Excel 2016: Part 2 Functions/Formulas/Charts Updated: March 2018 Copy cost: $1.30
Getting Started This class requires a basic understanding of Microsoft Excel skills. Please take our introductory class, Excel 2016: Part 1, if you are not comfortable with Excel. This class will not cover basic Excel features. We will cover the following topics: formulas/functions, filtering and sorting, and charts. Advanced formulas and functions Refresher: What are formulas and functions? In Excel, a formula is an equation to perform a calculation in your worksheet. It can contain any combination of numbers, cell references, mathematical operators, and functions. Always begin your function with an equals (=) sign. Example: =7-5 Subtracts 5 from 7. The cell would display 2. =A2+B9 Adds the contents in cell A2 to the contents in cell B9. A function is a saved formula within Excel. You don t have to remember the structure of the formula; Excel does that for you. You select the values for the formula when you use functions. Common formulas (like finding the average or sum) already have functions. Each function has a name. For example, the SUM function finds the sum of numbers. Example: =SUM(C7:C22) Adds all the values in every cell from C7 through C22. =AVERAGE(2,3,4,5,6) Finds the average of 2, 3, 4, 5, 6. Formula Function =5+12 =SUM(5, 12) =(9+5+8+4)/4 =AVERAGE(9,5,8,4) =C1+C2+C3+C4+C5+C6 =SUM(C1:C6) NOTE: Formulas always start with an equals sign (=). If it does not, Excel will store it as text. See the difference below with (left) and without (right) an equal sign with the same text entered. Use commas for separate values or individual cell references (C2, D4). 2
Use parentheses to enclose the values being operated on. If they are not, Excel will show an error message. If you want to accept the correction, click Yes. If you choose No, the function will not work. Use colons for a range of cells/values (C2:C12). Range refers to all the items found in that group of cells. o For example, C2:C12 covers all items in Column C, Row 2 to Column C, Row 12. Copying formulas/functions from one location to another will update to reflect the new cell references (special case: 1 absolute cell references). You can nest formulas and functions inside each other. o For example, =AVERAGE(SUM A1:D3, D4+3)). Using the Function Wizard When using a function in Excel, you can type the function, or look up the function (if you don t remember it). The Function Wizard helps you determine which function to use and how to type it. To use the function wizard: 1. Choose the cell where you wish to enter the function. 2. To start the wizard, click the Formulas ribbon. 3. Choose Insert Function. 4. In the pop-up window (see right), select the function you would like to use by: a. using keywords to search (in the Search for a Function box), b. selecting from a category, or c. scrolling through the list. 5. Once you have selected the function you wish to use, click OK. a c b 1 An absolute cell reference will always refer to that specific cell, despite the location of the formula. Later, we will discuss this further. 3
6. In the next pop-up, type the numbers, cells, or other values for calculation (a). The Wizard will also show you the result, as you enter each new piece of data (b). 7. When you ve entered all your data, click OK to return to the spreadsheet. a b NOW YOU TRY: Using your spreadsheet, determine the numbers that should be in the Difference column. o To determine the difference: Subtract the actual dollar amount spent from the expected dollar amount. Subtracting cells can be done just like adding cells. = (cell reference) (cell reference) Example: = C2-D2 You can copy and paste this formula for the entire column o Let s determine the % over or under our budget we are: Divide the difference by the expected amount, and then format the results as a percentage. = (cell reference) / (cell reference) = (Difference) / (Expected) Example: = E2/C2 Instead of copying and pasting, try using the Fill Handle below. Using the Fill Handle 1. Hover your mouse in the lower right corner of the cell you have just entered your formula in. 2. When you see the black cross, left click and drag down across all the other cells you want your formula in. 3. Auto-Fill will input the formula in all selected cells. Relative, Absolute, and Mixed Cell References There are two types of cell references in Excel: absolute and relative. When you are creating, copying, and moving formulas, you need to know which type of cell reference to use. Results vary depending on the type of reference used. Relative cell references use a corresponding cell address. When you copy a formula into a new cell, the formula will search for cells in a similar pattern as the original cell formula. Example: When you find the sum of E3:E18 and then move the formula into column F, Excel will now find the sum of F3:F18. The positions are relative. Absolute cell references use the exact address of a cell, regardless of the position of the formula s cell. If you look at the cell reference, it would contain dollar signs (example: $A$1). 4
Example: When you find the sum of $E$3:E18 and then move the formula into column F, Excel will now find the sum of E3:F18. The position of the first cell in the range is absolute. The formula, no matter where it is moved in the spreadsheet will always start with the cell E3. You can also have mixed cell references, where either the row OR the column is absolute, but the other relative. Example: The cell reference $D4 will always refer a cell in the Column D. NOTE: Think of the dollar sign as locking the column or row in place. Why use absolute cell references? When a formula is moved or copied from one cell to another, the cell references change, especially when using the fill handle. Example: What if you want the formula to always reference one cell that contains a constant, such as a tax rate? Use an absolute reference. And if when the tax rate happens to changes? It is easier to update one cell (C10) than change the number in each formula. If you are using a relative cell reference, any change in sheet layout (inserting, deleting columns or rows) will alter a relative cell reference in a formula. Using an absolute cell reference, the formula will retain the respective cell reference when the sheet layout is changed. The sheet below right had two rows inserted but the formula in D4 retained the correct tax rate from a cell that address changed from C10 to C12. 5
NOW YOU TRY: The January spreadsheet has two sums on it, at the bottom of the Actual and Expected columns. o Copy one of these sum functions and paste it into cell G15. What happens? o Now copy one of these sum functions and paste it into cell G1. What happens this time? o Let s make one of these cells absolute instead of relative. Cell D15 has this formula in it: =SUM(D2:D14) Put dollar signs in the correct spaces: =SUM($D$2:$D$14) What happens to the number displayed in cell D15? Copy this number and paste it into cell G2. What happens? Filtering and Sorting Excel allows you to filter and sort groups of data, whether it is comprised of words or numbers. Filtering shows you data that meets your set criteria (e.g. expenses more than $200). Sorting lets you reorder data into a way that makes it more meaningful (e.g. alphabetize a list of names). Using Auto Filtering When you use the Auto Filter feature, you are allowing the software to predict which information you d like to filter. It works by looking at all the values in a column and offering them to you as an option. When you use the auto-filter, you are able to restrict your list to show only those items whose value matches the one set in the filter. This includes an option to show all entries that have a blank in a particular column, or all nonblanks. To enable a filter: 1. Select the range of cells you want to filter. If you have column headers, include them as well. 2. On the Data ribbon, click Filter. Excel creates dropdown boxes with the values for each column. To filter for a particular value, simply select it from the list. NOTE: You can turn off all filters by going to the Data ribbon and un-checking Filter. NOW YOU TRY: Apply a filter to your spreadsheet and identify those purchases made with cash. o Highlight the columns in your spreadsheet and select the Filter option. o Go to the Payment column and use the drop down list to select cash. o How many items remain in your column now? o Go back to the Payment column and select all, and turn the Filter option off. 6
Quick sorting Sorting allows you to order your records, usually alphabetically or in numerical order. A quick sort is a simple sort (using only one column to sort), and is generally applied to an entire spreadsheet. To do a quick sort, click any cell in the column you wish to sort. Then click the appropriate icon (shown on the left) to apply the sort. AZ will sort the column in ascending order. ZA will sort the column in descending order. NOW YOU TRY: Quick sort of our budgeting items. o Select a category you would like to sort by and click on any cell reference in that column. o Find and select the quick sort option. o Try selecting and sorting by a different category. Charts Excel includes functions to create charts and graphs. You can create typical charts, such as: bar, line, pie, scatter plot. You can control what data they show, how they look, and where they are located in your workbook. Using the chart wizard To begin, you must have the data entered within your Excel spreadsheet. Know how you want the data to be displayed because this will affect what chart style (bar, scatter, etc.) is used. Steps to Insert Chart 1. Highlight the data to be included in the chart or graph, including any headings. In the example below the range A1:D15. 2. Click the Insert tab. 3. In the Charts command group, select a chart type. 1 2 7
NOW YOU TRY: Following the previous instructions, insert a bar chart using the Expense, Actual and Expected columns in our spreadsheet. o Hint: Use the Ctrl key to select the cells for the chart. o Do not include the Total cells. o What do you notice about the chart you have created? Is it easy to read and understand? $900.00 $800.00 $700.00 $600.00 $500.00 $400.00 $300.00 $200.00 $100.00 $0.00 Expected Actual Notice the three tabs that appear to the right of the chart. Whenever, you select the chart, these pop-up tools will appear. The Plus sign allows you to add/remove elements of the chart. The Paint brush allows you to change the style. The Filter tool allows you to display selected data. Editing Charts The Chart Design ribbon has seen a few enhancements since earlier version of Excel. It is easier to change specific elements, and Microsoft added more design styles. You can click on any element in the chart to adjust it to your liking. Selecting Data If you ever need to change which data is selected, complete the following steps: 1. Right click on chart to reveal the Chart Tools Design tab (see above). 2. Select the Select Data option. 3. You will be given a pop-up window that allows you to add or remove data from the chart. Example: Initially, our chart showed only the Actual and Expected values over the year period. Now we want to show ALL of our values, to include the difference. 8
Mortgage Heat Electric Gas - Car Food Hulu Gym Mem. Internet Phone Bill Restaurants Coffee Clothing Car Insurance Mortgage Heat Electric Gas - Car Food Hulu Gym Mem. Internet Phone Bill Restaurants Coffee Clothing Car Insurance $1,000.00 $800.00 $600.00 $400.00 $200.00 $0.00 Our goal is to go from this: Expected Actual $1,000.00 $800.00 $600.00 $400.00 $200.00 $0.00 -$200.00 To this: Expected Actual Difference We want to add the Difference value. To make these specific changes, we will work with our data selection tool: 1. Right click on your chart and choose Select Data. 2. Click Add (since we are going to add the difference data). 3. You need to add the data values and give the values a name. 9
a. If the data has a column header, click on it. b. If there are no column headers, type in a name that will be used to distinguish this new data from the existing data in the chart. 4. In the Series Values box, a. type the values you want, or b. click and drag to select the cells that contain the values. You will first need to delete the placeholder text {1}. 5. Click OK. 6. Click OK on the Select Data Source window. 7. Your chart should now look like the results above. Filtering Data If there is too much data in a chart, it can be filtered out. Example: Now we want to use our Filter feature to take the Mortgage value out of our chart. It is the same each month and is very large, which makes the Difference value difficult to see. 1. Select the Filter tool next to your chart. 2. Remove the check mark next to the Mortgage option under Categories. 3. Click Apply. The chart will appear as below. $250.00 $200.00 $150.00 $100.00 $50.00 $0.00 -$50.00 Chart Title Expected Actual Difference Do you think that the Difference is easier to see with the large column that was the Mortgage value removed? 10
Changing the Chart Title As seen in the charts already made, when Excel creates a chart, it includes a generic Chart Title as the title. The title can be changed to better reflect the data that is displayed. To change the title of a chart: 1. Double click on the text. 2. It will now have a frame around it. Click inside the frame to begin editing the text. NOW YOU TRY: Change the title of the chart to January Expenses. Changing a Chart Type 1. Select Change Chart Type button on the Design ribbon. 2. The Change Chart Type window will appear. Click the All Charts tab. 3. Choose the Combo at the bottom of your options panel. 4. Select the first option, the Clustered Column-Line. 5. Select OK. 11
January Expenses $250.00 $200.00 $150.00 $100.00 $50.00 $0.00 -$50.00 Expected Actual Difference January Expenses Compare the two charts. Is the green line easier to compare than the small green columns were? $250.00 $200.00 $150.00 $100.00 $50.00 $0.00 -$50.00 Expected Actual Difference As long as your chart is selected, you can edit it either by directly clicking into the chart or by using the Chart Design and Format ribbons that appear when the chart is active. NOW YOU TRY: Spend a few minutes adjusting the chart using these tools. o What happens when you click Switch Row/Column in the Chart Design ribbon? o What happens when you click the filter pop-up tool and change the data selections? o What happens when you select a new chart style? 12
Moving the Chart To move your chart to its own page: 1. On the Design ribbon, click Move Chart. 2. Select New sheet. (You can give the worksheet sheet a name.) NOW YOU TRY: Move the chart to a new sheet named: January Chart. Recommended Charts Excel will make chart recommendations based on preselected data. To see chart recommendations: 1. Select your data. 2. Click Recommended Charts on the Insert ribbon. 3. In the pop-up, you can browse through the recommended chart types, and preview what your chart will look like (based on your data). 4. Make your selection and choose OK. From this point, you can edit the chart as you would any other Excel chart. NOTE: You can also edit a chart by using the commands on the Chart Tools Design and Format ribbons. You can also click on individual chart elements to modify them. 13