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February 7, 2011 Leave a Comment

Working With Array Formulas in Excel

There are at least two benefits to using an Array Formula in Excel:

  1. They will speed up creating your formulas by, in many cases, eliminating intermediate formulas.
  2. They will add a level of protection to your formulas because you cannot edit the individual cells in an Array Formula. You must edit “all” of the cells.
Array Formulas
Array Formulas

In this lesson, I first demonstrate how to select and use arrays with the SUMPRODUCT() Function in Excel. SUMPRODUCT is a very handy function to use when you want to first multiply (PRODUCT) the cells in two or more arrays and then total (SUM) the results.

 
Next, I demonstrate two ways to create Array Formulas. Notice that in the second example that it is important that you remember to select ALL of the cells that will contain the results of the Array Formula. It is vital that all arrays are of Equal Size (Same number of cells in the same dimension – horizontal and vertical).
 

Entering Array Formulas

Use the keyboard combination of Ctrl + Shift + Enter when entering an Array Formula. Do not press the Enter key alone – this will result in an Error for your formula! Some people refer to Array Formulas as CSE Formulas to remember the Ctrl + Shift + Enter combination. Notice, in the Formula Bar,  that Excel automatically adds { braces } around the Array Formula. Do not enter these manually.

Editing Array Formulas

You gain a level of protection for your formulas when you use Array Formulas because you cannot select a single formula cell to edit it. You must select all of the cells that contain the Array Formula before you can edit it – or delete it. If you don’t select all of the cells first, you receive an Error message in a pop-up window. Remember to press the “CSE keyboard combination” when you complete your edit of the Array Formula.

Learning to use Array Formulas is an essential skill to acquire if you want to master Excel. I guarantee that you will be able to write more accurate formulas when you use arrays.

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Click this link to watch this Excel Video in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

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February 2, 2011 Leave a Comment

How to Use Date Functions and Date Formatting in Excel

In this lesson, I respond to two recent requests from viewers for help in Using DATE Functions in Excel and also, how to apply Custom Date Formatting. I get similar requests on a frequent basis from both viewers and clients.

Solve Problem #1 

My first viewer wants help in using the DATE() Function in Excel. She wants to calculate a date that is 90 days after the starting date for a project. She encountered two problems

  1. Initially, the DATE() Function produced and error – because she forgot to ‘nest” the YEAR(), MONTH()+9, DAY() Functions inside the DATE() Function.
  2. She was not expecting a date to be filled in the formulas column when there was no starting date for the project – She needed to include an IF() function to perform a LOGICAL TEST – Does  the Starting Date = 0, Value if TURE, ” ” (to display nothing), Value if FALSE – to perform the calculation.
Excel Custom Date Formats

Excel Custom Date Formats

Solve Problem #2

My second viewer wanted my help to ensure that the date values that he “pasted” into a range of cells were in the (Custom) format of “yyyy-mm-dd” (Year, Month, Date).

In this case, we need to take two steps:

  1. Format the destination cells using the CUSTOM FORMAT of yyyy-mm-dd that we create.
  2. After “Pasting” the Copied Cells, use the “Paste Options” dialog box to select – “Match Destination Formatting.”

I also demonstrate how to use the NETWORKDAYS() Function and the WORKDAY() Function – with an optional list of “Holidays” to exclude. And, finally, I show you the “pitfalls” that occur when you import a “text” file of dates that use a variety of formats. In order to perform DATE calculations, a date must be stored as a NUMBER in Excel. It must be right-aligned in the cell.

You can watch this Excel Video Lesson in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcel – by clicking this link.

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January 30, 2011 3 Comments

How to Use Conditional Formatting to Compare Two Excel Lists

Clients and viewers frequently ask me to help them to compare two differeny lists in Excel. They want to find – or highlight – the values that are different in each list. For example, which customers appear in the 1st list but NOT in the 2nd list. So, I created this video lesson to demonstrate how to do this with Conditional Formatting.

In an earlier Excel Video Lesson, I demonstrated how to compare two Excel lists using either the MATCH() Function or the VLOOKUP() Function.

Conditional Formatting Rule

Conditional Formatting Rule

Use Conditional Formatting

I demonstrate how to use Conditional Formatting to Highlight the Cell Values that are different when you compare two Excel Lists. I will use a “New Rule with a Formula” that must return the answer TRUE, to trigger the special formatting.

In Conditional Formatting, you first establish a “condition” that can be answered as either TRUE or FALSE. Then, for those cells where the answer to the condition is TRUE. the special “cell formatting” that you chose will apply.

In this lesson we will be using this Formula: =COUNTIF(List 2, 1st cell in List 1) = 0.

Steps to follow:

  1. Select the cells that you want the Conditional Formatting to apply to- in our example List 1.
  2. On the Home Tab of the Ribbon, click the Conditional Formatting arrow and select New Rule.
  3. Select New Rule – “Use a Formula to determine which cells to format.”
  4. Enter the formula – e.g. =COUNTIF(Range, Criteria) = 0 where the “Range” is the list of values in List 2 (Absolute Reference) and the “Criteria” is the 1st cell reference in List 1 (Relative Reference).
  5. Choose the Format for the cells when the condition is met – the result is TRUE. In this example, I choose to “FILL” the cells with a Blue background color.

Want to watch this video in High Definition, Full-Screen Mode? Click here to go to my YouTube Channel, DannyRocksExcels

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January 26, 2011 2 Comments

How to Calculate Overtime and Standard Hours Worked on a Time Card in Excel

One of my viewers asked me to show him how to calculate the number of hours worked each day – separated by standard hours and by overtime hours. He, like many Excel users, is frustrated when performing calculations involving time. They create a standard formula, but the results are not what they were expecting. In most cases, this is because of the need to FORMAT the cells that contain calculations to accommodate Excel’s logic.

Excel Time Card

Excel Time Card

Time Functions and Formats

In this lesson, I demonstrate the following functions and formats:

  • The =TIME() Function requires three arguments (Hours, Minutes, Seconds). In this example, I use =TIME(8,0,0) in a cell to represent the Standard Hours Worked each day – i.e. 8 hours.
  • The CUSTOM Format h:mm to format the cells that contain the results of time calculations (Total Hours Worked each day, Regular and Overtime Hours Worked each day).
  • The CUSTOM Format [h]:mm to format the cells that contain the results of SUM() for the Total Hours, Regular and Overtime Hours Worked each WEEK – i.e. Hours that exceed 24 hours
  • The Formula =SUM(Overtime Hours Worked this week) * 24 to gives me the NUMBER equivalent – Remember to format this cell as a NUMBER – not as [h]:mm,  so that you can multiply it by the cell that contains the Hourly Rate that you pay for either Regular Hours or Overtime Hours.

How Time is Stored vs. How Time is Displayed

Remember to distinguish between what Excel Stores as a calculation and how Excel Displays the result of a calculation. This is especially important with TIME and DATE Calculations in Excel.

You can view this lesson in High Defintion, Full Screen Mode on my YouTube Channel – DannyRocksExcels – by clicking this link.

I invite you to subscribe to my free Video Podcast – “Danny Rocks Tips and Timesavers”- at the iTune Store by clicking here.

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January 2, 2011 1 Comment

How to Import Excel Data Into Access

This is the first in a series of lessons where I demonstrate how to integrate Excel data with an Access database. In this lesson you will learn how to:

  • Access Working with External Data

    Work with External Data

  • Import an Excel worksheet as a new Table in Access.
  • Append an Excel worksheet to the Table that we created with the Imported data.
  • Create a link between the Source Excel worksheet and an Access Table.
  • Refresh the link between Excel and Access.

First, on the Excel side of this process, make sure that you have clearly identified the Field Headers in the Top Row of your data set. If you have and cells that contain Formulas, convert the formulas to Cell Values.

Begin the Import Process

You initiate the Importing from inside Access. Go to the External Data tab on the Ribbon (in Access 2007) and choose Excel. Follow the steps in the Import Wizard. I recommend that you allow Access to create a Primary Key for the new table. This will allow you to set up “table relationships”  inside Access.

Append Excel Data to an Existing Access Table

Once you have at least one Access Table set up, you have another option when you Import Excel data – you can “Append” Excel data to the Access Table. Be sure that your “field headers” match each other. Once again, follow the steps in the Import Excel data Wizard.

Notice that with each of these Import Wizards you are given the option to save your Import definition. If you will be importing data from the same Excel source on a regular basis, this “Saved Definition” will save you a lot of time.

Link to Source Data

You can decide to establish a “link” to the source data – in this case an Excel worksheet. If you do, you will see a special “icon” next to your Access table that indicates that the table is linked to an Excel source. In this case, you can not make any changes to the tabel from inside Access. You make all changes – adding, editing and deleting records – from inside Excel.

With a link to the source data, remember to “refresh” the link to see the updated information.

Watch this Video Lesson – Embedded from YouTube

As an experiment, I am embedding this video as a YouTube Video. Click on the video and you will be watching it in High Definition, Full Screen mode on my YouTube Channel – DannyRocksExcels.

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January 1, 2011 Leave a Comment

The 10 Most Watched Videos at The Company Rocks During 2010

Reminder Note

Reminder Note

I like to look back to review the results of the past year. Which posts, which videos were the most popular, which videos were downloaded most often? As I look at this list of 10 videos, the clear winner – by category – is merging data from multiple worksheets. Three of the top 10 videos that were watch the most fall into this category!

Here is a listing of the 10 Video Lessons that were watched most frequently on my website – www.thecompanyrocks.com – during 2010:

1- Summarize Multiple Excel Worksheets – Consolidate by Position

2- Build an Accounts Receivable Aging Report

3- Use Pivot Tables to Summarize by Year, Quarter and Month

4- Simplify Data Lookups in Excel

5- Perform Break-Even Analysis with Excel’s Goal Seek Tool

6- How to Display Numbers During a PowerPoint Presentation

7- Make Excel Data Come Alive with Visualization Tools

8-  Excel 2003 Basics – Data Entry

9- How to Merge Multiple Excel Workbooks into a Master Budget

10- Consolidate Data from Multiple Excel Worksheets – Part 2 – by Category

If you enjoy these videos, you will enjoy my DVD-ROMs, “The 50 Best Tips for Excel 2007” and “The 50 Best Tips for PowerPoint 2007.” You can use my secure shopping cart to purchase them now.

I have reduced the purchase price of my Individual DVD-ROMs to $29.97 USD. You do not need a coupon to receive this special price. Simply, go to my online store – http://shop.thecompanyrocks.com

You can also watch my videos on iTunes. Click here to go to my Video Podcast, “Danny Rocks Tips and Timesavers” at the iTunes Store.

Learn how to “Master Excel in Minutes – Not Months!”

My most recent videos can be viewed in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

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December 29, 2010 Leave a Comment

How to Use Database Functions for Excel Tables and Lists

Database Functions include DSUM, DAVERAGE, DCOUNT. They are easy to use. You can use them with your Excel Tables and Lists. You use Database Functions to return the results (Sum, Average, Count, etc.) that you get from a Filter – or in this case, The Criteria.

Database Functions

Database Functions

Database Function Arguments

Each Database Function uses the same three required arguments:

  1.  
    1. Database. The Range that begins with your Data Set Labels and includes each column and each row in the database range. I prefer to use a “Named Range” for this argument.
  2. Field. The reference to the Field Label for the field that you wish to calculate (Sum, Count, Average, etc.) There are three ways to refer to this label: (Click on the cell with the label, use a column reference number (1,2,3, etc.) counting from Left to Right, type the “Label Name” inside ” ” quotation marks.
  3. Criteria. The Criteria Range that includes the Column Label for the criteria and the cells that contain the values or formulas you are using as your criteria.

It takes only a few minutes to set up your “Excel Dashboard” for the Criteria Range and your Results (e.g., the sum of the values in the field that match your criteria.) Change a value in your criteria and your results update automatically.

Filtering Data in Excel

If you use a structured data set in Excel, you probably use AutoFilters or Advanced Filters. Use Database Functions to “capture” the totals, averages, and counts of those queries.

If you need to review or learn how to apply Filters to data in Excel, watch these two lessons:

Click here to watch this video in High Definition at DannyRocksExcels on YouTube.

I invite you to shop for my DVD-ROM, “The 50 Best Tips for Excel 2007.” Click here to open a secure shopping cart.

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December 27, 2010 2 Comments

How to Apply Criteria for Advanced Filters in Excel

You want to use Excel to do more than just store data. You want to use Excel Filters in order to get information from your data set. In order to Filter the data, you need to create and apply criteria.

Options for Filtering Data:

Advanced Filter Dialog Box

Advanced Filtering

  • Use the built-in AutoFilters – And, starting with Excel 2007 these include “Natural Language Filters!”
  • Use the Advanced Filter Dialog Box and your own Criteria Range – that is what I demonstrate in this lesson.

Now – since Excel 2007 – that the built-in filters include Date Filters, Text Filters and Number Filters, I do not use the Advanced Filter as much as in the past. However, there are at least two “must have” reasons to use Advanced Filters:

  1. To use “Calculated Field” criteria for your filters – e.g. to create a filter from a field that is not in your data set.
  2. To extract “Unique Records” that meet your criteria – and to copy them to another location.

I demonstrate both of these “must haves” in this video lesson.

How to Create an Advanced Filter

  1. Begin by inserting several blank rows above your Excel Data Set. These new rows will be used for your Criteria Range.
  2. Copy the Data Labels to the top row of your new Criteria Range. I like to link these with a formula – e.g. =A8 to maintain consistency with the Data Labels.
  3. Type or copy the values, comparison operators or formulas for your criteria in the row(s) below your criteria labels.
  4. Go to the Data Tab on the Ribbon and choose the Advanced Filter Command and use the Dialog Box Options.

Distinguish “OR” criteria from “AND” criteria

  • “OR” criteria use separate rows in your criteria range. You are selecting the records that match one OR more criteria.
  • “AND” criteria are written on the SAME ROW. You are filtering for records that match ALL the criteria on that row of your criteria range.

Computed Criteria in Filters

With Advanced Filters, you can use Computed Criteria for your filters. The formula must return a value that is either TRUE or FALSE. And the Label for your computed criteria CANNOT be the same as the labels in your data set.

In this lesson I show you how to filter for Invoices that have been paid – but paid “late” – after the “due date.”

Extract Unique Records with Advanced Filter

I show you how to copy the unique records – your list of customers – to a new worksheet. This is a great tip that I picked up by reading John Walkenbach’s books! Watch the video to see how this is done.

Watch My Video in High Definition

Click here to watch this video lesson in High Definition, Full Screen Mode on the DannyRocksExcels YouTube Channel.

Master Excel in Minutes Resources

I have created extended length video tutorials for Excel. I invite you to visit my online shopping website to: Learn how to “Master Excel in Minutes – Not Months!”

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December 24, 2010 1 Comment

How to Outline an Excel Worksheet

Many Excel worksheets – e.g. Budgets and Sales Reports – can be improved by applying an Outline. With an Outline, you can switch your focus between looking at the “big picture” and examining the details. An outline is especially useful when you are presenting numbers “interactively.” For example, when you are using a Projector and Screen to present Quarterly Sales Results during a meeting.

Outline Commands
Outline Commands

If you have set up your Excel worksheet in a “hierarchical” structure – SUMs at the bottom and to the right of each category, creating an outline is simple:

Create the Outline

  • Select a single cell in the worksheet.
  • On the Data Tab of the Ribbon (Excel 2007) go to Group – Auto Outline.
  • You now see the Outline Symbols “+ and -” above each column and to the left of each row. Depending on your data, you will also see numbers that represent the “level” of Outlining available.

Examine the Formulas

When a client sends me an Excel worksheet, one of the first steps that I take is to find all of the cells that contain formulas. A quick way to do this is with the F5 Keyboard Shortcut. This opens the “Go To” Dialog Box. Choose “Special” and then select “Formulas.” Now, all of the cells that contain Formulas are highlighted. If everything is correctly organized, then I apply the “Auto Outline” command to the worksheet.

Keyboard Shortcuts

Use the Ctrl + 8 keyboard shortcut to “toggle” between Hiding and Displaying the Outline Symbols. This is a great tip to learn – you still have the Outline, but your screen looks cleaner. And … I guarantee that several people in your audience will ask you “How did you do that?”

Custom Views

During the video lesson, I also show you how and why to apply Custom Views to your Outlines. A Custom View allows you to quickly display a different perspectives of your data. Set them up in advance – it is almost like having a PowerPoint slide presentation inside your Excel worksheet outline!

You can watch this Excel video lesson in High Definition, Full Screen mode on my DannyRocksExcels YouTube channel.

Learn how to “Master Excel in Minutes – Not Months!”

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December 22, 2010 Leave a Comment

I Picked Up a New Tip Today – Filtering Your Excel Data

Yesterday, I posted an Excel Video Lesson on how to Filter your data. I focused on taking advantage of the Date Filters, Text Filters, and Number Filters introduced in Excel 2007. Today, in my email inbox, I received a great tip from Chandoo – whose tag line is “Become Awesome in Excel.”

Chandoo’s Tip – which I did not know – is to Right Mouse Click on any cell in your Excel Data Set and choose Filter – Filter by Selected Cell’s Value. As Chandoo points out, this only works in Excel 2007 and higher versions. I already use this tip in Microsoft Acces. In fact it is one of the Video Tips that I share on my DVD-ROM, “The 50 Best Tips for Access 2007.” So why didn’t I know that this would work the same way in Excel 2007? Because, I needed someone to point this out to me. Thank you Chandoo!

For me, the take-away point is to continue to explore other resources to learn from other expert users. Each – e.g. Mr. Excel – Bill Jelen; Mr. Spreadsheet – John Walkenbach, etc.) – has their own perspective on Excel. Each presents a topic in a slightly different manner. Each day is an opportunity to expand my knowledge base.

I also picked up another tip from Chandoo’s post – use the Ctrl + Shift + L Keyboard Shortcut to automatically add the Filter Drop Down Buttons to your Field Header Labels. I will use this tip on a regular basis. Now, I do not have to pick up the mouse to go to the Data Tab on the Ribbon and select Filter.

If you are using Excel 2007 and higher, note that you can also use this tip (rightmouse click in a cell) to filter by the selected cell’s Icon, Font Color and Cell Background Color. Data Visualization is one of the really great improvements introduced in Excel 2007. Click here to go to my video lesson on Data Visualization.

Tip from Chandoo
Chandoo’s Tip

I recommend that you check out Chandoo’s Excel Blog by clicking on this link. You can click on the RSS Button – or go to http://feeds2.feedburner.com/PointyHairedDilbert directly to start receiving Chandoo’s Excel tips delivered automatically to your e-mail Inbox.

 
And, by the way, you can receive my new posts automatically by going to http://feeds.feedburner.com/DannyRocks which is my RSS feed on Feedburner.
 
I have now added Chandoo’s site to my Blogroll – so just click on the link whenever you visit The Company Rocks website.
 
Let me know if you have a special tip or a favorite website or blog that you want to share with our readers. Add your comment below.
Learn how to “Master Excel in Minutes – Not Months!”
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