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28 FEBRUARY 2017

NUS BUSINESS ANALYTICS SOCIETY (BAS)

BASIC EXCEL WORKSHOP 2017

nusbas.com

Download the training materials at: www.nusbas.com/excel-2017

WHAT WILL I BE LEARNING?

1. Type of Operators

• Arithmetic

• Comparison

• Wildcards

2. Functions

• SUM, SUMIF, SUMIFS

• COUNT, COUNTIF, COUNTIFS, COUNTA, COUNTBLANK

• AVERAGEIFS

• Absolute and Relative Cell Referencing

• IF, nested IF

• VLOOKUP

• INDEX and MATCH

WHAT WILL I BE LEARNING? (CONT.)

2. Functions

• HLOOKUP

• CONCATENATE

• TRIM, PROPER, UPPER, LOWER

3. Others

• Conditional Formatting

• Data Validation

• Data Table

• Pivot Table and Pivot Charts

PURPOSE OF WORKSHOP

• BEGINNERS & BASIC LEVEL

• Have a better idea of how Excel functions and tools work

• Able to perform simple (but useful) calculations that can be used in multiple scenarios

• INTERMEDIATE AND ADVANCE

• Refresher on basic excel functions and tools

TRAINING APPROACH

• It will be very much a hands on approach!

• Don’t be shy to ask questions! We are all NUS students!

• Do feel free to ask of the BAS members for assistance!

WHAT IS THE PURPOSE OF EXCEL?

USEFUL EXCEL SHORTCUTS(NAVIGATION AND SELECTION OF CELLS)

Shortcuts Purpose

CTRL + SHIFT + DOWN Selects cell vertically downward from selected cell

CTRL + SHIFT + UP Selects cell vertically upwards from selected cell

CTRL + SHIFT + LEFT Selects cell horizontally to the left of selected cell

CTRL + SHIFT + RIGHT Selects cell horizontally to the right of selected cell

CTRL + A Selects all cells in a table or sheet

USEFUL EXCEL SHORTCUTS(FORMATTING)

Shortcuts Purpose

CTRL + B Format Bold

CTRL + I Format Italic

CTRL + U Format Underline

CTRL + 5 Format Strikethrough

CTRL + SHIFT + $ Format Currency

CTRL + SHIFT + % Format Percentage

USEFUL EXCEL SHORTCUTS(OTHERS)

Shortcuts Purpose

CTRL + C Copy

CTRL + V Paste

CTRL + X Cut

CTRL + Z Undo

CTRL + Y Redo

USEFUL EXCEL SHORTCUTS

• There are plenty of Excel Shortcuts!

• Question: Do I need to know them all? Will it be useful for me?

• Answer: ______________

• Want more shortcuts?

• Google!

• http://cdn2.hubspot.net/hub/433959/file-2146735593-

jpg/Excel_Shortcuts_GW_Version.jpg?t=1455121141506

• Mac : https://support.office.com/en-us/article/Keyboard-shortcuts-in-Excel-2016-

for-Mac-acf5419e-1f87-444d-962f-4e951a658ccd

TYPE OF OPERATORS (ARITHMETIC)

Arithmetic operator Meaning Example

+ (plus sign) Addition 3+3

– (minus sign) Subtraction

Negation

3–1–1

* (asterisk) Multiplication 3*3

/ (forward slash) Division 3/3

% (percent sign) Percent 20%

^ (caret) Exponentiation 3^2

ABSOLUTE AND RELATIVE CELL REFERENCING(EXERCISE 1)

Example Details When copied…

$A$3 The column and row do not change when copied The referenced cell remains

at cell A3

A$3 The row does not change when copied The reference cell remains

along row 3 but columns

change

$A2 The column does not change when copied The reference cell remains

along column A but rows

change

F4

EXERCISE 2 – HUMAN RESOURCE

• Exercise 2 mainly focuses on various approaches of looking up data from another

source or array

• Also covers some data cleaning and other useful Excel functions!

WHAT IF I FORGET WHAT THE FUNCTION DOES?

Click on f(x)!

IF, NESTED IF

• IF (logical test, [value_if_true], [value_if_false])

• Checks whether a condition is met, and returns one value is TRUE and another value is

FALSE

IF, NESTED IF

LOGICAL TEST

“Is value of A2 = A1?”

[value_if_false]

“IF A2 ≠ A1, display value as “NO”

[value_if_true]

“IF A2=A1, display value as “YES”

VLOOKUP

• =VLOOKUP (lookup_value, table array, col_index number, [range_lookup)

• Looks for value in the LEFTMOST column of a table, and the returns a value in

the same row from a column you specify.

INDEX & MATCH

• INDEX: Returns a VALUE or reference of the cell at the reference of the

PARTICULAR ROW and column in a given range.

• MATCH: Returns the RELATIVE POSITION of an item in an array that matches a

SPECIFIED VALUE in specific order.

INDEX & MATCH

=INDEX(N3:N5, MATCH(H7, 03:05,0))

=INDEX(N3:N5, ROW NUMBER)

CONCATENATE AND &

• Concatenative can be used to join a string of values together

• Alternatively you can use “&”

If values are consistent, you can use Flash fill (CTRL + E)

TRIM, PROPER, UPPER, LOWER

• TRIM function helps remove all unnecessary spaces in text strings and reduces space to

ONE.

• PROPER functions helps to capitalize the beginning of each word in a text string

• UPPER function helps convert all text strings to upper case.

• LOWER function helps convert all text strings to lower case

TEXT

• TEXT function an be used to extract a text string from a value in a particular cell

• EXAMPLE: Cell A1 contains Date of 01/09/2015

Function in cell A2 Results

=TEXT (A1, “m”) 9

=TEXT (A1, “mm”) 09

=TEXT (A1, “mmm”) Sep

=TEXT (A1, “mmmm”) September

TEXT

• TEXT function an be used to extract a text string from a value in a particular cell

• EXAMPLE: Cell A1 contains Date of 01/09/2015

Function in cell A2 Results

=TEXT (A1, “yy”) 15

=TEXT (A1, “yyy”) 2015

TEXT

• TEXT function an be used to extract a text string from a value in a particular cell

• EXAMPLE: Cell A1 contains Date of 01/09/2015

Function in cell A2 Results

=TEXT (A1, “d”) 1

=TEXT (A1, “dd”) 01

=TEXT (A1, “ddd”) Tue

=TEXT (A1, “dddd”) Tuesday

SUPPLEMENTARY EXERCISE 2.1 – CHICKEN RICE

• For extra practice! Do try it out!

5 MINUTES BREAK???

EXERCISE 3 – CURRENCY CONVERSION!

• Exercise 3 focuses on application of VLOOKUP and Data Table

• Example is adapted from FIN3130 – Financial Modeling

• Also include a mini exercise about one variable and two variables data table

EXERCISE 4 & 4.1 – FRUITS

• This exercise focuses on the use of formulas to easily count and sum values in

an easy manner especially when there are multiple criteria involved!

TYPE OF OPERATORS (COMPARISON)

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1

> (greater than sign) Greater than A1>B1

< (less than sign) Less than A1<B1

>= (greater than or equal to sign) Greater than or equal to A1>=B1

<= (less than or equal to sign) Less than or equal to A1<=B1

<> (not equal to sign) Not equal to A1<>B1

SUM, SUMIF, SUMIFS

Function Purpose

SUM Add all the number in a range of cells

SUMIF Adds the cells specified in a given condition or criteria

SUMIFS Adds the cells specified in a given set of conditions or criteria

SUMIF –SUMMATION FOR A SINGLE CONDITION

• 1) range: is the range of cells you want evaluated

• 2) Criteria: is the condition in the form or a number, expression or text that defines which cells will be added

• 3) Sum_range: are the ACTUAL cells to sum

1 2 3

SUMIFS –SUMMATION FOR MULTIPLE CONDITIONS

• 1) Sum_range: are the ACTUAL cells you to sum

• 2) criteria_range 1: is the range of cells you want evaluated for the particular condition

• 3) criteria 1: the condition ins criteria_range 1 that defines which cells will be added

1 2 3

COUNT, COUNTA, COUNTIF, COUNTIFS

Function Purpose

COUNT Counts the number of cells that contains numbers

COUNTA Counts the number of cells in a range that are NOT empty

COUNTIF Counts the no.. cells specified in a given condition or criteria

COUNTIFS Count the no. of cells specified in a given set of conditions or criteria

USING COMPARISON OPERATORS AS A CONDITION IN A FUNCTION

• For functions that require the use of comparison operators, important to note that it has to

be within “ “ followed by & if you are making reference to a particular cell as a condition

or if you using a nested function.

=COUNTIF(H9:H12,">="&H10)

=COUNTIF(H9:H12,">= 3")

=COUNTIF(H9:H12,">="&SUM(H9:H10))

WILDCARDS (? AND *)

WER* Starts with WER

*WER Ends with WER

*WER* Contains WER

W?R Any character allowed in the ? position

• A wildcard character is a

special character that

represents one or more

other characters.

• Useful for…

• Find

• Functions

• Filter

EXERCISE 5 – TRY IT OUT YOURSELF!

• Test your abilities to integrate what you have learned thus far to quickly generate

relevant summary data for each month, day of week and location!

PIVOT TABLE AND PIVOT CHART

• A pivot table is a program tool that allows you to reorganize and

summarize selected columns and rows of data in a spreadsheet or

database table to obtain a desired report. A pivot table doesn't

actually change the spreadsheet or database itself.

• Slicer and Timeline can be used to value add to the pivot table and

chart by providing a more intuitive user interface!

PIVOT TABLE AND PIVOT CHART

THANK YOU!Want a Copy of the Trainers’ Excel Workbook?

Complete Feedback Form at: http://tinyurl.com/basexcel2017

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