CONFIDENTIAL

35 E xcel T ips

That Could Save You from Working All Night

Document Date
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This report is solely for the use of client personnel. No part of it may be circulated, uoted, or reproduced for distribution outside the client or!ani"ation #ithout prior #ritten appro$al from %c&insey ' Company. This material #as used by %c&insey ' Company durin! an oral presentation( it is not a complete record of the discussion.

INTRODUCTORY NOTE
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STICKER

What is it: The follo#in! material #as de$eloped for the E0cel trainin! pro!ram. Target audience: 1st year associates and business analysts, althou!h there is
nothin! #ron! doin! this trainin! as #ell #ith E%s and A2s. actually practice.

Duration: 345 hours to #al+ throu!h the e0planations and !i$e e$eryone a chance to Faculty: -ince the seniors sho#ed that they can do and therefore they can e0pect
their team members to do the same.

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3 E!CE" TI#S T$AT COU"D SA%E YOU &RO' WOR(IN) A"" NI)$TSTICKER
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1. -plit #indo#s and free"e panes /. Hide and Unhide command 3. %o$in! around a spreadsheet #ith Ctrl, -hift, and Arro# +eys 5. Name cells*ran!es 6. Sort command 7. To!!lin! amon! relational and absolute references 8. Fill do n and !ill right commands 9. "F function :. #ND and $% functions 1;. SU& and SU&"F functions 11. Su'totals and Totals 1/. SU&(%$DU)T function 13. N(* function 15. )$UNT functions 16. %$UND+ %$UNDU( and %$UNDD$WN functions 17. *,$$-U( and H,$$-U( functions 18. "nsert Function command
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19. (aste Special command 1:. #uditing features /;. .oal See/ add4in /1. Sol0er add4in //. Data ta'les /3. Scenarios add4in /5. (i0ot Tables /6. (rotecting cells and #or+sheets /7. Editing multiple #or+sheets simultaneously /8. )onditional formattin! /9. #uto!ilter command /:. )ustomi1e tool bars 3;. Chan!in! default #or+boo+ 31. .roup and Ungroup your spreadsheet 3/. -#itch off the %icrosoft Actors 33. )lean up te0t 35. -ey'oard shortcuts 36. Final thou!hts
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*+ S#"IT WINDOWS AND &REE,E #ANES

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STICKER

Ahy you need to +no# this

< -plittin! a #indo# allo#s you to #or+ on multiple parts of a

lar!e spreadsheet simultaneously < Free"in! the pane allo#s you to al#ays +eep one part of the spreadsheet =e.!., column or ro# labels> $isible

?o# you use this feature

< Dra! the split hori"ontal and split $ertical icons to the desires
positions < Clic+ on the free"e pane icon from the tool bar to free"e the panes Free"e pane icon -plit screen icons

< -plit the screen so that)

E0ercise

@ The ro# #ith column labels sho#s up in the top pane @ The column #ith store names sho# up in the left pane < Free"e the panes
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-+ $IDE AND UN$IDE CO''AND

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STICKER

Wh. .ou need to kno/ thi0

< Allo#s you hide and unhide particular ro#s or

columns @ -implifies #or+in! #ith the spreadsheet @ 2re$ent certain information from bein! seen

?o# you use this feature

< -elect the ro#=s> or column=s> to be hidden*unhidden < -elect Format : Row : Hide/Unhide or Format :
Column : Hide/Unhide

E0ercise

< ?ide the A$! -ale*Tic+et column

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3+ 'O%IN) AROUND A S#READS$EET WIT$ CTR"1 S$I&T1 AND ARROW STICKER .nit of measures (EYS
Wh. .ou need to kno/ thi0

< -a$e you lots of time < %o$e the first or last cell of a conti!uous data bloc+ #ithout
scrollin!

?o# you use this feature

< Ctrl4Arro# ) %o$e to the first*last data cell in the arro#

direction < Ctrl4-hift4Arro# ) -elects the cells bet#een the current cell and the first*last data cell

E0ercise

< -elect all cells #ith data usin! the Ctrl, -hift, and Arro# +eys

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2+ NA'E CE""S3RAN)ES
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STICKER

Wh. .ou need to kno/ thi0

< Allo#s specific cells or cell ran!es to be referred to by name < Allo#s you to #rite e uations such as B Cuantity,Cost
instead of BDED1/,DCD5

?o# you use this feature

< -elect the cell or cell ran!e < -elect Insert : Name : Define from the menu bar

E0ercise

< Define cells A/)A1/6 as F-e uenceG

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+ SORT CO''AND
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STICKER

Wh. .ou need to kno/ thi0

< Correctly sortin! a series of ro#s or columns #ithout

disassociatin! the data is critical to many modelin! efforts

?o# you use this feature

< To sort by sin!le cate!ory, Hust clic+ into column, NEIEJ

hi!hli!ht column =#ould destroy table inte!rity> < To use multiple criteria, clic+ any cell of data table, select DataK-ort < Data table #ill be selected Can sort by up to 3 cate!ories, use drop lists to select fields, specify A4 L or L4A

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+ SORT CO''AND 8CONTINUED9

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STICKER

?o# you use this feature

< Indicate if ha$e ?eader ro#, #hich #ill not be included in sort < -elect Options to use Custom lists =create first, see belo#>

< Sele4t Tool03O5tion03Cu0tom "i0t0 to 4reate 05e4iali6ed

0ort order01 e+g+ @To 0ort month0 and /eekda.0 a44ording to their 4alendar order in0tead of their al5ha7eti4 order @To rearrange li0t0 in a 05e4ifi4 order 80u4h a0 $igh3'edium3"o/ entrie09 E0ercise

< Create your o#n sortin! list #ith labels as you li+e

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:+ TO))"IN) A'ON) RE"ATIONA" AND A;SO"UTE RE&ERENCES

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STICKER

Wh. .ou need to kno/ thi0

< -a$es you lots of time

?o# you use this feature

< F5 +ey to!!les throu!h the different options

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<+ &I"" DOWN AND &I"" RI)$T CO''ANDS

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STICKER

Wh. .ou need to kno/ thi0

< -a$es you lots of time < Allo#s for copyin! of cell content to conti!uous cells #ith a
sin!le +eystro+e

?o# you use this feature

< -elect the cell #ith the content to be copied and dra! to
select the cells to #hich the content should be copied < Ctrl4J to fill ri!ht < Ctrl4D to fill do#n

CautionMM

< Double4chec+ your formulas for absolute $s. relati$e

referencesMM

E0ercise

< Calculate the total daily sales for each store

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=+ I& &UNCTION
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STICKER

Wh. .ou need to kno/ thi0

< Conditional comparisons are used in $irtually all

spreadsheets < &no#in! ho# to use IF in a nested manner and in combination #ith other functions #ill sa$e hours of time

?o# you use this feature

< IF=Comparison,TrueAction,FalseAction> < IF=Comparison,TrueAction,> BBN Cell sho#s ; if condition is

false < IF=Comparison,TrueAction,GG> BBN Cell sho#s blan+ if condition is false

E0ercise

< Create a F%umbaiG $ariable

@ 1 if the store is in %umbai @ ; if the store is in other places

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>+ AND AND OR &UNCTIONS

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STICKER

Wh. .ou need to kno/ thi0

< .sed #ith the IF function to enable more complicated lo!ical

comparisons

?o# you use this feature

< AND=Comparison 1,Comparison/,Comparison3,K> < OJ=Comparison 1,Comparison/,Comparison3,K>

< Create a $ariable that calculates daily sales per branches

E0ercise only for) @ &FC stores in %umbai #ith si"e lar!er than 6; branches @ All E& stores
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*?+ SU' AND SU'I& &UNCTIONS

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STICKER

Wh. .ou need to kno/ thi0

< -.% is used in $irtually all spreadsheets < -.%IF can sa$e lots of time in most spreadsheets if you
+no# ho# to use the function

?o# you use this feature

< -.%=Jan!e1,Jan!e/,Ialue1,K> < -.%IF=Jan!e,GComparisonG,-umJan!e>

@ If a -umJan!e I- NOT specified, -.%IF sums the cells meetin! the Comparison criteria in the specified Jan!e @ If a -umJan!e I- specified, -.%IF sums the cells in -umJan!e #here the correspondin! cells in Jan!e meets the Comparison criteria < NOTE) The FG si!ns must be used for the Comparison $alue

< Calculate the total store space for stores lar!er than 6;
E0ercise branches < Calculate the total daily sales for all stores lar!er than 6; branches
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**+ SU;TOTA"S AND TOTA"S

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STICKER

Wh. .ou need to kno/ thi0

< Aant to add lines #ith subtotals in your 2'L or balance sheet,
but still need to run the total o$er all numbersO DonPt #ant to !et confused #ith nested subtotals and totals in your spreadsheetO

?o# you use this feature

< Instead of QBsum=ran!e>P add QBsubtotal=:,ran!e>P #here you

need a subtotal or total. < Rou may nest this function as you li+e. E0cel +eeps trac+ of e$erythin!

E0ercise

< Create a simple column #ith $arious numbers < Add $arious subtotals runnin! o$er $arious parts of your
spreadsheet and finally o$er the #hole column

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*-+ SU'#RODUCT &UNCTION

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STICKER

Wh. .ou need to kno/ thi0

< If you need to multiply t#o column and need the sum of the
multiplication, sumproduct comes easy.

?o# you use this feature

< Insert Bsumproduct=ran!e1,ran!e/>

E0ercise

< %ultiply t#o columns or ro#s and !et the sum of it

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*3+ N#% &UNCTION

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STICKER

Wh. .ou need to kno/ thi0

< Of course you can create your o#n discountin! table and then
calculate the N2I of your cash flo# series or Hust use the N2I function

?o# you use this feature

< Insert BN2I=discount rate,cash flo# numbers,...> < The discount rate is in percent < The cash flo# numbers are either an array or indi$idual
numbers in indi$idual cells < Attention) The first cash flo# number is in period 1, e.!. the end of the period. If you ha$e for e0ample an initial in$estment in period ;, Hust type BN2I=K>Speriod ; payment in your calculation

E0ercise

< Create a list of random cash flo#s and calculate the N2I #ith
the N2I function

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*2+ COUNT &UNCTIONS

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STICKER

Wh. .ou need to kno/ thi0

< 2re$ents you from #astin! time countin! items manually or

creatin! dummy $ariables to count such items

?o# you use this feature

< CO.NT=Jan!e1,Jan!e/,Ialue1,...> BBN count the number of

cells containin! numbers < CO.NTA=Jan!e1,Jan!e/,Ialue1,...> BBN count the number of non4empty cells < CO.NTELAN&=Jan!e> BBN count the number of empty cells in the ran!e < CO.NTIF=Jan!e,GCriteriaG> BBN count the number of cells in the Jan!e containin! the Criteria. NOTE) The FG si!ns must be used for the Criteria $alue

E0ercise

< Calculate the number of &FC stores in the dataset

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* + ROUND1 ROUNDU# AND ROUNDDOWN &UNCTIONS

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STICKER

Wh. .ou need to kno/ thi0

< %any situations e0ist #hen you need to ha$e e0act numbers
instead of $arious fractions in your calculations =e.!., there cannot be 637./36 ban+ branches>

?o# you use this feature

< JO.ND=Number,Di!its> BBN Jound the number =or cell> to

the specified number of di!its @ If Di!it B ;, then Number is rounded to nearest inte!er @ If Di!it N ;, then Number is rounded to the specified number of decimal places @ If Di!it T ;, then Number is rounded to the specified number of di!its left of the decimal place < JO.NDDOAN=Number,Di!its> and JO.ND.2=Number,Di!its> #or+ the same #ay as JO.ND, but the direction of roundin! is specified by the function

E0ercise

< Calculate a rounded A$! -ale*Tic+et $ariable, roundin! to the

nearest 1; Aon

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*:+ %"OO(U# AND $"OO(U# &UNCTIONS

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STICKER

Wh. .ou need to kno/ thi0

< Allo#s you to automatically loo+up a particular cell of data

from a lar!er data ran!e. This is especially useful #hen you ha$e @ A lar!e data section that contains information for multiple records some#here on the spreadsheet =e.!., a small database> @ A calculation area some#here else, and you need to refer to some specific data elements for specific records

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*:+ %"OO(U# AND $"OO(U# &UNCTIONS 8CONTINUED9

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STICKER

?o# you use this feature

< ILOO&.2 and ?LOO&.2 allo#s you to find a specific cell of data in
a lar!er data ran!e @ .se ILOO&.2 #hen each ro# contains a separate record and the associated columns contain data for that one record @ .se ?LOO&.2 #hen each column contains a separate record < ILOO&.2=-earchIalue,Jan!e,ColumnNumber,Error> BBN loo+ for a $alue in the ro# specified by -earchIalue and the column specified by ColumnNumber @ -earchIalue indicates the Fmatch +eyG =i.e., find the ro# that contains the -earchIalue in the first column> @ Jan!e specifies the cells containin! the data @ ColumnNumber specifies the column that contains the data element you #ant @ Error determines #hat happens #hen E0cel does not find the e0act -earchIalue you #ant. FAL-E leads E0cel to display a UN*A #hen an e0act match cannot be found. TJ.E leads E0cel to display the ne0t smaller $alue than -earchIalue < ?LOO&.2=-earchIalue,Jan!e,Jo#Number,Error> BBN loo+ for a $alue in the column specified by -earchIalue and the ro# specified by Jo#Number NOTE: The st !olumn of data must "e sorted in as!endin# order when usin# $%OOKU&' and the st row of data must "e sorted if usin# H%OOKU&

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*:+ %"OO(U# AND $"OO(U# &UNCTIONS 8CONTINUED9

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STICKER

< Define a name for the cells containin! the data and use that
Tip name as the Jan!e. Do not include the ro#*column label in the named ran!e because this #ould brea+ the ascendin! sort rule abo$e. < Insert an e0tra ro# abo$e your column label to number the columns

E0ercise

< .se ILOO&.2 to find out ho# many seats are in the &EN
storeO ?o# many passers4by for the storeO

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*:+ %"OO(U# AND $"OO(U# &UNCTIONS 8CONTINUED9

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STICKER

Number the columns to easily chec+ your formulas

Define a name for cells in your data Jan!e

Need to sort in ascendin! order for ILOO&.2 function to #or+ properly

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*<+ INSERT &UNCTION CO''AND

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STICKER

Wh. .ou need to kno/ thi0

< Ahat do you do if you do not +no# #hat functions are

a$ailable or ho# to enter the ar!uments for a functionO

?o# you use this feature

< -elect the cell < -elect Insert : Fun!tion from the menu bar

E0ercise

< Calculate the median daily tic+et count for all the stores

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*=+ #ASTE S#ECIA" CO''AND

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STICKER

Wh. .ou need to kno/ thi0

< -a$es you lots of time

@ Jetypin! formulas @ Con$erts formulas into $alues @ Jeformattin! cells @ Transposin! cells =i.e., con$ert ro#4entered data bloc+s into column4entered ones>

?o# you use this feature

< Copy the cells of interest < 2lace the cursor #here you #ant to past the information < -elect Edit : &aste S(e!ial from the menu bar < -elect the appropriate options from the dialo! bo0 that appears

E0ercise

< Con$ert the Jounded A$! -ale*Tic+et calculations into $alues =i.e.,
!et rid of the formulas> < Copy and paste the entire dataset into a ne# spreadsheet in transposed manner
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*>+ AUDITIN) &EATURES

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STICKER

Wh. .ou need to kno/ thi0

< Cuic+ly find the cells referenced by a formula and*or uic+ly

find #hich cells reference a particular cell of interest

?o# you use this feature

< -elect $iew : Tool"ars : Customi)e from the menu bar.

Chec+ the Auditin! bo0 from the Toolbars tab < Clic+ on the cell of interest < -elect the Trace 2recedents or Trace Dependents icon from the Auditin! Toolbar

E0ercise

< Find the cells that references the Daily Tic+et Count for the
-hopers -top store

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-?+ )OA" SEE( ADD@IN

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STICKER

Wh. .ou need to kno/ thi0

< Easily find #hat one input $ariable needs to be to achie$e

some desired result in a calculation

?o# you use this feature

< -elect the calculated cell < -elect Tools : *oal See+ from the menu bar < Enter the desired resultin! calculation into the FTo IalueG
form in the dialo! that appears < Enter the input cell in the FEy chan!in! cell)G form

E0ercise

< ?o# many additional daily tic+ets #ould the Inorbit store
need to ha$e a total daily sales of /,;;;,;;; AonO

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-*+ SO"%ER ADD@IN

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STICKER

Wh. .ou need to kno/ thi0

< Allo#s you to use linear pro!rammin! to find the optimal

inputs to achie$e some desired calculational result =e.!., ma0imi"e re$enues by increasin! daily tic+ets, increasin! store si"e, a$era!e sale*tic+et, etc. simultaneously> < .se -ol$er instead of Voal -ee+ #hen) @ Rou need to place constraints on the input $ariable =e.!., cannot open a store for more than /5 hours a day> @ %ore than 1 input $ariables are in$ol$ed @ Rou #ant to minimi"e or ma0imi"e the resultin! calculation in addition to Hust settin! the calculation to a predetermined $alue

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-*+ SO"%ER ADD@IN 8CONTINUED9

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STICKER

?o# you use this feature

< -elect the final calculated cell, then select Tools : Sol,er
from the menu bar < -elect #hat you #ant to do from the FE ual toG section =i.e., ma0imi"e, minimi"e, or set to a specific $alue> < Jeference the input cells =note, separate cells by usin! a comma or F)G if cells are conti!uous < If the input $alues ha$e constraints, clic+ on Add to enter the constraints < Clic+ on -ol$e

< Ahat is the ma0imum daily sales per branch for the &FC
E0ercise store if) @ The store can be opened a ma0imum of 19 hours* day, 8 days*#ee+ @ -tore si"e can e0panded up to a ma0imum of 98 branch
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--+ DATA TA;"ES CO''AND

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STICKER

Wh. .ou need to kno/ thi0

< -implest #ay to run sensiti$ity analyses

?o# you use this feature

< Input the $alues you #ant to test for a particular $ariable on separate
ro#s =e.!., A7)A13> < In the cell abo$e and to the ri!ht of the first sensiti$ity $alue, reference the final result of your calculations =e.!., A6 B C3> < -elect the cells containin! the calculation and input $ariables =e.!., A6)E13> < -elect Data : Ta"les from the menu bar < Input the cell referenced by the formula in theFColumn input cellG=e.!., A/>. This e0ample uses in FColumn input cellG because the $alue to test in the sensiti$ity analysis are arran!ed in a sin!le column

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--+ DATA TA;"ES CO''AND 8CONTINUED9

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STICKER

E0ercise

< Ahat daily total sales #ould the &FC store ha$e its daily
tic+et counts ran!ed from 5;; to 7;; each day =in increments of 6;>O

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-3+ SCENARIOS ADD@IN

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STICKER

Wh. .ou need to kno/ thi0 ?o# you use this feature

< RouP$e created a model and need to run $arious scenarios. Then use
the scenario function under the tools menu. &eeps your inputs and outputs from the model nicely to!ether

< Assi!n names to the e0cel cells that act as input parameters for your
model < -tart the scenario function by selectin! Tools : S!enarios from the menu bar. < Clic+ Add to enter your first scenario @ Create a name @ -elect ALL cells that #ill be your input to the model. < Assi!n the desired scenario $alue to each input parameter. < Add more scenarios as needed < Ahen finished clic+ on summary and select scenario summary =the pi$ot table is not so helpful>

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-3+ SCENARIOS ADD@IN 8SI'#"E E!A'#"E9

.nit of measures ObHecti$e) Rou #ant to build a simple model to understand under #hich scenarios Airbus should build the A3WW a ne0t !eneration super lar!e airplane #ith more than 7;; seats

STICKER

-imple model) 2rofit B number of planes sold 0 price 0 mar!in 4 de$elopment cost

-cenarios No. of planes 2rice =million. .-D> %ar!in J'D

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Aorst case /;; 1/; /;X 13 billion .-D

JealisticEest case 36; 6;; 13; 16; /6X 3;X 1/ billion .-D 11 billion .-D
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-2+ #I%OT TA;"ES

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STICKER

Wh. .ou need to kno/ thi0

< %ost po#erful tool to arran!e hu!e amounts of data in a more

structured #ay than pure sortin!. In particular helpful to run uic+ sums, a$era!es, distributions, etc. in combination #ith a structure criteria, e.!. total number and a$era!e sales per store si"e band

?o# you use this feature

< -elect Data) 2i$otTable JeportK

-tep 1) %icrosoft E0cel list

-tep /) -elect the rele$ant data area

< -tep 3) Dra! and drop data elements on

ro# and column =this is your table structure>, the data you #ant to analy"e on the data area < -tep 5) Yust press Finish
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-2+ #I%OT TA;"ES 8CONTINUED9

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STICKER

< Dra# a distribution chart for the number of stores per si"e in
E0ercise branches buc+eted each 1; branch #ide < Arran!e the store distribution by store si"e =each 1; branch> and daily tic+ets =each 1;; tic+ets> and sho# the number of stores per each cate!ory

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- + #ROTECTIN) CE""S AND WOR(S$EETS

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STICKER

Wh. .ou need to kno/ thi0 ?o# you use this feature

< -ometimes you #ant to !i$e your E0cel file to someone else and
pre$ent them from chan!in! the formulas for seein! some hidden cells

< 2rotectin! a spreadsheet or #or+boo+ in$ol$es t#o steps

@ Desi!natin! #hich cells to be loc+ed or hidden @ 2rotectin! the spreadsheet or #or+boo+ < Note se$eral #eird peculiarities) @ The default for all cells in a spreadsheet if LOC&ED. -o if you #ant the recei$er of your #or+sheet to chan!e the content of a cell, unloc+ the cell before protectin! the spreadsheet @ The formulas in a cell can be seen e$en if the spreadsheet is loc+ 44 .NLE-- you hide that cell before protectin! the spreadsheet < To loc+*unloc+ and hide*unhide a cell, select the cell=s> and select Format : Cell. -elect the 2rotection tab #hen the dialo! bo0 appears < To protect*unprotect a spreadsheet, select Tools : &rote!tion : &rote!t Sheet

E0ercise

< 2rotect the dataset spreadsheet

@ Allo# the user to chan!e the data @ Loc+ and hide the formulas you entered
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-:+ EDITIN) 'U"TI#"E WOR(S$EETS SI'U"TANEOUS"Y

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STICKER

Wh. .ou need to kno/ thi0

< A$oid ha$in! to redo your #or+ on multiple spreadsheets in a

sin!le #or+boo+

?o# you use this feature

< -elect the first spreadsheet to be edited < ?old the Ctrl +ey #hile clic+in! on the additional
spreadsheets < Do your editin!

E0ercise

< Try it

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-<+ CONDITIONA" &OR'ATTIN)

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STICKER

Wh. .ou need to kno/ thi0

< -ometimes you #ould to color the output of cells in different

colors, e.!. ne!ati$e numbers in red, positi$e numbers in blac+, or add a frame, etc.

?o# you use this feature

< %ar+ the rele$ant fields and select Format: Conditional

Formattin# < -elect the criteria for the format and adHust the format. Rou can actually chan!e the font, the border and the color < Clic+ on -dd to select additional criteria for the formattin!

E0ercise

< Format a cell to be in red font, #ith blue bac+!round for

ne!ati$e numbers and in bold font #ith thic+ border, if the $alue is abo$e 1;
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-=+ AUTO&I"TER CO''AND

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STICKER

Wh. .ou need to kno/ thi0

< Rou ha$e a hu!e pile of data and uic+ly #ant to find some
specific information, e.!. all sets that meet a criteria or the top 1; items etc.

?o# you use this feature

< Clic+ into your table or better mar+ the data area and select
Data: Filter: -utofilter < .sin! the drop4do#n bo0es per item allo#s you to display only specific filtered information < -electin! multiple matches =up to 3 ma0imum #ith autofilter> you can narro# do#n your search < Or add your o#n criteria for filterin! by clic+in! on the custom criteria

E0ercise

< Find the stores #ho belon! to the top 1;X in terms of a$era!e
sales per tic+et AND the top 1; in terms of store si"e in branch
3:

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->+ CUSTO'I,E TOO" ;ARS

.nit of measures

STICKER

Wh. .ou need to kno/ thi0

< ?o# many icons on the tool bar to you use re!ularlyO < ?o# often do you ha$e to use the menu bar or mouse to do
somethin! you #ish #ere accessible #ith a sin!le clic+O

?o# you use this feature

< -elect Iie# ) Toolbars ) Customi"e < Clic+ on the Commands tab < Dra! items on and off the toolbar as you #ish
OJ < Ji!ht clic+ toolbar area @ -elect Customi"e @ -elect Commands tab in Customi"e dialo! bo0 @ From appropriate menu, find the command for #hich you #ant to add button @ Dra! button to location on toolbar

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->+ CUSTO'I,IN) YOUR TOO";AR 8CONTINUED9

.nit of measures

STICKER

?o# you use this feature

< Other fa$orites ...

< 2aste $alues < -elect $isible cells < -a$e as < -ho# comment =to!!les it> < -et print area < 2a!e setup < %er!e cells < Auto filter

Kor create .our own iconsM

Auto filter off @ sho# all

E0ercise

< %odify your toolbar as desired

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3?+ C$AN)IN) DE&AU"T WOR(;OO(

.nit of measures

STICKER

Wh. .ou need to kno/ thi0

< ?o# often do you use the menu bar to chan!e the normal font
or number formatsO < Rou can create the basic number and font formats you use re!ularly, sa$e it as a template, and ha$e E0cel use that template e$ery time you create a ne# #or+boo+

?o# you use this feature

< Create a #or+boo+ #ith the formattin! you use re!ularly and
sa$e it under the name FEoo+G and Template format < %o$e the FEoo+G template to the /i!rosoft Offi!e : Offi!e : 0lstart folder

E0ercise

< Create your default #or+boo+

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3*+ )ROU#3UN)ROU# #ARTS O& S#READS$EETS

.nit of measures

STICKER

Wh. .ou need to kno/ thi0

< ?o# often #ould you li+e to hide or unhide parts of a comple0
spreadsheetO < If your ans#er is F$ery oftenG. Rou #ill li+e to !roup*un!roup function instead of the hide*unhide command, since you #ill be able to to!!le bet#een hidden or displayed columns or ro#s.

?o# you use this feature

< %ar+ the ro# or column that you #ould li+e to FfoldG, i.e. hide
for the moment. < Clic+ on Data: *rou( and Outline: *rou( < To FfoldG clic+ no# on the FminusG si!n outside of your column or ro# < Rou may also !roup or un!roup hierarchically

Tip

< Vroup some parts in your spreadsheet < Also try to remo$e the !roupin! < .se the t#o Farro#G buttons, #hich you find on the pi$ot table
toolbar =ri!ht clic+ on any toolbar and select 2i$otTable>

E0ercise

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3-+ SWITC$ O&& T$E 'ICROSO&T ACTORS

.nit of measures

STICKER

Wh. .ou need to kno/ thi0

< Also find the %icrosoft Actors more disturbin! than helpfulO < Al#ays poppin! up at the #ron! moment

?o# you use this feature

< E0cel :8

@ -tart the Aindo#s E0plorer @ Vo to the directory 2ro!ram Files) %icrosoft Office) Office) Actors @ Jename the directory FActorsG to FDead ActorsG < E0cel /;;; @ Vo to Tools ) Options ) Edit and s#itch off Z2ro$ide feedbac+ #ith animationF

E0ercise

< Try to eliminate the Actors

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33+ C"EAN U# TE!T

.nit of measures

STICKER

Ahy you need to +no# this

< Often clients ha$e data on their mainframe. The best you can
!et for your 2C is a te0t file dump. This tric+ #ill help you see throu!h the data ZmessF youQ$e recei$ed.

?o# you use this feature

< One ea0. method to 05lit teAt into 0e5arate 4olumn0 i0 the
Data3TeAt to Column Wi6ard @ Sele4t the 4ell0 @ Sele4t Data3TeAt to Column

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33+ C"EAN U# TE!T 8CONTINUED9

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STICKER

?o# you use this feature

< Chec+ that E0cel choose correct settin!, chan!e as needed

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33+ C"EAN U# TE!T 8CONTINUED9

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STICKER

?o# you use this feature

< Ee sure to supply the destination < Clic+ finish

Note

< Ee sure the are enou!h empty columns for your con$ersion at
the destination or E0cel #ill OIEJAJITE the contents of the cells

< -plit data appears in / columns

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32+ (EY;OARD S$ORTCUTS

.nit of measures Formattin! +eys Alt S Q Ctrl S -hift S [ Ctrl S -hift S D Ctrl S -hift S X Ctrl S -hift S M Ctrl S -hift S ' Ctrl S -hift S \ Ctrl S b Ctrl S i Ctrl S u Ctrl S : Ctrl S -hift S : Ctrl S ; Ctrl S -hift S ; Ctrl S 1 Ctrl S 6 -hift S -pace Ctrl S -pace
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STICKER

< Display the style dialo! bo0 < Veneral Num. Format < Currency format < 2ercenta!e format < Comma format < Outline border < Jemo$e borders < Eold < Italic < .nderline < ?ide ro#s < .nhide ro#s < ?ide columns < .nhide columns < Format Dialo! Eo0 < -tri+e Throu!h < -elect the entire ro# < -elect the entire column
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32+ (EY;OARD S$ORTCUTS 8CONTINUED9

.nit of measures Formattin! +eys Ctrl S a Ctrl S 0*c*$ Ctrl S d*r CTJLS-?IFTS, -?IFTS arro# +ey CTJLS-?IFTS arro# +ey -?IFTS?O%E CTJLS-?IFTS?O%E CTJLS-?IFTSEND

STICKER

< -elect the entire #or+sheet < Cut*copy*paste < File cells do#n*ri!ht < -elect the current re!ion around the acti$e cell =the
current re!ion is an area enclosed by blan+ ro#s and blan+ columns> < E0tend the selection by one cell < E0tend the selection to the last nonblan+ cell in the same column or ro# as the acti$e cell < E0tend the selection to the be!innin! of the ro# < E0tend the selection to the be!innin! of the #or+sheet < E0tend the selection to the last cell used on the #or+sheet =lo#er4ri!ht corner>

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32+ (EY;OARD S$ORTCUTS 8CONTINUED9

.nit of measures Aindo#s and Aor+boo+ +eys Ctrl S F5 Alt S F5 Ctrl S F1; Ctrl S F: Ctrl S F6 F7 -hift S F7 Ctrl S F7 Ctrl S Tab -hift S F11 F11 Ctrl S s F1/ Ctrl S o Ctrl S n Alt S F9 Alt S F11

STICKER

< Closes #or+boo+ #indo# < Closes E0cel < %a0imi"es the #or+boo+ < %inimi"es the #or+boo+ < Jestore #indo# si"e < Ne0t pane < 2re$ious pane < Ne0t #indo# < Ne0t #indo# < Inserts a ne# sheet < Create a Cuic+ Chart -heet < -a$es the #or+boo+ < -a$es As < Opens a #or+boo+ < Creates a ne# #or+boo+ < %acros Dialo! Eo0 < Iisual Easic Editor

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32+ (EY;OARD S$ORTCUTS 8CONTINUED9

.nit of measures Aindo#s and Aor+boo+ +eys ALT S TAE CTJL S TAE CTJL S 2a!e .p*2a!e Do#n CTJL S ?ome*End CTJL S arro# +ey

STICKER

< -#itch bet#een applications < -#itch bet#een open E0cel files < Vo to pre$ious*ne0t #or+sheet < Vo to the first*last cell of the #or+sheet < Vo to the ne0t empty cell

Auditin! and Calculation +eys Ctrl S Q = [ > Ctrl S ] Ctrl S -hift S ^ Ctrl S _ Ctrl S -hift S ` F: -hift S F: F/

< To!!le formula display < -elects cells directly referred to by formulas
=2recedent Cells> < -elects directly and indirectly referred to cells < -elects only cells #ith formulas that refer directly to the acti$e cell =Dependent Cells> < -elects all cells #ithin formulas that directly or indirectly refer to the acti$e cells < Calculate all #or+sheets < Calculate #or+sheet < To!!le cell edit mode
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32+ (EY;OARD S$ORTCUTS 8CONTINUED9

.nit of measures Auditin! and Calculation +eys -?IFTSEAC&-2ACE -?IFTS2AVE DOAN -?IFTS2AVE .2 CTJLS-?IFTS-2ACEEAJ CTJLS7 CTJLS8

STICKER

< If multiple cells are selected, select only the acti$e

cell < E0tend the selection do#n one screen < E0tend the selection up one screen < Aith an obHect selected, select all obHects on a sheet < Alternate bet#een hidin! obHects, displayin! obHects, and displayin! placeholders for obHects < -ho# or hide the -tandard toolbar

.seful Number formats ((( U, 'U,UU;.;;\>(='U,UU;.;;> U,UU;\>(=U,UU;>(444(<a

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< ?ides the contents of a cell < Displays numbers in thousands. =e.!., 1,;;;,;;;
displays 1,;;;> < 1;;; B '1,;;;.;; < 41;;; B ='1,;;;.;;> < 1;;; B 1,;;; < 41;;; B =1,;;;>
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32+ (EY;OARD S$ORTCUTS 8CONTINUED9

.nit of measures A-CII Characters < b c d e f g h Ctrl S F3

STICKER

< Alt S ;15: < Alt S ;173 < Alt S ;176 < Alt S ;163 < Alt S ;17: < Alt S ;199 < Alt S ;19: < Alt S ;1:; < Define Name =Jan!e Name>

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3 + &INA" T$OU)$TS
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STICKER

< -tructure, structure, structure. -hould +no# this any#ay,

since youQre ED +eeps tellin! you this e$ery day

< &eep Inputs, 2rocessin! and Outputs on different

#or+sheets of your E0cel file =I2O principle>

< Name uni$ersal $ariables, e.!., AACC instead of DA?/75 < .se color4codin!, but donQt o$erdo it. E0cel is not a
crayon4bo0.

< -a$e cautiously, but fre uently. &eep different $ersions

and bac+up =net#or+, floppy dis+>. AeQ$e seen too many models disappearin! the ni!ht before the pro!ress re$ie#. The 36 E0cel tric+s #onQt help then any more. http)**u+.!roups.yahoo.com*!roup*%an!loreFriends

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