EXCEL INTERMEDIATE
Overview NOTES... 2 OVERVIEW... 3 VIEW THE PROJECT... 5 USING FORMULAS AND FUNCTIONS... 6 BASIC EXCEL REVIEW... 6 FORMULAS... 7 Typing formulas... 7 Clicking to insert cell references... 7 Using a Simple Cell Reference Formula... 7 FUNCTIONS... 8 Typing Manually vs. Using AutoSum... 8 Selecting Ranges in AutoSum... 9 Using the Function Library... 9 The Average Function...10 IF Statement Formulas...10 Type an IF Statement...11 Nested IF Statements...12 REVIEW...13 MOVING, COPYING AND CUSTOM LISTS...15 CUT, COPY & PASTE DATA...15 Cutting & pasting data...15 Copying & pasting a formula...15 Pasting a formula into a range...15 FILLING...16 Copy a formula using the fill handle...16 Filling a Series with AutoFill...16 Creating a Custom List...17 Editing a Custom List...18 REVIEW...19 WORKING WITH MORE FUNCTIONS...21 DATE FUNCTIONS...21 Date & Time Functions...21 Formatting the Date...21 Turning Date Formulas into Years...22 Relative and Absolute References...22 IF Functions...23 OTHER USEFUL FUNCTIONS...24 Proper...24 Roundup Function...24 REVIEW...25 WORKING WITH MULTIPLE WORKSHEETS...26 ORGANIZING WORKSHEETS...26 Renaming worksheets...26 Color Coding Tabs...26 Moving worksheets...26 Copying worksheets...26 3-D REFERENCES...27 Create a 3-D reference to Integrate Another Worksheet...27 Use a 3-D Reference in a Formula...27 3 Excel 2016 Intermediate Version 1.0 2015 MCS
Copy a 3-D reference formula...27 HYPERLINKS...28 Creating Hyperlinks to other spreadsheets...28 Adding ScreenTips...28 Selecting and Formatting a Hyperlink cell...29 Editing and Removing Hyperlinks...29 REVIEW...30 FORMATTING CELLS AND APPEARANCE...31 FORMATTING TEXT IN CELLS...31 Text alignment...31 Using format painter...31 Merge Cells and Center Text...32 Wrap text within a cell...32 Applying color...32 Text Orientation...32 FORMATTING NUMBERS...33 Percentage & custom number formats...33 Conditional Formatting...34 Copying the Conditional Formatting...35 REVIEW...36 VIEWING WORKSHEETS...37 VIEWS...37 Showing Formulas and References...37 Tracing Precedents and Dependents...37 Grouping Rows and Columns...38 Creating Subtotals...38 CELL COMMENTS...39 Adding cell comments...39 Viewing a cell comment...39 Deleting and editing a cell comment...39 INSERTING AND VIEWING FOOTERS...40 Creating a page number Footer...40 REVIEW...41 INTRO TO BASIC CHARTS...42 COMMANDS USED IN THIS SECTION:...42 CREATING CHARTS...42 Define the chart...42 Position & Resize Chart...43 Change the Location of the Chart...43 Add Chart Title...43 Adding WordArt to a Chart...44 EDITING CHARTS...44 Change the chart type...44 Rotate chart...45 Extract a Slice of the Pie Chart...45 Formatting a Data Series...46 CREATING MULTIPLE SERIES CHARTS...47 Define the chart...47 Define the Series...47 Sparkline Charts...48 REVIEW...49 2013 MCS Excel 2016 Intermediate Version 1.0 4
View the Project Kay s Flower Shop sells various types of flowers, arrangements, and vases. We will help Kay maintain supply inventory, orders, supply costs, personnel, and income and expenses by using Excel. File Tab Quick Access Toolbar Command Tabs Formula Bar Column Heading Ribbon Active Cell Name Row Heading Spreadsheet Tab Status Bar 5 Excel 2016 Intermediate Version 1.0 2015 MCS
Basic Excel Review Section I Using Formulas and Functions Excel can perform calculations for you so that when you update your spreadsheet with new numbers, it will automatically re-calculate without having to write new formulas. This can save a lot of time on your manual calculator battery! Formulas in Excel always begin with an equal sign. This is what tells excel that you are entering a formula in a cell rather than text or just a number. The following symbols you can type from your keyboard, tell the formula to perform different functions: + Add - Subtract * Multiply / Divide ^ Exponents So, to type an excel formula to multiply 1 times 2 you would type the following: =1*2 Excel will calculate a formula from left to right but it will perform calculations in a formula in the following order: 1. Items in Parentheses (2*3) 2. Exponents 3 2 3. Multiplication and Division 3*4 or 12/3 4. Addition and Subtraction 10+2 or 7-2 So to add 1 plus 2 and then multiply that times 3, you would type the following formula: = (1+2)*3 Tip: If there are certain items that you want calculated first, in your formula, you will always want to use parentheses around those items. 2013 MCS Excel 2016 Intermediate Version 1.0 6
Formulas There are two ways to enter formulas, either by typing in the formula or by clicking on cells to insert cell references. Typing formulas We can write a formula that adds all of our sales by using the keyboard. 1. Open the file titled Kay s Flower Shop 2. Make sure Sheet1 is the active sheet by clicking on the sheet tab 3. Click cell B10 4. Type =B8+B9 5. press Enter 6. If you see ##### marks in your cell, double-click on the column header border between B & C to expand the column wide enough to view the data Clicking to insert cell references Excel also allows you to use your mouse to select the cell references you want to use in your formula, by clicking on the desired cells, rather than having to type them. Let s write a similar formula that will add our cost of goods, by using the mouse. 1. Click cell B14 2. Type = 3. Click cell B12, then type +. Click cell B13 4. Click on the Enter button, in front of the formula on the formula bar, or press Enter on your keyboard Using a Simple Cell Reference Formula We can tie cells together so that one cell will always show the same data as another. That way, if we update our original cell s number, it will also update the others. 1. Click cell B23 2. Type =B14 and press Enter Note: You can simply change formulas by deleting the data you don t want from the formula bar and then making your changes. To change the contents of the cell, simply double-click in the cell or press F2 on your keyboard to enter Edit mode. 7 Excel 2016 Intermediate Version 1.0 2015 MCS
Functions A function is a preset formula in Excel. Some examples: Sum: Average: Count: Max: Min: Adds the values of the cells chosen Gives the average of the values of the cells chosen Gives the count of the number of items/cells chosen Gives the largest value in the cells chosen Gives the smallest value in the cells chosen Example of a formula to give you the Average of select cells: =Average (B6,B9,B10) When using most functions you will define a range of adjacent cells. A range of adjacent cells is defined by using a colon ( : ). An easy way to remember this is to think of a : as saying through. Cells B6 through D10 or B6:D10. Typing Manually vs. Using AutoSum Let s add all of the operating expenses for April. We can do this by typing the formula manually or by using the Function Library buttons. 1. On Sheet 1, click cell B22 2. Type =Sum(B17:B21) 3. Undo this action 4. Click cell B22 5. On the Formulas tab, in the Function Library group, click AutoSum 6. Note the range listed in the formula: =SUM (B17:B21) 7. Press Enter Tip: You can also choose the function type from the popup menu as you type the function, by double-clicking on the desired function from the menu. 2013 MCS Excel 2016 Intermediate Version 1.0 8
Selecting Ranges in AutoSum If Excel doesn t pick the exact cells you want calculated when using the AutoSum function, you can tell it which cells you would like it to add. Let s add the operating expenses and total costs of goods to get our total expenses for April. 1. Click on cell B24 2. On the Formulas tab, in the Function Library group click the AutoSum drop-down list and choose on Sum 3. Drag-select cells B22 through B23 4. Press Enter Using the Function Library Excel offers specialized functions that allow you to perform advanced mathematic calculations and operations on data. To easily access and use the various functions, there is a Function Library that gives you step-by-step help when creating a selected function.. There are 10 categories of functions in Excel: Financial: Common accounting and financial calculations Date & Time: Use the date and time in the spreadsheet or in a calculation Math & Trig: Common trigonometry functions such as tangent or sine Statistical: Statistical analysis on a range of data such as average Lookup & Reference: Finds values in a corresponding table or list and incorporate that data into the calculation Database: Performs calculation only on data that meets certain criteria Text: Formula used to manipulate text in a worksheet Logical: Performs what-if analysis to see if a condition is true or false Information: Performs analysis on range of data to determine the type of data in a cell Engineering: Various types of engineering conversions and tests Cube: Used to gather data from Online Analytical Processing (OLAP) cubes, which is a database technology used to make business intelligence queries 9 Excel 2016 Intermediate Version 1.0 2015 MCS
The Average Function If you are not sure how to write a formula or use a function, you can use the Function Library to give you step by step help. Let s find out the average of all 3 month s cost of goods by using the Function Library buttons. 1. Click cell E14 2. Click on the More Function button (on the Formulas tab) in the Function Library group, and choose Statistical, then choose Average 3. Click the Collapse button next to the Number 1 field 4. Drag-select cells B14 through D14 to populate the field 5. Click on the Expand button 6. Click OK to close the dialog box 7. Note the formula that now appears in the formula bar for that selected cell IF Statement Formulas There are formulas that you can write that will calculate specific formulas only if certain statements are true. For example, as flower inventory runs low, one of the florists marks the order status of an item to order. Kay wants the spreadsheet to automatically calculate the needed quantity of flowers to order, in column E, (based on what has been used and what the quantity to keep on hand is) when an item is flagged for order. 1. Go to Sheet5 2. Click on cell E5 so it is selected 3. Click on the Logical button in the Function Library group, then choose IF from the menu 4. In the first field for Logical test, type: D5= order. This tells Excel to look and see if that statement is true for that cell (does D5 contain the word Order ). 5. Next we want to tell Excel what to do if that statement is in fact true which is to calculate the formula for C5-B5. In the Value_if_true field, type: C5-B5 6. In the final field, Value_if_false, we need to tell Excel what to do if the statement isn t true enter the value of zero. So in this third field, type: 0 2013 MCS Excel 2016 Intermediate Version 1.0 10
7. Click on cell E5 and view the formula that appears in the formula bar: Type an IF Statement We can also type out the IF Statement without using the formula/function bar. When you type an IF Statement, you must place the comas between each condition as well as place the parenthesis around the entire statement unlike when you use the step-by-step help from the Function Library. 1. Click on cell E6 2. Type: =IF(D6="order",C6-B6,0) This translates into: if cell D5 contains the word order, then subtract cell B5 from cell C5 and place the results in this cell. If that cell does not contain the word, then place a 0 in the cell. 3. Press Enter and view the contents of cell E6 11 Excel 2016 Intermediate Version 1.0 2015 MCS
Nested IF Statements The IF statements we created above work great when there is only one criteria to look for within a cell/formula. However, what if Kay needs to look for 2 different criteria. Let s say she sometimes needs to order extra supplies if she has a big event coming up. So when she puts Extra in the Order Status column, she wants it to do the same calculation of subtracting the Qty remaining from the Qty needed, but she also wants it to add 100 to that amount. To do this, we need put multiple IF statements in the same formula to conduct multiple logic tests. This is called Nesting IF Statements. 1. Go back to cell E5 2. In the Formula bar, click at the end of the formula and delete the 0) from the end 3. Type =IF(D5= Extra,(C5-B5)+100,0)) 4. The formula results in cell E5 should still be the same (180), but now type Extra in cell D5 and press Enter 5. The final amount in cell D5 should now display 280 Tip: When Nesting IF Statements, you need a true value for every logic test. But you will only need one false value for the entire formula. So the criteria will look something like this (in this example there are 3 Nested IF Statements, but you can have has many as you want): =IF(logic_test,value if true,if(logic_test, value if true,if(logic_test, value if true,0))) Don t forget to close all of your parentheses at the end of your formula! 2013 MCS Excel 2016 Intermediate Version 1.0 12
Review 1. On Sheet1, in cell C10, create a formula that adds the Cash and Credit Sales from column C (C8 & C9) (page 7) 2. Put a formula in cell C14 that adds the Supplies and Delivery Costs from column C, rows 12 & 13 (page 7) 3. In cell C22 use the AutoSum function to add all of the Operating Expenses from column C (page 8) 4. Use a simple cell reference in C23 so that it shows the same number that is in cell C14 (page 7) 5. In cell C24, use AutoSum to write a formula adding the Total Operating Expenses and Total Cost of Goods (cells C22 & C23) (page 8) 6. In cell B26 write a formula that gives you the Net Income by subtracting the Total Expenses (B24) from the Gross Income (B10) in column B 7. On the Sales by Employee worksheet, write a formula in cell B10 using AutoSum, that calculates the total of all Week 1 sales (B3:B8) (page 8) 8. In cell F3, use AutoSum to create a formula calculating all of John Petra s sales (B3:E3) (page 8) 9. On Sheet5 in cell E7, create an If statement formula so that if cell D7 contains the word order, then it will calculate the formula C7 minus B7 and place the results in cell E7; but if cell D7 does not contain the word order, it will place a 0 in cell E7. (page 10) 10. Adjust the formula in cell E7 so that it includes a Nested IF Statement that also looks to see if the text in cell D7 is = to Extra and if so, have it add 100 to the calculation. Type the word Extra in cell D7 to see if the Reorder amount changes it should change to 160. (page 12) 11. Click the Save button. Completed review project for Sheet1 and Sheet5 should look like the diagrams 1.1, 1.2, and 1.3 on the following page. 13 Excel 2016 Intermediate Version 1.0 2015 MCS
Diagram 1.1 Diagram 1.2 Diagram 1.3 2013 MCS Excel 2016 Intermediate Version 1.0 14
Section VII Intro to Basic Charts Commands used in this section: Creating Charts Excel makes it simple to create charts and graphs to represent the data in your worksheets. Define the chart First we need to tell Excel what we want the chart to represent. Let s create a chart that shows our expense activity for January. 1. Make Q1 the active sheet 2. Drag-select cells A17 to B21 3. On the Insert tab, in the Charts group, choose the chart type by clicking Column 4. In the Chart Subtype, select the 3-D Cluster Column type Tip: A ScreenTip displays the chart type name when you rest the mouse pointer over any chart type or chart subtype. Note: When you create a chart, the Chart Tools contextual tabs become available and the Design, Layout, and Format tabs are displayed. You can use commands on these tabs to modify the chart so that it presents data the way you want. 2013 MCS Excel 2016 Intermediate Version 1.0 42
Position & Resize Chart We can change the size of the chart or reposition it in the spreadsheet once we have created it. 1. Click and drag the chart until its upper-left corner appears at cell H5 2. Click to grab the lower left sizing handle of the chart and drag it to cell P23 to resize it. Change the Location of the Chart Excel will automatically place the chart on the current worksheet as an Embedded Chart. If you want to place the chart in a separate spreadsheet, you can change its location by using the Move Chart button. 1. On the Design tab, in the Location group, click Move Chart 2. Under Choose where you want the chart to be placed, click New Sheet and rename it: Expenses 3. Click OK. The chart will now display on its own worksheet: Expenses Add Chart Title Let s add a title to our chart to make it easier to understand. 1. On the Chart Tools Design tab on the Ribbon, click the Add Chart Elements button (it is in the Chart Layouts group) scroll down to Chart Title, then select Above Chart 2. Double-Click the Chart Title and type: January s Expenses 3. Highlight the text and change the font color to Red, change the font size to 24pt and make the font Bold Tip: While editing a text box such as the Chart Title, a Mini Toolbar is available by right-clicking anywhere in the box. You can also use the formatting buttons on the Home tab, Font Group 43 Excel 2016 Intermediate Version 1.0 2015 MCS
Adding WordArt to a Chart You can use WordArt formatting as another way to create an eye-catching title to your chart. 1. Ensure that the text is selected in the title 2. On the Chart Tools contextual tabs, click the Format tab 3. In the WordArt Styles group, click on the More button to display the entire Styles gallery 4. Select the Gradient Fill, Aqua 1 Reflection style (seventh style in the group) 5. Change the Text Fill color to Purple Editing Charts After you create the chart, you can instantly change the formatting. You can apply a predefined layout and style to the chart or change the chart elements manually. Change the chart type We can change the column chart to a pie chart. 1. Click the chart so it is active 2. On the Design tab, in the Type group, select the Change Chart Type button 3. Select the 3-D Pie type from the Pie chart types, then click OK 4. Click on the Add Chart Element button (in the Chart Layouts group) and select Legend and then Right 2013 MCS Excel 2016 Intermediate Version 1.0 44
Rotate chart Kay wants to rotate the pie chart so the large slice for Rent is in the back of the pie. 1. Click on chart to make it active 2. Under the Format Tab (in Chart Tools Tabs on the Ribbon), click the button (the dialog box launcher) in the lower right of the Shape Styles group to expand the Format Shape Panel 3. Click on the Hexagon button, in the panel, to display those options 4. Under Chart Options, make sure Chart Area is selected 5. Click to open the 3-D Rotation option in the panel 6. Change the Rotation for the X axis to 90 7. Click X close the Format Panel Note: In Excel 2010, rotating a chart is simpler: Go to the Layout contextual tab and select the 3-D Rotation button from the Background group Change the Rotation for the X axis to 90 Click Close Extract a Slice of the Pie Chart If you want a certain category of your chart to stand out, you can extract it from the chart so it is a free standing section. 1. Click the Auto Expense slice of the pie once and notice that there are not handle bars around the entire pie, then click it again so the black handle bars frame only the Auto Expense slice 2. Click-and-drag the Auto Expense slice down slightly, then release the mouse button. 45 Excel 2016 Intermediate Version 1.0 2015 MCS
Formatting a Data Series We can add data labels to our Pie chart to further format the data. 1. Click on the Chart and then in the upper right of the Chart, click on the Chart Elements button (+) and select Data Labels 2. Click on the arrow to the right of the Data Labels and then select More options to open the Format Data Labels Panel 3. In Label Options, check the box next to Percentage 4. Uncheck the Value box 5. Change the Label Position to Outside End, then close the dialog box. 6. Click on the new % labels to select them in the pie chart, then right-click to display the mini toolbar and click Bold Note: In Excel 2010, Data Labels can be found under the Layout tab, in the Labels group 2013 MCS Excel 2016 Intermediate Version 1.0 46
Creating Multiple Series Charts You can also create charts based on multiple series of data. For example, Kay wants to compare her operating expenses for each month in Q1 in a chart. Define the chart To create a chart with multiple series, we want to do the same as before and select all of the data for all 3 months as well as the appropriate labels. 1. Make Q1 the active sheet 2. Drag-select cells A17 to D21 3. On the Insert tab, in the Charts group, choose the chart type by clicking Column 4. In the Chart Subtype, click Clustered Column (the first chart type) Define the Series Now we want to label each series and ensure that the correct data is selected. 1. On the Design tab, in the Data group, click Select Data. 2. In the Select Data Source box, under Legend Entries (Series) click Series 1 and click Edit 3. For the Series Name, type: January. Click OK 4. Select Series 2, and change it to: February 5. Select Series 3, and change it to: March 6. Click OK when finished to close the dialog box 47 Excel 2016 Intermediate Version 1.0 2015 MCS
Sparkline Charts Sparkline charts allow you to display a mini chart in the same row as your data. By putting a visual chart close to your data, you can better convey your information to others. We will create a chart that shows how the supply costs trend has been across the past 3 months of Q2. 1. Go to the Supply Costs sheet 2. Click in cell J5 3. On the Insert tab on the Ribbon, in the Sparklines group, click the Line button 4. In the dialog box, click in the Data Range field 5. With your mouse, select cells F5:H5 in your table, then click OK 6. Grab the fill handle for cell J5 and drag down to cell J14 to create a Sparkline for those rows as well 7. With the Sparklines selected in column J, on the Sparkline Tools Design contextual tab, click on the Sparkline color button (in the Style group) 8. From the menu select Weight, then 1 ½pt 9. Drag to make column J wider to better display the Sparkline charts 2013 MCS Excel 2016 Intermediate Version 1.0 48
Review 1. Make Q2 the active sheet 2. Create a chart for April s Operating Expenses (page 42) Choose the 3-D pie chart (page 32) 3. Create a title (above the pie chart in the chart area) titled: April s Operating Expenses. Make the font Bold and 14pts (page 43) 4. Zoom out of the worksheet by clicking the Zoom Out button on the status bar until it is at 70% 5. Re-locate and resize the chart so the upper left hand corner is in cell H5 and the lower right hand corner is in cell P23 (page 43) 6. Rotate the pie to 170 degrees on the X rotation (page 45) 7. Extract the slice that represents Electric (page 45) 8. Add Percentage data labels displayed on the Outside ends of the slices. (page 46) 9. Make the percentage labels a Bold font. (page 46) 10. Completed chart should look like diagram 1.12 below. Diagram 1.12 49 Excel 2016 Intermediate Version 1.0 2015 MCS
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