Learn how to Automate all your reports in excel

Introduction

Have you ever felt like Excel was a secret code only the 'chosen ones' could crack? Fret no more! This blog serves as an in-depth guide to automating reports in Excel, presented by none other than David Brown Managing Partner, dbrownconsulting

The blog delves into a myriad of advanced Excel features and functionalities, highlighting dynamic array functions like UNIQUE, FILTER, SORTBY, TAKE, and CHOOSECOL. What set it apart was the practical approach, demonstrating the creation of a tool for product price analysis and the seamless incorporation of pictures into cells.

The exploration didn't stop there; we took a deep dive into data consolidation using Power Query, shed light on collaboration features within Excel, and unveiled the fascinating realm of Excel's AI capabilities for robust data analysis. Throughout this blog, David Brown placed a strong emphasis on introducing new Excel functions and handy shortcuts.

Brace yourself for advanced topics like Excel's Turing completeness and a thorough exploration of the LET Function for handling complex calculations. An enriching experience awaits as we uncover the power and potential hidden within Excel's vast toolkit!

 Analysis With Pictures: Analytical Imaging in Excel

1. Introduction to Picture Analysis: David discussed the concept of inserting pictures directly into Excel cells, describing it as a useful feature. He mentioned a case study involving converting PowerPoint slides into Excel and then creating a presentation-like format within Excel itself​​.
2. Data and Picture Integration: He demonstrated how to integrate pictures with data in Excel. Using an example of a table with products like Pepsi and Coca-Cola, he discussed building a tool to select a product and display its latest price along with the product's picture​​.
3. Picture Insertion Process: The process of inserting pictures into Excel cells is shown in the webinar. David mentioned inserting pictures of popular drinks like Malt and Coca-Cola directly into the cells​​.
4. Combining Pictures with Formulas: The importance of combining pictures with other Excel functionalities, like formulas, is highlighted. David suggested leveraging pictures with dynamic arrays and other new functions like UNIQUE, FILTER, SORTBY, TAKE, and CHOOSECOL to create a tool​​.
5. Creating Unique Lists of Products: Before inserting pictures, David explained the process of creating a unique list of products using new Excel functions like the UNIQUE function, which simplified the process compared to older methods​​.
6. Detailed Insertion Method: The webinar went into detail about how to insert pictures into cells, including navigating to the saved pictures and choosing whether to place them in or over a cell which David demonstrated using a Pepsi image​​.

All formulas and applications are in the

Analysis: Leverage the Powerful New Dynamic Array

David Brown delved into the transformative capabilities of Excel's dynamic array functions, unveiling the potential hidden within UNIQUE, FILTER, SORTBY, TAKE, and CHOOSECOL. These functions, when strategically combined, empower users to construct robust tools for tasks like discerning the latest price, transaction, or sales representative associated with a product. The addition of these dynamic array functions significantly elevates Excel's prowess in data analysis and manipulation.

 Collaboration: Excel Synchronized Synergy

Shifting gears to collaboration, David underscored the value of teamwork in Excel projects. He showcased a collaborative tab within Excel, illustrating how multiple users can seamlessly contribute to a shared worksheet. This collaborative feature amplifies the efficiency of group efforts, transforming Excel into a dynamic and cooperative platform.

Tips:

• Use the To-Do App with Excel to stay organized with your team.

 Variation: The Power of Arrays with VSTACK and HSTACK

Consolidate your data with ease!

Further enriching the discussion, David introduced the concept of "variation" as a pivotal element in Excel analysis. He elucidated it as the challenge of transforming or 'twisting' data in diverse ways. This notion of variation encompasses the art of manipulating data to unveil different perspectives or insights, a critical skill for effective data analysis and reporting in Excel.

 Excel Display Mastery

Make all your Excel Models Inclusive with Immersive Reader.

Regarding the topic of "Display" in the webinar, David Brown discussed how to use VSTACK and HSTACK for consolidating data in Excel. He also mentioned making Excel models more inclusive with the immersive reader, a powerful tool available in Office online but not in the desktop version of Office. This tool enhances the display and accessibility of Excel models. David shared valuable insights into the Immersive Reader feature in Excel Online, shedding light on its key attributes:

1. Functionality: The Immersive Reader in Excel Online boasts the capability to read text aloud. Although the audio demonstration wasn't shared during the webinar, David illustrated its usefulness by likening it to the process of cooking well – a tool that enhances understanding.
2. Preference and Availability: David openly acknowledged his preference for using Excel on the desktop, citing it as a habit, despite recognizing the continuous improvements in the online version. It's worth noting that Immersive Reader is exclusively available online.
3. Additional Features: The Immersive Reader doesn't stop at text-to-speech. It introduces features like focus mode, allowing users to concentrate on one line at a time, and the flexibility to adjust text size for optimal readability. Moreover, the inclusion of a picture dictionary offers visual aids and translations for words, contributing to improved comprehension and language versatility. Users can even translate entire documents into different languages and have them read in the selected language.

These robust functionalities of the Immersive Reader in Excel Online position it as a powerful tool for enhancing data accessibility and understanding diversely and inclusively.

 Guidance: Cool Shortcuts; Speed is of the Essence

In the webinar, the ingenious use of keyboard shortcuts took center stage as David Brown delved into the efficiency brought by Ctrl + Shift + V in Excel. Specifically designed for pasting special values, this shortcut provides a swift alternative to the previously common Alt + E + S + V + Enter sequence. With Ctrl + Shift + V, post-copying with Ctrl + C becomes a seamless and rapid process, especially beneficial when dealing with formulas, as emphasized by David.

Here are some Excel shortcuts recommended by David Brown:

• Space bar to select from a list
• Ctrl + Backspace to scroll up
• Shift + F10 to bring Windows key
• Navigation Tab for easier access
• Alt + F12 for Power Query Editor

 David also unraveled a hidden gem for those without Office 365 – a free version of Microsoft 365. By pressing Ctrl + Shift + Alt + Window keys, users gain access to a dedicated page offering free versions of Word, Excel, and PowerPoint, complemented by 5 gigabytes of secure online storage. This revelation not only caters to the collaborative needs of users but also serves as a solution for those frequently grappling with the absence of Office 365 during training sessions.

The horizon of Excel's capabilities expanded further with a glimpse into upcoming AI advancements, notably the "Co Pilot" feature. David showcased how this tool rapidly extracts insights from data, exemplified by its ability to analyze quarterly sales results and present three key trends within seconds. The beauty lies in its adaptability – if deeper exploration is desired, Co Pilot seamlessly generates a new sheet, providing a sandbox for detailed data understanding. This feature is poised to revolutionize the pace and efficiency of data analysis in Excel.

 Guidance: Excel is Turing Complete

The webinar touched on the concept of Turing Completeness in Excel towards the end. David, discussing Excel's capabilities, mentioned that Excel has become "Turing Complete." This term means that Excel can now use variables and perform functions that make it akin to a full programming language. David highlighted this by discussing Excel's "LET" function and its advanced usage, illustrating how it can simplify complex calculations by allowing the creation of variables within formulas. This development marks a significant evolution in Excel's functionality, elevating it beyond its traditional role as a spreadsheet tool to a more versatile programming environment.

Tips:

• Download Excel Labs

 The LAMBDA Function: The Game Changer Function Generator

Create your own functions!

The LAMBDA function is a standout feature, that empowers users to craft custom functions regardless of complexity. This functionality proves invaluable for tailoring functions to specific needs, such as making decisions between summing up or averaging values based on designated index numbers. David emphasized the synergy between LAMBDA and the LET function, illustrating how their combined use can simplify intricate calculations and significantly amplify Excel's overall functionality.

In addition to the previously mentioned details about the LAMBDA function, David Brown shared further insights in the webinar:

1. Personal Preference: He expressed a personal preference for the LAMBDA and LET functions, considering them among his favorite tools in Excel. These functions significantly enhance Excel's capabilities for custom function creation and efficient formula management​​.
2. Efficiency in Formulas: David emphasized the efficiency brought by the LAMBDA function, especially when used in conjunction with LET. This combination allows for more efficient references within formulas, reducing the need to calculate the same value repeatedly​​.
3. Creating Custom Functions: David also illustrated the potential of LAMBDA to create new, custom functions such as 'sum average' or 'pick'. This ability to craft bespoke functions tailored to specific needs greatly expands the versatility and power of Excel for advanced data analysis and manipulation.

These insights further underscore the transformative impact of the LAMBDA function in modern Excel usage, enabling users to perform complex calculations and create custom functions with greater ease and efficiency.

 Excel Labs Add-in

Use the advanced formula environment from the Excel Labs Add-In.

Another tool highlighted in the session was the Excel Labs Add-in. This add-in offers an advanced formula environment within Excel, particularly beneficial when dealing with complex formulas. Users can install Excel Labs to elevate the capabilities of Excel's formula functions, providing a more efficient and streamlined approach to formula creation and management.

 The LET Function

Make your model run faster and eliminate inefficient formulas using the LET Function.

The webinar also brought to light the LET function and Excel Labs, unraveling the potential for simplifying complex formulas. David articulated the transformative impact of breaking down calculations into manageable parts using LET, especially when coupled with Excel Labs, an advanced formula environment. By seamlessly integrating LET with LAMBDA in Excel, David demonstrated the profound enhancement of Excel's capabilities, turning intricate calculations into a streamlined and sophisticated process. Together, the LAMBDA function and Excel Labs represent substantial advancements in Excel, equipping users with enhanced power and flexibility for tackling intricate data analysis and calculations.

Repetition: Excel Automation Tools

Explore the new automation options!

In the webinar, David shed light on a myriad of automation tools and languages available in Excel, providing a comprehensive overview for users keen on streamlining tasks and boosting efficiency:

1. Office Scripts: David advocated for exploring the capabilities of Office Scripts, an effective option for automating tasks in Excel.
2. Automate with Power Automate: Direct integration with Power Automate opens avenues for creating automated flows, especially beneficial for those well-versed in the Power Platform.
3. Java Scripts, Power Query, VBA: He mentioned these as integral components of Excel's automation toolkit, offering diverse options for users.
4. COM Add-ins and Web Add-ins: These additional tools serve to extend Excel's functionality, providing users with extra features and capabilities.
5. Power Automate (Ultimate): This term hints at the advanced uses of Power Automate, suggesting a deeper exploration for users seeking to harness its full potential in conjunction with Excel.
6. M Language for Power Query: Here, David introduced the M Language, a powerful formula language employed in Power Query for data manipulation and transformation, adding versatility to Excel's data processing capabilities.
7. DAX Language for Power Pivot: Exploring Data Analysis Expressions (DAX) language in Power Pivot offers users advanced capabilities for sophisticated data modeling within Excel.

David's insightful discussion brought to the forefront the extensive array of tools and languages at users' disposal, emphasizing the rich landscape for automating and enhancing Excel's capabilities.

Conclusion

And that concludes our journey through the Excel extravaganza, expertly guided by the one and only David Brown, Managing Partner of dbrownconsulting. From unraveling the potential of LAMBDA to exploring discreet techniques, such as the Ctrl + Shift + Alt + Windows shortcut, for free access to Office 365, we left no Excel stone unturned. Remember, Excel is more than just a software tool; it's a lifestyle for the data-savvy. The next time you embark on an Excel adventure, summon your inner David Brown and metamorphose those intimidating spreadsheets into a harmonious blend of numbers and charts. Until our next exploration, keep crunching those numbers, keep automating your processes, and, above all, keep Excel-ing!

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