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MS Excel 201 Training: Conditional Formatting Data Validation Pivots andSlicers

JH PMOSpeaker: JB Braly

AgendaIntro to ConceptsConditional FormattingData Validation ListsPivot TablesSlicers

BackupHelpful References3

Intro to ConceptsConditional Formatting and Data Validation4

Intro to ConceptsPivot Tables and Slicers5

Conditional Formatting

Conditional FormattingIntroWith conditional formatting, you can select one or more cells, and create rules (conditions):When [i.e. When the cell is High Risk]How those cells are formatted [i.e. than make those cells Red]

If the rules (conditions) that you specified are met, then the formatting is applied. The conditions can be, based on the selected cell's contents, or based on the contents of another cell. 7 Note: You can only control the following formats:Font: type, style, and color (but not font size)Fill: color and patternBorder: color and border (but not border thickness)Number (#) format

Conditional FormattingExample 1

Conditional FormattingExample 1 Data Bars3. Select Data Bars and Select Blue solid fill

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You can make a # or % automatically create a visual bar Chart. Helpful when tracking tasks to show visually how complete they are

* Open First tab of Excel Worksheet1. Select Cells to format2. Select Home tab and Select Conditional Formatting

Perform this Step

Conditional FormattingExample 1 Data Bars10 Demo

Conditional FormattingOther cool formats that look hard but are easySelect Highlight Cells Rules

Select Greater than or Less than to highlight cells that are higher or lower than those values

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Highlight Cells

Top Bottom Rules Select Top/Bottom Rules

Select Above or Below Average to highlight cells that are performing above or below averageKeep Cells Highlighted, then Click Home tab

Perform this Step

Conditional FormattingOther cool formats that look hard but are easy12

Color Scales Select Color Scales to give you a heat map of the numbers

Icon Sets

Select Icon Sets to display objects like Arrows, stop lights, and pie chartsClick Home tab, then Conditional Formatting:

Perform this Step

Conditional FormattingHow to change the formatting once createdSelect the cells that are formatted then click Conditional FormattingSelect Manage Rules

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4. Here you can change:Format Style [i.e. Which Icon]Which values give you Which color or style

Here you can change:Which cells formats apply to Which formats that are used3. Double Click the rule listed below to edit it.

Tip: You can select this if you want to hide numbers and only show iconPerform this Step

Conditional FormattingOther cool formats that look hard but are easy14 Demo

Conditional FormattingExample 2

Conditional FormattingExample 2 Compare Two ColumnsWhen trying to compare two columns, like Baseline vs Actual

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1. Select cell [F2] you want to format

2. Select New Rule

4. Actual Cell will show the following

3. Click and format highlighted fields. =E2** Hit F4 to remove $ before and after E

Perform this Step* Open Next tab

Conditional FormattingExample 2 Compare Two Columns17 Demo

Conditional FormattingExample 2 Compare (cont)To apply formatting to the other cells below Click on the cell you formattedHover over the bottom right corner; see plus signClick your mouse and drag highlighted cell down

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5. It should look like this.

To ensure that the cells retained their Original Value Click on this and select Fill Formatting Only

6. To make other cells Green: Add a new rule, Use less than in Drop DownSelect Format, Select Fill tab, then select green.

Perform this Step

Conditional FormattingExample 2 Compare Two Columns (cont)19 Demo

Conditional FormattingCond. Formatting - Completed Tab20 Your final versions of the 2 worksheets should look like this

** Note: If they dont, go to Manage Rules on this tab to see how it was created and find your error.

Data Validation

Data ValidationIntroIn Project Mgt, you often want to have a controlled list [drop downs] for fields that have a limited number of responses.22

Data ValidationBlank TabBelow the chart, you will see Lookups which we will use to build data validation lists23

Each Columns validation lists or Look ups are directly below each corresponding Column

Go to next Tab:

Data ValidationSelect Data that will Receive Drop DownsSelect Column of PMF Phases I4:I13 cells to apply validation lists to24

Select Data on the Menu Bar, then Click Data Validation, and Select Data Validation again in drop down

Perform this Step

Data ValidationSelect Drop Down Info25 Under Settings, and Allow, select List in drop down

Perform this Step

Under Source, select the graph with the arrowSelect the cells in the Lookups for the PMF Phases

Hit Enter on your keyboard.

Click Ok

Data ValidationCreate Drop Down PMF Phases

26 Demo

Data ValidationMake More Drop Downs27 You should now see an arrow to the right of all the cells selected under PMF Phases

Perform this StepWhen you select the arrow, there is now a validation list that shows those valuesNow Repeat these same steps for the remaining columns.

Data Validation - Tips and tricksList Source Direct Input28

Tip: You can type the lookups or lists directly into the source, which is helpful when you want to hide the lookups

Data ValidationView Formatting Already Applied29 * Open the Data Validation Completed Tab

Notice that the Overall Health and Risk Rating have Conditional Formatting applied.

To view or change the formatting, Select the cells that are formatted, Select Conditional Formatting on the menu ribbon, Select Manage Rules: apply the conditional formats

Perform this Step

Pivot Tables

Pivots - Intro Why organize data into Pivot Table?When you have a lot of data, it can sometimes be difficult to analyze all of the information in your worksheet.

Why organize list data into a Pivot Table? Performs calculations from a spreadsheet WITHOUT having to input any formulas or copy any cells.Helps make worksheets more manageable by summarizing data and allowing you to manipulate it in different ways.To find relationships or gaps within the data that are otherwise hard to see because of the amount of detailTo organize the data into a format thats easy to graph or chart31

Pivots - IntroWhats required to make a Pivot Table?Data used to create a Pivot Table must be in Excel list format: All the data in a column is the same kind of data, Headers are at the top of each column, All the data is located in one place with no gaps.

Ensure that your data meets pivot table needs. Basic criteria: Include at least 1 column with duplicate values. It should include numerical information. 32

PivotsStart on the Data Validation Completed TabTo create a Pivot table, highlight all of the fields below33 Go to the Insert Tab, then select Pivot table

Select Existing Worksheet, then select A1

Perform this Step

PivotsStart on the Data Validation Completed Tab34 Demo

PivotsBlank PivotYou should see this. Time to build it35

PivotsBuild Pivot TableDrag each of the Pivot Table Fields into the corresponding Rows and Values 36

Perform this Step

PivotsChange Date from Count to SumIn the Field List of the Pivot table [on the bottom right]

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Perform this StepSelect the Drop down arrow in the Values section where it says Count Of Due DateSelect Value Field SettingsSelect Sum, then click OK

PivotsFix the format so it looks like a DateIn same Value Field Settings Screen

Select Number Format

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Perform this StepOn Number tab, select Date

In the Type section: select 14-Mar-12

Click Ok

PivotsBuild Pivot With Date39 Demo

PivotsAdd remaining values to the fieldsYou should now have the Sum for Due dates.*Time to add the remaining values:

Drag % Complete, Baseline and Actual to values field

It should look like this when you are done.Perform this Step

Click on Arrow on right of % Complete Go to Value Field Settings, and Change to AverageClick on Arrow on right of Baseline and Actual Change to Sum

PivotsAdd remaining values to the fields41 Demo

PivotsShow in a TableStill looks weird? 42 Make the columns look more like a spreadsheet, left to right:

Another Way:Right Click, Select Pivot Table Options Select Display tabCheck Classic Pivot Table

Perform this Step

To make yours look like this:

PivotsRemove SubtotalsRemove all Subtotals

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Another way:Go to each column Right clickDeselect Subtotal XXX

Perform this Step

PivotsAdding Conditional Formatting Highlight cells in Overall Health ColumnGo to Home ribbon and select Format Painter

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Perform this Step

To Apply the same conditional formatting from previous tabGo to Data Validation Completed tab

Highlight all of the cells in the overall health column that you want that format to apply to

Select the Pivot tab

Repeat for Risk Rating

Repeat for Actual

PivotsAdding Conditional Formatting45 Demo

Pivots Lets PlayRe-Ordering Columns & Rows46 Move Columns & Rows around : Note: if you move column that has conditional formatting applied, formatting will be lost.Click on column header (drag column left or right)

or Row category (drag up or down). Right Click on a column or row Select Move. Select Move to [any direction] Another way to do this:

Perform this Step

Pivots Tips and TricksChange Source DataSometimes, you add columns or rows below or to the right of the initial data and need to update Pivot to reflect this additionClick inside any cell in the pivot table, go to the Analyze tab, Select Change Source data, then select it again in the drop down

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Highlight revised Range including column headers, then click enter, then click Ok*Now your Pivot table will update and include new data

Perform this Step

Pivots Tips and TricksRefresh Data in Pivot with UpdatesIf you made updates inside the original range without changing the source data, and want your updates to be reflected in the Pivot:

48 *Now your Pivot table will include any new dataPerform this Step

One time:Click inside any cell in the pivot table, go to the Analyze tabSelect Refresh, then select Refresh All in the drop downEvery time you open file:Click inside any cell in the pivot tableRight ClickSelect PivotTable OptionsSelect Data TabCheck Refresh Data When Opening FileRetain Items: Change Automatic to None

*Now your Pivot table will update automatically when you just open the file [from closed]

Pivots Tips and TricksPrevent Stuff from MovingDoes it bother you when all your columns and Rows move automatically based on size of the data selected?

49 Perform this StepClick inside any cell in the pivot tableRight ClickSelect PivotTable OptionsSelect Layout and Format TabUnCheck Autofit Widths on Update

*Now it wont move

Slicers

SlicersIntroHave you ever wanted to look at data a few different ways?Ever wished that you didnt have to make 5 spreadsheets to view it in those different views per BU or customer? You only want to look at open actionsYou only want to look at high risk You only want to look at something in a particular phaseOr maybe you wanted to look at things that have two conditions: Low risk in Deliver Phase.

Now you can --- Slicers are the answer.

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SlicersInsert SlicerAfter creating a Pivot table, there are only 2 main steps:Click any where in the pivot tableClick on the Insert Ribbon, and select Slicer

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Perform this StepEverything that has a name in the columns will have the option of having a slicer.

Check ALL of the but Due date and Deliverable

Go to Slicers Tab to begin

SlicersSlicers DisplayedYou will now see the slicers for all of those displayed like this

Notice that all values in each column are now Buttons

Data Validation lists limit the number of variations you will see on these slicers

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Do you see why we created Data Validation Lists?

SlicersSlicers Displayed54

Demo

SlicersReposition Slicer BoxesNow its just up to us to put these slicers in a way location that is pretty and user friendly

Start by dragging each of the Slicers above the respective column

Why are yours different color?Why are your buttons smaller?

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Perform this Step

Slicers Tips and TricksChange Colors To make the slicers different colors, Select the slicer that you want to colorGo to the Options tab, Select the Format or Color

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Perform this Step

Slicers Tips and Tricks Change HeightTo make the buttons smaller: Click on the slicer(s) Right click and select size and properties

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Perform this Step

To Decrease the Button Height Go to Position and Layout, and then under Button Height, decrease it to .2 by using the down arrow once

To prevent slicers from moving:to prevent your slicers from moving when columns shrink or expand, go to Properties, and then dont move or size with cells

58 DemoSlicers Tips and Tricks Change Colors and Height

Slicers Lets PlayClear and Select only a few FiltersLets Play:Click on multiple slicers buttonsSee how the pivot below changes base on those filters

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Note: To only select a few filters, click on one of the buttons on a slicer, then hold down CTRL until you are finished selecting all that you want

Perform this Step

Clear slicers by clicking on the X

Notice how some filters get greyed out? This is because they dont apply based on the filters selected

Slicers - Tips and Tricks Link Slicers from 2 PivotsIf you have more than one pivot table using the same source data, you can Link the slicers:

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Click anywhere in pivot tableGo to Analyze Tab Select Filter Connections

Here you can check and uncheck which connections the slicers are linked to from this and other worksheets that use the same source data

Note that when you uncheck it it no longer updates that Pivot table

Perform this Step

Slicers - Tips and Tricks Change Slicer Name61 If you want to change the Name of the slicer without changing the name of the column from the original Source data:

If you Select Slicer Settings, you can also change it on thisPerform this StepClick on one of the slicersGo to Options Tab

You can change the name right above Slicer Settings

Next timePivot Charts62

Next TimePivot Charts with Slicers 63

Other Resources64

Helpful ReferencesConditional Formatting 10 Cool Ways to Use Excels Conditional FormattingEasy Excel Examples for Conditional Formatting

Data ValidationHow to Use other Features in Data Validation

PivotsPivot Tables in Excel - EASY Excel TutorialHow to Create a Pivot Table in ExcelPivot Tables - Five Minute LessonsHow to Group MonthsConnect Slicers to Multiple Excel Pivot Tables

SlicersUse slicers to filter PivotTable data

Charts Tips for Pivot Charts

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