Most data from Back-of-the-House software can be exported to an XLS (Excel), CSV (Comma-Separated Value), or even TXT format, allowing you to analyze and report information in more detail. Then open the data in an Excel file and save it as an XLS or XLSX (Excel 2007/2010) format. Once you have imported the data into Excel, you can use two powerful tools to analyze the data.
- Lists/Tables: The Lists (Excel 2003) and Tables (Excel 2007/2010) features allow you to easily sort and more importantly filter data by criteria. The data needs to have no blank columns or rows and it is easiest if the first row of data contains the headers or field names. All you need to do is click somewhere inside the data and then select the List or Table feature to enable it. Here are instructions to enable the List feature in Excel 2003 and here are instructions for activating the Table feature in 2007.
- PivotTables: PivotTables allow you to rearrange and summarize data (count, sum, average, etc.). PivotTables are invaluable for analyzing survey data. Excel allows you to take a large amount of data (think survey questions vs. demographics) and then analyze and filter it into useful information. Click here for instructions on creating a PivotTable report in Excel 2003 Click here for instructions on creating a PivotTable report in Excel 2007/2010.
The next two tips relate to PowerPoint. One is the feature called Slide Master view. The other is an alternative use of PowerPoint (besides just using it to make presentations).
- Slide Master View: The PowerPoint Slide Master view enables you to make changes to a slide that affects all the slides in your presentation. Add your Club logo to all the slides in your presentation by adding it to the Slide Master of the file. The logo will display on all your slides in that presentation. The Slide Master View can be found on the View menu bar (PowerPoint 2003) or on the View ribbon (PowerPoint 2007 and 2010).
- Use PowerPoint for Room/Catering Events: PowerPoint is commonly used to enhance your presentations. Clubs have also found PowerPoint to be useful in showing room configurations for weddings and menu selections for parties. For example, take digital images of room configurations for weddings that have been held at the club and then load them in a PowerPoint file as a slideshow and let the bride choose the most appealing option for her wedding. Clubs also can load PowerPoint files with images of plate presentations to facilitate party planning. These are both useful and creative applications for this software package.
Personalize letters and e-mail messages in mass mailings with the Word Mail Merge feature, (Aren’t clubs all about personalization?) The feature is used to streamline the process of sending a template letter or e-mail to a large number of people. Strangely enough, Word is used to send mass e-mail messages, not Outlook. (You can start in Outlook but eventually you have to switch to Word to complete the process.) Personalize these messages with the member’s first name or prefix (Mr., Mrs., Ms.) and last name. Merge Word with data (names and addresses) in Excel, Outlook, or a CSV file that you exported from your back-of-the-house software. For information on how to run a Word Mail Merge in 2003 click here for instructions. For Word 2007/2010 Word Mail Merges view these instructions.
These are just a few examples of the many features available in Microsoft Office. Share them with your staff and start taking advantage of the software that is already available at your fingertips.
Lisa Carroll is Relationship Manager at Kopplin & Kuebler, LLC, The Most Trusted Names in Private Club Executive Placement(www.kkandw.com)and Owner of Carroll Quality Alliance, LLC, Promoting Quality of Business and Quality of Life through Technology and Communications Training (www.carrollquality.com) She facilitates CMI workshops for CMAA Chapters and provides remote, webinar-based software training for Clubs and their staff.