Excel Intermediate Handout

8/3/2019 Excel Intermediate Handout

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Excel - IntermediateParticipant Guide

Version 1.1


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age -2/29 Thomson Reuters Participant Guide Excel Intermediate

TABLE OF CONTENTS

Objectives 3

Quick Tips 4

Finding & Replacing Data 5-6

Referencing 7-8

IF Function 9

Countif 10

Text Functions 11

Charts & Graphs 12-13

Crossword 14

Vlookup 15

Conditional Formatting 16-17

Data Validation 18-19

Sorting and Filtering 20-21

Protection 22-24

Pivot Tables 25-26

Keyboard Shortcuts 27-28


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1. OBJECTIVES

Apply basic shortcut keys to simplify work

List the three types of data referencing

Calculate data using logical, text and lookup functions

Create charts and graphs using the chart wizard

Apply conditional formatting and provide data validations

Apply filters to extract data from a list

Create pivot tables for data analysis


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2. QUICK TIPS MS EXCEL

Microsoft launched the Windows operating system in 1987 and Excel wasone of the first application products released with it.

Excel continues to be one of Microsofts flagship products

1 Adding new worksheet 2 Moving between Sheets Page Down

Page Up

3 Selecting all Cells A

4 Selecting a row

5 Selecting a Column

6 Selecting a table < * >

7 Hiding Row < 9 >

8 Unhiding Row

9 Hiding Column < 0 >

10 Unhiding Column < 0 >

11 Function Wizard


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3. FINDING & REPLACING DATA:

Excel uses two types of cell references to create formulas. Each has its own purpose.Read on to determine which type of cell reference to use for your formula

Finding Data:

There might be times when youll need to find specific information in a large spreadsheet.For example, suppose you want to quickly find the row that deals with sales data in Region5 of your company. Instead of scanning each row for the data you need, which can betime-consuming, you can use Excels Find feature.

Open the Edit menu and choose Find. The Find and Replace dialog box opens with theFind tab displayed.

In the Find what text box, type the data you want to find.

Click the Find Next button.

Excel finds the first instance of the data you typed and makes the cell that contains itthe active cell. Click Find Next to search for the next instance, or Close to end.


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2. Replacing Data:

Suppose you discover that you consistently misspelled a companys name in yourworksheet, or that a person you reference in several cells has gotten married and changedher name. Fortunately, Excel enables you to search for instances of incorrect or outdateddata and replace it with new data using its Find and Replace (Ctrl H) feature.

Open the Edit menu and choose Replace. The Find and Replace dialog box opens withthe Replace tab displayed.

In the Find what text box, type the data you would like to find. Press the Tab key tomove the cursor to the Replace with text box, and type the replacement data.

Click Replace All to replace all instances of the data you typed. (Or, click Find Next tofind the first instance of the data, and click Replace to replace it.)

Excel notifies you of the number of replacements it made; click OK. When youre doneusing the Find and Replace dialog box, click its Close button to close it.

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4. REFERENCING:

Excel uses two types of cell references to create formulas. Each has its own purpose.Read on to determine which type of cell reference to use for your formula

1. Relative Cell Referencing:

This is the most widely used type of cell reference in formulas. Relative cell references arebasic cell references that adjust and change when copied or when using AutoFill

Example: The formula =AVERAGE(B5:C5), as shown below, changes to =Average(B6:C6)when copied to the next cell

2. Absolute Cell References:

Situations arise in which the cell references must remain the same when copied or whenusing AutoFill. The Dollar signs are used to hold a column and/or a row reference constant

Keyboard


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Example: When multiplying the numbers in column A (i.e. 2, 3, 4 & 5) with the numberin cell B13 (i.e. 6), we need to keep the field B13 constant, we can use the formula=A14*$B$13

3. Mixed Cell Referencing:

A mixed reference is a mixture of an absolute & a relative reference. A mixed referencecan be absolute in column and relative in row or relative in column and absolute in row.

Example: To apply the formula of the values in column A to the Power of the values in therow 23 to all the cells (B24:D26), we can use the formula =POWER($A24, B$23) or

=($A24^B$23)

Summary of absolute/mixed cell reference:

$A1 Allows the row reference to change, but not the column reference

A$1 Allows the column reference to change, but not the row reference

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$A$1 Allows neither the column nor the row reference to change

The shortcut key to choose between different types of cell reference is the F4 key

5. IF FUNCTION

The IF function will check the logical condition of a statement and return one value iftrue and a different value if false.

Syntax: =IF(Condition, ActionIfTrue, ActionIfFalse)

Example: Categorize the employees on the basis of their grade as Yes or No. Allemployees with grade A have to be categorized as Yes & all other employees haveto be categorized as NO

Formula: =IF(B4=A, YES, NO)

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6. COUNTIF

This function counts the number of items which match criteria set by the user.

Syntax: =COUNTIF(RangeOfThingsToBeCounted, CriteriaToBeMatched)

Example: Find the number of values greater than 5

Formula: =COUNTIF($A$41:$J$50, >5)

Keyboard


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7. TEXT FUNCTIONS

1. Transpose:

This function copies data from a range, and places in it in a new range, turning it so thatthe data originally in columns is now in rows, and the data originally in rows is in columns.

2. Text to Columns

The Convert Text to Columns Wizard is an easy way to separate simple cell content,such as first names and last names, into different columns.

Depending on your data, you can split the cell content based on a delimiter, such as aspace or comma, or based on a specific column break location within your data.

3. Trim

This function removes unwanted spaces from a piece of text.

The spaces before and after the text will be removed completely.

Multiple spaces within the text will be trimmed to a single spaceSyntax: =TRIM(TextToTrim)

4. Lower

This function converts all characters in a piece of text to lower case.

Syntax: =LOWER(TextToConvert)

5. Proper

This function converts the first letter of each word to uppercase, and all subsequent lettersare converted to lower case.

Syntax: =Proper(TextToConvert)


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Company Comparison

-20

-10

0

10

20

30

40

50

60

H

ewlet

t-Pac

kard

Co.

(Inte

rnatio

nalB

usine

ssM

achin

esCorp

.)

EMC

Corp

orati

on

SunMicr

osys

tems,

Inc.

Elec

tronic

DataS

ystem

sCorp

oratio

n

Acce

nture

Ltd

BMC

Softw

are

CA,I

nc.

Acer

Inco

rpora

ted

Apple

Inc.

ROA (5 Yr. Avg.) ROC (5 Yr. Avg.)

Company Comparison

-20 -10 0 10 20 30 40 50 60

Hewlett-Packard Co.

(International Business Machines Corp.)

EMC Corporation

Sun Microsystems, Inc.

Electronic Data Sy stems Corporation

Accenture Ltd

BMC Software

CA, Inc.

Acer Incorporated

Apple Inc.

ROA (5 Yr. Avg.) ROC (5 Yr. Avg.)


6. Upper

This function converts all characters in a piece of text to upper case.

Syntax: =UPPER(TextToConvert)

7. Concatenate

This function joins separate pieces of text into one item.

Syntax: =CONCATENATE(Text1,Text2,Text3...Text30)

8. Charts & Graphs

Tables, charts and graphs are convenient ways to clearly show your data. The easiest wayto create a graph is to enter your data into a spreadsheet program (Excel). Excel willgenerate graphs from the data you enter.

There are three basic graph forms. The line graph, the bar graph, and the circle (or pie)graph.

Line Graph: Showing change over time

Look for a key word such as "grow,""decline," or "trends." If, for example,you want to show how collegeentrance test scores have changedover 30 years, use a line chart. Linecharts are best when a variable has

more than four or five data points,and you want to emphasize continuityover several months or years. Theslope of the line tells viewers in aglance the direction of the trends.

Bar Graph: Comparing items at one point in time

Look for a key word such as "ranks" or"compares." If, for example, you want

to show the highest profit, the lowest


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Company Comparison

7%

12%

12%

2%27%

5%

0%

11%

15%

He wlett -Packa rd Co. IBM (In ternat ional Bus iness Machine s Corp .)EMC Corporation Sun Microsystems, Inc.Electronic Data Systems Corporat ion Accenture LtdBMC Software CA, Inc.Acer Incorporated Apple Inc.


interest rate, or the most products sold, or you want to rank variables from largest tosmallest, use a horizontal bar chart.

Bar charts are often the best way to compare a set of individual items or several sets ofrelated items.

Pie Chart: Comparing parts of a whole

Look for key words such as "percentage," "portion" or "share." If, for example, you wantto show the proportion of stategovernment budget spent on education,use a pie chart. However, the number ofpie slices should not be more than five,and each slice should be easy to see andinterpret.

A pie chart is best when you want tohighlight one part of the whole. Place thiscomponent in the 12 o'clock position and"explode" it out of the pie for emphasis.


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Across:

2. In a spreadsheet, a cell with an _________ reference does not change even if copied elsewhere.

4. A ______ reference can be absolute in column and relative in row or relative in column andabsolute in row.

5. Text or numbers can be rearranged vertically to horizontally or vice versa using this function.

10. This function joins several text items in different cells into a single text item.

12. A function used to find the arithmetic mean.

13. A shortcut key used to "Find Data".

9. VLOOKUP

Lookup tables are very useful functions in Excel. You can build a data table and performsimple lookups on it.

Syntax: =VLOOKUP(ItemToFind, RangeToLookIn, ColumnToPickFrom, SortedOrUnsorted)

Example: Write a Vlookup function to lookup for the phone numbers of all employeesbased on the EmpNo

Formula: =VLOOKUP(A14,$A$4:$D$8,4,0)

Keyboard


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10. CONDITIONAL FORMATTING

Conditional Formatting (CF) is a tool that allows you to apply formats to a cell or range ofcells, and have that formatting change depending on the value of the cell or the value ofthe formula

For example: You can have a cell appear bold only when the value of the cell is greaterthan 100. When the value of the cell meets the format condition, the format selectedwould apply.

A cell can have up to 3 format conditions, each with its own formats.

Example: Highlight all values greater than 7

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2. Click 3. Keyboard 4. Click


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A cell can be also be formatted based on data extracted using a formula.

Example (refer to the class assignment Conditional Formatting - Q3)

Follow the below steps to highlight the data

- Select the table of data

- Click on Format Conditional Formatting

- Select Formula is in the condition 1 drop down

- Enter the formula =$C4


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11. DATA VALIDATION

Data Validation ensures that right information is entered into a particular cell. Thisfunction restricts entry to numbers only or to dates only or a particular series of values.

Example: This range should accept only whole nos between 1 to 10 only

Select the entire range of cells

Go to Data - Validation

Choose Whole Number from the drop down Allow tab

Data should be between Minimum value 1 and Maximum value 10

Move to the next tab Input message

Check the Show input message when cell is selected check box

Provide the necessary tile under the Title tab and the input message

Move to the last tab Error Alert

Provide the necessary Error title and message

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2. Filtering:

Use the AutoFilter to hide some of the data in your worksheet. For example: You canfocus on sales of a specific product, or print a list of your largest orders etc

1. Turn on Auto Filter

Select a cell in the database

From the Data menu, choose Filter, Auto filter

A dropdown arrow appears below each column heading

2. Remove a filter

To remove the filter and turnoff AutoFilter, go to Data menu choose filter, uncheck the Auto filteroption

To remove the filter and leave Auto filter turned on, go to Data menu Choose Filter Show All

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To Password protect the Cell or Sheet:

Now go to Tools Protection Protect Sheet

Provide a password in the popup menu and click OK

You will now be prompted to re-enter the password and confirm the same, then click OK

Your sheet is now protected

To unprotect the sheet: Go back to Tools Protection Unprotect Sheet, provide your

password in the space given

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To Protect the Workbook

Go to Tools Protection Protect Workbook

Provide your password in the pop-up menu, click OK

Reconfirm your password by retyping it on the next pop-up box, click OK

Now save changes

To Protect the File

Go to Tools Options Security tab

Provide the password to open, click OK

Save the file and close

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15. KEYBOARD SHORTCUTS

Action Comments Menu equivalent Version

Ctrl+A Select All None All

Ctrl+B Bold Format, Cells, Font, FontStyle, Bold

All

Ctrl+C Copy Edit, Copy All

Ctrl+F Find Edit, Find All

Ctrl+H Replace Edit, Replace All

Ctrl+I Italic Format, Cells, Font, FontStyle, Italic

All

Ctrl+K Insert Hyperlink Insert, Hyperlink Excel 97/2000

Ctrl+N New Workbook File, New All

Ctrl+O Open File, Open All

Ctrl+P Print File, Print All

Ctrl+S Save File, Save All

Ctrl+U Underline Format, Cells, Font,Underline, Single

All

Ctrl+V Paste Edit, Paste All

Ctrl W Close File, Close Excel 97/2000

Ctrl+X Cut Edit, Cut All

Ctrl+Z Undo Edit, Undo All

F1 Help Help, Contents andIndex

All

F2 Edit None All

F4 While typing a formula,switch betweenabsolute/relative refs

None All

F9 Recalculate allworkbooks

Tools, Options,Calculation, Calc,Now

All

F11 New Chart Insert, Chart All

F12 Save As File, Save As All

Shift+F4 Find Next Edit, Find, Find Next All

Shift+F5 Find Edit, Find, Find Next All

Shift+F11 New worksheet Insert, Worksheet All

Shift+F12 Save File, Save All


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Ctrl+F4 Close File, Close All

Ctrl+F12 File Open File, Open All

Alt+F1 Insert Chart Insert, Chart... All

Alt+F2 Save As File, Save As AllAlt+F4 Exit File, Exit All

Ctrl+Shift+F12 Print File, Print All

Alt+Shift+F1 New worksheet Insert, Worksheet All

Alt+Shift+F2 Save File, Save All

Alt+= AutoSum No direct equivalent All

Ctrl+2 Bold Format, Cells, Font, FontStyle, Bold

All

Ctrl+3 Italic Format, Cells, Font, Font

Style, Italic

All

Ctrl+4 Underline Format, Cells, Font, FontStyle, Underline

All

Ctrl+5 Strikethrough Format, Cells, Font,Effects, Strikethrough

All

Ctrl+9 Hide rows Format, Row, Hide All

Ctrl+0 Hide columns Format, Column, Hide All

Ctrl+Shift+( Unhide rows Format, Row, Unhide All

Ctrl+Shift+) Unhide columns Format, Column, Unhide All

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Documents

Excel Intermediate Handout