Planning, Forecasting, Budgement PART 1

Spreadsheet Skills for Planning
Forecasting & Budgeting
1
AIMS :
- Using the power of Excel in improving your forecasting, planning and
budgeting.
- Fully understand the various Excel® tools available to perform
planning, forecasting & budgeting Perform sophisticated “what-if”
scenarios.
- Improve decision making Know what Excel® techniques to use in a
given situation Properly use some of the most advanced spreadsheet
techniques.
2
AIMS :
- Developing an improved understanding of how well prepared Excel®
models benefit the corporate in today’s challenging world.
- Really understanding the risks & rewards of various planning
decisions Being able to calculate the impact of alternative inputs on
critical outputs Understanding to cost/benefit of every decision.
- Enhancing their knowledge with the use of the models in the case
studies Significantly increasing their Excel® analysis skills.
3
Why Spreadsheets:
- By Developing better spreadsheets
- Models, planning is more accurate, forecasting is more precise

& budgeting is more attainable
-The time to develop these is dramatically reduced.
- Developing spreadsheet models to create a Better forecasts
4
Introduction:
- Forecasts, plans and budgets may be improved through extensive
what-if analysis to find key factors for management to monitor.
- Furthermore, these tools can be easily transferred into business

plans which provide the guide to the overall performance of the
firm.
5
Day One :
Introduction to Spreadsheets using Excel®
• Worksheet fundamentals
• Concepts of workbook
A workbook is a collection of one or more spreadsheets, also called
worksheets, in a single file.
• Each spreadsheet can have many sheets and each sheet can have
many individual cells. Each sheet can have a maximum of 65,536
rows and a maximum of 1024 columns, for a total of over 67 million
cells
6
Day One :
• Below is an example of a spreadsheet called

"Sheet1" in an Excel .
• workbook file called
"Book1.“
• Our example also has the
"Sheet2" and "Sheet3"
• sheet tabs, which are also
part of the same workbook.
7
Day One :
Difference between a workbook, worksheet, and spreadsheet

• When you open Excel (a spreadsheet program),
• you're opening a workbook. A workbook can contain one or more different
worksheets that can be accessed through the tabs at the bottom of the
worksheet.
• A spreadsheet and worksheet mean the same thing.
• workbook consist of a number of individual sheets, each containing cells
arranged in rows and columns.
• A particular cell is identified by its column letter and row number. These cells
hold the individual elements—text, numbers, formulas, and so on—that
make up the data to display and man
8
Day One :
Adding worksheet
• Step to insert new worksheets:
• Click on the Insert menu and select Sheet, or o Right-click on its tab
and select Insert Sheet, or o Click into an empty space at the end of
the line of sheet tabs.
• Each method will open the Insert Sheet dialog box. Here you can
select whether the new sheet is to go before or after the selected
sheet and how many sheets you wa
9
Day One :
• Adding worksheet
10
Day One :
Cell address
• A cell is a rectangular box that occurs at the intersection of a vertical
column and a horizontal row in a worksheet.
• Vertical columns are numbered with alphabetic values such as A, B, C.
• Horizontal rows are numbered with numeric values such as 1, 2, 3.
Each cell has its own set of coordinates or position in the worksheet
such as A1, A2, or M16 and its is a combination of column and row.
• In the example above, we are positioned on cell A1 which is the
intersection of column A and row 1. so the cell address is A1.
11
Day One :
Cell address
• Active cell:
• The cell which is selected is known as active cell.
• It referred as a cell pointer or selected cell. An active cell is a
rectangular box, highlighting the cell in a spreadsheet.
• It helps identify what cell is being worked with
• and where data will be entered.
• (as shown in figure)
12
Day One :
Formula bar :
The formula bar has five components: the name box, the function
wizard, the sum function, the function button and the input line.
• The name box shows what cell or group of cells that are currently
selected.
• The function wizard button will open another window with the
functions available in OpenOffice Calc.
• The sum function button adds the sum function into the input line.
13
Day One :
Formula bar :
• The function button adds an equal sign
to the input line to prepare for
the input of a function expression.
• Finally, the input line allows
you to input data and functions in
to cells. It also displays the contents
of a cell before the execution of the function.
14
Day One :
Insert cell :
• Step to insert cell using the Insert menu:
1. Select the cell where you want the new cell inserted.
2. Select Insert --> Cell.
• OR Step to insert cell using right-click (context) menu:
1. Select the cell you want the new cell inserted.
2. Right-click the selected cell.
3. Select Insert Cells
15
Day One :
Insert cell :
(figure show below)
16
Day One :
Inserting columns and rows :

• Step for inserting columns and rows using the Insert menu:
1. Select the column or row where you want the new column or row
inserted.
2. Select either Insert --> Columns or Insert--> Rows.
• OR Step Using the right-click (context) menu:
1. Select the column or rows where you want the new column or row
inserted.
2. Right-click the header.
3. Select Insert Rows or Insert Columns.
17
Day One :
Deleting columns and rows

• Columns and rows can be deleted individually or in
groups.
Step: 1. Select the column or row to be deleted.
2. Right-click on the column or row header.
3. Select Delete Columns or Delete Rows from the pop-up
menu.
18
Day One :
Format cells :
• It can either be edited as part of a cell style so that it is automatically
applied, or it can be applied manually to the cell.
• Some manual formatting can be applied using toolbar icons.
• For more control and extra options,
• select the appropriate cell or cells, right-click on it, and select Format
Cells.
19
Day One :
All of the format options are show in below figure.

• Number
• Font
• Font effects
• Alignment
• Border
• Background
• Cell Protection
20
Day One :
Format cells :
21
Day One :
Format cells :
22
Day One :
23
Day One :
24
Day One :
Format cells :
25
Day One :
Format cells :
Formatting the cell background
• To quickly choose a background color for a cell, click the small arrow
next to the Background Color icon on the Formatting toolbar.
• A palette of color choices, similar to the Font Color palette, is displayed.
• (To define custom colors, use Tools > Options > OpenOffice.org >
Colors.
26
Day One :
How to rename a worksheet :

• At the bottom of the Excel window, right-click the worksheet tab you
want to rename.
• Click the Rename option.
• Type in the new name for the worksheet
• and press Enter.
27
Day One :
How to copy a worksheet:

• At the bottom of the Excel window,
right-click the worksheet tab you
want to copy.
• Click the Move or Copy option.
28
Day One :

• In the Move or Copy window,
• in the Before sheet section,
• select the worksheet where
you want to place the copied worksheet.
• Check the box for the
Create a copy option, then click OK.
29
Day One :

• A copy of the worksheet is added and placed before the worksheet
you selected in step 3 above.
• For example, if you had two worksheets named "Sheet1" and
"Sheet2," and you selected Sheet2 in step 3, a copy of Sheet2 would
be placed before the Sheet1. The result would look like the example
picture below. The worksheet named "Sheet2 (2)" is the copy of
Sheet2.
30
Day One :
Lock cell/ Protection of cell :

• Cell protection is active for all cells by default. If only certain cells are to be
protected, this setting must be turned off. Step to exclude cells from the
protection:
1. Select the cells to be excluded from protection.
2. Select Format - Cells from the main menu
3. Click on the Cell Protection tab
4. Clear the check mark for the Protected option
5. Click OK
31
Day One :
Lock cell/ Protection of cell :

Initially however,
the protection is not activated.
To activate the protection:
Select Tools - Protect Document
- Sheet to protect the current
sheet only Select Tools - Protect
Document - Document to
protect all sheets in the current
document.
32
Day One :
Protect Sheets:
• for protect a sheet in open office.
• Select Tools --->
Protect Document---> Sheet.
• Enter a password.
• Confirm the password.
• Click OK.
33
Day One :
Protect Workbook:
• protect workbook is use to protect all sheets in the current document
for protect a workbook in open office.
• Select Tools --->Protect Document---> Document.
• Enter a password.
• Confirm the password.
• Click OK.
34
Day One :
TO SAVE FILE :
• When working,
the user can click Save to
update the completed work up
to that point.
• Each time the user press Save,
it will overwrite the document with
the latest content.
35
Day One :
TO SAVE FILE : SAVE AS

• If the user wants to
save that already created test1
file to some other location with
the same name
or a different name,
then also he has to use Save As.
36
Day One :
• Using the F4 key for Relative & Absolute cell references

• Relative & Absolute Cell References
Excel uses two types of cell references to create formulas. Each has its own
purpose. Read on to determine which type of cell reference to use for your
formula.
1. Relative Cell References
• This is the most widely used type of cell reference in formulas. Relative cell
references are basic cell references that adjust and change when copied or when
using AutoFill.
37
Day One :

1. Relative Cell References
• This is the most widely used type of cell reference in formulas. Relative cell
references are basic cell references that adjust and change when copied or when
using AutoFill.
• Example: SUM(B5:B8), as shown below, changes to =SUM(C5:C8) when copied across to the next cell.
38
Day One :

2. Absolute Cell References
• Situations arise in which the cell reference must remain the same when copied or
when using AutoFill. Dollar signs are used to hold a column and/or row reference
constant.
• In the example below, when calculating commissions for sales staff,
• you would not want cell B10 to change when copying the formula down.
• You want both the column and the row to the same to refer to that exact cell.
• By using $B$10 in the formula, neither changes when copied.
39
Day One :

• When you are typing your formula, after you type a cell reference - press the F4
key. Excel automatically makes the cell reference absolute! By continuing to press
F4, Excel will cycle through all of the absolute reference possibilities.
40
Day One :
• Expose ALL formulas in a worksheet using the built in function for faster
1. What is the fastest way to see every formula in your Excel spreadsheet?
• In your Excel worksheet,
• go to the Formulas tab
In Formula Auditing group
• Click the Show Formulas button.
• Microsoft Excel displays formulas in cells instead of their results right away.
• To get the calculated values back, click the Show Formulas button again to
toggle it off.
41
Day One :
• Expose ALL formulas in a worksheet using the built in function for faster
42
Day One :
• Expose ALL formula as in a worksheet using the built in function for faster
2. Show formulas in cells instead of their results in Excel options
• In Excel 2010 and higher, go to File >
Options. In Excel 2007, click Office Button >
Excel Options.
• Select Advanced on the left pane, scroll
down to the Display options for this
worksheet section and select the option
Show formulas in cells instead of their
calculated results.
43
Day One :
3- Excel shortcut to show formulas (Toggle formulas on and )
• You can also use a keyboard shortcut command to toggle formulas on and off. On your
keyboard, typing the shortcut command Ctrl+`, will toggle on (or show) the formulas.
• The fastest way to see every formula in your Excel spreadsheet is pressing the following
shortcut: Ctrl + `
• The grave accent key (`) is the furthest key to the left on the row with the number keys
(next to the number 1 key).
• Typing the shortcut command Ctrl+` again will toggle off the formulas.
44
Day One :
• The fastest way to see every formula in your Excel spreadsheet is pressing the following
shortcut: Ctrl + `
45
Day One :
4-Display formulas using the FORMULATEXT function
• when you want to see both the result of the formula and the formula on the same
worksheet,
• If you wanted to show the formula of cell D3
in cell F3, you would input the following
• formula: =FORMULATEXT(D3).
46
Day One :
• Naming cells & ranges for quicker, more accurate work

• Using range names in Excel allows you to quickly navigate to areas of
your worksheet and makes formulas much easier to create. A range
name is simply a name you assign to a range of data and is much
easier to remember than a cell address.
• How to name a range
• Suppose you have the following data, and you would like to
name cells B3 through D3 as Education.
47
Day One :
• Naming cells & ranges for quicker, more accurate work.

• Suppose you have the following data, and you would like to name cells B3 through D3
as Education. To name a range, select the cells
• In this example, select cells B3:D3.
• Click the Name box to the left of the Formula
bar and type "Education." Hit Enter to create
the name.
48
Day One :

• Note that range names cannot have spaces.
• Working with range names
• You can now use the range name in a formula. In the formula, you will substitute
the name of the range for the cells you would typically reference. Let's sum the
Education range as an example. Click in cell E3 and type the formula
=SUM(Education) and hit Enter.
• The formula returned the sum of the range name named Education (B3:D3)
49
Day One :

• Viewing range names
• If you have forgotten what range names you have used, you can view all the range
names that are in your workbook.
• To do this, click the drop-down
arrow in the Name box to see
the named ranges in
the workbook.
50
Day One :
• Freeze panes, columns & rows for easier viewing while scrolling
1-How to freeze top row in Excel
• Select the cell below the rows and to the right of the columns you want to keep
visible when you scroll.
• Select View > Freeze Panes > Freeze Panes.
51
Day One :
• Freeze panes, columns & rows for easier viewing while scrolling
2-How to freeze multiple columns and rows in Excel
• Select a cell below the last row and to the right of the last column you'd like to freeze.
• On the View tab, click Freeze Panes > Freeze Panes.
52
Day One :
• Protecting cells & ranges to stabilize models (slide 31 to 34)
53
Day One :
• Function wizard benefits

The Function Wizard can be considered Excel’s cheat tool. It lists every function
that can be used in Excel and guides the user on how the function works.
- We use it to:
• Find the correct function to use to solve a particular problem
• Understand what a function in a spreadsheet does if we are not familiar with it
• Understand what Excel requires in each part of the formula
• Test the results of the function before clicking enter.
54
Day One :
55
Day One :
56
Day One :
• Linking cells from various worksheets to reduce errors

• When you link cells, you are essentially creating a direct connection between them,
which means that any changes made to one cell will automatically update in the
linked cell. This can help to prevent errors and ensure that your formulas are always
up-to-date and accurate.
• HOW TO DO :
1.Select the cell in the target sheet where you want to display the linked data.
2.Type "=" and then select the cell or range of cells in the source sheet that you want to
link to.
3.Press "Enter." The linked data should now be displayed in the target cell.
57
Day One :
• Secret key board shortcuts

• Here are 11 commonly used excel shortcuts:
1. Create new workbook: Ctrl+N or #+N
2. Open workbook: Ctrl+O or #+O
3. Save workbook: Ctrl+S or #+S
4. Save as: F12 or #+⇧+S
5. Close current workbook: Ctrl+W or #+W
6. Print file: Ctrl+P or #+P
7. Open options: Alt+F+T or #+
8. Open help: F1 or #+/
9. Undo last action: Ctrl+Z or #+Z
10.Redo last action: Ctrl+Y or #+Y
11.Repeat last action: F4 or #+Y
58
Day One :

• BUT there 12 secret used excel shortcuts:
1-Open an Options Menu
For cells with data validation lists, this
shortcut will open the drop-down menu
that displays your options.
• Win: Alt + ↓
59
Day One :

2. Repeat Your Last Action
After performing an action on a cell
in your worksheet, using this
shortcut allows you to repeat the
action in another cell.
• Win: F4 or Ctrl+Y
60
Day One :

3- Select All Used Cells in a Column
If you want to select the entire column.
• Win and Mac: Ctrl + Shift + ↓
61
Day One :

4- Toggling Between Sheets
• Using this shortcut will move you to other
• open sheets in the workbook easily.
• Win: Ctrl + PgUp | Ctrl + PgDn
62
Day One :

To add a comment to a cell Shift + F2 To insert current time Ctrl + Shift + :
To insert the current date Ctrl + ; To delete a cell comment Shift + F10 + D
To apply the currency format Ctrl + Shift + $

To insert a hyperlink Ctrl + k
To display find and replace Ctrl + H

To go to the “Tell me what you
Alt + Q
want to do” box
To apply the percent format Ctrl + Shift + %
63
Day One :
• Case study: create, build & protect a reusable template

• If you often use the same layout or data in a workbook, save it as a template so
you can use the template to create more workbooks instead of starting from
scratch.
• You can use one of your own templates to create a new workbook, and protect as
we have shown before.
• Click File, and then click Save As. In the File name box, type the name that you
want to use for the template. In the Save as type box, click Excel Template, or
click Excel Macro-Enabled Template if the workbook contains macros that you
want to make available in the template.
64
Day One :

• Save a workbook as a template
• If you’re saving a workbook to a template for the first time, start by setting
the default personal templates location:
1. Click File > Options.
2. Click Save, and then under Save workbooks, enter the path to the personal
templates location in the Default personal templates location box.
3. This path is typically: C:\Users\[UserName]\Documents\Custom Office
Templates.
4. Click OK.
65
Day One :

Once this option is set, all custom templates you save to the My Templates folder
automatically appear under Personal on the New page (File > New).
To build
1. Open the workbook you want to use as a template.
2. Click File > Export.
3. Under Export, click Change File Type.
4. In the Workbook File Types box, double-click Template.
5. In the File name box, type the name you want to use for
the template.
6- Click Save, and then close the template
66
Day One :

With the template you created above
• Click File > New.
• Click Personal.
• Personal templates location
• Double-click the template you just created.
* Excel creates a new workbook that is based
on your template.
67
Day One :

• You can add protection to individual content controls in a template to help prevent
someone from deleting or editing a particular content control or group of controls, or
you can help protect all of the template content with a password.
• Add protection to parts of a template
1. Open the template that you want to add protection to.
2. Select the content controls to which you want to restrict changes.
3. Tip: Select multiple controls by holding down the CTRL key while you click the
controls.
4. On the Developer tab, in the Controls group, click Group, and then click Group again.
68
Day One :

• Add protection to a template
5- On the Developer tab, in the Controls group, click Properties.
1. Select the Content control cannot be deleted check box, which allows the content of the control to be edited
but the control itself cannot be deleted from the template or a document that is based on the template.
2. Select the Contents cannot be edited check box, which allows you to delete the control but does not allow
you to edit the content in the control .
• Use this setting when you want to protect text if it is included. For example, if you often include a disclaimer,
you can help ensure that the text stays the same, and you can delete the disclaimer for documents that don't
require it.
69
Day One :

• Add protection to a template
6- Assign a password to a template.
7- To assign a password to the document so that only reviewers who know the password can remove
the protection, do the following:
• Open the template that you want to assign a password to.
• On the Review tab, in the Protect group, click Restrict Editing.
• Under Start enforcement, click Yes, Start Enforcing Protection.
• Type a password in the Enter new password (optional) box, and then confirm the password.
70
Day One :

Protect the workbook structure
• To protect the structure of your workbook,
follow these steps:
• Click Review > Protect Workbook.
• Enter a password in the Password box.
• Select OK, re-enter the password to confirm
it, and then select OK again.
•
.
71
72

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Planning, Forecasting, Budgement PART 1

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Spreadsheet Skills for Planning

Forecasting & Budgeting

- Models, planning is more accurate, forecasting is more precise

- Developing spreadsheet models to create a Better forecasts

- Furthermore, these tools can be easily transferred into business

• Below is an example of a spreadsheet called

Difference between a workbook, worksheet, and spreadsheet

Inserting columns and rows :

Deleting columns and rows

All of the format options are show in below figure.

How to rename a worksheet :

How to copy a worksheet:

How to copy a worksheet:

How to copy a worksheet:

Lock cell/ Protection of cell :

Lock cell/ Protection of cell :

TO SAVE FILE : SAVE AS

• Using the F4 key for Relative & Absolute cell references

• Using the F4 key for Relative & Absolute cell references

• Using the F4 key for Relative & Absolute cell references

• Using the F4 key for Relative & Absolute cell references

• Naming cells & ranges for quicker, more accurate work

• Naming cells & ranges for quicker, more accurate work.

• Naming cells & ranges for quicker, more accurate work

• Naming cells & ranges for quicker, more accurate work

• Protecting cells & ranges to stabilize models (slide 31 to 34)

• Function wizard benefits

• Function wizard benefits

• Function wizard benefits

• Linking cells from various worksheets to reduce errors

• Secret key board shortcuts

• Secret key board shortcuts

• Secret key board shortcuts

• Secret key board shortcuts

• Win and Mac: Ctrl + Shift + ↓

• Secret key board shortcuts

• Win: Ctrl + PgUp | Ctrl + PgDn

• Secret key board shortcuts

To add a comment to a cell Shift + F2 To insert current time Ctrl + Shift + :

To apply the currency format Ctrl + Shift + $

To display find and replace Ctrl + H

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

• Case study: create, build & protect a reusable template

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