Intermediate Excel 2013

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1 Intermediate Excel 2013

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3 Class Objective: Elmhurst Public Library is committed to offering enriching programs to help our patrons Explore, Learn, and Grow. Today, technology skills are more than a valuable skill they are a necessity in the workforce and daily life. By the end of this Intermediate Excel class you will be better able to create more functional Excel documents and have a deeper understanding of Excel s more complex features. Thanks so much for attending and be on the lookout for further Microsoft Office classes and more! Introduction At this point you should have a good understanding of what an Excel spreadsheet is, how the page functions, the general layout of the ribbon, and many of its features. In this second level class, most of what we will be talking about is how to utilize mathematical formulas to create and organize new data. Note Many of Excel s best functions make the spreadsheet act like a calculator. That being said, a basic knowledge of math and equations are extremely helpful to computation (but may be learned quickly). What We ll Cover: Formatting columns and cells Using formulas in tables Using formulas between worksheets Sorting data in columns and rows Making charts and graphs from tables

4 The Worksheet We are starting with a basic pre-made worksheet: First, we want to insert three more columns on the right. To insert a column, click on the column letter to the RIGHT of where you want the column to go (the column just to the right of the Friday column). Then, right click on the column letter and click insert. A new column will appear to the left of the column you selected.* *Columns can also be inserted through the home menu using the Insert Cells button as shown below. 1

5 The Worksheet (cont.) After you ve created three additional columns, give the columns these headings: Weekly Total Daily average 18% sales commission Wrap the text in the cells in the new column headers. Click on a header cell and then go to Home tab on the Ribbon. Click on the Wrap Text command. Finally, add gridlines to the new area. Highlight it, and then right-click anywhere on the selected area. The mini pop-up toolbar will appear- select the drop down arrow next to the Borders icon on from the menu: 2

6 Formulas We want the cells in our Weekly Totals column to display the correct amounts. We could add all the cells in each row manually and input our totals, but Excel is designed to do all that work for us using formulas. Think of formulas as invisible equations inside cells that perform an operation and give an answer. Let s say we have a simple worksheet: In this worksheet, Cell A1 (column A, row 1) has the number 2, and Cell B1 has the number 3. We want the sum of the two cells to appear in Cell C1. We could just type in 5, or we could use a formula. The formula for adding cells is =SUM(cell address, cell address). To break this formula down: = The equals sign means that the answer will be expressed in this cell SUM This means that the formula will be expressed as a numerical solution to an equation () Anything within the brackets is treated like an equation: you can use symbols such as +, -, *, / and so on. You can use numbers, cell addresses, or a combination, such as (b2+3*10) Anything equations inside brackets are performed first, then any additional operations after the brackets are performed. For example, you could type (a1-a2) * b1. This means that first Excel will subtract a2 from a1 and THEN multiply divide the result by b1. Common equation symbols:, add (a1,b1) : add a range of cells (a1:d13) - subtract (a1-b3) * multiply (c3*c4) / divide (d1/d6) 3

7 Formulas (cont.) To enter this formula, we click in the cell where we want the sum to appear (C1). In the cell we type =SUM(a1,b1) [no quotation marks]. Once you press enter, the total (5) should appear in the cell. Notice the box above the worksheet labeled Fx? This is the Insert Function box, and it displays invisible cell formulas. It is showing the formula we just entered, although the actual sum (5) is shown in the box. To add more than two cells together, you have three choices: 1. Add more cells with commas: =SUM(a1,b1,c1,d1). This is the easiest way if you are adding cells that are NOT in the same line or row. 2. Use a colon to denote a range of cells. For example if you wanted to add cells a1, a2, a3, a4, a5, and a6, you could simply type: =SUM(a1:a6) 3. If the cells you want to add are all in a single row or column, you can use the AutoSum feature. First, highlight the row or column of cells you want to add up. Then, click on the Autosum icon in Function Library group in the Formulas tab. The formula will be automatically created and entered! 4

8 Formulas (cont.) Now, complete our sample worksheet, trying all three methods. The totals should appear under the Weekly Totals heading. Your sheet should look like this if you entered the totals correctly: For the first cell, you could have typed any of the following: =SUM(c3:g3) =SUM(c3,d3,e3,f3,g3) =c3+d3+e3+f3+g3 Or used the AutoSum feature. Let s try some other types of formulas. To get your daily average, you can use the AVERAGE formula. Click in the empty cell under the Daily Average heading and type in this formula: =AVERAGE(cell address: cell address). In the worksheet, that should look like =AVERAGE(C4:G4). Note- you don t want to accidentally add your weekly total column because that is unrelated to your daily average. Now that you ve got the first cell done, use the Autofill feature to automatically fill in the formulas for the rest of the cells. Click on the cell you just completed that shows the daily average. You ll see a border appear around the cell with a tiny box in the lower right-hand corner- this is called a fill handle. 5

9 Formulas (cont.) Click on the fill handle and drag it down the empty column, and Excel will fill in all the formulas for you: Let s try a percentage formula next. Click in the empty cell under the 18% sales commission heading and type in this formula: =SUM(h3*.18) This means that Excel will take cell H3 and multiply it by.18 (the sales commission rate) to give you 18% of the Weekly Total. Once you ve got that cell displaying correctly, go ahead and drag that formula down to the rest of the sheet using AutoFill. 6

10 Working Between Excel Worksheets Now that we know how to make a table work together using formulas, it s time to make AN entire workbook work together. Go to sheet 3: In this sheet, we can compare our performance against others using figures we will get from sheet 2. Let s create a formula that will pull a total from the cells in sheet 2 and show it here. Click in the empty cell halfway down from Present Sales Quarter Total and type this: =sheet2!h3 After the equals sign, you ll see that we are naming another sheet (sheet2) and putting an exclamation point after it. This tells Excel to refer to that worksheet. When you press enter, you should see the value in cell H3 on sheet 2 appear. That was just an example. The real number that we need in this cell is the total of all the sales in the quarter, so we need to have Excel take all the weekly sales totals in sheet 2 and add them, and show the number here. Remember that the usual formula to add cells would be =SUM(h3:h8) 7

11 Working Between Excel Worksheets (cont.) Let s change the formula in the cell on Sheet3 to add cells that are on another sheet: =SUM(sheet2!h3:h8) Voila! Your total for cells H3 through H8 on sheet 2 now appears in a cell on sheet 3. Now we can fill out the last column (Percentage Change) and find out who won the big bonus. Click in the first empty cell under that heading (D2). Let s think of a formula that will calculate the percentage people have improved between last quarter and this quarter. We start with =SUM, as always. We need to take the current quarter total and subtract last quarter s total: =SUM(C2-B2) And then divide by the current quarter total again to get the percent increase (or decrease) 8

12 This looks correct, because Bob did indeed sell more last quarter than this quarter, so his performance is negative 11%. Now we can see how our performance will shape up against the others. Drag the fill handle down to put the formulas in the other cells. Hopefully, it s clear now that you can put most any basic equation after the =SUM sign, as long as it s in parenthesis. 9

13 Sorting Another useful Excel feature is the ability to sort a column or row by alphabetical or largest/smallest order. Now that we have results for all our salespeople, let s sort out the percentage list by highest to lowest to see the winner. Click on the Percentage column and then click on the Sort and Filter icon. Choose Largest to Smallest. If you just sort by one column, it can mess up the rest of the chart, since the names won t match up with the totals. Excel knows this, so it will ask you if you want to sort the entire chart (by the target column s numbers). Choose Expand the selection from the pop-up menu. Presto- we can now see who the big winner is! 10

14 Charts A very popular feature in Excel is the ability to easily make charts from data entered in tables. Charts present data in a graphic format, so they have much more visible impact. Charts also come in a wide array of choices, so you can choose the type of chart that best fits your data and presentation. The most important thing to remember about charts is that they typically only display data between two axis. One axis is usually something like people s names, or days of the week/years, or some product. The other axis is a numerical value, like a monetary amount, percentage, or item count. Let s make a chart! First, select the entire table we just completed. Drag your mouse over it. Now, click on the Insert Tab. You ll see the Chart Group of commands: Pick a chart type that looks good to you- don t worry, if you don t like it, because we ll change it later. Let s pick a column chart for this exercise. Choose one from the drop-down menu (pick the first one from the list): 11

15 and Excel will insert the chart in your worksheet: Notice that the percentage change figure is not included in the chart. That s because Excel finds the row headings in the table (people s names) more relevant to the data, so one axis has the names and the other has sales figures. There is no third axis for percentage. Now that you ve got a chart open in Excel, you ll see a new toolbar section appear, called Chart Tools. This new toolbar section has lots of commands related to chart layouts and features. Anytime you want to see this toolbar section, just click on the chart. 12

16 Try some different charts types- you don t have to re-highlight your table; Excel can switch between chart types automatically to show you different looks to your data. Go to the far left of the Design Tab and you ll see the Change Chart Type command in the Type Group. A pop-up menu will appear with more chart types. Experiment with a few. 13

17 While we re talking about charts, let s add a title. Go to where it has the generic Chart Title, double click on it to begin editing, and start typing! Simply click somewhere else on the page to finish editing. Now that you ve got a chart, you can leave it in your worksheet, or rightclick on the chart and copy-and-paste it to another worksheet, a whole new workbook, a word document, or even a PowerPoint slide! 14

18 Saving Your File To save your document, click on the File Tab - Save As. If the file was saved before, you will already have a filename and click save instead. If not, you need to choose a location and name. Use short and simple names, no spaces. To save files in a format that much older programs can use, under Save as Type, you can choose Excel Document but we should be fine saving the document as an Excel Workbook. Save often! To enable automatic saving, go to File Button- Options- Save. Click the Save autorecover information check box and pick a time period. 15

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