Agenda 10/28Review ExamDiscuss key points from Tutorials 1-4 and

beyondCell referencesFormulasFunctions

Logical and IFDates

FormattingConditional formattingCharts

Discuss Spreadsheet design and Excel HW #1

Introducing Microsoft Excel 2010

2

Computer program used to enter, store, analyze, and present quantitative data

Creates electronic versions of spreadsheetsCollection of text and numbers laid out in a grid

Workbook vs. WorksheetDisplays values calculated from dataAllows what-if analysis

Ability to change values in a spreadsheet and assess the effect they have on calculated values

Managing Worksheetshttp://

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Worksheet Navigation

4

A workbook can have two kinds of sheets:Worksheet contains a grid of rows and columns into which user enters data

Chart sheet provides visual representation of dataFor detailed charts that need more space to be seen

clearly or to show a chart without any worksheet text or data

Do not contain worksheet cells for calculating numeric values

Worksheet Navigation Keys

5

Working with Columns and Rows

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To make data easier to read:Modify size of columns and rows in a worksheet

To modify size of columns or rows:Drag border to resizeDouble-click border to autofitFormat the Cells group to specify

Deleting and clearing a row or columnDeleting removes both the data and the cellsClearing removes the data, leaving blank cells

where data had been

Working with Cells and Ranges

7

Cell reference identifies column/row location

Range reference indicates location and size of a cell rangeAdjacent (A1:G5)Nonadjacent (A1:A5;F1:G5) – use the control key to select

Selecting a rangeWork with all cells in the range as a group

Moving and copying a rangeDrag and dropCut and paste

Understanding Cell References

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To record and analyze dataEnter data in cells in a worksheetReference the cells with data in formulas that

perform calculations on that dataTypes of cell references

RelativeAbsoluteMixed

Using Relative References

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Cell reference as it appears in worksheet (B2)

Always interpreted in relation (relative) to the location of the cell containing the formula

Changes when the formula is copied to another group of cells

Allows quick generation of row/column totals without revising formulas

Using Absolute References

10

Cell reference that remains fixed when the formula is copied to a new location

Have a $ before each column and row designation ($B$2)

Enter values in their own cells; reference the appropriate cells in formulas in the worksheetReduces amount of data entryWhen a data valued is changed, all formulas based on

that cell are updated to reflect the new value

Using Mixed References

11

Contain both relative and absolute references

“Lock” one part of the cell reference while the other part can change

Have a $ before either the row or column reference ($B2 or B$2)

Using a Mixed Reference

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When to Use Relative, Absolute, and Mixed References

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Relative referencesRepeat same formula with cells in different

locations

Absolute referencesDifferent formulas to refer to the same cell

Mixed referencesSeldom used other than when creating tables

of calculated values

Use F4 key to cycle through different types of references

3D ReferenceWhen referencing a cell on a different

sheet:='My Sheet'!A1=Sheet1!A1

Named RangeName a range of cells in Excel to make it

easier to reference in formulas and functions.

Excel TablesTo make managing and analyzing a group

of related data easier, you can turn a range of cells into a Microsoft Office Excel table.

A table typically contains related data in a series of worksheet rows and columns that have been formatted as a table.

By using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet.

Practice in Tutorial 5

Working with Formulas

17

FormulaAn expression that returns a valueWritten using operators that combine different

values, resulting in a single displayed value

Working with Formulas

18

Entering a formulaClick cell where you want formula results to appearType = and an expression that calculates a value

using cell references and arithmetic operatorsCell references allow you to change values used in

the calculation without having to modify the formula itself

Press Enter or Tab to complete the formula

Working with Formulas

19

Order of precedenceSet of predefined rules used to determine

sequence in which operators are applied in a calculation

Introducing Functions

20

FunctionNamed operation that returns a valueSimplifies a formula, reducing a long formula

into a compact statement; for example, to add values in the range A1:A10:Enter the long formula:

=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 - or -

Use the SUM function to accomplish the same thing:=SUM(A1:A10)

Entering Functions with AutoSum

21

Fast, convenient way to enter commonly used functions

Includes buttons to quickly insert/generate:Sum of values in column or row (SUM)Average value in column or row (AVERAGE)Total count of numeric values in column or row

(COUNT)Minimum value in column or row (MIN)Maximum value in column or row (MAX)

Formulas versus Functionshttp://

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Entering Data and Formulas with AutoFill

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Use the fill handle to copy a formula and conditional formattingMore efficient than two-step process of

copying and pasting

By default, AutoFill copies both content and formatting of original range to selected range

Formatting Cell Text

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FormattingProcess of changing workbook’s appearance by

defining fonts, styles, colors, and graphical effectsOnly the appearance of data changes,

not data itselfEnhances readability and appealLive Preview shows the effects of formatting

options before you apply themThemes

Named collections of formatting effects

Options in the Format Cells Dialog Box

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Presents formats available from Home tab in a different way and provides more choices

Six tabs, each focusing on different options:NumberAlignmentFontBorderFillProtection

Copying and Pasting Formats

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Copying formats with Format PainterFast and efficient way of maintaining a

consistent look and feel throughout a workbookCopies formatting without duplicating data

Copying and Pasting Formats

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Use Paste Special to control exactly how to paste the copied range

Grouping WorksheetsUse to apply same format or function to

multiple sheetsAll sheets should have the exact same

layout!http://www.lynda.com/course20/Excel-tutori

als/Applying-global-changes-worksheets/75924/78631-4.html

Highlighting Cells with Conditional Formatting

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Goal of highlighting: Provide strong visual clue of important data or results

Format applied to a cell depends upon value or content of the cell

Dynamic: If cell’s value changes, cell’s format also changes as needed

Excel has four conditional formats: data bars, highlighting, color scales, and icon sets

Highlighting Rules

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Each conditional format has a set of rules that define how formatting should be applied and under what conditions format will be changed

Working with Functions

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Quick way to calculate summary dataEvery function follows a set of rules

(syntax) that specifies how the function should be written

General syntax of all Excel functions

Square brackets indicate optional arguments

Working with Functions

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Advantage of using cell references:Values used in the function are visible to users and can be easily edited as needed

Functions can also be placed inside another function, or nested (must include all parentheses)

Using the Function Library to Insert a Function

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When you select a function, the Function Arguments dialog box opens, listing all arguments associated with that function

Working with Logical Functions

34

Logical functionsBuild decision-making capability into a

formulaWork with statements that are either true or

false

Excel supports many different logical functions, including the IF function

Working with Logical Functions

35

Comparison operatorSymbol that indicates the relationship

between two values

Using the IF Function

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Returns one value if a statement is true and returns a different value if that statement is false

IF (logical_test, [value_if_true,] [value_if_false])Note bold in function builder denotes required

argument

Working with Date Functions

37

For scheduling or determining on what days of the week certain dates occur

DATEDIFThe DATEDIF function in Microsoft Excel

calculates the difference, or interval,  between two dates. This difference can be expressed in a variety of ways. The function takes the form=DATEDIF(Date1, Date2, Interval)

where Date1 and Date2 are the two dates and Interval defines how the date difference should be returned. Interval must be enclosed in quotes like this:

=DATEDIF(Date1, Date2, “d”)

DATEDIF IntervalsInterval Use

mMonths: the number of whole calendar months between the two dates

dDays: the number of days between the dates

yYears: the number of whole calendar years between the dates

ym

Months In Same Year: the number of months between the two dates if they were in the same year

ydDays In Same Year: the number of days between the two dates if they were in the same year

md

Days In Same Month And Year: the number of days between the two dates if they were in the same month and year

DATEDIF ExamplesFunction Result

=DATEDIF(01/01/2010, 01/06/2010, “d”) 151

=DATEDIF(01/01/2010, 15/01/2010, “d”) 14

=DATEDIF(01/01/2010, 01/06/2010, “m”) 5

=DATEDIF(01/01/2010, 15/01/2010, “m”) 0

=DATEDIF(01/01/2009, 01/06/2010, “m”) 17

=DATEDIF(18/08/2008, 01/03/2010, “y”) 2

=DATEDIF(01/01/2010, 31/12/2010, “y”) 0

=DATEDIF(01/01/2013, Today(), “m”)

5 **Assuming this is run in the month of June

Note that when typing the date directly into the function you may get strange results, typing the date(s) into a cell and referencing that cell in the function is the preferred method.

LookupsSearches for a value in the first column of a

table array and returns a value in the same row from another column in the table array.

The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison values are located in a column to the left of the data that you want to find.

VLOOKUP VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) Lookup_value    The value to search in the first column of the table array.

Lookup_value can be a value or a reference. Table_array    Two or more columns of data. Use a reference to a range or a

range name. The values in the first column of table_array are the values searched by lookup_value. These values can be text, numbers, or logical values. Uppercase and lowercase text are equivalent.

Col_index_num    The column number in table_array from which the matching value must be returned. A col_index_num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on.

Range_lookup    A logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match: If TRUE or omitted (this is the default), an exact or approximate match is returned. If

an exact match is not found, the next largest value that is less than lookup_value is returned. The values in the first column of table_array must be placed in ascending sort order; otherwise,

VLOOKUP may not give the correct value. If FALSE, VLOOKUP will only find an exact match. In this case, the values in the first

column of table_array do not need to be sorted. If there are two or more values in the first column of table_array that match the lookup_value, the first value found is used.

Chart Basicshttp://

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Communicating Effectively with Charts

44

Keep it simpleFocus on the messageLimit the number of data seriesUse gridlines in moderationChoose colors carefullyLimit chart to a few text styles

Choosing the Right Chart

45

Chart When to UsePie charts Small number of categories; easy to

distinguish relative sizes of slices

Column or bar chart

Several categories

Line charts Categories follow a sequential order

XY scatter charts

To plot two numeric values against one another

Custom chart Available charts don’t meet your needs