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  • Adaptive Processes Consulting Pvt. Ltd. An ISO 9001:2000 Certified Company

    www.AdaptiveProcesses.com

    This document is the property of and proprietary to Adaptive Processes Consulting Pvt. Ltd. Contents of this document should not be disclosed to any

    unauthorized person. This document may not, in whole or in part, be reduced, reproduced, stored in a retrieval system, translated, or transmitted in

    any form or by any means, electronic or mechanical.

    Essential Excel Tips and Tricks

    http://www.adaptiveprocesses.com/

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    Retrieving values from tables with a common column

    vLookup

    Suppose you have two excel sheets with some common

    column and some different columns. You can get the value

    for different column using vLookup.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    For example:

    a. In the Test.Xls, in

    WS1 we have Project

    Number and Ratings

    for different

    Questions. In WS2,

    we have Project

    Number and Name.

    So in order to get

    Project Name in WS1,

    you follow the

    following steps

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. In WS1, Insert

    Columns in the

    beginning and copy

    and paste the common

    column (preferably left

    most column) and

    different column from

    WS2 and sort in

    ascending order for

    common column

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    c. In WS1, Use the Formula

    V Lookup in Cell O2 Use

    as follows

    Note: Lookup Value is the common cell reference in

    WS1 (value to be searched) ,

    Table Array is the Values

    you copied from WS2 and

    Index Column Number is

    the number of the column

    from which Value needs to

    be returned and always put

    Range Lookup as False if

    you want an exact match.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    d. You will see the

    value returned

    now and drag it

    down for other

    cell values.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    2. Making formula cell

    values permanent

    e. Now in WS1, if you

    remove Columns

    A&B (as they are

    needed any more),

    you will see that

    Values in Name

    Column has become

    #REF as the formula

    is invalid.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    f. To avoid this

    problem, you can

    make the values

    permanent basically

    remove the formula

    but retain the value by

    doing Paste Special

    and Select Only

    Values after copying

    the column.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    3. Quick Reporting Using Pivot Table

    a. Now suppose you want to find out average project rating for Projects, you can do the

    same by Pivot Table

    Select Data Go to Data Pivot Chart Report Select Next Select Next Choose Layout

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Now Pull Name to Row

    and Q10, Q11, Q12 to

    Data Area

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    c. Now the Data area says

    Sum where as you need

    average, so you Click on

    Sum of Q10 and

    Change it to Average

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    4. Converting Row Data

    in a Pivot Table to

    Column Data

    a. Now if you see the

    Pivot Table Report, you

    will see that Data is

    coming in Rows where

    as you need the data in

    columns.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Select Data and Go to

    Format Report and

    Select a Report that

    looks like Matrix (Table

    1)

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    c. Now the report will

    look like

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    5. Finding Unique Values in a set of values Advanced Filter

    a. Now in WS1, you have some project names but some of them repeat. You are interested to know how many unique names / values are there. This you can do by using Advanced Filter.

    Select the Data Column Go to Data Filter Advanced Filter

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Choose Copy to Other

    Location, Copy to a new

    place (choose a blank

    column), and Check

    Unique Records Only

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    c. Now the results will

    have unique records in

    Column N

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    6. Converting Data in

    Rows to Data in

    Columns Transpose

    a. Now suppose you want

    to put values in Column

    N into other columns

    rather than Rows, do

    the following

    Copy Data Go to a

    blank cell Go to Edit

    Paste Special

    Check Transpose, you

    will see row values in

    columns

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    7. Keeping certain header row constant when you have more than one page data - Freeze Pane

    a. Now you cant see Project 7 and Project 8 column names clearly, and you would like to see the left most column also, then you can do Freeze Pane.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    Select cell B2, Go to Window Freeze Pane. Now you can scroll the Scroll Bar and see columns which were not visible earlier and still see the left most column.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    8. Row / Column groupings

    a. Now there are many Rows for Project 6 and you would like to Group them so that they look like one Record but without hiding or deleting the rows. Select the Rows except the first row in the Project 6 rows

    Go to Data Group and Outline Group.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Now you can click the minus sign on Left Most side of the Worksheet, and the result will be .

    c. Similarly you can group Columns also.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    9. Writing multiple row data in a single cell

    To write multiple rows data in a single cell, Press Alt-Enter after finishing first row data in the cell

    10. Text Wrapping in a cell

    You may have text which does not fit into the width provided in the Column, so select Cells, Go to Format Cells Alignment Wrap Text

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    11. Restricting cell values - Data Validation List of Values

    Now you would like to put your Project Managers to put locations for Projects in WS2 but would like to restrict the values to Locations like Delhi, Bangalore and Pune. This is called Data Validation and you can do that by following steps:

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    a. Choose a cell location till which people are unlikely fill data, for the example purpose, I am doing this in Cell C15, Put the Values to be Chosen in Rows.

    Go to Cell C2, Go to Data Validation Select Allow Value to be List In Source Choose List of Values

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Now you see the Drop-down List in Cell C2

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    12. Modifying header and footer of multiple sheets at same time

    a. Select all the Sheets where you would like to have the same header and footer, Go to View Header and Footer Pick Custom Header / Footer You can pick date, time, File Name, Tab Name from the icons and do necessary formatting.

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    13. Converting Text in a cell to Columns

    a. Sometimes when you extract data from a tool, it may provide you data that will a Comma Separated Value (.csv) file or you copy a report output on Excel, you may have to put data into appropriate columns by converting Text to Columns like Cell A2 in WS4

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    b. Go to Data Text to Columns Choose Delimited (if Separated by any special character or Fixed Width as appropriate) Select Delimiting Character (here it is Comma) and see the result

  • Adaptive Processes Simpler, Faster, Better

    Excel Tips and Tricks

    14. Changing one of the histogram bars to line type

    a. You have drawn a bar graph based on data in WS3, it looks like below

    52

    79

    88

    28

    62

    71

    54

    7881

    0

    10

    20

    30

    40

    50

    60

    70

    80

    90

    100

    Total Employees Participated in Survey % Covered

    Total Employees 52 79