Excel For Administrative Assistants
Human Resources

Excel For Administrative Assistants

CWS2024242
60 Minutes
Nov 8,2024 - Dec 31,2024
Overview

Many administrative professionals are unaware of Excel’s many features and functions they can implement to improve the accuracy and efficiency of their work. In this comprehensive webinar, Excel expert David Ringstrom, CPA, shares applicable Excel fundamentals that will enable administrative professionals to achieve those goals. Step-by-step, David demonstrates and explains ways to streamline data entry, remove duplicates from lists, quickly sift through lists of data with the Slicer feature, create instant reports with pivot tables, as well as minimize data entry by using look-up functions. 

David demonstrates every technique at least twice: first, on a PowerPoint slide with numbered steps, and second, in the subscription-based Microsoft 365 (formerly Office 365) version of Excel. David draws your attention to any differences in the older versions of Excel (2021, 2019, 2016, and earlier) during the presentation as well as in his detailed handouts. David also provides an Excel workbook that includes most of the examples he uses during the webcast.

Microsoft 365 is a subscription-based product that provides new feature updates as often as monthly. Conversely, the perpetual licensed versions of Excel have feature sets that don't change. Perpetual licensed versions have year numbers, such as Excel 2021, Excel 2019, and so on.

Who should attend

Professionals who wish to learn practical Excel fundamentals to improve the accuracy and efficiency of spreadsheets.  

Topics typically covered:

  1. Adding rows to a blank pivot table to create instant reports.
  2. Change the cursor direction in Excel to Right instead of Down to facilitate faster data entry.
  3. Creating a pivot table to transform lists of data into on-screen reports.
  4. Distinguishing the differences among pivot table-related menus in Excel 2013 and later versus older versions of Excel.
  5. Drilling down into the details behind any amount within a pivot table with just a double-click.
  6. Eliminating duplicates from a list with just a few mouse clicks.
  7. Filtering pivot tables to show fewer columns and/or rows of data.
  8. Improving the integrity of spreadsheets by using SUMIF to look up values in a more flexible fashion than VLOOKUP.
  9. Improving the integrity of spreadsheets with Excel’s VLOOKUP function.
  10. Learning how the Table feature empowers you to improve the integrity of Excel spreadsheets.
  11. Removing the Table feature from a worksheet if it’s no longer needed.
  12. Streamlining the filtering of lists in Excel 2013 and later by using the Slicer feature with tables.
Learning objectives:

  • Recall how to change the cursor direction to facilitate faster data entry in Excel.
  • State the arguments used in Excel's VLOOKUP function.
  • Identify the steps required to create a pivot table.
Table of Contents

  1. Introduction
  2. Please Ask Questions Today 00:01:51
  3. Excel Versions 00:03:23
  4. Entering Data Sideways 00:04:44
  5. Remove Duplicates Feature 00:08:29
  6. Table Feature 00:12:22
  7. Slicers with Tables (Excel 2013+) 00:19:08
  8. Undoing the Table Feature 00:23:37
  9. Initiating a Pivot Table 00:25:58
  10. Pivot Table Interfaces 00:27:45
  11. Adding Fields to a Pivot Table 00:31:06
  12. Adding Another Row Field 00:32:46
  13. Adding Columns to Pivot Tables 00:35:44
  14. Filter Columns 00:37:03
  15. Drill Down 00:41:27
  16. SUMIF Introduction 00:45:01
  17. VLOOKUP Introduction 00:54:39
  18. VLOOKUP Approximate Matches 00:57:52
  19. Thank you for attending! 01:03:34
  20. Presentation Closing 01:04:02
Index

  • Analyze 00:27:59
  • Cell 00:05:26, 00:09:01, 00:28:42, 00:33:16
  • Column 00:35:50, 00:37:04
  • Column Headings 00:15:08
  • Design 00:28:01
  • Dialog Box 00:06:35, 00:26:36
  • Drill Down 00:41:47
  • Field 00:31:13
  • Filter 00:18:38, 00:19:47, 00:37:04
  • Keyboard Shortcut 00:13:41
  • Microsoft 365 00:08:37, 00:11:41
  • Pivot Table 00:26:01, 00:33:25, 00:37:39
  • Remove Duplicates 00:08:31, 00:31:36
  • Row 00:15:07, 00:32:34
  • Slicers 00:19:15, 00:24:33
  • SORT 00:12:12
  • SUMIF 00:45:08
  • Tab Key 00:05:36, 00:07:24
  • Table 00:13:32, 00:18:55, 00:23:30
  • Table Feature 00:12:27, 00:23:54
  • Total Row 00:14:00, 00:18:47, 00:42:06
  • UNIQUE 00:11:11
  • VLOOKUP 00:54:46
  • Worksheet 00:28:09, 00:37:37
Key Terms

Analyze: The ANALYZE tab has several commands that will enable you to explore the data in the PivotTable.

Cell: In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value, or a formula. The entire spreadsheet is composed of rows and columns of cells.

Column: A column is a vertical series of cells in a chart, table, or spreadsheet in Excel.

Column Headings : The column heading or column header is the gray-colored row containing the letters (A, B, C, etc.) used to identify each column in the worksheet. The column header is located above row 1 in the worksheet.

Design: The DESIGN tab commands will be useful to structure the PivotTable with various report options and style options.

Dialog Box: A dialog box in Excel is a screen where you input information and make choices about different aspects of the current worksheet or its content, such as data, charts, and graphic images.

Drill Down: When a user double-clicks on any number within a pivot table, Excel creates a new worksheet that displays the underlying records.

Field: In a PivotTable or PivotChart, a category of data that is derived from a field in the source data. PivotTables have row, column, page, and data fields. PivotCharts have series, category, page, and data fields.

Filter: The Filter feature in Excel allows you to show or hide rows within a list of data by making selections from drop-down lists. The Filter feature is available on the Data tab of all versions of Excel as well under the Sort & Filter command on the Home menu.

Keyboard Shortcut: A keyboard shortcut is a series of one or several keys that invoke a software program to perform a preprogrammed action. This action may be part of the standard functionality of the operating system or application program, or it may have been written by the user in a scripting language.

Microsoft 365: Microsoft 365, formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.

Pivot Table: A report creation tool in Excel that enables you to quickly summarize lists of data into summary reports by clicking checkboxes and dragging fields onscreen.

Remove Duplicates: This feature first appeared in Excel 2007. This Data tab command allows you to reduce a list of items to a list of unique constituents. This action required the Advanced Filter command in Excel 2003 and earlier.

Row: A row is the range of cells that go across (horizontal) the spreadsheet/worksheet. Rows are identified by numbers e.g. row 1, row 5. Examples of use. A row might contain the headings of a table e.g. product ID, product name, price, number sold.

SORT: =Sort - Sorting is the process of arranging objects in a certain sequence or order according to specific rules. In spreadsheet programs such as Excel and Google Spreadsheets, there are several different sort orders available depending on the type of data you're sorting.

SUMIF: A look-up function in Excel that allows you to add up numbers based upon a criterion that you specify. Unlike VLOOKUP, the SUMIF function can add up two or more values and returns zero (instead of #N/A) if no match is found.

Slicer: You can insert slicers in Excel to quickly and easily filter pivot tables. Slicers were introduced in Excel 2010, and they make it easy to change multiple pivot tables with a single click

Tab Key: The tab key Tab ↹ on a keyboard is used to advance the cursor to the next tab stop

Table: A table is an arrangement of data in rows and columns, or possibly in a more complex structure. Tables are widely used in communication, research, and data analysis. Tables appear in print media, handwritten notes, computer software, architectural ornamentation, traffic signs, and many other places.

Table Feature : The Table feature in Excel 2007 and later is an improvement on the List feature in Excel 2003 and earlier. The Table feature provides enhancements that make it much easier to analyze lists of data.

Total Row: A Total row appears below the data where each column has access to several automatic formulas. The default selection for the Total Row is none, meaning no function is selected when you first turn on the Total Row on your Table.

UNIQUE: =UNIQUE - The Excel UNIQUE function returns a list of unique values in a list or range.

VLOOKUP: An Excel worksheet function that allows you to look up data from a list by specifying criteria, cell coordinates for the list, column number from which to return data, and an indication as to whether you want an exact or approximate match.

Worksheets: A worksheet is a collection of cells where you keep and manipulate the data. Each Excel workbook can contain multiple worksheets.
David H Ringstrom

David H Ringstrom

David H. Ringstrom, CPA, is a nationally recognized Microsoft Excel expert. He is the president and owner of Accounting Advisors, Inc. based in Atlanta, Georgia. David founded Accounting Advisors in 1991 as a consulting-services business, later he began teaching continuing education classes as well. His mission since is to offer quality training and consulting services on Microsoft Excel via live webcasts, on-demand self-study webcasts, and in-house engagements. David has taught hundreds of webinars on Excel and other topics, in addition to speaking at conferences and in-house engagements. More than 24 providers, located throughout the country as well as overseas, now look to David for their Excel and accounting software training needs. More than 24 providers, located throughout the country as well as overseas, now look to David for their Excel and accounting software training needs.

David’s Excel courses cover the gamut of the software’s features and functions to provide CPAs as well as accounting and financial professionals the knowledge they need to work more efficiently and effectively in Excel. David is known for saying, “Either you work Excel, or it works you.” Based on this belief, he focuses on teaching users what they don’t know but should know about Excel.

His comprehensive yet easy to understand presentations cover Excel 2019, 2016, 2013, and 2010. David’s webcasts are fast-paced, and he welcomes attendees’ questions. In addition, his detailed handouts and slides serve as handy reference tools students can fall back on after participating in his webcasts or taking his self-study courses.
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