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EXCEL 2007

INTERMEDIATENolan Tomboulian

Tomboulian@Yahoo.comMay 24, 2012

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This class is for students who have some experience using and creating Excel workbooks, understand cell and worksheet formatting, worksheet navigation, basic mathematical operands (+, -, *, /, ^) , relative and absolute cells and Functions.

Intermediate Course Objectives

•Quick Skill Review of:•Ribbon / Tabs / Groups / Commands / Quick Access / Customization•Workbook navigation and keyboard commands•Copy / Paste / Paste Special Options •AutoFill Options•Cell Formatting and selecting ranges•Formulas: Relative and Absolute cell reference

•Conditional Formatting•Data Validation•Using DATE and TIME Functions•Logical functions (IF, AND, OR, NOT)•Lookup Tables and Functions•Data & Tables: Filtering / Sorting / and custom sort lists •Sub-Totals and groupings•Intermediate formulas and functions (Round, INT, MODE, MEDIAN,

RANK)•Conditional Data Summaries (COUNTIF, SUMIF, AVERAGEIF, COUNTA)•Intermediate charts and graphics•Introduction and creation of Pivot Tables

HousekeepingRULESINTRODUCTIONSLOGISTICSAGENDAFILE INFORMATIONCONTACT INFORMATION

Logistics Parking Bathrooms Student Facilities Smoking Fire Alarm / Code Red Lunch & Breaks

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This class will not be…

LengthyEndless ContinuousTorture withUnendingRepetition of Explanations.

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A LECTURE

Class participation is welcomed and beneficial to you (and others)

Not too many people know that the word “LECTURE”is actually an acronym. It stands for

Code Of Conduct Respect each other (Talking) Food and Drink Participate Patience (with me and yourself) Ask questions Have FUN Have your own projects or ideas? Turn in the Evaluation Survey!

About Me New Mexico State – Business Systems Wake Forest – MBA Carteret Community College MIS Director

and Instructor First Union Training and Technology, Legacy

reporting, System interfaces Edge Institute Team Leader for China

exchange / teaching programs.

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About You Introductions

Your nameWhat department/area do you work in?What is your job? (Give a short description)What is your skill level with Excel?

What do you want to take away from this class?

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Class Flow General Flow

Overview of TopicStep-by-Step ExercisesIndependent Practice

Questions Collaboration

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Technical Issues

○ Most of the files should be in a READ ONLY mode to keep you from changing them.

○ Create a File Folder on the T: drive, Desktop or flash drive where you plan to save your work.

○ Do a SAVE AS to add files to YOUR File Folder.

○ The SAVE AS does not remove the Read Only status.Press the Office Button and then Prepare – Mark as Final

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The Exercise Data Files could be:1) On your Desktop 2) On the T: Drive3) On the CD

@FRC_Excel_Workbooks

END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

HOUSEKEEPING

Where to Begin?

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Where to Start?

The Ribbon does appear overwhelming!

How do you eat an elephant?

There are some options you may

never use!

There are many tutorials and

resources available

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Introducing Excel Microsoft Office Excel 2007 (or Excel) is a computer program

used to enter, analyze, and present quantitative data Desktop Icon or

Start / All Programs / Microsoft Office ○ (Right Click and copy the program to the desktop for quick access)

A spreadsheet is usually a collection of text and numbers laid out in a rectangular grid. (Columns and Rows)Often used for budgeting, inventory management, and

decision makingThink of Excel as a big table or chart to fill in with data.

You can also insert other objects such as: pictures, word-art, smart-art, drawings/shapes and other OBJECTS (files).

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Basic Worksheet Review

•Review of:•Ribbon / Tabs / Groups / Commands •Quick Access Toolbar / Customization•Workbook navigation •Selecting Cell Ranges•Keyboard commands (Alt or <F10>)•Copy / Paste / Paste Special Options •AutoFill Options•Cell Formatting Options•Formulas – Relative and Absolute

Conditional Formatting

Create special color coded and icon “views” of data based on various criteria and “Rules”

Conditional Formatting Why use conditional formatting?

Emphasize dataCall attention to errorsEasy data correlation

Can use built-in conditional formatting rules, or create your own

Can “Filter” data based on Cell Format color Built in rules can usually be modified:

(ie: Top 10 can be any Number: Top 2, Lowest 3, Top 15%)

Can reference a cell, use a “Constant” value, or even a formula: $A$17 70 =$A5>$B5 .

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Conditional Formatting

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Conditional Formatting: Data Bars and IconsYou can “hide” or “display” the Data Value with the graphic..Be careful with the use of colors for color blindness and printingWhile there may be 3 to 5 Icons, you can define the rules

Icon Sets100

7460559045807522

Data Bars & Icons

Custom Conditional Formats You can have multiple conditions that apply to the same range

of data. Each time you create a custom conditional format, you are

defining a conditional formatting Rule. A Rule specifies the type of condition (such as formatting cells

greater than a specified value) and the type of formatting to apply when that condition occurs.

When you have multiple rules, you should test your conditions to make sure the logic is applied in the correct or desired sequence.

Be careful with colors, because some people don’t see them! It also takes more ink!

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Exercise Highlight “Duplicate” records Create/Edit Conditional Formatting Rules Highlight an entire ROW of data based on a

Formula

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Average Analysis using Conditional Formatting #1

Name ID Test-1 Test-2 Test-3 Test-4 Average

Ann 784 88 87 90 88Bill 346 56 88 78 72 74Carol 267 65 43 66 60 59David 874 64 40 70 0 44Ed 323 90 92 87 80 87Fran 784 92 89 0 81 66Gail 201 47 35 55 57 49Hank 102 50 65 85 95 74Iris 503 87 92 90 80 87Jane 983 89 95 87 75 87

AVERAGE 72.8 72.6 68.66667 69 71Max   92 95 90 95 88Min   47 35 0 0 44

Range   45 60 90 95 45

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Using Conditional Formatting – ExampleThis example is a more complex use of the Conditional Formatting Option to highlight an entire ROW of data based on a condition.The worksheet is: Student_Data .

Name Sex Race Age Score

Ann F W 19 90

Bill M B 21 78

Candy F B 18 85

Davd M B 20 98

Eva F W 17 86

Frank M H 19 62

Gina F H 21 90

Hilda F W 19 85

Irene F H 20 66

Jack M B 19 45

Kellie F H 22 88

Lisa F H 36 96

Mark M B 42 85

Nick M B 36 80

Oliver M H 22 85

Peter M W 18 75

Quincy M H 20 95

Richard M B 18 80

Sandra F W 22 70

Highlight the Data Range (A2:E20)[Home]{Conditional Formatting}Manage Rules

New Rule Use a Formula to determine which cells to format

http://www.free-training-tutorial.com/animations/conditional-formatting-row.html

Enter the Formula:=$ColumnRow =valueString data needs to be in “Quotes”

Use conditions: =, >, <, >=, <=, <>Example:= $C2=“W”=$D2>25

(You need to use the ABSOLUTE Column Cell Reference

Select the FORMAT for the Rule.Verify the APPLIES TO: range

$A$2:$E$20

Conditional Formatting

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Use the {Find and Select }

option on the [HOME} tab to

identify cells that may contain conditional formatting

END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

CONDITIONAL FORMATTING

Data Validation

G. I. G. O.

Garbage In – Garbage OutChecking values at the time of Data Entry

OrApply validation rules before processing a

workbook you have been given from someone else!

Data Validation

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When designing a workbook, a good design should consider who is entering the data and how important it is that the data being entered conforms to certain established rules.

SEX might be defined to only allow for “M” or “F” (it is case specific!)RACE might be limited to “B”, “W”, “H”, “A”, “O”Zip-Code might be defined to be a 5 digit number (US standard)Department might be limited by a select LIST of values

(Accounting, HR, Production, Audit)Numeric Data might be defined to only be “Whole Numbers” or to

be within a certain range or be bounded by limitsState or Name may be limited to a certain number of charactersCheck input for a valid date or date range value

What is the impact of invalid data?For Example:

DATA VALIDATION

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Data Validation is used to “trap” errors at the time of Data Entry.The IF and other Logic Functions can also be used to find “errors”

Select the Range of data for the Data Validation rule

RIBBON [Data] tab

Data Validation

There are three tabs1) Data Validation for new rules2) Circle Errors to identify errors that were entered BEFORE the validation rule was applied3) Clear Circles to remove the indication of data validation exceptions.

Conditional Formatting could also be applied to provide a visual for incorrect data

Data Validation There are 3 tabs to a Data Validation Dialog: {Settings} {Input Message} {Error Alert}

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1) Allow a) What kind of data do you want to check?b) What do you want to do with “Blank” data?c) Do you want the data entry to be via the keyboard or from a “Selection Box”

2) Input Message I suggest leaving this blank since it will “repeat” for every cell. You could define two rules, 1 for the 1st cell with a PROMPT and then another rule for the additional cells.

3) Error Processinga) STOPb) Warningc) Informational

Exercise Apply Data Validation Rules

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END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

DATA VALIDATION

G.I.G.O.

Using Logical Functions

IFANDOR

NOT

Objectives Using IF to evaluate a single condition Using the AND function for multiple conditions Using the OR function for multiple conditions Using the NOT function to take the inverse result of

an AND or OR function Nested IF Functions to be used to calculate 3 or more

different outcomes

Consider using a Lookup Table if the number of conditions to be tested is large. 34

Logical Functions (And / Or / Not)

These functions are not computational: They return a “True” or “False” value based on the

conditional test.

They are used to test for conditions to be used for further analysis.

When combined with other functions, they can be used to perform actions on data, based on returned value of the logical function.

They can be used in a Cell or nested within an =IF function.

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Working with the Logical =IF Function

The IF function is a logical function that returns a TRUE value if the logical condition is true and a FALSE value if the logical conditions are false.

The TRUE and FALSE values can be flags that can be used in additional formulas, actual values or operations, or even other formulas

IF Function syntax:IF(logical_test, Do_if_true, [Do_if_false])

IF Function

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A B C D E

1 Name Salary Add-Life Premium

2 Bill $72,000 Y =IF(C2=“Y”,B2*.07,0)

3 Sarah $100,000 N =IF(C3=“Y”,B3*.07,0)

4 David $64,000 N =IF(C4=“Y”,C3*.07,0)

String values must be in Quotes

It IS NOT case sensitive.

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A B C D

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2 Jets 12

3 =IF(B2>B4,A2,A4)

4 Panthers 18

Game Bracket

A B C D

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6 Giants 9

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8 Saints 6

=IF(B6>B8,A6,A8)

Copy A2:C4 and paste into A6 to create a 2nd bracket of Games

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A B C D E F G

1

2 Jets 12

3 =IF(B2>B4,A2,A4) 6

4 Panthers 18

5 =IF(

6 Giants 9

7 5

8 Saints 6

Game Bracket – Round 2

=IF(B6>B8,A6,A8)

Add values in D3 and D7 and create a formula in E5 to show the winner

=IF(D3>D7,C3,C7)Can you copy the cells from A2:E8 into A10, and add the logic for ROUND 3?

Now copy the cells for the 8 teams and add the logic for ROUND 4

You now have the template for a 16 team Regional Tournament

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A B C D E

1

2 Jets 18

3

4 Panthers 18

Nested If

This example demonstrates a Nested IF. While in “real life” we assume there is only one “winner”

and “Loser” what if we allowed for the possibility of a TIE.

What happens now if a TIE score is entered in B2 and B4? WHY?

=IF(B2=B4,”TIE”,IF(B2>B4,A2,A4))

=IF(B2=B4,”TIE”,IF(B2>B4,A2,A4))

Working with =AND Function

The AND function is a logical function that returns a TRUE value if all of the logical conditions are true and a FALSE value if any of the logical conditions are false.

Can test up to 255 logical conditions =AND(cond1, Cond2, Cond3….)

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Cond1 Cond2 AND

True True True

True False False

False True False

False False False

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AND Function

A B C D E F

1 Name Salary Status Years Flag 401K

2 Bill 100 FT 4

3 Ann 70 FT 1

4 Carol 60 PT 6

5 Ed 30 ZZ 10

6 Dave 150 FT 0

7 Sue 50 PT 1

In E2: =AND(C2=“FT”,D2>=1)

In F2: =IF(E2,B2*.03,0)

Working with Logical Functions

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NESTED IF

Working with Logical Functions

A nested IF function is when one IF function is placed inside another IF function to test for multiple outcomes

Can allow for three or more outcomes, instead of just two=IF([Pay Grade]=1,2500,IF([Pay Grade]=2,5000,

IF([Pay Grade]=3, 7500,"Invalid pay grade")))

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Working with Logical Functions=OR

The OR function is a logical function that returnsTRUE value if any of the logical conditions are true FALSE value if all the logical conditions are false

=OR(logical_test_1, logical_test_2,…)

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Cond1 Cond2 OR

True True True

True False True

False True True

False False False

Working with Logical Functions=NOT

Takes the Opposite of a returned condition =NOT(logical_test)

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Cond1 NOT

True False

False True

Working with Logical Functions

=IF(OR([Years Service]<=1,[Annual Salary]>100000),0, IF([Pay Grade]=1,$T$1,IF([Pay Grade]=2,$T$2, IF([Pay Grade]=3,$T$3,"Invalid pay grade"))))

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If Years is Less than or equal to 1 or Salary > 100,000, there is no BonusOtherwise, check the Pay Grade code to assign a constant value

Checking Formulas Check your parentheses All functions have an opening and closing

parenthesesCorrect numberCorrect position

Excel uses color coding to help you keep track of items in a formula

Don’t use the “=“ inside of Nested functions.

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Example Electoral College

Every four years, the United States has an election to pick the President. A system is used to assign “VOTES” based on the population of the State. And the number of representatives the state has. It is a “Winner Take All” – Whoever wins a majority of the votes in the state gets ALL the Electoral Votes

This example uses an =IF function to assign the votes to a Republican 1=(RED) or Democrat 2=(BLUE)

Maybe a Data Validation should be assigned to the input Cells for the Data Entry in the E and H columns

There is also a condition in Column J to compare the Predicted Result with the Actual Result..

Exercise – Payroll Record Use the IF function to calculate Regular

hours worked (<=40) Use the IF statement to calculate if there

are any Over-Time Hours Use the If statement to calculate Overtime

Rate If there was Overtime Hours.

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Exercise – Payroll Record Part2 Use a Nested IF function to calculate

Deductions based on a code. The code of 1 = 3% The code of 2 = 6% The Code of 3 = 8%

You also need to code INVALID data entry codes.

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END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

LOGICALFUNCTIONS

IF / AND / OR / NOT

Using the

Vlookup & Hlookup Functions

Use a value in a Cell as a Key to index a sorted column in another table and

return an associated piece of data to be displayed or used in another

calculation.54

Lookup Tables and Functions

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Lookup Tables and Functions A lookup table is a table that organizes data

based on different categories, in order to retrieve a value from the data

The category for the lookup table, called compare values or Key is located in the first column (VLookUp) or row (HLookUp) of the table.

To retrieve a particular value from the lookup table, a lookup value (the value you are trying to find) needs to match one of the compare values

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Lookup Table ExampleFortune Cookie Sentence Generator

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TABLE LOOK-UP Example

Noun Verb Adverb Preposition3 6 5 5

Carol talked mindlessly to a friend

Carol talked mindlessly to his friend

Noun Verb Adverb Preposition1Bob 1ran 1quickly 1toward home2The Chicken 2walked 2carelessly 2to school3Carol 3skipped 3slowly 3from the library4Sue 4drove 4quietly 4behind the store5Alice 5jumped 5mindlessly 5to a friend

6talked

Lookup Table

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The Actual values and cell locations used in the example are different than what is shown here.

Lookup Tables and Functions Two types of lookup functions VLOOKUP

VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

HLOOKUPHLOOKUP(lookup_value, table_array, row_index_num, [range

lookup]

range_lookup: Optional - True or False. If Blank or TRUE, it looks for an Approximate Match

○ KEYS MUST BE IN ASCENDING SEQUENCE

If the KEY is not found, it returns the value of the prior key If FALSE, The Key must be an Exact Match and the Keys DO NOT need

to be in order. 59

Lookup Tables and Functions Lookup functions can be used to find exact

matches and approximate matches Exact match looks for an exact match

between the lookup value and a corresponding value in the lookup table

Approximate match looks for a correlation between the lookup value and a range of values

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Lookup Tables and Functions When using an approximate match lookup

(TRUE), the compare value (Key) in a lookup table must be sorted by alphabetical order (if text) or low-to-high order (if numeric)

Excel searches the first column (vlookup) or row (Hlookup) of the lookup table (compare values) until it locates the largest value that is still less than the key.

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Exercise VLookUp Payroll Record Part-3 Use the VLOOKUP function to find an exact match for a

code. VLookUp is better than a Nested If when you have

many possible values. Management is so happy with the work you have done

on the Payroll Record spreadsheet, they want to add a lookup to an Employee Information Data Table.

In addition, since the Employee name is used in other processes, they want to use a table that uses the ID to extract the Employee Name, Department , Pay Rate, Deduction code and Health Insurance Amount. The Employee Table will also contain another lookup to a Health Insurance Code Value Table. 62

END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

VLOOKUP

Using Tables and

Data RangesTable Creation

SortingFiltering

Subtotals

Objectives Create / Define / Name tables Explore the Ribbon Table Tab Add and delete records (Rows) and Fields (Columns) Add Formulas and change column formatting Sort data

Single Key Multi Key Custom Sort

Filter data

Use the Styles options

Use the Total Row to summarize a table

Use the Outline buttons to show or hide details (Subtotal is a special group function that can be done on a Range

of data using the [DATA] tab, BUT CANNOT BE USED ON A TABLE!)65

Structured Range of Data One of the more common uses of Excel is to

manage data – It is not just a calculation tool! Using Excel, you can:

Store and update dataSort dataFilter or Search for and retrieve subsets of dataSummarize dataCreate reports and graphs

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Structured Range of Data In Excel, a collection of similar data can be

structured in a range of rows and columnsEach column in the range represents a fieldEach row in the range represents a record

You Cannot change the Excel Column Headings (A,B, C…, but you can create Headings to be used with your table)

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Creating Fields (columns) Keep in mind these best practices Create fields that require the least maintenance

Ex. Hire date vs time with company

Store the smallest unit of data possibleEx. Store City, State, and Zip in separate fields

Apply a text format to fields with numerical text data (esp. if there are leading zeros)Ex. Zip Code, Social Security Number, Product code

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Structured References Structured References

You can reference a specific cell or range in a table with a structured reference

Uses the field names, as opposed to the cell reference

Similar in functionality to a named cell or range

Easy to understand:=SUM(G20:G123)=SUM(Employee[Annual Salary])

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Structured References To use a structured reference in a formula

or function:Type a left bracket - [ to open the field list for

the tableDouble-click the field nameType a right bracket ]

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Structured References Structured References can also use special

qualifiers to refer to special portions of the table, such as the Total Row.

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Structured Range of Data

72Museum_00

Tables Range of related data, managed separate from

other data on a worksheet Easy access to data management and analysis

tools Can have multiple tables in a worksheet

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Table Features Table Formats and Styles (Depending on selected options, you have

different STYLES for Row and Column highlighting) Adding or inserting new rows or columns automatically expands the

table range. Easily add a Total Row to calculate summary statistics (Sum, Count,

Average, etc) Formulas applied in one cell will automatically be applied to all cells in

that field (column) – no need to Copy Down! Formatting can be applied to an entire column Can use the table and field names as a cell reference in a formula. –(It

looks complex when you see the formula – but when using – Point-and-Click it is more clear.) For Example to add a formula to find an increase the Appraised value of 10%:

=DATA[[#This Row],[Appraised Value]]*0.174

Creating an Excel Table Highlight / Select the range of data to be included in the table.

Tables don’t need “column Headings” but the features are more useful when they are defined.

Ctrl-A is a shortcut to select a range of data

Go to the Insert tab – Tables group Click the Table button

Ctrl-T is a shortcut to create a new table

Verify the RANGE is correct and Check if the table has column headings.

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Excel will:Create a context Ribbon [Table Design] Tab Add Filter dialog commands to fields (Column Headings)

Enter a Table Name to reference the table (Optional)

Creating an Excel Table

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Using a Structured Table

If you <click> outside the table, the <Table Tools> goes way.Click ANYWHERE on the Table to reactive the [Table Tools]

and then <Click> the {Design Tab}

You may NAME the table so you can use the Table Name as a reference in formulas rather than Absolute Cell Addresses:

Inserting a column or row into the table will EXTEND the Table Name Range

Adding an Adjacent Column or Row will also EXTEND the Table Name Range.

(Use Resize if adding nonadjacent columns)

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The Ribbon <Table Design> Tab GROUPS

Define or Rename a table range

Extend the size of a Table if Nonadjacent columns or rows were added

Pivot Tables are another Topic

Be Careful with REMOVE Duplicates – It actually deletes rows from the Table.

Convert to Range: Un-define the Table: Cell Styles will still be applied!- You must <CLEAR> Formatting. May also cause problems with Defined Formulas

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The Ribbon <Table Design> Tab GROUPS

External Table Data is an Advanced function

Banded Rows and Columns allow for different Color Styles to be applied

Header Row – Turns on and off the Titles

First and Last Column allow the “MEDIUM” style formatting

Total Row is a fast way to get some Summary Statistics about the table.

Using the Total Row A Total row, which you can display at the

end of the table, is used to calculate summary statistics for the columns in an Excel table

Total rows can be set to display different summary statistics for each field

Total rows usually automatically recalculate as records are added and deleted

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Using the Total Row

Go to the Table Tools Design tab - Table Style Options group

Click the Total Row check box to insert a check mark

Scroll to the end of the table Set the desired summary function

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Navigation in a Worksheet - REVIEW

<Tab> Move to the right <Shift> <Tab> Move to the left <Enter> Move <DOWN> a row <Home> Move to the start of the Row <Ctrl> <Home> Move to the top of the table <End> <Down> Move to the last Row <End> <Up> Move to the top Row <Ctrl> <Left> Move to first column <Ctrl> <Right> Move to last column <Up>, <Down>, <Left>, <Right>

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Finding and Editing Records

Go to the [Home tab] - Editing group, click the Find & Select button, and then click Find

Type your search criteria in the Find what box, and then click the Find & Select button

You could also the Table <FILTER> to select certain record items.

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Exercise – Table Creation Create a table Renaming a table Formatting a table

STYLESColumn Formats

Adding a Column Adding and Deleting records Adding the TOTAL ROW

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SORTING AND

FILTERING

Sorting and Filtering Allows data to be viewed differently from how it was

entered Key functionality of Excel when used to manage data Sort rearranges the data in a table or range, based on the

sort criteria (Any SUBTOTALS applied will be reset with a SORT

Filters present the data that meets the filter criteria. Filters can be applied to multiple columns When using Filters, care must be taken that you are

reporting the data you really want to show!

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Sorting Data You can rearrange, or sort, the records in a table

or range based on the data in one or more fields (Old Limit was 3 levels of sorting)

The fields you use to order the data are called sort fields

You can sort data in ascending (A-Z) or descending (Z-A) order, unless using a custom list

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Sorting Single Columns

Click any cell in the column you want to sort by (You used to have to highlight the range of data you wanted to sort –

otherwise it would only sort that column!)

Go to the Data tab Sort & Filter group Click the desired sorting button

○ (Sort A To Z or Sort Z To A)88

Sorting Multiple Columns Click any cell in a table or range Go to the Data tab - Sort & Filter group Click the Multi Sort button to open the Sort

dialog box

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Sorting Multiple Columns Set the primary sort criteria

Click the Sort by arrow and select the column heading that you want to specify as the primary sort field

Click the Sort On arrow to select the type of dataClick the Order arrow to select the sort order

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To sort by additional columnsClick the Add Level button (additional levels are indicated by the words “Then By”)Click the Sort by arrow and select the column heading that you want to specify as the primary sort fieldClick the Sort On arrow to select the type of dataClick the Order arrow to select the sort order

Sorting Using a Custom List A custom list allows you to indicate the sequence in

which you want data ordered Used when you want to sort text data outside of the

normal Ascending and Descending methods Can use predefined custom lists or define your own. IE:

Months: Jan, Feb, Mar, April, May, June….Days: Sun, Mon, Tues, Wed, … Region: North, West, South, East, South WestCondition: Poor, Fair, Good, Excellent

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Sorting Using a Custom List Go to the Data tab - Sort & Filter group Click the Sort button Click the Order arrow, and then click Custom

List In the List entries box, type each entry for the

custom list, pressing the Enter key after each entry

Click the Add button Click the OK button

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Exercise # 2 – Sorting Sorting by One Column Sorting Data using Multiple Columns Sorting using a custom list

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FILTERING

If the data range is not defined as a table and the column headings do not have the FILTER option, the FILTER Option can be turned on from the HOME tab using the dialog box

This option is also used to CLEAR all applied filters

Filtering Excel automatically creates filters when a TABLE

is created Clicking the filter arrow in a column opens the

Filter menu for that field Data can be filtered by:

Cell or font colorsApply Text or Numeric Filters and conditional logicSelect specific values

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Filtering (Example using “Criteria”)

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Filtering Using Multiple Columns If you need to further restrict the records that appear in

a filtered table, you can filter by additional columns Each additional filter is applied to the currently filtered

data and further reduces the records that are displayed The Column Heading drop down option indicates if a

column has been used to Sort or Filter the data.

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Creating Criteria Filters Criteria Filters enable you to specify various

more complex conditions in addition to those that are based on an “equals” criterion

Different data types have different criteria that can be used in a filter

Criteria Filters and Selection Filters are mutually exclusive. You cannot mix them!

Creating Criteria Filters

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Creating Criteria Filters Click on the filter arrow of the field

(column) you want to filter by Select the filter type (usually right above

the unique values list). The data type of the field will determine the type of filter available

Select the filter operator If necessary, provide criteria values

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Exercise Filters Filtering by One Column Filtering Data using Multiple Columns Clearing Filters Selecting Multiple Filter Items in One

Column Create a NUMBER Criteria Filter Create a TEXT Criteria Filter

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Using Subtotals

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Calculating Subtotals Subtotals are used to summarize a range of data in

Excel Subtotals cannot be applied to an Excel table – if the data

being analyzed is in a Table, it must be removed. (Design – Convert to Range)

The data must be sorted so it is grouped as desired BEFORE applying subtotals to do “Control Breaks” in the correct order: IE:

○ City / Sex / Race Location / Criteria / Artist

○ Race / Grade / Sex Artist / Location / Criteria

○ Sex / Grade / Age

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Calculating Subtotals Sort the data by the column for which you want

a subtotal FIRST If the data is in an Excel table, go to the Table

Tools Design tab - Tools group, and click the Convert to Range button

Go to the Data tab - Outline group, and click the Subtotal button

Click the At each change in arrow, and then click the column that contains the group you want to subtotal

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Calculating Subtotals Click the Use function arrow, and then click the

summary function you want to use In the Add subtotal to box, click the check box

for each column that contains the values you want to summarize

To calculate another category of subtotals, click the Replace current subtotals check box to remove the check mark, and then repeat the previous three steps

Click the OK button

Calculating Subtotals

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Using the Subtotal Outline View

The Subtotal feature also applies an outline to the data so you can control the level of detail that is displayed

The three Outline buttons at the top of the outline area (left side of the worksheet area) allow you to show or hide different levels of detail in the worksheetLevel 3 – displays the most detailLevel 2 – displays the subtotal rows and the grand totalLevel 1 – displays only the grand total

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Using the Subtotal Outline View

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Using the Subtotal for Student Grades

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Name Grade Sex Race Math English Science AvgBill 7M W 86 92 75Amy 7F W 92 81 88Sandy 7F B 97 92 87Carol 8F B 72 75 82David 8M B 96 88 91

This is a subset select of Student Data you have been asked to summarize.

You have been asked to Count and average subject scores and Total Average by Grade, Sex and Race

And now for a break… Can you name these famous Excel cells?

The steak sauce cellThe dog cellThe fighter jet cellThe Irish rock group cellThe explosive cellThe vegetable juice cellThe gun Cell

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And now for a break… The steak sauce cell A1 The dog cell K9 The fighter jet cell F16 The Irish rock group cell U2 The explosive cell C4 The vegetable juice cell V8 The gun juice cell M16

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END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

TABLESSORTING AND

FILTERING

Conditional Summary Functions

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CountIfSumIf

AverageIfAnother way to calculate summary information rather than using Subtotals or creating multiple =Count, =Sum or =Average functions on various ranges of data.

Conditional Summary Functions

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CountIfSumIf

AverageIfImprovement over the old functions : Dcount, DSum and DAverage Functions)

Summarizing Data Conditionally

Tests for a condition (or multiple conditions) before applying a summarization function

Calculates values based on the condition Useful for summarizing a subset of data

determined by another piece of dataEx.

○ Calculate average salaries for employees in specific cities

○ Calculate Grades by Sex and Race

○ Count the data based on employees in a Department

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Summarizing Data Conditionally

SUMIF which is also called a conditional sum=SUMIF(range,criteria[,sum_range])

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COUNTIF which is sometimes referred to as a conditional count

=COUNTIF(range, criteria)

AVERAGEIF to calculate the average of values in a range that meet criteria you specify

=AverageIF(range, criteria[,average_range])

Summarizing Data Conditionally

SUM_Range and AVERAGE_Range are the columns of data values to summarize. If left out, it uses the column defined in the RANGE.

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RANGE: Is the rows that are being compared to the CRITERIA

CRITERIA: This is a single Value or Cell that is being compared to the values in the RANGE

Summarizing Data Conditionally

COUNTIF, SUMIF, and AVERAGEIF only test for one condition

If multiple conditions are being tested to calculate a value, use:

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COUNTIFsSUMIFs

AVERAGEIFs

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Conditional IF – SUMMARY FUNCTIONSPayroll Record 5

Management continues to be impressed by your skills with Excel and they now want a summary report by Department of the data in the Payroll Record Worksheet

The CountIF formula has been done for you. You need to add the formulas for the other totals

Be careful with Relative and Absolute Cell ranges when creating/copying your formulas.

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CONDTIONAL SUMMARYSTUDENTGRADES3_Conditional

The Student Grades3 workbook has details for students by :

Grade, Sex and Race

Conditional IF formulas can be defined to look at more than one variable to decide how to add, count or average the data.

Some Formulas have been done for you to Count and find the Average Math and Average Average Score.

You can add the formulas for the Average Science and Average English Scores.

The [Formulas] {Define Names} was used to define the columns of data that would be used for the selection criteria. This eliminates the need to use the Absolute Cell Reference to Define the Range of data and the “Name” of the range is easier to understand than cell addresses.

Use the [Formulas] {Name Manager} to see the defined named ranges

Summarizing Data Conditionally

The COUNTIFS function counts the number of cells within a range that meet multiple criteriaCOUNTIFS(criteria_range1,criteria1[,criteria_range2,

criteria2...]) The SUMIFS function adds values in a range that meet multiple

criteriaSUMIFS(sum_range,criteria_range1,criteria1[,criteria_range2

, criteria2...]) The AVERAGEIFS function calculates the average of values

within a range of cells that meet multiple conditionsAVERAGEIFS(average_range,criteria_range1,criteria1[,criteri

a_range2, criteria2...])

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Notice the AVERAGE_Range and SUM_Range are at the beginning of the formula rather than at the end

END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

CONDITIONAL SUMMARY

COUNTIFAVERAGEIF

SUMIF

PIVOT TABLES

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PIVOT TABLES are another way to calculate summary information rather than using Subtotals or creating multiple =Count, =Sum or =Average functions on various ranges of data or using the CountIF, AverageIF or SumIF functions.

Pivot Tables get their name because you can define reports with fields of data and assign them to summarize as Rows or Columns.

Speaking of having fun…If Excel were a car... It would crash two or three times per day for no apparent

reason. The driver is often hurt, but the car itself receives no permanent damage. You'd just accept this fact, restart the car, and begin your trip again.

You would be forced to buy a new model every 18 months, and your old model would have no resale value. Each new model would be bigger than the previous one, require more gas, and would operate differently. Furthermore, parts from the old car would not be interchangeable with the new car.

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Speaking of having fun…If Excel were a car... The oil, engine, gas and alternator warning lights would be

replaced by a single warning light: "This car has performed an illegal operation.“

Before engaging, the airbag system would display a message, "Are you sure?"

Every time you looked under the hood, an obnoxious cartoon character would appear and ask if you need help. No matter how many times you refused help, it would keep appearing.

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Analyzing Data with PivotTables

A PivotTable is an interactive table that enables you to group and summarize either a range of data or an Excel table into a concise, tabular format for easier reporting and analysis

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Analyzing Data with PivotTables

Value fields – fields that contain the data you want to summarize

Category fields – group values in a PivotTableCategory fields can be row labels, column

headers, and report filters

Start by sketching out the PivotTableHow will it be organized? Columns, rows?What values need to be summarized?

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Creating a PivotTable Click in the Excel table or select the range of

data for the PivotTable Go to the Insert tab - Tables group, and click

the PivotTable button Click the Select a table or range option button

and verify the reference in the Table/Range box Click the New Worksheet option button or click

the Existing worksheet option button and specify a cell

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Creating a PivotTable Click the OK button Click the check boxes for the fields you

want to add to the PivotTable (or drag fields to the appropriate box in the layout section)

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Creating a PivotTable

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Exercise Four Create a PivotTable Add fields to a PivotTable Apply PivotTable styles Format PivotTable Value Fields Rearrange a PivotTable

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Filtering a PivotTable Filtering a PivotTable enables the user to

view a subset of the total data in the PivotTable

Two kinds of filters can be used in a PivotTableReport filter – can use a field not in the

PivotTableField filter – filters existing fields in the

PivotTable

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Adding a Report Filter Drag the desired filter field to the Report

Filter area in the PivotTable Field List dialog box

Select the filter values in the Report Filter field item drop down (above the PivotTable itself)

Filtering PivotTable Fields Filtering a field lets you focus on a subset of

items in that particular field Click the field arrow button in the

PivotTable that contains the data you want to filter

Uncheck the check box for each item you want to hide

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Refreshing a PivotTable You cannot change the data directly in the

PivotTable. Instead, you must edit the data it is based on, and then refresh, or update, the PivotTable to reflect the updated data

Click PivotTable Tools Options tab

○ Data group, click the Refresh button

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Grouping PivotTable Items When a field contains numbers, dates, or

times, you can combine items by utilizing groups. (IE: group dates by: Month or Year)

Excel creates groups automatically, based on the data.

You can create your own groupings by selecting the row labels you want to group together, and then clicking Group Selection in the PivotTable Options tab

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Creating a PivotChart A PivotChart is a graphical representation of

the data in a PivotTable A PivotChart allows you to interactively add,

remove, filter, and refresh data fields in the PivotChart similar to working with a PivotTable

Click any cell in the PivotTable Go to the PivotTable Tools Options tab

Tools group ○ click the PivotChart button

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Exercise Adding a report filter Filtering PivotTable fields Sorting PivotTable fields Adding a second value field to a PivotTable Grouping PivotTable items Creating a PivotChart

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END OF SECTION

Nolan Tomboulian

Tomboulian@yahoo.com

252-675-0176

INTRODUCTION TO

PIVOT TABLES

EXCEL 2007ON-LINE

HELP &

RESOURCES

Online Resources Microsoft Office: office.microsoft.com

Microsoft Training: microsoft.com/learning

CustomGuide: www.customguide.com

Teach Excel: http://www.teachexcel.com/

Mr. Excel: www.mrexcel.com

The Spreadsheet Page: spreadsheetpage.com

ExcelTip.com: www.exceltip.com

Excel for Dummies: www.dummies.com

Templates, Training and Examples

2003 to 2007 Commands (Interactive)

http://office.microsoft.com/en-us/excel-help/interactive-excel-2003-to-excel-2007-command-reference-guide-HA010149151.aspx

Templateshttp://office.microsoft.com/en-us/excel/

2003 to 2007 Menu to Ribbon

http://office.microsoft.com/asstvid.aspx?&type=flash&assetid=XT010149329&vwidth=1044&vheight=788

Microsoft Training Tutorials

http://office.microsoft.com/en-us/training/excel-2007-training-courses-HA010218987.aspx

2003 vs 2007

http://ezinearticles.com/?Excel-2003-Vs-Excel-2007---Whats-New-in-Excel-2007&id=1695056

Tutorialshttp://spreadsheets.about.com/od/excel101/a/tutorial_hub.htmhttp://www.gcflearnfree.org/excel2007

Excel Functions

http://www.excelfunctions.net/

Cheat Sheet

http://www.computerworld.com/s/article/9028218/Excel_2007_Cheat_Sheet_Quick_reference_charts

PDF Migration Information

http://www.liv.ac.uk/csd/acuk_html/473.dir/473.pdf

Microsoft Excel Interactive Menu Commandshttp://office.microsoft.com/en-us/excel-help/interactive-excel-2003-to-excel-2007-command-reference-guide-HA010149151.aspx

2003 vs 2007 Key Differences

http://www.add-ins.com/Excel%202003%20versus%202007.htm

Keyboard Shortcuts

http://office.microsoft.com/en-us/excel-help/excel-shortcut-and-function-keys-HP010073848.aspx?pid=CH100947761033

Excel Functions

http://office.microsoft.com/en-us/excel-help/excel-functions-by-category-HP010079186.aspx

Odd Excel Commandshttp://spreadsheetpage.com/index.php/oddity/bahttext/

Tricks and Tips

http://www.teachexcel.com/excel-help/excel-how-to.php?i=70019

Tutorial of Functions

http://www.teacherclick.com/excel2003/a_4_4_2.htm

Another page of “Hints”http://www.bettersolutions.com/excel/EDH113/QE813022021.htm

Code to Covert a Number to Wordshttp://support.microsoft.com/default.aspx?scid=kb;en-us;213360http://www.xldynamic.com/source/xld.xlFAQ0004.html

http://www.pcreview.co.uk/forums/convert-numeric-text-t1770367.html

http://hackertrip.wordpress.com/2011/08/23/how-to-convert-baht-text-thailand-to-english-in-excel/

When you’re really desperate….

Feel free to contact me!

E-mail: Tomboulian@Yahoo.com

Phone: 252-675-0176

Now that you are finished…I can let you in on some secret Excel vocabulary: Auto-Save

What your spreadsheet does immediately after you make a huge mistake and just before you press Undo. If you have a sound card, you may be able to hear your program laughing at you.

CursorWhat one becomes who sits in front of the same spreadsheet that

won't balance for more than 2 hours.

ImportAbility to get huge amounts of data from an outside source

allowing you to create hundreds and thousands of rows of seemingly meaningful data.

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Now that you are finished… Invalid File

Error you get once you have finally perfected your spreadsheet and attempt to load it the next day to print. Only occurs if you don't do regular backups.

Print PreviewLets you know if your printout will be Portrait or Landscape.

Information on the screen bears no resemblance to what actually prints out.

TableFurniture used to spread out all of your papers and arrange them

so they look like what is on the screen. See Cut, Copy and Paste.

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