microsoft office excel 2013 expert microsoft office excel 2013 expert courseware # 3254 lesson 1:...

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Excel 2013 ExpertMicrosoft Office

Excel 2013 ExpertCourseware # 3254

Lesson 1: Advanced Functions and PivotTables

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© CCI Learning Solutions Inc. 2

Lesson Objectives

• Define what a function is

• Use the correct syntax for functions

• Insert a function• Use array functions• Use lookup functions• Use date and time

functions• Create, format, and

customize pivot tables

• Use data slicers• Group pivot table data• Create calculated

fields and items for pivot tables

• Activate PowerPivot, and connect it to a data source

• Create PowerPivot calculated fields

• Manage PowerPivot table relationships

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What are Functions?

Compatibility

Statistical functions available in Excel 2007 and earlier versions that have since been replaced. Functions in this category may no longer be supported in a later version of Excel.

Cube Work with the Microsoft SQL Server Analysis Services tool to perform data mining.

Database Extract and manipulate data within an Excel database.

Date & Time

Perform calculations on dates and times.

Engineering

Perform calculations that are typically used in engineering applications. These functions must be loaded as part of the Analysis Toolpak add-in.

Financial Perform financial calculations, such as loans, annuities, and cash flows.

Information

Display information about the cells in the worksheet.

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What are Functions?

Logical Control the actions of the spreadsheet based on evaluations of data in the spreadsheet.

Lookup & Reference

Locate information in tables or on the Internet.

Math & Trigonometry

Perform mathematical and trigonometric calculations, such as logarithms, cosine, and rounding.

Statistical Perform statistical evaluations, such as average, mean, and standard deviation.

Text Manipulate text strings and convert numbers and text.

Web Exchange data with other systems located on the Internet or in the local network using web functionality.

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Using the Correct Syntax for Functions

• Arguments– Many functions are flexible: allowed to have one or more value or

cell references– Some functions do not have any arguments, but still need ()– Commas separate each argument– If incorrect number of arguments, error message is displayed– Can nest up to 64 layers of functions

=FUNCTION(Arguments)

= identifies this as a function and not mistaken as a text label

• Name of function– If name is incorrect, #NAME? is

displayed

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Inserting Functions

• Insert Function tool– Displays all functions available– Grouped by most recently used, or

by category

• To insert a function:– Click at left of Formula bar, or– Type = and first few characters of

function name– On Home tab, in Editing group,

click drop-down arrow for AutoSum and click More Functions

– On Formulas tab, in Function Library group, click Insert Function

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Inserting Functions

• Function Arguments dialog box– Helps you enter all of the correct

values as function arguments– Each argument is listed, required

ones are in bold– Help info displayed for current

argument text box– Preview of data at right– Results are instantly calculated and displayed if enough

arguments entered• Function arguments dialog box shrinks temporarily using

collapse button– Restores to full size when done

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Using Array Formulas

• A formula that can be applied over a range of cells all at the same time

• The range can be one-dimensional (a row or column) or two-dimensional (rectangular block of cells)

• Formula can return multiple results or a singleresult

• In this example, cells D5:D14 show multiple results from one array formula

• Cell D15 shows single result of array formula• Array formulas are also called CSE formulas

because you have to press CTRL+SHIFT+ENTER to complete the entry

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Using Array Formulas

• Array formulas can also be used with logical calculations

• E5:E14 displays total amount if group size > 30– (B5:B14)*(C5:C14) calculates

total amount for each row– (B5:B14>30) is a logical

calculation result is 1 (True) or 0 (False)

– A number multiplied by 1 is the number

– A number multiplied by 0 is 0

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Using Lookup Functions

• Find information in lists or arrays using:– Known value– Index number for 1- or 2-dimensional list– First row or column of 2-dimensional array– Table array must be sorted

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CHOOSE Function

• Select from a simple one-dimensional list of values=CHOOSE(A1,C10,C9,C8,C7)

• If cell A1 = 3, C10 = 10, C9 = 20, C8 = 30, and C7 = 40 then 30 will be displayed

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INDEX Function

• Selects a value from a two dimensional table =INDEX(reference, row num, [column num], [area num])

– Reference - range of cells containing values– Row num - row in range to find the value– Column num - optional column to find value– Area num - optional reference range to use

• Examples:– INDEX(A2:D4,2,3) = liter– INDEX((A2:D2,A3:D3,A4:D4),1,3,2) = liter

• There is also an array version: =INDEX(array, row num, [column num])

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LOOKUP Function

• One-dimensional (vector) format:=LOOKUP(lookup value, lookup vector, [result vector])– Lookup value – value to be found– Lookup vector – range of cells to search– Result vector – optional range of cells to get result value

• Notes:– Values in lookup vector must be sorted in ascending order– Result vector must be same shape as lookup vector

• Examples:=LOOKUP(1,A2:A4,C2:C4) = liter=LOOKUP(-3,A2:A4,B2:B4) = millimeter=LOOKUP(2,A2:A4,D2:D4) = gram

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LOOKUP Function

• Two-dimensional (array) format:=LOOKUP(lookup value, range array)– Lookup value – value to be found– Range array – range of cells to be searched and data to be

returned• Notes:

– Values in lookup vector must be sorted in ascending order– If more columns than rows, then top row is assumed to be lookup

vector– If square or more rows than columns, then left column is lookup

vector• Examples:

=LOOKUP(1,A2:C4) = liter=LOOKUP(-3,A2:B4) = millimeter=LOOKUP(1,A2:D4) = 3

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HLOOKUP and VLOOKUP Functions• Search for a lookup value in the first column of a two-dimensional

array:=VLOOKUP(lookup value,table array,column index number,range lookup)

– Lookup value – value to be found– Table array – range of cells to be searched and data to be

returned– Column index – column containing value to be returned– Range lookup – “0” or “false” for exact match, “1” or “true” for

approximate• Range lookup value is optional, but important

– Example: if range lookup is “true”, then a student with mark of 65% will receive correct grade of “C”

– If range lookup is “false”, the correct grade will notbe found

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HLOOKUP and VLOOKUP Functions• Search for a lookup value in the first row of a two-

dimensional array:=HLOOKUP(lookup value,table array,row index number,range lookup)

– Lookup value – value to be found– Table array – range of cells to be searched and data to

be returned– Row index – row containing value to be returned– Range lookup – “0” or “false” for exact match, “1” or

“true” for approximate

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Using Date and Time Functions

• Date and time values are just numbers– Integer portion being number of days since January 1,

1900– Fractional part is portion of 24 hours

• Special functions– Determine date and time serial numbers– Extract month, day, year, hours, minutes and second

values from serial numbers• Format:

=DATE(YEAR,MONTH,DAY)=TIME(HOUR,MINUTE,SECOND)

• Press CTRL+SEMICOLON to display current date• Press CTRL+SHIFT+SEMICOLON to display current time

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Using Date and Time Functions

NOW Return the serial number of the current date and time.

TODAY Return the serial number of today’s date with the time portion set to 0.

DATE Calculate the serial number for a specified date.

DATEVALUE Calculate the serial number for a specified date in text label format.

DAY Display the day value for the specified date serial number.

MONTH Display the numeric month value for the specified date serial number.

YEAR Display the year value for the specified year serial number.

WEEKDAY Display a numeric weekday value for the date serial number.

HOUR Display the hour value for the specified time serial number.

MINUTE Display the minute value for the specified time serial number.

SECOND Display the second value for the time serial number.

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Transpose Function

• Copy data from one range to another, except:– Data in rows are flipped into column sequence– Data in columns are flipped into row sequence

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Creating and Managing Pivot Tables• Summarizes or cross-tabulates large amounts of data

using fields• Performs summary function on intersections of row and

column fields• Frequently used to analyze large volumes of data

– Usually found in corporate databases• Strength of pivot tables based on same values that

show up many times in many data records:– By pairing these repeating values in different

combinations, you will find underlying trends that were not obvious

– Key is making the data values as row or column headers in different ways

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Creating a PivotTable

• PivotTable Field List task pane– Controls structure of pivot table– Decide what column data to use as column labels,

row labels, PivotTable values, or report filter

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Format PivotTable Data

• Familiar Format Cells dialog box to format numeric and date data

• Shading, borders, and cell alignment are not available

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Customizing PivotTables

• PivotTables allow you to rotate and filter data in different ways– Filter options– Grouping options– Sum options

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Using the Data Slicer with a PivotTable

• Hard to tell what active filter criteria are

• Data slicers help you see which filter conditions are currently active

• Simply click on buttons to quickly change filters

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Group Pivot Table Data

• Large pivot tables can have rows or columns grouped

• Example: dates can be grouped by month, quarter, or year

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Calculated Fields and Items

• Create calculated fields using formulas• Limitations of calculated fields:

– Can’t refer to cells outside pivot table– Can’t use functions that reference cells outside

pivot table– Pivot table labels must use single quotes– Can’t refer to pivot table totals or subtotals– Calculated fields can’t be used in OLAP-based pivot

table• Calculated fields must be simple formulas or

functions referencing labels inside pivot table

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Calculated Fields and Items

• Calculated items are like calculated fieldsbut used differently

• In this example:– Calculated fields Sum of Amount Paid

and Sum of Commissions– Calculated items Regular Card and

Premium Card– Calculated items appear as new rows

• Calculated items are virtual items, behaving like original items, e.g. added to summary totals, can be filtered, and be included in groups

• Restriction is that you must remove any groups before creating calculated items

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PowerPivot

• An extension of a pivot table, but designed for corporate environment with large complex databases

• Underneath is a high-performance engine

• Pivot tables are limited to Excel’s 1 million rows and 16,000 columns

• Corporate data typically can have billions of rows of data

• Pivot table is an excellent data analysis tool but is slow and limited to what Excel can access

• PowerPivot bridges the gap by allowing corporate users to use Excel to connect to high-powered centralized database servers

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Activating PowerPivot

• PowerPivot is an add-in that must be activated• To activate:

– Click File, Options– Click Add-ins– Select COM Add-ins– Click Microsoft Office PowerPivot for Excel 2013

• Once activated, the PowerPivot tab is displayed in the Ribbon

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Connecting PowerPivot to Data Source• Connects to Excel

workbooks, text files, Microsoft Access, SQL Server, and others

• After connection, a PowerPivot workbook is displayed with topmost rows from each data source displayed

• Acts as a staging area for the pivot table

• Calculated fields can be added

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PowerPivot Calculated Fields

• Act the same as pivot table calculated fields – formulas that transform values in existing fields to create new values

• Originally called measures• Uses DAX language to create the

formula• Field names have square brackets

around them– Example: =[Quantity] * [UnitPrice]

• Fields from other tables can also be used using RELATED function– Example: =[Quantity] * RELATED(Products[UnitPrice])

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Manage Table Relationships

• Unlike Excel, databases have data split into multiple tables

• Tables must be joined in a relationship to use in your pivot table

• One-to-many relationship between OrderDetails and Products:– OrderDetails is “many” side– Products is “one” side– Many orders reference one

product

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Manage Table Relationships

• Significance of understanding relationships is when you need tocreate one

• The table on the “many” side of the relationship is the “Table”

• The table on the “one” side is the“Related Lookup Table”

• If you make a mistake, PowerPivot may alert you with an icon

• Ask your IT department for help to create any new relationships

• Once relationships are set up, the data in the pivot table will display correctly

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Lesson Summary

• Define what a function is• Use the correct syntax

for functions• Insert a function• Use array functions• Use lookup functions• Use date and time

functions• Create, format, and

customize pivot tables

• Use data slicers• Group pivot table data• Create calculated fields

and items for pivot tables

• Activate PowerPivot, and connect it to a data source

• Create PowerPivot calculated fields

• Manage PowerPivot table relationships

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Review Questions

1. List each of the components of a function, and explain why it is important to ensure that the syntax of the function is correct.

2. The vector version of the LOOKUP function will generate the same results as either the VLOOKUP or HLOOKUP function.a. True b. False

3. What is the formula for adding 10 days to the current date? Will this formula still be accurate even if today is December 29?

4. Explain why you might create a PivotTable.

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Review Questions

5. What are the similarities and differences between a data slicer and the AutoFilter tool in the PivotTable?

6. The formula =SUM(B5:B10) can be used in the calculated field for a pivot table.

a. True b. False

7. Under what circumstance would a user use PowerPivot instead of pivot tables?

8. Under what circumstance would a user have to manage table relationships in PowerPivot?

microsoft office excel 2013 expert microsoft office excel 2013 expert courseware # 3254 lesson 1:...

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