Home Archives for Video lessons for Excel
October 24, 2011 1 Comment

How to Use Structured Formula References for Tables in Excel 2007 and Excel 2010

Structured Formula Reference - Excel 2007

Structured Formula Reference - Excel 2007

Beginning with Excel 2007, you can – and should – convert a Standard Data Range to an Excel Table. Doing so offers several advantages:

  • You get a selection of Table Styles – including Alternate Row Shading – that make it easier to read your tables.
  • You can automatically extend the Scope of your Table – by adding additional Fields (Columns) or Records (Rows).
  • You can give your Table a “Name” to reflect the purpose of the Table.
  • You can add a Total Row to Subtotal each Field (Column) and you can change the Function used to Subtotal from a drop-down menu.
  • You can apply Structured Formula References in the Table – Enter the Formula in a Single Cell and it is Automatically copied down for each record in the Table.

“In This Row” Formula Styles

Structured Formula References use a new style of formulas. Rather than referring to a specific Cell, in an Excel Table, you refer to a Field “in this row.” This type of formula is easy to create “inside the table.” It is also fairly easy to create “outside the Table” using the new Formula AutoComplete tool. You will be using [ ] (Left & Right Brackets) for these formulas. I go over these details, in-depth, in this video tutorial.

There are also distinct differences in how Structured Formula References are created between Excel 2007 and Excel 2010. These Structured Formula References are greatly streamlined in Excel 2010 – in my opinion.

The SUBTOTAL() Function and Excel Tables

I strongly recommend that you become familiar with how to use the valuable SUBTOTAL() Function in Excel when referring to the data in a Table. With the SUBTOTAL Function, you can produce a wide range of summaries anywhere on your Excel Workbook. And… the Subtotal Results reflect the totals for any “Filters” that you apply to your Table.

Play this Video in High Definition

Watch this Video in High Definition

Follow this link to watch this Excel Tutorial in High Definition on my YouTube Channel – DannyRocksExcels

Go to Part 2 in this Series of Tutorials

Follow this link to go to Part 2 in this series of tutorials about using Structured Formula References in Excel Tables.

Announcing 6 New Products on My New Online Secure Shopping Website

I invite you to visit my new online shopping site. I have added 6 new products – Extended Length Video tutorials that you can either “download now” or purchase as a DVD-ROM. Each product contains over 90 minutes of in-depth video instruction for Pivot Tables. You can choose the product to fit your version of Excel – Separate products for Excel 2003, Excel 2007 and Excel 2010.

Click here to view my new products.

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Filed Under: Excel Data Tables and Lists, Excel Training, YouTube Videos by Danny Rocks Tagged: , , , , , , ,
October 15, 2011 Leave a Comment

How to Use the Show As Values Dialog Box for an Excel Pivot Table

Show Values As for Pivot Table

Show Values As for Pivot Table

I created this Excel Video Tutorial in response to a viewer who wrote to me about a problem that he was having with an Excel 2007 Pivot Table.

Viewer’s Question

“I want to show both the % of Growth from Fiscal Year-to-Year and the Actual Variance in Volume between each of 3 Fiscal Years. I have been trying to do this with a Pivot Table Calculated Field, but I am not having any luck with this approach. What do you suggest?”

My Solution

Use the “Show values As” Dialog Box which you find in the Value Field Settings Dialog Box. I continue to be amazed, when I teach Pivot Tables in a Live Seminar, that the high majority of my students have never clicked on this Tab!

In this case, we are working with a “copy” of the original Pivot Table. Simply choose “% Difference From” in the drop-down menu. Next, choose Fiscal Year and Previous (year) to create a Fiscal Year-over_Fiscal Year Report. It is so easy to do! And… you do not have to write a single formula to create this report!

Watch Video Here on My Website

 

Watch Excel Tutorial in High Definition

Follow this link to view this Excel Tutorial in High Definition Mode on my YouTube Channel – DannyRocksExcels

Master Excel Pivot Tables in 90 Minutes!

Follow this link to learn about my new extended length (90 minutes) Pivot Table Video Tutorials

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Filed Under: Excel Training, Pivot Tables Tagged: , , , ,
September 24, 2011 Leave a Comment

How to Take Advantage of the Go To Special Dialog Box Options in Excel

Go To Special Options

Go To Special Options

In my opinion, the Go To Special Options Dialog Box offers some of the most useful tools in Excel!

Why?

Because,  you must…

Select Cells Before Performing an Action on these Cells

The “key” to understanding ANY MS Office or Windows Program is… You MUST select a single cell or a range of cells BEFORE you can perform an action on them – e.g. Formatting you selection, deleting your selection, editing your selection or auditing your selection.

Tips Presented in this Video Tutorial

  • Select cells with Comments – so that you can “format” these cells to make them easier to identify.
  • Select cells that contain Constant Numeric Values – so that you can easily “spot” cells that should – bu do not – contain formulas.
  • Select cells that contain Specific Types of Formulas – e.g. Text Formulas – to “audit” your formulas.
  • Find the “Last Cell” in your worksheet – the last cell that contains EITHER content OR FORMATTING – This can be an “eye-opener!” for you.
  • Select the cells that contain Data Validation – perhaps you failed to “validate” all of the cells in a range.
  • Select the cells that contain Conditional Formatting – perhaps your did not select ALL of the cells in a Range BEFORE you applied a Conditional Formatting RULE!
  • Learn how to select the “Visible Cells Only” before performing a copy and paste operation – especially helpful when copying the “collapsed cells” for an Excel Outline.

I am positive that Excel users at ANY LEVEL will be able to pick up at least one solid tip from this Video Tutorial. Please send me your comments to let me know what you learned – or what you need clarification on.

Watch Tutorial in High Definition Mode

Follow this link to view this Excel Tutorial in High Definition / Full Screen Mode on my YouTube Channel – DannyRocksExcels

Learn About My New Extended Length Excel Video Tutorials

I have just published the first in a series of “Extended Length” – 90 Minutes – Video Tutorials, “Excel Pivot Tables to Summarize, Analyze and Present Your Data.” Follow this link to learn more about this tutorial. I have created separate versions of the tutorial for Excel 2010, 2007 and 2003.

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Filed Under: Conditional Formatting, Data Validation, Excel Formulas, Excel Training, YouTube Videos by Danny Rocks Tagged: , , , , , , , , , , ,
September 23, 2011 1 Comment

How to Use the Solver Add-in for Excel – Part 2

Solver Parameters

Solver Parameters

This is Part 2 of my series of video tutorials where I demonstrate how to use the SOLVER Add-in Tool in Excel to produce a specific result for a formula.  Remember that SOLVER is an Add-in program that you must activate before you can use it. Watch Part 1 in this series to learn how to activate SOLVER.

In this tutorial, I work with the same data set that I used in Part 1. This time, I want to achieve a specific amount of Gross Profit Sales Dollars. First, however, I must determine what is a reasonable amount to set as the Target for Solver to return.

Use SUMPRODUCT Function in Excel

I use the SUMPRODUCT Function to quickly determine my possible Revenue, Cost of Goods Sold and Gross Profit is I sell all of the Units that I have in stock. Now, I have a reasonable Target for SOLVER to reach. SUMPRODUCT is a very efficient Function that, unfortunately, very feel Excel users – in my experience – know about. Follow this link to my Index of Excel Video Lessons to find additional tutorials for SUMPRODUCT.

Best Practice Tips for Solver

  • Work with a copy of your worksheet. This is always a good idea, and it is most important when you are beginning to learn how to work with SOLVER.
  • Write out your Goal for SOLVER.
  • Do you want SOLVER to Maximize the Formula? For example, to Maximize your potential profit?
  • Do you want SOLVER to Minimize the Formula? For example, to Minimize your costs?
  • Do you want SOLVER to return a Specific Number? If so, what is that number?
  • Determine your “Variable Cells.” SOLVER calls them the “By Changing Cells.” These are the cells that SOLVER will automatically adjust.
  • The Variable Cells must “feed int” the formula in your Target Cell – This is the key to making SOLVER work!
  • Write out your “Constraints.” These are the “real-world” conditions that you want SOLVER to operate under. This is the real power in SOLVER.
  • Do not treat the SOLVER results as “the Gospel.” SOLVER is a powerful Business Intelligence Tool. You, however, know your own business or industry. Use SOLVER as a tool to help you to make informed business decisions.

 

Watch Part 1 in SOLVER Series of Video Tutorials

Watch Tutorial in High Definition

Follow this link to view this Excel Tutorial in High Definition on my YouTube Channel – DannyRocksExcels.

How to Use Solver Add-in for Excel - Part 2 [ 11:48 ] Play Now | Play in Popup | Download (2137)
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Filed Under: Excel Financial Tools, Excel Functions, Excel Training, What-if Analysis, YouTube Videos by Danny Rocks Tagged: , , , , , , , ,
September 21, 2011 4 Comments

How to Use the SOLVER Tool in Excel to Produce the Optimal Result for a Formula

Key Points for SOLVER

SOLVER in Excel – Key Points

I am responding to a “flurry” of requests to produce an Excel Video Tutorial that demonstrates how to use the SOLVER TOOL in Excel. Here are the key points to remember when you want to use the SOLVER Tool:

Activate the SOLVER Tool

SOLVER is an “Add-in” tool that needs to be “activated” before you can use it. In Excel 2007 / 2010, you do this via Excel Options – Addi-Ins – Excel Options. In Excel 2003, you do this via the Tools Menu – Add-ins – Solver.

Prepare Data for Solver

In order to use the SOLVER Tool, you must:

  • Establish the “Target Cell.” This cell must contain a formula. This is the cell that you want to “optimize” by using SOLVER.
  • Determine the “By Changing” Cells. These are the cells that SOLVER will change in order to deliver the optimized result in the Target Cell. The “By Changing” cells MUST “Feed Into” the Target Cell.
  • Establish the CONSTRAINTS for SOLVER. This is the “key’ element that gives SOLVER its power. You can add as many constraints as needed. My recommendation is that you “write them out” before you start  to use the SOLVER Tool.

SOLVER is very powerful. However, you MUST “think it through” before you apply it. It will take lots of practice for you to understand how to properly set up your data to produce appropriate SOLVER results.

Part 2 in this Series of Tutorials for Solver in Excel

Here is the link to watch Part 2 in this Series of Tutorials about the SOLVER Add-in Tool in Excel

Download Excel Workbook for this Lesson

Follow this link to download the Excel Workbook that I used for this lesson. I store my uploaded Excel workbooks on my SkyDrive at www.office.live.com

View this Tutorial in High Definition

Click on this link to watch this Excel Tutorial in High definition / Full Screen Mode – on my YouTube Channel, DannyRocksExcels

How to Use the Solver Tool in Excel [ 10:20 ] Play Now | Play in Popup | Download (1570)
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September 19, 2011 2 Comments

How to Create a Summary Report from an Excel Table

Functions for Executive Summary

Functions for Executive Summary

I created this Excel Video Tutorial in response to a viewer who, in her company, is not permitted to use a Pivot Table to create a report. Unfortunately, this happens more often than you might think. Nevertheless, I promised to share my tips and advice. I think that many of this tips will help Excel users at all levels.

Tips Covered in this Video Tutorial

  • Use Advanced Filter to Extract a list of unique customer names from a range with @ 4,300 records.
  • Later in the lesson, I show you how to extract this list to a different worksheet – a tip that will save you time when preparing your reports!
  • How and why to convert a normal range of data into a TABLE in Excel 2007 / 2010 or into a LIST in Excel 2003.
  • How to create “Named Ranges” for your key data cells and to use them in your Formulas and Functions.
  • How to use the SUMIF, AVERAGEIF and COUNTIF Functions in your summary report.

Keyboard Shortcuts Used in this Tutorial

  • Ctrl + T to convert to a TABLE in Excel 2007 / Excel 2010
  • Ctrl + L to convert to a LIST in EXCEL 2003
  • Ctrl + A to open up the Function Arguments Dialog Box
  • Ctrl + Shift + F3 to open the Create Names Dialog Box
  • F3 to open the Paste Names Dialog Box

I decided that I will only make this video available on YouTube – I think that you will enjoy the clarity that you get from the High-Definition / Full Screen Mode.

Watch Tutorial in High Definition on YouTube

Follow this link to view this Excel Tutorial in High Definition on my YouTubeChannel – DannyRocksExcels

Visit my new secure online shopping website

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Filed Under: COUNTIF and SUMIF Functions, Excel Data Tables and Lists, Excel Functions, Excel Training, Keyboard Shortcuts, Names for Cells and Ranges, YouTube Videos by Danny Rocks Tagged: , , , , , , , , , ,
September 15, 2011 1 Comment

How to Identify and Then Delete Duplicate Records in Excel

Identify & Delete Duplicates

Identify & Delete Duplicates

It is almost inevitable that, over time, your Excel data set will contain duplicate records. This can be costly – if the duplicate records are in your mailing list. And it can also result in errors when you count and calculate data.

Three Methods to Identify and Delete Duplicate Records

In this Excel Tutorial, I demonstrate three approaches to identify duplicate records in a data set:

  1. Circle Invalid Data – This tool works in coordination with Data Validation.
  2. Remove Duplicates – This powerful command was introduced in Excel 2007. It does not “preview” the records to be deleted, so my advice is to use this command with a copy of your data.
  3. Conditional Formatting – Greatly improved for Excel 2007 and Excel 2010. Now, you have a menu choice to apply conditional formatting to either Duplicate or Unique Records. If you are still using Excel 2003 or earlier, I show you how to write the formula needed to use Conditional Formatting to highlight duplicate records.

Watch The Tutorial in High Definition on YouTube

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Filed Under: Conditional Formatting, COUNTIF and SUMIF Functions, Data Validation, Excel Training, New in Excel 2007, YouTube Videos by Danny Rocks Tagged: , , , , , , , ,
September 8, 2011 1 Comment

How to Prevent Duplicate Entries in Excel with Data Validation

Formula for Data Validation

Formula for Data Validation

Over time, it is easy for duplicate entries to creep into an Excel Data Set. In this video tutorial, I show you, step-by-step, how to apply Data Validation to a range of cells so that anyone who attempts to enter a duplicate value will be prevented from doing so.

Use a “Logical Formula” for Data Validation

In this lesson, I show you how to “customize” the COUNTIF Function in the Data Validation Dialog Box so that it returns the value of TRUE. Logical formulas return either TRUE or FALSE. You MUST use a Logical Formula in Data Validation.

What Else is Covered in this Tutorial?

  • Use Paste Special – Validation to extend Data Validation to a wider range of cells
  • Use Find – Go to Special – Validation to highlight all cells on worksheet that contain Data Validation
  • Use Circle Invalid Entries from the Data Validation menu to automatically “draw a red circle” around existing cells that contain duplicate values
  • How to quickly remove Data Validation from a Range of Cells

Related Topic – Conditional Formatting in Excel

Another way to highlight existing cells that contain duplicate values is to use Conditional Formatting. The improvements in Excel 2007 and Excel 2010 make this “a snap” because this is now a Menu Selection! In my next tutorial, I will show you how this is done in both Excel 2003 – with the COUNTIF Function – and from the new Menu Selections introduced in Excel 2007.

Watch Tutorial in High Definition

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How to Prevent Duplicate Entries in Excel with Data Validation [ 10:23 ] Play Now | Play in Popup | Download (1824)
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September 6, 2011 Leave a Comment

Keyboard Shortcuts to Enter and Edit Data Efficiently in Excel

 

Keyboard Shortcuts to Enter Data

Keyboard Shortcuts to Enter Data

This is the latest installment in my series of video tutorials where I demonstrate how to use Keyboard Shortcuts in Excel. In this tutorial, I demonstrate how to Enter and Edit Data Efficiently in Excel using Keyboard Shortcuts.

Tips Covered on Video Tutorial

Here are the main Keyboard Shortcuts that I show you how to use on this video:

  • Enter Current Date in a cell.
  • Enter Current Time in a cell.
  • Use Ctrl + Enter to accept data entry and keep the focus on the current cell.
  • Use Ctrl + Enter to populate a range of selected cells.
  • Use Alt + Enter to “Wrap the Text” in a cell.
  • Use F2 to edit data inside a cell.
  • Use Ctrl + left & right directional arrows to move to the beginning of the next / previous word while editing in the cell.
  • Use ‘ (apostrophe) as the first character in a cell to make this a “text” entry.

Download my complete Chart of Popular Keyboard Shortcuts as a PDF 

 Follow this link to download – for free – my 5 Page Chart of Popular Excel Keyboard Shortcuts as a PDF.

Subscribe to my Video Podcast on iTunes

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Keyboard Shortcuts to Enter and Edit Data Efficiently in Excel [ 11:43 ] Play Now | Play in Popup | Download (1304)
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September 5, 2011 Leave a Comment

How to Use Criteria in Excel Functions and Filters

Criteria for Advanced Filter

Criteria for Advanced Filter

When you apply a Filter to an Excel data set, you use Criteria. In a filter, only the records that can answer “TRUE” to the criteria that you set will appear. The records that answer “FALSE” are hidden while the filter remains in place.

Logical Functions

The IF(), AND() and OR() Functions belong to a group of Logical Functions. In their function arguments, they evaluate a “Logical Test” and can perform one action is the answer is “TRUE” and a different action if “FALSE.” 

  • The AND() Function – each of the Logical Tests must be met in order to return the answer “TRUE.”
  • The OR() Function – if any condition is met, the answer that is returned is “TRUE.”
  • I frequently “Nest” an AND() Function or an OR() Function inside an IF() Function to test multiple criteria.

Advanced Filters in Excel

While many Excel users are familiar with Filtering, in my experience, I find that many people get confused when it comes to using Advanced Filters. In this video tutorial, I try to eliminate this confusion. Watch and you will learn how to:

  • Write Criteria for Advanced Filters using “AND” criteria and “OR” Criteria.
  • Copy the “Filtered Records” to another location
  • Use the Keyboard Shortcut Ctrl + Shift + L to quickly “toggle” normal filter drop-down menus on or off.

 

Watch Tutorial in High Definition

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Filed Under: Data Filters and Queries, Excel Functions, Excel Training, YouTube Videos by Danny Rocks Tagged: , , , , , , , , , ,
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