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5 visualizzazioni76 pagineThis book is part 1 of the advance for Excel.

Aug 07, 2019

Advance Excel - Part 1 of 2

© © All Rights Reserved

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This book is part 1 of the advance for Excel.

© All Rights Reserved

0 valutazioniIl 0% ha trovato utile questo documento (0 voti)

5 visualizzazioni76 pagineAdvance Excel - Part 1 of 2

This book is part 1 of the advance for Excel.

© All Rights Reserved

Sei sulla pagina 1di 76

francis.lai@delasalle.ph

Outline

1. Background 8. Relative and Absolute

2. Definitions Addressing

3. File Extensions 9. VLookUp and

4. Shortcuts HLookUp

5. Fill/Copy 10. Errors

6. Formatting 11. Formula Auditing

7. Formulas 12. Conditional

Formatting

8. Functions

13. Simple Tables

14. Basic Charts

Background

How long have you’ve been using Excel?

From what department do you belong to?

What task do you usually do with Excel?

What do you expect to learn at the end of the training?

Definitions

Workbook

A workbook is a file that stores the entered related data;

a worksheet is a page of the workbook on which all the

data is held.

Worksheet

A workbook defines the data of the worksheets; the

worksheets allow for the data to be manipulated for

specific purposes.

Definitions

THE Microsoft EXCEL 2007 Screen

Definitions

Terms

Active Cell

In an Excel 2007 worksheet, the cell with the black outline. Data is

always entered into the active cell.

Column Letter

Columns run vertically on a worksheet and each one is identified by

a letter in the column header.

Formula Bar

Located above the worksheet, this area displays the contents of the

active cell. It can also be used for entering or editing data

and formulas.

Name Box

Located next to the formula bar, the Name Box displays the cell

reference or the name of the active cell.

Definitions

Terms Continued

Row Numbers

Rows run horizontally in a worksheet and are identified by a number

in the row header.

Cell Reference

Together a column letter and a row number create a cell reference.

Each cell in the worksheet can be identified by this combination of

letters and numbers such as A1, F456, or AA34.

Sheet Tabs

By default there are three worksheets in an Excel file.

The tab at the bottom of a worksheet tells you the name of the

worksheet - such as Sheet1, Sheet2 etc.

Switching between worksheets can be done by clicking on the tab of

the sheet you wish to access.

Renaming a worksheet or changing the tab color can make it easier

to keep track of data in large spreadsheet files.

File Extensions

*.xls

for Excel files created or viewable and fully compatible by

users using Excel 97-2003 products. Everyone should be able

to read these files.

*.xlsx

for Excel files created using Excel 2007.

Files created using this file extension are not compatible with

users using Excel 97-2003 products

File Extensions

*.pdf

Excel files can now be saved as a light-weight file that

can be opened by any pdf viewer i.e. Adobe Pdf Reader,

Foxit Reader, Google Chrome, etc.

Shortcuts

Worksheet, Workbook and Cell Navigation

Shortcuts

Worksheet, Workbook and Cell Navigation

Shortcut Key Effect

Moves to the beginning of a row in a worksheet. Moves to

the cell in the upper-left corner of the window when scroll

HOME

lock is turned on. Selects the first command on the menu

when a menu or submenu is visible.

CTRL+HOME Moves to the beginning of a worksheet.

Moves to the cell in the lower-right corner of the window

END when SCROLL LOCK is turned on. Also selects the last

command on the menu when a menu or submenu is visible.

Moves to the last cell on a worksheet, in the lowest used row

CTRL+END of the rightmost used column. If the cursor is in the formula

bar, CTRL+END moves the cursor to the end of the text

CTRL+N Creates a new, blank workbook.

CTRL+F4/W Closes the selected workbook window.

Shortcuts

Worksheet, Workbook and Cell Navigation

Shortcut Key Effect

SHIFT+F11/ALT+SHIFT+F1 Inserts a new worksheet.

Rename the current sheet (Format menu,

ALT+O,H,R

Sheet submenu, Rename command).

Move or copy the current sheet (Edit menu,

ALT+E,M

Move or Copy Sheet command).

Delete the current sheet (Edit menu, Delete

ALT+E,L

Sheet command).

Switches between worksheet tabs, from right-

CTRL+PGDN

to-left.

Switches between worksheet tabs, from left-

CTRL+PGUP

to-right.

Shortcuts

Worksheet, Workbook and Cell Navigation

Shortcut Key Effect

Displays the Insert dialog box to insert blank

CTRL+SHIFT+PLUS(+)

cells.

Displays the Delete dialog box to delete the

CTRL+MINUS(-)

selected cells.

Selects the entire worksheet. If the worksheet

contains data, CTRL+A selects the current

region. Pressing CTRL+A a second time selects

CTRL+A

the current region and its summary rows.

Pressing CTRL+A a third time selects the entire

worksheet.

CTRL+SPACEBAR Selects Entire Column

SHIFT+SPACEBAR Selects Entire Row

Shortcuts

Cell Manipulation

Shortcut Key Effect

Edits the active cell and positions the insertion point at

the end of the cell contents. It also moves the insertion

F2

point into the Formula Bar when editing in a cell is turned

off.

SHIFT+F2 Adds or edits a cell comment.

ENTER Completes a cell entry and selects the cell below

SHIFT+ENTER Completes a cell entry and selects the cell above.

CTRL+ENTER Completes a cell entry and stays in the same cell

ALT+ENTER Starts a new line in the same cell

CTRL+; Enters the current date.

CTRL+SHIFT+: Enters the current time.

Shortcuts

Cell Manipulation

Shortcut Key Effect

Inserts the contents of the Clipboard at

the insertion point and replaces any

CTRL+V selection. Available only after you have

cut or copied an object, text, or cell

contents.

Displays the Paste Special dialog box.

Available only after you have cut or

CTRL+ALT+V

copied an object, text, or cell contents on

a worksheet or in another program.

Applies the outline border to the selected

CTRL+SHIFT+&

cells.

Removes the outline border from the

CTRL+SHIFT+UNDERSCORE(_)

selected cells.

Formatting

Excel Cell Styles

Formatting

Shortcut Key

CTRL+1

Found in

Home>Alignment

Alignment

Wrap text

Formatting

Border

Hide Grid

View>Uncheck

Gridlines

Cells with outline

borders are more

prevalent

Formatting

Cell Type

Numbers with

decimal

Currency

Date

Time

Fraction

Formatting

Copy contents of Visible Cells only

Copies visible cell contents over

hidden rows or columns

Procedure

Select Range/Cells

Press F5

Click the Special button

Select Visible Cells Only

Formatting

Paste Special

Right-click>Paste Special

Formatting

Format Cells

Shortcut Key Effect

Applies the Currency format with two decimal places

CTRL+SHIFT+$

(negative numbers in parentheses).

CTRL+SHIFT+# Applies the Date format with the day, month, and year.

Applies the Exponential number format with two

CTRL+SHIFT+^

decimal places.

CTRL+SHIFT+~ Applies the General number format.

Applies the Number format with two decimal places,

CTRL+SHIFT+! thousands separator, and minus sign (-) for negative

values.

CTRL+SHIFT+% Applies the Percentage format with no decimal places.

Applies the Time format with the hour and minute, and

CTRL+SHIFT+@

AM or PM.

Fill/Copy

How to get one

You have to hover the mouse

pointer over the small square in the

lower right corner of the cell

pointer to get it.

Used for:

Copying formulas or for creating a

series of numbers, months, days,

dates or times or a custom-made

series.

To run a series (1, 2, 3 or 1%, 1.5%,

2% or 101, 102, 102) show Excel the

series you want by typing in the

first two numbers in the series.

Formulas

an equal sign. To add 12.99 and 16.99, type:

=12.99+16.99

The plus sign (+) is the math operator that tells Excel to

add the values.

Formulas

3 If you wonder later how you got this result, you can

click in cell C6 any time and view the formula in the

formula bar near the top of the worksheet.

Formulas

Math operators To do more than add,

use other math

Add (+) =10+5 operators as you type

formulas into

Subtract (-) =10-5 worksheet cells.

signs to build formulas.

Divide (/) =10/5

As the table shows, use a minus sign (-) to subtract, an asterisk (*) to multiply, and

a forward slash (/) to divide.

Formulas

To add up the total of

expenses for January,

you don’t have to type

all those values again.

prewritten formula

called a function.

1 On the Home tab, click the Sum button in the Editing group.

2 A color marquee surrounds the cells in the formula, and the formula appears in

cell B7.

Formulas

To add up the total of

expenses for January,

you don’t have to type

all those values again.

prewritten formula

called a function.

3 Press ENTER to display the result in cell B7: 95.94.

4 Click in cell B7 to display the formula =SUM(B3:B6) in the

formula bar.

Formulas

B3:B6 is the

information, called the

argument, that tells

the SUM function what

to add.

By using a cell reference (B3:B6) instead of the values in those cells, Excel can

automatically update results if values change later on.

The colon (:) in B3:B6 indicates a cell range in column B, rows 3 through 6. The

parentheses are required to separate the argument from the function.

Formulas

AutoSum Function

ALT+PLUS(+)

Formulas

Show Formula

CTRL + TILDE(`)

*Grave accent can be found on the tilde “~” key.

Functions

AVERAGE ROUND

MAX IF

MIN SUMIF

COUNT COUNTIF

CONCATENATE NOW

FREQUENCY TODAY

INT TRIM

Functions

AVERAGE

Averages the values from the selected range of cells

Blank cells are not included

MIN

Returns the lowest value from a range of cells

MAX

Returns the highest value from a range of cells

Functions

COUNT

Returns the number of selected cells

CONCATENATE

Combines 2 or more cell values into a single cell

FREQUENCY

Return the numbers of entries based on particular set of

values

Functions

INT

Returns the integer value of cell

ROUND

Rounds off a decimal number to the specified decimal

point

Other Variations

RoundUp

Round Down

Functions

IF

Function that evaluates a statement or test condition if

TRUE or FALSE.

Returns TRUE or FALSE value.

SUMIF

Function that does summation on a set of values from a

range based on condition

COUNTIF

Returns the number of entries from the selected cell

with the specified test condition

Functions

NOW

Returns the value of current Date and Time

Based on computer’s System Date and Time

TODAY

ONLY returns the value of current Date

Also based on computer’s System Date

TRIM

Removes excess white spaces in cells containing words

Find more functions

Excel offers many other

useful functions, such

as date and time

functions and

functions you can use

to manipulate text.

1. Click the Sum button dropdown in the Editing group

on the Home tab.

2. Click More Functions in the list.

3. In the Insert Function dialog box that opens, you can

search for a function.

Find more functions

Excel offers many other

useful functions, such

as date and time

functions and

functions you can use

to manipulate text.

you can select a category and then scroll through the list of

functions in the category.

the dialog box to find out more about any function.

Relative and Absolute Addressing

Cells have a name, an address/location.

Designated by Column Header:Row Number

Addresses

Use cell references

Cell

Refer to values in Cell references

references identify individual cells

A10 the cell in column A and row 10

or cell ranges in

columns and rows.

the range of cells in column A and rows 10 through

A10:A20

20 Cell references tell

the range of cells in row 15 and columns B through

Excel where to look for

B15:E15

E values to use in a

the range of cells in columns A through E and rows

formula.

A10:E20

10 through 20

Excel uses a reference style called A1, which refers to columns with letters and to rows

with numbers. The numbers and letters are called row and column headings.

This lesson shows how Excel can automatically update the results of formulas that use

cell references, and how cell references work when you copy formulas.

Reference types

Now that you’ve

learned about using

cell references, it’s time

to talk about the

different types.

types, relative and

absolute.

across a row.

When the formula =C4*$D$9 is copied from row to row in the picture, the

relative cell references change from C4 to C5 to C6.

Reference types

Now that you’ve

learned about using

cell references, it’s time

to talk about the

different types.

types, relative and

absolute.

2 Absolute references are fixed. They don’t change if you copy a formula from one

cell to another. Absolute references have dollar signs ($) like this: $D$9.

As the picture shows, when the formula =C4*$D$9 is copied from row to row, the

absolute cell reference remains as $D$9.

Reference types

There’s one more type

of cell reference.

has either an absolute

column and a relative

row, or an absolute row

and a relative column.

For example, $A1 is an absolute reference to column A and a relative reference to row 1.

As a mixed reference is copied from one cell to another, the absolute reference stays

the same but the relative reference changes.

Using an absolute cell reference

You use absolute cell

references to refer to

cells that you don’t

want to change as the

formula is copied.

References are relative by default, so you would have to type dollar signs, as shown by

callout 2 in the picture, to change the reference type to absolute.

Using an absolute cell reference

Say you receive some

entertainment coupons

offering a 7% discount

for video rentals,

movies, and CDs. How

much could you save in

a month by using the

discounts?

So start by typing the discount rate .07 in the empty cell D9, and then type the

formula in cell D4.

Using an absolute cell reference

Say you receive some

entertainment coupons

offering a 7% discount

for video rentals,

movies, and CDs. How

much could you save in

a month by using the

discounts?

1 Then in cell D4, type =C4*. Remember that this relative cell reference will change

from row to row.

2 Enter a dollar sign ($) and D to make an absolute reference to column D, and $9

to make an absolute reference to row 9. Your formula will multiply the value in

cell C4 by the value in cell D9.

Using an absolute cell reference

Say you receive some

entertainment coupons

offering a 7% discount

for video rentals,

movies, and CDs. How

much could you save in

a month by using the

discounts?

3 Cell D9 contains the value for the 7 percent discount.

You can copy the formula from cell D4 to D5 by using the fill handle. As the

formula is copied, the relative cell reference changes from C4 to C5, while the

absolute reference to the discount in D9 does not change; it remains as $D$9 in

each row it is copied to.

VLOOKUP function

You can use the VLOOKUP function to search the first column of a range (range: Two

or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells,

and then return a value from any cell on the same row of the range.

Example

Suppose that you have a list of employees contained in the range A2:C10. The

employees' ID numbers are stored in the first column of the range, as shown in the

following illustration.

VLOOKUP function (detailed)

Syntax

Formula

=VLOOKUP(G41,$E$35:$I$39,5,FALSE)

VLOOKUP function (detailed)

Syntax

Formula

=VLOOKUP(G41,$E$35:$I$39,5,FALSE)

VLOOKUP function (detailed)

1 2 3 4 5

Syntax

Formula

=VLOOKUP(G41,$E$35:$I$39,5,FALSE)

VLOOKUP function (detailed)

Syntax

Formula

=VLOOKUP(G41,$E$35:$I$39,5,FALSE)

Errors

Sometimes Excel can’t

calculate a formula

because the formula

contains an error.

see an error value in a

cell instead of a result.

contents of the cell. To fix the problem, you can

increase column width, shrink the contents to fit the

column, or apply a different number format.

Errors

Sometimes Excel can’t

calculate a formula

because the formula

contains an error.

see an error value in a

cell instead of a result.

deleted or pasted over.

• #NAME? You may have misspelled a function name or

used a name that Excel doesn’t recognize.

Errors

Other errors that you may encounter:

#NULL!

Because a space indicates an intersection, this error will occur

if you insert a space instead of a comma (the union operator)

between ranges used in function arguments.

#DIV/0!

The division operation in your formula refers to a cell that

contains the value 0 or is blank.

#VALUE!

This error is most often the result of specifying a

mathematical operation with one or more cells that contain

text.

Errors

Other errors that you may encounter:

#NUM!

This error can be caused by an invalid argument in an Excel

function or a formula that produces a number too large or too

small to be represented in the worksheet.

#N/A

Technically, this is not an error value but a special value that

you can manually enter into a cell to indicate that you don't

yet have a necessary value.

Formula Auditing

Under Formulas tab> Formula Auditing

Trace Dependents

Arrow points to cells that uses the active cell’s value

Trace Precedents

Arrow points from cells that are used by the active cell

Formula Auditing

Remove Arrows

Removes all arrows generated by Trace

Dependents/Precedents

Error Checking

Shows errors on the active sheet

Shows what type of error in the cell

Conditional Formatting

New Conditions Manage Existing Conditions

Conditional Formatting

In-cell Data Bars/Color Scales/Icons

Conditional Formatting

Conditional Formatting

Changing Cell Formatting based on values

Format Style

2-Color Scale

3-Color Scale

Data Bar

Icons

Conditional Formatting

Changing Cell Formatting based on content

Cell Value

Specific Text

Dates Occurring

Blanks

No Blanks

Errors

No Errors

Conditional Formatting

Changing Entire Row

Formatting based on

single cell value/content

Steps:

Select affected cells

rule

Use a formula to

determine which cells to

format

In the formula bar,

=$ColumnRow>= value

Simple Tables

Creating a Table

Format as Table

box. If none, uncheck the box.

Simple Tables

Quick and easy way of sorting items

Can be used to only show specific set of data

By Top most data

By Bottom most data

By Certain values

Basic Charts

Simple Charts

Visual representation of numerical values.

Often more understandable than actual data

Provides easier analysis of trends and/or performance

Usually, requires 3 sets of data

Column Charts

Show data changes over a period of time or illustrates

comparisons among items.

Bar Charts

A bar chart illustrates comparisons among individual

items.

Line Charts

Show trends in data at equal intervals.

Pie Charts

A pie chart shows the size of items that make up a data

series proportional to the sum of the items. It always

shows only one data series and is useful when you want

to emphasize a significant element in the data.

Pie charts have only one data series.

XY (Scatter) Charts

An xy (scatter) chart shows the relationships among the

numeric values in several data series, or plots two groups

of numbers as one series of xy coordinates.

Scatter charts are commonly used for scientific data

Bubble Chart

A bubble chart is a type of xy (scatter) chart.

It compares sets of three values.

To arrange your data for a bubble chart, place the x values

in one row or column, and enter corresponding y values

and bubble sizes in the adjacent rows or columns.

Cylinder, Cone or Pyramid Charts

These chart types use cylinder, cone, or

pyramid data markers to lend a dramatic

effect to column, bar, and 3-D column charts.

Basic Charts

Designing

Styles

Adding Legends

Adding Labels

Adding Title

Data Source

Changing Data Source

Switch Row/Column

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