EXAM PREP COURSE

MO-201: EXCEL EXPERT

MASTER THE SKILLS YOU NEED TO PASS THE MO-201 EXAM
AND BECOME A CERTIFIED MICROSOFT EXCEL EXPERT

With Certified Excel Expert Enrique Ruiz

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 COURSE STRUCTURE

This is a project-based course, designed to help you build the skills

you need to pass Exam MO-201: Microsoft Excel Expert (2019/365)

Course resources include:

Downloadable PDF ebook to serve as a helpful reference when you’re

offline or on the go (or just need a refresher!)

Quizzes and Assignments to test and reinforce key concepts throughout the
course, with detailed step-by-step solutions

Interactive, hands-on demos to keep you engaged, with downloadable

project files that you can use to follow along from home

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 COURSE OUTLINE
Review the skills measured in the MO-201 Excel Expert Exam,
1 About the MO-201 Exam and get comfortable with the test structure and environment

Introduce the Airbnb course project, and walk through the

2 The Course Project data we’ll be analyzing throughout the course

Explore data using functions and data analysis tools,

3 Advanced Formulas & Macros troubleshoot formula errors, and record simple macros

Review custom formatting and data validation rules, fill

4 Managing & Formatting Data series options, and outline tools

Create and modify advanced charts and graphs, as well as

5 Advanced Charts & Tables PivotTables and PivotCharts

Prepare workbooks for editing, sharing and collaboration,

6 Workbook Options & Settings including formula calculation and language options

Simulate the real testing experience with custom exercises

7 Practice Test and a comprehensive walkthrough

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 SETTING EXPECTATIONS

This course is for users who already have a basic level of Excel proficiency
• We’ll cover the fundamentals as needed, but you should be able to perform basic tasks not
specifically covered in this exam
• If you don’t feel comfortable with basic tasks like creating workbooks or inserting simple formulas
(sum, average, etc.), you may want to consider taking the MO-200 Excel Associate Exam first

This exam covers Excel 2019/365 for Windows specifically

• If you don’t have Excel 2019 (or Microsoft 365) or if you are using a Mac, your version of Excel
may lack some of the features covered in this course
• While you may be able to follow along with many of the exercises in this course, keep in mind
that the exam interface may feel unfamiliar if you haven’t used Excel 2019 or Office 365

Our goal is to help you ace the MO-201 Excel Expert Exam
• This is not a deep dive into ALL of Excel’s capabilities, but an effective and comprehensive guide
to the specific topics covered in the exam

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ABOUT THE MO-201 EXAM
 EXAM STRUCTURE

The exam is presented using Compass, a web-based interface

MO-201 is a project-based exam (no multiple choice!), typically

containing ~6 projects and ~25 total tasks

You have 50 minutes to complete the exam, and can revisit project
tasks as many times as you’d like within the time limit

The exam is scored from 0 to 1000, and a grade of 700 is required to

become an official Microsoft Certified Expert

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 OBJECTIVE DOMAINS & SKILLS MEASURED

ADVANCED FORMULAS & MACROS MANAGING & FORMATTING DATA

❑ Perform Logical Operations in Formulas ❑ Fill Cells Based on Existing Data
❑ Use Advanced Date and Time Functions ❑ Format and Validate Data
❑ Create and Modify Simple Macros ❑ Apply Advanced Conditional Formatting and Filtering
❑ Look Up Data Using Functions
❑ Perform Data Analysis
❑ Troubleshoot Formulas

ADVANCED CHARTS & TABLES WORKBOOK OPTIONS & SETTINGS

❑ Create and Modify Advanced Charts ❑ Manage Workbooks
❑ Create and Modify PivotTables ❑ Prepare Workbooks for Collaboration
❑ Create and Modify PivotCharts ❑ Use and Configure Language Options

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EXAM INTERFACE

Project File
• This is the Excel interface where you perform the
project tasks listed in the exam panel below
• NOTE: You DO NOT need to open any files yourself,
they will open automatically within Compass

Exam Panel
• This is where you can view project tasks, check the
time remaining, and restart or submit projects

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 EXAM SUMMARY

The Exam Summary view appears once you’ve submitted all projects, and can be accessed using
the “Go to Summary” button in the exam panel
• You can revisit tasks and make changes until you finish the exam
• Once you’ve finished, you have the option to leave feedback about specific exam items you’ve marked

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 SCHEDULING THE EXAM

Microsoft Office Specialist (MOS) exams are conducted at Certiport Authorized Testing Centers
and typically cannot be taken remotely*
• To find your nearest test center, head to: www.certiport.com/locator
• The cost of the exam is based on the country in which the exam is proctored, but usually costs ~$100 USD

Select the Program, Version, and

Exam, and click “Search” to find
testing centers near your location

www.certiport.com/locator

*In special cases, Microsoft may offer remote testing arrangements

Latest updates available at: https://docs.microsoft.com/en-us/learn/certifications/posts/an-important-update-on-microsoft-training-and-certification *Copyright 2020, Excel Maven & Maven Analytics, LLC
HELPFUL RESOURCES

The Microsoft Certifications Website includes official exam details, a link to schedule,
pdf files summarizing the skills measured, and resources like Exam Policies and FAQs
https://docs.microsoft.com/en-us/learn/certifications/exams/mo-201

The Certiport MOS Exam Tutorial provides helpful information about the exam
environment, including the interface, tasks, and panel controls
https://certiport.pearsonvue.com/Educator-resources/Exam-details/Exam-tutorials/MOS-
2019/MOS_365and2019_Tutorial.pdf

GMETRIX is a Certiport-approved test simulator to help users prepare for the exam
https://www.gmetrix.com/

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COURSE PROJECT
 THE COURSE PROJECT

THE You’ve just moved to New York City and are considering purchasing a property to list for
SITUATION rental in the Airbnb* marketplace.

You have access to Airbnb listing data from New York, property details for your
THE potential purchase, and occupation rates for similar properties in the city.
BRIEF Your goal is to leverage your advanced Excel skills to analyze the Airbnb landscape,
explore the data at hand, and determine the potential return on your investment.

• Explore the data using advanced formulas and formatting

THE • Use analytics tools to forecast potential earnings
OBJECTIVES • Create charts and PivotTables to supplement your analysis
• Configure workbooks for collaboration with other users

*This data is adapted from Inside Airbnb, which is sourced from publicly available information from the Airbnb site and is used for informational purposes only . The data was adapted, and content was added, for the purpose of
this course. The example hosts and email addresses depicted herein are fictitious, and no association with any real person is intended or should be inferred.
*Copyright 2020, Excel Maven & Maven Analytics, LLC
THE AIRBNB DATASET

Worksheet Name Definition

A table containing Airbnb listing data including place name, host id,
Places
neighborhood id, room type, price, rating, etc.
A table with Airbnb host data including name, email, data joined, country,
Hosts
response time, response rate, etc.
Neighborhoods A table with the districts in New York and the neighborhoods in each
A template containing data for a property listing in NYC including purchase
Mortgage Calculator
price, tax rate, and other monthly expenses

A binary calendar of 2019 with 1 for days in which a fictional property was
2019 Occupation
booked on Airbnb and 0 for when it wasn’t

An amortization schedule using the information from the property on the

Amortization Schedule
Mortgage Calculator worksheet

Visualizations Annual profit and loss statement and Airbnb website conversion funnel data

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ADVANCED FORMULAS & MACROS
 ADVANCED FORMULAS & MACROS

ƒₓ In this section we’ll cover advanced formulas and data analysis tools, including logical,
date/time, financial and lookup functions, auditing tools, and basic macros

SKILLS WE’LL COVER: COMMON USE CASES:

• Creating dynamic dashboards using conditional
Reference Types Logical Operations stats functions
• Creating scheduling tools that update with
Date & Time Functions Basic Macros workbook changes
• Automating repetitive and time-consuming tasks
Lookup Functions Financial Functions
• Solving simple optimization problems
• Auditing or diagnosing complex formulas
Data Analysis Tools Formula Auditing

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 FIXED VS. RELATIVE REFERENCES

Reference Types
Fixed & relative references determine how row and column references change
when formulas are copied to new cells:
Logical Operations • Relative (A1): Both the column (A) and row (1) references can change
• Fixed ($A$1): Neither the column (A) nor the row (1) reference can change
Date & Time
• Mixed ($A1, A$1): Column or row references may change, depending which one is fixed
Functions

Basic Macros Relative Column, Relative Row Relative Column, Fixed Row Fixed Column, Relative Row Fixed Column, Fixed Row

Lookup Functions

Financial
Functions

Data Analysis
Tools
PRO TIP: Press F4 to cycle reference types
Formula Auditing

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 EXPLICIT VS. STRUCTURED REFERENCES

Reference Types
Explicit references are the traditional A1-style cell references Excel uses by default
Structured references are applied when you reference cells within Excel tables (vs.
Logical Operations ranges), and include entire table and column names rather than individual cells

Date & Time EXPLICIT REFERENCE:

Functions

CTRL T
Basic Macros

Lookup Functions

Table Name: DeptSales

Financial
Functions STRUCTURED REFERENCE:

Data Analysis
Tools

Formula Auditing

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 LOGICAL OPERATIONS

Reference Types Logical functions are Excel’s decision-making tools

• IF a logical expression is true THEN do this, OTHERWISE do that
Logical Operations
• A logical expression compares numbers, text strings, cells or functions using operators

Date & Time

Functions
Operator Name Example Result
Basic Macros = Equal to 10 = 7 FALSE
> Greater than 10 > 7 TRUE
Lookup Functions HEY THIS IS IMPORTANT!
< Less Than “e” < “r” TRUE
Excel interprets the logical
>= Greater than or equal to “e” >= “r” FALSE value of TRUE as 1, and the
Financial
logical value of FALSE as 0
Functions <= Less than or equal to 2012-05-19 <= 2008-05-21 FALSE

Data Analysis <> Not equal to 2012-05-19 <> 2008-05-21 TRUE

Tools

Formula Auditing

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 LOGICAL FUNCTIONS

Reference Types Performs a logical test and returns a value if TRUE, or

IF() another if FALSE =IF(Logical, TRUE, FALSE)

Logical Operations
Performs one or more logical tests and returns a value
IFS() corresponding to the first TRUE condition =IFS(Logical 1, TRUE 1, Logical 2, TRUE 2, …)
Date & Time
Functions

NOT() Changes FALSE to TRUE, or TRUE to FALSE =NOT(Logical)

Basic Macros

Performs one or more logical tests and returns a value

Lookup Functions AND() of TRUE if all arguments are true =AND(Logical 1, Logical 2, …)

Financial Performs one or more logical tests and returns a value

Functions OR() of TRUE if any argument is true =OR(Logical 1, Logical 2, …)

Data Analysis
Tools Evaluates an expression against a list of values and
SWITCH() returns the result for the first matching value =SWITCH(Expression, Value 1, Result 1, …)
Formula Auditing

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 CONDITIONAL FUNCTIONS

COUNTIF() Counts the cells that meet a given criteria =COUNTIF(Range, Criteria)
Reference Types
Counts the cells that meet a given set of
COUNTIFS() criteria =COUNTIFS(Range 1, Criteria 1, …)
Logical Operations

Date & Time SUMIF() Adds the cells specified by a given criteria =SUMIF(Range, Criteria, Sum Range)
Functions
Adds the cells specified by a given set of
SUMIFS() criteria =SUMIFS(Sum Range, Range 1, Criteria 1, …)
Basic Macros

Finds the average for the cells specified by a

Lookup Functions AVERAGEIF() given criteria =AVERAGEIF(Range, Criteria, Avg. Range)
Finds the average for the cells specified by a
Financial AVERAGEIFS() given set of criteria =AVERAGEIFS(Avg. Range, Range 1, Criteria 1, …)
Functions

Data Analysis Returns the maximum value among cells

Tools MAXIFS() specified by a given set of criteria
=MAXIFS(Max Range, Range 1, Criteria 1, …)

Returns the minimum value among cells

Formula Auditing MINIFS() specified by a given set of criteria =MINIFS(Min Range, Range 1, Criteria 1, …)

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 THE IF FUNCTION

Reference Types IF() Checks whether a condition is met, and returns one value if TRUE, and another value if FALSE

Logical Operations
=IF(logical_test, [value_if_true], [value_if_false])

Date & Time

Functions
A logical test that can Value returned if Value returned if
return TRUE or FALSE logical test is TRUE logical test is FALSE
Basic Macros
Examples:
• A1=“Pizza”
Lookup Functions
• B2>10

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 NESTED IF FUNCTIONS

Reference Types
Nested IF functions allow you to include multiple logical tests within a single formula

Logical Operations

Date & Time

Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools PRO TIP: When writing nested functions, copy/paste repetitive pieces and tweak individual
elements to save time (rather than starting from scratch)
Formula Auditing

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 THE IFS FUNCTION

Reference Types IFS() Checks whether one or more conditions are met, and returns the value for the first TRUE condition

Logical Operations
=IFS(logical_test1, value_if_true1, [logical_test2], [value_if_true2], …)

Date & Time

Functions
A logical test that can Value returned if Optional logical tests
return TRUE or FALSE logical test is TRUE
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 NOT & “<>” OPERATORS

Reference Types NOT() Returns the opposite result of a logical expression; Changes FALSE to TRUE, or TRUE to FALSE

Logical Operations
=NOT(logical)
You can use either the NOT function or a “<>” operator:
Date & Time
Functions
A logical test that can
return TRUE or FALSE
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 THE AND OPERATOR

Reference Types AND() Performs one or more logical tests and returns a value of TRUE if all arguments are true

Logical Operations
=AND(logical1, [logical2], …)
Date & Time
Functions
A logical test that can Additional logical tests
return TRUE or FALSE
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 THE OR OPERATOR

Reference Types OR() Performs one or more logical tests and returns a value of TRUE if any argument is true

Logical Operations
=OR(logical1, [logical2], …)
Date & Time
Functions
A logical test that can Additional logical tests
return TRUE or FALSE
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 THE SWITCH FUNCTION

Reference Types SWITCH() Evaluates an expression against a list of values and returns the result for the first matching value

Logical Operations
=SWITCH(expression, value1, result1, [default_or_value2, result2], …)

Date & Time

Functions
An expression to A value compared with Result to return Result to return if no value matches,
be evaluated the expression result if value matches or additional value/result pairs
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing PRO TIP: Use SWITCH instead of IFS when your comparisons only require exact matches

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 COUNTIF / SUMIF / AVERAGEIF

Reference Types COUNTIF() SUMIF() AVERAGEIF() Calculates a count, sum or average based on specific criteria

Logical Operations
=COUNTIF(range, criteria)
Date & Time =SUMIF(range, criteria, [sum_range])
Functions
=AVERAGEIF(range, criteria, [average_range])
Basic Macros

What cells What condition What values do

Lookup Functions need to match do they need to I want the sum
the criteria? meet? or average of?
Financial
Functions

Data Analysis PRO TIP: If you use < or >,

Tools =3 you need to add quotation
= $72 marks (i.e. “>100”)
Formula Auditing
= $24
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 COUNTIFS / SUMIFS / AVERAGEIFS

Reference Types COUNTIFS() SUMIFS() AVERAGEIFS() Calculates these operations based on multiple criteria

Logical Operations
=COUNTIFS(criteria_range1, criteria1, …)
Date & Time =SUMIFS(sum_range, criteria_range1, criteria1, …)
Functions
=AVERAGEIFS(average_range, criteria_range1, criteria1, …)
Basic Macros

What values do What cells What condition Additional pairs

Lookup Functions I want the sum need to match do they need to of criteria ranges
or average of? the criteria? meet? and criteria
Financial
Functions

Data Analysis
Tools =2
= $46
Formula Auditing
= $23
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 MAXIFS & MINIFS

Reference Types MAXIFS() MINIFS() Returns the maximum or minimum values based on multiple criteria

Logical Operations

=MAXIFS(max_range, criteria_range1, criteria1, …)

Date & Time
Functions =MINIFS(min_range, criteria_range1, criteria1, …)

Basic Macros
What values do What cells What condition Additional pairs
I want the max need to match do they need to of criteria ranges
Lookup Functions or min of? the criteria? meet? and criteria

Financial
Functions

Data Analysis
Tools = $27
= $19
Formula Auditing

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 EXCEL DATE VALUES

Reference Types Every date in Excel has an associated date value (cell format → General)
• Excel treats January 1, 1900 as the start of time and counts the days that have passed since then
Logical Operations
• Times are captured as decimal values (fractions of a 24-hour day), starting at midnight

Date & Time

Functions Date Date
This is what 1900-01-01 This is what 1
Basic Macros you see Excel sees
1900-01-11 11
2012-05-19 41048
Lookup Functions
2020-10-02 12:00:00 44106.5
2020-10-02 18:00:00 44106.75
Financial
Functions

Data Analysis
Tools HEY THIS IS IMPORTANT!
Different versions and functions within Excel interpret 2-digit years differently (i.e. 20 can be 1920 or
2020), so make sure to always enter 4-digit years in your dates
Formula Auditing

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 DATE FORMATTING

Reference Types Excel provides several date formatting options, including both standard and
completely customizable formats
Logical Operations
CTRL 1

Date & Time You can build your own custom formats using
Functions combinations of date/time codes. For example:
d = day without leading zero (1-31)
Basic Macros
dd = day with leading zero (01-31)
ddd = day of the week abbreviation (Sat)
Lookup Functions dddd = full day of the week (Saturday)
m = month without leading zero (1-15)
Financial
mm = month with leading zero (01-15)
Functions mmm = month abbreviation (Jan)
mmmm = full month (January)
Data Analysis yy = last 2 digits of year (15)
Tools yyyy = full year (2015)

(full list available at support.office.com)

Formula Auditing

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 DATE & TIME FUNCTIONS

Reference Types
DATE() Returns the date value for a specified date =DATE(Year, Month, Day)

Logical Operations
TIME() Returns the date value for a specified time =TIME(Hour, Minute, Second)
Date & Time
Functions

TODAY() Returns the date value for the current date =TODAY()
Basic Macros

Lookup Functions NOW() Returns the date value for the current date and time =NOW()

Financial Returns the date value of the date before or after a

Functions WORKDAY() specified number of workdays =WORKDAY(Start, Days, Holidays)

Data Analysis
Tools
NETWORKDAYS() Returns the number of workdays between two dates =NETWORKDAYS(Start, End, Holidays)
Formula Auditing

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 DATE & TIME FUNCTIONS

Reference Types
YEAR() Returns the year of a date (from 1900 to 9999) =YEAR(Date)

Logical Operations
MONTH() Returns the month of a date (from 1 to 12) =MONTH(Date)
Date & Time
Functions
DAY() Returns de day of a date (from 1 to 31) =DAY(Date)
Basic Macros

WEEKDAY() Returns the day of the week of a date (from 1 to 7) =WEEKDAY(Date, Type)
Lookup Functions

HOUR() Returns the hour of the time (from 0 to 23) =HOUR(Date)

Financial
Functions

Data Analysis MINUTE() Returns the minute of the time (from 0 to 59) =MINUTE(Date)
Tools

Formula Auditing
SECOND() Returns the second of the time (from 0 to 59) =SECOND(Date)

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 PRO TIP: CONVERTING TEXT TO DATES

Reference Types Excel automatically detects a wide range of date formats and converts them
accordingly; however, unusual or non-traditional formats may be treated as text
Logical Operations
• PRO TIP: Use text functions like LEFT/MID/RIGHT to extract date components from a string,
and the DATE function to convert the result into a proper date value
Date & Time
Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 TODAY & NOW

Reference Types TODAY() NOW() Returns the current date or current date and time

Logical Operations =TODAY() IMPORTANT NOTE: These are volatile functions, meaning they automatically
=NOW() recalculate with any workbook change
Date & Time
Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools
PRO TIP: Use the CTRL-; shortcut to return the current date as a hard-coded value, or CTRL-
Formula Auditing SHIFT-; to return the current time

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 SERIALIZATION FUNCTIONS

Reference Types YEAR() MONTH() DAY() Returns the year, month or day from a specified date

Logical Operations HOUR() MINUTE() SECOND() Returns the hour, minute or second from a specified time

Date & Time

Functions =YEAR(serial_number)
=MONTH(serial_number)
Basic Macros
=DAY(serial_number)
=HOUR(serial_number) = 2020
Lookup Functions
=MINUTE(serial_number) = 10
Financial =SECOND(serial_number)
Functions
=5
= 11
Data Analysis A cell containing a date or time
Tools
= 17
Formula Auditing = 10

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 THE WEEKDAY FUNCTION

Reference Types WEEKDAY() Returns a number identifying the day of the week for a specified date

Logical Operations
=WEEKDAY(serial_number, [return_type])

Date & Time

Functions
A cell containing A whole number that determines which value corresponds to each weekday
a date or time
Examples:
Basic Macros
• 1 (default) = Sunday (1) to Saturday (7)
• 2 = Monday (1) to Sunday (7)
• 3 = Monday (0) to Sunday (6)
Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 WORKDAY & NETWORKDAYS

Reference Types WORKDAY() Returns the date value of the date before or after a specified number of workdays

Logical Operations NETWORKDAYS() Returns the number of workdays between two specified dates

Date & Time

Functions =WORKDAY(start_date, days, [holidays])

Basic Macros
A cell containing the Number of non-weekend Reference to a list
start date or time and non-holiday days before of holiday dates
Lookup Functions
or after the start date

Financial =NETWORKDAYS(start_date, end_date, [holidays])

Functions

Data Analysis
Tools A cell containing the A cell containing the Reference to a list
start date or time end date or time of holiday dates

Formula Auditing

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 INTRO TO MACROS

A macro is a recorded action or set of actions that can be reproduced with the click
Reference Types
of a button to save time and automate manual tasks

Logical Operations
STEP 1 STEP 2 STEP 3 STEP 4
Click “Record Macro” to Assign the macro a name, Perform the actions, then click Use a shortcut or run it from
Date & Time create a new macro shortcut and description “Stop Recording” the Macros dialog box
Functions

Basic Macros

Lookup Functions

(Excel writes the VBA code in the

Financial background while you perform
Functions the steps)

Data Analysis
Tools
HEY THIS IS IMPORTANT!
Formula Auditing Once a macro is run it cannot be undone, so plan ahead and keep actions simple and straightforward

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 THE DEVELOPER TAB

Reference Types Macro options are found in the Developer tab, which is hidden by default and can
be displayed by clicking on File > Options > Customize Ribbon
Logical Operations

1 5
Date & Time
Functions

Basic Macros

3
Lookup Functions

Financial
Functions 4

Data Analysis
Tools
2
Formula Auditing

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 MODIFYING & DELETING MACROS

Reference Types
Macros can be modified or deleted from the Macros dialog box (Developer > Macros)

Logical Operations

DELETE:
Date & Time
Functions

Basic Macros

MODIFY:
Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 PRO TIP: ADDING FORM CONTROLS

Reference Types
Form Controls enable user interaction via workbook objects (buttons, lists, scroll bars,
etc.), and are commonly used for building dynamic reports or dashboards
Logical Operations
(Developer Tab) These settings allow a user to
CTRL 1
select any year from 2011 to
Date & Time 2015, which dynamically
Functions updates the chart below

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 INTRO TO LOOKUP FUNCTIONS

Reference Types Most lookup functions work by finding a lookup value in another table or range,
and returning a corresponding value from another column
Logical Operations

FINDING A PRODUCT
Date & Time Product
DESCRIPTION:
Functions Table PURPLE PEN

Basic Macros Return the description

in the formula cell
Find the product description
Lookup Functions
Enter or scan associated with the ID
the Product ID
Financial Look for ID in the product
Functions Lookup Value table or database Description
(Product ID) Column
Data Analysis
Tools

Formula Auditing

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 LOOKUP FUNCTIONS

Reference Types Looks for a value in the leftmost column of a table

VLOOKUP() and returns a value in the same row from a =VLOOKUP(Value, Table, Column, Type)
column you specify
Logical Operations

Looks for a value in the top row of a table and

Date & Time
Functions HLOOKUP() returns a value in the same column from a row =HLOOKUP(Value, Table, Row, Type)
you specify

Basic Macros
Returns the value of a cell at the intersection of a
INDEX() particular row and column in a range or ranges =INDEX(Table, Row, Column)
Lookup Functions

Financial
Returns the relative position of a specified value
Functions MATCH() within a one-dimensional array
=MATCH(Value, Row/Column, Type)
Data Analysis
Tools

Formula Auditing

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 THE VLOOKUP FUNCTION

Looks for a value in the leftmost column of a table and returns a value in the same row from a
Reference Types VLOOKUP() column you specify

Logical Operations
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Date & Time

Functions
What value are Which table Which column Are you trying to match
you looking for? contains it? has the related an exact lookup value (0),
Basic Macros data you want? or something similar (1)?

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 THE HLOOKUP FUNCTION

Looks for a value in the top row of a table and returns a value in the same column from a row you
Reference Types HLOOKUP() specify

Logical Operations
=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

Date & Time

Functions
What value are Which table Which row has Are you trying to match
you looking for? contains it? the related data an exact lookup value (0),
Basic Macros you want? or something similar (1)?

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 KEY RULES FOR VLOOKUP & HLOOKUP

There are two key rules that govern VLOOKUP and HLOOKUP formulas:
Reference Types

The lookup value must be in the first If duplicate lookup values exist in the table
Logical Operations 1 column or row of the lookup table 2 array, Excel will stop at the first instance

Date & Time

Functions

Basic Macros
=VLOOKUP(B2,D1:E6,2,0) =VLOOKUP(B2,D1:E9,2,0)

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 THE INDEX FUNCTION

Reference Types INDEX() Returns the value of a cell at the intersection of a particular row and column in a range or ranges

Logical Operations
=INDEX(reference, row_num, [col_num] , [area_num])

Date & Time

Functions
What cell range How many rows How many columns If you entered more
contains the down is the over is the value than one range, which
Basic Macros value(s) you need value you want? you want? one do you want to use?

Lookup Functions

Financial
= $12.99
Functions

Data Analysis
Tools

Formula Auditing

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 THE INDEX FUNCTION

Reference Types INDEX() Returns the value of a cell at the intersection of a particular row and column in a range or ranges

Logical Operations
=INDEX(reference, row_num, [col_num] , [area_num])

Date & Time

Functions
What cell range How many rows How many columns If you entered more
contains the down is the over is the value than one range, which
Basic Macros value(s) you need value you want? you want? one do you want to use?

Lookup Functions

Financial
= $10.99
Functions

Data Analysis
Tools HEY THIS IS IMPORTANT!
When using more than one reference, make
sure to wrap them in parenthesis
Formula Auditing

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 THE MATCH FUNCTION

Reference Types MATCH() Returns the relative position of a specified value within a one-dimensional array

Logical Operations
=MATCH(lookup_value, lookup_array, [match_type])

Date & Time

Functions
Which value are In which row Are you looking for the exact
you trying to find or column are value or something similar?
Basic Macros the position of? you looking?
• 0 = Finds exact lookup value
• 1 (default) = Finds largest value <= lookup value
Lookup Functions • -1 = Finds smallest value >= lookup value

Financial =4
Functions

Data Analysis
Tools =3

Formula Auditing

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 INDEX & MATCH

Reference Types INDEX and MATCH are commonly used together to act as a versatile lookup
function that can find values in any row or column in an array
Logical Operations
3 1 2
Date & Time
Functions

Basic Macros
EVALUATE FORMULA:

1 =MATCH(“Pepperoni”,A9:A12,0) = 2
Lookup Functions
2 =MATCH(“Large”,B8:D8,0)) = 3
Financial 3 =INDEX(B9:D12,2,3) = $14.99
Functions

Data Analysis
Tools
PRO TIP: Excel’s XLOOKUP function can operate like INDEX & MATCH, and introduces
several powerful new options (wildcard match, search from bottom, value if not found, etc.)
Formula Auditing

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 APPROXIMATE MATCH LOOKUPS

Reference Types An approximate match returns the highest value less than or equal to the lookup
value if an exact match is not found
Logical Operations

Date & Time

Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools HEY THIS IS IMPORTANT!
For an approximate match to work, the lookup column needs to be sorted in ascending order
Formula Auditing

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 THE NPER FUNCTION

Reference Types NPER() Returns the number of periods for a loan based on constant payments and a constant interest rate

Logical Operations =NPER(rate, pmt, pv, [fv] , [type])

Date & Time

Functions The interest The constant The present The future value End-of-period payments (0, default)
rate for the payment per period value, or loan (default is 0) or beginning-of-period (1)?
period (negative number) principal
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools HEY THIS IS IMPORTANT!
The time unit for the interest rate and the period must be the
Formula Auditing same (i.e. monthly payments require a monthly interest rate)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 THE PMT FUNCTION

Reference Types PMT() Calculates the periodic payment for a loan based on a fixed period and a constant interest rate

Logical Operations =PMT(rate, nper, pv, [fv] , [type])

Date & Time

Functions The interest rate The number The present value, The future value End-of-period payments (0, default)
for the period of periods or loan principal (default is 0) or beginning-of-period (1)?
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 SCENARIO MANAGER

Reference Types The Scenario Manager allows you to save and access specific combinations of cell
values (Data > What-If Analysis > Scenario Manager)
Logical Operations • The Scenario Manager is commonly used for modelling exercises where you fix combinations of
inputs in order to evaluate a calculated output
Date & Time
Functions Scenario #1 Scenario #2
(Data Tab)

Basic Macros

Lookup Functions Scenario #3 Scenario #4

Financial
Functions

Data Analysis
Tools
PRO TIP: Give your input cells meaningful names to create scenarios which are easy to
Formula Auditing interpret and manage (i.e. “Interest_Rate” vs. $A$1)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CONSOLIDATE

Reference Types The Consolidate tool summarizes data from separate ranges into a single output
range (Data > Consolidate)
Logical Operations
There are two ways to consolidate data:
Date & Time
Functions 1. Consolidate by position
• Used when the data in the source ranges contains the HEY THIS IS IMPORTANT!
Basic Macros same labels in the same order When consolidating by
category, Excel automatically
enters labels in the output
Lookup Functions 2. Consolidate by category range; however, you can enter
• Used when the data in the source ranges contains the them yourself if you want
Financial same labels but in a different order them in a particular order
Functions

Data Analysis
Tools PRO TIP: Select the “Create links to source data” option to have the summary range
automatically update when changes are made to the source ranges
Formula Auditing

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 CONSOLIDATE

Reference Types BY POSITION BY CATEGORY

Logical Operations (Data Tab) (Data Tab)

Date & Time

Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 GOAL SEEK

Reference Types
Goal Seek allows you to find a result you want in a formula by changing the value of
a given input cell (Data > What-If Analysis > Goal Seek)
Logical Operations • This requires a single, hard-coded input cell and a single, formula-based output cell
• NOTE: You cannot test multiple inputs using Goal Seek (use Solver instead)
Date & Time
Functions (Data Tab)

Basic Macros

Lookup Functions

Financial
Functions Value-based input

Data Analysis Calculation factors

Tools

Formula-based output
Formula Auditing

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 FORMULA AUDITING

Reference Types
Formula Auditing tools allow you to troubleshoot formulas by tracing references,
evaluating calculations, and diagnosing errors (Formulas > Formula Auditing)
Logical Operations

Date & Time

Functions
Draws arrows from any cells that Draws arrows to any cells impacted by Temporarily displays all formulas
impact the selected value the selected value within the worksheet
Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

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 FORMULA AUDITING

Reference Types
Keeps track of the
value or formula in a
Scans the sheet for errors and traces Evaluates each component of a cell in any workbook
Logical Operations
the source to precedent cells formula step-by-step

Date & Time

Functions

Basic Macros

Lookup Functions

Financial
Functions

Data Analysis
Tools

Formula Auditing

*Copyright 2020, Excel Maven & Maven Analytics, LLC

MANAGING & FORMATTING DATA
 MANAGING & FORMATTING DATA

In this section we’ll cover data formatting and validation, including grouping data, removing
duplicates, and managing conditional formatting rules

SKILLS WE’LL COVER: COMMON USE CASES:

• Toggle views without manually hiding rows or columns
Number Formatting Data Validation
• Highlight cells which meet a specific set of criteria
• Automatically detect and apply patterns to fill data
Groups & Subtotals Remove Duplicates
• Apply drop-down lists to avoid user input errors
• Create heatmaps to visualize data while hiding
Conditional underlying values
Auto Fill & Flash Fill
Formatting

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 CUSTOM NUMBER FORMATS

Excel contains a variety of predefined custom formatting options, and allows you to
Number define your own formats using custom syntax
Formatting
Custom formats can contain up to 4 conditions, separated by semicolons (A;B;C;D)
Data Validation • A: Format for positive numbers
CTRL 1
• B: Format for negative numbers
Groups &
Subtotals • C: Format for zeros
• D: Format for text
Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

PRO TIP: Select an existing custom format similar to what you’re looking for and make any
necessary adjustments, rather than starting from scratch

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CUSTOM FORMAT SYNTAX

Symbol Description Custom Format Cell Value Result

Number # Holds a place for a digit. Displays nothing if nothing is entered ### 10 10
Formatting
0 Holds a place for a digit. Displays zero if nothing is entered 000 10 010

Data Validation ? Holds a place for a digit. Displays a space if nothing is entered 0??? 10 0 10

. Sets the location of the decimal point #.#0 3.1 3.10

Groups &
, Sets the location of the thousands separator #,### 100000 1,000,000
Subtotals
% Multiplies the number by 100 and adds the percent character #% .96 96%
Remove
Duplicates / Sets the location of the fraction separator #/## .65 13/20

* Repeats the character after the asterisk until the cell is full 00#*. 7 007….………
Auto Fill & Flash
Fill _ Inserts a blank space the width of the following character $_(#.#0 14.99 $(14.99

Conditional “” Inserts the text that appears between the quotation marks “ID #”0-00 7 ID #0-07
Formatting
@ Displays the cell’s text “new ”@ moon new moon

[] Displays the cell contents in the color specified in the brackets [red]# 15 15

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 DATA VALIDATION

Data Validation allows you to limit the values a particular cell will accept
(whole numbers, ranges, dates, text, etc.)
Number
Formatting
The List option is used to create a drop-down menu containing specific items
Data Validation • NOTE: Items can be typed directly or referenced as a cell range (i.e. A1:A10)

(Data Tab)
Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

PRO TIP: Add an Input Message or Error Alert to customize what users see when they
select the cell or enter invalid values (only the Stop alert prevents users from entering data)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 GROUP & UNGROUP

The Group option is used to hide selected rows or columns from view (Data > Group )
Number
Formatting • Excel automatically generates toggles (+/-) to show or hide individual groups, as well as buttons to
show or hide all rows or columns in a level with one click (labeled “1”, “2”, etc.)
Data Validation
(Data Tab)

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting
PRO TIP: Use Ctrl-8 to hide or show
the toggle buttons

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 SUBTOTALS & TOTALS

The Subtotal option summarizes your data with a specified calculation (sum,
average, count, max, etc.) within a given category field
Number
Formatting
• Excel cycles through the field (column) selected and automatically adds a subtotal function each
time the value changes (NOTE: The table should be sorted by the specified category column)
Data Validation
(Data Tab)

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 REMOVING DUPLICATES

The Remove Duplicates command cycles through all records in a range and
Number preserves only the unique values
Formatting
• When removing duplicates, you can choose to consider the values for every column in the range,
or only for individual columns
Data Validation

(Data Tab)
Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 REMOVING DUPLICATES

The Remove Duplicates command cycles through all records in a range and
Number preserves only the unique values
Formatting
• When removing duplicates, you can choose to consider the values for every column in the range,
or only for individual columns
Data Validation

(Data Tab)
Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

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 AUTO FILL & FLASH FILL

Excel allows you to generate new data based on patterns, using Auto Fill & Flash Fill:
Number
Formatting
Auto Fill Flash Fill
Data Validation Copy cells, add a sequential series, fill with or Identifies patterns based on a sample set of values,
without formatting, or apply date intervals and uses them to fill the whole column

Groups & Drag or double-click (Data Tab)

Subtotals the right corner

Remove
Duplicates

Auto Fill & Flash • Copy Cells repeats the same

Fill value in all cells
• Fill Series adds 1 or expands
an existing series
Conditional • Fill Days increases the date
Formatting by 1 day per cell
• Fill Weekdays increases the
date by 1 day per cell
(excluding weekends)
• Fill Months increases the
date by 1 month per cell
• Fill Years increases the date
by 1 year per cell
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 ADVANCED FILL SERIES

Use the Series command to access advanced Fill Series options, including custom step
values, date units, and growth types (Home > Editing > Fill > Series)
Number
Formatting
Linear Growth Date
Data Validation Adds the step value to the preceding Multiplies the step value by the preceding Creates a series of dates based on a
value in the series value in the series selected date unit (Day, Weekday, etc.)
Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

PRO TIP: Drag down from the corner of a cell using right-click to launch the Series options

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CONDITIONAL FORMATTING

Apply conditional formatting to your data to extract meaningful insight and identify
Number patterns and trends at a glance
Formatting
• This is accomplished by creating conditional formatting rules, which apply a special format to
Data Validation cells which meet a specified criteria
(Home Tab)

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CONDITIONAL FORMATTING RULES

Number
Formatting Format cells in a Bars beneath the Compares relative Helps visualize relative
Format cells using
range that rank in contents of each cell values between cells values between cells
these criteria:
the: sized by relative value by using color shades with symbols
Data Validation

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

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 CONDITIONAL FORMATTING RULES

Number Greater than $50,000 Bottom 10% Blue Data Bar Only Green – White – Red Scale 3 Traffic Lights
Formatting

Data Validation

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

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 FORMULA-BASED FORMATTING

You can use formula-driven rules to format cells using custom or complex logic that
standard conditional formatting tools can’t handle
Number
Formatting
• NOTE: You must use a logical formula, which applies formatting to any cells returning TRUE

Data Validation (Home Tab)

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

HEY THIS IS IMPORTANT!

Intellisense is not available within the conditional formatting dialog box, so make sure you know your syntax!

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 PRO TIP: FIXED & RELATIVE REFERENCES

Using fixed and relative cell references correctly is extremely important when
working with formula-based conditional formatting rules
Number
Formatting • Remember that your initial selection defines the scope of cells to be formatted, and that the
starting reference cell for the formula is always the top left corner of that selection
Data Validation

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting

PRO TIP: Write the formula in an adjacent array to see which cells return TRUE and which
cells return FALSE, and adjust reference types as needed until you get the desired result

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 MANAGING RULES

When working with conditional formats, you can edit existing rules, change the
Number
Formatting
order in which the rules are applied, or delete rules you no longer need

Data Validation

Groups &
Subtotals

Remove
Duplicates

Auto Fill & Flash

Fill

Conditional
Formatting
PRO TIP: Use Conditional Formatting > Clear Rules > Clear
Rules From Entire Sheet to delete all rules in the sheet

*Copyright 2020, Excel Maven & Maven Analytics, LLC

ADVANCED CHARTS & TABLES
 ADVANCED CHARTS & TABLES

In this section we’ll cover data analysis and visualization using Pivot Tables, Pivot Charts, and
advanced chart types, including histograms, tree maps, waterfalls, and more

SKILLS WE’LL COVER: COMMON USE CASES:

• Quickly visualizing regional patterns or trends

Advanced Charts Pivot Tables
• Visualizing population demographics (height, weight,
income, age, etc.)
Pivot Charts
• Rolling up daily data to analyze trends by month,
quarter or year
• Creating high-level summary tables or charts from
granular source data
• Producing interactive, dynamic dashboards

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 ADVANCED CHART TYPES

Charts are used to bring raw data to life, and create visual representations which
allow viewers to identify patterns, analyze trends, and extract meaningful insights

Advanced Charts
ADVANCED CHARTS:
Pivot Tables
• Box & Whisker
• Histogram
• Filled Map (right)
Pivot Charts
• Combo Chart
• Tree Map
• Sunburst Chart
• Waterfall Chart
• Funnel Chart

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 BOX & WHISKER CHARTS

Box & Whisker charts are used to visualize the statistical characteristics of a data set

(Insert Tab)
Local maximum
Advanced Charts
75th percentile

Mean
Pivot Tables
Median

25th percentile
Pivot Charts
Local minimum

PRO TIP: By default, quartiles are calculated by excluding the median; this can be adjusted, but
may significantly change the result (particularly for smaller data samples)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 HISTOGRAMS

Histograms are used for showing the distribution of a continuous, numerical data set

(Insert Tab)

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: Adjust the bin size or use custom bins to create meaningful groupings of values

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 FILLED MAPS

Filled Maps are used for visualizing location-based data

(Insert Tab)

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: If Excel does not automatically detect locations from your data, try converting
your data types by navigating to Data > Data Types > Geography

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 COMBO CHARTS

Combo charts are used for plotting two or more series of data using multiple chart
types within a single visual
(Insert Tab)
Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: If the range of values varies wildly between the data series, add a secondary axis in
order to plot each series on its own scale

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 TREE MAPS & SUNBURST CHARTS

Tree Maps and Sunburst charts are used for visualizing hierarchical data with
natural groups and subgroups
• Use Tree Maps when you are only visualizing 1 or 2 hierarchical levels
Advanced Charts • Use Sunburst charts to visualize the depth of multiple hierarchical levels

(Insert Tab)
Pivot Tables

Pivot Charts

PRO TIP: Make sure your data is grouped and sorted before creating hierarchical charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 WATERFALL CHARTS

Waterfall charts are used for showing the net value after a series of positive and
negative contributions
(Insert Tab)
Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: Use sub-totals to create “checkpoints” and split up certain types of gains/losses

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 FUNNEL CHARTS

Funnel charts are used for showing progress through the stages of a funnel

(Insert Tab)

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: Use “percent of total” calculations to show percentages instead of raw values

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 PIVOT TABLES

Pivot Tables are one of Excel’s most powerful tools for data analysis; they allow you
to easily filter, summarize, and analyze information without modifying the raw data
Advanced Charts
Michael Jordan Game Stats Michael Jordan Season Stats

Pivot Tables

Pivot Charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CREATING A PIVOT TABLE

Pivot Tables are created from a single Excel data range or table (Insert > PivotTable)
Source data should contain clear column headers, and both dimensions & measures
Advanced Charts
• Dimensions are categorical fields typically used to group or filter data
• Measures are numerical fields typically used for aggregation or value calculations

Pivot Tables

Pivot Charts What data are

you analyzing?
HEY THIS IS IMPORTANT!
Checking “Add this data to
the Data Model” will load
Where will the
PivotTable live? the data into Excel’s data
model, and require the use of
advanced tools like Power
Pivot and DAX (covered in a
separate course)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 THE FIELD LIST

The Field List shows all the

Layout Options allow you to adjust
columns in your data, and which
the look and feel of the Field List
ones are currently in use

Advanced Charts
Filters appear as drop-down lists,
and can be used to filter the
Pivot Tables
entire Pivot Table view

Fields included as Columns will

Pivot Charts appear as individual column
Fields included as Rows will items in the Pivot Table
appear as individual row
items in the Pivot Table
Dimensions Dimensions

Fields included as Values will be

Defer Layout Update prevents the summarized based on Pivot Table
pivot from updating until the context (filters, rows & columns)
Dimensions Measures
“Update” button (right) is clicked

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 PIVOTING DATA

Moving fields from rows to columns, or pivoting, changes the way data is displayed:

Advanced Charts

Pivot Tables

Pivot Charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 SUMMARIZE VALUES BY

The Summarize Values By option determines how your data will be aggregated
when rolled up or summarized at different levels (sum, count, average, max, etc.)
RIGHT-CLICK

Advanced Charts

Pivot Tables

Pivot Charts

HEY THIS IS IMPORTANT!

If a numerical data column contains blanks or text strings, Excel may default to a “Count Of” calculation

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 SHOW VALUES AS

Show Values As options allow you to apply calculations which change the way
values are represented in the pivot (percent of column, running total, rank, etc.)
RIGHT-CLICK

Advanced Charts

Pivot Tables

Pivot Charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 ANALYZE & DESIGN TABS

Analyze and Design tabs provide additional tools to customize Pivot Tables
• NOTE: These are “contextual” menus, which only appear when a cell in the PivotTable is selected

Advanced Charts
The “PivotTable Analyze” Tab:

Pivot Tables

Pivot Charts
• Tools to help supplement data analysis (groups, filters, calculated fields, Pivot Charts, etc.)

The “Design” Tab:

• Tools to customize the layout and style of the Pivot Table (report layout, headers, colors, etc.)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 REPORT LAYOUTS

Pivot Tables can be formatted to display three types of report layouts:

• Compact Form (default): Groups all row labels into a single column
• Outline Form: Splits row labels into separate columns, allowing you to sort and filter individually
Advanced Charts • Tabular Form: Formats the pivot like a table, without spacer rows (can also repeat item labels)

Pivot Tables
(Design Tab)

Pivot Charts Ideal for analyzing data

Ideal for creating raw data

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 DESIGN TOOLS

Aside from Report Layouts, the Design tab allows you to configure subtotals and
totals, add blank rows, and apply Pivot Table Styles

Advanced Charts

Pivot Tables

Pivot Charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 NUMBER FORMATTING

You can apply the same number formats to Pivot Tables as regular worksheet cells

Advanced Charts

RIGHT-CLICK
Pivot Tables

Pivot Charts

PRO TIP: Go to PivotTable Analyze > Options > Layout & Format to customize how you
want to format blank or error values

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 SORTING

You can sort your Pivot Table data in ascending or descending order based on:

Advanced Charts
1 Items in Rows or Columns 2 Data in Values

Pivot Tables

Pivot Charts

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 FILTERING

You can filter your Pivot Table data manually, or based on either labels or values:
LABEL FILTERS: VALUE FILTERS:

Advanced Charts

Pivot Tables

Pivot Charts
MANUAL
SELECTION

PRO TIP: By default, you can only apply one filter at a time. To enable multiple filters,
select “Allow multiple filters per field” from PivotTable Analyze > Options > Totals & Filters

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 FILTERING

You can filter your Pivot Table data manually, or based on either labels or values:
LABEL FILTERS: VALUE FILTERS:

Advanced Charts

Pivot Tables

Pivot Charts
MANUAL
SELECTION

PRO TIP: By default, you can only apply one filter at a time. To enable multiple filters,
select “Allow multiple filters per field” from PivotTable Analyze > Options > Totals & Filters

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 SLICERS & TIMELINES

Slicers are user-friendly, interactive versions of Pivot Table filters, and Timelines are
slicers specifically designed to work with date fields

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: Use the “Report Connections” option in the Slicer tab to link slicers and timelines
to multiple Pivot Tables sharing the same source data

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 GROUPING TEXT FIELDS

You can group text-based fields in a Pivot Table to create higher-level categories
• Grouping creates a new field in the Field List which can be used independently

Advanced Charts

Pivot Tables

Pivot Charts

RIGHT-CLICK

Create a second group & rename labels

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 GROUPING NUMERICAL FIELDS

You can group numerical fields in a Pivot Table to create custom buckets of values
• This is a great way to analyze distributions (like a histogram!)

Advanced Charts

Pivot Tables

Pivot Charts

RIGHT-CLICK HEY THIS IS IMPORTANT!

Make sure to ungroup numerical fields
(Right Click > Ungroup) before
dragging them to the Values pane,
otherwise they will be treated as text

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 GROUPING DATE FIELDS

You can group date fields to roll dates into months, quarters and years
• Excel may group dates automatically based on your settings (File > Options > Data > Data Options)
• To ungroup a date field, press CTRL-Z immediately after dragging a date field into the Pivot Table, or
Advanced Charts
by using the Group tools in the PivotTable Analyze menu

Pivot Tables

Pivot Charts
PRO TIP:
A more flexible approach
can be to create new
fields in your source data
using date functions

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CALCULATED FIELDS

Calculated Fields allow you to create measures based on existing numerical fields
(PivotTable Analyze Tab)

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: Calculated fields are always based on the SUM of the fields they contain; if you
want to use the COUNT, add a new column to your raw data with a value of 1 in every row

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 CALCULATED ITEMS

Calculated Items allow you to create dimensions based on existing categorical fields

(PivotTable Analyze Tab)

Advanced Charts

Pivot Tables

Pivot Charts

91 + 553 = 644

PRO TIP: Calculated Items can lead to duplicate values, so DON’T USE THEM UNLESS YOU
NEED TO; you’re often better off grouping or adding new fields to your source data

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 PIVOT CHARTS

A Pivot Chart is a regular Excel chart which is dynamically tied to a Pivot Table
• NOTE: All fields visible in the PivotTable will be visible in the Pivot Chart as well

Advanced Charts

Pivot Tables

Pivot Charts

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 FIELD BUTTONS

Field buttons allow you to apply or adjust filters directly within a Pivot Chart
• Any filtering or sorting applied to the Pivot Chart will apply to the PivotTable as well (and vice versa)

Advanced Charts

Pivot Tables

Pivot Charts

PRO TIP: For a cleaner visual, hide the Field Buttons by selecting Pivot Chart Analyze >
Field Buttons and use the PivotTable or Slicers/Timelines to sort and filter your Pivot Chart

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 PIVOT CHART FORMATTING

You can format Pivot Charts exactly like normal Excel charts using the Design tab

Advanced Charts

Pivot Tables

Pivot Charts

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 EXPANDING & COLLAPSING

Pivot Tables and Pivot Charts typically “roll up” or aggregate granular data to higher
levels, but you can also “drill down” or expand categories to access more detail

Advanced Charts

Pivot Tables
RIGHT-CLICK

Pivot Charts

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WORKBOOK OPTIONS & SETTINGS
 WORKBOOK OPTIONS & SETTINGS

In this section we’ll review common Excel workbook options and settings, including cell
protection, collaboration settings, comments, and language options

SKILLS WE’LL COVER: COMMON USE CASES:

• Limiting user interaction to specific inputs or cells

Managing Macros Linking Workbooks
• Avoiding constant recalculations in large files
• Recovering earlier versions of workbooks
Protection & Recovery Comments
• Communicating with colleagues within the context
of the workbook directly
Calculation Modes Language Options

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 ENABLING MACROS

Macros are powerful tools, but can be subject to malicious activities; as a result,
Managing Macros
Excel files containing macros will disable them by default
If you trust the workbook, you can enable macros by:
Linking
Workbooks • Clicking “Enable Content” when opening a file that contains macros
• Navigating to File > Info > Enable All Content
Protection &
Recovery • Enabling all macros in Developer > Macro Security > Macro Settings (not recommended!)

Comments

Calculation Modes

Language Options

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 COPYING MACROS TO OTHER FILES

Many macros use the “ThisWorkbook” object, which means they will not work
Managing Macros
properly in other workbooks unless the macro itself is copied
• Copying macros can be done using Excel’s Visual Basic Editor (Developer > Visual Basic)
Linking
Workbooks

Protection &
Recovery

Comments

Calculation Modes

Language Options

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 PERSONAL MACRO WORKBOOK

To make macros available to all of your workbooks, you can choose to store them in
Managing Macros
the Personal Macro Workbook (PERSONAL.XLSB)

Linking
Workbooks

Protection &
Recovery

Comments

Calculation Modes

Language Options

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 LINKING DATA ACROSS WORKBOOKS

Cell references which link to data in other workbooks follow a specific syntax:
Managing Macros
=‘path[workbookname]sheetname’!reference
Linking
Workbooks
Where does the What is the Which worksheet Which cell or range of
Protection & workbook live? workbook named? are you accessing? cells are you referencing?
Recovery

Comments

Calculation Modes HEY THIS IS IMPORTANT!

If both workbooks are open,
Excel will automatically
Language Options
update the link when the
source data changes

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 UPDATING WORKBOOK LINKS

If you have cell references to a closed workbook, Excel will display a warning that
automatic updates have been disabled. You can update workbook links by:
Managing Macros
• Clicking on “Enable Content” to update

Linking
• Navigating to Data > Edit Links (you can also update values, change the path, open the source
Workbooks workbook, check the status, or break the link)

Protection &
Recovery

Comments

Calculation Modes

Language Options

PRO TIP: I generally avoid active references to other workbooks, and either break the links,
paste formulas as values, or use Power Query to manage data from multiple sources

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 PROTECTING WORKSHEETS

By default, all cells are configured to be locked for editing; however, this has no
effect unless you enable worksheet protection (Review > Protect Sheet)
Managing Macros
• NOTE: To make specific cells or ranges of cells editable, unlock those cells using the Protection
Linking tab of the Format Cells dialog box and then protect the entire sheet
Workbooks

(Review Tab)
CTRL 1
Protection &
Recovery

Comments

Calculation Modes

Language Options

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 PROTECTING CELL RANGES

You can also lock specific cell ranges with a password (Review > Allow Edit Ranges)
Managing Macros • NOTE: This will not go into effect until you activate worksheet protection from the Review tab

Linking
Workbooks (Review Tab)

Protection &
Recovery

Comments

Calculation Modes

Language Options

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 PROTECTING WORKBOOK STRUCTURE

Protecting the workbook structure prevents users from moving, renaming, hiding,
Managing Macros
unhiding, adding or deleting worksheets (Review > Protect Workbook)

Linking (Review Tab)

Workbooks

Protection &
Recovery
HEY THIS IS IMPORTANT!
Comments This will still allow you to edit
cells and access most of
Excel’s functionalities
Calculation Modes

Language Options

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 ENCRYPTING WORKBOOKS

Add encryption to require a password to open an Excel workbook, or Mark as Final

to prevent users from making any further changes (File > Info > Protect Workbook)
Managing Macros
(File > Info)

Linking
Workbooks

Protection &
Recovery

Comments

Calculation Modes

Language Options

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 RECOVERING WORKBOOKS

As a safety measure, Excel uses an AutoRecover feature to monitor workbook

changes and save copies at specified time intervals
Managing Macros
• You can determine the frequency in which Excel saves AutoRecover information by navigating to
File > Options > Save and using the “Save AutoRecover information every __ minutes” option
Linking
Workbooks • You can recover any of these files by navigating to File > Info > Manage Workbook, selecting the
version, and clicking “Restore”
Protection &
Recovery
(File > Options) (File > Info)

Comments

Calculation Modes

Language Options

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 MANAGING COMMENTS

When sharing workbooks, users can add comments to provide feedback in specific cells
Managing Macros • You can create a thread by replying to existing comments
• When a thread is no longer needed, it can be resolved or deleted
Linking
Workbooks
(Review Tab)

Protection &
Recovery

Comments

HEY THIS IS IMPORTANT!

Calculation Modes Comments are now different
to notes, which are single-
user text annotations for a
Language Options cell (called comments in
previous versions of Excel)

*Copyright 2020, Excel Maven & Maven Analytics, LLC

 CALCULATION MODES

Excel has two primary calculation options: Automatic (default) and Manual
• Automatic: allows formulas to calculate automatically with any workbook change
Managing Macros
• Manual: freezes all formula calculations until the Calculate Now (F9) option is used
• Automatic Except for Data Tables: allows formulas to calculate automatically but requires the
Linking
Workbooks Calculate Now option to update calculated data table arrays

Protection &
Recovery

Comments

Calculation Modes

Language Options

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 ITERATIVE CALCULATION

A formula which directly or indirectly refers to its own cell is a circular reference,
Managing Macros and every time Excel plugs the result back into the formula it’s known as an iteration

Linking
Circular references are disabled by default, but can be enabled by navigating to File >
Workbooks Options > Formulas and selecting “Enable iterative calculation”
Protection &
Recovery (File > Options > Formulas)

Comments

Calculation Modes

Language Options

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 LANGUAGE SETTINGS

Excel allows users to specify the language used for either display (buttons, menus,
controls, etc.) or authoring (creating and editing documents, spellcheck, etc.)
Managing Macros
• Additional display languages can be downloaded and installed from Office.com
Linking
Workbooks (File > Options > Language)

Protection &
Recovery

Comments

Calculation Modes

Language Options

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 LANGUAGE-SPECIFIC FEATURES

Excel offers additional language-specific features, including custom dictionaries

(File > Options > Proofing) and translation tools (Review tab)
Managing Macros

(File > Options > Proofing) (Review Tab)

Linking
Workbooks

Protection &
Recovery

Comments

Calculation Modes

Language Options

*Copyright 2020, Excel Maven & Maven Analytics, LLC

THANK YOU!