Contents. The basics. Filling Cells A cell can contain: Text, Numbers or formulas

Transcription

1 Contents The basics... 1 Filling Cells... 1 Basic Equations... 1 Equation Priorities... 1 Range Formulas... 2 Logical Operators... 2 Conditions (IF)... 2 Formatting cells... 3 Conditional Formatting... 3 Building Charts... 9 Quick Customization Databases in Excel Creating a Pivot Chart The basics Filling Cells A cell can contain: Text, Numbers or formulas Basic Equations Addition: = A1 + B1 Multiplication: = A1 * B1 Subtraction: = A1 B1 Division: = A1 / B1 Exponent: = A1 ^ 2 Equation Priorities ^, * and / have precedence over + and -. This is why you need to use () to prioritize specific parts of the equation over other: = (A1 + B1) * 2

2 Range Formulas Sum: = sum(a1:a100) Average: =average(a1:b10) Maximum: =max(a1:c10) Minimum: =min(a1:c10) Standard Deviation: StDev(A1:A10) Number of cells containing numeric values: Count(A1:A100) Number of non-empty cells (cells containing numbers or strings): CountA(A1:A9) Logical Operators Equal: = Greater than: > Smaller than: < Greater or equal: >= Smaller or equal: <= Different than: <> And (both equations should be true): AND(A1>10,B1>10) Or (one or both equations are true): OR(A1>10,B1>10) Conditions (IF) Syntax: = IF ( condition, do if true, do if false ) Example: IF A1 is equal or greater than 10, put the word success in the cell, if not, put the word fail : = IF(A1>=10, success, fail ) IF A1 is greater than 1000, subtract 10% from A1 and place it in this cell, else copy A1 in this cell: =IF(A1>1000,A1*90%,A1) You can also use: =IF(A1>1000,A1-10%*A1,A1) Or: IF(A1>1000,A1-0.1*A1,A1) Copying cells and formulas: Naming cells Define name for a cell or a range of cells

3 Double click to insert the name (or type it) Name manager Formatting cells Conditional Formatting Data Bars

4 Color Scales Value = Shade Icons (Directional) icons (shapes and indicators)

5 icons (ratings) Customized rules Creating 2 simples rules : Less than 5 in green More than 5 in red

6 Tops Above and below average

7 Managing rules Removing all rules

8 Advanced Rules

9 Building Charts

10 Quick Customization Colors Layout

11 Switch Row/Column

12 Advanced Customization 2 separated clicks on any title to change it one click on any column select the series for this column

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14 Fill and Transparency Solid Fill Gradient Fill

15 Texture Fill Image Fill use stack, stretch or scale to optimize your layout (scale is linked to the units on the Y axis). Border Color and Styles Picture with no fill and large blue border

16 3D and Special Effects Modifying only one column Click on a column (selects the whole series). Click again (Select one column from the series).

17 Pie Slices Click on a slice twice to select the slice only (not the whole pie) and move the slice to separate it from the other slices. More Customization

18 Databases in Excel Creating databases in Excel is fairly easy, just fill in a table (see screenshot), place the cursor in A1 and filter the table. When you do this, a dropdown arrow will appear next to each column title. Filtering values You can at any moment filter values in one or more column. In the example below, we are deciding to show sales of Davolio and Dodsworth only. All other rows will be hidden (and made visible back again when we release the filter).

19 Note the rows in blue and the filter symbol next to the salesperson title to show that data is being filter. Releasing filters When a filter is no longer needed, you can release it using the clear filter option in the filter dropdown. Another option is to select all from the same dropdown.

20 Combining Filters You can combine one or more filters. For example, if we need to show only sales in the USA for Davolio and Dodsworth, we could apply another filter, this time for the country column: Advanced filters So far, we have seen filters based on a value. What if we need names starting with D or orders above $2,000? This can be done using text or number filters:

21 Note other filter types: contains, does not contain, ends with, etc. The same applies to numbers columns to which more options are available like top 10, above average, between, etc. Custom Filters You can also apply two filters to the same column using Sorting columns It is often useful to sort data in columns: alphabetical order, from smallest to largest number, etc. This can also be done using the filter dropdown. Note the sort smallest to largest in the picture above. Note you can sort on more than one column:

22 In the screenshot above, columns are sorted by country first and, in each country, salespersons are sorted in alphabetical order. Sorting is useful to calculating subtotals (next section). Notice that an arrow will appear next to the dropdown of any filtered column. Calculating Subtotals Using the subtotals button from the Data tab, we can (for example) sum all the orders by country: An outline section will appear on the left with numbers (1,2,3). For a better view, you can group rows and hide details by clicking on the 2 or 1 signs. You can also group individual countries using the - and + signs in the outline section.

23 Removing Subtotals Note the Remove All button. Grouping Grouping can be useful to hide and show a group of columns or rows. After grouping, you will be able to expand or collapse the group using the + and - buttons:

24 The ungroup button cancels the grouping. Removing Duplicates Sometimes, redundant data may be entered by mistake or unnecessary. In Excel, you can remove this redundant data based on all or some of the fields (you may need to remove all USA entries except for the first one, or remove all entries that are exactly similar on all fields): Pivot Tables Pivot tables help you analyze your data without going through manual and complex calculations:

25 We are going to insert a pivot table in a new worksheet. After that, it is mostly a matter of dragging and droping:

26 The above shows the total of sales per country (note that you can change the title Row Labels manually from the formula bar). The following is slightly more complex, showing the sales by person with an optional filter by country: Note that you can sort the amounts using the pivot table options toolbar:

27 You can also filter data (in case you don t want your report to include sales for one or more person). This can be done by clicking on the small arrow to the right of a select field (in this case, salesperson ): Grouping in Pivot Table You can group dates by months, quarters, year, etc. First of all, create a simple pivot table for sales per month:

28 Click on Order Date, Go to PivotTable Tools > Options, and choose Group > Group Field. Select Quarter.

29 Comparing Data Sometimes you ll need to compare values of the same column. This can be done using the Value Field Settings. Right click on a field to access the contextual menu:

30 Adding Calculated Fields It is often useful to add special calculations and formulas to your pivot table. This can be done from the Pivot Table Tools > Options Toolbar > Fields, Items & Sets. Creating a Pivot Chart

31 Freeze Panes Hide to unhide, select surrounding columns or rows and unhide.

32 Protect a Sheet Protect a sheet except for specified cells Right click on the cell, format cells, clear the Locked check box. Protect the worksheet