Excellence In Excel Presentation

ORGANIZED BY : KARACHI BRANCH COUNCIL, ICMAP
Dated : December 10 & 11, 2011

Facilitator
Zahid MAHMOOD FCMA, FPA, CCFC
Group CFO & Company Secretary
Group CFO & Company Secretary
Pak Shaheen Group of of Companies
Pak Shaheen Group Companies
Cell: +923008297285 +923332187476
Cell: +923008297285 & & +923332187476
Workshop on Excellence in Excel by KBC, ICMAP 0

Email: cynosure_80@hotmail.com
Email: soigne76@gmail.com
– Zahid MAHMOOD

Punctuality
Respect other’s view points
No Smoking
Mobile / Cell phones
No rings
No frequent call answering
No SMS
Questions

Workshop on Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD 2

MS Excel as Tool for Financial Model Columns Rows
Workspace Area: 2003 256 16,384
2007 & 2010 16,384 1,048,576
Transition from Excel 2003 to 2007 & 2010
Functions & Formulas (Nested Formulas) Data Validations
Paste Special – Transpose Names
Logical Functions Lookup & Reference Functions
Text to Column Goal Seek
Protection / Security PIVOT Table
Sub Total Conditional Formatting
Data Sort Data Filter
Data Consolidation Auditing
Chart and Graphs Dynamic Charting
Data Table Scenario Manager
Solver (Linear Programming) Macros

Examining The Excel Worksheet, Workbook, Template & Excel Fundamentals
An Overview Of Saving, Opening, Closing Workbooks
Formatting & Editing Worksheet
Solving Printing Problems

Creating Single & Nested Formulas And Performing Data Analysis
Maths & Trigonometry Functions Statistical Function
Date & Time Function Text Function
Lookup Functions Financial Functions
Logical Functions Information Functions
Writing Absolute Formulas
Range Names And Its Applications In Formulas
Using IF Functions For Perfect Solutions
Linking Worksheets
Creating Hyperlinks In Excel
Adding Notes To Cells
Understanding Error Types & Removing Errors
Creating Conditional Formatting By Values & Formulas
Data Consolidation Workshop on Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD 4

Using Data Filtering To Convert DATA Into INFORMATION
Data Filtering
Advanced Data Filtering
Printing Reports
Excel Database Creation
Data Validation For Accurate Data Entry
Database Functions & Subtotal To Extract Facts & Figures
Sorting Data For Desired Result
Understanding Group & Outline

Advanced Charting And Graphs
Working With Built In Charts Column Cluster Chart
Cylinder Chart Gauge Chart
Gantt Chart Pie & Pie Of Pie Chart

Dynamic Charting And Graphs
Define Dynamic Charts Using Forms Control In Charts


What ~ If Analysis (Data Optimization & Analysis Tools)
Using goal seek Creating data tables
Using scenario managers Working with solver
Pivot Table & Pivot Chart Report Analyzing data with pivot table
Grouping pivot table Items Creating a calculated field & calculated item
Create Pivot Chart
Automating Excel
Recording Macros
Working With FORMS CONTROL
Combo Box Command Button
List Box Spin Button
Scroll Bar Check Box
Option Button Group Box
Protection & Security
Protecting worksheet Protecting workbook


Introduction & Principles Goal Seek

MS Excel as Tool for Data Table
Financial Modeling

Transition from 2003 to 2007 Scenario Manager

Sub Totals PIVOT Table

Data Validation Conditional Formatting

Data Consolidation Data Filter

Formula Auditing MS Solver

Dynamic Charting Macros

I
n this workshop I don’t refer to excel worksheet functions as excel functions. They are called excel
formulas. This is because excel worksheet functions are used within a cell together with the basic
mathematical operations such as addition, subtraction, multiplication and division.

W
e refer Excel functions to another group of tools in Excel. This group of tools is very powerful
in managing data in the worksheet. Tools that fall into this category include pivot table,
scenario analysis, solver, subtotal, etc. This workshop covers standard financial models in
the areas of corporate finance, financial statement simulation, portfolio problems, options, portfolio
insurance, duration, and immunization. While Excel is often inappropriate for high-level, industrial-
strength calculations (portfolios are an example), it is an excellent tool for understanding the
computational intricacies involved in financial modeling. It is often the case that the fullest
understanding of the models comes by calculating them, and Excel is one of the most accessible and
powerful tools available for this purpose.

T
he topics in Excellence With Excel are designed to teach you everything you need to know about
Excel to work in investment banking or private equity. If you’re in a time crunch and needed
answers yesterday, you can skip to whatever you need help with – but if you want to go through
everything from top to bottom, you can do that too.

T he basic idea behind any financial model is to bring order and understanding to the numerous
variables and complex information that financial transactions present. Learning to build one from
a blank spreadsheet is often a daunting task to newcomers because of the sheer amount of
information and nearly infinite methods of manipulating data. This workshop seeks to bring a
systematic, well-explained method to constructing a particularly popular and adaptable type of model—
The Financial Model. Through the use of thorough explanation, graphical examples, and the
simultaneous application of learned methods featured in the Model Builder exercises, anyone with a
background in finance and basic spreadsheet understanding can develop and understand a fully
functioning Financial Model.

T he topics in Excellence With Excel are designed to teach you everything you need to know about
Excel to work in investment banking or private equity. If you’re in a time crunch and needed
answers yesterday, you can skip to whatever you need help with – but if you want to go through
everything from top to bottom, you can do that too.

In this workshop I don’t refer to excel worksheet functions as excel functions. They are called excel
formulas. This is because excel worksheet functions are used within a cell together with the basic
mathematical operations such as addition, subtraction, multiplication and division.

We refer Excel functions to another group of tools in Excel. This group of tools is very powerful in
managing data in the worksheet. Tools that fall into this category include pivot table, scenario analysis,
solver, subtotal, etc. This workshop covers standard financial models in the areas of corporate finance,
financial statement simulation, portfolio problems, options, portfolio insurance, duration, and
immunization. While Excel is often inappropriate for high-level, industrial-strength calculations
(portfolios are an example), it is an excellent tool for understanding the computational intricacies
involved in financial modeling. It is often the case that the fullest understanding of the models comes by
calculating them, and Excel is one of the most accessible and powerful tools available for this purpose.

The basic idea behind any financial model is to bring order and understanding to the numerous variables
and complex information that financial transactions present. Learning to build one from a blank
spreadsheet is often a daunting task to newcomers because of the sheer amount of information and
nearly infinite methods of manipulating data. This workshop seeks to bring a systematic, well-explained
method to constructing a particularly popular and adaptable type of model—The Financial Model.
Through the use of thorough explanation, graphical examples, and the simultaneous application of
learned methods featured in the Model Builder exercises, anyone with a background in finance and
basic spreadsheet understanding can develop and understand a fully functioning Financial Model.


T he first part of the course is based on a fixed curriculum and its purpose is to equip you with
foundational skills and competence to explore Excel on your own. The second part of the course
is customised to your needs by working through your real, existing problems encountered in your
work, and providing solutions to you. The level of customization is dependent on the needs, skill level,
expectation and requests of the class.

Knowing what the formulas and functions in Excel can do is not enough to maximize the use of Excel.
The above tests shows that the importance of applying these formulas in your work. In this workshop
we will learn how to apply those seemingly useless formulas and functions to your excel projects and
unleash the potential of Excel.

It will help managers and executives overcome practical problems in Data Analysis with Excel.

Financial Modeling is a part of corporate modeling.

• Computer based models carry out the calculations necessary to produce financial models based on
given sets of assumptions and predictions.

• Learning objective of this workshop is to develop financial models and usage of tools and features
available in Microsoft Excel that supports flexile modeling.

• Financial Model is primarily a tool for quantitative analysis.

• Models can be manipulated and analyzed more easily than the real system and hence permit the
analyst, in effect, to carry on various experimentation.


T hese training not only shows you how Excel formulas and Excel functions work, it also shows you
how they should be applied in real business situations. If you wish to fully maximize the use of
these microsoft excel tutorials, you must first have a good basic understanding of Excel. These
microsoft excel tutorials are meant to help you manage large spreadsheets containing hundreds and
even thousands of rows of data records. You will not only become more competent in navigating
through the Excel worksheets but also how to format these spreadsheets quickly and accurately. At the
end of these mini microsoft excel tutorials, you will become more confident in managing large and
complicated worksheets.

T he workshop is based on real business scenarios I have encountered over the years and the
solutions were found through various means. I am confident that your work on Excel woud has
been easier for you and would have saved you hours and hours if you have been using the
methods applied in this workshop. Through these training, you will be able to make Microsoft® Excel
work harder for you without using macro programming / VBA.

E
xcel training tailored for managers and executives who are seeking practical solutions to their
Excel problems in raw data management, business analysis and reporting. It is conducted based
on business case studies with the aim of maximizing your benefits (e.g. productivity, report
accuracy) in using Excel.


• One can systematically vary some properties of the system, holding others constant,
and in this way determine how the system as a whole would be affected if the
changes actually did occur.
• The models accomplish the reduction of uncertainty about the future of the
business by introducing statistical data about relationships and trends.
• A new users understand how the standard analysis should be conducted.
• Model becomes common yardstick of analysis.
• A projection model is best because it allows to change the inputs quickly for a
series of sensitivity tests.


Financial Modeling – Purpose
• Credit Analysis: Focus on Cash Flows and Ratios
• Equity Investment: Projections of Equity Returns
• Project Financing: Evaluate the consequences of alternative decisions.
• Leverage Buyout: Focus on both Equity and Debt Changes
• Assess the impact of quantifiable outside forces.
• Provide a flexible structure for modification.
• Provide the ability to measure performance.
• Forecast expectations.
• Provide a vehicle for improved communication among managers.


Financial Modeling – Principles
• KISS—Keep it simple, stupid
• Have a clear idea of model: Needs to do
• Be clear about what the users want and expect
• Maintain a logical arrangement of the parts
• Make all calculations in the model visible
• Be consistent in everything you do
• Use one input for one data point
• Think modular: controlled and modules of formulas that perform discrete operations
• Make full use of Excel’s power
• Provide ways to prevent or back out of errors
• Save in-progress versions under different names
• and save them often
• Test, test, and test

Financial Modeling and MS Excel
A spreadsheet is considered the most widely applicable tool for developing a financial model
because of its ability to:
• Control the format and content of inputs and outputs
• Quickly recalculate the entire model when data or formulas are added or modified.
• Rapidly provide comparative output for alternative assumptions.
• Interact with users as they become more familiar with data.
• Promote a better understanding of cause-and effect relationships. Excel has a whole repertory of
over 250 functions (preformatted formulas) that make it a hugely powerful calculator. These
functions are divided into the following types:
• Financial • Date and time
• Statistical • Lookup & reference
• Database • Text
• Logical • Information


MS Excel as Tool for Financial Model
• Basics of MS Excel • Customizing Excel (Toolbars)
• Functions & Formulas (Nested Formulas) • Conditional Formatting
• Data Validations • Goal Seek
• Data Table • Scenario Manager
• PIVOT Table • Chart and Graphs
• Solver • Macros
• Model Security • Title Bar
• Menu Bar • Tool Bar
• Reference Area • Formula Bar
• Column Header & Row Header • Status Bar
• Workspace Area: 256 col (A – IV) & 16384 row


Basics of MS Excel


• F1 Help • F2 Edit the active cell
• F3 Paste a name into a formula • F4 Repeat the last keyboard action
• F5 Go to • F6 Move to the next pane
• F7 Check spelling • F8 Anchors the start of a range
• F9 Calculate all sheets in all open workbooks • F10 Activate the menu bar (Like Alt)
• F11 Create a chart • F12 Save As command

F KEYS Combination
• F2+F4: Cycle through absolute references, insert the $ symbol manually by typing it into the
appropriate places in the cell address.
• F2+F5 Trace back to formula sources, helpful to tracing back to source when editing a long
formula
• F2+F9 Recalculate portions of formulas by highlighting portion of formula and pressing F9.


You can rearrange and modify toolbar buttons, menus, and menu commands by using the mouse
or you can use the Rearrange Commands dialog box which is accessible using a keyboard
menu. These tasks are identified as (keyboard accessible).
On the Tools menu, click Customize, and then click the Toolbars tab.
Click New.
In the Toolbar name box, type the name you want, and then click OK.
Click the Commands tab.
Do one of the following: Add a button to the toolbar
– Click a category in the Categories box.
– Drag the command you want from the Commands box to the displayed toolbar.


Returns a value either from a one-row or one-column range or from an The LOOKUP
function has two syntax forms: vector and array. The vector form of LOOKUP looks in
a one-row or one-column range (known as a vector) for a value and returns a value
from the same position in a second one-row or one-column range. The array form of
LOOKUP looks in the first row or column of an array for the specified value and
returns a value from the same position in the last row or column of the array.
Lookup value
is a value that LOOKUP searches for in the first vector. Lookup value can be a number, text,
a logical value, or a name or reference that refers to a value.
Lookup vector
is a range that contains only one row or one column. The values in lookup vector can be
text, numbers, or logical values.


Searches for a value in the leftmost column of a table, and then returns a value in the same row
from a column you specify in the table.

The V in VLOOKUP stands for "Vertical.“

If range lookup is TRUE, the values in the first column of table array must be placed in ascending
order: ..., -2, -1, 0, 1, 2, ..., A-Z, FALSE, TRUE; otherwise VLOOKUP may not give the correct value. If
range lookup is FALSE, table array does not need to be sorted.

You can put the values in ascending order by choosing the Sort command from the Data menu
and selecting Ascending (explained separately).

The values in the first column of table array can be text, numbers, or logical values.

Uppercase and lowercase text are equivalent.


Searches for a value in the top row of a table of values, and then returns a
value in the same column from a row you specify in the table or array. Use
HLOOKUP when your comparison values are located in a row across the top of
a table of data, and you want to look down a specified number of rows.
The H in HLOOKUP stands for "Horizontal.“
Rest is same as V Lookup


Charting specifications
Data points (data points: Individual values that are plotted in a chart. Related data points make up
a data series. Data points are represented by bars, columns, lines, slices, dots, and other shapes.
These shapes are called data markers.) in a data series for 2-D charts32,000

Data points in a data series for 3-D charts4,000

Data points for all data series in one chart256,000

Line styles8

Line weights4

Area patterns (screen display)18


Before creating a chart, the data to be charted must be
available on the spreadsheet
1. Place the chart data onto the spreadsheet as shown 2. Although not required, it is
below. The first column of the range always contains recommended that the user highlight the
the independent (X-axis) values and all subsequent desired data range prior to creating the
columns to the right contain the dependent (Y-axis) chart. Make sure to highlight the column
values. In this case, there is only 1 dependent variable labels as part of the selection.
(distance) which is located in column C.


To create a chart, use the Insert command on the main menu:

4. Left-click to select main
category for charts
(Standard Types Displayed)
3. Left-click mouse on Insert
and then left-click on Chart…


6. Click Next to continue or Back
5. Left-click on XY (Scatter) and then to return to previous step.
select the chart sub-type as shown.

Left-click to select
desired chart type
and sub-type

5a. Left-click
to preview the
chart.


7. Click on Titles. Then insert chart title,
x-axis and y-axis titles

Note: Selecting the “As
new sheet” option will
create a full-sized chart on
a newly-created chart tab.

8. Select the “As
object in” radio
button and then
click Finish.


9. Basic charting process is now complete.


Continuation
from slide
Creating Add data values
Charts (4) and/or data labels
to the plotted data
points.

Add & remove X- Set location of the
axis and Y-axis chart legend
gridlines


All parts of the chart can be formatted. To do this,
double-click on the desired part of the chart and
then use the menus. EXPERIMENT!


D
ata Validation is a function provided by Excel to limit users from entering value other than
those pre-defined by you. For business users, it is commonly used to create a dropdown list so
that users can select the items from the list instead of typing the value or text in. It is also a
great way to maintain consistency in your data. Ready to create your dropdown list?

You can make your data entries more foolproof by limiting the types of data that can be entered.
• Data Validation pop-up boxes alert to wrong type of data being input.
• Data Validation Input Message Show message when cell is selected.
• Select Data and Go to Data > Validation for limitations, Alerts and Input Messages.
Select the cell to validate.
On the Data menu, click Validation, and then click the Settings tab.
Specify the type of validation you want
Values From a List
In the Allow box, click List.
Click the Source box and then do one of the following:
To define the list locally, type the list values separated by commas.
To use a range of cells with a defined name, type the equal sign (=) followed by the name of the range. To
use cell references, select the cells on the worksheet and then press ENTER. Note Cell references have to
be to cells on the same worksheet. If you have to refer to a different worksheet or a different workbook,
use a defined name and make sure the workbook is already open.
Make sure the In-cell dropdown check box is selected.
Allow numbers within limits
In the Allow box, click Whole Number or Decimal.
In the Data box, click the type of restriction you want. For example, to set upper and lower limits,
click between.
Enter the minimum, maximum, or specific value to allow.


Specify the type of validation you want
› Use a formula to calculate what's allowed
In the Allow box, click Custom.
In the Formula box, enter a formula that calculates a logical value (TRUE
for valid entries or FALSE for invalid). For example, to allow the value
greater than the minimum limit u can use If condition with True and False,
you could enter =IF( cell value>20000,TRUE,FALSE) for the custom
formula.


S
ubtotal is a formula as well as function in excel. As a function, it is able to insert subtotal into
different groups of data. For example, subtotal function can calculate the total sales turnover for
each industry group.

This summary function also Consolidates data but its result is strange to work. The data must be sorted
first. This feature is Great for printing reports. You can use this feature available by clicking Data >
Subtotals.

Microsoft Excel can automatically calculate subtotal and grand total values in a list

(list: A series of rows that contains related data or a series of rows that you designate to function as a
datasheet by using the Create List command.)

When you insert automatic subtotals, Excel outlines the list so that you can display and hide the detail
rows for each subtotal.

To insert subtotals, you first sort your list so that the rows you want to subtotal are grouped together.
You can then calculate subtotals for any column that contains numbers.


This summary function Consolidates data on one sheet from multiple worksheets
with 3-D references or formulas or by position or category. You can use this feature
available by clicking Data > Consolidate.
To consolidate data, you combine the values from several ranges of data. For
example, if you have a worksheet of expense figures for each of your regional offices,
you might use a consolidation to roll these figures into a corporate expense
worksheet.
Excel provides several ways to consolidate data. The most flexible method is to create
formulas that refer to cells in each range of data that you're combining. Formulas
that refer to cells on multiple worksheets are called 3-D formulas.


Using 3-D formulas
When you use 3-D references (3-D reference: A reference to a range that spans two or more
worksheets in a workbook.) in formulas, there are no restrictions on the layout of the separate
ranges of data. You can change the consolidation any way you need to. The consolidation updates
automatically when the data in the source ranges changes.
Use formulas to combine data In the following example, the formula in cell A2 adds three
numbers that are located in different positions on three different worksheets.
Add data to a consolidation with 3-D references When all of your source worksheets
have the same layout, you can use a range of sheet names in 3-D formulas. To add another
worksheet to the consolidation, just move the sheet into the range your formula refers to.


Display the relationships between formulas and cells
You can display both precedent cells (precedents: Cells that are referred to by a formula in another cell.
For example, if cell D10 contains the formula =B5, cell B5 is a precedent to cell D10.) and dependent cells
of formulas (formula: A sequence of values, cell references, names, functions, or operators in a cell that
together produce a new value. A formula always begins with an equal sign (=).).
On the Tools menu, click Options, and then click the View tab.
Check that Show all or Show placeholders is selected under Objects.
On the Tools menu, point to Formula Auditing, and then click Show Formula Auditing Toolbar.
Do one of the following. Trace cells that provide data to a formula (precedents)
Select the cell that contains the formula for which you want to find precedent cells.
To display a tracer arrow (tracer arrows: Arrows that show the relationship between the active cell and its
related cells. Tracer arrows are blue when pointing from a cell that provides data to another cell, and red
if a cell contains an error value, such as #DIV/0!.) to each cell that directly provides data to the active
cell, click Trace Precedents on the Formula Auditing toolbar (toolbar: A bar with buttons and options that
you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click
the Toolbars tab.).
To identify the next level of cells that provide data to the active cell, click Trace Precedents again.
To remove tracer arrows one level at a time, starting with the precedent cell farthest away from the active
cell, click Remove Precedent Arrows . To remove another level of tracer arrows, click the button again.
Trace formulas that reference a particular cell (dependents)
› Select the cell for which you want to identify the dependent cells.
› To display a tracer arrow (tracer arrows: Arrows that show the relationship between the active cell
and its related cells. Tracer arrows are blue when pointing from a cell that provides data to another
cell.) to each cell that is dependent on the active cell, click Trace Dependents on the Formula
Auditing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To
display a toolbar, click Excellence in Excel by KBC, ICMAP – Zahid MAHMOOD menu, and then click the Toolbars tab).47
Workshop on
Customize on the Tools

Trace formulas that reference a particular cell (dependents)
› To identify the next level of cells that depend on the active cell, click Trace Dependents again.
› To remove tracer arrows one level at a time, starting with the dependent cell farthest away from the
active cell, click Remove Dependent Arrows . To remove another level of tracer arrows, click the
button again.
To remove all tracer arrows (tracer arrows: Arrows that show the relationship between the active cell
and its related cells. Tracer arrows are blue when pointing from a cell that provides data to another cell)
on the worksheet, click Remove All Arrows on the Formula Auditing toolbar (toolbar: A bar with
buttons and options that you use to carry out commands. To display a toolbar, click Customize on the
Tools menu, and then click the Toolbars tab.).
Note If the selected cell is referenced by a cell on another worksheet or workbook, a black arrow points
from the selected cell to a worksheet icon. The other workbook must be open before Microsoft Excel
can trace these dependencies.
Tips
To see the color-coded precedents for the arguments (argument: The values that a function uses to
perform operations or calculations. The type of argument a function uses is specific to the function.
Common arguments that are used within functions include numbers, text, cell references, and names.) in
a formula, select a cell and press F2.
To select the cell at the other end of an arrow, double-click the arrow. If the cell is in another worksheet or
workbook, double-click the black arrow and then double-click the reference you want in the Go to list.
To see all the relationships on a worksheet, in an empty cell type = (equal sign), and then click the
Select All button. Select the cell, and press Trace Precedents twice.

Evaluate a nested formula one step at a time
You can see the different parts of a nested formula evaluated in the order the formula is
calculated. For example, you can see this in the following formula where the function
AVERAGE(F2:F5) is shown as its value, 80.
=IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) as
=IF(80 > 50,SUM(G2:G5),0)
Select the cell you want to evaluate. Only one cell can be evaluated at a time.
On the Tools menu, point to Formula Auditing, and then click Evaluate Formula.
Click Evaluate to examine the value of the underlined reference. The result of the
evaluation is shown in italics. If the underlined part of the formula is a reference to another
formula, click Step In to display the other formula in the Evaluation box. Click Step Out to
go back to the previous cell and formula.
Continue until each part of the formula has been evaluated.
To see the evaluation again, click Restart. To end the evaluation, click Close.
Note The Step In button is not available for a reference the second time the reference
appears in the formula, or if the formula refers to a cell in a separate workbook.


Goal Seek is an Excel function used to derive the input / variable that will help
you to achieve the goal you have set. One of the common applications of goal
seek is to find the breakeven point for a project or business such that it makes
no profit or loss. See how easy it is to find the breakeven of a project using the
goal seek function. This is what-if analysis tool, When you know the desired
result of a single formula but not the input value the formula needs to
determine the result, you can use the Goal Seek feature available by clicking
Tools > Goal Seek


This is also what-if analysis tool, A data table is a range of cells that shows how
changing certain values in your formulas affects the results of the formulas. It
can be One-variable multiple outputs data tables or Two-variable single output
data tables


Projecting future values can be an important part of the financial
decision-making process.
How a set of values affect the results?
Tools menu > Scenarios - Add, type Scenario name, enter references in
Changing cells, Add to create more scenarios


The PivotTable is an extremely powerful tool of Excel. It is a powerful data-analysis
tools in Excel. It provides a way to easily summarize, analyze, consolidate, filter,
prepare data for charting, and to report on large quantities of raw data in a fast, flexible,
ad hoc manner. They are called PivotTables because you can change their layout by
rearranging, or pivoting, the row and column headings quickly and easily.
PivotTables are interactive tables that make it possible to summarize, analyze, & manipulate
data within any workbook. Many times an Excel worksheet contains so much data that it
becomes difficult to interpret the data & make any useful meaning out of it.


Those who use PivotTables extensively know that, on demand, PivotTables will
automatically group data together by a number of time and date options, including
days, months, quarters, and years. Notably absent from the automatic grouping options
is weeks. However, by understanding how to apply the grouping options that are
available, we can cause PivotTables to group based on weeks, with our choice of the
starting date.
Begin by creating a basic PivotTable similar to the one shown in Figure 1 based on the
daily data.

Figure 1 - Basic PivotTable
Based on Daily Data

Next, right click on any of the dates and choose Group from the resulting pop-up
menu to open the Grouping dialog box. Select the Days option and set the Number of
days option to “7” as shown in Figure 2.

Figure 2 - Grouping Date Data by Weeks in a PivotTable


Figure 3 - PivotTable Grouped by Weeks

Upon clicking OK, the PivotTable data groups based on seven-day periods, as shown
in Figure 3.


Conditional formating as the name implies formats a cell when the condition(s) provided is(are)
satisfied. Excel conditional formatting is a hidden and powerful gem that when used well, can
change the outlook of your project report/ sales budget/ project plan or analytical outputs from
bunch of raw data in default fonts to something truly professional and good looking.
Analyzing large amounts of data to find trends and variances is a time-consuming process.
Conditional Formatting allows to apply a defined format to cells that meet specific criteria and user
can quickly draw attention to variances.
Select the cells for which you want to add, change, or remove conditional formatting (conditional
format: A format, such as cell shading or font color, that Excel automatically applies to cells if a
specified condition is true.).
On the Format menu, click Conditional Formatting.


Add a Conditional Format
Do one of the following:
To use values in the selected cells as the formatting criteria, click Cell Value Is, select the comparison
phrase, and then type a constant (constant: A value that is not calculated and, therefore, does not change.
For example, the number 210, and the text "Quarterly Earnings" are constants. An expression, or a value
resulting from an expression, is not a constant.) value or a formula. If you enter a formula, start it with an
equal sign (=).
To use a formula as the formatting criteria (to evaluate data or a condition other than the values in selected
cells), click Formula Is and then enter the formula that evaluates to a logical value of TRUE or FALSE.
Click Format.
Select the formatting you want to apply when the cell value meets the condition or the formula returns the
value TRUE.
To add another condition, click Add, and then repeat steps 1 through 3.
You can specify up to three conditions. If none of the specified conditions are true, the cells keep their
existing formats.


Copy formats to other cells
• Select the cells that have the conditional formats you want to copy.
• On the Formatting toolbar (toolbar: A bar with buttons and options that you use to
carry out commands. To display a toolbar, click Customize on the Tools menu, and
then click the Toolbars tab.), click Format Painter , and then select the cells you want
to format.
• Change or remove a conditional format
• Do one or more of the following:
• To change formats, click Format for the condition you want to change.
• To reselect formats on the current tab of the Format Cells dialog box, click Clear and
select new formats.
• To remove one or more conditions, click Delete, and then select the check box for the
conditions you want to delete.
Tip
• To remove all conditional formats as well as all other cell formats for selected cells,
point to Clear on the Edit menu, and then click Formats.
• Note Using multiple conditions If more than one specified condition is true,
Microsoft Excel applies only the formats of the first true condition, even if more than
one condition is true.


The autofilter function allows you to quickly filter a set of records in the excel worksheets based
on certain criteria. For example, you can select to see only the companies that belong to a
particular industry class by apply that particular industry class as the autofilter criteria.
• You can also create your own filters. Numbers within a range you specify? Numbers above or below a
certain amount? Filters for many different purposes.
• Best-selling products or the worst
• Employees with the most or least vacation time
• Students with the highest or lowest grades.


Returns one value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE.
Use IF to conduct conditional tests on values and formulas.
Syntax
IF (logical test, value if true, value if false)
Logical test is any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100,
the expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This
argument can use any comparison calculation operator. Already explained earlier


Define and solve a problem by using Solver
Solver works with a group of cells that are related, either directly or indirectly, to the formula in the target cell.
Solver adjusts the values in the changing cells you specify— called the adjustable cells— to produce the
result you specify from the target cell formula.
You can apply constraints to restrict the values Solver can use in the model, and the constraints can refer to
other cells that affect the target cell formula.
On the Tools menu, click Solver.
If the Solver command is not available on the Tools menu, you need to install the Solver add-in program.
In the Set Target Cell box, enter a cell reference or name for the target cell. The target cell must contain a
formula.

Do one of the following:
To have the value of the target cell be as large as possible say a profit calculation, click Max.
To have the value of the target cell be as small as possible say a cost analysis workings, click Min.
To have the target cell be a certain value, click Value of i.e. a specific value, and then type the value in the
box.


In the By Changing Cells box, enter a name or reference for each adjustable cell,
separating nonadjacent references with commas. The adjustable cells must be related
directly or indirectly to the target cell. You can specify up to 200 adjustable cells.
If you want to have Solver automatically propose the adjustable cells based on the
target cell, click Guess.
In the Subject to the Constraints box, enter any constraints you want to apply.
Click Solve and do one of the following:
To keep the solution values on the worksheet, click Keep Solver Solution in the
Solver Results dialog box.
To restore the original data, click Restore Original Values.


Purpose
Macro automates the task through series of commands and functions that are stored in a Microsoft
Visual Basic module and can be run whenever you need to perform the task.

If you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. A
macro is a series of commands and functions that are stored in a Microsoft Visual Basic module
and can be run whenever you need to perform the task.
For example, if you often enter long text strings in cells, you can create a macro to format those
cells so that the text wraps.
Recording macros When you record a macro, Excel stores information about each step you take
as you perform a series of commands. You then run the macro to repeat, or "play back," the
commands. If you make a mistake when you record the macro, corrections you make are also
recorded. Visual Basic stores each macro in a new module attached to a workbook.


Making a macro easy to run You can run a macro by choosing it from a list in
the Macro dialog box. To make a macro run whenever you click a particular button
or press a particular key combination, you can assign the macro to a toolbar button,
a keyboard shortcut, or a graphic object on a worksheet.

Managing your macros After you record a macro, you can view the macro code
with the Visual Basic Editor to correct errors or change what the macro does. For
example, if you wanted the text-wrapping macro to also make the text bold, you
could record another macro to make a cell bold and then copy the instructions from
that macro to the text-wrapping macro.


ORGANIZED BY : KARACHI BRANCH COUNCIL, ICMAP
Dated : December 18 & 19, 2010

GroupCFO && Company Secretary
Group CFO Company Secretary
Pak Shaheen Group of Companies
Pak Shaheen Group of Companies
Cell: +923008297285 & +923332187476
Cell: +923008297285by KBC, ICMAP+923332187476& – Zahid MAHMOOD
Workshop on Excellence in Excel 66
Email: cynosure_80@hotmail.com
soigne76@gmail.com

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