Excel Work productivity Tips Tricks & Techniques In-house sessions · 2018-03-19 · Contacts: Phone (868)-788-7538 E-mail: [email protected] or get more details at Excel Work

Contacts: Phone (868)-788-7538 E-mail: [email protected] or get more details at www.aaa-bsol.com

Excel Work productivity Tips Tricks & Techniques In-house sessions

Facilitator: Mr. Areef Ali B.Sc., FCCA, CA, MBA

“Get the best tips, tricks & techniques you need to enhance your work productivity today!”

Please select your topics from below or suggest other practical training you want included & contact us

Certified for 6 CPD hours per day or 3 CPD hours for half day sessions

Updated for Excel

2013 & 2016 Business

Intelligence features

mailto:[email protected]

http://www.aaa-bsol.com/

2

Recommendations Here is a sample of what participants say after attending our MS Excel training sessions*:

“Astonishing and Empowering…” WW

“This course is the best course I have attended…” MT-G

“Great facilitator Great seminar I strongly recommend” RV

“Excellent seminar. Facilitator is extremely knowledgeable great teaching application etc” KH

“Exceeded my expectations re the level of time savings and smart short cut tools shown. Extremely value adding…” DL

“Once again Areef has delivered a wonderful course that meets the demands of today’s business world. Concise, relevant & powerful...” AB

“The seminar was intensive but well planned. The facilitator was very knowledgeable and aimed to give realistic applications to the techniques taught.” JH

“Mr. Ali is very knowledgeable in this field…. This session will certainly assist me with my daily work. I highly recommend people to take the time and money and invest in this course. It is worth it.” AAA

“Areef was an excellent facilitator. Made everything simple, was willing to repeat steps and processes. Gave a lot of practical examples and encouraged us to speak about or bring to him our own practical examples and advised what can be done to improve same” VS

*Attendee feedback form comments were used with approval. Participant initials are shown at the end of comment

3

Topics - Click on the topic below to go to the details

Basic Excel

Shortcuts, Tips & Tricks for work productivity

Graphing & Charting Data

Using Formulas

Errors: Check & Limit them

Sensitivity & Scenarios

Great Reporting: Pivot Tables

New to XL 2010 13 & 16

Macros

Other

Consolidating Data & External Data

Power Business Intelligence - XL 2013/16

4

Topic Area # Specific topic Description Time

in mins*

Level of difficulty

Basic Excel

1 Excel overview - Pt 1 MS Excel program uses, benefits, brief history, versions & user interface 20 Basic

2 Excel overview - Pt 2 Excel file types / formats & structuring / best practice layout of workbooks, worksheets and cells

60 Basic

3 Basic shortcuts Keyboard shortcuts to remember 30 Basic

4 Cells & Cell Ranges Pt 1 Copying, pasting, formatting, aligning, editing & moving cells & ranges 30 Basic

5 Cells & Cell Ranges Pt 2 Merging cells, inserting & deleting rows & columns, 15 Basic

6 Styles Using default & custom cell styles in Excel 15 Basic

7 Sheet actions Pt 1 Copying, pasting, editing, grouping, listing & moving sheets 30 Basic

8 Sheet actions Pt 2 Moving within spreadsheets simple shortcuts 10 Basic

9 Save & Print Saving, page layout & printing options for files 15 Basic

10 The Quick access Toolbar The Quick Access Tool bar adding Quick Print, Create chart, others icons to speed up work

15 Basic

11 Excel view options Excel views, arranging files & freezing panes in Excel 15 Basic

12 Basic formulas Setting basic sum, average & count formulas & summing tricks 20 Basic

13 Error check basics Viewing & editing formulas, control totals 25 Basic

14 Filtering & Sorting basics

Learn to use to select transactions & identify errors - filter / sort by amount, colour or icon type, filter by more than 3 criteria in the same column, sorting within filiters, limiting data with filters eg top 3% of values etc

25 Basic

15 Graphs intro Basic graphs & charts selecting data, charting menu & options, adding & deleting ranges for charts

25 Basic

5


in mins*

Level of difficulty

Sho

rtcuts, Tip

s & Tricks fo

r

wo

rk pro

du

ctivity

16 Using the keyboard shortcuts

Shortcut / Timesaver. A 1 click method - Show attendees how to use keyboard shortcuts automatically without having to remember any of them - alternative method to using the mouse to execute commands in MS Excel

5

Intermediate

17 Fastest way to Copy a work sheet

Shortcut / Timesaver. A 1 click method to make an exact copy of a worksheet - users usually have to right click at the bottom of the sheet tab - select move or copy, select where to place the new sheet and then click ok

5

Intermediate

18 Viewing a listing of all work sheets & moving to a specific sheet automatically

Simplify use & understanding of a workbook. A 1 click method to do this 5

Intermediate

19 Count, Avg & sum without using formulas

An easy way to summarise information. Excel users typically use formulas to do calculations - even though they don't need to create a formula to sum, average or count or other simple calculations

5

Intermediate

20 Add, Subtract, Multiply & Divide cells - without using formulas

Ever wanted to perform a mathematical operation on a list of values & change them without using formulas? Here's how using the "special" function box in Excel

5

Intermediate

21 Creating a hyperlinked menu

Create order & structure in a workbook. Help users find what they are looking for in a workbook. With workbooks with a number of sheets you should have a Table of contents page. This should list the all the sheets in a workbook. Also when you click on a sheet name in the Contents page you should be able to go to the sheet automatically. You should also know ho to get back to the Table of Contents sheet automatically from any sheet

5

Intermediate

6


in mins*

Level of difficulty

22 Viewing 2 worksheets from the same workbook side by side

Useful for if you want to make a change on 1 sheet & look at the impact on another sheet in the same workbook e.g. changing compensation cost details for individual employees in a detailed sheet in a budget workbook and looking at the impact on summary compensation figures & charts automatically in the same workbook but different worksheet tab

5

Intermediate

23 Removing duplicates from a list

Fast way to get a unique list of items. You may sometimes have a long lists of transactions e.g. a list of payments to all training service providers for the year & you want to get a unique list of service providers. This can be done in 1 or 2 clicks. We can look at 3 methods in Excel to do this

15

Intermediate

24 A 1 click Pick list

Save time from retyping data. If you are tying info in a spreadsheet you may want names or descriptions you may not want to have to type out names or descriptions or codes you already used in a row above - you may want Excel to fill in the name, code etc you used before automatically for you

5

Intermediate

25 Format pasting multiple times

Time saver - A click method which helps you apply formatting to cells not in the same range automatically

5

Intermediate

26 Speed up data entry Shows you how to enter the same info in many non-contiguous cells in a spreadsheet at the same time

5

Intermediate

27 Wrapping text to the next line automatically

Time saver -Shows you how to wrap text automatically while typing so text fit in the cell

5

Intermediate

28 Moving / jumping to beginning or end of a cell range using the keyboard

Shortcut technique to speed up moving in spreadsheets - 1 key press method

5

Intermediate

29 Fastest way to Move to a specific cell in a spreadsheet

Want to know how to move to cell AD50321 for e.g. in 2 clicks? 5

Intermediate

7


in mins*

Level of difficulty

30

Moving back to your last position when you move from one worksheet to another worksheet

Time saving moving backwards shortcut tip 5

Intermediate

31 Get more screen space Double click technique to maximise screen space 5

Intermediate

32 Jump to the 1st or last row / column in table

An alternative double click method to speed up moving in a spreadsheet 5

Intermediate

33 Selecting ranges of data quickly

Timesaving methods to highlight ranges of data for copying, cutting or selecting for a formula - 2 clicks. Want to highlight down to row R5620 in 2 clicks without having to scroll down & highlight range?

5

Intermediate

34 Cycling through absolute & relative reference signs when setting formulas

Speed up creating formulas used to summarise information or look for certain values

5

Intermediate

35 Data tables

Creating data tables - shortcut method. Benefits and uses of data tables to compile & analyse data & create natural language formulas (1st introduced in Excel 2007)

10

Intermediate

36 Automatic grand totals in last column & last row of a regular table

How to save time with a 1 click method 5

Intermediate

37 Creating comments with images / pictures

Learn how to use image comments to create an employee database or sales catalogue - picture tag employees / items

7

Intermediate

38 Creating cloud type image comments

Stand out from the crowd - create Excel comments in non-rectangular shapes

5

Intermediate

8


in mins*

Level of difficulty

39 Copying formulas all the way down a column Pt 1

Time saver - Learn to do this with a click - no need to drag down the formula again

5

Intermediate

40 Copying formulas all the way down a column Pt 2: Resolve Multiple gaps issue

Time saver - Learn to do this for thousands of rows in 3 quick clicks - no need to drag down the formula again

5

Intermediate

41 Creating automatic hides & shows in your data

Using a large spreadsheet create multiple automatic hides and shows in the sheet. Only work with the data you want to see at a particular point in time

10 Intermediate

42 Filling cell values - tips & tricks

Value Fill ranges of cells automatically - based on your fill sequence - alternative methods in excel. Custom auto fill cell ranges

5

Intermediate

Grap

hin

g &

Ch

arting D

ata

43

Creating basic charts in Excel using the Insert Chart menu

We will review basic chart creation using Design, Layout & Format options in Excel

15

Intermediate

44 Review the 5 areas every chart has and how to use them 3

Intermediate

45 How to include trend lines and forward forecast automatically in Excel 3

Intermediate

46 Using data lables in charts to highlight amounts

3

Intermediate

47 Moving charts to a desired position on a sheet easily 1

Intermediate

48 Moving charts to other sheets in a work book

3

Intermediate

49

Graphs & charts - the charting wizard vs the 1 click method for creating charts

Time saving 1 click method to create charts reviewed 2

Intermediate

9


in mins*

Level of difficulty

50 Creating graphs with 2 Y axes on a single X axis

Create charts to highlight relationships & Trends using line charts superimposed on column charts with a primary and secondary axis e.g. use to review orientation costs vs # of hires

7

Intermediate / Advanced

51 User defined graphs - avoid recreating your custom designed graphs

Save time creating charts which require multiple steps done. For more complex charts learn a 2 click method to create these charts on an ongoing basis.

5


52

How to create a Waterfall / Reconciliation chart - graphical analysis technique

Learn to rank & compare department, products & business units based on different criteria - expenditure, revenue growth, profitability etc

7


53

How to create Pareto (optimal performance) charts - graphical analysis technique

Use to rank and compare organisations / departmental performance based on revenue, cost & other criteria on a cumulative & individual basis

8


54 Creating Correlation XY charts for performance reporting

Learn to create charts to rank performance based on 2 criteria -e.g. comparing behavioural & technical performance of employees

15


55 Create compelling charts & flag data without using Excel's Charting menu

Learn techniques to create heat charts, data bars & icon sets without using the charting menu in Excel. Learn to apply rule and formula based approaches to identify variances, remove duplicates & flag transactions / amounts - use flags, traffic lights & other indicators automatically in your reports

15

Intermediate

10


in mins*

Level of difficulty

Usin

g Form

ulas

56 Formulas - automatic call up

Limit the amount of time it takes to write a formula. Helps you to write a formula without having to remember the syntax / form of calculation

5

Intermediate

57 Sumif formulas

Use to summarise information by a single criteria. E.g. getting totals for compensation for a single department from a detailed list of employees in many different departments when employees names are not sorted in order of department

20 Intermediate / Advanced

58 If then else formulas

Learn how to use the if formula, if with or, if with and & multiple nested if formulas to solve practical business problems - error checking, control total setting, variance & exceptions highlighting, commission calculations


59 Vlookup formulas

Learn how to use vlookups to search & find missing information in a report from another worksheet. Learn how to use it to reconcile data & identify differences between 2 spreadsheet lists. Learn how to use it to calculate commissions etc


60 Date calculations Date differences, days360, NOW, Today. Using dates in calculations - using YearFrac formula for day basis calculations


61 Using named ranges in formulas

Learn how you can name cells and use the names to create calculations / formulas in other sheets in a workbook. Learn how names can be used to make formulas more understandable to users


11


in mins*

Level of difficulty

Errors: C

he

ck & Lim

it the

m

62 Using the evaluate formula step by step feature

Learn how to check for errors in a formula & understand step by step the logic of a calculation


63 Using the Trace Error function in Excel

Learn by default what types of errors Excel automatically checks for, how it flags these errors and how you can use the flags to limit Excel to check for the errors you want


64 Using Excel watch windows Learn how to monitor changes to cells in multiple sheets in multiple workbooks when you make a change in one of the worksheets in your workbook. Using this technique to monitor multiple control totals


65 How to use Excel's camera tool

Learn an alternative technique to watch windows to monitor ranges of cells


66 Using the Trace precedents / dependents buttons

Check a cell in a spreadsheet & see where the links come from or determine which other cells in your workbook use the cell as in input

5

Intermediate

67 Using the Edit / Goto / Special function

Use this technique to scan an entire sheet & isolate errors (N/A, Div/0, Num etc) in formulas & numbers

5

Intermediate

68 Trace an error back to source

Sometimes one error can create multiple errors in a spreadsheet - learn how to trace an error appearing in a cell back to the source of the error

5

Intermediate

69 Identify & view all formulas in your spreadsheet automatically

Learn to use a combination key or icon click to view all formulas & switch back to normal view in a spreadsheet

2

Intermediate

70 Using the speak cells to review reports

Want excel to read back your spreadsheets by row, by column, or read back as you enter the information? Here is what to do

6

Intermediate

12


in mins*

Level of difficulty

71 Seven levels of protection in MS Excel

Learn how to protect your file from access, prevent modification of your copy of a spreadsheet but permit review, protect the structure of your workbook, protect individual cells, hide formulas but display results & more in this section


72 Live values preview of cells in formulas

Convert a cell reference within a long formula to its value - even if linked to another worksheet

5 Intermediate

73 Tracing back to source - cells inside formulas

When inside a long formula - highlight a cell reference and go back to its source & return to the sheet with the formula

5

Intermediate

74 Data validation techniques to minimize reporting errors

Learn to create drop lists to limit user choices in your forms and templates, restrict what type of date, length of data fields and create in cell comments using this feature in excel


Sen

sitivity

& Sce

nario

s

75 Goal seek Have you ever known what output figure you wanted from a formula and wanted Excel to work back an input? We call this "back solving". Learn how to use this in analysis & evaluation of an employee loan


76 Data sensitivity tables

If you have two input variables and want to get the impact on output for different combinations of the input variables then here is what you need to do. We will use an employee loan example. Do 50 or more different What if Analyses in under 1 minute


77 Multiple scenario manager tool

Learn to use Excel to create forecast / projection reports with many different variables


13


in mins*

Level of difficulty

Gre

at Re

po

rting: P

ivot Tab

les

78 Creating & Using pivot tables for automatic data summarisations

Learn the quickest way to summarise and report on your data. Learn how to create any report you want without using formulas for totals, averages or subtotals. Learn the 4 data rules you must comply with to generate a pivot report. Get drill back ability to transactions from summary report figures using pivots. Drag & drop data fields to get different views

60

Intermediate

79 Formatting Pivot reports

Review of pivot table style options, grand total & subtotal options as well as report layout & alternative formatting techniques for numbers, headers, and tricks to make the report comply with your organisation's layout requirements

45

Intermediate

80 Pivot table nuances and workarounds

Manual calculations at the side of a pivot table issues, "Get pivot data" how to resolve, sorting & filtering challenges, calculated fields and grouped fields limitations, audit trail and checking back accuracy of reports to pivot data, disabling drill back on reports

40 Advanced

81 Create an adhoc management reporting tool

Have a large table / database of records and what quick answers to questions from your data? Here's how


82 Using pivot tables to analyze non-financial data

Learn how to use pivot tables to obtain unique lists. Learn how to summarise names, date information etc


83 Using pivot tables to create filtered graphs / charts

Limit your charts to specific territories, departments, job positions, products, etc directly from chart drop lists in the pivot chart


84

Using pivot tables to group transactional dates data by months, quarters, years etc automatically

Have hundreds or thousands of rows of detailed transactional data? - Maybe employee training details, payments to vendors, sales transaction data. Want excel to automatically summarise the data by months, quarters and / or years. Learn to do it in 3-4 clicks


14


in mins*

Level of difficulty

85 Create calculated fields and formulas required for reports

Where reports require more complicated calculations learn the easy way to create them using pivot tables


86 Using pivot tables to automate departmental reporting

Learn a great time saving way to use pivot tables to create reports on separate worksheets for any criteria - e.g. different departments, products, business lines, stock items etc -you want to report on


87 Linking pivot table reports with data tables to automate reports

Learn to create reports without having to redefine the source data range as you add more data on a daily, weekly or monthly basis


88 Refresh your reports automatically using macros

Learn how to create & assign a refresh macro to a click button to facilitate 1 click refreshing of pivot tables


Ne

w to

XL

20

10

/13

/16

89 Power Pivots How to analyse virtually unlimited amounts of transactional data using Excel 2010's new free add in. Will illustrate how to use the tool using a large access database with more rows than Excel has in a spreadsheet

20-30 Intermediate / Advanced

90 Data visualization reporting techniques

Using slicers to analyze data - new tool to see the criteria you are limiting the data by Use timelines (Excel 2013/16) to analyze dates data

6

Intermediate

91 Creating cell size charts to pick up the trend in an entire series of data without going to the charts menu

10

Intermediate

92 Cloud based backup features in MS Excel 2010

Store your data on a secure site directly from Excel using the new cloud based backup features in Excel

5

Intermediate

15


in mins*

Level of difficulty

Macro

s

93 Creating a macro and modifying it - using practical examples

Learn how to automate your repetitive tasks in Excel 20

Intermediate

94 Understanding absolute vs relative reference macros

Understand types of macros & when to use them 10 Intermediate / Advanced

95 Macros & variable length files

Creating macros to automate reports when # of records differ each week / month & you need to place totals correctly


96 Assigning macros to images / buttons

Learn how to click an image / object automatic to run a macro 5 Intermediate / Advanced

Co

nso

lidate D

ata

& Extern

al Data

97 Adaptive consolidations

Learn to create drag & drop consolidations where you have identically structured templates for departments, business units etc. Learn how to set up the consolidation to incorporate or remove departments / lines of business etc by dragging department or business unit sheet(s) in or out (no change in your formulas required)


98 Creating multiple consolidation range pivot tables

Learn a non-formula method to consolidate data on different sheets using pivot tables


99 Non formula consolidation method

Use Excel's consolidation manager to summarise data where you have identical templates e.g. operating cost budgeting for different departments


16


in mins*

Level of difficulty

100 Acquiring data from external sources for data analytics

Learn the appropriate file types, data sources & rules for acquiring data sources (Access files, Text files etc) and loading into Excel for data analysis Standardise the data to be loaded & create refreshable queries - avoid having to redo data load steps each month Automate your output reports using load data which changes daily, weekly, monthly etc

35 Advanced

Oth

er

101 How to create a mail merge Use an excel database to create a mail merge report in MS Word 20 Intermediate

102 Text splitting & Concatenation techniques

Learn techniques to split apart a full name list in 1 column to 3 columns with first middle & last name. Also learn how to join names, employee codes, GL codes, stock codes & formulas in cells and how to use practically in your work

30 Intermediate

103 Linking Excel data / charts to PowerPoint & Word documents

Want to link your excel tables & charts to MS Word & Powerpoint so that your documents & presentations automatically update when your Excel data changes - examine what your options are

15 Intermediate

104 Automatic colour banding of rows

Improve readability of data / reports by automatically creating alternate banded rows using a colour or 2 colours of your choice to band in

6 Intermediate

105 Highlighting an entire row based on a condition / rule

If there is a variance over or above a certain predetermined limit in a cell then have excel automatically highlight the entire row in your report

10 Intermediate

17


in mins*

Level of difficulty

Case

Stud

y

106 Combining the ideas A detailed work based exercise combining the various techniques learnt to provide a practical solution to an organisation's management reporting requirements

120-200 Advanced

Po

wer B

usin

ess

Intelligen

ce

107 Power Pivots – 2010 /13/16

Use Excel 2010/13 to perform powerful data analysis & reporting automation without using programming code. Summarise & analyse over 500 million rows of data. Grab & combine data from multiple data sources & create reports without having to use lookup formulas. Use Data Analysis Expressions (DAX) to summarise data & do YTD analysis. Use data visualization tools to analyse the data e.g. slicers and timelines

360 Advanced

108 Power Query 10 /13 / 16

Easily discover, combine, split, unpivot and refine data from a wide variety of sources including the web, text files and your databases for better analysis in Excel 2013. Techniques in automating merging of data and loading it automatically to Excel & the data model for further analysis

360 Advanced

109 Power Map 2013 / 16 Perform geographic analysis of data in 3D in Excel 2013. Gives a new way for you to look at information - pick up relationships not apparent from 2D tables and charts

30 Advanced

18


in mins*

Level of difficulty

110 Power View – 2013 / 2016

Create dashboards using Excel’s dashboard reporting tool. Learn how to create and design drag and drop summary reports with automated slicing capability from Power Pivot data models. Cross filter charts using other charts in a dashboard. Web enable the reports using SharePoint / Power BI. Share dashboards reports with team members for review.

120

Please do not hesitate to contact us with your inquiries (868)-788-7538 or

[email protected]

Documents

Excel Work productivity Tips Tricks & Techniques In-house sessions · 2018-03-19 · Contacts: Phone (868)-788-7538 E-mail: [email protected] or get more details at Excel Work