tips and tricks
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Essential Excel Tips and Tricks
http://www.adaptiveprocesses.com/
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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.
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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
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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
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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.
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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.
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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.
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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.
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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
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
b. Now Pull Name to Row
and Q10, Q11, Q12 to
Data Area
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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
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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.
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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)
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
c. Now the report will
look like
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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
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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
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
c. Now the results will
have unique records in
Column N
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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
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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.
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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.
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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.
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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.
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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
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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:
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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
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Excel Tips and Tricks
b. Now you see the Drop-down List in Cell C2
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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.
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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
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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
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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
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40
50
60
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90
100
Total Employees Participated in Survey % Covered
Total Employees 52 79 88
Participated in Survey 28 62 71
% Covered 54 78 81
Year 2002 Year 2003 Year 2004
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
b. But you would like to put % Covered as a Line graph rather than bar graph, Right Click on the Data Series (Yellow bar), Choose Chart Type as Line Type and then see how the graph looks now
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
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 88
Participated in Survey 28 62 71
% Covered 54 78 81
Year 2002 Year 2003 Year 2004
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
15. Graph on double axis
a. Now suppose you would like to draw a graph with data in WS5, the graph will look like this
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300
350
400
Year 2000 Year 2001 Year 2002 Year 2003
India's GDP
Growth Rate
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
b. Since growth rate is very small value compared to GDP, it will not be visible. To avoid this problem, you could draw the graph on Double axis so that Range on both sides will be different
Select Data Go to Charting Icon Select Custom Type Choose Line Column on 2 Axis and this is how the graph will look like
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Year 2000 Year 2001 Year 2002 Year 2003
0
1
2
3
4
5
6
7
India's GDP
Growth Rate
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Adaptive Processes Simpler, Faster, Better
Excel Tips and Tricks
16. Changing color of a cell given a condition - Conditional formatting
Now in WS5 sheet, you would like to color cells with Growth Rate greater than 5 as Green and those below 5 as Red color, you can do the same by doing Conditional Formatting.