Advanced Excel Program

Introduction

Ref Contents - click to go Session Ref or ex. Columns in most sheets for reference
1 Keyboard shortcuts 0 Reference Reference
2 Cell refs 1 Exercise Tip
3 Merge issues 2 Both What it does
4 Cond 4mat ex 3 Exercise When to use
5 Cond 4mat 3 Reference How useful? 1 is lowest, 5 is highest
6 Table examples 4 Exercise How to
7 Super Tables 4 Reference Common errors/issues
8 Pivot table examples 5 Exercise
9 Pivot tables 5 Reference This is very interactive so please ask questions!

Maybe don't use some tools & functions

everyday, but when you do, it could save hours!
Facilitator - David Benaim Click here to go to introduction
Keyboard shortcuts

Ref Keyboard shortcut What it does How useful? Use in Memory trick & links
1 Keep shift down Select cells/rows together 5 All programs N/A

5 Link with S(save), opposite as you can't undo

2 ctrl + z undo All programs when you save. Also link with Y (Y did I undo?)
Auto fill cells vertically down. Does the same as "dragging down" a cell. 5
3 ctrl + d Very quick to get formula copied down. Excel D for Down, link t Ctrl R.
Auto fill cells horizontally to the right. Does the same as "dragging across" a 5
4 Ctrl + r cell. Excel R for Right, link to Ctrl D
F2 when on cell with displays the formula on the cell. You can change the cell which you are 5
5 formula referring to Excel N/A
5
6 F4 when in a formula makes a cell absolute (if you drag the formula, the cells stays the same Excel Make "F" absolute F-Four
use arrow keys when 5
7 doing formulae. quicker for referring to cells in a formula. Excel N/A
5
8 Ctrl + Page up Goes to previous sheet Excel Think of a sheet as a page. (Linked to page up)
5
9 Ctrl + Page down Goes to next sheet Excel Think of a sheet as a page. (Linked to page up)
10 Alt Access Lazy Toolbar (PC only) 5 MS office "Access Lazy Toolbar" ALT
Windows + left/right 5
11 arrow Shows the window on the right or left half of the screen. All programs Window left, or Window right
12 Windows + up arrow Maximises the window 5 All programs Window up to all
13 ÿ+ arrow right/left Moves screen to one half screen 5 All programs Move window right or left
14 ÿ+ arrow up Maximises screen 5 All programs Move window up
15 Keep ctrl down Select cells/rows one by one 4 All programs N/A
alt + tab (keep alt + 4
16 down) Go to other open programs All programs The icon on tab , seems like "next", or "previous".
17 ctrl + f Find words/numbers on sheet 4 All programs F for FIND
4 S for save. Link with Z undo (the opposite, as you
18 ctrl + s save document MS office can't undo after saving.
select all, press once to select all in a table, then again to select all in the 4
19 ctrl + a sheet. Excel A for all (link with ctrl/shift space for column/row.
20 ctrl + x cut 4 All programs Scissors to cut! Link with Ctrl C, V
21 ctrl + c copy 4 All programs C for copy, link with ctrl X, V
4 Once you cut/copy, you don't want the data to go
22 ctrl + v paste All programs too far so next to both is "v".
Ref Keyboard shortcut What it does How useful? Use in Memory trick & links

Scroll with mouse while 4

23 holding down ctrl zooms in and out All programs N/A
4
24 Ctrl + + (Ctrl + Shift + =) Insert (Cell(s), rows or columns) Excel + for "add"
Delete (Cells, rows or columns). Note this deletes it all, not just the data in 4
25 Ctrl + - the cell) Excel - for "remove"
26 Ctrl + W Closes Window 4 All programs W for Window
27 Ctrl % (Ctrl + Shift + 5) Formats cell in percentages (%) 4 Excel % is percentages
28 Ctrl + ! (Ctrl + Shift + 1) Formats cells with thousands separators to 2 d.p. 4 Excel N/A
4
29 Alt + enter When editing contents in a cell, it goes to a new line & auto wraps the text. Excel A "soft" enter!
30 ctrl + u underline 3 MS office U for Underline, link with ctrl B, I
31 ctrl + b bold 3 MS office B for Bold, link with ctrl U, I
32 ctrl + i italics 3 MS office I for Italic, link with ctrl B, U
3 NO: "No I don't want this sheet!" Link with Ctrl O
33 ctrl + n new document MS office Open. N is first so New.
"enter" instead of whenever you can click "ok", "enter" on the keyboard does the same. "esc" 3
34 clicking OK does the same as cancel. All programs N/A

Ctrl on a cell with a

number, then 3
arrows/click on a lower
35 cell. adds one each time you go down Excel N/A
3 Ctrl enhances things, so ctrl arrow makes it go
36 Ctrl + arrow key Go to the last cell with information in it (left, right, up or down). Excel further!

ctrl + ` (above the "tab"

key in most Show all formulas on the sheet instead of the number. Useful for checking 3 Think... "what comes before the numbers? - the
37 spreadsheets) formulae on spreadsheets. Excel formulas".
3 Space looks the most like a row on the keyboard!
38 Shift + spacebar Selects the entire row Excel Links to Ctrl space
3
39 Ctrl + spacebar Selects the entire column Excel Linked to Shift space, and C in Ctrl is for Column
40 F12 Save As 3 All programs N/A
41 Ctrl + ; Inserts the current date 3 Excel N/A
42 Ctrl + : (Ctrl + Shift + ;) Inserts the current time 3 Excel N/A
43 Ctrl + Alt + V Paste special 3 MS office A special type of Ctrl V
3
44 Alt + down arrow Shows a drop down list whenever there is one. Filter/data validation in Excel All programs N/A
Ref Keyboard shortcut What it does How useful? Use in Memory trick & links
45 Spacebar Select a checkbox when in a filter/drop down list 3 All programs N/A
Find and replace words/numbers on a sheet (you can access this with the 2
46 ctrl + h normal find too). MS office N/A
47 ctrl + p print 2 All programs P for print
48 ctrl + y redo 2 All programs "Y did I undo that?"
2 NO: "No I don't want this sheet!" Link with Ctrl N
49 ctrl + o open document MS office (New), O Open.
50 ctrl + alt + print screen takes screen shot 2 All programs N/A

makes a cell absolute (if you drag the formula, the cells stays the same), 2
51 $ with this, you can restrict only the column and/or only the row Excel N/A
if you want something to appear in a cell without excel formatting it, use 2
52 ' this first. Excel N/A
53 ctrl + 1 opens the formatting box. 2 Excel "the control centre" ctrl 1.
54 ctrl + t or ctrl + l create table 2 Excel T for table
55 Ctrl + Shift + L Like pressing "filter" see other sheet. 2 Excel N/A
56 Page up Goes up one screen at a time 2 All programs Go up one page
57 Page down Goes down one screen at a time - powerful with shift key! 2 All programs Go down one page

58 Ctrl + # (Ctrl + Shift + 3) Formats cells as dates 2 Excel N/A

59 F7 Runs spell check 2 All programs N/A

F9 at the end of a
60 formula when in a cell. Converts a part of a formula into a value (press Esc or undo to get out). 2 Excel N/A
Ctrl + Enter when at end Applies the formula to all cells selected (using relative referencing unless $ 2
61 of a formula is used. Excel N/A

Ctrl + Shift + Enter when 2

62 at end of a formula Makes the formula an "array formula". Special rules apply to array formulas. Excel N/A
63 F4 in normal mode Copies the same formatting which you just applied. 2 MS office N/A
64 Ctrl + Shift + & Applies a full border to the cells 2 Excel N/A
65 Ctrl + Shift + _ Removes all borders 2 Excel N/A
66 Alt + = Adds auto sum 2 Excel N/A
67 Alt + shift + arrow right Groups columns or rows 2 Excel N/A
68 Alt + shift arrow + left Ungroups columns or rows 2 Excel N/A
69 Ctrl + Alt + L Re-applies all filters in a table. 2 Excel N/A
70 Home Go to start of row 2 MS office N/A
71 End Go to last cell in row 2 MS office N/A
Ref Keyboard shortcut What it does How useful? Use in Memory trick & links
72 Ctrl + Home Go to first cell in sheet with data 2 MS office N/A
73 Ctrl + End Go to last cell in sheet with data 2 MS office N/A
74 Ctrl + Home if in cell Go to start of cell data 2 Excel N/A
75 Ctrl + End if in cell Go to end of cell data 2 Excel N/A
ctrl + tab (keep ctrl + 1
76 down) Go to other open docs (within a program) Internet/excel The icon on tab , seems like "next", or "previous".
77 ctrl + g go to cell, named table/cell 1 Excel G for Go to
78 F3 like ctrl g, but puts a named cell in a formula 1 Excel N/A
1
79 "?" in find Find any single character (For example, sm?th finds "smith" and "smyth") All programs N/A
Find any number of characters (For example, *east finds "Northeast" and 1
80 "*" in find "Southeast") All programs N/A
81 Ctrl $ (Ctrl + Shift + 4) Formats cells in $ 1 Excel $ is Dollar
82 Shift F7 Opens thesaurus 1 All programs N/A
83 Ctrl + k Create hyperlink 1 MS office Last letter if hyperlink
84 Ctrl + 0/9 Hide columns/rows (risky) 1 Excel N/A
85 Ctrl + Shift + 0/9 Unhides columns/rows 1 Excel N/A
Facilitator - David Benaim Click here to go to introduction
Cell referencing - exercises

Fill method Drag down Fill w/o format Double

=Hours click
x price Ctrl + D Ctrl + D / Total
=Labour
1. Item costs Formula Design + Build Des / labour per hr. = Hrs x price F4 hrs Clear all Formats

Item Design hours Build hours Labour hours Design hrs % Item price ($) 1 Item price ($) 2 % of design hrs Customer Amount Paid Customer Amount Paid
Table 8 15 23 35% $460 24% Solyna 61 Yes Solyna 61 Yes
Chair 6 12 18 33% 18% Phanet 18 No Phanet 18 No
Bed 6 26 32 19% 18% Solyna 20 Yes Solyna 20 Yes
Mirror 2 9 11 18% 6% Manith 76 Yes Manith 76 Yes
Shelf 11 13 24 46% 33% Manith 35 No Manith 35 No

Total 33 75 108 1.5088109354 460 0 1 CTRL + R

Average 6.6 15 21.6 0.3017621871 460 #DIV/0! 0.2

Price per $20

hour Problem? Use show formulas

2. Profit calcs =Income + costs = Profit / $rate$ =Income/total income

Income as % of
Ref Income (Riel) Costs (Riel) Profit in Riel Profit USD total
101 2,300,000 -2,000,000 300,000 75 11%
102 5,400,000 -5,400,000 0 0 25%
103 3,650,000 -4,600,000 -950,000 -238 17%
104 4,000,000 -2,500,000 1,500,000 375 18%
105 6,500,000 -7,600,000 -1,100,000 -275 30%

Total 21,850,000
Average 4,370,000

Riel to 4,000
USD rate
Facilitator - David Benaim Click here to go to introduction
Merging cells

1. Worst type (Merging in tables)

2. Medium (for multi col headers)

3. OK (text outside of tables)

Facilitator - David Benaim Click here to go to introduction
Conditional formatting

This is one of my favourite tools. It highlights information to you depending on what each cell contains in many ways and has many uses! See the examples below.

1. Data bars & text

Duplicates What is purple? Yes in green Data bars <40 in blue Flast fill

Remember for
Expense Customer Paid later? Amount ($) Rate Given name Combine Family name
Staff salaries Jack Black No 50000 20 JAC Jack buys 50k Black
Rent Jack Black Yes 16000 30 JAC Jack buys 16k Black
Office supplies Ellen De Generes Yes Yes 33000 70 ELL Ellen buys 33k Generes
Printing Julia Roberts Yes Yes 10000 30 JUL Julia buys 10k Roberts
Advertising Julia Roberts Yes 7000 20 JUL Julia buys 70k Roberts
Equipment Julia Roberts No 16000 60 JUL Julia buys 16k Roberts
Raw materials Ellen De GENERES Yes Yes 43000 50 ELL Ellen buys 43k GENERES
Licenses Jack Black No 40000 70 JAC Jack buys 40k Black
Office supplies Steve BULMER Yes 8000 70 STE Steve buys 80k BULMER
Packaging Catherine Zeta Jones Yes 20000 70 CAT Catherine buys 20k Jones

2. Colour scales & autosum

Sales Sales Jan 18 Sales Feb 18 Sales Mar 18 Sales Apr 18 Sales May 18 Sales Jun 18 Total
Siem Reap 1,525 1,925 1,447 1,485 1,303 1,421 9,106
Kampot 985 1,622 1,291 990 669 1,272 6,829
Phnom Penh 629 700 1,246 720 1,086 1,709 6,090
Sihanoukville 875 1,302 940 1,960 1,685 525 7,287
Total 4,014 5,549 4,924 5,155 4,743 4,927 29,312

Column1 Column2 Column3 Column4 Column5

Facilitator - David Benaim Click here to go to introduction
Conditional formatting tipImplementing the rules is very useful, but once we understand how to manage rules it gets even more useful!
Useful
Ref. Tip ↑? When it's useful How to Common errors/issues

Data bar - show bar 1. In the next column after your numbers, link the cells so each cell in both columns show the same
in cell next to numbers. 2. Put in data bars (home-cond. Formatting-data bars). 3. Click on a cell with a bar, go to manage Cell values are in cells but
1 number 4 Provides a neater way of showing the data bars. rules, select data bars and then tick the box which says "show bar only". hidden!

Customise when you want symbols to appear (e.g. Make sure you can
pass/fail rates, above/below target etc.) Excel by default remember where the
Choose limits for takes the highest number, divides by 3 or 4 and splits the 1. After your icon sets are set up, click a cell with the rule, go to cond. Format - manage rules, choose icon limits are, use a "legend"
2 icon sets 4 limits that way. sets, then in the lower box, change "percent" to "values" and type in the values which are your limits. to show this.

Change which rules

are more important E.g. for numbers, you want over 20% in red and 5-20% in Click on a cell with 2 rules, then go to cond. Format, manage rules, click on the one to be your top priority
3 than others 3 yellow. and move it up to the top by clicking on the arrow up button. N/A

Its not always clear if too

Have many rules in Data bars, highlighted cells and icons are all possible in This is the default, but if you want it not to apply, click the cell, then cond. Format - manage rules, and you much is happening in one
4 one cell 2 one cell. can tick the box which says "stop if true" to get only one (or some but not all) rules. cell.

Highlight cells if
they contain
anything at all or Check for errors quickly with a few clicks, get Excel to Go to cond format - "new rule", choose "format only cells that contain", and in the leftmost box change "cell
5 blanks or errors 3 pick up when you have blanks. value" to blanks, errors etc. N/A
Highlight entire
6 rows 2 Clearly show that the data is highlighted. http://www.contextures.com/xlCondFormat02.html N/A but tricky to do

Conditional More advanced, this can be useful at times. ISFORMULAS

formatting based on are good. E.g. =ISFORMULA, =ISTEXT, =ISEVEN etc.
7 formulas 1 N/A
https://support.office.com/en-US/Article/Use-a-formula-to-apply-conditional-formatting-fed60dfa-1d3f-4e13-9ecb-f1951ff89d7f?ui=en-US&rs=en-US&ad=

Use a search box to To quickly search, compared to filter, its easier to change
highlight rows if what you're searching and also to show clearly what you
8 data exists 1 are searching for. Very advanced though. N/A
https://exceljet.net/tips/how-to-build-a-search-box-with-conditional-formatting?utm_source=Exceljet+Newsletter&utm_campaign=26638a02ab-condition

Create a legend for When you want to show others what your icons actually Create rules in new cells like in your table, and make it a clear "legend" section. Note you can "show icon Remember to update if
9 icon sets 2 mean! only" similar to data bars. this needs to change.

10 Clear rules 5 When you don't want your conditional formats anymore! Select cells then click home-cond. Formatting- clear rules and choose from selected cells or sheet. N/A
Facilitator - David Benaim Click here to go to introduction
Super table examples
Colum Ex
n1 Movie Cinema Boys Men Males Girls Women Females vietnam 1 Create super table!
1 X-men Sorya 16 6 22 5.00 0 5.00 2 Clear formats
2 Titanic Sorya 13 7 20 19.00 8 27 3 Create a red table
3 Superman City 7 13 20 11.00 4 15 4 Untick "banded rows"
4 Avatar Aeon 2 17 19 3.00 4 7 5 Scroll down! & see freeze panes.
5 James Bond Aeon 13 6 19 19 4 23 6 Add females column & calculate (Girls + Women)
6 X-men City 8 17 25 16 6 22 7 Add a new row, only 25 boys under 18.
7 James Bond Aeon 18 6 24 15 17 32 8 Add a total row
8 Hobbit Aeon 14 15 29 30 24 54 9 Add column called "Comments"
9 Simpsons Aeon 14 10 24 15 22 37 892 10 Create SUM formula for total girls
10 Star wars City 15 26 41 14 28 42 11 Convert back to range!
11 Hunger games City 21 9 30 4 12 16
12 Star wars Sorya 16 29 45 29 5 34
13 Hobbit Aeon 19 21 40 15 19 34
14 Titanic Aeon 12 21 33 4 19 23
15 Hunger games Sorya 27 15 42 13 20 33
16 Hunger games City 13 4 17 6.00 30 36
17 Avatar Aeon 18 11 29 27.00 16 43
18 Star wars Sorya 19 28 47 5.00 21 26
19 Simpsons City 7 11 18 22.00 33 55
20 Superman Aeon 8 24 32 33.00 21 54
21 X-men Aeon 3 30 33 25.00 20 45

Total 283 283 0.00

Enter Enter Enter Enter Enter Formula Formula Formula Formula Daily cost $35
Training days by country Formula Add countries Daily cost x Thai Laos/Total days Average days
Example instructions
Ref Course Laos Thailand Cambodia Total days Cost for Thailand % in Laos Average Finished 1 Make super table
1 Excel training 8 7 8 23 245 35% 7.67 2 Clear formats
2 Banking 1 1 6 8 35 13% 2.67 3 Choose a colour you like!
3 Banking 1 7 8 16 245 6% 5.33 4 Untick "banded rows"
4 Farming 1 6 5 12 210 8% 4.00 5 Calculate the formula columns (ther formula descriptions are above the columns)
5 Law 4 6 8 18 210 22% 6.00 6 Add a new column after "% in Laos" called "Average"
6 Excel training 5 4 3 12 140 42% 4.00 7 Add a total row
7 Excel training 4 4 6 14 140 29% 4.67 8 Type "Finished" in column after "Average", then undo automatic table expansion.
8 Law 6 1 5 12 35 50% 4.00 200 9 How much is the total days in CAMBODIA (use SUM)
9 Banking 1 4 7 12 140 8% 4.00 10 Convert table back to range
10 Excel training 4 3 7 14 105 29% 4.67
11 Banking 5 5 7 17 175 29% 5.67
12 Farming 4 1 8 13 35 31% 4.33
13 Accounting 3 3 4 10 105 30% 3.33
14 Excel training 2 5 5 12 175 17% 4.00
15 Excel training 3 3 4 10 105 30% 3.33
16 Banking 2 1 3 6 35 33% 2.00
17 Accounting 4 5 6 15 175 27% 5.00
Total 58 66 100 224 2310 438% 74.67

Ref Category Price ($) Over $4

1 Classic 4.50 Over $4
2 Fantasy 4.25 Over $4
3 Sci-fi 3D 3.50 Under $4
4 Heroes 3.25 Under $4 Ref Movie Price Category
5 Mutants 3.00 Under $4 1 X-men 3 Mutants
Err:502 Err:502 Err:502 2 Titanic 2.5 Drama
3 Superman 3.25 Heroes
4 Avatar 3.5 Sci-fi 3D
5 Hobbit 4.25 Fantasy
6 Simpsons 2.25 Cartoon
7 Star wars 4.5 Classic
Expensive movie categories 8 Hunger games 2.5 Futuristic
Err:502
Muta nts
Heroes
Sci -fi 3D
Fantasy
Cl as s ic
0.00 0.50 1.00 1.50 2.00 2.50 3.00 3.50 4.00 4.50 5.00
Price ($)
Facilitator - David Benaim Click here to go to introduction
Super tables
Terminology
Excel calls any unformatted data a "range", this can be over many columns or rows.
Excel can format range as a super - table, although Excel calls this a "table" which has many advantages:

What it does:
Ref Feature Explanation Explanation continued
1 Smart format Makes a table pretty using an Excel pre-set method.
2 Auto-formulas If you enter one formula, it does auto fill automatically.
3 Auto-format Has alternative rows with different formatting.
3 Auto-filter Puts a filter in automatically.
4 Auto-naming Automatically applies named ranges to each column & the table as a whole. This can make it easier for others to understand and is less risky for errors.
5 Auto-total Can automatically give you totals of various types.
6 Auto-grow automatically expands when you write in a new row or a new column. This means no more re-choosing data for VLOOKUPs, Charts, Sumifs, Pivot tables.
7 Auto-freeze Has a feature similar to freeze panes automatically for freezing top rows.

How to use:
Ref Tip How to Common errors/issues
1 Create table Select any cell in your table, then Ctrl T or "insert-table". Headings should be in every column, otherwise Excel marks as "Column1/2" etc.

2 Select data Check the selected range covers your data, and normally tick "My table has headers". See above
3 New ribbon A new "ribbon" appears called "table tools". N/A
4 Choose format Choose your style! On the right of the new ribbon. N/A
This may not be what you want, click the box and choose "undo…" if you prefer. Also it doesn't
5 Formulas Enter a formula in a row calculating using other data in that row, it fills down all the way! always do this, formulas section below explains more.

Extra tips
Ref Tip How to Common errors/issues
Write data in the row below or the column on the right and its automatic! Or you can You may not want this new data in the table, click on the "lightning" box and choose "undo
6 Extend table select columns/rows and "insert" like normal. auto table expansion"
Add a total row as a choice . For each column, choose what type of total you want. "Sum"
7 Total row! and "count" are the most useful. Note SUBTOTAL formula is used! Also the word "total" appears in your first column, which may not be what you want.

To get back to normal mode. In the tables ribbon, click "convert to range". A "range" is
8 Get back! what Excel calls a normal set of data. Advantage is it keeps the format! You may lose the heading names.
Ctrl space: Selects the column portion in the table only, press again to include title, and a
9 Select column third time for whole column in sheet. If you have data after the table (to the right) this will move some but not all the column!
Ctrl A selects the table (without headings), press again to include headings and a third
10 Select all time for the whole sheet. Remember its different!
Click in your table and choose "Banded rows". This table has them, the one above
11 Banded rows doesn't. N/A you can go back if you want.
Not a table feature, but often used with table. Clear formats then choose style. (Home→
12 Remove other formats Clear→ Clear formats. Format your numbers again after this.

Special formula rules

Ref Feature Explanation
When in a formula, you refer a cell in the same row, Excel will mark it as [@column name]
1 Named range & auto-fill.
When you refer to a cell on a different row (even in a group), you see normal references.
2 Normal range (A1 etc.) & no auto-fill.
For more information, visit http://office.microsoft.com/en-gb/excel-help/using-
3 Referencing explained structured-references-with-excel-tables-HA010155686.aspx
Facilitator - David Benaim Click here to go to introduction
Pivot table examples Group, double click, refresh, rearrange a few times, count, % of total
Timesheets
After exercises redo with multiple tables, charts & slicers
Hours
Date Employee worked Project Price per hour Cost Advanced: Add to VALUES twice (one for %), swap rows into columns, group numbers
10-Jul-18 Kong 1 Construction 50 50 Add filter to all Pivot columns, File > Options> Formulas> Until "use GETPIVOTDATA…"
8-Sep-18 Solyna 1 Sports 65 65
18-Aug-18 Vatey 1 Accounting 45 45
21-May-18 James 2 Hospital 35 70
12-Jul-18 Solyna 4 Training 65 260
9-Jul-18 Solyna 2 Construction 65 130
3-Oct-18 Vatey 2 Sports 45 90
20-Aug-18 James 3 Accounting 35 105
1-Aug-18 Kong 3 Training 50 150
13-Oct-18 Vatey 4 Accounting 45 180
4-Jun-18 James 5 Construction 35 175
25-Jul-18 Solyna 5 Construction 65 325
1-May-18 Kong 7 Construction 50 350
24-Jun-18 James 8 Accounting 35 280
19-Jun-18 Kong 8 Training 50 400
24-May-18 James 10 Training 35 350
2-Sep-18 Kong 6 Hospital 50 300
3-Aug-18 Sammy 3 Training 40 120
22-Jun-18 Solyna 8 Hospital 65 520
27-Aug-18 Vatey 10 Sports 45 450

Exercises Ex slicers
1 Select cell B8 in the "table examples" sheet, then go to insert-pivot table. 201 Create Pivot of above with Hours by employee
2 Check the range is the table you want and then in the "where…" section, click existing worksheet, and click on cell H4. Press OK. 202 Analyze→ Insert slicer
3 On the new menu on the right, click on the box next to "project", then "cost", then "employee". Voila! This is normally all you need to know. 203 Tick boxes for Employee & Project→ OK
4 On your new menu on the right, click and hold "employees" in the Row labels onto the column labels. 204 Watch how "Employee" buttons filters & same for project
5 In the "values" box on the bottom right, click the "sum of values", then "value field settings", then change "sum" to "count" and press OK. 205 Copy & paste Pivot table (to right a few columns away)
6 Go back to zero, enter date & hours 206 Change to have cost by month
7 Delete the empty row under the data range, then add this new row into the pivot table group 207 Watch slicers affect both
8 Change the first entry to 30 hours and watch the pivot table not change until you refresh 208 Click in new Pivot→ Analyze→ Insert timeline
209 Click Timeline → Format → Report connections→ Tick both
NOTE: Remember "change source data" and "refresh"! If you update your backing table. 210 Click first Pivot→ Analyze→ Filter connections→ Untick "Employee" slicer
Concert sales 211 Create bar chart from Hours by employee table
212 Create line chart from cost by month table
Female
City Singer Sponsor Sales Date Facebook likes (M) Country spectators Male spectators
Siem Reap Britney Spears Coca Cola 70,000 2-Aug-18 17 Cambodia 55,000 5,000 City Country
Bangkok Britney Spears Coca Cola 65,000 22-Jun-18 12 Thailand 36,000 75,000 Siem reap Cambodia
Phnom Penh Katy Perry Microsoft 70,000 4-Jul-18 9 Cambodia 85,000 46,000 Bangkok Thailand
Kratie Madonna Coca Cola 35,000 25-Aug-18 23 Cambodia 30,000 82,000 Kratie Cambodia
Siem Reap Justin Bieber Apple 40,000 30-Jun-18 18 Cambodia 48,000 37,000 Phnom Penh Cambodia
Bangkok Justin Bieber Microsoft 40,000 16-May-18 13 Thailand 23,000 32,000
Siem Reap Britney Spears Honda 70,000 20-Sep-18 16 Cambodia 38,000 49,000
Phnom Penh Madonna Honda 40,000 10-Aug-18 8 Cambodia 74,000 24,000
Phnom Penh Madonna Facebook 45,000 2-Oct-18 6 Cambodia 47,000 47,000
Kratie Britney Spears Facebook 30,000 15-Jun-18 13 Cambodia 73,000 9,000
Phnom Penh Katy Perry Coca Cola 80,000 17-Aug-18 11 Cambodia 8,000 16,000
Bangkok Justin Bieber Facebook 20,000 18-Jul-18 14 Thailand 60,000 21,000
Bangkok Adele Apple 45,000 20-Oct-18 14 Thailand 70,000 55,000
Siem Reap Adele Microsoft 75,000 3-Sep-18 13 Cambodia 71,000 51,000
Kratie Madonna Honda 45,000 2-Sep-18 24 Cambodia 77,000 10,000

Exercises
Using Pivot tables, find the answers to the questions below. Once you have an answer, go back to zero, and add new items to the Pivot Table.

Ref Question. Category = bold, calculation = underline Answer

11 What was the total facebook likes in July?
12 What were sales of Madonna (singer) in August?
13 Total Female spectators for Phnom Penh (city)?
14 Facebook likes for Coca cola's sponsored Cambodia events?
15 Total spectators (F+M) for Phnom Penh events in August?
16 Which city had the highest number of sales? How much
17 City with most sales for Madonna (singer)? How much
18 City with most sales for Madonna & Honda Sponsor? How much
Facilitator - David Benaim Click here to go to introduction
Pivot table reports

Terminology
A pivot table report is a tool where Excel summarises & analyse details in a long table into a smaller one.
Excel guesses what you are trying to do, so its practical.

How useful?
When you want to summarise data in a neat table. Applies when you have one (or more) columns with data that repeats itself, and others which do not.
This is rated 5/5 in terms of how useful!

How to set up your pivot table

Ref Tip How to Common errors/issues

1 Insert a pivot table
Select any cell in your table, then insert- pivot table (windows). Or data-pivot table-create manual Data must be set out with headings in every
for Macs row/column.
2 Choose data you want
in pivot table
The range must be correct. If you extend the
Check the selected range is what you want, (if not select the top left cell, then hold and drag to the range later on, you'll need to change this in the
whole table. Then then click the location. If on the same sheet, select "existing worksheet", then "options" ribbon, then click change source data
click on the top left place where you want it. Press OK. and select inn the same way.
3 Activate pivot table
Two new "ribbons" appear under "pivot tables" after your other ones and a white box (with Remember to click on the pivot table to get the
pictures. Click on the box to get a new menu on your right hand side ("RHS") side menu.
4 Add rows into pivot
tables Click on the table and use the new menu. Tick the boxes on the top part of the screen which you
want shown to get them on the table. Excel predicts where you want them but you can edit it. This
is in the bottom of the menu. You can unselect anything too by pressing the tick box again. NOTE: Excel doesn't always predict this right so you can
most of the time you're done at this step! change it, see below.
5 Stick values in there!
Sometimes Excel doesn't do it as sums, so see
You want the values in the "values" section, and other amounts mainly in the "row labels" section. below if this is the case.
6 Delete pivot table
Sometimes it says you can't delete. Select a
To delete, select the whole table the normal way then hit delete on your keyboard. wider range then try again.
7 Refresh table
It doesn't update automatically so remember to
Click on the table, then go to new menu & click "refresh" or press Alt F5. do this!
8 Change layout
You can move these around between columns and rows (note two in row labels is quite useful) by
dragging and dropping. You can also drag and drop items above/below to change priority where Re-order the priority by moving them around
they appear. too.

Advanced pivot table tools

Ref Tip How to Common errors/issues How useful?

9 Change design You can change the style in the "design" ribbon half way across the screen. N/A 1
10 Add new data Click on table, then on the new ribbon, choose "change data source" and select data. Remove blanks first. 4

You want the sum function 99% of the time, but

sometimes Excel doesn't realise this. If you click
Change from sum of on the values section you put in then "value field
values to count, average Click on table then on RHS, click on the field in the "Value" box, and go to "Field Value Settings", settings", you can change to Sum or other
11 etc. then change to sum, count, average etc. functions like average, count etc. 3

Group together dates

into months, quarters, Right click on dates on your main pivot table, then choose "group" and select one or more options
12 years etc. which you want. N/A 3

Group together other Select the cells with entries you want to group, then right click and choose group. You now have a N/A - Only use a logical grouping. Very useful for
13 data new field which you can move around through any of the four pivot table boxes. dates and also for numbers. 2
Filter to only see some Drag one set of data into the filter box, then choose what to filter by clicking on the new drop down You can't have a field in filter AND in a
14 items list which appears. row/columns box. 3
Only do this if you have different calculations
15 Put values in twice Drag what you want your values to be AGAIN! Why… see below! otherwise it looks silly. 2

16 Rename headings You can value headings by going to "Value field settings" and editing text in the "custom name" field. N/A 2

Create a second pivot Click anywhere inside the first pivot table and click "insert pivot table". Note if you do it this way, In Excel 2013 this works differently, On your RHS
17 table. when you refresh one, you'll refresh the second (and third/fourth…) one. menu, you can choose "More tables…" 3

Pivot tables do not follow normal Excel rules for autofill. To get back to normal, go to file - options - This is tricky and easily forgotten. Alternatively
Further analysis after formulas and UNKTICK the box which says "Use Getpivotdata functions for PivotTable references". If you can manually link each cell in your first
18 pivot table. you do not, the GETPIVOTDATA formulas come out. They work but do not autofill. column after the pivot table and go from there. 4

Pivot charts are just charts on pivot tables. Easiest way to set this up is to click on the pivot table,
then insert a chart like normal. Go to "Insert Ribbon", then choose your chart type. The main A lot of the time, data from a pivot table looks
difference over a regular chart is that you can filter/unfilter directly in the chart by clicking the down silly and makes more sense in a table. Think
19 Create a Pivot chart arrow next to your heading. about this. 2

I personally avoid using this and go back to Excel

Insert your own Click on the "Pivot table", then in the options ribbon, tools section choose: "Calculated Field" and normal mode to do further analysis, it gets tricky
20 calculation insert your own calculations. otherwise. 1
Show errors as blanks Right click anywhere on your main pivot table, then tick the box which shows: "For error values
21 (in calculated fields) show" and leave blank. N/A 1

22 Sorting pivot tables you can sort using data-sort, or manually using the mouse as it becomes a black box + drag/drop N/A
Custom value filters Create a column directly after the pivot table, then in the new column go to data-filter and filter
23 work around buttons will appear like normal across the rest of the table. This is a workaround so may have glitches.