main menu, select Format > Conditional Formatting
Tab 14 - Other Tips
4 For Condition 1, select Cell Value Is and greater than and the value per Step 1 5 Click Format and select Font and from Color, select the color you want to use, click OK 6 Click Add to apply the next condition in formatting, repeat steps 4 and 5.
Jan Feb Mar
Bill $650 $1,100 $960
Jeff $1,350 $1,780 $880
Chris $1,940 $860 $7 $750
Lisa $1,290 $720 $1,190
Barbara $1,305 $2,050 $2,550
Monthly Bonus % + Trip
% only Gift
$2,500 $1,500 $1,000
$2,499 $1,499
TIP ► Change the default worksheets that loads when you create a new workbook - Default is 3 Steps 1 From the main menu, select Tools > Options > General tab 2 Change the number that appears in the Sheets in new workbook box
TIP ► Change the default path where you open and save files Steps 1 From the main menu, select Tools > Options > General tab 2 Type in the desired path in the Default file location box.
Tab 14 - Other Tips
Financial Functions ACCRINT ACCRINTM AMORDEGRC AMORLINC COUPDAYBS COUPDAYS COUPDAYSNC COUPNCD COUPNUM COUP COUPPC PCD D CUMIPMT CUMPRINC DB DDB DISC DOLLARDE DOLLARFR DURATION EFFECT FV FVSCHEDULE INTRATE IPMT IRR ISPMT MDURATION MIRR NOMINAL NPER NPV ODDFPRICE ODDFYIELD ODDLPRICE
Returns the accrued interest for a security that pays periodic interest Returns the accrued interest for a security that pays interest at maturity Returns the depreciation for each accounting period by using a depreciation coefficient Returns the depreciation for each accounting period Returns the number of days from the beginning of the coupon period to the settlement date Returns the number of days in the coupon period that contains the settlement date Returns the number of days from the settlement date to the next coupon date Returns the next coupon date after the settlement date Returns the number of coupons payable between the settlement date and maturity date Retu Return rns s the the prev previo ious us coup coupon on date date befo before re the the sett settle leme ment nt date date Returns the cumulative interest paid between two periods Returns the cumulative principal paid on a loan between two periods Returns the depreciation of an asset for a specified period using the fixed-declining balance method Returns the depreciation of an asset for a specified period using the double-declining balance method Returns the discount rate for a security Converts a dollar price, expressed as a fraction, into a dollar price, expressed as a decimal number Converts a dollar price, expressed as a decimal number, into a dollar price, expressed as a fraction Returns the annual duration of a security with periodic interest payments Returns the effective annual interest rate Returns the future value of an investment Returns the future value of an initial principal after applying a series of compound interest rates Returns the interest rate for a fully invested security Returns the interest payment for an investment for a given period Returns the internal rate of return for a series of cash flows Returns the interest paid during a specific period of an investment Returns the Macauley modified duration for a security with an assumed par value of $100 Returns the internal rate of return where positive and negative cash flows are financed at different rates Returns the annual nominal interest rate Returns the number of periods for an investment Returns the net present value of an investment based on a series of periodic cash flows and a discount rate Returns the price per $100 face value of a security with an odd first period Returns the yield of a security with an odd first period Returns the price per $100 face value of a security with an odd last period
Tab 15 - Financial Functions
ODDLYIELD PMT PPMT PRICE PRICEDISC PRICEMAT PV RATE RECEIVED SLN SYD TBILLEQ TBILLPRICE TBILLYIELD VDB XIRR XNPV YIELD YIELDDISC YIELDMAT
Returns the yield of a security with an odd last period Returns the periodic payment for an annuity Returns the payment on the principal for an investment for a given period Returns the price per $100 face value of a security that pays periodic interest Returns the price per $100 face value of a discounted security Returns the price per $100 face value of a security that pays interest at maturity Returns the present value of an investment Returns the interest rate per period of an annuity Returns the amount received at maturity for a fully invested security Returns the straight-line depreciation of an asset for one period Returns the sum-of-years' digits depreciation of an asset for a specified period Returns the bond-equivalent yield for a Treasury bill Returns the price per $100 face value for a Treasury bill Returns the yield for a Treasury bill Returns the depreciation of an asset for a specified or partial period using a declining balance method Returns the internal rate of return for a schedule of cash flows that is not necessarily periodic Returns the net present value for a schedule of cash flows that is not necessarily periodic Returns the yield on a security that pays periodic interest Returns the annual yield for a discounted security; for example, a Treasury bill Returns the annual yield of a security that pays interest at maturity
Tab 15 - Financial Functions
Key Board Short Cuts Key Strokes
Action Invoked
F2 F5 F7 F11 Shift + F5 Ctrl + A Ctrl + K Ctrl + F6 Ctrl + Page Up Ctrl + Page Down Ctrl + ' Ctrl + Shift + ! Ctrl + Shift + $ Ctrl + Shift + % Ctrl + Space Shift + Space
Edit the Selected Cell Go to the Selected Cell Spell Check the Selected Text Create a Chart Bring up the Search Box Select all worksheet contents Insert a Link Switch between workbooks or windows Move between worksheets in the same Excel File Move between worksheets in the same Excel File Insert the value above into the currently selected cell Format numbers with comma's and two decimal places Format numbers in currency format and two decimal places Format number in percent format Selects the entire column Selects the entire row
Tab 16 - Keyboard Short Cuts
Excel Add-Ins Excel Add-Ins (xla files) provide increased functionality and features. From the main menu, select Tools > Add-Ins Listed below are a few free add-ins: (1) Navigation Tool Bar
Places a navigation tool bar for your workbook into the spreadsheet, allowing you to navigate the workbook with a drop-down tool bar. Download this Add-In from:
http://www.contextures.com/xlTo http://www.co ntextures.com/xlToolbar01.html olbar01.html (2) Popular Add-Ins from Microsoft: • •
Report Manager - Allows you to save reports with your workbook and print the report later. Access Links - Allows updating of the Access Database that is linked to your spreadsheet.
Download these Add-Ins from:
http://office.microsoft.com/en-us/office http://office.microso ft.com/en-us/officeupdate/cd0102 update/cd010225441033.aspx 25441033.aspx (3) Some economic add-ins from University of Texas: • • • •
Estimate - Worksheet for capital budget estimates and cost estimates during a project life cycle Investment Economics - Evaluates investment alternatives using time value concepts Forecasting - Provides several forecasting tools such as moving average, exponential smoothing and regression analysis. Inventory - Calculates the economic lot size of inventories under different scenarios.
Download these Add-Ins from:
http://www.me.utexas.edu/~jen http://www.m e.utexas.edu/~jensen/ORMM/front sen/ORMM/frontpage/jensen.lib/ind page/jensen.lib/index_omie.html ex_omie.html (4) Data Filtering:
http://www.rondebruin.nl/easyfilter.htm
Tab 17 - Excel Add Ins
