The post Conditional Formatting IF Statements appeared first on PCGP.

]]>There are significant limitations with the preconfigured options for Conditional Formatting. They typically only apply so a single cell without consideration for multiple factors. For example, in a previous tutorial I showed how to highlight a cell for an overdue payment based upon the date that it was due and the date that you specify for comparison. That formatting remains even after the payment has been made.

In order to correct that problem we need to use statements to examine the contents of other cells.

I will continue to use the previous example of overdue bills but will now add IF Statements to check if the bill has been paid and will also apply that format to the entire row of cells in my table instead of just the cells with the dates.

IF statements are usually written in the format of =IF(formula,then,else)

If you need to meet more than one criteria you would also use AND statements.

=IF(AND(formula, formula),then,else)

When using IF Statements with conditional formatting the IF is not typed out. Just type a formula like =$A2<$A$12 and choose the formatting you want to apply.

The formula =$A2<$A$12 when used with conditional formatting is equal to a standard Excel formal that says =IF($A2<$A$12, FormatWithColorRed,DoNotFormat)

That formula says that if the cell in A2 has a value which is less than the value in cell A12 then the formatting will apply otherwise no formatting will apply.

When using AND statements with conditional formatting the AND doesn’t need to be typed out. You just type the first formula in parentheses followed by * and then the second formula enclosed in brackets like =($A2<$A$12)*(E2<>0).

That formula says that if the cell in A2 has a value which is less than the value in cell A12 & the value in cell E2 is not equal to 0 then the formatting will apply.

Let’s start with the simplest example of using a single condition.

A spreadsheet I have a contains a list of dates in which payment is due. I have typed a date to use as a reference cell when comparing my list of dates to determine if they are past due.

I will select the all of the cells in my table that I want to format and select the drop down arrow on the Conditional Formatting menu item on the Home tab and choose New Rule. The option to ‘Use A Formula To Determine Which Cells To Format’ should be chosen.

In the ‘Format Values Where This Formula In True’ type in the Cell reference where the date is located (A2) with an absolute reference for column A *($A)* and a floating reference for 2 as we want to copy this formatting to other cells. This should be followed by the Less Than *<* sign *(or other options you wish to choose)* and the absolute reference to the Cell where the reference date is located *($A$12)*. The formula should read $A2<$A$12 without an equals sign or IF statement. Then choose to format the cells in red when it matches that criteria.

**By default Excel will use absolute references for your cells and that creates problems when copying the formatting to other cells. Remove the $ from the cell number if that number will need to increment to apply the formatting to other cells.*

If the date is less than the date in the reference cell the entire row of selected cells should turn red.

Create a New Rule and repeat the steps using the Greater Than > sign to format in Green and repeat once more using equal = to format in yellow.

Out next example will use the Conditional Formatting equivalent of an AND statement so the formatting only applies if the cell for outstanding payments does not have a zero dollar value.

The formula is basically the same as the previous example but we have to enclose the formula that checks the dates (located in Column A) in brackets then add an asterisk followed by another formula enclosed in brackets to check the cell containing outstanding payments (located in Column E)

=($A2<$A$12)*(E2<>0).

IF A2 is less than A12 & E2 is not equal to 0 then apply formatting.

See the animation below to see this in action:

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]]>The post Conditional Formatting Based on a Date appeared first on PCGP.

]]>A tutorial on applying conditional formatting to Excel based upon a date in the past, future or present.

Applying conditional formatting on a date within Excel can make it easy to highlight payments that are past their due date or to highlight upcoming events with colors changing as the event approaches.

Just select the cells containing dates with your left mouse button then click the down arrow on the side of the Conditional Formatting menu item from the Home Tab of Excel. Then hover your mouse button over Highlight Cell Rules and select A Date Occurring.

You can select between Yesterday, Tomorrow, In the Last 7 Days, Last Week, This Week, Next Week, Last Month, This Month or Next Month. You can then select to highlight cells matching that criteria.

After applying formatting to one or more of the options you can apply it again to the same group of cells for more options.

This is helpful if you want to highlight dates from last month in red, this month in yellow and next month in green for example.

There are limits to this method so we’ll use another method and create an example using the New Rule option that will use a date that we enter into a separate cell to serve as a reference.

In Cell A10 we will type a heading of Reference Date (this is optional) and in Cell A11 we will type the date we wish to use as a reference. This can be a static data that doesn’t change until you alter it or it can be a date that changes every time you open the Excel spreadsheet.

We’ll select the cells containing the dates that we want to apply the formatting to then click the down arrow on the side of the Conditional Formatting menu item from the Home Tab of Excel. Then click New Rule. Select the option to ‘Format Only Cells That Contain’.

There is an option on the drop down menu to format ‘Dates Occurring’ but that gives the same options as the ‘A Date Occurring’ option. You should instead select the ‘Cell Value’ option from the drop down list. Select ‘Less Than’ for the cell option. Then click the cell selector to bring up the cell selection window. Click out reference cell in which we entered the date then click the cell selection button again.

Select the Format button and click the Fill tab on the window that opens and choose the color red. Then click OK on that window and click OK again to apple that formatting. Any date earlier than the one we chose to reference will now appear in red.

Follow the same procedure again with the same cells highlighted but this time choose the ‘Greater Than’ option and choose the cell with the reference date and format in green.

Follow the same procedure once more with the same cells highlighted but this time choose the ‘Equal To’ option and choose the cell with the reference date and format in yellow.

After these procedures any date occurring before the reference cell will appear read, any date occurring after the reference cell will appear green and any date matching the reference cell will appear yellow. You can adjust the formatting to suit your own needs.

See the example below:

Notice that this only formats the dates themselves and not the entire row of cells in the table. If you wanted to format the entire row you would need to use Conditional Formatting with IF Statements. You will also need IF statements if you want to exclude the rows in which the bill has already been paid in full.

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]]>The post How to Apply Conditional Formatting in Excel appeared first on PCGP.

]]>Conditional Formatting is one of the most useful features for making data of a certain criteria really stand out in large spreadsheets.

The formatting can be based on the values in a cell – such as a number above or below a certain range – or you can use conditional formatting based on another cell.

Conditional formatting can also be used to highlight dates, text or duplicate values.

To use conditional formatting just select the cells you wish to apply the formatting to and select the Conditional Formatting options from the Styles group on the Home tab of Excel.

The predefined rules present under Highlight Cells Rules are:

- Greater Than
- Less Than
- Between
- Equal To
- Text That Contains
- A Date Occurring
- Duplicate Values

For Greater Than, Less Than, Equal To or Between, you can either use conditional formatting based on another cell or based on a number that you type in yourself.

You can select the predefined options such as Light Red Fill With Dark Text, Yellow Fill with Dark Yellow Text, Green Fill with Dark Green Text, Light Red Fill, Red Text, Red Border, or you can create your own custom format.

The Custom Format option allow you to change the font to bold, italics, and strikthough, underline and double underline. It also allows you to change the color of the text.

Start by selecting the cells you wish to format. Then click the down arrow next to the Conditional Formatting menu item.

Put your mouse cursor over Highlight Cells Rules and choose either Greater Than, Less Than, Equal To or Between. It will bring up a small application window where you can type in the amount or you can click the select cells button and click on the cell you wish to use for the comparison. Then click the the select cells box again to choose your formatting options.

If you choose Between it will allow you to select two cells separately.

After applying formatting to one or more of the options of Greater Than, Less Than, Equal To or Between you can click the Conditional Formatting again and apply another set of rules to the same set of cells as shown in the animation below:

Conditional Formatting Based on a Date

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]]>The post Microsoft Excel Training Part 2 – The Basics of Excel appeared first on PCGP.

]]>When you open Excel you’ll see a list of templates that are already designed with certain functionalities such as budgets, invoicing, planners, journals, and lists.

If you click on the header on the top you can choose from even more templates under categories for business, personal, finance, lists, and more. You can perform a search for a specific type of template and find even more templates from which you can choose.

These templates are very useful and you may find one that will accomplish your goals with little editing or formula creation of your own.

We’ll use some of these templates in later courses but in order to learn Excel in depth it may be better to start from scratch by creating a blank workbook and then enter the formulas and headings ourselves. Let’s click on the Blank Workbook to create a new Excel file.

The blank Excel document will have columns at the top starting with A and ending in XFD for a total of 16,384 columns if you are using Excel 2007 or later. Earlier versions such as Excel 2003 started with A and ended with IV for a total of 256 columns. The document will also have rows starting with 1 and ending with 1,048,476 if you are using Excel 2007 or newer or they will start with 1 and end with 65,536 if you are using Excel 2003.

Each of those columns and rows has cells which can contain numbers, text, formulas, references to other cells, or other data.

If you click your mouse button in the first cell in the worksheet you’ll see the cell name in the name box near the top right of the Excel. The first cell in the first column and the first row will be called A1 as columns are named alphabetically starting with the first letter of the alphabet, then the second, etc… and the rows are numbered numerically starting with one, then two, etc… The second cell in the second column will be named B2.

Lets start with some simple maths to learn how to enter data a formulas into cells.

Conditional Formatting Dates in Excel A tutorial on applying conditional formatting to Excel based upon a date in the past, future or present. Applying conditional formatting on a date within Excel can make it easy to highlight payments that are past their due date or to highlight upcoming events with colors changing as the event … Continue reading Conditional Formatting Based on a Date

A Tutorial on How to Apply Conditional Formatting in Excel Conditional Formatting is one of the most useful features for making data of a certain criteria really stand out in large spreadsheets. The formatting can be based on the values in a cell – such as a number above or below a certain range – … Continue reading How to Apply Conditional Formatting in Excel

Excel Training – The Basics of Microsoft Excel How to add, subtract, multiply, divide, calculate percentages and calculate averages in Excel. When you open Excel you’ll see a list of templates that are already designed with certain functionalities such as budgets, invoicing, planners, journals, and lists. If you click on the header on the top … Continue reading Microsoft Excel Training Part 2 – The Basics of Excel

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Microsoft Excel Training Part 1 – Introduction to Excel Microsoft Excel is one of the most used software programs in the world with over 750 million installations worldwide and knowledge of Excel is considered a required skill for many jobs. It is now considered the industry standard for creating spreadsheets and has desktop (PC and … Continue reading Microsoft Excel Training Part 1 – Introduction to Excel

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A Tutorial on Formatting Cells in Excel How to use Cell Styles, Number Format, Font Settings and keyboard shortcuts to format cells in Excel. Cells in a Microsoft Excel spreadsheet can be formatted using tools similar to word processors with bold, italics, strikethroughs, etc, but with additional options for formatting as currency, percentages, dates, … Continue reading Formatting Cells in Excel

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A tutorial on how to Calculate Percentages in Excel Calculating percentages in Excel is also easy but it requires the use of formatting options. We start with performing calculations to work out the divisions of numbers and then format the cell with the resultant figure as a percentage. The formatting of the cells is accomplished either by first … Continue reading How to Calculate Percentages in Excel

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A short tutorial on how to divide in Excel. Division in Excel can be performed by clicking on a cell and typing the = sign followed by the first number or cell you wish to divide, followed by the / sign and the second number or cell you wish to divide.

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A Short Tutorial on How to Multiply in Excel Multiplication in Excel can be performed by typing a formula containing the numbers you wish to multiply or by multiplying the numbers contained within cells in your spreadsheet. For the first method you can just click on any cell within a spreadsheet and type an = sign … Continue reading How to Multiply in Excel

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A short tutorial on how to subtract in Microsoft Excel How to Subtract in Excel Subtractions in Excel can by accomplished by typing the = sign followed by a number or cell reference and a – sign.

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How to add in Excel A Tutorial on how to add in Microsoft Excel. Numbers in Excel can be added in several ways including: Typing in the numbers and formula all at once for simple additions Adding together numbers in existing cells by typing a formula Adding numbers in cells by clicking the Insert Function (fx) button … Continue reading How to add in Excel

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]]>The post Microsoft Excel Training Part 1 – Introduction to Excel appeared first on PCGP.

]]>Microsoft Excel is one of the most used software programs in the world with over 750 million installations worldwide and knowledge of Excel is considered a required skill for many jobs. It is now considered the industry standard for creating spreadsheets and has desktop (PC and Mac), mobile and cloud versions of the program.

Excel is used for everything from personal and company financial data, stock market analysis, storage of names and addresses and student grades, to advanced statistics and scientific work.

Within my own office I use Excel primarily for budgets and for calculating the landed cost of goods and final sales prices after mark-ups.

Some of my clients use Excel as their primary accounting system in lieu of software programs such as Intuit QuickBooks.

During this course we’ll go through all of the basics including formatting, formulas, charts and graphs, and then move onto more advanced topics such as macro programming and Pivot Tables in later lessons.

The course will be centred on a person who is starting a small home business and is using Microsoft Excel as the primary tool for his financial transactions. As a new business owner he will need to start with budget and revenue projections. We’ll continue the course with recording payments and receipts and creating a Chart of Accounts as well as other functions such as working out compounded interest on business loans, reconciling bank accounts, importing names and addresses from email services, paying employees and many other functions that business owners would need.

Let’s start our first Excel project by opening the Excel program. On Windows 7 and earlier click on the start button and click All Programs and look for the Microsoft Office folder. Within that folder you should see an icon for Microsoft Excel. You can click on that icon to open the program.

If you’d like to make it a little easier to start the Excel program in the future you can click on the Excel icon and choose the option to Pin to Start Menu and right-click again and choose the option to Pin to Taskbar.

It will now appear on your taskbar and start menu and will be more conveniently located to launch in the future.

If you’re using Windows 8 or Windows 8.1 just start typing Excel from the Windows start menu and Microsoft Excel should appear in the right hand corner of your screen and you can click on it to open the program.

When you start Microsoft Excel for the first time you may be prompted to enter a product key or an email address associated with the purchase of the software. This is because most computer which have Microsoft Office pre-installed only include a trial version. You should be able to use the trial version to follow the tutorial or you can use Excel sheets in Microsoft Office Online to follow along.

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]]>The post Salesforce Training Part 1 appeared first on PCGP.

]]>Salesforce – What is it?

Many business owners find the need to keep their company information up and available at every time. CRM tools can assist them with that. Salesforce can be defined as one of the most popular CRM tools presently available and it has a user friendly dashboard that can be used to access your company information with less hassle. Then you can get an overall idea about the different aspects of your company and check whether they are organized. It has been awarded as the Best CRM Software because of the above mentioned features.

Who uses it?

Salesforce has over two and a half million users worldwide and and had revenue over over 5 billion US dollars in fiscal year 2015. It’s popular among people who are looking for a customizable cloud based account in order to manage client based contacts and accounts. You can access the database at any time you want and get the required information that you want. The mobile platform has helped people to engage with its core tools on the go.

How much does it cost?

Salesforce is equipped with five different packages. They are marked at $25, $65, $125, $250 and $300 per user per month respectively. Out of these packages, the Enterprise account – marked at $125 per user per month – is the most popular one as it provides a completely customizable CRM solution to any kind of business. If you are looking for a fully integrated service and sales platform, you can go for the Performance Edition that is marked at $300.

Why it’s awesome!

Salesforce offers a wide range of content management tools for the people in need. They include Heroku, Remedy Force, Force.com, Chatter Cloud, Data Cloud, Service Cloud and Sales Cloud. They can be defined as some of the most popular PaaS services and SaaS applications that you can see in the present world.

Out of these tools, Sales Cloud plays a major role behind the effectiveness of Salesforce. It can manage your entire business and let you know the aspects that generate the highest revenue. You don’t need to go through much hassle when using this tool as it is associated with a clean and a simple interface. It is not associated with any data management goals.

Chatter is the newest social network platform of Salesforce. It can be used to integrate your services with popular social media networks and maintain customer relationships. You can create your own profile using this tool and share updates with your clients.

The comprehensive dashboard that is presented for the users of Salesforce has impressed all its customers. This dashboard is filled with color graphs that show important facts about your CRM data. This data is being updated on time to provide real time information to the users. Moreover, you can have a look at upcoming meetings, leads and open calls through this interface. The main objective of Salesforce is to provide a collaborative and a productive environment for the users. They have achieved it and you can think of subscribing to it without any hesitation.

We’ll cover many of the different aspects of Salesforce in upcoming tutorials and how they’ll benefit your business.

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Cells in a Microsoft Excel spreadsheet can be formatted using tools similar to word processors with bold, italics, strikethroughs, etc, but with additional options for formatting as currency, percentages, dates, times, zip codes, phones numbers and more.

All formatting options are easily found on the Home tab of Excel or by right-clicking a cell and choosing the Format Cells option.

Left-clicking the bottom corner of the Numbers Format group brings up the same options as right-clicking a cell and choosing Format Cells.

Formatting styles can also be copied from one cell to another using the Format Painter.

Cell colors, sizes, fonts and more can be formatted by clicking the options on the Font group such as clicking on **B** to bold or *I *to italicize or by holding down the control key on your keyboard with your cell selected and pressing the letter B on you keyboard bold or the letter I to italicize.

You may find it easier to use the Cell Styles options in the Styles group. The Cell Styles can format colors, size, font type and more just by clicking on one of the pre-set options.

For formatting of general items just select your text or numbers by clicking on the cell you want to format and click Cell Styles and select the style that you feel will work best. This can also be used to change the format of numbers into currency or percentages.

As you hover over each of the options you can see a preview of what your cell will look like with that particular style selected.

If you choose an option you don’t like you can go back into the Cell Styles and choose another option or click Normal to revert the cell to a standard cell format. You can also use the eraser button on the Editing group to remove the formatting.

If the contents of the cells overlap each other you can select the cell rows or columns with the left mouse button then click the Format button in the Cells group on the home tab and choose Auto Fit Column Width or Auto Fit Row Height.

The Font Settings group – which appears on the Home tab of Microsoft Excel – contains most of the formatting option you will need to format text or numbers. There are option to bold, underline, double-underline, increase or decrease font size, change font type and color and change cell color. Tou can also also place or remove borders around cells.

More options can be chosen by clicking the bottom right of the Font Settings group. You can then choose strikethough, superscript and subscript.

The Font Settings can be easily used by clicking on the cell you wish to format and selecting the desired formatting options from the group as shown in the example below.

The Number Format group has the options for formatting numbers as Currency, accounting-style dollar amounts, percentages, fractions, Zip Codes, phone numbers and more. You can use the Number Format group to increase or decrease the number of decimal places in a number.

To use the formatting options just highlight the cells you wish to format by selecting them with the left mouse button and then clicking on the appropriate buttons on the Number Format group or use the drop-down menu or click the right corner of the Number Format group from even more options.

Clicking the button will default to no decimal points for percentages and two decimal points for currency. The default option when clicking on the dollar sign is to use the accounting format which puts the dollar sign at the far right of the number. If you use the drop down menu and choose currency the dollar sign will be right against the number.

See the animation below to see this in action.

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]]>The post How to Calculate Percentages in Excel appeared first on PCGP.

]]>Calculating percentages in Excel is also easy but it requires the use of formatting options. We start with performing calculations to work out the divisions of numbers and then format the cell with the resultant figure as a percentage.

The formatting of the cells is accomplished either by first clicking on the cell you wish to format with your left mouse button then clicking on the % icon found on the Number Format group of the Home tab of Excel or by clicking on the cell with your right mouse button and choosing the Format Cells option and clicking percentage.

If you enter the formula =9/5 and hit the enter key you’ll get 1.8 and if you format 1.8 as a percentage it becomes 180%.

9 is 180% as large as 5.

If you want to find out what percentage of 9 is 5 just reverse the way that we divided the numbers.

Instead of 9/5 we’ll change it to 5/9 and we’ll see the result is 55.56%. If it says 56% instead of 55.56% just set the format options to increase the number of decimal places.

In out example below will will perform a calculation to determine the percentage of client’s outstanding bill that still need to be paid.

This is accomplished by deducting the amount paid from the amount owed to determine the amount outstanding. Then divide the amount outstanding by the amount owed and then format that resultant figure as a percentage.

Use the increase decimal option to increase the number of decimal point if desired.

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]]>The post How to Divide in Excel appeared first on PCGP.

]]>Division in Excel can be performed by clicking on a cell and typing the = sign followed by the first number or cell you wish to divide, followed by the / sign and the second number or cell you wish to divide.

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]]>The post How to Multiply in Excel appeared first on PCGP.

]]>Multiplication in Excel can be performed by typing a formula containing the numbers you wish to multiply or by multiplying the numbers contained within cells in your spreadsheet.

For the first method you can just click on any cell within a spreadsheet and type an = sign followed by a number you wish to multiply followed by an * sign and then hit the enter key on your keyboard or click the check mark √ on the formula bar.

For the second method click on cell A1 and type a number. Click on cell A2 and type another number. In cell A3 type the formula =A1*A2 and then hit the enter key on your keyboard or click the check mark √ on the formula bar.

Both methods will give the same results.

View the animation below to see how to perform these functions.

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