Intro to Excel

CSCI130-03AInstructor: Dr. Imad Rahal

LAYER Order

Application SW: Excel & Access

2

High-order P.L.: Visual Basic

1

Low-order P.L.: Assembly 3

System Software: O.S. 3

Machine Language 4

Data Representation 5

HW: Circuit Design 6

Introduction Spreadsheets are applications used mostly to store,

organize, calculate, and display numeric data

Tabular format Divided into rows and columns

Rows are numbered Columns are labeled with letters

Cells hold data (numeric or text), formulas or functions

Power: Automatically reapplies formulas as data changes

Average of student grades in a grade book Automatically adapts formulas when copied to new locations

Introduction Each Excel file or project is called a workbook

File New Workbook

Each workbook contains 3 worksheets by default

Each cell in a worksheet may contain Text Numeric (built-in) Functions Formulas

- Rows are numbered- Columns are assigned letters- L5 is highlighted and formula is shown above the sheet – address is

shown in upper left corner- Data is text (left justified), numeric (right justified), formulas and/or functions

SHOW “GRADES.XLS” FILE

Formulas Begin with an = sign

Either type = in cell Click on the = above worksheet

May contain Constants Single cell references: D5 Functions

AVERAGE, SUM, etc … Cell ranges: D5:E7 Connections: +, -, *, /, ^, AND, Or, NOT

- Formula to calculate average- Changes are automatically reflected- Drag to other cells- Copy/Paste

SHOW “GRADES.XLS” FILE

- Formula to calculate average- Changes are automatically reflected- Drag to other cells- Copy/Paste

SHOW “GRADES.XLS” FILE

Formulas Once we’ve written the formula for one cell we

use it for other rows or columns No need to rewrite it Place cursor on the small square in the lower right

corner of cell Hold on the small black that appears by clicking on

the right mouse Drag to desired cells Notice how formula changes

If target cell is not close to cell holding formula Highlight formula cell then Edit Copy Go to target cell then Edit Paste

Formulas Importance of using cell references

Formulas can be updated automatically when copied to different cells

Formulas can be recalculated when referenced data changes

Relative addressing A7 contains formula A5+A6 Copy to B7 ?

B7 is one column to the right of A7 Copy to C9 ?

C9 is two columns to the right of A7 and 2 rows below it

- What is the formula for the total charge?- How can we apply for the rest of the parents?- Any problems?

SHOW “DAY CARE CENTER.XLS” FILE

Formulas Formula is changing as expected but that is

NOT what we want Solution 1: write values as constants in formula

Changing the values implies changing the formulas A VERY BAD SOLUTION

Solution 2: Absolute addressing Place a $ sign before row number row does not change Place a $ sign before column letter column does not

change Both cell is fixed New formula

Functions As you enter the = sign

The name box changes to a listing of available functions

SUM Adds all values in some range Guesses the range

SUM(C1:C4) (along a column) SUM(C1:F1) (along a row) SUM(C1:F10) (along a block)

Other functions applicable to ranges: AVERAGE, MAX, MIN, COUNT

Conditional Functions IF and VLOOKUP function

IF-ELSE and Select Case of VB

IF (condition, yes action, no action) SHOW DAY CARE CENTER.XLS

Enters one of two possible results in a cell based on condition

Employees.xls, IF(G5>50000,10%,12%) Employees.xls, IF(F5=“F”,”Yes”,”No”)

Condition part be any equality or an inequality Compound statements by using AND and OR If worker hired before 01/01/1999 and is full time then they

would be eligible for a raise =IF(AND(F4="F",H4<DATEVALUE("1/1/1999")),"Yes","No")

VLOOKUP Better if we have more than two options to select from

Corresponding letter grade of numeric grade

Must have an accompanying lookup table

VLOOKUP(x,y,z) x = cell containing value to lookup y = table range (top left and bottom right corners) z = column in table containing the result to write --- always 2

Table must be organized in ascending order from smallest to largest

One table entry must match the values being looked up Direct match (equal one of the values) Bounds match (table gives lower bounds of ranges)

Once the we get the value of the last cell before we cross the boundaries of range of the given value

SHOW “GRADES.XLS” FILE- TRY VLOOKUP WITH TABLE NAME

Review Power of Spreadsheets derives from

Automatically reapplies formulas as data changes Automatically adapts formulas when copied to new

cells

Given that F11 = G23+E22*$F$2 What would L34 be if the same formula is copied

there? M46 + K45*$F$2

A20? B32+#REF!*$F$2

Multiple Sheets A workbook can have many worksheets

3 initially: Sheet1, Sheet2, and Sheet3

Click on the tab for a sheet brings it to the foreground

Add new sheets Right on the sheet tab Insert

Delete sheets by clicking on their tab Right on the sheet tab Delete

Rename sheets Right on the sheet tab Rename (ONE WORD)

Rearrange sheets Click on tab, hold down the button, and drag the tab to desired

location

Multiple Sheets When a cell referenced in a formula by row and

column (e.g. C5) in current worksheet

Reference cells in different sheets, add the sheet name followed by ! Make sure sheet name is a valid variable (1 string

with no spaces) Sheet2!C5

Place table on different sheet in grades.xls

Cell Naming A frequently used cell can be named so as

not to have to refer to it by its address all the time Type in name in Name Box Hit Enter

A range of cells can also be named similarly by selecting it and proceeding as above If you select a row or column with a title, the

title is suggested by default

Sorting Much easier than VB On a single column

Click on a cell in that column Click on Ascending or Descending sort buttons under SORT AND

FILTER in the EDITING group Information in ALL contiguous columns will be moved

accordingly To sort only specific columns, highlight desired area and press

desired button DataSort

On more than one column Sort by table by total score DESC and then by student

names ASC Sort on names ASC Sort on score DESC

Graphs Click on the INSERT ribbon and use one of the

chart types in the chart collection Highlight the data we wish to have on the chart

Select the type of chart You can preview your data on every chart

Go to Layout Ribbon and add title, gridlines, and data labels

Decide where to place chart On the Design Ribbon Click on the location button

Notice how updating data changes the graph accordingly

Forecasting and Simulation

Not only for data entry, nice formatting and calculating formulas

Many functions for simulation and forecasting (whatif analysis)

One of which is the Pmt function Returns the payment amount for a loan based on the interest

rate and a constant payment schedule Some of the functions are:

PMT(RATE, NPER, PV) RATE is the interest rate for the loan NPER is the number of payment periods for the loan PV is the present value or principal of the loan PMT ALWAYS NEGATIVE UNLESS PV is negative

Show multisheetHousepmts.xls

Macros Excel built-in functions are great but limited Macros are a means for the user to define new

functions A macro is a series of Excel actions

Bound together Executed on a single command

Similar to “command button” subroutines Good for non-professionals

There are two ways to create them Recorded macros Writing macros using VBA (VB for Applications)

Recorded Macros While working with recorded macros and using Visual Basic

within Excel, it is helpful to have the Developer ribbon available

This ribbon might not be currently visible on the main menu To add the Developer ribbon to the menu, click the Office button and

then click Excel Options. In the Popular category, under “Top options for working with Excel”,

check the “Show Developer tab in the Ribbon” check box and click OK.

To record a macro Click on developer ribbon Within the Code group, choose Record Macro You will get a pop-up window asking for a name, description, and

control key for the macro Give your macro a meaningful name, a short description, and assign it to a key for

future execution

Recorded Macros Start by positioning the cursor where you want it to be before

the macro begins. Once you begin recording, everything you do will be recorded, so you don’t

want to position your cursor after you start recording, unless you want the macro to begin in the same cell every time it is executed

After you click on ok, the window will disappear and everything you do now will be recorded as part of the macro until you click on Stop Recording in the Code group

Now enter the keystrokes you want as part of your macro, pressing the stop recording button when finished

When you save an Excel sheet containing a macro, make sure you save as it .xlsm – i.e. macro enabled workbook

Recorded Macros There is an icon in the Code group that allows you to

set the addressing mode to relative addressing. If you don’t change this, the default mode for recorded macros

is absolute referencing Macros designed with absolute addresses always use the same cells on a

worksheet, in other words, if you wanted a macro that would print your name in cell A10 and your e-mail address in B10, you would use absolute addressing

You could write the same macro with relative addressing to print your name in whatever cell you position the cursor in, with your e-mail address right below it

Relative addressing is much more flexible, and what you will want most of the time, so make sure this button is pressed before you start recording your macro when you wish to have your macro use relative addressing

Recorded Macros Past Due Accounting Example

Clear Sheet and save Record, Select cells, clear and save

Fill penalty column (if overdue=yes) 10% if amount >$120 5% otherwise

Check recorded macros DeveloperMacrosClick on desiredEdit Complicated to read

What is FormulaR1C1? Only good for small things

Adding prerecorded text Executing simple formulas

Writing Macros using VBA Much closer to what we did in VB

Simpler statements Begin as if you’re recording a macro and stop

recording After giving it a name and control character

Go and edit the macro Past Due Accounting.xls

The ActiveCell and ActiveCell.offset(x,y)

VBA Examples Macros for a single row

User places cursor in right spot. Use Activecell.Offset(x,y)

Macros that loop downwards Cells(x,y).Select Row=0 Do While ActiveCell.Offset(Row,0)<>””

... Row=Row+1

Loop

Add the numbers in consecutive cells (in col 1) assuming the first cell is at A1 Dim Number As Single, Sum As Single Dim Row As Integer Cells(1,1).Select Sum = 0 Row = 0 Do While ActiveCell.Offset(Row,0)<>””

Number = ActiveCell.Offset(Row,0) Sum = Sum + Number Row = Row + 1

Loop

Other Features Assigning Macros to Buttons

Rather than using Ctrl + Character all the time More handy to have a button

Insert Shapes Draw button Right Click on the button Assign macro

Any of the VB commands can be used InputBox

ActiveCell = InputBox(“Enter you name”,”Namebox”) Msgbox

Other Features

Reading data from data files Open file, assign the data to the active cell and them

move cell down to across the sheet File in same folder as project directory

Open ActiveWorkbook.Path & "\data.txt" For Input As #1

File Input in Excel

Design macros for the following, each activated by a separate button

(1) Ask the user for her name via an inputbox and store in active cell (2) Read data from a text file

Salesperson, Sales Write salespersons in column A and their sales in column B starting row

4 (3) Find the salesperson with the highest sales and display his/her

name (4) Find sales of an input salesperson (3) Find salespersons with sales >= some input

The number of salespersons is not known but The row after the last salesperson is empty

File Input in Excel Sub ReadSalesPersons() Dim Sales As Single, Row As Integer Dim Salesperson As String Open ActiveWorkbook.Path & "\sales.txt" For Input

As #1

Range(“A4”).Select Row=0 Do While Not EOF(1) Input#1, Salesperson, Sales ActiveCell.Offset(Row,0) = Salesperson ActiveCell.Offset(Row,1) = Sales Row = Row + 1 Loop End Sub

File Input in Excel Sub FindMax () Dim MaxSales As Single, MaxiName As String Dim Row As Integer Range(“A4”).Select ‘place on first name Row = 0 MaxiName = ActiveCell.Offset(0,0) MaxiSales =ActiveCell.Offset(0,1) Do While ActiveCell.Offset(Row,0)<>”” If(ActiveCell.Offset(Row,1) > Maxi) Then Maxi = ActiveCell.Offset(Row, 1) MaxiName = ActiveCell.Offset(Row,0) End If Row = Row + 1 Loop Msgbox “The salesperson with the highest sales is:” &

MaxiName , , FormatCUrrent(MaxiSales) End Sub

Excel Problems Summaries:

(1) Do something for the Selected-Row using VBA ActiveCell.Offset(x,y)

(2) Loop throughout a sheet using VBA Range(“XY”).Select Row=0 Do While ActiveCell.Offset(Row,0)<>””

… Row = Row + 1

Loop (3) Reading from a file to a sheet

Do While Not EOF(1)

File Input in Excel

Design macros for the following, each activated by a separate button

(1) Ask the user for her name via an inputbox and store in active cell (2) Read data from a text file

Salesperson, Sales Write salespersons in column A and their sales in column B starting row

4 (3) Find the salesperson with the highest sales and display his/her

name (4) Find sales of an input salesperson (3) Find salespersons with sales >= some input

The number of salespersons is not known but The row after the last salesperson is empty

File Input in Excel Sub ReadSalesPersons() Dim Sales As Single, Row As Integer Dim Salesperson As String Open ActiveWorkbook.Path & "\sales.txt" For Input

As #1

Range(“A4”).Select Row=0 Do While Not EOF(1) Input#1, Salesperson, Sales ActiveCell.Offset(Row,0) = Salesperson ActiveCell.Offset(Row,1) = Sales Row = Row + 1 Loop End Sub

File Input in Excel Sub FindMax () Dim MaxSales As Single, MaxiName As String Dim Row As Integer Range(“A4”).Select ‘place on first name Row = 0 MaxiName = ActiveCell.Offset(0,0) MaxiSales =ActiveCell.Offset(0,1) Do While ActiveCell.Offset(Row,0)<>”” If(ActiveCell.Offset(Row,1) > Maxi) Then Maxi = ActiveCell.Offset(Row, 1) MaxiName = ActiveCell.Offset(Row,0) End If Row = Row + 1 Loop Msgbox “The salesperson with the highest sales is:” &

MaxiName , , FormatCUrrent(MaxiSales) End Sub

Excel Problems Summaries:

(1) Do something for the Selected-Row using VBA ActiveCell.Offset(x,y)

(2) Loop throughout a sheet using VBA Range(“XY”).Select Row=0 Do While ActiveCell.Offset(Row,0)<>””

… Row = Row + 1

Loop (3) Reading from a file to a sheet

Do While Not EOF(1)