advanced excel training module

ADVANCED EXCEL TRAININGBusiness Quality Development

Objectivej

To provide the participants with an understanding of the d d f t f MS E ladvanced features of MS Excel

Advanced Excel TrainingAnna Torrijos

Advanced EXCEL® Topicsp

N i C ll d R Naming Cells and Ranges

Conditional Functions Working with Data ListsConditional Functions

Lookup Functions

Lists Pivot Tables Pivot Tables Data Validationa a a i a io


Naming Cells and RangesNaming Cells and Ranges


Name cells by using labels

Name cells by using existing row and column labelsy g g

Select the range you want to name, including the row or column labels.

On the Insertmenu, point to Name, and then click Create., p ,

In the Create names in box, designate the location that contains the labels by selecting the Top row Left column Bottom row or Right column checkby selecting the Top row, Left column, Bottom row, or Right column check box.

Note A name created by using this procedure refers only to the cells that i l d d i l d h i i d l l b lcontain values and does not include the existing row and column labels.


CName a Cell or Range Using Names Box

1 S l t th ll t t 1. Select the cell or range you want to name. 2. Click the Name box on the formula bar. 3. Type a name for the range. A range name can include

l l tt b duppercase or lowercase letters, numbers, and punctuation, but no spaces. Try to use a simple name that p p y preflects the type of information in the range, such as BookTitle.BookTitle.

4. Press Enter. The range name will appear in the Name box whenever you select the range.


Conditional FunctionsConditional Functions


Using IF – Basic and NestedSyntax

IF(logical_test,value_if_true,value_if_false)

Using IF Function ‐ Basic

( g _ , _ _ , _ _ )

Enter the formula =IF(condition,expression1,expression2), where condition is any condition that is either true or false, expression1 is the value of the a y o i io a i ei e ue o a e, e p e io i e a ue o eformula if the condition is true, and expression2 is the value of the formula if the condition is false

Using IF Function ‐ Nested

E h f lEnter the formula =IF(condition1,expression1,IF(condition2,expression2,expression3)). If condition1 is true the relevant value is expression1 Otherwise we checkcondition1 is true, the relevant value is expression1. Otherwise, we check condition2. If it is true, the relevant value is expression2. Otherwise, the relevant value is expression3


relevant value is expression3

Using IF w/ AND, IF w/ OR

Using IF Function ‐ with AND Conditiong

E t th f l IF(AND( o ditio 1 o ditio 2) e e io 1 e e io 2)Enter the formula =IF(AND(condition1,condition2),expression1,expression2). This results in expression1 if both condition1 and condition2 are true. Otherwise it results in expression2Otherwise, it results in expression2

Using IF Function ‐ with OR Condition

Enter the formula =IF(OR(condition1,condition2),expression1,expression2). This results in expression1 if either condition1 or condition2 is true (or if h ’ b h ) O h i i l i i 2they’re both true). Otherwise, it results in expression2


SUMIF / COUNTIF/

SUMIF

Add h ll ifi d b i Adds the cells specified by one given criteriaSyntax

SUMIF(range,criteria,sum_range)

COUNTIF

Counts the number of cells within a range h h i i ithat meet the given criteria.

SyntaxCOUNTIF(range,criteria)


Lookup FunctionsLookup Functions


Using VLOOKUP and HLOOKUP

Syntax

VLOOKUP = (lookup_value,table_array,col_index_num,range_lookup)( p_ _ y _ _ g _ p)

HLOOKUP= (lookup_value,table_array,row_index_num,range_lookup)

Where: Lookup value ‐ is the value to be found in the first row of the table. p_This can be a value, a reference, or a text string. Table_array ‐ is a table of information in which data is looked up. Use a reference to a range or a range name. Row_index_num or Col _index_num ‐ is the row number in table array from which the matching alue will be returnedtable_array from which the matching value will be returned. Range_lookup ‐ is a logical value that specifies whether you want HLOOKUP to find an exact match or an approximate match


HLOOKUP to find an exact match or an approximate match.

Working with Data ListsWorking with Data Lists


Sorting 1. Click the field name by which you want to

tsort. 2 Click the Sort Ascending or the Sort 2. Click the Sort Ascending or the Sort

Descending button on the Standard toolbar.


Sorting (more than 1 field) 1 Click anywhere within the list range 1. Click anywhere within the list range. 2. Click the Data menu, and then click Sort. 3. Click the Sort By list arrow, and then click the field on which the

sort is based (the primary sort field). 4. Click the Ascending or Descending option. 5. Click the top Then By list arrow, select a second sort field, and 5 C p y , ,

then click Ascending or Descending. 6 If you want click the lower Then By list arrow select a third sort6. If you want, click the lower Then By list arrow, select a third sort

field, and then click Ascending or Descending. 7 If available click the Header Row option to exclude the field 7. If available, click the Header Row option to exclude the field

names (in the first row) from the sort, or click the No Header Row option to include the field names (in the first row) in the sortoption to include the field names (in the first row) in the sort. (Note: The header row is the first row in your list that contains the column names or field labels )Advanced Excel Training

Anna Torrijos

column names or field labels.) 8. Click OK.

Subtotals 1. Click anywhere within the data to be

subtotaledsubtotaled. 2. Click the Data menu, and then click Subtotals. ,

(Note: If a message box appears, read the message and then click the appropriate b tton )message, and then click the appropriate button.)

3 Click to select the appropriate check boxes to 3. Click to select the appropriate check boxes to specify how the data is subtotaled.

4. Click OK.


Filtering (display parts of list)1 Cli k i h li 1. Click in the list range.

2 Click the Data menu point to Filter and then click2. Click the Data menu, point to Filter, and then click AutoFilter.3 Cli k th li t f th fi ld t t 3. Click the list arrow of the field you want to use.

4 Select the item that the records must match to be4. Select the item that the records must match to be displayed.

5. To redisplay all records in the list, click the Data menu, point to Filter, and then click Show All.p

6. To remove the field list arrows, click the Data menu, i Fil d h li k A Filpoint to Filter, and then click AutoFilter.


Filtering (display specific records)Filtering (display specific records)

1 Click anywhere within the list range 1. Click anywhere within the list range. 2. Click the Data menu, point to Filter, and then click , p ,

AutoFilter. 3 Click the list arrow of the field for which you want to 3. Click the list arrow of the field for which you want to

specify search criteria. 4. Select the item that records must match in order to be

included in the listincluded in the list. 5. Repeat steps 3 and 4, as necessary, to filter out more

records using additional fields. 6 Click the Data menu point to Filter and then click 6. Click the Data menu, point to Filter, and then click

AutoFilter to turn off AutoFilter and redisplay all records in th li t Advanced Excel Training

Anna Torrijosthe list.

Pivot TablesPivot Tables


Create Pivot Table

1 Cli k ll i hi h li 1. Click any cell within the list range. 2. Click the Data menu, and then click PivotTable And PivotChart Report. 3. If using the list range, click the Microsoft Office Excel List Or Database

option. 4. Click the PivotTable option, and then click Next. 5. If the range does not include the correct data, click the Collapse Dialog g , p g

button. Drag the pointer over the list range, including the field names, to select a new range, and then click the Expand Dialog button.

6. Click Next to continue. 7. Click the New Worksheet option to place the PivotTable report.p p p 8. Click Finish. 9 Drag fields from the Field List to areas on the PivotTable Report 9. Drag fields from the Field List to areas on the PivotTable Report.


Modify Pivot Tablesy

1. Click the worksheet tab with the PivotChart you want1. Click the worksheet tab with the PivotChart you want to modify.2 Cli k th Ch t Wi d b tt th Pi tT bl 2. Click the Chart Wizard button on the PivotTable or Standard toolbar.

3. Make selections from each of the four Chart Wizard dialog boxesdialog boxes.

4. Click Finish.


Updating Pivot Tablesp g

1 M k h ( ) i th k h t h li t 1. Make any necessary change(s) in the worksheet where your list range resides.

2. If necessary, select a different worksheet, and then click any cell in the PivotTable Report.

3. Click the Refresh Data button on the PivotTable toolbar, or click the PivotTable drop-down arrow on the PivotTable toolbar, and then click p ,Refresh Data.

4. Add or Remove a Field in a PivotTable or PivotChart Report4. Add or Remove a Field in a PivotTable or PivotChart Report 5. Position the pointer over the field that you want to add to or remove

from the PivotTablefrom the PivotTable. 6. Drag the field on the PivotTable to add the field or drag it off the

Pi tT bl t th fi ldPivotTable to remove the field.


Change Field Settings in a PivotTable or PivotChart Report

1 S l t th fi ld t t h 1. Select the field you want to change. 2. Click the Field Settings button on the PivotTable2. Click the Field Settings button on the PivotTable

toolbar.3 M k th h t th fi ld 3. Make the necessary changes to the field.

4. Click OK.


Data Validationata a dat o


Data Validation1. On the same worksheet, type the list of valid entries down a single column or across a

i l D t i l d bl k ll i th li tsingle row. Do not include blank cells in the list.

2. Select the cells that you want to restrict.

3. On the Data menu, click Validation, and then click the Settings tab.

4. In the Allow box, click List.

5. In the Source box, enter a reference to your list of valid data. If you want to select from a list of the entries when you click a restricted cell, make sure the In-cell dropdown check box is selected.

6. To specify that the entry is not valid if the restricted cells or the cells that contain your list of valid data are blank, clear the Ignore blank check box.

7. To display messages to prompt for entries and to explain or prevent incorrect entries, specify the types of messages you want on the Input Message and Error Alert tabs.


Important Tipp p

U E l’ h l !Use Excel’s help!


Thank you !!!


advanced excel training module

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