2. Agenda Items
 Lookups
 Anchors
 Pivot Tables
 Advanced Filters
 Scenario Managers
 Hyperlinks
 Conditional Formatting
 Excel Camera
 Macros (quick overview of basics)
 Auditing Tools
 Formulas & Shortcuts

4. Things to Remember
 If you feel like there is a better way to do something, there probably
is. Sometimes, even a click away!
 Know your resources – Even if you don‟t know how to use them
 Microsoft Office Website:
› http://office.microsoft.com/en-us/excel/
 Just because you don‟t see it, it doesn‟t mean its not available.
There are a ton of hidden functions in Excel
 Google formulas, videos on YouTube
 Use your shortcut keys!!
 Don’t get mad, frustrated, upset. Get SKILLS!!

5.  Used to combine multiple spreadsheets or data sets with different
information into one data set. Needs to have at least one matching column
 Great for auditing for missing information
 Can help you find specific information in a large data table, such as an
inventory list or a census
 Can be combined with an “IFERROR” function to hide error fields with no
returned values
 4 required parts
› Lookup Value = The cell that defines what you want to lookup
› Table Array = The range of cells used in the lookup
› Column Index Number = The number of the column in the array whose results you
want to display
› Range Lookup = Whether you want close matches to be displayed. Default is
“TRUE”. “FALSE "only shows exact matches (recommended).
 Vlookup Video Course
Lookup Function
Purpose: creates a search field where you enter a value from
one column and it displays the corresponding value from
another column.

6.  Syntax: =VLOOKUP(Lookup
value,Table_array,Col_index_num,Range_lookup)
 Syntax: =IFERROR(VLOOKUP(Lookup
value,Table_array,Col_index_num,Range_lookup)), “SPACE”)
 The Lookup value has to match in format. Careful of “text”
formatting for number fields, for dashes in SSNs, and date
formatting.
 The Lookup value has to be in column 1 of the array you are
looking up
 HLookups creates a search field where you enter a value from
one row to display the corresponding value from another row.
 Hlookup Syntax: =HLOOKUP(Lookup
value,Table_array,Col_index_num,Range_lookup)
Lookup Function
Purpose: creates a search field where you enter a value from one column and
it displays the corresponding value from another column.

7.  How to do a VLookup
1. Identify where you want the data to appear
2. Identify your corresponding value
3. Create an “ARRAY” of where you want to the
VLookup to search for your data
i. To make an array – highlight the data set you want
and rename the array in upper left corner of the
excel workbook (See example 1)
4. Enter VLookup syntax in the first field you want the
information to appear (See example 2)
Lookup Function
Purpose: creates a search field where you enter a value from one column and
it displays the corresponding value from another column.

8.  Example 1: An “ARRAY” of data
Lookup Function
Purpose: creates a search field where you enter a value from one column and
it displays the corresponding value from another column.
Back

9.  Example 2: VLookup Function
 You can type in the VLookup, or use the Lookup & Reference tab on the “Formulas”
Tab on the Ribbon
 Lookup_Value should be anchored ($) if you need to copy multiple columns so it
references the sample value each time (see Anchors page)
 The Col_Index_Num refers to the column # in your array you are searching, not column
in Excel
 You will need to change the Col_Index_Num if you are copying multiple columns of
data so it references the correct item you want.
 Range _Lookup will be “false” most of the time continued

10.  Example 2: VLookup Function Continued
 VLookup Results:
 VLookup Formulas :
* Remember to hard code your results by
paste + special value (123) button so your formulas
don‟t get messed up

11.  Two Kinds of References
› Relative – a reference that are repeatable or
extendable (automatic)
› Absolute – a reference that refers to the same
cell, column or row
 How to Anchor Formula in Excel
 Insert a "$" sign before the letter and the number of the
cell reference to be anchored. Example: Replace "A1"
with "$A$1"
› „$‟ in front of the „A‟ anchors the column, „$‟ in front of the „1‟
anchors the row. You can use a combination of either.
 Rename the cell the same way you would
an array. This is harder to undo.
Anchoring an Excel Range
Purpose: to continually reference the same cell or range of cells in a formula
Back

12.  Benefits of a Pivot Table
› Quick and easy to set up
› Flexible views of information
› Easy to convert to a PivotChart
› Increases accuracy
 Characteristics of a Pivot Table
› List format
› Column headings
› No blank rows or columns
› Numerical data
› Repeated Information in at least one
column
Pivot Tables
Purpose: Used to summarize data. It can be used to automatically sort, count
and make totals. It can also be used to give the averages of the data.

13.  How to create a pivot table
1. Select data you want to pivot (make sure
there are header rows)
2. On the “Insert Tab” pick – Pivot Table and
designate where you want it
3. Drag the fields you want into whichever
category.
• Play around with it to get it to appear as you
want. You can right click on the fields to
change from „sum‟ to „count‟ or „average‟
Pivot Tables
Purpose: Used to summarize data. It can be used to automatically sort, count
and make totals. It can also be used to give the averages of the data.

15.  Tips & Tricks
 Use the Report Filter if you need data split out by a certain
„division‟
 Insert Slicers if you need to see it summarized even further
 On „Design‟ tab, you can change how data is subtotaled
and how the data looks
 On „Options‟ tab, you can easily convert data into a
PivotChart

16.  Filter Tool
› Allows you to filter by columns
Advanced Filters & Analyzing Data
Purpose: Use an Advanced Filter in Excel to create a list of unique items, or to
extract specific items to a different worksheet.

17.  DSUM, DAVERAGE, DMIN, DCOUNT
 =function(database,field,criteria)
Advanced Filters & Analyzing Data
Purpose: Use an Advanced Filter in Excel to create a list of unique items, or to
extract specific items to a different worksheet.

18.  Data Tab – What-If Analysis- Scenario Manager
Scenario Manager
Purpose: enables you to create and save sets of different input values that
produce different calculated results as named scenarios .

19. Scenario Manager
Purpose: enables you to create and save sets of different input values that
produce different calculated results as named scenarios .

20. Scenario Manager
Purpose: enables you to create and save sets of different input values that
produce different calculated results as named scenarios .
 Tip
› If you “anchor” the fields in your data field,
the changing cells and result cells will be
properly labeled.

21.  Hyperlinking
› You can do this in any Microsoft Office Programs
› You can have objects, pictures, text or basically anything
be a hyperlink
› If you hyperlink to a document on an internal server, it
will not work for anyone who does not have access to the
server
› Insert -> Hyperlink
Hyperlinks
Purpose: Creates a shortcut or jump that opens a document stored on a
network server or on the internet.
.

22.  Apply Conditional Formatting
› Might have to add the icon from the quick access
toolbar
› Able to identify duplicate values, or specific values
› Creates easy to read visualizations of data, used to
identify patterns
Conditional Formatting
Purpose: You can quickly identify variances in a range of values with a quick
glance.

23.  Need to add the option to the ribbon from quick
access toolbar
 How to take a photo
› First make a normal chart.
› Now select the cells surrounding the chart
› Click on camera tool
› Now click any where in the worksheet and excel places a
snapshot of the range
 If you update original data – the photo will
update as well.
 Will not update in different documents or other
Office programs.
Camera
Purpose: Camera tool is your way of creating visual reference in an excel
sheet

24.  What are Macros?
› Macros are recordings of keystrokes and mouse clicks
› Macros can be replayed whenever you want to perform
those steps
› No programming needed
› You perform the steps, Excel records them
 Use Macros when:
› You have tasks you perform often
› Tasks that take a lot of clicks
Macros

25.  Formulas Tab –Display the relationships between formulas
and cells
 Precedent cells are cells that are
referred to by a formula in another cell.
For example, if cell D10 contains the
formula =B5, cell B5 is a precedent to cell
D10.
 Dependent cells contain formulas that
refer to other cells. For example, if cell D10
contains the formula =B5, cell D10 is a
dependent of cell B5.

Auditing Tools