EXCEL TIPS AND RICKS - Axiom EPM ® Axiom EPM All rights reserved SPECIFIC EXCEL FUNCTIONS • List of commonly used Excel functions: ADDRESS INT OR AND ISERROR PROPER COLUMN/COLUMNS

EXCEL TIPS AND TRICKS

SONNY DONCHEK, SENIOR CONSULTANT

2012 ® Axiom EPM All rights reserved

Housekeeping

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HOUSEKEEPING

• Asking Questions – We will leave time at the end, but you can type them in anytime.


HOUSEKEEPING

• Check out the Axiom Product Portal for additional training content − https://portal.axiomepm.com


AGENDA

• Volatile vs. Non-volatile formulas

• Specific Excel functions

• Excel’s Formula auditing

• Key Excel shortcut keys


AGENDA






VOLATILE VS. NON-VOLATILE FORMULAS

• A Volatile function in Excel is a function that will always be recalculated each time Excel recalculates

− Extensive use of volatile functions can cause slower

performance

• List of Volatile Functions:

− RAND(), TODAY(), NOW()

− OFFSET(), INDIRECT(), CELL(), INFO()


AGENDA






SPECIFIC EXCEL FUNCTIONS

• INDEX(), MATCH() − MATCH(x, y, [z]) : Find the position of x in the range of y, z

determines an exact or relative match − Examples:

− =MATCH(“c”,B2:B6,0) =3

− =MATCH(400,A2:A6,0) =4

− =MATCH(350,A2:A6,1) =3

− =MATCH(350,A2:A6,0) =#N/A The “0” requires an exact match

− INDEX(x, y, [z]) : Find the value in the array of x that is at row y and column z

− Examples:

− =INDEX(A2:A6,4) =400

− =INDEX(A2:B6,3,2) =c

− =INDEX(A2:A6, MATCH(“c”,B2:B6,0) ) =300



• INDIRECT(x): Returns the value in x, where x is a text representation of a cell reference

− Examples:

− =INDIRECT(“A1”) =5

− =INDIRECT(B1) =15

− =SUM(INDIRECT(B2)) =50

− =SUM(INDIRECT(“A”&B3&”:A”&B4)) =50

• OFFSET(x,y,z): References the cell that is y # of rows and z # of columns from x

− Examples:

− =OFFSET(A1,1,0) =10

− =OFFSET(A2,2,1) =4

− =OFFSET(B4,-1,-1) =15



• SUMIF(x,y,[z]): Sums all values where criteria y is applied to range x, and sums those values, or the corresponding range in z, if applied

− Examples:

− =SUMIF(B3:B11,1000,D3:D11) =60

− =SUMIF(B3:B11,">1000",D3:D11) =285

− =SUMIF(D3:D11,">40") =195

• COUNTIF(x,y): Counts # of records

where criteria y is applied to range x − Example:

− =COUNTIF(B3:B11,2000) =3



• List of commonly used Excel functions:

ADDRESS INT OR

AND ISERROR PROPER

COLUMN/COLUMNS ISEVEN/ISODD REPLACE

COUNT ISNUMBER RIGHT

COUNTA ISNA ROUND/ROUNDUP/ROUNDDOWN

COUNTIF LEFT ROW/ROWS

DATE LOWER SUM/SUMIF/SUMIFS

DAY MATCH SUMPRODUCT

EVEN MAX TEXT

FALSE MID TODAY

FIND MIN TRIM

HYPERLINK MOD TRUE

IF MONTH UPPER

IFERROR NOT VALUE

INDEX NOW VLOOKUP/HLOOKUP

INDIRECT OFFSET WEEKDAY

&/CONCATENATE YEAR


AGENDA






EXCEL’S FORMULA AUDITING

• Formula Auditing - a useful tool to track cell reference dependencies and review formulas

− Trace Precedents – check which cells are referenced by

active cell (shortcut key: Ctrl-[ )

− Arrows point to the cells

referenced in the formula

− Dotted lines represent a cell

on another sheet



− Trace Dependents – check which cells reference the active

cell (shortcut key: Ctrl-] )

− Arrows point to the cells that

reference the active cell

− Dotted lines represent a cell

on another sheet

− Remove Arrows – remove the arrows on screen from the

Trace Precedents/Dependents functions

− Show Formulas – shows all formulas in each cell on sheet

(shortcut key: Ctrl-` )

− Shows the formulas instead of the evaluations, as seen above in cells

D1:D3



− Evaluate Formula – step through the calculation of a formula

− Alternatively, hitting F9 while selecting a portion of the formula will

evaluate the selection


AGENDA






KEY EXCEL SHORTCUT KEYS

• Understanding Shortcut keys help improve efficiency and productivity

− Workbook Actions: − Ctrl+N: Open New Workbook

− Ctrl+O: Open File dialog

− Ctrl+S: Save file

− Ctrl+P: Print file

− Ctrl+F: Find Dialog

− Ctrl+H: Find and Replace Dialog

− Cell Editing: − Ctrl+C: Copy

− Ctrl+V: Paste

− Ctrl+X: Cut

− Alt+E,S,V/T: Copy Special: V: Value, T: Formats

− Ctrl+Z: Undo

− Ctrl+Y: Redo

− Ctrl+B: Bold

− Ctrl+I: Italics

− Ctrl+U: Underline

− Ctrl+1: Format Cells dialog


KEY EXCEL SHORTCUT KEYS

− Navigational: (Also refer to the Navigation video in the portal) − Ctrl+A: Select Entire sheet

− Ctrl+Arrows: Jump to next/end range of cells (also jump between words in formula)

− Shift+Arrows: Select cells

− Shift+Ctrl+Arrows: Select and Jump to next/end range of cells

− Ctrl+Tab: Shift between workbooks

− Alt+Tab: Shift between open applications in Windows

− Shift+spacebar/Ctrl+spacebar: Select entire row/column

− Alt+i,R/C/W: Insert R:Row, C:Column, W:Worksheet

− Alt+DownArrow: View selections from a dropdown box

− Ctrl+Home/End: Jump to topmost/bottommost cell

− Shift+Ctrl+Home/End: Select and jump to topmost/bottommost cell

− Ctrl+PageUp/PageDown: Shift between sheets

− Tab: Cycle through cells, useful in a protected sheet to determine unprotected cells

− Other Useful Shortcuts: − Alt+=: Sum formula

− Shift+F10: Right-click dialog

− F2: edit cell contents

− F4: cycle through anchors; also will repeat last action

− F9: recalculate a workbook (in Axiom, will perform a refresh)

− F12: Save As dialog

− Ctrl+[, Ctrl+]: Trace Precedents/Dependents

− Ctrl+`: Toggle from displaying values and formulas on sheet

− Alt: Displays menu options to select

Questions?


RESOURCES

Axiom Product Portal https://portal.axiomepm.com

If you do not have access to the Training System, contact Axiom Training [email protected]

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EXCEL TIPS AND RICKS - Axiom EPM ® Axiom EPM All rights reserved SPECIFIC EXCEL FUNCTIONS • List of commonly used Excel functions: ADDRESS INT OR AND ISERROR PROPER COLUMN/COLUMNS

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