Excel Automation Tricks for Reports

Overview

• Start of the month comes with the task of updating Excel files and reports.
• This presentation covers five Excel tricks to automate common tasks, improving efficiency.

Key Topics Covered

1. Creating Dynamic Drop-Down Lists

   • Importance of consistency in transaction categorization.
   • Use of drop-down lists for selecting categories.
   • How to add new subcategories dynamically:
     • Format categories in an Excel table (using Ctrl + T).
     • Define a name for subcategories that auto-references the table.
     • Set up data validation using the defined name to update lists automatically.

2. Importing and Consolidating Data Using Power Query

   • Automate gathering data from multiple files (CSV, Excel, etc.) into a single table.
   • Steps to import data:
     • Navigate to the data tab, select "Get Data from Folder."
     • Combine and transform data in the Power Query Editor.
   • Benefits of loading data directly to PivotTables or charts for efficiency.

3. Dynamic Named Ranges vs. Structured References

   • Use of structured references for automatically adjusting size of tables in formulas.
   • Dynamic named ranges can be created using the OFFSET function.
   • Creating dynamic named ranges for charts that reference PivotTables.

4. Creating Dynamic Text Labels for Reports

   • Automate updates for chart titles based on data changes (e.g., variance to date).
   • Using INDEX, MATCH, and TEXT functions to create a dynamic title.
   • Steps for implementation:
     • Find current month using INDEX and MATCH.
     • Create text for the title and format variance values.
     • Link the dynamic title to the chart title for auto-updates.

5. Additional Learning Opportunities

   • Encouragement to explore more in-depth Excel courses for skill enhancement.
   • Courses offered range from basic to advanced techniques for Excel mastery.

Conclusion

• Mastering these tricks can significantly reduce the time spent on report updates and data management in Excel.
• Further learning can lead to discovering additional useful tools and techniques.