In this excellent course, Excel expert David Ringstrom, CPA, teaches you how to work effectively with reports exported from property management software into Excel. He explains the pros and cons of exporting to Excel directly versus the comma-separated value format when available. In addition, David demonstrates how to: 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 subscription-based 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 webcast.

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.

Who Would Be Interested in This Course:
Practitioners who wish to work more effectively with property management reports in Excel.

Topics Covered:

  • Transforming property management and account reports into analysis-ready formats.
  • Isolating overdue accounts receivable amounts within an aging report.
  • Converting .XLS files compatible with Excel 2003 into the modern Excel workbook format.
  • Contrasting sending reports to Excel versus exporting to comma-separated value (.CSV) files.
  • Using the SUBSTITUTE function to strategically replace unwanted characters within your data.
  • Understanding how to manage the Protected View prompt in Excel 2010 and later.
  • Opening .CSV files versus opening Excel workbooks.
  • Heat-mapping rental rates with Conditional Formatting.
Learning Objectives
  • Identify how to avoid the pitfalls of Protected View and Compatibility Mode that can slow down work in Excel.
  • Discover how to apply the SUMIF function to mine data from property management reports.
  • Identify the location of the PivotTable command within Excel's ribbon menu interface.


Last updated/reviewed: March 20, 2024
2 Reviews (10 ratings)


Anonymous Author
Excellent tips and shortcuts to better property management reports. I also learned about the waterfall chart which can be used in P&L analysis

Member's Profile
I loved this course-very informative- great time saving techniques-clear and concise explanations

Course Complexity: Foundational

Experience with QuickBooks and Excel Recommended

Education Provider Information
Company: Illumeo, Inc., 75 East Santa Clara St., Suite 1215, San Jose, CA 95113
Contact: For more information regarding this course, including complaint and cancellation policies, please contact our offices at (408) 400- 3993 or send an e-mail to .
Instructor for this course
Course Syllabus
  Introduction To Excel Efficiency: Property Management Reports2:35
  Excel Reports vs. CSV Exports6:00
  Protected View Setting9:55
Conditional Formatting
  Color Code Lease Expirations5:03
  SUBSTITUTE Function5:46
  SUMIF Function5:57
  Heat Mapping Rental Rates6:46
Other Excel Features
  Identify Overdue A/R Accounts7:09
  Cleaning Property Management Reports8:20
  Pivot Table-based Vacancy Schedule4:37
Continuous Play
  Excel Efficiency: Property Management Reports1:02:11
Supporting Materials
  Slides: Optimizing Property Management Software Reports Using ExcelPDF
  Workbook: Aged Receivables Multiple Properties ExcelXLS
  Workbook: Aged Receivables Single Property ExcelXLS
  Workbook: Aged Receivables Single Property CSVCSV
  Workbook: Excel Efficiency Property Management ReportsXLXS
  Workbook: Summary Rent Roll Multiple Properties ExcelXLS
  Workbook: Trial Balance Activity Single Property ExcelXLS
  Workbook: Commercial Rent Roll Single Property CSVCSV
  Optimizing Property Management Software Reports Using Excel Glossary/IndexPDF
Review And Test