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Excel:
BIG BUNDLE
The Simplest Way to Enter the Rich World of
the Calc Spreadsheet
Strategic Use of the Calc Spreadsheet in

Business Environments.
Data Analysis and Business Modeling
Tips & Tricks:

Over 100 ways to crash with
Calc Spreadsheet
Author
FRANCESCO IANNELLO
www.Ebook777.com
Table of Books
Excel for Everyone: The Simplest Way to Enter the Rich World of the Calc
Spreadsheet
Excel: Strategic Use of the Calc Spreadsheet in Business Environments. Data

Analysis and Business Modeling
Excel: Tips & Tricks - Over 100 ways to crash with Calc Spreadsheet
BONUS BOOKS
LEAN: How to Speed UpYour Business Through the Leading Companies’
Method
Fast Memorization Techniques: Accelerated Learning - Advanced Technique

for Fast Learning
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Excel for Everyone:
The Simplest Way to Enter the Rich
www.Ebook777.com
World of the Calc Spreadsheet
Author
Francesco Iannello
Copyright 2016 by Franky | studio - All rights reserved.
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Introduction
I want to thank you and congratulate you for downloading Excel for Everyone:
The Simplest Way to Enter the Rich World of the Calc Spreadsheet. Microsoft
Excel is one of the most commonly neglected programs that nearly everyone
owns or has access to. By purchasing this book, you are now on your way to
saving time and energy by easily completing a wide variety of common tasks
with the help of this ubiquitous program. As you begin to work with Excel
regularly there are a number of actions and required steps that may seem
strange or even arcane at first. It is important to persevere, however, as proper
Excel use is a skill, which means that like any other skill the only way to
improve is to practice as frequently and repeatedly as possible.
This book contains proven steps and strategies designed to ensure you get the
most out of every interaction you have with Excel. Inside you will learn the
basic purposes of the program and how it can help you be more effective in a
number of different ways. From there you will learn about the primary ways to
interact with Excel, how to sort and filter complex data, how to use formulas
and functions effectively, how to print and create graphs and how to understand
common error messages and how to avoid them.
Thanks again for downloading this book, I hope you enjoy it!
Chapter 1: Understanding Excel
Once you understand what is required, using Excel can provide you a wide
variety of options when it comes to working with data in a multitude of forms.
One of the primary ways to use Excel is most often associated with the
financial sector and allows the user to create their own formulas and then use
them to calculate everything from an annual report to a simple sales forecast. It
can also be used for a variety of tracking and organizational purposes such as
creating status reports, contact lists, invoicing and nearly anything else you
could ever need. It can also come in handy when it comes to dealing with large
sets of complex numbers which may require charting, graphing or statistical
analysis.
Excel groups related data into workbooks with each workbook then containing
numerous worksheets dedicated to specific tasks and functions. Each
workbook and worksheet is completely customizable and can be interacted
with and manipulated in a number of ways. Data is stored in a mixture of
vertical and horizontal rows with each row and column then being broken
down even further into individual cells. Get used to the cells, they are the
primary method of interacting with the spreadsheet. Each cell can store either
letters or numbers but it is best to generally stick with one or the other as many
sorting functions can only search for one type of character at a time.
Each cell can then be attached to additional cells through the use of what are
known as formulas. Formulas can be created on the fly or users have the option
of applying numerous formulas that come premade. Preprogrammed formulas
include things like finding the standard deviation, common mathematical
formulas and even calculate interest payments. Each cell also has the ability to
use a formula and then display the results based on a variety of criteria. Cells
can also be colored uniquely as well as given unique fonts, borders and more.
When it comes to creating charts and graphs, Excel offers up many more
options than a simple word processing program can. Excel can translate data
into a wide variety of form from a diverse multipoint pivot chart to the classic
pie chart, if you know where to look, Excel does it all.
This also makes Excel a natural choice when you are looking to identify trends
in what may otherwise seem like meaningless data. It also makes a numerous
additional variables much easier to view on the fly. The easy ability you will
have when it comes to manipulating variables will make predicting future
patterns easier than you ever thought possible.
This is in part because of the way that you can use Excel to bring disparate
points of data together through the use of workbooks and interconnected
worksheets. Essentially, what it all boils down to is that if you are not
regularly using a spreadsheet to make your life easier, you are working harder,
not smarter.
Chapter 2: Primary Interactions with the Excel
When you first start up Excel, you most likely opened up a new worksheet.
This new worksheet automatically spawns a new workbook and two additional
worksheets for you to switch between, specifics for worksheet management
will be discussed later. On the new worksheet screen you will notice that the
columns are labeled A, B, C etc. while the rows are labeled 1, 2, 3, 4, etc.
Combing the two for a specific cell gives that cell its unique cell reference.
Cell references can then be used to indicate to other cells that they need to
refer back to the cell with that specific reference. This is what is known as a
formula and a basic example is written thusly: =B4+A9
A cell’s individual reference is always listed in what is known as the Name

Box when that cell is selected. The name box can be found in the top left of the
screen, directly below the Home Tab. To the immediate right of the name box
is what is known as the Formula Bar. If the selected cell contains information,
it will be displayed in the formula bar.
Interacting with cells

Choosing cells
You can select individual cells by left clicking on them with your mouse
or by using the arrow keys.
If you push the ENTER key the cell directly beneath the cell which is
currently selected will become selected. This can be changed by
selecting the File tab, then choosing Options and Advanced Options.
From there, choose Edit and then the option labeled Enter Move
Selection, this will let you determine what direction the selection cursor
will move when ENTER is pressed.
Pressing the TAB key will select the cell to the right of the cell which is
currently selected.
If you wish to select an entirety of a column or row, left click on the row
or column in question.
If you wish to select a group of cells that are next to one another, left
click on the first cell you wish to select and drag the cursor to the final
cell you wish to select. The selected cells will be shown in black.
If you wish to select a group of cells that are not next to one another, left
click on the first cell you wish to select while at the same time holding
down the CTRL key, click on each cell you wish to select while
continuing to hold down the CTRL key.
If you wish to select the entirety of the current worksheet, click on the
space between the label for A and the label for 1.
Adding information to cells
Information can be added to any cell by simply left clicking on it and
then entering the required data.
You can edit the data in any cell by first selecting the cell and then
editing the information in the formula bar. Clicking on a different cell or
pressing the ENTER key will save the changes.
If you wish to edit the information in a given cell in the cell directly,
simply double click the left mouse button to show the entirety of the
data. This can also be accomplished by left clicking once and then
pressing the F2 key.
Copying information between cells
If you wish to copy the data from a cell to the cell or cells below it,
simply select the cell with the required data as well as the cell below it
and press the CTRL key in conjunction with the D key.
If you wish to copy the data from a cell to the cell or cells to the left of it
simply select the cell with the required data as well as the cell or cells
to the left of it and pressing the CTRL key in conjunction with the R key.
In addition to these handy time savers, the information in any cell can be
added to any other cell with the use of what is known as the Fill Handle.
Start by selecting the cell with the data to be copied before moving your
cursor to the lower right corner of the cell until the cursor changes
shape. Now simply select the cell or cells that the data should be copied
to.
If the data to be copied is either one in a series, a unit of time or a date
the fill option will include the next logical part of the sequence in each
subsequent cell. For example, using the fill option on a cell filled with
Monday would make the next box Tuesday, then Wednesday etc.
To copy a cell and all of its data completely, select the cell in question
before right-clicking on it and selecting the copy option. The cut option
and the paste option will also work as expected.
Adding a date or time to a cell
Start by selecting the cell you wish to add data to
To include a specific date, add the date to the cell as either 1/2/33 or 1-
Feb-1933.
To enter a specific time in the second half of the day write it as 1:00 p
as Excel assumes times all times are A.M. unless told otherwise.
The current time and date can be added to any cell by pressing the
SHIFT key in conjunction with the CTRL key and the SEMICOLON key.
To make a specific cell always display the current time add NOW to it
and press enter.
To make a specific cell always display the current date type TODAY
and press enter.
To determine the default way the time and date are determined press the
SHIFT key in conjunction with the CTRL key and the 2 key to bring up
the Regional and Languages menu and select the settings you prefer.
Set cells to always modify entered data

Select the File tab and the Options menu before choosing the Advanced
option.
The Editing option will allow you to determine how many decimal
points are shown per cell.
The Places option determines the number of places that are shown, a
positive number indicates more places, a negative number indicates
fewer places. For example, if you entered a 2 into the places box, typing
the number 124 would result in 1.24 being displayed.
Enter numbers in cells in sequence

Start by adding a number to the first cell in the eventual range.
Add the second number into the next cell in the sequence.
Select both cells before choosing the fill handle option and dragging the
handle to cover the number of cells that will encompass the sequence.
Release the mouse and the cells should populate automatically.
Add columns and rows

Columns and rows can be added to a worksheet by right clicking on the
letter or number to the right or below of where you want the new column
or row to be. New columns are always created to the left of the original
and new rows are always created above the original. After adding one,
more can be added by simply pressing the F4 key.
Columns and rows can be deleted from a worksheet by right clicking on
the letter or number of the column or row and selecting the delete
option. Multiple columns and rows can be deleted by selecting the first
and then dragging the cursor to the last. Multiple individual columns or
rows can be deleted be holding down the CTRL key before clicking the
delete option.
If you wish to ensure a particular column or row is always visible, even
when moving to other parts of a workbook, activate what is known as
the Freezing feature. Start by selecting the column or row to the right of
the column or below the row you wish to freeze. Choose the View tab
and select the Freeze Pane option. You can unfreeze things the same
way. This option will also let you freeze the first row or column
currently visible without having to select it first.
Columns and rows can be resized manually by clicking and dragging
individual column labels as needed.
To manually make a column or row the size of the largest cell of data in
the row or column simply left click twice on the right side of the column
or row header.
Formatting cells
Keep in mind that in instances where formatting of cells changes the visible
value of what is displayed in the cell, the true value will be used for formula
references. To access the formatting options for a cell or set of cells, select
them and then right click and choose the Format Cells option.
The number tab: When you open the Format Cells option you will be greeted
with the Numbers Tab which provides you with the opportunity to change how
numbers in cells are displayed. You can alter how written numbers are
displayed, the number of decimal places shown, how fractions are displayed,
how percentages are displayed, how time and dates are displayed, how
currency is displayed as well as how monetary units are displayed.
Be aware, formatting a cell for a specific type of numerical data will ensure
that any other type of information entered into that cell will not be allowed or
will be deleted once it has been entered. If you find you are unable to enter
data into a cell, choose the format cell option and reset the cell to the default
General option, you will need to reenter the data in question.
Alignment: The alignment tab under the Format Cell option is used to
determine how the cell will reflect data that is entered. There are specific
options to determine the orientation of text as well as its direction, indention
and text wrapping options. You will also find the option to shrink text so it is
completely visible in the specified cell. Finally, you will find the option to
merge a group of cells so that all of the selected cells are considered a single
cell. The option to unmerge cells can be found in the same place.
Font: The Font Tab contains the same options commonly found in word
processing programs. You will have the option to modify the font used in the
selected cell, change the style, size and color. If you are interested in adding
additional effects to the data in the cells, those options are also available.
Border: The border tab provides you with the opportunity to visually
differentiate individual cells with a wide variety of colors, the result will
outline the selected cell or cells. The Style option will determine what the
resulting border will look like, and the Color option will set the color. The
remaining options are dedicated to determining which parts of the border are
visible. It is important to always select the options on the left before choosing
the specifics on the right.
Fill: The Fill Tab provides you with several opportunities in regards to
choosing the background color of the selected cell or cells. Numerous pattern
styles are also available as are additional options regarding multiple colors
and shading options.
Protection: The final tab relates to protection and determines if specific cells
are locked or are not visible to formulas. Individual cell options will not
activate until protection for the worksheet has been turned on.
Worksheets
Working with multiple spreadsheets
The option to switch between spreadsheets can be found at the bottom of
the spreadsheet where it says Sheet 1.
Additional sheets can be added by simply pressing the plus button next
to the Sheet 1 button.
Right clicking on Sheet 1 will bring up a list of options including
renaming it, inserting new sheets (added to the left of the current
worksheet) and deleting the worksheet.
Worksheets can be repositioned in the same workbook by simply left
clicking on the sheet you wish to move and dragging it to the desired
location.
Right clicking on a worksheet and selecting the move or copy option
will allow you to then paste it into a different workbook. The resulting
menu will allow you to choose all the specifics regarding which book it
will be moved to and where in the order it will be placed.
Right clicking on your desired worksheet will also provide you with the
opportunity to lock a spreadsheet. Choose this option if you wish to
close the specific worksheet to modification by others. You will be
offered the opportunity to create a password when you select this
option.
Editing multiple worksheets at once
To edit multiple worksheets at once, start by selecting one of the
worksheets using the tabs at the bottom of the screen.
After selecting the first sheet, hold down the CTRL key before selecting
additional sheet.
Right clicking will then bring up all the options which are available to
multiple sheets at once.
Entering data on multiple worksheets simultaneously

Start by selecting the first worksheet you want to add the data to,
followed by the desired cell.
Click and drag to include additional cells on the same worksheet.
Hold down the CTRL key and select the next worksheet and then click a
desired cell and drag.
Select the first cell to enter the data into and enter the data.
Pressing the tab key should copy the data to the next cell. Continue as
needed
Saving
Workbooks can be saved in a wide variety of file formats depending on
several specific needs. If you find yourself in need of changing how a specific
workbook is saved, start by choosing the Save As option found underneath the
File tab. This will allow you to change the name of the original file so that the
change doesn’t affect it as well. The Save As Type option will provide you
with a list of available extensions such as ODS, EXPS, PDF, XLA, XLAM,
SLX, DIF, PRN, CSV, TXT, XLT, XLTM, XLTX, HTML, HTM, MHTML,
MHT, XLM, XLS, XLSB, XLSM and XLSX.
Chapter 3: Sorting and Filtering Data
Sorting
Excel has a series of controls in place which will help to accurately determine
when specific ranges of cells are related to one another. It requires to blank
columns or rows in the related areas in order to work properly. Sorting can be
done in numerous ways, text can be sorted alphabetically, numbers can be
sorted highest to lowest or lowest to heist, times and dates can be sorted based
on age and custom sorting includes things like cell color, font size, icon and
more.
Specific sorting criteria can also be saved into individual workbooks so they
are easy to reapply when the workbook is reopened. Sorting specifics can only
be saved when the data included is already formatted into a table, and to
format data into a table, it first needs a name.
Naming cells
Naming this data will make it easier to refer to later, add a name in the
Name Box and save it by pressing the ENTER key.
Names cannot contain spaces and must start with a letter, a backslash or
an underscore. Each name must always be unique.
The remaining characters can be underscores, periods, numbers and
letters. Excel will not distinguish capital and lowercase letters. If you
wish to make the name, and therefore the cell or group of cells visible to
the current workbook as a whole, add the prefix Sheet1! to the start of
the name where Sheet1 is the sheet you are basing the data in.
You can also select the group of cells you wish to name, right click and
either choose a name yourself with the Define Name option or let Excel
label the data for you with the Pick From Drop Down List option.
Additional naming options can be found on the Formulas tab under the
Defined Names Sections.
Naming rows and columns

Start by selecting the row or column you wish to rename.
View the naming options which can be found underneath the Formulas
tab.
Select the name manager option, then edit to change the name of the row
or column. The scope option will determine if the change will apply to
the entirety of the workbook or just the current worksheet.
Defining names
If you have included row or columns names these can be converted into
table names.
Start by selecting the group of cells you want to be included under the
name.
Select the Formulas tab and the Defined Names grouping of options
before choosing the option to Create from Selection.
The resulting dialogue box will list any related labels that already exist
and allow you to choose the one which will cover the entire table.
Creating names with the new name dialogue box

before choosing the Define name option.
Add the name and the scope (workbook or worksheet) of the name. This
box will also allow you the opportunity to enter a descriptive comment
relating to the name which will appear when you hover your cursor over
the name.
In the box labeled Refers To, enter the cell or group of cells that the
name refers to. Formulas can also be named in this fashion.
Managing named content

before choosing the option labeled Name Manager.
This option will display all of the named ranges or tables that are in the
current workbook. You can see names, values, what the name refers to,
its scope and any related comments.
You have the option on this screen to add new names, edit existing
names and delete names.
The button directly above the close button will highlight and show the
cells the selected name refers to.
The name manager will not appear if you are currently editing a named
range or table.
Creating column and row headings

Select the Page Layout tab before choosing the Sheet Options selection.
From there you will be taken to the Page Setup dialogue box.
Underneath the list of options under Print you will find the option to turn
on Row and Column Headings.
Creating a table
Start by selecting the data you wish to convert into a table.
Select the tab labeled Insert and select the option for Tables then click
the option for a single table. You can also perform this action by
pressing the CTRL key in conjunction with the L key or the T key.
If you have named individual rows and columns in relation to the range
in question, make sure you select the option indicating My Table Has
Headers, otherwise these will be created automatically. Ensuring
headers do not show at all can be done by right clicking on the
completed table, choose the Design option, the Table Style option and
then deselect the Header Row option.
Choosing the OK option will cause Excel to consider the first column as
the header column and the first row and the header row for table
creating purposes. To ensure proper labels appear through the
worksheet, follow the steps listed in chapter 2 to free the heading
columns/rows.
Formatting tables
Data can also be formatted as a table by choosing the Home tab
followed by the option for Styles and Format as Table. You will be able
to choose between dark, medium and light options.
This option will also allow you to create your own style by selecting the
more option after selecting Cell Styles.
Selecting New Table Style will allow you to name your style, before
formatting using all of the formatting options available when formatting
existing cells. You will have the option to preview the style you are
creating as well as determining if it becomes the default when creating
new tables.
The Table Style Options grouping of options will allow you to turn
headers on or off, turn totals on or off, determine if special formation is
allowed and if alternating rows or columns will be alternating colors to
make the table easier to read.
If you wish to format an already existing tables simply select the table in
question before following the steps listed above.
Create a dropdown list

Start by adding content to a worksheet in contiguous cells.
Assign a name to the data as if you were creating a table.
Select the cell that you wish for the dropdown menu to be connected to.
Choose the Data tab followed by the Data Validation option found in the
Data Tools grouping.
Under the Settings tab look for the box named Source and enter the name
of your list preceded by the = sign.
Under the Input Message tab enter a title and any additional message you
want the dropdown list to display.
Check the box offering In Cell Dropdown and select OK.
You can also include a variety of error alerts to prevent incorrect data
from being entered into the cell.
When you click on the cell in question the new dropdown box should
then appear.
Text
Start by selecting the row or column of your table that you want to sort.
The Sort And Filter group can be found on the Data tab and it will
automatically allow you to sort in ascending or descending order of
letters or numbers. Dates and times can also be sorted the same way.
The Sort button will give you access to a more detailed level of sorting
where you can choose the order in which multiple things are sorted. The
Options button will determine if your search is case sensitive or if the
sorted items are sorted top to bottom or left to right.
If the data you are sorting is in a table then the sorting will be saved for
the future. To reapply, visit the Sort group under the Data tab and select
the Reapply option.
To clear sorting in a table, select the table, visit the Sort group under the
Data tab and select the clear option.
Clicking on the header of a specific row or column header will also
automatically sort that data from biggest to smallest or alphabetically.
Formatting options
Start by selecting the row or column of your table that you want to sort.
The Sort And Filter group can be found on the Data tab
Select the Sort button and choose the Column option followed by Sort
By.
The resulting Sort On option will allow you to sort your table by cell
color, cell icon and font color.
Choose the order option and determine the order of the sorted items.
Cells with the same color, icon or font can be all group together to the
top or bottom, left or right.
The Add Level Option will allow you to further specify ordering
specifics so you can for example sort by color first, then font and finally
icon.
Custom
To create a custom sorting option, first select the File tab followed by
the selection for Options.
Choose the Advanced section and look for the Edit Custom Lists option
found under the General heading.
This option already has custom lists relating to days and months both
abbreviated or non.
Add the list you want to use to use to the box labeled List Entries and
then select the add option.
If you have already organized a table in the way you want the list to
automatically copy, instead select the list in question and choose the
Import option.
Filtering Data
After you have converted a range of cells into a table, you can then easily filter
certain type of data out of the table automatically. Assuming you have table
headers enabled (see above for more details) then each header will have an
arrow at the end of its name. To filter the data
Start by clicking the arrow of the column you want to filter.
This will present you with a list of options including all of the variables
you can deselect from the current table. This is also the list that will
allow you to clear any filters that are currently applied.
Broader filters such as numbers, text and color are also provided
depending on what the current table contains.
Additional options are available under the Data tab and the Sort and
Filter grouping of Options underneath the option labeled Advanced
Text and Number Filtering options will provide you with additional
dialogue boxes that relate to the content being filtered and include
custom filters that allow you to provide your own unique filters.
Numeric filters are numbers that are equal to something specific, not
equal, greater than, less than, greater than or equal to, less than or equal
to, between, top 10, above average or below average
Text filtering includes the option to filter for words that are or are not
the search term, as well as those that begin or end with a certain letter
and those that contain or do not contain a certain letter.
Chapter 4: All About Formulas and Functions
When it comes to spreadsheets, the words function and formula are typically
used interchangeably. A formula is any expression that is used to determine the
value of a specific cell or group of cells. Functions are a set of predefined
formulas that are already available in Excel. When it comes to writing
formulas, it is important to remember that Excel uses the order of operations
when making calculations which means that any part of a calculation that can
be found in parentheses is calculated first, before any other calculations come
into play. When writing a formula, it is important to always start it with = so
that Excel knowns to find the answer to the formula in questions
To enter functions or formulas

Start by selecting the cell you want to contain the formula or function.
Enter the desired function into the formula bar, making sure to start
every function with an equal sign =.
Add the formula or function you wish to use and, when done properly,
the result will appear in the selected box.
Once a cell has been given a formula, that formula can be changed in the
formula box.
To switch between relative cell references and absolute cell references

Cells can be copied and pasted using common copy and paste commands.
Typically, when a formula or function is added to a cell that directly references
another cell or set of cells the receiving cell interprets that data in relation to
itself. For example, Cell B1 sees cell A1 as one cell to the left. If you moved
the data in B1 to F1, then the A1 reference would instead be seen as E1. In
order to ensure your references are referring to specific cells and not
directions, follow the steps below.
Select the cell or cells you wish to change to an absolute frame of
reference and press the F4 key.
Alternatively, you can start by entering a formula into a desired cell
when listing the formula make sure you include a $ before the result of
the indicator of the result of the formula before ultimately pressing the
Enter key.
Select the fill handle and drag it to the desired cells, the formula will be
copied using exact references.
References can be checked by left clicking twice on any of the new
cells.
To quickly enter common functions

Start by pressing the SHIFT key in conjunction with the CTRL key and
the “key. This will copy the value from the previous cell into the current
cell’s formula bar.
Pressing the ‘ key in conjunction with just the CTRL key will show the
formula working in each of your currently active cells.
The =SUM function can be used by typing SUM( list of cells) where the
list of cells is the cells you wish to add together.
Conditional Functions
AND, OR, NOT, IF written as IF(logical_test,value_if_true,value_if_false)
Logical_test: The condition you are looking to determine.
Value_if_true: The value you want to appear if the condition is true.
Value_if_false: The value that you want to appear if the condition is
true.
The function is set up in the same way for AND, OR and NOT.
Function to add and subtract units of time

Adding periods of time together is as easy as putting the first unit of time
in one cell and the other unit of time in a second cell.
In a third cell write = the first cell + the second cell.
Excel calculates time based on the amount elapsed from midnight. The
result is displayed in full day increments
Function to determine a running balance
Start by setting up a table that has three columns, the first column should
be money going in, the second money going out and the third written as
SUM(the cells in the row)
The Sum column can then be extended using the Fill Bucket to extend the
formula to include the previous sum in addition to the current sum.
Function to determine the average, mean, median and mode

Select a cell adjacent to the group of cells you wish to find the mode,
median or mean for.
In the Home tab, find the Editing group of options and then the option
labeled AutoSum, select which form of average you want to find and hit
the ENTER key
If you wish to find the Average of a group of numbers that are not next to
one another, write the formula as AVERAGE, MEAN, MEDIAN,
MODE(the cells in question) with the cells in question being the cells
you are looking for more information on.
Function to subtract
A subtraction function can be written as =number-number or it can be
written as SUM(number, negative number)
There is no specific subtraction function in Excel.
Function to multiply
To multiply two numbers in a cell, write the function as =5*10
To multiply a column or row by a specific number, write the formula so
the cell to be constantly multiplied by is written with a pair of $ around
the column designation. For example, if you wished to multiply multiple
cells by cell A1 you would write it as $A$1.
Writing the formula once and then using the Fill Bucket will allow you
to multiply the entire column or row easily.
Non-contiguous cells can be multiplied together by writing the formula
as PRODUCT(cell1,cell2) where cell1 and cell2 are the cells that are
being multiplied, adding a comma and an extra number inside the
parentheses will multiply the cells and then the result by the extra
number.
Ranges of cells can also be multiplied by writing them as Range Cell1:
Range Cell2.
Function to divide
Writing =number1/number2 will cause the current cell to produce the
results of dividing the two numbers. Not including the = in this case will
cause Excel to interpret the data as a date.
=Cell1/Cell2 will also work
To divide a column or row by a specific number, write the formula so
the cell to be constantly divided by is written with a pair of $ around the
column designation. For example, if you wished to multiply multiple
cells by cell A1 you would write it as $A$1.
There is no specific function related to division
Function to raise a number to the power of x

Writing the function as number1^number2 will result in the first number
being multiplied by the power of the second number.
POWER(cell1,cell2) will take the first cell and multiply it to the power
of the second cell.
Function to find the biggest or smallest number in the range

Assuming the numbers are all located next to one another select a cell
that is connected to the other cells to receive the results before selecting
the AutoSum option. The Min option will find the smallest number and
the Max option will find the largest number.
Functions to find the same when the cells in question are not located
next to one another are MIN, MAX, SMALL or LARGE. These are
written FUNCTION(Cell1,Cell2) including another number after the
second Cell will pull another number related to the function. For
example, MAX(Cell1,Cell2,2) would find the second highest number in
the set. Any number can be placed in the final number slot.
The COUNTIF function

The COUNTIF function is useful when you need to determine the exact number
of times a specific word or value appears in the current worksheet.
Writing a COUNTIF function should look like this
=COUNTIF(range,criteria)
In this case, range is the area you wish the formula to include, for
example to COUNTIF columns A and B, you would write A:B.
In this case the criteria is the data that you want Excel to search for
Function won’t calculate

If you find that you have entered a specific formula into a cell that then appears
to not calculate properly and instead simply lists the formula, then there are a
few possible things to consider. First, double check to make sure that your
cells are formatted as they should be (see Formatting Cells in chapter 2).
Specifically, this problem can occur if your cell is set to Text instead of
General. This frequently occurs when a new column is added next to a column
that is formatted for text as it will take on the faulty formatting.
If your formatting does not seem to be the issue, it is important to ensure that
you have not accidentally left the option to see all formulas on. To double
check, press the CTRL key in conjunction with the ~key.
Formula won’t update

If you know you have entered a function properly, but changing the references
doesn’t affect the results cell this is likely because of incorrect settings.
Go to the File tab and Choose the option for Options.
Find the option labeled Formulas on the left side of the window.
Next, find the option for Calculation, then the check box marked
Automatic and make sure it is selected.
Chapter 5: Sharing Your Work
Printing
To add page breaks to your worksheets
Start by looking at the current page break setting by opening the Print
Options dialogue box.
To do this go to the File tab and chose the Print option. This dialogue
box can also be reached by pressing the CTRL key in conjunction with
the P key.
The result should be a view of all current page breaks.
This view can also be reached by selecting the View tab and then the
Page Break Preview option.
Choose the row or column you wish to mark the point of the break and
then choose the Insert Page Break option.
Page breaks can also be simply dragged into position by choosing the
File tab, followed by Options, then Editing Options and finally
Advanced.
Check the box offering Cell Drag and Drop before selecting OK to save
you choices.
With that box checked, dragging preexisting page breaks will move them
to new locations.
To preview results prior to printing

Start by selecting the sheet or group of sheets that you want to view
before printing them.
Select the File tab before choosing the Print option and then the option
to preview the sheet prior to printing.
This option can also be selected by pressing the F2 key in conjunction
with the CTRL key.
The result options will provide you with the ability to set the margins
for the printed worksheet as well as changing the footers and headers.
This menu also provides options for repeating columns or rows in the
printed version as well as adding extra gridlines, altering page or and
things like showing cell errors on the printed version along with
comments and any headings that are in use.
To scale the printed version

Start by selecting the worksheet you wish to modify before selecting the
Page Layout tab.
Go to the Page Setup grouping of options and click the button next to
page Setup.
Select the Page tab and then the option related to scaling, this will allow
you to make the current worksheet appear smaller or larger when
printed or simply to ensure it all fits on a single page.
The Fit To option will scale the worksheet to automatically fit on the
specified number of pages. The Fit To option ignores any preexisting
page breaks.
The width as well as the height of the sheet can be set, the first box is
width, the second height, and both can be set independently. Setting
either to 1 will ensure the entire worksheet fits on one piece of paper.
To print only one part of a worksheet

Go to the Page Setup grouping of options and click the button next to
page Setup.
Select the Page tab and then the option related to print area then Set
Print Area.
When you choose a selection it is important you deselect it after you
have printed because it will not automatically revert to normal printing
options without your input.
If you select multiple ranges that are not close to one another, they will
each print on a separate page.
Charts and Graphing

Chart basics
Start by adding the data you will ultimately use in the chart to rows and
columns in what you think will be the best fit. Excel will automatically
suggest the type of chart it thinks will best display the data. It is
important that all of the data be contiguous for the Excel to understand
that it is all part of the same chart.
The data for radar charts, surface charts, area charts, line charts, bar
charts and column charts can be arranged in either column form or row
form and should always have headers to prevent Excel from creating
them.
Doughnut charts or pie chart data should be arranged with one row or
column of labels and another of data.
Stock chart data should be written using dates and names as labels, they
should also be written as high values, then low values and finally
closing values.
Column charts
Column charts are useful for data in both row or column form. Colum charts
are ideal when you wish to show changes to data over time or wish to compare
specific subsets of data. The average column chart places categories on the X
axis and values on the Y axis.
Clustered column charts: These charts are used to determine similarities in

values across multiple related categories. The standard column chart will only
show values as vertical two dimensional rectangles. The 3D version of the
Cluster chart simply adds depth to the two dimensional version, without
actually tracking a third variable on the depth axis. Cluster column charts are
ideal when you are looking to show a physical representation of disordered
names, scale arrangements or broad ranges of value.
Stacked column charts: These charts show a more direct relationship between
individual items in terms of the whole. They are primarily used to show how
various variables contribute to a larger whole. The two dimensional version of
a stacked column chart is displayed as a number of stacked 2D rectangles. The
3D version simply adds depth to the chart, it does not track a third value based
on individual depth.
100 percent stacked column charts: These charts are typically used to
compare how much each variable contributes to a total value but expressed in
percentage points. It differs from the stacked column chart as it is more useful
when there are three or more separate data series. The two dimensional
version of a 100 percent column chart is displayed as a number of stacked 2D
rectangles. The 3D version simply adds depth to the chart, it does not track a
third value based on individual depth.
Three dimensional column chart: Unlike the other types of charts that are just
dropping a two dimensional chart into a three dimensional model, a true three
dimensional chart has an X, Y and Z access and all three chart a specific piece
of data. Typically, categories are listed to the X and Z access while the Y axis
displays variables.
Other column chart options

All the columns in column charts can also be displayed as pyramids, cones and
cylinders these is purely a cosmic difference, all data will be displayed the
same.
Bar charts
Bar charts are quite similar to column charts and share all the same subtypes.
Bar charts are useful when it comes to illustraiting how individual items
compare to one another. When it comes to choosing between the two, consider
a bar chart when working with durations of time as your values or when the
axis labels are longer than average.
Line charts
Line charts are a useful method of displaying data continuously over a specific
amount of time. Typically, it is used to show how multiple variables performed
along a set scale when compared to one another. Any data that is placed into
rows or columns can be turned into a line chart and the X axis holds category
data and Y axis contains the value data. Line charts are especially useful when
various category labels are written as text and are spread out evenly such as
quarters, months or years. If you have more than ten labels you wish to plot, a
scatter chart is a better choice.
Simple line chart: Line graphs and versions of line graphs with markers to
distinguish between multiple data streams are ideal when it comes to showing
broad trends over a period of time, particularly when a large number of data
points are being used and the order they appear in remains relevant. If you end
up plotting quite a few different data streams, then you will want to avoid using
markers.
Stacked line chart: Can be created to use markers or not, ideal when it comes
to showing larger trends as well as the contributions of each category in
relation to the whole. It is important to use markers otherwise it can be
difficult to determine if the lines are actually stacked.
One hundred percent stacked line chart: Markers can be used as needed, it is
useful when showing larger trends as well as how each category contributed to
the end result. Stacked area charts are typically easier to discern.
Three dimensional line chart: This chart contains a third axis that can be
modified based on variables. A true three dimensional chart has an X, Y and Z
access and all three chart a specific piece of data. Typically, categories are
listed to the X and Z access while the Y axis displays variables.
Scatter chart
Line charts and scatter charts look quite similar, even more so if you utilize the
option to add lines between the scatter chart points. Despite the visual
similarity, however, the two chart data along the X axis and Y axis differently.
Scatter charts work differently from other charts, in that they plot values along
the X axis and also values on the Y axis. These charts are useful when you
need to chart two different values for a single category.
Scatter charts are also able to change the scale of the horizontal axis to deliver
a greater degree of specificity. It is also useful when you want to use a
horizontal axis with a logarithmic scale, when the X values are easily
segmented or when there are more than 10 points on the X axis. It is also a
great choice when you want to display numerous data points where time is not
a factor. To prepare data for being put into a scatter chart it is important to
place all of the values that you want graphed on the X axis in a single column
or row and then enter the Y axis values in the next column or row.
Scatter chart with markers: This type of scatter chart will compare a set of
values and is best used when the addition of lines between the points would
only lead to confusion of if the individual points are not expressly related.
Scatter chart with lines: The points on a scatter chart can be expressed with a
line as well as markers or without. A line with no markers is typically useful
when expressing an overall trend without a regard for specifics.
Pie chart
For data that can be expressed in a single column or row, the best choice to
display it visually is typically a pie chart. Pie charts are typically used to show
individual parts of whole in relation to the combined total of all of the parts in
question. The percentage of each categories contribution will also be
displayed as a percentage. Pie charts are the perfect choice when none of the
relative values are negative, none of the values are zero, there are no more than
seven categories being graphed and, most importantly, all of the values are
related to a larger whole.
Standard pie chart: The most common variation of the pie chart can be
displayed in either two or three dimensions, though the added dimension does
not map to any variables and is just for show. Each section of the pie chart can
also be left clicked on for additional emphasis.
Pie of pie chart: This pie chart will display the specific breakdown of one of
the sections with its own pie chart or bar graph. This is the right type of chart
to use if one section of the pie chart is too complex to simply be reduced to a
single slice.
Exploded pie chart: This version of the standard pie chart gives each
individual section add emphasis by placing space between each. This version
of the pie chart can also be shown in two or three dimensions though the added
dimension does not map to any variables and is just for show.
Doughnut charts
Doughnut charts are similar to pie charts in that they show individual values
related to specific categories in terms of percentage of a larger whole.
Doughnut charts are used instead of pie charts when more than one value is
being tracked per category. In many situations a stacked bar graph is easier to
read than a doughnut graph. Doughnut charts contain all the various subtypes as
pie charts
Area charts
Area charts are useful for making the magnitude of a category’s values change
over time more readily visible. They are also an easy way to emphasize each
value in relation to the whole. Area charts typically show a variety of plotted
values as well as their sum total.
Standard area chart: A standard area chart can be displayed in two or three
dimensions, the unstacked variation of this 2D version can be difficult to view
as parts of the data will be obscured. The 3D version allows you to include a
third variable for the Z axis to chart though it can still be difficult to see all the
layers of data.
Stacked area chart: This version of the area chart is the most commonly used
as it displays various categories on top of one another for easy comparison.
This version of the area chart can also be shown in two or three dimensions
though the added dimension does not map to any variables and is just for show.
One hundred percent stacked area chart: These charts are typically used to
compare how much each variable contributes to a total value but are expressed
in percentage points. It differs from the stacked area chart as it more useful
when there are three or more separate data series. The two dimensional
version of a one hundred percent column chart are displayed as a number of
stacked 2D rectangles. The 3D version simply adds depth to the chart, it does
not track a third value based on individual depth.
Creating a simple chart

Start by selecting all of the data that you want to include in the chart.
You may also select a single cell and Excel will determine what other
cells contain related data. Instead of clicking and dragging you may also
select the first cell, hold down the SHIFT key and then select the last
cell.
Chart options are available from the Insert tab in the charts grouping.
Each various type of chart has its own list of options which can be found
by clicking the arrow beneath its picture. Created charts are embedded
in their current worksheet by default
Changing a chart’s location

Once a chart has been embedded, you can move it to a different location
in another worksheet or workbook by first selecting it by left clicking on
it.
The resulting Chart Tools option will now have new tabs for Format,
Layout and Design.
Select the Design tab and look for the Move Chart option in the Location
grouping of options.
The option to determine where to move the chart will be displayed and
you will be able to choose the option to add the chart to a new sheet or
other existing workbooks or worksheets.
In order to make the chart embed properly in the new sheet it is
important to select the Object In box and make sure it includes the
destination worksheet.
Change the style of a chart or the way it is laid out automatically

Charts that have already been created can also be changed on the fly through
the use of numerous predefined options. These predefined options can be
further defined based on specific needs and preferences.
Start by selecting the chart that you wish to change which will bring up
the Chart Tools options list while at the same time ensuring the Format,
Layout and Design tabs are readily accessible.
The Design Tab will provide access to the Chart Layout grouping of
options which will allow you to modify some basic visual elements of
your current chart.
Alternatively, you can use the Chart Styles grouping of options to modify
your chart in a variety of ways primarily related to presentation color.
Additional varieties will be available by clicking on the More arrow.
Change the style of a chart or the way it is laid out manually
Individual elements of each chart can also be changed manually, to do so
start by selecting the chart that you want to edit to bring up the Chart
Tools menu with Format, Layout and Design enabled.
Select the Format tab and then the Current Selection grouping where the
arrow to the right of the Chart Elements option will provide you with
access to a variety of chart elements.
Options will include shape styles, shape effects, shape outline, shape
fill.
Text can be altered with a variety of effects as well as individual filling
and outlining options. If you add anything using WordArt it cannot be
removed later, it can only be changed or deleted.
The Layout Tab will provide you with access to various elements as
well including labels, data presentation, the legend for the chart, the
labels on each axis, visibility of gridlines and the label for the chart. If
3D chart variations are enabled, then 3D options will also be available
here.
Add/remove chart titles

Adding titles to charts and individual chart X and Y axes provides an easy way
to make complex information more readily apparent. Title options can be found
under Chart Tools once a chart has been selected to allow the access to the
Format, Layout and Design tabs.
To add a title to a chart select the Layout tab and the grouping of options
titled Labels to find the Chart Title option.
A box will appear labeled Box Title, fill it in and determine where you
want the title to be placed.
Text formation options will appear once the text is highlighted;
traditional formatting options will also be available.
To add titles to the axes, start by selecting the preferred chart and then
viewing the Layout tab, the Labels grouping of options and the option
labeled Axis titles.
This option will provide you with the opportunity to label all the axes
including multiple X or Y axes. To add a title for the Z axis, select the
option labeled Depth Axis Title.
Enter a title and you will be provided with formatting options as well.
Adding data point labels

Individual labels can be added to specific data point in some charts to
emphasis specific areas of importance.
To add a single label to all data points in a specific series or to a single
point in a series start by selecting the desired chart to pull up the Chart
Tools option.
Select the layout tab, followed by the Labels grouping of options and the
option for Data Labels
This will provide you with options when it comes to naming individual
or multiple labels as well as removing unneeded labels as well.
Add a legend
A legend is a quick and easy way to ensure that everyone viewing your chart
knows exactly what they are looking at.
To add a legend to a specific chart start by selecting the desired chart to
pull up the Chart Tools option.
Select the Layout tab and the grouping of options titled Labels to find the
Legend option.
Select the options related to your specific graph, additional options are
available under the More Legend Options button.
Legend adjustments can be made through this window or by dragging the
legend using the mouse. Adjustments made through the options menu
will automatically populate and make adjustments to data placing as
needed.
Selecting the legend and hitting the delete key will remove the legend
from the chart.
Selecting the individual legend entries will allow you to edit them
individually.
Modify chart size
Charts can be moved or resized by simply dragging them as required.
Charts can also be resized from the Format tab by selecting the Size
grouping of options then Shape Width and Shape Height. Entering a
number and pressing the ENTER key will automatically make the
requested changes.
Additional options are located in the same place on the ribbon under the
button next to the Size label. Here you will be able to determine if you
want the chart to scale, rotate or be resized.
The properties tab provides controls regarding how the chart moves in
relation to how cells more or are resized in the worksheet.
Create a chart template

If you personalize a chart in such a way that you will want to use it again, that
chart can be saved as a template for future use.
Start by selecting the chart that you will want to save for future use.
Select the Design tab and look for the grouping of options labeled Type
and choose the Save as Template option.
By default, after you enter a name for the template, it will be viewable
under the Templates option in the Insert Chart menu.
Giving the template a name and saving it will populate future charts with
all of the colors, format and height and width specifications as the
original. It can then be modified as normal.
The template will be available across worksheets and workbooks.
Chapter 6: Error Messages and Bonus Tips
Common Error Messages

If you enter a function or formula into a cell and the result is an error message, then it is
likely you didn’t quite get everything right the first time. The error message that appears is
not random, however, and what is displayed in the cell will give you an idea of what you need
to fix to get the answer you were looking for.
#NULL! Will appear if you list a point where two ranges intersect and they do not
actually intersect at that point.
#DIV/0! Will appear if your formula attempts to divide by zero.
#Value! Will appear if one of the variables in your formula is an incorrect type
based on Excel’s specifications. This typically occurs if a text value is in the wrong
place.
#REF! Will appear if the formula you have entered references a cell that does not
contain information.
#NAME? Will appear if the formula has an unrecognized name or if some of the text
within the formula returns as unrecognized.
#NUM! Will appear if the formula contains a number that is somehow invalid.
#N/A Will appear if a certain value that is referenced cannot be used by a specific
formula.
If a cell returns ####

This issue can occur for several reasons, the simplest being that the cell in question is not
large enough to show the entire result. Resizing the cell should be your first recourse. If the
cell continues to show #### regardless of its width, then the next most likely scenario is
that the cell is trying to display a time or date but the given information does not fit into the
required structure. Double check what is meant to be in the cell and any formulas or
formatting that is on the cell, just in case. Also double check to ensure the cell has the
appropriate formatting (see Formatting Cells in chapter 2).
Tips
Remove duplicates
Removing duplicate information automatically in larger worksheets can be a
significant timesaver and can make convoluted sheets much easier to sift
through.
Start by selecting the data you want to remove the duplicates from.
Visit the Data tab and under the Tools grouping you will find the option
to remove duplicates. This will remove individual cells with duplicated
data as well as entire rows or columns.
Turn rows into columns

Begin by highlighting the row or column you wish to change into a
column or row.
Right click on your selection and chose the option for Paste Special
Select the transpose option from the resulting dialogue box and select
OK to confirm your selection.
Split a cell into multiple cells

Start by selecting the data you wish to manipulate
Visit the Data tab and select the option labeled Text to Columns under
the Data Tools grouping.
The resulting options will provide you with several choices including
Delimited which will allow you to break up the cells information based
on tabs, spaces or commas. Delimited options include custom options so
you can use any character you choose.
The Fixed Width option will allow you to choose exactly where the split
will occur.
Try conditional formatting

Conditional formatting will allow you to change things such as the color or font
used in the cell based on information with the cell.
Conditional formatting options can be found on the Home tab under the
Styles grouping.
When you first select it you will notice a wide variety options when it
comes to what conditional formatting can do. Start by choosing New
Formatting Rule.
From this new screen you can choose the type of rule that you can result
in the formatting. Consider minimum and maximum values as well as
color gradients for each.
Rule types include formatting all cells based on their values, formatting
only cells that contain specific values, formatting only the highest and
lowest ranked values, formatting only values that are above or below
the average, formatting only values that are unique, formatting only the
values that are the same and use a formula to determine cell formatting.
Adding an Excel chart to a word document

Start by selecting the chart you wish to move into a word document.
Press the CTRL key in conjunction with the C key to copy the chart to
the clipboard.
In the Word document, choose where you want the chart to be, this can
be tricky as word documents are limited when it comes to spacing
concerns.
On the Edit menu, look for the Paste Special option.
This will open a new dialogue box, choose the option for an Excel
Worksheet Object
Select the paste link option on the left side of the dialogue box.
This will allow you to then view the chart in Microsoft Word, but you
will not be able to edit any part of the chart further, make sure it is right
before you copy it.
Conclusion
Thank you again for downloading this book! I hope it was able to help provide
you with everything you need in order make the most out of the spreadsheet
program that has most likely been on your computer for years. Excel can do
almost anything you can possibly imagine; you just need to know how to set it
in motion. While it may seem difficult at first, with practice everything that
initially takes hour will someday be finished in what just seems like seconds.
The next step is to stop reading already and start practicing. Remember, using
Excel properly is a skill, and like any other skill it needs to be used regularly
if you ever hope to improve.
Finally, if you enjoyed this book, then I ’ d like to ask you for a favor, would
you be kind enough to leave a review for this book on Amazon? It ’ d be
greatly appreciated!
BACK TO TOP
Excel:
Strategic Use of the Calc Spreadsheet
in Business Environments.
Data Analysis and Business Modeling
Author
Francesco Iannello

consulted.
Introduction
I want to thank you and congratulate you for downloading Excel: Strategic Use
of the Calc Spreadsheet in Business Environments, Data Analysis and
Business Modeling. Spreadsheets are a fact of modern life and with this book
you have taken the first step to learning to create them to ensure maximum
effectiveness and efficiency. You will be surprised at all the things you can do,
given a little knowledge and a little more practice. Get ready to get too it and
you will soon be creating spreadsheets better than anyone in your office.
This book contains proven steps and strategies designed to ensure you can
make the most of data validation, functions regarding matrices as well as
conditional formulas. Tips are given to make the most of the various types of
lookup and filter features available including the best use of defined names,
VLOOKUP, HLOOKUIP and various advanced filters. You will also find a
detailed explanation to activate the developer tab and use it to create
timesaving macros without having to learn a programing language. Finally,
there is a discussion of Pivot tables, Power Pivot and Power View and how
the three work together for maximum efficiency.
Chapter 1: Data Validation Functioning
Data validation is a spreadsheet feature which can provide you with the ability
to create a list of specific entries which will then restrict what values you can
place in each cell. You can also create a message elaborating on what types of
data will be allowed in the cells, add warning when the wrong type of data is
put into the cells and check for cells filled with the wrong information through
the use of the Audit function. Finally, you can set a range of specific values to
be placed in any cell or determine this range based on the results of a different
cell.
Allow a set of entries to be entered into a cell

To ensure a specific set of values are the only values that a specific cell or set
of cells will accept, you must first create an acceptable list of values before
setting the cell to only accept those values. The steps for doing so are outlined
below:
1. Begin by clicking on cell A1 to select it
2. Go to the menu labeled Data before choosing the option for Validation
3. Select the option for settings, then choose the list option from the drop-
down menu.
4. Find the box labeled source, and fill it in with a,b,c before selecting the
OK option. This box can also be filled with a range which has been
named or a specific reference to a cell which contains a set of values
listed. If you chose this option, enter = before entering the specifics.
5. When done correctly, A1 will now show a list which provides a list of
acceptable values. What you select will then appear in the cell. Values
can also be typed into the cell though only allowed numbers will be
allowed to remain.
Add a message listing allowed data
After creating a message, it will appear every time you select the cell which it
is attached to. This message can be moved to a new location or, if Office
Assistant is active, the message will appear there instead.
1. Choose the cell you wish to add the message to.
2. Select the menu labeled Data before selecting the option labeled
Validation and choosing the tab labeled Input Message.
3. Ensure the box indicating the message will be shown is checked
4. Select the box labeled Title before typing a title for your message before
selecting the message box and entering in your message. Ensure you
click OK or nothing will be saved.
Add a message to show when the wrong data has been entered
These messages come in two types, those which prevent the wrong type of data
be added to the cell or range of cells in question and those which don’t. Limits
can also be set on what can be entered into the cells without any message
displaying.
1. Choose the cell you wish to add the message to.
Validation and choosing the tab labeled Error Alert.
3. Ensure the show alert box is checked before determining the type of
message you want to set.
4. If you want to create the type of message that won’t allow the wrong
values to be added to a cell choose the list labeled Style and select the
Stop option. Add a title for the message in the box labeled title and the
bulk of the message in the box labeled message. The message should list
what values are allowed. Ensure you click OK or nothing will be saved.
5. If you want to create a message that will warn the user to incorrect
values, instead visit the Style list and choose the Warning option. This
will force the user to choose to continue when incorrect values are
added to specific cells. Add a title for the message in the box labeled
title and the bulk of the message in the box labeled message. The
message should list what values are allowed. Ensure you click OK or
nothing will be saved.
6. If you want to create a message that will simply inform the user to
incorrect values, instead visit the Style list and choose the Inform
option. Add a title for the message in the box labeled title and the bulk
of the message in the box labeled message. The message should list
what values are allowed. Ensure you click OK or nothing will be saved.
Use the Audit toolbar to find improper entries
After you have set limits as to what data can be applied to which cells, this
technique will allow you double check that all of the information has been
entered using acceptable values. Incorrect cells will be circled for easy
identification.
1. Select the menu labeled tools before choosing the option labeled
Customize.
2. Chose the option labeled Toolbars from the resulting dialog window
before ensuring the box labeled Auditing is already selected and closing
the window.
3. Select the toolbar labeled Auditing before choosing the option related to
circling data which is invalid.
4. Fixing the errors will remove the circle.
Choose the range of values a cell will allow

Different minimums and maximums can be set for each cell. This process will
also allow you to see if the cell you are working on will then affect other cells
based on your current actions.
1. Choose the cell you wish to add minimums or maximums to.
Validation and choosing the tab labeled Settings.
3. Select the list labeled Allow and choose the option for whole numbers.
4. Choose the option labeled Data and then select Between.
5. Enter a minimum and a maximum number or a set of reference cells
depending on your needs and click on OK to ensure your specifics are
saved.
Validate a cell based on the contents of another cell

Cells can also be set to only allow certain values based on their relationship to
other cells.
Validation and choosing the tab labeled Settings.
2. Choose the list labeled Allow and the option labeled Customize.
3. Select the formula box and add the following to it: =IF(cell1>cell2,
TRUE,FALSE) where cell1 and cell2 are the cells you wish to relate to
one another. This formula can be used with any function, not just IF, it
must always contain the equal sign as well as the true and false
evaluation.
4. Select OK to save your function.
Chapter 2: Conditional Formulas
Your spreadsheet program most likely has a number of conditional rules when
it comes to formatting. If what is available doesn’t not seem to be adequate to
meet your needs, you can instead use formulas to keep things exactly how you
like them. Conditional formulas can use OR, AND or IF types of logic to
create formulas that only apply at certain times.
The steps listed below have replaced what in earlier versions of the
spreadsheet using what is known as the Conditional Sum Wizard. This add-on
is no longer available, though the formulas that it created will still work when
they are placed into the formula bar. They can also be added to specific cells
by selecting a cell, then choosing the Formulas option, the option to add a
function and then pasting the formula in the box labeled Function Arguments.
Use conditional formulas for formatting or data finding purposes

1. Choose the cell or group of cells that you wish to apply formatting to.
2. Select the tab labeled home, then the tab for Conditional Formatting and
finally the option to create a New Rule.
3. Selecting the option that will allow you to choose which cells will be
formatted.
4. Select the box to insert values for the format based on the formula and
enter the formula of your choice (copy and pasting is easiest)
5. Select the option for format before choosing things like fill, border, font
and more to determine the specifics you will be changing based on your
formula.
6. Choose OK to accept your choices, they will then be displayed based on
your formula.
Conditional formula examples

To point out cells which are currently blank: select the cells you want to
check, follow the steps above and then enter this formula =Cell1=“”
where Cell1 is the first cell you wish to check.
To point out cells which contain the same values: follow the steps above
and then enter this formula =COUNTIF($A$1:$D$11,D2)>1
To find the average of a set of cells: start by choosing which cell will
contain the answer before entering this formula
=Cell1>AVERAGE(Cell1:Cell2) where cell1 is the first cell in the list
and cell2 is the last cell in the list.
To find all of the values that meet multiple specific conditions enter
=AND (the specifics you are looking for). Cells which meet the
conditions will say true, the rest will read false.
To find a list of values that meet one of a variety of conditions enter
=OR(the specifics you are looking for). Cells which meet at least one of
the conditions will say true, the rest will read false.
To change what phrase the cells list into something besides true and
false enter =IF(AND(your specifications), “Phrase1,”Phrase2”) where
phrase 1 and phrase 2 are what you wish to replace true and false with.
To add a variety of tiered grades based on values in certain cells,
selected the cells you wish to grade then enter
=IF(cell1>number1,“grade1” IF(cell1>number2,“grade2” etc. In this
case cell1 is the first cell in the list, number 1 is the first tier of grading
and grade 1 is what will be displayed as a result.
Copying conditional formulas and formatting

To copy a conditional formula or format to additional data or to an
additional worksheet, start by selecting the cell whose formatting and
formula you wish to copy
Next, select the Format Painter Option found underneath the Home Tab.
Your pointer should then become a paint brush.
Drag the paintbrush to the group of cells you wish to apply the formula
and the formatting to. The formatting will transfer intact and the specific
references of the formula will have to be modified manually to reflect
the new set of cells.
To determine how the references you are using are interpreted by the
spreadsheet start by selecting the cell which houses the formula.
Choose which reference you want to change then press the F4 key to
determine how the reference is read by the spreadsheet.
Cell references are set to relative by default which means that each cell
reads the reference in relation to its current location.
Absolute references mean that when a reference lists cell A1 that cell is
used as part of the formula regardless of where the formula is applied
The paintbrush can be deselected with the ESC key and can be
summoned again with its current specifications by clicking twice on the
Format Painter option.
To remove conditional formulas and formatting
To remove a conditional formula or format from a set of cells or an
entire worksheet, start by selecting the cells whose formatting and
related formulas you wish to remove.
Select the tab labeled Home before choosing the option for Conditional
Formatting.
Choose the option labeled Data Validation followed by the box marked
Same.
Now select the option to clear rules and the option to clear the rules
from the cells you selected.
To clear all of the worksheet’s formatting, select the Clear Rules option
from the Conditional Formatting tab and finally choose the option to
remove formatting from the full worksheet if that is what you wish to do.
Chapter 3: Matrixal Functions
Matrices can be calculated using spreadsheets in a number of ways, the

MMULT function is used to determine the result of multiplying two arrays
which are used as stand-ins for matrices, the MUNIT function is used to
determine the matrix of a unit when given a specific dimensional reference, the
MDETERM function is used to determine the measure of scale for a square
matrix and the MINVERSE function is used to determine the inverse of a
matrix square.
MMULT function
The correct format for this type of function is MMULT(array1, array2) where
each array is a series of values spread throughout a number of cells which,
when taken as a whole, represent a pair of matrices. Each array should be
written as Cell1:Cell2 where Cell1 is the first cell of the matrix and Cell2 is
the second. These arrays can also be written as references or constants. Array
formulas are not available if you are using the program known as Excel Online.
To produce an array result for this function after you enter it into the function
bar make sure you press the CTRL key, the SHIFT key and the ENTER key at
the same time. You will know you entered the function correctly if the function
is then surrounded by a pair of {}. Placing them manually will not work, the
spreadsheet must add them.
The result will contain the number of rows that matrix 1 does while containing
the number of columns that matrix 2 has. To determine the correct matrix
product, you must ensure that the first matrix contains the same number of
columns as the second matrix has rows. The result will be displayed in an area
of the worksheet that you have previously selected. It is important to select the
number of cells equal to what the result will be or else the spreadsheet will
only show up the numbers from the resulting matrix that you selected.
Common MMULT error messages include #VALUE! which occurs when any of
the cells listed in the array don’t contain numerical values or are completely
empty. It will also appear if the columns and rows don’t line up properly. The
message #N/A will occur in all of the cells that are not part of the result.
MUNIT function
The correct format for this function is MUNIT(dimension). In this case,
dimension represents a value that determines the precise dimension of the
matrix in question. This number will always be above zero. To produce an
array result for this function after you enter it into the function bar make sure
you press the CTRL key, the SHIFT key and the ENTER key at the same time.
You will know you entered the function correctly if the function is then
surrounded by a pair of {}. Placing them manually will not work, the
spreadsheet must add them. You must have selected a number of cells to be
filled with the array information for this function to work properly. The error
#VALUE! will be presented if the dimension number in the function is empty, 0
or text instead of a number. The rest of the cells will be tagged as #N/A. It is
important to select the number of cells equal to what the result will be or else
the spreadsheet will only show up the numbers from the resulting matrix that
you selected.
MDETERM function
The proper format for this function is MDETERM(array) and in this case the
array can be written as Cell1:Cell2 where cell 1 is the first cell in a square
matrix and Cells 2 is the final cell in the matrix. Don’t forget, square matrices
have an equal number of columns and rows. The array can be written as either
a range of specific cells, a list of the numbers included in the array or the name
of either of these if the array in question has a specific name.
filled with the array information for this function to work properly. It is
you selected.
The determinant matrix that is spit out as a result of this function is computed
based on the values present in the array. Assuming this is a 3/3 square matrix
this can be written as A1((B2)(C3) – (B3)(C2))+A2((B3)(C2)+A2((B3)(C1)
– (B1)(C3) + A3((B1)(C2) – (B2)(C1). The determinant of the matrix is most
commonly used for finding the answer to complicated mathematical problem
with multiple variables. MDETERM is useful for find answer to the sixteenth
digit which can lead to errors with larger matrices.
MINVERSE function
The formula for this function is MINVERSE(array) and in this case the array
can be written as Cell1:Cell2 where cell 1 is the first cell in a square matrix
and Cells 2 is the final cell in the matrix. The result will have the same number
of columns and rows as the original square matrix. You will always be able to
multiply a matrix with its inverse to create the identity matrix. Matrices
without inverses are known as singular matrices.
filled with the array information for this function to work properly. It is
you selected.
Chapter 4: Vertical Lookup/Horizontal Lookup
Vertical Lookup (VLOOKUP) and Horizontal Lookup (HLOOKUP) are two of

the spreadsheet’s reference and lookup functions which are useful for finding a
specific bit of data or range of data in a specific row or column.
VLOOKUP
In order to make full use of VLOOKUP, it is important to arrange information
so that the data you are looking for is always located to the right of the
information you will use to find the information you need. VLOOKUP searches
columns for related information.
The VLOOKUP function is written as follows VLOOKUP(lookup_value,

table_array, col_index_num, [range_lookup].
In this instance the lookup_value is the value you have which relates to
the value you are looking for.
The table_array represents the cells that will be searched written as
Cell1:Cell2 with cell one representing the first cell to be searched and
Cell2 representing the final cell to be searched.
The col_index_num is the column number that will contain the
information that you are looking for.
Finally, range_lookup can be written as either TRUE or FALSE. If you
select true, the VLOOKUP will find the closest possible match given
your parameters. If you select false, then the VLOOKUP will only return
exact matches.
HLOOKUP
Like VLOOKUP, HLOOKUP is useful for searching information when you
have one value and you are looking for another. If you plan on using
HLOOKUP it is important to arrange information so that the data you are
looking for is always located beneath of the information you will use to find
the information you need.
The HLOOKUP function is written as follows HLOOKUP(lookup_value,

table_array, col_index_num, [range_lookup].
In this instance the lookup_value is the value you have which relates to
the value you are looking for.
The table_array represents the cells that will be searched written as
Cell1:Cell2 with cell one representing the first cell to be searched and
Cell2 representing the final cell to be searched.
The col_index_num is the column number that will contain the
information that you are looking for.
Finally, range_lookup can be written as either TRUE or FALSE. If you
select true, the HLOOKUP will find the closest possible match given
your parameters. If you select false, then the HLOOKUP will only return
exact matches.
Possible Problems
If you get the wrong result, make sure you are sorting your initial column
or row either numerically or alphabetically depending on the list. If you
can’t sort the column in that way, ensure that your range_lookup is set to
false.
If you get a result saying #N/A then either your lookup_value is written
incorrectly and is currently too small for your table_array or, if you
range_lookup has been set to false, then the result you are looking for is
not available.
If you get a result saying #REF! in cell then it is likely that your
col_index_num is larger than the total number of columns currently
listed in your table_array.
If you get a result saying #VALUE! in cell then it is time to check your
table array as it is likely set to a number that is smaller than 1, it may
also be blank.
If you get a result saying #NAME? in cell, it is likely because you did
not include quotes around a word. If you are searching for information
on a person or thing based on its, make sure there is a quotation mark on
either side of it.
Ease of use
Ensure all of the references you use for range_lookup are absolute. Cell
references are set to relative by default which means that each cell reads
the reference in relation to its current location. To set them to absolute,
choose which reference you want to change then press the F4 key to
determine how the reference is read by the spreadsheet.
Write dates using numbers, not letters. Writing them as words will cause
issues when they are written in the first column and are used as data for
table_array. To change a text date to a numerical date simply use the
DATEVALUE function by typing the following =DATEVALUE(Cell1)
and pressing the ENTER key. In this instance cell1 is the cell whose
date you wish to change. This will turn the date into the serial number
for that day which is how many days that day is removed from the first
day of January in the year 1900 (serial number 1)
Make use of the asterisk and the question mark in the lookup_value
section. A question mark will register as a match with any character in
the same location as it and an asterisk is used to represent any number of
characters. To look up information that contains either of these
characters, place a ~ in front of them.
Take care not to include things like extra space either before or after the
data, any type of quotation marks or any characters that will not print in
your first column. These will all cause both VLOOKUP and HLOOKUP
to return faulty results.
The clean function can be used to delete any characters in your
worksheet that cannot be printed. It is best to use it on the first column of
any worksheet you are planning to use VLOOKUP or HLOOKUP on just
in case. The syntax for this function is CLEAN(Cell1:Cell2) with cell
one representing the first cell to be searched and Cell2 representing the
final cell to be searched.
The trim function is used to remove all unnecessary spaces from a cell
or group of cells. It removes any space that is not directly separating
two characters. The syntax for this function is Trim(Cell1:Cell2) with
Cell1 representing the first cell to be searched and Cell2 representing
the final cell to be searched.
Chapter 5: Management of the Name Box
The spreadsheet program allows you to easily name cells or groups of cells for
quick reference later on. Defined names can also be added to specific values
or formulas so that any user will always know what certain parts of any
workbook pertains to. A range of cells does not have to be contiguous in order
to be given a defined name. After it has been defined, the name can then be
used in additional cells or ranges as a type of shorthand. Names can overlap on
specific cells, in these cases both names will be displayed when that cell is
selected.
While on the surface, naming ranges of cells might not seem that useful, once
you have gotten used to using them regularly however, you will never want to
go back.
Reasons to try defined names include:
Ranges with names are easier to remember and provide context which
makes it easier to come back to when working on the same workbook in
spurts for months or years at a time.
Ranges with names are saved automatically for easy navigation. To
view your current named items, use the Edit tab followed by Goto and
then select the Name box. The find function can also be used to find any
range with a name in the current workbook.
Ranges with names can also be easily changed which then automatically
updates all references when it comes to validation scenarios,
conditional formatting scenarios, in charts and in pivot tables, scenarios
where accessing specific references can otherwise easily become
complicated and time consuming.
Ranges with names are easier to remove from references or otherwise
edit than regular ranges. Ranges with names are saved in such a way that
they can be edited, removed or replaced without having to manually fix
each reference to the range in question.
Rules for names

The naming conventions for defined names are rather specific:
The first character of the name must be either a letter, a backslash or an
underscore. The letters characters C, c, R and r cannot be used for
names as they are all used as shorthand for columns and rows. The
remaining characters of the name can be made up of any of the above as
well as periods or numbers.
Defined names can’t be direct cell references.
Defined names can be up to 255 individual characters, spaces are not
allowed.
Names are not case specific.
Defined name scope

The scope of a defined name can be either to a single worksheet or to an entire
workbook. The scope of a particular defined name can be seen based on how
the name is written, which is also how the spreadsheet program will know to
find it if you have a different worksheet open while searching for it.
Simple names like Example_01 are automatically considered to be
worksheet exclusive.
To make a defined name apply to the entirety of the current workbook,
an additional prefix is needed. Sheet#!Example_01 is how the name
should be written where sheet# is equal to the current worksheet
number. The Worksheet number and the defined name must be separated
with an exclamation point.
Creating a range with a name using the name box

Creating individual ranges with names can be accomplished in several ways.
The first involves using the Name box which can be found next to the Formula
box.
Start by chose the cell or rage you with to name before selecting the
name box and typing in the new name of the cell or range of cells. Press
the ENTER key to confirm your change.
The name will not be saved if it contains invalid information.
The name box is easy to use, but it does have a number of drawbacks including
the fact that you cannot use it to create duplicate names even if they are found
in different worksheets. In addition, names cannot be edited using the name box
and the name box will not show the full scope of a range with a name. Finally,
the name box is only good for creating defined names on the currently selected
worksheet.
Name Manager
The Name Manger set of options can be found under the formula tab. To create
a new name:
Begin by selecting the cell or range of cells that you wish to name.
Choose the option to Define Name from the Name Manager options.
The resulting box will let you set the name of the range or cell in
question as well as the scope of the name.
After confirming your selection, you can edit it by selecting the Refers
To option and choosing a new range or editing the what you previously
typed.
The dialogue box for the Name Manager window can easily be extended
by dragging on it until you can see all of the information you need on a
specific defined name.
Creating defined names automatically

Defined names can also be created automatically based on the names given to
columns as well as rows. This can be done by selecting the option to Create
Names from Selection in the Name Manager set of options found on the
Formulas tab. If you plan on using this method of creating names, then it is
important to start using it as soon as you start the new workbook and stick with
it as things can get confusing otherwise. Keep the following in mind when
using this option:
Label your rows and columns so you will recognize them when defined
names are added. Spaces will be replaced with underscores.
Defined names will only refer to cells which contain data, not the
column or row labels.
All the defined names created in this way will be workbook specific.
Chapter 6: Filters
There are a number of filters that can be applied to worksheets or parts of
worksheets that will make it much easier to find the data you are looking for as
quickly as possible. Filters can be set to sort by numerical values, dates or
text. Multiple filters can be applied to sort results even further. Your columns
should have header rows for maximum sorting efficacy. Your data will also
need to be in the form of a table for the filter options to take effect. For
optimum results, it is best not to mix data types such as words and numbers in
the same column as only one of the character types can be filtered at a time.
Add a filter
Choose the filter from the group labeled Filter and Sort which can be
found under the Data tab.
This will cause an arrow to appear in each column header, clicking on
this arrow will provide filtering options for each column.
You will be presented with options to determine which data you can see
as well as which data you can hide.
Columns can be sorted alphabetically, reverse alphabetically, by color,
by type or by any other qualifiers you may have added.
Add a second filter

Add the first filter as normal
Choose the filtered column and select the filter option to add a second
filter. Approving the second filter will automatically apply it on top of
the first
Filters can be cleared from the same menu using the option labeled clear
filter. You will be given the option to clear one or more of the current
filters. Clicking the filter option from the tab labeled data can also be
used to quickly turn filtering on or off.
Searching as a type of quick filtering
If you know you are only looking for a specific type cell or set of cells with a
very specific type of data, then you can use the search command to filter
everything else out.
Choose the Filter option under the tab labeled Data.
Choose the arrow in the column you wish to filter.
Choose the search option and enter the search data. This data can be
further broken down in ways that are listed below the search box.
Confirm your results and the column will be filtered.
Advanced Filters
More advanced filters can be used to filter out cells based on the number of
characters they contain or even words they don’t contain. This can also be
accessed from the drop down arrows that appear at the top of named columns
after selecting the Filter option from the tab labeled Data. Advanced options
can be found by selecting the Text Filter option. Here you will be given the
option to add one or more of the advanced filters. You can enter specific text
or select from dropdown menus.
Date filters are also available from the same dropdown menu. Your
spreadsheet will automatically know the current date and time and let you filter
information from both the past and the future. If your data is number heavy, a
variety of number filters are also available, you will be able to filter out
specific numbers, values that are equal to, not equal to, greater than, less than,
between, above or below a specific average, in the top 10 or anything custom
you can think of.
When creating filters, a question mark will register as a match with any
character in the same location as it and an asterisk is used to represent any
number of characters. To look up information that contains either of these
characters, place a ~ in front of them.
Filters won’t refresh automatically every time you open a specific workbook,
to update the filters you simply need to reapply them by first selecting the
columns in need of a refresh, going to the Filter and Sort tab and choosing the
reapply option. A macro can also be created to automatically reapply all filters
whenever the workbook is opened.
Use a slicer to filter data
Slicers are a type of visual filter that was added to spreadsheet programs in
2010 as a way to differentiate pivot tables. Assuming you are running a current
version of the software, this type of filter can now be added to other types of
tables as well. Slicers can be added to any table by simply selecting that table,
choosing the Insert tab and selecting the option to insert a slicer. The slicers
option can also be found on the Design tab and the TABLE Tools tab.
Selecting the slicer option will provide you with several options depending on
the data you have available. Selecting your desired option will create a slider
in the workbook that you can then manipulate in order to visualize specific
data. You are free to create as many sliders as you would like per workbook
and per column, though multiple sliders will simply overrule each other if
there are multiple per column. If you wish to delete the slicer that you created,
simple click the X located in the top right corner of the slicer and it will
disappear.
Slicers are highly customizable, they come in 14 different pre-defined color

schemes. By default, these themes are tied to the theme color you’ve chosen for
your desktop and update accordingly. It is also possible to create your own
theme if you are so inclined. To do so, simply select the button label New Style
which can be found in the style gallery for slicers.
Additional adjustable preferences include the size of the slicer, as well as its
layout, position and whether or not the slicer appears when the workbook is
printed. These extra options can be found by first right-clicking on a particular
slicer and then selecting the option for Properties. This is also where you can
find the option to give the slicer a name and/or a description. Finally, the
Settings option will allow you to name the slicer for formula purposes,
provide a caption for the slicer and determine how it filters the table it affects.
Personalized List Sorting

Data can also be sorted by using a number of custom lists that come
preinstalled and ready to go with most spreadsheet programs. They allow you
to automatically sort data based on things like what day of the week it is or by
the month the data was entered.
To use this feature, select the cells you wish to organize, visit the Data tab and
select the Sort option. From there you will find what you are looking for under
the Column heading, where you will find a box labeled Sort By which will
provide you with all of the possible sorting options. Additional options can be
found under custom lists; you can even create your own. Ensure each column
you are sorting has a column heading for best results.
Chapter 7: Pivot Tables
Pivot tables are an easy way to concisely compare large amounts of data. Your
spreadsheet program is good about recognizing the need for pivot tables and,
assuming your settings allow it, will recommend the use of and automatically
create pivot table if you let it, helping you to present, explore, analyze and
summarize your data as efficiently as possible. Before attempting to create a
pivot table it is important that you ensure all of your columns and tables have
headings and that they are all free of unprintable characters/blank cells or extra
spaces.
To insert a pivot table, begin by selecting a single cell that exists in the table or
range of cells. From there, head to the Insert tab and then choose the option to
let the spreadsheet recommend pivot tables. This will then open a new dialog
box which will suggest a variety of pivot tables that could be made with your
current data, chose the one you want and the spreadsheet will create it as soon
as you provide consent. Pivot tables can be deleted by simply selecting the
pivot table in question and pressing the delete key. If you get an error message
in response, ensure the complete pivot table has been selected and try again.
Field List
After the pivot table has been created, the field list will automatically appear
to let you filter your data to a greater degree of specificity. The field list can
also be found under the tab labeled Pivot Table Tools. This will provide you
with a list of available fields you can add to a specific table as well as a
section of four boxes one for values, rows, columns and filters. Relevant fields
cam be switched between the various boxes as need requires.
Most commonly, fields that don’t contain numbers are added to rows while
numerals are typically added into the values sections and things like specific
dates or times are placed in the columns area. Fields can be removed from
areas with the Remove Field Option.
Fields placed in the filters area will appear above the pivot table and act as
filters for the entire table. Fields in the columns area appear at the top the top
of the pivot table, depending on the specifics, columns can be found nested
inside other columns. Rows are found at the left of the pivot table and can be
nestled inside one another when there is a need for it. Values can be found
beneath columns and are typically summarized and shown as numeric values.
Multiple fields in a given area can be sorted by dragging them to their desired
positions.
Sort your pivot tables

Pivot tables offer several easy options for simple sorting including arrows
directly on the list of columns and rows, this will allow you to sort both in
descending or ascending order. These arrows will also allow you to access
additional value or label filters, remove fields or access additional options for
sorting. Columns which do not automatically have arrows included can also be
sorted by choosing a cell in the row or column, right-clicking on it and then
selecting the Sort option.
When sorting pivot tables, it is important to keep in mind the fact that data
which contains leading spaces is likely to affect the results as they are being
sorted. As such, it is important to remove these leading spaces before sorting
the data. Also, remember that text sensitive entries cannot be sorted and you
are limited in the types of sorting you can use which means no sorting by font
color, cell color, format or other conditional types of formatting.
Analyzing external data using a pivot table

If you need to analyze data that is stored someplace besides the spreadsheet
program you are using, it is surprising easy to create a pivot table using that
data as long as the external information is stored in an Online Analytical
Processing cube file, a server database or in Microsoft Access.
Start by choosing a cell in the worksheet you want the external data to
end up in eventually.
Choose the tab labeled Insert, followed by the option to create a pivot
table.
From the resulting dialogue box, find the option for selecting the type of
data you wish to use, from there you will be present with an option to
select a source of data to be accessed externally.
You will now be able to determine the type of connection which will
depend on the type of external source you are using. If you have used
this process before, the Connections in this Workbook option will
provide you with previously used connections.
The tab labeled Other Sources will allow you to pull information using
either an SQL Server or Analysis Services.
Access databases can be found under the Data tab by selecting the From
Access option. From there select the option for Data Source and select
the Open option. You will then be able to choose the information you
want to use. Note, ensure the option for multiple tables is checked if you
plan on using multiple files.
Chose where you would like the resulting pivot table to be placed, it can
be placed into either a new or existing worksheet.
After finalizing your choices, an empty pivot table should appear
followed by the field list with a further list of specifics based on your
imported data.
Data models (chapter 11) can also be imported into pivot tables by
selecting the option for an external data source before selecting the
Choose Connection option followed by the Tables tab.
The This Workbook Data Model option will provide you with the data
you need to create a pivot chart.
Create a pivot table from more than one existing table

Relational data can easily be shown in a pivot table simply by grouping
common values together. In these instances, the field list will show all of the
tables you can you show in the pivot table. The fields from each of these tables
can then be placed onto the table at your discretion. To use multiple tables
from the same workbook you will first need to create a relationship between
the two tables.
First, it is important that both tables have a column which can in turned
be mapped to one of the columns from the other table. Ensure this
column only contains unique information and both tables are named.
Select the Data tab and the option for Relationships and then the New
option.
Select the option for the base table which the other table or tables will
then be linked to.
In the Column Foreign option choose the column that is relevant for the
relationship.
Select the table and column that you then want to relate to the first table
and column in the Related Table/Column sections. Confirm your
choices.
Creating your pivot table should now result in multiple tables being
visible on the pivot table field list option.
Alter pivot table source data
Once a pivot table has been created, the range of data it uses for its source can
be easily altered based on your needs.
Clicking on the pivot table you wish to alter will bring up the list of
tools for use with the pivot table.
Under the Data tab, select the Analyze option followed by Change Data
Source.
Select the new range you will want to use in the box labeled
Table/Range. Instead of typing the new information, simply select it on
your worksheet and it should auto populate this section.
If your external data source has changed, this can be reflected from the
same menu by selecting the external data source option.
Pivot tables based on data models cannot be changed.
Like regular tables, pivot tables can be refreshed by clicking on the
pivot table you wish to refresh to bring up the tools for use with the
pivot table, select the Data tab followed by the option to Analyze, then
Refresh or Refresh all to refresh every pivot table in your workbook at
once. You can also press the ALT key in conjunction with F5.
When altering data ensure you select the prevent columns and cells from
reformatting incorrectly by first selecting the Data tab followed by the
option to Analyze and then Options. Select the tab labeled Layout and
Format and ensure that the options for column width and cell formatting
are selected.
Chapter 8: Make the Most of Macros
Macros can be used to save you time on a wide variety of tasks that you would
otherwise have to perform manually. A macro is essentially a group of
commands strung together to automatically perform one specific goal. Macros
can be written using the programing language known as Visual Basic, but an
easier way to set them up is to use what is known as the macro recorder.
The macro recorder lets you store a series of steps to be strung together as a
single command. The macro recorder remembers everything you do; ensure
you practice all of the steps you want the macro to perform before you start
recording. While not naturally available, the macro recorder can be accessed
by first turning on the Developer tab.
Start by choosing the tab label File before selecting Options.
In the resulting dialogue box, select the option to Customize Ribbon
before choosing the Developer option which can be found in the Main
Tabs section of the window on the right side of the window. Confirming
your selection will make the Developer tab show up on the primary
ribbon.
Edit the Personal Macro Workbook
To edit macros which are part of the Personal Macro Workbook file you must
first take the extra step of making this file viewable.
Start from the Home tab by choosing the Cells group
Choose the Formatting option.
Find the option for hiding things and choose what you need from the
resulting list.
Record a macro
Select the tab labeled Developer after enabling it using the steps
suggested at the beginning of the chapter before choosing the Record
Macros option from the grouping of options found above Code.
In the resulting box, add the name of the macro you are creating. Take
note, Macro names have to start with a letter and they are not allowed to
uses spaces or reference cells directly. The name you enter will not be
case sensitive.
After setting the name of the macro you will be asked to give it a
keyboard shortcut. If you assign it to an already existing shortcut, the
new shortcut will replace the old but only in the workbook that the
macro is saved too.
You will then be provided with an option to store the macro in a variety
of locations including the current workbook, a new workbook or the
personal macro workbook which is useful if you wish to have access to
the macro you create whenever you use the spreadsheet program
regardless of what specific workbook you are using.
You will then be given the opportunity to add a description to your
macro before confirming all of your choices to begin the recording
process.
After you have confirmed your choices you will immediately begin
recording the macro in question so it is important to be prepared. Steps
you take will be recorded exactly and references you make to cells will
be record precisely.
If you want the macro to instead use relative references (for example, up
one cell and over two instead of Cell A1) there is a button for them
specifically on the Developer tab which can be switched on and off as
needed throughout the recording process.
Selecting the stop option will prevent any more keystrokes from being
recorded and stores and saves the macro which is immediately ready for
use. The stop button should be visible at the bottom of the screen for the
duration of the recording.
Once they have been recorded, macros can be run using a shortcut you
set during their generation or by pressing the ALT key in conjunction
with the F8 key to bring up a list of available macros for the current
workbook. You then select the macro you wish to run and select the run
option.
Use VBA to make a macro

Ensure the developer tab is being displayed using the steps suggested at
the beginning of the chapter before selecting Macro Security from the
grouping of options listed above Code.
Select the Settings options before choosing to enable all macros. Ignore
the warning but ensure you return the settings to where they started when
you are done to prevent harmful code from infecting your computer.
With that finished, select the Visual Basic option, also from the
Developers tab and the Code grouping.
This will bring up the editor for Visual Basic, choose the menu labeled
Insert and the option for Module. Take note, this will create a shortcut
for all workbooks in the spreadsheet program. Besides macros, class
modules, userforms and regular modules can be created from this
window.
One of the windows you can access from the Visual Basics Editor is
what is known as the Project Window which will show you all of the
current VBA macros which are currently operating in the selected
workbook
Now it is time to add the code for the macro you want to use, to ensure it
works properly hit F5 to watch it run while still in this window. Be sure
to note that the VBA features available in the spreadsheet program are
relatively limited which means they cannot contain calls to procedures,
functions which are built in, loops, if statements, arrays, variables or
defined constants.
After you have finished writing your macro, select the option to close
and return to your spreadsheet from the File menu.
Add a macro to another macro
Ensure the developer tab is being displayed using the steps suggested at
the beginning of the chapter before selecting Macro Security from the
grouping of options above Code.
Select the Settings options before choosing to enable all macros. Ignore
the warning but ensure you return the settings to where they started when
you are done to prevent harmful code from infecting your computer.
With this completed, find the workbook which contains the macro you
wish to copy before opening the Macro option on the Developer tab in
the group of options above the Code group.
From the available list of macros, choose the one you wish to use to
make a copy before selecting the option to Edit. The code you want to
copy will now be available in the Visual Basic Editor.
If you want to use the entirety of the macro you have selected it is
important that you copy the part of the code in the Sub line and End Sub
sections.
With the code selected, go to the menu labeled Edit and choose the Copy
option or press the CTRL key in conjunction with the C key.
Find the box labeled Procedure, also in the code window, here you will
find the list of modules where you can place the code. Once you have
found where to place the code, choose the Paste option from the Edit
menu or press the CRTL key in conjunction with the V key.
Give a control, graphic or object its own macro
If you wish to assign a macro to a specific control, graphic or object the macro
must already exist beforehand. Once it has been created using the steps listed
above:
Start by right-clicking on the control, graphic or object you wish to
assign the macro to.
Choose the option to Assign Macro from the resulting menu before
selecting the macro you wish to assign and confirm your decision.
Remove a macro
Macros can be deleted easily assuming you have the Developer tab enabled
using the steps suggested at the beginning of the chapter. If the macro you are
looking to delete is in the Personal Macro Workbook, ensure you unhide it
using the steps suggested at the beginning of the chapter.
Start by selecting the workbook which holds the macro scheduled for
deletion.
Use the Developers tab to find the Macros options which can be found
under the grouping of options in the Code area.
From there you will be given a list of macros which can be deleted.
Choose the macro and confirm your choice.
Chapter 9: Modeling Management
A data model will provide you with the opportunity to use data from multiple
tables in a new way. They provide relational data which can be exported to
other workbooks, providing transparency and tabular data results which can
then be imported into pivot tables, charts and reports made with Power View.
Each workbook can only have a single data model at a time but one data model
can be used on multiple worksheets simultaneously. The workbook data model
can be found by looking under External Data Sources in the Pivot table menu
under the Tables option.
In your spreadsheet program these models are natively shown as tables which
can be manipulated with a field list; to view them in their true form however,
you will need to download what is known as the Microsoft Office Power Pivot
add-in for the version of the spreadsheet program you are currently using. To
find this add-on, visit Support.Office.com and search for the version of the
add-on for the version of the spreadsheet program you are using.
Data created using Power Pivot is stored in a separate database inside your
spreadsheet program which allows it to access an internal search engine for
queries and updates that load more quickly than other parts of your spreadsheet
program. This data is spread between pivot charts, pivot table and Power
View. This data can also be shared remotely through the use of the SharePoint
server.
Once you have downloaded the add-on you still need to activate it as part of
your spreadsheet program. To enable it:
Select the tab labeled File follow by Options, then Add-ins
Look for the box labeled manage before choosing COM Add-ins and
then Go.
Look for the box labeled Microsoft Office Power Pivot and check the
box marked OK.
If you followed the steps correctly, you should now see a separate tab
labeled Power Pivot in your main ribbon.
If you choose to import data that is relational, a data model will automatically
be created at the point multiple tables are selected. To do this:
In your spreadsheet program, select the option for Data followed by Get
External Data to bring in data from an external source which contains
multiple tables.
The next window will allow you to select a table, as you want to select
multiple tables, ensure the box to allow you to do so is checked before
choosing your tables selecting next and then Finish.
Select the option you want in relation to the way the data will be
visualized. This will create the data model that you can then manipulate
later. This model will be updated automatically as you manipulate the
worksheet. When you rename a table after this step has been completed
you will need to resync the data model by repeating the previous steps.
Prevent the data model from automatically syncing changes

Data models are linked to their related pivot tables by default, this can be
changed from any worksheet which uses the data model in question.
In a worksheet which is using the data model in question, select the
Power Pivot tab to open the Power Pivot options menu.
In the bottom row of tabs, you should see a list of the tables you are
using, the linked tables will have an icon near their names.
In the resulting ribbon, choose the Linked Table option.
In the resulting menu, find the option for Update Mode and select the
Manual option. To update the data mode in while in manual, look for the
Update options in the ribbon for Linked Tables.
Add to a data model
After you have created a data model it is possible to add disparate data to it,
this process works best with data that is named.
Select the data that needs to be added to the model or, if the data is a
named range simply select a cell in that range.
Choose the tab for Power Pivot before selecting the option to add an
additional Data Model.
Choose the Insert tab followed by the Pivot Table option. Ensure the
dialogue box allowing you to add data to already modeled data is
checked.
The additional data has now been added to the data model in the form of
a linked table.
Extend or refine data models
In the traditional spreadsheet interface, data models are presented as pivot
tables to maximize ease of analysis and data exploration. If you instead wish to
interact with the data model more directly by removing specific tables or
fields, view all of the data that makes up the model directly, add business
logic, hierarchies or KPIs then the Power Pivot add-in is what you are looking
for. Additional data model optimizations include deciding on a field list that
populates by default, icons or images to represent certain columns or rows. To
use Power Pivot:
Select the Power Pivot tab before choosing the Manage option.
The resulting window will show you all of the optimizations that you
can apply to the current data model.
Certain types of visualizations will only work with certain types of data.
Gathering Data with Power Pivot

Once you get used to it, you will find that determining relational data is much
faster using the Power Pivot add-in than using traditional methods. The
benefits of importing data this way include the ability to remove data that
doesn’t relate to the model, rename things as you import them or use otherwise
predefined terms to find related data to import. This will also save you steps
when it comes to creating new relationships as every table that is imported into
Power Pivot will automatically have its relevant relationships tagged.
Select the Power Pivot tab followed by Home, Get External Data and
then finally choosing the From Database choice assuming the data you
are looking for is dimensional or relational.
Other sources can be found using the Suggest related Data Option under
the Data Service option found on the Home tab of Power Pivot.
Data that you select can either be imported whole cloth or the data can
be filtered by choosing specific view or tables or writing a list of what
you want to be imported.
Data used in the model can be refreshed from the Power Pivot tab by
selecting the Data option then Connections and then Refresh All. This
refresh works by looking for the original data that was imported and
seeking to import it again. Data will disappear if the required
connections can’t be made.
Data from almost every type of source is supported with the exception
of published server documents.
When using this method, it is important to keep in mind that OLE DB options
will almost always work more quickly when it comes to scaling large amounts
of data. Always look for OLE DB options when they are available.
Common issues
If your Power Pivot tab stops appearing when you open your spreadsheet
program this might be because your spreadsheet program has decided that the
add-on is causing the program to become unstable. This is typically caused if
the spreadsheet program crashes while the Power Pivot window is active. To
restore the missing tab:
Select the tab labeled File followed by Options and then Add-ins
Look for the box labeled Manage then the option for Disable Items
Choose Go then look for the option for Microsoft Office Power Pivot
and set the selection to Enable.
If the same issue keeps occurring, then start by closing out of your
spreadsheet program.
Open the start menu and select the run option before typing into the
resulting box regedit.
After the registry editor opens look for the registry key that relates to
User Settings for your version of the spreadsheet program.
Look for the listing called PowerPivotExcelAddin, right-click on it and
choose delete.
Return to the beginning of the Registry Editor and look for the
spreadsheet program Addins string.
Look for the PowerPivotExcelClientAddIn.NativeEntry.1 and right-click
to delete it.
Close the editor and reopen the spreadsheet program before following
the original instructions for enabling Power Pivot.
Chapter 10: Power View
If you are already using pivot tables to create data models and Power Pivot to
manipulate your data models, then Power View is the final piece of the puzzle.
It can be used to present and visualize your data models in reports that are like
no other. Power View can easily take any type of data and use it to form bar
charts, pie charts, even bubble charts. Matrices and complex tables can even
be automatically broken down into multiple charts. Power View is only
available for versions of the spreadsheet program going back to 2013. If your
company uses Microsoft Power BI, then Power View is also available.
Power View sheets can be created from the Insert Tab by selecting the Power
View option and they will automatically detect your current data model. Your
version of the spreadsheet program may not have Power View enabled by
default if this is the case, follow the steps listed below:
Choose File, then Options, followed by Customize Ribbon.
Select the option for Main Tabs, then select where you wish the Power
View option to appear.
Select the option to add additional commands followed by commands
that are not found in the ribbon and then choose the option to Insert
Power View.
Selected the option to add, then choose where you want to find the
Power View option, before naming the new group.
After confirming your choices, you will still need to activate the add-in
for Power View. To do this, you will need to click on the Power View
option you create on your ribbon before choosing the option to enable
when prompted to do so.
Creating a Power View Sheet

Creating a Power View Sheet after you have activated Power View
option on the ribbon is as easy as clicking the button on the ribbon.
This will then provide you with a list of options regarding tables which
can be visualized. Selecting a table will provide you with a list of
options that Power View has determined will provide the message of the
data most clearly.
The Design tab can be used to alter the current visualization.
Filter data in Power View
Power View can filter data based on the metadata provided from the data
model as a baseline to understand the relationships between the data in the
model. The filter options can be found on the Filter pane and provides options
to cross-filters and slicers as well as standard filters. This is also where the
option to highlight specific portions of the data can be found. These options
can be applied to the entirety of the current Power View sheet or just certain
portions of the data.
These filters can be applied in real time, simply by selecting certain portions
of the data that is being presented. To filter data simply click on it and see what
happens. For example, choosing a specific column may automatically filter the
display to show all the variations on that specific type of data or highlight for
additional emphasis. Pressing the CTRL key in addition to clicking on a value
will allow you to select additional values. Clicking on a filter, not a value,
will reset the display.
Power Pivot and Power View Interaction

If you know you plan on using Power View with the data model, you are
improving using Power Pivot then there are a few things you can do to make
the transition from one to another as smooth as possible.
Ensure you have chosen the correct default aggregation. The spreadsheet
program defaults to Sum for this sort of thing, to change this open the
Power Pivot tab and choose the Manage option. Choose the tables you
wish to change and set your cursor on the column to provide you access
with the Advanced tab. Choose the desired aggregation from the
resulting options menu.
Ensure you have always chosen the identifiers, images and titles for all
of your data model tables.
Power View default field
Set a default field for Power View sheets which will allow certain fields to
be automatically added to Power View based on need. By activating this
feature, you can have new information added to the data model simply by
selecting predefined tables.
Open the workbook which houses the data model you wish to use
before selecting the Power Pivot tab and the Properties option.
Choose the table you wish to add a default list to.
Select the Advanced option followed by Default Field Set.
Choose the fields from the table you wish to add automatically
before selecting the Add option.
These fields will be added to the model in order, and can be
rearranged from this screen.
If done correctly, clicking on a table while in Power View will cause
it to auto-populate the fields you have selected.
Conclusion
Thank you again for downloading this book! I hope this book was able to help
you to learn more about many of the more advanced features that your
spreadsheet program has to offer. While some of the steps outlined above seem
as though they would be cumbersome, over time you will find they speed up
many of the common tasks you regularly perform.
The next step is to stop reading already and start practicing the techniques that
you feel will be most useful to your everyday life. Don ’ t stop there however,
you will be surprised how useful all of the above techniques can be, give the
ones you don ’ t think you will need a try as well and see what happens.
Remember, proper spreadsheet usage is a skill and like any other skill it only
improves with practice.
you be kind enough to leave a review for this book on Amazon? It ’ d be
greatly appreciated!
EXCEL:
Tips & Tricks
Over 100 ways to crash with

Calc Spreadsheet
AUTHOR
FRANCESCO IANNELLO
Table of Contents:
Chapter 1: The Excel Environment

1.1 – Customize the Environment
1.2 – Manage Windows
1.3 – Customize Views
1.4 – Use Toolbars
1.5 – Working with Rows and Columns
Chapter 2: Key Operations

2.1 – Use the Cells
2.2 – Make Calculations
2.3 – Manage Prints
Chapter 3: Other Excel Operations

3.1 – Use the Functions
3.2 – Working with Charts
3.3 – Use a Spell-Check
3.4 – Prevent Unauthorized Changes
3.5 – Use Little Tricks
© Copyright 2016 by Franky | studio - All rights reserved.

consulted.



Introduction
I want to thank you and congratulate you for downloading Excel: Tips & Tricks
- Over 100 ways to crash with Calc Spreadsheet. Spreadsheets are a fact of
modern life and with this book you have taken the first step to learning to
create them to ensure maximum effectiveness and efficiency. You will be
surprised at all the things you can do, given a little knowledge and a little more
practice. Get ready to get too it and you will soon be creating spreadsheets
better than anyone in your office.
Chapter 1: The Excel Environment
Just like other important software, this software offers so many different
functions for different reasons. You are able to customize your working
environment to offer an ease of use. For example, if you are not going to use
the paint function because you are working on statistic spreadsheet, then you
probably do not need it to be in your working area. Items that you do not need
will just get in the way and make your work area cluttered. In this chapter you
are going to learn how to create an appropriate working environment while
you are using Excel.
1.1 Customize the Environment

No
matter if you own a full package of Excel or if you have a trial, there are many
different display options that you are able to use in order to customize the
spreadsheets. You are able to find them just by clicking on the FILE tab, and
then you will click on the OPTIONS. Click on ADVANCED, and from there
you will see the Excel Options.
There are a numerous amount of options that you are able to pick from this
window. You can scroll down and you will see options for the workbook, as
well as the worksheets. Most options are check-box options, which some are
already used while others are not selected.
Along with display options are options like RIGHT-TO-LEFT and the LEFT-
TO-RIGHT boxes. The default option is the LEFT-TO-RIGHT in which the
row numbers on the left side of the spreadsheet. However, should you click the
RIGHT-TO-LEFT box, the row numbers will then appear to the right side of
your spreadsheet.
Excel shows the cell values instead of the formulas. However, you are able to
adjust them in order to display the formulas inside the cells instead. Click on
the SHOW FORMULAS IN CELLS INSTEAD OF THEIR
CALCULATED RESULTS box. The formulas will then be visible on your
spreadsheet just like the picture above.
Zero values are also included in the Excel spreadsheet cells, unless the
SHOW A ZERO IN CELLS THAT HAVE ZERO VALUE box is checked.
You will then see that the spreadsheet cells do not include the zero value
inside.
You are also able to show or even remove the gridlines from your spreadsheet
documents. You will need to click on the SHOW GRIDLINES box in order to
include them in the sheet. You can customize the color below by clicking on the
GRIDLINE COLOR option, and then by choosing a different color palette.
Above you can see the gridlines as red.
The SHOW PAGE BREAKS option is another option. Selecting this box will
add the break lines into your document. It will highlight the pages. This will
show you the exact spots in which the pages are broken up. You can see where
the printing will be separate should you print your document.
1.2 Manage Windows

You are able to open multiple different workbook windows in your program.
You can arrange them into different windows of different displays so that you
are able to view them in different parts of a worksheet from each of the
workbooks on the screen simultaneously. You can follow these instructions:
1. Open your workbooks so that you are able to arrange them. You will
want to open no less than two workbooks and then select the worksheet
in each of the workbooks that you would like to display.
2. Click the button that says, "ARRANGE ALL" in the Window group
located in the VIEW tab. It looks likes this:
3. Make one of these following selections:
Tiled: Select this in order to arrange and then size the windows
so that the windows all fit next to each other so that you can see
them all.
Horizontal: Select this button in order to size the windows

equally and then put them over each other.
Vertical: This button will display the windows horizontally next
to each other.
Cascade: Select this button if you would like the windows to

overlap each other with only the title bars being shown.
Click OK
Once you have arranged the windows the way you like them, you
will just click on the window that you would like to work on and
edit. You will click on the title bar, or you are able to access the
worksheet from the taskbar. If you close one of your windows that
you have arranged, this program does not automatically resize the
other windows that are open. You will need to arrange them or
click on the ARRANGE ALL command once again in the VIEW
tab.
1.3 – Customize Views

You are able to use a custom view to save a specific display setting or settings
like column widths, hidden rows and columns, row heights, filter settings, cell
selections, or window settings. You can even include specific print settings
and areas in the custom view.
You are able to create multiple custom views for each worksheet, but you can
just apply a custom view to a worksheet that is active when you have created a
custom view. If you do not need the custom view anymore, you are able to
delete it.
Creating Your Custom View:

1. On the worksheet, change your display and then the print settings that
you would like to save in the custom view.
2. On the VIEW tab, in the group WORKBOOK VIEWS, click on
CUSTOM VIEWS.
3. Click the ADD button.

4. In the box NAME, type in the name for your view. In order to make the
view easier to identify from the others, you are able to include the name
of your active worksheet in the name of your view.
5. Under the INCLUDE IN VIEW, select the boxes of the setting s that
you would like to include. All of the views that you end up adding into
the workbook will appear under the VIEWS in the dialog box
CUSTOM VIEWS. When you have selected a view in your list, click
on SHOW.
Apply Your Custom View:

1. On your VIEW tab, in the group WORKBOOK VIEWS, click on
CUSTOM VIEWS.
2. In the box VIEWS, click on the name of the specific view that you
would like to apply, and then you will need to click on SHOW. The
worksheet that you were working on during this custom creation view
will then automatically be displayed.
Delete Custom View:

1. On the tab VIEW, in the group WORKBOOK VIEWS, and then click
on CUSTOM VIEWS.
2. In the box VIEWS, click on the name of the view that you would like to
delete, and then you will click on DELETE.
1.4 – Use Toolbars

In this section you will learn or brush up on the buttons that are on the basic
toolbar.
The above toolbar is displayed in this manner when it is attached to the

window of the software. You are able to make it float by double clicking on the
end of the toolbar. The toolbar will then look like this:
It can be moved to anywhere on the screen.
Here is a list of the buttons and their functions:
This button will allow the operator to create a new document

that is blank and based upon the default settings of the template.
This button will allow you to open or find a certain file.
This button allows you to save the active file with the
current name, location, and the file formatting.
This certain button will print the file for you. You can
change the print settings before it prints.
This button is for you to preview your file before it prints.

You can see how it will look when it prints. If you do not like it
or need to change the settings, then you are able to.
This button is used to check your spelling, writing style, and

grammar in your document. This should always be used as you go
and before you save your document.
This button is used to cut a selection from your document

and put it on your clipboard. It can then be placed in another
location.
This button will copy a selection. It will leave the original

selection, but just make a copy so that you are able to put it in
another location as well as the original.
This is the paste button. This will put the content that is on
the clipboard in a specified location.
This button is the format painter. It copies the formatting

from one selection or a text and it will apply it to another area or
text.
This button will undo your actions in the document. You can
even use the pull down menu to undo many steps that you took in
the document.
This is the redo button. It will reverse the action of your

undo button. You can use the pull down menu to redo many steps.
This is the Auto Sum button. This will add numbers
automatically and will suggest a range of numbers that should be
added.
This is the Sort Ascending button. It will sort the selected

items from the very beginning of the alphabet, the lowest of
numbers, or the earliest of dates.
This is the Sort Descending button. It will sort the selected

items from the very end of the alphabet, the highest of numbers, or
the latest of dates.
This is the Chart Wizard button. This will guide you through
the steps in order to create an embedded graph or chart in your
document.
This is the button that will display or hide your drawing

toolbar.
This is the Zoom button. It will reduce or enlarge the

display of your active document.
1.5 – Working with Rows and Columns

In this section, you are going to learn how to work with the columns and rows.
From inserting rows or columns to freezing the panes, you are going to be well
versed in working in your spreadsheets.
Inserting Columns and Rows

In order to insert a column or a row into your worksheet, you will follow these
instructions:
1. Select the cell in the worksheet in which you want the new column or
row to be inserted. To insert multiple columns or rows, select multiple
cells. New columns are inserted towards the left of the selected cell or
cells. The new rows are inserted above the cell or cells that are
selected.
2.
On your HOME tab, in the group CELLS, click on the INSERT
command.
3. Select the INSERT SHEET ROWS or the INSERT SHEET

COLUMNS selections.
Deleting Columns and Rows

In order to delete a column or a row in the worksheet, you will need to follow
these instructions:
1. Select the cell that needs to deleted. In order to delete multiple
columns or rows, select multiple cells.
2.
On your HOME tab, in the group CELLS, click on DELETE.
3. Select the DELETE SHEET ROWS or select
DELETE SHEET COLUMNS.
Transposing Columns and Rows

You can determine if data that you have already entered in your worksheet
would be shown in a more logical way if the columns and the rows were
transposed. Here are the instructions on how to do this:
1. Select your cells with the data and the headings that you would
like to flip.
2. On your HOME tab, in the group CLIPBOARD, you will click on

COPY.
3. Put the cursor in the blank cell inside your worksheet, which will
then become the top left cell in your transposed group.
4. Right click and then select the arrow PASTE SPECIAL, and then
you will click PASTE SPECIAL.
5. In the dialog box PASTE SPECIAL; check on the TANSPOSE

box and then click on OK.
6. The data that you have entered will now appear with the columns
and the rows swapped around.
Setting the Row Height and the Column Width

Here are the instructions to set the width or the height:
1. Select the cell inside the worksheet in the column or the row that
you would like to change the width or the height of. In order to
change the width or the height of many columns or rows, you will
select all of the cells.
2. On the tab HOME, in the group CELLS, you will then click on
the command FORMAT.
3. Select COLUMN WIDTH or ROW HEIGHT.
4. In the box ROW HEIGHT or COLUMN WIDTH box, enter in

the new size of the column or row. Rows are measured using
point, with each of the point equaling about 1/72 inch. Columns
are measured using character, so the value that is entered is equal
to the number of the characters that will fit inside the cell,
assuming that you are using the default font.
Here are the instructions on how to have the cells automatically resize.
1. Select your cell inside the worksheet in the column or the row
that you would like to change. In order to change the width or
the height of many columns or rows, you will need to select all
of the cells.
2. On the tab HOME, in the group CELLS, click on the
command FORMAT.
3. Select the options AUTOFIT COLUMN WIDTH or

AUTOFIT ROW HEIGHT.
Hiding Columns or Rows
1. Select the cell inside the worksheet in the column or the
row that you want to hide. In order to hide many columns
or rows, select them all.
command FORMAT.
3. Select the options HIDE & UNHIDE, and then click on

HIDE COLUMNS or HIDE ROWS.
Unhide Columns and Rows
1. Select the cells on either one of the sides of the columns
or the rows you want to unhide. You can use the Shift
key or even make sure that you have the entire range. If
you hide column E, then you will need to select
columns D through F, which will include column E.
command FORMAT.
3. Select the option HIDE & SELECT and the click

UNHIDE COLUMNS or UNHIDE ROWS.
Freezing Panes
Freezing the panes is a way of making a row or columns stay at the top or to
the left of the worksheet as you move down the worksheet. A common use of
this is to keep the header row in view as you are scrolling down through your
larger sized worksheet. Here are examples of how it would look before and
after scrolling down without freezing panes.
This is what it will appear like once freezing panes and you move down your
worksheet.
Here are the directions on how to freeze the panes so that your header will stay
visible while you are scrolling down.
1. On the tab VIEW, in the group WINDOW, click on
the command FREEZE PANES.
2. Select the options FREEZE PANES in order to
freeze the rows that are above and columns that are
to the left of your selected cell.
3. Select the option FREEZE TOP ROW in order to
freeze the top row.
4. Select the option FREEZE FIRST COLUMN in
order to freeze the first column.
Chapter 2: Key Operations
In this chapter you are going to learn about the key operations for Excel. It is
important to learn the operations in order to successfully use this program.
From using the cells to complex prints, you are going to be well versed with
the key operations.
2.1 Use the Cells

This section offers information about formula syntax, as well as the usage of
the cell function. The cell function will return the information about the
location, formatting, or contents of a specific cell. For example, if you want to
verify that a certain cell has a numeric value instead of the text before you
perform a specific calculation on it, you are able to use the following formula.
= IF (CELL ("TYPE", A!) = "v", A1*2,0)
This certain formula calculates A1*2, but only if the cell A1 has a numeric
value, and then it returns 0 if the A1 includes text or it is blank.
Syntax
CELL (info_type, [reference])
The cell function syntax has the arguments as followed:
Info_type is required. The text value that is specified will be the type of the
information that you would like returned. The following list displays the
possible values of which the info_type argument, as well as the corresponding
results.
Info_Type Returns
Address References of the first cell in the
reference, as text.
Col This is the column number in which
the cell is in reference.
Color
Color This is the value 1 should the cell be
formatted in a color for any negative
values; otherwise it will return 0.
Contents Value of upper left cell in the
reference; it isn't a formula.
Filename This is the file name that includes the
path of your file that has the reference,
as text. It will return empty text if the
worksheet contains reference that
hasn't been saved.
Format This is the text value that corresponds
to the number format in the cell.
Parentheses This value 1 if your cell is formatted
using parentheses for a positive of all
of the values; otherwise it will return
a 0.
Prefix Text value that corresponds to the
label prefix of your cell. Returns a
single quotation mark should the cell
have left aligned text, a double
quotation mark should the cell have
right aligned text, a caret should the
cell have centered text, a backslash if
the cell has fill aligned text, and an
empty text if the cell has anything else
inside.
Protect This value is 0 if the cell isn't locked.
Otherwise it will return a 1should the
cell be locked.
Row This is a row number of a cell that you
are referencing.
Type He text value corresponds to the type
of the data that is inside the cell. It
will return b for blank should the cell
be empty, l for a label, and v for a
value if the cell has anything else.
Width Column width of your cell, rounded
off to the nearest integer. Each unit of
the column width is equal to a width
of one character by default.
Cell Format Codes

Excel format CELL function returns
General "G"
0 "F0"
#,##0 ",0"
0.00 "F2"
#,##0.00 ",2"
$#,##0_);($#,##0) "C0"
$#,##0_);[Red]($#,##0) "C0-"
$#,##0.00_);($#,##0.00) "C2"
$#,##0.00_);[Red]
"C2-"
($#,##0.00)
0% "P0"
0.00% "P2"
0.00E+00 "S2"
# ?/? or # ??/?? "G"
m/d/yy or m/d/yy h:mm
"D4"
or mm/dd/yy
d-mmm-yy or dd-mmm-
"D1"
yy
d-mmm or dd-mmm "D2"
mmm-yy "D3"
mm/dd "D5"
h:mm AM/PM "D7"
h:mm:ss AM/PM "D6"
h:mm "D9"
h:mm:ss "D8"
2.2 Make Calculations

If you are getting started with this program, creating the formulas is one of the
very first things that you should learn. In this section, you will discover how to
create the formulas, as well as calculations in your Excel program.
At the heart of this program, it is a gigantic calculator. Look at the cells as

individual calculators. Not only are they calculators, but you are able to create
formulas in order to link other cells together. You are able to create formulas
that link cells in other worksheets together. You can even create formulas that
will link cells in other workbooks together.
How to Enter Formulas

In this program, each of the cells is able to contain a calculation. These
calculations are called formulas. Each of the cells has one formula. When you
have entered a formula inside of a cell, Excel will calculate the results of this
formula and in turn it will display the result of the calculation for you. In fact,
once you have entered a formula into any of your cells, Excel will also
recalculate the result of all of the cells inside your worksheet. This typically
happens in the blink of an eye. You will not even notice the work being
processed.
When you are entering a formula, you will have to ensure that Excel knows that
it is what you want. You begin with typing in the equal sign, and then you will
type in the rest of the formula. If you do not type in the equal sign first, then the
program will assume that the text is just text and is not a formula. Here are
some examples of some formulas along with their results.
In this specific example, there are four formulas:

Addition +
Subtraction -
Multiplication *
Division /
In each case, you will need to type in the equal sign, then your formula. You
will then press the Enter key in order to tell Excel that you have finished typing
in the formula.
At times this program will show you a warning instead of entering the
formula. This will happen once the formula is typed in and is invalid. It
will typically offer you a indication that the formula is wrong.
Other times, this program may enter a formula that you have typed
correctly, but then will show you an error like #VALUE. This means that
the formula that was entered has value, but the program cannot calculate
a result from the formula.
Creating Formulas Refers to Other Cells in Worksheet

Excel's power comes form allowing the user to create formulas that offer
reference to the values that are in other cells. In the example displayed above,
you will notice that the headings across the top and down the left are
displayed. When you have created a formula, you are able to refer to the other
cells using the cell references in order to incorporate the values with the other
cells into a formula. The value in the other cells may be a simple number, or a
cell that contains a formula. When you end up creating a formula that refers to
another cell, which contains another formula. Here are examples of formulas
that refer to some other cells.
In the example, rows 6 through 8 build upon the earlier example in order to
link the cells together.
B6 adds in the values in the cells B2 and B3. If you end up changing
either of the values in these cells, then the result in the cell B6 will
change.
B7 and B8 subtract, as well as multiply the values in the other cells.
B9 goes just a step further and it divides B8 by the cell B3. Not that the
cell B8 is multiplied by B5 and B2 together. So if you change the values
in B5 or B2, you will have a domino effect.
Creating Formulas that Refer to Cells in Another Worksheet

When you open up the program, you will begin with just one worksheet.
However, Excel will allow you to have multiple worksheets inside a single
spreadsheet file that is known as your workbook. In fact, in the earlier versions
of this program, a new workbook would automatically begin with three
worksheets already up.
Here are examples of formulas that refer to the cells in another worksheet
inside the same exact workbook.
In this example, the formulas in the cells B10 and B11 refer to the cells in a
different worksheet that is called data.
B10 multiplies the value inside the cell B9 by the value that is in the cell
A2 inside the worksheet titled Data.
B11 takes the value in the cell A4 inside the worksheet that is titled Data
and it divides it by the value in the cell B9.
There are a couple of different ways in order to create formulas:

Type in the formula by hand. In the example above, you can create the
reference for another worksheet by typing in the name of the worksheet
followed by an exclamation mark. The mark will tell the program that
you are referring to a different worksheet.
Begin typing in the formula by typing n the equal sign, than by clicking
on the name of the other worksheet. Excel will switch to your other
worksheet, and you can click on the cell that you would like to reference
in the formula. You can press Enter in order to finish entering in the
formula, or you can click back on your original worksheet name. Finish
typing the formula before you click on Enter.
Note that if you have reamed the worksheet that it titled Data, the formulas will
then refer to Data will be automatically updated to reflect the new title. Here is
what the above example will look like if it is changed from Data to Daily Data.
Not that Excel has put the apostrophes around the title of your worksheet that is
called Daily Data. This is due to the space inside the worksheet name. Excel
does this in order to ensure that the reference still works. If you have manually
typed in the formula without the apostrophes, the program will not be able to
validate your formula, and you will not be bale to enter it in.
Creating Formulas that Link to Another Workbook

As you may imagine what we have already covered, it is also very possible for
you to create a formula that refers to other cells inside another workbook or
file. Once again, it is very simple to correctly refer to a cell inside of another
workbook. Here is an example:
In the example above, B12 contains a formula that refers to the cell D6 inside
of a worksheet that is titled Data. It is in a file titled Excel-data-table-xlsx.
The square brackets indicate a file name. Be aware of the file that is
referred to is not open, the square brackets can also include the full path
of the file, so the program will still read the value from the cell that is
being referenced.
The apostrophes are then used to enclose the file name and the name of
the worksheet.
Excel will use the absolute reference in order to identify the cell that is
being referred to. This means that if you move information from the cell
D6 inside the Data worksheet, the formula will still be able to work.
The $ signs are used in order to denote an absolute reference.
2.3 Manage Prints

In this section, you are going to learn how to print your documents without
issues. There may be some settings that you will need to change per document
due to the type of document you would like to print.
Printing Worksheets
In order to print your worksheet, you will follow these steps:
1. On the tab FILE, click on PRINT.
2.
In order to preview the other pages that you will
be printing, click on NEXT PAGE or click on
PREVIOUS PAGE that is at the bottom of the
window.
3. In order to print your worksheet, click on the

PRINT button.
Printing Selections
1. First, you will need to select the range of
the cells that you want to print.
2. Next, under the SETTINGS option, select the
option PRINT SELECTION.
3. Then you will need to click on the PRINT
button.
Multiple Copies
In order to print multiple copies of your document, you will need to follow the
following instructions.
1. Use your arrows next to the box COPIES.
2.
If one of the copies contains many pages, then you can switch
between Uncollated and Collated. For example, if you would like to
print six copied, Collated prints the whole first copy, then the whole
second copy, and etc. Uncollated prints will print six copies of page
1, six copies of page 2, and so on.
3. Click on the PRINT button.
Orientation
You are able to switch between the Portrait Orientation and Landscape
Orientation. Portrait is when the shortest of lengths are the top, and the
landscape is with the longest of widths at the top of the document.
Page Margins
In order to adjust your page margins, execute these steps:
1. Select one of the predefined margins (wide, normal, or narrow)
from your Margins drop down list.
2. Or you are able to click on the SHOW MARGINS icon that is on
the bottom right of your window. Now you are able to drag the
lines manually and change the margins.
Scaling
If you would like to fit more of your data onto one page, you are able to fit the
sheet to just one page. In order to achieve this, you will need to follow the
following steps.
1. Select the option, “FIT SHEET ON ONE PAGE” from the
scaling drop down list.
Chapter 3: Other Excel Operations
This chapter will show you about the key operations for Excel. It is important
3.1 Use the Functions

In this section you are going to learn about the functions that you will need in
order to successfully use the Excel program.
1. Enter your data. One of the main reasons for using your
spreadsheets is to perform calculations. In order to
illustrate, we will be looking at examples of the main
functions that you will utilize in your program. In this
example there is a class survey about types of ice cream.
The class was told to choose a favorite flavor.
2. Placing functions. In the example given above, the total of

the column of your numbers would naturally just go to the
cell B10.
Before putting in a function ensure that
the cell is where you would like the function to go. From
the INSERT menu, you will select FUNCTION.
In the option PASTE FUNCTION window that pops up,
select the option MATH & TRIG category. Scroll down to
the SUM function.
3. Once you have chosen OK, the following box will appear.
There will be a lot of information displayed, but it is just a
summary of what you have asked your program to do.
4. Your edit bar that at the top shows the names of the
function, then the lists of the mathematical function that you
would like performed. Excel will select the range of
numbers immediately above or to the left side of the
function. If there should be a gap in the range, you will
need to enter the proper range inside the edit bar.
5. Using AutoSum. Remember that the program will allow
you to find a total of a row or column of numbers.
Here is a list of different functions that you can use in your program:
Mathematical Functions:
SUM: This will add up all of the values that are in a specified range.
SUMIF: This will add values in a range that meets a certain criteria.
SUMIFS: This will add values that are in a range that is based on
multiple criteria.
SUMPRODUCT: This will sum a range of your cells that meet multiple
criteria.
ROUND: This will round a number to a certain digit.
ROUNDUP: This will round up a number to a certain digit.
ROUNDDOWN: This will round down a number to a certain digit.
CEILING: This will round a number to multiple significance.
FLOOR: This will round a number down to multiple significance.
Statistical Functions:
COUNT: This will count all of the values in a specified range.
AVERAGE: This will calculate the average of a number from a range
of different values.
MAX: This will find the maximum value in a specified range.
MIN: This will find the minimum value in a specified range.
COUNTA: This will count all of the non-empty cells that are in a
specified range.
COUNTBLANK: This will count all of the blank cells that are in a
range.
COUNTIF: This will count all of the cells in a specified range that only
meets multiple criteria.
COUNTIFS: This will count all of the cells inside of a range that only
meets multiple criteria.
AVERAGEIF: This will calculate an average of a specified range of
the values that only meet specific criteria.
AVERAGEIFS: This will calculate an average of a specified range of
values that only meet multiple criteria.
LARGE: Returns a value that is dependent on its ranking in a specified
range of values in order that is descending.
SMALL: Returns a value that is dependent on its ranking in a specified
range of the values in an ascending order.
RANK: Returns a rank or a position of a number within a specified
range of numbers.
Text Functions:
LEN: This will return the length, in number of the characters, of your
contents of a specified cell.
REPT: This will repeat a character in a certain number of quantities
that is specified.
TRIM: This will remove any unwanted spaces inside of a cell or cells.
LEFT: This will extract a number of characters from the beginning of a
cell.
RIGHT: This will extract a number of characters from the end of
specified cell.
MID: This will extract a certain number of characters from the middle
of your cell.
UPPER: This will convert the contents of a specified cell to uppercase.
LOWER: This will convert the text in a cell to lowercase.
PROPER: This will convert the text in a cell to a proper case.
REPLACE: This will replace the existing characters inside of a cell
with a different set of characters.
SUBSTITUTE: This will replace an existing character or characters
with a different type of characters.
Financial Functions:
PMT: This will calculate the loan repayments based upon the constant
payments and the constant interest rates.
RATE: This will return the interest rate by period of your loan or an
investment.
PV: This will return the present value of the investment based on a your
constant interest rate and the payments.
FV: This will return the future value of your investment that is based on
a constant payment and constant interest rates.
IPMT: This will calculate the interest that is paid during a certain
period of loan or an investment.
PPMT: This will calculate the principal payment that is made in a
certain period of your investment.
IRR: This will return your internal rate of return on a certain series of
your regular investments.
XIRR: This will return the internal rate of your return on a specified
series of the irregular payments on a specified investment.
NPV: This will return your net present value of a specified value of a
certain investment that is based on a series of your cash flows and a
specified discount rate.
Lookup and Reference Functions:

VLOOKUP: This will look down a list vertically in order to find a
certain record and it will return information that is related to that certain
record.
HLOOKUP: This will look up a list horizontally in order to find a
record and it will return information that is related to this record.
MATCH: This will return a position of a specified value inside of a
list.
INDIRECT: This will allow you to utilize a cell reference that is
entered as a string of text.
OFFSET: This will return a value inside of a cell or a range of cells
that are specified by a number of rows or columns from another one of
the cells.
CHOOSE: This will return a value from a specified list of values that
are based on a certain position.
ADDRESS: This will return a text representation of an address from a
certain column and row of numbers.
Logical Functions:
IF: This will test conditions and take an alternative action that is
dependent on the results.
AND: This will test up to 30 different conditions that use logic.
OR: This will test up to 30 conditions that use logic.
IFERROR: This will perform a certain action should a formula
evaluate the formula and there is an error. It will display a formula
result if not.
Date and Time Functions:

TODAY: This will return the current date.
NOW: This will return the current time and date.
DATE: This will return sequential numbers for a specified date and it
will format the result into date format.
DAY: This will return the day that corresponds to a certain date that is
represented by a number between 1 and 31.
MONTH: This will return the month that corresponds to a certain date
that is represented by a certain number in your range from 1900 to 9999.
WORKDAY: This will return a date that is specified by a number of
working days before or even after a certain date.
WEEKDAY: This will return a day of week that corresponds to a
certain date.
NETWORKDAYS: This will return a number of workdays that are
between two specified dates.
EOMONTH: This will calculate the very last day of the month.
3.2 Working with Charts

In this chart you are going to be learning how to work with charts; one of the
most famous of features this program has to offer. Here is a list of aspects you
will learn in this section:
Moving Charts
Resizing Charts
Copying Charts
Deleting Charts
Adding in Chart Elements
Moving Chart Elements
Deleting Chart Elements
Printing Charts
Before you are able to modify your chart, the chart needs to be activated. In
order to activate your embedded chart, you will need to click it. Doing this
will activate your chart and it selects the elements that you click. In order to
activate the chart on your chart sheet, you will need to just click on the sheet
tab.
Moving and Resizing Your Chart

If the chart is an embedded chart, you are able to move and resize the chart
with your mouse. Click on the border of the chart and then you are ale to drag
the border in order to move it. Drag any of the handles in order to resize your
chart. The handles of the dots will appear on your chart's corners and the edges
when you have clicked on the border. Once the mouse turns into a double
arrow, you are able to click it and drag it.
When your chart is selected, you are able to use the FORMAT and SIZE
controls in order to adjust the width and the height of your chart. Use the
spinners or you can type in the dimensions into the Height and Width controls.
You are also able to use standard cut and paste actions in order to move your
embedded chart. In fact, this is the only way you are able to move a chart from
one of your worksheets into another one. Select the chart and then choose
HOME, CLIPBOARD, and then CUT. Then you will activate a cell that is
near the location you would like to put the chart, and then you will choose
HOME, CLIPBOARD, and then PASTE. The new location for your chart is
able to be in a different worksheet of even in a totally different workbook. If
you end up pasting the chart into a different workbook, it will be linked to your
data in the first workbook.
Copying Your Chart

In order to make a copy of your embedded chart, press the Ctrl and hold it
down. Click on your chart and then drag it using your mouse to a different
location. In order to make a copy of your chart sheet, use the exact same
process, but you will need to drag the chart sheet tab.
Deleting Your Chart

In order to delete your chart, you will need to press Ctrl and then click on your
chart. You will then press the Delete button. When the Ctrl key is then pressed,
you are able to select many charts, and then you can delete them all at the same
time.
In order to delete your chart sheet, you can right click on the sheet tab and just
choose Delete from your shortcut menu. In order to delete many chart sheets,
you will need to select the all by pressing Ctrl while you click on the sheet
tabs.
Adding In Chart Elements

In order to add in new elements to your char like legend, title, data labels, or
even gridlines, you will use the controls in your Chart Tools. These controls
are arranged in logical groups, and they will display a dropdown list of your
options.
Moving and Deleting Your Chart Elements

Some of your elements inside the chart are able to be moved. The movable
elements include the legend, titles, and the data labels. To move an element,
just click it in order to delete it. You will then drag the border. The easiest way
in order to delete an element is to select the element and then press the delete
button. You can also use your controls inside the Chart Tools.
Printing Your Charts

Printing your embedded charts is not hard; you are able to print them in the
way that you print your worksheet. As long as you have included your
embedded chart inside the range that you would like to print. When you are
printing your sheet that has embedded charts, it is a great idea to preview it
first. This will allow you to ensure that the charts are on one page and not
many pages by itself.
3.3 Use a Spell-Check

In this section you are going to learn how to use the spell checker in Excel.
This is a great and useful tool when you want to make sure that you document
is professional and free of spelling errors.
In order to check the spelling inside your worksheet, you will need to do these
steps:
1. Click on your Spelling button on the Ribbon's Review
tab.
2. Press Alt + RD
3. Press F7
Any way that you do it, this program will begin checking your spelling of all of
the text entries inside the worksheet. Once the program has come across a
word that is misspelled, it will display the Spelling box.
Excel will suggest replacements for the word that is shown in the box. If the
replacement is not what you would like, you are able to scroll down through
the Suggestions list and then click on the one that you would like. Use the box
options as follows:
Ignore Once or Ignore All: This is when the program spell check
comes across one word that the dictionary finds suspicious; however,
you may know that it is right. Click on ignore and it will move passed it
without editing it.
Add to Dictionary: This will add in the word, like a name, to your
dictionary so that it will ensure the rest of the same word is spelled
correctly.
Change: This button will replace the word that is listed with the word
that you select.
Change All: You are able to click on this to change all of the mistakes
that the spell checker found without having to go through each one at a
time.
AutoCorrect: Click on this button in order to have the errors corrected
automatically.
Dictionary Language: In order to switch to another dictionary, you will
click on the drop down button and then select the language from the list.
3.4 Prevent Unauthorized Changes

In some situation, you may need to protect the workbook that you are working
in to keep others from being able to perform any actions like deleting or adding
content or worksheet, rearranging or even renaming worksheets. In this case,
you will need to take advantage of the protection options. In order to protect
your workbook, you will select the Protect Workbook, Protect Structure, and
the Windows on your Review tab.
Select your options that you desired enter in a password, and then you will
need to click OK. Confirm your password and then click OK once again. You
need to understand that doing this will keep people from doing the following:
View hidden worksheets.
Deleting, moving, changing, or hiding the names of different worksheets.
Inserting any new worksheets or any chart sheets.
Moving or even copying worksheets into another workbook.
Display the data source for a certain cell in the data area or even
displaying the report filter pages on a different worksheet.
Creating summary reports.
Using the analysis tools.
Checking Windows will prevent the user from taking these actions:
Changing any size or position of your windows for your workbook when
your workbook is opened.
It will keep them from resizing, moving, or even closing a window.
Keep in mind that the program's workbook protection settings do not have any
effect on the users entering or editing data inside the worksheets.
3.5 Use Little Tricks

In this section you are going to learn about tricks that you are able to use to
master this program. Once you use them after a few times, you will be able to
remember them and zip through your document quickly. These tricks will save
you a lot of time editing your worksheets.
Once Click Select All: You may know how you can select all by using
the shortcut Ctrl + A, but there is another way that is even faster. All you
have to do is click on the corner button.
Open Many Files: Rather than just open one file at a time, you are able
to click on multiple files to open them all. Select your files that you
would like to open and then you will need to click the Enter key on your
keyboard. All of the files will open at the same time.
Shift Between Excel Files: When you have more than one spreadsheet
open, it is really aggravating to shift between the files because at times
working the wrong sheet will ruin the entire project. Use Ctrl + Tab so
you are able to go between different files.
Adding Diagonal Lines to Cells: When you create a classmate address

list, you may need a diagonal link in the cell in order to separate the
different attributes of the columns and the rows. Click on the More
Borders, you will be able to get even more options.
Add More Rows or Columns: Typically, people are only aware of
adding one column or row at a time. However, there is a way that you
can add multiple columns or rows at the same time. It will save you
time. Drag and select the amount of columns or rows that you would like
to add. Click on above or left. Right click on the highlighted rows or the
columns and then choose the Insert option from your drop down menu.
Move and Copy Data Quickly: If you would like to move just one
column of data inside of a spreadsheet, the quickest way is to choose
and move your pointer to the border, after it turns into a crossed arrow,
drag it to move the column. If you need to copy the data, press the Ctrl
button before dragging it. The new column will then be a copy of your
selected data.
Quickly Delete the Blank Cells: Some of the default data will end up
being blank; this can be for different reasons. If you should need to
delete them in order to maintain accuracy, especially once the
calculating the average value, you can quickly do this by filtering out all
of the blank cells and deleting them with just one click. Choose your
column that you would like to filter. Click on Data, then Filter, after the
downward buttons shows, you will undo Select All and then pick up on
the last option, which is Blanks. All of the blank cells will be shown
immediately.
Quick Navigation with Ctrl and Arrow Buttons: When you click on
Ctrl + any of the arrow buttons on your keyboard; you are able to jump
right to the edge of your sheet in different directions. If you would like
to jump to the very bottom line of your data, just click on Ctrl + the
down arrow.
Conclusion
you to learn more about many of the more advanced features that your
spreadsheet program has to offer. While some of the steps outlined above seem
as though they would be cumbersome, over time you will find they speed up
many of the common tasks you regularly perform.
The next step is to stop reading already and start practicing the techniques that
you feel will be most useful to your everyday life. Don’t stop there however,
you will be surprised how useful all of the above techniques can be, give the
ones you don’t think you will need a try as well and see what happens.
Remember, proper spreadsheet usage is a skill and like any other skill it only
improves with practice.
Finally, if you enjoyed this book, then I’d like to ask you for a favor, would you
be kind enough to leave a review for this book on Amazon? It’d be greatly
appreciated!
Bibliography
Francesco Iannello, born in Italy in 1982, is an Information Technology
lecturer, professional Web Designer, Social Media Manager and Data Analyst.
Thanks to a hands-on approach education as programmer and long-lasting

experiences in big companies, he has developed strong training and
communication skills that have enabled him to hold courses, seminars and
academic lessons aimed at different audiences.
He has mastered in the strategic usage of the calc spreadsheet and its
application to create forecasts, monitoring and business modelings and in the
application of the LEAN method in big production companies.
Currently, he is the official supplier of IULM University of Milan of

communication services, responsible for Social Media campaigns and the
production of communication materials.
Follow Me
LinkedIn
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Check out my other books:
Excel for Everyone: The Simplest Way to Enter the Rich World of
the Calc Spreadsheet
Excel: Strategic Use of the Calc Spreadsheet in Business

Environment. Data Analysis and Business Modeling.
Excel: Tips & Tricks - Over 100 Ways to Crash With Calc
Spreadsheet
EXTRA BOOK 1
LEAN:
How to Speed Up
Your Business Through the Leading
Companies ’ Method
Author
Joe Bronski
Co-Author
Francesco Iannello

consulted.



Introduction
I want to thank you and congratulate you for downloading LEAN: How to
Speed Up Your Business Through the Leading Companies ’ Method. Keeping
your business competitive in today ’ s market can be difficult when customers
hold all the cards and the best price for any good or service is only a few
clicks away. Instead of adjusting profit margins, today ’ s businesses need to
adjust the process by which they complete not just their primary tasks but every
task business wide.
This book contains proven steps and strategies designed to ensureyou learn
everything you need to about making your business as Lean and customer
focused as possible. In the following chapters you will learn everything you
need to know about setting proper goals, making value stream maps, improving
work flow and creating common standard practices and routines. What ’ s
more, you will learn about additional tools like 5S, Six Sigma, Kaizen and
Poka-Yoke to help your business become as lean and productive as possible.
Chapter 1: Basic of a Lean System
The term “ lean principles ” was first used by a man named John Krafcik in the
late 1980s as part of his management master ’ s thesis at MIT. Prior to
enrolling in the school, Krafcik had spent time as a quality engineer for a joint
GM and Toyota venture known as New United Motor Manufacturing Inc., or
simply NUMMI and he used what he learned from the Japanese manufacturing
industry to create a set of standards that can help businesses of all types
operate as efficiently as possible.
The idea here is that every business, regardless of what goods or service they
provide, is essentially an interconnected group of processes. Those that are
considered primary, directly create value for customers, and in turn the
business; while those that are secondary are vital to ensuring the primary
processes continue along smoothly and regularly. Each of these process, in
turn, are made up of a number of steps that must be carried out in a proper
order and they must be looked at as a whole to achieve quality results.
Broadly, Lean can be seen as a group of useful tools which can be called upon
to identify waste in the current operation paradigm with an eye towards
improving production and reducing costs. This is done by looking at the steps
in every process and determining what can be done better. Some of these tools
for doing so include control charts, multi-process handling, restructuring of
working cells, single point scheduling, rank order clustering, mixed model
processing, elimination of time batching, total productive maintenance, error-
proofing, pull systems, 5S, value stream mapping and what is known as single-
minute exchange of die or SMED.
Lean is also a group of loosely-connected principles which all have the goal of
cost reduction and waste elimination. These include visual control, production
flow, load leveling, automation, building relationships with suppliers,
flexibility, continuous improvement, waste minimization, reliable quality and
pull processing. This ultimately results in an increase in profitability when
done correctly.
As such, the Lean process is all about ensuring that the proper things get to the
proper place at the proper time in the ideal amounts so as to achieve a more
perfect work flow which in turn means that it can be easily changed based on
need yet still produce as little waste as possible. This is achieved through the
use of the tools listed above but at the same time can only be effective if the
concepts and ideas are, not just understood by employees, but embraced by
them. The Lean system is only as strong as its tools and its tools will only be
effective in environments where its values are explained and adopted.
Core tenants
While initially focused solely on the production side of things, Lean has since
been adapted for use in practically every other type of business and been
distilled into two core tenants, the first is continuous incremental improvement
and the second is respect for people.
Continuous improvement: This tenant is formed from three important

principles. The first, Genchi Genbutsu is discussed in detail later in this
chapter, the second, Kaizen is discussed in detail in chapter 6. Finally, for
continuous improvement to be effective, you must lead your business with an
understanding of the challenges to come and how to face them effectively. It is
also important to face the coming challenges with the right mindset; challenge
leads to growth which leads to positive progress. Lastly, it is important to
regularly challenge preconceptions your business might have across the board,
it is the best way to determine waste and start improving internally.
Respect for people: This tenant breaks down into two primary ideas. Respect
for your customers which means truly listening and considering their problems
while always striving for a joint trust. The second is teamwork, which
expresses itself in a commitment to improving team members and thereby the
company as a whole.
Cost Reduction Principle
Once upon a time, it was possible to determine your sales margin by finding
your costs and then adding on a modest profit margin from there. Unfortunately,
the internet has made it easier than ever for customers to find the best deals,
which in turn means your business is no longer competing against the other
businesses in your area, you are competing with every other business
everywhere. The only option modern businesses have to squeak buy with any
profit margin these days is to add additional value to what they are providing
customers or reduce waste as much as possible.
These days it is better idea to start by determining the price customers are
willing to pay for your goods or service, reduce that by five percent to ensure
you are competitive in the market, and then subtract costs, what remains is your
profit. The extra five percent is vital as customers constantly expect price
reductions in addition to competitive prices.
Add value
Regardless of the type of business you are in, you can use the principles of the
Lean system to improve the value you are providing to your customers while at
the same time ensuring they know that you respect and value their business. In
addition, you will be able to target waste in your own organization while
maintaining flow, and working to achieve perfection.
You will be able to manage this by simply listening to your customers more
specifically to allow them to tell you what they value most when it comes to
interacting with your industry. Value is typically accrued by adding on
something tangible that modifies or improve the base product or service. The
addition is typically something the customer would be willing to pay for,
though this doesn ’ t mean they must. Finally, it is important this additional
value is easy for the customer to obtain so that it is done right the first time.
Trying to add value that does not meet all three of these criteria is doing little
more than contributing to waste.
Avoid Waste
The Lean system is big on cutting down on waste, whenever and wherever
possible. In this case, waste comes in three primary types.
Mura: this is the name given to waste that is created due to unnecessary
variation in common processes.
Muri: this is the name given to waste that is created due to overstressing either
your systems, your equipment or your people.
Muda: this is the category name given to seven distinct forms of waste.
Transportation waste appears when information, materials or parts

required for a specific task or function are moved around unduly
between different tasks.
Waiting waste appears when some part of your production chain,
whatever that chain may be, has to spend idle time between doing their
specified tasks.
Overproduction waste appears when demand exceeds supply without a
specific purpose for doing so in mind. A Lean system ideally reduces
this to zero with supply perfectly equaling demand.
Defective waste appears when a portion of the standard operating
procedure creates an issue that needs to be sorted before interacting
with customers.
Inventory waste appears when the production chain has to remain idle
due to a lack of available required materials.
Movement waste appears when information, materials or parts required
for a specific task or function are moved around unduly to complete a
single task.
Additional processing waste appears when work is done that is either
not useful to the customer or that can be used to add value after the fact.
Muda comes in three types, the first is muda which doesn ’ t add value
but also cannot be removed if the system is to continue working
properly. The goal with this type of muda should be to slowly minimize
it before eliminating it completely. The second type of muda is
completely without merit and should be cut as soon as possible. The
final type of muda also doesn ’ t add value but is required for regulatory
purposes. Keeping up with this muda, and its changes can save your
business money in the long run.
A commonly added eighth muda is typically added to the primary seven
these days, this is an underutilization of people. It relates to placing
people someplace either than where they can do the most good. It can
also refer to forcing one person into filling two distinct roles or not
cross training staff when required.
Lean Leaders
With the above information in mind, leaders who are striving to create a Lean
system can then inspire their teams to do the same. Behaviors Lean Leaders
should strive to embody include:
Customer retention
Taking the time to determine not only what their customers want but also
finding out what they need and also what would really drive them wild.
Taking the time to understand the ways in which their business,
specifically fulfils customer desire and then taking steps to make this
fulfillment easier and more satisfying.
Improving team members

When it comes to helping their team members, leaders should aid in the
problem solving process, while at the same time allowing team
members to come to the answer on their own. There should be a focus
on finding the right resources to solve the right problems by targeting
their roots.
When it comes to asking questions, those with open ended answer will
allow your team to look for a wider variety of solutions.
Strive to improve
Taking the time to regularly evaluate the status quo in terms of updating
it for success. The goal should always be improvement, with a special
eye towards decreasing waste wherever possible.
This goes for customers as well, good leaders understand that customer
requirements are always increasing and that it is important to stay ahead
of the curve.
Taking the time to focus on streamlining every process to achieve
maximum results.
Taking the time to look at the results and compare them to their costs to
discover the best way to use every type of resource at their disposal.
Taking the time to look at the organization at a whole in terms of making
results more reliable and efficient.
Taking the time to consider the value stream in terms of how it satisfies
the customer as well as at a more macro level when it comes to
determining how other changes will ultimately effect the stream.
Sustain improvement
Taking the time to teach team members Lean behaviors and using every
failure as a moment for innovation or improvement.
Taking the time to encourage team members to respect standards when
they are working and improve upon them when they are not.
Three Actuals
Lean Leaders tend to lead is a different fashion when compared to everyone
else, this is in part because being a Lean Leader means understanding that the
best way to understand a situation is physically visit the place where the
situation occurred. After arriving at the space in question, consider the three
actuals:
Genchi is the broadest actual, it is what led the leader to visit the place
in question.
Genbutsu cautions the fact that it is important to view the way the
service, process or product is produced in action before making any
judgements.
Genjitsu cautions that it is always best to gather all the facts available
before coming to any decisions.
Lean guidelines
Steps to creating a Lean system: Start by determining the simplest way to get
your product or services and put that system into effect. From there it is
important to continue monitoring the processes you have created in hopes of
finding better ways to complete them. Finally, implement improvements when
you come across them. While there are plenty of tools and theories for helping
you do so, creating a Lean system really is that simple. The following chapters
will go into detail on many of the tools used to make this process as easy to
stick with an effective as possible.
Don ’ t focus exclusively on profits: The goal of a Lean system is to improve

the way your business does business. A natural consequence of this is an
increase in profits but that shouldn ’ t be your driving force when implementing
changes. Rather, focus on streamlining steps and processes and not what each
step costs. With that being said, a simple value curve model can be used to see
how these changes are affecting your bottom line. A value cure is used to
compare a variety of products or services based on a variety of relevant
factors depending on the data at hand. In this case, difference pre-
implementation of a Lean system as well as post, can make additional profits
readily apparent.
Tools are a means to an end: The tools discussed above can often be taken to
the extreme when implementing a new Lean system in an effort to make the new
system as effective as possible. When implementing Lean principles, it is
important to remember that they are guidelines. If you find that a suggestion
doesn ’ t work for your team, then it is perfectly acceptable to modify it until it
does. You team should know the purpose and limits of all of the Lean tools at
their disposal and understand that none of them are infallible.
Make sure you follow through: Even if you bring in an outside specialist to
work your team through the initial steps required to create a lean system, it
will be your job as the leader of the team to instill in your people the
importance of a following through and work with they to get past any initial
resistance they might have. A lax Lean initiative will only lead to failure as
team members slip back into old habits. Don ’ t let this happen to your team,
ensure they know why Lean is good for them, as well as the company, and
commit to its use from the moment you start.
Chapter 2: Knowing Which Goals to Set
Smart Goals
Before you can start making beneficial changes to your business, you should
take time to create what in Lean circles are known as SMART Goals. That is,
goals which are specific, measurable, attainable, realistic and timely.
Specific: A goal which is specific is almost twice as likely to be accomplished

than one which is general. A truly specific goals can answer a series of
definite questions.
Who will be involved in achieving the goal?
What, specifically, is the goal being set to accomplish?
Where will the completion of the goal take place?
When will the goal realistically be completed by?
Which requirements or constraints around the goal will make it
challenging to complete?
Why does the goal need accomplishing and what will the benefit of
doing so be?
Measurable: A goal which is measurable makes it easy to determine precise

metrics for success, progress or failure. Keeping goals measurable will help
you and your team work through them at a steady pace rather than in fits and
starts. If you are having a hard time making your goals measurable, try
considering how many or how much of something might indicate success or
failure. Likewise, starting from the endpoint and working backwards may be
easier, consider how you will know the goal has been successfully completed
and then working towards the beginning can make measure goals easier.
Attainable: SMART Goals are always attainable. Ideal scenarios are nice, but
including goals that have only a slim probability of materializing is doing little
more than wasting your team ’ s time. This is not say that complicated or
difficult goals should be avoided, rather it is about realistically knowing your
limits and when they can be expanded. Setting long-term goals is good for the
self-image of the business and it can help every member of the team grow in an
attempt to reach them.
Realistic: A realistic goal is one that your team is both able and willing to
strive for in the current climate. It doesn ’ t matter if you would be able to
accomplish the goal if another set of circumstances were true, focus on the here
and now and work from there. Realistic goals are also those that are set at a
level where it will require work to reach them while at the same time not
requiring too much work that they seem forever out of reach. Realistic goals
that require a moderate amount of effort from the team to achieve tend to create
the most motivational force.
Timely: Every good goal has a specific timetable that ensures it will be
completed at a reasonable, rate. This timetable is important, as without it the
goal will never be looked at by anyone on the team with any real sense of
urgency. An end date makes a goal tangible and ensures you can count on your
team to make it a priority when it matters most.
Hoshin Kanri
Otherwise known as Policy Deployment, Hoshin Kanri is a way for making
sure the SMART Goals made at a managerial level will filter down through the
ranks in an actionable way. Making good use of Hoshin Kanri will help
decrease waste that comes about as a result of either poor communication or
inconsistent management.
The goal here is not to force teams into acting in specific ways at the whims of
management. Rather, it is about creating a shared vision for the business and
what it means to the team as well as to the customers.
Implementation: After SMART Goals have been decided upon, it is a good
idea to try and generalize all of the goals into five primary ones which can be
expressed to the entire team. The fewer the number of goals the more likely
they will be acted upon in a reasonable frame of time. If goals cannot be easily
generalized, it is important to instead start with the ones that will make the
most difference and then work down the list from there.
Regardless of what you settle on, it is important to ensure each goal has a
person who is directly responsible for keeping tabs on its progress. That
person should then do what they can to ensure that the goal is seen as important
for the entirety of the team and to help them take personal ownership over its
success.
Decide on tactics: Those who are personally responsible for the completion
of the goal should in turn decide on how the goal can best be completed by the
team as a whole. This processes should include a back and forth between all
levels of the team to ensure that tactics and goals align. Tactics are likely to
change as the goal heads towards success and should be studied to ensure they
remain appropriate for the goal in question.
Take action: After tactics have been decided upon, it is time to put them into
practice. This is the stage where the team really takes over, quality goals
should always require total buy-in to be their most successful. During this
period, it is important to maintain on message communication to ensure that
actions always align with broader goals.
Review as needed: Once action is in progress it is important for the person in

charge of the goal to monitor and change the action as needed. Lean systems
are constantly being improved and your goals and the implementation thereof is
no exception.
Chapter 3: Making the Most of a Value Stream Map
Every product or service your business produces has a mix of three types of
value streams that can be used productively if you take the time to see them.
They are the stream available in the concept to launch stage, the creation to
customer stage and the order to customer stage.
If you are interested in getting the most value out of every process your
business completes, consider a value stream map as a way of maximizing
effectiveness. A typical value stream map includes everything that comes
together to generate the end value for the customer including information,
people, materials and activities.
To visualize a value stream, it is best to follow what is known as the Lean

cycle or Plan-Do-Study-Act process. To start, you plan out the task ahead with
a specific goal in mind and do what you need to in order to ensure the task will
be completed successfully. This is naturally followed by following through on
the do step, before the results are studied and then acted upon. Keep these
ideas in mind when working through your own value stream map by following
the steps below:
Creating a Value Stream Map

A good value stream map will allow you to see the complete flow of resources
from the origination of a product or service all the way until it reaches the
customer. This will allow you to easily pick out the points along the line that
are slowing down your process more than they realistically should. This is the
first step to reshaping your business in a Lean image.
While you can complete the following steps yourself, the most effective value
stream maps are created by the entire team which will ensure everyone who
knows the most about each step of the process is in attendance. Your first value
steam map should be done in pencil on A3 paper as you will make quite a few
modifications from start to finish.
Decide on a process
The first thing you will need to do is determine what exactly it is that you wish
to map. If you are just getting started with the Lean system, then you will want
to start with the processes that generate the highest value for your team and
work down from there in order of importance. If you aren ’ t sure where to
start, listen to your customers, start by addressing the area where you have had
the most consistent complaints.
A Pareto analysis can also help determine where to start. This statistical
technique is useful when you are faced with a few tasks that produce a large
result. The goal in this case is to focus on the most important 20 percent of
your business, so that it can generate at least 80 percent of your total results.
Your first value steam map can either focus on as single product or service or a
group of products or services that share a number of processes.
Decide on the symbols to use

The symbols you use to mark the various stages your product or services go
through don ’ t need to follow any specific guidelines, as long as you select a
common group of symbols and stick with them throughout the value stream
mapping process. It is important to use the same symbols across all value
stream maps you make as things can quickly spiral out of control otherwise.
Don ’ t forget to make a master key and keep it somewhere safe, just in case
somewhere along the line your symbols stop seeming as obvious as they once
did.
Know the limits

It is important to set the limits of the value stream map that you are creating. It
can be easy to get either too broad or too narrow a focus for your value stream
map, keep the scope focused enough to be useful and general enough to keep a
proper focus.
Define the steps

Once you know the start point and end point for the process you are mapping,
all you need to do is break it down into logical steps. This shouldn ’ t examine
every link in the process chain, or what every member of the team is doing to
complete the task, rather, it should cover the major stages as the process moves
between groups of team members.
Add the flow of information

One step in the process that sets value steam mapping apart from other types of
mapping is that in every value stream map you will find a visual representation
of the information that accompanies the process as it moves from start to
completion. In addition to charting how information passes amongst your team,
it is important to also include how the customer connects with your business,
as well as how frequently. It is also important to extend the communication
chain to any suppliers that may be involved in the process.
Add additional details

If you are looking to break the flow of the process down to an even more
granular level, then using a flow chart might be what you are looking for. A
flow chart provides the ideal space to map out just how each step of the
process is completed. This is a great way to hone in on types of muda and
determine instances where they are and are not warranted.
A string diagram is a good choice if you are curious about how your team
physically moves around your space as they complete processes. To create this
type of diagram you simply get a map of your workspace and draw each
member of the team as they move through the space to complete the process in
question. Drawing different team members or groups of team members in like
colors can make complicated string diagrams less confusing. Charting the flow
of information on top of this data can point out vital communication flaws that
may otherwise go unseen.
Collect data
When working through your initial value stream map, it is not uncommon to
come across one or more parts of the process that require a little more data to
be acquired before everything is finished. Typical types of data that may to be
added in later include total available working time, number of shifts required
to complete the process, uptime, transition time, cycle time and total inventory
on hand or availability of the service.
When collecting data, it is important to remember the three actuals and always
go to the source directly. You are looking for current information, not
traditional benchmarks or assumptions. Watch the process in question, in
action, and take notes on each step as it happens to get the best results.
Double check your inventory

Even if you feel certain about your current inventory requirements in regards to
the process in question; when making your value stream map, it is important to
double check. Inventory can build up for a wide variety of reasons and
whichever one is the cause of your surplus, there is a good chance you won ’ t
know it is there until you go and do a once-over. Use this exercise as an excuse
to take stock of exactly what it is your team is working with.
Utilize the data

Once you have completely visualized the steps in your most valuable process,
the next step is to determine where any issue may be arising. Keep an eye out
for processes which include redoing previously completed work, those that
require extended periods of resetting to begin again, long gaps where certain
groups have nothing to do except for waiting for other groups, processes that
take longer than they should or those which use up more inventory than is
prudent.
Create a future, ideal value stream map
Once you understand what you need to change, you can create a value stream
map that represents a better tomorrow. Having the map already visualized in
front of you should make it easier to determine pockets of waste and how they
can best be dealt with. The goal in this phase should be creating an ideal to
strive for in the future, assuming everything runs perfectly. An easy way to
improve the process could be through the use of a Kandan system, either real
or electronic, for more information, see chapter 5.
After you have worked out an ideal state, you can work out a future value
stream map as a plan on how to take the team from where you are currently to
where you want to be ideally. This is typically accomplished in multi-month
spurts, depending on what needs to be done to meet the desired changes. Future
value stream maps typically come in multiple iterations, changing as the team
gets closer to the ideal.
When working through value stream maps it is important to pay special note to
the lead times of various processes. The lead time is the amount of time it takes
to complete specific tasks in the process and if not used effectively it can
easily create production bottle necks. Remember, when creating value stream
maps, no process or part of a process is safe from scrutiny.
Chapter 4: The Importance of Flow
When developing a lean system, there will come a time when it becomes
apparent where the waste in your processes are hiding. At this point, it will be
important to consider the flow of your processes and whether you should strive
for a batch model or a continuous flow model.
Continuous Flow: The most effective version of continuous flow is one where
the customer orders a product or service, the process to provide the request is
completed, the customer then receives and pays for their order. This result
would mean that there is never any down time between when the customer
requests the process and when it is completed. Each step smoothly flows into
the next to ensure that downtime is kept to a minimum.
Continuous flow is great in that it allows business to make plans and

assumptions based on a guaranteed amount of stability and continuity. A
continuous flow setup features less waste than any other type of process.
Unfortunately, a continuous flow scenario is difficult to produce as each step of
the process is rarely equal, no matter how clear the value stream map is. If you
are striving to create a continuous process, take note, new problems that were
never visible before will suddenly rise to the surface as the margin for error
shrinks.
If you truly wish to persist then you must tackle these problems head on and
push through them to find success. When you start to generate your Lean system
it is important to do so with an eye on creating a continuous flow from the start.
A continuous system will only work if all parts are in sync.
Heijunka is a process where the quality and quantity is leveled out across the
average to make each process as efficient as possible and to expressly prevent
batching. This can be as simple as ensuring your team has access to all of the
storage they need to keep projects in folder which are organized based on due
date and frequency. Folders being used currently can be stacked vertically
while those currently idle can be stacked horizontally. There are a wide
variety of organizational methods that promote, heijunka, explore and see
which one is right for your business.
Batch Production: In batch production, the steps of a process are completed in

bulk, one at a time, before moving on to the next. Unlike continuous low, batch
production is an ideal choice for scenarios where the process creates an
evergreen result that can be stockpiled to counter erratic customer demand.
Depending on the particular requirements of your business, operating via batch
production can decrease costs as one person can move through the process
from step to step which also leads to a greater amount of cross-training.
Batch production tends to be less productive the larger the number of steps
required to complete the process as it requires starting and stopping times to
be calculated across each step, which, depending on the size of the batch can
add up quite quickly. It will also potentially create a delay where the customer
places an order when a batch is already in production or otherwise early on in
the process.
Takt Time
Takt time is most commonly used in production environments but can have a
beneficial effect on virtually every task performed in a business environment
as well. Takt time comes by its name in an unusual fashion, it is a reduction of
the word Taktzeit which itself is the German word for a Japanese principle
known as measure time. Takt time is the time it takes for your team to start a
new process after completing a previous one assuming your rate of production
is equal to rate of customer demand.
Finding your process takt time: If the processes that your team is completing
are done one at a time, regularly throughout the workday, the takt time of that
process can be determined by taking the time that elapses between two
processes assuming demand is still being met. As such, it can be written as T =
Ta/D. In this case T is your Takt time, Ta is the amount of time available to
finish processes and D is the amount of demand that the process experiences.
It is important to not take your results as pure fact as it is rare to find a team or
business that runs at 100 percent efficiency all of the time. When coming up
with a working takt time amount, make sure to add a little extra to compensate
for this fact. Takt time can then be adjusted based on team demands and
customer requirements.
Benefits of takt time: After the takt time of your process has been established
you then have a variety of beneficial options when it comes to making the most
of it.
Processes which require lengthier takt times can easily be identified and
steps can be taken to mitigate the bottleneck.
Processes which are more frequently prone to error are easy to pick out.
Takt time places added emphasis on steps that add value, making it
easier to remove muda that is purely waste from the flow.
Team members aware of takt times will know exactly how productive
they are being throughout the day.
Keep in mind
If demand changes drastically, all of your takt times will need to be
recalibrated. As such, determining takt time might not make much
difference to your business if your demand varies drastically day by day
or week by week. Sticking to a takt time table when it is unnecessary is
a surefire way to increase waste.
Keep in mind how the product or service reaches the customer or else
you risk creating accidental bottlenecks that in turn throw off the
accuracy of takt time.
The shorter the takt time, the greater the strain put on any people,
resources or machinery involved.
Chapter 5: Standardizing Work the Right Way
Another crucial aspect of an efficient Lean system is work that has been
standardized as much as possible in order to minimize variance and its related
waste. Much like when it comes to setting goals, setting standardized work
parameters answers the questions of who, what, why, where, when and how of
the scenario. Who will follow through on the process, will it take more than
one person, what will the results be, what are the metrics for success, what is
required to do the and how long will the job take are all questions that need to
be asked to ensure the standardization measures you put into place don ’ t
generate more problems than they solve.
A standardization of work flow is not designed to ensure that processes are

completed at a maximum speed, rather it is about utilizing the most effective
practices to ensure the process is completed at the same reliable quality every
single time. It is important to also remember that standard practices change
over time as improvements to productivity, safety and quality arise. It is
important to never grow so reliant on a single instance of standardization that
you don ’ t let it hold you back from future progress.
Standardization should never be undertaken solely for its own sake. Rather, it
is important to determine if standardization is the right choice for your business
by looking at all of the processes being performed before determining if they
would in fact be of a higher quality or if they would be performed more safely
or more effectively if they methods for completing them were standardized.
This can be determined via hard data or simple timed tests. Going forward if
this is not the case will only create waste.
Standardizing processes should be more than simply an instructional document

which dictates changes; it should be created based on the input of those who
perform the processes day in and day out as well on what the current round of
customer feedback says and it should be expressed as such. Make the
standardization, and the reasons for it, part of the core of your business.
Performance Indicators
Key performance indicators (KPIs) are useful when determining optimum steps
in process standardization. KPIs are useful for measuring success across a
variety of metrics, regardless of the type of process they are being used to
evaluate. Deciding on the right KPI for your business is a matter of knowing
what metric is most important, right now and in the long term. Indicators come
in a number of varieties, all of which are useful for defining specific sets of
values. In other words, each KPI can be considered an object which can then
in turn be useful when determining value-add scenarios.
Indicators that can be measure using numbers are known as Quantitative
Indicators that can ’ t be expressed as succinctly are known as
Qualitative
Indicators which determine the success of processes are known as
Leading
Indicators that show success/failure after the fact are said to be Lagging
Indicators that measure resources required for a process are Input
Indicators that measure efficiency are Process Indicators
Indicators that reflect results are Output Indicators
Indicators that work with existing process are said to be Practical
Indicators which show the progress of the business are Directional
Indicators that can be changed are classified as Actionable
Indicators useful when measuring performance are considered Financial
Determining indicators: When it comes to identifying relevant KPIs for your

business, keep the following in mind. Before determining them, it is important
to always have your relevant processes well defined which will, in turn,
ensure you know the specifics of every process as well as a reliable method to
determine the ideal way of completing it properly. It is important to only use
the indicators that are relevant to your current goals or they could be
dramatically altered by factors outside of the control of the business.
SMART KPIs: Much like goals, KPIs can, and should, be SMART whenever
possible. It is important that they indicate specific information for a specific
purpose. They must be easy to measure and provide accurate results. Like
goals, KPIs are useless if they are not something that can be realistically
achieved. The best KPIs are relevant to the current success of the business or
for a specific point in the future. Finally, they must include an element of time
including specific periods that relate to the data.
Keep in Mind: While determining KPIs is relatively straightforward,

compiling and keeping track of the relevant data can be more difficult than it
first seems. Additionally, numerous values, including those for things like staff
morale, are impossible to accurately gauge. Before you invest resources into
generating KPIs, ensure that they are adequately measurable and useful or else
you will simply be creating waste.
In addition, it is important to keep the focus of the KPIs on the data they are
detailing and use it as an indicator of business health, not a set of numbers that
must only move in a specific direction. If your team is too focused on ensuring
a preconceived KPI, the data they return can easily begin to return biased
results.
Kanban
Kanban is a type of scheduling which is commonly used in business where a
Lean system has been implemented. It functions as a type of inventory control
with the goal of creating as little waste in the supply chain as possible. It is
also extremely useful when it comes to promoting improvement as it makes
problem areas easy to find. It is also useful when it comes to determining the
upper limit when it comes to inventory related to work currently in progress in
order to keep processes from overloading. Demand driven systems such as this
are known to create quicker process turnaround times while limiting required
inventory and increasing competitiveness among those who implement t.
This process was first used by Toyota in the 1940s after they studied
supermarkets for ideas on how to keep shelves in their factories stocked more
efficiently. This eventually manifested itself in Kanban as the idea of keeping
inventory levels on par with consumption. Additional supplies are added
based on predetermined signals to keep stocks close to ideal levels at all times
instead of dipping low or resulting in unnecessary overflow. These signals are
based on customer needs and thus can easily change based on current
scenarios.
Six rules of Kanban

Each process creates an amount set by the Kanban.
Following processes collects the number of items set by the Kanban.
Nothing is created or moved with a Kanban.
Kanban are attached to related goods.
Defective products are not counted in the Kanban.
The few the Kanban the more sensitive the system is to each.
Kanban cards
Unsurprisingly, Kanban cards are an essential process of the Kanban system as
they create the signals that the entire team uses to move through a process.
Kanban cards represent consumption as a lack of cards in one area will, by
necessity, drive another section of the process to pass those cards along.
Physical cards are used less these days, with electronic signals acting as a
replacement. Programs simulating the traditional method are available, as are
those which work through a system of emails instead. Electronic Kanban
systems are even more effective than their physical counterparts as automation
makes it easier to ensure that the correct cards get to where they are needed
every single time. Electronic Kanban systems tend to mark specific types of
inventory with relevant barcodes that are then scanned at every step of the
process. Each scan then relates back to the relevant electronic Kanban which
them routes relevant messages as needed.
Types of Kanban
Kanban systems tend to come in two primary varieties, production Kanban and
Transportation Kanban. Production Kanban is sent as a method of authorizing
production of a set amount of items and Transportation Kanban are used to
authorize the movement of a specific number of items that have already been
created.
Chapter 6: Lean Tools: 5S
Creating a safe, orderly environment is important when it comes to determining

wasteful processes and ensuring your environment is in the best shape
possible. The 5S methodology is a common type of workplace organization
method based around five Japanese words which, when taken together, are
useful in improving effectiveness and efficiency by clearly storing and
identifying items in the same place, every time.
The idea here is that it allows for standardization across processes while at the
same time saving a considerable amount of time in the long run. According to
this methodology, every time the human eye flashes across a scattered
workspace, it takes a fraction of a second to process everything, and, if
needed, choose the correct object for the current process from amongst the
clutter. While individually, each instance of looking at the cluttered space is
negligible, they add up over time, especially when you take every member of
the team into account.
Sort
Keep the workplace clean of non-required items, remove detritus
properly.
Eliminate routine obstacles for common tasks.
Decrease periods of disturbance by keeping the space distraction free.
Prune the workspace regularly to prevent new distractions from
appearing.
Keep tools for separate steps in separate places.
Have a designated space for otherwise unwanted objects.
Keep the workspace clear of waste.
Set in order
Place items in the workplace in the order they will likely be used.
Keep everything required for common steps readily at hand to reduce
waste.
Keep required items in the same place, every time.
Work that comes in first should be completed first.
Do what you can to smooth out your workflow by arraigning your
workspace accordingly
Get into the habit of always completing tasks by following the same
steps.
Shine
Keep your personal workspace as clean as possible by cleaning it at the
end of the day.
Use the task of cleaning as an excuse to ensure everything is properly
organized at the end of every day.
Regular maintenance helps prevent malfunction which makes the
workplace safer for everyone.
Ideally, anyone on the team should be able to walk into related spaces
and understand where everything is in less than 5 seconds.
Standardize
Determine the best practices for every process and ensure they are used
accordingly.
Ensure a constant standard of quality when it comes to workplace
organization amongst your team.
Order will help you keep everything to a reliable standard.
There is a place for everything and, as such, everything should always
be in its place.
Sustain
Organizing everything once, only to have to do it again in six months
accomplishes nothing, it is important to make organization part of the
team ’ s DNA.
This S also translates into doing something without being asked to.
Sustaining this practice will most likely require both discipline amongst
team members and plenty of training.
Sustaining organization is a marathon, not a sprint. Monthly feedback
will be required.
Implementing 5S
While old habits can be hard to break, with the right type of preparation you
can implement 5S with your own team, regardless of how long the team has
been functioning without structure. The first thing you will need to do is quell
resistance with an overview of the 5S system and the many ways in which it
improves efficiency, lowers costs and improves safety depending on your
particular business.
Do your research
Before settling on the 5S specifics, the first thing you should do is walk around
your workplace and observe how your team works naturally. Consider both the
most productive team members as well as the least productive and see what is
different about the two. Follow each process through to completion and take
note of areas where 5S can improve the flow. Keep an eye out for unused
equipment as well as potential hazards, those who work around them every day
are likely blind to their existence. Really take the time to explore all of the
space available for each process and determine what is useful and what is
waste.
Build a 5S team
After you have gathered your data, you will need to assemble a team to help
you craft the 5S framework. This team should be a mix of those who are most
productive on the team, those who have been there longest and one or two
newer members to provide a different take on things. This is truly a group
project which means it is important to get buy in from other members of the
team as well when discussing specifics 5S scenarios that will affect them the
most. Only when everyone feels as though they are a part of the process will
they readily accept more expansive changes.
Help the team sustain

In order for 5S to really catch on with your team, it is important to make a
point of providing shine, straighten and sort are given their own chunk of time
at the end of each day. This will show that you feel the tasks are important and
will also make it more difficult for team members to put it off in favor of
another task. Start by making sure the tools that everyone needs when it comes
to the shine step are readily available. Nothing will nip a new habit in the bud
like difficultly accessing required supplies. Make sure you include extra in the
budget for the first round, you never know how dirty some workspaces can get.
When it comes to sorting, the 5S team should make a plan to get everyone
initially sorted properly and also a suggestion of minor workplace habit
changes that can make sorting easier. There should be a limit on the amount of
in-progress work which can be piled onto a given workspace as well as a
discussion of where items that are rarely need can be placed, these locations
can be either temporary or permanent, the important thing is that they are
clearly defined and regularly used.
When it is time to straighten it is important to provide a broad framework your

team can follow while also allowing them enough agency to move things in
their own workspace around within reason. The entire purpose of 5S is to
make your team as productive as possible, sticking to the rules too stringently
will only hamstring that purpose. Team-wide spaces should have new areas
clearly marked to keep everyone in the right mindset while new habits form.
When used properly, the standardize step can provide a reliable framework to
ensure that everyone understands the broad strokes of every process.
Depending on the tools or equipment required, it can also function as a quality
management system whereby every step is guaranteed to have occurred based
on proper placement of required items.
5S Implementation Tips
Start by providing everyone with information on 5S and why it is
effective as well as specific details relating to what you think it will
change for your team. Early buy-in is crucial for long-term success.
Set up a message board in a public space to remind team members of
your team ’ s 5S specifics. If you are getting a lot of pushback on the
idea, before and after pictures of particularly egregious errors can be a
great pro-5S tool.
Rewarding groups or individuals who are following all of the 5S
guidelines can provide team members the initial push they need to begin
to form new habits. The human brain likes patterns, give it a reason to
form a new one and you will be good to go.
5S is only effective if the team goes along with it. Likewise, it
shouldn ’ t be set in stone, if a team member has a better idea than the
current system, by all means implement it. 5S is about be as productive
as possible, not sticking to a system simply because it is already in
place.
Chapter 7: Lean Tools: Six Sigma
Implementing Six Sigma can be a useful tool in your quest to create a Lean
system. Sigma Six is shorthand for a quality measuring system whose goal is
statistically close to perfection. The goal of a properly functioning Six Sigma
process it to minimize variation to the point that only 3.4 defects occur over a
million instances of the process being performed.
There are six standard process deviations between a poorly completed process
and a process that up to the customer ’ s standards. The difference between the
best a process can be and what the customer expects is known as Zshift.
A typical Zshift is 1.5 which means the best the process could be is a 6, and the
average is a 4.5. When it comes to satisfying customers using processes, not
products, the ultimate outcome is determined by the quality of the result versus
what the customer expected.
Six Sigma levels explained

1: 31 percent of the time your results will meet or exceed the
customer ’ s expectations.
2: 69 percent of the time your results will meet or exceed the
3: 93.3 percent of the time your results will meet or exceed the
Key Principles: Lean Six Sigma functions based on an applied acceptance of

five laws. The first is the law of the market. This means the customer is always
at the forefront of every decision. The second is the law of flexibility which
states that the best processes are the ones which can be used for multiple
functions. The third law is the law of focus which states it is important to
focus on problems the business is having and not the business itself. The fourth
law is the law of velocity which states the more steps a process has the slower
it will be to complete. Finally, the fifth law is the law of complexity which
states that the simpler a process is, the better.
Choosing the right process: When it comes to deciding which processes to

apply the Sigma Six treatment to, it is important to start by locating any
defective process and working to reduce their instances of occurrence. From
there it is important to look for instances where takt time can be reduced
before looking into instances where the amount of resources required for
individual processes can be reduced.
Methodologies
There are two primary types ways to go about using Six Sigma, DMAIC and
DMADV.
DMAIC: This acronym is handy for remembering five phases that can be
beneficial when it comes to creating new processes.
Define what the process should do based on input from customers
Measure and decide on the parameter of the process that is being
created by gathering relevant information
Analyze anything that has been gathered when it came to determining
parameters
Improve the process in any way possible based on the results of the
analysis.
Control the process in as many ways as possible to decrease the chance
of potential delinquent variations.
DMADV: This acronym also has five phases, all of which coincide with the
DMAIC phases.
Start by defining the solutions the process should provide
Next it is important to measure the specifics of the process so you can
see its parameters
Next, analyze the data you have collected on the process
Using the analysis to design to process
Verify the results by running the newly changed process
Importance of levels
In Sigma Six there are a number of certification levels that everyone on the
team can be slotted into. This is an important part of the Sigma Six process as
the different levels have different tasks when it comes to making sure process
run as smoothly as possible.
Executive: The executive is most likely you, that is, the person who is
establishing the Six Sigma tool set and determining the scope of Six Sigma
projects.
Champion: A Six Sigma champion is a member of the management team that

can champion a specific project. In these cases, a champion is a person who
has the ability to provide resources without going higher in the chain.
White Belt: A Six Sigma white belt understands the basics of the Six Sigma
program but is not on an active Six Sigma project team.
Yellow Belt: A Six Sigma yellow belt is a currently active project team
member. The job of a yellow belt is to determent improvements that can be
made to the current process for the benefit of the team.
Green Belt: A Six Sigma green belt helps to collect and analysis data for
projects that are led by black belts while also running their own teams.
Black Belt: A black belt leads larger or more complex projects while
providing support for lower teams.
Master Black Belt: A Six Sigma master black belt is responsible for training
other team members and keeping the Six Sigma process running smoothly. They
are most likely responsible for determining KPIs and strategic implementation.
Chapter 8: Lean Tools: Kaizen
Kaizen translates to continuous improvement which is an important goal to

consider when creating a Lean system that works for your business. The goal
of this strategy is to get the entire team to focus on the idea that small
improvements should be happening all the time. Everyone on your team will
have different talents and specialties, the goal of Kaizen is to have all of that
talent focused on improving wherever and whenever possible.
Kaizen is unique among Lean strategies as it is as much a general philosophy

as it is a direct plan for future action. The goal of Kaizen should be to create a
culture that supports improvement while also creating groups focused more
directly on improving key processes to reach well-defined goals.
If you are already using, or thinking about using a standardized work process
then it is likely you will want to take advantage of Kaizen as well because they
complement each other nicely. Standard practices lead to current best practices
which Kaizen can then improve upon.
Kaizen can be useful for essentially every process that your team uses with any
regularity, but first, it is important to determine the goals of the updated
process. Then, it is important to review the current state of things before
adding the ideal improvements. After that, it is important to follow up and
ensure the improvements work as expected. Consider using PDCA or DMADV
for the same results.
Teaching team members to use Kaizen as a plan of action, simultaneously

teaches them to apply it as a philosophy as well. The type of thinking that is
formed habitually by constantly looking for paths to improvement also allows
team members to approach their daily processes from new and innovative
ways as opposed to simply sticking with what works. This mindset should be
nurtured whenever possible as it only produces more fruitful results the longer
it is active.
While constantly improving existing practices is a great place to start, it is

important that the Kaizen your team is practicing does not only occur after the
fact. When new processes are created, it is in everyone ’ s best interest that
they be held to the same stringent examination process as well. Hindsight is
good, foresight is better.
Steps to better Kaizen

Start by standardizing your process, not just the process that you are
looking to actively engage in Kaizen, but all your processes to ensure
future improvements are as beneficial as possible.
Compare processes to determine what steps being used in some areas
can be used in others. It is important to look at real KPIs and not
anecdotal information during this step as it can be easy to get off on the
wrong track without realizing it.
Once you know where change should occur, work with what is available
to determine easier ways of completing the process. Consider the
beginning of the process and then its end, then simply visualize
alternative ways from ‘ a ’ to reach ‘ b ’ . It is important to only move
forward with useful innovations as innovating simply for the sake of
innovating will simply create waste.
Repeat, turn the innovations into new standardized procedures and begin
the entire process anew. The only bad idea, when it comes to Kaizen, is
resting on your laurels.
Create a Kaizen mindset

While it can be great to get your team together now and then for Kaizen
centered events where everyone takes a look at a specific process and
determines the best way to get to the solution. It can be more difficult to train
your team to always be in a Kaizen mindset. The best way to begin to train
them to this improved way of thinking is to start by making the elimination of
waste a top priority. Keep this idea in the team mindset, every day and during
every meeting. Once team members start noticing waste without thinking about
it they will be well on their way finding ways to work around it instead.
From there, set aside time specially to allow team members to look at the
processes they use most regularly and really think about them. The human mind
loves pattern and repetition which is why it is so easy to follow well-worn
steps regardless of their total efficacy. Providing your team with the
opportunity to really think about their processes, instead of simply working
through them, will push them into seeing the flaws that they may otherwise
have been blind to for years.
Taking this exercise, a step further, can be useful as well. To do so, provide
team members the time to talk to others about their processes which will, in
turn, give each process a fresh set of eyes. This is also a great way to find
logical blind spots in complicated processes, just be sure that everyone takes
notes during the entire process to make sure valuable insight is not lost in the
shuffle. It is important to emphasize that there are no wrong answers during this
stage, a free and open dialogue can provide innovative solutions to problems
you didn ’ t even know you were facing.
Chapter 9: Lean Tools: Poka-Yoke
The Lean system tool known as Poka-yoke can be translated into guarding
against mistakes. Poka-yoke can be thought of as any number of failsafe
procedures built into any process designed to catch common errors. Poka-yoke
is best used on tasks that are extremely repetitive, require an extended period
of intense focus or the exact repetition of numerous precise steps. This tool
could be considered beneficial muda that ensures value while creating none of
its own.
Types of Poka-yoke
Effective Poka-yoke relies on a thorough understand of the steps in every
process as well as ways of mitigating potential danger zones as cheaply and
effectively as possible without creating unnecessary bottlenecks. Poka-yoke
comes in two primary types and several subtypes. A control Poka-yoke will
not allow the next step of a process to occur until the error is corrected. For
example, the fact that you cannot insert a USB cable unless it is going to work
properly is a control Poka-yoke. Warning Poka-yoke, as the name implies, will
provide the person completing the process that something has gone wrong.
Contact Method Poka-yoke: Contact method Poka-yoke works under the

assumption that a third party person or device is monitoring the steps in a
process looking for errors. A spell-check program is an example of a contact
method Poka-yoke. These Poka-yoke are great in situations where the same
task has to be repeated as quickly as possible to ensure the process runs
smoothly.
To decide where the Poka-yoke can be of the most use, start by deciding what
steps in the process can cause the most harm in the shortest period of time.
After determining the critical features, determine the likely causes of failure
before deciding on a signal method that is quick and efficient.
Fixed-value Poka-yoke: Fixed-Value Poka-yoke is useful in scenarios where
the overall process is relatively short and provides multiple instances of
completing the same step repeatedly in a row. Poka-yoke in this case are
typically useful for letting the person completing the process how many times
they have repeated the step in question. For example, an administrative
assistant might determine how many copies of a document they created by first
setting aside the appropriate amount of paper as opposed to counting each copy
individually.
Motion step Poka-yoke: Motion step Poka-yoke is useful when a person needs
to perform several tasks in a precise order repeatedly. In this scenario a Poka-
yoke which can determine when the specific steps have been completed is
useful to keep the person completing the process on track. For example, a
website where you enter your payment information can tell if you haven ’ t
entered required information and keep track of that fact separately from the fact
that you haven ’ t yet proved you are not a robot.
Self-Check Poka-yoke: Self-Check Poka-yoke is the type of Poka-yoke that

requires the fewest additional resources, though it does require setting aside
additional time to allow the person completing the process to double check
each step as they complete it. This is a good choice for scenarios where
mistakes might be obvious, though it requires the person completing the
process stay focused the entire time.
Task Poka-yoke: Task Poka-yoke is a good choice for processes that require a
person to come into contact with the customer directly as they help cut down
on common mistakes that can otherwise be made. A good example of this is the
coin return machine present in many grocery stores which takes the guess work
out of cashiers making change from customers.
Treatment Poka-yoke: Treatment Poka-yoke is more about positively

influencing the interaction that the customer has with the team member
completing the process in question. The goal in these situations is to
standardize what your team is saying in an effort to cut down on potential
mistakes. If you have a business where new employees are routinely forced to
interact with customers, then this type of Poka-yoke will guarantee that the
customer always get a standard level or service. Call center scripts are a good
example of this type of Poka-yoke.
Tangible Poka-yoke: Tangible Poka-yokes are those which aim to standardize

the physical element of the customer ’ s experience. In scenarios where each
individual customer is going to have widely varying needs, a tangible Poka-
yoke can often be the only way available to standardize service. Uniforms are
an example of this type of Poka-yoke.
Preparation Poka-yoke: Preparation Poka-Yoke aims to work with the

customer directly to influence expectations and goals prior to the experience.
Depending on the requirements to receive services or products from your
business, this can be an excellent way to ensure customers are properly
prepared so your team can provide services as quickly and easily as possible.
An example of this type of Poka-yoke is the letter college students receive
which indicates progression towards a degree.
Conclusion
you to learn more about the many ways it is possible to create a Lean system
that will help your business to eliminate waste while at the same time
improving your bottom line and creating more efficient common practices.
The next step is to start by taking an analytical look at your team and your
business as a whole and determining where the most work will need to take
place. You have limited resources, think wisely before you begin to allocate
them.
While it can be easy to want to start changing everything you can in an effort to
make your business as lean as possible, discretion is the better part of valor,
and you should be sure to start by focusing on the things that need the most
changing and moving on from there. Keep in mind that change that is created
for no clear purpose is simply waste in disguise, do your homework and your
business will be better for it.
you be kind enough to leave a review for this book on Amazon? It’d be greatly
appreciated!
EXTRA BOOK 2
Fast Memorization Techniques:
Accelerated Learning - Advanced

Technique for Fast Learning
Author
Joe Bronski
© Copyright 2016
All rights Reserved. No part of this book may be reproduced in any form
without permission in writing from the author. Reviewers may quote brief
passages in reviews.
Disclaimer
No part of this publication may be reproduced or transmitted in any form or by
any means, mechanical or electronic, including photocopying or recording, or
by any information storage and retrieval system, or transmitted by email
without permission in writing from the publisher.
While all attempts have been made to verify the information provided in this
publication, neither the author nor the publisher assumes any responsibility for
errors, omissions or contrary interpretations of the subject matter herein.
This book is for entertainment purposes only. The views expressed are those of
the author alone, and should not be taken as expert instruction or commands.
The reader is responsible for his or her own actions.
Adherence to all applicable laws and regulations, including international,
federal, state and local laws governing professional licensing, business
practices, advertising and all other aspects of doing business in the US,
Canada, UK or any other jurisdiction is the sole responsibility of the purchaser
or reader.
Neither the author nor the publisher assumes any responsibility or liability
whatsoever on the behalf of the purchaser or reader of these materials. Any
perceived slight of any individual or organization is purely unintentional.
Introduction
Have you ever wondered what the difference between you and someone who
seems to able to endlessly spout facts they have memorized? Or while you
were in school why others just seemed to have a much easier time remember
facts for tests or were always getting better scores then you? Though some
people are just naturally gifted learners the odds are they were taught
techniques you were not exposed to and has given them the ability to better
retain the information they were taught. They also most likely practiced their
techniques keeping their mind sharp and making retention all the easier for
their efforts.
There are so many techniques out there for memorization and learning. Some
are more effective then others and they all depend on the type of learner you
are. This book has been put together to help cover some of the more advanced
memorization techniques that can be utilized. Most learning is considered the
tradition approach with the student in a more passive role and the teacher will
actively put knowledge before the student in an attempt to help them retain the
information.
While this has had some success in the past, research has revealed that an
accelerated learning approach helps a learner retain more information faster
than the tradition techniques. This style encourages the student to become an
active participant in their learning as well as helping them truly manipulate the
material allowing for total retention in a shorter timeframe. It also allows them
to have a much greater grasp of the material because they are forced to place it
in their own words and manipulate the information in a way that allows their
brain to better understand the concepts they are learning.
This book will go over these techniques in some detail in the hope of helping
you become faster and more efficient at memorizing important information.
There are different aspects of material that help to determine how difficult it is
to study. Theses properties will be discussed as well as strategies that can be
used to improve how effectively you can memorize those types of material. We
will discuss ways in which you can properly prepare your body for
memorization and give you the best chances at retaining the information. It is
also believed that seeking a few other sources before you begin your studying
can help you give a broader picture and better understanding of what your
learning.
Hopefully with the information you are given here, you will be able to
efficiently and more completely memorize information that you need to retain.
Remember working with your mind is just like working any other muscle in
your body. You need to consistently work with it to strengthen the muscle. By
applying some of these techniques as well as practicing everyday just like you
would if you were an athlete you will be able to better improve your abilities
to memorize and retain.
Chapter 1: Why Memorization is Difficult and How to
Help Yourself
With research it has been determined that there are about 11 characteristics of
information that determine how difficult or easy something is to memorize.
Armed with the knowledge of these various characteristics you will hopefully
be able to identify why certain knowledge it easier to retain while you struggle
in other areas. After you have been given these characteristics will go over
strategies that can help you improve memorization with information containing
the various characteristics.
Abstractness, this characteristic refers to how easy it is to wrap your
head around the concept. If the concept is abstract in a nature it will be
harder to relate to and make it all the more difficult to put into terms that
you will be able to easily understand. The harder an object is to
understand the more difficult it is to remember.
Complexity, how complex or difficult a problem is can certainly

determine how difficult it can be to retain. The more intricate the
information the harder it will be for your mind to remember everything
in its proper place.
Familiarity, is how much exposure you have had to the information

you are trying to retain. If you are memorizing information on something
you interact with on a day to day basis it will be easier to remember
information about it.
Humanness, this characteristic refers to how relatable a subject is to

the human experiences in life. The more relevance a subject has to being
human or experiences we face as human beings the easier it is to relate
to and retain.
Immediacy, how soon information needs to be retained. The shorter
the time frame that information needs to be memorized by the harder or
easier it can be to retain depending on your personality.
Importance, this characteristic points to how much the information

you are trying to memorize impacts your life. The more important it can
be to your life in any way can make it easier to remember.
Order, the more logical the structure of the information the easier it
will be to retain. The more convoluted the information and the harder to
decipher its proper order the more difficult it will be for you to
remember. Our minds immediately seek to make things easier for us to
understand, so if the order doesn't make sense it will be harder for our
brains to retain.
Relevance, the more useful information will be to you the easier it

will be to retain. If its something you can use in your everyday life or
can help you in your endeavors the odds are it will be easier to
memorize.
Salience, when we find information boring it makes it that much

harder to focus on the subject. When your bored in class you fall asleep,
a similar thing can happen to your brain. When it’s bored it can fall
asleep in a sense and make it more difficult to retain what your
attempting to.
Sensuous, how your senses receive the information you want to learn
will help to determine how much easier it is to retain. If you can sense it
on more planes it is more likely you will be able to remember it.
Size, this characteristic can easily be seen as one that helps determine
your retention of something. The more their is to retain the more difficult
it can be.
Now that we have talked about how these characteristics affect how easy
or hard it can be to retain information we will go over ways in which you
can improve in areas you might struggle in. If you add characteristics to the
material you are trying to retain and you discover a pattern to the types of
material you struggle with then you can use these tips to hopefully help you
overcome your shortcomings in that retention area.
Abstractness, try to relate the information to what’s around you. If you
can find a way to make it less abstract and easier to relate to the
everyday it will be that much easier to remember.
Complexity, if you break it down into smaller pieces or simpler steps

it can make it easier to understand and retain.
Familiarity, try to review information more frequently. If you can try

to review it for a short amount of time every day. The more you are
exposed to it the more familiar you will be with it.
Humanness, turn your information in a story and try to make yourself

the main character. Not only will it help you relate the information to
something more natural. By making yourself the star it will be all the
more interesting to remember.
Immediacy, setting yourself a deadline to have information retained

by can help keep you motivated even if you don't need it for any
particular time. Sometimes if you don't need it for a test or something
similar you may procrastinate on the material in question.
Importance, try to set a goal or objective to memorizing the
information. If you can make it more important to yourself, it will be
easier to retain.
Order, if you struggle to remember information and the order makes

no sense simply restructure it in a way that makes sense to you. You will
then be able to better retain the information.
Relevance, if you figure out a way in which it can be relevant to your

life it will make it easier to retain.
Salience, try to create a story to go along with the information. If you

can string the information together in a funny or crazy way it will not
only be more memorable but it will keep it more interesting.
Sensuous, if you can only associate your information with one sense
you may find it harder to retain but if you try to find other sense that it
can relate to you will find it easier to remember. It may take a little
creativity to figure out how to engage other senses but it can be a big
help.
Size, if you have a large amount of material to cover break it down

into smaller chunks to give your brain a more manageable chunk of
information to remember.
When memorizing information most people use familiarity in order to retain

information. Others who are better at retaining information.
Chapter 2: Preparing Your Body
One of the most important things you can do to help you become a
memorization wiz is to take care of yourself. By ensuring that your system is
running at its best you will give your mind the best shot possible to retain
information. A body that is sleep deprived or not given the proper fuel will not
function as well as one that is. So by following a few of these simple steps you
will set your mind up for success and making learning and retaining what you
have learned that much easier.
Get enough sleep, it cannot be stressed enough how important sleep is. Try to
get at least 7 hours of sleep a day, a well rested mind is more prepared to
retain information and is just more ready to work in general. Also minimize
your blue light exposure before going to sleep, so avoid computers, your
phones, and TV before bed.
Try to keep yourself well hydrated. If you can keep water or maybe even some
unsweetened tea, sugar will defeat the exercise, your body and brain will be
able to better function getting the water that it needs to live off of.
Sugar can be your enemy in the case of studying, it may seem like a great jolt to
keep you going but the crash can stop you in your tracks and make things worse
for you. The excess energy can be the wrong kind making your more fidgety
then able to sit and focus like you may need to.
Walk or exercise on a regular basis if you can. The better your body function
the healthier you will feel and your brain will feel. You are also more likely to
feel happier and better about yourself and this lift in mood can make focusing
and studying that much easier.
Try to avoid stressors and schedule out your day to a certain degree so you can
reach optimal productivity during your day. Not only will you feel like you
have accomplished something it will help keep you from stressing about things
you need to accomplish because you will already be preparing your brain.
Chapter 3: A Few Other Techniques
In this day and age there are far too many distractions available to take our
attention away from the tasks at hand. But if you would like to be able to
memorize information faster and become a better learner there are a few
techniques you can employ to help you double or even triple the amount of
information you can retain in your sessions. When you allow yourself to be
distracted you make it that much harder for your brain to simple take in the
information you are presenting it. With those other distractions joking for the
position of attention in your mind it will force you to work that much harder to
try and remember.
If you are a music lover try to listen to music without lyrics. Music with lyrics
can interfere with your language processing abilities. So when you listen to
music with lots of lyrics you’re essentially sabotaging yourself. Your brain
will be unable to totally focus on one set of information because the other will
either be spoken or read and disrupt the flow of the other. So instead try to
listen to music that is only instrumental. If you can stay away from music that
has any lyrics your can still listen to sounds in the background without
distracting yourself from the material and make learning and retention that
much easier.
Try to choose times that are most conducive to studying. If you choose to work
when you are very likely to be interrupted, you will easily be distracted with
each interruption and make it that much harder for yourself. Also shoot for
times with your have energy. If you are tired your mind is likely to be clear and
able to engage in the types of mental gymnastics you are asking of it. You
would never ask you body to run a marathon when you are exhausted so why
ask the same of your brain? It is a muscle too. By keeping distractions to a
minimum and being properly energized you are also less likely to experience
stress while studying which can also make it easier on yourself. The more
stressed you are the harder it will be to concentrate on the task at hand.
With the technology available to us it can be extremely hard to disconnect from
everything and everyone around us. By having a cellphone, you are totally
accessible to everyone at all times. This constant connection can be so
distracting, talking with your friends or finding out what someone just posted
on Facebook can be so much more engaging then the studying you are trying to
accomplish. But if you want to be able to memorize and retain the information
you are working with you need to do yourself a favor and unplug from
everything around you. Turn off notifications, your cell phone, whatever you
need to do to be totally focused on the task at hand. This can be very hard for
some people especially if they have never done it before. If this is the case for
you try for about 20 minutes at a time. You don’t want to drive yourself to
distraction by being unplugged because that wont achieve anything either.
Many people studying sitting or laying down. While this restful state can help
keep you focused on one thing and one thing only you also don't want to
completely sit like a lump the whole time. Standing and walking around for
short breaks can help promote blood flow and even energy into your body.
Both are helpful for keeping you fresh and focused. You also provide more
oxygen to your brain from the increased blood flow and the more oxygen your
brain has the better it will function.
Prioritize the material you are about to review. If say you feel very confident
on certain parts of the information you are cover then you should skip those
parts and review what you are shakier with. When you go over material you
are already very familiar with you can give yourself a false sense of security.
You will feel like you know more and take time away from the information that
really needs your attention. It will also increase your exposure to what you are
unfamiliar with helping you to each maximum retention of all the topics you are
trying to remember.
Tell yourself a story. This is one that can’t be stressed enough, if you can find a
story to help show you the information you are trying to learn that’s excellent
and you should read it. But if you can make one up, by placing information into
a relatable story your brain will have an easier time remember that then trying
to chock down random bits of information. Telling your story to someone else
or even attempting to teach them material will also help you to better retain it.
When you teach someone else you are forced to reword the information and put
it into each to understand bites for someone who doesn't know the material.
This rewording and forcing you to really work with the concepts will give you
a better understanding and make it that much easier to understand.
The last tip to keep in mind is to try and preview the content you are about to
go over. By going on other websites or searching in other books before getting
down to some serious studying or memorization you can help to give yourself
perspective on material that might not necessarily be clear from the source you
are currently reading. It can make things clearer it can also give you different
perspective that can help the information to click in your mind and help you to
remember it better. You can also give yourself a bigger picture if you skim
before you read in detail. You will better be able to see where the text is
heading and hopefully by causing that light of recognition in your brain you
will be reinforcing some pathways in your brain.
Conclusion
Thank you for downloading this book. There is a lot of information out there
just waiting to be retained for you to use later or apply to your everyday life.
So why would you want to wait or let everything that there is to learn out their
pass you by? The world is full of so much knowledge and now with some of
the techniques in this book anyone can start memorizing information like a pro.
Try to work through all the techniques in this book and don't forget about a few
life style changes you can make to help improve your health and your mind.
You can neglect one part of yourself and still expect to get the same results so
remember to give all parts a try to get the best results possible.
It is our hope that you were able to get all the information you could need from
this book and we hope that you will share your experiences with others. By
reviewing this book not only will you be helping others with their decisions
you will also being giving us invaluable feedback to help us keep improving
any more information we try to provide in the future. Your feedback is so
important to us and we value your opinion as our avid customer.
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Check out my other books:
Excel for Everyone: The Simplest Way to Enter the Rich
World of the Calc Spreadsheet
Excel: Strategic Use of the Calc Spreadsheet in Business
Environment. Data Analysis and Business Modeling.
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Strategic Use of the Calc Spreadsheet in

Tips & Tricks:

Excel: Strategic Use of the Calc Spreadsheet in Business Environments. Data

Fast Memorization Techniques: Accelerated Learning - Advanced Technique

This document is presented with the desire to provide reliable, quality

The reproduction, duplication or transmission of any of the included

Any information contained in the following pages is considered accurate and

The following information is presented purely for informative purposes and is

A cell’s individual reference is always listed in what is known as the Name

Interacting with cells

Set cells to always modify entered data

Enter numbers in cells in sequence

Add columns and rows

Entering data on multiple worksheets simultaneously

Naming rows and columns

Creating names with the new name dialogue box

Managing named content

Creating column and row headings

Create a dropdown list

To enter functions or formulas

To switch between relative cell references and absolute cell references

To quickly enter common functions

Function to add and subtract units of time

Function to determine the average, mean, median and mode

Function to raise a number to the power of x

Function to find the biggest or smallest number in the range

The COUNTIF function

Function won’t calculate

Formula won’t update

To preview results prior to printing

To scale the printed version

To print only one part of a worksheet

Charts and Graphing

Clustered column charts: These charts are used to determine similarities in

Other column chart options

Creating a simple chart

Changing a chart’s location

Change the style of a chart or the way it is laid out automatically

Add/remove chart titles

Adding data point labels

Create a chart template

Common Error Messages

If a cell returns ####

Turn rows into columns

Split a cell into multiple cells

Try conditional formatting

Adding an Excel chart to a word document

This document is presented with the desire to provide reliable, quality

Allow a set of entries to be entered into a cell

Choose the range of values a cell will allow

Validate a cell based on the contents of another cell

Use conditional formulas for formatting or data finding purposes

Conditional formula examples

Copying conditional formulas and formatting

Matrices can be calculated using spreadsheets in a number of ways, the

Vertical Lookup (VLOOKUP) and Horizontal Lookup (HLOOKUP) are two of

The VLOOKUP function is written as follows VLOOKUP(lookup_value,

The HLOOKUP function is written as follows HLOOKUP(lookup_value,

Rules for names

Defined name scope

Creating a range with a name using the name box

Creating defined names automatically

Add a second filter