Excel: to Infinity and Beyond

Raymond J Ramirez DVM,dAd, HsbUniversity of Illinois 1986

Animal ER in Schaumburg, AAHA clinic in Milwaukee, 100 different clinics doing fill in

work in Wisconsin and Illinois from 1989-2007Current owner of Lakeview Veterinary Clinic

Excel: to Infinity and Beyond

• Turning it up a notch– Link from one cell to another.

• Within worksheet• Within workbook• From one workbook to another

– Ave, Min, max, count functions– Split screen to visualize column or row labels– Conditional formatting

Definitions/ vocabulary

• Workbook/file• Worksheet/ tab• Cells – the power of excel (or any

spreadsheet)

Tools> Options> General>

Keyboard shortcuts – copied from end of proceedings page

• Move through sheets in Excel using the keyboard, CTRL and the PgUp or PgDn

• CTRL + ; – Enters the current date into the active cell• CTRL + A – Selects the entire worksheet• ALT+F1 – Creates a chart of the data in the current range• SHIFT+F3 – displays the Insert Function dialog box• SHIFT+F11 – Inserts a new worksheet• CTRL+HOME – Moves to the beginning of a worksheet• CTRL+SPACEBAR – Selects an entire column in a worksheet• SHIFT+SPACEBAR – Selects an entire row in a worksheet

A: ‘ctrl’ ‘alt’ ‘delete’

C: Any key

B: ‘Ctrl’ ‘;’

D: Who cares?

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This keyboard shortcut is the most

helpful because it inserts todays date

in the cell:

Workbooks to view• ACT monitoring –: Ave, max, count, sum dog or cats

separately • Appointment evaluation month/ quarter/ annual

Conditional formatting• Employee Scheduling: link, sum, across worksheets• Income summation : ave, chart, rolling 12 wk ave• Bring in ‘data’ from a file: tab delimited, comma

separated files• Veterinary Care Credits: Macro for tabs, links, shortcuts • Change Calculator: logic values, absolute cell reference

ACT monitoring in clinic

• You miss more for not looking than not knowing.

• IN 2008, 10.42% of patients had prolonged ACT

• In 09, 12.50% had prolonged time• In 10, 0.85%

Excel functions used

• Countif• Sum• Average• IF(logical_test, [value_if_true], [value_if_false]) • Link between worksheets

ISVMA_ACT results.xlsBack to beginning

Import Text into Excel

• Why?• How to get files• How to ‘save as’

isvma_sample.ASC

ISVMA_comma_separated - Copy.asc

isvma_sample-ASC.xls

ISVMA_comma.ascBack to beginning

Appointment schedule summation

• Any computer software schedule will give a summation of different areas. May want to change

• Easily look for the ‘hot’ hours• Look for trends• Conditional formatting• Link within worksheet

Two reports

Let’s see how it works

• ISVMA appointment_hour_slots.xls

Back to beginning

Scheduling employee

• Easily look at total hours/week• Evaluate staffing based on percent of

income

Let’s see how it works

• Schedule

• Back to beginning

Income reports

• How to set up once, then link• Sum, chart links• Various method of linking across • Adding a new worksheet with links

Month view

Comparison charts

Weekly

Daily is the first part, and onlyOnly in shaded areas

-Set up parameters

-Sum parts of worksheet – then link to other cells

-Once set up, copy entire worksheet

-Let’s see how works

Back to beginning

VCC

• Staff member with each page• Summation page with date• Quick put a date• Links to main page• Macro to put cell contents on tab

VCC Summary page

Link ideas

VBA editor

Let’s see how it works

• isvma_VCC records _template-2_use.xls• Back to beginning

Change Calculator

• Variable ‘start of day’ change• Spreadsheet will double check cash addition• Automatically removes beginning balance• Calculates how much of each denomination

and coin to get for new bag

Change Calculator

Let’s see how it works

• Change calculator workbook• Back to beginning

A: are hard to create

C: are mysterious

B: eliminate redundancy

D: less tasty than sausage

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$1 Million$500,000$250,000$125,000$64,000$32,000$16,000$8,000$4,000$2,000$1,000$500$300$200$100

Excel links are important because

they reduce the chance for error and

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Questions?