Using Excel to Optimize Property Management Software Reports

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Course Description

In this session, Excel expert David Ringstrom, CPA, teaches you how to effectively work with reports exported from property management software into Excel. David shows you the pros and cons of exporting to Excel directly versus the comma-separated value format when available. Avoid the pitfalls of Protected View and Compatibility Mode that can slow down or even stymie your work in Excel. Mine data from property management reports with the SUMIF function; chart your P&L with a Waterfall chart in Excel 2016 and later; and color code data, such as rental rates and near-term lease expirations, with Conditional Formatting. After this presentation you’ll be empowered to work more effectively with your property management reports.

David demonstrates every technique at least twice: first, on a PowerPoint slide with numbered steps, and second, in the Office 365 version of Excel. David draws your attention to any differences in the older versions of Excel (2019, 2016, 2013, and earlier) during the presentation as well as in his detailed handouts. David also provides an Excel workbook that includes most of the examples he uses during the session.

Office 365 is a subscription-based product that provides new-feature updates as often as monthly. Conversely, the perpetual licensed versions of Excel have feature sets that don’t change. Perpetual licensed versions have year numbers, such as Excel 2019, Excel 2016, and so on.

Topics Covered:

  • Contrasting sending reports to Excel versus exporting to comma-separated value (.CSV) files.
  • Opening .CSV files in Excel for analysis.
  • Understanding how to manage the Protected View prompt in Excel 2010 and later.
  • Converting .XLS files compatible with Excel 2003 into the modern Excel workbook format.
  • Color-coding lease expirations on a rent roll based on time period.
  • Using the SUBSTITUTE function to strategically replace unwanted characters within your data.
  • Overcoming VLOOKUP’s quirks by using the SUMIF function to look up numeric values.
  • Visually grouping rental rates into a heat map with Conditional Formatting.
  • Illustrating financial statements with a Waterfall chart in Excel 2016 and later.
  • Isolating overdue amounts on an aged receivables report with the COUNTIF function.
  • Cleaning up unwieldy property management reports exported to Excel.

Learning Objectives:

  • Recall how to avoid the pitfalls of Protected View and Compatibility Mode that can slow down work in Excel.
  • Apply the SUMIF function to mine data from property management reports.
  • Identify how to apply Conditional Formatting color code data

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