EXCEL INTERMEDIATE 2016 Alexandria Technical and Community College Customized Training Technology Specialist 1601 Jefferson Street, Alexandria, MN 56308 320-762-4539 Linda Muchow lindac@alextech.edu
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Table of Contents IF Statement... 3 IF AND OR... 4 Nested IF Statement... 5 VLOOKUP... 5 SUMIF... 6 Intermediate Charting... 8 Protecting your Files & Worksheets... 10 Password Protect your Entire File... 10 Select Blank Cells... 10 Multiple Arithmetic Operators... 11 Data Validation... 12 Conditional Formatting... 13 Formatting Data... 14 Hide Columns... 15 2
IF Statement The Excel IF Function returns one value if a specified condition evaluate to TRUE, or another value if it evaluates to FALSE. In this example, each employee received a Job rating with 1 being the worst rating and 5 being the best rating. Each employee that has a job rating of 4 or 5 will receive a $250 bonus. The IF function can run the logical reference (greater than 3) and put the number 250 in each cell that meets that requirement. If the job rating is less than 4, the IF statement will put a 0 in the cell. 1. From the Formulas Tab >> Function Library select Logical and then IF. 2. The Function Arguments window should be filled out as sown below. 3
3. Use the AutoFill handle to copy the function. IF AND OR =IF(AND(D2>5,C2>10000),2,1) Salespeople who have been employed for more than 5 years AND have sales of greater than $10,000 should be assigned a job level of 2, all others should have a job level of 1. IF(OR(D2>5,C2>10000),2,1) Sales people who have been employed for more than 5 years or have sales of greater than $10,000 should be assigned a job level of 2, all others should have a job level of 1. 4
NESTED IF STATEMENT Sales people who have sales of 40,000 or greater are a level 3, $10,000 or greater are a level 2, the rest are a level 1. VLOOKUP There are a number of Excel functions that you can use to look up and return information within a table. The most popular function for most users is VLOOKUP, which searches the first column of a range of cells and then returns a value from any cell on the same row. The inherent limitation of VLOOKUP is that whatever value you want to return must be to the right of that first search row. =VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup]) In this example we are using the Code in column B as the lookup value. Our table array is an absolute reference to cells F3:H6. Column F provides the lookup reference in the left most column of the table array, referred to as column 1. Column G, referred to as column 2, will return the product name. Column H, referred to as column 3, will return the product price. 5
SUMIF SUMIF is a function to sum cells that meet a single criteria. SUMIF can be used to sum cells based on dates, numbers, and text that match specific criteria. SUMIF supports logical operators (>, <, <>, =) and wildcards (*,?) for partial matching. Our objective is to find the total sales for each of our Sales people. 1. Formulas Tab >> Function Library group >> Math & Trig >> SUMIF 2. In the Range argument you will select the column that matches up with the criteria. In our case, we will select the Salesperson Column. 3. In the criteria argument you can either type in the name or in this worksheet we can click on the salesperson s name that is listed in our worksheet. 6
4. Next, we will define the Sum_range by selecting the order amount column. Click OK. 5. This adds (sums) up all of the orders for Buchanan. 7
Intermediate Charting Charting Non-Adjacent Data Select the first range of data. Hold down the Ctrl key as you drag to select the additional range(s). Be sure to include headings in the selection! Adjusting Scale 1. Double click the Axis you want to change. A Format Axis task pane will open on the right hand side of your screen. 2. Enter new Minimum, Maximum and Units which are all scale increments. Add a Trendline 1. Right mouse click the data series you want to add a trend line to. OR select the data series and then click the Chart Element button and make your selection from there. 2. You can select Linear, Exponential, Linear Forecast, or Two Period Moving Average. 3. The Trendline will be assigned. Charting Keyboard Shortcuts F11 inserts a default chart into a separate worksheet. Alt+F1 embeds a default chart into your current worksheet. 8
Creating a chart with two Scales 1. Select your data. From the Insert Tab, Charts Section. Select Combo chart and make a selection from there. Adding Data Labels 1. Select the Chart. 2. From the Chart elements button select data labels and then select where you would like them placed. 9
Protecting your Files & Worksheets Protecting / Unprotecting Worksheets Protecting a worksheet prevents editing of cells (unless they are unlocked), and can also prevent other commands from being used. 1. Turn on protection by choosing Review >> Protect sheet. Select specific actions to permit. A password is optional. 2. To unprotect, choose Review >> Unprotect Sheet. Enter the password if prompted PASSWORD PROTECT YOUR ENTIRE FILE 1. Click the File Tab, select Save As >> Browse 2. From the Save As window, click the Tool dropdown in the lower right hand corner. 3. Choose General Options. 4. You can provide a password to open the file, modify the file or both. Select Blank Cells 1. Select the data. Home Tab >> Find & Select >> Go To Special (F5 >> Click Special). 2. Select the Blanks radio button. 10
Multiple Arithmetic Operators Many formulas that you create in Excel 2016 perform multiple operations. Excel follows the order of operation when performing each calculation. You can use parentheses to change the order of operations, even nesting sets of parentheses within each other. Order of Operation Arithmetic Operator Excel Symbol Please Parentheses () Excuse Exponents ^ My Multiplication * Dear Division / Aunt Addition + Sally Subtraction - Multiplication and division pull more weight than addition and subtraction and, therefore, are performed first, even if these operations don t come first in the formula (when reading from left to right). Consider the series of operations in the following formula: =H10+H11*G12 This formula multiplies H11*G12 (650*20%) THEN adds H10 (525) =(H10+H11)*G12 This formula performs the calculation within the parentheses first H10+H11 (525+650) THEN multiplies it by G12 (20%). 11
Data Validation To limit entry to a list of values: 1. Ahead of time, enter the possible values on the same worksheet but far away from anywhere that will contain values or be subjected to possible deletion. 2. Click in the cell(s) where you want to control what gets entered. 3. Select Data ribbon > Data Tools group > Data Validation 4. On the Settings tab, select List under Allow: 5. Enter or select the source for possible responses. 6. Under Input Message, you can provide a prompt to assist during data entry: 7. Under Error Alert, you can provide remedial support to encourage the correct selection. You can also choose the make the error only a warning instead of refusing to take their value. 8. Click on OK to finalize your choices. To restrict entry to other specific types: At times it s useful to set cells to only accept certain kinds of information. These are things such as whole numbers, decimals, and dates. 1. Click in the cell(s) where you want to control what gets entered 2. Select Data ribbon > Data Tools group > Data Validation 12
Conditional Formatting Excel provides automated means to visually alter the appearance of cells based on analysis of their contents. This can involve changing background or font colors, or even displaying meaningful icons. Conditional formatting can be implemented in multiple ways, and we will examine a few of them. Additional ways to use this functionality can be found in Microsoft Office Excel Help, or by searching the Internet for methods that may suit your specific purposes. To access this area: Home ribbon > Styles group > Conditional Formatting Icon Sets These can be used to show pictorial representations in a range of associated cells to graphically show comparative levels among them. Simply select the range and an icon set. Color Scales These depict a gradient type of effect within a range of cells. To use this functionality, select a desired range and chose a color scale: Highlight Duplicates Use conditional formatting to find and highlight duplicate data. That way you can review the duplicates and decide if you want to remove them. 13
Formatting Data Format Painter The Format Painter in Excel makes it easy to copy the formatting of a cell and apply it to another. With just a few clicks you can reproduce formatting such as fonts, alignment, text size, border, and background color. 1) Click on the cell with the formatting you d like to copy. You will see a marquee around the selected cell. 2) Then, from the Home Tab, Clipboard group, double click on the Format Painter option. This turns format painter on. 3) Your cursor changes and now includes a paintbrush graphic. Move to the cell where you d like to apply the formatting and click on it. Your target cell will now have the new formatting. 4) To turn format painter, click the format painter button again or press the Esc key on your keyboard. Clear Formats To clear all formats / contents from a cell, use the Clear button from Home Tab, Editing Group. Number Formats By applying different number formats, you can display numbers as percentages, dates, currency, and so on. 1) Select the numbers you want to format. 2) From the Home Tab, Number Group, select a formatting option from what is displayed or click the General Drop down to select an option from there. Formats include: Number, Currency, Accounting, Short Date, Long Date, Time, Percentage, Fraction, Scientific, and Text. Format Negative Numbers 1. Select the cells you wish to format. 2. Right mouse click >> Select Format Cells 3. Select the Number Tab. Notice this is where you can format negative numbers with a currency format. 14
HIDE COLUMNS 1. Select the columns you wish to hide using the column headings. 2. Right mouse click anywhere that is highlighted. Select Hide. 3. To unhide, select the columns to the left and right of what is hidden. OR, select the Select all button. 4. Right mouse click anywhere that is highlighted. Select Unhide. 15