Written by: Engr. Fakhr-e-Alam
Microsoft Excel 2003 (Tutorial) Engr. Fakhr-e-Alam B.Sc (Elec. Engg.) from Pakistan, ECD from China. D.A.E (Elect.) from Pakistan, Diploma in IT from Pakistan.
E-mail:
[email protected]
1st Edition – 2009
TRAINING & DEVELOPMENT SECTION Human Resources & Administration Department M.S Al-Suwaidi Industrial Services Co. Ltd. P.O. Box. 991 Al-Jubail 31951 Kingdom of Saudi Arabia URL: www.suwaidi.com +966 03 3407200 / +966 03 3407201
TABLE OF CONTENTS 1.
Spreadsheet Basics…………………………………………………………...… 6
1.1
Screen Layout…………………………………………………………………… 6
1.2
Title bar……………………………………………………………….. ………… 7
1.3
Menu bar………………………………………………………………………… 7
1.4
Standard Toolbar……………………………………………………………..…. 7
1.5
Other Tools………………………………………………………………...……. 8
1.6
Task Pane……………………………………………………………………..…. 9
1.7
Adding and Renaming Worksheets……………………………………………... 9
2.
Modifying Worksheets………………………………………………………... 10
2.1
Moving Through Cells…………………………………………………………. 10
2.2
Adding Worksheets, Rows, Columns, and Cells………………………………. 10
2.3
Resizing Rows and Columns……………………………………...…………… 10
2.4
Selecting Cells…………………………………………………………...…….. 11
2.5
Moving and Copying Cells………………………………………..…………… 11
2.6
Deleting Rows, Columns, and Cells…………………………………………… 12
2.7
Freeze Panes…………………………………………………………...………. 12
3.
Formatting Cells……………………………………………………....………. 13
3.1
Formatting Toolbar……………………………………………………..……… 13
3.2
Format Cells Dialog Box……………………………………………...……….. 13
3.3
Formatting Worksheet……………………………………………………...….. 14
3.4
Dates and Times………………………………………….……………………. 15
3.5
Format Painter………………………………………………………………….. 15
3.6
AutoFormat………………………………………………………………….…. 15
4.
Sorting and Filling……………………………………………………….…… 16
4.1
Basic Sorts……………………………………………………………...……… 16
4.2
Complex Sorts……………………………………………………………….… 16
4.3
Auto-fill………………………………………………………………………... 17
5.
Page Properties and Printing………………………………………………… 18
5.1
Page Breaks……………………………………………………………….……. 18
5.2
Page Setup……………………………………………………………………… 18
5.3
Margins………………………………………………………………………… 18
5.4
Header/Footer………………………………………………………………….. 19
5.5
Sheet……………………………………………………………………….…… 19
5.6
Print Preview…………………………………………………………………… 20
5.7
Print………………………………………………………………………….…. 20
6.
Formulas and Functions……………………………………………………… 21
6.1
Formulas Definition……………………………………………………………. 21
6.2
Formulas……………………………………………………………………….. 21
6.3
Formulas Bar…………………………………………………………………… 21
6.4
Linking Worksheets……………………………………………………………. 21
6.5
Relative, Absolute, and Mixed referencing……………………………………. 22
6.6
Function Definition……………………………………………………………. 22
6.7
Basic Functions………………………………………………………………… 22
6.8
Arguments……………………………………………………………………… 23
6.9
Operators……………………………………………………………………….. 23
6.10
Operator Order…………………………………………………………………. 24
6.11
Function Wizard……………………………………………………………….. 24
6.12
Entering Multiple Formulas All At Once……………………………………… 25
6.13
Editing & Deleting Formulas…………………………………………………... 25
6.14
AutoSum……………………………………………………………………….. 26
6.15
Errors in Formulas………………………………...…………………………… 26
7.
Charts……………………………………………………………... 27
7.1
Chart Wizard…………………………………………………………………… 27
7.2
Chart toolbar………………………………………………………………...…. 29
7.3
Resizing a chart………………………………………………………………… 29
7.4
Moving a chart……………………………………………...………………….. 30
7.5
Formatting Chart Objects…………………………………………….. ………... 30
7.6
Chart Types…………………………………………………………………….. 30
7.7
An Overview on Formatting Charts and Cells…………………………………. 31
8.
Commonly Used Features………………………………..……… 33
8.1
Comments…………………………………………………................................ 33
8.2
To Viewing Comments………………………………………………………… 33
8.3
Use Go To……………………………………………………………………… 33
8.4
Use Find and Replace………………………………………………………….. 33
8.5
Increase / Decrease Decimals…………………………………..……………… 34
8.6
Protecting your files (password to open)………………………………………. 35
9.
Additional Readings………………………………………...……. 36
9.1
Tab Color………………………………………………………………………. 36
9.2
Hide / Unhide……………………………………………………………..……. 36
10.
Excel Functions Overview……………………………….……….. 37
10.1
Statistical Functions Overview………………………………………………… 37
10.2
Math Functions Overview……………………………………………………... 37
10.3
Information Functions Overview………………………………………………. 38
10.4
Overview of Logical Functions……………………………………………...… 38
11.
Appendix 1: Shortcut Keys…………………………………….... 40
11.
Appendix 2: Important Formulas................................................. 44
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1. Spreadsheet Basics Microsoft Excel is a spreadsheet program that you can use to organize, analyze and attractively present data such as a budget or sales report. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns, designated by letters, and rows, designated by numbers. The letters and numbers of the columns and row called labels are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas.
1.1 Screen Layout
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1.2 Title bar The Title bar contains the name of the program Microsoft Excel, and the default name of the workbook (Excel file) Book 1 that would change as soon as you save your file and give another name.
1.3 Menu bar The Menu bar contains menus that include all the commands you need to use to work your way through Excel such as File, Edit, View, Insert, Format, Tools, Data, Window, and Help
1.4 Standard Toolbar This toolbar is located just below the Menu bar at the top of the screen and allows you to quickly access basic Excel commands.
Note: If not all the list appears, press on the Toolbar Options button placed at the end of any toolbar, and press on Add or Remove Buttons tag, then select Standard and you will get the possible commands for this toolbar. • New: Select File > New from the Menu bar. The New Workbook pane appears on the right hand side of the screen. Under the title New select Blank workbook. An alternative is to click the New button found on the Standard toolbar to create a new workbook. • Open: Click File > Open from the Menu bar, or click the Open button toolbar to open an existing workbook.
found on the Standard
• Save: To save click on the Save button found on the Standard toolbar. Choose a directory to save the file in. Specify a filename, and then press Save. This is done only the first time you try to save a file. It is recommended that you save your changes every ten minutes. All you have to do is to press on the Save button, or simply go to File > Save. This will update your initially saved file. • Save As: To save a different copy or version: Click on the Save As option in the File menu, and save your document under a different name, or the same name but in a different location. • Print: Select File > Print from the Menu bar, or click the Print button toolbar to print a worksheet. Written By: Engr. Fakhr-e-Alam
found on the Standard
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• Print Preview: Select File > Print Preview from the Menu bar, or click the Print Preview button found on the Standard toolbar to preview the worksheet before it is printed. • Spelling: Use the Spelling button worksheet. • Cut, Copy, Paste, Modifying Worksheets section.
found on the Standard toolbar to correct spelling errors on the
and Format Painter
: These actions are explained in the
• Undo and Redo: Click the backward Undo arrow to cancel the last action you performed, whether it is entering data into a cell, formatting a cell, entering a function, etc. click the forward Redo arrow to cancel the Undo action. To insert a hyperlink to a Web site on the Internet, type the text into a cell • Insert Hyperlink: you want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button found on the Standard toolbar and enter the Web address you want the text to link to and click OK. • AutoSum, Function Wizard, and Sorting: Formulas and Functions section.
These tools are discussed in detail in the
• Zoom: To change the size of the worksheet that appears on the screen, choose a different percentage from the Zoom option
found on the Standard toolbar.
1.5 Other Tools a. Formatting toolbar: used to format text, for example font type / size / alignment / color / text indentation. Also, it is used to create bulleted / numbered lists, borders, etc.
b. Drawing toolbar: contains certain commands for drawing shapes, filling colors, etc.
Note: To add or remove a toolbar select from the Menu bar, View > toolbars and then select the toolbar of your choice. A toolbar that is displayed has a check beside it. c. Scroll bars: allow you to browse through a worksheet.
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1.6 Task Pane The Task Pane appears each time you start Excel. To display or hide the task pane: From the Menu bar, select View > Task pane. To close it, click on the small X button at the top-left corner. The Task Pane is a dynamic tool found in the Office XP and 2003 suite applications. It allows you to perform certain actions/commands some of which are shortcuts to commands provided by the Menu bar or Standard toolbar. The task pane contains several options: • Getting started: It allows you to connect to the internet to get more information on Microsoft Excel. Moreover, you can open saved files from your local PC and create a new workbook. • Help: in case you are lost and you need some feedback. Under Search for you can directly type your keyword and Excel will provide you with information (on/offline). • Search Results: Allows you to view the result of your previous search under Help. It allows you to enter a new search at the bottom of this pane. • Clip Art: allows you to search the Clip Art Gallery using keywords. • Research: if you are doing a research Excel can provide you with online information. You can choose what type of reference books you would like Microsoft to take into consideration while searching online. • Clipboard: a list of the items you have recently cut, pasted, or copied • New Workbook: you can open a new blank workbook or select one from the existing workbooks available in your local computer, or select one of the templates saved in Excel. • Shared Workspace: you can create a document workspace if you want to share a copy of your document. A workspace also enables you to invite others, assign them tasks, and link to additional resources.
1.7 Adding and Renaming Worksheets The worksheets in a workbook are accessible by clicking the Worksheet tabs in the lower part of the screen. By default, three worksheets are included in the default workbook. To add a sheet, select Insert > Worksheet from the Menu bar. To rename the Worksheet go to Format > Sheet > Rename or right-click on the tab with the mouse and select Rename from the Shortcut menu or double click on the name of the sheet and when it is highlighted you can type in the new name. Press the Enter key after having typed in the new sheet name.
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2. Modifying Worksheets 2.1 Moving Through Cells Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes listed in the table below to move through the cells of a worksheet.
Movement One cell up One cell down One cell left One cell right Top of the worksheet (cell A1) End of the worksheet (last cell containing data) End of the row End of the column Any cell
Key stroke Up arrow key Down arrow key or enter Left arrow key Right arrow key or TAB CTRL + Home CTRL + END CTRL + right arrow key CTRL + Down arrow key Edit > Go To (menu bar command)
2.2 Adding Worksheets, Rows, Columns, and Cells • Worksheets:
Add a worksheet to a workbook by selecting Insert > Worksheet from the Menu bar.
To add a row to a worksheet, select Insert > Rows from the Menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert.
• Row:
Add a column by selecting Insert > Columns from the Menu bar, or highlight the column by clicking on the column label, right-click with the mouse, and choose Insert.
• Column:
Add a cell by selecting the cells where you want to insert the new cells, Click Insert > Cells > Click an option to shift the surrounding cells to the right or down to make room for the new cells.
• Cells:
2.3 Resizing Rows and Columns There are two ways to resize rows and columns: The first way is to resize a row by dragging the line below the label of the row you would like to resize (up/down). Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. To auto-fit text inside a cell simply double click on the separator line (separating the two columns: the one you are typing in and the one to its right). Or The second way is to click the row or column label and select Format > Row > Height or Format > Column > Width from the Menu bar to enter a numerical value for the height of the row or width of the column. Written By: Engr. Fakhr-e-Alam
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2.4 Selecting Cells Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells.
Cells to select One cell Entire row Entire column
Mouse action click once in the cell click the row label click the column label click the whole sheet button (upper left corner of the labels “empty label”) drag mouse over the cells or hold down the SHIFT key while using the arrow keys
Entire worksheet Cluster of cells
To activate the contents of a cell or to edit it, double-click on the cell.
2.5 Moving and Copying Cells Cutting Cells To cut cells, highlight the cells the select Edit > Cut from the Menu bar or click the Cut button the Standard toolbar.
on
Copying Cells To copy the cell contents first highlight the cell then select Edit > Copy from the Menu bar or click the Copy button
on the Standard toolbar.
Pasting Cut and Copied Cells Highlight the cell into which you want to paste the content, and select Edit > Paste from the Menu bar or click the Paste button
on the Standard toolbar.
Drag and Drop You can drag and drop content between cells. I recommend you use this method if the cells are adjacent to each other. Highlight the cell you would like to move, simply drag the highlighted border of the selected cell to the destination cell with the mouse. But be aware that the Drag-and-Drop method cuts the contents the source cell and pastes it in the destination cell.
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2.6 Deleting Rows, Columns, and Cells Rows: select the row by clicking its number, Click Edit > Delete Columns: select the column by clicking its letter, Click Edit > Delete Cells: select the cells you want to delete, Click Edit > Delete
2.7 Freeze Panes If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings can be visible at all times.
1. Click the label of the row that is below the row that you wish to keep frozen at the top of the worksheet. 2. Select Window > Freeze Panes from the Menu bar. Note: To remove the frozen panes, select Window > Unfreeze Panes Freeze panes have been added to row 1 in the image above. Notice that the row number 1 skip as the worksheet is scrolled, row 1 will remain stationary while the remaining rows will move.
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3. Formatting Cells 3.1 Formatting Toolbar The contents of a highlighted cell can be formatted in many ways. Font and cell attributes can be added from shortcut buttons on the Formatting toolbar. If this toolbar is not already visible on the screen, select View > Toolbars > Formatting from the Menu bar, or right click on the toolbars area, and select the Formatting toolbar.
3.2 Format Cells Dialog Box For a complete list of formatting options, right-click on the highlighted cells and choose Format Cells from the Shortcut menu or select Format > Cells from the Menu bar. tab - The data type can be selected from the categories listed on this tab. Select General if the cell contains text and number, or another numerical category if the cell is a number that will be included in functions or formulas.
• Number
tab - These options allow you to change the position and alignment of the data with the cell.
• Alignment
tab - Font attributes are displayed in this tab including font name, size, style, and effects. • Font
• Border
and Pattern tabs - These tabs allow you to add borders, shading, and background colors to a
cell. • Protection
tab – Allow you to protect or hide a certain cell in your worksheet.
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3.3 Formatting Worksheet 1-Change horizontal alignment of data: a. Select the cells containing the data you want to align. b. Click one of the following: Align Left Center Align Right Justify 2- Change data color: a. Highlight the cells containing the data you want to change to a different color b. Click the Font Color button on the Formatting toolbar to choose the color you want to use. To change the color, press on the arrow on the right side of the box and then select the color you want by clicking on it. 3- Change cell color: There are two ways to change the cell color: 1. Select the cells, click on the Formatting toolbar. 2. Select the cells, click Format > Cells, the Format Cells dialog box appears. Click the Pattern tab, and choose a color. 4- Indent data: a. Select the data you want to indent in the cells. b. Click the Increase/Decrease indent button
on the Formatting toolbar
5- Change alignment of data: Excel automatically aligns data at the bottom of the cell. To change the position of data: a. Select the cell b. Click Format > Cells. Click the Alignment tab, under Vertical choose the way to align the data, click OK to confirm. Or Perform the steps above a & b and find the box labeled Orientation. Double click in the Degrees box and type the number you want your data to rotate by. 6- Add borders to cells You can add borders to cells to enhance the appearance of your worksheet in two ways: a. Click on the arrow beside the Borders icon on the Formatting toolbar then you can choose any border option from the obtained list. b. OR from the Borders list obtained (as above) click Draw Borders (Click the line style you want from the Border toolbar).
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3.4 Dates and Times If you enter the date "January 1, 2001" into a cell on the worksheet, Excel will automatically recognize the text as a date and change the format to "1-Jan-01". To change the date format, select the Number tab from the Format Cells dialog box. Select Date from the Category box and choose the format for the date from the Type box. If the field is a time, select Time from the Category box and select the type in the right box. Date and Time combinations are also listed. Press OK when finished.
3.5 Format Painter A handy button on the Standard toolbar for formatting text is the Format Painter. If you have formatted a cell with a certain font style, date format, border, and other formatting options, and you want to format another cell or group of cells the same way, place the cursor within the cell containing the formatting you want to copy, then click the Format Painter button found on the Standard toolbar (notice that your mouse pointer now has a paintbrush beside it). Highlight the cells which you want to re-format. To copy the formatting to many groups of cells, double-click the Format Painter button. The format painter remains active until you press the ESC key to turn it off.
3.6 AutoFormat Excel has many preset table formatting options. You can add these styles by following these steps: 1. Highlight the cells you want to format. 2. Select Format > AutoFormat from the Menu bar. 3. On the AutoFormat dialog box, click to select the format you want to apply to your highlighted table. Use the scroll bar to view all of the formats available. 4. Click the Options... button. This will open the Format to apply section at the bottom of the AutoFormat dialog box to select the elements that the formatting will apply to. 5. Click OK when finished.
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4. Sorting and Filling 4.1 Basic Sorts In Excel you can execute a basic descending or ascending sort based on one column. Highlight the cells that will be sorted (make sure you highlight the items with their corresponding data so that information remains intact and no item loses its corresponding data) and click the Sort Ascending (A-Z) button
or Sort Descending (Z-A) button
found on the Standard toolbar.
4.2 Complex Sort To sort by multiple columns, follow these steps: 1. Highlight the cells, rows, or columns that will be sorted. 2. Select Data > Sort from the Menu bar. 3. From the Sort dialog box, select the first column for sorting from the Sort by dropdown menu and choose either Ascending or Descending. 4. Select the second column and, if necessary, the third sort column from the drop-down menus labeled Then by. Make sure before you sort that all the cells contain text or numbers, not formulas, otherwise sorting might not function properly. If the cells you highlighted include text headings in the first row, select the option Header row under the title My data range has. Click the Options…button for special non-alphabetic or numeric sorts such as months of the year and days of the week. Click OK to execute the sort.
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4.3 Auto-fill The Auto-fill feature allows you to quickly fill cells with repetitive or sequential data such as chronological dates or numbers, and repeated text. If you want to auto-fill a column with cells displaying the same number or date you must enter identical data in two adjacent cells. Highlight the two cells and drag the handle of the selection with the mouse. The Auto-fill feature can also be used for alternating text or numbers. For example, to make a repeating list of the days of the week, type “Monday” into a cell in a column. Highlight the cell and drag across with the mouse. Auto-fill can also be used to copy functions. In the example below, column A and column B each contain a list of numbers and column C contains the sums of columns A and B for each row. The function in cell C2 would be "=SUM(A2:B2)". This function can then be copied to the remaining cells of column C by selecting cell C2 and dragging the handle down to fill in the remaining cells. The autofill feature will automatically update the row numbers as shown below if the cells are referenced relatively.
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5. Page Properties and Printings 5.1 Page Breaks To set page breaks within the worksheet, select the row you want to appear just below the page break by clicking the row's label. Then choose Insert > Page Break from the Menu bar.
5.2 Page Setup The page setup allows you to format the page, set margins, and add headers and footers. To view the Page Setup select File > Page Setup from the Menu bar. Select the Orientation under the Page tab in the Page Setup dialog box to make the page Landscape or Portrait. The size of the worksheet on the page can also be formatted under the Scaling title. To force a worksheet to be printed on one page, select Fit to 1 page(s).
5.3 Margins Change the top, bottom, left, and right margins under the Margins tab. Enter values in the Header/Footer fields to indicate how far from the edge of the page this text should appear. Check the boxes for centering Horizontally or Vertically to center the page.
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5.4 Header/Footer Add preset Headers and Footers to the page by clicking the drop-down menus under the Header/Footer tab. To modify a preset Header or Footer, or to make your own, click the Custom Header or Custom Footer buttons. A new window will open allowing you to enter text in the left, center, or right on the page. Format Text – After highlighting the text click this button to change the Font, Size, and Style. Page Number - Insert the page number of each page. Total Number of Pages - Use this feature along with the page number to create strings such as "page 1 of 15". Date - Add the current date. Time - Add the current time. File Name - Add the name of the workbook file. Tab Name – Add the name of worksheet.
5.5 Sheet Click the Sheet tab and check Gridlines box under the Print section if you want the gridlines dividing the cells to appear on the page. If the worksheet is several pages long and only the first page includes titles for the columns, select Rows to repeat at top from the Print titles section to choose a title row that will be printed at the top of each page.
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5.6 Print Preview Select File > Print Preview from the Menu bar to view how the worksheet will be printed or press the Print Preview button from the Standard toolbar. Click the Next and Previous buttons at the top of the window to display the next pages and click the Zoom button to view the pages closer. Make page layout modifications needed by clicking the Page Setup button. Click Close to return to the worksheet or Print to continue printing. After a print preview, dotted lines appear on the document to show the borders of the document for printing. These lines are virtual and do not appear on the printed copy.
5.7 Print To print the worksheet, select File > Print from the Menu bar or click on the Print button toolbar.
from the Standard
• Print range –Select either All pages or a range of Page(s) to print. • Print what –Select Selection of cells highlighted on the worksheet, the Active sheet(s), or all the worksheets in the Entire workbook. • Copies - Choose the number of copies that should be printed. Check the Collate box if the pages should remain in order.
Click OK to print.
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6. Formulas and Functions The unique feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. Otherwise, it is not much more than a large table for displaying text. This page will show you how to create these calculations.
6.1 Formula Definition A formula allows you to calculate and analyze data in your worksheet. Formulas perform calculations such as addition or multiplication; formulas can also combine values.
6.2 Formulas Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula then includes the addresses of the cells whose values will be manipulated with appropriate operators placed in between. After the formula is typed into the cell, the calculation executes immediately and the formula itself is visible in the Formula Bar. See the example to the right to view the formula for calculating the subtotal for a number of textbooks. The formula multiplies the quantity and price of each textbook and adds the subtotal for each book.
6.3 Formula Bar The Formula bar is an area located at the top of the worksheet window that is used to enter or edit values or formulas in cells or charts. The Formula bar displays the constant value or formula in the active cell. To display or hide the Formula bar; select from the Menu bar, View > Formula.
6.4 Linking Worksheets When working with formulas, you may want to use a cell from a worksheet other than your current worksheet. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheet name! Cell-address". The formula for this example would be "=A1+Sheet2! A2" where the value of cell A1 in the current worksheet (since current worksheet means the active worksheet then there is no need to specify the name of this sheet) is added to the value of cell A2 in the worksheet named "Sheet2".
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6.5 Relative, Absolute, and Mixed Referencing Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would change to "= (A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "= ($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row or column is fixed. For example, in the formula "= (A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed ($ appears before row number however it doesn’t appear before column name row is fixed and column isn’t).
6.6 Function Definition A function in Excel is a built-in formula that performs a mathematical operation or returns information specified by the formula. As with every formula created in Excel, each function starts with an equal (=) sign.
6.7 Basic Functions Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells D1 through D10, you would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function and simply type "=SUM (D1:D10)". Several other functions and examples are given in the table below. Function
Example
Description
SUM
=SUM(A1:A100)
finds the sum of cells A1 through A100
AVERAGE
=AVERAGE(B1:B10)
finds the average of cells B1 through B10
MAX
=MAX(C1:C100)
returns the highest number from cells C1 through C100
MIN
=MIN(D1:D100)
returns the lowest number from cells D1 through D100
SQRT
=SQRT(D10)
finds the square root of the value in cell D10
TODAY
=TODAY()
returns the current date (leave the parentheses empty)
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6.8 Arguments An argument is the reference behind the function. The reference can be any of the following type:
Argument Types Argument Numbers Text Logical Values Cell References / Range
Example 1,2,3 “January” (True or False) B7 or B7:B20
6.9 Operators Operators are mathematical symbols that are broken into four categories Keystroke Operators Arithmetic Explanation + Addition Subtraction * Multiplication / Division % Percent ^ Exponentiation Comparison Explanation = Equal to > Greater than < Less than >= Greater than or equal to D1 B1=D1 B1 Cells from the menu bar. In the Number tag, choose Number from the Category menu. Change the number of decimal places from the Decimal places menu. Click on OK.
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8.6 Protecting your files (password to open)
•
When you first try to save your work, or when you select File > Save As, the Save as dialog box appears.
•
Click on the Tools option and choose General Options.
•
Enter the password to open and the password to modify
•
Click OK.
•
The Confirm Password dialog box that appears, re-enter your Password to open so that you confirm that you typed it correctly. Do the same for Password to modify.
Save your worksheet under any name you want. Whenever anyone attempts to open this worksheet, he will be asked for a verification password.
******************************
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9. Additional Readings 9.1 Tab Color To change the tab color, right click on the tab you want, and select Tab Color. From the color list that appears choose the color you want.
9.2 Hide / Unhide •
To hide a column or a row, you have to highlight the whole column / row by right clicking on its Letter/ Number, and choose Hide.
•
To unhide a column or a row, highlight the columns / rows next to the hidden one, right click on them, and choose Unhide.
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10. Excel Functions Overview 10.1 Statistical Functions Overview Statistical functions are among the most widely used functions in Excel.
Function AVERAGE(range) COUNT(range) COUNTIF(range, value) MAX(range) MIN(range) MODE(range) STDEV(range)
Function Description Calculates the mean (arithmetic average) of a range of cells Counts the number of values (cells containing numbers in a range) Counts the number of cells that are the same as a specified value. Returns the maximum value of a data set. Returns the minimum value of a data set. Returns the most frequently occurring, or repetitive, value in a range of data. Calculates the standard deviation of a sample.
Given that: • Range: Represents the set of values (number1, number2…) • Value: The criteria upon which you want to evaluate; it can be a number (14), a cell reference (G5), an expression (E5>7), or text (“Victor”).
10.2 Math Functions Overview Math functions in Excel can be used to perform calculations as stand-alone functions or combined to create complex formulas. Excel has a great number of Math functions but the most commonly used ones are: 1. Sum 2. Round 3. Ceiling 4. Floor You can use the Round ( ), Ceiling ( ), or Floor ( ) function to round a number to any number of digits you want. 1. Sum Function • Adds the numbers in a range or multiple ranges of cells. • Written as: Sum (number1, number2…) • Number1, Number2..: are written as a number, a reference to a cell, or to a range of cells for which you want the total value or sum.
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2. Round Function • Rounds a number to a specified number of digits. • Written as: Round (number, num_digits) • Number: The value you want to round. • Num_digits: The number of decimal places you want to round. 3. Ceiling Function • Returns number rounded up, away from zero, to the nearest multiple you specify. • Written as: Ceiling (number, significance) • Number: The value you want to round • Significance: The multiple you want to round to 4. Floor Function • Rounds number down, toward zero, to the nearest multiple you specify. • Written as: Floor (number, significance) • Number: The value you want to round. • Significance: The multiple you want to round to
10.3 Information Functions Overview Information functions are generally made up of logical results and can be used in many business situations. Combined with other functions, the information functions can manage lists of data and provide feedback based on a logical result. The most useful function is: Is Number Function • Returns true if the value is a number. • Written as: ISNUMBER (value) • Value: this is the cell or range you want tested.
10.4 Overview of Logical Functions Logical functions test cells & ranges and can return only: True or False. Commonly used logical functions are: 1. AND 2. OR 3. NOT 4. IF 1. AND Function • Returns True if all the logical arguments are true. • Returns False if one or more arguments is false. • Written as: AND (logical1, logical2 …) • Logical Value 1, 2 … : The test results in a logical TRUE or FALSE return. Up to 30 conditions can be tested together.
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2. OR Function • Returns False if all the logical arguments are false • Returns True if one or more arguments is true • Written as: OR (logical1, logical2…) • Logical Value 1, 2 …: These are the conditions to be met to test a logical true or false result. You can use up to 30 conditions within the formula. 3. NOT Function • Returns the opposite of the logical value • Written as: NOT (logical) Logical : This is the value that can be evaluated with a True or False Condition. If True, NOT returns False, if False, NOT returns True. 4. IF Function • The IF ( ) function decides the contents of a cell on a spreadsheet based on whether a test condition is true or false. • It returns a value if one condition is True, and returns another value or result if the condition is False. • Written as: IF (logical_test, value_if: true, value_if_false) Logical_test : Is any value or expression that can be evaluated to True or False. VALUE IF TRUE : Is the value returned if the logical_test is True. VALUE IF FALSE : Is the value returned if the logical_test is False
The operators in the logical_test of the IF function may be:
= > >= < =100")
450
=SUMIF(C4:C12,E18,E4:E12)
What Does It Do ? This function adds the value of items which match criteria set by the user. Syntax : =SUMIF(RangeOfThingsToBeExamined,CriteriaToBeMatched,RangeOfValuesToTotal) =SUMIF(C4:C12,"Brakes",E4:E12)
This examines the names of products in C4:C12. It then identifies the entries for Brakes. It then totals the respective figures in E4:E12
=SUMIF(E4:E12,">=100")
This examines the values in E4:E12. If the value is >=100 the value is added to the total.
PRODUCT Numbers 2 3 5 10 3 7
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Product 6 50 210 6300
=PRODUCT(C4,D4) =PRODUCT(C5:D5) =PRODUCT(C6:D6,10) =PRODUCT(C4:D6)
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What Does It Do ? This function multiples a group of numbers together. It is the same as using 2*3*5*10*3*7, which results in 6300. Syntax : =PRODUCT(Number1,Number2,Number3... through to Number30) or =PRODUCT(RangeOfNumbers) or =PRODUCT(Number1,Range,Number2...)
SUMPRODUCT Item Tyres Filters Bulbs
Sold 5 2 3 Total Sales Value :
price 100 10 2 526
=SUMPRODUCT(D4:D6,E4:E6)
What Does It Do ? This function uses at least two columns of values. The values in the first column are multipled with the corresponding value in the second column. The total of all the values is the result of the calculation. Syntax : =SUMPRODUCT(Range1, Range, Range3 through to Range30) Example : The following table was used by a drinks merchant to keep track of stock. The merchant needed to know the total purchase value of the stock, and the potential value of the stock when it is sold, takinging into account the markup percentage. The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Case Price to calculate what the merchant spent in buying the stock. The =SUMPRODUCT() function is used to multiply the Cases In Stock with the Bottles In Case and the Bottle Setting Price, to calculate the potential value of the stock if it is all sold. Written By: Engr. Fakhr-e-Alam
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Cases Product In Stock Red Wine 10 White Wine 8 Champagne 5 Beer 50 Lager 100
Case Price £120 £130 £200 £24 £30
Bottles In Case 10 10 6 12 12
Bottle Cost £12.00 £13.00 £33.33 £2.00 £2.50
Markup 25% 25% 80% 20% 25%
=D39/E39
Total Value Of Stock : Total Selling Price Of Stock : Profit :
Bottle Selling Price £15.00 £16.25 £60.00 £2.40 £3.13 =F39+F39*G39
£7,440 =SUMPRODUCT(C35:C39,D35:D39) =SUMPRODUCT(C35:C39,E35:E39, £9,790 H35:H39) £2,350
=E44-E43
Brackets in formula Sometimes you will need to use brackets, (also known as 'braces'), in formula. This is to ensure that the calculations are performed in the order that you need. The need for brackets occurs when you mix plus or minus with divide or multiply. Mathematically speaking the * and / are more important than + and - . The * and / operations will be calculated before + and - . Example 1 : The wrong answer ! 10 20 2 50 =C12+C13*C14 You may expect that 10 + 20 would equal 30 And then 30 * 2 would equal 60 But because the * is calculated first Excel sees the calculation as 20 * 2 resulting in 40 And then 10 + 40 resulting in 50
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Example 2 : The correct answer. 10 20 2 60 =(C27+C28)*C29 By placing brackets around (10+20) Excel performs this part of the calculation first, resulting in 30 Then the 30 is multiplied by 2 resulting in 60
LCM Numbers 6 20 12 18 34 96
Least Common Multiple 60 36 1632
=LCM(C4,D4) =LCM(C5,D5) =LCM(C6,D6)
What Does It Do ? This function calculate the Least Common Multiple, which is the smallest number that can be divided by each of the given numbers. Syntax : =LCM(Number1,Number2,Number3... through to Number29)
FACT Number Factorial 3 6 =FACT(C4) 3.5 6 =FACT(C5) 5 120 =FACT(C6) 10 3,628,800 =FACT(C7) 20 2,432,902,008,176,640,000 =FACT(C8)
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What Does It Do ? This function calculates the factorial of a number. The factorial is calculated as 1*2*3*4..etc. The factorial of 5 is calculated as 1*2*3*4*5, which results in 120. Decimal fractions of the number are ignored. Syntax =FACT(Number)
Time Sheet Week Mon beginning 05-Jan-98
Day Mon 05 Tue 06 Wed 07 Thu 08 Fri 09
Arrive 8:00 8:45 9:00 8:30 8:00
Normal Hours Lunch Lunch Out In 13:00 14:00 12:30 13:30 13:00 14:00 13:00 14:00 12:00 13:00
Depart 17:00 17:00 18:00 17:00 17:00 Total Hours
Under worked by Over worked by
37:30
Total 8:00 7:15 8:00 7:30 8:00
=(F6-C6)-(E6-D6)
38:45
=SUM(G6:G10)
1:15
=IF(G3-G11>0,G3-G11, "-") =IF(G3-G11=100,D4>=100) =AND(C5>=100,D5>=100) =AND(C6>=100,D6>=100) =AND(D7>=1,D7=AVERAGE($C$29:$C$38),D38>= AVERAGE($D$29:$D$38),E38>=AVERAGE ($E$29:$E$38))
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OR Order No. AB001 AB002 AB003 AB004
Cost 1000 1000 2000 5000
Payment Handling Type Charge Cash SR Visa SR 5 Cheque SR Delta SR 5
=IF(OR(E4="Visa",E4="Delta"),5,0) =IF(OR(E5="Visa",E5="Delta"),5,0) =IF(OR(E6="Visa",E6="Delta"),5,0) =IF(OR(E7="Visa",E7="Delta"),5,0)
What Does It Do? This function tests two or more conditions to see if any of them are true. It can be used to test that at least one of a series of numbers meets certain conditions. Normally the OR() function would be used in conjunction with a function such as =IF().
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Syntax : =OR(Test1,Test2) Note that there can be up to 30 possible tests. Formatting : When used by itself it will show TRUE or FALSE. Example : The following table shows a list of orders taken by a company. A handling charge of £5 is made on all orders paid by Visa or Delta cards. The =OR() function has been used to determine whether the charge needs to be applied. Order No. AB001 AB002 AB003 AB004
Cost 1000 1000 2000 5000
Payment Handling Type Charge Cash SR Visa SR 5 Cheque SR Delta SR 5
=IF(OR(E27="Visa",E27="Delta"),5,0)
NOT Cells To Test 10 20 10 20 10 20 1-Jan-98 1-Feb-98 Hello Goodbye Hello Hello
Result TRUE TRUE FALSE TRUE TRUE FALSE
=NOT(C4>D4) =NOT(C5=D5) =NOT(C6D7) =NOT(C8=D8) =NOT(C9=D9)
What Does It Do ? This function performs a test to see if the test fails. (A type of reverse logic). If the test fails, the result is TRUE. If the test is met, then the result is FALSE. Syntax : =NOT(TestToPerform) The TestToPerform can be reference to cells or another calculation.
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Example : The following table was used by a library to track books borrowed. The date the book was Taken out is entered. The period of the Loan is entered. The date the book was returned is entered. The =NOT() function has been used to calculate whether the book was returned within the correct time, by adding the Loan value to the Taken date. If the book was not returned on time the result Overdue is shown, otherwise OK is shown. Taken 1-Jan-98 1-Jan-98 1-Jan-98
Loan 14 14 14
Returned 5-Jan-98 15-Jan-98 20-Jan-98
Status OK =IF(NOT(D33=D6,"Achieved","Not Achieved")
What Does It Do? This function tests a condition. If the condition is met it is considered to be TRUE. If the condition is not met it is considered as FALSE. Depending upon the result, one of two actions will be carried out. Syntax : =IF(Condition,ActionIfTrue,ActionIfFalse) The Condition is usually a test of two cells, such as A1=A2. The ActionIfTrue and ActionIfFalse can be numbers, text or calculations. Formatting : No special formatting is required. Example : The following table shows the Sales figures and Targets for sales reps. Each has their own target which they must reach. The =IF() function is used to compare the Sales with the Target. If the Sales are greater than or equal to the Target the result of Achieved is shown. If the Sales do not reach the target the result of Not Achieved is shown. Note that the text used in the =IF() function needs to be placed in double quotes "Achieved". Written By: Engr. Fakhr-e-Alam
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Name Alan Bob Carol
(MS-Excel)
Sales 1000 6000 2000
Target 5000 5000 4000
Result Not Achieved Achieved Not Achieved
=IF(C31>=D31,"Achieved","Not Achieved") =IF(C32>=D32,"Achieved","Not Achieved") =IF(C33>=D33,"Achieved","Not Achieved")
Example 2 : The following table is similar to that in Example 1. This time the Commission to be paid to the sales rep is calculated. If the Sales are greater than or equal to the Target, the Commission is 10% of Sales. If the Sales do not reach Target, the Commission is only 5% of Sales. Name Alan Bob Carol
Sales 1000 6000 2000
Target 5000 5000 4000
Commission 50 600 100
=IF(C43>=D43,C43*10%,C43*5%) =IF(C44>=D44,C44*10%,C44*5%) =IF(C45>=D45,C45*10%,C45*5%)
Example 3 : This example uses the =AND() within the =IF() function. A builders merchant gives 10% discount on certain product lines. The discount is only given on products which are on Special Offer, when the Order Value is £1000 or above. The =AND() function is used with the =IF() to check that the product is on offer and that the value of the order is above £1000.
Product
Special Offer
Wood Glass
Yes No
Cement
Yes
Turf
Yes
Order Value SR 2,000 SR 2,000 SR 500 SR 3,000
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Discount
Total
SR SR
200 -
SR
-
SR 1,800 SR 2,000 SR
500
SR 300 SR 2,700 =IF(AND(C61="Yes",D61>=1000),D61*10%,0)
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AVERAGE Temp Rain
Mon 30 0
Tue 31 0
Wed 32 0
Thu 29 4
Fri 26 6
Sat 28 3
Sun Average 27 29 1 2
=AVERAGE(D4:J4) =AVERAGE(D5:J5)
Mon 30 0
Tue
Temp Rain
Wed 32 0
Thu 29 4
Fri 26 6
Sat 28 3
Sun Average 27 28.667 1 2.3333
=AVERAGE(D8:J8) =AVERAGE(D9:J9)
Temp Rain
Mon 30 0
Tue No Reading
Wed 32 0
Thu 29 4
Fri 26 6
Sat 28 3
Sun Average 27 28.667 1 2.3333
=AVERAGE(D12:J12) =AVERAGE(D13:J13)
What Does It Do? This function calculates the average from a list of numbers. If the cell is blank or contains text, the cell will not be used in the average calculation. If the cell contains zero 0, the cell will be included in the average calculation. Syntax : =AVERAGE(Range1,Range2,Range3... through to Range30) Formatting : No special formatting is needed. Note : To calculate the average of cells which contain text or blanks use =SUM() to get the total and then divide by the count of the entries using =COUNTA(). Mon
Tue
Wed
Thu
Fri
Sat
Sun Average
Temp
30
No
32
29
26
28
27
24.571
Rain
0
Reading
0
4
6
3
1
2
Mon
Tue
Wed
Thu
Fri
Sat
Sun Average
Temp
30
32
29
26
28
27
28.667
Rain
0
0
4
6
3
1
2.3333
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=SUM(D31:J31)/ COUNTA(D31:J31) =SUM(D32:J32)/ COUNTAD32:J32)
=SUM(D35:J35)/ COUNTA(D35:J35) =SUM(D36:J36)/ COUNTA(D36:J36)
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DAVERAGE Life Hours 3000 2000
Product Wattage Brand Bulb 200 Horizon Neon 100 Horizon Spot 60 Other 10 8000 Sunbeam Bulb 80 1000 Horizon Spot 100 unknown Horizon Spot 200 3000 Horizon Other 25 unknown Sunbeam Bulb 200 3000 Sunbeam Neon 100 2000 Sunbeam Bulb 100 unknown Sunbeam Bulb 10 800 Horizon Bulb 60 1000 Sunbeam Bulb 80 1000 Sunbeam Bulb 100 2000 Horizon Bulb 40 1000 Horizon
Unit Cost 4.50 2.00
Box Quantity 4 15
0.80 0.20 1.25 2.50 0.50 5.00 1.80 0.25 0.20 0.15 0.20 0.80 0.10
25 40 10 15 10 3 20 10 25 25 30 10 20
This is the Database range. Boxes In Value Of Stock Stock 3 54.00 2 60.00 0.00 6 120.00 3 24.00 4 50.00 0 0.00 3 15.00 2 30.00 5 180.00 5 12.50 2 10.00 0 0.00 2 12.00 5 40.00 5 10.00
To calculate the Average cost of a particular Brand of bulb. These two cells are the Criteria range. Brand Type the brand name : sunbeam The Average cost of sunbeam is :
£1.24
=DAVERAGE(B3:I19,F3,E23:E24)
What Does It Do ? This function examines a list of information and produces and average. Syntax : =DAVERAGE(DatabaseRange,FieldName,CriteriaRange) The DatabaseRange is the entire list of information you need to examine, including the field names at the top of the columns. The FieldName is the name, or cell, of the values to be averaged, such as "Unit Cost" or F3. The CriteriaRange is made up of two types of information. The first set of information is the name, or names, of the Fields(s) to be used as the basis for selecting the records, such as the category Brand or Wattage. The second set of information is the actual record, or records, which are to be selected, such as Horizon as a brand name, or 100 as the wattage.
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Examples : The average Unit Cost of a particular Product of a particular Brand. Product Bulb The average of Horizon Bulb is :
£1.16
Brand Horizon =DAVERAGE(B3:I19,F3,E49:F50)
This is the same calculation but using the actual name "Unit Cost" instead of the cell address. £1.16
=DAVERAGE (B3:I19,"Unit Cost",E49:F50)
The average Unit Cost of a Bulb equal to a particular Wattage. Product Bulb Average of Bulb 100 is :
£0.53
Wattage 100 =DAVERAGE (B3:I19,"Unit Cost",E60:F61)
The average Unit Cost of a Bulb less then a particular Wattage. Product Bulb Average of Bulb
