excel: how to

8/11/2019 Excel: How To

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Ibrahim AlameddineIbrahim Alameddine

Microsoft Office Excel 2007 Excel is part of the Microsoft Office suite and many

others like Word, PPT, etc.

Excel helps you analyzeanalyze informationinformation for informeddecisions by providing a comprehensive set of tools to

createcreate tablestables && charts,charts, writingwriting formulasformulas, etc.

DocumentWindow/

Workbook

Title Bar

RibbonRibbon


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Excel WorkbooksAn Excel document is referred to as a workbookworkbook (WB)(WB) and is

made of one or more worksheet(s)worksheet(s) (WS)(WS) or what we oftencall spreadsheetsspreadsheets

A WS resembles a table with columns labeled by lettersletters androws by numbersnumbers (e.g. A1)

Users can add, delete, rename, copy and move worksheets

Only one WS can be activeactive at anytime in a WB

A WS can be activated by clicking on its corresponding tab

LIMITS of a WS

Excel has a limit to the size of its WSExcel has a limit to the size of its WS

Maximum worksheet size:

65,536 Rows65,536 Rows

256 Columns256 Columns (A, AA, etc)

active sheet

non-active sheets scroll bars

row 1111

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Excel Worksheet: Cells

Worksheets are made of cellscells, each identified byintersectingintersecting columncolumn andand rowrow, e.g. C3, G10, etc

A cell can be activated by clicking on it

The name of the active cell is shown in the namebox

Clicking on any other cell will cause the currentlyactive to be deactivated


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active cell

nonactive cell

name box

formula barD6

F12

Range

Specify a range namein the Name Box

Groups:

Clipboard

Font

Alignment

Number

Styles

Cells

Editing

Home Ribbon


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Pasting in Excel

Copy paste a cell with a formula will:Copy paste a cell with a formula will:

Paste the formula and its value in Excel

Only the value outside Excel

Paste special:Paste special:

Formula

Value

Other options

Alignment Group

Alignment TypesAlignment Types:Horizontal alignmentVertical alignmentText DirectionText DirectionWrap textWrap textMerge cellsMerge cells

Click the cell or cells you want to align Click on the options within the Alignment group on the HomeHome

RibbonRibbon There are several options for alignment of cell contents:

Top AlignTop Align: Aligns text to the top of the cell Middle AlignMiddle Align: Aligns text between the top and bottom of the cell Bottom AlignBottom Align: Aligns text to the bottom of the cell Align Text LeftAlign Text Left: Aligns text to the left of the cell CenterCenter: Centers the text from left to right in the cell Align Text RightAlign Text Right: Aligns text to the right of the cell

OrientationOrientation: Rotate the text diagonally or vertically Decrease IndentDecrease Indent: Decreases the indent between the left border

and the text Increase IndentIncrease Indent: Increase the indent between the left border and

the text

ALIGNING CELL CONTENTS MERGING CELLS Select the cells you want to merge

Click the Merge & Center button on theAlignment groupAlignment groupof the Home RibbonHome Ribbon

4 choices for merging cells:4 choices for merging cells: Merge & CenterMerge & Center: Combines the cells and centers the contents in the

new, larger cell

Merge AcrossMerge Across: Combines the cells across columns without centeringdata

Merge CellsMerge Cells: Combines the cells in a range without centering

Unmerge CellsUnmerge Cells: Splits the cell that has been merged

Merged cell will only retain theretain thedata of the left celldata of the left cell(Merge before inputting data)


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Wrapping Text

Allows you to overcome overflowing content in yourcells

Modify Text FontsTo modify a text font:1. Select the cell or cells that you would like the font applied2. On the FontFont group on the Home RibbonHome Ribbon, choose the font

type, size, bold, italics, underline, or color

Add Borders to Cells

To add borders manually: Click the BordersBorders drop

down menu on the FontGroup of the HomeRibbon

Choose the appropriate

border More options Click

More Borders

1

2

3

Add Colors/Fill to CellsTo apply colors manually:

Click Fill drop down menu on Font GroupFont Group of Home RibbonHome Ribbon

Choose the appropriate color1

2

3


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Apply Borders & Colors using Styles

To apply borders and colors using styles:1. Click Cell StylesCell Styles on the Home RibbonHome Ribbon2. Choose a style or click New Cell StyleNew Cell Style

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Conditional Formatting It is hard to read and interpret data by scanning rows

and rows of information ColorsColors cancan helphelp

Use conditional formatting to make data stand out Help analyze dataanalyze data and identify patterns & trendsidentify patterns & trends

Apply barsApply bars Length of barValue

Apply colorsApply colors ColorValue

Apply symbolsApply symbols SymbolValue

You can apply multiple conditional formattingmultiple conditional formatting in a single

WS

Conditional Formatting(Setting Rules)

Excel Built in rulesExcel Built in rules

Conditional Formatting(Setting Rules)

You can also build your own rules

1. Select rule type

2. Edit rule description(choose formatting)

All rules areAll rules areautomatically updatableautomatically updatable

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2


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Conditional Formatting & Format asTable

Conditionally format cellsConditionally format cells Format cells as styled tableFormat cells as styled table

Click Conditional Formattingon the Home Ribbon

Choose a rule, e.g. highlighta cell if Number


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Hiding Move/Copy A SheetTo copy and move a worksheet around in a workbook:

Right-click on the worksheet you already created

Click Move or Copy Sheet

Can also be done in the Home Ribbon, in the Cells Group:

Click Format, and then under Organize SheetsOrganize Sheets


To make a copy: In the Move or Copy dialog box, select theCreate a CopyCreate a Copy check box

The worksheet is duplicated in the workbook, and the sheetname indicates that it is a copy

To move a sheet, just select where to move the sheet to(move to end can be applied)

You can also drag and drop the sheet to move it

Move/Copy A Sheet

Rename A Sheet Right click the sheet and choose rename

Under the Home Ribbon, in the Cells Group:

Click FormatFormat

Under Organize SheetsOrganize Sheets



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Number FormatYou can define the format typeformat type of your cell or cells from

the Number GroupNumber Group under the Home Ribbon

Similar to what we saw in Access

AUTOFILLINGA powerful feature in Excel

Allows automatic filling of values based on datadata patternspatterns

Drag the fillfill handlehandle at the bottom right corner of a cell to

cover the range of interest then release

You could also use the fill button for more

control over filling data

(Home RibbonHome Ribbon Editing GroupEditing Group FillFill)

SeriesSeries under Fill is very useful to fill a series

Autofilling Series (2)

Choose Autofilling by row or column

Type:Type:

Linear series

Multiplicative series (Growth)

Date

Step Value is the number++ orxx in the series

Stop Value is the valuewhere the series will stop

Autocomplete

Access will try to predict the text basedon your previous entries

Works for text and formulas

How to turn Auto Fill on or off?

1. Click the Microsoft Office Button

2. Click Excel Options3. ClickAdvanced

4. Under Editing options, clear or select the EnableAutoComplete for cell values check box


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Sort & Filter Powerful feature in Excel that automatically sorts/filters cells

Select the cells to be sorted or filtered

Click the Sort&FilterSort&Filter button on the Editing groupEditing group of theHome Ribbon

You could also access the Sort&FilterSort&Filter button from DataTabSort&Filter GroupSort or Filter)

1 2

3

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Sorting Options

Filtering versus Sorting?Filtering versus Sorting?

ATTACHING COMMENTS TO CELLS

A comment can be attached to a cell (ReviewReview RibbonCommentsComments GroupGroup, New CommentNew Comment)

A cell with a comment is marked with a redredtriangletriangle on the top right corner

To see the comment place the cursor over the triangle

To edit a comment (Review Ribbon Comments Group Edit Comment)

To clear a comment (Review Ribbon Comments Group Delete Comment)

Alternatively right click on the cell to edit/delete comment

You can also hide/show your comments


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Split a Worksheet

We can split a worksheet into multiple resizablepanes for easier viewing

Click the Split buttonSplit button on the View Ribbon

Notice the split in the screen manipulate each partseparately

Freeze Rows and Columns

You can select a particular portion of a worksheet tostay static while you work on other parts of thesheet Freeze Rows and ColumnsFreeze Rows and Columns

How can we do it?

Click the Freeze PanesFreeze Panes button on the View Ribbon

Either select a section to be frozen or click the defaultsof Top Row or Left Column

To unfreeze, click the Freeze Panes button

Click UnfreezeUnfreeze

Freeze Panes


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Formulas Start with =, + or=, + or --

Formulas may contain numeric values, arithmetic operators,functions, and cell references/names

By default, the formula barformula bar contains the formulaexpression, while the cell display the result

To include a cell value in the formula, type itsreference/name or clicking on it

Arithmetic Order of Precedence

As in other programming environments, Excel follows thefollowing established order of precedence for arithmeticoperators:

Negation -

Exponentiation ^

Multiplication and division *, /

Addition or subtraction +, -

Use parenthesesparentheses to overwrite the order of precedence.

Arithmetic Order of PrecedenceArithmetic Order of Precedence Relative and Absolute Cell References

By default Excel assumes that the cell reference isrelativerelative

Consequently, when a cell is copied over to anothercell, all references will be adjusted in relation tolocations of the cells in the formula

A cell reference can be turned into an absolute one byadding the $$ symbol


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Relative and Absolute Cell References

The $ symbol can be used to make the row, column orboth absoluteabsolute

=B3 Both are relative

=B$3 Row is absolute and column is relative

=$B3 Row is relative and column is absolute

=$B$3 Both are absolute

The type of reference can be conveniently modifiedusing the F4F4 key

(or Function + F4Function + F4 if F4 is already an assigned key)

Referencing to Other WS Formulas can reference different Workbooks orSheets When the source is openopen (file is open):

=SUM([Budget.xlsx]Annual!C10:C25)Sum the cells C10:C25 in the Annual WS from the Budget

file (WB)

When the source is NOT openNOT open:=SUM('C:\Reports\[Budget.xlsx]Annual'!C10:C25)Sum the cells C10:C25 in the Annual WS from the Budget

file (WB)

Can be used with cells in the existing WS:=A10*Sheet2!B5Value from Cell A10 of our current worksheet multiplied by

the value of Cell B5 from Sheet 2

Relative and Absolute Cell References(Examples)

Copy from Copy to

Cell Formula Cell Formula

A6 =E5+F4 B7 =F6+G5

A6 =E$5+F4 B7 =F$5+G5

A6 =$E5+F4 B7 =$E6+G5

A6 =$E$5+F4 B7 =$E$5+G5

Formulas RibbonGroups:

Function

Library

Defined Names

Formula Auditing

Calculation


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The Function Library Group Excel supports hundreds of functions, which are classified

into the following groups:

There are many ways to insert a function

-- FinancialFinancial -- Date & TimeDate & Time

-- MathematicalMathematical -- TrigonometricTrigonometric

-- StatisticalStatistical -- Lookup & ReferenceLookup & Reference

-- TextText -- LogicalLogical

-- InformationInformation -- UserUser--defineddefined

Insert Functions (1)

Click the formulas tab

Insert FunctionInsert Function ffxx ButtonButton in functionlibrary group

The Insert Function dialog box opens.

In the Search for a function box, typea descriptiondescription of what you want to do

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Choose from one of the Function GroupsFunction Groups, e.g. logical

Choose a function or if not visible , click on the Insert Function fx button

Insert Function dialog box appears

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Choose More FunctionsMore Functions

Choose one of the categories (e.g. statistical) and then choose the function or

click on the Insert Function fx button Insert Function dialog box appears

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Click the Insert FunctionInsert Function ButtonButton on theformula bar

The Insert Function dialog box opens

In the Search for a function box, typea description of what you want to do.


Activate a cell and type =type =

Recent functionRecent function names displayedin the Name Box

Click the arrow to choose one

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Text FormulasFunctionFunction ActionAction

Left(text,[numb]) Returns leftmost characters from a text value

Right(text,[numb]) Returns rightmost characters from a text value

Len(text,[numb]) Returns the number of characters in a text string

Lower(text) Converts text to lowercase

Upper(text) Converts text to uppercase

Proper(text) Capitalizes the first letter in each word of a text

value

Mid(text, start, # of

characters)

Returns a specific number of characters from a

text string starting at the position you specify

Value(text) Converts a text argument to a number

Rep(text, times to

repeat)

Repeats text a given number of times

When To Use?Landsat Satellite Data

Format Example:Format Example:LXSPPPRRRYYYYDDDGSIVVL = LandsatX = SensorS= SatellitePPP = WRS PathRRR = WRS RowYYYY = YearDDD = Julian Day of YearGSI = Ground Station IdentifierVV = Version

Sensor Examples:Sensor Examples:LM10170391976031AAA01 (MSS)LT40170361982320XXX08 (TM)LE70160392004262EDC02 (ETM+)


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Basic Math Functions (1)FunctionFunction ActionAction

SQRT(num) Square root

ABS(num) Absolute value

SIN(num) Sine

COS(num) Cosine

TAN(num) Tangent

LN(num) Natural log

LOG10(num) Base 10 log

EXP(num) Raise e to num

PI() Returns value of pi

POWER(num,pwr) Raise num to pwr

SUM(range) Add numbers

Basic Math Functions (2)FunctionFunction ActionAction

AVERAGE(range) Average

STDEV(range) Standard deviation

VAR(range) Variance

MAX(range) Maximum

MIN(range) Minimum

COUNT(range) How many in range

MEDIAN(range) Median

MODE(range) Mode

RAND() Returns random number (0-1)

ROUND(x,n) Round x to n decimal places

SIGN(x) Returns the sign of x

Logical Functions Logical function are used for direct calculations

based on certain conditions

6 logical functions:ANDAND, FALSEFALSE, IFIF, NOTNOT, OROR&TRUETRUE

Examples: =IF(C5


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If: Absolute Value Example The number to be evaluated is entered into cell A1

The formula is entered into cell B1

Logical FunctionsLogical Functions Comparison operators:Comparison operators:

OperatorOperator ExplanationExplanation

= Equal to

Not equal to

> Greater than

>= Greater than or equal to

< Less than

145",D17:D25)

Sums the cells in the D17:D25 range, where corresponding cellsin E17:E25 have values > 145

COUNTIF(C2:C13, > &D1)

Count the # of cells where values > the value in D1

COUNTIF(C2:C13, > & AVERAGE(C2:C13))

What will this do?


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Logical Functions Note that text criteriatext criteria or any criteriaany criteria that includes

logical or mathematical symbols must be enclosed indouble quotation marks ("")

If the criteria is numeric, double quotation marks are notrequired

The concatenation operator (&) is used to join thesymbols (>) with cell references

Calculate the monthly payments required for a$900,000$900,000 loan amortized over 3030 years at aconstant interest of 5%5% per annum

Example: Financial Functions

SET UP THE PROBLEM Select the Financial Category


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Select the PMT function

Choose the rate cellChoose the rate cellDivide by 12 to convert into monthly rateDivide by 12 to convert into monthly rate


NPER is the # of paymentsNPER is the # of payments Years *12Years *12


In PV (Present Value) Enter the loan amountIn PV (Present Value) Enter the loan amount


In PV (Present Value) Enter the loan amountIn PV (Present Value) Enter the loan amount


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The monthly payment is now calculatedCheck the formula in the formula bar

Conclusion

No chance to buy a flat in Beirut except if I win thelottery soon

Other Important Functions

MatchMatch: Looks for a value in a range

It returns the relative position of that item in the range

Syntax =MATCH(value, Range,Syntax =MATCH(value, Range, matchtypematchtype))

Specifying the matchtype is optional. Defaults to 1

Specifying -1: Finds the smallest value that is greater than orequal to value (the field has to be sorted in descending order)

Specifying 0: Finds the first value that is exactly equal to thevalue

Specifying 1: Finds the largest value that is less than or equalto value (the field has to be sorted in ascending order)


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INDEX

Index: Returns a value within a table or range

If you give it an array:

Syntax: = INDEX(= INDEX(array,row_num,column_numarray,row_num,column_num))

Example:Example:

=Index({1,2,3;3,5,6;7,8,9},2,3)=Index({1,2,3;3,5,6;7,8,9},2,3)

COUNT, COUNTIF, COUNTA

COUNTCOUNT: Counts the number of cells that containnumbers =COUNT(RANGE)

Arguments that are numbers, dates, or a textrepresentation of numbers

COUNTIFCOUNTIF: Counts the number of cells that fulfills oneor more criteria = COUNTIF(range, criteria)

COUNTACOUNTA: Counts the number of cells that are notempty in a specified range

It will count error values and empty text ("")

=COUNTA(RANGE)

Matrix Algebra in Excel Adding Two MatricesTo add two named 3 x 3 matrices A and B:

Highlight a blank 3 x 3 results area in the spreadsheet

If the results area is too small, you will get the wrong answer!

Type =A+B in the formula bar

Press the CTRL, SHIFT and ENTERkeys simultaneously

Pressing enter will get you an error message or the wrong answer!

Look at the formula: You should see bracesbraces surrounding the

array formula Matrix OperationMatrix Operation


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Matrix Transpose

Suppose D is a 5 x 4 matrix

The transpose of D is D, which is 4 x 5 matrix

Select the 4 x 5 results area

Type =TRANSPOSE(D) in the formula bar

Press CTRL, SHIFT, ENTER

You should get the transpose of D

Multiply Matrix by a Scalar

Suppose D is a 5 x 4 matrix

5xD is also a 5 x 4 matrix

Select a 5 x 4 results area

Type = 5*D= 5*D in the formula bar


You should get the matrix 5xD

Matrix Multiplication

Suppose E and F are 3 x 2 and 2 x 3 matrices

Then EF is 3 x 3 and FE is 2 x 2

Select a blank 3 x 3 area for the result EF

Type ==MMULT(E,F)MMULT(E,F) in the formula bar

Press CTRL, SHIFT, ENTERto generate EF

=MMULT(F,E) for the result FE

Matrix Inverse

Suppose B is a square 3 x3 matrix

Select a 3 x 3 area for the inverse of B

Type =MINVERSE(B)=MINVERSE(B) in the formula bar

Press CRTL, SHIFT, ENTER

What will happen when B is singular?

If B is singular (non-invertible), you will get an errormessage


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Matrix Determinant Suppose A is a square matrix

The size of the determinant of A is?

det(A) is a scalar

Select a single cell, type = MDETERM(A)= MDETERM(A) in theformula area


If A is singular, then det(A) should be what?

Now you should be able tosolve systems of linear

equations in Excel

Formula Auditing Tools inExcel

To use theAuditing Tools in Excel click on the formula youwish to audit

Go to the Formulas tab in the Office RibbonOffice Ribbon

Trace PrecedentsTrace Precedents tool for a selected cell with a formula:ArrowsArrows will appear pointing to the cells included in formula

This helps you determine where the values that make upyour formula come from


To use theAuditing Tools in Excel click on the formulayou wish to audit

Go to the Formulas tab in the Office RibbonOffice Ribbon

Trace DependentsTrace Dependents tool tells you which cells rely or aredependent on the selected cell

Great tool to use before you delete a cell!


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Show Formulas buttonShow Formulas button: Cells containing formulas willdisplay formulas

Error Checking buttonError Checking button: Make sure that the formulas youare using are all correct

Evaluate Formula toolEvaluate Formula tool: Evaluates the formula step-by-step

Click on the cell containing the formula you want to evaluate

Click on the Evaluate Formula button

Options to Evaluate the formula or Stepping In a formula

Error Messages

MessageMessage ExplanationExplanation

#NUM!#NUM! Number error, e.g. SQRT(-10).

#DIV/0!#DIV/0! Dividing by zero

#N/A#N/A Missing data or wrong value for lookup function

#NULL!#NULL! Specified cells do not intersect

#REF!#REF! Invalid reference/cell name

Circular ErrorCircular Error Cell referring to itself

#NAME?#NAME? Undefined variable or function

#VALUE#VALUE Result of a mathematical operation on cells that contain both textand values

Excel issues an error message and suggests a correction if theformula expression is invalid

Integration in Excel

No built-in integration function in Excel

Will need to use numerical integration:

Rectangle Method

Trapezoid MethodTrapezoid Method

Simpsons Rule Method

Gauss Quadrature

Example: Trapezoidal rule in Excel

Suppose we have an object that is moving with avelocity that is described by this equation:

v = (v = (--0.011t0.011t33 -- 0.2t0.2t22 + 2.4t + 2)+ 2.4t + 2) m/sec

The object starts at --18 meters18 meters initially

Calculate the objects position after 10 seconds

Analytical solution is easy:

Position is the indefinite integral of the velocity


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Trapezoidal Rule

//...///0.

Trapezoidal rule in Excel

1. First set up the problem

2. Calculate velocity over a range of t

3. Use the multiple segment trapezoidal rulemultiple segment trapezoidal rule:

A. Get the values of v for every t

B. Calculate the sum of the 2 velocities

C. Calculate Delta t

D. Calculate the trapezoid area

E. Make sure to add the previous area to it

Differentiation in Excel

No built-in differentiation function in Excel

Will need to use numerical differentiation:

Simple difference methodSimple difference method:

Forward (y1-y0)/h

Center (y1-y-1)/2h

Backward (y0-y-1)/h

Calculate the steps (x)

Get the slope (y2-y1)/(x)

Other methods (5-point stencil, differential quadrature)

VLOOKUP & HLOOKUP

VV= For Vertical/column lookup

HH = Horizontal/row lookup

Lookup functions are designed to

retrieve information from tabulardata based on certain specifications orconditionsconditions


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HOW TO USE IT?

Think of the 3 Ws:Think of the 3 Ws:

WhatWhat is your lookup value?

WhereWhere to look up?

WhichWhich column holds your results?

VLOOKUP UsingVLOOKUPVLOOKUP is similar to looking up

a persons name in a telephone directory

to get his/her telephone number

VLOOKUPVLOOKUP looks at a value in one

column, and finds its corresponding

value on the same rowsame row in anotheranother

columncolumn

Similar to building a very simple query in

AccessAccess

VLOOKUP: Syntax=VLOOKUPVLOOKUP(lookup_value, table_array, col_index_number,

not_exact_match)

lookup_value: The value that the function will look for inthe left most columnleft most column

table_array: The table that the function will look through

col_index_number: The column number from which thefunction should return the value

not_exact_match: Can be either True or False

True = find the next largest value that is less than thelookup_value (default)

False = find exact match

VLOOKUP: Example

Question: find the pricefor item with ID #12

5050

5151

5353

5252

(12, 50:53 ,22, FALSEFALSE)

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Common Mistakes withVlookup

You need to sort your result columnsort your result column in ascending order

when using Exact=FALSE

Excel does not interpolatedoes not interpolate valuesvalues

The # of the result column is from the beginning of thebeginning of the

rangerange and not from the beginning of the sheet

The lookup field has to be the leftmost fieldleftmost field

HLOOKUP: SIMILAR BUT FOR ROWS

=HLOOKUP (12, A1:E3, 2, False)=HLOOKUP (12, A1:E3, 2, False) Look in 2nd row for thevalue corresponding to 12 in top row, and look for exact match 114.334.33

=HLOOKUP (10, A1:E3, 2, False)=HLOOKUP (10, A1:E3, 2, False) Look in the 2nd row for thevalue corresponding to 10 in top row, and look for exact matchto 10 #N/A#N/A

=HLOOKUP (50, A1:E3, 3, True)=HLOOKUP (50, A1:E3, 3, True) Look in the 3rd row for thevalue corresponding to 50 in top row. No 50 but not exactMatch with the largest value in top row that is less than the

lookup value of 52 88

A Note About Lookup Tables

Lookup tables will not interpolate values!not interpolate values!

When looking up a numerical value:

TRUETRUE option is selected (default) an approximate match

The value searched for is rounded downrounded down to the next

tabulated value!

PIVOT TABLE Provides a powerful tool for summarizing large amounts of

tabular data

A pivot table classifies numeric data in a list based on other

fields in the list

General purpose:

1. Quickly summarize data from a worksheet

2. Calculate totals, averages, counts, etc. based on any numericfields in your table

3. Generate charts from your pivot tables

Similar to Crosstab in AccessSimilar to Crosstab in Access


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Before You Begin: A Note About Pivot Tables

Data should be arranged in a list:

ColumnsColumns represent fields

RowsRows represent a record of related data

First rowFirst row == Column labelColumn label

Each column should contain 11 type of data

For example, text in 1 column and numeric values in another

When you create a PivotTable, each column of source databecomes a field that you can use in the report

Should have no incomplete records in your columns

Its also best if there are no empty rows

Be careful of empty cells, are they blank or are they zeros?

Pivot Table (I)1. When the data is ready, click anywhere in a sheet

2. On the Insert RibbonInsert Ribbon, go to Tables groupTables group, click PivotTablePivotTable

3. The Create PivotTableCreate PivotTable dialog box opens

4. Select the range that you want to work with

5. Select where you want the Pivot Table to be placed (default isnew sheet)

Pivot Table (II)After you close the Create PivotTableCreate PivotTable dialog box you

should see:1. On one side the Layout AreaLayout Area ready for the PivotTable report

2. On the other side the PivotTable Field ListPivotTable Field List

Shows the column titles from the source data (each column title is a field)

Pivot Table (III)

Drag & drop fields to build your pivot table

4 areas to place fields:

1.1. Report FilterReport Filter

2.2. Column LabelsColumn Labels

3.3. Row LabelsRow Labels

4.4. ValuesValues

No need to useALLALL youryour fields!

No need to fillALLALL 4 areas! 11 22

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Pivot Table (IV)

If you click outside the layout area of a PivotTable report the PivotTable Field ListPivotTable Field List goes away

To get the field list back, click inside the PivotTable layoutarea or report

You can SORTSORT the data only by the fields in the RowRowLabelsLabels

Unlike Access you can have multiple column labelsmultiple column labels

Note that you may create a PivotTable based on anexternal data source

Pivot Table (V)

A PivotTable report with more than one row field has:

One Inner RowInner Row field (closest to the data area)

and other Outer RowOuter Row fields

Items in the outermostoutermost row field are displayed

once

Items in the rest of the row fields are repeated as

necessary

Pivot Table (VI)

A PivotTable will always add:

A column totalA column total

A row totalA row total (if you have multiple columns)

Cell Referencing to a PivotTable GETPIVOTDATAGETPIVOTDATA function appears automatically when you

try to reference a cell inside the Pivot Table

If you remove any of the fields referenced in the

GETPIVOTDATA formula from the report, the formula returns

#REF!


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Cell Referencing to a PivotTable

GOAL SEEK

Goal SeekGoal Seek allows us to conduct whatwhat--if analysisif analysis

Use Goal SeekGoal Seek when you know the desired resultdesired result ofa single formula but not the input value needed to getthe result

The command uses iterationsiterations to obtain the desiredresults

Goal SeekGoal Seek uses a process of changing the values incells to see how those changes affect the outcome offormulas on the worksheet

Goal Seek: How To? Go to the Data RibbonData Ribbon

Go to the Data ToolsData Tools group

ClickWhatWhat--If AnalysisIf Analysis

ClickGoal SeekGoal Seek

Will get the Goal Seek window:

Set Cell: The cell that you want it to achieve a target

To Value: The value that you want to reach

By Changing Cell: What cell needs to change

Goal Seek


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Goal Seek: Troubleshooting Make sure the Set cell referenceSet cell reference is to a cell that

contains a formula, function, or cell referenceformula, function, or cell reference

Make sure the To value cellTo value cell value is a reasonablevalue

Make sure the By changing cell referenceBy changing cell reference is not aformula, function, or a cell reference

Make sure there is a link by formulas between thetwo cells you entered in the Goal SeekGoal Seek

However complicated the link might be, they MUSTMUST

BEBE related

Root-Finding with Excel

Can we use Goal Seek to find the root of anequation?

Yes!Yes!

Identify one cell to hold the value of the independentvariable (let us call it x)

In another cell put the formula for f(x)

Guess a plausible estimate of a root and input it inthe first cell

Select the Goal SeekGoal Seekfunction

Set the target value to 00

Example

What are the roots of:

Excel Shortcomings

Excel will find one of the rootsone of the roots of the equation

depending on the starting value

Use extreme values as your guesses (eg 100000

and 100000) to find the largest and smallest roots

Plot the function and use approximate roots as yourinitial guess


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Optimizing in Excel: Solver

First need to add Solver to Excel:

Check to see if you have it under the Data RibbonData Ribbon

If not then:

Go to the Microsoft ButtonMicrosoft Button

Click on Excel OptionsExcel Options

Go to theAddAdd--Ins TabIns Tab

In the ManageManage box, select Excel AddExcel Add--insins

In theAddAdd--InsIns available box, select the Solver AddSolver Add--inincheck box, and then click OKOK

Adding Solver

Solver in Excel

You should see the SolverSolver under the DataDataRibbonRibbon,Analysis GroupAnalysis Group

Optimizing in Excel: Solver

An optimization model in Excel has 3 parts:

The target cellThe target cell

The changing cellsThe changing cells

The constraintsThe constraints

Solver helps find optimal values in one or more

cells, called the target cell(s)target cell(s), by changing achanging agroup of cellsgroup of cells to find an optimal value subject tothe constraintsconstraints that you set


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Target Cells

The target cell represents the objectiveobjective or goalgoal

Usually we want to either minimizeminimize or maximizemaximize thetarget cell

Maximize orMaximize or minimizeminimize Target cellTarget cell

MaximizeMaximize Monthly profitMonthly profit

Minimize Distribution costs

Maximize Net present value contributed by selected projects

MinimizeDifference between scores predicted by ratings andactual scores

Minimize Riskiness of portfolio

Changing Cells

Changing cells are the spreadsheet cells that we wantto changechange or adjustadjust to optimize the solution in thetarget cell

Changing cellsChanging cells

Amount of each product produced during the monthAmount of each product produced during the month

Amount produced at each plant each month that is shippedto each customer

Team ratings

Fraction of money invested in each asset class

Constraints Constraints are restrictionsrestrictions we place on the changing

cells to constrain our solution

They need to be acheived

ConstraintsConstraintsProduct mix uses no more resources than are availableDo not produce more of a product than can be soldDo not produce more of a product than can be sold

Do not ship more units each month from a plant than plant capacity

Prices can't be too far out of line with competitors pricesProjects selected can't use more money or skilled programmers thanare available

NoneNone

Obtain an expected return of at least 10 percent on our investments

Example 1: Building Apartments

Type 1:Type 1: 2 truck loads of concrete

4 cable rolls

4 dozens of Fe beams

6 man months

2 pipe loads

Profit per unit is $95,000


2 cable rolls

2 dozens of Iron beams

2 man months

1 pipe loads



1 cable rolls

1 dozens of Iron beams

1 man months

1 pipe loads


You can build 3 types of apartments:You can build 3 types of apartments:

Goal: Maximize ProfitGoal: Maximize Profit


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Constraints Constraints on Building

1. Can not exceed inventory of products

2. Need to build at least 5 unitsat least 5 units of each type

3. Can not build more than 500 units of any type500 units of any type

4. The number of units in each category has to be

an integer and positiveinteger and positive

Example 2: ChemicalProcurement

A company manufactures 3 types of chemicals3 types of chemicals

It has a contract to supply its customers with thefollowing amounts of the three chemicals:

Chemical 1 Chemical 2 Chemical 3Contracted Sales (lbs) 2000 3500 1800

Chemical Procurement Production is limited by the availability of processing

time in the two chemical ovenstwo chemical ovens

Each chemical must be processed first in Oven 1and then in Oven 2

Hours of processing timeprocessing time available for each ovenand the processing time required in each oven foreach chemical is:

Reactor Processing TimesReactor Processing Times(hrs per lb)(hrs per lb)

Chemical 1 Chemical 2 Chemical 3ReactorReactor

AvailabilitiesAvailabilities

(hrs)(hrs)Oven 1 0.05 0.04 0.01 200200Oven 2 0.02 0.06 0.03 150150


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Chemical Procurement

Because of the limited availability of Ovenprocessing time, there is insufficient capacityinsufficient capacityto meet the demand with in-house production

Must purchase some chemicals from vendors

The following table provides each chemicals inin--househouse production cost and outsideoutside purchasecost:

Chemical 1Chemical 1 Chemical 2Chemical 2 Chemical 3Chemical 3

InIn--house Productionhouse Production Cost ($/lb)Cost ($/lb) $2.50 $1.75 $2.90Outside PurchaseOutside Purchase Cost ($/lb)Cost ($/lb) $2.80 $2.50 $3.25

QUESTION

Which chemicals should we buy from theoutside suppliers?

How much of each chemical should we producein-house?

Goal: Minimize CostGoal: Minimize Cost

Constraints Constraints Need to fullfill the customers orders

Need the cheapest combination of in-houseproduction and outside purchases

Can not exceed the amount of operational time in the2 ovens

Amounts produced and bought need to be > 0

Must decide how muchhow much of each chemical toproduce inproduce in--househouse (i.e., make) and how much

of each chemical to purchase outsidepurchase outside (i.e.,buy)


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Solver Options: Accuracy Max time:Max time: Limits the time taken by

the solution process

Iterations:Iterations: Limits the number ofinterim calculations

Precision:Precision: Controls the precision ofsolutions

Tolerance:Tolerance: The % by which thetarget cell can differ from the trueoptimal value

Convergence:Convergence: When the relativechange in the target cell value is lessthan the selected number for thelast 5 iterations Solver stops

Must be indicated by a fractional

between 0 and 1

Solver Options: Assumptions

Radio buttonsRadio buttons tochoose from dependingon your problem

E.g Choose linear modelif all relationships in themodel are linear andyou want to solve alinear optimizationproblem

Solver Options: Estimates

Specifies the approachthat is used to obtaininitial estimates of thebasic variables

Choose quadratic whenthe problem is non-linear

Solver Options: Derivatives

Specifies the

differencing that is used

to estimate derivatives

Forward

Central


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Solver Options: Search

Specifies the algorithm

used at each iteration to

determine the search

Newton (More memory

less iterations)

Conjugate (More

iterations less memory)

Graphing in Excel

A Picture is Worth aA Picture is Worth aThousand WordsThousand Words

First quoted in 1911

Excel Chart Types There are 1111 major chart types in Microsoft Excel

Each has its own set of chart subtypessubtypes


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Creating a Basic Graph inExcel

4 clicks4 clicks between you and a graph:

1. Use the mouse to select the dataselect the data

To select noncontiguous data in a spreadsheet, hold down

CtrlCtrl button while dragging mouse to select cells

2. Go to the Insert RibbonInsert Ribbon

3. Go to the Charts GroupCharts Group

4. Click on the chart typechart type you want

Excel will generate the graph for you

It still needs to be Formatted!Formatted!

Scatter Versus Line Graphs

Scatter Versus Line Graphs They may look very similar; butbut

Big difference in the way each of these chart types plotsdata along thexx--axis:axis:

Scatter chart displays numerical values along thehorizontal and the vertical axis

A scatter chart will not display categories on horizontal axis

Line chart distributes category or time interval data

evenlyevenly along a horizontal axis (even if numeric)

Know exactly what you want!

3 D Plots

Surface charts generate three dimensional surfacethree dimensional surface

Colors and patterns in a Surface chart indicate areasthat contain the same range of valuesrange of values

Need to organize the data in your worksheet:


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Excel: Surface Chart Types

4 Major types4 Major types

Creating a Surface Chart

1. Select the data you want to display in aSurface or Contour chart

2. On the Insert menu, click Chart

3. In the Chart type box, click Surface

4. Under Chart sub-type, click the type youwant to use

5. Click Next

Surface Plots Editing a Chart in Excel When a chart is created and/or selected, the ChartChart

ToolsTools appear in the Excel Ribbon

Design TabDesign Tab

Layout TabLayout Tab

Format TabFormat Tab


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Chart Tools Within the Design tabDesign tab you can control the chart type, data, layout,styles, and location

Within the Layout tabLayout tab you can control current selection, insertingpictures, shapes and text boxes, labels, axes, background, and analysis

Within the Format tabFormat tab you can modify current selection, shape styles,word styles and size of the chart

Changing a Chart Type Select your graph that you want to change

Click on the Design tabDesign tab

Click on Change Chart TypeChange Chart Type

Select a new graph from the Chart TypeChart Type dialog box thatappears

ClickOKOK

Adding Chart Elements

There are 15 chart elements15 chart elements that can be added to a chart inExcel

Adding a Chart TitleAdding a Chart Title

Adding AxesAdding Axes

Adding a LegendAdding a Legend

Adding Data LabelsAdding Data Labels

Adding a Data TableAdding a Data Table

Adding GridlinesAdding Gridlines


There are 15 chart elements15 chart elements that can be added to a chart

Excel has predefined chart layouts located in the DesignDesigntabtab that include many of these elements already added


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There are 15 chart elements15 chart elements that can be added to a chart

Excel has predefined chart layouts located in the DesignDesigntabtab that include many of these elements already added

You can manuallymanually add individual chart elements to your graphby using the options located in the Layout tabLayout tab

Click on the Layout tabLayout tab and locate the appropriate LabelLabelgroup:group: Click on down arrow on Chart Title buttonChart Title button (select a title layout)

Click on down arrow for theAxis Titles buttonAxis Titles button (add title to chart axis)

Click on down arrow for the Legend buttonLegend button (add legend)

Click on down arrow for the Data Labels buttonData Labels button (add values to graph)

Click on down arrow for the Data Table buttonData Table button (add data as table) Check the different options +Check the different options +MoreOptionsMoreOptions

Formatting Axes Select your charts X or Y axis

Click on the Layout tabLayout tab

Click the Format SelectionFormat Selectionbutton under Current Selectiongroup

Under Axis Options you can makemany changes:

Min-Max

Log scale

Tick marks

Change color of axis line

You can also access it from theAxes GroupAxes Group under LayoutLayout

Axis: Primary and Secondary


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Adding a Second AxisYou can plot one or more data series on a secondary axissecondary axis

Good when you have 2 series that have a wide range orare different in type and you want them on the same plot

How to do it?

Add the data series to your plot

Select the data series that you want to have on a secondaryaxis

Go to the FormatFormat menu

Click the Selected Data SeriesSelected Data Series icon under the CurrentCurrentSelection groupSelection group

Under theAxisAxis tab, click Secondary AxisSecondary Axis

Adding a Second Axis

One Chart 2 Chart Types

You can plot one or more data series in the same chartbut with different chart types

How to do it?

Click the data series that you want to change its type

Go to the DesignDesign menu

Click the Change Chart TypeChange Chart Type icon under the TypeType groupgroup

Select the new type

Press OKOK

Note that the 2 types have to be compatiblecompatible

One Chart 2 Chart Types


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Adding a Trend Line andRegression Equation

You can add a trendline to any data series (given a chart type)

Trendlines are regression modelsregression models that Excel adds to yourgraph

Moving average smoothes out fluctuations in data

Six different trends available:

Linear trendlines

Logarithmic trendlines

Polynomial trendlines

Power trendlines

Exponential trendlines

Moving average trendlines

Trend LinesLinearLinear trendlinestrendlines (best-fit straight line)

LogarithmicLogarithmic trendlinestrendlines (best-fit curved line whenthe rate of change in the data increases or decreases quicklyand then levels out)

PolynomialPolynomial trendlinestrendlines (best curved line, nth degree)

PowerPower trendlinestrendlines (curved line when increase is at aspecific rate)

ExponentialExponential trendlinestrendlines (values rise or fall atconstantly increasing rates)

Moving averageMoving average trendlinestrendlines

TypeType EquationEquation

Linear

Logarithmic (semi)

Polynomial

Power

Exponential

Moving average

Trend Lines Add a Trendline and ItsEquation

Click anywhere in the chart

Select the series

Right click and selectAdd trendline

Choose the appropriateappropriate trendlinetrendline

Select any appropriate options:

Forecast Hindcast

Intercept

Choose to display RR22 and the equation of the line


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Reminder: What is R2 ? It is the Coefficient of determinationCoefficient of determination

Between 0 and 10 and 1

Describe how well a regression line fits a set of data

Trendline: Warnings

If you add a trendline to a line, column, area, or barchart, the trendline is calculated based on theassumption that the x values are 1, 2, 3, 4, 5, 6, etc

This assumption is made even if the x-values arenumeric or text!

To base a trendline on numeric x values, you should use anxyxy (scatter) chart(scatter) chart

If you add a moving averagemoving average to an xy (scatter) chart:

Moving average is based on the order of the x valuesplotted in the chart

To get the result that you want, you have to make suremake surethatthat the x values are ordered as you want before you addthe moving average

Printing in Excel (1) Click the Page Layout Ribbon to change page settings:

Set the individual Margins

Create Headers and Footers

Add Background

Set print area:Set print area:

By default, Excel prints the entire spreadsheet

A print area allows you to specify only a portion of thespreadsheet to be printed

Click Print TitlesPrint Titles to access advanced Page Setup setting:

Rows and columns repeat on multiple pages


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Printing in Excel (2)You can insert a Break:

Select a cell below where you want the break to appear

Select the BreaksBreaks command

Select Insert Break

To print a graph by itself:

Select the graph

Click Ctrl+P to open the Printdialog box

Make sure that the Selected Chart option button is selected

in the Print What section

Importing to Excel Excel accepts two commonly used text file formats:

Delimited text files (.txt.txt), in which the TAB characterseparates each field of text (ASCII)

Comma separated files ..csvcsv files

You can also change the separator character used

For text files other than .csv you will get the Text ImportText ImportWizardWizard

You can import or export up to 1,048,576 rows and 16,384columns

.dbf (dBase III and IV) can be opened in Excel, but youcannot save an Excel file to dBase format

Exporting from ExcelYou can save Excel data in formats other than .xls or .xlsx:

Use the data in other programs or applications

You can easily save Excel data into many formats:

..csvcsv

.txt.txt

Note that formatting, graphics, and other objects will be

lost when saving data in a .txt or .csv fileYou save the WS not the WB!You save the WS not the WB!

Matlab and R have capabailities to read Excel files

Often better to use .csv files

Lock Cells Excel provides options to protect a workbook either by

protecting specific cells or the whole worksheet

Locking a Cell

1. Lock a cell (Home tab Format Lock Cell)

2. Prevents cells from being changed 1

2

3


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Protect SheetProtect Cells and Sheets

a.HomeFormatProtect Sheet

b.Review Tab Changes Protect

Sheet

Questions?Questions?

excel: how to

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