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During this Excel 2013 tutorial, get to know VLOOKUP function to automate your data in different cells or sheets when using Excel 2013.

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Hello again and welcome back to our course on Excel 2013. By now we’ve covered quite a lot of the basics of Microsoft Excel. You hopefully have done some of the exercises that I provided and you’re starting to feel more confident in your use of Excel. One rather unfortunate thing about Microsoft Excel is that it is a big, very powerful, and quite complex product.

And if you’re still quite new to it, there are many, many more things to learn. And I think one of the dangers is trying to take in too much at once and there’s always a good case for getting a bit of practice with what we’ve covered already. So what I’m starting in this section is a small case study to show you how we can use some of the things you’ve already learned together with some new or perhaps more detailed things related to Functions to assist in the production of a business document.

Now the business document we’re going to produce is an invoice for our plumbing supplies company. You’ve seen it already earlier on in the course, but now we’re going to start to look at making it not only more flexible and more powerful but also something that could be more likely to be used in a business environment.
So first of all, let me explain a little bit about this invoice. We have the word Invoice at the top. There’s our name, Ocean Plumbing. Our address is 2324 Main St. South Park. And this particular invoice is going to Zak Stephens of West Beach Bathrooms. There’s his address. It’s going by courier. The order date is that date. The order number is that.

The purchase order number from the customer is that. Contact department there is purchasing and the account number for this customer, 2973, terms are 30 days. Now if I were regularly invoicing West Beach Bathrooms, I’d have all of this information in a database. And for the purposes of this exercise, my database is one of the sheets in this workbook. Now normally I wouldn’t set things up like that but in order to demonstrate how to do this, let’s just go along with my approach for the moment.

So let’s assume that the worksheet called Customers here is actually my database of customers. Now I’ve only put four on there at the moment. I’d hopefully have more than four customers, but there you are, account number 2973, West Beach Bathrooms, Zak Stephens is the contact. Their terms are 30 days. They do get a discount and there is their address.

Now if I were preparing an invoice for West Beach Bathrooms in reality, I wouldn’t type in all of these individual lines and pieces of information for West Beach every time I do an invoice. I might copy an old invoice but it will be much better if I could automatically fill in these cells in Excel. And what I’m going to show you how to do now is how to use one of the cells to help to fill in many of the other cells.

Now first of all, what is it about this customer that helps us to identify their information? And in the case of a customer of a company it will usually be an account number. So if I have the account number, in this case 2973, then I can use that account number to find the other information. Now let me just flip back to the Customer Sheet again. On the Customer Sheet the account number is in the first column. What I’d like to be able to do, go back to the invoice, is if I instead of putting 2973 here put say 2972, it would bring up the other information for the other customer. So there was a customer 2972, that’s a company called Bathtime. There’s my contact there. I’d like to automatically bring up that customer’s details and create an invoice for them if I put their account number on here. Let me just put that back to 2073 and then we’ll see how we do that.

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