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Using Excel as an Audit
Software
Muhammad Jawad Yaqoob
CA (Finalist)
+923003578190
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
2
© 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
3
© 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
 CtrlArrow : Move to the first/last data cell in the
arrow direction
 CtrlShiftArrow : 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
4
© 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 ces 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
6
© 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
 CtrlR to fill right
 CtrlD to fill down
 Doublecheck your formulas for absolute vs. relative
references!!
 Calculate the total daily sales for each store
7
© 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
8
© 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 rowentered data blocks into
columnentered 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
10
© 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
12
© 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
13
© 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
15
© 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
16
© 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,Vaue1,.)
 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
17
© 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 coumn that you woud ike to
14OG
I.e. hide for the moment.
 Click on Data: Group and Outline: Group
 To IROG cick 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 dropdown 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 nonempty cells
 COUNTBLANK(Range) ==> count the number of
empty cells in the range
 COUNTIF(Range," Criteria" ) ==> count the number
41
ces 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
SearchVaue 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 passersby 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 addin, go to the Tools menu
in Excel and select AddIns. 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
 Seect Data: PivotTabe 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
 Seect 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)
+923003578190
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 .CtrlArrow : 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.CtrlShiftArrow : 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 .CtrlD to fill down Caution!! .CtrlR 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 .Doublecheck 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 rowentered data blocks into columnentered 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 dropdown 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 nonempty 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 passersby 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 addin. low. when prompted. high. Regarding data such as average. go to the Tools menu in Excel and select AddIns. 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) +923003578190 m.com/group/uptodatearticles/ © 2005 IBM Corporation .yahoo.jawadyaqoob@yahoo.
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