DAY 4:MICROSOFT EXCEL – CHAPTER 1 CONTD.MICROSOFT EXCEL – CHAPTER 2

Akhila Kondaiakhila.kondai@mail.wvu.eduAugust 28, 2013

TODAY• Managing Rows and Columns• Ranges and their selection• Formatting• Page setup and Layout• Semi-selection to create a formula • Relative, absolute and mixed cell references• Functions• Statistical Functions• Date Functions• Logical Functions• VLOOKUP/HLOOKUP functions• Financial functions: PMT and FV

MANAGING COLUMNS AND ROWS

• Inserting Rows and Columns• Deleting Rows and Columns• Adjusting Column Width• Adjusting Row Height• Hiding Columns and Rows• Moving Rows and Columns

RANGES AND THEIR SELECTION• A range is a rectangular group of cells in a worksheet

– Can be one cell; may be entire worksheet• Ranges can be contiguous(together) or noncontiguous (not together)• A contiguous range is single rectangular block of cells Example

A4:I4 covers all cells between A4 and I4• For selecting the range for Contiguous cells

– Click and hold left mouse button and drag from beginning of range to end

– Select first cell, then hold the Shift key while clicking the last cell• A non-contiguous range consists of two or more separate non-

adjacent ranges• For selecting the range for Non-Contiguous cells

– Select the first range of cells then holding on to the CTRL key select the second Range of cells.

MOVING/COPYING A RANGE

• Moving/copying a range preserves text and values, but cell addresses in formulas will be altered in the pasted location– Move a range by cutting it and pasting to the

upper left corner of the destination– Copy a range can by copying it and pasting to

the upper left corner of the destination

FORMATTING• Number: Control how numbers are displayed.

Apply number formats and decimal places• Merge and Center: Merges cells together and

displays the text in center• Wrap Text : Makes content visible in a single cell• Alignment: Control how text behaves inside of cell• Font: Control the color, size, look of text in cell• Border: Create lines around and between cells• Fill: Control the background color of a cell

FORMATTING CELLS• Sometimes you might need to format the appearance of

a cell. It accentuates and draws attention to meaningful portions of a worksheet

• There are 12 different formatting options: General, Number, Currency, Accounting, Date, Time, Percentage, Fraction, Scientific, Text, Special, Custom.

PASTE SPECIAL• The Paste Special command is used to paste

data from the clipboard using a different format

PAGE SETUP AND PRINTING• The Page Setup Dialog Box Launcher contains

many common print-related options

PAGE SETUP AND LAYOUT - EXAMPLE• At some point you have to print your worksheets• Click on Page Layout and the icon for Page Setup• Now you can specify options for whether the page

will be in Portrait or Landscape style• Whether you want to fit the contents to a single

page• You can also specify margins• You can also set up headers and footers• You can also print gridlines, row and column

headings, etc under the Sheet tab

SEMI-SELECTION(POINTING)

• Semi-selection uses the mouse pointer to build a formula containing cell references or ranges

• Click the cell where you want to create the formula. Type ‘=‘ sign . Drag the cell range that contains the value. Type the operators. Continue selecting the cell ranges .

• Press enter to complete the formula.

CELL REFERENCES• Used in formulas so that they can be

copied and reused easily. • In some cases, we want the references to

cells to move down, or over as we copy the formula.

• In other cases, we do not want the reference to change even if we do move.

RELATIVE VS ABSOLUTE ADDRESSING

• Relative cell references indicate a cell’s relative location from the cell containing the formula; the cell reference changes when the formula is copied

• Absolute cell references indicates a cell’s specific location; the cell reference does not change when you copy the formula

- Indicated by dollar ($) signs in front of the column letter and row number

- Most often used when the value need not change• Mixed cell references contains both an absolute and relative

cell references in a formula• Use the F4 key to toggle between relative and absolute cell

referencing

CELL REFERENCES(CONTD)Relative reference A1

Column absolute mixed reference $A1

Row absolute mixed reference A$1

Absolute reference $A$1

AVOIDING CIRCULAR REFERENCES

• A circular reference error occurs if a formula refers to itself

FUNCTION• Function is a predefined formula that performs a

calculation.• Syntax is a set of rules that govern the structure

and components for properly entering a function.• An Argument is an input, such as cell reference

or value, needed to complete a function.• A function begins with the equal sign (=) followed

by the function name and arguments in parenthesesExample: =SUM(A1:A3)

INSERTING A FUNCTION

• When a function is typed, Formula AutoComplete displays a list of functions matching the partial entry

• Use the Insert Function dialog box to search for a function or select one from a list.

FUNCTION CATEGORIES AND DESCRIPTION

Category Description

Compatibility Contains functions compatible with Excel 2007 and earlier.

Cube Returns values based on data in a cube.

Database Analyses records stored in a database format in Excel.

Date & Time Provides methods for manipulating date and time values.

Engineering Calculates values commonly used by engineers.

Financial Performs financial calculations.

Information Provides information about the contents of a cell.

Logical Performs logical tests and returns the value of tests.

Lookup & Reference

Looks up values, creates links to cells, provides references to cells.

Math & Trig Performs standard math and trigonometry functions.

Statistical Performs common statistical calculations.

Text Manipulates text strings.

SUM

• SUM is the most commonly used function– represented by a sigma ()– Adds values within a specified range

• Syntax refers to the grammatical structure of a formula– Must adhere to stated structure of formula

• Arguments are values ─ used as input and returned as output

• Example: = Sum (B1:B10)

Function Name

Arguments

AUTOSUM• Automates the SUM function• Click the cell where you want the result• Click AutoSum button• Select the range of cells you want to sum• Press Enter to complete

BASIC STATISTICAL FUNCTIONS

• Perform a variety of calculations to aid in decision making process– AVERAGE calculates the average of a range

of numbers– MEDIAN finds the midpoint value in a range– MIN calculates the minimum value in a range– MAX calculates the maximum value in a

range– COUNT counts the number of values within a

range

COUNT• Statistical Functions – COUNT, COUNTA• COUNT function counts the number of cells in a

range that contain numerical data.• COUNTA function counts the number of cells in a

range that are not blank.• COUNTBLANK counts the number of blanks in the

given range.• Ex: COUNT(C6:C24)

COUNTA(E2:E10) COUNTBLANK(J9:J16)

MORE MATH AND STATISTICAL FUNCTIONS

Function Syntax Description

=ABS(number) Displays the absolute value of a number

=FREQUENCY(data_array,bins_array)

Counts how often values appear in given range

=INT(number) Rounds a value number down to nearest whole number

=MODE.SNGL(number1,[number2],…)

Displays the most frequently occuring value in list

=PI() Returns the value of pi accurate upto 15 digits

=PRODUCT(number1,[number2],…)

Multiplies all values within argument list.

=RANDBETWEEN(bottom , top) Generates random numbers between two numbers

=ROUND(number , num_digits) Rounds value to specific number of digits

=RANK.AVG(number , ref,[order]) Returns an average rank for identical values

DATE/TIME FUNCTIONSFunction Syntax Description

=TODAY() Displays today’s date: month, day, year

=NOW() Displays today’s date and current military time

=DATE(year,month,day) Returns serial number for a date

=EDATE(start_date,months) Displays serial number of a date a specified number of months in future or past

=DAY(serial_number) Displays the day within a month for a serial number

=MONTH(serial_number) Returns the month for a serial number

=YEAR(serial_number) Identifies the year for a serial number

LOGICAL FUNCTIONS

• IF function• Logical Operators

Operator Description

= Equal to

<> Not equal to

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

IF FUNCTION• Used to determine whether a given condition

has been satisfied or not• When the condition is met, the formula

performs one task; when it is not met, the formula performs another task

• Has three arguments:– a condition tested to determine if it is true or false– the resulting value if the condition is true– the resulting value if the condition is false

IF (CONTD.)• Syntax:

IF(condition, value_if_true, value_if_false)

Value when condition is false

Value when condition is true

Condition is true or false

• IF(H4=100, “Good”, “Bad”)

REMINDER• Lesson A in MyITLab is due on 09/03/13 by

11:59 P.M.• No class on September 2nd, 2013 Monday

(Labor day holiday)

Questions ?