FRP300 Instructor Notes. Table of Contents

FRP300 Instructor Notes Table of Contents Updated April 24, 2016 1) AutoSum... 1 2) Fill Handle... 2 3) Relative versus Absolute Referencing... 2 4) COUNTIF and SUMIF... 4 5) CONCATENATE... 6 6) Text to Columns... 6 7) Conditional Formatting... 7 8) Import CSV... 13 9) Sort... 14 10) SUBTOTAL... 15 11) Sheet Protection... 16 13) FRP300 Formulae... 17 14) Shortcuts Everyone Should Know... 18 1) AutoSum a) Syntax: AutoSum is an automation tool in Excel used for quickly summing rows (to the left) or columns (above). When you double-click the AutoSum icon, the functions locates the data and provides a total. i) There is a drop-down feature that allows for other functions to be used. (1) SUM, AVERAGE, Count Numbers (COUNT), MIN, MAX b) Other uses i) Automatically summing a block of data (1) Highlight the data including where the totals should appear (2) Click AutoSum once ii) Summing a group of rows or columns (1) Highlight the row or column area where the totals should appear (2) Click AutoSum once 1 P a g e

2) Fill Handle a) The fill handle is located in the lower right corner of the active cell. When you mouse over it, your cursor displays changes to a target (+) (this assumes you are using the standard mouse displays). If you left-click, your cursor grabs the active and you can copy the contents either up or down a column or across a row. b) Other Uses i) If you need to copy a formula to a lot of rows (down a column) quickly, you would mouse over the fill handle, and once you have the target shape, double-click. The fill handle will copy the formula as long as there are occupied cells to either the left or right. 3) Relative versus Absolute Referencing a) By default, all formula entry is relative unless the user actively intervenes i) Excel formulas are relative in that they are programmed to see position instead of cell addresses, which is what the user sees. Excel sees position as one cell to the left or four cells up. This is why the fill handle works, because it looks at position and not the address (e.g., A1) (1) Example: For a formula in cell B1 that references information in cell A1, Excel will only know that it has to look one cell to the left to retrieve the information it needs. When you copy this formula to another cell, Excel automatically adjusts the cell reference to refer to different cells relative to the position of the formula. Excel does not see A1 in the example above. It sees it as "find the cell immediately to the left." b) Absolute Reference i) An absolute reference occurs when a cell is entered in a formula using the $ symbol. (1) =$A$1 locks both the row aspect and the column aspect (2) =A$1 locks just the row aspect leaving the column relative (3) =$A1 locks just the column aspect leaving the row relative (4) =A1 leaves both the row aspect and the column aspect relative ii) Each component of the cell reference can either be defined as absolute or relative. Highlighting the part of the cell reference you want to lock and pressing the F4 key repeatedly will cycle you through the absolute reference scenarios. An absolute reference means that the referenced cell will not change when you change the position of the cell with the formula. (1) It is possible to lock one part of a range and leave the other part relative (e.g., $A$1:A10). This would be useful for creating a running total. c) Named Ranges i) A named range is an example of an absolute reference. The named range may be one or more cells. The major difference is that a named range may be referenced from anywhere 2 P a g e

3 P a g e in a workbook simply by typing the range name in a formula or by pressing F3. F3 displays the list of named ranges you have created. (1) Three ways to create a named range (a) Highlight the range (one or more cells that can be a cell, column(s), row(s), or a combination of columns and rows) and then type a name for the range in the Name Box. Press Enter. (b) Let Excel create the range (it is required that there be a header). Place your cursor where the header is located. Ctl-Shift Arrow (key) to highlight the range. Ctl-Shift- Function 3 to open the Create Name dialog box. Press Enter or click OK to create the named range. (c) Starting with Excel 2007 you are able to create a dynamic table (i) A dynamic table can be one or more cells (although usually it is one or more columns of data (ii) Ideally, the data that becomes dynamic will have headers. If they don t, Excel will insert column headers. These can be renamed. (iii) By default, the first table created is called Table1. This can be renamed by clicking somewhere in the table, which opens a Table Tools Design ribbon. On the left side there is a properties area with the table name. Rename it there. (iv) Tables are accessible through the Name Box and become available through the Function library for a given workbook. (v) Dynamic tables expand automatically as you add information below or to the right (but not above or to the left). This makes them ideal if you need to keep adding to a sum, because each addition expands the table which if used as a range updates automatically. (vi) Tables are created two ways 1. Manually select your data a. or let Excel determine the table area 2. Navigate to the Insert Ribbon > Table (on the left) a. Or press Ctl-T (or Ctl-L) 3. Click Okay ii) Rules for naming ranges (1) A named range cannot be the same as a cell address. All names from A1 to XFD1048576 are taken as cell addresses. (2) Range names cannot have spaces. (3) You cannot use grammatical marks except as listed below. (4) You can use letters, numbers, underscores (_), or dots (.)

(5) You can use upper or lowercase letters, although Excel does not distinguish between upper and lowercase. (you cannot have a range called name and another called NAME ~ they are both the same to Excel) iii) Managing Named Ranges (1) Navigation: Formula (Ribbon > Name Manager (Defined Names group). Click the Name Manager icon opens the Name Manager dialog (a) From the Name Manager, named ranges can be added, edited, or deleted (2) A named range can be created from the Name Manager that does not occupy a cell in the workbook. (a) Select New ~ the New Name dialog opens (b) Type a name (ex., Sales_Tax) (c) Scope and Comment are optional (d) Refers To: type an equal sign (=) and a formula (ex.,.0635 or 6.35%) (e) Click OK (f) Once created, all Named Ranges or constants are accessible from any worksheet in the workbook iv) Sheet Specific Named Ranges (1) Sometimes you may want to use the same Range Name on different worksheets in the same work book. (2) Formulas > Define Name > Define Name > SheetName!RangeName (a) This will specify which sheet the named range refers to. d) The Name Box i) The Name Box is that field displays above cell A1 on a new spreadsheet. If you mouse over the field, it will display the name. The Name Box always displays the address of the active cell (on a new spreadsheet that would be A1). If you type cell address into the Name Box and press Enter, it will take you to that cell address. ii) In addition, there is a drop-down menu associated with the Name Box. If the user has created any named ranges, they will appear in the drop-down. iii) If you type an equal sign (=) in the active cell then the Name Box becomes a Function lookup. Clicking the drop-down will show you a selection of available functions with more functions being the last entry. Selecting this will open the Insert Function dialog 4) COUNTIF and SUMIF a) COUNTIF looks at a range of data and counts the items that equal the criteria i) Syntax: =COUNTIF(RangeToLookAt,Criteria) The range can be a range of cells (e.g., A1:A40) or a Named Range from above. The criteria can be a word or number (e.g., "13010" and it must be in double quotes), A named cell, a formula (e.g., ">0"), or a cell reference that contains the criteria 4 P a g e

ii) Example: =COUNTIF(TRC,J4) iii) Miscellaneous uses (1) Count all Non-blanks: =COUNTIF(range,"<>") (2) Count all text (similar to COUNTA): =COUNTIF(range,"><") or =COUNTIF(range,"*") (3) Count all blanks: =COUNTIF(range,"=") or =COUNTIF(range,"") b) SUMIF i) SUMIF looks at a range of data in one columns and then adds up the contents of rows in another column that is related to the first column ii) Syntax: =SUMIF(RangeToLookAt,Criteria,RangeToSum) The range can be a range of cells (e.g., A1:A40) or a Named Range from above. The criteria can be a word or number (e.g., "13010" and it must be in double quotes), A named cell, a formula (e.g., ">0"), or a cell reference that contains the criteria. The RangeToSum contains the related row cells that will be added iii) Example: =SUMIF(TRC,J4,Quantity) c) Count Multiple OR Criteria i) Syntax: =SUM(COUNTIF(Range,{criteria1,criteria2,criteria3,etc})) Use this when you have a lot of OR criteria ii) This does not need to be array entered iii) =COUNTIF(range,"criteria")+COUNTIF(range,"criteria") will also work. This should be used when there are only a few OR criteria iv) The criteria can be a word or number (e.g., "13010" and it must be in double quotes), A named cell, a formula (e.g., ">0"), or a cell reference that contains the criteria d) Sum Multiple OR Criteria i) Syntax: =SUM(SUMIF(Range,{criteria1,criteria2,criteria3,etc},RangeToSum)) ii) This does not need to be array entered iii) =SUMIF(range,criteria,RangeToSum)+SUMIF(range,criteria,RangeToSum) will also work. This should be used when there are only a few OR criteria iv) The criteria can be a word or number (e.g., "13010" and it must be in double quotes), A named cell, a formula (e.g., ">0"), or a cell reference that contains the criteria. e) COUNTIFS (Excel 2007/2010) i) COUNTIFS looks at multiple related ranges and provides a count of the items that meet the related criteria. The range and criteria arguments are paired in the function. ii) Syntax: =COUNTIFS(Range1,Criteria1,Range2,Criteria2, ) iii) Example: =COUNTIFS(DAY,K$23,TRC,$J24) f) SUMIFS i) SUMIFS, similar to COUNTIFS, looks at multiple related ranges and criteria and provides a sum of the cell rows in a related range. SUMIFS is different from SUMIF in that the RangeToSum argument appears first and is required. 5 P a g e

ii) Syntax: =SUMIFS(RangeToSum,Range1,Criteria1,Range2,Criteria2, ) iii) Example: =SUMIFS(Quantity,DAY,K$36,TRC,$J37) g) SUMPRODUCT i) The SUMPRODUCT function works as both SUMIFS and COUNTIFS depending on how it is configured. SUMPRODUCT is based on the array concept but doesn't require array entry in order to work. Unlike SUMIFS or COUNTIFS, it is Range = Criteria and does not use the standard comma argument separator. ii) Syntax: (1) =SUMPRODUCT((Range=Criteria)*(Range=Criteria)) if used to count items, (2) =SUMPRODUCT((Range=Criteria)*(Range=Criteria)*RangeToSum) if used to sum items. iii) Examples (1) =SUMPRODUCT((DAY=K$23)*(TRC=$J24)) ~ used as a count (2) =SUMPRODUCT((DAY=K$36)*(TRC=$J37)*Quantity) ~ used to sum 5) CONCATENATE a) CONCATENATE is a text function that permits the user to join multiple items together in a string i) Syntax: =CONCATENATE(text1,text2,,textN) (a) Where N equals 30 for Excel 97-2003 and 255 for Excel 2007 or later (2) The text can be a cell, function, or actual text (3) Text must be set off in double quotes (example: like this ) ii) Class Example (1) =CONCATENATE(A12,B12) results in 10010PersonalServices (2) =CONCATENATE(A12,,B12) results in 10010 - Personal Services (3) Given that a date is in cell A1 then =CONCATENATE("Today is ",TEXT(A1,"dddd")) would return Today is Monday (in this example) (a) Using dates with CONCATENATE returns a serial number. In order for that number to make sense, it has to be formatted. This is why the TEXT function is incorporated b) Joining cells, functions, and text without CONCATENATE i) Syntax: =text1&text2& &textn ii) The rules of use are exactly the same as with CONCATENATE except that where you would use a comma to separate your arguments, here you are using an Ampersand (&) 6) Text to Columns a) The Text to Columns feature is a wizard developed for Excel that parses the contents of a cell based on the criteria provided by the user. The wizard is the same for both Excel 97-2003 and Excel 2007-2010. Navigation is a little different for each. 6 P a g e

i) 97-2003 Data > Text to Column ii) 2007-2010 Data Ribbon > Text to Column (icon) b) Highlight the range to be parsed. Go to Text to Columns i) Step 1 (1) Delimited means there is a constant that can be used for all of the data to form the basis for parsing the information. In this example that constant is a comma (,). Fixed Width means that the user will manually determine where the division should occur. (2) Click Next ii) Step 2 (1) Excel provides four preset dividers and a fifth user definition (a) In the class example, we uncheck tab (the default) and check comma (b) The user defined delimiter (other) can be any item that makes sense for the user. I have used @ (to split email addresses), $ (to get at amounts) (2) Click Next iii) Step 3 of the Wizard asks two questions (1) The first question deals with the format of the data. Excel wants to interpret text as text, numbers as numbers and dates as dates. So long as the source data and result conforms to one of these, you can leave everything as General. (2) The second question deals with the destination. The default destination has Excel overwriting the source data. If you want to retain the source data then you must choose a different destination. (3) Click Finish. Excel parses the field based on the user input. c) Formulaic method i) Given the same condition, there are two formulas that can be used to do the same thing. You would use the formula method when you need one or the other but not both. ii) Last Name: =LEFT(B7,FIND(",",B7)-1) iii) First Name: =MID(B7,FIND(",",B7)+1,99) (1) In both formulas the FIND function is used to locate the comma. The LEFT function combined with the 1 tell the formula to pick up the string to the left of the comma. (2) The +1 tells the formula to skip the comma and start at the next position and then go 99 places to the right. You can go a maximum of 999 places. If you need the comma, you would change the +1 to +0. 7) Conditional Formatting a) Conditional Formatting allows the user to add formatting to a cell based on a TRUE/FALSE test where TRUE adds the formatting and FALSE leaves the cell unchanged. There are two forms of Conditional Formatting: based on cell values or a formula entered by the user. 7 P a g e

i) Conditional Formatting in Excel 2007-2010 has been greatly expanded from Excel 97-2003. This class uses a basic introduction followed by using formulas to determine how formats are applied. (1) Excel 97-2003: Format > Conditional Formatting (2) Excel 2007-2010: Home Ribbon > Conditional Formatting (icon) > Highlight Cell Rules (basic) (3) Excel 2007-2010: Home Ribbon > Conditional Formatting (icon) > New Rule > Use formula to determine which cells to format ii) This reference page will deal only with those concepts taught in class. Excel 2007-2010 offer many more possibilities (1) Excel 97-2003 offers 3 levels of conditional formatting (four if you count the initial state of the data). (2) Excel 2007-2010 is limited only to the memory on your computer's ability to handle the number of conditional formats you want to use. (a) The use of conditional formatting was greatly expanded. Many formats that required formulas in Excel 97-2003 were set up as presets in Excel 2007. All concepts taught in the class assume the use of Excel 2007 or greater and that is how the navigation is described. b) Important Concepts i) Conditional formatting is always based on the active cell. If the cell contains the formula, =1=1 then that is True because 1 equals 1. If the cell contains =1=2 then that is False because 1 does not equal 2. ii) Applying a conditional format to a range works because of the cascading effect of a relative reference. You already have learned that if a cell reference isn t locked then as that cell is copied the cell reference changes. This is because Excel doesn t see cell names: it sees cell position (e.g., from one to the left to three cells to the left). This concept carries into conditional formatting. Formatting the first cell in a range formats all of the cells in a range because whatever happens to that first cell cascades to the remainder. c) Exercise 1: Format based on greater than or less than i) Highlight the range of numbers. ii) Navigation: Home (ribbon) > Conditional Formatting > Highlight Cells Rules > Greater Than (1) Excel will try to determine a central value. If it is not the central value you are looking for, then change it. In our example, 150 is correct. (2) There are a number of preset formats. You can use those or use a custom format, which is the last preset listed in the dropdown menu. Select the Custom Format (3) The Format Cells dialog has four tabs: Number, Font, Border, Fill (a) From the Font tab select Font Style: Bold and Color: Red (b) Click OK twice 8 P a g e

(c) The result is all the numbers that are greater than 150 are now in Bold and Red iii) Repeat the exercise for Less Than 150 (1) From the Format Cells dialog, Font tab select Bold and Blue (a) Since Blue is not a selection you will have to define it. (i) Navigation: Color (dropdown) > More Colors > Custom (tab) 1. Type 255 in the box labelled Blue 2. Click OK three times. 3. The result is all the numbers that are less than 150 are now in Bold and Blue iv) This still leaves the central number, 150, unformatted. How you decide to handle this has to be your decision. v) You can also create a similar mapping using Format Cells (Not Taught) (1) Ctl-1 to open Format Cells > Number (tab) > Custom > Type (2) Type: [red][>150];[blue][<150];#,##0 then press OK (a) You can t add BOLD (b) You limited to two conditions d) Exercise 2: Region i) Concept: In 7 b) i (above), I explained the True/False concept. Briefly, if you were to place "1" in cell A1 and another "1" in cell B1, and in cell C1 enter the formula, =A1=B1, you would get an answer of TRUE (the contents of A1 equals the contents of B1). If you changed A1 to "2", the formula in C1 would return FALSE (A1 no longer equals B1). This principle drives this exercise. ii) Highlight the range iii) Navigation: Home (Ribbon) > Conditional Formatting > New Rule > Use a formula to determine which cells to format iv) Formula: =D4=D3 (1) Because of the relative reference, this formula will cascade through the range incrementing each cell row by one for each cell formatted. v) From the Format dialog, color dropdown, select White as the font color. In this case, a TRUE answer will tell Excel to make the font color white, which also happens to be the same color as the background. vi) Result: When implemented, the second occurrence of each word will match the background color and will effectively disappear. This is useful in presenting table data so that the data is presented in a pleasing to the eye manner. You still want to have the data available for sorting purposes. e) Exercise 3: Hiding Division by Zero i) Concept (1) Excel has a function that is used to provide a TRUE or FALSE answer to the question of whether a cell contains an error. This function is called =ISERROR(CellReference). When 9 P a g e

used, this function evaluates the contents of the cell being referred to. If the contents of the cell is a valid answer (not an error) it returns a FALSE. If the contents of a cell evaluates to an error (example, Divsion by zero) then the answer is TRUE (the cell reference contains an error). ii) Procedure (1) Highlight the range of cells to be evaluated (2) Navigation: Home (Ribbon) > Conditional Formatting > New Rule > Use a formula to determine which cells to format (3) Formula: =ISERROR(F7) (a) Because of the relative reference, the formula will cascade to the other cells in the range. (4) Click the Format icon. From the Format dialog, select the font color of White [the same as the background color]. click OK twice. (5) Result: Those cells that contain errors (division by zero formulas) now match the background and will not be seen in a presentation of data. f) Exercise 4: Compare a Single Column for Duplicates i) Concept (1) In Excel 97-2003 a formula was required, =COUNITF(Range,Criteria)>1 where the range is all of the data being evaluated, and the criteria is the first cell in the range. Because of the cascading effect, the criteria reference would increment for each cell in the range. (2) The =COUNTIF function has to be modified to reflect that it is not returning a count. This done by adding the tail ">1" so that the formula looks like, =COUNTIF(Asset_ID_List_1,Q3)>1. The >1 recognizes that the criteria is going to be found at least once in the range, but a TRUE result occurs when the criteria is found more than once. The criteria being found just the once results in a FALSE reading. (3) Starting with Excel 2007, this is a preset feature. ii) Procedure (1) Create a named range for the column of data to be tested. (a) Highlight the range: Ctl-Shift-Arrow keys (b) Ctl-Shift-F3 opens the Create Name dialog (c) Click OK or press Enter (2) Select the range from the Name Box dropdown menu. (3) Navigation: Home (Ribbon) > Conditional Formatting > New Rule > Format only unique or duplicate values (a) From the Format all dropdown, select Duplicate (b) Click the Format icon (i) From the Fill tab select a background color (ii) Click OK twice 10 P a g e

g) Exercise 5: Compare Two Columns for Duplicates i) Concept (1) When comparing two columns of data for duplicate entries, you need to remember that what is a duplicate in one column will also be a duplicate in the other column so that as you go back and forth the same numbers appear in both columns. Excel uses the =COUNTIF(Range,Criteria) to determine TRUE or FALSE. To do this we need to modify how the function is used. We do this by adding a tail to the function: =COUNTIF(Range,Criteria)=1. The tail (=1) forces the function to evaluate range as compared to the criteria. If the criteria is found in the range, it equals 1 and is TRUE. If the criteria is not found in the range, then it equals 0 and is FALSE. (2) The range is the list that is not highlighted. The criteria is the first cell in the highlighted range. Because of the cascade effect, the cell reference will increment for each cell in the list. (3) Starting with Excel 2007, the preset feature can be used in place of the formula ii) Procedure (1) Create a named range for each column to be evaluated. (a) From the Name Box dropdown, select the first range. (b) From the Name Box dropdown, hold down the Ctl key and select the second range (c) If everything went right, both ranges will be selected. (i) Alternate method: highlight the first range (Ctl-Shift-Arrow key). Then, holding down the Ctl key, click into the first cell of the second range, then you can add the Shift and arrow keys to highlight the second range. (2) Navigation: Home (Ribbon) > Conditional Formatting > New Rule > Format only unique or duplicate values (a) From the Format all dropdown, select Duplicate (b) Click the Format icon (i) From the Fill tab select a background color (c) Click OK twice iii) Note for using named ranges in Conditional Formatting (1) Conditional Formatting and the rest of the Excel environment are not very friendly to each other, and if you are not careful any formula you write that involves the use of F3 needs to be done carefully. (a) Open the Format Cells and select formula entry. Enter the formula, keeping in mind that the Conditional Format dialog (formula entry line) is not "Paste Name" friendly. When you want to insert the named range, click the icon to the right, which will open a new formula entry window, and from that window you can use the Function- 3 (F3) key to access the Paste Name dialog. Click the icon to the right to return to the Conditional Formatting dialog. The formula can be completed from either location. 11 P a g e

From the Format dialog, select a background color. Click OK twice, or press Enter twice. iv) COUNTIF variations used in formula entry (1) =COUNTIF(range,criteria)=1 finds duplicates from one column to the next (2) =COUNTIF(range,criteria)=0 finds unique items or items that are different from one column to the next. (3) =COUNTIF(range,criteria)>1 compares a column to itself to locate duplicates h) Exercise 6: Draw a Line When a Condition Changes i) Concept (1) With sorted data it is possible to underline an entire row when the data changes in one column. This is done by locking the condition to the one column, but allowing the row indicator to remain relative. (2) The formula used is =$B3<>$B4 where the "$" locks only the column reference and "<>" means "does not equal". ii) Procedure (1) Highlight the table of data where you want to underline where the change occurs. (2) Navigation: Home (Ribbon) > Conditional Formatting > New Rule > Use a formula to determine which cells to format (3) Type, =$B3<>$B4. From the Format dialog (4) From the Conditional Format dialog, formula entry cell, select the Borders tab and click the underline option. (5) Click OK twice or press Enter twice. iii) Result (1) The entire row will be underlined where the data in one column changes. i) Variations (not taught) i) Highlight cells in rows that need to be filled in (whole row) (1) =LEN($A1)=0 where =LEN(CellRef) determines the the length of a value in a cell and =0 forces the True/False when the cell length is zero. Use the Fill tab to highlight the rows. ii) Highlight cells in rows that need to be filled in (individual cells) (1) Select the data (usually a column, but you could select the entire table of data. Every blank cell would be captured in this method) (2) Navigation: Home > Conditional Formatting > New Rule (3) Click on Format only cells that contain (4) Change Cell Value option to Blanks (5) Set up the formatting (6) Click OK iii) Add alternating shaded rows (1) Method 1: =MOD(ROW(),2) will allow shading for every other row 12 P a g e

(2) Method 2: =ROW()=EVEN(ROW()) will shade every even numbered row (3) Method 3: =ROW()=ODD(ROW()) will shad every odd numbered row 8) Import CSV a) Overview i) Not all Excel spreadsheets are created by entering data. Sometimes, the data exists and all that is required is to import it so it can be analyzed. Excel provides a Wizard to make the process easier. Any data that is imported should be imported the same way. With just a little practice, it will only take a minute ii) Useful for CSV and TXT data. b) Navigation: Data (Ribbon) > From Text (icon) ~ The Import Text File dialog displays i) Navigate to the location where the file is located > Select the file > Click Import ii) The Wizard displays (three steps) c) Step 1 i) Select the data type: Delimited or Fixed Width (1) Delimited indicates there are characters embodied in the file that can be used to determine where the cell separation occurs (2) Fixed Width indicates that the user will determine where the field separation occurs (3) Click Next d) Step 2 i) Delimiters ~ There are four standard delimiters, and then the user defined. Generally, comma is the most often used. (1) The standards are Tab, Semicolon, Comma, and Space (2) Other can be whatever the user wants. I tend to use @ a lot (3) Once you select a delimiter, the Data Preview will show you how your parsed data will look ii) Fixed Width ~ You are given a number line and you mark the line showing where you want the separators to be placed. (1) Click once to add (2) Double click to remove iii) Click Next e) Step 3 ~ Format your data i) Excel wants to import data the way it looks. It wants to import numbers as numbers; text as text; dates as dates. So long as that is true, you can leave the field formatted as General and you ll be okay 13 P a g e

ii) Sometimes, the leading zeroes need to be included because they are part of the number (e.g., invoice, purchase order, employee numbers) and in order to retain the leading zeroes, you must tell Excel that those fields are TEXT iii) Dates are included when you are importing date fields that are not standard to your version of Excel (e.g., import European dates that is in a dd/mm/yyyy format). In those cases, you have to tell Excel what the format is. iv) Click Finish (1) Excel wants to start the import wherever the active cell is located. This is usually A1, but you can select a different start point (2) Click OK (3) Your data has been imported and can now be further formatted or analyzed. 9) Sort a) Sorting a table is accomplished first by placing the cursor anywhere inside the table of data. Excel will determine the boundaries of the table. b) Navigation: Data (Ribbon) > Sort (Icon) > The Sort dialog displays i) Excel doesn t always recognize that there is a header row. If this is the case, check the box that says, My Data Has Headers. If there is no header row, then Excel will sort based on the content of that column(s). ii) Select the Sort By from the drop down menu (1) This is the primary sort iii) Select the Sort On value. Your choices are Values, Cell Color (if you have added color coding), Font Color (if you have added color coding), or by Cell Icon (if you are using icons) (1) If you select anything other than Values, an additional dropdown will appear which asks if you want the non-values on top or on bottom iv) If you need additional sort levels, click the Add Level icon to add a then by level (1) You can have up to 64 sort levels. v) Click OK to sort your table (1) You may receive a sort warning. This happens if the column you are sorting has numbers formatted as text. Your sort choices are Sort anything that looks like a number as a number or Sort number and numbers stored as text separately vi) Once the data is sorted, it may be subtotaled. 14 P a g e

10) SUBTOTAL a) SUBTOTAL Syntax i) =SUBTOTAL(Method,Range) ii) =SUBTOTAL(Method,Range1[, RangeN]) b) Method is the subtotal that the user wants to create. It can be any one of the values below. Includes Hidden Excludes Hidden Calculation Method Description 1 101 AVERAGE Adds all entries and then divides by the number of entries 2 102 COUNT Counts the number of entries containing numbers 3 103 COUNTA Counts the number of entries that are not blank (includes text entries) 4 104 MAX Reports the highest number of all the entries 5 105 MIN Reports the lowest number of all the entries 6 106 PRODUCT Multiplies all the entries together 7 107 STDEV Computes the standard deviation, assuming the selection is a sample of the entire population 8 108 STDEVP Computes the standard deviation, assuming the selection is the entire population 9 109 SUM Adds all entries together 10 110 VAR Computes the variance, assuming the selection is a sample of the entire population 11 111 VARP Computes the variance, assuming the selection is the entire population c) While SUBTOTAL can stand alone, it is most effectively used with the Subtotal command on the Data Ribbon i) The hidden Methods only work in a column setting. In a row setting, any hidden data is included in the subtotal. d) Subtotal Command i) =SUBTOTAL allows the user to subtotal a table of data at one or more levels by sum, count, or other defined method. ii) It is required that the table of being subtotaled is first sorted so that it is in the order the user wants to subtotal iii) Navigation: Data (Ribbon) > Subtotal (Icon) > Subtotal dialog displays (1) At each Change in: The user must use the same order as the sort (2) Use Function: Use the drop to select the Method (a) Note: the Command Method is always 1-11 (3) Add subtotal to: Select the field where you want the subtotal to appear (4) Replace current subtotals: If checked, the command will replace any subtotals that were previously created 15 P a g e

(a) If you uncheck the box, the command will retain any previous subtotals and layer the new subtotal in with the previous. (5) Page break between groups: Automatically inserts a page break between subtotals (a) Note: you may need to modify how the data is displayed. Navigation: Page Layout (Ribbon) > Width (Scale to Fit group) > Automatic (drop down) and select the number of pages wide (6) Summary below data: If unchecked, the subtotals will appear above the data. (7) Remove All: This command removes all previous subtotals leaving the raw data. iv) Once the user clicks OK, Excel creates the Subtotal and adds a summary control area to the left of the spreadsheet. This allows the user to control which summary is displayed. (1) Clicking the 1 hides all rows except for the grand total (2) Clicking the 2 displays each of the subtotals and the grand total (a) While the Subtotal level hides the related detail, the detail can be displayed on a per subtotal basis by clicking the + button in the summary control to expand just that particular detail. The detail level can be collapsed by pressing the - button. (3) Clicking the 3 displays the details, subtotals, and the grand total (4) When an additional subtotal layer is added by unchecking the replace current subtotals checkbox, the Summary control area will expand by the additional layer. This allows the user to control the level of detail that is displayed. 11) Sheet Protection a) The key to sheet protection is knowing which cells or blocks of cells you will allow to be edited. b) Highlight the cells you will allow your user to edit i) If there is more than one area, use the Ctl (Control) key to highlight multiple areas. c) After you have selected the editable areas, press Ctl-1 > the Format Cells dialog displays > Protection (tab) i) Uncheck the Locked checkbox. This will unlock the selected cells. d) Navigation: Review (Ribbon) > Protect Sheet (Icon) > Protect Sheet dialog displays i) Optional: Select a password to allow users to unlock the sheet ii) Click OK. The worksheet is locked except for those cells which were previously selected. 16 P a g e

13) FRP300 Formulae a) 01-Intro i) =SUM(range1,range2,,range30) b) 02-Rel-Abs-Ref i) =SUM($I$42:I53) ii) =SUM(RangeName) c) 03-SUMIF / COUNTIF i) =COUNTIF(RangeOfThingsToBeExamined,CriteriaToBeMatched) ii) =COUNTIFS(Range1,Criteria1,Range2,Criteria2, ) Excel 2007 and later iii) =SUMIF(RangeOfThingsToBeExamined,CriteriaToBeMatched,RangeToSum) iv) =SUMIFS(RangeToSum,Range1,Criteria1,Range2,Criteria2, ) Excel 2007 and later v) Running Total =SUM($C$13:C24) d) 04-CONCATENATE i) =CONCATENATE(Text1,Text2,,Text30) or =F25& &E25 e) 05-Conditional i) =D4=D3 (hide repeated items) ii) Compare two lists with each other (1) =COUNTIF(RangeOfThingsToBeExamined,CriteriaToBeMatched)=0 (shows unique) (2) =COUNTIF(RangeOfThingsToBeExamined,CriteriaToBeMatched)=1 (shows duplicates) iii) Compare a list to itself (1) =COUNTIF(RangeOfThingsToBeExamined,CriteriaToBeMatched)>1 (compares list to itself) iv) =$B3<>$B4 (Draw a line where the list item changes) v) =ISERROR(CellToTest) (Hide errors) f) 07-SUBTOTAL i) =SUBTOTAL(Method,range1,range2,,range30) Includes Hidden Excludes Hidden Calculation Description 1 101 AVERAGE Adds all entries and then divides by the number of entries 2 102 COUNT Counts the number of entries containing numbers 3 103 COUNTA Counts the number of entries that are not blank (includes text entries) 4 104 MAX Reports the highest number of all the entries 5 105 MIN Reports the lowest number of all the entries 6 106 PRODUCT Multiplies all the entries together 7 107 STDEV Computes the standard deviation, assuming the selection is a sample of the entire population 8 108 STDEVP Computes the standard deviation, assuming the selection is the entire population 9 109 SUM Adds all entries together 10 110 VAR Computes the variance, assuming the selection is a sample of the entire population Computes the variance, assuming the selection is the entire 11 111 VARP population 17 P a g e

14) Shortcuts Everyone Should Know a) Editing (Windows Related) i) Ctl-C: Copy ii) Ctl-V: Paste iii) Ctl-X: Cut iv) Ctl-B: Bold v) Ctl-I: Italicize vi) Ctl-U: Underline vii) Ctl-Mouse Wheel: Increase or Decrease Zoom viii) Ctl-Alt-Down Arrow: Flips monitor (this works better in Windows XP than later versions) ix) Ctl-Alt-Up Arrow: Restores monitor orientation x) F7: Spell Check b) Excel i) Alt+= - the same as autosum or =SUM(range) ii) Alt+; - Highlight just the visible cells iii) Alt+Enter: Start a new line in a cell iv) Ctrl+~ - Toggle Formulas/Values v) Ctrl-1: Open the Format Cells dialog vi) F11: Insert a chart (on a new sheet) vii) Alt-F1: Insert a chart (on the same worksheet) viii) F2: Edit cell contents ix) F4: Toggle relative/absolute/mixed x) Shift-F11: Insert a new worksheet c) Highlight Large Areas i) Ctrl-Shift-Right Arrow: Highlight to the right ii) Ctrl-Shift-Down arrow: Highlight down d) Creating and Using Named Ranges i) Highlight the range ii) Ctrl-Shift-F3: Opens Create Names dialog box iii) F3: Opens Post Name dialog box iv) Press Enter or click Okay. e) Highlight Multiple Areas i) Ctl-Hold mouse key while highlighting separate areas 18 P a g e