Excel Intermediate BP

8/8/2019 Excel Intermediate BP

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Intermediate Excel 2000

Author: Nelson HernandezLast Revised: 06/09/2003




InsideOverview ……………………………………………………………………….………..3

Chapter 1 – Mathematical Principles and Basic Formulas………………………..…4

Creating a Formula ………………………………………………….……….…..……..4Copying a Formula………………………………………………………………….…..6

Using Relative Cell References…………………………………………………………6Using Absolute Cell References…………………………………………………..…….7Using AutoSum ………………………………………………………………………...8

Chapter 2 – Working with Functions and Creating Formulas ………………..…….9

Using Paste Function……………………………………………………………….….. 9Revising a Formula………………………………………………………….………....11Using Basic Functions…………………………………………………………….….. 12Using Comparisons in a Formula………………………………………………….…..16

Chapter 3 – Using More Functions……………………………………………….…..20

Function Arguments…………………………………………………………………...20 Using VLOOKUP………………………………………………………………….…21

Calculating Dates with Formulas……………………………………………………...23Using the IF Function…………………………………………………..……………..24Using Conditional Formatting…………………………………………..…………….26

Chapter 4 – Working with PivotTables…………………………….……………….28

Creating PivotTables………………………………………………………………….28Setting up the Pivot Table Layout…………………………………..………………...30Refreshing Pivot Table Data……………………………………………..…………...32Using Pivot Table AutoFormat ………………………………………………….…...33

Filtering Pivot Table Data…………………………………………………………….35Summarizing PivotTable Data………………………………………………………..36Pivot Table Layout…………………………………………………………………....37

The Sak Proprietary And Confidential 2




Overview

This course material on Excel 2000 has been developed specifically for The Sak.

The following topics are covered in this material:

Formulas

A formula is an equation that performs operations on worksheet data. Formulas can perform mathematical operations, such as addition and multiplication, or they cancompare worksheet values or join text. Formulas can refer to other cells on the sameworksheet, cells on other sheets in the same workbook, or cells on sheets in other workbooks. We will learn how to use and create simple formulas using Relative andAbsolute cell References and copying formulas.

Functions

We are also going to learn about functions and how to use them. Functions are predefined formulas that perform calculations by using specific values, called arguments,

in a particular order, or structure. We will learn how to use basic functions using thePaste Function as well as, using nested functions, revising formulas, and using datefunctions.

PivotTables

Finally, we will learn how to create PivotTables. A PivotTable report is an interactivetable that you can use to quickly summarize large amounts of data. We will learn how tocreate a PivotTable including, setting up the layout, refreshing PivotTable data, usingAutoFormat, Filtering data, and Calculating data.





Chapter 1 - Mathematical Principles and Basic Formulas

In this chapter, we will talk about what Formulas are. We will learn how to calculateworksheets using Formulas. We will also learn how to copy formulas and how to use theAutoSum function. And finally, we will discuss the difference between Relative andAbsolute References.

Creating Formulas

! Before getting started, it is important to understand that the operations that are

performed in Excel follow the basic math principles that govern calculations.

That means, Excel will perform any operations in parentheses first, then

exponents will be calculated followed by any multiplications and division.

The final calculations that are performed in a formula are additions and

subtraction.

Operators – Are symbols that denote or perform a mathematical or logical operation.

When we create formulas that perform mathematical operations, we’ll use operators thattell Excel how to calculate our data.

Operator Function

+ Addition

- Subtraction

* Multiplication

/ Division

^ Used for Exponents

% Is used when entering numbers in aformula to calculate percentages.





Creating Formulas (cont.)

Formula - A formula is an equation that performs calculations on worksheet data suchas, addition, subtraction, multiplication, and division. A formula will always begin with an equal sign and may include values, cell references, names,functions, and operators.

Let’s start by looking at the first example. This file contains a list of employees, their hourly wage, and total hours worked. We are going to complete the last column which isthe wages earned.

This involves multiplying the hourly wage by the number of hours worked.

• Let’s start by selecting cell D4

• To begin the formula let’s type an equal sign.

• Now we reference the cell that we want to calculate. Do this by typing: B4

followed by an asterisk * then C4. Once you are done, the formula should look like this: =B4*C4

• With the formula created, press Enter to perform the calculation.





Copying Formulas

Once we have created a formula, it can be copied and pasted into other cells so we can perform similar calculations. When we copy a formula, Excel automatically adjusts thecell references according to where it is pasted. Copying a formula creates a Relative Cell

reference and updates the formula so it can be used to calculate values that are located indifferent areas of a worksheet.

Let’s see how Excel creates Relative cell references when we copy a formula to adifferent location:

• Copy the formula from cell D4 so we can calculate wages for the remainingemployees. Select cell D4 and use the Ctrl+C shortcut to copy.

• Now select cells D5 through D12 by dragging over them. Type Ctrl+V shortcutto paste the formula.

Relative References

The copied formula has been adjusted to calculate the cells in each row. This is howRelative references are created. In the example below, a Relative cell reference has beencreated and each answer in column D uses the data in its own row to calculate the wagesfor each employee.





Using Absolute Cell References

There is also another type of reference that is called an Absolute Cell Reference. AnAbsolute cell reference does not update when it is placed at a new location.Instead, it will refer to the same cell or range of cells no matter how many timesit’s copied. To create an Absolute cell reference, a dollars sign is placed in the

formula before the parts of the reference that we don’t want to change.

The worksheet below contains a list of employees and their sales. We will create aformula to calculate each person’s commission based on the commission rate value incell C2.

• Select cell C5, start by typing an equal sign to begin the formula.• Now click on cell B5, then type an asterisk to multiply, then select cell C2. So far

the formula should look like this: =B5*C2

• Now we’ll want to use cell C2 for all the other calculations on this column sowe’ll make cell C2 an absolute reference by pressing the <F4> key. Once we do

this, a dollars sign is placed in front of the column letter and row number for theC2 cell reference. Now the formula should look like this: =B5*$C$2

• When you are ready to calculate the results press the Enter key.

By making the cell reference for C2 absolute, we can copy the formula and each person’scommission will always be calculated using the value in cell C2.





Chapter 2 - Working with Functions and Creating Formulas

In this chapter we’ll use a variety of functions and formulas to calculate data. Exceloffers over two hundred functions ranging from mathematical and financial functions, tofunctions for engineering or statistical analysis. In this section we’ll learn how to perform calculations using some of the more common functions.

Using the AutoSum

We can also perform calculations using Excel’s built-in formulas that are calledFunctions. A function will calculate data based on specific values called arguments.SUM is one of Excel’s most commonly used functions, so Excel offers a special too wecan use to easily insert totals for columns or rows of values. Excel’s AutoSum featureallows us to add values in a range of cells using the SUM function.

• To quickly add the columns on the example below, select the range of cells wherewe want to insert the totals.

• Click the AutoSum button that is on the Standard toolbar. Once we hit the

AutoSum button, totals are automatically calculated on each column.

If you look at cell B14 you’ll see on the formula bar that like all formulas, the function begins with an equal sign. This is followed by the function name and the argument isenclosed in parentheses. In this case the argument refers to the range of cells that is beingcalculated.

=SUM(B4:B13)





Using Paste Function

The worksheet below displays students and their test scores. The first we’ll do is tofigure the average score of each student. To do this we’ll use the AVERAGE function.

• First we’ll select cell F3 so we can insert the function and average of the values incells B3 through E3.

• Now we’ll access Excel’s list of functions by clicking the Paste Function buttonin the Standard toolbar. Once we do this, the Paste Functions window displays.

• Highlight AVERAGE from the Function Name list. Click the OK.

Using Paste Function (cont.)

Each time we select a function, the Formula Palette will appear beneath the Formula

Bar. This feature can assist us with entering or editing a formula.


When a function is highlighted, anexplanation of what it does appearsat the bottom of the dialog box.




• Now we simply specify the values we want calculated. When performing basicfunctions a range of cells maybe suggested for the argument. When we use theFormula Palette, the fields being displayed in bold text are required arguments bethat must entered for the formula to work. Once the cell, or range of cells has been selected, click OK to calculate the formula.

The average score is calculated as ninety-five and is entered into cell F3.

Revising Formulas


Because with selected AVERAGE wesee a description of this particular function on the bottom of the formula palette.




If we make an error while entering a formula or simply want to make changes to it, it’snot big deal. We can easily edit a formula. For example, let’s say we wanted to countthe final test scores as two tests.

• First, we’ll select the cell of the formula we want to change.

•In the Formula Bar, place the insertion point after the E3 cell reference.

• Then we’ll type a comma and the cell we want to doubly weigh E3.

• Press Enter and the average is adjusted.

To create an average for the remaining students, we’ll simply copy the formula.





Using Basic Functions

Now let’s calculate the average as well as, the overall high score and the overall lowscore.

Overall Average

•

Select the cell where you want to place the calculated formula.• Press the Paste Function button.• When the Paste Function panel appears, select Most Recently Used option

from the Function Category List and press the OK button. The FormulaPalette displays.

When the Formula Palette displays, it will insert a suggested range that you want tocalculate. If you want to select a different range of cells, you may do so by pressing thecollapse button on at the end of every field.


Collapse Button.




Using Basic Functions (cont.)

Once we do this, the Formula Palette collapses allowing us to select the range of cells wewant to calculate.

• When we are done selecting the cells, we’ll click the Collapse button onceagain and the Formula Palette will expand.

•

Press OK to calculate the formula.


CollapsedFormulaPalette





Now let’s calculate the overall high score. For this calculation, we’ll use the MAX

function.

• Select cell B14 and click the Paste Function button on the Standard toolbar.• When the Paste Function dialog box displays, select the Statistical option

from the Category Function list and then select the MAX function.• Press the OK button when done.

• When the Formula Palette displays, click on the collapse button so we canselect the range of cells we want to calculate.

• When we are ready to calculate, we’ll expand the Formula Palette and pressthe OK button. The cell formula is calculated.






Now we’ll calculate the low overall score by using the MIN function. This time, insteadof using the Paste Function button, we’ll type the formula ourselves.

• First select cell where you want the formula calculated.• Next, we will type the function name Min followed by a left parenthesis:

=MIN(• Then we’ll select the range of cells we want calculate by dragging and at the

same time holding down the left button.

• Once we’re done selecting our range, we’ll complete the argument and theformula by enclosing it with right parenthesis. The formula should look likethis:=MIN(B3:E13)

• When we hit the enter key, the formula is calculated.





Using Comparisons in a Formula

When creating formulas there are certain comparison operators we can use to comparetwo values and produce an answer of True or False:

> Greater Than

< Lest Than>= Greater Than or Equal To

<= Less Than or Equal To

<> Not Equal To

= Equal To

The data in the worksheet below shows expense projections that are anticipated for a 5-day vacation. The goal here is to find out if our daily expenses are within the budget of $600 dollars. We’ll use the SUM function along with a comparison operator to findanything out of our budget.

• Select cell B12 so we can enter the formula and calculate the first column.

•Type an equal sign and then SUM followed by a left parenthesis.

• Now we’ll reference the cells by dragging B4 through B10 the type a closing parenthesis.

• To complete the formula type a less then sign and 600.

• The formula should look like this:=SUM(B4:B10)<600

• With the formula created, press Enter. The word TRUE will appear on thecell.





Using Comparisons in a Formula (cont.)

Let’s copy this formula and see if the remaining expenses are less than 600 dollars per day.

• Do this by selecting cell B12 and dragging the Fill Handle over to cell F12.

When we release the mouse, each column is calculated. As we can see all of the daysexcept for one are within our budgeted amount.






Formulas can also be used to calculate data that is stored on other worksheets or indifferent workbooks. When a formula refers to cells in other worksheets or workbooks, itcreates a link between the source data and the dependent data.First, we’ll need to create the formula in the first worksheet. In the worksheet below

named Monthly Sales, we will calculate the total sales for the month for each sales person. We’ll be using the SUM function to calculate this data.

• Once we have calculated the total sales, we will copy this formula.

• Next, select the cell on the second worksheet where you want to paste thedata. In this case, we will select cell B2 on the Productivity workbook. Weare going to create a link between the workbooks by pasting the copied values.

• Right click the mouse button and select Paste Special.

• When the Paste Special dialog box displays, select the Paste Link button.This will paste the formula into the cell. Now, whenever the referenced cellsof the formula are updated on the Monthly Sales workbook, the copiedformula on the Productivity workbook will also be updated.






To complete the Productivity workbook, we’ll create a formula using the values in theMonthly Sales workbook to calculate the contribution for each employee.

• Using the worksheet below as an example, we’ll start by using the selecting

cell B5 on the Productivity workbook.• Start the formula by typing an equal sign and then select cell B3 on the

Monthly Sales workbook.!Note that when we do this Excel creates an Absolute cell reference for B5.='[Monthly Sales.xls]Sheet1'!$B$2

We want to be able to use this formula to calculate each employee’scontribution, so we will need to remove the absolute cell reference. To dothis, we press the <F4> key three times and the dollars signs are removedfrom in front of the column letter, as well as the row number for the B4reference.

• To complete this formula, type / to divide by the total on cell B11. The

formula should look like this:='[Monthly Sales.xls]Sheet1'!B2/ '[Monthly Sales.xls]Sheet1'!$B$11

• Now press Enter to calculate the formula. Click the % format button on theFormat toolbar to view the calculation as a percent.

• Now you’re ready to copy the rest of the column.





Chapter 3 - Using More Functions

In this chapter, we will continue to learn functions including, using LOOKUP functions,calculating dates with formulas, using the IF function, using date functions, andusing conditional formatting.

Function Arguments - Arguments can be numbers, text, logical values, arrays, error values, or references. Arguments can also be constants or formulas, and the formulas cancontain other functions. When performing more complex calculations, a function mayinclude something we call a Nested Function. A nested function is a function that isused as an argument within another function. We can nest up to seven levels of functionsin a formula.In the example below, the IF function contains three arguments that are enclosed in parentheses. A comma is used to separate each argument. Remember that arguments arethe values a function uses to perform a specific operation or calculation.

=IF(B5>SUM(A1:A4),”YES”,”NO”)

* In the first argument we have a nested function that adds a range of cells thencompares it with the value in cell B5.* The second and third arguments are text. Anytime we use text in a formula or as afunction argument; it must be enclosed in quotation marks.





Using VLOOKUP

This function can be used to quickly find a value in the leftmost column of a table or listand match it with a value in the corresponding row from a column we specify. Thevalues in the first column can be text, numbers, or logical functions. The Lookupcommand stops when it reaches a higher value than the one we’re looking for so it’s

important to sort the data in ascending order according to the entries in the leftmostcolumn.

In the example below, we have a UPC that we want to associate with an Item Id. Insteadof scrolling down and looking for the UPC number, we’ll create a VLOOKUP formula tolook for the Item Id.

• We’ll start by selecting cell C1 and press the Paste Function button.• Find and highlight the VLOOKUP function from the list of functions.

• The arguments we need to enter are now displayed in the Formula palette.





Lookup_value – The Lookup_value is the value or number that we want to use for thesearch. We’ll type the UPC number here.Table_array – Here we enter the argument or table array. Press the collapse button onthe Table_array field and select columns A and B.Col_index_num – In this field we want to match the reference number we enter for the

value with an Item Id so we’ll enter the 2 for the second column on the array.Range_lookup – Type False to find exact match otherwise leave blank.

• Press Enter to calculate the formula. You can see the formula in the Formula bar.





Calculating Dates with Formulas

Times and Dates can be added, subtracted and included in other calculations. To enter adate or a time in a formula, we type the date or time as test by enclosing it in quotationsmarks.

To determine the number of days between two dates in a normal year, we can useregulars subtraction.

Example:

=”01/31/03”-“01/24/03”





Using the IF function

In the worksheet below we will calculate if the books returned had any charges and howmuch. To do this we’ll use the IF function.

• Select cell D3 and press the Paste Function button.

• When the dialog box opens, select the IF function and press OK. The

Formula palette displays.

• In the Logical_test field, we’ll enter the date returned cell reference that isminus or equal to the due date cell reference. What we have just entered for the logical test argument, will compare the two dates in cells D5 and C5 so wecan see it the book was returned on time.

• Now we enter the final two arguments. These determine what will happen if the statement is true and what will happen if it’s false. We can enter the texttrue and false for each argument, or we can enter our own values for thesearguments. If this statement is true and the book has been returned on time,we want to see the text No Charge.





Using the IF function (cont.)

• In the Value_if_false field, we’ll use the dates to calculate a daily charge if a book is overdue. To do this we’ll subtract the returned date with the due date

to calculate the number of days overdue. Then, we’ll multiply the number times the daily amount charged for overdue fees. Press OK.

Now you are ready to copy the formula down to the other rows. The results show which books were late and how much the late charges are.





Using Conditional Formatting

Conditional formats can be used to apply a specific format, such as a bold text or blueshading, if a cell value or formula result matchers a certain condition.

In the worksheet below, we’ll apply a conditional format to column D. We’ll used

conditional formatting to display all overdue charges in red text. To begin, we’ll selectD3 to apply conditional formatting to this cell first.

• Next, we open the Format menu and select Conditional Formatting command.

The Conditional Formatting dialog box allows us to enter the conditions that willdetermine whether formatting is applied to a cell.

• Let’s click the drop-sown arrow for the first box. Here we see two options-Cell Value Is and Formula Is. With the first option, formatting can beapplied based on the contents or value in the selected cell. The Formula Isoption is used to apply conditional formats based on the results of a formula.Keep in mind the formula we enter must return a true or false value result.

Let’s select the formula option.• In the next box, we enter the formula for the condition. Let’s start by typing

an equal sign and cell D3. Then we type a not equal to sign. Now we typethe remaining part of the formula in quotation marks – “no charge”.

The formula we just entered will only apply a format to cell D3 if it does not contain thetext “No Charge”.





Using Conditional Formatting (cont.)

Now we’ll select the type of format we want to apply if the result is true.

• Press the format button.

• When the Format Cells dialog box displays, click the drop-down arrow for theColor and choose red.

• Press OK.

Since cell D3 contains a value other that “no charge”, it is now displayed with red text.Use the format painter to apply this format to all the other values in the same column.





Chapter 4 – Working with PivotTables

A Pivot Table Report is a feature in Excel that allows us to analyze and summarize data.A Pivot Table uses summary functions to create automatic subtotals and grand totals thatcalculate the data within the table. In order to create a Pivot Table, keep in mind that our worksheet must use column headings to label the data in each column. Excel uses the

column labels for field buttons so the Pivot Table data can be grouped and categorizedinto columns or rows.

Creating PivotTables

The best way to understand the power of a Pivot Table is to jump right in and create oneof our own. The worksheet below contains all contracts booked for the month of Mayincluding, Customer Name, Contract #, Item Group, Family Group, Total Units, TotalDollars.

From the File menu, select Data then select PivotTable and PivotChart Report fromthe list.





Creating PivotTables (cont.)

The PivotTable and PivotChart Report Wizard displays.

Step 1

• The data we’re going to analyze with our PivotTable is contained in a

Microsoft Excel list so let’s keep this option selected.• Then we choose whether we want to create a PivotTable or a PivotChart with

an associated PivotTable. Let’s keep PivotTable Selected and click Next.

Step 2

• In step two, we specify the range of cells we want to use in the PivotTable.Excel wizard automatically selects for us but if we wanted to select a differentrange of cells, we could do so. Click Next.





Setting up the PivotTable Layout

Step 3

• In step three, we can decide where we want to place the PivotTable – in a newworksheet or in the Existing worksheet. Let’s leave the new worksheetoption. You can setup the layout of a PivotTable directly on the worksheet.

This allows us to view the actual data as we arrange the fields on our worksheet. If we prefer, we can also use the PivotTable Wizard to setup thedata for our PivotTable. At this point, we could click the Finish button and setup the layout of our PivotTable directly on the worksheet. Instead, let’s usethe PivotTable Wizard to help us set the data. To do this, click the Layout button.





Setting up the PivotTable Layout (cont.)

The Layout dialog box opens. As we mentioned earlier, the column headings inour worksheet are used as field buttons in the PivotTable.

• Each field button that we see here represents the data in a particular columnon the worksheet. To build our PivotTable we simply drag the field buttons to

the diagram area.• If we want to exclude a certain group of data from the PivotTable, then we

could leave that particular field button of the diagram area. We want to Namefield to be displayed as a row in the table. To do this we simply drag the Name button to the Row field.

• Next, we’ll place the Item Group button on the Column field.

• Now we’ll move the Family Group to the page area.

• To finish the PivotTable layout, drag Units Booked to the Data area. Noticethat the amount of Units Booked has changed to Sum of Units Booked oncewe placed it in the Data area. That’s because the Data area uses a summaryfunction such as SUM, to calculate the data this field and display totals.

Usually we would include numerical data such as sales figures for Data area but can be used for text as well.

• This is all the data we want to include in our PivotTable right now so let’sclick OK.





Refreshing PivotTable Data

Looking at the Pivot table data, we can see it is arranged into columns and rows withtotals for each sales team member as well as each product. The pivot table isautomatically linked to the source data or worksheet from which it was created. Becauseof this, we can refresh the pivot table data and update it when changes are made to the

source data.• To do this, click back to the worksheet where the source data is located from and

make a few changes. When you’re done making the changes, click back to the pivottable and click the refresh button on the pivot table tool bar.





Using PivotTable AutoFormat

Excel 2000 also offers several new automatic formatting styles we can use to improve theappearance of a pivot table report and make it easier to read. Let’s enhance our pivot table with some formatting. We’ll apply one of Excel’s AutoFormat stylesto the pivot table by selecting the Format Report button from the PivotTable tool

bar. It’s the second button in the pivot table toolbar.

The AutoFormat dialog box opens. It offers various types of report and table styles.Each will apply a distinctive format. If we choose from one of the ten report availablestyles, the data will be indented and the column fields are automatically moved to the rowarea. The table style options will also apply a distinct format.





Using PivotTable AutoFormat (cont.)

The formatting is now applied to the pivot table data





Filtering PivotTable Data

The pivot table report is a unique tool because we can interact with it by filtering the data,or changing the layout so we can view different results and summaries of the data. Let’slearn a little more about how a pivot table works. Notice how the field buttons aredisplayed with drop down arrows. These buttons allow us to filter the data and display

different views or details for the table.





Summarizing Now let’s suppose we want to create a separate worksheet that summarizes all of thedetails for video sales. This is as easy as pointing and clicking the mouse. All we haveto do is locate the Grand Total and double click in that cell.

Show Pages Next, we are going to learn how to use the Show Pages command to create separateworksheets that display different summaries for the pivot table data. This technique can be very helpful when we wan to print summary reports showing specific details, such as,sales figures for various divisions or regions.

• To demonstrate we’ll click the first button in the pivot table toolbar.

• Select the show pages command from the list.

• The show pages dialog box appears and the item group field is currently displayedhere.

• With the item group highlighted, click OK. In just a matter of seconds excel will

create a new worksheet for each sales region with its own pivot table.





Changing the PivotTable Layout

With the pivot table toolbar, we can easily add or remove fields from the pivot table andchange the organization of the data.

• Click the display fields button on the pivot table toolbar.

• Add the data for units sold to the table. To do this, simply hold down the left

mouse button as we drag the units sold button from the toolbar and place itnext to the product column field. We release the mouse and additionalcolumns are added to accommodate the new data.

• Now we’ll remove this data, by dragging the units sold button from the tableand placing it on the pivot table toolbar. Once we do this, the extra data isremoved and the columns are again adjusted.

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Excel Intermediate BP