Sometime during the 2nd half of 2013, I finished 10 years of Excel usage. In the last 10 years, I completed my studies, got my first job, married, had kids, visited 15 different countries, quit my job to start a business, bought first car, first house, made dozens of new friends, read 100s of books, wrote a book and learned 1000s of new things. And all along, Excel stayed a true companion. Right from MBA entrance exam preparation in 2003 to making my summer internship project reports in 2005 to planning my wedding expenses in 2007 to getting a promotion in 2009 to planning my kids feeding schedule in 2010 to running a successful business in 2014, Excel helped me in every step.
So today, I want to tell you the top 10 things I learned using Excel in last decade. Grab a hot cup of coffee, buckle your belts and get ready for time travel.
Late 2003 & 2004: Using Excel to track exam prep & making sales reports using Excel + Java!!!
During 2003, I got my first job as software engineer. I used work more roughly 10 hours a day + 2 hour commute. This left me with very little time to prepare for MBA entrance exams. So I used Excel to plan my time efficiently, track my preparation progress, mistakes made in mock examinations and test scores. Everyday before sleep I used to review the Excel workbook to understand how I can improve, where I am struggling. If any of you remember the Active Desktop feature of Windows 2000, I used it to show the Excel workbook as my desktop wallpaper so that it was never out of sight.
Although the workbook was not very sophisticated, it helped me greatly in securing admission to one of the best MBA colleges in India.
During my work as software engineer, I got an interesting challenge. I was asked to create Excel based sales reports from Java / JSP code. Back then, there is no API to directly create Excel files from Java. So I used Apache’s POI HSSF (Poor Obfuscation Interface – Horrible Spread Sheet Format) to create a Java class called as ExcelBridge. This can take raw data (from MySQL) and convert it in to Sales report Excel workbook. Last heard, my company & their clients are still using ExcelBridge to publish sales reports.
Although ExcelBridge is a complex piece of work, I learned little about Excel thru it. I had a colleague (Roja), who knew how to format Excel files, how to use VB Script, so she helped me with Excel part while I focused on Java & MySQL.
Things learned: coloring cells, using Excel to track data.
2005: IF()
Later when I joined B-School, I had to learn how to use formulas like IF() to model real world situations. And boy oh boy, that proved to be a very difficult experience. I still remember that one afternoon when I spent more than 2 hours trying to debug the IF() formula.
Later in 2005 during my summer internship, I learned how to use Pivot tables to analyze survey data. Although I made the reports, I did not have a clue as to what pivot tables were doing.
A part of Excel report made during my summer internship. Don’t ask me what it says.
Things learned: IF formula and few others, very little bit of VBA coding
2006: Analyzing data
By July 2006, I started working as business analyst with a leading IT company in India. During my first 4 months, all I was doing is analyzing data in Excel and making presentations. This was a very intense learning experience. During one of the assignments, I was analyzing annual reports of 70 Fortune 500 insurance companies using Excel. Lots of numbers, text and details.
It became obvious that to shine as a business analyst I must be very good in Excel & Power Point. So I used make Excel files modeling many problems from my personal life, like planning my retirement. Here is one such thing I made in 2006.
Things learned: formulas, charting concepts, creating & maintaining large workbooks.
2007: Modeling, more analysis
During 2007, one of the work projects required that I visit Hong Kong to meet a Chinese health insurance company and understand their claims process. If you have ever had a health insurance claim, you know what complex cobweb it is. Not only I had to understand that, but I had to explain it in Excel (and Word) so our coding team can create programs to improve the claims process. This made me understand the true power of Excel. My colleague (Eldhose) & I created elaborate models to explain the claims process, classification of diseases, treatment procedures and more.
Things learned: how to use data validation & form controls can help in user interactivity and controlling formulas.
2008: Gantt Charts and Conditional Formatting
For a few weeks in early 2008, I became a makeshift project manager. One of the first things I had to do was to create a plan and share with it our client. I quickly whipped up a Gantt chart using Excel. Our clients loved the plan that they asked me to continue full-time.
2008 is also the year I started writing more often about Excel on Chandoo.org. Until then, Chandoo.org used to be a mixed bag with lots of personal stories, rants and observations.
This Gantt chart almost got me a promotion.
Things learned: using features like formulas & conditional formatting to make gantt charts.
2009: SUMPRODUCT, Tables, Charts & Reports
By 2009, I was managing a small team of business analysts and started working with another insurance giant in Sweden. Most of my work involved reporting, analysis and meetings. Naturally, Excel became my ally as I was making charts, reports, trackers and presentations almost everyday. Whatever I was learning, I used to post it on Chandoo.org (I still do.) SUMPRODUCT also became my best friend as I had to calculate numbers based on various criteria. And Tables became the greatest ally. I used them everywhere.
Things learned: SUMPRODUCT, Excel Tables, chart customization, tweaking and building better charts.
2010: Dashboards
Although I started learning about Dashboards in 2008 (thanks to my good friend Robert’s excellent KPI dashboard articles), by 2010 I was making them more often. New features in Excel 2010 like slicers, sparklines helped me even more.
In 2010, I quit my job finally to work on Chandoo.org full time. Naturally I started using Excel to manage my business. 2010 is also the start of a really intense and rapid learning phases in my life. I learned new concepts and usages of Excel almost every week since then. Since I do not want to keep this knowledge, I started Excel School program. Now thousands of people all over the world are Excel pros, thanks to this course.
An example dashboard you will learn in Excel School
Things learned: Creating and formatting better looking dashboards
2011: VBA & Macros
Although I have been coding in VB since 1999, I have not used it with Excel very much until 2011. So during late 2010, I started brushing up my VBA concepts and by early 2011 I was building small apps and cool things with VBA. With the confidence I gained in VBA, I launched our VBA Classes so that many more of you can become awesome in VBA & Macros.
One of the many VBA apps I built
Things learned: VBA, Macros, Excel 2010 slicers
2012: Improving my analysis skills
In 2012, I focused on improving my analytical skills. I spent a lot of time using pivot tables, formulas and charts to analyze my own business data, examples shared by readers on Chandoo.org. Some of this can be seen in customer service dashboard, analyzing 20,000 comments, Usain Bolt vs. Rest and Excel salary survey dashboards.
Things learned: Advanced data analysis, dashboard special effects thru VBA
2013: PowerPivot
During late 2012, I started learning PowerPivot. Although, PowerPivot has been around for a few years, I never used it well until then. I bought a few books and by early 2013, I became proficient in PowerPivot, DAX and creating awesome dashboards with it. I took all these beautiful ideas and packaged them in to my online Power Pivot classes, which helped more than thousand people become awesome.
An example Power Pivot dashboard we discuss in Power Pivot class
Things learned: PowerPivot, DAX, Data Explorer (now Power Query).
So what is in store for 2014?
I am really excited about 2014. This year, I am hoping to dip my feet in to Power View, more ways to analyze data, smarter formulas and creating better looking charts.
What about you?
What are you planning to learn this year? Please share in comments.
12 Responses to “Speeding up & Optimizing Excel – Tips for Charting & Formatting [Speedy Spreadsheet Week]”
Usually when I dump data into my files to update values, the formatting sometimes go to all rows or columns. So what I typically will do is go to the last row and then the last column and use Ctrl + Shift + end and then delete the cells highlighted. this will remove all unknown formats in the worksheet. Also, after you have done this, you won't see the benefit until you save the document. Sometimes I even have to close and reopen. The direct sign that this has improved is the size of the scroll bar and range.
I have some comments on a couple of the points.
1. Camera objects
Tip: I use defined names in conjunction with camera tool objects.
Each camera object gets a name like so:
CameraItem01
Referring to: =IF(PicsOn=1,Sheet1!$C$2:$S$5,"")
By setting the PicsOn name to 1, the camera objects become "live", by setting the PicsOn name to 0, they become static. That improves performance enormously.
4: Conditional formatting
Lots of CF rules can slow down your workbook a lot. And it does not show the calc progress a "normal" recalc does on slow workbooks.
5. Format whole columns/rows
as far as I know, there is no problem with formatting entire columns/rows performance-wise, on the contrary, Excel is more efficient when you format an entire column than when you format a couple of 100 rows of a column.
6. Styles.
Here I wholeheartedly disagree. I say: Use styles. And use them religously.
I mean: if you have applied a (custom) style and you need to change a small piece of formatting to make that one cell look right, force yourself to create a new style just for that cell. It forces you to really think about your spreadsheet design and try and streamline it. It also makes it much, much easier to change your sheet's appearance later on. See http://www.jkp-ads.com/articles/styles00.asp
Very good insights Jan..
Camera objects: I often use similar technique to turn off images in my dashboards.
Formats: Thanks for clearing this. Do you think formatting larger ranges has any impact on macro speeds or it does not matter?
Styles: Thanks for telling us about this. As I mentioned, I am not sure about the styles, but I am under the impressions that excessive use of styles can bloat the file size.
@Chandoo:
If you stick to formatting entire rows/columns I don't expect macro speed is affected. Better: try it!
If you use styles properly AND as a replacement of ad-hoc cell formatting, I expect you'll see that the file actually is smaller in size.
This is because the cells now only have a reference to a single style instead of a reference to a custom cell formatting style.
Many cell formatting combinations get created if you format your cells in an ad-hoc manner, which was responsible for the dreaded "Too many different cell formats" error in Excel 2003 and older. Excel 2007 and 2010 have a higher limit there, but it does slow down your file with many of them.
Style bloat in my point of view is what you get by copying and pasting a lot from various other files and thus get Normal 1, Normal 1 1, Normal 1 1 1, ... I have seen workbooks with as many as 6000 styles, all caused by copying and pasting from various differently formatted workbooks.
Excel 2007 and 2010 have fixed a number of issues regarding copying of styles, but for workbooks with a long editing history, the trouble is already in the workbooks.
Cant emphasise the importance of reducing the amount of formatting in a workbook - this has a suprising impact on workbook size. I've always kept to one font, and no more than three colours - this has worked well for me. Keeping things clean and simple should be the motto when designing any type of report/dashboard that is going to be distributed around the organisation.
You can also save a few MB's by saving as an xlsb file.
Has anyone else mentioned that only the first item in the "more ..." section is hyperlinked.
Prem, have you confirmed by trial that XLSB file size is smaller than same XLSX file? Sorry, I just tried it with a small, simple XLSM file. I was surprised to see you are correct. File went from 40kb to 37kb. I thought that the compression of the new file would make the new file smaller.
@Ron
All Excel files have a minimum overhead that they have to include which is around 8KB, just to store a simple number or letter.
So with a small file of 40KB you will not see a huge improvement in file size
With files greater than 10MB you will see large improvements in size.
The compression gained also depends on what the contents of the file include. That is straight numbers, text and formulas can be greatly compressed whereas files that contain a lot of objects especially pictures gain very little from using *.xlsb files.
@Ron.. the other articles are yet to be published. All the links will be updated by Tuesday (27th March).
Hi,
I have a need for x,y scatter chart to have arround 30 data series.
like this:
http://i65.tinypic.com/jra8lc.jpg
Also I have multiple of such charts in one excel file.
Is there any way to make excel faster, because it is irritatingly slow?
(though my PC config. is quite on the level)
Thanks in advance!!!
@Mil
30 series won't be the issue
It is the number of points in the series
Also remove all fancy modifications, like shadows, fancy fills etc
I'd suggest asking the question in the Chandoo.org Forums http://forum.chandoo.org/
Attach a sample file with an example of what you are after
@Hui
I've already removed all fancy mod. The problem is there are also a lot of data points in one series.
Thanks for the advice!
@Mil
Do you really need every data point ?
Where is the chart being presented Screen or Report
On a screen you are unlikely to use more than 800 pixels for the chart area
So using any more than about 250 points is not adding values
On an A4 chart in landscape lets say the chart area is 6" long and at 300dpi that is 2000 pixels
Once again using more than 800-1000 points will not add any value
I have seen charts with 30,000+ points and when this is explained and a work around shown people appreciate the speed up
For a work around try setting up an area where you select say every x'th point using an Offset or Index Function
Then plot that data
I'd suggest asking the question in the Chandoo.org Forums http://forum.chandoo.org/
Attach a sample file with an example of what you are after