Application Management Services

Using Excel as an Audit
Software


Muhammad Jawad Yaqoob
CA (Finalist)
+92-300-3578190
m.jawadyaqoob@yahoo.com
http://uptodatearticles.com/



Join Excel professional group for regular Excel update:
http://finance.groups.yahoo.com/group/uptodatearticles/











Confidential |
© 2005 IBM
Corporation



1. Split windows and freeze panes
2. Hide and Unhide rows & columns
3. Moving around a spreadsheet with
Ctrl, Shift, and Arrow keys
4. Name cells/ranges
5. Toggling among relational and
absolute references
6. Fill down and fill right commands
7. Insert Function command
8. Paste Special command
9. Change the case of text
10. Editing multiple work sheets
simultaneously
11. Customize tool bars
12 Shorts cuts Keys
CLASSIFICATION OF EXCEL COMMANDS






13. Auditing features

14. Sort command

15. If function

16. Sum & If Sum

17. And & Or functions

18. Protecting cells and
worksheets

19. Group and Ungroup
your spreadsheet

20. Subtotal function

21. Sum Product function

22. Auto filter command

23. Conditional formatting

24. Count function

25. Round, Roundup,
Round down functions

26. Vlookup & Hlookup

27. Statistics

28. Pivot table

29. Attach file in Excel sheet

30. NPV Functions






1
© 2005 IBM Corporation










1. SPLIT WINDOWS AND FREEZE PANES

- Splitting a window allows you to work on multiple

Why you
need to
know this





How you
use this
feature

parts of a large spreadsheet simultaneously
- Freezing the pane allows you to always keep one part
of the spreadsheet (e.g., column or row labels) visible




- Drag the split horizontal and split vertical icons to
the desires positions
- Click on the freeze pane icon from the tool bar to
freeze the panes

Freeze pane icon

Split screen icons









Exercise
- Split the screen so that:
The row with column labels shows up in the top pane
The column with store names show up in the left pane
- Freeze the panes

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© 2005 IBM Corporation





2. HIDE AND UNHIDE COMMAND

- Allows you hide and unhide particular rows or

Why you
need to
know this









How you
use this
feature











Exercise

columns
Simplifies working with the spreadsheet
Prevent certain information from being seen








- Select the row(s) or column(s) to be
hidden/unhidden
- Select Format : Row : Hide/Unhide or Format :
Column : Hide/Unhide











- Hide the Avg Sale/Ticket column





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© 2005 IBM Corporation







3. MOVING AROUND A SPREADSHEET WITH CTRL, SHIFT,
AND ARROW KEYS


Why you
need to
know this










How you
use this
feature











Exercise
- Save you lots of time
- Move the first or last cell of a contiguous data block
without scrolling











- Ctrl-Arrow : Move to the first/last data cell in the
arrow direction
- Ctrl-Shift-Arrow : Selects the cells between the
current cell and the first/last data cell










- Select all cells with data using the Ctrl, Shift, and
Arrow keys




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© 2005 IBM Corporation





4. NAME CELLS/RANGES

- Allows specific cells or cell ranges to be referred to

Why you
need to
know this








How you
use this
feature













Exercise

by name
- Allows you to write equations such as =
Quantity*Cost instead of =$B$12*$C$4







- Select the cell or cell range
- Select Insert : Name : Define from the menu
bar














- Define ce||s A2:A125 as $06:03.0

5
© 2005 IBM Corporation




5. TOGGLING AMONG RELATIONAL AND
ABSOLUTE REFERENCES

Why you
need to
know this










How you
use this
feature


- Saves you lots of time














- F4 key toggles through the different options



















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© 2005 IBM Corporation







6. FILL DOWN AND FILL RIGHT COMMANDS

Why you
need to
know this




How you
use this
feature






Caution!!








Exercise
- Saves you lots of time
- Allows for copying of cell content to contiguous cells
with a single keystroke




- Select the cell with the content to be copied and drag
to select the cells to which the content should be copied
- Ctrl-R to fill right
- Ctrl-D to fill down





- Double-check your formulas for absolute vs. relative
references!!







- Calculate the total daily sales for each store





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© 2005 IBM Corporation







7. INSERT FUNCTION COMMAND

Why you
need to
know this





How you
use this
feature
















Exercise

- What do you do if you do not know what functions
are available or how to enter the arguments for a
function?



- Select the cell
- Select Insert : Function from the menu bar





















- Calculate the median daily ticket count for all the
stores



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© 2005 IBM Corporation








8. PASTE SPECIAL COMMAND

- Saves you lots of time

Why you
need to
know this





How you
use this
feature

Retyping formulas
Converts formulas into values
Reformatting cells
Transposing cells (i.e., convert row-entered data blocks into
column-entered ones)
- Copy the cells of interest
- Place the cursor where you want to past the information
- Select Edit : Paste Special from the menu bar
- Select the appropriate options from the dialog box that
appears















Exercise
- Convert the Rounded Avg Sale/Ticket calculations into
values (i.e., get rid of the formulas)
- Copy and paste the entire dataset into a new spreadsheet in
transposed manner


9
© 2005 IBM Corporation




9. Change the case of text


Why you
need to
know this





How you
use this
feature



For Formatting text









Formula Description (Result)

=UPPER(A2) Changes text to all UPPERCASE (NANCY
AVOLIO)

=LOWER(A2) Changes text to all lowercase (nancy davolio)


=PROPER(A2) Changes text to Title Case (Nancy Davolio)









Exercise

Change case of text





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© 2005 IBM Corporation






10. EDITING MULTIPLE WORKSHEETS
SIMULTANEOUSLY

Why you
need to
know this










How you
use this
feature











Exercise

- Avoid having to redo your work on multiple
spreadsheets in a single workbook











- Select the first spreadsheet to be edited
- Hold the Ctrl key while clicking on the additional
spreadsheets
- Do your editing











- Try it





11
© 2005 IBM Corporation






11. CUSTOMIZE TOOL BARS

- How many icons on the tool bar to you use regularly?

Why you
need to
know this




How you
use this
feature

















Exercise

- How often do you have to use the menu bar or mouse
to do something you wish were accessible with a single
click?



- Select View : Toolbars : Customize
- Click on the Commands tab
- Drag items on and off the toolbar as you wish



















- Modify your toolbar as desired





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© 2005 IBM Corporation


12. Shorts cuts keys







Function keys in Microsoft
Excel
Other than Function Keys

Enter data by using shortcut keys
Work in cells or the formula bar by using shortcut keys
Format data by using shortcut keys
Edit data by using shortcut keys
Insert, delete, and copy a selection by using shortcut keys
Move within a selection by using shortcut keys
Select cells, columns, rows, or objects in worksheets and
workbooks by using shortcut keys
Select cells with special characteristics by using shortcut keys
Select chart items by using shortcut keys
Move and scroll on a worksheet or workbook by using
shortcut keys
Work with databases, lists, and PivotTables by using shortcut
keys
Keys for windows and dialog boxes
Print and preview a document by using shortcut keys
Outline data by using shortcut keys
Keys for toolbars
Keys for using the Office Assistant










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© 2005 IBM Corporation





13. AUDITING FEATURES

Why you
need to
know this










How you
use this
feature











Exercise
- Quickly find the cells referenced by a formula and/or
quickly find which cells reference a particular cell of
interest









- Select View : Toolbars : Customize from the menu
bar. Check the Auditing box from the Toolbars tab
- Click on the cell of interest
- Select the Trace Precedents or Trace Dependents
icon from the Auditing Toolbar









- Find the cells that references the Daily Ticket Count
for the Ansan store




14
© 2005 IBM Corporation






14. SORT COMMAND

Why you
need to
know this






How you
use this
feature















Exercise
- Correctly sorting a series of rows or columns
without disassociating the data is critical to many
modeling efforts





- Select all cells in the data range to be sorted
- Select Data : Sort from the menu bar



















- Sort the dataset by ascending store name





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© 2005 IBM Corporation






15. IF FUNCTION

Why you
need to
know this










How you
use this
feature











Exercise
- Conditional comparisons are used in virtually all
spreadsheets
- Knowing how to use IF in a nested manner and in
combination with other functions will save hours of time








- IF(Comparison,TrueAction,FalseAction)
- IF(Comparison,TrueAction,) ==> Cell shows 0 if
condition is false
- IF(ComSDULVRQ7UXH$FWL43 ) ==> Ce|| shows
EODQN
if condition is false







- Create a 6HRXO YDULDEOH
1 if the store is in Seoul
0 if the store is in other places



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© 2005 IBM Corporation





16. SUM AND SUMIF FUNCTIONS

Why you
need to
know this





How you
use this
feature
















Exercise
- SUM is used in virtually all spreadsheets
- SUMIF can save lots of time in most spreadsheets if
you know how to use the function




- SUM(Range1,Range2,Va|ue1,.)
- SUMIF(Rang0 ComSDULVRQ 6XPRange)
If a SumRange IS NOT specified, SUMIF sums the cells
meeting the Comparison criteria in the specified Range
If a SumRange IS specified, SUMIF sums the cells in
SumRange where the corresponding cells in Range
meets the Comparison criteria
- NOTE: The signs must be used for the
Comparison value



- Calculate the total store space for stores larger than
50 pyungs
- Calculate the total daily sales for all stores larger
than 50 pyungs


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© 2005 IBM Corporation





17. AND & OR FUNCTIONS

Why you
need to
know this










How you
use this
feature











Exercise

- Used with the IF function to enable more complicated
logical comparisons











- AND(Comparison 1,Comparison2,CoPSarLVRQ3,.)
- OR(Comparison 1,Comparison2, Comparison3,.)
- Create a variable that calculates daily sales per
pyung only for:
KFC stores in Seoul with size larger than 50 pyung
All BK stores

18
© 2005 IBM Corporation







18. PROTECTING CELLS AND WORKSHEETS


Why you
need to
know this



How you
use this
feature


















Exercise
- Sometimes you want to give your Excel file to someone else
and prevent them from changing the formulas for seeing some
hidden cells



- Protecting a spreadsheet or workbook involves two steps
Designating which cells to be locked or hidden
Protecting the spreadsheet or workbook
- Note several weird peculiarities:
The default for all cells in a spreadsheet if LOCKED. So if you
want the receiver of your worksheet to change the content of a
cell, unlock the cell before protecting the spreadsheet
The formulas in a cell can be seen even if the spreadsheet is lock -
- UNLESS you hide that cell before protecting the spreadsheet
- To lock/unlock and hide/unhide a cell, select the cell(s) and
select Format : Cell. Select the Protection tab when the dialog
box appears
- To protect/unprotect a spreadsheet, select Tools : Protection :
Protect Sheet


- Protect the dataset spreadsheet
Allow the user to change the data
Lock and hide the formulas you entered

19
© 2005 IBM Corporation



19. GROUP/UNGROUP PARTS OF
SPREADSHEETS


Why you
need to
know this








How you
use this
feature






Tip





Exercise
- How often would you like to hide or unhide parts of a
complex spreadsheet?
- If your answer is Yer\ 41WHQ . You wi|| |ike
94
group/ungroup function instead of the hide/unhide
command, since you will be able to toggle between
hidden or displayed columns or rows.

- Mark the row or co|umn that you wou|d |ike to
14OG
I.e. hide for the moment.
- Click on Data: Group and Outline: Group
- To IROG c|ick now on the PLQXV sign
outside 41
your column or row
- You may also group or ungroup hierarchically


- Group some parts in your spreadsheet
- Also try to remove the grouping


- Use the two DUURZ buttons, which you find on


the pivot table
toolbar (right click on any toolbar and select
PivotTable)



20
© 2005 IBM Corporation






20. SUBTOTALS FUNCTIONS

- Want to add lines with subtotals in your P&L or

Why you
need to
know this










How you
use this
feature











Exercise

balance sheet, but still need to run the total over all
numbers? Don" t want to get confused with QHVWed
subtotals and totals in your spreadsheet?








- Instead of , =sum(range)" add , =subtota|(9,
UDQJe)
where you need a subtotal or total.
- You may nest this function as you like. Excel keeps
track of everything










- Create a simple column with various numbers
- Add various subtotals running over various parts of
your spreadsheet and finally over the whole column



21
© 2005 IBM Corporation





21. SUMPRODUCT FUNCTION

Why you
need to
know this










How you
use this
feature











Exercise

- If you need to multiply two column and need the sum
of the multiplication, sumproduct comes easy.













- Insert =sumproduct(range1, range2)















- Multiply two columns or rows and get the sum of it





22
© 2005 IBM Corporation







22. AUTOFILTER COMMAND

Why you
need to
know this










How you
use this
feature











Exercise
- You have a huge pile of data and quickly want to find
some specific information, e.g. all sets that meet a
criteria or the top 10 items etc.









- Click into your table or better mark the data area and
select Data: Filter: Autofilter
- Using the drop-down boxes per item allows you to
display only specific filtered information
- Selecting multiple matches (up to 3 maximum with
autofilter) you can narrow down your search
- Or add your own criteria for filtering by clicking on
the custom criteria


- Find the stores who belong to the top 10% in terms of
average sales per ticket AND the top 10 in terms of store
size in pyung



23
© 2005 IBM Corporation







23. CONDITIONAL FORMATTING



Why you
need to
know this










How you
use this
feature











Exercise
- Sometimes you would to color the output of cells in
different colors, e.g. negative numbers in red, positive
numbers in black, or add a frame, etc.









- Mark the relevant fields and select Format:
Conditional Formatting
- Select the criteria for the format and adjust the format.
You can actually change the font, the border and the
color
- Click on Add to select additional criteria for the
formatting




- Format a cell to be in red font, with blue background
for negative numbers and in bold font with thick border, if
the value is above 10



24
© 2005 IBM Corporation





24. COUNT FUNCTIONS

Why you
need to
know this





How you
use this
feature
















Exercise

- Prevents you from wasting time counting items
manually or creating dummy variables to count such
items




- COUNT(Range1,Range2,Value1,...) ==> count the
number of cells containing numbers
- COUNTA(Range1,Range2,Value1,...) ==> count the
number of non-empty cells
- COUNTBLANK(Range) ==> count the number of
empty cells in the range
- COUNTIF(Range," Criteria" ) ==> count the number
41
ce||s in the Range containing the Criteria. NOTE: The

signs must be used for the Criteria value






- Calculate the number of KFC stores in the dataset





25
© 2005 IBM Corporation







25. ROUND, ROUNDUP AND ROUNDDOWN
FUNCTIONS

Why you
need to
know this




How you
use this
feature

















Exercise
- Many situations exist when you need to have exact
numbers instead of various fractions in your
calculations (e.g., there cannot be 536.235 bank
branches)



- ROUND(Number,Digits) ==> Round the number (or
cell) to the specified number of digits
If Digit = 0, then Number is rounded to nearest integer
If Digit > 0, then Number is rounded to the specified
number of decimal places
If Digit < 0, then Number is rounded to the specified
number of digits left of the decimal place
- ROUNDDOWN(Number,Digits) and
ROUNDUP(Number,Digits) work the same way as
ROUND, but the direction of rounding is specified by the
function

- Calculate a rounded Avg Sale/Ticket variable,
rounding to the nearest 10 Won




26
© 2005 IBM Corporation




26. VLOOKUP AND HLOOKUP FUNCTIONS
(CONTINUED)

- Allows you to automatically lookup a particular cell

Why you
need to
know this

of data from a larger data range. This is especially
useful when you have
A large data section that contains information for
multiple records somewhere on the spreadsheet (e.g., a
small database)
A calculation area somewhere else, and you need to
refer to some specific data elements for specific
records

























27
© 2005 IBM Corporation



26. VLOOKUP AND HLOOKUP FUNCTIONS
(CONTINUED)


How you
use this
feature



































28
- VLOOKUP and HLOOKUP allows you to find a specific cell of
data in a larger data range
Use VLOOKUP when each row contains a separate record and the
associated columns contain data for that one record
Use HLOOKUP when each column contains a separate record
- VLOOKUP(SearchValue,Range,ColumnNumber,Error) ==>
look for a value in the row specified by SearchValue and the
column specified by ColumnNumber
SearchVa|ue indicates the PDWFK NH\ (i.e., find the row WKDW
contains the SearchValue in the first column)
Range specifies the cells containing the data
ColumnNumber specifies the column that contains the data
element you want
Error determines what happens when Excel does not find the
exact SearchValue you want. FALSE leads Excel to display a
#N/A when an exact match cannot be found. TRUE leads Excel
to display the next smaller value than SearchValue
- HLOOKUP(SearchValue,Range,RowNumber,Error) ==> look
for a value in the column specified by SearchValue and the row
specified by RowNumber

NOTE: The 1st column of data must be sorted in
ascending order when using VLOOKUP, and the 1st row
of data must be sorted if using HLOOKUP

© 2005 IBM Corporation




26. VLOOKUP AND HLOOKUP FUNCTIONS
(CONTINUED)




Tip














Exercise
- Define a name for the cells containing the data and
use that name as the Range. Do not include the
row/column label in the named range because this would
break the ascending sort rule above.
- Insert an extra row above your column label to
number the columns






- Use VLOOKUP to find out how many seats are in the
Duksung store? How passers-by for the store?





















29
© 2005 IBM Corporation



26. VLOOKUP AND HLOOKUP FUNCTIONS












Number the
columns to
easily check
your
formulas


Define a
name for
cells in your
data Range







Need to sort in
ascending order
for VLOOKUP
function to work
properly






30
© 2005 IBM Corporation





27. STATISTICS
Why you

need to

Know this





How you
use this
feature
- Calculates various statistics. Regarding data such as
average, high, low, standard deviation, etc. for a set of
numbers.



- In order to calculate statistics in Excel, you will need
to add a piece of software that comes with the standard
version of Excel. To use this add-in, go to the Tools menu
in Excel and select Add-Ins. Then , when prompted, select
the Analysis Tool Pack and press OK. This will add to the
bottom of your Tools menu as item named Data Analysis.





















31
© 2005 IBM Corporation








28. PIVOT TABLES

- Most powerful tool to arrange huge amounts of data in a more

Why you
need to
know this




How you
use this
feature
structured way than pure sorting. In particular helpful to run quick
sums, averages, distributions, etc. in combination with a structure
criteria, e.g. total number and average sales per store size band



- Se|ect Data: PivotTab|e R05479



Step 1: Microsoft
Excel list
Step 2: Select
the relevant
data area
- Step 3: Drag and drop data
elements on row and column (this is
your table structure), the data you want
to analyze on the data area
- Step 4: Just press Finish


32
© 2005 IBM Corporation



28. PIVOT TABLES
- Draw a distribution chart for the number of stores per
size in pyung bucketed each 10 pyung wide
Exercise

- Arrange the store distribution by store size (each 10
pyung) and daily tickets (each 100 tickets) and show the
number of stores per each category

































33
© 2005 IBM Corporation






29. ATTACH FILE WITH EXCEL SHEETS



Why you
need to
know this










How you
use this
feature











Exercise

- Keep working sheets with main file












- Click Insert from tools Bar
- Se|ect EMHFW
- Create from file >>>>>>>>> Browse
– Link to file
– Display as icon








- Insert one file into another Excel file





34
© 2005 IBM Corporation





30. NPV FUNCTION

Why you
need to
know this










How you
use this
feature











Exercise

- Of course you can create your own discounting table
and then calculate the NPV of your cash flow series or
just use the NPV function








- Insert =NPV(discount rate, cash flow numbers, ...)
- The discount rate is in percent
- The cash flow numbers are either an array or
individual numbers in individual cells
- Attention: The first cash flow number is in period 1,
e.g. the end of the period. If you have for example an
LQLWLDOinvestment in period 0, [ust type =NPV(.)+period 0
payment in your calculation



- Create a list of random cash flows and calculate the
NPV with the NPV function




35
© 2005 IBM Corporation


























Muhammad Jawad
Yaqoob
CA (Finalist)
+92-300-3578190
m.jawadyaqoob@yahoo.c
om
Thanks a lot

Join uptodatearticles group for regular Excel update:
http://finance.groups.yahoo.com/group/uptodatearticles/



© 2005 IBM Corporation

CLASSIFICATION OF EXCEL COMMANDS

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12

Split windows and freeze panes Hide and Unhide rows & columns Moving around a spreadsheet with Ctrl, Shift, and Arrow keys Name cells/ranges Toggling among relational and absolute references Fill down and fill right commands Insert Function command Paste Special command Change the case of text Editing multiple work sheets simultaneously Customize tool bars Shorts cuts Keys

13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.

Auditing features Sort command If function Sum & If Sum And & Or functions Protecting cells and worksheets Group and Ungroup your spreadsheet Subtotal function Sum Product function Auto filter command Conditional formatting Count function Round, Roundup, Round down functions Vlookup & Hlookup Statistics Pivot table Attach file in Excel sheet NPV Functions

1

© 2005 IBM Corporation

1. SPLIT WINDOWS AND FREEZE PANES
Why you need to know this
- Splitting a window allows you to work on multiple parts of a large spreadsheet simultaneously - Freezing the pane allows you to always keep one part of the spreadsheet (e.g., column or row labels) visible

How you use this feature

- Drag the split horizontal and split vertical icons to the desires positions - Click on the freeze pane icon from the tool bar to freeze the panes Freeze pane icon Split screen icons

Exercise

- Split the screen so that: The row with column labels shows up in the top pane The column with store names show up in the left pane - Freeze the panes
© 2005 IBM Corporation

2

2. HIDE AND UNHIDE COMMAND
Why you need to know this
- Allows you hide and unhide particular rows or columns Simplifies working with the spreadsheet Prevent certain information from being seen

How you use this feature

- Select the row(s) or column(s) to be hidden/unhidden - Select Format : Row : Hide/Unhide or Format : Column : Hide/Unhide

Exercise

-

Hide the Avg Sale/Ticket column

3

© 2005 IBM Corporation

SHIFT. MOVING AROUND A SPREADSHEET WITH CTRL. Shift. and Arrow keys 4 © 2005 IBM Corporation .Ctrl-Arrow : Move to the first/last data cell in the arrow direction .Move the first or last cell of a contiguous data block without scrolling How you use this feature . AND ARROW KEYS Why you need to know this .Select all cells with data using the Ctrl.Save you lots of time .3.Ctrl-Shift-Arrow : Selects the cells between the current cell and the first/last data cell Exercise .

Allows specific cells or cell ranges to be referred to by name . NAME CELLS/RANGES Why you need to know this .Allows you to write equations such as = Quantity*Cost instead of =$B$12*$C$4 How you use this feature .Select Insert : Name : Define bar from the menu Exercise - 'HILQH FHOOV $$ DV $06:03.4.Select the cell or cell range .0 5 © 2005 IBM Corporation .

5. TOGGLING AMONG RELATIONAL AND ABSOLUTE REFERENCES Why you need to know this Saves you lots of time How you use this feature - F4 key toggles through the different options 6 © 2005 IBM Corporation .

FILL DOWN AND FILL RIGHT COMMANDS Why you need to know this How you use this feature .Allows for copying of cell content to contiguous cells with a single keystroke .6.Saves you lots of time . relative references!! Exercise - Calculate the total daily sales for each store 7 © 2005 IBM Corporation .Ctrl-D to fill down Caution!! .Ctrl-R to fill right .Select the cell with the content to be copied and drag to select the cells to which the content should be copied .Double-check your formulas for absolute vs.

What do you do if you do not know what functions are available or how to enter the arguments for a function? Select the cell Select Insert : Function from the menu bar How you use this feature Exercise . INSERT FUNCTION COMMAND Why you need to know this .Calculate the median daily ticket count for all the stores 8 © 2005 IBM Corporation .7.

.8.. convert row-entered data blocks into column-entered ones) Copy the cells of interest Place the cursor where you want to past the information Select Edit : Paste Special from the menu bar Select the appropriate options from the dialog box that appears How you use this feature Exercise Convert the Rounded Avg Sale/Ticket calculations into values (i.e.e. PASTE SPECIAL COMMAND Why you need to know this Saves you lots of time Retyping formulas Converts formulas into values Reformatting cells Transposing cells (i. get rid of the formulas) Copy and paste the entire dataset into a new spreadsheet in transposed manner © 2005 IBM Corporation 9 .

9. Change the case of text Why you need to know this For Formatting text How you use this feature Formula =UPPER(A2) =LOWER(A2) =PROPER(A2) Description (Result) Changes text to all UPPERCASE (NANCY AVOLIO) Changes text to all lowercase (nancy davolio) Changes text to Title Case (Nancy Davolio) Exercise Change case of text 10 © 2005 IBM Corporation .

Hold the Ctrl key while clicking on the additional spreadsheets .Avoid having to redo your work on multiple spreadsheets in a single workbook How you use this feature .Select the first spreadsheet to be edited . EDITING MULTIPLE WORKSHEETS SIMULTANEOUSLY Why you need to know this .Do your editing Exercise - Try it 11 © 2005 IBM Corporation .10.

11. CUSTOMIZE TOOL BARS Why you need to know this How you use this feature .How many icons on the tool bar to you use regularly? .How often do you have to use the menu bar or mouse to do something you wish were accessible with a single click? Select View : Toolbars : Customize Click on the Commands tab Drag items on and off the toolbar as you wish Exercise - Modify your toolbar as desired 12 © 2005 IBM Corporation .

columns. rows. lists. delete. Shorts cuts keys Function keys in Microsoft Excel Other than Function Keys Enter data by using shortcut keys Work in cells or the formula bar by using shortcut keys Format data by using shortcut keys Edit data by using shortcut keys Insert. and copy a selection by using shortcut keys Move within a selection by using shortcut keys Select cells. or objects in worksheets and workbooks by using shortcut keys Select cells with special characteristics by using shortcut keys Select chart items by using shortcut keys Move and scroll on a worksheet or workbook by using shortcut keys Work with databases.12. and PivotTables by using shortcut keys Keys for windows and dialog boxes Print and preview a document by using shortcut keys Outline data by using shortcut keys Keys for toolbars Keys for using the Office Assistant 13 © 2005 IBM Corporation .

13.Select View : Toolbars : Customize from the menu bar. AUDITING FEATURES Why you need to know this .Click on the cell of interest . Check the Auditing box from the Toolbars tab .Find the cells that references the Daily Ticket Count for the Ansan store 14 © 2005 IBM Corporation .Quickly find the cells referenced by a formula and/or quickly find which cells reference a particular cell of interest How you use this feature .Select the Trace Precedents or Trace Dependents icon from the Auditing Toolbar Exercise .

14.Correctly sorting a series of rows or columns without disassociating the data is critical to many modeling efforts How you use this feature - Select all cells in the data range to be sorted Select Data : Sort from the menu bar Exercise - Sort the dataset by ascending store name 15 © 2005 IBM Corporation . SORT COMMAND Why you need to know this .

) &RPSDULVRQ 7UXH$FWL43 ! &HOO VKRZV EODQN if condition is false Exercise - &UHDWH D 6HRXO YDULDEOH 1 if the store is in Seoul 0 if the store is in other places .) ==> Cell shows 0 if condition is false .Knowing how to use IF in a nested manner and in combination with other functions will save hours of time How you use this feature . IF FUNCTION Why you need to know this .TrueAction.Conditional comparisons are used in virtually all spreadsheets .IF(Comparison..IF(Comparison.TrueAction.FalseAction) .15.

16 © 2005 IBM Corporation .

16.Calculate the total store space for stores larger than 50 pyungs .) 5DQJ0 &RPSDULVRQ 6XP5DQJH If a SumRange IS NOT specified.127( 7KH VLJQV PXVW EH XVHG IRU WKH Comparison value . SUM AND SUMIF FUNCTIONS Why you need to know this . SUMIF sums the cells in SumRange where the corresponding cells in Range meets the Comparison criteria . SUMIF sums the cells meeting the Comparison criteria in the specified Range If a SumRange IS specified.680.680 5DQJH 5DQJH 9DOXH .SUM is used in virtually all spreadsheets .Calculate the total daily sales for all stores larger than 50 pyungs © 2005 IBM Corporation How you use this feature Exercise 17 .SUMIF can save lots of time in most spreadsheets if you know how to use the function .

AND & OR FUNCTIONS Why you need to know this .Used with the IF function to enable more complicated logical comparisons How you use this feature - $1' &RPSDULVRQ  &RPSDULVRQ &RPSDULVRQ 25 &RPSDULVRQ  &RPSDULVRQ &RPSDULVRQ Exercise .17.Create a variable that calculates daily sales per pyung only for: KFC stores in Seoul with size larger than 50 pyung All BK stores © 2005 IBM Corporation 18 .

UNLESS you hide that cell before protecting the spreadsheet To lock/unlock and hide/unhide a cell. select Tools : Protection : Protect Sheet Protect the dataset spreadsheet Allow the user to change the data Lock and hide the formulas you entered © 2005 IBM Corporation Exercise 19 . PROTECTING CELLS AND WORKSHEETS Why you need to know this How you use this feature Sometimes you want to give your Excel file to someone else and prevent them from changing the formulas for seeing some hidden cells Protecting a spreadsheet or workbook involves two steps Designating which cells to be locked or hidden Protecting the spreadsheet or workbook Note several weird peculiarities: The default for all cells in a spreadsheet if LOCKED.18. So if you want the receiver of your worksheet to change the content of a cell. unlock the cell before protecting the spreadsheet The formulas in a cell can be seen even if the spreadsheet is lock . select the cell(s) and select Format : Cell. Select the Protection tab when the dialog box appears To protect/unprotect a spreadsheet.

Click on Data: Group and Outline: Group .You may also group or ungroup hierarchically Group some parts in your spreadsheet Also try to remove the grouping 8VH WKH WZR DUURZ EXWWRQV ZKLFK \RX ILQG RQ 0DUN WKH URZ RU FROXPQ WKDW \RX ZRXOG OLNH WR How you use this feature Tip Exercise . .How often would you like to hide or unhide parts of a complex spreadsheet? . 14OG I..19.I \RXU DQVZHU LV YHU\ 41WHQ  <RX ZLOO OLNH 94 group/ungroup function instead of the hide/unhide command. hide for the moment. since you will be able to toggle between hidden or displayed columns or rows.e. GROUP/UNGROUP PARTS OF SPREADSHEETS Why you need to know this .7R IROG FOLFN QRZ RQ WKH PLQXV VLJQ RXWVLGH 41 your column or row .

WKH pivot table toolbar (right PivotTable) click on any toolbar and select 20 © 2005 IBM Corporation .

SUBTOTALS FUNCTIONS Why you need to know this . .Want to add lines with subtotals in your P&L or balance sheet.You may nest this function as you like.20. but still need to run the total over all QXPEHUV" 'RQ W ZDQW WR JHW FRQIXVHG ZLWK QHVWHG subtotals and totals in your spreadsheet? How you use this feature - UDQJH where you need a subtotal or total.QVWHDG RI VXP UDQJH DGG VXEWRWDO  Exercise .Add various subtotals running over various parts of your spreadsheet and finally over the whole column .Create a simple column with various numbers . Excel keeps track of everything .

21 © 2005 IBM Corporation .

sumproduct comes easy. range2) Exercise - Multiply two columns or rows and get the sum of it 22 © 2005 IBM Corporation . How you use this feature - Insert =sumproduct(range1.21. SUMPRODUCT FUNCTION Why you need to know this .If you need to multiply two column and need the sum of the multiplication.

g.Using the drop-down boxes per item allows you to display only specific filtered information . all sets that meet a criteria or the top 10 items etc.Or add your own criteria for filtering by clicking on the custom criteria .Find the stores who belong to the top 10% in terms of average sales per ticket AND the top 10 in terms of store size in pyung Exercise 23 © 2005 IBM Corporation . How you use this feature . AUTOFILTER COMMAND Why you need to know this .Selecting multiple matches (up to 3 maximum with autofilter) you can narrow down your search .Click into your table or better mark the data area and select Data: Filter: Autofilter .You have a huge pile of data and quickly want to find some specific information.22. e.

23. positive numbers in black. You can actually change the font. negative numbers in red. e.Mark the relevant fields and select Format: Conditional Formatting . with blue background for negative numbers and in bold font with thick border.Format a cell to be in red font.Sometimes you would to color the output of cells in different colors. or add a frame. etc. if the value is above 10 24 © 2005 IBM Corporation . CONDITIONAL FORMATTING Why you need to know this .Select the criteria for the format and adjust the format. the border and the color . How you use this feature .Click on Add to select additional criteria for the formatting Exercise .g.

COUNTBLANK(Range) ==> count the number of empty cells in the range .Value1.Range2..COUNT(Range1.24..COUNTA(Range1.Prevents you from wasting time counting items manually or creating dummy variables to count such items How you use this feature . COUNT FUNCTIONS Why you need to know this .Value1....Range2.) ==> count the number of cells containing numbers .) 5DQJH &ULWHULD ! FRXQW WKH QXPEHU 41 FHOOV LQ WKH 5DQJH FRQWDLQLQJ WKH &ULWHULD 127( 7KH signs must be used for the Criteria value Exercise Calculate the number of KFC stores in the dataset ..&2817.) ==> count the number of non-empty cells .

25 © 2005 IBM Corporation .

25. ROUNDUP AND ROUNDDOWN FUNCTIONS Why you need to know this .Many situations exist when you need to have exact numbers instead of various fractions in your calculations (e.Calculate a rounded Avg Sale/Ticket variable. then Number is rounded to nearest integer If Digit > 0.Digits) ==> Round the number (or cell) to the specified number of digits If Digit = 0.g.Digits) and ROUNDUP(Number. then Number is rounded to the specified number of decimal places If Digit < 0. but the direction of rounding is specified by the function . ROUND.. rounding to the nearest 10 Won How you use this feature Exercise 26 © 2005 IBM Corporation .ROUND(Number. there cannot be 536.ROUNDDOWN(Number.235 bank branches) . then Number is rounded to the specified number of digits left of the decimal place .Digits) work the same way as ROUND.

This is especially useful when you have A large data section that contains information for multiple records somewhere on the spreadsheet (e. and you need to refer to some specific data elements for specific records 27 © 2005 IBM Corporation . a small database) A calculation area somewhere else. VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED) Why you need to know this .g.Allows you to automatically lookup a particular cell of data from a larger data range.26..

Error) ==> look for a value in the column specified by SearchValue and the row specified by RowNumber NOTE: The 1st column of data must be sorted in ascending order when using VLOOKUP.Range.ColumnNumber.26.Error) ==> look for a value in the row specified by SearchValue and the column specified by ColumnNumber 6HDUFK9DOXH LQGLFDWHV WKH PDWFK NH\ LH ILQG WKH URZ WKDW contains the SearchValue in the first column) Range specifies the cells containing the data ColumnNumber specifies the column that contains the data element you want Error determines what happens when Excel does not find the exact SearchValue you want.Range. and the 1st row of data must be sorted if using HLOOKUP 28 © 2005 IBM Corporation . VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED) How you use this feature VLOOKUP and HLOOKUP allows you to find a specific cell of data in a larger data range Use VLOOKUP when each row contains a separate record and the associated columns contain data for that one record Use HLOOKUP when each column contains a separate record VLOOKUP(SearchValue. FALSE leads Excel to display a #N/A when an exact match cannot be found. TRUE leads Excel to display the next smaller value than SearchValue HLOOKUP(SearchValue.RowNumber.

Insert an extra row above your column label to number the columns Exercise .26.Use VLOOKUP to find out how many seats are in the Duksung store? How passers-by for the store? 29 © 2005 IBM Corporation .Define a name for the cells containing the data and use that name as the Range. . Do not include the row/column label in the named range because this would break the ascending sort rule above. VLOOKUP AND HLOOKUP FUNCTIONS (CONTINUED) Tip .

26. VLOOKUP AND HLOOKUP FUNCTIONS Number the columns to easily check your formulas Define a name for cells in your data Range Need to sort in ascending order for VLOOKUP function to work properly 30 © 2005 IBM Corporation .

select the Analysis Tool Pack and press OK.In order to calculate statistics in Excel. standard deviation.Calculates various statistics. for a set of numbers. This will add to the bottom of your Tools menu as item named Data Analysis. you will need to add a piece of software that comes with the standard version of Excel. How you use this feature 31 © 2005 IBM Corporation .27. STATISTICS Why you need to Know this . . Then . To use this add-in. low. when prompted. high. Regarding data such as average. go to the Tools menu in Excel and select Add-Ins. etc.

etc.g. averages. the data you want to analyze on the data area Step 4: Just press Finish 32 © 2005 IBM Corporation . in combination with a structure criteria. distributions. In particular helpful to run quick sums. total number and average sales per store size band 6HOHFW 'DWD 3LYRW7DEOH 505479 - Step 1: Microsoft Excel list Step 2: Select the relevant data area Step 3: Drag and drop data elements on row and column (this is your table structure). PIVOT TABLES Why you need to know this How you use this feature Most powerful tool to arrange huge amounts of data in a more structured way than pure sorting.28. e.

28. PIVOT TABLES Exercise .Draw a distribution chart for the number of stores per size in pyung bucketed each 10 pyung wide .Arrange the store distribution by store size (each 10 pyung) and daily tickets (each 100 tickets) and show the number of stores per each category 33 © 2005 IBM Corporation .

ATTACH FILE WITH EXCEL SHEETS Why you need to know this Keep working sheets with main file How you use this feature - Click Insert from tools Bar 6HOHFW EMHFW Create from file >>>>>>>>> Browse – Link to file – Display as icon Exercise - Insert one file into another Excel file 34 © 2005 IBM Corporation .29.

) . the end of the period. NPV FUNCTION Why you need to know this . cash flow numbers. If you have for example an LQLWLDO LQYHVWPHQW LQ SHULRG  MXVW W\SH 139 SHULRG  payment in your calculation .30.Insert =NPV(discount rate..Of course you can create your own discounting table and then calculate the NPV of your cash flow series or just use the NPV function How you use this feature .g.Attention: The first cash flow number is in period 1. . e.The discount rate is in percent .The cash flow numbers are either an array or individual numbers in individual cells .Create a list of random cash flows and calculate the NPV with the NPV function Exercise 35 © 2005 IBM Corporation ..

c om Join uptodatearticles group for regular Excel update: http://finance.groups.Thanks a lot Muhammad Jawad Yaqoob CA (Finalist) +92-300-3578190 m.com/group/uptodatearticles/ © 2005 IBM Corporation .yahoo.jawadyaqoob@yahoo.