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Glenn Butts

NASA Kennedy Space Center

7/20/2007

Drop Down Lists Information Messages Error Messages Protect Formulas

3 5 6 7

8 9 10 11

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Absolute Cell Ref Reveal Formulas Formula Description Rounding Automatic Rounding Conditional Formatting Exporting Data Subtotal Autofilter Conversions IF Functions Custom Functions

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2-5% experts 6-15% novices

Comparable to software code errors @ 5% in thousands of inspections

Study included spreadsheets in use for some time Individuals can find only 50-60% of them

Author finds less errors than others, immediately after creation Finds more errors than others after reviewing a week after creation

Teams increases rate to ~80% Error checking & testing requires ~ 1/3 of the development time

94% of all spreadsheets inspected contain significant errors

Significant = affects final value by 5% or more

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Simple Mistakes

Spelling Incorrect Cell Reference

Most likely when referencing data in both different columns and rows

Logic Errors

Incorrect formula as result of mistake in reasoning Generally more logic errors than simple mistakes

Omissions

Items left out of spreadsheet, that should have been included Most difficult to detect

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The Basics

Formula Bar is for entering Formulas Rows go across Columns go up and down Cells are individual boxes Cells are addressed by column and row. Cell D4 contains Cell

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The Basics

Plus + Minus Times * Divide / Exponent ^ Brackets define order of operation ()

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Helps organize workbooks

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Limit user inputs Protect Formulas Custom Messages Drop down lists

Cell Range Named Range

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Limit user inputs Protect Formulas Custom Messages Drop down lists

Cell Range Named Range

7/20/2007

Limit user inputs Protect Formulas Custom Messages Drop down lists

Cell Range Named Range

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Limit user inputs Protect Formulas Custom Messages Drop down lists

Cell Range Named Range

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VLookup (Vertical Lookup) Great for automating spreadsheets, automatically applying cost escalation indexes, cost factors, etc.

Lookup_value, is the cell value that you want to lookup from your list Table_array, is the address of the list that you want to look in Col_index_num, is the column number that the answer will come from. Range_lookup, is optional, and True requires an Exact match, False does not require an exact match.

HLookup (Horizontal Lookup) Comparable Function

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Named Ranges

Name Box

Individual Cell Group (Cell Range)

Named Range

Spaces not allowed Can be referenced in formulas =Sum(SF_Costs) Found by setting zoom to any percentage lower than 40%.

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13

Cells values can be jointed together with

=A1&A2

=A1& &A2

=CONCATENATE(B6," ",C6," ",," ",A6," ",D6," ",E6, ,F6)

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Values can be separated with formulas. Remove the first value from a cell.

Mary Mary had a little lamb =LEFT(B3,FIND(" ",B3)-1) Mary had a little lamb

Mary had a little lamb lamb Mary had a little lamb =RIGHT(B3,LEN(B3)-FIND("*",SUBSTITUTE(B3," ","*",LEN(B3)-LEN(SUBSTITUTE(B3," ","")))))

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Little known, occasionally very useful Selects all worksheet cells that contain the selected criteria, when selected they can be color coded for easy identification, or selected on a one by one basis.

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Cell references are typically defined as =A1*A2. Works fine unless formula is copied to another location. If this happens the cell references will change unless Absolute Cell References are used.

=$A$1 will always refer to cell A1 regardless were the reference is copied =$A1 will always refer to Column A, but row is allowed to shift =A$1 will always refer to Row 1 but column is allowed to shift

1 2 3 4 5

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Reveal Formulas

Formulas on a worksheet revealed by depressing Ctrl ` Will revert back by depressing Ctrl ` again.

$ 186 Average Value $ 210 Maximum Value $ 150 Minimum Value SF Costs $ 202 $ 190 $ 150 $ 170 $ 195 $ 210

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=SUBTOTAL(1,$A$4:$A$17) =SUBTOTAL(4,$A$4:$A$17) =SUBTOTAL(5,$A$4:$A$17) SF Costs 202 190 150 170 195 210

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Formula Descriptions

=Average(A10:A100)*A1

Gives no indication of what formula does. Descriptions can be added if proper format is used. N function returns value of 0 for any values.

Will not interfere with this calculation.

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=Round(A1,-1)

9,555,455 9,555,460 9,555,455 9,555,500 9,555,455 9,560,000 9,555,455 9,600,000 9,555,455 10,000,000

= INT rounds number down to the nearest integer = EVEN rounds a positive number up & negative numbers down = Roundup rounds number up away from zero = Rounddown rounds number down, toward zero

20

7/20/2007

Automatic Rounding

Estimates can be rounded with the formula Or automatically rounded using Great for Templates =1.5-Log(A2)

Original Value Log Form ula Rounding Form ula

97 978 9,778 97,778 977,778 9,777,778 97,777,778 977,777,778 9,777,777,778 97,777,777,778 977,777,777,778

7/20/2007

=1.5-LOG(A2) =ROUND(A2,B2) -0.487 97 -1.490 980 -2.490 9,800 -3.490 98,000 -4.490 980,000 -5.490 9,800,000 -6.490 98,000,000 -7.490 980,000,000 -8.490 9,800,000,000 -9.490 98,000,000,000 -10.490 980,000,000,000

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Conditional Formatting

Many choices, & up to three conditions can be entered. Can be copied with format painter.

Results

$ $ $ $ $ $

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Exporting Data

Data sometimes does not copy well from Excel. Press Shift button before selecting Edit menu, options change.

$ $ $ 186 210 150 Average Value Maximum Value Minimum Value

SF Costs

202

190

150

Copy Results

170

195

210

7/20/2007

$ 186 Average Value $ 210 Maximum Value $ 150 Minimum Value SF Costs $ 202 $ 190 $ 150 $ 170 $ 195 23 $ 210

$ $ $ S $ $ $ $ $ $ F C

1 2 1 o 2 1 1 1 1 2

8 1 5 s 0 9 5 7 9 1

6 0 0 t s 2 0 0 0 5 0

A v e r a g e V a l u e M a x i m u m V a l u e M i n i m u m V a l u e

Subtotal Function

SF Cost

Function_num

Office Office

Subtotal

Warehouse Warehouse

Total

SF Cos t

Office Office

200 200 Subtotal =SUBTOTAL(9,B22:B23) W arehouse 100 W arehouse 100 Total =SUBTOTAL(9,B19:B23)

1 AVERAGE 2 COUNT 3 COUNTA 4 MAX 5 MIN 6 PRODUCT 7 STDEV 8 STDEVP 9 SUM 10 VAR 11 VARP

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24

AutoFilter

Great for

Finding Info Quick Calculations

$ $ $ $ $ $ 206 210 202 6

Average Value Maximum Value Minimum Value Standard Deviation Description

Space Needed

SF Costs

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Unit Conversion

Weight Mass Distance Time Pressure Force Energy Power Temperature Liquid Measure

26

Must Be Checked

7/20/2007

IF Function

0 Can Be Nested #DIV/0! =IF(F3>1, F3/G3,0) Works on Text or Numbers Can be used to Eliminate #Ref, #Value, or #Div/0

100 100 100 100 200 100 100 ABC ABC ABC ABC DEF ABC ABC

=IF(B16=B17,"",B16)

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Custom Functions

Must Be Medium

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Custom Functions

Insert Module

Double Click Module

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Custom Functions

Write Code

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Custom Functions

Results

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Custom Functions

Function GBSize(Historical_Size, New_Size) As Double

GBSize = 1.010001 * (New_Size / Historical_Size) ^ -0.101

End Function

n o i t c Fun

ple m xa E l a

Economies of Scale $ 175 Cost Per SF 30,000 Historical SF 4,000 New Project SF 123.8% Economies of Scale Factor $ 216.64 Adjusted SF Cost

7/20/2007

32

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