Ms excel 2016 Advance Learning

Microsoft Excel – Advance level
Mahfuzul Huq
Data Science
mahfuzulhuq@live.com
https://www.linkedin.com/in/mahfuzul-huq-49371126/

2
Content
S/N Content Time
1 Overview on Database and Spread Sheet 10 Min
2 Data validation, protecting and sharing, conditional formatting 30 Min
3 Few important formulas which will reduce working time dramatically 30 Min
4 Analytical tool – PivotTable and its uses and advantage 30 Min
5 Chart/Graph(Basic) 30 Min
6 Macro (Basic) 30 Min
7 Exercise – Lets prepare a Dashboard * 30 Min
* mandatory
Database Dashboard
Savings through nego PR to PO Cycle Payment Cycle
Monthly
Performan
Overall SCM Score Card
L2 Target
L3 Target
L4 Target
106.5%
L2 Target
L3 Target
L4 Target
114.9%
L2 Target
L3 Target
L4 Target
93.5%
L2 Target
L3 Target
L4 Target
102.9%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
Savings thourgh Nego
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
PR to PO Cycle Time
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
Payment Cycle Time

3
Data is a collection of facts, such as values or measurements. It can be Number, currency, text,
date, time etc.
A database is an organized collection of data.
In relational databases and flat file databases, a table is an organized set of data elements (values)
using a model of vertical columns
A unique key or primary key is a key that uniquely
defines the characteristics of each row.
A recording, record, records or the record may
mean: An item or collection of data:
Secondary Key. An entity may have one or more
choices for the primary key. Collectively these are
known as candidate keys
In the context of relational databases, a foreign key
is a field (or collection of fields) in one table that
uniquely identifies a row of another table.
Overview on Spread Sheet & Database

4
Spreadsheet and Database
 Workbook
 Sheet
 Table
 Column
 Row
 Field/Cell
 Save As
 New file/Template
 Info
 Recent
 Print
 Option
 Quick Access Toolbar
 Ribbon
 Status bar
A spreadsheet is an
interactive computer
application program for
organization and analysis
of data in tabular form.

5
 Workbook
 Sheet
 Table
 Column
 Row
 Field/Cell
 Save As
 Info
 Recent
 Print
 Option
 Quick Access Toolbar
 Ribbon
 Status bar
Few things we are going to discuss …
1
How to save a macro file
2
How to save a template for future use
3
How to customize “Quick Access Toolbar”
4
How to customize Ribbon
5
How to use status bar
6
How to freeze and arrange window
7
How to format
8
How to enable macro/security

How to customize “Quick Access Toolbar” (QAT)
1
Rearrange button in QA
2
Universal/This file
Click on file tab
4
Click on Option
5
Click QAT
6
Available button
7
This part is visible
8
Add/remove button
1
2
3
3
QAT rearrange9
4
5
6
7
8
9
4
Steps
By clicking RIGHT MOUSE on any button we can quickly go to QAT

1
How to customize Ribbon
1
Rearrange button in QA
2
Choose available info
This a ribbon
4
Click on file
5
Click on Option
6
Available button
7
This part is visible
8
Add/remove button
3
New Tab/Group/Rename9
Steps
2
3
4
4
5 6 7
8
9 9 9
By clicking RIGHT MOUSE on any button we can quickly go to QAT

1
1
2 3 4 4
4 4 5 6
How to use status bar
1
Right click on status ba
2
Select/deselect by
clicking
This a “Status Bar”
4
Cell Mode
5
Macro
6
Many results
7
Zoom
8
Page Layout
3
n/a9
Steps
7
8

How to format cells
1
Font
2
Border
Select desired cells
4
Click right mouse on
any selected cells
5
Click on Format Cells
and find window
6
Lets say color fill
7
Alignment
8
Number format
3
Protection9
Steps
1
2
4
4
3
4
4 4
5
6
7
8 9After formatting by filling colors file may look like as follows:

How to freeze and arrange window
1
Hide workbook
2
Border
Put the cursor in the
desired place
4
Click on freeze
panes button
5
Click on desired
option
6
New window
7
Split window
8
Arrange all window
3
Protection9
Steps
1
2
3
Place the cursor in the place from where up and left side will be freezed
2
4 5
6
7
5
6
After clicking OK (Arrange All Window), all active window will be displayed

How to enable macro/security (try if macro don’t run)
1
n/a
2
n/a
Click on file tab
4
Click on Option
5
Click on Trust Center
Settings…
6
Click on macro Settings
7
Protected view
8
Select option
3
n/a9
Steps
1
2
3
4
5
6
6

How to save a macro file/Template file
1
n/a
2
n/a
Click on file tab
4
Click on Save As
5
Select File type
6
After savings
7
Protected view
8
Select option
3
n/a9
Steps
1
2 3
4

Password setting
1
n/a
2
n/a
Click on file tab
4
Click on Save As
5
Click on Tools
6
Click on General Option
7
Re-enter password
8
Enter password
3
n/a9
Steps
1
2
3
4
5
6

14
Exercise …
1
Set password in your file (Please remember your password)
2
3
Add Printer and Print Preview icon in the Quick Access Toolbar
4
Add Developer Tab in the Ribbon
5
Prepare the RAW file for final Database with color formatting
6
Use freeze in the database
7
Try to show sum and average in the status bar
Save the file as Macro Enable File

Data Validation & Data Protecting
1
Traffic light uses
2
3
Prevent invalid data e.g. enter only number and date
4
No validation but instruction (Input message) to enter data
5
Enter data from dropdown (from list)
6
Protect all sheet except few columns
7
Share the workbook
Want to see complete info in GREEN and incomplete info in RED

Prevent invalid data e.g. enter only number and date
1
Input (right & wrong)
2
Input message
Click on Data tab
4
Click on Data
Validation
5
Click on Tools
6
Enter Allow, Range
Data, Min & Max tec
7
Error Alert
8
Input Message
3
Wrong Input message9
Steps
1
2
2
4
By default any value is allowed
4
4
4
5 6
5
6
7
89
4
4

Enter data from dropdown (from list)
1
Input (right & wrong)
2
Name same as link
Prepare list
4
Select the area
5
Click on Data Validation
6
Select List from Allow
combo
7
Select “Ignore Blank”
8
Address Source
3
‘=INDIRECT
(dependable link)
9
Steps
1
1
3
4
5
6
8
9

Allow few column/cell to provide info
1
Try to put info
2
Protect other than
selected area
Select column/cell
4
Click on Review Tab
5
Click on “Allow people
edit range”
6
Click new & OK
7
Provide password
8
Click on “Protect
Sheet”
3
n/a9
Steps
1 1 1 1 1 1 1
2
3
4
5
6
7
8

Sharing workbook
1
File is shared
2
Track changes
Click on Review Tab
4
Click on Share
Workbook icon
5
Checked it
6
Click on Advance Tab
7
Click OK
8
Change if required
3
n/a9
Steps
File Sharing & Conditional formatting
1
2
3
4
7
8
8

Completed info in GREEN and incomplete info in RED
1
Click on Fill Effects
2
Select Shading style
Click on File Tab
4
Click on Conditional
Formatting
5
Click on Manage Rules
6
Click on New Rule
7
Click on Format
8
Click on Rule Type
3
Click OK
Multiple rules possible
9
Steps
1
2
3
4
5
6
7
8
9

Traffic light uses
1
Click on Fill Effects
2
Select Shading style
Click on File Tab
4
Click on Conditional
Formatting
5
Click on Manage Rules
6
Click on New Rule
7
Click on Format
8
Click on Rule Type
3
Click OK9
Steps

Validation, Protecting, Sharing & Conditional formatting
Exercise …
1
Traffic light uses
2
3
Prevent invalid in two columns other than number and date respectively
4
Use only Input message instructing to update data in right format
5
In a column only dropdown (from list) values are allowed
6
Protect all sheet except few columns
7
Share the workbook
Want to see complete info in GREEN and incomplete info in RED

Few important function/formulas
1
Rank, small, large
2
3
Vlookup, Hlookup, Offset, index, match
4
Sum, sumif, sumifs, subtotal, sumproduct
5
Count, countif, countifs, Counta
6
average, averageif, averageifs
7
if (ifs)
Mid, right, left, trim, find, AND, OR, CONCATENATE (&)
Formula auditing8

Vlookup, Hlookup, Offset, index, match
1
2
What you are looking for (Primary key of another table)
Where you are looking , it should start from Primary key and end desired column
How are is your data from starting column
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
2
1
3
4
3
4 What type of match you want

Sum, sumif, sumifs, subtotal, sumproduct
2
The column/range where we need to find the criteria
Criteria – what you are looking for
Values will be sum for this column/range
SUMIF(range, criteria, [sum_range])
1
3
3
4 n/a
SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)
1
2
3 2
1
2
1

Count, countif, countifs, Counta
2
Where you looking for to count
Criteria – what you want to count
n/a
COUNTIF(range, criteria)
1
3
4 n/a
COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)
1 2
1 2 1 2

average, averageif, averageifs
2
The column where you will find the criteria
Criteria – if this criteria meet your requirement than do average
If the criteria found in the range than this column’s respective values
average will be the result
AVERAGEIF(range, criteria, [average_range])
1
3
4 n/a
AVERAGEIFS(average_range, criteria_range1, criteria1, [criteria_range2, criteria2],...)
1
2
1 2
3
3

if (ifs)
2
n/a
n/a
n/a
IF(logical_test, [value_if_true], [value_if_false])
1
3
4 n/a
[value_if_true]/[value_if_false] = IF(logical_test, [value_if_true], [value_if_false])
1
2
1
3
3
2
3
2

Formula Auditing
2
Find formula
Keep cursor & click
Keep cursor & click
1
3
4 Remove arrows
Steps
1 1
1
5 Select & Click OK
2
3
4
5

30
PivotTable
We are going to discuss the following:
1
How to add Slicer
2
How to format Slicer
3
How to create PivotTable
4
How to add column, row, filter and values (incl format)
5
How to add/delete subtotal and group/ungroup
6
How to format PivotTable
7
How to add formula field
8
How to add new row/column in PivotTable

31
PivotTable
Create and format PivotTable
1
Remove auto fit
2
Select Classic
3
Select the Table
4
Click on PivotTable in
Insert Tab
5
Click OK
6
It will look like
7
Drag and Drop
8
Right click on Pivot Table,
click on Option or go to
Option Tab
Steps
1
2
3
4
5
5
6
7
8
6

32
PivotTable
Format and design PivotTable
1
n/a
2
n/a
3
Click on PivotTable
4
Click on Design Tab
and select design
5
Right click PivotTable a
select Expand/Collapse
click +/- sign
6
7
Final PivotTable
8
Right click on Pivot Tab
and click on subtotal
Steps
1
2
3
5

33
PivotTable
How to add formula field & other default calculation
1
Final Pivot using
calculation fields
2
You can use same fields
many times in values
3
Click on PivotTable
4
Click on Option Tab and
select from calculation
Group
5
Name it
6
7
PivotTable may look
like
8
Right click on Pivot Tab
and click on subtotal
Steps
1
3
Inserting field
prepare the formula
4
4
5
7

34
PivotTable
How to add and format Slicer
1
Format as you like
2
You can fix the button
3
Click on PivotTable
4
Click on Insert Tab and
click on Slicer
5
Select field(s)
6
7
Click on Slicer
8
Find Option Button
Steps
It will look like
1
2
2
3
4
5
6
7
8 8

35
Chart/Graph
We are going to discuss the following:
1
n/a
2
n/a
3
How to create a simple chart
4
How to Create a Secondary Chart and add it to Primary Chart
5
How to format a Chart e.g. Bar width, label, axis title, background etc.
6
How to create a Speedometer Chart to show Performance Score
7
How to change design, layout and format
8
How to use a Camera Tool (not a part of Chart)

36
Chart/Graph
Create a Simple Chart
1
n/a
2
n/a
3
Select data
4
Click on Chart
5
Simple Chart
6
Format the Chart
7
After few
formatting
8
How to use a
Camera Tool (not a
part of Chart)
Steps
1
2
2
3
4
4
5

37
Chart/Graph
Create a Simple Chart and add a Secondary Chart
1
n/a
2
n/a
3
Create another
simple Chart
4
Copy the 2nd Chart and
paste to 1st Chart
5
Change the Chart
Type
6
Format the Chart
7
Final Chart
8
All three Charts
Steps
1
2
3
4
5
6

38
Chart/Graph
Lets Create a Speedometer Chart
1
Doughnut looks
like
2
n/a
3
Set KPI Scale
4
Select data and click on
doughnut chart
5
Chart looks like
6
Right Click on
Doughnut and click
on format data series
7
Rotate it 270
degree
8
Choose your color
Steps
1
2
2
2
3
4
4
5
6
7

39
Chart/Graph
Lets Create a Secondary Chart for Pointer
Format color, only
pointer will visible
2
It will be look like
Select the label and
address it to achievemen
3
Select range
4
Go to Pie Chart and
clink on it
5
Chart looks like
6
Copy doughnut Chart and
paste it in Pie Chart
7
Select make it Pie and
and make it secondary
8
Rotate it 270 degree
Steps
1
2
3
4
5
5
6
8
7

40
Dashboard
Savings through nego PR to PO Cycle Payment Cycle
Monthly
Performan
Overall SCM Score Card
L2 Target
L3 Target
L4 Target
106.5%
L2 Target
L3 Target
L4 Target
114.9%
L2 Target
L3 Target
L4 Target
93.5%
L2 Target
L3 Target
L4 Target
102.9%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
Savings thourgh Nego
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
PR to PO Cycle Time
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
120.0%
140.0%
160.0%
1 2 3 4 5 6 2H13
Payment Cycle Time
Using Camera
tool or Paste
as link Picture
and format it
and place and
color to make
it attractive.
That’s all for a
Dashboard

Ms excel 2016 Advance Learning

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