Excel Level 3 - Advanced

Excel Level 3 - Advanced Introduction This document covers some of the more advanced features of Excel. Spreadsheets can be used in such a multiplicity of ways that it cannot hope to even touch on all possible features, but will give you an insight into some of the more useful. Prerequisites The exercises below assume that you are familiar with the use of a computer keyboard and mouse and have some knowledge of the basic techniques used in Excel, or have completed document 5.167, Intermediate Excel. Contents 1. Download a workbook 2 2. More Conditional Formatting 3 3. Protecting Worksheets 5 4. Pivot Tables 7 5. VLOOKUP 11 6. COUNTIF and SUMIF 14 7. Advanced charting 17 About this Document Words in bold Small capitals e.g. ALT Press KEY1 + KEY2 Press KEY1, KEY2 Bulleted lists Choose Insert - Picture Will need to be typed or chosen from a menu or window Indicate keys that you press Press both keys together Press each key consecutively Are guidelines on how to perform a task Show menu commands in this case, choose the option Picture from the Insert menu at the top of the screen This document is available from the ITS help desk, Malet Street or from the College intranet at www.bbk.ac.uk/its/docs/. Large print copies are available on request Birkbeck College IT Services 1

1 Download a workbook Objectives Method Download a spreadsheet for use in the exercises that follow Use Internet Explorer to save the file from the ITS website Comments Right-clicking on a link brings up different options 1.1 Internet Explorer We will use Internet Explorer to download a spreadsheet to save typing it from scratch Open Internet Explorer Browse to http://www.bbk.ac.uk/its/help/training/course_material/excel3 (or http://bit.ly/hcz8de for short) Save the spreadsheet into your My Documents folder Open Excel Open the spreadsheet you have just saved 2 Birkbeck College IT Services

2 More Conditional Formatting Objectives To look at further options available within the conditional formatting command Method Select a column and use the Conditional Formatting icon on the Home Ribbon 2.1 Data bars Switching on Data bars for a column gives you a quick visual display of the relative size of the numbers within that column. Choose Data bars - More Rules to change the colour of the bar and (by ticking the Show Bar Only option) hide the values. 2.2 Colour scales The colour scales options will mark the lowest number in one colour, the highest in another and those in between in shades. Note that on the Applicants sheet the lowest numbers are the percentages in row 3, so for the best results select only the marks from row 4 downwards and apply conditional formatting to them. Chose Color Scales More rules to change the colours used. 2.3 Icon sets The icon sets provide a little more flexibility choosing Icon Sets More Rules allows you to specify which numbers should be marked with which colour. Birkbeck College IT Services 3

Combined with particular values be sure to change the Type to Number you can clearly mark firsts, passes and fails. 4 Birkbeck College IT Services

3 Protecting Worksheets Objectives Method To protect hidden areas and locked cells Use the Review Ribbon Comments Note that cells are automatically set to be protected 3.1 Protect cells Excel s protection commands are on the Review Ribbon. Each cell has a flag that says whether it will be locked when the protection is added to a worksheet. Note that cells are set to be locked by default, so you need to specify which cells users of the spreadsheet can edit. On the Marks 09/10 sheet, select all the cells with marks in (C4:G142) On the Home Ribbon, click on Format. Lock cell is highlighted, to show that all these cells will be locked if protection is applied Click Lock Cell to switch off the Lock Click on Format again and then on Protect Sheet Note the options available, allowing you to prevent users from changing formatting, add rows and so on Click OK So long as you do not enter a password, anyone can unprotect the sheet by clicking Format-Unprotect sheet. If you do use a password, make sure you will remember it even if a long time passes before you use the spreadsheet again. Birkbeck College IT Services 5

Try changing some of the marks, then any of the other cells 3.2 Protect Sheet If you have hidden worksheets you want to protect, you should use the Protect icon on the Review Ribbon. Hide the Marks 09-10 sheet (right-click on the tab, or use the Hide command on the View Ribbon) Choose Review Protect Workbook Protect Structure and Windows Click OK (again, be careful when setting passwords) Click on the tab to move to the Summary sheet, if necessary Now, if you try to unhide the sheet, nothing appears. However, the sheet is still within the workbook, and a user can find out its name from the cross-sheet calculations in cells C2:D6 of the Summary sheet. With that information, they could check what was on the hidden sheet. In cell A9, type ='Marks 09-10'!A1 Use the drag handle to copy that formula a few cells to the right and then, with all those cells selected, use the handle again to copy it down a few rows. The formatting may be odd (column B, for instance, is formatted as dates), but the contents of the sheet are shown Even protecting every cell in a spreadsheet so that cross-sheet formulas can t be entered won t fully protect a hidden sheet, as you could use a cross-workbook formula instead. 6 Birkbeck College IT Services

4 Pivot Tables Objectives Pivot tables are used to summarise information held in a table, allowing you to view data in any combination you choose Method Click into a table and choose Insert-Pivot table, then drag headings into the appropriate box Comments For count functions you will need a unique identifier you can always assign an arbitrary numeric one if there isn t one already in place. 4.1 Applicants worksheet With several pieces of repeated information, the applicants table is ideally suited to a pivot table. Click on the tab to switch to the Applicants worksheet Click into the table you do not need to select the whole thing On the Insert Ribbon, click on PivotTable The data should be selected note the absolute references used. Click OK Birkbeck College IT Services 7

4.2 Build a pivot table To build a pivot table, we must drag column headers into the relevant spot on the right hand side of the screen. We will count the number of applicants for each module code. Drag the field Applied for into the Row Labels box To use the Count function, we need a unique field so surname will not do as if, for instance, 5 people called Smith have applied they will only be counted as one applicant. The ID field can be used. Drag the ID field into the Values box Excel has automatically produced a calculation based on the values we have entered but because the values in the ID column are numerical, it has SUMmed them (had they been textual, Excel would have COUNTed). Double click on Sum of ID on the worksheet itself Choose Count from the list Click OK The results should now be more sensible. Pivot tables allow you to quickly change the way information is reported, by adding or removing fields (columns on the original worksheet) to the pivot table. Drag the Qualifications field to the Column Labels box We now see the total number who have applied for a course by the level of their 8 Birkbeck College IT Services

qualifications this table also shows up our original data entry to be somewhat lacking, as for some people this field has been left blank, which leaves it unclear as to whether they have no qualifications or the information has not been supplied. Drag the Qualifications field out of the Column Labels box (or just untick the box next to it in the field list) Drag the First Contact field into the Column Labels box Every date is now listed as a column heading Click and drag across from the first date to the last date in June Right-click and choose Group (if you prefer, click on the PivotTable Tools- Options Ribbon and choose Group) Click on the text Group1 and type June to rename it Use the sign next to the Group to hide its constituents 4.3 A better way to group data The group function is useful if you need to collect information together on the fly, but Excel will not remember your groups if you remove the Pivot Table. In this case we can use the MONTH function to put that information in the original table. The month formula can be used on a date field to show only the month from that field. Click on the tab to return to the Applicants sheet Label cell H1 as Month In cell H2, type =month(d2) Copy that formula all the way down the column That gives us a quick group that we can now use in our PivotTable. Excel will not, however, automatically update the Pivot Table. It is possible to change the Data Source for a PivotTable, by using the Change Data Source command, shown below. As that resets the table, it is just as quick to start from scratch. 4.4 Searching for help At the moment our dates can be grouped under the various month headings, which will appear in the PivotTable just as they do on the spreadsheet 5, 6, 7 and so on. We could rename those headings to put the names of the months in, but it would be better if we could convert the numbers into text. Birkbeck College IT Services 9

It is not always obvious how to tweak data in this way, but the internet has a wealth of expertise available, so long as you can ask the right question. Search google for the answer your search text might be Excel month as text The top result for that (http://www.mrexcel.com/archive/formulas/7514.html) gives two possible solutions the first would work, but requires us to enter a separate table to hold the months and then use that as a lookup (reference) table The second solution is neater and we ll use that In cell I1, type the heading Month name In cell I2, type the formula =TEXT(DATE(2000,h2,1),"mmmm") Copy that formula down the column 4.5 A new pivot table We will create a new pivot table using the new data. Click into the data on the Applicants sheet Choose Insert PivotTable Click OK Drag ID into Values Double click on Sum of ID and change the formula to COUNT Drag Applied For into Row Labels and Month name into Column labels Try dragging the Contact field into the Column Labels box and then moving it into Row Labels Rename the new sheet Pivot Table Experiment with other data to see if it can be made into a Pivot Table. 10 Birkbeck College IT Services

5 VLOOKUP Objectives Method Use VLOOKUP to return values from a table VLOOKUP compares the value in a cell with the first column of the reference table, then brings back the value in the column you specify Comments Lookup functions are database functions, allowing you to enter shortened or coded information but still see the full text 5.1 Module titles It would be useful to show the full course titles, rather than just the module codes, on the Applicants sheet, but laborious to type them each time. Any lengthy but oft-repeated data might be suitable for a LOOKUP table. Click the tab to return to the Applicants sheet Insert a column to the right of the Applied for column Label that column Full title Click into the first blank cell (row 2) Use the Insert Function icon to search for LOOKUP Select VLOOKUP and click OK There are several variables to fill in, but they are fairly self-explanatory once you know what you are trying to do. The Lookup_value is the cell containing the data that should be looked up. In this case that is the module code, in E2 Table_array is reference table, in this case the table on the Titles sheet Col_index_num is the result of the formula, and tells excel which column from the reference table to show Range_lookup tells Excel whether to find the nearest value or only exact matches. In our case, because the module codes are all very similar we must put FALSE (for exact matches only) or we see an error message. Fill in values as above, using the mouse where you prefer, then click OK 5.2 Name a range The formula above works, but note that the Table_array uses relative references. What happens if you copy the formula down the column? Birkbeck College IT Services 11

Just as we have previously named individual cells, it is possible to name a range, allowing you to use that name rather than the cell range to specify the reference table in a database function. Quicker, neater and an absolute reference. Click the tab to move to the Titles sheet Select the data on that sheet Name the range Modules Correct the formula in cell F2 of the Applicants sheet to use the new name, and copy that formula all the way down the column Try changing some of the module titles (only the last letter needs to be changed, up to FA001234J) to check the VLOOKUP function works 5.3 Changing a name If we add a row in the middle of the Modules table, Excel will automatically include it within the named range for example, adding a new row 6 will make the name Modules apply to A1:D12, where previously it was A1:D11. However, if we add a row at the end of the table Excel may not spot it, so we will have to redefine the table. On the Titles sheet, add the data below to the first free row FA001234K MA Classical civilisation On the Formulas tab, click on the Name Manager icon At the bottom of that dialog box, click into the Refers to: box Use the mouse to drag over the new table Click Close and then Yes to save the changes Note that from this function you may also remove names that are no longer needed. 12 Birkbeck College IT Services

You may have spotted that you could add a row in the middle and then sort the data to save re-defining the name! For a VLOOKUP function, the first column should always be in ascending order. HLOOKUP works in the same way, but looks at data in rows. 5.4 A second example On the Applicants tab, add a formula to lookup the module code and return the cost of that course for each applicant in the column labelled Cost. Birkbeck College IT Services 13

6 COUNTIF and SUMIF Objectives Use formulas that rely on specific criteria Method Excel will remind you of the syntax for either formula when you type its name after an = sign in your workbook Comments Both formulas are useful for summarising information 6.1 COUNTIF We will use COUNTIF to give us the total number of people who have applied for a course. Add a new sheet to the workbook and label it Applicant Overview Label A1 as Module Label B1 as Total no. of Applicants, and resize it as necessary Label C1 as Potential Revenue Format the headings to give them a little more emphasis Rather than type the module codes again, and to avoid having to copy/paste them if they change, we ll use a quick cross-sheet calculation to report them in this worksheet. In cell A2, type an = Click on the Titles sheet and then on the first module code (cell A2) Press RETURN Copy that formula down that column until there are no more module codes to show The COUNTIF syntax is relatively straightforward; =COUNTIF(range,criteria) Click into cell B2 on the Applicant Overview sheet Type =COUNTIF( We want to count values on another sheet, so again need to click on that sheet. Click on the tab for the Applicants worksheet Excel will count the numerical values in whatever range we now specify since the top row is text, we can use a whole column. We want to count applicants by module code, so need to use the column containing those codes. Click on the heading. E, to select the whole column We now need to specify the criteria. It is possible to get a little lost here, since if you try to return to the other worksheet, Excel will change the references in the formula. 14 Birkbeck College IT Services

Type a comma Now you may click elsewhere on the sheet. To save us typing the module codes, we may as well use the codes on the Applicant overview sheet within this formula. Click on the Applicant Overview sheet Click on cell A2 Press RETURN The final formula should look like =COUNTIF(Applicants!E:E,'Applicant Overview'!A2) Copy that formula down the column 6.2 SUMIF This formula is slightly more involved than COUNTIF, as it allows you to look for a particular criterion but count a value in a different column (e.g. look for a module code in one column but add up the total cost that appears in another column entirely). On the Applicant Overview sheet, click into cell C2 (the first empty cell under the heading, Potential Revenue) Type =SUMIF( Click on the Applicants tab Again we will be searching for a module code, so click on the heading, E Type a comma Click on the Applicant overview sheet and then on cell A2 (the first module code listed there) Type a comma Assuming you have the same columns, the final formula should look like Where =SUMIF(Applicants!E:E,'Applicant Overview'!A2,Applicants!J:J) E:E is the column on the Applicants sheet that contains module codes A2 is the cell on the overview sheet that contains just one module code J:J is the column on the Applicants sheet that contains the cost Text also works for the middle section; =SUMIF(Applicants!E:E, FA01234A,Applicants!J:J) Copy that formula down the column Birkbeck College IT Services 15

Try changing the values for the cost of different modules on the Titles sheet to check all the sheets are linked as they should be. 16 Birkbeck College IT Services

7 Advanced charting Objectives To modify a chart in Method Use the Comments This technique might be misleading, depending on how many pictures are displayed in each data series 7.1 Add a column chart On the Applicant Overview sheet, select all the data Use the Insert Ribbon to add a Clustered Column chart (the top left option under Column) Use Move Chart (Design Ribbon or right-click) to put the chart on its own sheet, called Revenue by Course At the moment, the two data series have a standard colour fill. To change that you may use either the Chart Tools-Format Ribbon or a right-click, but you will have more options if you either right-click or use the icon next to Shape Styles on the Ribbon Right-click on the data-series Choose Format Data Series On the Series Options screen, reduce the size of the Gap between the columns Click on Fill, Picture or texture fill and then on Clip Art We will replace the coloured fill with a picture of money search for cash, money, coin or similar Change the repetition of that image to stacked, as below Repeat for the other data series see if you can find a suitable piece of clip art of a person Birkbeck College IT Services 17

Note that it is also possible to change just a single column, in the same way that we changed a single slice of a pie chart. Normally you would not do so in a column chart, because all the data is related, but it might help to emphasise different courses. 18 Birkbeck College IT Services