Advanced Excel Skills for Data Analysis

ERIC METELKA, MBA, PRODUCT MANAGER @ POWERREVIEWS
ADVANCED MICROSOFT
EXCEL

AGENDA
‣ INTRODUCTIONS
‣ ANCHORING CELLS
‣ FUNCTIONS FOR SUMMARIZING DATA
‣ SORTING AND FILTERING
‣ USING TEXT AND TIME FUNCTIONS
‣ PIVOT TABLES
‣ CLOSING: RECAP, QUESTIONS

ANCHORING CELLS
ADVANCED MICROSOFT EXCEL

‣ HOLDS A CELL/ROW/COLUMN POSITION FOR FUTURE USE
‣ REPRESENTED BY A ‘$’
‣ EFFICIENT WHEN COPYING FORMULAS
ANCHORING CELLS F4 ⌘ T

ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%

ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
=(C2-B2)/B2

ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
=(C2-$B$2)/$B$2
WANT TO REUSE THIS CELL

ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
=(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2

ANCHORING CELLS
2011 2012 2013 2014
Revenue $10 $12 $15 $20
Growth (2011) 20% 50% 100%
=(C2-$B$2)/$B$2 =(D2-$B$2)/$B$2 =(E2-$B$2)/$B$2

‣ FILL FORMULA RIGHT FROM CELL LEFT
‣ FILL FORMULA DOWN FROM CELL DOWN
‣ MOVE TO EDGE OF DATA REGION
‣ UP
‣ DOWN
‣ LEFT
‣ RIGHT
ANCHORING CELLS - KEYBOARD SHORTCUTS
Ctrl ⌃ R
Ctrl ⌃ D
R
D
Ctrl ⌃ ⬆⬆
Ctrl ⌃ ⬇⬇
Ctrl ⌃ ⬅⬅
Ctrl ⌃ ➡➡

‣ PRACTICE NAVIGATING YOUR WORKSHEET WITHOUT USING ONLY THE KEYBOARD
‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A ROW?
‣ WHAT HAPPENS IF YOU CHANGE THE FORMULA TO ONLY ANCHOR A COLUMN?
CLASS EXERCISE ONE

FUNCTIONS FOR SUMMARIZING
DATA

‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS
COUNTIF AND SUMIF
6
20
5
8 11
4
2
9
12
‣ COUNTIF(CIRCLES, YELLOW) = ?
‣ SUMIF(CIRCLES,BLUE,AMOUNT) = ?

‣ USE TO SUM OR COUNT THE NUMBER OF COMMON ITEMS
COUNTIF AND SUMIF
‣ COUNTIF(CIRCLES, YELLOW) = 5
‣ SUMIF(CIRCLES,BLUE,AMOUNT) = 27
6
20
5
8 11
4
2
9
12

‣ A HIGHER LEVEL OF SUMMARIZING DATA - ALLOWS YOU TO ADD A CONDITION
‣ THINK OF AS SUM WITHIN SUMIF AND COUNT WITHIN COUNTIF
‣ WHEN TO USE: DATA HAS MULTIPLE ATTRIBUTES THAT YOU WANT TO COMPILE IN A SINGLE SUM
COUNTIF AND SUMIF

‣ =COUNTIF(RANGE,CRITERIA)
‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])
COUNTIF AND SUMIF - SYNTAX

‣ =COUNTIF(RANGE,CRITERIA)
‣ =SUMIF(RANGE,CRITERIA,[SUM_RANGE])
‣ SUPER ADVANCED MICROSOFT EXCEL: COUNTIFS AND SUMIFS
COUNTIF AND SUMIF - SYNTAX

‣ “LOOKS UP” THE VALUE ASSOCIATED WITH A ROW IN A TABLE
‣ WHEN TO USE: CREATING A NEW DATA TABLE THAT PICKS AND CHOOSES VALUES FROM ANOTHER TABLE
‣ NOTE: DOES NOT SUMMARIZE, ONLY RETURNS A SINGLE ROW
VLOOKUP

‣ =VLOOKUP(LOOKUP_VALUE,TABLE_ARRAY,COL_INDEX_NUMBER,[RANGE_LOOKUP])
‣ NOTES:
‣ TABLE_ARRAY - THIS IS A RANGE. MAKE SURE TO ANCHOR CELLS!
‣ COL_INDEX_NUMBER - FIRST COLUMN IS 0.
‣ RANGE_LOOKUP - TRUE = APPROXIMATE MATCH. FALSE = EXACT MATCH. ALMOST ALWAYS USE FALSE!
VLOOKUP - SYNTAX

‣ MATCH: RETURNS THE RELATIVE POSITION OF AN ITEM IN AN ARRAY
‣ INDEX: RETURNS THE VALUE AT A CELL INTERSECTION
‣ USE TOGETHER AS AN ALTERNATIVE TO VLOOKUP - MORE FLEXIBLE THAN VLOOKUP BUT ALSO MORE COMPLICATED
INDEX/MATCH

‣ =MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE])
‣ NOTES:
‣ TABLE ARRAY IS A SINGLE COLUMN
‣ MATCH_TYPE IS -1, 0, OR 1
‣ IF 1, FINDS THE LARGEST VALUE <= TO LOOKUP VALUE
‣ IF 0, FINDS THE FIRST EXACT MATCH
‣ IF -1, FINDS THE SMALLEST VALUE >= TO LOOKUP VALUE
MATCH - SYNTAX

‣ =INDEX(ARRAY,ROW_NUM,[COLUMN_NUM])
‣ NOTES:
‣ ARRAY IS A SINGLE COLUMN
‣ ROW_NUM - FIRST COLUMN IS 0.
‣ COLUMN_NUM - OPTIONAL AND USUALLY NOT NECESSARY
INDEX - SYNTAX

‣ =INDEX(ARRAY,MATCH(LOOKUP_VALUE,TABLE_ARRAY,[MATCH_TYPE]))
‣ MATCH ACTS AS THE ROW NUMBER
‣ SAME NUMBER OF ARGUMENTS AS VLOOKUP!
INDEX/MATCH - SYNTAX

‣ USING FUNCTIONS SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED
‣ 1241 SUNDOWN WAY - LOOKUP THE FIRST NAME, LAST NAME, ZIP CODE, AND DEMO GROUP
CLASS EXERCISE TWO

SORTING AND FILTERING

‣ ONE CLICK WILL SORT SMALL TO LARGE OR LARGE TO SMALL
‣ USE CUSTOM SORTING WHEN THE DATA TO BE SORTED IS IN MULTIPLE COLUMNS
‣ USE COLUMN HEADERS SO THAT FIRST DATA POINT IS NOT ‘LOST’ IN THE SORTING
SORTING

‣ HELPFUL TOOL FOR DATA MINING
‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED
‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED
FILTERING

‣ HELPFUL TOOL FOR DATA MINING
‣ LEAVE CHECKBOXES FOR DATA YOU WANT DISPLAYED
‣ WHEN USING DATES, EXCEL CREATES LEVEL OF DATA THAT CAN BE FILTERED
‣ REMOVE DUPLICATES - HIGHLIGHT TABLE AND WILL REMOVE ROWS THAT ARE EXACTLY THE SAME. FOUND IN THE
DATA TAB.
FILTERING

‣ PRACTICE SORTING AND FILTERING NAME DATA
CLASS EXERCISE THREE

TEXT AND TIME FUNCTIONS

‣ LEFT(TEXT,[NUM_CHARS])
‣ SAME FOR RIGHT
‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS THAT BEGIN OR END TEXT IN A CELL
‣ I.E. THE ZIP CODE AT THE END OF AN ADDRESS
LEFT RIGHT

‣ MID(TEXT,START_NUM,NUM_CHARS)
‣ WHEN TO USE - WHEN YOU ONLY WANT CHARACTERS IN THE MIDDLE OF TEXT IN A CELL
MID

‣ TRIM(TEXT)
‣ REMOVE BLANK SPACES AT THE BEGINNING OR END OF A STRING
‣ COMMON PROBLEM WHEN TRANSFERRING DATA FROM ONE
PROGRAM TO ANOTHER
TRIM
FIND
‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM])
‣ HELPFUL WHEN NEEDED DATA IS EMBEDDED WITHIN A COMPLETE
STRING E.G. ZIP CODE WITHIN AN ADDRESS

‣ EXCEL USES DAY AS ITS MEASURE OF TIME
‣ RETURNS A DATE WITH AN INTEGER VALUE AND A TIME AS A DECIMAL VALUE
‣ USE THE NOW FUNCTION TO MEASURE THE DIFFERENCE OF THE CURRENT DATE AND A PREVIOUS DATE
NOW()

‣ DATE(YEAR,MONTH,DAY)
‣ ALLOWS CONVERSION OF DATES SHOWN AS TEXT TO  
NUMBER
DATE
INT
‣ FIND(FIND_TEXT,WITHIN_TEXT,[START_NUM])
‣ REMOVES THE DECIMAL (TIME) PORTION FROM A DATE
DIFFERENCE, LEAVING THE INTEGER (DATE) PORTION

‣ USE NOW FUNCTION TO TRACK HOW MUCH TIME HAS PASSED SINCE NAMES WERE DELIVERED
‣ TRIM ADDRESSES TO SHOW STREET NUMBER AND STREET IN SEPARATE FIELDS
CLASS EXERCISE FOUR

PIVOT TABLES

‣ CREATES A DRAG AND DROP TABLE BASED ON YOUR DATA - LETS YOU QUICKLY ANALYZE MANY ROWS OF DATA AS IF
IT WERE A DATABASE, WITHOUT THE DATABASE.
‣ FOUND ON DATA TAB
‣ SELECT ALL DATA AND PRESS BUTTON
PIVOTTABLES

‣ SPECIFY THE DIMENSION BY WHICH TO SEGMENT IN ROW LABELS
‣ SET WHAT KIND OF COMPUTATION YOU WANT IN THE VALUE FIELD
‣ E.G. AVERAGE, COUNT, SUM, MAXIMUM VALUE
‣ ANALYZE TWO SEGMENTS AGAINST EACH OTHER BY SELECTING A DIMENSION FOR
COLUMN LABELS
‣ FILTER OUT UNWANTED DATA BY PLACING A DIMENSION IN THE REPORT FILTER
PIVOTTABLES

‣ ONCE ALL DATA IS FORMATTED IN A TABLE, IT IS EASY TO CONVERT IT INTO A
VISUAL CHART
‣ USE LINE GRAPHS FOR DATA CHANGING OVER TIME
‣ USE SCATTER PLOTS FOR CORRELATIONS OF TWO SETS OF NUMBERS
‣ USE COLUMN OR BAR FOR HISTOGRAMS
‣ (DON’T USE PIE CHARTS - USE 100% STACKED BAR INSTEAD)
CREATING GRAPHS

‣ USING A PIVOTTABLE, SUMMARIZE NAME DATA BY STATE, DEMO GROUP, AND ITEMS DELIVERED
‣ TURN SUMMARIZED DATA INTO AN APPROPRIATE CHART
CLASS EXERCISE FIVE

‣ ADD DEVELOPER TAB TO RIBBON
‣ MAC - PREFERENCES -> RIBBON
‣ WINDOWS - FILE -> OPTIONS -> CUSTOMIZE RIBBON
‣ ADD TEXT TO SPREADSHEET
‣ IN DEVELOPER TAB, CLICK ‘RECORD MACRO’
‣ GIVE MACRO A NAME - ‘BOLD MACRO’
‣ ADD A SHORTCUT - CTRL + SHIFT + A
‣ CLICK ‘OK’
‣ CHANGE TEXT ON TAB - FONT SIZE TO 18, FONT WEIGHT TO ‘BOLD’
‣ CLICK ‘STOP’
‣ TEST USING THE SHORTCUT
MACROS

CLOSING

‣ FUNCTIONS - COUNTIF, SUMIF, VLOOKUP, INDEX, MATCH, LEFT, RIGHT, MID, LEN, TRIM, FIND, NOW, DATE, INT
‣ KEYBOARD SHORTCUTS - ANCHORING CELLS, NAVIGATING, FILLING FORMULAS
‣ SEARCH & FILTER
‣ CREATE A PIVOTTABLE
RECAP

QUESTIONS?

ERIC METELKA
THANKS!
‣ TWITTER: @ERIC3000

Advanced Excel Skills for Data Analysis

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