Essential guide to data management ms excel 2013

Free ebooks ==> www.Ebook777.com www.Ebook777.com Free ebooks ==> www.Ebook777.com ESSENTIAL GUIDE TO DATABASE MANAGEMENT EXCEL 2013 By Donnie Baje Amazon Edition Copyright 2016 Donnie Baje Amazon Edition, License Notes This ebook is licensed for your personal enjoyment only This ebook may not be re-sold or given away to other people If you would like to share this book with another person, please purchase an additional copy for each recipient If you’re reading this book and did not purchase it, or it was not purchased for your use only, then please return to your favorite ebook retailer and purchase your own copy Thank you for respecting the hard work of this author www.Ebook777.com ALSO FROM THE AUTHOR Call Center Fundamentals: Workforce Management Essential MS Visio 2013 Essential Google Spreadsheet Essential Advanced MS Excel 2013 Competency- Based Training: Execution and Applications Essential MS PowerPoint 2013 Advanced Table of Contents Flash Fill Conditional Formatting Text- to- Columns Remove Duplicates Data Validation Consolidation Tool Group and Ungroup Subtotals Free ebooks ==> www.Ebook777.com Introduction MS Excel’s Database Management features pertain to the tool under the Data tab These tools can be used to process ranges of data in the worksheet—like removing duplicates, highlighting portions of the data depending on a condition, or inserting subtotals This book will guide novice to intermediate users in how to use MS Excel’s database management tools The tools that will be discussed here are those found in MS Excel 2013 Workfiles can be requested from the author whose email is found on the last page of this ebook www.Ebook777.com Flash Fill Flash Fill is one of the new features in MS Excel 2013 Sometimes, you need to change the format of an entire column (like 123456789 into 123-456-789.) In previous MS Excel versions, you need to use LEFT, RIGHT, and MID functions to extract the parts of the number, then CONCATENATE them back to include the dashes Or, sometimes you need to turn a cell that has “Smith, John” into “John Smith” so you would end up doing a whole bunch of Text functions to accomplish it In MS Excel 2013, the Flash Fill tool allows you to provide Excel with a few cells to base a pattern from It’s like Excel reads the pattern that your sample cell has, and apply this pattern to the rest of the cells in the column In the example below, Column B is not recognized as numbers because it is entered as text (the currency was typed manually.) Extracting the number out of a string of text would be a long formula However, in MS Excel 2013, the user just needs to type the value of the first cell (i.e 25,) then, go to the next cell in the column (C3) to type the number (which is the first number of B3) which is enough to trigger MS Excel’s Flash Fill MS Excel would ‘realize’ that the user is getting the numbers out of column B It will now then provide a grayed out preview of the values MS Excel ‘thinks’ it should be in column C The user just need to hit Enter Another example below Column A needs to be swapped from Last Name, First Name format to First Name Last Name format As you can see, C2 was manually entered by the user in order to provide context or pattern By the time the user typed letter K in C3, Flash Fill got triggered and suggested values for the entire column Just hit Enter to lock the values in There may be times, however, that Flash Fill will not easily get the pattern, and when the user types in the second row of the column, Flash Fill does not happen This is because Flash Fill tool has not predicted any pattern yet and ‘sees’ some trouble in applying the pattern in some cells (For example, it one cell above has two first names, and the sample cell only has one, MS Excel will not know what to if there are two first names.) Users can force the Flash Fill to happen by putting the cursor in the next cell of the column to be filled out, going to the Data tab, and looking for the Flash Fill tool Click the button to enforce Flash Fill MS Excel will provide values based on what it currently sees as the pattern Note that in these cases, it is best to randomly check cells to see if MS Excel got it correct Conditional Formatting Conditional Formatting is an old tool in MS Excel It allows users to automatically format cells based on given conditions This can be found under Home > Styles Group > Conditional Formatting Under Highlight Cells Rules, you can see several options to create conditional statements Users can choose to format values that are Greater Than, Equal to, Duplicates, etc Creating a conditional formatting is straight forward Highlight the cells that needs to have a conditional formatting Go to Home > Conditional Formatting, and once you have chosen the operation, a prompt will further ask for information (e.g If the user chose Greater Than, the prompt will ask, “greater than what?”) Then, the user can choose the format of cells that will satisfy the condition from the dropdown If the user needs to have a different format that is not in the suggested list, the user can choose Custom Format A preview is also available if you highlight the applicable cells before going to the Conditional Formatting wizard The example below shows cells less than 52 (as entered by the user) in column F turning red Free ebooks ==> www.Ebook777.com What’s new in MS Excel 2013 (compared to 2003) are the options to create conditions from dates, finding duplicates, and top/bottom rules Also, MS Excel 2013 has options other than just changing the fill and font color of the cell MS Excel 2007 introduced the data bars, color scales, and icon sets www.Ebook777.com Creating Formula- Based Data Validation A formula- based conditional formatting allows the use of MS Excel functions to set rules In the example, if the user does not want to exceed 100 when values in the four cells are added, a formula data validation is needed Choose Custom in the dropdown and enter an IF-TRUE statement like below: The formula tells that if the sum of B2:B5 is less than 100, then it is allowed Note that the range B2:B5 is locked, similar to how formulas must be locked =IF(SUM($B$2:$B$5) Consolidate In the Consolidate window, choose the function you want to use to consolidate tables (either Sum, Average, Max, etc.) Put the cursor in the Reference field then highlight the first table you want to be included in the consolidation It is important that headers (both row and column headers) are included Once you’ve highlighted the table, click Add The address of the table you highlighted will move the All Reference box Move to the next sheet you need to consolidate and the same until you’ve Free ebooks ==> www.Ebook777.com added all tables/references you want included In the window, check the Top Row and Left Column boxes Note the presence of a third checkbox: Create Links to Source Data If checked, the resulting consolidated table will update when the source ranges update www.Ebook777.com The resulting table will look like below: MS Excel will add (as chosen in the wizard) values based on its row and column header Note that in this example, the Create Links to Source Data is checked, so there are toggle buttons on the left side If clicked, this shows the filename The filename is taken instead of sheet name because Consolidate can be used to combine ranges from different files so it is set to show the filename where the data was taken from Note that: If multiple files are to be consolidated, these files have to be opened prior to starting consolidation This should make it easy to highlight the ranges Spelling matters One difference in the way a header is spelled, and it will cause another row or column to be produced Highlighted ranges can be updated—but not added more rows or columns Group and Ungroup Outlines allow users to hide rows or columns they select A toggle button will be created and can be clicked to hide/unhide rows and columns To create an outline group, highlight the rows or columns you want to hide Then, go to Data > Outline > Group To remove groupings, click Ungroup Subtotals The Subtotals Tool is a more powerful way of using outlines For example below, the user needs to find the subtotal of column H values per Region Sort your list/ range/ database based on the category Go to Data > Outline > Subtotal The Subtotal window will appear The “At Each Change In” determines what category to get subtotals of In our example, choose Region Then, choose the function (you can add the values, average, find the max, etc) The “Add Subtotal to” allows you to choose which column you want to get a subtotal of In our example, Total Note that multiple columns can be selected in this part Free ebooks ==> www.Ebook777.com www.Ebook777.com Finally, the data will be inserted with Subtotal rows Toggle buttons will also be present on the left (click all to get a summarized version of the table.) Subtotals can be removed by clicking Data > Subtotals then, click the “Remove All” button Multi- Level Subtotals You can also create several subtotals to drill down on your table The procedure is the same but you have to sort multi- level based on the categories you would like to get subtotals on Then, make your first subtotal Once the result shows, start another subtotal but this time, uncheck the “Replace Current Subtotal” option Free ebooks ==> www.Ebook777.com ### Thank you for downloading this ebook! It was my pleasure writing this so I hope you had pleasure using this book also Feel free to ask me questions my emailing me at donniebaje@gmail.com or visiting my website at www.donniedorky.com I’ll be happy to respond to your questions regarding the topic covered in this ebook Please watch out for other publications! Thanks! Donnie Baje About the Author Donnie Baje lives in the Philippines and had used MS Office since he is studying and now teaching it in a prestigious technical school in Manila He has delivered MS PowerPoint, MS Word, MS Excel, and Visual Basic for Application classes in different companies and even another country, as assigned by his company He works as a Training Manager in a call center and actively looks for training opportunities www.Ebook777.com ... inserting subtotals This book will guide novice to intermediate users in how to use MS Excel s database management tools The tools that will be discussed here are those found in MS Excel 2013 Workfiles... Workforce Management Essential MS Visio 2013 Essential Google Spreadsheet Essential Advanced MS Excel 2013 Competency- Based Training: Execution and Applications Essential MS PowerPoint 2013 Advanced... www.Ebook777.com What’s new in MS Excel 2013 (compared to 2003) are the options to create conditions from dates, finding duplicates, and top/bottom rules Also, MS Excel 2013 has options other than