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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
9
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]
37
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
43
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
44
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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