Intermediate Excel for CPAs
November 10, 2000
Your Instructor:
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JULIA E. BENSON
Assistant Professor
770-551-3140
jbenson@gpc.peachnet.edu
Excel Versions
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Excel 97
Excel 2000
Prerequisite Skills
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Creating and opening workbooks
Cell references
Basic data entry and selection
Numeric formatting
Navigation
Saving and printing worksheets
Creating and Retrieving
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Financial Workbooks
Financial Worksheets
Cell Addresses
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Absolute
Relative
Mixed
Data Entry
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Text
Values
Financial formulas
• point/create formulas
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Financial functions
The Power of Recalculation
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Allows for what-if financial analysis
Changes in values change formula/function
results
Selection and Navigation
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Point and click selection
Keyboard navigation
Copying data vs. moving data
Spreadsheet Management
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Save
• Manual
• AutoSave
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Print
Practice Review
Making Spreadsheets More
Effective
Project Planning
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What is your purpose?
What results do you desire?
Determine
• data available
• calculations needed
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Design
• spreadsheet layout
• data entry
Customizing the Spreadsheet
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Row Height/Column Width
•
•
•
•
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Use of #########
Menu
Click and Drag Formatting
AutoFit
Renaming Workbook Sheets
Mathematical/Financial
Operators
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+
/
*
%
^
&
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=
<>
>
<
>=
<=
Order Of Operations
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()
%
^
* /
+ &
= <> >
<
>=
<=
AutoFill
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Fill Handle
Drag-and-drop data/formula entry
Custom Lists
Ranges of Cells
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Keyboard Selection
Mouse Selection
Contiguous vs. Random Selection
Clearing
Naming Ranges of Cells
Other Useful Tools
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Freezing Frames
• Keep header row/column fixed in place
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Spell Checking
• Toolbar
• Menu
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Comments
• Annotating cells
• Viewing comments
Predefined Functions and the S
Key
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Now( )
Today( )
Sum( ) and S
Average( )
Count( )
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CountA( )
 Max( )
 Min( )
 Pmt( )
Practice Exercises 1 and 2A
Changing Attributes For
Effective Presentations
Font Changes
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Typeface
Size
Bold and Italic
Number Formats
Strikethrough
Subscript and Superscript
Aligning Cell Contents
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Centering Across Columns
Center and Merge Cells
Inserting and deleting
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Rows
Columns
Adding Cell Enhancements
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Lines
Borders
Backgrounds
Patterns
Autoformat
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Replicate cell formatting
Uses Format Painter tool
Printing Enhancement
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Print Preview
Orientations
• Portrait
• Landscape
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Headers & Footers
Scaling Printouts
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Printing on one page
Practice Exercise 2B
Creating Charts & Graphs
The Chart Wizard
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Four-step process
Creates chart/graph based on cells you
select
Over 30 basic types of chart available
• Most types have several variations
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Chart Toolbar
Graphic Enhancement
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The Chart Toolbar
Moving/resizing
Changing chart type
Formatting chart components
Showing/hiding items
Text boxes
Printing Graphs
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Allows display of financial information for
better understanding/comprehension.
Graphs Only
Graphs With Spreadsheet
Saving Graphs
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Saved automatically when worksheet saved
Practice Exercises 2C and 3
DATABASE CAPABILITIES OF
EXCEL
Lists
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Header row
Column labels
Formatting of headers and columns
Data
Data Forms for Input
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Easy way to add/edit/delete records in a list
Header row specifies field names used in
form
Navigate fields with tab
Navigate between records with Enter
Sorting Lists
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Sort records in list
Based on one or more key fields
• Primary
• Secondary
• Tertiary
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Ascending or Descending
Simple Autofiltering
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Select records meeting specific criteria
•
•
•
•
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Data values
Combinations of data values
Top 10
All (unfilters)
Records filtered out are hidden, NOT
deleted
Practice Exercise 4
EXTENDING DATABASE
CAPABILITIES
Criteria Ranges
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Criteria range
• defines filtering criteria
• area in worksheet independent of list
• at least two rows by one column
Advanced Filtering
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Uses criteria ranges
May return records in place (hiding filtered
records)
Or may copy filtered records to another
location
Database Functions
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Parallel statistical functions
Operate only on records satisfying
established criteria
Common Database Functions:
• DSUM
• DAVERAGE
• DMAX
• DMIN
• DCOUNT
• DCOUNTA
Practice Exercise 5
THREE-DIMENSIONAL
WORKBOOKS
Multisheet Workbooks
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Moving worksheets
Copying worksheets
Displaying multiple worksheets
Selecting and grouping multiple worksheets
Three-Dimensional Cell
References
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Add worksheet reference to cell reference
Possible formats:
• WorksheetName!CR
• WorksheetName!CR:CR
• Worksheet1:Worksheet2!CR
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Worksheet references are always absolute
SIMPLE MACROS
Recording New Macros
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Determine macro actions ahead of time
• Write it out and test it before recording!
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Create macro and give it a name
May save in
• Current workbook
• New workbook
• Macro workbook
Playback of Macros
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Select active cell
• Determines starting location for relative
references
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Play back the macro
Results are same as if you had typed/clicked
Editing Macros
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Requires editing actual Visual Basic code
May or may not require actual knowledge
of Visual Basic
WHAT-IF FINANCIAL
ANALYSIS
Performing What-If Financial
Analysis
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Set up original data and formulas
Determine variables to analyze
View results of modifying data on results
Scenarios
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Create worksheet versions with different
values for selected cells
Shows changing results from different
values
Useful for complex analysis and
summarizing results
Scenario Manager
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Automates scenario creation
Specifies cells to change and values for
cells
Invokes summary display on separate
worksheet
Practice Exercise 6
The End
Thank you for attending!