Prepared by: Prof. Dr Bahaman Abu Samah Department of Professional Development and Continuing Education Faculty of Educational Studies Universiti

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1 Prepared by: Prof. Dr Bahaman Abu Samah Department of Professional Development and Continuing Education Faculty of Educational Studies Universiti Putra Malaysia Serdang

2 MS Access is an application within MS Office designed for electronic spreadsheet Excel can be effectively used to store, organize and analyze information Everyone can use Excel with its variety of features Other applications for electronic spreadsheet: Lotus 123 StarOffice Calc Corel Quattro Pro

3 Cell Cell is the rectangle that forms the intersection between column and row in a worksheet Worksheet Worksheet comprises rows and columns Workbook Each Excel document is called a workbook which comprises several worksheets Formula Important element in Excel which performs calculations and other functions on the data

4 Fill Handle The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross

5 Name box Menu bar Ribbon Column header Insert Function Cell Row header Worksheet tab

6 Three basic types of data in Excel include: 1. Text 2. Numbers 3. Formulae

7 Fill Series Formula IF statement VLOOKUP $ symbol Ranking COUNTIF Basic statistical analyses Charts Data: Working Worksheet SAMPLE

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9 Fill series enables you to fill a series of data in a worksheet such as numbers, dates and months 1. Enter series of numbers 2. Enter series of number 3. Enter series of months

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11 One of the most powerful features of Excel is its ability to calculate numerical information using formulae. Each formula MUST starts with an equal sign (=) Formula incorporates use of mathematical operations

12 Mathematical operators include: Addition + Plus Subtraction - Minus Multiplication * Asterisk Division / Forward slash Exponents ^ Caret Square root SQRT

13 Apart from using actual values, cell addresses are used to create formula These cell addresses are known as cell reference Use of these cell references will ensure accurate calculations even though the values of the referenced cells are changed Cell references

14 Calculate TOTAL score based on the followings: Assignment 25% Test 1 35% Test 2 40% Formula =D7*2.5+E7*.35+F7*.4

15 In order to copy the formula to other cells, Place cursor on the Fill Handle and drag until the desired cells Release the mouse click

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17 If statement is used to assign values based on one or more arguments Values are assigned from highest to lowest. As for letter grade the values are arranged from A (highest) to F (lowest) If the value assigned is non-number, the value must be set with open and close double inverted commas ( ) Use comma (,) to separate between arguments: = IF(G7<=80, A, IF(G7>=75, A-,.. Note: Close brackets are placed at the end. Number of open and close brackets must be EQUAL

18 Use IF statement to assign letter grade (F to A) For UPM grading system, the statement will be: =IF(G7>=80,"A",IF(G7>=75,"A-", IF(G7>=70,"B+",IF(G7>=65,"B", IF(G7>=60,"B,IF(G7>=55,"C+", IF(G7>=50,"C",IF(G7>=47,"C, IF(G7>=44,"D+",IF(G7>=40,"D", "F")))))))))) Note: Number of open and close brackets are EQUAL (10)

19 In case you have more than one variables as the criteria, you may want to use an additional command either AND or OR AND is used if all criteria must be fulfilled OR is applied for either of the criteria Example for this command: =IF(AND(F7>=80,J7>=80), Excellent ) =IF(OR(F7>=80,J7>=80), Excellent )

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21 VLOOKUP is another procedure that can be used to assign values based on one or more items For VLOOKUP, values are assigned from lowest to highest. As for letter grade the values are arranged from F (lowest) to A (highest) Create Table array any where on the worksheet to be used in the VLOOKUP. This Table array comprises two (2) column. Example test score and grade in the first and second columns, respectively

22 Start with an equal sign = Vlookup_value in this case is total score Table_array refers to the range of cells (from 0 to A) Col_index_num refers the column number from the table array to be displayed For this example, assign: 1 - to display score 2 - to display grade

23 Start with an equal sign = Type the command VLOOKUP The three (3) values in the bracket represent: 1. Vlookup_value 2. Table_array 3. Col_index_num The command: =VLOOKUP(G7,M8:N18,2)

24 $ sign is applied in a command to fix the range of cell references before the command is copied to other cells In the range of the table array will be written as: =VLOOKUP(G7,$M$8: $N$18,2)

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26 Rank is used to assign ranking for a set of numbers (example total score) Can directly type the command or use the Insert Function, f x In the Function Arguments dialog box, Number Ref Order the first score to be ranked the cell references (range of scores Sequence of ranking 0 or omitted (Descending) Any nonzero value (Ascending)

27 Click the Insert Function, f x option In the dialog box: Click on the Number box, either type G7 or just click cell G7 Click Ref box, either type G7:G21 or simply click cell G7 and drag until cell G21 In the Order box, type 0 for descending order Click OK The command: =RANK(G7,G7:G21,0) Note: Insert $ sign before copy

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29 COUNTIF is used to count frequencies based on a given set of criteria The command is =COUNTIF(range, criteria) Where Range refers to the range of cell references Criteria is the condition for the selection In the case for letter grade, you can type the actual letter grade such as A or use the cell reference (B28 for A)

30 Click on the cell (C28) Type the following command: =COUNTIF (J7:J21,B28) Note: For the range, you can either type manually or just simply click and drag the desired cells

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32 List of simple statistical analyses: Total Percentage Mean Standard deviation Minimum Maximum

33 Use AUTOSUM to calculate total from a range of data Click cell C40 and click AutoSum button Note the whole range from C28 to C39 is highlighted Enter

34 Assign another column for Percentage Click cell C40 and type =C28/C40*100 However if you intent to copy this formula, make sure to insert $C$40 in order to fix the total Enter

35 Click cell for mean (cell I27) Type the formula =AVERAGE(I7:I21) Enter

36 Click cell for mean (cell I28) Type the formula =STDEV(I7:I21) Enter

37 Click cell for mean (cell I29) Type the formula =MIN(I7:I21) Enter

38 Click cell for mean (cell I30) Type the formula =MAX(I7:I21) Enter

39 Block the desired cells (cell I27 to I28) Place cursor on the highlighted cells, click the right mouse button At the pop-up menu, click the option Format cells At the dialog box, select the required decimal places

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41 Excel can produce a variety of charts such as: Column Line Pie Bar Area XY (Scatter)

42 Prepare column chart for number of students by letter grade Highlight the two columns Grade and Frequency Click the chart type option, select the desired chart from the list

43 Click on the + button Tick from the chart elements

44 Prepare line chart for total scores Highlight the range of the total scores Click the chart type option, select the desired chart from the list

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49 Prepare drop-down list for program of studies Type the label Program of studies Click the cell to the right of the label Click DATA Data Validation Data Validation

50 Select the option LIST Click cursor in Source box and click the button

51 This option list is typed preferably in another worksheet Note the cell references is pasted into the Source box The resulting drop-down list