microsoft excel 2007 and the government meeting professional excel secrets.pdf · excel 2007 –...

Microsoft Excel 2007 and the Government Meeting Professional

Tips on how to manage, create, and utilize Excel to be more efficient and cost effective.

Excel 2007 – Today’s Topics

•Basic Organization Skills•Sort and Filter•Page Layouts•Formulas•Graphing•Design•Pivot Tables

Excel 2007 – Basic Organization

•Default Workbook•Grid Format - Battleship•Print Areas•Entering Data

Excel 2007 – Default Workbook

Three Empty Spreadsheets, One Workbook

Excel 2007 – “Battleship”

•Cells are in a grid format•First cell is always A1•Note locations of data for “Hits”•“Hits” through multiple sheets, not workbooks

•Remember this later for Formulas

Excel 2007 – Print Areas

•Preset cell size – 64 x 20 pixels•Preset print area – A-I, 1-47 (letter)•Does not include header/footer or print labels•Formatting under “Page Layout Tab”•For “green” offices, adjust data when printing in PDF for screen resolution

Excel 2007 – Entering Data

•Rename sheets•Save regularly•Title everything•Plan out an expected result•Use colors if necessary•“Devil is in the details…”

“Good Habits”


•The miniature box in the bottom right hand corner of each cell can be used to copy similar information


Century Gothic 32, Black• Century Gothic 32, Black1. Century Gothic 32, Black

“Century Gothic 28, Black”

•Or to continue a pattern (not just a sequence)


•Data can also be imported •Excel recognizes common file types:

•Excel spreadsheets (.xls, .xlsx)•Comma separated values (.csv)•Tab delimited files (.txt)

For a full listing of supported files:http://office.microsoft.com/en-us/excel-help/file-formats-that-are-supported-in-excel-HP010014103.aspx


•Format your cells!•Text can be wrapped within a cell•Cells can be auto expanded to show data•Double check your labels, dates, percentages or other factors•Select your cells and “right click” to find format cell option

Excel 2007 – Sort and Filter


•“Filter” automatically recognizes groups•“Sort” can reorganize your groups by headings and colors

•When using “sort” make sure to have all fields selected or you may not be able to maintain the integrity of your data


When you filter groups out, you can use the tool to include or exclude certain groups. You can then sort with your new data set.

This:•Cuts down time searching and deleting groups, losing the integrity of your original data•Allows for multiple levels of manipulation on one sheet

Excel 2007 – Page Layouts

An all too common complaint about Excel is due to a “view” glitch. With long data sheets, sometimes users experience what looks like multiple data sets being selected when clicking. This is typical of the view in the next page, which is ideal for printing, but not for data manipulation.

To correct this issue, use “Normal” view in Excel 2007


“Page Layout” view in Excel 2007


The view tab has many options on how to present your tables in a worksheet. Let’s look at a few:

•Freeze panes•Hide and Unhide•Split


Freeze panes is the tool which allows you to keep your titles on the screen while looking at a large set of data. Using our example…

Freeze Panes

Excel 2007 – Freeze Panes

Here, we have selected row # 2 as our titles, and therefore highlighted row three with our cursor. We then selected “freeze panes”.

Excel 2007 – Freeze PanesAs we scroll through our data, the top two rows remain in place. This can be done for columns as well, or both simultaneously. To do both, select the first cell within your data set that is not a title. Then utilize the freeze panes tool. Practice makes perfect.

Excel 2007 – Split

Split allows you to view distant portions of a large data sheet while maintaining a local view of other cells. It is similar to taking the sheet and folding sections away to view others comparatively.

When you split your data, you will have multiple scrolling abilities within the sheet, essentially looking at copies…

Excel 2007 – Split

Excel 2007 – HideFor advanced users working in multiple workbooks –

The hide function helps you manage your workspace by hiding books you are not currently using. As a result you may treat Excel as its own operating system.

Additional functions exist for multiple workbooks. Depending on your screen size and comfort level, many may be useful for your effort.

Excel 2007 – Page Layout•Switch windows – similar to Alt+Tab function on your desktop, scrolls through open windows

•Save workspace – save all open files as a workspace rather than individual files

•Arrange all – tiled, horizontal, vertical or cascade

•Advanced users – custom view – define your own view for multiple workbooks

Excel 2007 – Formulas

•Mathematical Formulas•Text Formulas•Statistical Formulas•Logical Formulas

Excel 2007 – Math Formulas

Excel 2007 upgraded the formula capabilities significantly from 2003 in a “user-friendly” effort.

The formula tab has a listing of many of the pre-loaded formulas. Excel has several add-in capabilities for more advanced statistics and math.

Let’s cover some of the basic formulas…

Excel 2007 – Math FormulasSUM

The SUM function is a simple way to total a group of cells. Rather than adding each individually through

=A1+A2+A3+A(n)…

Excel does the work for you with:

=SUM(number_1, number_2…)


Select a destination cell and type =SUM( in the cell. Then with your cursor, select the range of data you wish to summate. To complete the equation, add the end parenthesis “)”

For example…

Excel 2007 – Statistical FormulasAVERAGE

Similar to the method you used for sum, except your function is =AVERAGE(number_1, number_2…)

This replaces the more complex, time consuming=(A1+A2+A3+An…)/(a manual count of the number of total items)

Excel 2007 – Text FormulasDOLLAR

Text formulas have a tendency to be more complicated than valuable.

For example, earlier, we learned that we can change a cell’s format to several different types. One is “currency”.

Excel 2007 – Logical FormulasIF

Logical formulas are very similar to coding a computer in “BASIC” language. That does not mean this is a basic operation, but rather that it follows Boolean logic.

This tool is useful when trying to get an “at-a-glance” group that meets a criteria.


=IF(logical argument, [value_true], [value_false])

Place this in a destination cell. Using our previous examples, let’s assume we want to know at a glance “if” the values in column E are greater than 20. This will require utilization of the earlier copying technique with the lower right hand corner of the selected cell.


Notice we had to use quotations to determine the result. Excel recognizes text as variables without additional direction.


When you use the trick we learned earlier, the value “E3” will automatically incrementally increase for you to the corresponding cell.


With this new data set we can add a new filter and find the results we want, at-a-glance.

Excel 2007 – GraphingShortcut – When looking to create a new chart in a new page with the data you are working with, press F11. This is useful when you have two columns of data (independent and dependent variable)

Otherwise, you will want to select the fields you want to graph and the type of graph you want to make.

Excel 2007 – GraphingYou will want to select the type of graph based on your audience, and your intended result.

•Line – typically to show a trend over time or temperature

•Bar – good for representing numbers of things in a category

•Circle – great for showing distribution of money

Excel 2007 – GraphingFundamental Graphing

•Title your graph•Label your axes – so people know what you’re comparing•Show a legend (for multiple comparisons)•Always include units•Independent vs. dependent variables•Draw a conclusion

Excel 2007 – GraphingChart Tools

Once you have the data appropriately selected and in a graph of your choosing, the chart tools will allow you to make changes to:

•Design•Layout•Format

Excel 2007 – GraphingDesign

Here you can alter colors, labeling, and overall design like where titles and legends appear

Layout

This is ‘a la carte’ design effort and changing of underlying figures and data sets.

Format

Here you can dress up the presentation with borders, etc.

Excel 2007 – Graphing

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What is wrong with this graph? What information do you learn from this graph?


What makes this graph better?

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Misuse of Graphs

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Excel 2007 – DesignCEO

Membership Education Resources

Deputy Director

Smart art is a tool that can be used to create organization charts, flow charts, and other useful tools. Excel 2007 provides easy to follow instructions to create charts like the one above.

Excel 2007 – DesignCEO

Membership Education Resources

Deputy Director

Once you have created a chart, there are tools within Excel to manage the positions including promotion or demotion. Again, practice makes perfect.

Excel 2007 – Pivot Tables

Pivot tables are an advanced tool used to compare multiple variables.

You need to predefine your need in order to create the appropriate pivot table. Let’s continue our example…


This has been simplified from 2003 as well, let’s say we want to know the sum of the data series by day by region (East vs. West)

We select these three categories in order. Excel will group them by the order you select.

Our result…

Excel 2007 – Pivot TablesValues

Row Labels Sum of Data 1 Sum of Data 3 Sum of Data 2

East 111 820 250

1/1/2011 40 280 80

1/2/2011 44 280 80

1/3/2011 27 260 90

West 99 700 230

1/2/2011 36 240 80

1/3/2011 33 200 60

1/4/2011 30 260 90

Grand Total 210 1520 480

Which can be also turned into a pivot table chart…


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1/1/2011 1/2/2011 1/3/2011 1/2/2011 1/3/2011 1/4/2011

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Revenue by Region and Date

Sum of Data 1 Sum of Data 3 Sum of Data 2

Excel 2007 – Review

•Basic Organization Skills•Sort and Filter•Page Layouts•Formulas•Graphing•Design•Pivot Tables

Excel 2007 – Questions

Program created by:

Michael Downard, CGMPMembership and IT Manager

microsoft excel 2007 and the government meeting professional excel secrets.pdf · excel 2007 –...

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