Microsoft Excel. An Introduction to. Lecture No. 2. Date: March Instructor: Mr. Mustafa Babagil. Prepared By: Nima Hashemian

Transcription

1 An Introduction to Microsoft Excel Lecture No. 2 Date: March Instructor: Mr. Mustafa Babagil Prepared By: Nima Hashemian 2006 An Introduction to Excel Mathematics Department Eastern Mediterranean University

2 Microsoft Excel: Sorting Click a cell in the column you would like to sort by. Click Sort Ascending or Sort Descending. To sort an Excel list by more than one In the menu, click on Data, Sort. In the Sort dialog box, select the primary sort field. Then, if several records have the same value in that field, indicate the secondary sort field. Prepared By. Nima Hashemian 1

3 Check Spelling When you check spelling, Microsoft Excel checks the entire active worksheet, including cell values, cell comments, embedded charts, text boxes, buttons, and headers and footers AutoFilter The Excel AutoFilter feature allows you to filter the data to view only the records that meet certain criteria. The records that do not meet those criteria will be hidden from view. For example, you could ask to see only the records for the females in the Architecture Department: Click in any cell in the list. The active cell must be a cell in the list to ensure that the commands in the Data menu function properly. From the menu, click on Data, Filter, AutoFilter. Prepared By. Nima Hashemian 2

4 Using a Data Form to Add a Record Usually, new records are added to the end of the list in the first available blank row. As an alternative to navigating to that row to enter the data into the cells, you can use a form to enter the data. With the active cell in the list, click on Data, Form from the menu. To add a new record, click on the new button. Fill then form, click on Close Prepared By. Nima Hashemian 3

5 Find Text or Number On the Edit menu, click Find. In the Find what box, enter the text or numbers you want to search for. Paste Special Copy a cell From Edit Choose Paste Special Now you can choose what you want to paste Prepared By. Nima Hashemian 4

6 Merge Cells and Center Text Select the cells you want to merge Click on the toolbar icon, Merge and Center, to merge the cells into one larger cell and then center the text within the larger cell Rotate Text Select the cells you want to rotate text Right click, choose Format Cell Write a degree in the orientation part Click OK Prepared By. Nima Hashemian 5

7 Numbers and Mathematical Calculations Microsoft Excel has many functions that you can use. Functions allow you to quickly and easily find an average, the highest number, the lowest number, a count of the number of items in a list, and make many other useful calculations Reference Operators Reference operators refer to a cell or a group of cells. There are two types of reference operators, range and union. A range reference refers to all the cells between and including the reference. A range reference consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2, and A3. The reference A1:C3 includes A1, A2, A3, B1, B2, B3, C1, C2, and C3. A union reference includes two or more references. A union reference consists of two or more cell addresses separated by a comma. The reference A7, B8, C9 refers to cells A7, B8, and C9. Typing a Function Open Microsoft Excel. Type 12 in cell B1. Press Enter. Type 27 in cell B2. Press Enter. Type 24 in cell B3. Press Enter. Type =SUM(B1:B3) in cell A4. Press Enter. Microsoft Excel sums cells B1 to B3. Prepared By. Nima Hashemian 6

8 Calculating an Average You can use the AVERAGE function to calculate the average of a series of numbers. Move your cursor to cell A6. Type Average.Press the right arrow key to move to cell B6. Type =AVERAGE(B1:B3). Press Enter. The average of cells B1 to B3 will appear. Calculating Min You can use the MIN function to find the lowest number in a series of numbers. Move your cursor to cell A7. Type Min. Press the right arrow key to move to cell B7. Type = MIN(B1:B3). Press Enter. The lowest number in the series will appear. Calculating Max You can use the MAX function to find the highest number in a series of numbers. Move your cursor to cell A8. Type Max. Press the right arrow key to move to cell B8. Type = MAX(B1:B3). Press Enter. The highest number in the series will appear. IF Function Enter the formula = IF (Condition, Expression1, Expression2), where condition is any condition that is either true or false. Expression1 is the value of the formula if the condition is true, and expression2 is the value of formula if the condition is false. Prepared By. Nima Hashemian 7

9 Example1. Calculate average of 3 numbers and then if the average is above 50 write pass otherwise write fail. Average IF Condition Prepared By. Nima Hashemian 8

10 Copy the Formula To remain your cell address same write $ before and after your cell address then drag your mouse. Example2. For each Product, if the end inventory is less than or equal to 50 units, enough units are ordered to bring stock back up to 200; otherwise, no units of that product are ordered. Product End Inventory Place Order A Nested IF Function Enter the formula = IF (Condition, Expression1, IF (Condition2, Expression2, Expression3)), if condition1 is true, the relevant value is expression1. Otherwise we check condition2. If it is true, the relevant value is expression2. Otherwise the relevant value is expression3. Prepared By. Nima Hashemian 9

11 Example Each Student gets A if the score is 90 or above, S if their score is above 60 but less than 90 or U if score is below 60. Using AND Condition in IF Function Enter the formula = IF (AND (Condition1, Condition2), Expression1, Expression2) the result is expression1 if both condition1 and condition2 are true. Otherwise, it results in expression2. Example A student who scores at least 50 in both exams will be able to pass history course. Student Mid.1 Final Pass Fail Using OR Condition in IF Function Enter the formula = IF (OR (Condition1, Condition2), Expression1, Expression2) the result is expression1 if either condition1 or condition2 is true (or if they are both true). Otherwise, it results in expression2. Prepared By. Nima Hashemian 10

12 Using Lookup Functions Lookup tables are useful when you want to compare a particular value to a set of values, and depending on where your value falls, assign a given answer. There are two versions of lookup tables, vertical and horizontal. Vlookup(Lookup_Value,Table_array,Col_index_num,Range_lookup) VLOOKUP Example Let s say you want to assign letter grades to students based on a pre-defined scale, which is shown in the following table. Range for the Letter Grades 0 49 D C C C B B B B A A Grades Letter Grade Prepared By. Nima Hashemian 11

13 HLOOKUP Function The Excel Hlookup function is used to look for specified data in a specified row of a table of data. Hlookup(Lookup_Value,Table_array,Row_index_num,Range_lookup) HLOOKUP Example Using Hlookup function of Excel, find departments of the following instructors. Name Amir Rezai Kimia Abedi Farzad Amini Shabnam Ameri Age Department IS Architecture Industrial Law Name Kimia Abedi Shabnam Ameri Amir Rezai Farzad Amini Department Prepared By. Nima Hashemian 12