Microsoft Excel 2016 Intermediate - Professional · Experienced MS Excel users who have completed a...

MICROSOFT EXCEL 2016

INTERMEDIATE

Contents Course Details ................................................................................................................................. 1

New features in Excel 2016 ............................................................................................................. 2

Flash fill ........................................................................................................................................ 3

Flash Fill Exercise ..................................................................................................................... 5

Quick Analysis .............................................................................................................................. 6

Quick Analysis Exercise ........................................................................................................... 9

Tell me what you want to do Exercise .................................................................................. 11

Cut, Copy, and Paste ................................................................................................................. 12

COPY PASTE EXERCISE ................................................................................................................ 13

Conditional Formatting ................................................................................................................. 15

Editing Conditional Formatting Rules ....................................................................................... 18

Conditional Formatting Exercise ........................................................................................... 19

Creating Subtotals ..................................................................................................................... 20

Subtotals Exercise ................................................................................................................. 25

Tables ........................................................................................................................................ 26

Table Exercise........................................................................................................................ 29

Advanced Sort and Filter exercise ........................................................................................ 30

Managing Sheet Tabs ................................................................................................................ 32

Notes ..................................................................................................................................... 33

Using Multiple Worksheets & Workbooks ................................................................................ 34

Creating and Opening a Workspace .......................................................................................... 35

Workbook Exercise ............................................................................................................... 36

Freezing Panes ........................................................................................................................... 37

Working with Charts ..................................................................................................................... 38

Identify and use the correct chart for your data ...................................................................... 40

Change Chart location ................................................................................................................... 44

Chart Exercise ....................................................................................................................... 45

Notes ..................................................................................................................................... 46

Changing Chart Type, Style and Chart Sub-Type ....................................................................... 47

Change Chart Style .................................................................................................................... 48

Change the chart layout ............................................................................................................ 49

Adding and removing chart elements ....................................................................................... 50

Formatting the chart ................................................................................................................. 51

Formatting Chart Exercise ..................................................................................................... 52

Chart Filtering ............................................................................................................................ 53

Formatting and Filtering Charts exercise .............................................................................. 54

Update the data in an existing chart ......................................................................................... 55

Add data to an existing chart .................................................................................................... 56

Using Sparklines ........................................................................................................................ 58

Creating a Sparkline .................................................................................................................. 59

Sparkline Exercise ................................................................................................................. 60

New Charts in Excel 2016 .............................................................................................................. 61

Waterfall .................................................................................................................................... 62

Waterfall chart exercise ........................................................................................................ 63

Histogram .................................................................................................................................. 64

Histogram exercise................................................................................................................ 65

Sunburst .................................................................................................................................... 66

Sunburst chart exercise ........................................................................................................ 67

People Graph App ..................................................................................................................... 68

Change settings on People App................................................................................................. 69

People Graph Exercise .......................................................................................................... 70

3D map ...................................................................................................................................... 71

Insert 3D map Exercise ......................................................................................................... 72

Names and Ranges ........................................................................................................................ 73

Defining Named Ranges ............................................................................................................ 74

Deleting Named Ranges ............................................................................................................ 77

Names Exercise ..................................................................................................................... 80

Functions and Formulas ................................................................................................................ 81

PMT Function ............................................................................................................................ 85

IF Function ................................................................................................................................. 86

If Function and PMT Exercise ................................................................................................ 88

Countif Function ........................................................................................................................ 90

CountIf Exercise ......................................................................................................................... 91

Sumif Function .......................................................................................................................... 93

Sumif Exercise ....................................................................................................................... 95

Vlookup function ....................................................................................................................... 97

Vlookup Exercise ................................................................................................................... 98

Data Validation ............................................................................................................................. 99

Data Validation Exercise ..................................................................................................... 102

Combination VLookup and Data Validation Exercise ......................................................... 103

New Functions in Excel 2016 ...................................................................................................... 104

Ifs Function .............................................................................................................................. 105

Ifs function exercise ............................................................................................................ 106

Ifs function exercise 2 ......................................................................................................... 107

Switch ...................................................................................................................................... 108

Switch Exercise .................................................................................................................... 109

Comparison exercise ........................................................................................................... 110

TextJoin ................................................................................................................................... 111

TextJoin exercise ................................................................................................................. 112

ConCat ..................................................................................................................................... 113

ConCat Exercises ................................................................................................................. 114

Introduction to Pivot Tables ....................................................................................................... 115

Creating a Pivot Table ............................................................................................................. 116

Sorting Pivoted Data ............................................................................................................... 118

Filter Pivot Table Data ............................................................................................................. 122

Filter data manually ................................................................................................................ 123

Show specific text, values, or dates only ................................................................................ 124

Pivot Table Exercise ............................................................................................................ 125

Create a Recommended Pivot Table ....................................................................................... 126

Recommended Pivot Table Exercise ................................................................................... 127

Analysing data exercise ....................................................................................................... 128

Using Slicers ............................................................................................................................. 130

Slicer Exercise ...................................................................................................................... 131

Creating Pivot Charts ............................................................................................................... 132

Pivot Chart Exercise ............................................................................................................ 133

Introduction to Power Query .................................................................................................. 134

Get and Transform data .......................................................................................................... 135

Get and Transform Data exercise ....................................................................................... 140

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Course Details

Course Aim/ Outline

This course focuses on the need to produce real time reports using Charts and Pivot Tables. It introduces some new functions and data tools that will help you help you be more productive

Who Should attend

Experienced MS Excel users who have completed a foundation course or have a similar level of knowledge.

Key Topics covered on the course

New features in Excel 2016

Flash fill, Quick Analysis & Tell me About

Working With Charts

Creating charts

Selecting charts from the Add-ins Store

Identifying and using the correct chart for your data

Creating Sparklines

Insert 3D map

Working with Functions and Formulas

Using Functions in Excel: IF Statements, VLookup, CountIf, SumIf

Working with Names and Ranges

Using names to simplify formulas

New functions in Excel 2016

Ifs, Switch, TextJoin, ConCat

Advanced Formatting

AutoFormat (Table Format)

Visualising Data using Conditional Formatting

Data Validation

Using Multiple Worksheets & Workbooks

Pivot Tables

Introduction to Pivot Tables

Manipulating data in the Pivot Table

Creating Pivot Charts

Using Slicers

Get and Transform Data

Introduction to Power Query

How they will be covered

Tutor led Interactive workshop, practice exercises. Detailed course manual.

Duration 1 day

Learning Outcomes

Having completed the training the attendees will be able to:

Use the new features in MS Excel 2016

Identify new charts to communicate the key message

Use a variety of functions to analyse business data

Sort and Filter Data in predefined Tables

Use data validation to control data entry

Use the key functions of Pivot tables

Use Get and Transform Data to clean and prepare data

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New features in Excel 2016

Flash Fill. This allows Excel to help you save time when making minor changes. It learns the

pattern, and allows you to apply your changes to the rest of your data

Quick Analysis. This feature gives you easy access to the most useful charting, summarizing,

and data visualization options. Just highlight your data, click a simple smart tag, and select one

of the convenient choices Excel offers.

Tell me what you want to do. This is a text field where

you can enter words and phrases about what you want to

do next. It quickly gives you access to the features you

want to use or actions you want to perform.

Cut, Copy, and Paste

The copy option allows you copy cells, including text, numbers, and

formatting. In Excel 2016 you have a greater choice of copy and paste

options. As you work through the course you will discover new ways to use

these features in complex formulas and dashboards.

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Flash fill

Using Flash Fill, Excel watches you make minor changes, learns the pattern, and then offers to

apply your edit to the rest of your data.

Excel’s Flash Fill feature is similar to AutoFill in that it attempts to determine a pattern so it can

fill in new cells based on data you already entered. The difference is that Flash Fill doesn’t limit

itself to a single column or row of

values. Instead, it looks at all the

surrounding cells and attempts to

recognize more complex patterns.

How to use Flash Fill in this example

1. Type the first name into cell B2

2. Click into B3

3. Data Ribbon

4. Flash Fill

5. Press Enter

6. Excel then fills in the entire column

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Flash Fill is on by default and automatically fills your data when it senses a pattern. However, if it’s

not working as expected, here’s how you can check if Flash Fill is turned on.

1. Click File > Options.

2. Click Advanced and make sure

the Automatically Flash Fill box is

checked.

3. Click OK, and restart your workbook.

Other Uses for Flash Fill

Changing case. For example, you can take a name in all-caps (JOE BLUNT) and change it to

initial-caps (Joe Bunt). Or, you can turn an all-caps sentence (“OPEN THE CASE!”) into proper

sentence case (“Open the case!”)

• Adding text to cells. Maybe you want to take an existing value and add some text around

it. For example, you can take a cell that contains the number 43.75 and use it to create

another column with the text “Current Price: €43.75.”

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Flash Fill Exercise

1. Open the File New Features

2. Open the Worksheet Flash Fill

3. Using the Flash Fill option separate the first name and last name

Click on Worksheet Flash fill exercises

1. Type the text “The prices is €45.00” into cell B3

2. Apply the Flash fill

3. Click into cell H3

4. Type P Murphy

5. Apply the Flash fill

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Quick Analysis

Excel’s new Quick Analysis feature gives you easy access to the most useful charting,

summarizing, and data visualization options. Just

select your data, click a simple smart tag, and pick

one of the convenient choices Excel offers.

Quick Analysis reviews your worksheet and recommends a chart that it thinks suits your data,

all in just a few mouse clicks. Here’s how it works:

1. Select the range of cells that includes the data you want to chart, including the column

and row headings.

2. The Quick Analysis icon appears at the bottom-right corner of your selection

3. Click the Quick Analysis button, and choose the Charts section.

4. Depending on the data you selected, Excel may recommend different types of charts

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Other Uses for Quick Analysis

You can also select formatting and other options from the Quick Analysis Icons

Formatting lets you highlight parts of your data by adding things like data bars and colours. This

lets you quickly see high and low values, among other things.

Charts Excel recommends different charts, based on the type of data you have selected. If you don’t

see the chart you want, click More Charts.

Totals let you calculate the numbers in columns and rows. For example, Running Total inserts a

total that grows as you add items to your data. Click the little black arrows on the right and left to

see additional options.

Tables make it easy to filter and sort your data. If you don’t see the table style you want, click More.

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Sparklines are like tiny graphs that you can show alongside your data. They provide a quick way to

see trends.

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Quick Analysis Exercise


2. Open the Worksheet Quick Analysis

3. Highlight the data in cells A1 to D4

4. Create a chart based on the Quick Analysis options

Click on Worksheet Quick Analysis exercises

1. Highlight the data in cells A1 to D4

2. Display the Average based on the Quick Analysis options

3. Convert the data to a table using Quick Analysis

Your exercise

1. Enter a small data set to match data you typically use.

2. Highlight the data

3. Apply some of the Quick analysis options

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Tell me what you want to do.

The new Tell Me help feature is a text box above the Excel ribbon. When you type in a help

topic into this text box, Excel displays a list of related Excel commands in a drop-down list.

When you then select one of the items displayed on this list, Excel either selects the associated

Ribbon command (no matter which Ribbon tab is currently selected) and waits for you to make

a selection from the command’s submenu or, in some cases, just goes ahead and completes the

associated command sequence for you.

For instance, if you type underline in the Tell Me What You Want to Do text box, Excel displays

two items: Underline and See Help for “Underline.” If you then select the Underline item, Excel

applies the underline to whatever is in the cell that’s current in the worksheet. If you select

Help for Underline a dialogue box opens with more information on underlining options.

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Tell me what you want to do Exercise


2. Open the Worksheet Tell me exercise

3. Highlight cells A2 to E2

4. Click into Tell me what you want to do on the ribbon

5. Type underline

6. Select Underline from the list

Filter

1. Click into cell D3


3. Type Filter

4. Select Add or remove filters from the list

Create Chart

1. Click into cell C3


3. Type Chart

4. Select Create chart from the list

Freeze panes



3. Type Freeze panes

4. Select Get Help on Freeze panes from the list

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Cut, Copy, and Paste

The copy option allows you copy cells, including text, numbers, and

formatting. In Excel 2016 you have a greater choice of copy and paste

options. Once you copy your data you can use the paste preview feature so

you see what your cells will look when you actually paste them into your

worksheet.

.

You don’t need to use the ribbon to use these options.

If you use the Ctrl+C and Ctrl+V shortcut, you will see small paste icon, called a Smart Tag near

the bottom-right corner of the pasted region. When you click the icon, a menu displays the

same set of paste options.

How to:

1. Copy the data (Do not use Cut as the Paste Special feature won’t

work.)

2. Click in the new location

3. Home ribbon

4. Clipboard

5. Click the dropdown arrow at the bottom of the Paste button

6. A menu of different options appears

7. Excel gives a preview of the available option for each picture

8. When you identify the correct option, click the picture to apply

the paste.

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COPY PASTE EXERCISE

Paste

1. Open the file New Features

2. Click sheet Copy and Paste

3. Calculate the total in cell D4

4. Highlight all the cells from A3 to D6

5. Copy the cells

6. Paste the data into cell G3 using the Paste Formulas option


2. Copy the cells

3. Paste the data into cell G10 using the Paste Formulas and Numbers option


2. Copy the cells

3. Paste the data into G14 using the Keep Source formatting option

1. Highlight the data in cell E1

2. Copy the data

3. Paste into cell F1 using the Keep Source column width option


2. Copy the cells

3. Paste the data into cell A10 using the Transpose option

Paste Values


2. Copy the cells

3. Paste the data into N3 using the Paste Link option

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Other Paste Options


2. Copy the cells

3. Paste the data into cell N10 using the Paste as Picture option


2. Copy the cells

3. Paste the data into K1 using Paste as linked Picture option


2. Copy the cells

3. Paste the data into K3 using the Paste Formatting option

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Conditional Formatting

Conditional formatting options, allow you to create rules to automatically find and highlight

important information.

With conditional formatting, you set a condition that, if true, prompts Excel to apply additional

formatting to a cell. This new formatting can change the text colour, or use some of the other

formatting options, including modifying fill colours and fonts. You can also use other graphical

tricks, like data bars (shaded bars that grow or shrink based on the number in a cell) and icons.

To apply conditional formatting:

1. Select the cells you want to examine and format.

2. Select the right conditional formatting rule. A rule is an instruction that tells Excel when

to apply conditional formatting to a cell and when to ignore it. For example, a typical

rule might state, “If the cell value is greater than 10,000, apply bold formatting.”

3. Click Ok

Excel has a wide range of conditional formatting rules, and they fall into two categories (each

of which has a separate menu):

• Highlight specific values. If your cell

contains numbers or dates, you can

set a minimum, a maximum, or a

range of values that you want Excel

to highlight. In the case of text, you

can highlight cells that contain

specific text, start with specific text,

and so on. In the case of dates, you

can pick values that fall within

certain ranges (last week, last

month, next week, and so on). To

see all your choices, choose

Home→Styles→Conditional

Formatting→Highlight Cells Rules.

• Highlight values based on where

they fall in a series. These options

get Excel to highlight the top values,

bottom values, or values that fall above or below average. To see your choices, choose

Home→Styles→Conditional Formatting→ Top/Bottom Rules.

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Quick formatting

1. Select one or more cells in a range, table, or PivotTable report.

2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting,

click Data Bars, and then select a data bar icon.

Advanced formatting


2. On the Home tab, in the Styles group, click the arrow next to Conditional

Formatting, and then click Manage Rules.

3. The Conditional Formatting Rules Manager dialog box is displayed.

4. The New Formatting Rule dialog box is displayed.

5. To change a conditional format, do the following:

6. Make sure that the appropriate worksheet, table, or PivotTable report is

selected in the Show formatting rules for list box.

Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to

temporarily hide the dialog box, by selecting the new range of cells on the worksheet,

and then by selecting Expand Dialog .

Format all cells by using an icon set

Use an icon set to annotate and classify data into three to five categories separated by a

threshold value. Each icon represents a range of values. For example, in the 3 Arrows icon

set, the green up arrow represents higher values, the yellow sideways arrow represents

middle values, and the red down arrow represents lower values.

Quick formatting


2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting,

click Icon Set, and then select an icon set.

Tip: You can change the method of scoping for fields in the Values area of a PivotTable

report by using the Apply formatting rule to options button.

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Advanced formatting

1. Select one or more cells in a table.

2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting,

and then click Manage Rules.

The Conditional Formatting Rules Manager dialog box is displayed.

3. Do one of the following:

• To add a conditional format, click New Rule.

The New Formatting Rule dialog box is displayed.

• To change a conditional format, do the following:

1. Make sure that the appropriate worksheet, table, or PivotTable report is selected in the

Show formatting rules for list box.

2. Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to

temporarily hide the dialog box, by selecting the new range of cells on the worksheet, and

then by selecting Expand Dialog .

3. Select the rule, and then click Edit rule.

The Edit Formatting Rule dialog box is displayed.

6. Under Edit the Rule Description, in the Format Style list box, select Icon Set.

1. Select an icon set. The default is 3 Traffic Lights (Untrimmed). The number of icons and

the default comparison operators and threshold values for each icon can vary for each icon

set.

2. If you want, you can adjust the comparison operators and threshold values. The default

range of values for each icon are equal in size, but you can adjust these to fit your unique

requirements. Make sure that the thresholds are in a logical sequence of highest to lowest

from top to bottom.

3. Select Number.

4. To make the first icon represent lower values and the last icon represent higher values,

select Reverse Icon Order.

5. To show only the icon and not the value in the cell, select Show Icon Only.

Notes:

• You may need to adjust the column width to accommodate the icon.

• There are three sizes of icons. The size of the icon that is displayed depends on the font

size that is used in that cell.

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Editing Conditional Formatting Rules

To fine-tune the way conditional formatting works, you can edit your rule. Here’s how:

1. Find the section of your worksheet that has the conditional formatting you want to

change, and click one of the formatted cells.

2. Select

3. Home

4. Styles

5. Conditional Formatting

6. Manage Rules.

The Conditional Formatting Rules Manager appears, displaying any conditional formatting

rules you previously created

Select the rule you want to edit, and then click Edit Rule.

The Edit Formatting Rule window appears

The top portion of the window lets you change the type of rule , and the bottom section

lets you refine the current rule.

7. Modify the settings in the “Edit the Rule Description” section, and then click OK to apply

them.

You can also click Preview to see what the result of your change will look like on your

worksheet.

8. Click OK again to close the Conditional Formatting Rules Manager.

The options in the Edit Formatting Rule window depend on the type of rule you’re

modifying.

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Conditional Formatting Exercise


2. Click sheet Conditional Formatting

3. Highlight the text in sales column

4. Home Ribbon

5. Conditional formatting

6. Highlight Cells rules

7. Greater than

8. Type > 23000

9. Click ok

Using RAG Icons


2. Click sheet Conditional Formatting

3. Highlight the text in Units Sold column

4. Home Ribbon

5. Conditional formatting

6. Icon Sets

7. Select a RAG icon set

8. Click Ok

9. Click on Conditional formatting

10. Manage Rules

11. Select your rule

12. Set the RAG Icons that green is greater than 600. Orange is between 400 and 600 and

Red is less than 600

13. Click Apply

14. Click Ok

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Creating Subtotals

Using Subtotals, you can create automatic subtotals and grand totals for numeric data that is

organized with clear column and row headings.

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To use the subtotal feature, you first need to select a range of cells that you would like to work with. For this example, select A3:F15. Next, click Data → Subtotal:

This action will open the Subtotal dialog box:

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In the “Add subtotal to” section, you can select the columns you want totals for. For this

example, ensure that only the names are selected. Click OK:

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Your worksheet will now look like this:

You will see that new subtotals for each region have been created, as well as a grand total that

adds all of the values together. In addition, Excel has automatically grouped this data together

in a numbered outline. The outline commands work exactly the same as they do elsewhere in

Excel: the lower the number on the button you click, the less detail will be shown.

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To remove subtotals, select the range of data in question and then click Data → Subtotal. This

action will display the Subtotal dialog box. In this dialog, click the Remove All button:

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Subtotals Exercise

In this exercise you will organise the data into subtotals based on certain criteria.

1. Open the file subtotals

2. Click in the sheet Total sales

3. Sort the data by region

4. Click on Data Ribbon

5. Subtotals

6. At each change in Region

7. Use the sum function on Jeff R

8. Remove the subtotal

Click on the Regional Sales worksheet

Apply a subtotal that shows the sales by product for each of the regions

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Tables

To format a range with a distinctive design, you can apply a Table auto format.

Autoformat was the name given to the automatic process in previous versions of Excel.

In fact, now it is simply referred to as a command to Format as Table.

It is a dual formatting feature. First, it allows you to apply built in table styles

formatting. You select a table style (design) format in the Format as Table palette.

Once you have applied the Table format for the first time you can go forward and

change the format by moving your mouse over options in the Table Styles palette. The

palette displays each format option dynamically on the worksheet.

The second built-in feature in the Format as Table command is where Excel creates sort

and analysis feature controls by asking you to confirm the table data and its headings.

The resulting table has data analysis arrows in the header cells. You can experiment with

these and you will find it a very useful feature for data retrieval and analysis within your

table. Obviously, the bigger the table and the more data, the more useful this feature is.

How to create a Table

1. Click into your data set

2. Home Ribbon

3. Format as table

4. Select table style

5. Confirm headings

6. Click Ok

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Using Tables is a great way to make data analysis easier and help the users of your worksheet

see the highlights and data trends at a quick glance.

Sorting data allows you to quickly organize your data and to find the data that you want.

Filtering data allows you to display only the rows that meet criteria that you specify and hide

rows that you do not want displayed, for one or more columns of data.

Conditionally formatting data helps you visually explore and analyse data, detect critical

issues, and identify patterns and trends.

Together, sorting, filtering, and conditionally formatting data can help you and other people

who use your spreadsheet make more effective decisions based on your data.

Sort Data

1. Select a single cell in the column you want to sort. 2. On the Data tab, in the Sort & Filter group,

click to perform an ascending sort (A to Z or smallest number to largest).

3.

4. Click to perform a descending sort (Z to A or largest number to smallest).

Multi-level Sort

Multi-level sort allows you to specify a number of different criteria to organise your data sort.

1. Click into any cell in the table you want to sort. 2. On the Data tab, in the Sort & Filter group, click Sort.

The Sort dialog box appears.

3. In the Sort by list, select the first column on which you want to sort. 4. In the Sort On list, select either Values, Cell Colour, Font Colour, or Cell Icon. 5. In the Order list, select the order that you want to apply to the sort operation —

alphabetically or numerically ascending or descending (that is, A to Z or Z to A for text or lower to higher or higher to lower for numbers).

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Filter by Colour

If you've applied different cell or font colours or a conditional format, you can filter by the

colours or icons that are shown in your table.

1. Click the arrow in the table header of the column that has colour formatting or

conditional formatting applied.

2. Click Filter by Colour and then pick the cell colour, font colour, or icon you want to filter

by.

Create a Slicer to filter your data

In Excel 2010, slicers were added as a new way to filter PivotTable data. In Excel 2016, you can

also create slicers to filter your table data. A slicer is really useful because it clearly indicates

what data is shown in your table after you filter your data.

1. Click anywhere in the table to show the Table Tools on the ribbon.

2. Click Design > Insert Slicer.

3. In the Insert Slicers dialog box, check the boxes you want to create slicers for.

4. Click OK.

A slicer appears for each table header you checked in the Insert Slicers dialog box.

5. In each slicer, click the items you want to show in your table.

To choose more than one item, hold down Ctrl, and then pick the items you want to show.

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Table Exercise

In this exercise you will format a set of data as a Table and use the filter and sort options.

Open the file Tables

1. Click on the Tables sheet

2. Click in the data

3. Home Ribbon

4. Format as Table

5. Select a Medium table

6. Confirm the headings

7. Click ok

Filtering

1. Filter the data using the Table dropdowns to show the sales for Apr

2. Remove the filter

3. Filter the SalesRep column to show staff whose name begins with P

4. Remove the filter

5. Filter the Region column to show regions that contain the word south

Sorting

1. Sort the data in the sales column from largest to smallest

2. Sort the products in A-Z order

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Advanced Sort and Filter exercise


1. Click on the Advanced sort and filter sheet


3. Format as Table

4. Click ok

Multi-level sort

1. Click into the table

2. Select Data ribbon

3. Select Sort

4. Sort by Sales Rep A to Z

5. Click Add level

6. Sort by Month A-Z

7. Click Add level

8. Sort by Product Z to A

9. Click Ok

Sort by colour

1. Click into the table

2. Apply conditional formatting to units sold column for cells greater than 300

3. Select Data ribbon

4. Select Sort

5. Sort by Units Sold Sort by colour

6. Click OK

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Filtering data by colour

1. Click on the Advanced sort and filter sheet


3. Format as Table

4. Click ok

5. Apply RAG conditional formatting to the units sold column

6. Click on the filter icons on the Units sold column

7. Filter by colour

8. Click ok.

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Managing Sheet Tabs

It’s easy to move from worksheet to worksheet by clicking the tabs, when you only have a few

sheets. However, as you add more worksheets, you may discover that the sheet tabs for all of

the worksheets are not always visible. To make them visible, you use the tab scrolling buttons.

The tab scrolling buttons only bring sheet tabs into view. If you want to use a worksheet, you

still need to select it.

Tab Scrolling Button

Function

Brings the first/last sheet tab into view

Brings the next sheet tab to the left into view

Brings the next sheet tab to the right into view

Insert new worksheet

Colouring Sheet Tabs

One of the easiest ways to keep track of your different sheets is to colour the tabs for quick

reference.

How to:

1. Right-click the tab you want to colour code

2. Select Tab Colour

3. Select a colour and click OK

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Notes

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Using Multiple Worksheets & Workbooks

When you open a workbook, it appears on the screen in its default size, usually maximized.

In most cases, this will cover any other open workbooks on the system. This doesn’t mean the

other workbooks aren’t there. You just can’t see them. You can easily change your view of one

workbook to another. You can also view more than one workbook on the screen, using the

Arrange command on the Window group.

To view multiple workbooks:

To view multiple

versions of the

same workbook

How to:

1. From the Window group, choose Arrange.

2. In the Arrange Window dialog box, in the Arrange area, select the desired option.

3. If necessary, deselect the Windows of active workbook check box.

4. Choose OK

How to:

5. From the Window group, choose Arrange.

6. In the Arrange Window dialog box, in the Arrange area, select the desired option.

7. Select the Windows of active workbook check box.

8. Choose OK

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Creating and Opening a Workspace

A workspace allows you to save a configuration of open workbooks on your system.

In other words, if you’ve opened two or three workbooks, have arranged them satisfactorily,

and then discover that you’re out of time. Instead of repeating all the arranging the next time

you start Excel, you simply save the arrangement as a workspace.

The workspace file you create provides instructions to Excel about arranging and opening

workbooks; however, it does not contain the workbooks themselves.

When you open the workspace file, the actual workbooks appear. Because the workspace file

contains pointers to the workbook locations, it’s important not to move the workbooks that are

part of the workspace into new folders, unless you move them from within the workspace itself

(i.e., by using the Save As command).

Create a Workspace

Open a Workspace

How to:

4. Arrange all open workbooks as desired.

5. From the View tab, choose Save Workspace.

6. In the Save Workspace dialog box, from the Save in drop-down list

7. Type a name for the workspace and select a folder in which to store the workspace

8. Click Save

How to:

1. File, Open

2. In the Open dialog box, select the file name of the workspace.

3. Click Open

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Workbook Exercise

In the following exercise you will:

1. Arrange multiple workbooks

2. Create and open a workspace

Arranging multiple work books

1. Open the Projections File and the Advertising File

2. Arrange the files in Vertical order

Viewing multiple of the same workbook

1. Open the Advertising file

2. Arrange the active worksheets in horizontal order

Create a workspace

1. Open the Projections and the Advertising Files

2. Arrange the files in Vertical order

3. Save as a workspace file

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Freezing Panes

Freezing panes is useful when you are working with large tables because you can hold

horizontal and vertical labels stationary while you move through the data

How to:

1 Select the cell below and to the right of the location for the frozen panes.

2 From the Window menu, choose Freeze Panes.

To unfreeze panes of data:

From the Window menu, choose Unfreeze Panes.

1.

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Working with Charts

With Excel, creating attractive, effective charts from your worksheet data is easy. Charts, which

help make worksheet data clearer, more understandable, and easier to interpret, are excellent

vehicles for data analysis and presentation. Excel contains many tools for embellishing your

charts, including the capability to add legends, text, and drawn objects.

A chart is a graphical representation of worksheet data and can be linked to that data. When

you change your worksheet data, the chart created from the data will change to reflect the new

information. You can create charts as part of a worksheet document so that they will print on

the same worksheet as the data from which they came, or you can create them in their own

worksheet.

Before you begin to build a chart, you should become familiar with some of the terminology

used to describe the different objects in a chart. Some of the most important terms are shown

in the following chart and table.

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Chart Object Description

Data Points Values from worksheet cells represented on the chart. Excel uses symbols such as squares, circles, or triangles to distinguish data points. This is especially important for black and white charts. The data points in

Data Series A range of values, taken from a worksheet, from which the chart is graphed.

Data Label A label attached to a data point to identify it.

Category Axis The reference line on a chart, usually horizontal, sometimes called the x-axis.

Value Axis The reference line, usually vertical, that is sometimes called the y-axis.

Z-axis Found only in a 3-D chart, usually perpendicular to both the x-axis and the y-axis.

Legend Defines what each series represents.

Chart Area Includes the chart and the surrounding area.

Plot Area Includes only the area inside the axes.

Added text Refers to text added for emphasis. Added text is not attached to a chart object and is moveable.

Drawn object Any object added to a chart, such as an arrow, line, or other drawn object. A drawn object can be moved.

Titles Identifies the objects of the chart. Although a chart title is usually included on a chart, it is not required. If desired, you can add titles to the axes. In

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Identify and use the correct chart for your data

Because you want a chart to convey a message, you need to be careful in your choice of chart

type. No matter how attractive it is, if you use the wrong chart type to represent your data,

your chart might mislead your audience. The chart type you use depends on the type of data

you are graphing and the message you want to convey.

For most charts, such as column and bar charts, you can plot the data that you arrange in rows

or columns on a worksheet in a chart. Some chart types, however, such as pie and bubble

charts, require a specific data arrangement.

One of the benefits of using Excel is that you are not limited to using a single chart type. For

example, if you create a pie chart and then decide a pie chart isn’t right, it’s just a matter of

clicks to change it to something more suitable. The following table describes the chart types

available in Excel

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Chart Type Example Purpose

Column

Compares items as they vary over time. Available in 3-D.

Bar

Compares items, with categories along the vertical axis and values along the horizontal. Available in 3-D.

Line

Plots numeric data across time. Available in 3-D format as a ribbon chart.

Pie

Shows, by percentage, each data point in a data series. Available in 3-D.

XY (Scatter)

Compares trends over uneven time or measurement intervals. Often used for scientific and engineering data.

Area

Used to plot broad trends in data over time. Available in 3-D.

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Doughnut

Like the pie chart, except that the doughnut chart lets you show more than one data series.

Radar

Shows relationships between multiple data series. Use radar charts only if you and your audience are familiar with them.

Surface

Shows high and low points resulting from two changing variables. Resembles a topographical map. Available in 3-D.

Bubble

Compares sets of values, with the largest of the three displayed as the size of the bubble. Variant of scatter graph

Stock

Displays three values in the order of high-low-close.

Combo

A combo chart requires at least two different data series and can be a combination of chart types e.g. Column and Line

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Note: A ScreenTip displays the chart type name when the mouse pointer hovers over any

chart type or chart

subtype

Note: If you select only

one cell, Excel

automatically plots all

cells containing data that

directly surround that cell into a chart. If the cells that you want to plot in a chart are not in a

continuous range, you can select nonadjacent cells or ranges as long as the selection forms a

rectangle. You can also hide the rows or columns that you don't want to plot in the chart.

To quickly create a chart that is based on the default chart type, select the data that you want

to use for the chart, and then press ALT+F1 or F11. When you press ALT+F1, the chart is

displayed as an embedded chart; when you press F11, the chart is displayed on a separate

chart sheet.

How to create a chart

1. On the worksheet, arrange the data that you want to plot in a chart.

2. Select the cells that contain the data that you want to use for the chart.

3. On the Insert tab, in the Charts group, do one of the following: Click the chart type, and then click a chart subtype that you want to use. OR On the Insert tab, in the Charts group, Click on Recommended chart and select from the options available OR To see all available chart types, click a chart type, and then click All Chart Types to display the Insert Chart dialog box, click the arrows to scroll through all available chart types and chart subtypes, and then click the ones that you want to use

4. The chart is placed on the worksheet as an embedded chart

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Change Chart location

How to change the chart’s location

7. Click the embedded chart or the chart sheet to select it and to display the chart tools.

8. On the Design tab, in the Location group, click Move Chart.

9.

10. Under Choose where you want the chart to be placed, do one of

the following:

11. To display the chart in a chart sheet, click New sheet.

12. To display the chart as an embedded chart in a worksheet, click Object in, and then click a worksheet in the Object in box.

13. Click OK

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Chart Exercise

In this exercise you will create 3 different charts

1. Open the file Charts

2. Select the data in cells A4 to D9

3. Create a chart based on the Recommended charts option

4. Select the data in cells A4 to D9

5. Create a chart using the F11 combination

6. Select the data in cells A4 to B9 7. Create a pie chart

8. Select the first chart 9. Move this chart to a new Chart sheet

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Notes

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Changing Chart Type, Style and Chart Sub-Type

When you create a Chart you follow the simple steps detailed above and a chart is created

according to your choice of options. Once a chart has been created you can make further

selections and changes to chart type and to chart styles.

How to Change a chart type

1. Click the chart that you want to change.

2. The Chart Tools ribbon appears, with the Design and Format tabs.

3. From the Design ribbon, select change chart type

4.

5. Select your new chart

6. Click OK

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Change Chart Style

How to change the chart style :

1. Click the chart that you want to format

2. Click on the Chart Tools

3. Click on the Design tab

4. Select the style

5.

To see all the styles, click on the more button

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Change the chart layout

How to change the chart layout

1. Select the chart

2. Click on Chart Tools

3. Design Ribbon

4. Quick Layout button

5. Select the appropriate layout

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Adding and removing chart elements

Chart element such as Axes, Titles, Data Labels etc can now be quickly added and removed from

charts in Excel 2016

How to add chart elements

1. Select the chart

2. Click on Chart Tools

3. Design Ribbon

4. Select the Add Chart Element

5. From this drop down menu you can add or remove any chart elements.

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Formatting the chart

Youi can also format your chart without using the ribbons. Select your chart. Three icons will

appear on the right side of it.

1. Often you’ll want to select certain elements to appear on the chart. Click the Chart

Elements icon, it looks like a plus symbol. When you click it, Excel pops open the Chart

Elements window, with a list of chart elements you can show or hide

2. Click the Chart Styles icon, which looks like a paintbrush. A window pops open with a

list of styles.

3. Chart filtering provides fewer options than table filtering. The main advantage of Chart

Filtering is that is all your data is visible on your worksheet, even when you plot only

some of it in your chart.

1

2

3

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Formatting Chart Exercise

In this exercise you will change:

1. Create a chart

2. Change the formatting

3. Add and remove chart elements

Open the file Charts

1. Click in the worksheet Sales

2. Highlight the data in A4 to D9

3. Create a column chart

4. Using the chart elements icon remove the chart title

5. Using the charts Styles icon apply a different style to the chart

6. Add a data table to the chart

Click on the worksheet Regional Sales

1. Create a chart to display the data

2. Apply your choice of formatting options

Highlight the data in columns A4 to B9

1. Create a pie chart

2. Convert into an exploding pie chart

3. Add data labels to display percentages

4. Move the chart to a new sheet

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Chart Filtering

1. Choose what you want to hide by clearing the checkbox next to that item.

You can apply two types of chart filtering.

• Category filtering hides some of the data values. You can filter by one or more

categories such as drinks or food

• Series filtering lets you hide a series, which is a set of numbers plotted on your chart.

For example, in this Sales chart, you can hide sales from one or more suppliers.

2. Click Apply to make the changes to the chart.

• To return your chart to normal, click Chart Filters, and add a checkmark next to the

“(Select All)” item in the list of series (if you filtered by series) or the list of categories

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Formatting and Filtering Charts exercise

In this exercise you will make 3 different charts and change the result using filtering and

formatting options

1. Open the file Charts

2. Select the sheet Regional Sales

3. Highlight the data from A4 to D9

4. Create a Bar chart

5. Add a Primary Vertical Axis

6. Name this axis IT sales

7. Remove the chart title

8. Change the layout so that it includes a data table

9. Apply chart style 9

1. Select the sheet Restaurant Sales

2. Create a column chart

3. Switch the row and column data on the chart

4. Using the icons on the chart change the chart style

5. Filter the chart to remove the sundry data

6. Select the sheet Restaurant Sales

7. Create a line chart

8. Switch the row and column data on the chart

9. How has this change affected how the data would be interpreted?

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Update the data in an existing chart

After you create a chart, you may need to make changes to its source data on the worksheet.

To incorporate these changes in the chart, Microsoft Office Excel provides various ways to

update a chart. You can instantly update a chart with changed values. You can also update a

chart by adding, changing, or removing data

The values in a chart are linked to the worksheet data from which the chart is created. With

calculation options set to automatic (Microsoft File Button, Excel Options, Formulas category or

Formulas tab, Calculation group, Calculation Options button), changes that you make to the

worksheet data automatically appear in the chart.

How to Update an existing chart :

1. Open the worksheet that contains the data that is plotted in the chart

2. Type the new values in to the cells

3. Press enter

4. The chart updates automatically

javascript:AppendPopup(this,'xldefWorksheet_1')

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Add data to an existing chart

You can use one of several ways to include additional source data in an existing chart. You can

quickly add another data series (data series: Related data points that are plotted in a chart.

Each data series in a chart has a unique colour or pattern and is represented in the chart

legend.

You can plot one or more data series in a chart. Pie charts have only one data series.), drag the

sizing handles of ranges to include data on a chart that is embedded (embedded chart: A chart

that is placed on a worksheet rather than on a separate chart sheet.

Embedded charts are beneficial when you want to view or print a chart or a PivotChart report

with its source data or other information in a worksheet.) on the same worksheet, or copy

additional worksheet data to an embedded chart or to a separate chart sheet (chart sheet: A

sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to

view a chart or a PivotChart report separately from worksheet data or a PivotTable report).

How to add a data series to a chart::

1. Click the chart to which you want to add another data series.

2. The Chart Tools, adding the Design, Layout, and Format tabs are displayed

3. On the Design tab, in the Data group, click Select Data

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4. Under Legend Entries (Series), click Add

5.

In the Series name box, type the name that you want to use for the series, or select the name on the worksheet

6. In the Series values box, type the reference of the data range of the data series that you want to add, or select the range on the worksheet

7. Click OK

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Using Sparklines

Sparklines are tiny chart-like graphics that show basic information (trends, patterns, and

changes). They integrate seamlessly into your worksheet, unlike massive floating charts.

Sparklines give your worksheets an instant overview of your data and its significance. They can

be used to highlight profit, to show an unusual increase in orders, or a drop in customer

complaints. They do not give you all the details, but they can alert you to trends, patterns, and

dramatic changes without forcing you to perform a painstaking review of the numbers.

There are three types of Sparklines:

• Line. These Sparklines chart a series of values with a zig-zagging line that stretches from left

to right. It’s the same line you see in the familiar line chart.

• Column. These Sparklines create a series of vertical bars, one for each value, with the

bigger columns indicating bigger values.

• Win/Loss. These Sparklines create a series of squares, and Excel puts each square in one of

two positions. If the value is positive, Excel puts the square at the top of the cell (win), and if

the value is negative, it places the square at the bottom (lose).

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Creating a Sparkline

To delete a sparkline

1. Select the sparkline

2. Home Ribbon

3. Editing

4. Clear

5. Clear All

How to:

1 Click in the cell where you want to place the sparkline

2 Go to the Insert Ribbon

3 Click Sparklines section of the ribbon, and then choose one of the three sparkline types.

4 Select the data range for the sparkline

5 Click ok

6 Use the auto fill handle to extend the sparkline to match the other rows

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Sparkline Exercise

In this exercise you will create and modify a sparkline

Open the file Charts

1. Click on the worksheet Sparklines


3. Insert Ribbon

4. Sparkline

5. Select the Line option

6. Highlight from cells B4 to G4

7. Click Ok

Click on the worksheet Sparklines


2. Create a Sparkline

3. Fill the sparkline down to display data for a all the students

4. Change the sparkline to a different type

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New Charts in Excel 2016 Microsoft have introduced 6 new charts to help you visualise financial, statistical and

hierarchical data.

1. Waterfall

2. Histogram

3. Pareto

4. Box & Whisker

5. Treemap

6. Sunburst

In this session we will explore the Waterfall, Histogram and Sunburst chart types

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Waterfall

A waterfall chart shows a running total as values are added or subtracted. It's useful for

understanding how an initial value (for example, net income) is affected by a series of positive

and negative values.

The columns are colour coded so you can quickly tell positive from negative numbers. The initial

and the final value columns often start on the horizontal axis, while the intermediate values are

floating columns. Because of this "look", waterfall charts are also called bridge charts.

Waterfall charts are useful in allowing you to quickly illustrate the line items in your financial

data and get a clear picture of how each item is impacting your bottom line.

The columns are colour coded so you can quickly tell positive from negative numbers. The initial

and the final value columns often start on the horizontal axis, while the intermediate values are

floating columns. Because of this "look", waterfall charts are also called bridge charts.

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Waterfall chart exercise

1. Open the file New Charts in Excel

2. Click on the sheet Waterfall chart

3. Select the data from A1:B5

4. Click on insert ribbon

5. Insert Waterfall Chart

6. Use the design or format tools to customise the look of

your chart

Note

If your data includes values that are considered Subtotals or Totals, such as Net Income, you can set those values so they start on the horizontal axis at zero and don't "float".

Double-click a data point to open the Format Data Point task pane, and check the Set as total box.

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Histogram

A histogram displays value frequencies. The Histogram requires a set of boundaries or Bins to

group the data. For

example, if we had a

data set showing how

many daily “hits” a

website had, we might

want to group the

analysis of the data into

logical groupings, 0-50,

50-100 etc. The more

groupings or bins

selected creates more

sections in the

histogram.

Bin width: Select this option to specify how big the range of each bin should be

Number of bins: Select this option to specify the number of bins to show in the chart. Data

is distributed across the bins so that each bin has

approximately the same population.

Overflow bin: Any value above the number to set

here will be placed into an “all other” bin.

Underflow bin: Any value below the number to set

here will be placed into an “all other” bin.

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Histogram exercise


2. Click on the sheet Histogram

3. Highlight the data from B2:B36

4. Click Insert ribbon

5. Insert Statistic Chart

6. Histogram

7. Use the design and format tabs to customise the look of your chart

Note:

To change the bin size or frequency.

1. Click in the X axis

2. Format the axis

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Sunburst

The sunburst chart is ideal for displaying hierarchical data. Each level of the hierarchy is

represented by one ring or circle with the innermost circle as the top of the hierarchy. A

sunburst chart without any hierarchical data (one

level of categories), looks similar to a doughnut

chart.

However, a sunburst chart with multiple levels of

categories shows how the outer rings relate to the

inner rings.

The sunburst chart is most effective at showing

how one ring is broken into its contributing pieces.

Hierarchical datasets are perfect for layers within

the data where natural groupings exist.

They can be departments within a business, regions within a country, makes or models of a

product, or disciplines within a subject.

Note: Hierarchical data requires a level of order and organizational structure.

The visual layout is intuitively natural for finding how each slice is broken down to the most

basic contribution. The Sunburst is versatile, displaying any number of levels for any category.

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Sunburst chart exercise


2. Click on the Sheet Sunburst

3. Highlight the data from A1 to D29

4. Click on Insert ribbon

5. Insert Hierarchy chart

6. Sunburst

Use the Design and Format tabs to customize the look of your chart. If you don't see these tabs,

click anywhere in the sunburst chart to add the Chart Tools to the ribbon.

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People Graph App

The People Graph is an add- in Excel 2016 which enables you to make a picture graph.

1. Go to the INSERT tab and choose the option Apps for

Office

2. Click on See All…

3. Click on Featured Apps and then type People Graph

into the search box

4. Click on the Add button on the right of People Graph

Once the APP is added, you can now use it on any Excel sheet. To use the App:

1. Go to the INSERT tab and choose the

People App from the Apps for Office drop

down

The App allows us to graph people numbers and show the data alongside an illustration. The

data and the image settings can be changed.

The app provides:

3 chart types

7 themes for each type

16 shapes

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Change settings on People App

Select the object inserted on Screen

On the top right of your selection you will see 2 options – Data and Settings

Data – will allow you import the data it is currently using in the picture and then

you can edit it

Settings – will allow you to change options such as the type graph used, the

theme colours and the shape used

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People Graph Exercise


2. Click on the sheet People app

3. Click on Insert Ribbon

4. People app

5. Select the DATA icon on the People App

6. Change the title to Customer source

7. Click on Select your Data

8. Highlight the data from A5:B10

9. Click on the Gear icon on People Graph

10. Change the icons

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3D map

Power Map, was introduced in Excel 2013, and is now fully integrated into Excel. It has been renamed as “3D Maps".

Microsoft 3D Maps for Excel is a three-dimensional (3-D) data visualization tool that lets you look at information in new ways. 3D Maps lets you discover insights you might not see in traditional two-dimensional (2-D) tables and charts.

With 3D Maps, you can plot geographic and temporal data

on a 3-D globe or custom map, show it over time, and

create visual tours you can share with other people. You’ll

want to use 3D Maps to:

Map data Plot more than a million rows of data visually on Bing maps in 3-D format

from an Excel table or Data Model in Excel.

Discover insights Gain new understandings by viewing your data in geographic space

and seeing time-stamped data change over time.

Share stories Capture screenshots and build cinematic, guided video tours you can

share broadly, engaging audiences like never before. Or export tours to video and share

them that way as well.

The 3D Map button is in the Tours group, on the Insert tab of the Excel ribbon

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Insert 3D map Exercise

To create a 3D map you need to have Excel data that has geographic properties in table format or in a Data Model—for example, rows and columns that have names of cities, states, counties, zip codes, countries/regions, or longitudes and latitudes.

1. Open the file 3D map 2. Click on the sheet Customers 3. Click into cell A5 4. Click Insert Ribbon 5. 3D Map

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Names and Ranges Excel lets you build formulas using such descriptive names, or named ranges. All you have to do

is define the ranges as you create your worksheet; then you can use those names instead of

cell references.

Named ranges provide other benefits besides conveying the meaning of a formula:

• They make complex, nested formulas more understandable.

• They make it easy to quickly find a cell or select a group of cells. That makes them ideal for

navigating large worksheets or for applying formatting to cell ranges that frequently

change.

• They reduce the likelihood of some types of errors. For example, you’re unlikely to notice

whether you used A42 instead of A41, but you can spot the wrong name when you use

TotalWithTax instead of TaxRate.

• They use absolute references. So , you don’t need to worry about having a formula change

when you copy a formula from one cell to another.

How to apply a name to a cell

1. Click into the cell

2. Click in the name box

3. Type the required name

4. Press Return

How to apply a name to a range

1. Highlight the range

2. Click in the name box

3. Type the required name

4. Press Return

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Defining Named Ranges

You can also define a name using the Name Manager.

To define a range name, you first need to select the cell or range of cells that you would like to

work with. For this example, select cells A2-A4 in the sample workbook. Next, click Formulas →

Define Name (not the drop-down arrow):

This action will open the New Name dialog box. Here, you can give the new range a name,

select which part(s) of your workbook that this range will reference, and add comments. By

default, if the cells are all in one row or column, the Name field will be filled in with that column

or row’s header (if one has been defined).

In this example, you can see that the Sales header has been inserted into the Name field. Leave

the default settings unchanged and click OK to apply the new named range:

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You will now be returned to the worksheet you’ve been working with. Repeat the above steps to

define “Expenses” as the named range for cells B2-B4:

You will now see that the formula that was based upon named ranges has changed to

incorporate the values you just defined.

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To modify the named ranges themselves, click Formulas → Name Manager:

The Name Manager dialog will be displayed. Here, you will see all named ranges inside the

current workbook:

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The Edit Name dialog will now be displayed. Here, you will see controls to change the name,

add comments, and change the range of cells:

Click Cancel to return to the Name Manager without saving any changes. In the Name Manager, click Close to return to the Excel window. Close Microsoft Excel 2016 without saving any changes that you may have made.

Deleting Named Ranges

To begin, open Module 2-4 using Microsoft Excel 2016. To delete a named range, you first need to open the Name Manager. Do this by clicking Formulas → Name Manager:

When the Name Manager dialog box opens, you will see all of the named ranges in the current

workbook. Delete the Expenses named range by selecting it from the list and then clicking the

Delete button:

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A warning dialog will then be displayed that asks you to confirm the operation. Click OK:

Deleting a named range is a permanent action. You cannot directly recover a named range that

you deleted. However, if it was a recent action, it can be undone using the Undo command.

You will now be returned to the Name Manager. Here, you will see that the Expenses range has been deleted. Click Close to return to the primary Excel 2016 window:

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Names Exercise

This exercise will allow you to use names to simplify formulas and create named ranges


1. Click on the worksheet Names

2. Calculate the VAT due on the products using cell F3

3. Convert F3 to an absolute cell reference in your formula and fill down

4. Click into cell F11

5. Click into the name box

6. Type VAT

7. Press return


9. Calculate the VAT due using =B11*VAT

10. Press return

Naming a range

1. Select cells A2 to A5

2. Click into the Name box

3. Type products

4. Press return

Changing a named range or cell

In this exercise you will change the name of the range of cells

1. Click on the Formula Ribbon

2. Name manager

3. Select Products

4. Change the range to A10 to A13

5. Click ok

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Functions and Formulas

Excel has many pre-defined, advanced functions that let you create engineering, logical,

mathematical, statistical, financial, and other equations. Using the Formula Palette or the Insert

Function command, you can create and use such functions.

Identifying the Parts of a Function

As illustrated in Error! Reference source not found., if a function is at the beginning of a

formula, which it almost always is, it will begin with an equal sign (=). This is followed by the

function name and a set of parentheses enclosing the information to be used in the calculation,

called the arguments.

Arguments can be numbers, cell or range references, other functions, constants, text, logical

values such as TRUE or FALSE, or error codes. If there are many arguments, you need to

separate them with commas within the parentheses.

Function

nameArguments

A function often includes more than one argument because you may need to provide more

than one piece of information to obtain a solution. For example, to determine the monthly

payments on a loan you would use the PMT function, which requires three essential arguments:

the amount borrowed, the interest rate, and the number of loan payments.

Each function also has a predetermined syntax. These are the rules you must follow when you

enter information into the function. You must pay close attention to the way Excel interprets

the information you give or you will not get the correct results. Excel provides extensive

guidance during the function creation process by offering you tips and suggestions on what

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each argument means, what the proper order of arguments should be, and showing you, with

examples, how you should format the arguments.

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Using Functions in Excel:

The Insert Function dialog box lists Excel’s functions by categories, as shown below, which lets

you easily find and select the appropriate function. At the bottom of the Insert Function dialog

box, you will find an explanation of the highlighted function. This will help you determine if it is

the right function for the task at hand.

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There are a number of ways to insert a function:

How to Insert a function using the Insert function option

1. Select the cell in which to enter the function.

2. Click on Formula ribbon

3. Click on the Insert function icon

4. In the Insert Function dialog box, from the Function category list, select the desired category

5. From the Function name list, select the desired name.

6. Click Ok

How to Insert a function using the Insert Ribbon icons

1. Select the cell in which to enter the function.

2. Click on Formula ribbon

3. Click on the icon that represents your category

4. From the Function name list, select the desired name.

5. Click Ok

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PMT Function

The PMT function is a financial function that you can use to calculate periodic payments for

loans based on constant payments and a consistent interest rate. For example, you can use this

function to calculate car, mortgage, or any other amortized loan payments.

The syntax for a PMT function requires three arguments, each of which must be preceded by

=PMT and enclosed within parentheses:

* An interest rate (Rate): the rate at which the money is being borrowed.

* A pay period (Nper): the total number of payment periods in an annuity.

* The amount borrowed (Pv): the present value or the total amount of the loan.

How to add PMT Function

1. Select the cell where you want to enter the function.

2. Click on Formulas Ribbon

3. Click on Financial icon

4. Select PMT

5. Click Ok

6. In the formula window enter the following information or cell references For Rate, the interest rate. ( divided by the repayment schedule, i.e. 12 or 52) For Nper, the number of payment periods. For Pv, the amount of the loan.

7. Click Ok

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IF Function

The IF function is a logical function that lets you make decisions by evaluating a condition. It then returns one of two possible values. The syntax for an IF function requires three arguments:

a Logical_ test, which usually compares two pieces of information.

the Value_if_true, which is the information to display if the result of the logical test

is true.

the Value_if_false, which is the information to display if the result of the logical test

is false.

If the Value_if_true or the Value_if_false arguments are text, you must enclose them within quotation marks. The Formula Palette will add the quotation marks automatically when you enter text in the fields. An important part of any logical function is the comparison operator, which Excel uses to determine the appropriate response to a logical query. Error! Reference source not found. lists the most common comparison operators.

Operator Interpretation

= Equal to

< Less than

<= Less than or equal to

> Greater than

>= Greater than or equal to

<> Not equal to

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How to create an If Function

1. Select the cell where you want to enter the function.

2. Click on Formulas Ribbon

3. Click on Logical icon

4. Select IF

5. Click Ok

6. In the formula window enter the following information or cell references Logical Test= the value you want to evaluate Value_if _ True = the value or result if the logical test is true Value_if _ False = the value or result if the logical test is false

7. Click OK

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If Function and PMT Exercise

In this exercise you will create an If Function and a PMT function

Creating a PMT Function

Open the file Functions

1. Click on the worksheet PMT

2. Click into cell B6

3. Formula Ribbon

4. Financial

5. PMT

6. Enter the cell reference for the interest rate /12

7. Enter the cell reference for the PV

8. Enter the cell reference for Nper

9. Click ok


1. Click on the worksheet PMT Exercise

2. Enter data to match the cell labels

3. Create a PMT function to calculate the car repayments

4. Calculate the total payments

5. Calculate the total interest amount

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Creating an If Function.

In this if function students who score more than 40 pass the exam if not they fail.

Open the file functions

1. Click on the worksheet If function


3. Formula ribbon

4. Logical icon

5. If

6. Enter B2>40 into logical test

7. Enter Pass into value if true

8. Enter fail into value if false

9. Click Ok

Click on the worksheet If Function exercise

Using an If Function calculate possible delivery charges

If the distance is greater than 50 kms, the delivery charge is €30.00. If the distance is less than

30kms there is no delivery charge.

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Countif Function

The COUNTIF () function takes two parameters: the range of cells you want to count, and the

criteria that a cell needs to satisfy in order to be counted:

COUNTIF (range, criteria)

The criteria argument is the key to unlocking the real power of COUNTIF(). The formula tests

every cell in your range to see if it meets your criteria, and counts it only if it does.

Using different the criteria, you can:

Test if a cell matches a specific value.

Test if a cell is greater or less than a specific number.

Test if a cell matches, or is greater or less than, a number in another cell.

Test if a cell contains text that matches a simple pattern.

How to create a Countif Function

1. Identify the cell to contain the criteria

2. Select the data range

3. Formula Ribbon

4. More functions

5. Statistical

6. Countif

7. Enter data range in Range area

8. Enter criteria in Criteria area

9. Click ok

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CountIf Exercise

In this exercise you will count how many sales occurred in July


1. Click on the worksheet Countif

2. Formula ribbon

3. More Functions

4. Statistical

5. Countif

6. In the data range , highlight the month column

7. In the criteria area type Jul

8. Click ok

In this exercise you will use a cell reference as your criteria range to count how many sales

occurred in August

1. Click on the worksheet Countif

2. Formula ribbon

3. More Functions

4. Statistical

5. Countif

6. In the data range , highlight the month column

7. In the criteria area, click into cell E1

8. Click ok

9. Change the month data in cell E1 to display sales by other months

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In this exercise you will use Countif Function to calculate:

The number of sales by product

The number of sales greater than €22000.

Click on sheet Countif Exercise

Complete the calculations

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Sumif Function

The SUMIF() function follows the same principle as COUNTIF(). The difference is that it accepts

an optional third argument:

SUMIF (test_range, criteria, [sum_range])

The first argument is the range of cells you want the criteria to test, the second is the criteria

itself, and the third is the range of cells you want to sum.

So if the first cell in the test range passes the test (that is, causes the criteria to evaluate as

true), the function adds whatever the first cell is in the sum range to the total sum.

Both the test_ range and sum_range must have the same number of cells—usually they’ll be

different columns in the same table.

How to create a Sumif Function

5. Click in the cell where you want the Sumif

6. Formula Ribbon

7. Math & Trig

8. Sumif

9. Enter the data range

10. Enter the criteria

11. Enter the sum range

12. Click ok.

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Sumif Exercise

In this exercise you will create a Sumif function to calculate the total sales which are greater

than €25000


1. Click on the worksheet Sumif


3. Formula ribbon

4. More Functions

5. Math & Trig

6. Sumif

7. In the data range , highlight the Sales column

8. In the criteria area type >25000

9. Click ok

In this exercise you will create a Sumif function to calculate the total Car sales which are

greater than €25000


1. Click on the worksheet Sumif


3. Formula ribbon

4. More Functions

5. Math & Trig

6. Sumif

7. In the data range , highlight the Products column

8. In the criteria area type Cars

9. In the sum range highlight the Sales column

10. Click ok

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In this exercise you will create a Sumif function to calculate the total sales by month using a

cell reference


1. Click on the worksheet Sumif exercise


3. Formula ribbon

4. More Functions

5. Math & Trig

6. Sumif

7. In the data range , highlight the months column

8. In the criteria area click into cell H5

9. In the sum range highlight the Sales column

10. Click ok

In this exercise you will create a Sumif function to calculate the total sales by product using a

cell reference


1. Click on the worksheet Sumif exercise

2. Calculate the sales by product

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Vlookup function

VLOOKUP, one of the lookup and reference functions in Excel. It is used to find data in a table or

a range by row. For example, look up an employee's last name by her employee number. The

secret to VLOOKUP is to organize your data so that the value you look up (employee’s number

is to the left of the return value you want to find (employee’s last name). VLOOKUPs retrieves

information from a database/list based on a unique identifier. The search criteria must be

unique in the data table.

How to create a VLookup Function

9. Click in the cell to contain your vlookup

10. Formula ribbon

11. Lookup and Reference

12. Vlookup

13. Enter your search criteria in to the Lookup value area

14. Highlight your table in the Table array area

15. Enter the column number in the column area

16. Enter False in the Range look up area

17. Click ok

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Vlookup Exercise

In this exercise you will create a VLookup to return information by employee ID number


1. Click on the worksheet VLookup

2. Click into cell K3

3. Formula ribbon

4. More Lookup and Reference

5. VLookup

6. Enter J3 into the lookup value

7. Highlight the cells from C3 to G17 in the Table array area

8. Enter 3 in the col index num

9. Enter false in the range lookup area

10. Click ok

11. You may see an error message

12. Enter a staff number into cell J3

13. Press return

Repeat the exercise for the Units sold and Returns

In this exercise you will use a both the VLookup and other formulas to complete the missing

information

Click on the sheet VLookup exercise

Using a VLookup complete the product information, the price, amount in stock, on order,

reorder level.

Calculate the value of the stock on order

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Data Validation

With data validation, you can easily prevent people from entering the wrong data in a cell (or at

least warn them when they do). Data validation also helps novices by letting you create custom

error messages, and add helpful pop-up tips.

How to apply Data Validation

1. Select the required cells or cells

2. Data Ribbon

3. Data Tools

4. Data validation

5. A Data Validation window appears with three tabs: Settings, Input Message, and Error Alert

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6. Use the Settings tab of the Data Validation window to specify what values you want to allow in a cell.

In the Allow list box, you can set the type of value that’s allowed. The simplest types include whole numbers, decimal values, dates, times, and text.

7. Input Message Once you add data type rules you can add a pop-up message that appears as soon as somebody moves to the corresponding cell.

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8. Error Alert

Despite your best attempts, someone will probably still type the wrong information in a cell, defying your input messages. In this case, you need to respond by politely explaining the problem

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Data Validation Exercise

In this exercise you will apply data validation to limit the type of data that can be entered in a

worksheet.


1. Click on Data Validation worksheet

2. Highlight cells G4 to G9

3. Data Ribbon

4. Data Tools

5. Data Validation

6. In the settings area allow a whole number less than 10 7. Create an input message telling the user that only amounts less than 10 can be ordered

8. Create an error alert reminding the user that only amounts of less than 10 are permitted

In this exercise you will apply data validation to only allow the user to select from a pre typed

list


1. Click on Data Validation exercise worksheet

2. Highlight cells D4 to D9

3. Data Ribbon

4. Data Tools

5. Data Validation 6. In the settings area allow a list

7. Click into source box

8. Highlight the cells L4 to L6

9. Create an input message telling the user that select a payment method from the drop

down list

10. Create an error alert reminding the user that only these payment methods are

permitted

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Combination VLookup and Data Validation Exercise

This exercise combines Data Validation and Vlookups to create an invoice based on a product

list. It combines simple calculations and more advanced formulas covered in the session.

Your task is to create an invoice that fills automatically based on the Product selected from the

drop down list in the invoice.

1. Open the file VLookup & Data Validation

2. Click on the sheet Product list

3. Name the data set Products

4. Click on the invoice

5. Apply Data Validation to column to link to the product data on the Product List sheet

6. Create a VLookup that returns the price for the product list

7. Create a formula that calculates the Quantity multiplied by the Item price

8. Enter some data to test your calculations

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New Functions in Excel 2016

Ifs, Switch, TextJoin, ConCat

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Ifs Function

The IFS function checks whether one or more conditions are met and returns a value that corresponds to the first TRUE condition. IFS can take the place of multiple nested IF statements, and is much easier to read with multiple conditions.

IFS is a new function that is only available in Excel 2016 including Excel Online, Mobile, Android phones and tables. If you open a workbook with the IFS function in an earlier version of Excel, all cells containing the IFS function will display a #NAME? error.

The syntax of the Ifs statement is:

IFS ([Something is True1, Value if True1, [Something is True2, Value if True2],…[Something is True127, Value if True127])

NOTES: The IFS function allows you to test up to 127 different conditions.

The formula for cells A2:A6 is: =IFS(A2>89,"A",A2>79,"B",A2>69,"C",A2>59,"D",TRUE,"F")

Which says Ifs (A2 is Greater Than 89, then return a "A", IF A2 is Greater Than 79, then return a "B", and

so on and for all other values less than 59, return an "F").

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Ifs function exercise

This exercise will enable you to create a formula that returns the correct day depending on the day number entered.

1. Open the file New Functions

2. Click on the sheet Ifs


4. Click on Formulas ribbon

5. Logical

6. Ifs

7. Type B2=1 in logical test 1

8. Type Monday in Value_if_true

9. Use Tab key on keyboard to move to next text box

10. Type B2= 2 in logical test 2

11. Type Tuesday in Value_if_true


13. Type Wednesday day in Value_if_true


15. Type Thursday in Value_if_true



18. Type Friday in Value_if_true



21. Type Saturday in Value_if_true

22. Click ok

23. Enter some numbers in the Day number column to test the formula

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Ifs function exercise 2

In this exercise you will use the Ifs function to apply a discount amount to each customer.

1. Open the file New functions

2. Click on Ifs Discount sheet

3. Apply the following discounts

Dunnes discount 5%

Tesco 10%

Aldi 9%

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Switch

The SWITCH function is similar to IFS but rather than specifying a series of conditional

statements, you specify an expression and a series of values and results. It is a lookup function

that looks for an exact match.

The values are compared to the expression, and when the first exact match is found, the

corresponding result is applied to the cell. You can also specify a “default” result that will be

returned if none of the values are an exact match for the expression. The advantage of the

SWITCH function is that you can avoid repeating the expression over and over, which

sometimes happens in nested IF formulas.

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Switch Exercise

In this exercise you will use Switch function to look up and return the meanings of a set of

acronyms. The expression is the cell that contains the first piece of text.

1. Open the file new functions

2. Click on the Switch sheet


4. Formulas ribbon

5. Logical

6. Switch

7. Type A3 in the expression area

8. Type AHT into the value1 area

9. Type Average Handling Time into Result 1 area

10. Type CS into Default or value 2 area

11. Type Customer Service into Result 2 area

12. Type GI into Default or value 3 area

13. Type Goods Inwards into Result 3 area

14. Type SA into Default or value 3 area

15. Type Service Agent Service into Result 3 area

16. Click ok

17. Fill the formula down the column

Exercise 2

1. Click on the location sheet

2. Use the Switch function to replace the codes with the correct locations

3. DB Dubai

4. NY New York

5. Nm New Mexico

Exercise 3

In this exercise you will use default value element of the Switch function

1. Click on Switch day sheet

2. Use the Switch function to replace day 6 with Saturday, day 7 with Sunday and all other days

with the default value weekday.

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Comparison exercise

In this exercises you will compare the usability of the VLookup, Switch and Ifs functions.

1. Click on Comparison sheet


3. Using the Switch function replace the codes with the correct definition



6. Using the IFS function replace the codes with the correct definition



9. Using the Vlookup and the data in J5:K8 replace the codes with the correct definition


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TextJoin

A very common task for users in spreadsheets is to combine text strings or cells. Until Excel 2016, if you

wanted to join text strings from a range of cells, you had to specify each cell individually. The new

TEXTJOIN and CONCAT functions let you combine text strings from ranges of cells with or without using

a delimiter, such as a comma separating each item. You can simply refer to the range and specify the

delimiter once and let Excel will do the combining.

Excel 2013 formula: =CONCATENATE(A3, “, “, B3, “, “, C3,”, “, D3, “, “, E3)

Excel 2016 formula: =TEXTJOIN(“, “, TRUE, A3:E3)

The delimiter is a text string or a

reference to a text string that represents the

character(s) you want to insert between each

of the strings you're combining.

The ignoreempty is TRUE or FALSE

with TRUE (the default) ignoring empty cells.

The two text arguments are literal

string values or references to ranges that

contain the text you want to concatenate.

The biggest advantage is the ability to set the

delimiter once for all the combinations

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TextJoin exercise

1. Open the file New Functions

2. Click on the Text Join sheet


4. Formulas ribbon

5. Text function

6. TextJoin

7. Type “ “ into the Delimiter

area

8. Type True into the ignore

empty area

9. Type A3 into the Text 1 area

10. Type B3 into the text 2 area

11. Click ok

12. Fill the formula down the column.

Click on TextJoin address sheet

In this exercise you will use TextJoin to combine a range of cells to show full contact details.

1. Click into cell E2

2. Formulas ribbon

3. Text function

4. TextJoin

5. Type “ “ into the Delimiter area

6. Type True into the ignore empty area

7. Type A2:D2 into the Text1 area

8. Click ok

9. Full the formula down the column

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ConCat

In Excel 2016, the ConCAt function replaces the CONCATENATE function. However, the CONCATENATE function will stay available for compatibility with earlier versions of Excel.

The CONCAT function combines the text from multiple ranges and/or strings, but it doesn't provide the delimiter or IgnoreEmpty arguments option. Therefore, any spaces required are entered as text elements.

TIP: To include delimiters (such as spacing or ampersands (&) between the texts you want to combine and to remove empty arguments you don't want to appear in the combined text result, you can use the TEXTJOIN function.

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ConCat Exercises

In this exercises you will use ConCat to join text from two different cells.

1. Open the file new functions

2. Click on Concat sheet

3. Click in cell C4

4. Formula ribbon

5. Text functions

6. CONCAT

7. Type A4 into text 1

8. Type “ “ into text 2

9. Type B4 into text 3

10. Click ok


Exercise 2

In this exercise you will use CONCAT to combine text from different cells

1. Click on sheet Info

2. Click into cell F3

3. Formula ribbon

4. Text functions

5. CONCAT

6. Type A3 into text 1


8. Type D3 into text 3


10. Type C3 into text 5


12. Type B3 into text 7

13. Click ok


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Introduction to Pivot Tables

In this workshop we give you an introduction to Pivot tables. This gives a very good

understanding for how you might use Pivot Tables in your work and prepares you for the

advanced MS Excel course.

A PivotTable report is useful to summarize, analyse, explore, and present summary data.

A PivotChart report can help you visualise PivotTable report summary data so that you can

easily see comparisons, patterns, and trends.

Both reports enable you to make informed decisions about critical data in your enterprise. The

following sections provide an overview of PivotTable and PivotChart report

When you analyse large amounts of data, you can look at the same information many ways.

How you organize and group that data often determines whether you find or overlook

important trends. Pivot Tables are an essential tool in organising your large data sets.

With a pivot table, you can create summary tables just by choosing the columns you want to

compare.

The best way to learn about pivot tables is to perform the steps in this session, and then start

experimenting with your own data.

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Creating a Pivot Table

Creating a pivot table is a two-step process.

First you need to run the PivotTable and PivotChart wizard, which asks you to identify the data

you want to summarize and select the location where you want to place the pivot table.

The next step is to actually define the structure of the pivot table and try out different ways of

organizing and grouping your data.

How to create a Pivot Table

1. Click into your data set

2. Insert Ribbon

3. Tables

4. Pivot Table

5. Create Pivot Table Window appears.

6. Click ok

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Action How to

Add a field In the FIELD NAME area, select the check box for the field. By default, nonnumeric fields are added to the Row area, date and time hierarchies are added to the Column area, and numeric fields are added to the Values area.

Remove a field In the FIELD NAME area, clear the check box for the field.

Move a field Drag the field from one area of the PivotTable Field List to another, for example, from Columns toRows.

Change the calculation used in a value field

Click the arrow next to the field in Values, > Value Field Settings, and in the Value Field Settings box, make the calculation change.

Refresh the PivotTable On the PivotTable Analyse tab, click Refresh.

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Sorting Pivoted Data

To sort data in a PivotTable, click the arrow in the top left-hand corner of the table:

This menu will feature a few sorting options:

Choosing the “Sort A to Z” option will sort the table rows in ascending order. Choosing “Sort Z

to A” will sort the table rows in descending

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order. If there are multiple row fields in the table, you can specify which field to sort using the

“Select Field” drop-down menu:

For expanded sort options, click More Sort Options:

This action will open the Sort dialog:

Again, you will see options to sort data in ascending or descending order. In addition, once you

select a radio button, you can click the corresponding menu to choose a field to sort by. There

is also a button on the bottom of the Sort

dialog labelled More Options. If you click this

button, another dialog will appear with an

AutoSort option. If this option is selected, the

data will be sorted automatically every time

the PivotTable is updated.

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For this example, click the “Ascending (A to Z)” radio button and then choose “Sum of Profit” from

the drop-down menu:

Click OK:

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You will now be returned to the Excel 2016 window. The “Sum of Profit” values will be sorted in

ascending order based on the profit values:

Notice that when you have sorted the table, the arrow in the upper left-hand corner of the

PivotTable will display a new icon: . An upward arrow indicates an ascending sort, while a

downward arrow indicates a descending sort.

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Filter Pivot Table Data

There are a number of different ways to filter your data in the Pivot Table

Filter from the

To filter a PivotTable based on a field’s contents

1. Click the field’s header in the Choose Fields To Add To

Report area of the PivotTable Fields pane.

2. Excel displays a menu of sorting and filtering options

3. Make a selection

4. Click OK.

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Filter data manually

1. In the PivotTable, click the arrow on Row Labels or Column Labels.

2. In the list of row or column labels, uncheck the (Select All) box at the top of the list, and then check the boxes of the items you want to show in your PivotTable.

3. Click OK.

To see more items in the list, drag the handle in the bottom-right corner of the filter gallery to enlarge it.

The filtering arrow changes to this icon to indicate that a filter is applied. Click it to change or clear the filter by clicking Clear Filter From <Field Name>.

TIP: To remove all filtering at once, click anywhere in the PivotTable, and then click Analyze > Clear > Clear Filters.

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Show specific text, values, or dates only

1. In the PivotTable, right-click any text, value, or date field label, and then click Label Filters, Value Filters, or Date Filters.

2. Click the comparison operator command you want to use.

For example, to filter by text that begins with a specific character, select Begins With, or to filter by text that has specific characters anywhere in the text, select Contains.

NOTE: Label Filters is not available when row label or column label fields don’t have text-based labels.

3. Do one of the following: o In the Label Filter <Field name> dialog box, enter the text you want to filter by.

For example, to filter by text that begins with the letter "J", enter J, or to filter by text that has "bell" anywhere in the text, enter bell.

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Pivot Table Exercise

In this exercise you will create a Pivot Table from a data set and manipulate some of the

fields.

1. Open the file Pivot Table

2. Click on the sheet Raw

Data

3. Click on the cell C4

4. Insert Ribbon

5. Pivot table

6. Click Ok

7. The Pivot Table frame

appears on a new sheet

8. Drop the SalesRep field to the column area

9. Drop the Moth in the Rows area

10. Drop the units sold in the Values area

11. Swap the row and column fields

12. Remove the units sold and replace with Sales

13. Place Code in the Filters Area

14. Filter by month to show only May, June and July

15. Remove the Filter

16. Filter on Sales Rep to show only Reps whose names begin with A

17. Filter on Code to show only Food

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Create a Recommended Pivot Table

If you have limited experience with PivotTables, or are not sure how to get started,

a Recommended PivotTable is a good choice. When you use this feature, Excel determines a

meaningful layout by matching the data with the most suitable areas in the PivotTable. This

helps give you a starting point for additional experimentation.

After a basic PivotTable is created, you can explore different orientations and rearrange fields

to achieve your specific results.

1. Open the workbook where you want to create the PivotTable. 2. Click a cell in the list or table that contains the data to use in

the PivotTable. 3. On the Insert tab, click Recommended PivotTables. 4. A gallery of recommended PivotTable styles will appear

that provides suggestions for how you might want to analyse the selected data

5. Select your preferred layout 6. Excel creates a PivotTable on a new sheet and displays the PivotTable Fields List.

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Recommended Pivot Table Exercise

1. Open the file Rec Pivot 2. Click on sheet Sales 3. Click in cell C3 4. Insert ribbon 5. Recommended Pivot tables 6. Select Sum of Order Id by shipping 7. Click ok

Exercise 2

1. Move the Product field to Columns 2. Remove Ship country from Row 3. Remove customer from Row 4. Remove Order ID from Values 5. Move category to Row 6. Move Quantity to Values 7. Filter to show Category beginning with C 8. Remove filter 9. Filter to show only Boston Crab meat and chai 10. Remover filter 11. Mover order data into Row area

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Analysing data exercise

In this exercise you will use the Pivot table to analyse data and perform calculations.

1. Open the file Pivot Table Data

2. Click on the sheet Raw Data

3. Create a Pivot Table

4. Move the Code to the Row area

5. Move Month to the column area

6. Move Units sold to Values area

7. Rename sum of Units Sold as Unit Sales

8. Move a second Units sold into the values area

9. Rename this as % sold

10. Select the % sold field

11. Right click with mouse

12. Select Show values as from the list

13. Select Percentage of column total

14. Remove % of units sold field

Exercise 2

1. Select Unit Sales

2. Right click

3. Select Summarise Values as option

4. Select Average


6. Right click

7. Select Summarise Values as option

8. Select sum

9. Move supplier into the Rows area

10. Place it above the Code field


12. Right click

13. Select Show Values as option

14. Select % of Parent Row total

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Exercise 3

In this exercise you will change the layout and formatting of the pivot table used in exercise 2

1. Click on Pivot Table Tools ribbon

2. Select Design

3. Select Subtotals

4. Select Show Subtotals at The Bottom of The

Group

5. Select Grand Totals

6. Select On for Columns Only

7. Select Report Layout

8. Select show in Tabular form

9. Select Blank Rows

10. Select Insert a blank line after each item

11. Select Pitot Table Styles

12. Select a style to suit your preference

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Using Slicers

Slicers are easy-to-use filtering components that contain a set of buttons that enable you to

quickly filter the data in a PivotTable report, without the need to open drop-down lists to find

the items that you want to filter.

When you use a regular PivotTable report filter to filter on multiple items,

the filter indicates only that multiple items are filtered, and you have to

open a drop-down list to find the filtering details. However, a slicer clearly

labels the filter that is applied and provides details so that you can easily

understand the data that is displayed in the filtered PivotTable report.

When you select an item, that item is included in the filter and the data for

that item will be displayed in the report. For example, when you select

Callahan in the Salespersons field, only data that includes Callahan in that

field are displayed.

A slicer typically displays the following elements:

1. A slicer header indicates the category of the items in the slicer.

2. A filtering button that is not selected indicates that the item is not included in the filter.

3. A filtering button that is selected indicates that the item is included in the filter.

4. A Clear Filter button removes the filter by selecting all items in the slicer.

5. A scroll bar enables scrolling when there are more items than are currently visible in the slicer.

6. Border moving and resizing controls allow you to

change the size and location of the slicer.

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Slicer Exercise

In this exercise you will use slicers to filter the data in a Pivot Table

1. Open the file Rec Pivot

2. Click on the sheet Slicer

3. Move the Quantity into the values area

4. Move Order Id into Row area

5. Move customer into column area

6. Click on PivotTable tools ribbon

7. Analyze

8. Insert Slicer

9. Insert a slicer for Product, Category, Ship City and Ship Country

10. Click on Austria from Ship Country slicer

11. Remove the filter from the slicer

12. Click on Boston Crab meat from the Product slicer


14. Click on Beverages from the Category slicer


Exercise 2

1. Click on Ship City slicer

2. Click on the slicer Tools ribbon

3. Change the slicer styles

4. Adjust the slicer to 3 columns wide

5. Resize the slicer

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Creating Pivot Charts

1. Click anywhere in the PivotTable to show the PivotTable Tools on the ribbon.

2. Click Analyze > PivotChart.

3. In the Insert Chart box, click the chart type and chart subtype you want. You can use any chart type except an XY (scatter), bubble, or stock chart.

The new PivotChart, based upon the existing PivotTable, will appear in the middle of the

current worksheet:

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Pivot Chart Exercise

In this exercise you will create a Pivot Chart based on existing Pivot table

1. Open the file Pivot Table Data

2. Click on Pivot Table for Chart

3. Click on Analyse Ribbon

4. Pivot Chart

5. Select a column chart

6. Using the styles brush, change the colours in the chart

7. Using the Elements icon display a legend for the chart

8. Move the chart to a new sheet

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Introduction to Power Query

Power Query was introduced in Excel 2013 and is known as Get & Transform in Excel 2016.

With Get & Transform in Excel 2016, you can search for data sources, make connections, and

then shape that data (for example remove a column, change a data type, or merge tables) in

ways that meet your needs. Once you’ve shaped your data, you can share your findings or use

your query to create reports.

There are a number of steps in manipulating your data in Get and Transform

1. Connect – make connections

to data on your drive or in the

cloud

2. Transform – shape the data

to meet your needs; the

original source remains

unchanged

3. Combine – create a data model from multiple data sources, and get a unique view into

the data

4. Share – once your query is complete you can save it, share it, or use it for reports

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Get and Transform data

Whenever you connect to data, transform it, or combine it with other data sources, a feature

of Get & Transform called Query Editor records each step, and lets you modify each step in any

way you need. Query Editor also lets you undo, redo, change the order, or modify any step.

You can begin a new query by selecting the New Query button from the Get & Transform ribbon in Excel 2016.

1. Connect

You can use a query to connect to a single data source, such as an Access database, or you

can connect to multiple files, databases, or Websites. With Get & Transform, you can then bring all those sources together using your own unique combinations.

When you select New Query from the Get & Transform ribbon section in the Data tab, the available data sources are presented in a menu.

There are many data sources to choose from, including files like Excel workbooks or CSV files, databases such as Access, SQL Server, Oracle, and MySQL and many other sources.

NOTE: Some data sources are only available on Professional and Professional Plus licenses.

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Transform

Get & Transform lets you transform the data from your data sources in ways that help you analyze it. Transforming data means modifying it in some way to meet your needs – for example, you could remove a column, change a data type, or merge tables – each of which is a data transformation. As you transform data, it collectively takes on the shape you need to further your analysis. The process of applying transformations to one or more sets of data is often called shaping data.

Excel uses a dedicated window called Query Editor to facilitate and display data transformations. The Navigator window appears so you can select which table (or tables) you want to use in your query. When you select a table, a preview of its data is shown in the right pane of the Navigator window.

If you select Load, the data source is brought into Excel directly.

Query Editor keeps track of everything you

do with the data. Query Editor records and

labels each transformation, or step, you

apply to the data. Whether the

transformation is a data connection (a data

source), a column removal, or a data type

change, Query Editor tracks each

operation in the APPLIED STEPS section of

the Query Settings pane.

The transformations you apply to your data connections collectively constitute your query.

It’s important (and helpful) to realize that the actions you define in Query Editor don't change

the original source data. Instead, Excel records each step you take when connecting or

transforming the data, and once you’ve finished shaping the data, it takes a snapshot of the

refined data set and brings it into the workbook.

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Share

When you save an Excel workbook that contains a query, the query is automatically saved as well. You can view all queries in an Excel workbook by selecting Show Queries from the Get & Transform ribbon section of the Data tab.

The Workbook Queries pane shows all queries in the workbook.

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Using the Power BI Data Catalog, you can share your queries with anyone in your organization.

Or create a query that you’ll use frequently, then use it in multiple workbooks and save yourself

work. Instead of saving and emailing Excel

workbooks (and trying to juggle which version is

the original, what has changed, or whether its

data is stale!), save a query to the Data Catalog.

Just right-click on a query in the Workbook

Queries pane, and a menu provides options,

including Send To Data Catalog.

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Get and Transform Data exercise

In this exercises you will use the Power Query to Unpivot a table in order to transform the data

into a usable data source for a Pivot table. In this table the data is not organised as a usable

data source.

In order to use Get and Transform the data must be formatted as a table

1. Open the Get and Transform file

2. Click on the Unpivot sheet

3. Format the data as a table

4. Click on Data Ribbon

5. From table

6. The Query editor appears

7. Highlight the Drinks, food and Sundry column

8. Click the Transform ribbon

9. Select Unpivot Columns

10. Double click on the column heading and rename Attribute as Products

11. Double click on the column heading and rename Value as Units

12. Click on Home Ribbon

13. Close and load

14. The transformed data now appears on your sheet

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