Video Lesson: Advanced Pivot Tables – Round 1

Pivot Tables are extremely useful in Excel.  This Advanced Excel video lesson is a follow-up to the Introduction to Pivot Tables and covers the first round of advanced topics.

The lesson goes over some additional Pivot Table options and features including:

– Drill-down functionality which creates a summary sheet of any Pivot Table amount selected.

– Pivot Table Options including show/hide totals, error/empty cell display options, and refresh when opening workbook (and more).

– Value calculation options including sum/count/average, % of grand total, and % of parent row / parent column total.

– Formatting / display options including row/column label layout, sorting labels, and other formatting.

As always, download the latest version of the Master Workbook to follow along at home.

Feel like you’re starting to master the Pivot Table?  Move on to Advanced Pivot Tables – Round 2 to continue learning more!

Video Lesson: Math and Statistical Functions

This Excel video lesson is about the Experience Level 1 Math and Statistical Functions in Excel.  Here is the level 1 function list extract from the Master Workbook that goes along with the video lesson.

The formulas discussed in the video are as follows:

MIN – MAX – AVERAGE – MEDIAN – SUM – PRODUCT – SUMPRODUCT

COUNT – COUNTA – COUNTBLANK – ABS – COUNTIF – COUNTIFS

SUMIF – SUMIFS – AVERAGEIF – RAND – RANDBETWEEN

ROUND – ROUNDDOWN – ROUNDUP – SUBTOTAL

As always, make sure to download the latest Master Workbook to follow along.

EDIT: The Gross Profit formula should not be including the ‘Retail Price’ in it’s SUM function.  I’ve left this mistake in there so that the numbers remain the same in the video & file, but I just wanted to point out that the calculation is incorrect.

Next up if you’re following the Lesson Guide is learning about Date & Time Functions (e.g. TODAY, MONTH)

Video Lesson: Formula Auditing & Evaluation

Formula Auditing and Formula Evaluation are powerful components in Excel, and today’s video lesson goes over the following uses of the Formula Auditing features:

Show Formulas:  How to change view to show formulas instead of cell results.

Formula Evaluation:  See how Excel views the formula as you walk your way through the calculations.

Trace Precedents / Trace Dependents:  Helps finding out where your data is coming from and/or going to.

Watch Window:  Allows for user to set certain cells into a window that can be viewed as you switched sheets.

Make sure to download the most recent Master Workbook to follow along.

Video Lesson: Advanced Lookup – Index & Match

The versatility and usefulness of the Index and Match functions are cherished by Excel veterans, but many less experienced users have either not encountered them, or are a bit confused by the usage of the two.

This Excel Video Lesson shows you how you can use the Index & Match functions to do advanced lookups which can be more reliable and versatile than just VLOOKUP or HLOOKUP alone.  In the video I go over the following uses of Index & Match:

– Two-Way Lookup (using both a row header and column header to find the intersecting value).  This can be very helpful when columns and rows may be added or deleted to your ranges.

– Averaging entire row/column information based on a lookup value.

– Summing entire row/column information based on a lookup value.

Make sure to download the most recent Master Workbook so that you can follow along at home!

Video Lesson: Conditional Formatting in Excel

Conditional Formatting can be very useful when presenting data in a spreadsheet, or for allowing information to jump out to you easily.

In the following video lesson I go over the following uses of it:

– Formatting based on numerical values (greater than, less than, between, etc).

– Formatting based on text contained in cells.

– Quick overview of Data Bars, Color Scales, and Icon Sets

– How to use custom formulas with Conditional Formatting to highlight entire rows or other cells (extremely useful / versatile).

Make sure to download the most recent Master Workbook to follow along!

Correction: The ‘Conditional Formatting’ option usually is located under the ‘Home’ tab and not the ‘View’ tab as referenced in the video.  That is due to my custom group that I have on my home tab.  To learn more about customizing your ribbon (aka the top menu area), see my Five Powerful Excel Tips video.  Sorry for any confusion, and thanks to Elizabeth in the comments for pointing it out!

Video Lesson: Introduction to Macros & VBA

Using macros in Excel requires knowledge of Visual Basic for Applications (VBA).  In this video lesson you will get an introduction to how macros work within Excel and how to build them.  The video lesson includes the following topics:

– Setting up Excel workbooks to use Macros & VBA (filetype, menu and security settings).

– How to record a macro and edit recorded VBA code.

– How to write custom macro including InputBox and MsgBox functions.

– How to assign buttons and shortcuts to macros.

Make sure to download the Visual Basic Examples workbook here to follow along.

Video Lesson: Introduction to Pivot Tables

Pivot Tables are an extremely useful way of analyzing large sets of data quickly and easily in Excel.

This video lesson provides a beginner’s introduction to Pivot Tables.

Download the most recent Master Excel Workbook to follow along.


Now that you know the basics, it’s time to get your hands dirty with Advanced Pivot Tables – Round 1

Video Lesson: Advanced Filtering in Excel

Using auto-filters in Excel provides a useful way to drill down and extract data from spreadsheets.

This video lesson explains multiple ways you can use filters in Excel.

Make sure to download the most recent Master Workbook so that you can follow along.

Next in the Lesson Guide is Creating and Designing Charts (including Sparklines)

Video Lesson: Logical Functions and Formulas

This Excel video lesson is about Logical Functions and Formulas in Excel.  Here are the formulas that I go through in the video lesson:

Logical formulas are extremely useful in more advanced Excel spreadsheets/methods and they are a great tool to have at your disposal.

Make sure to download the most recent Master Excel Workbook so that you can follow along. The spreadsheet I’m reviewing is in the Function Examples sheet in that Excel file.

The formulas covered in this video lesson are:

IF – IFERROR – AND – OR – TRUE – FALSE – NOT

Thanks for watching and feel free to leave any questions or comments in the comment box below!

Quick Tip: Remove Duplicate Values from List

Many times there are instances when you’ll have a large amount of data and you’ll want to be able to extract a listing of one specific column with only one line for each item type (for example, you may have a listing of all 2,500 customer addresses with a country field and may want to know the full list of countries represented by the customers in the listing).

Here’s a quick and easy method I use to extract the information (and this method is also a small introduction into using logical formulas, which will likely be the next video).  Using an IF function and some sorting, you can extract a listing of information without the duplicate values.

Here’s a screenshot with instructions for how to do it (click to see enlarged version):

Remove Duplicate Values

Bonus HW assignment: Try to think of other ways that you may be able to get a similar listing without using my method above.

Excel Video Lesson: Data Validation

This Excel video lesson walks you through how to set up Data Validation rules.  The main purpose of Data Validation is to set up rules so that only certain types of information can be entered into cells (which helps to reduce manual entry error).

Make sure to download the most recent Master Workbook to follow along.

Let me know if you have any questions!

Excel Add-In: ASAP Utilities

Hey Everybody,

Here is a really nifty add-in that I recently found (free for personal use, one-time fee for businesses).  It’s called ASAP Utilities.

Some examples of important features in the add-in:

–       Cell selection based on content, formatting, etc [examples: select all cells between 50 and 250 or all bold cells or all red cells]

–       Advanced sorting [examples: font color, bold, formula, text length, etc]

–       Apply formula/calc to selections [example: add “/24” to the end of all formulas, or change formulas in bulk, copying formulas without moving references]

–       Easily export/import files [Excel, TXT, database, web, create CSV and delimited files]

–       Vision Control [allows for bulk editing of formatting across entire workbook]

–       20+ Additional Excel functions/formulas

Here’s a full list of features by category.

I recommend giving it a spin; it has loads of interesting/useful features and can be especially useful for beginners since it has an easy interface.

Please leave a comment to let me know of any specific sections of the lesson plan that you’re looking forward to.  I appreciate your patience with the videos!

– Ben

Excel Course: Book and Website Recommendations

I wanted to suggest a few books that I’ve used in the past which are extremely helpful in learning Excel.  I’d recommend checking any one of these books out as they have lots of useful information and examples for how to get the most out of Excel:

Excel for Dummies 2010 (All-in-One)

Excel 2010 Bible

Excel 2010: The Missing Manual

Excel 2010: Power Programming with VBA

The last book is specifically related to Macros and involves programming with VBA (Visual Basic for Applications).  I would recommend any of these as self-teaching tools for doing additional learning outside of my lessons.  Many of these have earlier 2007/2003 counterparts which would be good if you have that version of Excel.

Additional Excel Online Training Resources

– Educational: Chandoo

– Educational: OZgrid

– Educational: Chip Pearson

– Educational: Mr. Excel

Educational: Excel Easy

– Help: Microsoft Online Answers Site

– Excel Templates: Vertex42’s list of free Excel templates, spreadsheets, and calculators.

Non-Excel Related Websites

Orlando – Web Design and WordPress Support.

Video Lesson: Lookup / Reference Functions

As listed in the Master Workbook (see link at the top of the page), there are functions grouped into categories. This video is a demonstration of the Experience Level 1 – Lookup & Reference functions.

The functions covered in this video lesson are:

ADDRESS  — COLUMN — COLUMNS — HLOOKUP  — INDEX — INDIRECT

LOOKUP — MATCH — OFFSET  —  ROW  —  ROWS  —  VLOOKUP

Extract of Level 1 – Lookup and Reference Functions from the Master Workbook:

A good follow-up lesson to check out would be either the Advanced Vlookup Examples or Advanced Lookup – Index & Match lessons.

Excel Video Lesson: Naming Ranges and Cells

Named Ranges in Excel

This video tutorial explains how you can name ranges or cells for use within functions & formulas.  It is a great follow-up to the last video lesson on Absolute & Relative cell referencing.

I’ve found it incredibly useful throughout Excel.  It helps to alleviate the concern that you’re pulling information from the wrong area, and makes formulas more easy to follow.

 

If you found this Named Ranges video interesting, you may want to check out the Five Powerful Excel Tips video which goes over Dynamic Named Ranges (which allow for the named ranges to change as more data is added to them).  It’s the first tip in the lesson!

Video Lesson: Absolute & Relative Referencing

Absolute and Relative Cell Referencing

This video tutorial focuses on Absolute vs. Relative cell referencing within Excel.  You likely know it as the dollar sign ($) used in functions/formulas (for example, C5 vs $C$5).

There is also a quick demonstration of the video using a VLOOKUP formula.  The VLOOKUP formula is explained in more detail in these two lessons here and here, but the example in this video gives a basic understanding of how it works in Excel.

Update 5-22: I’ve noticed some users (especially those with Macs) have had difficulty viewing this video.  Since it is one of the older videos, I will be re-recording it and adding information so that it is comparable to more recent videos.

If you’re following the Lesson Guide, next up is Math & Statistical Functions (e.g. SUM, AVERAGE)

Quick Excel Tip – Grouping Rows / Columns

As I mentioned in reply to haeso’s comment on the first video, there is method of joining rows or columns together called ‘grouping’.  It can be very useful when you want to have different ways of displaying data, or be able to collapse certain areas (underlying details, for example).

Here’s a screenshot explaining how you can do this using the menus in Excel 2010:

Explanation of Grouping Rows/Columns in Excel

A shortcut way to group rows or columns is to highlight the rows/columns you wish to group and use ALT+SHIFT+RIGHT ARROW to group the rows/columns, and ALT+SHIFT+LEFT ARROW to ungroup them. You can go multiple levels as well (so you could group rows 1-30, and then group rows 20-25 as a subgroup of the first). The levels are displayed at the top of the red box in haeso’s screenshot and can be clicked to view the entire sheet at any of the levels.  Remember: this can be done with both columns and rows (separately).

Excel Video Lesson: Text Functions

This video tutorial is a demonstration of the Experience Level 1 Text functions.

Make sure to download the newest version of the Master Workbook that I updated earlier today to follow along.

The functions covered in this lesson are:

CONCATENATE — EXACT — FIND — LEFT — LEN — LOWER — MID — PROPER
REPLACE — RIGHT — SEARCH — TEXT — TRIM — UPPER

Extract of Level 1 – Text Functions from the Master Workbook:

Text Functions marked as Level 1

Next video lesson is Logical Functions and Formulas.

Any feedback is appreciated.

Excel Video Lesson: Date & Time Functions

As listed in the Master Workbook, there are functions grouped into categories. This video is a demonstration of the Experience Level 1 Date & Time functions.

The functions covered in this video lesson are:

DATE — DATEVALUE — TODAY  — DAY  — MONTH — YEAR
TIME — TIMEVALUE — NOW — HOUR — MINUTE — SECOND

CORRECTION: I mention in the video that Excel views dates as the number of days since January 1, 1900 but it is actually January 0, 1900 (a bit confusing since January 0 doesn’t make intuitive sense).

Now that you’re an Excel ninja when it comes to Date & Time functions, try mastering Text Functions (e.g. LEN, CONCATENATE)