Microsoft Excel Intermediate

Transcription

1 Microsoft Excel 2010 Intermediate

2 UNIT ONE... 4 USING THE IF FUNCTION...5 EXERCISE EXERCISE EXERCISE ADDING OTHER FUNCTIONS...7 EXERCISE NESTED IF `S...8 EXERCISE EXERCISE EXERCISE CONDITIONAL FORMATTING...9 USING CONDITIONAL FORMATTING...9 EXERCISE REVIEW QUESTIONS UNIT TWO USING THE LOOKUP FUNCTION USING RANGE NAMES EXERCISE EXERCISE EXERCISE EXERCISE VALIDATING YOUR LOOKUP IFERROR EXERCISE EXERCISE REVIEW QUESTIONS UNIT THREE USING DATE FUNCTIONS EXERCISE EXERCISE FORMATTING DATES IFS AND DATES EXERCISE EXERCISE REVIEW QUESTIONS UNIT FOUR INTRODUCTION CHECKING ERRORS SMART TAGS PRECEDENT TRACERS DEPENDANT TRACERS EXERCISE ERROR TRACING EXERCISE COMMENTS WATCH WINDOW REVIEW QUESTIONS UNIT FIVE CREATING A TABLE Page 2

3 EXERCISE ADVANCED FILTER WRITING CRITERIA NUMERICAL CRITERIA COMBINING CRITERIA EXERCISE EXERCISE LIST SORTING EXERCISE SUBTOTALS AND OUTLINES EXERCISE REVIEW QUESTIONS UNIT SIX INTRODUCTION TO STATISTICAL FUNCTIONS EXERCISE REVIEW QUESTIONS UNIT SEVEN SCENARIOS EXERCISE REVIEW QUESTIONS UNIT EIGHT GOAL SEEK EXERCISE SOLVER EXERCISE DATA VALIDATION EXERCISE REVIEW QUESTIONS UNIT NINE WHAT ARE PIVOT TABLES CREATING A PIVOT TABLE REPORT THE PIVOT? THE CALCULATION NUMBER FORMATS SHOW VALUES AS SHOW PAGES REFRESHING DATA FORMAT REPORT EXPAND/COLLAPSE FIELD CREATING A PIVOT CHART REPORT FORMATTING YOUR NEW CHART SLICERS EXERCISE REVIEW QUESTIONS HANDY SHORTCUTS Page 3

4 UNIT ONE THE IF FUNCTION NESTED IFS IF AND OTHER FUNCTIONS CONDITIONAL FORMATTING Page 4

5 USING THE IF FUNCTION You can use the powerful IF function in your spreadsheets to allow calculations to be performed if certain conditions are met. For example you may want a calculation to be performed if a cell contains a certain value; if it doesn't then you may want no change. The syntax of the function is as follows:- =IF (CONDITION, TRUE, FALSE) Any of the following logical operators can be used: For example = Equal to > Greater than < Less than >= Greater than or equal to <= Less than or equal to <> Not equal to = IF (A1=10, A1*156, 0) If the cell A1 contains the value 10 then a calculation is performed, this is the true part to the statement, however, if A1 does not equal 10 then no calculation is performed. A calculation does not have to be used for one true and one false arguments you may want to print text:- = IF (A1>0, "PROFIT", "FALSE") Text should be surrounded in quotes. You can use the INSERT FUNCTION tool to generate the IF function if you wish. To do this, start by clicking on the icon circled below. Page 5

6 This will then produce the following dialogue box which can be used to select the required function. Once you have done this and clicked on OK, the wizard will begin which will take you step-by-step through creating the function. EXERCISE Type the following into a new worksheet. TARGET ACTUAL BONUS Calculate an 8% bonus on the actual figure if the target has been met or exceeded. 3. Change the values to test the IF function. 4. Save the worksheet and call it BONUS. EXERCISE Open the file GARAGE Calculate a 10% discount if the subtotal is over in Bill Change the figures to check the calculation. 4. In BILL2 calculate a 10% discount if service and oil is greater than Change the values to test the IF function. Page 6

7 EXERCISE Open the file called EXAM. 2. Display the message GOOD if the pass rate is above 50 and POOR if the rate is below Change the values to test the IF function. ADDING OTHER FUNCTIONS You can extend the IF function with other functions like AND, OR and NOT. Each additional function has its own set of brackets, AND and OR can have up to 30 logical arguments each. AND =IF (AND(A1=10, B1=10), "GOOD", "BAD") Both conditions have to be met to create a true result. OR =IF (OR (B1>10, A1>10), "GOOD", "BAD") Either condition can be true. OTHER =IF (NOT (A1=2), "GO", "NOGO") Tells excel to return GO unless the value in A1 = 2. EXERCISE Open the file GARAGE Calculate a 10% discount in BILL1 if the subtotal is greater than 100 or if more than 60 pounds has been spent on parts. 3. Change the values to test the IF function. 4. Calculate a 10% discount in BILL2 if the subtotal is greater than 100 and more that 15 is spent on labour. Page 7

8 5. Change the values to test the IF function. NESTED IF `S You can combine the IF function to ask more than one question, for example if you wanted to calculate weights into three categories:- >50 small >100 medium >150 large then the following would apply =IF(A1>150, Large, IF(A1>100, Medium, IF(A1>50, Small ))) EXERCISE Open the file called Shopping. 2. Calculate a 10% discount if the subtotal is greater than 50 and a 20% discount if the subtotal is greater Change the values to test the IF Function. EXERCISE Open the file GRADE. 2. Calculate the following grades: A > 80 B > 60 C > Change the values to test the IF function. EXERCISE Open the file SIZES. 2. Calculate the following SIZES. 1-4 S 5-7 M 8-10 L Page 8

9 CONDITIONAL FORMATTING Excel 2010 Intermediate This is a feature within Excel which allows you to apply different formats to a cell or range of cells dependant upon whether the cell values meet certain criteria. For example, you may decide that if a number is negative then the background colour to the cell is to be red, if the number is positive (i.e. Greater than zero) then the background colour should be white. USING CONDITIONAL FORMATTING First of all, you must highlight the range to which you wish to apply the formatting. Then, from the ribbon, select the Home tab, and then select the Conditional Formatting drop-down icon. This will then give you the option to select which type of conditional formatting you would like to apply. For example, you can apply colour schemes, insert data bars, or show symbols, dependant upon whether the value meets certain criteria, or if it is above/below average, in the top 10 or bottom 5 values etc. By hovering over any of the preset options, Excel will show how the formatting would look within the spreadsheet. As well as the preset styles, you can also create your own criteria using the shortcuts in the drop-down area, and then either use a preset colour scheme for values that match that criteria, or create your own formatting style by selecting Custom Format. Page 9

10 There is an option which allows you to create very customised formatting styles which will be applied to cells matching very customised criteria. To do this, from the Conditional Formatting drop-down, select New Rule. In this dialogue box you can select the Rule Type, and then apply the relevant settings as appropriate. EXERCISE Open the file named COND FORMAT. 2. Create the relevant formulae to calculate the values in the Difference column. 3. Use conditional formatting to format the difference column using the following classification:- Difference Format Less Than 0 Between 0 and 3000 Greater than 3000 Red background with white text White background with black text Green background with yellow text 4. Change the values to test the conditional formatting. Page 10

11 REVIEW QUESTIONS 1. List three logical OPERATORS. 2. If you want to print text after calculating with an IF what is the correct Syntax? 3. What does AND do when combined with an IF statement? 4. What is an IF inside another IF called? 5. What is conditional formatting? 6. Correct the following:- = IF(B4>10,"TRUE,"FALSE") = IF(D12< 0,D12*156) = IF(AND(A1=10,B1=10,"GOOD","BAD") = IF(A1>50IF(A1>100,A1*150,A1*100),0) Page 11

12 UNIT TWO USING THE VLOOKUP FUNCTION VALIDATING YOUR VLOOKUP Page 12

13 USING THE LOOKUP FUNCTION Excel 2010 Intermediate The lookup function allows you to 'look up' information stored in tables that you have constructed. =HLOOKUP =VLOOKUP Are virtually the same function, the only difference is how the tables have been created. HLOOKUP works with horizontal tables, rows, and VLOOKUP works with vertical tables, columns. The syntax of the command is as follows = VLOOKUP (lookup value, lookup range, col offset, range lookup) The first 3 of these are mandatory, however if you use them only then the first column must be sorted alphabetically. The lookup value can be a set value or a cell reference. The lookup range is the cell references that contain the table of data, and the column offset is the column in the table that contains relevant information. The Fx icon can be used to create the function. USING RANGE NAMES When you are referring to a group of cells that contains the table of information you can name the table, whenever you want to refer to that range then you can simply type in the range name. EXERCISE Open the file LOOKUPS1. 2. Use the lookup function to find the location of the banks. Page 13

14 EXERCISE Open the file LOOKUPS2. 2. Use the lookup function to calculate the discount based on the quantity. 3. Once you have the discount amount calculate the total. EXERCISE Open the file LOOKUPS3 2. Use the VLOOKUP function to display the customer name EXERCISE Open the file STOCK 2. Using the lookup function find the description, price and order quantity 3. Change the first code to read What happens? VALIDATING YOUR LOOKUP The lookup function will round down to the nearest match if it cannot find the particular string it is looking for. In some cases this can be a problem when you require an exact match for instance, a code. To get over this problem you can use a combination of the IF function and the VLOOKUP function. =IF(VLOOKUP(A4,TABLE,1)=A4,VLOOKUP(A4,TABLE,2),"WRONG") Using the above combination actually checks to see if there is an exact match before completing the lookup. Alternatively, you can use the last argument with the word TRUE or FALSE inserted, with the word false inserted it does not perform the lookup if an exact match cannot be found, instead it displays the message #N/A. =VLOOKUP(A4,TABLE,2,FALSE) Page 14

15 This would return the answer #N/A if an exact match cannot be found. IFERROR Excel 2010 also has a function called IFERROR, which will check any other function for errors and give a different error message (rather than #N/A) if an error is found. This would be written as follows: =IFERROR(VLOOKUP(A4,TABLE,2,FALSE), Wrong ) If no error was found with the VLOOKUP, this function would run the VLOOKUP for us, but if an error was found, this function would return the word Wrong. EXERCISE Validate the lookup in the STOCK file 2. Validate the lookup in the LOOKUPS3 file EXERCISE Open the file named ORDER FORM Create validated VLOOKUPS to show the relevant Customer information and Product information when the codes are entered. 3. Formulate the Totals column in order to show the total for each product ordered. 4. Save and close the file. Page 15

16 REVIEW QUESTIONS 1. What is the difference between H and V lookup? 2. What is the column offset? 3. How must the first column be set up when creating your table? 4. What happens if an exact match cannot be found? 5. How do you get over this problem? Page 16

17 UNIT THREE USING DATE FUNCTIONS Page 17

18 USING DATE FUNCTIONS Excel will allow you to automatically place certain dates into your worksheet. You can also calculate with dates. When you enter a date using a function, Excel works out a value for that date, this allows you to calculate with it. If you want to display today's date automatically in your worksheet, type in the function = today ( ). This will display the date today. When you look at the date tomorrow you will see that the worksheet has changed. This is because today works from the system date. If you want to perform a calculation on a set date other than today's date you can simply enter it in the format of 25/07/68 or you can enter the Julian value and then format the number as a date e.g = 27/07/68. EXERCISE Open the file DATES. 2. Enter the relevant dates as requested. 3. Calculate how many days to go until Christmas. 4. Calculate how many days until your Birthday. 5. Calculate how many days it is since you were born. The = NOW ( ) Function will give either the time or the date depending on its format. When calculating with dates you may not be interested in the time element in the calculation, which is represented by decimal places, if this is the case you can use the function =TODAY() which will calculate the value of today rounded up. You can also use the function NOW instead of TODAY this will give you the date and time. You can also calculate a value for the month now:- = Month (Now ( )) Will return the number of the month i.e., April = 4 EXERCISE Open the file named MONTH. 2. Calculate the pay for the calendar year so far for the list of people. Page 18

19 FORMATTING DATES You can change the look of the date by selecting the required cell, clicking on the Number Format drop-down on the Home tab on the ribbon, then selecting More Formats. In the resulting dialogue box, select Date from the right hand list, and then choose or create an appropriate date format. You can also create your own date formats using the custom category: D M Y One character Two characters Three characters Four characters Days Months Years Number Full Number Abbreviation Full name IFS AND DATES You can use the IF function with dates so that certain calculations are performed on certain dates. EXERCISE Open the file called INVOICES. 2. Calculate the Balance figures for the listed invoices. 3. Create an IF function to state whether the invoices are overdue. If the invoice is more than 30 days old and the Amount Paid is not the full amount, the invoice is considered overdue. 4. Save the file to the desktop with the name INVOICES 1 Page 19

20 EXERCISE Open the file ORDER FORM Enter the formula for the current date in cell G!, and format it as follows: eg. Fri 20 Feb Save and close the file Page 20

21 REVIEW QUESTIONS 1. What is the difference between NOW and TODAY? 2. Why can we calculate with a date? 3. How do we create our own date formats? 4. How could we create a calendar in the worksheet? Page 21

22 UNIT FOUR THE AUDITING TOOLBAR PRECEDENT AND DEPENDANT COMMENTS Page 22

23 INTRODUCTION Auditing allows you to use tracers in worksheet cells that contain formulae. There are two types of tracers that are used to trace PRECEDENT cells or DEPENDANT cells. To view the auditing tools, go to the Formulas tab on the ribbon. CHECKING ERRORS If an error appears in your formula for example a NAME error then the Error Checking tool can assist you in solving the error in question. Below is a list of potential errors and their meanings: #N/A #VALUE You will get this error if the value is not available to a function. This error tells you that the formula contains the incorrect type of value. #NAME? This error means that Excel does not recognise some of the text within the formula. #NUM! #NULL! #REF! #DIV/0! You will notice this error if there is an invalid numerical value within the formula or function. This error will occur when you specify an intersection between two references that do not intersect. If there is an invalid cell reference within a formula, this error will appear. This error occurs when you are attempting to divide a number by zero. Select the cell which contains the error, and click on the Error Checking icon shown above. The following dialogue box will then be displayed: - Page 23

24 The option Help on this Error, opens help at the topic concerning the specific error. Show Calculation Steps allows you to see how the formula was created. Ignore Error, allows you to continue cancelling the window. Edit In Formula Bar, takes the cursor into the formula, allowing to edit as necessary. SMART TAGS As well as using the Error Checking icon, you can also use the Smart Tag. A Smart Tag is an icon which appears automatically next to in this instance the cell which contains the error. Smart Tags have many functions: they can recognise certain text as having a meaning and therefore allow you to, for example, use a person s name within a Word document to create meetings within Microsoft Outlook, or your Office applications may also recognise common financial terms to allow you to automatically search for related information on the World Wide Web. Below is an example of a Smart Tag in use: PRECEDENT TRACERS This is the trace precedent icon. Page 24

25 All formulae have precedents, they are the cell references contained within the formula we want to audit. To find the precedents of a formula, activate the cell containing a formula and click on the TRACE PRECEDENTS ICON. Blue arrows will then be drawn showing all the cells used within that formula. The total expenses cell, which is highlighted, contains a SUM formula for which the precedents are the payroll, rent and sundries. To remove the precedent tracers, click on the Remove Precedent Arrows icon. DEPENDANT TRACERS A "dependant" is a cell that is contained within other formulae. Using this command will show you all other formulae that reference it. In the above example, the Total value is dependant on the Labour value. To remove dependant tracers, select Remove Dependent Arrows from the Remove Arrows drop-down on the ribbon. To remove all precedent and dependent tracers, click directly onto the Remove Arrows icon, rather than the drop-down arrow as in the previous examples. Double clicking anywhere on the arrow will select the cell at the opposite end of the arrow. Using this technique can help you move around a worksheet quickly. EXERCISE Open a file called AUDIT 2. Trace the dependent cells on the telephone sales price Page 25

26 3. Trace the precedent cells in the profit and loss column 4. Remove all arrows ERROR TRACING If you create a formula that does not evaluate but instead returns an error message, you can use the Trace Error option within the Error Checking drop-down:. This will trace all dependent and precedent cells, and attempt to deduce which cell is causing the problem within the formula. The #DIV/0! error in the Monthly Average cell has been traced to a problem within the cell with an arrow pointing at it. After this information has been displayed you need to edit your formula or one of the traced cells to correct the problem. EXERCISE In the AUDIT spreadsheet use the trace error option to identify which cell is causing the problem in cell D20. COMMENTS You can attach comments to a cell by using the New Comment icon on the Review tab of the ribbon. Page 26

27 After clicking on this icon a box is displayed in which you can type in your comment. The next time the mouse passes over the cell the comment will be displayed. The red triangle in the corner of the cell indicates the presence of a comment. If you wish to edit the contents of a comment, you must first select the cell containing the comment. When this is done you will find that the New Comment tool has changed to Edit Comment. Also in this area of the ribbon, you will find the required icons for deleting a comment, moving to the next comment, and moving to the previous one. Page 27

28 WATCH WINDOW The Watch Window allows you to select a cell and watch how its value changes and why, whilst also showing other related information. To view the Watch Window, select the Watch Window icon from the Formulas tab of the ribbon: The watch window will then appear on screen: Once you have selected Add Watch... from within this window, you will then be able to select the cell that you would like to watch: You will now be able to see the relevant information regarding this cell, and if the preceding values change, you will see the result change, as well as seeing the formula which has obtained this value. You can add as many cells to the watch window as is necessary, therefore allowing you to see a summary of sorts regarding those cells. Page 28

29 REVIEW QUESTIONS 1. What is the difference between precedent and dependent formulae? 2. What does the Trace error icon do? 3. How can you move between dependants cells? 4. How do you remove all precedent and dependent arrows? Page 29

30 UNIT FIVE LIST MANAGEMENT AUTO FILTER SORTING SUB TOTAL AND OUTLINES Page 30

31 CREATING A TABLE Excel incorporates many database-style functions into its tables, allowing you to apply filters, easily apply AutoFormats and create Pivot Tables, as well as finding duplicates and exporting the data. To use this functionality, Excel first needs to know that the collection of cells is in fact a table. To do this, select a cell anywhere inside the collection of populated cells and then select the Table tool from the Insert tab of the ribbon. A small dialogue box will then appear, allowing you to confirm or edit the range of cells which will be converted into a table: NB. It is good practice, once you have converted the range into a table, to name the table so that it can be referred to as a relevant, meaningful name, as opposed to cell references which have no real meaning. To do this, enter a name below the Table Name heading on the Design tab in the ribbon. The table will then have the default AutoFormat applied to it, and will now display drop-down lists in the headings which will allow you to apply filter criteria to limit which records should show within the table. Also within these headings, you will find the functionality which enables you to sort the list. To perform filters, you should simply select or deselect the items you do or don t want to see within the table. Within the list, you will also see a set of custom filters you can apply, which will automatically change dependant on the type of data being held within the column, either Text Filters (Begins With, Ends With, etc) or Number Filters (Greater Than, Less Than, etc). Page 31

32 If none of these are suitable, there is a Custom Filter option which, when selected, will produce the following dialogue box, allowing you to specify your own criteria: In this dialogue box you can set up custom filters using logical statements to change your views. You can perform a search using single criteria. Your list will update to show you that criteria is being used (The drop-down arrow will be blue, and will show a small funnel icon). You can also perform a search using an AND or an OR statement and any of the logical operators. The above will criteria will only show those records where the salary is greater than 15000, and less than The above would display any records where the department is either Admin or Accounts. To remove the filter from a particular column, click on the drop-down arrow and select the (Select All) tick-box. Page 32

33 If you no longer require the table functionality, you can convert the table back into a standard range of cells by selecting Convert to Range. EXERCISE Open the file DATA1 2. Filter the list so that you only view the Admin Department 3. View it again to display only people who earn more than View it again to display only people whose Surname begins with S 5. View all records ADVANCED FILTER The standard filters you will find in the drop-down lists within your tables are useful, but slightly limited. For example, when you set criteria for more than one field, the criteria is classed as AND criteria. This means that you cannot, for example, view all of the employees within the sales department irrelevant of their salary, and all of the employees who earn more than 15,000 irrelevant of their department. To do this you will need to use the Advanced Filter option. This can be found on the Data tab within the ribbon. To perform the Advanced Filter option, (once you have written your criteria, which will be discussed in more detail shortly) first select any cell within the table, then select the Advanced Filter command. The following dialogue box will then appear, allowing you to enter the required information: Page 33

34 You must then select whether you would like to filter the list where it is, or create a copy of the table which will hold the filtered information. Because you had selected a cell within the table, the list range (the table) is already entered for you, but it is worth checking this to ensure it is correct. Then next step is to select the cells which contain the pre-written criteria the Criteria Range. Finally, if you have chosen to copy the filtered list to another location, you must select the cell into which you would like to place the top-left corner cell of the newly filtered range the Copy to range. Once you then click on OK, the list will be filtered according to the information you supplied. Page 34

35 WRITING CRITERIA When you are writing the criteria you need to include the field heading and the data that you are searching for. SURNAME SMITH Excel will also select any surname that has SMITH in it so it would also find SMITHE You can force Excel to find an exact match by entering the criteria as follows:- ="=text" The following criteria would find all the records where the Surname begins with S. SURNAME S* Wildcards can be used also as part of any text criteria. Would find JANE and JUNE ="J?NE" The logical operators (as described in Unit One The IF Function) can be used with text criteria, as well as numbers. These operators work on the value of the text entry. Where A is less than B and B is less than C. NB. Upper and lower case have the same value. The following criteria would find NEWMAN, SAUNDERS and TAUSTER as each of these surnames start with a letter after M. NUMERICAL CRITERIA SURNAME >M If any of the numerical or calculated fields you can use the logical operators to extract records to a separate area of the worksheet. The following criteria will find all records where the salary is greater than SALARY >15000 Page 35

36 If you require between criteria, you must create the criteria in 2 separate columns as follows: SALARY SALARY >15000 <25000 This criteria will find any records where the salary is greater than and less than COMBINING CRITERIA If you have two different fields containing written criteria then the two re combined automatically to produce an AND statement; SURNAME SALARY SMITH >10000 The above criteria would find any record that has both SMITH as the surname and a salary greater than When entering the criteria, you need to be aware that each row is classed as one criteria rule. For example, the criteria below will show any records where the department is Sales, as well as all of the records where the salary is greater than DEPARTMENT SALES SALARY >15000 EXERCISE In the DATA1 file create a set of criteria and extract range. 2. Extract anyone in SALES who earns more than EXERCISE Open the file DATA2 2. Extract all orders that are greater than Extract all invoices for ABC LTD 4. Extract all invoice numbers between 2400 and Extract all invoices over 2000 for WHITE & SON Page 36

37 6. Add anther column to the database to calculate VAT and anther to calculate the total 7. Extract all VAT amounts over Extract all invoices with a total over 1000 including VAT LIST SORTING A list may be sorted into alpha numeric order by either selecting the Ascending or Descending sort options on the Data tab of the ribbon. This option only allows you to sort by one column at a time. If you require more specific sorting, you can utilise the more advanced Sort command. Having selected the main sort command, the following dialogue box will be displayed: Page 37

38 Once you have entered the information for the first sort level, you can then use the Add Level command to add further sort levels. You can add as many sorting levels as is necessary. For example, you may have many employees with the same surname, and so you wish to sort them by first name within each surname group. If you need to re-order the levels, simply select the row which you wish to move, and then use the Move Up or Move Down arrows at the top of the dialogue box. There is also an option to delete any sort levels which are no longer required. EXERCISE Open the file called DATA1 2. Sort the file by COMPANY in ascending order 3. Sub-sort the file by INVOICE NUMBER Page 38

39 SUBTOTALS AND OUTLINES Excel 2010 Intermediate An outline summary of any list can be created by selecting the Subtotal command within the Data tab on the ribbon. After selecting this command you make choices as to where you want your subtotal and what type of subtotals you want. You can have various functions activated on your summary :- SUM COUNT AVERAGE MAX MIN PRODUCT COUNT NUMS STDDEV STDDEVP VAR VARP The sum of the items The number of non blank items The average of the items The largest numeric value The lowest numeric value The product of the values The number of records that contain numeric data An estimate of standard deviation The standard deviation of a subtotal group The variance of the data The variance of a subtotal group Page 39

40 Specify the column you want your subtotals to be active for when ever there is a change in the data with At each change in:. Specify the function you want to use for that column with the Use Function command. Specify which column to which you would like to add the subtotals by using the Add subtotal to: command. There are also some check boxes which can be used to select further options. EXERCISE Open the file called DATA2 2. Sort the file by COMPANY NAME in ascending order 3. Create a Subtotal table at each change on COMPANY for the SUM of the AMOUNT values 4. Select the different views to see how they collapse and expand. Page 40

41 REVIEW QUESTIONS 1. Where must the cursor be before selecting DATA, AUTOFILTER? 2. How can we create a criteria in AUTOFILTER? 3. What are the three ranges in ADVANCED FILTER? 4. Which wildcard replaces a single character? 5. What is the syntax for an exact match in filtering? 6. How many fields can we sort by? 7. Does the Undo command work on sorting? Page 41

42 UNIT SIX DATABASE STATISTICAL FUNCTIONS Page 42

43 INTRODUCTION TO STATISTICAL FUNCTIONS When you are working with a list of information inside the worksheet you may want to perform a calculation that relates to only certain records in the list. You may want Excel to find these records dependant on a certain criteria and then perform the calculation and return the answer to you. We can use the database functions to perform this task. Typical questions which you might ask of a database include: What are the total salaries for Dept A? How many people earn over 15000? How many staff in Dept C? What is the average pay for staff in Dept B? The data management statistical functions would answer these questions:- Data Management Statistical Functions =DSUM() Totals the column specified in the column offset =DAVERAGE() Average selected data in the specified column =DCOUNT() Counts selected data in the specified column =DMAX() Maximum value in selected data in the column =DMIN() Minimum value in selected data in the column ETC... Syntax: =DSUM(Input Range, Column Offset, Criterion range) Page 43

44 Input Range The range containing the data and including the field name row. Column Offset The number of columns offset from the first column i.e. starting at 1 and going along to the next column. Alternatively, we can use the name of the field in quotation marks, or the cell reference. Criteria Range The range containing what you are searching for. EXERCISE In the file called DATA3 use data statistical functions to answer the questions in the spreadsheet. Page 44

45 REVIEW QUESTIONS 1 Describe the use of data statistical functions. 2 What is the syntax used? Page 45

46 UNIT SEVEN SCENARIOS Page 46

47 SCENARIOS A scenario is used to create different sets of data without changing the original set of data. The other scenarios can then be called up by a name that is assigned so that you can see how different scenarios would affect dependant values. To run this command, select Scenario Manager from the What-If Analysis dropdown on the Data tab of the ribbon. The following dialogue box is then displayed. At this point you have no scenarios defined and therefore need to set them up. Do this by first assigning a name to describe the scenarios. To do this click on the add button. You will then be presented with the following dialogue box where you can enter the name for the scenario, and select the cells which you are allowing to change. Page 47

48 The changing cells are the cells that are going change to for different scenarios within your data i.e. for a sales forecast. Once these have been entered, select OK. The name is then added to the scenario list box. To view the different scenarios you select the name from the box and click on show, the data in the spreadsheet will then change. NB. It is good practice to save your current data as a scenario before creating and running new sets of data, otherwise, once you have run your first scenario, your data will be overwritten. EXERCISE Save the current data as a scenario called JAN. 2. Create a new scenario with different figures, and name it FEB. Do the same for March. 3. Show each scenario in turn. Page 48

49 REVIEW QUESTIONS 1. Give an example of when a Scenario might be used. 2. How do you switch between scenarios? Page 49

50 UNIT EIGHT GOAL SEEK DATA VALIDATION Page 50

51 GOAL SEEK Goal seek allows you to set a calculated cell to a value of your choice, by changing one of its preceding values. To perform this command, select Goal Seek from the What-If Analysis drop-down on the Data tab of the ribbon. The following dialogue box will then appear, allowing you to select the cell that you wish to set to a particular value (Set Cell), what you would like to set this cell to (To value), and the cell which precedes the Set Cell which is automatically going to change to provide the result you require. EXERCISE Open the file called BUDGET. 2. Using goal seek, generate a profit of by changing the sales figure. Page 51

52 SOLVER Solver works in much the same way as Goal Seek, but allows us to set more cells which we are allowing to change in order to obtain our target value, as well as allowing us to place constraints on certain cells. Also, not only can we set our target cell to a specified value, we can also set Solver to achieve the maximum possible, or minimum possible, while keeping the changing cells within their constraints. Once solver has completed its calculations, it will give you the option to accept or reject the changes produced. Solver can also produce reports to further explain its results. You can also save the results as a scenario so that they can be recalled as required for comparison purposes. EXERCISE Open the file called BUDGET. 2. Save the current figures as a scenario, with the name ACTUAL. 3. Using solver, find a profit of by changing the sales figure and expenses with the following conditions:- Payroll is greater than or equal to Payroll must also be less than or equal to Rent must be 800. Expenses must be greater than or equal to 0. Expenses must also be less than or equal to Save the values as a scenario with the name TARGET. 5. Add a constraint within solver to state that the Sales must be between 0 and 25000, then use solver to calculate the maximum and minimum possible Gross Page 52

53 Profit, saving each one as a scenario, named BEST CASE and WORST CASE respectively. NB. During this exercise, remember to include the heading in cell A2 within your scenarios so that the title reflects the values which are showing in the table! DATA VALIDATION Data validation can stop incorrect entries by preventing you entering the wrong type of data into a cell. To perform data validation, select Data Validation on the Data tab on the ribbon. The example below will prevent any numbers less than 50 and greater than 100 being entered. If an incorrect number is entered, Excel can deal with it in one of three user-defined ways: Information This option will simply supply information to the user, informing them of the data being invalid. Invalid data is allowed to remain in the validated cells. Warning Stop This setting will tell the user that the data which has been entered is invalid, and will present them with the opportunity to enter a different value. Invalid data is allowed to remain in the cell. This final option is the strictest. With this set, the user will not be able to enter anything invalid into the cell. They will have the option simply type a replacement, or leave the value as it was. Page 53

54 If incorrect entries are made but allowed by using Information or Warning as the Error Alert, for example then they can be tracked later using the auditing tools. From the Data Validation drop-down in the Data tab of the ribbon, you can select to Circle Invalid Data or Clear Validation Circles. EXERCISE Open the file called VALIDATE. 2. Validate the entries in column A so that the dates entered must be earlier than the current date. Hint: the current date is in cell E1 and must be absolute. Page 54

55 REVIEW QUESTIONS 1 What is the purpose of Goal Seek? 2 How can you identify an invalid cell entry? Page 55

56 UNIT NINE WHAT ARE PIVOT TABLES? CREATING A PIVOT TABLE USING PAGES CREATING PIVOT CHART REPORT Page 56

57 WHAT ARE PIVOT TABLES A Pivot Table is an interactive table that can be used to quickly summarize large amounts of data. When the respective data is chosen, and the table created it can then be rotated to display selected points of interest. For example the data below can be summarised in many ways. When creating the Pivot Table you can specify the fields to include, such as Product and Salesperson etc. A field is a column heading. An item is a row label. Numeric and sometimes text data is summarised in the data area and is counted or calculated on. CREATING A PIVOT TABLE REPORT To create a Pivot Table, first click inside the table on which you wish to base your Pivot Table, then select the Pivot Table command from the Insert tab of the ribbon. You will notice that there is also the option to create a Pivot Chart. This will be discussed further later on in this unit. Page 57

58 Once you have selected the Pivot Table command, the following dialogue box will appear: Within this dialogue box you have the ability to select where the data is coming from for the Pivot Table, and where you would like to place the Pivot Table. If you had previously selected a cell within a table, Excel will assume that this is the range of data you wish to use, although it can be altered if this isn t the case. The data source used could be a different Excel spreadsheet or a Microsoft Access database table, among others. Once you have clicked OK, a wire-frame of the Pivot Table will be placed into your specified location, and the Task Pane will appear on the right hand side of the screen, allowing you to finish entering the required information for the Pivot Table. You are now taken back to your worksheet. Page 58

59 From the field list on the right of the screen, select the fields to include in your Pivot Table. Thus. Your Pivot Table is now complete. THE PIVOT? If alternative views are required of the information in your Pivot Table, each field has a dropdown arrow to its right. This produces a list of each category. From which you can select which/what information is displayed. Example: you would like to display only information listed in your table from the Region North. Deselect all other region except North, Click OK. And so on for each heading. Practice. Another way of Pivoting your table is to Click and Drag the fields into alternative positions within the options area. Page 59

60 The year field to the report filter and Goods field to column can create a very different looking table. Practice. Use the other fields within your table to create new displays of information. THE CALCULATION Field Settings Our original table has created a summary of the information we first highlighted. Excel has added the figures together to give a SUM of their values. We, on the other hand may prefer to know the AVERAGE values of our figures. From the options area select the value field and value field settings. The following dialogue box appears. From here a different function can be chosen. Click OK when selection is made. Practice. Use the other functions in the list to alter your display. Page 60

61 NUMBER FORMATS Excel 2010 Intermediate On occasion it is necessary to display values in different ways, such as Currency. This is also possible in a Pivot Table. Select the value field settings dialogue box again. Select the Number button. From the following dialogue box it is possible to change how your results are shown in your Pivot Table. Currency for instance produces the following table. Practice. Use some of the other options in the list to change the display of your table. SHOW VALUES AS From within value field settings dialogue box it is also possible to show your results as, for instance, a percentage of the total. Page 61

62 From here, click the dropdown arrow to the right of Show value as. (Where at the moment it says Normal) From the list select the display required. Try % of Grand Total for example. Click OK. SHOW PAGES This option will automatically create a separate sheet, page, for each of the headings in your selected page field. i.e. If you have Year as a page heading, select the Show report filter Pages option from the option tab on the ribbon. The following dialogue box appears. Page 62

63 It displays the current headings that are in the Page Field. Click OK You are now given a display of each Year on a different page of your Workbook. Your original Pivot Table is still intact. REFRESHING DATA If you alter any of the figures in your original table of values it is possible to update your Pivot Table using the icon below from the Options tab on the ribbon. FORMAT REPORT Change the layout of your Pivot Table Report using the PivotTable styles options from the Design tab on the ribbon, shown below. EXPAND/COLLAPSE FIELD If at any time you are required to know how a figure was reached, use the Show/Hide Detail icons on the Pivot Table toolbar. Page 63

64 Highlight relevant area and Click expand entire field from the Options tab on the ribbon. CREATING A PIVOT CHART REPORT This can be accomplished two ways. Firstly, if you have already created your Pivot Table Report, use the icon on the Options tab on the ribbon marked pivot chart This will create a chart for you automatically. Alternatively, if you are yet to create your Pivot Table Report the route is a follows. Highlight the data you wish to appear in your Pivot Chart Report. Select Pivot Table from the Insert tab on the ribbon. Confirm that the range shown is correct Click ok Construct your Pivot Table as before. Your now have a chart similar to that below. Each of your Fields now has a dropdown list attached to it. You can now alter the view you have of your chart using these, as with your Pivot Table. NOTE: Do not attempt to click and drag them, it will alter your chart layout. Page 64

65 Example Using the Goods dropdown list select Export and click OK Practice. Use the other selections in your chart to produce different views of your data. To show all information on your chart, select all. FORMATTING YOUR NEW CHART Your chart is a selection of objects, each object can be formatted independently of the rest of the chart. To do this, right click on the respective section of the chart to format and select format You will be presented with the dialogue box below. Try the white plot area to the back of your chart. From here select a border style, colour and weight/thickness from the left. This will be placed around your selected section of chart. From the right select a colour from the palette, click close. Your chart has now changed. Practice. Select different parts of your chart and format them. Page 65

66 SLICERS In a Pivot Chart or Pivot Table, you can also insert a Slicer, which will allow you to filter any pivot data quickly. A slicer is inserted into an Excel worksheet, and is used on one field of data at a time. You can then click on the field you wish to filter the report by. EXERCISE Open the file called PIVOT. 2. Create a pivot table based on the data within the file, using YEAR as the Page field, REGION as the Column field, GOODS as the Row field, and UNITS SOLD as the Data item. 3. Move the fields around to see how this affects the pivot table. 4. Create a Pivot chart based on the pivot table, then again move the fields around within the table and the chart. You will notice that one will directly affect the other. Page 66

67 REVIEW QUESTIONS 1. What does a Pivot Table allow you to do? 2. What is a Pivot Chart? 3. What should you do if data changes in your original list? 4. How do you view information on separate sheets? Page 67

68 HANDY SHORTCUTS Action Key Absolute References F4 Autosum ALT + = Bold / Italic / Underline Ctrl + B / I / U Border Outline Ctrl + Shift + & Close All Workbooks Menu Shift + File Menu Close Workbook Ctrl + F4 Cut / Copy / Paste Ctrl + X / C / V Insert Date Ctrl + ; Insert Time Ctrl + Shift + ; Insert Row / Column / Cell Ctrl + Shift + = Delete Row / Column / Cell Ctrl + - Autofill Down / Right Ctrl + D / R Currency Format Ctrl + Shift + $ Comma Number Format Ctrl + Shift +! Hide Rows / Columns Ctrl + 9 / 0 Wrap Text (New Line in Cell) Alt + Enter Insert Chart F11 Remove Borders Ctrl + Shift + _ Display / Hide Formulas Ctrl + (Above TAB) Redo Last Action F4 Undo / Redo Ctrl + Z / Y Go To Top of Worksheet Ctrl + Home Go To End of Worksheet Ctrl + End Previous / Next Worksheet Ctrl PgUp / PgDn Edit, Go To Menu F5 Go To Next Workbook Ctrl + F6 Highlight to End of Worksheet (From A1) Ctrl + Shift + End Mark Start Point for Selection F8 (Toggle) Edit Cell F2 Page 68