MS Excel 2010

Training

Module 1
- Advance
Function

R e g i n a r d C . F a j a n o y, M I T
BS Computer Science | Programming NCIV | Visual Graphics NCIII

Cel#: 0925 700 6969 | Email: rcfajanoy@gmail.com

google.com/+ReginardCastillanoFajanoyOpec

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I . T. S o l u t i o n

el Basics!

Formulas and Functions

Formula
- is an expression which
calculates the value of a cell

Function
- are predefined
formulas.

el Basics!

Formulas and Functions

Excel Formula

Cell A3 below contains a formula which

adds the value of cell A1 to the value of cell
A2.

el Basics!

Formulas and Functions

Excel Function

Cell A3 below contains the SUM function

which calculates the sum of the range
A1:A2

el Basics!

Formulas and Functions

Steps in entering Excel

Formula

1. Select a cell.
2. To let Excel know that you want to enter
a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Tip - Instead of typing A1 and A2, simply

select cell A1 and cell A2

iting Excel Formula

Note: Excel shows the value or formula

of the cell in the formula bar.

iting Excel Formula

To edit a formula, click
in the formula bar and
change the formula.

Press Enter to view the

result.

erator Precedence - MDAS

- Excel uses a default order in which calculations occur. If a part of the
formula is in parentheses, that part will be calculated first. It then
performs multiplication or division calculations. Once this is complete,
Excel will add and subtract the remainder of your formula.

- First, Excel performs multiplication (A1 * A2).

- Next, Excel adds the value of cell A3.

erator Precedence - MDAS

- First, Excel calculates the part in parentheses (A2+A3).

- Next, it multiplies this result by the value of cell A1.

py and Paste a Formula

When you copy a formula, Excel automatically adjusts the cell
references for each new cell the formula is copied to
- Enter the formula shown
below into cell A5.
- Select cell A5, right click,
and then click Copy (or
press CTRL + c)
- Select cell Bb, right click,
and then click Paste under
'Paste Options:' (or press
CTRL + v).

py and Paste a Formula

- You can also drag the

formula to cell B4. Select
cell A4, click on the lower
right corner of cell A4 and
drag it across to cell B4.
This is much easier and
gives the exact same
result!

aste Options
This example illustrates the variouspaste optionsinExcel. Cell B5 below
contains the SUM function which calculates the sum of the range B2:B4.
Furthermore, we changed the background color of this cell to yellow and
added borders.

aste Options
Paste
The Paste option pastes everything.
1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Next, select cell F5, right click, and then click Paste under 'Paste Options:'
(or press CTRL + v).

aste Options
Values
The Values option pastes the result of the formula.
1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Next, select cell B9, right click, and then click Values under 'Paste
Options:'

Note: to quickly replace the formula in cell B5 with its own result, select cell
B5, press F2 (to edit the formula) and press F9.

aste Options
Formulas
Formulas option only pastes the formula.
1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Next, select cell D5, right click, and then click Formulas under 'Paste
Options:'

aste Options
Formatting
The Formatting option only pastes the formatting.
1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Next, select cell B7, right click, and then click Formatting under 'Paste
Options:'

Note: theFormat
Paintercopy/pastes
formatting even quicker.

aste Options
Paste Special
The Paste Special dialog box offers many more paste options. To launch the
Paste Special dialog box, execute the following steps.
1. Select cell B5, right click, and then click Copy (or press CTRL + c).
2. Next, select cell D5, right click, and then click Paste Special.

aste Options

he Paste Special dialog box appears.

Note: here you can
also find the paste
options
described
above. You can also
paste
comments
only,
validation
criteria only, use the
source theme, all
except
borders,
column
widths,
formulas and number
formats, values and
number formats. You
can also use the
Paste Special dialog
box to perform quick
operations,
skip
blanksand
transposedata.

nsert a Function
Every function has the same structure. For example, SUM(A1:A4).
The name of this function is SUM. The part between the brackets
(arguments) means we give Excel the range A1:A4 as input. This
function adds the values in cells A1, A2, A3 and A4.

nsert a Function
Search for a function or
select a function from a
category. For example,
choose COUNTIF from the
Statistical category.

nsert a Function
- The 'Function Arguments'
dialog box appears.
- Click in the Range box
and select the range
A1:B4.
- Click in the Criteria box
and type >=6.
- Click OK.

nsert a Function

As a result, Excel counts the number of cells that

are greater than or equal to 6.

ercent Change
Thepercent change formulais used very often inExcel. For example, to
calculate the Monthly Change and Total Change.

Step 1: Select cell D4

and enter the formula
shown above.

Step 2: Select cell

D4 and apply a
Percentage
format.

ercent Change
We don't need to repeat step 1 and step 3 ten more times.

Step 3: Select cell D4, click on the lower right corner of cell D4 and drag
it down to cell D14.

ercent Change

Check if everything went alright.

ercent Change

Step 1A: In a similar way, we can calculate the Total Change. This
time we fix the reference to cell C3. Select cell E4 and enter the
formula shown above.

ercent Change

Step
Step
drag

1B: Select cell E4 and apply a Percentage format.

1C: Select cell E4, click on the lower right corner of cell E4 and
it down to cell E14

ercent Change
Step 1D: Check if
everything went alright.

Explanation: when we drag the formula down, theabsolute reference

($C$3) stays the same, while the relative reference (C4) changes to
C5, C6,C7, etc.

ames in Formulas
Named Range
To create a named range, execute the following steps.
1. Select the range A1:A6.
2. On the Formulas tab, clickDefine Name.

ames in Formulas
3. Enter a name and click OK.

ames in Formulas
There's an even quicker way of doing this.
4. Select the range, type the name in the Name box and press Enter.

5. Now you can use this named range in your formulas. For example,
sum Prices

ames in Formulas
Named Constant
To create a named constant, execute the following steps.
1. On the Formulas tab, click Define Name.
2. Enter a name, type a value, and click OK.

ames in Formulas
3. Now you can use this named constant in
your formulas.

Note: if the sale rate changes, use the Name Manager to edit the name
andExcelautomatically updates all the formulas that use Salesrate.

ames in Formulas
Name Manager
To edit and delete defined names, execute the following steps.
1. On the Formulas tab, clickName Manager.

ames in Formulas
2. For example, select SalesRate and click Edit.

ynamic Named Range

Adynamic named rangeexpands automatically when you add a value
to the range.
1. For example, select the range A1:A6 andnameit Prices.
2. Calculate the sum

ynamic Named Range

3. When you add a value to the range,Exceldoes not update the sum.

To expand the named range automatically when you add a value

to the range, execute the following the following steps.

ynamic Named Range

. On the Formulas tab, click Name Manager.

5. Click Edit.

ynamic Named Range

6. Click in the "Refers to" box and enter the formula
=OFFSET(Sheet6!$A$1,0,0,COUNT($A:$A),1)

Explanation: TheOffsetfunction takes 5 arguments. Reference: $A$1,

rows to offset: 0, columns to offset: 0, height: COUNT($A:$A), width: 1.
COUNT($A:$A) counts the number of values in column A that are not
empty. When you add a value to the range, COUNT($A:$A) increases. As
a result, the named range expands.

ynamic Named Range

7. Click OK and Close.
8. Now, when you add a value to the range, Excel
updates the sum automatically.

Status Bar
The quickest way to see the average, count, numerical count, minimum,
maximum or sum of selected cells is by taking a look at thestatus bar.
1. Select a range of cells.

2. Look at the status bar at the bottom of your window to see the sum
of these cells.

Status Bar
3. Right click the status bar to add the average, count, numerical count,
minimum or maximum.

Result:

uick Operations
Use the 'Paste Special Operations' to quickly perform operations on a range
of cells inExcel.
1. Select cell D2.
2. Right click, and then click Copy.

uick Operations
3. Select the range A1:B8.
4. Right click, and then click Paste Special...
5. Click Multiply.

Note: you can also Divide, Add or Subtract

a value.

uick Operations
6. Click OK.

Note: all values are increased by 10 percent. Without this feature,

you would have to create a temporary range (with formulas that
multiply the values in the range A1:B5 by 3.3) and then replace the
range A1:B5 by copy and pasting the temporary range as values.

unt and Sum Functions

The most used functions inExcelare the

functions thatcountandsum. You can
count and sum based on one criteriaor
multiple criteria.

unt and Sum Functions

Count
To count the number of cells that contain numbers, use the COUNT function.

unt and Sum Functions

Countif
To count cells based on one criteria (for example, higher than 10), use the
following COUNTIF function.

unt and Sum Functions

Countifs
To count cells based on multiple criteria (for example, pineapples and higher
than 10), use the following COUNTIFS function.

unt and Sum Functions

Sum
To sum a range of cells, use the SUM function.

unt and Sum Functions

Sumif
To sum cells based on one criteria (for example, higher than 10), use the
following SUMIF function (two arguments).

unt and Sum Functions

Sumif

To sum cells based on one criteria (for example, melon), use the
following SUMIF function (three arguments, last argument is the range
to sum).

ogical Functions

Learn how to useExcel's logical

functionssuch as the IF, AND and OR
function.

ogical Functions
If Function
TheIF functionchecks whether a condition is met, and returns one value if
TRUE and another value if FALSE.
1. Select cell C1 and enter the following function.

The IF function returns Correct because the value in cell A1 is higher

than 12.

ogical Functions
And Function
TheAND Functionreturns TRUE if all conditions are true and returns FALSE if
any of the conditions are false.
1. Select cell D1 and enter the following formula.

The AND function returns FALSE because the value in cell B1 is not
higher than 20. As a result the IF function returns Incorrect.

ogical Functions
Or Function
TheOR functionreturns TRUE if any of the conditions are TRUE and returns
FALSE if all conditions are false.
1. Select cell E1 and enter the following formula.

The OR function returns TRUE because the value in cell A1 is

higher than 12. As a result the IF function returns Correct.

ogical Functions

Other operators you could use are

when using AND and OR:
1.= Equal to
2.> Greater Than
3.<= Less than or equal to
4.>= Greater than or equal to
5.<> Less than or greater
than

ell References

Cell references inExcelare very

important. Understand the difference
between relative, absolute and mixed
reference, and you are on your way to
success.

ell References
Relative Reference
By default, Excel usesrelative reference. See the formula in cell D2 below.
Cell D2 references (points to) cell B2 and cell C2. Both references are
relative.

Step 1: Select cell D2, click on the lower right corner of cell D2
anddragit down to cell D5.

Cell D3 references cell B3 and cell C3. Cell D4 references cell B4 and cell C4.
Cell D5 references cell B5 and cell C5. In other words: each cell references its
two neighbors on the left.

ell References
Absolute Reference
See the formula in cell E3 below.
Step 1:
To create anabsolute referenceto cell H3, place a $ symbol in
front of the column letter and row number of cell H3 ($H$3) in the formula of
cell E3.

Step 2: Now we can quickly drag this formula to the other cells.

The reference to cell H3 is fixed (when we drag the formula down and
across). As a result, the correct lengths and widths in inches are calculated.

ell References
Mixed Reference
Sometimes we need a combination of relative and absolute reference (mixed
reference).
1. See the formula in cell F2 below.

2. We want to copy this formula to the other cells quickly. Drag cell F2
across one cell, and look at the formula in cell G2.

ell References
Do you see what happens? The reference to the price should be
afixedreference to columnB. Solution: place a $ symbol in front of the
column letter of cell B2 ($B2) in the formula of cell F2. In a similar way, when
we drag cell F2 down, the reference to the reduction should be
afixedreference to row6. Solution: place a $ symbol in front of the row
number of cell B6 (B$6) in the formula of cell F2.

Note: we don't place a $ symbol in front of the row number of B2 (this way
we allow the reference to change from B2 (mangoes) to B3 (pineapples)
when we drag the formula down). In a similar way, we don't place a $
symbol in front of the column letter of B6 (this way we allow the reference
to change from B6 (Jan) to C6 (Feb) and D6 (Mar) when we drag the
formula across).

ell References
Step 3: Now we can quickly drag this formula to the other cells.

The references to column B and row 6 are fixed.

Activity Time!
Create an excel file that will accept user input for Salesmans Name,
Salesmans Type, Gross Salary and Minimum Amount for Salary. Create a
Dynamic Named Range for Total Gross Salary, Total Bunos, Total Net
Salary, and Named Constant for Bunos with a value equals to 10%. The
excel file will automatically compute the TOTAL Gross Salary, TOTAL
Bunos and TOTAL Net Salary using Dynamic Name Range and Named
Constant. If the Gross salary entered is equal or higher than the minimum
OR the Salesmans type is A or B then it will compute for the bunos Gross
Salary * Bunos otherwise the bunos is 0.

Solution!

Solution!

Solution!

Solution!

Solution!

ate & Time Functions

To enter adateinExcel, use the "/" or "-" characters. To enter atime, use the
":" (colon). You can also enter a date and a time in one cell.

Note: Dates are in US Format. Months first, Days second. This type of
format depends on your windows regional settings.

ate & Time Functions

Year, Month, Day
To get the year of a date, use the YEAR function.

Note: use the MONTH and DAY function to get the month and day
of a date.

Date Function
1. To add a number of days to a date, use the following simple formula.

ate & Time Functions

2. To add a number of years, months and/or days, use the DATE function.

Note: the DATE function accepts three arguments: year, month and
day. Excel knows that 6 + 2 = 8 = August has 31 days and rolls over to
the next month (23 August + 9 days = 1 September).

ate & Time Functions

Current Date & Time
To get the currentdateandtime,use the NOW
function.

Hour, Min, Sec

Note: use the

TODAY function to
get the current
date only. Use
NOW()-TODAY() to
get the current
time only (and
apply aTime
format).

To return the hour, use the HOUR function.

Note: use the
MINUTE and
SECOND function
to return the
minute and
second.

ate & Time Functions

Time Function
To add a number of hours, minutes and/or seconds, use the
TIME function.

Note: Excel adds 2 hours, 37+20 = 57 minutes and 17+10 = 27

seconds.