My Excel Tutorial

Click on
on any
any of
of the
the hyperlinks
hyperlinks below
below to
to le
le
Click
Introduction
Changes in Excel 2007
Tabs and ribbons
Office button
Quick Access Toolbar (QAT)
Excel Options
File extensions
Right-clicking
Basic Spreadsheet Tasks
Documenting with cell comments and text boxes
Moving to the top of the sheet
Undoing actions
Using End-arrow key combinations
Splitting the screen
Selecting a range
Selecting multiple ranges
Copying and pasting
Copying and pasting special
Cutting and pasting
Inserting, deleting, hiding, unhiding rows or columns
Manipulating worksheets
Sorting
Filling a series
Go To options
Absolute and relative addresses
Showing formulas in R1C1 notation
Auditing formulas
Summation button
Transposing a range
Range names
Printing
Save this file under another name, such as My Excel Tutorial.xlsx, and work with the copy.
hyperlinks below
below to
to learn
learn about
about aa topic.
topic.
ee hyperlinks
Basic Excel functions

fx button (function wizard)
SUM and AVERAGE functions
COUNT, COUNTA, and COUNTBLANK functions
MAX and MIN functions
IF function
VLOOKUP and HLOOKUP functions
Common math functions
Charts
Creating a chart
Locating a chart
Modifying a chart
Hyperlinks
Goal Seek
Data tables
One-way data tables
Two-way data tables
Tables
Pivot tables
Conditional formatting
Data validation
Protecting worksheets and workbooks
Common counting, summing, and averaging functions
COUNTIF, SUMIF, and AVERAGEIF functions
COUNTIFS, SUMIFS, and AVERAGEIFS functions
SUMPRODUCT function
Working with text
TRIM and VALUE functions
Concatenating text
Parsing text with common text functions
Working with dates
Statistical functions
Financial functions
Reference functions
Recording a macro
sx, and work with the copy.
Working with dates

Y2K problem
NOW and TODAY functions
YEAR, MONTH, DAY, and WEEKDAY functions
DATEDIF function
DATE and DATEVALUE functions
Statistical functions
MEDIAN, PERCENTILE, and QUARTILE functions
STDEV and VAR functions
CORREL and COVAR functions
RANK, LARGE, and SMALL functions
Financial functions
PMT function
NPV and XNPV functions
IRR function
Reference functions
INDEX function
MATCH function
OFFSET function
Recording a macro
Return to table of contents
Save this file under another name, such as
My purpose
purpose with
with this
this Excel
Excel tutorial
tutorial is
is to
to illustrate
illustrate some
some Excel
Excel tips
tips that
that will
will dramatically
dramatically im
im
My
your
efficiency.
I
make
no
attempt
to
be
as
encyclopedic
as
some
of
the
800-page
Excel
your efficiency. I make no attempt to be as encyclopedic as some of the 800-page Excel bb
available. II concentrate
concentrate on
on common
common tasks,
tasks, not
not every
every last
last thing
thing that
that can
can be
be done
done in
in Excel.
Excel.
available.
presume that
that you
you have
have some
some Excel
Excel knowledge.
knowledge. For
For example,
example, II assume
assume you
you know
know about
about rr
II presume
and columns,
columns, values,
values, labels,
labels, and
and formulas,
formulas, and
and other
other basic
basic Excel
Excel elements.
elements. IfIf you
you know
know
and
virtually
nothing
about
Excel,
you
probably
ought
to
work
through
an
Excel
for
Dummies
virtually nothing about Excel, you probably ought to work through an Excel for Dummies
book and
and then
then work
work through
through this
this tutorial.
tutorial.
book
The style
style of
of this
this tutorial
tutorial is
is easy
easy to
to follow.
follow. The
The table
table of
of contents
contents contains
contains hyperlinks
hyperlinks to
to the
the
The
various
worksheets
where
you
can
learn
and
practice
various
skills.
Each
of
these
worksh
various worksheets where you can learn and practice various skills. Each of these workshe
has aa hyperlink
hyperlink in
in cell
cell A1
A1 back
back to
to the
the table
table of
of contents
contents sheet.
sheet.
has
suggest that
that you
you save
save this
this fileRIGHT
fileRIGHT NOWas
NOWas My
My Excel
Excel Tutorial.xlsx
Tutorial.xlsx (or
(or some
some such
such name
nam
II suggest
and work
work with
with the
the copy.
copy. That
That way,
way, ifif you
you mess
mess anything
anything up
up as
as you
you try
try the
the exercises,
exercises, you
you cc
and
always go
go back
back and
and retrieve
retrieve the
the original
original file
file (Excel
(Excel Tutorial.xlsx).
Tutorial.xlsx).
always
Have fun
fun improving
improving your
your Excel
Excel skills!
skills!
Have
another name, such as My Excel Tutorial.xlsx, and work with the copy.
that will
will dramatically
dramatically improve
improve
that
e of
of the
the 800-page
800-page Excel
Excel books
books
hat
can be
be done
done in
in Excel.
Excel. Also,
Also,
at can
ssume you
you know
know about
about rows
rows
ssume
elements. IfIf you
you know
know
elements.
h
an
Excel
for
Dummies
h an Excel for Dummies
ontains hyperlinks
hyperlinks to
to the
the
ontains
ls.
Each
of
these
worksheets
ls. Each of these worksheets
.xlsx
(or some
some such
such name)
name)
xlsx (or
try the
the exercises,
exercises, you
you can
can
uu try
Save this file under another name, such
Excel 2007
2007 is
is your
your first
first exposure
exposure to
to Excel,
Excel, you
you will
will love
love it.
it. However,
However, ifif you
you are
are used
used to
t
IfIf Excel
2003 or
or an
an earlier
earlier version,
version, you
you will
will have
have some
some unlearning
unlearning to
to do.
do. There
There are
are several
several big
big c
2003
in Excel
Excel 2007
2007 and
and many
many smaller
smaller changes.
changes. The
The first
first big
big change
change is
is that
that worksheets
worksheets are
are m
m
in
bigger.
You
used
to
have
about
65,000
rows
and
256
columns.
Now
you
have
over
a
m
bigger. You used to have about 65,000 rows and 256 columns. Now you have over a mi
rows and
and over
over 16,000
16,000 columns.
columns. You
You will
will hardly
hardly ever
ever use
use this
this much
much space,
space, but
but its
its availa
availa
rows
Read the
the next
next few
few worksheets
worksheets for
for other
other significant
significant changes.
changes.
Read
ever,
you are
are used
used to
to Excel
Excel
ver, ifif you
There are
are several
several big
big changes
changes
There
that worksheets
worksheets are
are much
much
that
ow
you
have
over
a
million
w you have over a million
space, but
but its
its available.
available.
hh space,
The biggest
biggest change
change is
is the
the one
one you
you will
will notice
notice right
right away.
away. You
You no
no longer
longer have
have the
the usual
usual
The
and toolbars.
toolbars. Microsoft
Microsoft has
has completely
completely reorganized
reorganized the
the user
user interface
interface to
to provide
provide tabs
tabs
and
ribbons.
Each
tab
(Home,
Insert,
Page
Layout,
etc.)
has
an
associated
ribbon
that
is si
s
ribbons. Each tab (Home, Insert, Page Layout, etc.) has an associated ribbon that is
the
old
toolbars.
For
example,
if
you
click
on
the
Formula
tab,
you
get
a
ribbon
with
bu
the old toolbars. For example, if you click on the Formula tab, you get a ribbon with but
that are
are useful
useful for
for working
working with
with formulas.
formulas. Each
Each ribbon
ribbon has
has several
several groups
groups of
of buttons.
buttons. Fo
F
that
example, the
the Formulas
Formulas ribbon
ribbon has
has one
one group
group called
called Defined
Defined Names
Names for
for manipulating
manipulating ra
ra
example,
names. There
There is
is only
only one
one way
way to
to learn
learn these
these ribbons,
ribbons, by
by practicing
practicing and
and experimenting.
experimenting.
names.
are
used
to
the
old
Excel,
you
will
undoubtedly
curse
at
the
new
ones
a
few times
times when
whe
are used to the old Excel, you will undoubtedly curse at the new ones a few
cant
find
something,
but
you
can
be
assured
that
they
are
more
logically
organized
th
cant find something, but you can be assured that they are more logically organized th
old versions.
versions.
old
You cant
cant change
change the
the new
new ribbons;
ribbons; they
they are
are built
built in
in and
and fixed.
fixed. Well,
Well, that
that isn't
isn't quite
quite true
true
You
dont
mind
writing
some
XML,
it
is
possible
to
create
new
ribbons
that
have
your
favor
dont mind writing some XML, it is possible to create new ribbons that have your favori
buttons or
or even
even new
new buttons
buttons attached
attached to
to your
your own
own macros.
macros. This
This is
is somewhat
somewhat advanced
advance
buttons
won't cover
cover itit here.
here. But
But ifif you
you are
are interested,
interested, the
the technology
technology is
is called
called RibbonX,
RibbonX, which
which yy
won't
search for
for on
on the
the Web.
Web.
search
With the
the old
old menus
menus gone,
gone, what
what about
about the
the keyboard
keyboard shortcuts
shortcuts many
many of
of you
you depend
depend on?
on?
With
as
I
can
tell,
they
still
work,
or
at
least
most
of
them
still
work.
For
example,
you
can
st
as I can tell, they still work, or at least most of them still work. For example, you can st
Ctrl-s to
to save
save aa file
file or
or Ctrl-p
Ctrl-p to
to print
print aa file.
file.
Ctrl-s
Also, ifif you

you prefer
prefer keyboarding
keyboarding to
to mousing,
mousing, here's
here's something
something you
you will
will like.
like. Press
Press the
the Alt
Al
Also,
the
ribbon
area,
you
will
see
a
shortcut
key
for
each
tab.
For
example,
M
is
for
Formula
the ribbon area, you will see a shortcut key for each tab. For example, M is for Formula
any of
of these
these shortcut
shortcut keys
keys to
to see
see the
the corresponding
corresponding ribbon,
ribbon, and
and each
each one
one of
of its
its button
button
any
have aa shortcut
shortcut key.
key. Press
Press the
the one
one you
you want,
want, which
which is
is equivalent
equivalent to
to clicking
clicking on
on the
the butt
but
have
make these
these shortcut
shortcut keys
keys disappear,
disappear, press
press the
the Alt
Alt key
key again.
again.
make
few of
of the
the new
new tabs
tabs are
are not
not visible
visible until
until you
you select
select an
an appropriate
appropriate object.
object. For
For exampl
examp
AA few
you select
select aa chart,
chart, three
three new
new Chart
Chart Tools
Tools tabs
tabs (Design,
(Design, Layout,
Layout, and
and Format)
Format) become
become vis
vi
you
when you
you select
select an
an Excel
Excel table,
table, aa Table
Table Tools
Tools Design
Design tab
tab becomes
becomes visible.
visible.
when
In general,
general, Excel
Excel 2007
2007 is
is more
more intelligent
intelligent about
about context.
context. In
In the
the context
context of
of what
what you
you are
are
In
something is
is necessary,
necessary, itit is
is likely
likely to
to appear.
appear. Otherwise,
Otherwise, itit stays
stays hidden.
hidden.
something
onger have
have the
the usual
usual menus
menus
onger
face to
to provide
provide tabs
tabs and
and
face
ciated
ribbon that
that is
is similar
similar to
to
iated ribbon
u get
get aa ribbon
ribbon with
with buttons
buttons
groups of
of buttons.
buttons. For
For
ll groups
es for
for manipulating
manipulating range
range
es
and experimenting.
experimenting. IfIf you
you
gg and
ones
a
few
times
when
you
ones a few times when you
logically organized
organized than
than the
the
logically
ll,
that isn't
isn't quite
quite true.
true. IfIf you
you
l, that
that
have
your
favorite
Excel
that have your favorite Excel
somewhat advanced,
advanced, so
so II
ss somewhat
alled
RibbonX, which
which you
you can
can
lled RibbonX,
ny of
of you
you depend
depend on?
on? As
As far
far
ny
r
example,
you
can
still
press
r example, you can still press
will like.
like. Press
Press the
the Alt
Alt key.
key. In
In
will
mple,
M
is
for
Formulas.
Press
mple, M is for Formulas. Press
each one
one of
of its
its buttons
buttons will
will
each
to clicking
clicking on
on the
the button.
button. To
To
to
ate
object. For
For example,
example, when
when
te object.
nd Format)
Format) become
become visible.
visible. Or
Or
nd
visible.
ss visible.
ontext
of what
what you
you are
are doing,
doing, ifif
ntext of
hidden.
hidden.
Some of
of the
the most
most common
common actions,
actions, such
such as
as saving
saving and
and printing,
printing, are
are missing
missing from
from the
the
Some
ribbons.You can
can find
find them
them by
by clicking
clicking on
on the
the Office
Office button,
button, the
the multi-colored
multi-colored button
button at
at
ribbons.You
top
left
of
your
screen
(or
the
screen
shot
to
the
right).
You
will
see
a
number
of
catego
top left of your screen (or the screen shot to the right). You will see a number of catego
including New,
New, Open,
Open, Save,
Save, Save
Save As,
As, Print,
Print, and
and others.
others. So
So ifif you
you can't
can't find
find something
something oo
including
ribbon, look
look under
under the
the Office
Office button.
button.
ribbon,
Note that
that there
there are
are other
other options
options for
for these
these common
common operations.
operations. First,
First, old
old shortcut
shortcut key
key
Note
combinations
such
as
Ctrl-s
for
save
or
Ctrl-p
for
print
still
work.
Also,
you
can
put
your
combinations such as Ctrl-s for save or Ctrl-p for print still work. Also, you can put your
favorite buttons
buttons on
on the
the QAT,
QAT, as
as explained
explained on
on the
the next
next worksheet.
worksheet.
favorite
Surprisingly, you
you won't
won't find
find aa Help
Help option
option under
under the
the Office
Office button,
button, and
and you
you won't
won't find
find iti
Surprisingly,
ribbon
either.
But
the
Help
button
is
always
visible
as
a
question
mark
up
in
the
right
ribbon either. But the Help button is always visible as a question mark up in the right cc
of the
the screen.
screen. (You
(You can
can also
also press
press the
the F1
F1 key
key for
for help.)
help.)
of
are missing
missing from
from the
the
are
ulti-colored button
button at
at the
the
ulti-colored
ee
a
number
of
categories,
ee a number of categories,
can't
find something
something on
on aa
an't find
First,
old shortcut
shortcut key
key
irst, old
Also,
you
can
put
your
Also, you can put your
and you
you won't
won't find
find itit on
on aa
,, and
mark
up
in
the
right
corner
mark up in the right corner
Although you
you cant
cant change
change the
the new
new ribbons
ribbons (at
(at least
least not
not easily),
easily), you
you can
can customize
customize the
the
Although
user interface
interface to
to some
some extent.
extent. Specifically,
Specifically, Excel
Excel provides
provides aa quick
quick access
access toolbar
toolbar (QAT)
(QAT)
user
top left
left of
of the
the screen.
screen. You
You can
can put
put your
your favorite
favorite buttons
buttons on
on this
this toolbar
toolbar so
so that
that they
they are
are
top
visible
and
available.
The
QAT
comes
with
a
few
favorite
buttons,
but
you
can
add
mor
visible and available. The QAT comes with a few favorite buttons, but you can add mor
To modify
modify the
the QAT:
QAT:
To
Click on
on the
the dropdown
dropdown arrow
arrow to
to the
the right
right of
of the
the QAT.
QAT. You
You will
will see
see aa list
list of
of the
the most
most comm
com
Click
used
buttons,
which
you
can
check
to
have
them
appear
permanently
on
the
QAT.
You
used buttons, which you can check to have them appear permanently on the QAT. You
click on
on the
the More
More Commands
Commands item
item to
to see
see aa dialog
dialog box
box with
with aa wealth
wealth of
of other
other buttons
buttons yo
y
click
add to
to the
the QAT.
QAT. In
In fact,
fact, ifif you
you create
create your
your own
own macros
macros to
to perform
perform common
common tasks,
tasks, you
you cc
add
place buttons
buttons to
to run
run them
them on
on the
the QAT.
QAT.
place
Note that
that you
you also
also get
get to
to the
the More
More Commands
Commands dialog
dialog box
box by
by clicking
clicking on
on the
the Office
Office butt
butt
Note
on Excel
Excel Options,
Options, and
and then
then on
on Customize.
Customize.
on
Try it!
it! Add
Add some
some of
of your
your favorite
favorite buttons
buttons to
to the
the QAT.
QAT. You
You will
will have
have to
to do
do this
this only
only once!
once!
Try
You can
can see
see my
my QAT
QAT below.
below. II have
have added
added aa few
few of
of the
the "standard"
"standard" buttons,
buttons, plus
plus aa few
few ex
ex
You
run my
my favorite
favorite macros.
macros.
run
you can
can customize
customize the
the Excel
Excel
you
k access
access toolbar
toolbar (QAT)
(QAT) at
at the
the
oolbar
so
that
they
are
always
olbar so that they are always
but you
you can
can add
add more.
more.
but
list of
of the
the most
most commonly
commonly
aa list
ently
on
the
QAT.
You can
can also
also
ently on the QAT. You
lth
of other
other buttons
buttons you
you can
can
th of
common tasks,
tasks, you
you can
can
common
king
on the
the Office
Office button,
button, then
then
ing on
e to
to do
do this
this only
only once!
once!
buttons, plus
plus aa few
few extras
extras to
to
buttons,
One particular
particular menu
menu item
item you
you will
will miss
miss from
from earlier
earlier versions
versions of
of Excel
Excel is
is Tools-->Options
Tools-->Option
One
changing various
various options
options in
in Excel.
Excel. ItIt is
is not
not gone;
gone; itit is
is just
just in
in aa different
different place.
place. To
To get
get to
to
changing
on
the
Office
button
(in
the
upper
left
corner
of
the
screen)
and
then
the
Excel
Options
on the Office button (in the upper left corner of the screen) and then the Excel Options
As shown
shown to
to the
the right,
right, you
you will
will see
see that
that the
the options
options are
are grouped
grouped in
in categories:
categories: Popular,
Popular,
As
Formulas, and
and others.
others. You
You might
might have
have to
to hunt
hunt awhile,
awhile, but
but there
there are
are an
an amazing
amazing numbe
numbe
Formulas,
options available.
available.
options
Try it!
it! Under
Under the
the Popular
Popular group,
group, change
change the
the default
default number
number of
of worksheets
worksheets in
in aa new
new file
file
Try
to
1.
(Why
have
3
when
you
usually
need
only
1?
Besides,
if
you
need
more,
you
can
to 1. (Why have 3 when you usually need only 1? Besides, if you need more, you can aa
add them.)
them.)
add
Try it!
it! Under
Under the
the Advanced
Advanced group,
group, the
the first
first Editing
Editing option
option lets
lets you
you choose
choose the
the direction
direction
Try
want
the
cursor
to
move
when
you
press
Enter.
Change
it
to
the
direction
you
prefer.
want the cursor to move when you press Enter. Change it to the direction you prefer.
Try it!
it! Excel
Excel makes
makes some
some automatic
automatic changes
changes for
for you
you when
when you
you type
type certain
certain characters.
characters
Try
example, ifif you
you type
type (c),
(c), itit automatically
automatically changes
changes this
this to
to aa copyright
copyright symbol.
symbol. IfIf you
you find
fin
example,
annoying
(as
I
do),
you
can
change
it
through
the
AutoCorrect
Options
button
in
the
Pr
annoying (as I do), you can change it through the AutoCorrect Options button in the Pro
group.
group.
xcel is
is Tools-->Options,
Tools-->Options, for
for
xcel
erent place.
place. To
To get
get to
to it,
it, click
click
erent
hen
the
Excel
Options
button.
hen the Excel Options button.
categories: Popular,
Popular,
nn categories:
re an
an amazing
amazing number
number of
of
re
rksheets in
in aa new
new file
file from
from 33
rksheets
need
more,
you
can
always
need more, you can always
choose the
the direction
direction you
you
choose
direction
you
prefer.
direction you prefer.
pe certain
certain characters.
characters. For
For
pe
ght symbol.
symbol. IfIf you
you find
find this
this
ght
ptions
button
in
the
Proofing
tions button in the Proofing
One other
other important
important change
change is
is file
file extensions.
extensions. Unless
Unless you
you wrote
wrote your
your own
own add-ins
add-ins in
in ea
e
One
versions of
of Excel,
Excel, the
the only
only file
file extension
extension you
you probably
probably ever
ever saw
saw was
was .xls.
.xls. You
You can
can still
still ss
versions
with this
this extension,
extension, but
but they
they will
will lose
lose any
any features
features new
new to
to Excel
Excel 2007.
2007. To
To save
save them
them an
an
with
new
features,
you
should
save
them
as
.xlsx
files.
The
new
"x"
at
the
end
of
the
exten
new features, you should save them as .xlsx files. The new "x" at the end of the exten
(which appears
appears in
in Word
Word and
and PowerPoint
PowerPoint 2007
2007 files)
files) stands
stands for
for XLM,
XLM, the
the format
format that
that thes
the
(which
are now
now stored
stored in.
in.
are
Note that
that ifif you
you save
save your
your file
file as
as an
an .xlsx
.xlsx file,
file, people
people with
with Excel
Excel 2003
2003 wont
wont be
be able
able to
to o
Note
unless
they
download
and
install
a
free
file
format
converter
from
Microsoft.
(Do
a
Web
unless they download and install a free file format converter from Microsoft. (Do a Web
for Microsoft
Microsoft Office
Office Compatibility
Compatibility Pack
Pack to
to find
find this
this free
free download.)
download.) In
In the
the other
other dire
dire
for
you save
save aa file
file created
created in
in Excel
Excel 2007
2007 as
as an
an .xls
.xls file,
file, itit will
will probably
probably work
work fine,
fine, and
and itit wil
wil
you
readable
by
users
with
older
versions
of
Excel,
but
it
won't
be
to
take
advantage
of
cha
readable by users with older versions of Excel, but it won't be to take advantage of cha
Excel 2007.
2007.
Excel
One other
other new
new file
file extension
extension is
is .xlsm.
.xlsm. IfIf your
your Excel
Excel file
file has
has associated
associated VBA
VBA macros,
macros, the
th
One
must save
save itit as
as an
an .xlsm
.xlsm file
file ("m"
("m" for
for macro).
macro). You
You might
might also
also see
see files
files with
with an
an .xlam
.xlam ex
ex
must
These
are
Excel
add-ins.
These are Excel add-ins.
your own
own add-ins
add-ins in
in earlier
earlier
your
was .xls.
.xls. You
You can
can still
still save
save files
files
was
2007.
To
save
them
and
keep
007. To save them and keep
the end
end of
of the
the extension
extension
tt the
M, the
the format
format that
that these
these files
files
M,
003 wont
wont be
be able
able to
to open
open itit
003
m Microsoft.
Microsoft. (Do
(Do aa Web
Web search
search
oad.) In
In the
the other
other direction,
direction, ifif
oad.)
work fine,
fine, and
and itit will
will be
be
yy work
take
advantage
of
changes
in
ake advantage of changes in
iated VBA
VBA macros,
macros, then
then you
you
iated
files with
with an
an .xlam
.xlam extension.
extension.
files
Right-clicking on
on various
various things
things is
is not
not new
new to
to Excel
Excel 2007,
2007, although
although II wouldn't
wouldn't be
be surpris
surpri
Right-clicking
there are
are now
now more
more options
options than
than ever.
ever. IfIf you
you want
want instant
instant context-sensitive
context-sensitive menus,
menus, you
yo
there
get
used
to
right-clicking.
This
almost
always
leads
to
a
useful
menu
of
options.
get used to right-clicking. This almost always leads to a useful menu of options.
Try it!
it! Highlight
Highlight the
the sales
sales figures
figures to
to the
the right
right and
and then
then right-click.
right-click. This
This allows
allows you
you to
to for
for
Try
cells and
and do
do many
many other
other things.
things. Format
Format these
these cells
cells as
as currency
currency with
with zero
zero decimals.
decimals.
cells
Try it!
it! Click
Click anywhere
anywhere on
on the
the chart
chart to
to the
the right
right and
and then
then right-click.
right-click. You
You will
will get
get aa menu
menu
Try
the
menu
items
will
depend
on
what
you
selected
on
the
chart.
Try
selecting
different
the menu items will depend on what you selected on the chart. Try selecting different p
the chart
chart to
to see
see what
what II mean.
mean.
the
Try it!
it! Select
Select this
this text
text box
box you're
you're reading
reading and
and then
then right-click.
right-click. You
You will
will get
get aa menu
menu for
for m
m
Try
the
text
box
in
some
way.
the text box in some way.
Try it!
it! Select
Select the
the screenshot
screenshot to
to the
the right
right (which
(which II inserted
inserted as
as aa Picture)
Picture) and
and then
then right-c
right-c
Try
Another menu!
menu!
Another
Try it!
it! Right-click
Right-click on
on this
this worksheet's
worksheet's tab.
tab. Another
Another menu!
menu!
Try
Are you
you starting
starting to
to realize
realize how
how useful
useful right-clicking
right-clicking can
can be?
be?
Are
Did you
you notice
notice that
that when
when you
you right-clicked
right-clicked on
on the
the sales
sales values,
values, you
you not
not only
only got
got aa men
men
Did
you also
also got
got aa mini-toolbar
mini-toolbar above
above the
the menu?
menu? Try
Try itit again
again to
to see
see what
what II mean.
mean. There
There is
is aa
you
mini-toolbar
when
you
right-click
on
a
chart.
These
toolbars
are
new
to
Excel
2007,
so
mini-toolbar when you right-click on a chart. These toolbars are new to Excel 2007, so
for them
them when
when you
you right-click
right-click on
on something.
something. They
They don't
don't always
always appear,
appear, but
but when
when they
they
for
they provide
provide still
still one
one more
more quick
quick way
way to
to accomplish
accomplish common
common tasks.
tasks.
they
wouldn't be
be surprised
surprised ifif
hh II wouldn't
t-sensitive menus,
menus, you
you should
should
t-sensitive
enu
of
options.
enu of options.
This allows
allows you
you to
to format
format the
the
This
ith
zero decimals.
decimals.
th zero
k. You
You will
will get
get aa menu,
menu, but
but
k.
ry
selecting
different
parts
of
y selecting different parts of
will get
get aa menu
menu for
for modifying
modifying
will
ture) and
and then
then right-click.
right-click.
ture)
ou not
not only
only got
got aa menu,
menu, but
but
ou
what
mean. There
There is
is also
also aa
hat II mean.
new
to Excel
Excel 2007,
2007, so
so watch
watch
ew to
ppear,
but
when
they
do,
ppear, but when they do,
ks.
ks.
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sales
3108
3993
1644
3078
1830
3279
3413
1197
Sale
5000
4000
3000
2000
1000
0
Jan-09
Mar-09
Sales
Mar-09
May-09
Jul-09
This section
section illustrates
illustrates aa number
number of
of ways
ways to
to make
make you
you more
more efficient:
efficient: how
how to
to select
select ran
ran
This
how to
to copy
copy and
and paste,
paste, how
how to
to deal
deal with
with absolute
absolute and
and relative
relative addresses,
addresses, how
how to
to insert
inser
how
delete rows
rows or
or columns,
columns, and
and aa few
few others.
others. Most
Most Excel
Excel users
users know
know how
how to
to do
do these
these thing
thin
delete
they
often
do
them
inefficiently.
So
even
though
this
material
might
seem
elementary,
they often do them inefficiently. So even though this material might seem elementary,
you might
might just
just pick
pick up
up aa few
few new
new tricks.
tricks.
you
ent: how
how to
to select
select ranges,
ranges,
ent:
dresses, how
how to
to insert
insert and
and
dresses,
how to
to do
do these
these things,
things, but
but
how
ght
seem
elementary,
read
on
ht seem elementary, read on
There is
is nothing
nothing worse
worse than
than getting
getting aa spreadsheet
spreadsheet from
from someone
someone with
with no
no documentati
documentati
There
you see
see are
are aa lot
lot of
of meaningless
meaningless numbers
numbers and
and possibly
possibly aa few
few not-well-thought-out
not-well-thought-out labe
labe
you
This
is
a
very
bad
practice,
and
you
shouldn't
be
guilty
of
it.
There
are
a
number
of
thin
This is a very bad practice, and you shouldn't be guilty of it. There are a number of thin
you
can
do
to
document
your
work.
Of
course,
you
can
have
labels
and
a
nice
structur
you can do to document your work. Of course, you can have labels and a nice structure
such as
as in
in the
the example
example to
to the
the right.
right. But
But you
you can
can do
do more
more than
than this.
this. Specifically,
Specifically, you
you ca
ca
such
include cell
cell comments
comments and
and text
text boxes,
boxes, as
as explained
explained below.
below.
include
cell comment
comment is
is useful
useful when
when you
you want
want to
to explain
explain something
something that
that is
is probably
probably not
not obvi
obv
AA cell
a
particular
cell.
You
will
know
a
cell
contains
a
comment
when
you
see
a
little
red
mar
a particular cell. You will know a cell contains a comment when you see a little red mar
the
upper
right
corner
of
the
cell.
You
can
see
the
cell
comment
by
hovering
the
cursor
the upper right corner of the cell. You can see the cell comment by hovering the cursor
the cell.
cell. By
By default,
default, aa cell
cell comment
comment starts
starts with
with the
the owner's
owner's name,
name, but
but you
you can
can delete
delete tt
the
name ifif you
you like.
like.
name
To insert
insert aa cell
cell comment
comment in
in aa cell,
cell, right-click
right-click on
on the
the cell.
cell. IfIf there
there is
is no
no existing
existing cell
cell comm
com
To
you
will
see
an
Insert
Comment
item.
If
there
is
an
existing
cell
comment,
you
will
see
you will see an Insert Comment item. If there is an existing cell comment, you will see
Comment and
and Delete
Delete Comment
Comment items.
items. (See
(See the
the screenshots
screenshots to
to the
the right.)
right.)
Comment
Try it!
it! Add
Add the
the following
following cell
cell comment
comment to
to cell
cell R10:
R10: Sales
Sales are
are in
in $1000s.
$1000s. Then
Then change
change th
th
Try
comment
to:
Monthly
sales
in
$1000s.
Then
delete
the
cell
comment.
comment to: Monthly sales in $1000s. Then delete the cell comment.
When you
you add
add explanations
explanations to
to your
your worksheets,
worksheets, do
do you
you tend
tend to
to start
start typing
typing in
in aa cell,
cell, an
a
When
when itit gets
gets long
long enough,
enough, you
you continue
continue typing
typing on
on the
the next
next line,
line, etc.?
etc.? AA lot
lot of
of people
people do
do
when
including myself
myself in
in past
past years.
years. ItIt is
is not
not aa good
good habit,
habit, mostly
mostly because
because of
of the
the difficulty
difficulty of
o
including
editing.
It
is
much
better
to
use
text
boxes,
as
you
see
throughout
this
tutorial.
Text
bo
editing. It is much better to use text boxes, as you see throughout this tutorial. Text bo
are much
much better
better for
for explanations
explanations than
than cells
cells because
because they
they have
have word
word wrap.
wrap. They
They are
are
are
essentially mini-word
mini-word processors
processors that
that can
can be
be edited
edited (and
(and moved
moved or
or resized)
resized) easily.
easily. You
You
essentially
should
use
them
in
virtually
every
spreadsheet
you
create!
should use them in virtually every spreadsheet you create!
To insert
insert aa text
text box,
box, click
click on
on the
the Text
Text Box
Box button
button on
on the
the Insert
Insert ribbon
ribbon (see
(see to
to the
the right),
right),
To
drag aa text
text box
box in
in some
some area
area of
of the
the worksheet.
worksheet. Then
Then start
start typing.
typing. It's
It's as
as easy
easy as
as that.
that.
drag
You might
might also
also want
want to
to change
change the
the appearance
appearance of
of the
the text
text box.
box. To
To do
do so,
so, click
click on
on itit twic
twic
You
that
the
border
becomes
a
solid
line
(it's
a
dotted
line
after
the
first
click).
Then
right-c
that the border becomes a solid line (it's a dotted line after the first click). Then right-c
and choose
choose the
the Format
Format Shape
Shape item.
item. This
This brings
brings up
up aa dialog
dialog box
box where
where you
you can
can make
make al
a
and
of changes.
changes. For
For example,
example, in
in this
this tutorial
tutorial II changed
changed the
the text
text boxes
boxes to
to have
have aa light
light gray
gray fifi
of
shadow. IfIf you
you like
like the
the appearance,
appearance, you
you can
can again
again right-click
right-click and
and choose
choose the
the Set
Set as
as D
D
aa shadow.
Text
Box
item.
Then
every
other
text
box
you
create
in
that
workbook
will
automaticall
Text Box item. Then every other text box you create in that workbook will automatically
have the
the same
same appearance.
appearance.
have
Try it!
it! Create
Create aa text
text box
box to
to the
the right
right and
and enter
enter some
some text.
text. You
You will
will see
see that
that itit automatica
automatic
Try
has the
the same
same appearance
appearance as
as the
the rest
rest of
of the
the text
text boxes
boxes in
in this
this tutorial.
tutorial. Now
Now change
change the
the
has
appearance
of
your
new
text
box
in
some
way.
appearance of your new text box in some way.
e with
with no
no documentation.
documentation. All
All
-well-thought-out
labels.
well-thought-out labels.
are aa number
number of
of things
things
ee are
ls
and
a
nice
structure,
ls and a nice structure,
is.
Specifically, you
you can
can
s. Specifically,
at is
is probably
probably not
not obvious
obvious in
in
at
ou
see
a
little
red
mark
in
ou see a little red mark in
by
hovering the
the cursor
cursor over
over
y hovering
but you
you can
can delete
delete this
this
,, but
s no
no existing
existing cell
cell comment,
comment,
omment,
you
will
see Edit
Edit
omment, you will see
he
right.)
e right.)
000s. Then
Then change
change the
the
000s.
ment.
ent.
tart typing
typing in
in aa cell,
cell, and
and
tart
tc.? AA lot
lot of
of people
people do
do this,
this,
tc.?
use
of
the
difficulty
of
use of the difficulty of
this tutorial.
tutorial. Text
Text boxes
boxes
tt this
ord wrap.
wrap. They
They are
are
ord
or resized)
resized) easily.
easily. You
You
or
bon (see
(see to
to the
the right),
right), and
and
bon
It's as
as easy
easy as
as that.
that.
It's
o do
do so,
so, click
click on
on itit twice
twice so
so
rst
click).
Then
right-click
st click). Then right-click
here you
you can
can make
make all
all sorts
sorts
here
to have
have aa light
light gray
gray fill
fill and
and
to
nd
choose the
the Set
Set as
as Default
Default
d choose
book will
will automatically
automatically
book
see that
that itit automatically
automatically
see
orial. Now
Now change
change the
the
orial.
Sales
15.3
14.7
9.6
12.1
14.2
Often you
you want
want to
to reorient
reorient yourself
yourself by
by g
Often
to the
the home
home position
position on
on the
the workshee
workshe
to
To go
go to
to the
the top
top left
left of
of the
the sheet
sheet (cell
(cell AA
To
Try it!
it! Press
Press Ctrl-Home
Ctrl-Home (both
(both keys
keys at
at on
on
Try
Down in the midst of the workshe
o reorient
reorient yourself
yourself by
by going
going back
back
sition on
on the
the worksheet.
worksheet.
sition
eft of
of the
the sheet
sheet (cell
(cell A1):
A1):
eft
Home
(both keys
keys at
at once).
once).
ome (both
midst of the worksheet
We all
all make
make mistakes,
mistakes, often
often careless
careless mistakes.
mistakes. For
For example,
example, II often
often press
press Ctrl-v
Ctrl-v (paste
(paste
We
when II mean
mean to
to press
press Ctrl-c
Ctrl-c (copy).
(copy). This
This can
can have
have the
the effect
effect of
of pasting
pasting aa lot
lot of
of junk
junk ont
ont
when
range
that
I
never
intended.
At
this
point,
I
am
hoping
I
can
easily
undo
the
mistake.
T
range that I never intended. At this point, I am hoping I can easily undo the mistake. Th
usually
possible,
but
not
always.
Excel
stores
most
of
your
actions
so
that
it
can
undo
usually possible, but not always. Excel stores most of your actions so that it can undo tt
There are
are two
two ways
ways to
to undo
undo actions.
actions. The
The first
first is
is the
the simplest,
simplest, but
but the
the second
second gives
gives you
you
There
control.
control.
To undo
undo the
the previous
previous action:
action:
To
Press Ctrl-z.
Ctrl-z. You
You can
can do
do this
this easily
easily with
with the
the small
small finger
finger and
and index
index finger
finger of
of your
your left
left ha
ha
Press
This
should
become
one
of
your
favorite
keyboard
shortcuts!
This should become one of your favorite keyboard shortcuts!
Or:
Or:
Click on
on the
the Undo
Undo button
button (the
(the button
button with
with aa circular
circular arrow
arrow pointing
pointing counter-clockwise
counter-clockwise t
Click
right).
right).
This Undo
Undo button
button isn't
isn't on
on any
any of
of the
the ribbons,
ribbons, but
but itit can
can be
be placed
placed on
on the
the Quick
Quick Access
Access
This
Toolbar (QAT)
(QAT) at
at the
the top
top of
of the
the screen.
screen. In
In fact,
fact, II believe
believe itit is
is placed
placed there
there by
by default.
default. (Th
(Th
Toolbar
also aa Redo
Redo button,
button, also
also shown
shown to
to the
the right,
right, for
for undoing
undoing an
an undo.)
undo.)
also
Note that
that there
there is
is aa dropdown
dropdown arrow
arrow next
next to
to the
the Undo
Undo button.
button. This
This allows
allows you
you to
to select
select
Note
action
(not
necessarily
the
previous
action)
to
undo.
As
you
can
see
from
this
dropdow
action (not necessarily the previous action) to undo. As you can see from this dropdow
Excel remembers
remembers aa lot
lot of
of your
your most
most recent
recent actions.
actions. However,
However, ifif you
you select
select ,, say,
say, the
the thi
th
Excel
most recent
recent action,
action, you
you undo
undo this
this action
action and
and the
the other
other two
two most
most recent
recent actions,
actions, that
that is
is
most
cumulative.
cumulative.
am not
not sure
sure which
which actions
actions can
can be
be undone
undone and
and which
which can't,
can't, so
so II experiment.
experiment. For
For exam
exam
II am
you can't
can't undo
undo adding
adding aa worksheet
worksheet or
or deleting
deleting aa worksheet.
worksheet. This
This is
is aa good
good reason
reason (one
(one
you
many) for
for saving
saving often!
often!
many)
Try it!
it! Enter
Enter formulas
formulas in
in column
column N
N to
to sum
sum the
the two
two numbers
numbers to
to their
their left.
left. Then
Then get
get rid
rid of
of
Try
formulas
with
either
undo
method.
formulas with either undo method.
en press
press Ctrl-v
Ctrl-v (paste)
(paste)
en
asting
lot of
of junk
junk onto
onto aa
sting aa lot
y
undo
the
mistake.
This is
is
y undo the mistake. This
s
so
that
it
can
undo
them.
s so that it can undo them.
the second
second gives
gives you
you more
more
the
finger of
of your
your left
left hand.
hand.
xx finger
ng counter-clockwise
counter-clockwise to
to the
the
ng
on the
the Quick
Quick Access
Access
on
there by
by default.
default. (There
(There is
is
dd there
)
allows you
you to
to select
select the
the
ss allows
see
from
this
dropdown,
ee from this dropdown,
ou select
select ,, say,
say, the
the third
third
ou
recent actions,
actions, that
that is,
is, itit is
is
recent
experiment. For
For example,
example,
experiment.
is aa good
good reason
reason (one
(one of
of
is
ir
left. Then
Then get
get rid
rid of
of these
these
r left.
27
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is often
often useful
useful to
to zoom
zoom to
to the
the bottom,
bottom, top,
top, left,
left, or
or right
right edge
edge of
of aa data
data range.
range. You
You can
can
ItIt is
easily
with
the
End-arrow
key
combinations.
easily with the End-arrow key combinations.
To go
go to
to the
the end
end of
of aa range
range (top,
(top, bottom,
bottom, left,
left, or
or right):
right):
To
Press the
the End
End key,
key, then
then the
the appropriate
appropriate arrow
arrow key.
key. (Let
(Let go
go of
of the
the End
End key
key before
before pressi
pressi
Press
arrow
key.)
For
example,
press
End
and
then
right
arrow
to
go
to
the
right
edge
of
ra
arrow key.) For example, press End and then right arrow to go to the right edge of aa ran
Try it!
it! Starting
Starting at
at aa corner
corner (a
(a bordered
bordered cell)
cell) to
to the
the right,
right, move
move around
around to
to the
the other
other corn
corn
Try
you keep
keep your
your finger
finger on
on the
the Shift
Shift key
key while
while you
you do
do an
an End-arrrow
End-arrrow combination,
combination, you
you ss
IfIf you
(highlight) the
the range
range in
in between.
between.
(highlight)
Try it!
it! Starting
Starting at
at aa corner
corner (a
(a bordered
bordered cell)
cell) to
to the
the right,
right, move
move around
around to
to the
the other
other corn
corn
Try
But this
this time,
time, keep
keep your
your finger
finger on
on the
the Shift
Shift key.
key.
But
Note that
that the
the action
action of
of an
an End-arrow
End-arrow combination
combination depends
depends on
on where
where you
you start.
start. ItIt takes
takes
Note
to
the
last
nonblank
cell
if
you
start
in
a
nonblank
cell.
(If
there
arent
any
nonblank
ce
to the last nonblank cell if you start in a nonblank cell. (If there arent any nonblank ce
that
direction,
it
takes
you
to
the
far
edge
of
the
sheet.)
If
you
start
in
a
blank
cell,
it
ta
that direction, it takes you to the far edge of the sheet.) If you start in a blank cell, it ta
you
to
the
first
nonblank
cell.
you to the first nonblank cell.
Try it!
it! Move
Move around
around the
the range
range to
to the
the right,
right, where
where there
there are
are some
some blank
blank cells.
cells.
Try
data range.
range. You
You can
can do
do this
this
aa data
End key
key before
before pressing
pressing the
the
End
the
right
edge
of
a
range.
the right edge of a range.
ound
to the
the other
other corners.
corners.
und to
w combination,
combination, you
you select
select
w
ound
to the
the other
other corners.
corners.
und to
ere you
you start.
start. ItIt takes
takes you
you
ere
rent
any
nonblank
cells
in
ent any nonblank cells in
art
in
a
blank
cell,
it
takes
art in a blank cell, it takes
blank cells.
cells.
blank
8
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is often
often useful
useful to
to split
split the
the screen
screen so
so that
that you
you can
can see
see more
more information.
information.
ItIt is
To split
split the
the screen
screen vertically,
vertically, horizontally,
horizontally, or
or both:
both:
To
Click on
on the
the narrow
narrow screen
screen splitter
splitter bar
bar just
just to
to the
the right
right of
of the
the bottom
bottom scroll
scroll bar
bar (for
(for vert
ver
Click
splitting) or
or just
just above
above the
the right-hand
right-hand scroll
scroll bar
bar (for
(for horizontal
horizontal splitting)
splitting) and
and drag
drag this
this to
to t
splitting)
left
or
down.
(See
the
screenshots
below.)
left or down. (See the screenshots below.)
Splitting gives
gives you
you two
two panes
panes (or
(or four
four ifif you
you split
split in
in both
both directions).
directions). Once
Once you
you have
have the
the
Splitting
panes, practice
practice scrolling
scrolling around
around in
in any
any of
of them,
them, and
and see
see how
how the
the others
others react.
react.
panes,
Try it!
it! Split
Split the
the screen
screen both
both ways
ways so
so that
that you
you can
can see
see the
the top
top left
left cell
cell in
in the
the data
data to
to the
the rig
ri
Try
(cell
M3)
and
the
bottom
right
cell
(cell
AE265).
Then
remove
the
splits.
(cell M3) and the bottom right cell (cell AE265). Then remove the splits.
mation.
ation.
om scroll
scroll bar
bar (for
(for vertical
vertical
om
ting)
and drag
drag this
this to
to the
the
ing) and
s). Once
Once you
you have
have these
these
s).
hers react.
react.
hers
in the
the data
data to
to the
the right
right
llll in
plits.
plits.
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Usually in
in Excel,
Excel, you
you select
select aa range
range and
and then
then do
do something
something to
to itit (such
(such as
as enter
enter aa formula
formula
Usually
format it,
it, delete
delete its
its contents,
contents, and
and so
so on).
on). Therefore,
Therefore, itit is
is extremely
extremely important
important to
to be
be able
able t
format
select aa range
range efficiently.
efficiently. This
This is
is easy
easy ifif the
the whole
whole range
range appears
appears on
on the
the screen,
screen, but
but its
its aa
select
trickier
if
you
cant
see
the
whole
range.
In
the
latter
case
the
effect
of
dragging
(the
me
trickier if you cant see the whole range. In the latter case the effect of dragging (the me
most
users
try)
can
be
frustratingthings
scroll
by
too
quickly.
Try
one
of
the
methods
be
most users try) can be frustratingthings scroll by too quickly. Try one of the methods bel
instead.
instead.
To select
select aa range
range that
that fits
fits on
on aa screen:
screen:
To
Click on
on the
the upper
upper left
left corner
corner of
of the
the range
range and
and drag
drag to
to the
the bottom
bottom right
right corner.
corner.
Click
Or:
Or:
Click on
on the
the upper
upper left
left corner,
corner, hold
hold down
down the
the Shift
Shift key,
key, and
and click
click on
on the
the bottom
bottom right
right corn
corn
Click
Try it!
it! Select
Select the
the range
range L3:N8.
L3:N8.
Try
To select
select aa range
range that
that doesnt
doesnt fit
fit on
on aa screen:
screen:
To
Click on
on the
the upper
upper left
left corner
corner of
of the
the range.
range. Then,
Then, holding
holding the
the Shift
Shift key
key down,
down, use
use the
the EE
Click
arrow
combinations
(End-right
arrow,
then
End-down
arrow)
to
get
to
the
bottom
right
arrow combinations (End-right arrow, then End-down arrow) to get to the bottom right
corner.
corner.
Or:
Or:
Split the
the screen
screen so
so that
that the
the upper
upper left
left corner
corner shows
shows in
in the
the upper
upper left
left pane
pane and
and the
the bott
bott
Split
right
corner
shows
in
the
bottom
right
pane.
Click
on
the
upper
left
corner,
hold
the
Sh
right corner shows in the bottom right pane. Click on the upper left corner, hold the Sh
down,
and
click
on
the
bottom
right
corner.
down, and click on the bottom right corner.
Try it!
it! Select
Select the
the range
range L20:AF98.
L20:AF98. Try
Try both
both of
of the
the methods
methods suggested
suggested here.
here.
Try
ch as
as enter
enter aa formula
formula in
in it,
it,
ch
important
to be
be able
able to
to
mportant to
n the
the screen,
screen, but
but its
its aa bit
bit
t
of
dragging
(the
method
t of dragging (the method
ne of
of the
the methods
methods below
below
ne
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ight corner.
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ight
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74
100
66
49
42
98
43
63
29
68
84
65
90
93
53
45
16
73
3
33
87
32
65
23
98
95
40
63
69
63
36
12
74
91
36
53
51
6
61
97
98
1
41
25
79
69
78
43
24
75
50
3
30
82
44
37
8
25
37
56
51
6
31
67
8
5
54
36
26
35
73
37
5
25
69
100
5
60
45
13
95
46
54
94
16
95
74
74
28
100
33
64
70
46
22
37
90
32
29
98
78
10
Suppose you
you want
want to
to format
format more
more than
than one
one range
range in
in aa certain
certain way
way (as
(as currency,
currency, for
for
Suppose
example).
The
quickest
way
is
to
select
all
ranges
at
once
and
then
format
them
all at
at onc
on
example). The quickest way is to select all ranges at once and then format them all
To select
select more
more than
than one
one range:
range:
To
Select the
the first
first range,
range, press
press the
the Ctrl
Ctrl key,
key, select
select the
the second
second range,
range, press
press the
the Ctrl
Ctrl key,
key, selec
sele
Select
the
third
range,
and
so
on.
the third range, and so on.
For example,
example, to
to select
select the
the ranges
ranges L3:M5
L3:M5 and
and O3:P7,
O3:P7, click
click on
on L3,
L3, hold
hold down
down the
the Shift
Shift key
key aa
For
click on
on M5
M5 (so
(so now
now the
the first
first range
range is
is selected),
selected), hold
hold down
down the
the Ctrl
Ctrl key
key and
and click
click on
on O3,
O3, an
an
click
finally hold
hold down
down the
the Shift
Shift key
key and
and click
click on
on P7.
P7.
finally
Try it!
it! Select
Select all
all three
three numerical
numerical ranges
ranges to
to the
the right.
right.
Try
Note that
that in
in Excel
Excel 2007,
2007, the
the highlighting
highlighting is
is sometimes
sometimes hard
hard to
to see.
see. The
The shading
shading isnt
isnt as
as da
d
Note
as in
in previous
previous versions
versions of
of Excel,
Excel, so
so you
you might
might be
be fooled
fooled into
into thinking
thinking you
you havent
havent really
really
as
highlighted multiple
multiple ranges.
ranges. But
But the
the above
above method
method definitely
definitely works,
works, exactly
exactly as
as itit always
always
highlighted
has.
has.
ay
(as currency,
currency, for
for
y (as
en
format
them
all at
at once.
once.
en format them all
10
1
5
13
9
4
7
12
1
6
15
press the
the Ctrl
Ctrl key,
key, select
select
,, press
hold
down the
the Shift
Shift key
key and
and
old down
key and
and click
click on
on O3,
O3, and
and
rlrl key
e. The
The shading
shading isnt
isnt as
as dark
dark
e.
king
you havent
havent really
really
ing you
rks,
exactly as
as itit always
always
ks, exactly
13
10
9
7
1
12
2
Copying and
and pasting
pasting (often
(often formulas)
formulas) is
is one
one of
of the
the most
most frequently
frequently done
done tasks
tasks in
in Excel
Exce
Copying
can be
be aa real
real time-waster
time-waster ifif done
done inefficiently.
inefficiently. For
For example,
example, many
many people
people scroll
scroll through
through
can
range to
to highlight
highlight it,
it, then
then click
click on
on the
the Copy
Copy button
button or
or aa Copy
Copy menu
menu item,
item, then
then scroll
scroll ag
ag
range
select
a
paste
range,
and
finally
click
on
the
Paste
button
or
a
Paste
menu
item.
If
this
select a paste range, and finally click on the Paste button or a Paste menu item. If this
familiar, you
you can
can definitely
definitely benefit
benefit from
from the
the tips
tips here.
here. Actually,
Actually, there
there are
are several
several possib
possi
familiar,
for efficient
efficient copying
copying and
and pasting,
pasting, as
as explained
explained below.
below.
for
To copy
copy and
and paste
paste using
using keyboard
keyboard shortcuts:
shortcuts:
To
Select the
the copy
copy range
range (using
(using one
one of
of the
the efficient
efficient selection
selection methods
methods described
described above),
above),
Select
Ctrl-c (for
(for copy),
copy), select
select the
the paste
paste range
range (again,
(again, efficiently),
efficiently), and
and press
press Ctrl-v
Ctrl-v (for
(for paste
past
Ctrl-c
you practice
practice pressing
pressing Ctrl-c
Ctrl-c or
or Ctrl-v
Ctrl-v with
with the
the little
little finger
finger and
and index
index finger
finger of
of your
your left
left hh
you
will become
become automatic
automatic in
in aa short
short time.
time.
will
Yes, you
you can
can click
click on
on the
the Copy
Copy and
and Paste
Paste buttons
buttons on
on the
the Home
Home ribbon,
ribbon, but
but the
the keyboar
keyboar
Yes,
shortcuts are
are faster.
faster. Besides,
Besides, they
they work
work on
on virtually
virtually all
all Windows
Windows programs,
programs, not
not just
just Exc
Ex
shortcuts
Note that
that the
the copy
copy range
range will
will still
still have
have aa dotted
dotted line
line around
around it,
it, which
which means
means that
that itit is
is ss
Note
stored
on
the
clipboard.
Press
the
Esc
key
to
get
rid
of
this
dotted
line.
stored on the clipboard. Press the Esc key to get rid of this dotted line.
Try it!
it! Copy
Copy the
the formula
formula in
in cell
cell N11
N11 down
down through
through cell
cell N17
N17 using
using Ctrl-c
Ctrl-c and
and Ctrl-v.
Ctrl-v.
Try
frequent task
task is
is to
to enter
enter aa formula
formula in
in one
one cell
cell and
and copy
copy itit down
down aa column
column or
or across
across aa
AA frequent
There are
are several
several very
very efficient
efficient ways
ways to
to do
do this.
this.
There
To avoid
avoid copying
copying and
and pasting
pasting altogether,
altogether, use
use Ctrl-Enter:
Ctrl-Enter:
To
Starting with
with the
the top
top or
or left-hand
left-hand cell,
cell, select
select the
the range
range where
where the
the results
results will
will go.
go. (Use
(Use tt
Starting
efficient selection
selection methods
methods described
described earlier,
earlier, especially
especially ifif this
this range
range is
is aa long
long one.)
one.) Typ
Typ
efficient
formula, and
and press
press Ctrl-Enter
Ctrl-Enter instead
instead of
of Enter.
Enter.
formula,
Try it!
it! Fill
Fill the
the range
range N25:N31
N25:N31 with
with Ctrl-Enter.
Ctrl-Enter. Each
Each cell
cell should
should be
be the
the product
product of
of the
the two
two
Try
to
its
left.
to its left.
Pressing Ctrl-Enter
Ctrl-Enter enters
enters what
what you
you typed
typed in
in all
all of
of the
the selected
selected cells
cells (adjusted
(adjusted for
for relati
relat
Pressing
addresses),
so
in
general,
it
can
be
a
real
time-saver.
For
example,
it
can
be
used
to en
en
addresses), so in general, it can be a real time-saver. For example, it can be used to
number 10
10 in
in aa whole
whole range
range of
of cells.
cells. Just
Just select
select the
the range,
range, type
type 10,
10, and
and press
press Ctrl-Ente
Ctrl-Ente
number
Try it!
it! Fill
Fill up
up the
the range
range L37:N41
L37:N41 with
with the
the value
value 10
10 by
by using
using Ctrl-Enter.
Ctrl-Enter.
Try
you place
place the
the cursor
cursor at
at the
the bottom
bottom right
right of
of aa cell,
cell, the
the cursor
cursor turns
turns into
into aa plus
plus sign.
sign. Th
Th
IfIf you
called the
the autofill
autofill handle.
handle. IfIf you
you want
want to
to copy
copy aa formula
formula down,
down, you
you can
can use
use the
the autofil
autofil
called
in two
two different
different ways.
ways. Here
Here is
is the
the first.
first.
in
To copy
copy with
with the
the autofill
autofill handle
handle by
by dragging:
dragging:
To
Enter the
the formula
formula in
in the
the top
top or
or left-hand
left-hand cell
cell of
of the
the intended
intended range.
range. Place
Place the
the cursor
cursor on
on
Enter
autofill handle
handle at
at the
the lower
lower right
right of
of this
this cell
cell (the
(the cursor
cursor becomes
becomes aa plus
plus sign),
sign), and
and drag
drag
autofill
handle down
down or
or across
across to
to copy.
copy.
handle
Try it!
it! Copy
Copy the
the formula
formula in
in N44
N44 down
down through
through N50
N50 with
with the
the autofill
autofill handle.
handle.
Try
called the
the autofill
autofill handle.
handle. IfIf you
you want
want to
to copy
copy aa formula
formula down,
down, you
you can
can use
use the
the autofil
autofil
called
in two
two different
different ways.
ways. Here
Here is
is the
the first.
first.
in
To copy
copy with
with the
the autofill
autofill handle
handle by
by dragging:
dragging:
To
Enter the
the formula
formula in
in the
the top
top or
or left-hand
left-hand cell
cell of
of the
the intended
intended range.
range. Place
Place the
the cursor
cursor on
on
Enter
autofill handle
handle at
at the
the lower
lower right
right of
of this
this cell
cell (the
(the cursor
cursor becomes
becomes aa plus
plus sign),
sign), and
and drag
drag
autofill
handle down
down or
or across
across to
to copy.
copy.
handle
Try it!
it! Copy
Copy the
the formula
formula in
in N44
N44 down
down through
through N50
N50 with
with the
the autofill
autofill handle.
handle.
Try
The second
second way
way to
to copy
copy down
down is
is to
to double-click
double-click on
on the
the autofill
autofill handle.
handle.
The
Note that
that this
this method
method uses
uses Excels
Excels built-in
built-in intelligence,
intelligence, but
but itit works
works only
only in
in certain
certain situ
situ
Note
Lets
say
you
have
numbers
in
the
range
A3:B100.
You
want
to
enter
a
formula
in
cell
Lets say you have numbers in the range A3:B100. You want to enter a formula in cell C
copy itit down
down to
to cell
cell C100.
C100. Because
Because this
this is
is aa common
common thing
thing to
to do,
do, Excel
Excel does
does itit for
for you
you i
copy
double-click on
on the
the autofill
autofill handle.
handle. ItIt senses
senses the
the filled-up
filled-up range
range in
in column
column BB and
and gues
gue
double-click
you want
want another
another filled-up
filled-up range
range right
right next
next to
to itit in
in column
column C.
C. IfIf there
there were
were no
no adjacent
adjacent
you
range, double-clicking
double-clicking on
on the
the autofill
autofill handle
handle wouldnt
wouldnt work.
work.
range,
Try it!
it! Copy
Copy the
the formula
formula in
in N56
N56 down
down through
through N62
N62 by
by double-clicking
double-clicking on
on the
the autofill
autofill han
ha
Try
ly
done tasks
tasks in
in Excel,
Excel, and
and itit
y done
y people
people scroll
scroll through
through aa long
long
nu item,
item, then
then scroll
scroll again
again to
to
nu
ste
menu
item.
If
this
sounds
ste menu item. If this sounds
here
are several
several possibilities
possibilities
ere are
ds described
described above),
above), press
press
ds
press Ctrl-v
Ctrl-v (for
(for paste).
paste). IfIf
press
ex finger
finger of
of your
your left
left hand,
hand, itit
ex
bbon, but
but the
the keyboard
keyboard
bbon,
programs, not
not just
just Excel.
Excel.
programs,
3
4
2
2
5
4
3
3
1
3
1
1
2
5
6
9
4
7
2
8
3
2
1
9
6
3
5
9
10
6
4
5
2
7
9
9
1
8
hich means
means that
that itit is
is still
still
hich
d
line.
d line.
Ctrl-c and
and Ctrl-v.
Ctrl-v.
Ctrl-c
column or
or across
across aa row.
row.
aa column
results will
will go.
go. (Use
(Use the
the
results
nge
is aa long
long one.)
one.) Type
Type in
in the
the
ge is
the
product of
of the
the two
two values
values
he product
ells
(adjusted for
for relative
relative
lls (adjusted
e,
it
can
be
used
to enter
enter the
the
e, it can be used to
10,
and press
press Ctrl-Enter.
Ctrl-Enter.
0, and
nter.
nter.
rns
into aa plus
plus sign.
sign. This
This is
is
ns into
ou can
can use
use the
the autofill
autofill handle
handle
ou
e. Place
Place the
the cursor
cursor on
on the
the
e.
plus sign),
sign), and
and drag
drag this
this
aa plus
lll handle.
handle.
70
ou can
can use
use the
the autofill
autofill handle
handle
ou
e. Place
Place the
the cursor
cursor on
on the
the
e.
plus sign),
sign), and
and drag
drag this
this
aa plus
8
10
10
7
7
2
10
4
4
3
7
8
1
2
1
5
8
8
lll handle.
handle.
ndle.
ndle.
rks
only in
in certain
certain situations.
situations.
ks only
nter
a
formula
in
cell
C3 and
and
nter a formula in cell C3
Excel does
does itit for
for you
you ifif you
you
Excel
in column
column BB and
and guesses
guesses that
that
in
here
were no
no adjacent
adjacent filled-up
filled-up
ere were
king
on the
the autofill
autofill handle.
handle.
ing on
56
Often you
you have
have aa range
range of
of cells
cells that
that contains
contains formulas,
formulas, and
and you
you would
would like
like to
to replace
replace the
the
Often
formulas with
with the
the values
values they
they produce.
produce. Usually,
Usually, you
you paste
paste these
these values
values onto
onto the
the copy
copy ran
ran
formulas
that is,
is, you
you overwrite
overwrite the
the formulas
formulas with
with values.
values. IfIf you
you like,
like, you
you can
can also
also select
select another
another ran
ran
that
for
the
paste
range.
for the paste range.
To copy
copy formulas
formulas and
and paste
paste as
as values:
values:
To
Select the
the range
range with
with formulas,
formulas, press
press Ctrl-c
Ctrl-c to
to copy,
copy, and
and select
select the
the range
range where
where you
you want
want
Select
paste
the
values
(which
can
be
the
same
as
the
copy
range).
Then,
because
there
is
no
paste the values (which can be the same as the copy range). Then, because there is no
keyboard
equivalent,
select
the
Paste
dropdown
on
the
Home
ribbon,
and
select
the
Paste
keyboard equivalent, select the Paste dropdown on the Home ribbon, and select the Paste
Values option.
option.
Values
Try it!
it! Copy
Copy the
the range
range N3:N9
N3:N9 to
to itself,
itself, but
but paste
paste as
as values.
values.
Try
The Paste
Paste dropdown
dropdown on
on the
the Home
Home ribbon
ribbon (see
(see to
to the
the right)
right) has
has aa number
number of
of other
other "special
"specia
The
ways
to
paste.
These
include:
ways to paste. These include:
1. Paste
Paste formulas
formulas (not
(not formats).
formats).
1.
2. Paste
Paste formats.
formats.
2.
3. Paste
Paste arithmetic
arithmetic operations.
operations.
3.
The following
following text
text boxes
boxes let
let you
you explore
explore these
these options.
options. We
We encourage
encourage you
you to
to explore
explore the
the oo
The
paste special
special options
options as
as well.
well.
paste
Column N
N to
to the
the right
right contains
contains formulas.
formulas. Paste
Paste these
these formulas
formulas to
to column
column P,
P, but
but don't
don't past
past
Column
formats.
formats.
Sometimes you
you want
want to
to copy
copy only
only the
the formatting
formatting of
of aa range.
range.
Sometimes
To copy
copy the
the formatting
formatting of
of aa range,
range, highlight
highlight the
the range,
range, press
press Ctrl-c,
Ctrl-c, highlight
highlight the
the paste
paste ran
ran
To
and
select
Formats
from
Paste
Special
on
the
Paste
dropdown.
(When
you
click
on
Paste
and select Formats from Paste Special on the Paste dropdown. (When you click on Paste
Special, you
you get
get the
the dialog
dialog box
box to
to the
the right.)
right.)
Special,
Try it!
it! Copy
Copy the
the formats
formats in
in column
column PP to
to column
column R.
R. (Don't
(Don't copy
copy the
the values,
values, just
just the
the formulas
formula
Try
Then
enter
some
values
in
column
R
to
check
that
the
formatting
is
correct.
Then enter some values in column R to check that the formatting is correct.
Note: An
An easy
easy alternative
alternative to
to this
this method
method is
is to
to use
use the
the Format
Format Painter
Painter button
button next
next to
to the
the
Note:
Paste dropdown
dropdown (see
(see to
to the
the right).
right). II use
use this
this button
button all
all the
the time
time to
to copy
copy formats.
formats. Just
Just sele
sele
Paste
cell with
with the
the format
format you
you want
want to
to copy,
copy, click
click on
on the
the paint
paint brush,
brush, and
and click
click on
on aa cell
cell (or
(or drag
drag
cell
range)
that
you
want
to
format.
Note
that
if
you
double-click
on
the
paint
brush,
you
can
range) that you want to format. Note that if you double-click on the paint brush, you can c
the format
format multiple
multiple times.
times. Click
Click on
on Esc
Esc when
when you
you are
are finished.
finished.
the
Sometimes you
you would
would like
like to
to multipy
multipy each
each number
number in
in aa range
range by
by aa constant.
constant. For
For example,
example
Sometimes
you
have
revenues
expressed
in
thousands
of
dollars,
you
might
want
to
multiply
each by
by
you have revenues expressed in thousands of dollars, you might want to multiply each
1000 so
so that
that they
they are
are then
then expressed
expressed in
in dollars.
dollars.
1000
Sometimes you
you would
would like
like to
to multipy
multipy each
each number
number in
in aa range
range by
by aa constant.
constant. For
For example,
example
Sometimes
you have
have revenues
revenues expressed
expressed in
in thousands
thousands of
of dollars,
dollars, you
you might
might want
want to
to multiply
multiply each
each by
by
you
1000 so
so that
that they
they are
are then
then expressed
expressed in
in dollars.
dollars.
1000
To multiply
multiply aa range
range by
by aa constant:
constant:
To
Enter the
the constant
constant in
in aa blank
blank cell,
cell, and
and copy
copy this
this cell.
cell. Then
Then highlight
highlight the
the range
range of
of values
values to
to
Enter
multiply and
and select
select Multiply
Multiply from
from Paste
Paste Special
Special on
on the
the Paste
Paste dropdown.
dropdown. (This
(This same
same method
metho
multiply
can also
also be
be used
used to
to add,
add, subtract,
subtract, or
or divide.)
divide.)
can
Try it!
it! Multiply
Multiply each
each value
value in
in the
the range
range to
to the
the right
right by
by 1000.
1000. Then
Then restore
restore them
them to
to their
their
Try
original values
values by
by dividing
dividing each
each value
value by
by 1000.
1000.
original
would like
like to
to replace
replace the
the
would
values onto
onto the
the copy
copy range,
range,
values
an
also select
select another
another range
range
n also
he
range where
where you
you want
want to
to
e range
en,
because
there
is
no
n, because there is no
bon, and
and select
select the
the Paste
Paste
bon,
1
2
9
7
8
8
7
1
3
5
4
8
10
6
1
6
45
28
64
80
42
10
6
1
2
7
8
20
42
8
number of
of other
other "special"
"special"
number
rage you
you to
to explore
explore the
the other
other
rage
column P,
P, but
but don't
don't paste
paste the
the
column
-c,
highlight the
the paste
paste range,
range,
c, highlight
When
you
click
on
Paste
When you click on Paste
values, just
just the
the formulas.)
formulas.)
values,
g is
is correct.
correct.
ainter button
button next
next to
to the
the
ainter
copy formats.
formats. Just
Just select
select aa
oo copy
nd click
click on
on aa cell
cell (or
(or drag
drag aa
nd
he
paint
brush,
you
can
copy
he paint brush, you can copy
constant. For
For example,
example, ifif
aa constant.
want
to
multiply
each by
by
want to multiply each
$47.65
$44.20
$37.68
$31.34
$89.36
$68.15
$28.57
constant. For
For example,
example, ifif
aa constant.
want to
to multiply
multiply each
each by
by
want
ht the
the range
range of
of values
values to
to
ht
down. (This
(This same
same method
method
down.
restore them
them to
to their
their
restore
147
173
217
178
120
203
137
217
153
Often you
you would
would like
like to
to move
move data
data from
from one
one range
range to
to another.
another.
Often
To move
move (cut
(cut and
and paste):
paste):
To
Select the
the range
range to
to be
be cut,
cut, press
press Ctrl-x
Ctrl-x (for
(for cutting),
cutting), select
select the
the upper
upper left
left corner
corner of
of the
the
Select
paste range,
range, and
and press
press Ctrl-v.
Ctrl-v. (The
(The little
little finger-index
finger-index finger
finger combination
combination on
on your
your left
left ha
ha
paste
also
good
for
pressing
Ctrl-x.)
also good for pressing Ctrl-x.)
As with
with copying
copying and
and pasting,
pasting, ribbon
ribbon buttons
buttons can
can be
be used
used instead
instead of
of key
key combinations,
combinations,
As
the key
key combinations
combinations are
are more
more efficient.
efficient. Also,
Also, note
note that
that you
you need
need only
only select
select the
the upper
uppe
the
cell of
of the
the paste
paste range.
range. Excel
Excel knows
knows that
that the
the shape
shape of
of the
the paste
paste range
range must
must be
be the
the sam
sam
cell
the
shape
of
the
cut
range.
the shape of the cut range.
Try it!
it! Move
Move the
the range
range L3:N9
L3:N9 so
so that
that itit begins
begins in
in cell
cell L6.
L6. (Watch
(Watch how
how relative
relative addresses
addresses
Try
the eventual
eventual formulas
formulas in
in column
column N.)
N.)
the
pper left
left corner
corner of
of the
the
pper
nation on
on your
your left
left hand
hand is
is
nation
of key
key combinations,
combinations, but
but
of
d only
only select
select the
the upper
upper left
left
ange must
must be
be the
the same
same as
as
ange
ow relative
relative addresses
addresses affect
affect
ow
2
7
3
3
6
6
1
3
4
6
9
7
6
4
6
28
18
27
42
36
4
Often you
you want
want to
to insert
insert or
or delete
delete rows
rows or
or columns.
columns. Note
Note that
that deleting
deleting aa row
row or
or column
column
Often
not the
the same
same as
as clearing
clearing the
the contents
contents of
of aa row
row or
or columnmaking
columnmaking all
all of
of its
its cells
cells blank.
blank
not
Deleting
a
row
or
column
means
wiping
it
out
completely.
Deleting a row or column means wiping it out completely.
To insert
insert one
one or
or more
more blank
blank rows:
rows:
To
Click on
on aa row
row number
number and
and drag
drag down
down as
as many
many rows
rows as
as you
you want
want to
to insert.
insert. Then
Then click
click oo
Click
Insert
dropdown
and
select
Insert
Sheet
Rows.
(Interestingly,
the
Insert
dropdown
is in
in
Insert dropdown and select Insert Sheet Rows. (Interestingly, the Insert dropdown is
Cells
group
of
the
Home
ribbon,
not
on
the
Insert
ribbon.)
Cells group of the Home ribbon, not on the Insert ribbon.)
you prefer
prefer aa keyboard
keyboard shortcut
shortcut (as
(as II do),
do), press
press Alt-i
Alt-i and
and then
then rr (i(i for
for insert,
insert, rr for
for row)
row)
IfIf you
can
also
right-click
on
the
row
labels
and
select
Insert.
can also right-click on the row labels and select Insert.
The rows
rows you
you insert
insert are
are inserted
inserted above
above the
the first
first row
row you
you selected.
selected. For
For example,
example, ifif you
you ss
The
rows 88 through
through 11
11 and
and then
then insert,
insert, four
four blank
blank rows
rows will
will be
be inserted
inserted between
between the
the old
old row
row
rows
and 8.
8.
and
Try it!
it! Insert
Insert blank
blank rows
rows for
for the
the data
data below
below for
for Feb,
Feb, Apr,
Apr, and
and May.
May.
Try
Month
Jan
Mar
Jun
Price Units sold

$3.00
100
$3.25
50
$3.50
200
Revenue
$300.00
$162.50
$700.00
To delete
delete one
one or
or more
more blank
blank rows:
rows:
To
Click on
on aa row
row number
number and
and drag
drag down
down as
as many
many rows
rows as
as you
you want
want to
to delete.
delete. Then
Then click
click
Click
the Delete
Delete dropdown
dropdown and
and select
select DeleteSheet
DeleteSheet Rows.
Rows. (Again,
(Again, this
this is
is in
in the
the Cells
Cells group
group on
on
the
Home ribbon.)
ribbon.)
Home
you prefer
prefer aa keyboard
keyboard shortcut,
shortcut, press
press Alt-e
Alt-e and
and then
then d
d (e
(e for
for edit,
edit, dd for
for delete).
delete).
IfIf you
Try it!
it! Delete
Delete the
the rows
rows you
you inserted
inserted in
in the
the above
above exercise.
exercise.
Try
You can
can insert
insert or
or delete
delete columns
columns in
in exactly
exactly the
the same
same way.
way.
You
To insert
insert columns,
columns, use
use the
the keyboard
keyboard shortcut
shortcut Alt-iand
Alt-iand then
then c.
c.
To
To delete
delete columns,
columns, use
use the
the keyboard
keyboard shortcut
shortcut Alt-e
Alt-e and
and then
then d,
d, the
the same
same as
as for
for rows.
rows.
To
You can
can also
also hide
hide rows
rows or
or columns.
columns. II will
will explain
explain hiding
hiding and
and unhiding
unhiding rows.
rows. The
The same
same
You
directions
work
for
columns.
directions work for columns.
To hide
hide aa group
group of
of adjacent
adjacent rows,
rows, click
click on
on the
the top
top row
row number
number you
you want
want to
to hide,
hide, hold
hold dd
To
the Shift
Shift key,
key, and
and click
click on
on the
the bottom
bottom row
row number
number you
you want
want to
to hide.
hide. This
This selects
selects the
the ro
ro
the
you
want
to
hide.
(Alternatively,
you
can
drag
the
row
numbers.)
Then
click
on
the
Hid
you want to hide. (Alternatively, you can drag the row numbers.) Then click on the Hid
Unhide arrow
arrow from
from the
the Format
Format dropdown
dropdown on
on the
the Home
Home ribbon
ribbon (see
(see to
to the
the right).
right). From
From th
t
Unhide
click on
on Hide
Hide Rows.
Rows.
click
To unhide
unhide rows,
rows, highlight
highlight the
the adjacent
adjacent nonhidden
nonhidden rows.
rows. For
For example,
example, ifif you
you hid
hid rows
rows 51
51
To
you
would
highlight
rows
50
and
61.
Then
go
through
the
same
buttons
as
for
hiding
r
you would highlight rows 50 and 61. Then go through the same buttons as for hiding ro
but
this
time
click
on
Unhide
Rows.
but this time click on Unhide Rows.
To hide
hide aa group
group of
of adjacent
adjacent rows,
rows, click
click on
on the
the top
top row
row number
number you
you want
want to
to hide,
hide, hold
hold dd
To
the Shift
Shift key,
key, and
and click
click on
on the
the bottom
bottom row
row number
number you
you want
want to
to hide.
hide. This
This selects
selects the
the ro
ro
the
you
want
to
hide.
(Alternatively,
you
can
drag
the
row
numbers.)
Then
click
on
the
Hid
you want to hide. (Alternatively, you can drag the row numbers.) Then click on the Hid
Unhide arrow
arrow from
from the
the Format
Format dropdown
dropdown on
on the
the Home
Home ribbon
ribbon (see
(see to
to the
the right).
right). From
From th
t
Unhide
click on
on Hide
Hide Rows.
Rows.
click
To unhide
unhide rows,
rows, highlight
highlight the
the adjacent
adjacent nonhidden
nonhidden rows.
rows. For
For example,
example, ifif you
you hid
hid rows
rows 51
51
To
you
would
highlight
rows
50
and
61.
Then
go
through
the
same
buttons
as
for
hiding
r
you would highlight rows 50 and 61. Then go through the same buttons as for hiding ro
but
this
time
click
on
Unhide
Rows.
but this time click on Unhide Rows.
Try it!
it! Hide
Hide rows
rows 60
60 to
to 75
75 below.
below. Then
Then unhide
unhide them.
them.
Try
Person
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Age
36
33
49
25
21
46
27
35
22
27
37
36
21
35
39
48
35
38
36
44
34
50
44
41
43
48
29
34
22
28
eting aa row
row or
or column
column is
is
eting
all of
of its
its cells
cells blank.
blank.
gg all
to insert.
insert. Then
Then click
click on
on the
the
to
Insert
dropdown
is
in
the
Insert dropdown is in the
for insert,
insert, rr for
for row).
row). You
You
(i(i for
. For
For example,
example, ifif you
you select
select
between the
the old
old rows
rows 77
dd between
to delete.
delete. Then
Then click
click on
on
to
s in
in the
the Cells
Cells group
group on
on the
the
dit, dd for
for delete).
delete).
dit,
e same
same as
as for
for rows.
rows.
ing rows.
rows. The
The same
same
ing
want to
to hide,
hide, hold
hold down
down
uu want
de. This
This selects
selects the
the rows
rows
de.
Then click
click on
on the
the Hide
Hide and
and
Then
e
to
the
right).
From
there,
e to the right). From there,
ple, ifif you

you hid
hid rows
rows 51-60,
51-60,
ple,
buttons
as
for
hiding
rows,
uttons as for hiding rows,
want to
to hide,
hide, hold
hold down
down
uu want
de. This
This selects
selects the
the rows
rows
de.
Then click
click on
on the
the Hide
Hide and
and
Then
e
to
the
right).
From
there,
e to the right). From there,
ple, ifif you

you hid
hid rows
rows 51-60,
51-60,
ple,
buttons
as
for
hiding
rows,
uttons as for hiding rows,
Worksheets are
are where
where you
you place
place your
your data
data and
and formulas
formulas in
in Excel.
Excel. Many
Many people
people call
call the
the
Worksheets
"sheets" but
but this
this isn't
isn't exactly
exactly accurate.
accurate. Strictly
Strictly speaking,
speaking, aa worksheet
worksheet is
is aa sheet
sheet that
that hh
"sheets"
rows and
and columns--a
columns--a rectangular
rectangular grid
grid of
of cells.
cells. There
There is
is another
another kind
kind of
of sheet,
sheet, called
called aa cc
rows
sheet.
This
type
of
sheet
has
no
rows
or
columns,
only
a
chart.
The
discussion
here is
is aa
sheet. This type of sheet has no rows or columns, only a chart. The discussion here
worksheets, not
not chart
chart sheets.
sheets. The
The actions
actions discussed
discussed below
below are
are things
things you
you will
will do
do every
every
worksheets,
so make
make sure
sure you
you know
know how
how to
to do
do them.
them.
so
The name
name of
of aa worksheet
worksheet appears
appears in
in its
its tab
tab at
at the
the bottom
bottom of
of the
the screen.
screen.
The
To rename
rename aa worksheet:
worksheet:
To
Double-click on
on its
its tab
tab and
and enter
enter aa new
new name.
name.
Double-click
Try it!
it! Rename
Rename this
this worksheet
worksheet as
as Worksheet
Worksheet Tasks.
Tasks. Then
Then rename
rename itit again,
again, to
to Worksheet
Workshee
Try
You often
often need
need to
to add
add new
new worksheets.
worksheets. Excel
Excel 2007
2007 makes
makes this
this easier
easier than
than ever
ever before.
before
You
To add
add aa new
new worksheet:
worksheet:
To
Click on
on the
the rightmost
rightmost tab
tab at
at the
the bottom
bottom of
of the
the screen,
screen, the
the tab
tab to
to the
the right
right of
of your
your right
righ
Click
worksheet
tab
(see
to
the
right).
This
creates
a
new
worksheet
with
a
generic
name
su
worksheet tab (see to the right). This creates a new worksheet with a generic name su
Sheet3,
which
you
can
then
rename.
Sheet3, which you can then rename.
Try it!
it! Create
Create aa new
new worksheet
worksheet and
and rename
rename itit Practice1.
Practice1.
Try
You can
can select
select one
one or
or more
more worksheets.
worksheets. The
The "active"
"active" worksheet
worksheet is
is the
the one
one you
you are
are viewin
viewin
You
tab is
is boldfaced.
boldfaced. But
But others
others can
can be
be selected
selected as
as well.
well. IfIf you
you do
do anything
anything to
to the
the active
active
tab
worksheet, such
such as
as format
format aa cell
cell or
or enter
enter aa value,
value, the
the same
same thing
thing is
is done
done to
to all
all of
of the
the sele
sel
worksheet,
worksheets.
This
can
save
a
lot
of
time
with
common
data
or
formatting.
worksheets. This can save a lot of time with common data or formatting.
To select
select multiple
multiple adjacent
adjacent worksheets:
worksheets:
To
Click on
on the
the tab
tab of
of the
the leftmost
leftmost of
of these,
these, hold
hold down
down the
the Shift
Shift key,
key, and
and click
click on
on the
the tab
tab of
of
Click
rightmost
of
these.
rightmost of these.
To select
select multiple
multiple nonadjacent
nonadjacent worksheets:
worksheets:
To
Click on
on the
the tab
tab of
of any
any of
of them,
them, and
and then
then while
while holding
holding down
down the
the Ctrl
Ctrl key,
key, click
click on
on the
the oth
ot
Click
tabs.
tabs.
When multiple
multiple worksheets
worksheets are
are selected,
selected, one
one will
will be
be active
active (tab
(tab boldfaced),
boldfaced), but
but the
the tabs
tabs oo
When
others will
will be
be white,
white, indicating
indicating that
that they
they are
are selected.
selected. They
They will
will remain
remain selected
selected until
until you
you
others
on the
the tab
tab of
of some
some other
other worksheet.
worksheet. (There
(There is
is one
one exception
exception to
to this.
this. IfIf all
all of
of the
the workshee
workshee
on
are selected,
selected, you
you can
can click
click on
on any
any worksheet
worksheet tab
tab to
to activate
activate itit and
and deselect
deselect all
all of
of the
the othe
oth
are
Try it!
it! You
You should
should already
already have
have aa Practice1
Practice1 worksheet.
worksheet. Create
Create several
several more
more new
new workshee
workshe
Try
its right
right and
and rename
rename them
them Practice2,
Practice2, Practice3,
Practice3, and
and so
so on.
on. Then
Then select
select them
them all
all and
and enter
ente
its
label
"This
is
practice"
in
cell
A1
of
the
active
worksheet,
Practice1.
By
visiting
the
other
label "This is practice" in cell A1 of the active worksheet, Practice1. By visiting the other
Practice worksheets,
worksheets, you
you should
should see
see that
that they
they all
all have
have this
this label
label in
in cell
cell A1.
A1. Finally,
Finally, activa
activa
Practice
Worksheet
you
are
reading
now
(Worksheets).
This
deselects
the
Practice
worksheets.
Worksheet you are reading now (Worksheets). This deselects the Practice worksheets.
Try it!
it! You
You should
should already
already have
have aa Practice1
Practice1 worksheet.
worksheet. Create
Create several
several more
more new
new workshee
workshe
Try
its right
right and
and rename
rename them
them Practice2,
Practice2, Practice3,
Practice3, and
and so
so on.
on. Then
Then select
select them
them all
all and
and enter
ente
its
label
"This
is
practice"
in
cell
A1
of
the
active
worksheet,
Practice1.
By
visiting
the
other
label "This is practice" in cell A1 of the active worksheet, Practice1. By visiting the other
Practice worksheets,
worksheets, you
you should
should see
see that
that they
they all
all have
have this
this label
label in
in cell
cell A1.
A1. Finally,
Finally, activa
activa
Practice
Worksheet
you
are
reading
now
(Worksheets).
This
deselects
the
Practice
worksheets.
Worksheet you are reading now (Worksheets). This deselects the Practice worksheets.
You can
can delete
delete one
one or
or more
more worksheets.
worksheets. However,
However, ifif you
you try
try to
to delete
delete all
all of
of the
the workshe
worksh
You
Excel
will
warn
you
that
at
least
one
has
to
remain.
Excel will warn you that at least one has to remain.
To delete
delete one
one or
or more
more worksheets:
worksheets:
To
Select the
the ones
ones you
you want
want to
to delete,
delete, as
as explained
explained in
in the
the previous
previous text
text box.
box. Then
Then right-cl
right-c
Select
any
of
the
selected
tabs.
This
brings
up
a
context-sensitive
menu,
which
has
a
few
opt
any of the selected tabs. This brings up a context-sensitive menu, which has a few opti
you might
might want
want to
to try.
try. For
For now,
now, click
click on
on Delete.
Delete.
you
Note that
that ifif the
the worksheets
worksheets have
have any
any contents,
contents, you
you will
will be
be asked
asked ifif you
you really
really want
want to
to dd
Note
them.
Deleting
worksheets
can
be
dangerous
because
it
cannot
be
undone.
So
be
care
them. Deleting worksheets can be dangerous because it cannot be undone. So be care
You can
can also
also move
move or
or copy
copy aa worksheet.
worksheet. You
You can
can do
do this
this in
in one
one of
of two
two ways:
ways: by
by draggin
draggin
You
tabs or
or through
through aa Move
Move or
or Copy
Copy menu
menu item.
item. The
The first
first way
way is
is easier;
easier; the
the second
second gives
gives yo
y
tabs
more options.
options.
more
To move
move or
or copy
copy aa worksheet
worksheet by
by dragging
dragging its
its tab:
tab:
To
Drag its
its tab
tab right
right or
or left
left to
to the
the position
position you
you want.
want. IfIf you
you hold
hold down
down the
the Ctrl
Ctrl key
key while
while yo
yo
Drag
dragging, you
you will
will make
make aa copy
copy of
of the
the worksheet.
worksheet.
dragging,
Try it!
it! Move
Move this
this worksheet
worksheet to
to the
the right
right of
of the
the Fill
Fill Series
Series worksheet,
worksheet, and
and then
then move
move itit ba
b
Try
again.
Next,
make
a
copy
of
this
worksheet,
just
to
the
right
of
its
current
position.
The
again. Next, make a copy of this worksheet, just to the right of its current position. The
will have
have the
the name
name Worksheets
Worksheets (1),
(1), which
which you
you can
can then
then rename
rename ifif you
you want.
want. For
For now,
now, dd
will
the copy.
copy.
the
To move
move or
or copy
copy aa worksheet
worksheet with
with the
the Move
Move or
or Copy
Copy menu
menu item:
item:
To
Right-click on
on the
the worksheet's
worksheet's tab
tab and
and select
select Move
Move or
or Copy.
Copy. This
This brings
brings up
up aa dialog
dialog tha
tha
Right-click
you select
select the
the workbook
workbook you
you want
want to
to move
move or
or copy
copy to
to (including
(including aa new
new workbook),
workbook), the
the
you
position within
within that
that workbook,
workbook, and
and whether
whether you
you want
want to
to create
create aa copy.
copy. (See
(See the
the screen
screen
position
to
the
right.)
If
you
select
a
different
workbook
and
you
don't
check
the
latter
option,
t
to the right.) If you select a different workbook and you don't check the latter option, th
worksheet will
will no
no longer
longer exist
exist in
in the
the current
current file;
file; itit will
will move
move to
to the
the other
other workbook.
workbook. So
So
worksheet
careful.
careful.
Try it!
it! Create
Create aa new
new worksheet
worksheet called
called Practice
Practice and
and enter
enter some
some data
data in
in it.
it. Then
Then move
move itit
Try
new
workbook.
It
will
disappear
from
this
workbook
and
appear
in
a
new
one.
You
can t
new workbook. It will disappear from this workbook and appear in a new one. You can
close the
the new
new workbook
workbook and
and delete
delete the
the file.
file.
close
Finally, you
you can
can hide
hide or
or unhide
unhide aa worksheet.
worksheet. For
For example,
example, you
you might
might want
want to
to hide,
hide, but
but
Finally,
delete,
a
worksheet
that
contains
technical
data
used
in
formulas
in
other
worksheets.
delete, a worksheet that contains technical data used in formulas in other worksheets.
course, you
you might
might be
be the
the recipient
recipient of
of such
such aa file,
file, with
with formulas
formulas you
you can't
can't figure
figure out
out bec
bec
course,
they refer
refer to
to data
data on
on aa hidden
hidden worksheet.
worksheet. IfIf you
you sense
sense that
that something
something mysterious
mysterious is
is go
go
they
on, check
check whether
whether there
there are
are any
any hidden
hidden worksheets!
worksheets!
on,
To hide
hide or
or unhide
unhide aa worksheet:
worksheet:
To
Click on
on the
the Format
Format dropdown
dropdown on
on the
the Home
Home ribbon
ribbon (not
(not exactly
exactly where
where you
you would
would expec
expec
Click
find this!).
this!). Then
Then click
click on
on the
the Hide
Hide and
and Unhide
Unhide arrow
arrow (see
(see to
to the
the right).
right). This
This gives
gives you
you th
th
find
option
to
hide
or
unhide
a
worksheet.
A
telltale
sign
that
there
is
at
least
one
hidden
option to hide or unhide a worksheet. A telltale sign that there is at least one hidden
worksheet is
is that
that the
the Unhide
Unhide option
option is
is enabled
enabled (not
(not grayed
grayed out).
out).
worksheet
they refer
refer to
to data
data on
on aa hidden
hidden worksheet.
worksheet. IfIf you
you sense
sense that
that something
something mysterious
mysterious is
is go
go
they
on, check
check whether
whether there
there are
are any
any hidden
hidden worksheets!
worksheets!
on,
To hide
hide or
or unhide
unhide aa worksheet:
worksheet:
To
Click on
on the
the Format
Format dropdown
dropdown on
on the
the Home
Home ribbon
ribbon (not
(not exactly
exactly where
where you
you would
would expec
expec
Click
find this!).
this!). Then
Then click
click on
on the
the Hide
Hide and
and Unhide
Unhide arrow
arrow (see
(see to
to the
the right).
right). This
This gives
gives you
you th
th
find
option
to
hide
or
unhide
a
worksheet.
A
telltale
sign
that
there
is
at
least
one
hidden
option to hide or unhide a worksheet. A telltale sign that there is at least one hidden
worksheet is
is that
that the
the Unhide
Unhide option
option is
is enabled
enabled (not
(not grayed
grayed out).
out).
worksheet
Try it!
it! Hide
Hide this
this worksheet.
worksheet. Then
Then unhide
unhide it.
it.
Try
. Many
Many people
people call
call them
them
sheet
is aa sheet
sheet that
that has
has
heet is
nd
of
sheet,
called
a
chart
nd of sheet, called a chart
he
discussion
here
is
about
he discussion here is about
ings
you will
will do
do every
every day,
day,
ngs you
screen.
screen.
it
again, to
to Worksheets.
Worksheets.
t again,
sier than
than ever
ever before.
before.
sier
the right
right of
of your
your rightmost
rightmost
the
ith
a
generic
name
such as
as
th a generic name such
he one
one you
you are
are viewing.
viewing. Its
Its
he
hing
to the
the active
active
ing to
done to
to all
all of
of the
the selected
selected
done
tting.
tting.
nd click
click on
on the
the tab
tab of
of the
the
nd
key, click
click on
on the
the other
other
rlrl key,
dfaced),
but the
the tabs
tabs of
of the
the
faced), but
main
selected until
until you
you click
click
ain selected
. IfIf all
all of
of the
the worksheets
worksheets
deselect
all
of
the others.)
others.)
deselect all of the
al more
more new
new worksheets
worksheets to
to
al
ect them
them all
all and
and enter
enter the
the
ect
By visiting
visiting the
the other
other
By
cell
A1.
Finally,
activate the
the
cell A1. Finally, activate
actice
worksheets.
actice worksheets.
al more
more new
new worksheets
worksheets to
to
al
ect them
them all
all and
and enter
enter the
the
ect
By visiting
visiting the
the other
other
By
cell
A1.
Finally,
activate the
the
cell A1. Finally, activate
actice
worksheets.
actice worksheets.
elete
all of
of the
the worksheets,
worksheets,
lete all
text
box. Then
Then right-click
right-click on
on
ext box.
,
which
has
a
few
options
, which has a few options
you really
really want
want to
to delete
delete
ifif you
be
undone.
So
be
careful!
be undone. So be careful!
two ways:
ways: by
by dragging
dragging
two
r; the
the second
second gives
gives you
you
r;
the Ctrl
Ctrl key
key while
while you
you are
are
nn the
et,
and then
then move
move itit back
back
t, and
s current
current position.
position. The
The copy
copy
f you
you want.
want. For
For now,
now, delete
delete
brings up
up aa dialog
dialog that
that lets
lets
brings
new workbook),
workbook), the
the
aa new
copy. (See
(See the
the screenshots
screenshots
copy.
ck
the
latter
option,
the
ck the latter option, the
he
other workbook.
workbook. So
So be
be
e other
ta in
in it.
it. Then
Then move
move itit to
to aa
ta
n
a
new
one.
You
can
then
n a new one. You can then
ght want
want to
to hide,
hide, but
but not
not
ght
s in
in other
other worksheets.
worksheets. Of
Of
ou
can't
figure
out
because
u can't figure out because
thing mysterious
mysterious is
is going
going
thing
here you
you would
would expect
expect to
to
here
ght). This
This gives
gives you
you the
the
ght).
at least
least one
one hidden
hidden
at
thing mysterious
mysterious is
is going
going
thing
here you
you would
would expect
expect to
to
here
ght). This
This gives
gives you
you the
the
ght).
at least
least one
one hidden
hidden
at
Sorting, which
which usually
usually means
means putting
putting in
in alphabetical
alphabetical order
order or
or increasing
increasing or
or decreasing
decreasing
Sorting,
numerical order,
order, is
is such
such aa common
common and
and simple
simple operation
operation that
that II almost
almost forgot
forgot to
to include
include
numerical
this
tutorial.
However,
there
are
some
obvious
and
nonobvious
things
you
should
know
this tutorial. However, there are some obvious and nonobvious things you should know
The usual
usual situation
situation is
is that
that you
you have
have aa multi-column
multi-column data
data set
set such
such as
as the
the one
one to
to the
the righ
rig
The
you want
want to
to do
do aa simple
simple sort
sort on
on any
any of
of its
its columns,
columns, highlight
highlight any
any single
single data
data cell
cell in
in this
thi
you
column and
and click
click on
on the
the A-Z
A-Z or
or the
the Z-A
Z-A button.
button. You
You can
can find
find these
these buttons
buttons under
under the
the So
So
column
Filter
dropdown
on
the
Home
ribbon,
and
they
are
also
on
the
Data
ribbon.
But
becaus
Filter dropdown on the Home ribbon, and they are also on the Data ribbon. But because
use them
them so
so often,
often, you
you will
will probably
probably want
want to
to put
put them
them on
on the
the QAT
QAT so
so that
that they
they are
are alwa
alw
use
accessible.
accessible.
Try it!
it! Sort
Sort on
on any
any of
of the
the columns
columns to
to the
the right,
right, either
either in
in A-Z
A-Z or
or Z-A
Z-A order.
order. Note
Note that
that whe
whe
Try
sort
on
any
column
such
as
Salary,
the
other
columns
change
accordingly.
That
is,
eac
sort on any column such as Salary, the other columns change accordingly. That is, each
remains
intact.
Of
course,
this
is
the
behavior
you
would
expect
and
want.
remains intact. Of course, this is the behavior you would expect and want.
You can
can undo
undo aa sort,
sort, but
but just
just in
in case,
case, itit is
is often
often nice
nice to
to have
have an
an "ID"
"ID" column
column with
with conse
conse
You
integers,
1,2,3,
etc.
This
is
the
role
of
the
Person
column
to
the
right.
No
matter
how
m
integers, 1,2,3, etc. This is the role of the Person column to the right. No matter how m
sorts
you
do,
you
can
return
to
the
original
sort
order
by
sorting
(A-Z)
on
Person.
sorts you do, you can return to the original sort order by sorting (A-Z) on Person.
Note that
that II said
said to
to select
select aa single
single cell
cell before
before you
you click
click on
on A-Z
A-Z or
or Z-A.
Z-A. IfIf you
you highlight
highlight aa rr
Note
such as
as the
the entire
entire State
State column,
column, and
and then
then click
click on
on A-Z
A-Z or
or Z-A,
Z-A, you
you will
will be
be asked
asked ifif you
you w
w
such
to expand
expand the
the selection
selection (meaning
(meaning to
to the
the full
full data
data set)
set) or
or continue
continue with
with the
the current
current sele
sele
to
You probably
probably want
want the
the former
former option,
option, not
not the
the latter
latter one.
one. IfIf you
you continue
continue with
with the
the curren
curren
You
selection,
only
the
Salary
values
will
be
sorted,
and
the
sorted
salaries
will
not
corresp
selection, only the Salary values will be sorted, and the sorted salaries will not correspo
the right
right persons.
persons.
the
Excel gives
gives you
you many
many more
more sort
sort possibilities
possibilities with
with its
its Custom
Custom Sort
Sort item
item under
under the
the Sort
Sort &
&
Excel
Filter dropdown.
dropdown. This
This brings
brings up
up aa dialog
dialog box
box where,
where, among
among other
other things,
things, you
you can
can add
add le
le
Filter
(see to
to the
the right).
right). The
The example
example to
to the
the right
right illustrates
illustrates why
why you
you might
might want
want to
to do
do this.
this.
(see
Suppose
you
want
to
sort
so
that
all
of
the
males
are
at
the
top.
Then
within
each
gend
Suppose you want to sort so that all of the males are at the top. Then within each gend
you
would
like
to
sort
in
A-Z
order
on
State.
Then
if
there
are
multiple
people
of
a
given
you would like to sort in A-Z order on State. Then if there are multiple people of a given
gender in
in the
the same
same state,
state, you
you would
would like
like to
to sort
sort them
them in
in decreasing
decreasing order
order of
of Salary.
Salary. Thi
Th
gender
possible only
only with
with aa custom
custom sort
sort with
with three
three levels:
levels: first
first Gender,
Gender, then
then State,
State, then
then Salary
Salary
possible
Try it!
it! Sort
Sort the
the data
data to
to the
the right
right as
as explained
explained above.
above. Check
Check that
that itit works
works as
as intended.
intended.
Try
Try itit again!

again! This
This time
time have
have the
the three
three levels
levels be
be Salary,
Salary, then
then State,
State, then
then Gender.
Gender. Do
Do you
you
Try
the difference?
difference? There
There are
are no
no ties
ties on
on Salary,
Salary, so
so once
once Salary
Salary is
is sorted,
sorted, no
no more
more sorting
sorting ta
ta
the
place. In
In general,
general, the
the lower
lower levels
levels apply
apply only
only when
when there
there are
are ties
ties in
in the
the levels
levels above
above th
th
place.
Sorting columns
columns of
of text
text can
can be
be tricky,
tricky, especially
especially when
when non-alphabetic
non-alphabetic symbols
symbols are
are pres
pres
Sorting
For
example,
sort
in
A-Z
order
on
the
Grade
column
to
the
right.
Is
this
what
you
expec
For example, sort in A-Z order on the Grade column to the right. Is this what you expec
Probably not.
not.
Probably
What about
about the
the Name
Name column
column to
to the
the right,
right, where
where some
some names
names are
are upper
upper case
case and
and som
som
What
lower
case?
By
default,
the
sort
order
is
case-insentive,
that
is,
case
doesn't
matter.
Tr
lower case? By default, the sort order is case-insentive, that is, case doesn't matter. Try
sorting
on
Name
with
the
A-Z
button.
They
are
indeed
sorted
in
alphabetical
order,
exc
sorting on Name with the A-Z button. They are indeed sorted in alphabetical order, exc
that Name
Name got
got sorted
sorted too.
too. (Press
(Press Ctrl-z
Ctrl-z to
to undo
undo this
this sort.)
sort.) To
To prevent
prevent the
the label
label getting
getting ss
that
bring up
up the
the Custom
Custom Sort
Sort dialog
dialog box
box and
and check
check the
the "My
"My data
data has
has headers"
headers" item.
item.
bring
While you
you are
are in
in Custom
Custom Sort
Sort dialog
dialog box,
box, note
note the
the Options
Options button
button at
at the
the top.
top. One
One optio
optio
While
check
or
uncheck
the
"Case
sensitive"
box.
I
believe
it
is
unchecked
by
default.
Howev
check or uncheck the "Case sensitive" box. I believe it is unchecked by default. Howeve
checked itit and
and then
then sorted
sorted on
on the
the Name
Name column
column to
to the
the right.
right. It
It still
still sorted
sorted in
in alphabetic
alphabeti
checked
What about
about the
the Name
Name column
column to
to the
the right,
right, where
where some
some names
names are
are upper
upper case
case and
and som
som
What
lower
case?
By
default,
the
sort
order
is
case-insentive,
that
is,
case
doesn't
matter.
Tr
lower case? By default, the sort order is case-insentive, that is, case doesn't matter. Try
sorting
on
Name
with
the
A-Z
button.
They
are
indeed
sorted
in
alphabetical
order,
exc
sorting on Name with the A-Z button. They are indeed sorted in alphabetical order, exc
that Name
Name got
got sorted
sorted too.
too. (Press
(Press Ctrl-z
Ctrl-z to
to undo
undo this
this sort.)
sort.) To
To prevent
prevent the
the label
label getting
getting ss
that
bring up
up the
the Custom
Custom Sort
Sort dialog
dialog box
box and
and check
check the
the "My
"My data
data has
has headers"
headers" item.
item.
bring
While you
you are
are in
in Custom
Custom Sort
Sort dialog
dialog box,
box, note
note the
the Options
Options button
button at
at the
the top.
top. One
One optio
optio
While
check
or
uncheck
the
"Case
sensitive"
box.
I
believe
it
is
unchecked
by
default.
Howev
check or uncheck the "Case sensitive" box. I believe it is unchecked by default. Howeve
checked itit and
and then
then sorted
sorted on
on the
the Name
Name column
column to
to the
the right.
right. It
It still
still sorted
sorted in
in alphabetic
alphabeti
checked
order, ignoring
ignoring case.
case. Either
Either this
this is
is aa bug
bug in
in Excel
Excel or
or something
something is
is wrong
wrong on
on my
my PC.
PC.
order,
Sometimes you
you want
want to
to sort
sort in
in aa "natural"
"natural" order,
order, such
such as
as months
months in
in aa year
year (Jan,
(Jan, Feb,
Feb, et
e
Sometimes
days
of
the
week
(Sun,
Mon,
etc.).
You
can
do
this
with
a
custom
list.
To
get
to
this
opt
days of the week (Sun, Mon, etc.). You can do this with a custom list. To get to this opti
bring up
up the
the Custom
Custom Sort
Sort dialog
dialog box,
box, click
click on
on the
the Order
Order dropdown,
dropdown, and
and select
select Custom
Custom L
bring
shown to
to the
the right,
right, you
you will
will see
see several
several of
of custom
custom lists
lists built
built into
into Excel,
Excel, the
the months
months of
of th
t
shown
and
the
days
of
the
week
(either
three-letter
abbreviations
or
written
out).
You
can
als
and the days of the week (either three-letter abbreviations or written out). You can also
on NEW
NEW and
and enter
enter your
your own
own custom
custom list.
list. This
This new
new custom
custom list
list is
is remembered
remembered on
on your
your PP
on
later
uses.
later uses.
Try it!
it! Sort
Sort on
on Day,
Day, using
using the
the built-in
built-in custom
custom list.
list. Then
Then create
create aa new
new custom
custom list
list with
with ite
ite
Try
Morning,
Afternoon,
Evening
(in
this
order),
and
sort
on
Time
using
this
custom
list.
Morning, Afternoon, Evening (in this order), and sort on Time using this custom list.
easing or
or decreasing
decreasing
easing
most forgot
forgot to
to include
include itit in
in
most
hings
you
should
know.
hings you should know.
h as
as the
the one
one to
to the
the right.
right. IfIf
single data
data cell
cell in
in this
this
single
buttons under
under the
the Sort
Sort &
&
buttons
ta
ribbon.
But
because
you
ta ribbon. But because you
so that
that they
they are
are always
always
TT so
A order.
order. Note
Note that
that when
when you
you
cordingly.
That
is,
each
row
cordingly. That is, each row
and
want.
nd want.
D" column
column with
with consecutive
consecutive
D"
ght.
No
matter
how
many
ght. No matter how many
A-Z)
on
Person.
A-Z) on Person.
-A. IfIf you

you highlight
highlight aa range,
range,
-A.
will be
be asked
asked ifif you
you want
want
uu will
e with
with the
the current
current selection.
selection.
ntinue with
with the
the current
current
ntinue
laries
will
not
correspond
to
aries will not correspond to
Person
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
Age Gender
35 Male
61 Female
35 Male
37 Male
32 Female
33 Female
65 Female
45 Male
40 Male
32 Female
57 Male
38 Female
37 Female
42 Female
38 Female
48 Male
40 Male
57 Female
44 Male
40 Male
21 Female
49 Male
item under
under the
the Sort
Sort &
&
item
things, you
you can
can add
add levels
levels
things,
ight
want to
to do
do this.
this.
ght want
Then
within
each
gender,
Then within each gender,
tiple
people
of
a
given
tiple people of a given
ng order
order of
of Salary.
Salary. This
This is
is
ng
hen State,
State, then
then Salary.
Salary.
hen
works as
as intended.
intended.
works
, then
then Gender.
Gender. Do
Do you
you see
see
ed, no
no more
more sorting
sorting takes
takes
ed,
in the
the levels
levels above
above them.
them.
in
betic symbols
symbols are
are present.
present.
betic
s
this
what
you
expected?
s this what you expected?
upper case
case and
and some
some are
are
ee upper
ase
doesn't
matter.
Try
ase doesn't matter. Try
lphabetical order,
order, except
except
lphabetical
ent the
the label
label getting
getting sorted,
sorted,
ent
headers" item.
item.
headers"
at the
the top.
top. One
One option
option is
is to
to
at
ed
by
default.
However,
I
ed by default. However, I
ill
sorted in
in alphabetical
alphabetical
ll sorted
Grade
A+
A
AB+
B
B-
Name
FRED
TOM
jenny
doug
MARY
sam
State
Ohio
Illinois
Illinois
Indiana
Ohio
Illinois
Illinois
Ohio
Illinois
Ohio
Illinois
Indiana
Indiana
Ohio
Ohio
Ohio
Indiana
Indiana
Illinois
Ohio
Indiana
Ohio
upper case
case and
and some
some are
are
ee upper
ase
doesn't
matter.
Try
ase doesn't matter. Try
lphabetical order,
order, except
except
lphabetical
ent the
the label
label getting
getting sorted,
sorted,
ent
headers" item.
item.
headers"
at the
the top.
top. One
One option
option is
is to
to
at
ed
by
default.
However,
I
ed by default. However, I
ill
sorted in
in alphabetical
alphabetical
ll sorted
wrong on
on my
my PC.
PC.
wrong
in aa year
year (Jan,
(Jan, Feb,
Feb, etc.)
etc.) or
or
in
list.
To
get
to
this
option,
ist. To get to this option,
n, and
and select
select Custom
Custom List.
List. As
As
n,
Excel, the
the months
months of
of the
the year
year
Excel,
tten out).
out). You
You can
can also
also click
click
tten
emembered
on
your
PC
for
emembered on your PC for
ew custom
custom list
list with
with items
items
ew
ng
this
custom
list.
g this custom list.
C+
C
CD+
D
DF
Order
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
charlie
BOB
CHRIS
Time
Morning
Evening
Evening
Afternoon
Evening
Morning
Afternoon
Afternoon
Afternoon
Morning
Evening
Morning
Afternoon
Morning
Afternoon
Morning
Afternoon
Afternoon
Afternoon
Evening
Morning
Morning
Morning
Morning
Morning
Day
Saturday
Wednesday
Saturday
Friday
Tuesday
Tuesday
Monday
Saturday
Monday
Tuesday
Sunday
Monday
Wednesday
Friday
Saturday
Tuesday
Thursday
Friday
Friday
Thursday
Sunday
Monday
Sunday
Sunday
Saturday
Children
1
2
0
2
3
3
2
1
3
1
1
0
2
2
2
1
0
2
2
0
2
1
Salary
$65,400
$62,000
$63,200
$52,000
$81,400
$46,300
$49,600
$45,900
$47,700
$59,900
$48,100
$58,100
$56,000
$53,400
$39,000
$61,500
$37,700
$36,700
$45,200
$59,000
$54,300
$62,100
Suppose you
you want
want to
to fill
fill column
column A,
A, starting
starting in
in cell
cell A2,
A2, with
with the
the values
values 1,
1, 2,
2, and
and so
so on
on uu
Suppose
1000. There
There is
is an
an easy
easy way.
way.
1000.
To fill
fill aa column
column range
range with
with aa series:
series:
To
Enter the
the first
first value
value in
in the
the first
first cell
cell (1
(1 in
in cell
cell A2).
A2). With
With the
the cursor
cursor in
in the
the starting
starting cell
cell (A2
(A2
Enter
select
the
Fill
dropdown
in
the
Editing
group
of
the
Home
ribbon
and
then
select
the
Se
select the Fill dropdown in the Editing group of the Home ribbon and then select the Se
option
to
obtain
a
dialog
box.
Fill
it
out
as
shown
below,
that
is,
change
the
Rows
settin
option to obtain a dialog box. Fill it out as shown below, that is, change the Rows settin
Columns, make
make sure
sure the
the Type
Type setting
setting is
is Linear,
Linear, make
make sure
sure 11 is
is in
in the
the Step
Step Value
Value box,
box, en
en
Columns,
the final
final value
value (1000)
(1000) in
in the
the Stop
Stop Value
Value box,
box, and
and click
click on
on OK.
OK.
the
As you
you can
can guess
guess from
from this
this dialog
dialog box,
box, many
many other
other options
options are
are possible.
possible. Dont
Dont be
be afraid
afrai
As
experiment
with
them.
experiment with them.
Try it!
it! The
The series
series of
of days
days in
in column
column LL should
should go
go from
from 11 to
to 25,
25, and
and in
in column
column O
O itit should
should
Try
from 26
26 to
to 50.
50.
from
lues
1, 2,
2, and
and so
so on
on up
up to
to
ues 1,
in the
the starting
starting cell
cell (A2),
(A2),
in
and
then
select
the
Series
and then select the Series
hange
the
Rows
setting
to
hange the Rows setting to
the
Step
Value
box,
enter
he Step Value box, enter
ossible.
Dont be
be afraid
afraid to
to
ssible. Dont
in column
column O
O itit should
should go
go
in
Day
Sales
$227
$157
$143
$129
$102
$116
$269
$111
$210
$117
$214
$150
$229
$241
$270
$224
$127
$246
$203
$207
$190
$256
$297
$175
$169
Day
Sales
$167
$107
$255
$113
$186
$124
$271
$288
$273
$285
$231
$272
$169
$269
$274
$133
$280
$289
$254
$114
$181
$259
$185
$117
$224
The F5
F5 key
key is
is called
called the
the "Go
"Go To"
To" key.
key. When
When you
you press
press it,
it, you
you can
can type
type in
in any
any cell
cell addres
addres
The
range name)
name) and
and press
press Enter.
Enter. You
You go
go immediately
immediately to
to that
that cell.
cell.
range
Try it!
it! Use
Use the
the Go
Go To
To key
key to
to go
go directly
directly to
to cell
cell X100.
X100. (Then
(Then press
press Ctrl-Home
Ctrl-Home to
to return
return to
to
Try
A1 so
so that
that you
you can
can do
do the
the next
next exercise
exercise below.)
below.)
A1
The F5
F5 key
key is
is much
much more
more flexible
flexible than
than indicated
indicated above.
above. IfIf you
you press
press F5
F5 and
and then
then click
click oo
The
Special
button,
you
can
"go
to"
(that
is,
highlight)
a
number
of
different
things.
For
exa
Special button, you can "go to" (that is, highlight) a number of different things. For exa
you
can
highlight
a
range,
press
F5,
and
select
Blanks
from
the
Special
group
(see
the
you can highlight a range, press F5, and select Blanks from the Special group (see the
screenshot to
to the
the right).
right). All
All of
of the
the blanks
blanks in
in the
the range
range are
are then
then highlighted.
highlighted. The
The followi
followi
screenshot
exercise shows
shows how
how useful
useful this
this can
can be.
be.
exercise
The gray
gray range
range to
to the
the right
right has
has aa lot
lot of
of missing
missing values,
values, and
and we
we would
would like
like to
to fill
fill them
them in
in
The
the
obvious
way.
You
could
start
dragging
down,
but
there
is
a
much
easier
way
(espec
the obvious way. You could start dragging down, but there is a much easier way (espec
this example
example were
were much
much larger).
larger).
this
1. Highlight
Highlight the
the gray
gray range.
range.
1.
2.
Press
F5,
click
on
Special,
and select
select Blanks.
Blanks. All
All of
of the
the blank
blank cells
cells are
are now
now highlighte
highlighte
2. Press F5, click on Special, and
3.
Enter
an
equals
sign
(=),
press
the
up
arrow
key,
and
press
Ctrl-Enter.
3. Enter an equals sign (=), press the up arrow key, and press Ctrl-Enter.
See what
what happened?
happened? Each
Each blank
blank cell
cell now
now has
has aa formula
formula that
that makes
makes itit equal
equal to
to the
the cell
cell
See
it,
so
all
of
the
labels
are
effectively
copied
down.
it, so all of the labels are effectively copied down.
ype in
in any
any cell
cell address
address (or
(or
ype
Ctrl-Home
to return
return to
to cell
cell
trl-Home to
ess
F5 and
and then
then click
click on
on the
the
ss F5
fferent
things.
For
example,
fferent things. For example,
pecial group
group (see
(see the
the
pecial
ghlighted. The
The following
following
ghlighted.
ould like
like to
to fill
fill them
them in
in in
in
ould
uch
easier
way
(especially
uch easier way (especially ifif
ells
are now
now highlighted.
highlighted.
lls are
rl-Enter.
l-Enter.
es itit equal
equal to
to the
the cell
cell above
above
es
Jan
Q1
Feb
Mar
Apr
May
Jun
Q2
2009
Absolute and
and references
references are
are indicated
indicated in
in formulas
formulas by
by dollar
dollar signs
signs (absolute)
(absolute) or
or the
the lack
lack
Absolute
(relative), and
and they
they indicate
indicate what
what happens
happens when
when you
you copy
copy or
or move
move aa formula
formula to
to aa rang
rang
(relative),
typically want
want some
some parts
parts of
of the
the formula
formula to
to stay
stay fixed
fixed (absolute)
(absolute) and
and others
others to
to change
change
typically
relative
to
the
cell
position.
This
is
a
crucial
concept
for
efficiency
in
spreadsheet
opera
relative to the cell position. This is a crucial concept for efficiency in spreadsheet opera
so you
you should
should take
take some
some time
time to
to understand
understand itit thoroughly.
thoroughly. Here
Here are
are two
two important
important thin
thin
so
remember:
remember:
(1) The
The dollar
dollar signs
signs are
are relevant
relevant only
only for
for the
the purpose
purpose of
of copying
copying or
or moving;
moving; they
they have
have n
(1)
inherent
effect
on
the
formula.
For
example,
the
formulas
=5*B3
and
=5*$B$3
in
cell C
C
inherent effect on the formula. For example, the formulas =5*B3 and =5*$B$3 in cell
say, produce
produce exactly
exactly the
the same
same result.
result. Their
Their difference
difference is
is relevant
relevant only
only ifif you
you want
want to
to co
co
say,
cell C3
C3 to
to some
some range.
range.
cell
(2) There
There is
is never
never any
any need
need to
to type
type the
the dollar
dollar signs.
signs. This
This can
can be
be done
done with
with the
the F4
F4 key.
key.
(2)
To make
make aa cell
cell reference
reference absolute
absolute or
or mixed
mixed absolute/relative
absolute/relative using
using the
the F4
F4 key:
key:
To
Enter aa cell
cell reference
reference such
such as
as B3
B3 in
in aa formula.
formula. Then
Then press
press the
the F4
F4 key.
key.
Enter
In fact,
fact, ifif you
you press
press the
the F4
F4 key
key repeatedly,
repeatedly, you
you cycle
cycle through
through the
the possibilities:
possibilities: B3
B3 (neith
(neith
In
row nor
nor column
column fixed),
fixed), then
then $B$3
$B$3 (both
(both column
column BB and
and row
row 33 fixed),
fixed), then
then B$3
B$3 (only
(only row
row
row
fixed), then
then $B3
$B3 (only
(only column
column BB fixed),
fixed), and
and back
back again
again to
to B3.
B3.
fixed),
Try it!
it! Enter
Enter the
the appropriate
appropriate formula
formula in
in cell
cell M8
M8 and
and copy
copy across
across to
to P8.
P8. (Scroll
(Scroll to
to the
the righ
righ
Try
see
the
correct
answer.)
see the correct answer.)
Try itit again!

again! Enter
Enter one
one formula
formula with
with appropriate
appropriate absolute/relative
absolute/relative addressing
addressing in
in cell
cell N30
N3
Try
can be
be copied
copied to
to N30:Q34.
N30:Q34. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the correct
correct answer.)
answer.)
can
This is
is an
an extremely
extremely important
important concept
concept in
in Excel.
Excel. There
There is
is no
no better
better way
way to
to be
be efficient
efficient (
This
avoid errors)
errors) than
than to
to set
set up
up aa spreadsheet
spreadsheet for
for copying.
copying. This
This often
often requires
requires some
some carefu
carefu
avoid
planning,
but
the
time
spent
in
planning
is
more
than
made
up
for
by
efficient
copying
planning, but the time spent in planning is more than made up for by efficient copying
always be
be on
on the
the lookout
lookout for
for ways
ways to
to make
make copying
copying possible,
possible, and
and then
then take
take advantage
advantage
always
relative/absolute addressing
addressing in
in your
your formulas
formulas to
to get
get the
the correct
correct results.
results.
relative/absolute
(absolute) or
or the
the lack
lack of
of
(absolute)
ve aa formula
formula to
to aa range.
range. You
You
ve
and
others
to
change
and others to change
y in
in spreadsheet
spreadsheet operations,
operations,
are
two important
important things
things to
to
re two
Fixed cost
Variable cost
$50
$2
Month
Units produced
Total cost
Jan
224
Feb
194
Mar
228
or
moving; they
they have
have no
no
r moving;
and
=5*$B$3
in
cell
C3,
and =5*$B$3 in cell C3,
only ifif you
you want
want to
to copy
copy
only
done with
with the
the F4
F4 key.
key.
done
the F4
F4 key:
key:
gg the
key.
key.
possibilities: B3
B3 (neither
(neither
possibilities:
), then
then B$3
B$3 (only
(only row
row 33
),
o P8.
P8. (Scroll
(Scroll to
to the
the right
right to
to
addressing in
in cell
cell N30
N30 that
that
addressing
answer.)
nswer.)
er way
way to
to be
be efficient
efficient (and
(and
er
requires some
some careful
careful
requires
or
by efficient
efficient copying.
copying. So
So
r by
then
take
advantage
of
then take advantage of
esults.
esults.
Table of revenues for various unit prices and units sold

Units sold
50
Unit price
$3.25
$3.50
$3.75
$4.00
$4.25
100
Apr
258
nd units sold
150
200
Fixed cost
Variable cost
Month
Units produced
Total cost
Unit price
$50
$2
Jan
224
$498
Feb
194
$438
Mar
228
$506
Apr
258
$566
Units sold
50
$3.25 $162.50
$3.50 $175.00
$3.75 $187.50
$4.00 $200.00
$4.25 $212.50
100
$325.00
$350.00
$375.00
$400.00
$425.00
150
$487.50
$525.00
$562.50
$600.00
$637.50
200
$650.00
$700.00
$750.00
$800.00
$850.00
Speaking of
of relative
relative and
and absolute
absolute addresses
addresses in
in formulas,
formulas, itit is
is pretty
pretty amazing
amazing how
how intell
intel
Speaking
spreadsheets are.
are. When
When you
you copy
copy aa formula
formula in
in cell
cell C1
C1 such
such as
as =A1+B1
=A1+B1 down,
down, itit
spreadsheets
automatically changes
changes appropriately:
appropriately: =A2+B2,
=A2+B2, then
then =A3+B3,
=A3+B3, and
and so
so on.
on. In
In aa sense,
sense, th
th
automatically
are
all
the
same
formula.
Each
says
to
add
the
two
values
to
the
left
of
the
current
cell
are all the same formula. Each says to add the two values to the left of the current cell
Excel allows
allows you
you to
to see
see this
this equivalence
equivalence even
even more
more clearly
clearly by
by viewing
viewing the
the formulas
formulas in
in a
Excel
different
format,
called
R1C1
notation.
In
this
format,
each
of
the
formulas
in
column
different format, called R1C1 notation. In this format, each of the formulas in column
written as
as =RC[-2]+RC[-1].
=RC[-2]+RC[-1]. R
R stands
stands for
for row,
row, and
and C
C stands
stands for
for column.
column. The
The fact
fact that
that the
th
written
nothing
next
to
R
means
we
stay
in
the
same
row.
The
numbers
in
brackets
next
to
C
m
nothing next to R means we stay in the same row. The numbers in brackets next to C m
to go
go 22 columns
columns to
to the
the left
left and
and 11 column
column to
to the
the left,
left, respectively.
respectively. (For
(For columns,
columns, negativ
negativ
to
numbers mean
mean to
to go
go to
to the
the left,
left, positive
positive to
to the
the right.
right. For
For rows,
rows, negative
negative numbers
numbers mean
mea
numbers
go
up,
positive
down.)
go up, positive down.)
there is
is aa number
number next
next to
to R
R or
or C
C that
that is
is not
not in
in brackets,
brackets, itit indicates
indicates an
an absolute
absolute refere
refer
IfIf there
For example,
example, =R2C[2]
=R2C[2] placed
placed in
in cell
cell D5
D5 is
is equivalent
equivalent to
to =F$2
=F$2 because
because the
the row
row referenc
referen
For
absolute and
and the
the column
column reference
reference is
is relative
relative to
to column
column D.
D.
absolute
The usual
usual way
way of
of expressing
expressing formulas,
formulas, such
such as
as =C5+D5,
=C5+D5, is
is called
called A1
A1 format.
format. The
The new
new
The
discussed
here
is
called
R1C1
format.
You
can
easily
toggle
between
them.
discussed here is called R1C1 format. You can easily toggle between them.
To toggle
toggle between
between A1
A1 and
and R1C1
R1C1 formats:
formats:
To
Select the
the Office
Office button,
button, select
select Excel
Excel options,
options, select
select Formulas,
Formulas, and
and check
check or
or uncheck
uncheck th
t
Select
R1C1
reference
style
option
(see
to
the
right).
R1C1 reference style option (see to the right).
Try it!
it! Toggle
Toggle between
between A1
A1 and
and R1C1
R1C1 reference
reference style
style and
and for
for either,
either, examine
examine the
the formula
formul
Try
inside
the
border
and
in
the
Total
row.
inside the border and in the Total row.
Note: II read
read an
an Excel
Excel book
book where
where the
the author
author suggested
suggested that
that we
we should
should move
move exclusivel
exclusive
Note:
R1C1 notation,
notation, arguing
arguing that
that itit makes
makes more
more logical
logical sense.
sense. He
He might
might be
be right
right about
about the
the lo
l
R1C1
but this
this is
is never
never going
going to
to happen.
happen. Way
Way too
too many
many people
people are
are way
way too
too used
used to
to the
the A1
A1
but
notation, and
and they
they are
are not
not about
about to
to change!
change!
notation,
tty
amazing how
how intelligent
intelligent
ty amazing
A1+B1
down, itit
1+B1 down,
so on.
on. In
In aa sense,
sense, these
these
dd so
left
of
the
current
cell.
eft of the current cell.
ewing
the formulas
formulas in
in aa
wing the
he
formulas
in
column
C is
is
e formulas in column C
umn.
The
fact
that
there
is
umn. The fact that there is
n
brackets
next
to
C
mean
n brackets next to C mean
(For columns,
columns, negative
negative
(For
egative
numbers mean
mean to
to
gative numbers
ates
an absolute
absolute reference.
reference.
tes an
cause
the row
row reference
reference is
is
ause the
A1 format.
format. The
The new
new way
way
A1
ween
them.
ween them.
nd
check or
or uncheck
uncheck the
the
d check
examine the
the formulas
formulas
,, examine
hould move
move exclusively
exclusively to
to
hould
ht be
be right
right about
about the
the logic,
logic,
ht
too used
used to
to the
the A1
A1
too
Multiplication table
1
2
3
4
Total
1
1
2
3
4
10
2
2
4
6
8
20
3
3
6
9
12
30
4
4
8
12
16
40
Many times,
times, you
you will
will receive
receive aa spreadsheet
spreadsheet from
from aa colleague,
colleague, and
and you
you will
will have
have absolut
absolu
Many
no idea
idea how
how its
its various
various cells
cells are
are related.
related. Where
Where are
are the
the constants?
constants? Where
Where are
are the
the form
form
no
How
do
the
formulas
incorporate
the
constants?
How
do
the
formulas
build
upon
one
How do the formulas incorporate the constants? How do the formulas build upon one
another? In
In these
these very
very common
common situations,
situations, Excel's
Excel's auditing
auditing tools
tools can
can be
be aa huge
huge help.
help. TT
another?
let you
you find
find the
the precedents
precedents and
and dependents
dependents of
of any
any particular
particular cell,
cell, defined
defined as
as follows.
follows.
let
1. The
The precedents
precedents of
of any
any cell
cell that
that contains
contains aa formula
formula are
are all
all cells
cells referenced
referenced by
by the
the fo
fo
1.
in
that
cell.
(If
a
cell
doesn't
contain
a
formula,
it
can't
have
any
precedents.)
in that cell. (If a cell doesn't contain a formula, it can't have any precedents.)
2. The
The dependents
dependents of
of any
any cell
cell are
are all
all cells
cells with
with formulas
formulas that
that reference
reference that
that cell.
cell.
2.
The Formula
Formula Auditing
Auditing group
group on
on the
the Formulas
Formulas ribbon
ribbon has
has buttons
buttons for
for tracing
tracing precedents
precedents
The
dependents
(see
the
screenshot
to
the
right).
If
you
highlight
a
cell
and
click
on Trace
Trace
dependents (see the screenshot to the right). If you highlight a cell and click on
Precedents,
you
will
see
arrows
from
all
of
the
cell's
precedents
to.
If
you
click
on
Trace
Precedents, you will see arrows from all of the cell's precedents to. If you click on Trace
Dependents, you
you will
will see
see arrows
arrows from
from the
the cell
cell to
to all
all of
of its
its dependents.
dependents. (Click
(Click on
on the
the Rem
Rem
Dependents,
Arrows button
button to
to get
get rid
rid of
of these
these arrows.)
arrows.)
Arrows
You can
can do
do this
this multiple
multiple times.
times. For
For example,
example, ifif you
you show
show aa cell's
cell's dependents
dependents and
and then
then c
You
again
on
Trace
Dependents,
you
will
see
all
of
the
dependents'
dependents.
again on Trace Dependents, you will see all of the dependents' dependents.
Try it!
it! In
In the
the example
example to
to the
the right,
right, aa company
company sends
sends catalogs
catalogs to
to customers,
customers, which
which costs
cost
Try
money.
Unfortunately,
only
a
small
percentage
of
these
customers
responds
by
purcha
money. Unfortunately, only a small percentage of these customers responds by purcha
something. Use
Use the
the formula
formula auditing
auditing buttons
buttons to
to learn
learn what
what is
is related
related to
to what.
what. This
This shou
sho
something.
help
you
understand
the
business
model
and
how
it
has
been
implemented
in
Excel.
help you understand the business model and how it has been implemented in Excel.
Note: Many
Many spreadsheets
spreadsheets in
in real
real businesses
businesses have
have cells
cells that
that aren't
aren't related
related to
to anything.
anything.
Note:
is,
they
have
no
precendents
or
dependents.
Typically,
this
is
not
good.
It
could
mean tt
is, they have no precendents or dependents. Typically, this is not good. It could mean
the
constants
in
these
cells
are
"hard-coded"
(entered
as
constants)
in
one
or
more
the constants in these cells are "hard-coded" (entered as constants) in one or more
formulas, which
which is
is always
always aa bad
bad practice.
practice. ItIt could
could also
also mean
mean that
that these
these constants
constants have
have
formulas,
incorporated in
in the
the model
model with
with "mental
"mental arithmetic"
arithmetic" rather
rather than
than formulas,
formulas, another
another bad
bad
incorporated
practice. See
See ifif you
you can
can find
find examples
examples of
of such
such "dangling"
"dangling" constants
constants in
in the
the example
example to
to t
practice.
right.
Then
incorporate
them
with
appropriate
formulas.
right. Then incorporate them with appropriate formulas.
common wish
wish is
is to
to see
see all
all of
of the
the formulas,
formulas, not
not their
their values.
values. This
This is
is easy.
easy. Just
Just click
click on
on the
th
AA common
Show
Formulas
button
in
the
Formula
Auditing
group.
(This
is
equivalent
to
a
keyboard
Show Formulas button in the Formula Auditing group. (This is equivalent to a keyboard
shortcut you
you might
might know:
know: Ctrl-~.)
Ctrl-~.)
shortcut
Try it!
it! Click
Click on
on the
the Show
Show Formulas
Formulas button
button to
to see
see all
all formulas
formulas in
in the
the model.
model. Then
Then click
click on
on tt
Try
button again
again to
to show
show the
the values.
values.
button
d you
you will
will have
have absolutely
absolutely
s?
Where are
are the
the formulas?
formulas?
? Where
mulas
build
upon
one
ulas build upon one
can be
be aa huge
huge help.
help. They
They
can
, defined
defined as
as follows.
follows.
referenced by
by the
the formula
formula
ss referenced
precedents.)
precedents.)
erence that
that cell.
cell.
erence
or tracing
tracing precedents
precedents and
and
or
ell
and
click
on
Trace
ell and click on Trace
o. IfIf you
you click
click on
on Trace
Trace
o.
ents. (Click
(Click on
on the
the Remove
Remove
ents.
dependents
and then
then click
click
ependents and
ependents.
pendents.
ustomers, which
which costs
costs
ustomers,
rs
responds
by
purchasing
s responds by purchasing
ted to
to what.
what. This
This should
should
ted
plemented
in
Excel.
plemented in Excel.
t related
related to
to anything.
anything. That
That
good.
It
could
mean
that
good. It could mean that
nts)
in one
one or
or more
more
ts) in
these
constants
have been
been
these constants have
ormulas,
another bad
bad
rmulas, another
nts
in the
the example
example to
to the
the
ts in
s easy.
easy. Just
Just click
click on
on the
the
alent
to
a
keyboard
alent to a keyboard
model. Then
Then click
click on
on this
this
model.
Unit printing cost

Unit mailing cost
Variable cost of printing and mailing
Number mailed
Average revenue per order
Order fulfillment cost (% of revenue)
Variable cost per order fulfillment
Response rate
Number of responses
Total Revenue
Fixed cost of printing
Total variable cost of printing and mailing
Total variable cost of order fulfillment
Total cost
Profit
$0.10
$0.15
$0.25
100000
$60
60%
$36.00
3%
3000
$180,000
$20,000
$25,000
$108,000
$153,000
$27,000
The SUM
SUM function
function is
is used
used so
so often
often to
to sum
sum across
across rows
rows or
or columns
columns that
that aa button
button (the
(the
The
button) is
is available
available to
to automate
automate the
the procedure.
procedure. In
In fact,
fact, this
this button
button is
is on
on the
the Home
Home ribb
ribb
button)
and the
the Formulas
Formulas ribbon
ribbon (see
(see the
the two
two screenshots
screenshots to
to the
the right).
right). To
To illustrate
illustrate its
its use,
use, su
su
and
you have
have aa table
table of
of numbers
numbers in
in some
some rectangular
rectangular range.
range. You
You want
want the
the row
row sums
sums to
to app
app
you
the right
right of
of the
the range,
range, and
and you
you want
want the
the column
column sums
sums to
to appear
appear below
below the
the range.
range. This
This
the
easy.
easy.
To produce
produce row
row and
and column
column sums
sums with
with the
the summation
summation button:
button:
To
Select the
the range(s)
range(s) where
where you
you want
want the
the sums
sums to
to appear
appear and
and click
click on
on the
the summation
summation bu
bu
Select
Note that
that ifif you
you select
select multiple
multiple cells,
cells, you
you get
get the
the sums
sums automatically.
automatically. IfIf you
you select
select aa sin
sin
Note
cell (such
(such as
as when
when you
you have
have aa single
single column
column of
of numbers
numbers to
to sum),
sum), you
you will
will be
be shown
shown the
th
cell
formula
for
your
approval
and
you
will
have
to
press
Enter
to
actually
enter
it.
Why
formula for your approval and you will have to press Enter to actually enter it. Why dd
Excel do
do itit this
this way?
way? II have
have no
no idea!
idea!
Excel
Note that
that there
there is
is aa dropdown
dropdown next
next to
to the
the summation
summation button.
button. IfIf you
you want
want aa sum,
sum, click
click
Note
directly
on
the
button.
Alternately,
you
can
click
on
the
dropdown
for
other
options,
directly on the button. Alternately, you can click on the dropdown for other options,
including Average,
Average, Count
Count Numbers,
Numbers, Max,
Max, and
and Min
Min (see
(see to
to the
the right).
right).
including
Try it!
it! Use
Use the
the summation
summation button
button to
to fill
fill in
in the
the row
row and
and column
column sums
sums to
to the
the right.
right.
Try
that aa button
button (the
(the
that
is on
on the
the Home
Home ribbon
ribbon
nn is
To illustrate
illustrate its
its use,
use, suppose
suppose
To
the row
row sums
sums to
to appear
appear to
to
tt the
below
the
range.
This
is
below the range. This is
on the
the summation
summation button.
button.
on
ally. IfIf you

you select
select aa single
single
ally.
, you
you will
will be
be shown
shown the
the sum
sum
ctually
enter
it.
Why
does
ctually enter it. Why does
ou want
want aa sum,
sum, click
click
ou
wn
for
other
options,
wn for other options,
t).
t).
ms to
to the
the right.
right.
ms
51
37
13
73
38
94
6
83
64
11
15
2
29
46
3
7
41
88
32
80
167
86
213
215
132
Often you
you set
set up
up aa spreadsheet
spreadsheet and
and then
then decide
decide that
that you
you would
would rather
rather have
have aa portion
portion o
Often
transposed. That
That is,
is, you
you would
would like
like to
to turn
turn itit on
on its
its side,
side, so
so that
that rows
rows become
become column
column
transposed.
vice
versa.
This
is
simple
with
one
of
Excels
Paste
options.
vice versa. This is simple with one of Excels Paste options.
To transpose
transpose aa range:
range:
To
Select aa range
range that
that you
you want
want to
to transpose
transpose and
and press
press Ctrl-c
Ctrl-c to
to copy
copy it.
it. Then
Then select
select the
the uu
Select
left
cell
of
the
range
where
you
want
the
transposed
version
to
go,
select
the
Paste
left cell of the range where you want the transposed version to go, select the Paste
dropdown, and
and select
select the
the Transpose
Transpose option
option (see
(see to
to the
the right).
right).
dropdown,
Make sure
sure there
there is
is enough
enough room
room for
for the
the transposed
transposed version.
version. For
For example,
example, ifif the
the origina
origina
Make
range
has
3
rows
and
5
columns,
the
transposed
version
will
have
5
rows
and
3
colum
range has 3 rows and 5 columns, the transposed version will have 5 rows and 3 column
you
select
cell
D5,
say,
as
the
upper
left
cell
for
the
transposed
version,
everything
in t
you select cell D5, say, as the upper left cell for the transposed version, everything in
range
D5:F9
will
be
overwritten
by
the
transposed
version.
range D5:F9 will be overwritten by the transposed version.
Try it!
it! Transpose
Transpose the
the range
range L5:O8
L5:O8 to
to aa range
range with
with upper
upper left
left cell
cell L11.
L11.
Try
ather have
have aa portion
portion of
of itit
ather
rows become
become columns
columns and
and
rows
it. Then
Then select
select the
the upper
upper
yy it.
o,
select
the
Paste
o, select the Paste
example,
the original
original
xample, ifif the
e
5
rows
and
3
columns. IfIf
e 5 rows and 3 columns.
ersion,
everything
in the
the
ersion, everything in
11.
11.
Sales figures
North
West
East
Jan
2300
4300
5500
Feb
3200
3500
6500
Mar
4500
4200
6000
Range names
names are
are extremely
extremely useful
useful for
for making
making your
your formulas
formulas more
more understandable.
understandable. Aft
Aft
Range
which formula
formula makes
makes more
more sense:
sense: =B20-B21
=B20-B21 or
or =Revenue-Cost?
=Revenue-Cost? Efficient
Efficient use
use of
of ran
ran
which
names takes
takes some
some experience,
experience, but
but here
here are
are aa few
few useful
useful tips.
tips.
names
To create
create aa range
range name:
name:
To
Select aa range
range that
that you
you want
want to
to name.
name. Then
Then type
type the
the desired
desired range
range name
name in
in the
the upper
upper
Select
name
box
on
the
screen.
(This
box
is
just
above
the
column
A
heading.
It
usually
sho
name box on the screen. (This box is just above the column A heading. It usually sho
the
cell
address,
such
as
A1,
where
the
cursor
is.
See
to
the
right.)
Make
sure
you
pres
the cell address, such as A1, where the cursor is. See to the right.) Make sure you press
Enter after
after typing
typing the
the range
range name;
name; otherwise,
otherwise, the
the name
name you
you type
type won't
won't "stick."
"stick."
Enter
Many useful
useful range
range name
name options
options appear
appear in
in the
the Defined
Defined Names
Names group
group on
on the
the Formulas
Formulas r
Many
(see
to
the
right).
For
example,
you
can
use
the
Define
Name
option
to
name
range
(see to the right). For example, you can use the Define Name option to name aa range
Typing
the
range
name
in
the
name
box
is
quicker
and
more
intuitive,
but
the
buttons
Typing the range name in the name box is quicker and more intuitive, but the buttons i
Defined Names
Names group
group give
give you
you many
many more
more options.
options. By
By the
the way,
way, range
range names
names are
are not
not cc
Defined
sensitive, so
so that
that Revenue,
Revenue, revenue,
revenue, and
and REVENUE
REVENUE can
can be
be used
used interchangeably.
interchangeably.
sensitive,
Try it!
it! Name
Name the
the rectangular
rectangular range
range containing
containing the
the numbers
numbers Data.
Data.
Try
To manage
manage range
range names,
names, you
you should
should use
use the
the Name
Name Manager
Manager on
on the
the Formulas
Formulas ribbon.
ribbon. TT
To
enables you
you to
to modify
modify or
or delete
delete aa range
range name.
name.
enables
To modify
modify or
or delete
delete aa range
range name:
name:
To
Select the
the Name
Name Manager
Manager on
on the
the Formulas
Formulas ribbon.
ribbon. This
This shows
shows aa list
list of
of all
all range
range name
name
Select
your workbook
workbook (see
(see to
to the
the right).
right). Click
Click on
on the
the one
one you
you want
want to
to modify
modify or
or delete.
delete. Then
Then cc
your
on Edit
Edit or
or Delete.
Delete. Note
Note that
that ifif you
you click
click on
on Edit,
Edit, you
you can
can change
change the
the name
name and/or
and/or the
the ra
ra
on
that
the
name
refers
to.
that the name refers to.
Try it!
it! Rename
Rename the
the above
above range
range of
of numbers
numbers as
as MyData.
MyData. Then
Then delete
delete the
the MyData
MyData range
range
Try
name.
name.
Suppose you
you have
have the
the labels
labels such
such as
as Revenue,
Revenue, Cost,
Cost, and
and Profit
Profit in
in some
some range,
range, and
and you
you
Suppose
would
like
the
adjacent
cells
(which
will
contain
the
values
of
revenue,
cost,
and
profit)
would like the adjacent cells (which will contain the values of revenue, cost, and profit)
have these
these range
range names.
names. There
There is
is aa quick
quick way
way to
to do
do this.
this.
have
To create
create range
range names
names from
from adjacent
adjacent labels:
labels:
To
Select the
the range
range consisting
consisting of
of the
the labels
labels and
and the
the cells
cells to
to be
be named.
named. Then
Then click
click on
on the
the
Select
Create from
from Selection
Selection button
button in
in the
the Defined
Defined Names
Names group
group on
on the
the Formulas
Formulas ribbon.
ribbon. In
In
Create
resulting dialog
dialog box,
box, make
make sure
sure the
the appropriate
appropriate option
option (in
(in this
this case,
case, Left
Left Column)
Column) is
is che
ch
resulting
and click
click on
on OK.
OK.
and
Excel tries,
tries, usually
usually successfully,
successfully, to
to guess
guess where
where the
the labels
labels are
are that
that you
you want
want to
to use
use as
as
Excel
names (see
(see the
the screenshot
screenshot to
to the
the right).
right). You
You can
can always
always override
override its
its guess.
guess.
names
Try it!
it! Name
Name the
the ranges
ranges P34:P39,
P34:P39, Q34:Q39,
Q34:Q39, and
and so
so on
on according
according to
to the
the labels
labels in
in row
row 33
33
Try
Sometimes you
you enter
enter aa formula
formula using
using cell
cell addresses,
addresses, such
such as
as =B20-B21.
=B20-B21. Later,
Later, you
you nam
nam
Sometimes
as Revenue
Revenue and
and B21
B21 as
as Cost.
Cost. The
The formula
formula does
does not
not change
change to
to =Revenue-Cost
=Revenue-Cost automati
automat
as
However, you
you can
can make
make itit change
change (and
(and hence
hence become
become more
more readable)
readable) as
as follows.
follows.
However,
To apply
apply existing
existing range
range names
names to
to aa formula:
formula:
To
Sometimes you
you enter
enter aa formula
formula using
using cell
cell addresses,
addresses, such
such as
as =B20-B21.
=B20-B21. Later,
Later, you
you nam
nam
Sometimes
as Revenue
Revenue and
and B21
B21 as
as Cost.
Cost. The
The formula
formula does
does not
not change
change to
to =Revenue-Cost
=Revenue-Cost automati
automat
as
However, you
you can
can make
make itit change
change (and
(and hence
hence become
become more
more readable)
readable) as
as follows.
follows.
However,
To apply
apply existing
existing range
range names
names to
to aa formula:
formula:
To
Highlight the
the formula,
formula, and
and select
select Apply
Apply Names
Names from
from the
the Define
Define Name
Name dropdown
dropdown in
in the
the
Highlight
Defined
Names
group
(see
to
the
right).
Then
highlight
all
range
names
that
apply
to
this
Defined Names group (see to the right). Then highlight all range names that apply to this
formula.
(Actually,
you
can
highlight
several
formulas
and
apply
range
names
to
them
al
formula. (Actually, you can highlight several formulas and apply range names to them all
once.)
once.)
Try it!
it! You
You should
should now
now have
have the
the range
range names
names UnitsSold
UnitsSold and
and Revenue
Revenue for
for the
the ranges
ranges M34:
M34:
Try
and
O34:O39.
Apply
these
to
the
SUM
formulas
in
cells
M40
and
O40.
and O34:O39. Apply these to the SUM formulas in cells M40 and O40.
you have
have many
many range
range names,
names, itit is
is often
often useful
useful to
to show
show aa list
list of
of them
them and
and the
the range
range
IfIf you
addresses
they
apply
to.
addresses they apply to.
To paste
paste aa list
list of
of all
all range
range names
names on
on aa worksheet:
worksheet:
To
Select aa cell
cell with
with plenty
plenty of
of blank
blank space
space below
below it,
it, select
select the
the Use
Use in
in Formula
Formula dropdown
dropdown
Select
Defined
Names
group,
and
click
on
the
Paste
Names
option.
Defined Names group, and click on the Paste Names option.
Try it!
it! Paste
Paste aa list
list of
of all
all range
range names,
names, starting
starting in
in cell
cell P63.
P63.
Try
understandable. After
After all,
all,
ee understandable.
st?
Efficient use
use of
of range
range
t? Efficient
ge name
name in
in the
the upper
upper left
left
ge
heading.
It
usually
shows
eading. It usually shows
.)
Make sure
sure you
you press
press
) Make
e won't
won't "stick."
"stick."
71
15
14
40
28
41
28
31
74
49
43
72
56
81
9
46
25
20
30
90
43
69
84
38
75
92
89
81
5
27
83
83
75
73
61
oup on
on the
the Formulas
Formulas ribbon
ribbon
oup
ption
to
name
a
range.
ption to name a range.
tive, but
but the
the buttons
buttons in
in the
the
tive,
ange names
names are
are not
not case
case
ange
nterchangeably.
nterchangeably.
he Formulas
Formulas ribbon.
ribbon. This
This
he
a list
list of
of all
all range
range names
names in
in
odify or
or delete.
delete. Then
Then click
click
odify
he name
name and/or
and/or the
the range
range
he
ete the
the MyData
MyData range
range
ete
some range,
range, and
and you
you
some
enue,
cost,
and
profit)
to
enue, cost, and profit) to
ed.
Then click
click on
on the
the
d. Then
he Formulas
Formulas ribbon.
ribbon. In
In the
the
he
se, Left
Left Column)
Column) is
is checked,
checked,
se,
at you
you want
want to
to use
use as
as range
range
at
its guess.
guess.
its
the labels
labels in
in row
row 33.
33.
oo the
0-B21.
Later, you
you name
name B20
B20
-B21. Later,
venue-Cost automatically.
automatically.
venue-Cost
ble)
as follows.
follows.
le) as
Month
Jan
Feb
Mar
Apr
May
Jun
Totals
0-B21.
Later, you
you name
name B20
B20
-B21. Later,
venue-Cost automatically.
automatically.
venue-Cost
ble)
as follows.
follows.
le) as
ame
dropdown in
in the
the
me dropdown
mes
that
apply
to
this
mes that apply to this
nge
names
to
them
all at
at
ge names to them all
for the
the ranges
ranges M34:M39
M34:M39
ee for
0.
0.
them and
and the
the range
range
them
n Formula
Formula dropdown
dropdown in
in the
the
n
Range names used in t
UnitsSold UnitPrice Revenue

100
$1.25 $125.00
150
$1.25 $187.50
200
$1.40 $280.00
230
$1.40 $322.00
200
$1.50 $300.00
300
$1.50 $450.00
1180
$1,664.50
ange names used in this sheet:
Printing Excel
Excel worksheets
worksheets is
is easy
easy --- well,
well, sort
sort of.
of. IfIf you
you want
want to
to print
print aa worksheet,
worksheet, activate
activate
Printing
and press
press Ctrl-p.
Ctrl-p. This
This brings
brings up
up the
the dialog
dialog box
box to
to the
the right,
right, showing
showing the
the printer
printer and
and aa
and
number of
of settings.
settings. You
You can
can simply
simply click
click on
on OK
OK and
and hope
hope for
for the
the best.
best. However,
However, as
as you
you ha
ha
number
probably
experienced,
the
printout
might
not
be
what
you
want.
There
might
be
too
many
probably experienced, the printout might not be what you want. There might be too many
pieces of
of paper
paper printed,
printed, and
and they
they might
might be
be broken
broken into
into pages
pages in
in an
an unappealing
unappealing way.
way.
pieces
You can
can gain
gain aa lot
lot more
more control
control over
over printing
printing by
by first
first visiting
visiting the
the Page
Page Setup
Setup dialog
dialog box.
box. Yo
Yo
You
get
this
dialog
box
from
the
Page
Layout
ribbon
by
clicking
on
the
little
arrow
at
the
botto
get this dialog box from the Page Layout ribbon by clicking on the little arrow at the bottom
right of
of the
the Page
Page Setup
Setup group.
group. (You
(You can
can try
try the
the other
other buttons
buttons in
in this
this group,
group, but
but II like
like the
the Pa
Pa
right
Setup dialog
dialog box,
box, which
which is
is unchanged
unchanged from
from previous
previous versions
versions of
of Excel.)
Excel.) The
The Page
Page Setup
Setup
Setup
dialog box
box has
has four
four tabs,
tabs, two
two of
of which
which are
are shown
shown below.
below. Here
Here are
are some
some
dialog
comments/suggestions.
comments/suggestions.
1. The
The Page
Page tab
tab allows
allows you
you to
to choose
choose between
between Portrait
Portrait and
and Landscape.
Landscape. In
In the
the Scaling
Scaling
1.
section, you
you can
can change
change the
the settings
settings to
to get
get aa better
better fit
fit to
to the
the paper.
paper. IfIf II don't
don't have
have too
too mu
mu
section,
on aa worksheet,
worksheet, II tend
tend to
to select
select the
the "Fit
"Fit to"
to" option
option and
and let
let everything
everything else
else as
as is.
is. Then
Then II am
am
on
assured that
that my
my selected
selected Print
Print area
area (see
(see next
next point)
point) will
will be
be printed
printed on
on aa single
single piece
piece of
of
assured
paper.
paper.
2. The
The Sheet
Sheet tab
tab lets
lets you
you specify
specify the
the Print
Print area
area you
you want
want printed.
printed. You
You can
can also
also specify
specify
2.
whether you
you want
want Gridlines
Gridlines and/or
and/or Row
Row and
and column
column headings
headings to
to show.
show.
whether
So experiment
experiment with
with these
these (and
(and many
many other
other )) print
print options.
options. You
You do
do have
have aa lot
lot of
of control
control ove
ove
So
what
is
printed
and
how
it
looks
on
the
paper.
Save
some
trees!
what is printed and how it looks on the paper. Save some trees!
By the
the way,
way, you
you might
might sometimes
sometimes find
find that
that certain
certain objects
objects like
like text
text boxes,
boxes, buttons,
buttons, and
and
By
arrows
do
not
get
printed.
To
remedy
this,
right-click
on
the
object,
select
Size
and
arrows do not get printed. To remedy this, right-click on the object, select Size and
Properties, and
and click
click on
on the
the Properties
Properties tab.
tab. This
This contains
contains aa "Print
"Print object"
object" option
option that
that you
you ca
c
Properties,
check
or
uncheck.
check or uncheck.
int
worksheet, activate
activate itit
nt aa worksheet,
ng the
the printer
printer and
and aa
ng
best. However,
However, as
as you
you have
have
best.
There
might
be
too
many
There might be too many
an
unappealing way.
way.
n unappealing
Page
Setup dialog
dialog box.
box. You
You
age Setup
e
little
arrow
at
the
bottom
e little arrow at the bottom
his
group, but
but II like
like the
the Page
Page
is group,
Excel.)
The Page
Page Setup
Setup
xcel.) The
some
some
cape. In
In the
the Scaling
Scaling
cape.
per.
don't have
have too
too much
much
er. IfIf II don't
hing
else as
as is.
is. Then
Then II am
am
ing else
ed
on aa single
single piece
piece of
of
d on
You can
can also
also specify
specify
You
show.
how.
o have
have aa lot
lot of
of control
control over
over
xt boxes,
boxes, buttons,
buttons, and
and
xt
t,
select
Size
and
t, select Size and
object" option
option that
that you
you can
can
object"
Payment
#VALUE!
Note that the PMT function is in the fi

In general, it has 5 arguments, but th
and aren't needed here. There is a m
Principal because it is paid, not received
e PMT function is in the financial category.

t has 5 arguments, but the last two are optional
eeded here. There is a minus sign next to
cause it is paid, not received.
There are
are many
many useful
useful functions
functions in
in Excel.
Excel. You
You should
should become
become familiar
familiar with
with the
the ones
ones mo
mo
There
useful to
to you.
you. For
For example,
example, financial
financial analysts
analysts should
should learn
learn the
the financial
financial functions.
functions. But
But tt
useful
are aa few
few that
that everyone
everyone should
should know,
know, and
and they
they are
are covered
covered in
in this
this section.
section.
are
By the
the way,
way, II capitalize
capitalize the
the names
names of
of these
these functions,
functions, just
just for
for emphasis.
emphasis. However,
However, they
they
By
not case
case sensitive.
sensitive. You
You can
can enter
enter SUM
SUM or
or sum,
sum, for
for example,
example, with
with the
the same
same result.
result.
not
Some of
of these
these functions
functions are
are so
so useful
useful that
that Excel
Excel automatically
automatically applies
applies them
them to
to selected
selecte
Some
ranges
(when
at
least
two
cells
are
selected).
The
results
are
displayed
in
the
status
ranges (when at least two cells are selected). The results are displayed in the status bb
the bottom
bottom of
of the
the screen.
screen. IfIf you
you right-click
right-click in
in any
any blank
blank space
space on
on the
the status
status bar,
bar, you
you ca
ca
the
check the
the functions
functions you
you want
want to
to be
be visible.
visible.
check
Try it!
it! Highlight
Highlight any
any parts
parts of
of the
the data
data to
to the
the right
right and
and look
look at
at the
the status
status bar.
bar.
Try
miliar
with the
the ones
ones most
most
iliar with
ancial functions.
functions. But
But there
there
ancial
s
section.
s section.
phasis. However,
However, they
they are
are
phasis.
the
same result.
result.
he same
pplies
them to
to selected
selected
plies them
played
in
the
status
bar at
at
played in the status bar
the status
status bar,
bar, you
you can
can
the
status bar.
bar.
status
Bob
10
5
13
2
9
18
18
2
18
Mary
6
11
10
15
5
16
15
19
14
Jack
5
7
6
19
20
19
1
10
6
you havent
havent used
used the
the ffxx button
button located
located just
just to
to the
the left
left of
of the
the formula
formula bar,
bar, you
you should
should g
IfIf you
a
try.
I
like
to
call
it
the
function
wizard.
It
not
only
lists
all
of
the
functions
available
in
a try. I like to call it the function wizard. It not only lists all of the functions available in
(by category),
category), but
but itit also
also leads
leads you
you through
through the
the use
use of
of them.
them. As
As an
an example,
example, suppose
suppose yy
(by
know there
there is
is an
an Excel
Excel function
function that
that calculates
calculates payments
payments on
on aa loan,
loan, but
but you
you are
are not
not sur
su
know
what
its
name
is
or
how
to
use
it.
You
could
proceed
as
follows.
what its name is or how to use it. You could proceed as follows.
To use
use the
the function
function wizard:
wizard:
To
Select aa blank
blank cell
cell where
where you
you want
want the
the function
function to
to go.
go. Press
Press the
the ffxx button
button and
and click
click on
on tt
Select
category
that
seems
most
appropriate
(Financial
in
this
case).
Scan
through
the
list
for
category that seems most appropriate (Financial in this case). Scan through the list for
likely candidate
candidate and
and select
select itit (try
(try PMT).
PMT). At
At this
this point
point you
you can
can get
get help,
help, or
or you
you can
can press
press
likely
OK button
button and
and enter
enter the
the appropriate
appropriate arguments
arguments for
for the
the function
function (interest
(interest rate,
rate, term,
term, an
a
OK
principal,
the
latter
expressed
as
a
negative
number).
principal, the latter expressed as a negative number).
Some people
people use
use the
the function
function wizard
wizard as
as aa "crutch"
"crutch" every
every time
time they
they want
want to
to enter
enter an
an Ex
Ex
Some
function. II don't
don't recommend
recommend this
this for
for functions
functions you
you know
know well
well because
because itit takes
takes more
more tim
tim
function.
However, the
the function
function wizard
wizard is
is great
great for
for learning
learning how
how to
to use
use functions
functions you
you are
are less
less fam
fam
However,
with.
with.
Try it!
it! Use
Use the
the function
function wizard
wizard to
to help
help you
you determine
determine the
the function
function in
in cell
cell M8.
M8. (Scroll
(Scroll to
to t
Try
right to
to see
see the
the correct
correct formula.)
formula.)
right
mula bar,
bar, you
you should
should give
give itit
mula
functions
available
in
Excel
unctions available in Excel
example, suppose
suppose you
you
nn example,
an,
but you
you are
are not
not sure
sure
n, but
button and
and click
click on
on the
the
x button
an
through
the
list
for
an through the list for aa
help, or
or you
you can
can press
press the
the
help,
(interest
rate, term,
term, and
and
interest rate,
ey want
want to
to enter
enter an
an Excel
Excel
ey
ause itit takes
takes more
more time.
time.
ause
ctions you
you are
are less
less familiar
familiar
ctions
in cell
cell M8.
M8. (Scroll
(Scroll to
to the
the
in
Payments for Mr. Jones, who just bought a new car

Amount financed
Annual interest rate
Term (number of months financed)
Monthly payment
$15,000
8.90%
36
Payment
$476.30
Note that the PMT function is in the financial category.

In general, it has 5 arguments, but the last two are optional
and aren't needed here. There is a minus sign next to
Principal because it is paid, not received.
The SUM
SUM function
function is
is probably
probably the
the most
most used
used Excel
Excel function
function of
of all.
all. It
It sums
sums all
all values
values in
in oo
The
more ranges.
ranges.
more
To use
use the
the SUM
SUM function:
function:
To
Enter the
the formula
formula =SUM(range),
=SUM(range), where
where range
range is
is any
any range.
range. This
This sums
sums the
the numeric
numeric va
va
Enter
in
the
range.
If
there
are
any
nonnumeric
or
blank
cells
in
this
range,
they
are
ignored.
in the range. If there are any nonnumeric or blank cells in this range, they are ignored.
Actually, itit is
is possible
possible to
to include
include more
more than
than one
one range
range in
in aa SUM
SUM formula,
formula, separated
separated by
by
Actually,
commas. (This
(This can
can also
also be
be done
done with
with the
the COUNT,
COUNT, COUNTA,
COUNTA, AVERAGE,
AVERAGE, MAX,
MAX, and
and MIN
MIN
commas.
functions.) For
For example,
example, =SUM(B5,C10:D12,Revenues)
=SUM(B5,C10:D12,Revenues) is
is allowable
allowable (where
(where Revenues
Revenues is
i
functions.)
name
for
some
range).
The
result
is
the
sum
of
the
numeric
values
in
all
of
these
rang
name for some range). The result is the sum of the numeric values in all of these range
combined. Again,
Again, ifif any
any cells
cells in
in any
any of
of these
these ranges
ranges are
are nonnumeric
nonnumeric or
or blank,
blank, they
they are
are
combined.
ignored.
ignored.
Try it!
it! Use
Use the
the SUM
SUM function
function in
in cell
cell M12
M12 to
to calculate
calculate the
the total
total of
of all
all costs.
costs.
Try
The AVERAGE
AVERAGE function
function averages
averages all
all of
of the
the numeric
numeric cells
cells in
in aa range.
range.
The
To use
use the
the AVERAGE
AVERAGE function:
function:
To
Enter the
the formula
formula =AVERAGE(range)
=AVERAGE(range) where
where range
range is
is any
any range.
range. This
This produces
produces the
the av
av
Enter
the numeric
numeric values
values in
in the
the range.
range.
the
Note that
that the
the AVERAGE
AVERAGE function
function ignores
ignores labels
labels and
and blank
blank cells.
cells. So,
So, for
for example,
example, ifif the
the rr
Note
C3:C50
includes
scores
for
students
on
a
test,
but
cells
C6
and
C32
are
blank
because
C3:C50 includes scores for students on a test, but cells C6 and C32 are blank because
students havent
havent yet
yet taken
taken the
the test,
test, then
then =AVERAGE(C3:C50)
=AVERAGE(C3:C50) averages
averages only
only the
the scores
scores
students
students who
who took
took the
the test.
test. (It
(It does
does not
not automatically
automatically average
average in
in 0s
0s for
for the
the two
two who
who di
d
students
take the
the test.)
test.)
take
Try it!
it! Use
Use the
the AVERAGE
AVERAGE function
function to
to calculate
calculate the
the averages
averages in
in cells
cells P21
P21 and
and P24.
P24. (For
(For P2
P
Try
will
have
to
replicate
the
exam
scores
in
column
N
and
make
some
changes.)
will have to replicate the exam scores in column N and make some changes.)
It sums
sums all
all values
values in
in one
one or
or
It
sums the
the numeric
numeric values
values
sums
nge,
they
are
ignored.
nge, they are ignored.
ormula,
separated by
by
rmula, separated
AGE, MAX,
MAX, and
and MIN
MIN
AGE,
le (where
(where Revenues
Revenues is
is the
the
le
es
in
all
of
these
ranges
es in all of these ranges
eric
or blank,
blank, they
they are
are
ric or
Table of costs for units produced in one month (along side)

for use in another month (along top)
Jan
Feb
Mar
Apr
Feb
$5,300
Total cost
lll costs.
costs.
e.
e.
. This
This produces
produces the
the average
average of
of
o, for
for example,
example, ifif the
the range
range
o,
32
are
blank
because
these
32 are blank because these
erages
only
the
scores
for the
the
erages only the scores for
0s for
for the
the two
two who
who didnt
didnt
0s
P21 and
and P24.
P24. (For
(For P24,
P24, you
you
ss P21
me
changes.)
me changes.)
Student ID
Exam score
1533
68
8031
74
9859
80
9106
63
3535
72
8192 Absent
6102
85
6774
70
7558
64
314
72
9082
81
2397
75
2517
80
2432
73
6016
63
5269
80
4847
88
6537
71
9922
73
4525
71
1491
71
7897
68
4088
82
166
76
7925
75
6405
81
802
76
2931
83
Mar
$6,500
$5,000
Apr
$5,900
$5,200
$6,500
7625
2628
5417
7804
3994
394
8847
7855
8668 Absent
3738
5534
6965
8863
8762
6466
6100
1878
5970
9691
8666
4865
6198
8554
6753
9574
3891
8186 Absent
1306
6835
3136
4938
4807
4421
67
67
92
72
69
85
78
81
77
70
71
69
73
60
76
74
67
62
77
91
81
87
76
77
81
73
83
59
74
74
78
month (along side)
May
$6,200
$3,500
$4,400
$3,800
Average (for students who took the exam)
Average (giving 0s to students who were absent)
The COUNT
COUNT function
function counts
counts all
all of
of the
the cells
cells in
in aa range
range with
with numeric
numeric values.
values. The
The COUNTA
COUNT
The
function counts
counts all
all nonblank
nonblank cells
cells in
in aa range.
range. The
The COUNTBLANK
COUNTBLANK function
function counts
counts all
all blan
bla
function
cells
in
a
range.
cells in a range.
To use
use the
the COUNT
COUNT function:
function:
To
Enter the
the formula
formula =COUNT(range),
=COUNT(range), where
where range
range is
is any
any range.
range. This
This returns
returns the
the numbe
numb
Enter
numeric
values
in
the
range.
numeric values in the range.
To use
use the
the COUNTA
COUNTA function:
function:
To
Enter the
the formula
formula =COUNTA(range),
=COUNTA(range), where
where range
range is
is any
any range.
range. This
This returns
returns the
the numb
num
Enter
nonblank
cells
in
the
range.
nonblank cells in the range.
To use
use the
the COUNTBLANK
COUNTBLANK function:
function:
To
Enter the
the formula
formula =COUNTBLANK(range),
=COUNTBLANK(range), where
where range
range is
is any
any range.
range. This
This returns
returns the
the
Enter
number
of
blank
cells
in
the
range.
number of blank cells in the range.
For example,
example, ifif cells
cells A1,
A1, A2,
A2, and
and A3
A3 contain
contain Month,
Month, 1,
1, and
and 2,
2, respectively,
respectively, then
then
For
=COUNT(A1:A3) returns
returns 2,
2, whereas
whereas =COUNTA(A1:A3)
=COUNTA(A1:A3) returns
returns 3.
3.
=COUNT(A1:A3)
Note that
that Excel
Excel is
is aa bit
bit inconsistent
inconsistent in
in the
the terms
terms itit uses
uses on
on the
the status
status bar.
bar. IfIf you
you highlig
highlig
Note
range
and
look
at
the
status
bar,
it
will
show
"Count"
and
"Numerical
Count."
The
first
range and look at the status bar, it will show "Count" and "Numerical Count." The first
corresponds to
to COUNTA,
COUNTA, and
and the
the second
second corresponds
corresponds to
to COUNT.
COUNT.
corresponds
Try it!
it! Use
Use the
the COUNT,
COUNT, COUNTA,
COUNTA, and
and COUNTBLANK
COUNTBLANK functions
functions to
to fill
fill in
in cells
cells O4,
O4, O7,
O7, and
and
Try
ic
values. The
The COUNTA
COUNTA
c values.
unction counts
counts all
all blank
blank
unction
his returns
returns the
the number
number of
of
his
This returns
returns the
the number
number of
of
This
range.
This returns
returns the
the
ange. This
ectively, then
then
ectively,
atus bar.
bar. IfIf you
you highlight
highlight aa
atus
rical
Count."
The
first
ical Count." The first
lll in
in cells
cells O4,
O4, O7,
O7, and
and O10.
O10.
Student
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
Exam score
62
73
74
77
57
67
90
77
83
71
75
72
82
68
86
77
68
86
80
81
84
71
76
81
99
72
78
67
89
70
77
83
74
87
75
86
77
73
74
79
80
77
Number enrolled
Number who took exam
Number who were absent
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
72
77
71
70
68
79
75
80
73
61
62
68
92
85
77
79
86
83
83
76
89
72
69
66
71
80
61
umber enrolled
umber who took exam
umber who were absent
The MAX
MAX function
function returns
returns the
the largest
largest numeric
numeric value
value in
in aa range.
range. Similarly,
Similarly, the
the MIN
MIN funct
funct
The
returns the
the smallest
smallest numeric
numeric value
value in
in aa range.
range.
returns
To use
use MAX
MAX and
and MIN
MIN functions:
functions:
To
Enter the
the formula
formula =MAX(range)
=MAX(range) or
or =MIN(range)
=MIN(range) where
where range
range is
is any
any range.
range. These
These
Enter
produce
the
obvious
results:
the
maximum
(or
minimum)
value
in
the
range.
produce the obvious results: the maximum (or minimum) value in the range.
Try it!
it! Use
Use the
the MAX
MAX and
and MIN
MIN functions
functions to
to fill
fill in
in the
the range
range M9:N10.
M9:N10.
Try
Note that
that MAX
MAX and
and MIN
MIN work
work only
only on
on numeric
numeric data.
data. IfIf you
you have
have aa list
list of
of names,
names, you
you mig
mi
Note
expect
MIN
and
MAX
to
return
the
first
and
last
in
alphabetical
order,
but
they
don't.
To
expect MIN and MAX to return the first and last in alphabetical order, but they don't. To
bad!
(There
are
two
other
functions
called
MAXA
and
MINA,
but
I'm
not
sure
why
anyon
bad! (There are two other functions called MAXA and MINA, but I'm not sure why anyon
would want
want to
to use
use them.)
them.)
would
milarly, the
the MIN
MIN function
function
milarly,
is
any range.
range. These
These
s any
n the
the range.
range.
list of
of names,
names, you
you might
might
list
der,
but
they
don't.
Too
der, but they don't. Too
m
not
sure
why
anyone
m not sure why anyone
Sales rep
Jan sales
Feb sales
Allison
$3,700
$2,600
Baker
$2,400
$2,200
Min sales Max sales

Jan
Feb
Jones
$2,300
$2,400
Miller
$3,000
$2,800
Smith
$3,800
$3,600
Taylor
$3,700
$2,300
IF functions
functions are
are very
very useful
useful for
for performing
performing logic,
logic, and
and they
they vary
vary from
from simple
simple to
to complex
complex
IF
provide aa few
few examples.
examples.
provide
To enter
enter aa basic
basic IF
IF function:
function:
To
Enter the
the formula
formula =IF(condition,expression1,expression2),
=IF(condition,expression1,expression2), where
where condition
condition is
is any
any
Enter
condition
that
is
either
true
or
false,
expression1
is
the
value
of
the
formula
if
the
cond
condition that is either true or false, expression1 is the value of the formula if the cond
is true,
true, and
and expression2
expression2 is
is the
the value
value of
of the
the formula
formula ifif the
the condition
condition is
is false.
false.
is
simple example
example is
is =IF(A1<5,10,NA).
=IF(A1<5,10,NA). Note
Note that
that ifif either
either of
of the
the expressions
expressions is
is aa label
labe
AA simple
opposed to
to aa numeric
numeric value),
value), itit should
should be
be enclosed
enclosed in
in double
double quotes.
quotes.
opposed
Try it!
it! Enter
Enter appropriate
appropriate IF
IF formulas
formulas in
in columns
columns C
C and
and D.
D. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the
Try
answer.)
answer.)
Sometimes IF
IF functions
functions are
are nested.
nested. For
For example,
example, there
there might
might be
be three
three possibilities,
possibilities,
Sometimes
depending
on
whether
the
value
in
cell
A1
is
negative,
zero,
or
positive.
nested IF
IF for
for
depending on whether the value in cell A1 is negative, zero, or positive. AA nested
can then
then be
be used
used as
as follows.
follows.
can
To use
use nested
nested IF
IF functions:
functions:
To
Enter the
the formula
formula
Enter
=IF(condition1,expression1,IF(condition2,expression2,expression3)). IfIf condit
condit
=IF(condition1,expression1,IF(condition2,expression2,expression3)).
true, the
the relevant
relevant value
value is
is expression1.
expression1. Otherwise,
Otherwise, condition2
condition2 is
is checked.
checked. IfIf itit is
is true,
true, th
t
true,
relevant
value
is
expression2.
Otherwise,
the
relevant
value
is
expression3.
relevant value is expression2. Otherwise, the relevant value is expression3.
An example
example is
is =IF(A1<0,10,IF(A1=0,20,30)).
=IF(A1<0,10,IF(A1=0,20,30)). Suppose
Suppose this
this formula
formula is
is entered
entered in
in cell
cell B2
B2
An
Then ifif A1
A1 contains
contains aa negative
negative number,
number, B2
B2 contains
contains 10.
10. Otherwise,
Otherwise, ifif A1
A1 contains
contains 0,
0, B2
B2
Then
contains 20.
20. Otherwise
Otherwise (meaning
(meaning that
that A1
A1 must
must contain
contain aa positive
positive value),
value), B2
B2 contains
contains 33
contains
Try it!
it! Use
Use aa nested
nested IF
IF function
function to
to fill
fill in
in the
the grades
grades in
in column
column C.
C. (Scroll
(Scroll to
to the
the right
right to
to se
se
Try
answer.)
answer.)
Sometimes more
more complex
complex conditions
conditions (AND/OR
(AND/OR conditions)
conditions) are
are useful
useful in
in IF
IF functions.
functions. Th
Th
Sometimes
not
difficult
once
you
know
the
syntax.
not difficult once you know the syntax.
To use
use an
an AND
AND condition
condition in
in an
an IF
IF function:
function:
To
Enter the
the formula
formula =IF(AND(condition1,condition2),expression1,expression2).
=IF(AND(condition1,condition2),expression1,expression2). TT
Enter
results
in
expression1
both condition1
condition1 and
and condition2
condition2 are
are true.
true. Otherwise,
Otherwise, itit results
results i
results in expression1 ifif both
expression2.
expression2.
Note the
the syntax.
syntax. The
The keyword
keyword AND
AND is
is followed
followed by
by the
the conditions,
conditions, separated
separated by
by aa comm
comm
Note
enclosed
within
parentheses.
Also,
note
that
more
than
two
conditions
could
be
includ
enclosed within parentheses. Also, note that more than two conditions could be include
AND, all
all separated
separated by
by commas.
commas.
AND,
Try it!
it! Use
Use an
an IF
IF function
function with
with an
an AND
AND condition
condition to
to fill
fill in
in the
the bordered
bordered range.
range. (Scroll
(Scroll to
to t
Try
to see
see the
the correct
correct answer.
answer. Make
Make sure
sure you
you use
use double
double quotes
quotes for
for labels.)
labels.)
to
To use
use an
an OR
OR condition
condition in
in an
an IF
IF function:
function:
To
Enter the
the formula
formula =IF(OR(condition1,condition2),expression1,expression2).
=IF(OR(condition1,condition2),expression1,expression2). This
Thi
Enter
results
in
expression1
if
either
condition1
or
condition2
is
true
(or
if
both
are
true).
results in expression1 if either condition1 or condition2 is true (or if both are true).
results in
in expression2.
expression2.
Otherwise,
To use
use an
an OR
OR condition
condition in
in an
an IF
IF function:
function:
To
Enter the
the formula
formula =IF(OR(condition1,condition2),expression1,expression2).
=IF(OR(condition1,condition2),expression1,expression2). This
Thi
Enter
results in
in expression1
expression1 ifif either
either condition1
condition1 or
or condition2
condition2 is
is true
true (or
(or ifif both
both are
are true).
true).
results
results in
in expression2.
expression2.
Otherwise,
Again, more
more than
than two
two conditions
conditions could
could be
be included
included in
in the
the OR.
OR.
Again,
Try it!
it! Use
Use an
an IF
IF function
function with
with an
an OR
OR condition
condition to
to fill
fill in
in the
the bonuses
bonuses in
in column
column F.
F. (Scroll
(Scroll
Try
right
to
see
the
answer.)
right to see the answer.)
om simple
simple to
to complex.
complex. II will
will
om
where condition
condition is
is any
any
where
he
formula
if
the
condition
he formula if the condition
on
is false.
false.
n is
expressions is
is aa label
label (as
(as
expressions
tes.
tes.
For each product, if the end inventory is less than or equal to 50 u

enough units are ordered to bring stock back up to 200; otherwise
units of that product are ordered
Product
1
2
3
4
End inventory
100
40
20
70
the right
right to
to see
see the
the
oo the
three
possibilities,
hree possibilities,
ositive.
nested IF
IF formula
formula
ositive. AA nested
pression3)). IfIf condition1

condition1 is
is
pression3)).
checked.
is true,
true, the
the
hecked. IfIf itit is
xpression3.
pression3.
is entered
entered in
in cell
cell B2.
B2.
aa is
e, ifif A1
A1 contains
contains 0,
0, B2
B2
e,
value), B2
B2 contains
contains 30.
30.
value),
Each student gets an A (if score is 90 or above), S for satisfactory

if 60 or above but less than 90) or U for unsatisfactory if score is b
Student
1
2
3
4
5
6
Score
70
95
55
80
60
90
Scroll
to the
the right
right to
to see
see the
the
croll to
eful in
in IF
IF functions.
functions. These
These are
are
eful
on1,expression2). This
This
on1,expression2).
Otherwise,
it
results
in
Otherwise, it results in
separated by
by aa comma
comma and
and
separated
itions
could
be
included
in the
the
itions could be included in
ered range.
range. (Scroll
(Scroll to
to the
the right
right
ered
abels.)
abels.)
n1,expression2).
This
1,expression2). This
r ifif both
both are
are true).
true).
Investor sells stock only if its price has gone up three consecutive
(including the current day)
Day
1
2
3
4
5
6
Price change
Up
Down
Up
Up
Up
Down
n1,expression2).
This
1,expression2). This
r ifif both
both are
are true).
true).
es
in column
column F.
F. (Scroll
(Scroll to
to the
the
s in
Any student who scores at least 95 on any of the exams gets a bonus
which is 1% of their total score.
Student
1
2
3
4
5
6
Exam 1
87
77
80
82
78
75
k with the copy.
if the end inventory is less than or equal to 50 units,

ordered to bring stock back up to 200; otherwise, no
uct are ordered
Order placed (yes or no)?
# of units ordered
an A (if score is 90 or above), S for satisfactory (if score

less than 90) or U for unsatisfactory if score is below 60
Grade
k only if its price has gone up three consecutive days
Sell (yes or no)?
scores at least 95 on any of the exams gets a bonus

ir total score.
Exam 2
83
72
95
87
94
83
Exam 3
83
74
79
96
81
80
Exam 4
80
97
75
88
79
72
Bonus
Order placed?
no
yes
yes
no
Grade
S
A
U
S
S
A
Sell?
No
No
Yes
No
# ordered
0
160
180
0
Bonus
0
3.2
3.29
3.53
0
0
Lookup tables
tables are
are useful
useful when
when you
you want
want to
to compare
compare aa particular
particular value
value to
to aa set
set of
of value
value
Lookup
and depending
depending on
on where
where your
your value
value falls,
falls, assign
assign aa given
given answer.
answer. For
For example,
example, you
you m
m
and
have
a
tax
table
that
shows,
for
any
gross
adjusted
income,
what
the
corresponding
ta
have a tax table that shows, for any gross adjusted income, what the corresponding ta
There are
are two
two versions
versions of
of lookup
lookup tables,
tables, vertical
vertical (VLOOKUP)
(VLOOKUP) and
and horizontal
horizontal (HLOOKUP).
(HLOOKUP)
There
Because they
they are
are virtually
virtually identical
identical except
except that
that vertical
vertical goes
goes down
down and
and horizontal
horizontal goes
goes
Because
across, II will
will discuss
discuss only
only the
the VLOOKUP
VLOOKUP function.
function. Besides,
Besides, VLOOKUP
VLOOKUP appears
appears to
to be
be used
used
across,
much
more
frequently
than
HLOOKUP.
much more frequently than HLOOKUP.
The VLOOKUP
VLOOKUP function
function takes
takes three
three arguments
arguments plus
plus an
an optional
optional fourth
fourth argument:
argument: (1)
(1) the
th
The
value to
to be
be compared,
compared, (2)
(2) aa lookup
lookup table,
table, with
with the
the values
values to
to be
be compared
compared against
against alwa
alw
value
the leftmost
leftmost column,
column, and
and (3)
(3) the
the column
column number
number of
of the
the lookup
lookup table
table where
where you
you find
find
the
answer;
and
(4)
TRUE
or
FALSE
(which
is
TRUE
by
default
if
omitted).
Because
the
answer; and (4) TRUE or FALSE (which is TRUE by default if omitted). Because the
VLOOKUP function
function is
is often
often copied
copied down
down aa column,
column, itit is
is usually
usually necessary
necessary to
to make
make the
the ss
VLOOKUP
argument
an
absolute
reference.
This
can
be
accomplished
by
giving
the
lookup
table
argument an absolute reference. This can be accomplished by giving the lookup table a
range name
name such
such as
as LookupTable
LookupTable (range
(range names
names are
are always
always treated
treated as
as absolute
absolute referen
referen
range
but aa range
range name
name is
is not
not necessary.
necessary.
but
The most
most common
common use
use of
of aa lookup
lookup table
table is
is when
when the
the values
values in
in the
the first
first column
column (the
(the
The
comparison
column)
are
sorted
in
ascending
order.
(Then
the
fourth
argument
can
be
comparison column) are sorted in ascending order. (Then the fourth argument can be
omitted.) Lets
Lets say
say you
you want
want to
to assign
assign letter
letter grades
grades to
to students
students based
based on
on aa straight
straight sca
sc
omitted.)
below 60,
60, an
an F:
F: at
at least
least 60
60 but
but below
below 70,
70, aa D;
D; at
at least
least 70
70 but
but below
below 80,
80, aa C;
C; at
at least
least 80
80
below
below
90,
a
B;
and
90
or
above,
an
A.
The
example
to
the
right
shows
how
you
would
below 90, a B; and 90 or above, an A. The example to the right shows how you would ss
this up.
up. The
The comparison
comparison column
column in
in the
the lookup
lookup table
table starts
starts at
at 00 (the
(the lowest
lowest grade
grade possib
possib
this
then
records
the
cutoff
scores
60
through
90.
then records the cutoff scores 60 through 90.
The formula
formula in
in cell
cell N4
N4 is
is =VLOOKUP(M4,$P$4:$Q$8,2),
=VLOOKUP(M4,$P$4:$Q$8,2), which
which is
is copied
copied down
down colum
colum
The
This
formula
compares
the
value
in
M4
(67)
to
the
values
in
column
P
and
chooses
the
This formula compares the value in M4 (67) to the values in column P and chooses the
largest
value
less
than
or
equal
to
it.
This
is
60.
Then
because
the
last
argument
in
the
largest value less than or equal to it. This is 60. Then because the last argument in the
VLOOKUP
function
is
2,
the
score
reported
in
N4
comes
from
the
second
column
of
the
VLOOKUP function is 2, the score reported in N4 comes from the second column of the
lookup table
table next
next to
to 60,
60, namely,
namely, D.
D.
lookup
To use
use aa VLOOKUP
VLOOKUP function:
function:
To
Create aa lookup
lookup table
table with
with at
at least
least two
two columns,
columns, where
where the
the values
values in
in the
the left
left column
column ar
ar
Create
ascending order.
order. Then
Then enter
enter the
the formula
formula =VLOOKUP(value,lookup
=VLOOKUP(value,lookup table,column
table,column #)
#
ascending
described
above.
described above.
Try it!
it! Enter
Enter aa lookup
lookup table
table in
in columns
columns PP and
and Q,
Q, and
and VLOOKUP
VLOOKUP functions
functions in
in column
column N.
N. As
A
Try
there is
is aa quantity
quantity discount
discount pricing
pricing scheme:
scheme: for
for orders
orders less
less than
than 300
300 units,
units, the
the unit
unit pric
pri
there
$3; for
for orders
orders of
of at
at least
least 300
300 units
units but
but less
less than
than 400,
400, the
the unit
unit price
price is
is $2.50;
$2.50; for
for orders
orders
$3;
400 units
units or
or more,
more, the
the unit
unit price
price is
is $2.
$2. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answer.)
answer.)
400
There are
are times
times where
where the
the first
first column
column of
of the
the lookup
lookup table
table are
are not
not sorted
sorted in
in ascending
ascending
There
This is
is still
still allowable,
allowable, but
but then
then you
you need
need to
to include
include the
the fourth
fourth argument
argument with
with value
value FAL
FAL
This
the VLOOKUP
VLOOKUP function.
function. In
In this
this case,
case, VLOOKUP
VLOOKUP will
will look
look for
for an
an exact
exact match
match and
and will
will ret
re
the
error
if
doesnt
find
an
exact
match.
error if doesnt find an exact match.
Try it!
it! Use
Use aa VLOOKUP
VLOOKUP function
function in
in column
column N
N to
to find
find the
the gradepoints
gradepoints for
for each
each student.
student.
Try
Note that
that the
the grades
grades in
in column
column PP of
of the
the lookup
lookup table
table are
are in
in the
the natural
natural order,
order, but
but the
the
Note
not
in
Excels
A-Z
sort
order.
Therefore,
FALSE
must
be
entered
as
the
fourth
argument
not in Excels A-Z sort order. Therefore, FALSE must be entered as the fourth argument
VLOOKUP function.
function.
VLOOKUP
This is
is still
still allowable,
allowable, but
but then
then you
you need
need to
to include
include the
the fourth
fourth argument
argument with
with value
value FAL
FAL
This
the VLOOKUP
VLOOKUP function.
function. In
In this
this case,
case, VLOOKUP
VLOOKUP will
will look
look for
for an
an exact
exact match
match and
and will
will ret
re
the
error
if
doesnt
find
an
exact
match.
error if doesnt find an exact match.
Try it!
it! Use
Use aa VLOOKUP
VLOOKUP function
function in
in column
column N
N to
to find
find the
the gradepoints
gradepoints for
for each
each student.
student.
Try
Note that
that the
the grades
grades in
in column
column PP of
of the
the lookup
lookup table
table are
are in
in the
the natural
natural order,
order, but
but the
the
Note
not
in
Excels
A-Z
sort
order.
Therefore,
FALSE
must
be
entered
as
the
fourth
argument
not in Excels A-Z sort order. Therefore, FALSE must be entered as the fourth argument
VLOOKUP function.
function.
VLOOKUP
value to
to aa set
set of
of values,
values,
value
.
For example,
example, you
you might
might
For
the
corresponding
tax
is.
the corresponding tax is.
horizontal
(HLOOKUP).
horizontal (HLOOKUP).
wn
and horizontal
horizontal goes
goes
n and
UP appears
appears to
to be
be used
used
UP
urth argument:
argument: (1)
(1) the
the
urth
ompared against
against always
always in
in
ompared
table where
where you
you find
find the
the
table
tted). Because
Because the
the
tted).
cessary
to
make
the second
second
cessary to make the
ving
the
lookup
table
ving the lookup table aa
ed
as absolute
absolute references),
references),
d as
Student
1
2
3
4
5
6
7
8
9
Score
67
72
77
70
66
81
93
59
90
Grade
D
C
C
C
D
B
A
F
A
Lookup table
0
60
70
80
90
e first
first column
column (the
(the
rth
argument
can
be
rth argument can be
based
on aa straight
straight scale:
scale:
ased on
ow
80, aa C;
C; at
at least
least 80
80 but
but
w 80,
hows
how
you
would
set
hows how you would set
he
lowest grade
grade possible),
possible),
e lowest
is copied
copied down
down column
column N.
N.
is
mn
P
and
chooses
the
mn P and chooses the
last argument
argument in
in the
the
ee last
second
column
of
the
second column of the
in the
the left
left column
column are
are in
in
ss in
kup table,column
table,column #),
#), as
as
kup
ctions in
in column
column N.
N. Assume
Assume
ctions
300 units,
units, the
the unit
unit price
price is
is
300
ce
is $2.50;
$2.50; for
for orders
orders of
of
e is
he answer.)
answer.)
he
ot
sorted in
in ascending
ascending order.
order.
t sorted
ument with
with value
value FALSE
FALSE in
in
ument
act
match and
and will
will return
return an
an
ct match
ts for
for each
each student.
student.
ts
natural
order, but
but they
they are
are
atural order,
s
the
fourth
argument
in
the
s the fourth argument in the
Order # Units sold Total cost

1
373
2
475
3
459
4
441
5
238
6
349
7
344
8
203
Student
Adams
Davis
Edwards
Johnson
Grade
B
AC+
B-
Gradepoints
Grade
A
AB+
B
ument with
with value
value FALSE
FALSE in
in
ument
act
match and
and will
will return
return an
an
ct match
ts for
for each
each student.
student.
ts
natural
order, but
but they
they are
are
atural order,
s
the
fourth
argument
in
the
s the fourth argument in the
Myers
Smith
Thomson
B+
A
C
BC+
C
C-
ookup table
F
D
C
B
A
Total cost
$932.50
$950.00
$918.00
$882.00
$714.00
$872.50
$860.00
$609.00
Gradepoints
4
3.7
3.3
3
2.7
2.3
2
1.7
Lookup table
0
300
400
$3.00
$2.50
$2.00
There are
are aa number
number of
of math
math functions
functions you
you might
might find
find useful.
useful. II will
will list
list aa few
few of
of the
the most
mos
There
common ones
ones here.
here. For
For more
more technical
technical math
math functions,
functions, click
click on
on the
the ffxx button
button and
and brow
brow
common
Math and
and Trig
Trig category.
category.
Math
The INT
INT function
function takes
takes aa decimal
decimal value
value and
and returns
returns an
an integer
integer by
by "chopping
"chopping off"
off" the
the de
de
The
More
exactly,
it
returns
the
integer
just
to
the
left
of
the
given
decimal
number
on
the
More exactly, it returns the integer just to the left of the given decimal number on the
number line.
line. It
It does
does not
not round
round to
to the
the nearest
nearest integer.
integer. To
To use
use it:
it:
number
Enter the
the formula
formula =INT(value),
=INT(value), where
where value
value is
is aa number
number or
or aa reference
reference to
to aa cell
cell with
with a
Enter
number.
number.
Try it!
it! In
In row
row 8,
8, apply
apply the
the INT
INT function
function to
to the
the numbers
numbers in
in row
row 7.
7.
Try
The ROUND
ROUND function
function rounds
rounds aa value
value to
to the
the number
number of
of decimals
decimals you
you specify.
specify. To
To use
use it:
it:
The
Enter the
the formula
formula =ROUND(value,decimals),
=ROUND(value,decimals), where
where value
value is
is aa number
number or
or aa reference
referenc
Enter
cell
with
a
number,
and
decimals
indicates
the
number
of
decimal
places
to
round
to. I
cell with a number, and decimals indicates the number of decimal places to round to.
decimals is
is 0,
0, itit rounds
rounds to
to the
the nearest
nearest integer.
integer. IfIf decimals
decimals is
is positive,
positive, itit rounds
rounds to
to this
this m
m
decimals
decimals. IfIf decimals
decimals is
is negative,
negative, itit rounds
rounds to
to the
the nearest
nearest ten
ten (decimals=-1),
(decimals=-1), the
the neare
neare
decimals.
hundred (decimals=-2),
(decimals=-2), the
the nearest
nearest thousand
thousand (decimals=-3),
(decimals=-3), and
and so
so on.
on.
hundred
Try it!
it! In
In row
row 18,
18, apply
apply the
the ROUND
ROUND function
function to
to the
the numbers
numbers in
in row
row 16,
16, using
using the
the decima
decim
Try
values in
in row
row 17.
17.
values
The ABS
ABS function
function returns
returns the
the absolute
absolute value
value of
of aa number.
number. To
To use
use it:
it:
The
Enter the
the formula
formula =ABS(value),
=ABS(value), where
where value
value is
is aa number
number or
or aa reference
reference to
to aa cell
cell with
with
Enter
number.
number.
Try it!
it! In
In row
row 27,
27, apply
apply the
the ABS
ABS function
function to
to the
the numbers
numbers in
in row
row 26.
26.
Try
The SQRT
SQRT function
function returns
returns the
the square
square root
root of
of aa number.
number. To
To use
use it:
it:
The
Enter the
the formula
formula =SQRT(value),
=SQRT(value), where
where value
value is
is aa number
number or
or aa reference
reference to
to aa cell
cell with
wit
Enter
number. IfIf value
value is
is negative,
negative, this
this returns
returns an
an error.
error.
number.
Try it!
it! In
In row
row 34,
34, apply
apply the
the SQRT
SQRT function
function to
to the
the numbers
numbers in
in row
row 33.
33.
Try
The LN
LN function
function returns
returns the
the natural
natural logarithm
logarithm of
of aa number.
number. To
To use
use it:
it:
The
Enter the
the formula
formula =LN(value),
=LN(value), where
where value
value is
is aa number
number or
or aa reference
reference to
to aa cell
cell with
with aa
Enter
number.
If
value
is
zero
or
negative,
this
returns
an
error.
number. If value is zero or negative, this returns an error.
Try it!
it! In
In row
row 41,
41, apply
apply the
the LN
LN function
function to
to the
the numbers
numbers in
in row
row 40.
40.
Try
Note: There
There is
is also
also aa LOG10
LOG10 function,
function, which
which returns
returns the
the log
log to
to the
the base
base 10
10 that
that you
you mig
mi
Note:
learned
in
high
school.
There
is
also
a
LOG
function,
where
you
can
supply
the
base.
B
learned in high school. There is also a LOG function, where you can supply the base. Bu
tends to
to be
be used
used in
in most
most real
real applications.
applications.
tends
Note: There
There is
is also
also aa LOG10
LOG10 function,
function, which
which returns
returns the
the log
log to
to the
the base
base 10
10 that
that you
you mig
mi
Note:
learned
in
high
school.
There
is
also
a
LOG
function,
where
you
can
supply
the
base.
B
learned in high school. There is also a LOG function, where you can supply the base. Bu
tends to
to be
be used
used in
in most
most real
real applications.
applications.
tends
The EXP
EXP function
function returns
returns the
the exponential
exponential function
function of
of aa number.
number. That
That is,
is, ifif you
you apply
apply EXP
EX
The
some
number
x,
the
result
is
the
special
number
e
to
the
power
x,
where
e
is
approxim
some number x, the result is the special number e to the power x, where e is approxim
2.718. In
In math
math books,
books, you
you see
see this
this written
written as
as eexx..
2.718.
It turns
turns out
out that
that EXP
EXP and
and LN
LN are
are "inverses"
"inverses" of
of one
one another.
another. IfIf you
you start
start with
with aa number
number xx
It
take EXP
EXP of
of it,
it, and
and then
then take
take LN
LN of
of the
the result,
result, you
you end
end up
up with
with x.
x.
take
To use
use the
the EXP
EXP function:
function:
To
Enter the
the formula
formula =EXP(value),
=EXP(value), where
where value
value is
is aa number
number or
or aa reference
reference to
to aa cell
cell with
with
Enter
number.
number.
Try it!
it! In
In row
row 52,
52, apply
apply the
the EXP
EXP function
function to
to the
the numbers
numbers in
in row
row 51.
51. Then
Then in
in row
row 53,
53, appl
app
Try
LN function
function to
to the
the numbers
numbers in
in row
row 52.
52. Note
Note that
that the
the value
value you
you get
get in
in cell
cell L52
L52 is
is e.
e.
LN
The SUMSQ
SUMSQ function
function returns
returns the
the sum
sum of
of squares
squares of
of numbers.
numbers. To
To use
use it:
it:
The
Enter the
the formula
formula =SUMSQ(range),
=SUMSQ(range), where
where range
range is
is any
any range
range of
of numbers.
numbers.
Enter
Try it!
it! In
In cell
cell Q65,
Q65, calculate
calculate the
the sum
sum of
of squares
squares of
of the
the numbers
numbers to
to its
its left.
left.
Try
The RAND
RAND function
function returns
returns aa random
random number
number uniformly
uniformly distributed
distributed between
between 00 and
and 1.
1. TT
The
the random
random number
number is
is just
just as
as likely
likely to
to be
be near
near any
any number
number between
between from
from 00 to
to 11 as
as to
to aa
the
other number
number between
between 00 and
and 1.
1. To
To use
use it:
it:
other
Enter the
the formula
formula =RAND().
=RAND(). This
This is
is aa function
function with
with no
no arguments
arguments (nothing
(nothing inside
inside the
the
Enter
parentheses),
but
the
parentheses
must
be
included.
parentheses), but the parentheses must be included.
You can
can enter
enter this
this formula
formula in
in as
as many
many cells
cells as
as you
you like,
like, and
and each
each will
will have
have aa different
different ra
r
You
number. Also,
Also, these
these numbers
numbers are
are "live."
"live." IfIf you
you press
press the
the recalc
recalc (F9)
(F9) key,
key, they
they will
will all
all ch
ch
number.
Try it!
it! Enter
Enter the
the RAND
RAND function
function in
in cell
cell L72
L72 and
and copy
copy itit to
to some
some range.
range. Then
Then press
press the
the F9
F
Try
few times
times and
and watch
watch the
the random
random numbers
numbers change.
change.
few
Until Excel
Excel 2007,
2007, the
the RAND
RAND function
function was
was the
the only
only function
function for
for generating
generating random
random numb
num
Until
Fortunately, another
another very
very useful
useful function,
function, RANDBETWEEN,
RANDBETWEEN, was
was added
added in
in Excel
Excel 2007.
2007. ItIt
Fortunately,
two integer
integer arguments
arguments and
and generates
generates aa random
random integer
integer between
between these
these two
two values
values
two
(inclusive) so
so that
that all
all of
of the
the possibilities
possibilities are
are equally
equally likely.
likely. To
To use
use it:
it:
(inclusive)
Enter the
the formula
formula =RANDBETWEEN(min,max),
=RANDBETWEEN(min,max), where
where min
min and
and max
max are
are two
two integers
integers
Enter
min less
less than
than max).
max).
min
Try it!
it! Generate
Generate random
random rolls
rolls of
of aa die
die (1
(1 to
to 6)
6) in
in several
several cells
cells to
to the
the right.
right. Then
Then press
press th
th
Try
key
to
see
how
they
change
randomly.
key to see how they change randomly.
l list
list aa few
few of
of the
the most
most
he ffxx button
button and
and browse
browse the
the
he
"chopping off"
off" the
the decimal.
decimal.
"chopping
cimal
number
on
the
cimal number on the
1.7
-3.2
14
-7
100.35
0
14325
-2
16.3467
2
154432
-3
-50
64
0.5
-20
1023
0.7
ference
to aa cell
cell with
with aa
erence to
ou specify.
specify. To
To use
use it:
it:
ou
number or
or aa reference
reference to
to aa
number
all places
places to
to round
round to.
to. IfIf
ive, itit rounds
rounds to
to this
this many
many
ive,
cimals=-1), the
the nearest
nearest
cimals=-1),
d so
so on.
on.
0.3569
1
w 16,
16, using
using the
the decimals
decimals
w
it:
t:
eference
to aa cell
cell with
with aa
ference to
6.
.
reference
to aa cell
cell with
with aa
eference to
33.
3.
e it:
it:
erence to
to aa cell
cell with
with aa
erence
e base
base 10
10 that
that you
you might
might have
have
an
supply
the
base.
But
LN
an supply the base. But LN
-40
e base
base 10
10 that
that you
you might
might have
have
an
supply
the
base.
But
LN
an supply the base. But LN
hat is,
is, ifif you
you apply
apply EXP
EXP to
to
hat
x,
where
e
is
approximately
, where e is approximately
-4
2.3
15
21
43
21
35
start with
with aa number
number xx and
and
start
ference to
to aa cell
cell with
with aa
ference
Then in
in row
row 53,
53, apply
apply the
the
.. Then
in cell
cell L52
L52 is
is e.
e.
tt in
se it:
it:
se
f numbers.
numbers.
o its
its left.
left.
ed
between 00 and
and 1.
1. That
That is,
is,
d between
een
from 00 to
to 11 as
as to
to any
any
en from
(nothing inside
inside the
the
ss (nothing
will have
have aa different
different random
random
will
9) key,
key, they
they will
will all
all change.
change.
9)
nge. Then
Then press
press the
the F9
F9 key
key aa
nge.
nerating
random numbers.
numbers.
erating random
dded in
in Excel
Excel 2007.
2007. ItIt takes
takes
dded
these two
two values
values
these
it:
t:
max are
are two
two integers
integers (with
(with
max
he
right. Then
Then press
press the
the F9
F9
e right.
Payment
$0.00
Note that the PMT function is in th

In general, it has 5 arguments, bu
and aren't needed here. There is
Principal because it is paid, not rece
e PMT function is in the financial category.

t has 5 arguments, but the last two are optional
eeded here. There is a minus sign next to
cause it is paid, not received.
Nothing tells
tells aa story
story better
better than
than aa well-designed
well-designed chart,
chart, and
and Excel
Excel provides
provides many,
many, many
many
Nothing
charting possibilities.
possibilities. In
In fact,
fact, whole
whole books
books have
have been
been devoted
devoted to
to Excel
Excel charts.
charts. II can't
can't ho
h
charting
cover
all
of
the
possibilities
here,
but
I
can
illustrate
how
to
create
basic
charts
quickly
cover all of the possibilities here, but I can illustrate how to create basic charts quickly
easily.
easily.
you have
have created
created aa lot
lot of
of charts
charts in
in Excel
Excel 2003,
2003, but
but you
you are
are new
new to
to Excel
Excel 2007,
2007, you
you w
w
IfIf you
some
significant
changes.
The
most
important
are
listed
below.
some significant changes. The most important are listed below.
1. To
To create
create aa chart,
chart, use
use the
the Insert
Insert ribbon.
ribbon. It
It has
has aa Charts
Charts group
group with
with buttons
buttons for
for Colum
Colum
1.
Line, Pie,
Pie, Bar,
Bar, Area,
Area, Scatter,
Scatter, and
and Other
Other Charts.
Charts. Each
Each button
button has
has aa dropdown
dropdown for
for the
the var
var
Line,
subtypes.
subtypes.
2. Once
Once you
you have
have aa chart
chart and
and then
then select
select itit (that
(that is,
is, click
click somewhere
somewhere on
on it),
it), you
you get
get thr
thr
2.
new
Chart
Tools
tabs:
Design,
Layout,
and
Format
(see
below).
The
corresponding
ribbo
new Chart Tools tabs: Design, Layout, and Format (see below). The corresponding ribbo
have plenty
plenty of
of buttons
buttons for
for modifying
modifying an
an existing
existing chart.
chart. Probably
Probably the
the most
most important
important of
of
have
is the
the Select
Select Data
Data button
button on
on the
the Design
Design ribbon,
ribbon, which
which lets
lets you
you edit
edit the
the data
data range(s)
range(s) th
th
is
chart
is
based
on.
Of
course,
you
can
experiment
with
the
other
buttons,
and
you
can
chart is based on. Of course, you can experiment with the other buttons, and you can a
experiment by
by right-clicking
right-clicking on
on various
various parts
parts of
of aa chart
chart to
to see
see the
the possibilities.
possibilities.
experiment
You could
could spend
spend aa lot
lot of
of time
time reading
reading thick
thick chapters
chapters or
or even
even entire
entire books
books on
on Excel
Excel char
cha
You
but itit is
is better
better to
to experiment
experiment on
on your
your own.
own. You
You can
can learn
learn aa lot
lot by
by modifying
modifying an
an existing
existing
but
in various
various ways.
ways. You
You might
might not
not learn
learn some
some of
of the
the esoteric
esoteric tools
tools this
this way,
way, but
but you
you will
will le
le
in
the
tools
you
use
most
often.
the tools you use most often.
provides many,
many, many
many
provides
Excel charts.
charts. II can't
can't hope
hope to
to
Excel
e
basic
charts
quickly
and
e basic charts quickly and
to Excel
Excel 2007,
2007, you
you will
will see
see
to
with
buttons for
for Column,
Column,
ith buttons
dropdown for
for the
the various
various
dropdown
here
on it),
it), you
you get
get three
three
ere on
he
corresponding
ribbons
e corresponding ribbons
he most
most important
important of
of these
these
he
it
the data
data range(s)
range(s) the
the
t the
buttons, and
and you
you can
can also
also
buttons,
e possibilities.
possibilities.
books on
on Excel
Excel charts,
charts,
ee books
modifying an
an existing
existing chart
chart
modifying
is
way,
but
you
will
learn
is way, but you will learn
Probably the
the easiest
easiest way
way to
to create
create aa chart,
chart, based
based on
on aa given
given data
data set,
set, is
is to
to highlight
highlight at
at lea
le
Probably
part of
of the
the data
data set,
set, including
including the
the data
data to
to be
be charted
charted and
and the
the labels
labels for
for the
the horizontal
horizontal axis
axis
part
any, and
and select
select one
one of
of the
the chart
chart types
types from
from the
the Insert
Insert ribbon.
ribbon. You
You will
will almost
almost certainly
certainly wan
wa
any,
to
modify
the
resulting
chart,
but
this
at
least
gives
you
a
good
start.
to modify the resulting chart, but this at least gives you a good start.
The example
example to
to the
the right
right is
is typical.
typical. II want
want aa column
column chart
chart of
of monthly
monthly sales,
sales, so
so II highlighte
highlighte
The
the
entire
data
range,
L3:M15
(including
the
labels
in
row
3),
and
selected
a
column
chart
the entire data range, L3:M15 (including the labels in row 3), and selected a column chart
(of
the
first
subtype)
from
the
Insert
ribbon.
The
only
change
I
made
to
the
chart
was
to
(of the first subtype) from the Insert ribbon. The only change I made to the chart was to
delete
the
legend.
Excel
guessed,
correctly,
that
I
wanted
to
chart
one
series,
Sales,
and
delete the legend. Excel guessed, correctly, that I wanted to chart one series, Sales, and
that II wanted
wanted the
the dates
dates in
in column
column LL to
to be
be used
used as
as labels
labels for
for the
the horizontal
horizontal axis.
axis.
that
Here is
is another
another example.
example. II have
have monthly
monthly sales
sales of
of two
two products,
products, and
and II want
want aa line
line chart
chart that
that
Here
contains both
both series.
series. II highlighted
highlighted the
the entire
entire data
data range,
range, L19:N31,
L19:N31, and
and selected
selected aa line
line chart
chart
contains
with markers
markers from
from the
the Insert
Insert ribbon.
ribbon. This
This time,
time, the
the legend
legend is
is appropriate,
appropriate, so
so II kept
kept it.
it. Howev
Howev
with
there
was
no
title
above
the
chart,
so
I
added
one
(from
the
Chart
Tools
Layout
ribbon).
Note
there was no title above the chart, so I added one (from the Chart Tools Layout ribbon). Note
that the
the horizontal
horizontal axis
axis titles
titles are
are vertical
vertical by
by default.
default. IfIf you
you would
would rather
rather have
have them
them at
at an
an
that
angle, right-click
right-click on
on the
the horizontal
horizontal axis
axis and
and select
select to
to format
format the
the alignment
alignment of
of the
the axis
axis labels.
labels
angle,
The most
most important
important concept
concept in
in charts
charts is
is aa series.
series. Every
Every Excel
Excel chart
chart contains
contains one
one or
or more
more
The
series. In
In the
the first
first chart
chart above,
above, there
there is
is one
one series,
series, Sales.
Sales. In
In the
the second
second chart,
chart, there
there are
are two
two
series.
series,
Sales1
and
Sales2.
Typically,
each
series
is
a
column
of
data,
with
a
label
at
the
top,
series, Sales1 and Sales2. Typically, each series is a column of data, with a label at the top,
although series
series are
are sometimes
sometimes in
in rows,
rows, as
as in
in the
the example
example to
to the
the right
right (which
(which is
is simply
simply the
the
although
transpose of
of the
the example
example above).
above). Again,
Again, II highlighted
highlighted the
the entire
entire data
data range
range in
in rows
rows 35-37
35-37 an
an
transpose
inserted aa line
line chart.
chart. Excel
Excel guessed,
guessed, correctly,
correctly, that
that my
my data
data series
series were
were in
in rows,
rows, not
not columns
column
inserted
But what
what ifif itit makes
makes the
the wrong
wrong guess?
guess? See
See the
the example
example below.
below.
But
The data
data set
set to
to the
the right
right contains
contains sales
sales data
data for
for 44 products
products in
in 66 regions.
regions. II highlighted
highlighted the
the
The
entire data
data range,
range, L53:P59,
L53:P59, and
and inserted
inserted aa line
line chart.
chart. What
What are
are the
the series?
series? By
By default,
default, Excel
Excel
entire
created aa line
line for
for each
each product,
product, with
with the
the region
region lables
lables on
on the
the horizontal
horizontal axis.
axis. That
That is,
is, itit
created
guessed that
that the
the columns
columns are
are the
the series.
series. Suppose
Suppose you
you would
would rather
rather have
have the
the rows
rows as
as the
the
guessed
series,
that
is,
you
would
rather
have
a
line
for
each
region.
This
is
easy.
series, that is, you would rather have a line for each region. This is easy.
To switch
switch the
the roles
roles of
of rows
rows and
and columns:
columns:
To
Click anywhere
anywhere on
on the
the chart
chart and
and click
click on
on the
the Switch
Switch Row/Column
Row/Column button
button on
on the
the Chart
Chart Tool
Too
Click
Design
ribbon.
Design ribbon.
Try it!
it! Create
Create aa column
column chart
chart (of
(of the
the first
first subtype)
subtype) for
for the
the data
data to
to the
the right,
right, where
where each
each se
se
Try
corresponds
to
a
product.
corresponds to a product.
Sometimes you
you change
change your
your mind
mind and
and want
want to
to have
have another
another chart
chart type.
type.
Sometimes
To change
change the
the chart
chart type:
type:
To
Click anywhere
anywhere on
on the
the chart
chart and
and click
click on
on the
the Change
Change Chart
Chart Type
Type button
button on
on the
the Chart
Chart Too
To
Click
Design
ribbon.
Design ribbon.
Try it!
it! Change
Change the
the column
column chart
chart you
you just
just created
created to
to aa line
line chart.
chart. Make
Make sure
sure each
each series
series stil
sti
Try
corresponds
to
a
product.
corresponds to a product.
By highlighting
highlighting the
the appropriate
appropriate data
data and
and then
then inserting
inserting aa chart,
chart, you
you usually
usually get
get what
what you
you
By
want. But
But suppose
suppose you
you create
create aa chart
chart and
and itit doesn't
doesn't chart
chart the
the right
right data.
data. You
You can
can either
either de
d
want.
this
chart
and
start
over,
or
you
can
modify
the
data
series.
this chart and start over, or you can modify the data series.
To modify
modify the
the data
data series
series in
in an
an existing
existing chart:
chart:
To
Click anywhere
anywhere on
on the
the chart
chart and
and click
click on
on the
the Data
Data Series
Series button
button on
on the
the Chart
Chart Tools
Tools Desig
Desi
Click
ribbon.
This
brings
up
a
dialog
box
with
the
series
charted
on
the
left
and
the
data
used
f
ribbon. This brings up a dialog box with the series charted on the left and the data used fo
horizontal
axis
labels
on
the
right.
You
can
then
edit
(or
delete)
any
of
these.
horizontal axis labels on the right. You can then edit (or delete) any of these.
Try it!
it! II created
created the
the line
line chart
chart to
to right
right by
by highlighting
highlighting the
the data
data range
range N81:Q86,
N81:Q86, without
without the
the
Try
months or
or the
the labels
labels in
in row
row 80.
80. There
There are
are three
three problems:
problems: (1)
(1) the
the months
months should
should be
be labels
label
months
the horizontal
horizontal axis;
axis; (2)
(2) the
the "junk"
"junk" series
series shouldn't
shouldn't be
be part
part of
of the
the chart;
chart; and
and (3)
(3) the
the two
two sal
sa
the
series
should
be
named
by
the
labels
in
cells
P80
and
Q80.
Open
the
Data
Series
dialog
series should be named by the labels in cells P80 and Q80. Open the Data Series dialog bb
and fix
fix these
these problems.
problems.
and
horizontal axis
axis labels
labels on
on the
the right.
right. You
You can
can then
then edit
edit (or
(or delete)
delete) any
any of
of these.
these.
horizontal
Try it!
it! II created
created the
the line
line chart
chart to
to right
right by
by highlighting
highlighting the
the data
data range
range N81:Q86,
N81:Q86, without
without the
the
Try
months
or
the
labels
in
row
80.
There
are
three
problems:
(1)
the
months
should
be
label
months or the labels in row 80. There are three problems: (1) the months should be labels
the horizontal
horizontal axis;
axis; (2)
(2) the
the "junk"
"junk" series
series shouldn't
shouldn't be
be part
part of
of the
the chart;
chart; and
and (3)
(3) the
the two
two sal
sa
the
series
should
be
named
by
the
labels
in
cells
P80
and
Q80.
Open
the
Data
Series
dialog
series should be named by the labels in cells P80 and Q80. Open the Data Series dialog bb
and fix
fix these
these problems.
problems.
and
One chart
chart type
type that
that works
works aa bit
bit different
different from
from the
the others
others is
is the
the scatter
scatter chart.
chart. This
This type
type oo
One
chart
is
useful
for
detecting
relationships
between
two
variables,
such
as
height
(inches)
chart is useful for detecting relationships between two variables, such as height (inches) a
weight (pounds)
(pounds) in
in the
the data
data to
to the
the right.
right.
weight
To create
create the
the chart,
chart, II highlighted
highlighted the
the range
range M96:N106
M96:N106 and
and inserted
inserted aa scatter
scatter chart
chart of
of the
the fi
To
subtype.
I
then
changed
the
title,
deleted
the
legend,
and
added
horizontal
and
vertical
subtype. I then changed the title, deleted the legend, and added horizontal and vertical aa
titles. IfIf you
you open
open the
the Data
Data Series
Series dialog
dialog box,
box, you
you will
will see
see that
that there
there is
is one
one series,
series, Weight.
Weight
titles.
However,
if
you
click
on
Edit
for
this
series,
you
will
see
that
there
is
a
Y-series
and
an X-se
X-s
However, if you click on Edit for this series, you will see that there is a Y-series and an
By default,
default, when
when you
you select
select two
two columns
columns for
for aa scatter
scatter chart,
chart, the
the data
data in
in the
the rightmost
rightmost colu
col
By
in
this
case
Weight,
is
the
Y-series
(it
goes
on
the
vertical
axis),
and
the
other
is
the
X-ser
in this case Weight, is the Y-series (it goes on the vertical axis), and the other is the X-seri
goes on
on the
the horizontal
horizontal axis).
axis). IfIf you
you want
want them
them reversed,
reversed, you
you have
have to
to go
go through
through the
the Data
Data
goes
Series
dialog
box.
Series dialog box.
Try it!
it! Starting
Starting with
with the
the scatter
scatter chart
chart to
to the
the right,
right, change
change itit so
so that
that Height
Height is
is on
on the
the vertica
vertic
Try
axis
and
Weight
is
on
the
horizontal
axis.
(You
will
have
to
change
the
axis
titles
manually
axis and Weight is on the horizontal axis. (You will have to change the axis titles manually
a set,
set, is
is to
to highlight
highlight at
at least
least
els for
for the
the horizontal
horizontal axis,
axis, ifif
els
will almost
almost certainly
certainly want
want
will
tart.
art.
thly
sales, so
so II highlighted
highlighted
hly sales,
selected
a
column
chart
selected a column chart
ade
to
the
chart
was
to
ade to the chart was to
t
one
series,
Sales,
and
t one series, Sales, and
orizontal axis.
axis.
orizontal
want aa line
line chart
chart that
that
II want
and
selected aa line
line chart
chart
nd selected
priate,
so II kept
kept it.
it. However,
However,
riate, so
Tools
Layout
ribbon).
Note
ools Layout ribbon). Note
ther have
have them
them at
at an
an
ther
gnment
of the
the axis
axis labels.
labels.
nment of
contains one
one or
or more
more
contains
ond chart,
chart, there
there are
are two
two
ond
, with
with aa label
label at
at the
the top,
top,
ht (which
(which is
is simply
simply the
the
ht
ta
range in
in rows
rows 35-37
35-37 and
and
a range
were in
in rows,
rows, not
not columns.
columns.
were
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Nov-09
Dec-09
Sales
$8,627
$5,343
$6,244
$9,451
$6,698
$6,752
$5,985
$5,586
$8,476
$9,191
$7,242
$8,277
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Nov-09
Dec-09
Sales1
$8,627
$5,343
$6,244
$9,451
$6,698
$6,752
$5,985
$5,586
$8,476
$9,191
$7,242
$8,277
Sales2
$8,452
$6,801
$5,497
$10,329
$5,995
$8,103
$6,386
$5,047
$8,641
$10,696
$6,914
$9,004
Month
Sales1
Sales2
Jan-09
$8,627
$8,452
Feb-09
$5,343
$6,801
Sale
$10,000
$8,000
$6,000
$4,000
$2,000
$0
Jan-09
Mar-09
May-09
Monthly S
$12,000
$10,000
$8,000
$6,000
$4,000
$2,000
$0
Jan-09
Mar-09
$6,244
$5,497
Mar-09
Apr-09
$9,451
$10,329
Monthly Sales of Tw
$12,000
$10,000
$8,000
$6,000
$4,000
$2,000
$0
ons. II highlighted
highlighted the
the
ons.
series? By
By default,
default, Excel
Excel
series?
ntal axis.
axis. That
That is,
is, itit
ntal
have the
the rows
rows as
as the
the
have
easy.
easy.
$12,000
$10,000
$8,000
$6,000
$4,000
$2,000
$0
Jan-09
Region1
Region2
Region3
Region4
Region5
Region6
Mar-09 May-09
Product1
$4,137
$4,822
$4,679
$3,226
$3,940
$3,045
Product2
$3,994
$1,331
$3,232
$2,414
$2,462
$2,191
Product3
$1,924
$1,688
$4,632
$2,462
$2,058
$1,040
Product4
$4,567
$4,620
$3,042
$4,461
$3,209
$2,470
Jan-09
$1,329
$2,087
$4,516
$2,917
$2,220
$3,009
Feb-09
$2,451
$1,945
$2,016
$3,361
$3,996
$1,482
Mar-09
$3,470
$2,297
$2,931
$2,229
$3,526
$4,012
Apr-09
$1,554
$2,350
$2,592
$1,042
$3,301
$3,265
Junk1
39
1
83
2
83
92
Junk2
32
62
88
24
17
61
Sales1
$3,997
$4,667
$3,759
$2,228
$2,080
$1,221
button on
on the
the Chart
Chart Tools
Tools
button
the right,
right, where
where each
each series
series
the
rt type.
type.
rt
button on
on the
the Chart
Chart Tools
Tools
ee button
Product1
Product2
Product3
Product4
Product5
Product6
Make sure
sure each
each series
series still
still
Make
you
usually get
get what
what you
you
ou usually
ht data.
data. You
You can
can either
either delete
delete
ht
n on
on the
the Chart
Chart Tools
Tools Design
Design
e left
left and
and the
the data
data used
used for
for the
the
ny
of
these.
ny of these.
nge N81:Q86,
N81:Q86, without
without the
the
nge
months should
should be
be labels
labels on
on
months
chart;
and
(3)
the
two
sales
chart; and (3) the two sales
the Data
Data Series
Series dialog
dialog box
box
the
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
ny of
of these.
these.
ny
nge N81:Q86,
N81:Q86, without
without the
the
nge
months
should
be
labels
on
months should be labels on
chart;
and
(3)
the
two
sales
chart; and (3) the two sales
the Data
Data Series
Series dialog
dialog box
box
the
catter chart.
chart. This
This type
type of
of
catter
such
as
height
(inches)
and
such as height (inches) and
ed
scatter chart
chart of
of the
the first
first
d aa scatter
horizontal
and
vertical
axis
horizontal and vertical axis
ere is
is one
one series,
series, Weight.
Weight.
ere
e
is
a
Y-series
and
an X-series.
X-series.
e is a Y-series and an
data in
in the
the rightmost
rightmost column,
column,
data
nd
the
other
is
the
X-series
(it
nd the other is the X-series (it
e
to
go
through
the
Data
e to go through the Data
at Height
Height is
is on
on the
the vertical
vertical
at
e
the
axis
titles
manually.)
e the axis titles manually.)
Person
1
2
3
4
5
6
7
8
9
10
Height
60
61
62
63
63
65
70
72
72
76
Weight
155
162
162
162
164
168
175
199
215
241
He
300
250
200
Weight
150
100
50
0
58
60
Sales
Mar-09
May-09
Jul-09
Sep-09
Nov-09
Monthly Sales of Two Products
000
000
Sales1
000
Sales2
000
000
000
$0
Jan-09
Mar-09
May-09
May-09
$6,698
$5,995
Jul-09
Jun-09
$6,752
$8,103
Sep-09 Nov-09
Jul-09
$5,985
$6,386
Aug-09
$5,586
$5,047
y Sales of Two Products

Sales1
Sales2
Sep-09
$8,476
$8,641
Oct-09
$9,191
$10,696
Nov-09
$7,242
$6,914
Dec-09
$8,277
$9,004
09 May-09
Sales1
Sales2
Jul-09
Sep-09 Nov-09
$6,000
$5,000
$4,000
Product1
Product2
$3,000
Product3
$2,000
Product4
$1,000
$0
Region1
May-09
$2,603
$1,037
$4,835
$1,888
$1,077
$4,146
Sales2
$3,419
$3,005
$1,910
$3,051
$4,467
$2,968
Region2
Region3
Region4
Region5
Region6
Jun-09
$3,091
$4,033
$2,588
$1,133
$3,494
$4,798
5000
4500
4000
3500
3000
Column N
2500
Column O
2000
Column P
1500
Column Q
1000
500
0
1
ght
Column Q
1500
1000
500
0
1
Height versus weight

300
250
200
150
100
50
0
58
60
62
64
66
68
Height
70
72
74
76
78
Column N
Column O
Column P
Column Q
Column Q
chart can
can be
be placed
placed in
in one
one of
of two
two locations:
locations: on
on aa worksheet
worksheet (probably
(probably the
the worksheet
worksheet
AA chart
contains the
the data
data the
the chart
chart is
is based
based on),
on), or
or on
on aa separate
separate chart
chart sheet
sheet (a
(a sheet
sheet that
that has
ha
contains
rows
or
columns,
only
a
chart).
Some
people
prefer
the
first
option,
and
others
prefer
rows or columns, only a chart). Some people prefer the first option, and others prefer tt
second. ItIt is
is totally
totally aa matter
matter of
of taste.
taste. When
When you
you create
create aa chart
chart from
from the
the Insert
Insert ribbon,
ribbon, tt
second.
chart automatically
automatically goes
goes on
on the
the worksheet
worksheet with
with the
the data.
data. However,
However, itit is
is easy
easy to
to move
move i
chart
To change
change the
the location
location of
of aa chart:
chart:
To
Highlight the
the chart,
chart, and
and click
click on
on the
the Move
Move Chart
Chart button
button on
on the
the Chart
Chart Tools
Tools Design
Design ribbo
ribbo
Highlight
(see below).
below). You
You can
can then
then choose
choose from
from the
the above
above two
two options.
options.
(see
Try it!
it! Move
Move the
the chart
chart to
to the
the right
right to
to aa separate
separate chart
chart sheet.
sheet. (This
(This chart
chart sheet
sheet will
will have
have
Try
generic
name
like
Chart1,
but
you
can
rename
it
if
you
like.)
Then
move
the
chart
back
generic name like Chart1, but you can rename it if you like.) Then move the chart back
this
worksheet.
Note
that
when
you
move
the
chart
back
to
this
worksheet,
the
chart
this worksheet. Note that when you move the chart back to this worksheet, the chart ss
will disappear.
disappear.
will
obably the
the worksheet
worksheet that
that
obably
heet (a
(a sheet
sheet that
that has
has no
no
heet
n,
and
others
prefer
the
n, and others prefer the
om
the Insert
Insert ribbon,
ribbon, the
the
m the
er, itit is
is easy
easy to
to move
move it.
it.
er,
hart
Tools Design
Design ribbon
ribbon
art Tools
chart sheet
sheet will
will have
have aa
chart
n move
move the
the chart
chart back
back to
to
worksheet,
the
chart
sheet
worksheet, the chart sheet
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Nov-09
Dec-09
Sales
$8,627
$5,343
$6,244
$9,451
$6,698
$6,752
$5,985
$5,586
$8,476
$9,191
$7,242
$8,277
$10,000
$8,000
$6,000
$4,000
$2,000
$0
Jan-09
Mar-09
Sales
$10,000
$8,000
$6,000
$4,000
$2,000
$0
Jan-09
Mar-09
May-09
Jul-09
Sep-09
Nov-09
Once you
you create
create aa chart
chart and
and ensure
ensure that
that itit charts
charts the
the correct
correct series,
series, you
you are
are usually
usually sti
st
Once
finished. Just
Just about
about everything
everything you
you see
see on
on the
the chart
chart can
can be
be modified
modified to
to suit
suit your
your taste
taste
finished.
tell the
the story
story better).
better). Here
Here are
are some,
some, but
but certainly
certainly not
not all,
all, of
of the
the changes
changes you
you can
can make
mak
tell
1. Add,
Add, delete,
delete, or
or change
change the
the chart
chart title.
title.
1.
2. Add,
Add, delete,
delete, or
or change
change the
the axis
axis titles.
titles.
2.
3. Add,
Add, delete,
delete, or
or move
move the
the legend.
legend.
3.
4.
Change
the
scale,
font,
or
alignment of
of the
the axis
axis labels.
labels.
4. Change the scale, font, or alignment
5.
Add,
delete,
or
change
the
gridlines,
e.g.,
make
them
lighter.
5. Add, delete, or change the gridlines, e.g., make them lighter.
6. Add
Add data
data labels
labels to
to points
points on
on the
the chart.
chart.
6.
7. Change
Change the
the background
background color
color of
of the
the plot
plot area
area (the
(the inner
inner part
part of
of the
the chart).
chart).
7.
To make
make these
these or
or other
other changes,
changes, you
you can
can use
use the
the buttons
buttons on
on the
the Chart
Chart Tools
Tools ribbons,
ribbons, oo
To
can
right-click
on
the
part
of
the
chart
you
want
to
change
to
get
a
context-sensitive
m
can right-click on the part of the chart you want to change to get a context-sensitive m
From there,
there, itit is
is aa matter
matter of
of experimenting.
experimenting.
From
Try it!
it! II got
got the
the top
top chart
chart to
to the
the right
right by
by highlighting
highlighting the
the range
range M3:N15
M3:N15 and
and inserting
inserting aa
Try
scatter
chart
of
the
first
subtype.
Then
I
modified
it
quite
a
lot
to
produce
the
bottom cc
scatter chart of the first subtype. Then I modified it quite a lot to produce the bottom
Repeat
this
exercise
by
creating
the
default
scatter
chart
and
then
modifying
it
to look
look
Repeat this exercise by creating the default scatter chart and then modifying it to
my finished
finished version.
version.
my
Hints: IfIf you

you click
click on
on aa point
point on
on aa scatter
scatter chart,
chart, you
you select
select all
all of
of the
the points.
points. But
But you
you can
can
Hints:
select
a
single
point
by
clicking
twice
in
a
row
(not
double-clicking
but
clicking
once
an
select a single point by clicking twice in a row (not double-clicking but clicking once an
then
clicking
again.)
However,
this
still
didn't
help
with
the
label
at
the
top.
The
only
d
then clicking again.) However, this still didn't help with the label at the top. The only da
labels you
you can
can add
add to
to points
points on
on aa scatter
scatter chart
chart are
are the
the X-values
X-values or
or the
the Y-values.
Y-values. II wante
wante
labels
add the
the month
month label
label to
to the
the point
point near
near the
the top,
top, so
so II had
had to
to resort
resort to
to aa text
text box
box (from
(from the
the
add
Insert
ribbon).
Insert ribbon).
Clearly, you
you can
can spend
spend aa lot
lot of
of time
time modifying
modifying aa chart.
chart. Sometimes
Sometimes itit is
is time
time well
well spent,
spent
Clearly,
sometimes itit isn't.
isn't. You
You have
have to
to use
use common
common sense.
sense. My
My best
best advice
advice is:
is: Make
Make sure
sure itit look
look
sometimes
professional, make
make sure
sure itit tells
tells the
the story
story clearly,
clearly, and
and keep
keep itit simple!
simple! Usually
Usually simple
simple cha
cha
professional,
look
best
and
tell
the
story
best.
look best and tell the story best.
es, you
you are
are usually
usually still
still not
not
es,
fied to
to suit
suit your
your taste
taste (or
(or
fied
changes
you can
can make:
make:
hanges you
f the
the chart).
chart).
Chart Tools
Tools ribbons,
ribbons, or
or you
you
Chart
a
context-sensitive
menu.
a context-sensitive menu.
3:N15
and inserting
inserting aa
:N15 and
produce
the
bottom chart.
chart.
produce the bottom
n
modifying
it
to
look
like
n modifying it to look like
he points.
points. But
But you
you can
can
he
g
but
clicking
once
and
g but clicking once and
at
the
top.
The
only
data
at the top. The only data
the Y-values.
Y-values. II wanted
wanted to
to
rr the
text box
box (from
(from the
the
oo aa text
is time
time well
well spent,
spent, and
and
ss itit is
ce
is: Make
Make sure
sure itit looks
looks
e is:
le!
Usually simple
simple charts
charts
e! Usually
Person
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Nov-09
Dec-09
Sales1
$8,627
$5,343
$6,244
$9,451
$6,698
$6,752
$5,985
$5,586
$8,476
$9,191
$7,242
$8,277
Sales2
$23,919
$19,507
$34,377
$30,285
$19,673
$21,007
$16,644
$21,022
$23,928
$31,403
$25,333
$28,071
$40,000
$35,000
$30,000
$25,000
$20,000
$15,000
$10,000
$5,000
$0
$5,000
$6,000
Sale of
2
Product 2 ($1000s)
Sales2
$40,000
$35,000
$30,000
$25,000
Sales2
$20,000
$15,000
$10,000
$5,000
$0
$5,000
$6,000
$7,000
$8,000
$9,000
$10,000
Sale of product 2 versus sales of product 1

35,000.0
March
March
32,500.0
30,000.0
27,500.0
Product 2 ($1000s)
25,000.0
22,500.0
20,000.0
17,500.0
15,000.0
5,000
6,000
7,000
8,000
Product 1 ($1000s)
9,000
10,000
This tutorial
tutorial is
is built
built around
around hyperlinks,
hyperlinks, links
links like
like the
the one
one in
in cell
cell A1
A1 that
that let
let you
you maneuve
maneuv
This
easily from
from one
one worksheet
worksheet to
to another.
another. IfIf you
you have
have never
never tried
tried using
using hyperlinks
hyperlinks in
in your
your E
easily
files,
you
should
start
now.
They
are
really
easy.
files, you should start now. They are really easy.
To create
create aa hyperlink
hyperlink such
such as
as the
the one
one in
in cell
cell A1
A1 that
that takes
takes you
you back
back to
to the
the Table
Table of
of Con
Con
To
worksheet, right-click
right-click on
on aa cell
cell and
and select
select Hyperlink
Hyperlink to
to bring
bring up
up the
the dialog
dialog box
box below.
below. EE
worksheet,
the label
label you
you want
want in
in the
the "Text
"Text to
to display"
display" box.
box. Then,
Then, as
as you
you can
can see
see in
in the
the list
list on
on the
the le
l
the
you
can
choose
several
types
of
hyperlinks.
The
ones
I
have
used
for
this
tutorial
are
o
you can choose several types of hyperlinks. The ones I have used for this tutorial are o
"Place in
in This
This Document",
Document", where
where you
you can
can select
select aa worksheet
worksheet and
and aa cell
cell reference
reference to
to jum
jum
"Place
The other
other types
types you
you will
will probably
probably use
use most
most often
often are
are "Existing
"Existing File
File or
or Web
Web Page"
Page" and
and "E
"E
The
Address".
Actually,
Excel
is
quite
smart
about
Web
sites
and
email
adresses.
For
examp
Address". Actually, Excel is quite smart about Web sites and email adresses. For examp
you enter
enter aa URL
URL in
in aa cell
cell such
such as
as http://www.amazon.com,
http://www.amazon.com, you
you won't
won't even
even need
need the
the dia
dia
you
box
to
the
right.
Excel
will
immediately
sense
that
this
is
a
URL,
and
it
will
add
the
hyp
box to the right. Excel will immediately sense that this is a URL, and it will add the hype
automatically. Then
Then when
when you
you select
select this
this cell,
cell, your
your default
default browser
browser will
will open
open and
and take
take y
automatically.
the specified
specified URL.
URL. Or
Or ifif you
you enter
enter an
an address
address that
that looks
looks like
like an
an email
email address,
address, such
such as
as
the
jones@aol.com,
Excel
will
sense
that
this
is
an
email
address
and
will
add
a
hyperlink
jones@aol.com, Excel will sense that this is an email address and will add a hyperlink
automatically. Then
Then when
when you
you select
select this
this cell,
cell, your
your default
default email
email program
program will
will start
start up,
up,
automatically.
a
new
message
to
this
address.
a new message to this address.
Once you
you have
have aa hyperlink
hyperlink in
in aa cell,
cell, you
you can
can modify
modify or
or delete
delete itit by
by right-clicking
right-clicking on
on the
the
Once
and
choosing
Edit
Hyperlink
or
Remove
Hyperlink.
and choosing Edit Hyperlink or Remove Hyperlink.
1 that
that let
let you
you maneuver
maneuver
ng hyperlinks
hyperlinks in
in your
your Excel
Excel
ng
ck to
to the
the Table
Table of
of Contents
Contents
ck
he dialog
dialog box
box below.
below. Enter
Enter
he
see
in
the
list
on
the
left,
see in the list on the left,
d for
for this
this tutorial
tutorial are
are of
of type
type
a
cell
reference
to
jump
to.
a cell reference to jump to.
or Web
Web Page"
Page" and
and "E-mail
"E-mail
ee or
ill adresses.
adresses. For
For example,
example, ifif
on't even
even need
need the
the dialog
dialog
on't
and
it
will
add
the
hyperlink
nd it will add the hyperlink
er will
will open
open and
and take
take you
you to
to
er
mail address,
address, such
such as
as
mail
will add
add aa hyperlink
hyperlink
will
program
will
start up,
up, with
with
program will start
right-clicking on
on the
the cell
cell
yy right-clicking
Do you
you remember
remember your
your high
high school
school algebra
algebra class
class where
where you
you had
had to
to solve
solve aa single
single equa
equa
Do
for aa single
single "unknown"
"unknown" value?
value? You
You can
can do
do this
this in
in Excel
Excel with
with the
the Goal
Goal Seek
Seek tool.
tool. The
The unk
unk
for
is
called
a
changing
cell.
Essentially,
you
want
to
change
the
value
in
this
cell
to
forc
is called a changing cell. Essentially, you want to change the value in this cell to force
formula in
in some
some other
other cell
cell to
to be
be equal
equal to
to aa specified
specified value.
value.
formula
simple example
example of
of this
this appears
appears to
to the
the right.
right. Demand
Demand for
for aa company's
company's product
product is
is
AA simple
determined
by
a
linear
demand
curve:
the
higher
the
price,
the
lower
the
demand.
The
determined by a linear demand curve: the higher the price, the lower the demand. The
company
produces
exactly
enough
to
meet
demand,
with
the
given
unit
cost
of
produc
company produces exactly enough to meet demand, with the given unit cost of produc
The company
company wants
wants to
to find
find the
the breakeven
breakeven price,
price, that
that is,
is, the
the price
price that
that makes
makes profit
profit equ
eq
The
0. We
We can
can do
do this
this with
with Goal
Goal Seek.
Seek. Here
Here are
are the
the steps.
steps.
0.
1. Choose
Choose Goal
Goal Seek
Seek from
from the
the What-If
What-If Analysis
Analysis dropdown
dropdown on
on the
the Data
Data ribbon.
ribbon.
1.
2.
Fill
in
the
resulting
dialog
box
as
shown
to
the
right.
Specifically,
the
price in
in cell
cell M4
M4
2. Fill in the resulting dialog box as shown to the right. Specifically, the price
should
be
changed
so
that
the
profit
in
cell
M12
is
0.
should be changed so that the profit in cell M12 is 0.
you try
try this,
this, you
you will
will see
see that
that the
the result
result isn't
isn't very
very interesting.
interesting. It
It turns
turns out
out that
that the
the pri
pr
IfIf you
should
be
set
to
100,
at
which
point
the
demand
is
0,
and
this
yields
no
sales
and
no
should be set to 100, at which point the demand is 0, and this yields no sales and no pp
It is
is probably
probably more
more interesting
interesting to
to force
force the
the profit
profit to
to some
some positive
positive value.
value.
It
Try it!
it! See
See ifif you
you can
can change
change the
the price
price so
so that
that profit
profit equals
equals $12,500.
$12,500.
Try
Note: For
For numerical
numerical reasons,
reasons, Goal
Goal Seek
Seek can't
can't force
force profit
profit to
to exactly
exactly the
the value
value you
you spec
spec
Note:
only
gets
close.
For
example,
when
I
tried
to
force
profit
to
0,
I
got
the
result
in
the
dia
only gets close. For example, when I tried to force profit to 0, I got the result in the dial
box
to
the
right,
indicating
that
profit
got
forced
to
the
very
small
"current
value"
show
box to the right, indicating that profit got forced to the very small "current value" show
this isn't
isn't close
close enough,
enough, you
you can
can change
change an
an Excel
Excel setting
setting to
to make
make itit closer.
closer. Click
Click on
on the
the
this
button, then
then on
on Excel
Excel Options,
Options, and
and choose
choose the
the Formulas
Formulas group.
group. Then
Then change
change the
the "Maxi
"Max
button,
Change" to
to aa smaller
smaller value
value (more
(more decimals).
decimals).
Change"
to solve
solve aa single
single equation
equation
to
oal Seek
Seek tool.
tool. The
The unknown
unknown
oal
alue
in
this
cell
to
force
lue in this cell to force aa
pany's product
product is
is
pany's
ower
the
demand.
The
wer the demand. The
en
unit
cost
of
production.
en unit cost of production.
that makes
makes profit
profit equal
equal to
to
that
Data ribbon.
ribbon.
Data
y,
the
price in
in cell
cell M4
M4
y, the price
t turns
turns out
out that
that the
the price
price
elds
no
sales
and
no
profit.
lds no sales and no profit.
value.
value.
00.
00.
ly the
the value
value you
you specify;
specify; itit
ly
t
the
result
in
the
dialog
t the result in the dialog
l "current
"current value"
value" shown.
shown. IfIf
closer. Click
Click on
on the
the Office
Office
itit closer.
hen change
change the
the "Maximum
"Maximum
hen
Unit cost
Unit price
50
60
Demand curve (linear)

Intercept
2000
Slope
-20
Demand
Profit
800
8000
Data tables,
tables, also
also called
called what-if
what-if tables,
tables, allow
allow you
you to
to see
see very
very quickly
quickly how
how one
one or
or more
more
Data
outputs change
change as
as one
one or
or two
two key
key inputs
inputs change.
change. This
This is
is called
called sensitivity
sensitivity analysis,
analysis, o
outputs
simply what-if
what-if analysis,
analysis, and
and itit is
is aa key
key part
part of
of most
most business
business models.
models.
simply
There are
are two
two types
types of
of data
data tables:
tables: one-way
one-way tables
tables and
and two-way
two-way tables.
tables. AA one-way
one-way tab
tab
There
one input
input and
and any
any number
number of
of outputs.
outputs. AA two-way
two-way table
table has
has two
two inputs
inputs but
but only
only one
one out
ou
one
will
demonstrate
both
types
on
the
following
two
worksheets.
will demonstrate both types on the following two worksheets.
Business models
models are
are all
all about
about what-if
what-if questions.
questions. What
What would
would happen
happen to
to profit
profit ifif our
our uni
un
Business
increased by
by x%?
x%? What
What would
would happen
happen to
to our
our sales
sales ifif our
our competitor's
competitor's production
production decre
decre
increased
by y%?
y%? And
And so
so on.
on. Data
Data tables
tables are
are perfect
perfect for
for answering
answering these
these types
types of
of questions
questions in
in aa
by
systematic
way,
and
they
are
surprisingly
easy
to
create.
Therefore,
it
is
always
surpri
systematic way, and they are surprisingly easy to create. Therefore, it is always surpris
me that
that so
so few
few business
business students
students (and
(and business
business employees)
employees) are
are aware
aware of
of data
data tables.
tables. T
me
a
very
valuable
skill,
so
make
sure
you
learn
it!
a very valuable skill, so make sure you learn it!
Some data
data tables
tables are
are very
very long
long (many
(many rows),
rows), and
and each
each value
value might
might require
require the
the recalcu
recalcu
Some
of
a
complex
business
model,
so
the
recalculation
of
the
entire
data
table
might
take aa
of a complex business model, so the recalculation of the entire data table might take
while, several
several seconds
seconds or
or even
even minutes.
minutes. By
By default,
default, this
this recalculation
recalculation occurs
occurs every
every tim
tim
while,
anything in
in the
the spreadsheet
spreadsheet changes.
changes. So
So you
you could
could be
be waiting
waiting and
and waiting
waiting for
for many
many da
da
anything
table
recalculations.
For
this
reason,
there
is
an
Excel
calculation
setting
you
can
chan
table recalculations. For this reason, there is an Excel calculation setting you can chang
To change
change the
the calculation
calculation setting:
setting:
To
Click on
on the
the Office
Office button,
button, then
then Excel
Excel Options,
Options, then
then on
on Formulas.
Formulas. There
There you
you can
can change
chang
Click
Calculation
mode
from
Automatic
to
Automatic
except
for
data
tables
(see
to
the
right
Calculation mode from Automatic to Automatic except for data tables (see to the right)
With this
this setting,
setting, aa data
data table
table will
will not
not recalculate
recalculate until
until you
you want
want itit to.
to. You
You can
can force
force itit to
t
With
recalculate by
by pressing
pressing the
the Recalc
Recalc (F9)
(F9) key.
key.
recalculate
By the
the way,
way, there
there is
is one
one other
other calculation
calculation setting
setting you
you will
will see,
see, Manual.
Manual. With
With this
this setting
settin
By
nothing
recalculates
until
you
press
the
F9
key.
It's
hard
to
think
of
a
time
you
would
n
nothing recalculates until you press the F9 key. It's hard to think of a time you would ne
this setting,
setting, except
except maybe
maybe to
to mess
mess with
with your
your colleagues's
colleagues's minds!
minds!
this
kly how
how one
one or
or more
more
kly
ensitivity analysis,
analysis, or
or
ensitivity
els.
els.
tables.
one-way table
table has
has
ables. AA one-way
nputs
but only
only one
one output.
output. II
puts but
pen to
to profit
profit ifif our
our unit
unit cost
cost
pen
tor's
production decreased
decreased
or's production
pes of
of questions
questions in
in aa
pes
ore,
it
is
always
surprising
to
re, it is always surprising to
aware
of
data
tables.
This
is
aware of data tables. This is
ht require
require the
the recalculation
recalculation
ht
ata
table
might
take aa
ata table might take
ation
occurs every
every time
time
tion occurs
waiting for
for many
many data
data
dd waiting
setting
you
can
change.
setting you can change.
There you
you can
can change
change the
the
There
ables
(see
to
the
right).
bles (see to the right).
to. You
You can
can force
force itit to
to
tt to.
anual.
With this
this setting,
setting,
nual. With
of
a
time
you
would
need
of a time you would need
!
one-way data
data table
table lets
lets you
you see
see how
how one
one or
or more
more selected
selected outputs
outputs change
change as
as aa singl
sing
AA one-way
input varies
varies over
over some
some range.
range.
input
To illustrate,
illustrate, suppose
suppose Mr.
Mr. Jones
Jones buys
buys aa new
new car
car for
for $20,000,
$20,000, makes
makes aa $5,000
$5,000 down
down paym
pay
To
and finances
finances the
the remaining
remaining amount
amount over
over the
the next
next 36
36 months
months at
at aa 6.5%
6.5% annual
annual interest
interest
and
There are
are at
at least
least two
two outputs
outputs that
that might
might be
be of
of interest:
interest: the
the monthly
monthly payment
payment and
and the
the
There
interest
paid
through
the
duration
of
the
loan.
These
are
affected
by
the
four
inputs
in
interest paid through the duration of the loan. These are affected by the four inputs in
to
the
right.
to the right.
Lets first
first look
look at
at aa simple
simple one-way
one-way data
data table,
table, which
which illustrates
illustrates how
how aa single
single output,
output, m
m
Lets
payment, varies
varies as
as the
the annual
annual interest
interest rate
rate varies.
varies. This
This is
is shown
shown in
in the
the example
example to
to the
the
payment,
To create
create the
the table
table in
in columns
columns O
O and
and PP (which
(which II already
already did):
did):
To
Enter aa link
link for
for the
the output
output in
in cell
cell P5.
P5. Specifically,
Specifically, because
because the
the monthly
monthly payment
payment was
was
Enter
calculated with
with the
the PMT
PMT function
function in
in cell
cell M9,
M9, enter
enter the
the formula
formula =M9
=M9 in
in cell
cell P5.
P5. Then,
Then, sta
st
calculated
in
cell
O6,
enter
any
sequence
of
interest
rates.
Select
the
entire
tablethe
range
O5:
in cell O6, enter any sequence of interest rates. Select the entire tablethe range O5:P
Next, select
select the
the Data
Data tab,
tab, and
and in
in the
the Data
Data Tools
Tools group,
group, select
select Data
Data Table
Table from
from the
the What
Wha
Next,
Analysis
dropdown
(see
top
screenshot
to
the
right).
Finally,
enter
M6,
the
interest
rate
Analysis dropdown (see top screenshot to the right). Finally, enter M6, the interest rate
as the
the column
column input
input cell.
cell. There
There is
is no
no row
row input
input cell,
cell, so
so leave
leave itit blank
blank (see
(see bottom
bottom scree
scree
as
to the
the right).
right).
to
It is
is important
important to
to understand
understand exactly
exactly what
what happens
happens when
when you
you do
do this,
this, so
so read
read this
this para
para
It
several
times
until
it
sinks
in.
Excel
takes
each
interest
rate
in
column
O,
substitutes
several times until it sinks in. Excel takes each interest rate in column O, substitutes itit
the column
column input
input cell
cell you
you designated
designated (cell
(cell M6),
M6), recalculates
recalculates the
the formula
formula in
in cell
cell M9
M9 with
with
the
new interest
interest rate
rate (and
(and hence
hence the
the link
link in
in cell
cell P5,
P5, the
the one
one II colored
colored gray
gray for
for emphasis),
emphasis), aa
new
records the
the answer
answer in
in the
the data
data table.
table. You
You use
use aa column
column input
input cell
cell because
because the
the possible
possible
records
values
of
the
input
(the
interest
rates)
are
listed
in
a
column.
values of the input (the interest rates) are listed in a column.
You can
can tell
tell you
you have
have aa data
data table
table by
by looking
looking at
at any
any of
of the
the "answer"
"answer" cells,
cells, such
such as
as cell
cell P
You
contains aa formula
formula =TABLE(,M6),
=TABLE(,M6), surrounded
surrounded by
by curly
curly brackets.
brackets. The
The part
part inside
inside the
the
contains
parentheses shows
shows the
the row
row and
and column
column input
input cells,
cells, the
the first
first of
of which
which is
is blank
blank in
in this
this
parentheses
example.
The
curly
brackets
indicate
that
this
is
an
array
formula.
Essentially,
this
mea
example. The curly brackets indicate that this is an array formula. Essentially, this mea
that
it
is
entered
in
all
of
the
answer
cells
of
the
data
table
at
once,
as
a
group.
You
ne
that it is entered in all of the answer cells of the data table at once, as a group. You ne
need to
to enter
enter this
this formula;
formula; you
you create
create the
the table
table as
as explained
explained above.
above. However,
However, the
the form
form
need
documents what
what the
the answer
answer range
range contains.
contains.
documents
is also
also possible
possible to
to capture
capture multiple
multiple outputs
outputs in
in aa one-way
one-way data
data table.
table. An
An example
example app
app
ItIt is
the
right,
where
the
single
input
is
still
the
interest
rate,
but
there
are
two
outputs:
mo
the right, where the single input is still the interest rate, but there are two outputs: mo
payment and
and total
total interest
interest paid.
paid. This
This table
table is
is formed
formed exactly
exactly as
as before
before except
except that
that the
the
payment
range is
is now
now O39:Q44.
O39:Q44.
range
Try it!
it! Create
Create aa one-way
one-way data
data table
table that
that shows
shows the
the monthly
monthly payments
payments and
and the
the total
total intere
intere
Try
paid for
for each
each term
term (value
(value in
in cell
cell M51)
M51) from
from 12
12 to
to 48
48 in
in increments
increments of
of 12.
12. (Scroll
(Scroll to
to the
the rig
rig
paid
the
answer.)
the answer.)
Try itit again!

again! Delete
Delete the
the data
data table
table you
you just
just created.
created. Next,
Next, change
change the
the calculation
calculation setting
setting f
Try
Automatic to
to Automatic
Automatic except
except for
for data
data tables,
tables, as
as explained
explained on
on the
the previous
previous worksheet.
worksheet. C
Automatic
the data
data table
table again.
again. You
You should
should see
see the
the same
same value
value through
through the
the table.
table. Press
Press the
the F9
F9 key
key t
the
Try it!
it! Create
Create aa one-way
one-way data
data table
table that
that shows
shows the
the monthly
monthly payments
payments and
and the
the total
total intere
intere
Try
paid for
for each
each term
term (value
(value in
in cell
cell M51)
M51) from
from 12
12 to
to 48
48 in
in increments
increments of
of 12.
12. (Scroll
(Scroll to
to the
the rig
rig
paid
the
answer.)
the answer.)
Try itit again!

again! Delete
Delete the
the data
data table
table you
you just
just created.
created. Next,
Next, change
change the
the calculation
calculation setting
setting f
Try
Automatic to
to Automatic
Automatic except
except for
for data
data tables,
tables, as
as explained
explained on
on the
the previous
previous worksheet.
worksheet. C
Automatic
the data
data table
table again.
again. You
You should
should see
see the
the same
same value
value through
through the
the table.
table. Press
Press the
the F9
F9 key
key t
the
the
right
answers.
Then
go
back
and
change
the
calculation
setting
to
Automatic.
the right answers. Then go back and change the calculation setting to Automatic.
puts
change as
as aa single
single
uts change
es
$5,000 down
down payment,
payment,
s aa $5,000
a 6.5%
6.5% annual
annual interest
interest rate.
rate.
thly
payment and
and the
the total
total
hly payment
by the
the four
four inputs
inputs in
in blue
blue
by
ow aa single
single output,
output, monthly
monthly
ow
in the
the example
example to
to the
the right.
right.
in
Price of car
Down payment
Amount financed
Number of payments
Monthly payment
Total interest paid
$20,000
$5,000
$15,000
6.50%
36
$459.74
$1,550.46
nthly payment
payment was
was
nthly
M9 in
in cell
cell P5.
P5. Then,
Then, starting
starting
M9
tablethe
range
O5:P10.
tablethe range O5:P10.
Table from
from the
the What-If
What-If
aa Table
r
M6,
the
interest
rate cell,
cell,
r M6, the interest rate
ank
(see bottom
bottom screenshot
screenshot
nk (see
this, so
so read
read this
this paragraph
paragraph
this,
lumn
O,
substitutes
into
umn O, substitutes itit into
ormula in
in cell
cell M9
M9 with
with this
this
ormula
gray for
for emphasis),
emphasis), and
and
gray
because the
the possible
possible
because
er" cells,
cells, such
such as
as cell
cell P6.
P6. ItIt
er"
The part
part inside
inside the
the
The
hich
is blank
blank in
in this
this
ich is
a.
Essentially,
this
means
. Essentially, this means
ce,
as
a
group.
You
never
ce, as a group. You never
ve. However,
However, the
the formula
formula
ve.
able. An
An example
example appears
appears to
to
able.
e
are
two
outputs:
monthly
e are two outputs: monthly
before
except that
that the
the table
table
efore except
ts and
and the
the total
total interest
interest
ts
of
12. (Scroll
(Scroll to
to the
the right
right for
for
f 12.
calculation setting
setting from
from
ee calculation
previous worksheet.
worksheet. Create
Create
previous
ble. Press
Press the
the F9
F9 key
key to
to get
get
ble.
Price of car
Down payment
Amount financed
Number of payments
Monthly payment
Total interest paid
Price of car
Down payment
$20,000
$5,000
$15,000
6.50%
36
$459.74
$1,550.46
$20,000
$5,000
ts and
and the
the total
total interest
interest
ts
of
12. (Scroll
(Scroll to
to the
the right
right for
for
f 12.
calculation setting
setting from
from
ee calculation
previous worksheet.
worksheet. Create
Create
previous
ble. Press
Press the
the F9
F9 key
key to
to get
get
ble.
to
Automatic.
to Automatic.
Amount financed
Number of payments
Monthly payment
Total interest paid
$15,000
6.50%
36
$459.74
$1,550.46
Data table
Interest rate
Monthly payment
$459.74
6.00%
6.25%
6.50%
6.75%
7.00%
Data table
Interest
6.00%
6.25%
6.50%
6.75%
7.00%
Monthly payment
$459.74
Total interest
$1,550.46
Data table
Term
Monthly payment
Total interest
$459.74
12
24
36
48
$1,550.46
Two-way tables
tables allow
allow you
you to
to vary
vary two
two inputs,
inputs, one
one along
along aa row
row and
and one
one along
along aa column,
column,
Two-way
capture aa single
single output
output in
in the
the body
body of
of the
the table.
table. The
The example
example to
to the
the right
right illustrates
illustrates thi
th
capture
where
the
annual
interest
rate
and
the
amount
of
the
down
payment
both
vary,
and
th
where the annual interest rate and the amount of the down payment both vary, and th
single
output
is
the
monthly
payment.
single output is the monthly payment.
To create
create this
this table
table (which
(which II already
already did
did for
for you):
you):
To
Enter the
the formula
formula =M9
=M9 for
for the
the single
single output
output in
in the
the upper
upper left
left corner,
corner, cell
cell O4,
O4, of
of the
the dat
da
Enter
table.
(Again,
I
colored
this
cell
gray
for
emphasis.)
Enter
any
sequence
of
down
paym
table. (Again, I colored this cell gray for emphasis.) Enter any sequence of down payme
to the
the right
right of
of this
this and
and any
any sequence
sequence of
of interest
interest rates
rates below
below this.
this. Next,
Next, select
select the
the Data
Data
to
menu, and
and in
in the
the Data
Data Tools
Tools group,
group, select
select Data
Data Table
Table from
from the
the What-If
What-If Analysis
Analysis dropdow
dropdo
menu,
Finally, enter
enter M4
M4 as
as the
the row
row input
input cell,
cell, and
and enter
enter M6
M6 as
as the
the column
column input
input cell
cell (see
(see to
to th
th
Finally,
right).
right).
As with
with one-way
one-way tables,
tables, you
you can
can tell
tell you
you have
have aa data
data table
table by
by looking
looking at
at any
any of
of the
the "an
"an
As
cells, such
such as
as cell
cell P5.
P5. Each
Each contains
contains the
the formula
formula =TABLE(M4,M6),
=TABLE(M4,M6), surrounded
surrounded by
by curly
curl
cells,
brackets. This
This formula
formula indicates
indicates that
that M4
M4 is
is the
the row
row input
input cell
cell and
and M6
M6 is
is the
the column
column inpu
inpu
brackets.
In
words,
the
values
for
down
payment
go
across
the
top
row
of
the
table,
and
the
valu
In words, the values for down payment go across the top row of the table, and the valu
interest rate
rate go
go down
down the
the left
left column
column of
of the
the table.
table.
interest
Remember that
that aa two-way
two-way data
data table
table allows
allows only
only one
one output.
output. IfIf you
you want
want to
to analyze
analyze mu
m
Remember
outputs,
you
have
to
create
multiple
data
tables,
one
for
each
output.
outputs, you have to create multiple data tables, one for each output.
Try it!
it! Create
Create aa two-way
two-way data
data table
table that
that shows
shows the
the total
total interest
interest paid
paid for
for each
each term
term from
from
Try
60 in
in increments
increments of
of 12,
12, and
and each
each down
down payment
payment from
from $4000
$4000 to
to $6000
$6000 in
in increments
increments oo
60
Put down
down payments
payments along
along the
the top,
top, terms
terms along
along the
the side.
side. (Scroll
(Scroll to
to the
the right
right for
for the
the answ
ans
Put
d one
one along
along aa column,
column, and
and
the
right illustrates
illustrates this,
this,
he right
ment
both vary,
vary, and
and the
the
ent both
Price of car
Down payment
Amount financed
Number of payments
ner, cell
cell O4,
O4, of
of the
the data
data
ner,
quence
of
down
payments
uence of down payments
Next, select
select the
the Data
Data
Next,
hat-If Analysis
Analysis dropdown.
dropdown.
hat-If
mn
input cell
cell (see
(see to
to the
the
n input
Monthly payment
Total interest paid
$20,000
$5,000
$15,000
6.50%
36
$459.74
$1,550.46
king at
at any
any of
of the
the "answer"
"answer"
king
6),
surrounded by
by curly
curly
), surrounded
M6 is
is the
the column
column input
input cell.
cell.
M6
he
table,
and
the
values
for
he table, and the values for
ou want
want to
to analyze
analyze multiple
multiple
ou
tput.
tput.
paid
for each
each term
term from
from 12
12 to
to
aid for
6000 in
in increments
increments of
of $1000.
$1000.
6000
the right
right for
for the
the answer.)
answer.)
oo the
Price of car
Down payment
Amount financed
Number of payments
Monthly payment
Total interest paid
$20,000
$5,000
$15,000
6.50%
36
$459.74
$1,550.46
Data table of monthly payment

$459.74
$4,000
$5,000
6.00%
6.25%
6.50%
6.75%
7.00%
Data table of total interest paid
$6,000
Data table of total interest paid

$1,550.46
$4,000
$5,000
12
24
36
48
60
$6,000
It is
is very
very common
common to
to work
work with
with "data
"data sets"
sets" in
in Excel,
Excel, where
where aa data
data set
set is
is typically
typically arranged
arranged
It
rectangular range
range with
with "observations"
"observations" in
in the
the rows,
rows, "attributes"
"attributes" in
in the
the columns,
columns, and
and
aa rectangular
attribute
names
in
the
top
row.
(Attributes
are
also
called
variables
or
fields.)
A
typical
da
attribute names in the top row. (Attributes are also called variables or fields.) A typical dat
set
appears
to
the
right.
Each
row
is
an
observation
on
some
person,
and
each
column
is
set appears to the right. Each row is an observation on some person, and each column is
lists an
an attribute
attribute about
about the
the people.
people.
lists
Excel users
users have
have worked
worked with
with data
data sets
sets for
for years,
years, and
and for
for several
several versions
versions of
of Excel,
Excel, they
they
Excel
were
known
somewhat
informally
as
"lists."
But
in
Excel
2007,
they
gained
much
more
were known somewhat informally as "lists." But in Excel 2007, they gained much more
prominence and
and became
became known
known as
as "tables."
"tables." This
This was
was aa much
much needed
needed change.
change. You
You can
can do
do
prominence
many useful
useful tasks
tasks with
with the
the new
new tables
tables that
that you
you either
either couldn't
couldn't do
do before
before or
or could
could do
do only
only
many
with extra
extra work.
work. Now
Now these
these tasks
tasks are
are easy.
easy.
with
It is
is not
not enough
enough to
to have
have aa rectangular
rectangular range
range of
of data
data to
to apply
apply the
the new
new tools.
tools. You
You must
must
It
designate the
the range
range as
as aa table.
table. There
There are
are two
two ways
ways to
to do
do this,
this, both
both equally
equally easy.
easy. For
For each
each
designate
make
sure
your
cursor
is
somewhere
(anywhere)
in
the
table.
Then:
make sure your cursor is somewhere (anywhere) in the table. Then:
1. Click
Click on
on Table
Table toward
toward the
the left
left of
of the
the Insert
Insert ribbon,
ribbon, or
or
1.
2. Click
Click on
on Format
Format as
as Table
Table on
on the
the Home
Home ribbon
ribbon and
and choose
choose any
any of
of the
the color
color styles.
styles.
2.
Excel guesses
guesses that
that the
the range
range "surrounding"
"surrounding" the
the cursor
cursor position
position is
is the
the table
table range,
range, but
but you
you
Excel
can
override
this
guess
if
necessary.
can override this guess if necessary.
Try it!
it! Designate
Designate the
the data
data set
set to
to the
the right
right as
as aa table.
table. You
You will
will see
see that
that the
the formatting
formatting
Try
changes,
and
you
will
see
two
other
important
changes.
First,
there
is
a
dropdown
arrow
changes, and you will see two other important changes. First, there is a dropdown arrow
next
to
each
attribute
name.
These
are
used
for
sorting
and
filtering,
as
discussed
below.
next to each attribute name. These are used for sorting and filtering, as discussed below.
Second,
if
your
cursor
is
inside
the
table,
there
is
a
new
Table
Tools
Design
tab
and
Second, if your cursor is inside the table, there is a new Table Tools Design tab and
corresponding ribbon.
ribbon. It
It contains
contains the
the tools
tools for
for manipulating
manipulating the
the table.
table.
corresponding
you don't
don't want
want the
the range
range to
to be
be aa table,
table, II suggest
suggest that
that you
you first
first select
select aa table
table style
style that
that ii
IfIf you
"plain"
(like
a
regular
worksheet).
Then
click
on
Convert
to
Range
on
the
Table
Tools
Desi
"plain" (like a regular worksheet). Then click on Convert to Range on the Table Tools Desig
ribbon.
The
dropdown
arrows
will
disappear.
Try
this
on
the
table
you
just
created.
ribbon. The dropdown arrows will disappear. Try this on the table you just created.
One of
of the
the main
main uses
uses of
of tables
tables is
is filtering,
filtering, that
that is,
is, hiding
hiding (but
(but not
not deleting)
deleting) rows
rows that
that don't
don't
One
match
various
conditions.
Filtering
is
done
through
the
dropdown
arrows
next
to
the
colum
match various conditions. Filtering is done through the dropdown arrows next to the colum
headings. II won't
won't even
even begin
begin to
to explain
explain all
all of
of the
the options,
options, but
but with
with aa little
little bit
bit of
of
headings.
experimenting, you
you should
should be
be able
able to
to master
master them
them in
in no
no time.
time. Just
Just remember
remember that
that they
they bu
bu
experimenting,
upon
one
another.
For
example,
if
you
filter
on
Gender
so
that
only
males
are
showing,
an
upon one another. For example, if you filter on Gender so that only males are showing, an
you then
then filter
filter on
on Children
Children so
so that
that only
only people
people with
with at
at least
least 22 children
children are
are showing,
showing, you
you wi
w
you
see
only
males
with
at
least
2
children.
see only males with at least 2 children.
Try it!
it! Designate
Designate the
the data
data set
set to
to the
the right
right as
as aa table
table ifif necessary,
necessary, and
and then
then experiment
experiment wit
wit
Try
the
filters.
Note
that
there
are
number
filters,
text
filters,
and
date
filters.
Experiment
with
the filters. Note that there are number filters, text filters, and date filters. Experiment with
all of
of them.
them.
all
To clear
clear aa filter,
filter, click
click on
on the
the columns
columns dropdown
dropdown arrow
arrow and
and select
select the
the Clear
Clear Filter
Filter item.
item. To
To
To
clear all
all filters,
filters, click
click on
on the
the Clear
Clear button
button in
in the
the Sort
Sort &
& Filter
Filter group
group on
on the
the Home
Home ribbon.
ribbon. (It
(It
clear
also
on
the
Data
ribbon.)
Try
it
now
by
clearing
all
your
filters.
also on the Data ribbon.) Try it now by clearing all your filters.
the filters.
filters. Note
Note that
that there
there are
are number
number filters,
filters, text
text filters,
filters, and
and date
date filters.
filters. Experiment
Experiment with
with
the
all
of
them.
all of them.
To clear
clear aa filter,
filter, click
click on
on the
the columns
columns dropdown
dropdown arrow
arrow and
and select
select the
the Clear
Clear Filter
Filter item.
item. To
To
To
clear
all
filters,
click
on
the
Clear
button
in
the
Sort
&
Filter
group
on
the
Home
ribbon.
(It
clear all filters, click on the Clear button in the Sort & Filter group on the Home ribbon. (It
also
on
the
Data
ribbon.)
Try
it
now
by
clearing
all
your
filters.
also on the Data ribbon.) Try it now by clearing all your filters.
You probably
probably noticed
noticed that
that when
when you
you clicked
clicked on
on aa column
column dropdown
dropdown arrow,
arrow, there
there are
are also
also
You
sorting options.
options. II already
already discussed
discussed sorting
sorting in
in aa previous
previous worksheet,
worksheet, and
and the
the options
options here
here
sorting
about
the
same.
If
sorting
in
tables
provides
any
advantages
over
sorting
in
regular
(nonabout the same. If sorting in tables provides any advantages over sorting in regular (nontable) data
data sets,
sets, II haven't
haven't noticed
noticed them.
them.
table)
One important
important advantage
advantage of
of aa table
table is
is that
that you
you can
can summarize
summarize filtered
filtered data
data easily.
easily. To
To do
do ss
One
check
the
Total
Row
box
on
the
Table
Tools
Design
ribbon.
This
generates
a
"total"
row
bel
check the Total Row box on the Table Tools Design ribbon. This generates a "total" row bel
the
table.
By
default,
it
shows
the
sum
of
the
values
in
the
rightmost
column.
But
it
gives
the table. By default, it shows the sum of the values in the rightmost column. But it gives
you many
many more
more options.
options. IfIf you
you click
click on
on any
any cell
cell in
in the
the total
total row,
row, you
you will
will see
see aa dropdown
dropdown lil
you
of ways
ways you
you can
can summarize
summarize the
the column
column (count,
(count, sum,
sum, average,
average, and
and others).
others). And
And important
importan
of
if
you
then
filter
the
data,
the
summary
measures
will
be
only
for
the
filtered
data.
(This
if you then filter the data, the summary measures will be only for the filtered data. (This
couldn't
be
done,
at
least
not
easily,
before
Excel
2007.)
couldn't be done, at least not easily, before Excel 2007.)
Try it!
it! Create
Create aa total
total row
row fo
fo the
the table
table to
to the
the right,
right, and
and show
show summary
summary measures
measures that
that seem
seem
Try
appropriate. Then
Then filter
filter in
in some
some way
way and
and see
see whether
whether the
the summary
summary measures
measures change.
change.
appropriate.
feature of
of tables
tables that
that business
business people
people will
will love
love is
is that
that they
they expand
expand automatically
automatically as
as new
new
AA feature
data
is
added.
For
example,
suppose
you
designate
the
data
set
to
the
right
as
a
table.
La
data is added. For example, suppose you designate the data set to the right as a table. La
you add
add new
new products
products to
to the
the right
right or
or new
new monthly
monthly sales
sales at
at the
the bottom.
bottom. These
These will
will
you
automatically be
be part
part of
of the
the table.
table. Better
Better yet,
yet, ifif you
you build
build aa chart
chart from
from the
the table,
table, the
the chart
char
automatically
update
automatically
to
include
new
data.
(The
same
is
true
of
pivot
tables
built
from
tab
update automatically to include new data. (The same is true of pivot tables built from tabl
Try it!
it! Designate
Designate the
the data
data set
set to
to the
the right
right as
as aa table.
table. Next,
Next, highlight
highlight the
the entire
entire table
table and
and in
in
Try
line chart.
chart. By
By default,
default, you
you should
should see
see aa line
line for
for each
each product,
product, with
with time
time on
on the
the horizonta
horizonta
aa line
axis. Now
Now add
add aa couple
couple more
more months
months of
of data
data at
at the
the bottom
bottom of
of the
the table
table and
and add
add aa new
new pro
pr
axis.
with
some
reasonable
data
at
the
right
of
the
table.
The
chart
should
update
automatical
with some reasonable data at the right of the table. The chart should update automaticall
set is
is typically
typically arranged
arranged in
in
set
in
the columns,
columns, and
and
n the
es or
or fields.)
fields.) AA typical
typical data
data
es
son,
and
each
column
is
son, and each column is
versions of
of Excel,
Excel, they
they
versions
ey
gained
much
more
ey gained much more
eded
change. You
You can
can do
do so
so
ded change.
o before
before or
or could
could do
do only
only
new tools.
tools. You
You must
must
new
th equally
equally easy.
easy. For
For each,
each,
th
en:
n:
of
the color
color styles.
styles.
f the
the table
table range,
range, but
but you
you
the
that
the formatting
formatting
hat the
re
is
a
dropdown
arrow
re is a dropdown arrow
ing,
as
discussed
below.
ng, as discussed below.
ls
Design
tab
and
ls Design tab and
able.
able.
select aa table
table style
style that
that is
is
select
e
on
the
Table
Tools
Design
e on the Table Tools Design
you just
just created.
created.
you
deleting) rows
rows that
that don't
don't
deleting)
arrows
next
to
the
column
arrows next to the column
little bit
bit of
of
hh aa little
st
remember that
that they
they build
build
t remember
ly
males
are
showing,
and
y males are showing, and
dren are
are showing,
showing, you
you will
will
dren
and then
then experiment
experiment with
with
and
e
filters.
Experiment
with
e filters. Experiment with
the
Clear Filter
Filter item.
item. To
To
he Clear
on the
the Home
Home ribbon.
ribbon. (It
(It is
is
on
Person
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
Birthdate Gender
8/5/1959 Male
10/15/1977 Female
1/3/1981 Male
5/5/1949 Male
4/4/1987 Female
6/30/1949 Female
5/22/1949 Female
10/30/1952 Male
1/17/1957 Male
9/18/1985 Female
7/19/1953 Male
12/10/1946 Female
3/29/1986 Female
12/12/1952 Female
6/12/1977 Female
11/19/1989 Male
9/6/1957 Male
9/30/1970 Female
10/24/1973 Male
6/8/1978 Male
8/27/1990 Female
2/9/1947 Male
4/1/1989 Male
3/12/1970 Male
3/28/1970 Male
5/6/1963 Male
5/7/1959 Male
3/6/1987 Male
2/9/1958 Male
8/4/1955 Female
11/9/1984 Male
2/10/1961 Female
4/1/1961 Female
10/20/1961 Male
4/25/1970 Male
2/17/1977 Male
4/13/1985 Male
5/16/1966 Male
10/28/1969 Female
11/30/1958 Male
9/27/1962 Male
1/25/1968 Male
State
Illinois
Wisconsin
Ohio
Indiana
Michigan
Indiana
Illinois
Michigan
Michigan
Indiana
Ohio
Wisconsin
Michigan
Indiana
Indiana
Wisconsin
Ohio
Michigan
Wisconsin
Illinois
Ohio
Indiana
Michigan
Wisconsin
Ohio
Michigan
Indiana
Michigan
Illinois
Ohio
Indiana
Ohio
Ohio
Illinois
Michigan
Michigan
Michigan
Ohio
Indiana
Illinois
Illinois
Ohio
filters. Experiment
Experiment with
with
ee filters.
the
Clear Filter
Filter item.
item. To
To
he Clear
on
the
Home
ribbon.
(It is
is
on the Home ribbon. (It
wn
arrow, there
there are
are also
also
n arrow,
et, and
and the
the options
options here
here are
are
et,
r
sorting
in
regular
(nonr sorting in regular (non-
ltered
data easily.
easily. To
To do
do so,
so,
tered data
nerates
a
"total"
row
below
nerates a "total" row below
most
column. But
But itit gives
gives
ost column.
ou will
will see
see aa dropdown
dropdown list
list
ou
others). And
And importantly,
importantly,
dd others).
the filtered
filtered data.
data. (This
(This
the
43
44
45
46
47
48
49
50
51
52
53
54
55
10/15/1988 Female
2/11/1978 Female
6/19/1974 Male
9/22/1989 Male
7/25/1983 Female
4/9/1956 Female
2/9/1989 Male
12/10/1960 Female
8/6/1956 Male
9/20/1981 Male
1/31/1963 Male
12/7/1973 Female
12/3/1988 Male
mary measures
measures that
that seem
seem
mary
ary
measures change.
change.
ry measures
and automatically
automatically as
as new
new
and
to
the
right
as
a
table.
Later
o the right as a table. Later
ottom.
These will
will
ttom. These
from the
the table,
table, the
the chart
chart will
will
from
ivot
tables
built
from
tables.)
vot tables built from tables.)
ght
the entire
entire table
table and
and insert
insert
ht the
ith
time on
on the
the horizontal
horizontal
th time
e table
table and
and add
add aa new
new product
product
ould
update
automatically!
ould update automatically!
Month
Jan-08
Feb-08
Mar-08
Apr-08
May-08
Jun-08
Jul-08
Aug-08
Sep-08
Oct-08
Nov-08
Dec-08
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Product1
$4,822
$2,538
$3,993
$1,150
$3,625
$3,508
$3,068
$4,845
$1,517
$4,782
$3,669
$3,563
$2,330
$3,380
$1,687
$3,024
$3,647
$1,160
$1,310
$3,956
$2,935
$1,861
Product2
$2,714
$3,824
$3,046
$2,549
$4,712
$3,124
$1,694
$1,266
$4,474
$3,286
$1,309
$2,774
$1,551
$3,780
$4,072
$3,482
$1,009
$2,597
$2,494
$2,460
$3,542
$3,510
Wisconsin
Michigan
Indiana
Wisconsin
Wisconsin
Indiana
Ohio
Michigan
Michigan
Indiana
Wisconsin
Ohio
Wisconsin
Children
1
2
0
2
3
3
2
1
3
1
1
0
2
2
2
1
0
2
2
0
2
1
0
0
1
1
3
2
1
2
2
1
1
0
2
0
2
0
3
1
1
2
Salary
$65,400
$62,000
$63,200
$52,000
$81,400
$46,300
$49,600
$45,900
$47,700
$59,900
$48,100
$58,100
$56,000
$53,400
$39,000
$61,500
$37,700
$36,700
$45,200
$59,000
$54,300
$62,100
$78,000
$43,200
$44,500
$43,300
$45,400
$53,900
$44,100
$31,000
$67,400
$59,300
$48,600
$58,400
$65,500
$46,900
$41,000
$89,300
$71,800
$95,000
$49,700
$71,700
0
0
2
0
1
2
2
1
2
2
2
0
0
$52,900
$58,300
$82,000
$41,300
$72,000
$73,500
$55,200
$57,000
$84,300
$68,900
$59,000
$83,200
$52,400
Pivot tables
tables are
are aa manager's
manager's dream.
dream. They
They allow
allow you
you "slice
"slice and
and dice"
dice" data
data in
in aa typical
typical da
d
Pivot
set in
in all
all sorts
sorts of
of ways.
ways. Essentially,
Essentially, you
you use
use pivot
pivot tables
tables to
to break
break down
down variables
variables like
like
set
revenue or
or items
items sold
sold by
by categories,
categories, such
such as
as by
by region,
region, by
by month,
month, by
by store,
store, and
and so
so on.
on.
revenue
Pivot tables
tables have
have been
been included
included in
in Excel
Excel since
since the
the late
late 1990s,
1990s, and
and each
each new
new version
version ha
ha
Pivot
changed them
them slightly.
slightly. Then
Then Excel
Excel 2007
2007 changed
changed them
them aa lot,
lot, or
or at
at least
least itit changed
changed the
the
changed
interface for
for pivot
pivot tables
tables aa lot.
lot. This
This was
was evidently
evidently in
in response
response to
to users
users who
who complained
complained
interface
the
old
interface
was
not
very
user
friendly.
Although
I
don't
happen
to
agree
with this
this
the old interface was not very user friendly. Although I don't happen to agree with
complaint
(I
always
though
pivot
tables
were
pretty
easy
to
use),
I
agree
that
the
Exce
complaint (I always though pivot tables were pretty easy to use), I agree that the Excel
user interface
interface is
is better
better than
than ever.
ever. In
In fact,
fact, II know
know of
of no
no tool
tool in
in any
any software
software package
package tha
tha
user
enables you
you to
to get
get so
so much
much information
information so
so quickly
quickly and
and easily.
easily.
enables
Probably the
the only
only thing
thing that
that makes
makes pivot
pivot tables
tables difficult
difficult for
for some
some users
users is
is that
that there
there are
ar
Probably
many
options.
Whole
books
have
been
written
about
pivot
tables.
I
don't
recommend
many options. Whole books have been written about pivot tables. I don't recommend tt
simply because
because they
they spend
spend aa lot
lot of
of pages
pages and
and directions
directions explaining
explaining options
options that
that are
are qu
qu
simply
intuitive. Rather
Rather than
than read
read such
such books,
books, II recommend
recommend that
that you
you learn
learn the
the essentials
essentials and
and
intuitive.
experiment. The
The discussion
discussion here
here will
will get
get you
you started,
started, but
but II make
make no
no attempt
attempt to
to explain
explain
experiment.
anywhere
near
all
of
the
possibilities.
anywhere near all of the possibilities.
The data
data set
set to
to the
the right
right is
is typical.
typical. Each
Each row
row is
is aa sale
sale to
to some
some customer.
customer. The
The last
last two
two
The
variables,
Items
Ordered
and
Total
Cost,
are
numeric,
so
they
are
candidates
for
break
variables, Items Ordered and Total Cost, are numeric, so they are candidates for breaki
down by
by the
the categorical
categorical variables
variables to
to their
their left.
left.
down
To create
create aa pivot
pivot table,
table, place
place your
your cursor
cursor somewhere
somewhere (anywhere)
(anywhere) in
in the
the data
data set
set and
and cl
c
To
the
Pivot
Table
button
on
the
Insert
ribbon.
Excel
guesses
the
data
range,
which
you
ca
the Pivot Table button on the Insert ribbon. Excel guesses the data range, which you ca
override ifif necessary,
necessary, and
and itit asks
asks where
where you
you want
want the
the pivot
pivot table
table to
to be
be placed.
placed.
override
Try it!
it! Create
Create aa pivot
pivot table
table from
from this
this data
data set,
set, and
and place
place itit on
on aa new
new worksheet.
worksheet. The
The new
ne
Try
worksheet's
name
will
be
something
generic
like
Sheet9,
and
it
will
be
located
just
to
worksheet's name will be something generic like Sheet9, and it will be located just to tt
of this
this worksheet.
worksheet. Rename
Rename the
the new
new worksheet
worksheet Practice
Practice Pivot
Pivot Table.
Table. (To
(To keep
keep from
from havin
havin
of
go
back
and
forth
between
worksheets,
you
might
want
to
copy
this
text
box
and
the oo
go back and forth between worksheets, you might want to copy this text box and the
below to
to the
the new
new worksheet.)
worksheet.)
below
You should
should see
see aa blank
blank pivot
pivot table
table to
to the
the left,
left, and
and ifif your
your cursor
cursor is
is inside
inside it,
it, you
you should
should
You
Pivot
Table
Field
List
window
on
the
right
and
two
PivotTable
Tools
tabs
(Options
and De
De
Pivot Table Field List window on the right and two PivotTable Tools tabs (Options and
and corresponding
corresponding ribbons
ribbons at
at the
the top.
top. (I'll
(I'll say
say itit again.
again. The
The field
field list
list window
window and
and the
the piv
piv
and
table tabs
tabs are
are visible
visible only
only when
when your
your cursor
cursor is
is inside
inside aa pivot
pivot table.
table. So
So ifif they
they disappear
disappear
table
you'll know
know why.)
why.)
you'll
The key
key is
is the
the field
field list
list on
on the
the right.
right. The
The top
top pane
pane shows
shows all
all of
of the
the available
available fields
fields (colu
(colu
The
and the
the bottom
bottom pane
pane shows
shows the
the four
four areas
areas you
you can
can drag
drag these
these to.
to. Rather
Rather than
than listen
listen to
to
and
long explanation,
explanation, try
try the
the following:
following:
long
Drag Gender
Gender to
to the
the Row
Row Labels
Labels area,
area, drag
drag Region
Region to
to the
the Column
Column Labels
Labels area,
area, drag
drag Paid
Paid
Drag
to
the
Report
Filter
area,
and
drag
Total
Cost
to
the
Values
area.
You
have
just
broken
to the Report Filter area, and drag Total Cost to the Values area. You have just broken dd
Total Cost
Cost by
by Gender,
Gender, Region,
Region, and
and Paid
Paid With.
With. Each
Each number
number in
in the
the pivot
pivot table
table is
is the
the sum
sum
Total
Total Cost
Cost for
for its
its particular
particular category
category values.
values.
Total
Here are
are some
some other
other things
things you
you can
can do
do to
to the
the pivot
pivot table
table you
you just
just built:
built:
Here
1. By
By default,
default, the
the sums
sums are
are for
for all
all categories
categories of
of the
the Report
Report Filter
Filter variable.
variable. To
To show
show sums
sum
1.
for
VISA
sales,
say,
click
on
the
dropdown
arrow
next
to
Paid
With
and
select
VISA.
for VISA sales, say, click on the dropdown arrow next to Paid With and select VISA.
2. You
You can
can hide
hide any
any row
row or
or column
column categories.
categories. For
For example,
example, click
click on
on the
the Column
Column Labels
Labels
2.
Here are
are some
some other
other things
things you
you can
can do
do to
to the
the pivot
pivot table
table you
you just
just built:
built:
Here
1. By
By default,
default, the
the sums
sums are
are for
for all
all categories
categories of
of the
the Report
Report Filter
Filter variable.
variable. To
To show
show sums
sum
1.
for
VISA
sales,
say,
click
on
the
dropdown
arrow
next
to
Paid
With
and
select
VISA.
for VISA sales, say, click on the dropdown arrow next to Paid With and select VISA.
2. You
You can
can hide
hide any
any row
row or
or column
column categories.
categories. For
For example,
example, click
click on
on the
the Column
Column Labels
Labels
2.
dropdown and
and select
select only
only Midwest
Midwest and
and West.
West.
dropdown
3. You
You can
can change
change the
the way
way Total
Total Cost
Cost is
is summarized
summarized and
and the
the way
way its
its values
values are
are formatt
format
3.
To do
do so,
so, right-click
right-click on
on any
any of
of the
the numbers
numbers in
in the
the pivot
pivot table
table and
and select
select Value
Value Field
Field Sett
Set
To
(You will
will do
do this
this often,
often, so
so remember
remember it.)
it.) In
In the
the Summarize
Summarize by
by list,
list, select
select Average.
Average. Then
Then
(You
on the
the Number
Number Format
Format button
button and
and select
select aa number
number format
format in
in the
the usual
usual way.
way. Now
Now you
you ss
on
average
of
Total
Cost
for
the
various
categories.
average of Total Cost for the various categories.
4. In
In the
the bottom
bottom pane
pane of
of the
the field
field settings
settings window,
window, drag
drag Gender
Gender to
to the
the column
column area
area and
an
4.
Region to
to the
the row
row area.
area. This
This is
is called
called pivoting.
pivoting. (So
(So guess
guess why
why they're
they're called
called pivot
pivot table
table
Region
5. In
In the
the bottom
bottom pane
pane of
of the
the field
field settings
settings window,
window, drag
drag any
any of
of the
the fields
fields to
to aa blank
blank spa
spa
5.
the
worksheet
(or
simply
uncheck
its
box
in
the
top
pane).
This
removes
the
field
from
the worksheet (or simply uncheck its box in the top pane). This removes the field from
pivot table.
table. There
There is
is no
no requirement
requirement that
that each
each of
of the
the four
four areas
areas must
must contain
contain aa field.
field.
pivot
6. You
You can
can have
have two
two (or
(or even
even more)
more) fields
fields in
in aa given
given area.
area. For
For example,
example, put
put both
both Region
Regio
6.
Time
in
the
row
area.
It
starts
to
get
"busy,"
but
you
are
certainly
allowed
to
do
it.
Time in the row area. It starts to get "busy," but you are certainly allowed to do it.
7. You
You can
can sort
sort the
the values
values in
in the
the row
row or
or column
column area
area through
through the
the dropdown
dropdown arrows,
arrows, but
but
7.
sort order
order might
might not
not be
be the
the "natural"
"natural" order.
order. For
For example,
example, drag
drag Time
Time to
to the
the row
row area
area (an
(an
sort
drag any
any other
other variable
variable off).
off). The
The natural
natural order
order is
is Morning,
Morning, Afternoon,
Afternoon, Evening,
Evening, but
but this
this
drag
what you
you get
get with
with aa sort.
sort. Fortunately,
Fortunately, there
there is
is aa trick.
trick. Select
Select the
the Morning
Morning cell,
cell, and
and place
plac
what
cursor
at
the
bottom
of
the
cell
so
that
it
becomes
a
4-way
arrow.
Now
drag
it
up
abov
cursor at the bottom of the cell so that it becomes a 4-way arrow. Now drag it up above
Afternoon.
Afternoon.
8. With
With your
your cursor
cursor in
in the
the pivot
pivot table,
table, click
click on
on the
the PivotChart
PivotChart button
button on
on the
the PivotTable
PivotTable TT
8.
Options
ribbon,
and
select
a
chart
type.
You
not
only
get
a
very
nice-looking
Excel char
char
Options ribbon, and select a chart type. You not only get a very nice-looking Excel
it
updates
automatically
as
you
make
changes
in
the
pivot
table.
That
is,
the
pivot
tab
it updates automatically as you make changes in the pivot table. That is, the pivot tabl
the corresponding
corresponding pivot
pivot chart
chart are
are perfectly
perfectly synchronized.
synchronized. Make
Make some
some changes
changes to
to the
the pp
the
table to
to see
see what
what II mean.
mean. This
This is
is almost
almost too
too good
good to
to be
be true!
true!
table
the field
field in
in the
the Values
Values area
area is
is numeric,
numeric, as
as itit usually
usually is,
is, then
then you
you probably
probably want
want to
to
IfIf the
summarize
it
by
sums
or
averages.
But
you
can
also
summarize
by
counts.
Then
doe
summarize it by sums or averages. But you can also summarize by counts. Then itit doe
matter which
which field
field is
is in
in the
the Values
Values area.
area.
matter
Try it!
it! Start
Start over
over by
by dragging
dragging everthing
everthing off
off the
the pivot
pivot table.
table. Now
Now drag
drag Region
Region to
to the
the row
row
Try
Gender
to
the
column
area,
and
any
variable
to
the
Values
area.
Gender to the column area, and any variable to the Values area.
you drag
drag aa text
text variable
variable to
to the
the Values
Values area,
area, you
you get
get counts
counts by
by default.
default. But
But let's
let's say
say yy
IfIf you
drag aa numeric
numeric variable
variable such
such as
as Total
Total Cost
Cost to
to the
the Values
Values area.
area. Then
Then you
you will
will have
have to
to rig
rig
drag
click
on
any
number
in
the
pivot
table,
select
Value
Field
Settings,
and
select
Count
to
click on any number in the pivot table, select Value Field Settings, and select Count to
summarize by.
by. (If
(If you
you do
do the
the latter,
latter, it's
it's aa good
good idea
idea to
to change
change the
the Custom
Custom Name
Name in
in the
the
summarize
Field
Settings
dialog
box
to
Count,
rather
than
Count
of
Total
Cost.
The
reason
is
that
T
Field Settings dialog box to Count, rather than Count of Total Cost. The reason is that To
Cost has
has nothing
nothing to
to do
do with
with the
the counts,
counts, so
so including
including itit in
in the
the label
label is
is misleading.)
misleading.) In
In eith
eit
Cost
case, you
you can
can then
then reformat
reformat the
the counts
counts as
as integers
integers ifif necessary.
necessary.
case,
Each count
count shows
shows the
the number
number of
of customers
customers in
in the
the category.
category. For
For example,
example, you
you should
should ss
Each
that
there
are
43
females
from
the
Midwest.
that there are 43 females from the Midwest.
Sometimes itit is
is more
more informative
informative to
to display
display the
the counts
counts as
as percentages.
percentages. To
To do
do this,
this, open
ope
Sometimes
Value
Field
Settings
dialog
box
in
the
usual
way,
click
on
the
"Show
values
as"
tab,
and
Value Field Settings dialog box in the usual way, click on the "Show values as" tab, and
select
the
"%
of
row"
item
from
the
dropdown
list.
You
should
see,
for
example,
that
26
select the "% of row" item from the dropdown list. You should see, for example, that 26
of
all
female
customers
are
from
the
NorthEast.
Do
it
again,
but
this
time
select
the
"%
of all female customers are from the NorthEast. Do it again, but this time select the "%
case, you
you can
can then
then reformat
reformat the
the counts
counts as
as integers
integers ifif necessary.
necessary.
case,
Each count
count shows
shows the
the number
number of
of customers
customers in
in the
the category.
category. For
For example,
example, you
you should
should ss
Each
that
there
are
43
females
from
the
Midwest.
that there are 43 females from the Midwest.
Sometimes itit is
is more
more informative
informative to
to display
display the
the counts
counts as
as percentages.
percentages. To
To do
do this,
this, open
ope
Sometimes
Value
Field
Settings
dialog
box
in
the
usual
way,
click
on
the
"Show
values
as"
tab,
and
Value Field Settings dialog box in the usual way, click on the "Show values as" tab, and
select
the
"%
of
row"
item
from
the
dropdown
list.
You
should
see,
for
example,
that
26
select the "% of row" item from the dropdown list. You should see, for example, that 26
of
all
female
customers
are
from
the
NorthEast.
Do
it
again,
but
this
time
select
the
"%
of all female customers are from the NorthEast. Do it again, but this time select the "%
column" item.
item. Now
Now you
you should
should see,
see, for
for example,
example, that
that 32.26%
32.26% of
of all
all South
South customers
customers ar
a
column"
male. You
You can
can experiment
experiment with
with these
these and
and other
other "Show
"Show values
values as"
as" options.
options. ItIt all
all depend
depend
male.
how you
you want
want to
to "tell
"tell the
the story."
story."
how
The last
last useful
useful feature
feature II will
will discuss
discuss is
is grouping.
grouping. IfIf you
you drag
drag aa field
field to,
to, say,
say, the
the row
row area
area
The
will
get
a
row
for
each
distinct
value
of
that
field.
If
there
are
a
lot
of
distinct
values,
th
will get a row for each distinct value of that field. If there are a lot of distinct values, th
table
will
become
unwieldy
and
probably
not
very
useful.
In
this
case,
it
is
a
good
idea
table will become unwieldy and probably not very useful. In this case, it is a good idea
group on
on the
the field.
field.
group
Try it!
it! Start
Start over
over by
by dragging
dragging all
all of
of the
the fields
fields off
off the
the pivot
pivot table.
table. Then
Then drag
drag Date
Date to
to the
the
Try
area
and
Total
Cost
to
the
Values
area.
area and Total Cost to the Values area.
Note that
that there
there is
is some
some summarizing
summarizing going
going on
on here
here because
because multiple
multiple sales
sales were
were made
made
Note
some of
of the
the dates,
dates, but
but there
there are
are too
too many
many dates
dates for
for aa manager
manager to
to get
get much
much sense
sense of
of w
some
happening
through
time.
So
it
is
useful
to
group
on
dates.
happening through time. So it is useful to group on dates.
Try it!
it! Right-click
Right-click on
on any
any date,
date, select
select Group,
Group, and
and then
then select
select Month.
Month. Now
Now you
you see
see total
total
Try
each of
of the
the 44 months.
months.
each
this data
data set
set were
were over
over aa multi-year
multi-year period
period and
and you
you grouped
grouped as
as above,
above, you
you would
would see
se
IfIf this
the
Januaries
lumped
together,
and
similarly
for
the
other
months.
To
see
them
broken
the Januaries lumped together, and similarly for the other months. To see them broken
by year,
year, the
the trick
trick is
is to
to select
select Month
Month and
and Year
Year from
from the
the Group
Group dialog
dialog box.
box.
by
There can
can be
be aa distinct
distinct advantage
advantage to
to building
building aa pivot
pivot table
table from
from aa table
table instead
instead of
of from
from
There
fixed range.
range. The
The advantage
advantage is
is that
that ifif you
you decide
decide to
to add
add rows
rows or
or columns
columns to
to the
the table,
table, th
th
fixed
table expands
expands automatically,
automatically, as
as explained
explained in
in the
the previous
previous worksheet,
worksheet, and
and the
the pivot
pivot tab
tab
table
can then
then be
be refreshed
refreshed with
with the
the click
click of
of aa button
button to
to accommodate
accommodate the
the new
new data.
data. That
That is
is
can
do
not
need
to
build
a
new
pivot
table.
do not need to build a new pivot table.
Try it!
it! Designate
Designate the
the data
data to
to the
the right
right as
as aa table.
table. It
It will
will get
get aa default
default table
table name,
name, such
such a
Try
Table2, which
which you
you can
can change
change ifif you
you like.
like. Then
Then build
build aa pivot
pivot table
table from
from the
the table.
table. You
You w
w
Table2,
notice
that
the
data
source
box
(labeled
Table/Range)
contains
the
name
of
the
table,
notice that the data source box (labeled Table/Range) contains the name of the table, n
range address.
address. This
This is
is what
what you
you want.
want. Now
Now go
go back
back and
and add
add aa new
new column
column to
to the
the right
right
range
table (possibly
(possibly with
with aa formula)
formula) and/or
and/or add
add some
some extra
extra data
data to
to the
the bottom
bottom of
of the
the table.
table.
table
back to
to the
the pivot
pivot table
table and
and click
click on
on the
the Refresh
Refresh button
button on
on the
the PivotTable
PivotTable Tools
Tools Options
Options
back
ribbon. The
The pivot
pivot table
table is
is automatically
automatically populated
populated with
with the
the new
new data!
data!
ribbon.
Change in
in Excel
Excel 2010:
2010:
Change
Excel 2010
2010 includes
includes aa new
new feature
feature for
for pivot
pivot tables
tables called
called aa slicer.
slicer. As
As far
far as
as II can
can tell,
tell, th
th
Excel
essentially equivalent,
equivalent, except
except for
for the
the user
user interface,
interface, to
to aa variable
variable placed
placed in
in the
the Report
Report
essentially
area. For
For example,
example, ifif you
you build
build aa pivot
pivot table
table from
from the
the data
data to
to the
the right,
right, you
you can
can then
then se
se
area.
insert
a
slicer
based
on
the
Time
variable.
You
will
see
a
new
window
for
this
slicer
with
insert a slicer based on the Time variable. You will see a new window for this slicer with
buttons: Morning,
Morning, Afternoon,
Afternoon, and
and Evening.
Evening. By
By clicking
clicking on
on any
any of
of them
them (or
(or any
any combinat
combina
buttons:
them), you
you are
are simply
simply filtering
filtering the
the pivot
pivot table
table on
on these
these categories.
categories. Maybe
Maybe after
after some
some
them),
experience, II will
will see
see some
some benefit
benefit of
of aa slicer
slicer over
over aa variable
variable in
in the
the Report
Report Filter
Filter area,
area, b
experience,
haven't
seen
it
yet.
haven't seen it yet.
essentially equivalent,
equivalent, except
except for
for the
the user
user interface,
interface, to
to aa variable
variable placed
placed in
in the
the Report
Report
essentially
area.
For
example,
if
you
build
a
pivot
table
from
the
data
to
the
right,
you
can
then
se
area. For example, if you build a pivot table from the data to the right, you can then se
insert
a
slicer
based
on
the
Time
variable.
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will
see
a
new
window
for
this
slicer
with
insert a slicer based on the Time variable. You will see a new window for this slicer with
buttons: Morning,
Morning, Afternoon,
Afternoon, and
and Evening.
Evening. By
By clicking
clicking on
on any
any of
of them
them (or
(or any
any combinat
combina
buttons:
them), you
you are
are simply
simply filtering
filtering the
the pivot
pivot table
table on
on these
these categories.
categories. Maybe
Maybe after
after some
some
them),
experience, II will
will see
see some
some benefit
benefit of
of aa slicer
slicer over
over aa variable
variable in
in the
the Report
Report Filter
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area, b
experience,
haven't
seen
it
yet.
haven't seen it yet.
ce"
data in
in aa typical
typical data
data
e" data
down variables
variables like
like
down
h,
by store,
store, and
and so
so on.
on.
, by
each new
new version
version has
has
dd each
least itit changed
changed the
the user
user
tt least
users
who
complained
that
users who complained that
pen
to
agree
with
this
en to agree with this
agree that
that the
the Excel
Excel 2007
2007
II agree
software package
package that
that
software
users is
is that
that there
there are
are so
so
users
.
I
don't
recommend
them,
. I don't recommend them,
ng options
options that
that are
are quite
quite
ng
rn the
the essentials
essentials and
and then
then
rn
no
attempt
to
explain
no attempt to explain
stomer.
The last
last two
two
tomer. The
candidates
for
breaking
candidates for breaking
in the
the data
data set
set and
and click
click on
on
in
a
range,
which
you
can
a range, which you can
to be
be placed.
placed.
to
ew
worksheet. The
The new
new
w worksheet.
will
be
located
just
to
the left
left
ill be located just to the
e.
(To
keep
from
having
to
e. (To keep from having to
his text
text box
box and
and the
the ones
ones
his
s inside
inside it,
it, you
you should
should see
see aa
tabs
(Options
and
Design)
tabs (Options and Design)
st window
window and
and the
the pivot
pivot
st
e.
So ifif they
they disappear,
disappear,
. So
e available
available fields
fields (columns),
(columns),
. Rather
Rather than
than listen
listen to
to aa
Labels area,
area, drag
drag Paid
Paid With
With
Labels
You
have
just
broken
down
ou have just broken down
pivot table
table is
is the
the sum
sum of
of
pivot
t built:
built:
variable.
To show
show sums
sums only
only
ariable. To
h and
and select
select VISA.
VISA.
on the
the Column
Column Labels
Labels
on
Date
10-Mar
10-Mar
10-Mar
10-Mar
10-Mar
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Day
Mon
Mon
Mon
Mon
Mon
Mon
Tues
Tues
Tues
Wed
Wed
Wed
Thurs
Thurs
Fri
Fri
Fri
Fri
Sat
Sat
Sun
Sun
Sun
Mon
Mon
Tues
Tues
Tues
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Wed
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Thurs
Thurs
Thurs
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Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sat
Sat
Sun
Time
Morning
Morning
Afternoon
Afternoon
Afternoon
Afternoon
Evening
Evening
Evening
Morning
Morning
Afternoon
Morning
Afternoon
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Morning
Afternoon
Evening
Afternoon
Evening
Morning
Afternoon
Evening
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Evening
Morning
Afternoon
Evening
Morning
Morning
Morning
Evening
Evening
Evening
Evening
Afternoon
Region
West
West
West
NorthEast
West
NorthEast
West
South
West
MidWest
NorthEast
South
NorthEast
NorthEast
West
West
South
West
South
South
West
West
West
South
West
NorthEast
South
MidWest
MidWest
South
West
NorthEast
NorthEast
West
West
South
NorthEast
NorthEast
MidWest
NorthEast
West
West
West
West
MidWest
t built:
built:
variable.
To show
show sums
sums only
only
ariable. To
h and
and select
select VISA.
VISA.
on the
the Column
Column Labels
Labels
on
its values
values are
are formatted.
formatted.
its
select Value
Value Field
Field Settings.
Settings.
select
select Average.
Average. Then
Then click
click
select
usual way.
way. Now
Now you
you see
see the
the
usual
the column
column area
area and
and
oo the
y're called
called pivot
pivot tables!)
tables!)
y're
fields to
to aa blank
blank space
space on
on
ee fields
emoves
the
field
from
the
moves the field from the
must contain
contain aa field.
field.
must
ample,
put both
both Region
Region and
and
mple, put
allowed
to
do
it.
allowed to do it.
dropdown arrows,
arrows, but
but the
the
dropdown
me to
to the
the row
row area
area (and
(and
me
oon,
Evening, but
but this
this isn't
isn't
on, Evening,
Morning
cell,
and
place
your
Morning cell, and place your
. Now
Now drag
drag itit up
up above
above
on on
on the
the PivotTable
PivotTable Tools
Tools
on
ice-looking
Excel
chart,
but
ce-looking Excel chart, but
That
is,
the
pivot
table
and
That is, the pivot table and
ome changes
changes to
to the
the pivot
pivot
ome
probably want
want to
to
probably
by
counts.
Then
doesn't
by counts. Then itit doesn't
rag Region
Region to
to the
the row
row area,
area,
rag
default.
But let's
let's say
say you
you
efault. But
en you
you will
will have
have to
to rightrighten
and select
select Count
Count to
to
,, and
e Custom
Custom Name
Name in
in the
the Value
Value
t.
The
reason
is
that
Total
. The reason is that Total
l is
is misleading.)
misleading.) In
In either
either
example,
you should
should see
see
xample, you
tages. To
To do
do this,
this, open
open the
the
tages.
ow
values
as"
tab,
and
w values as" tab, and
e,
for example,
example, that
that 26.5%
26.5%
, for
his
time
select
the
"%
of
his time select the "% of
24-Mar
24-Mar
24-Mar
24-Mar
24-Mar
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25-Mar
25-Mar
26-Mar
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Mon
Mon
Mon
Mon
Tues
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Wed
Thurs
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Fri
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Sat
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Sat
Sat
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Sat
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Sat
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Sat
Sun
Sun
Mon
Mon
Mon
Morning
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Evening
Morning
Morning
Afternoon
Morning
Afternoon
Afternoon
Evening
Morning
Morning
Morning
Morning
Afternoon
Afternoon
Afternoon
Afternoon
Evening
Evening
Afternoon
Evening
Afternoon
Afternoon
Evening
Evening
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Evening
Morning
Afternoon
Morning
Afternoon
Afternoon
South
NorthEast
South
West
South
West
South
West
West
West
West
NorthEast
South
West
NorthEast
NorthEast
NorthEast
MidWest
NorthEast
NorthEast
MidWest
South
MidWest
NorthEast
South
South
West
South
MidWest
West
NorthEast
NorthEast
West
NorthEast
West
MidWest
MidWest
NorthEast
NorthEast
South
South
West
NorthEast
MidWest
South
NorthEast
MidWest
MidWest
example,
you should
should see
see
xample, you
tages. To
To do
do this,
this, open
open the
the
tages.
ow
values
as"
tab,
and
w values as" tab, and
e,
for example,
example, that
that 26.5%
26.5%
, for
his
time
select
the
"%
of
his time select the "% of
all South
South customers
customers are
are
all
options. ItIt all
all depends
depends on
on
options.
to, say,
say, the
the row
row area,
area, you
you
dd to,
t
of
distinct
values,
the
pivot
t of distinct values, the pivot
case,
is aa good
good idea
idea to
to
ase, itit is
hen drag
drag Date
Date to
to the
the row
row
hen
tiple sales
sales were
were made
made on
on
tiple
to
get much
much sense
sense of
of what
what is
is
o get
th.
Now you
you see
see total
total sales
sales in
in
h. Now
above, you
you would
would see
see all
all of
of
above,
s.
To
see
them
broken
down
s. To see them broken down
og box.
box.
og
a table
table instead
instead of
of from
from aa
olumns to
to the
the table,
table, the
the
olumns
heet,
and the
the pivot
pivot table
table
eet, and
the new
new data.
data. That
That is,
is, you
you
the
ult table
table name,
name, such
such as
as
ult
from the
the table.
table. You
You will
will
from
name of
of the
the table,
table, not
not aa
ee name
w
column
to
the
right
of the
the
w column to the right of
bottom of
of the
the table.
table. Go
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bottom
otTable Tools
Tools Options
Options
otTable
ata!
ata!
As far
far as
as II can
can tell,
tell, this
this is
is
As
e placed
placed in
in the
the Report
Report Filter
Filter
right, you
you can
can then
then select
select to
to
right,
dow
for
this
slicer
with
three
dow for this slicer with three
hem (or
(or any
any combination
combination of
of
hem
s. Maybe
Maybe after
after some
some
s.
he Report
Report Filter
Filter area,
area, but
but II
he
5-Apr
5-Apr
6-Apr
6-Apr
6-Apr
6-Apr
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Mon
Tues
Tues
Tues
Tues
Wed
Thurs
Thurs
Thurs
Thurs
Fri
Fri
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sat
Sun
Tues
Tues
Tues
Tues
Wed
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sat
Sat
Sun
Sun
Sun
Mon
Mon
Mon
Tues
Tues
Tues
Wed
Afternoon
Evening
Morning
Afternoon
Afternoon
Evening
Evening
Morning
Morning
Morning
Evening
Morning
Morning
Morning
Morning
Morning
Morning
Morning
Afternoon
Afternoon
Evening
Evening
Afternoon
Morning
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Morning
Morning
Morning
Afternoon
Afternoon
Evening
Evening
Afternoon
Afternoon
Evening
Morning
Afternoon
Evening
Morning
Afternoon
Evening
Morning
NorthEast
NorthEast
NorthEast
NorthEast
South
MidWest
West
NorthEast
West
West
MidWest
West
NorthEast
West
NorthEast
West
South
MidWest
MidWest
South
NorthEast
MidWest
West
MidWest
NorthEast
South
NorthEast
South
South
MidWest
West
South
MidWest
MidWest
West
NorthEast
MidWest
West
West
NorthEast
South
MidWest
West
West
South
NorthEast
NorthEast
MidWest
e placed
placed in
in the
the Report
Report Filter
Filter
right,
you
can
then
select
to
right, you can then select to
dow
for
this
slicer
with
three
dow for this slicer with three
hem (or
(or any
any combination
combination of
of
hem
s. Maybe
Maybe after
after some
some
s.
he Report
Report Filter
Filter area,
area, but
but II
he
19-Apr
19-Apr
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20-Apr
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NorthEast
NorthEast
South
West
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NorthEast
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West
NorthEast
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NorthEast
West
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MidWest
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West
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South
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West
West
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NorthEast
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South
West
NorthEast
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Sun
Mon
Mon
Mon
Mon
Mon
Mon
Tues
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Tues
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Thurs
Thurs
Fri
Fri
Sat
Sat
Sat
Sat
Sun
Mon
Mon
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Mon
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Tues
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Thurs
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Morning
Morning
Morning
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Afternoon
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Morning
Morning
Evening
NorthEast
West
MidWest
West
South
West
MidWest
NorthEast
NorthEast
West
West
NorthEast
MidWest
West
South
South
South
West
West
West
South
West
South
MidWest
MidWest
West
MidWest
West
NorthEast
South
West
South
NorthEast
NorthEast
West
NorthEast
South
NorthEast
South
South
West
West
MidWest
NorthEast
South
South
NorthEast
South
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Sun
Mon
Mon
Mon
Mon
Tues
Tues
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Tues
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Thurs
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Sat
Sat
Sat
Sat
Mon
Mon
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Morning
Afternoon
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Morning
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Morning
Morning
Afternoon
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Morning
Morning
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South
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South
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West
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South
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MidWest
West
West
West
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South
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NorthEast
West
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South
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West
NorthEast
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West
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MidWest
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10-Jun
10-Jun
10-Jun
10-Jun
10-Jun
11-Jun
11-Jun
11-Jun
11-Jun
11-Jun
12-Jun
12-Jun
12-Jun
12-Jun
13-Jun
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sat
Sat
Sat
Sun
Sun
Mon
Mon
Tues
Tues
Tues
Tues
Tues
Wed
Thurs
Thurs
Fri
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sun
Mon
Mon
Mon
Mon
Mon
Mon
Tues
Tues
Tues
Tues
Tues
Wed
Wed
Wed
Wed
Thurs
Morning
Afternoon
Evening
Afternoon
Afternoon
Afternoon
Evening
Evening
Evening
Evening
Evening
Morning
Evening
Afternoon
Evening
Morning
Morning
Evening
Evening
Evening
Evening
Morning
Evening
Morning
Afternoon
Afternoon
Evening
Morning
Evening
Evening
Evening
Afternoon
Afternoon
Afternoon
Afternoon
Evening
Evening
Evening
Afternoon
Afternoon
Afternoon
Evening
Evening
Morning
Evening
Evening
Evening
Morning
South
South
NorthEast
NorthEast
West
NorthEast
MidWest
South
NorthEast
MidWest
South
MidWest
South
NorthEast
South
NorthEast
NorthEast
West
West
West
NorthEast
NorthEast
West
West
MidWest
West
NorthEast
NorthEast
MidWest
West
NorthEast
NorthEast
West
West
NorthEast
MidWest
West
NorthEast
MidWest
NorthEast
MidWest
MidWest
South
South
NorthEast
West
West
South
13-Jun
13-Jun
14-Jun
14-Jun
14-Jun
14-Jun
14-Jun
15-Jun
15-Jun
15-Jun
15-Jun
15-Jun
16-Jun
17-Jun
17-Jun
18-Jun
18-Jun
19-Jun
19-Jun
19-Jun
20-Jun
21-Jun
21-Jun
21-Jun
21-Jun
21-Jun
21-Jun
21-Jun
22-Jun
22-Jun
22-Jun
22-Jun
23-Jun
23-Jun
23-Jun
23-Jun
23-Jun
23-Jun
23-Jun
24-Jun
24-Jun
24-Jun
25-Jun
25-Jun
25-Jun
26-Jun
26-Jun
26-Jun
Thurs
Thurs
Fri
Fri
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sun
Mon
Mon
Tues
Tues
Wed
Wed
Wed
Thurs
Fri
Fri
Fri
Fri
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sun
Sun
Sun
Sun
Sun
Sun
Sun
Mon
Mon
Mon
Tues
Tues
Tues
Wed
Wed
Wed
Morning
Afternoon
Afternoon
Afternoon
Afternoon
Afternoon
Evening
Morning
Morning
Morning
Afternoon
Afternoon
Morning
Morning
Afternoon
Afternoon
Evening
Evening
Evening
Evening
Morning
Morning
Morning
Afternoon
Afternoon
Afternoon
Evening
Evening
Morning
Morning
Afternoon
Evening
Morning
Morning
Afternoon
Evening
Evening
Evening
Evening
Morning
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Morning
Morning
Morning
MidWest
West
NorthEast
South
West
MidWest
West
South
West
NorthEast
NorthEast
MidWest
MidWest
West
South
NorthEast
West
South
South
MidWest
West
MidWest
South
West
NorthEast
West
South
West
West
NorthEast
NorthEast
NorthEast
NorthEast
South
West
NorthEast
NorthEast
West
South
NorthEast
MidWest
NorthEast
NorthEast
West
South
MidWest
South
South
26-Jun
26-Jun
26-Jun
26-Jun
27-Jun
27-Jun
27-Jun
28-Jun
28-Jun
28-Jun
28-Jun
28-Jun
28-Jun
29-Jun
29-Jun
29-Jun
29-Jun
29-Jun
29-Jun
Wed
Wed
Wed
Wed
Thurs
Thurs
Thurs
Fri
Fri
Fri
Fri
Fri
Fri
Sat
Sat
Sat
Sat
Sat
Sat
Afternoon
Afternoon
Afternoon
Evening
Morning
Morning
Evening
Morning
Morning
Morning
Afternoon
Afternoon
Afternoon
Morning
Afternoon
Afternoon
Afternoon
Afternoon
Afternoon
NorthEast
West
West
NorthEast
West
South
West
West
West
MidWest
West
MidWest
NorthEast
MidWest
NorthEast
NorthEast
West
NorthEast
NorthEast
Paid With
VISA
Mastercard
VISA
VISA
Mastercard
VISA
Mastercard
VISA
Cash
Mastercard
Mastercard
VISA
VISA
Mastercard
Mastercard
VISA
Cash
VISA
Mastercard
Cash
VISA
VISA
Mastercard
VISA
VISA
Mastercard
Mastercard
Mastercard
VISA
Cash
Mastercard
VISA
VISA
VISA
VISA
Mastercard
VISA
Mastercard
Mastercard
Cash
VISA
Mastercard
Cash
VISA
VISA
Gender
Female
Female
Female
Female
Male
Female
Male
Male
Male
Female
Female
Male
Male
Male
Female
Male
Female
Female
Male
Male
Male
Male
Female
Female
Male
Female
Male
Male
Male
Female
Female
Male
Female
Female
Female
Female
Male
Female
Male
Female
Male
Male
Female
Male
Female
Items Ordered
4
1
5
1
4
5
1
4
2
1
2
2
3
1
3
5
6
4
1
1
4
2
9
1
3
5
3
3
1
2
3
4
2
2
7
2
4
2
2
8
4
6
1
2
1
Total Cost Column1

$136.97
$25.55
$113.95
$6.82
$147.32
$142.15
$18.65
$178.34
$25.83
$18.13
$54.52
$61.93
$147.68
$27.24
$46.18
$107.44
$96.53
$77.44
$15.19
$45.52
$157.05
$51.95
$429.98
$33.37
$71.84
$139.51
$78.46
$125.13
$14.76
$83.38
$104.91
$101.37
$53.16
$40.63
$286.41
$59.39
$185.45
$35.08
$91.62
$155.50
$20.89
$186.29
$42.22
$42.19
$47.86
Mastercard
Mastercard
Mastercard
Mastercard
Cash
Mastercard
Mastercard
Cash
VISA
Mastercard
Cash
Mastercard
Mastercard
Mastercard
VISA
VISA
Cash
Mastercard
Mastercard
Cash
Cash
VISA
VISA
Cash
VISA
Mastercard
VISA
VISA
Mastercard
Mastercard
Cash
Cash
Mastercard
Cash
Mastercard
Mastercard
Mastercard
VISA
Mastercard
VISA
Mastercard
VISA
Mastercard
VISA
Cash
VISA
VISA
Mastercard
Female
Female
Female
Female
Female
Female
Female
Male
Female
Female
Female
Female
Female
Male
Male
Female
Male
Male
Female
Female
Male
Female
Male
Male
Female
Female
Female
Female
Male
Male
Male
Male
Female
Female
Female
Female
Female
Female
Female
Female
Male
Female
Male
Female
Male
Male
Male
Female
3
6
1
3
2
2
5
4
2
4
8
1
1
3
2
2
4
3
3
3
2
1
4
4
2
2
2
7
5
6
2
4
9
6
1
3
2
6
3
4
3
2
3
1
3
Low
Low
Low
$139.76
$186.42
$54.08
$84.98
$27.13
$54.70
$229.54
$124.21
$26.39
$106.97
$377.18
$24.31
$34.47
$106.19
$55.30
$82.98
$101.79
$99.28
$100.09
$88.91
$62.58
$28.87
$141.29
$66.54
$69.03
$65.51
$35.59
$320.18
$128.57
$248.42
$50.04
$145.48
$403.60
$284.14
$81.14
$82.36
$32.65
$200.70
$99.13
$85.88
$183.52
$53.87
$44.08
$82.34
$151.29
5
2
1
$87.02
$54.96
$65.11
Mastercard
VISA
Cash
VISA
Mastercard
Mastercard
VISA
VISA
Cash
Mastercard
Cash
VISA
Mastercard
Mastercard
Mastercard
Cash
Mastercard
Cash
Mastercard
Mastercard
Cash
VISA
VISA
Mastercard
Mastercard
Mastercard
Mastercard
Mastercard
Cash
Mastercard
VISA
Cash
VISA
VISA
VISA
Cash
Cash
Mastercard
Cash
Cash
Mastercard
VISA
VISA
Cash
VISA
VISA
Mastercard
Mastercard
Female
Female
Female
Female
Female
Female
Male
Male
Female
Female
Male
Male
Male
Male
Female
Male
Female
Female
Male
Female
Male
Male
Female
Female
Female
Female
Female
Female
Female
Male
Female
Male
Female
Female
Male
Female
Female
Female
Male
Female
Female
Female
Female
Male
Female
Female
Male
Female
Low
Low
Low
Low
Medium
High
Low
Low
High
Low
Low
Medium
Low
Low
High
High
Low
Low
Medium
High
Low
Low
High
High
High
High
High
High
Medium
Medium
High
Low
Medium
Low
Medium
Low
High
High
High
Low
Low
Low
Low
High
Medium
Medium
Medium
Medium
3
2
5
2
3
4
1
4
4
2
1
3
3
1
1
4
2
2
2
4
2
2
4
4
5
3
6
7
1
4
6
2
2
3
4
1
6
9
6
6
1
3
2
7
3
4
5
4
$76.69
$48.38
$76.64
$54.08
$130.00
$218.29
$38.10
$100.02
$248.73
$25.80
$52.83
$131.89
$82.69
$70.03
$102.86
$174.13
$49.80
$29.97
$82.53
$142.76
$72.58
$55.39
$206.39
$245.67
$265.69
$124.46
$206.26
$306.23
$48.12
$113.95
$261.44
$59.90
$49.73
$65.06
$97.71
$49.84
$233.94
$370.26
$313.11
$141.77
$27.99
$81.34
$97.15
$352.49
$88.75
$107.95
$186.22
$159.23
Mastercard
Mastercard
Cash
VISA
VISA
VISA
Mastercard
Cash
VISA
Cash
Mastercard
Mastercard
VISA
Cash
Mastercard
Mastercard
VISA
VISA
Cash
VISA
Mastercard
Mastercard
VISA
Cash
Cash
VISA
VISA
Mastercard
Mastercard
Mastercard
VISA
VISA
VISA
Mastercard
Mastercard
VISA
Mastercard
Mastercard
VISA
Mastercard
Mastercard
Mastercard
VISA
Cash
Mastercard
VISA
VISA
VISA
Female
Male
Male
Male
Male
Female
Female
Female
Female
Male
Female
Male
Female
Female
Female
Female
Female
Female
Male
Female
Female
Male
Female
Male
Female
Female
Male
Male
Female
Female
Male
Female
Male
Male
Male
Male
Male
Female
Male
Female
Female
Male
Female
Male
Female
Female
Female
Female
Low
Low
Medium
High
Low
Medium
High
Low
High
Medium
Medium
High
Medium
Low
High
High
High
High
High
High
Medium
High
Medium
High
High
High
High
Medium
High
Low
Low
Low
Low
High
Low
High
Medium
Medium
Low
High
High
High
Medium
Medium
Low
High
High
Medium
2
4
3
3
2
8
9
1
5
4
5
5
2
3
5
8
4
6
4
3
2
5
2
6
4
4
4
3
5
1
2
4
4
3
2
3
1
2
4
4
3
6
3
2
4
6
9
4
$82.43
$99.42
$79.32
$160.01
$51.99
$267.67
$429.22
$46.20
$240.02
$157.14
$140.40
$204.93
$88.18
$95.47
$224.73
$344.73
$185.32
$297.31
$223.32
$164.40
$123.57
$236.97
$82.75
$307.75
$200.73
$242.06
$215.09
$162.90
$214.31
$42.07
$69.05
$148.90
$105.74
$138.32
$61.71
$120.11
$72.80
$134.86
$89.75
$220.04
$168.39
$277.80
$130.49
$94.39
$120.48
$304.95
$389.79
$161.08
VISA
VISA
Mastercard
Cash
VISA
Mastercard
Mastercard
Cash
Mastercard
VISA
Mastercard
Mastercard
Cash
VISA
VISA
Cash
Mastercard
VISA
Mastercard
Cash
Mastercard
VISA
Mastercard
Mastercard
VISA
Mastercard
Cash
Mastercard
VISA
Cash
VISA
Mastercard
Cash
VISA
Mastercard
VISA
VISA
Mastercard
Mastercard
VISA
VISA
VISA
Mastercard
Mastercard
Mastercard
Mastercard
Mastercard
VISA
Female
Female
Male
Female
Female
Male
Female
Female
Male
Male
Female
Female
Female
Female
Female
Male
Male
Male
Male
Male
Female
Male
Female
Female
Female
Female
Male
Female
Male
Male
Male
Female
Male
Female
Female
Female
Female
Female
Female
Female
Male
Male
Female
Female
Male
Female
Female
Male
Low
Low
Low
Low
Low
Medium
Low
Medium
Low
Low
Low
Medium
Low
Low
Medium
Medium
Medium
Medium
Low
High
High
High
Medium
High
Low
High
Medium
Medium
High
Low
Low
High
High
Low
Low
Low
Low
Low
High
Medium
Low
Medium
Medium
High
High
High
High
High
2
3
2
3
2
1
2
2
1
3
2
1
1
3
4
3
4
4
2
4
2
10
5
6
1
6
2
2
5
3
1
1
7
3
1
3
1
3
3
3
3
3
2
9
2
5
7
4
$69.61
$59.99
$120.78
$82.30
$91.88
$87.10
$70.10
$106.67
$34.31
$77.69
$85.31
$65.92
$89.98
$102.07
$199.83
$134.21
$188.41
$102.72
$85.63
$206.87
$141.22
$463.40
$166.54
$260.62
$79.16
$320.40
$79.01
$126.22
$263.45
$135.86
$98.74
$101.05
$361.60
$120.56
$52.68
$99.51
$85.29
$143.59
$197.13
$190.74
$111.44
$153.39
$65.40
$448.20
$123.19
$210.28
$349.46
$290.63
Mastercard
Mastercard
VISA
VISA
Mastercard
Cash
Mastercard
Mastercard
Cash
Cash
Cash
VISA
Mastercard
Cash
Cash
VISA
VISA
VISA
Cash
Mastercard
Cash
Mastercard
VISA
VISA
Cash
Mastercard
VISA
Mastercard
Cash
VISA
Mastercard
VISA
Mastercard
Mastercard
VISA
VISA
Mastercard
VISA
VISA
VISA
Mastercard
Mastercard
VISA
Mastercard
VISA
Mastercard
Mastercard
Mastercard
Female
Male
Male
Male
Male
Female
Male
Male
Female
Female
Female
Female
Male
Female
Female
Female
Male
Male
Male
Male
Female
Female
Female
Female
Male
Male
Female
Male
Female
Female
Male
Female
Male
Female
Female
Male
Female
Male
Female
Male
Male
Male
Female
Female
Female
Female
Female
Female
Low
Low
High
Medium
Medium
High
Medium
Low
Low
Medium
High
High
Low
Medium
Medium
Low
Low
Medium
Medium
Low
Medium
Low
High
High
Low
Medium
Low
Low
High
Medium
High
High
High
High
Medium
Medium
Medium
High
Medium
Medium
High
Low
High
Medium
Medium
Low
Medium
High
3
2
8
2
3
6
5
2
3
4
4
2
2
8
3
3
2
4
3
4
4
3
7
6
2
4
2
2
5
4
5
7
5
2
3
2
2
9
5
2
4
2
5
5
3
2
3
5
$103.03
$112.54
$399.36
$68.18
$146.58
$309.50
$177.96
$119.46
$119.66
$168.87
$192.39
$101.73
$74.94
$291.30
$161.00
$116.01
$74.39
$226.25
$135.19
$126.16
$156.30
$73.42
$310.74
$296.26
$115.29
$212.94
$85.93
$80.02
$286.17
$190.27
$265.24
$353.93
$314.77
$169.23
$149.71
$105.35
$111.47
$441.16
$179.56
$83.15
$262.86
$82.51
$290.27
$223.08
$165.77
$99.81
$158.95
$280.99
Mastercard
VISA
VISA
Mastercard
VISA
VISA
Mastercard
Mastercard
Mastercard
VISA
VISA
Cash
VISA
Cash
Mastercard
Mastercard
Mastercard
VISA
Cash
VISA
VISA
Mastercard
VISA
VISA
VISA
VISA
Cash
Mastercard
Mastercard
Cash
Mastercard
Cash
VISA
Cash
Cash
Cash
VISA
VISA
Mastercard
VISA
Cash
Mastercard
Mastercard
Mastercard
Cash
Mastercard
Cash
VISA
Female
Female
Male
Female
Female
Male
Male
Female
Male
Female
Female
Female
Female
Female
Female
Male
Female
Female
Male
Female
Male
Female
Male
Female
Female
Female
Male
Male
Female
Male
Male
Male
Female
Female
Female
Male
Male
Male
Female
Male
Female
Male
Male
Female
Male
Male
Male
Male
Low
High
Low
High
High
Low
Medium
Medium
Medium
Medium
Low
Low
Low
Low
Low
Low
Medium
High
Low
Medium
Medium
Medium
Low
Low
Low
Low
High
High
High
Low
Low
Medium
Medium
High
High
High
Low
High
Low
Low
Medium
Low
Medium
High
Low
High
Low
Low
4
7
2
8
5
1
3
1
9
1
2
2
2
2
3
3
4
3
1
3
6
2
2
2
6
5
7
11
4
2
1
5
4
4
7
4
2
4
3
4
2
1
4
6
1
7
2
4
$149.89
$363.52
$93.97
$391.97
$275.54
$115.55
$125.00
$103.15
$256.70
$117.99
$98.55
$112.93
$76.30
$129.80
$140.25
$149.79
$172.20
$139.85
$96.46
$127.83
$215.88
$133.49
$117.33
$107.98
$203.11
$193.33
$343.26
$485.01
$221.93
$94.04
$113.37
$188.26
$170.19
$224.15
$352.32
$257.18
$122.06
$239.95
$124.44
$116.58
$154.46
$76.92
$194.85
$367.70
$119.50
$270.94
$94.71
$154.01
VISA
VISA
VISA
Mastercard
Mastercard
VISA
Mastercard
Cash
VISA
VISA
VISA
Cash
Mastercard
VISA
VISA
Mastercard
Mastercard
Cash
VISA
Cash
VISA
VISA
Mastercard
Mastercard
Mastercard
Mastercard
Mastercard
Cash
Mastercard
Mastercard
VISA
VISA
Mastercard
Cash
Mastercard
VISA
Mastercard
Mastercard
Mastercard
VISA
VISA
Mastercard
Mastercard
Cash
VISA
Mastercard
Mastercard
Cash
Female
Male
Female
Male
Female
Male
Female
Female
Male
Male
Male
Female
Male
Female
Female
Female
Male
Female
Male
Male
Female
Female
Female
Male
Female
Female
Male
Male
Female
Male
Male
Female
Male
Female
Male
Male
Male
Male
Male
Female
Female
Female
Female
Female
Female
Female
Female
Female
High
Medium
Low
Low
Low
Low
Low
Medium
Medium
Medium
High
Low
Low
High
High
Low
Low
Medium
Low
Low
Low
Low
High
Low
High
Low
Low
Medium
High
Low
Low
High
Medium
Medium
Medium
Medium
High
Low
High
Low
Medium
Low
Low
High
High
High
Low
Low
5
7
3
1
1
2
1
1
2
5
10
3
3
7
7
3
2
2
1
1
3
1
2
1
7
3
1
1
5
1
1
6
2
5
6
2
3
4
4
2
4
2
3
7
3
4
1
3
$313.30
$217.99
$127.22
$135.97
$87.14
$96.77
$74.74
$117.48
$132.89
$230.26
$451.03
$153.31
$117.79
$357.32
$374.17
$122.28
$122.57
$134.59
$134.98
$109.45
$131.52
$88.76
$174.28
$100.70
$387.43
$160.71
$105.91
$101.46
$271.67
$112.74
$96.42
$271.48
$156.79
$249.63
$278.62
$84.46
$221.17
$194.79
$199.22
$141.70
$191.15
$142.41
$134.53
$374.37
$241.73
$278.58
$106.25
$115.71
VISA
Mastercard
Mastercard
Mastercard
VISA
Mastercard
Cash
Cash
VISA
Mastercard
Mastercard
Mastercard
VISA
VISA
VISA
Cash
Mastercard
VISA
VISA
Female
Female
Female
Male
Female
Female
Male
Female
Female
Male
Female
Female
Female
Male
Male
Female
Male
Male
Female
Low
Medium
Low
High
Medium
Medium
High
Low
Medium
Medium
Medium
Medium
High
Low
Medium
Medium
Medium
Medium
Low
1
4
2
8
4
4
7
3
5
2
4
2
4
1
6
3
6
4
1
$78.34
$216.03
$140.01
$458.51
$210.60
$189.49
$359.42
$132.06
$252.33
$172.05
$206.19
$143.98
$276.67
$111.67
$268.39
$169.11
$242.46
$168.64
$107.59
Of all
all the
the tools
tools available
available in
in Excel,
Excel, conditional
conditional formatting
formatting is
is arguably
arguably the
the "coolest."
"coolest." As
As th
th
Of
name implies,
implies, conditional
formatting allows
allows you
you to
to format
format cells
cells depending
depending on
on condition
condition
name
specify. The
The cool
cool part
part is
is that
that the
the formatting
formatting changes
changes automatically
automatically ifif the
the cell
cell values
values cha
ch
specify.
For
example,
suppose
you
use
conditional
formatting
to
color
a
cell
red
if
its
value
is
g
For example, suppose you use conditional formatting to color a cell red if its value is gr
than 100.
100. IfIf its
its current
current value
value is
is 90,
90, itit won't
won't be
be red,
red, but
but ifif you
you change
change its
its value
value to
to 110,
110, iti
than
turn red
red automatically.
automatically.
turn
Conditional formatting
formatting was
was available
available before
before Excel
Excel 2007,
2007, but
but itit wasn't
wasn't very
very prominent,
prominent, aa
Conditional
most
users
didn't
even
know
it
was
available.
Now
it
is
very
prominent,
right
in the
the mid
mid
most users didn't even know it was available. Now it is very prominent, right in
the Home
Home ribbon.
ribbon. It
It is
is also
also much
much easier
easier to
to use.
use. As
As illustrated
illustrated below,
below, many
many uses
uses of
of
the
formatting are
are really
really easy,
easy, but
but aa few
few are
are tricky.
tricky.
conditional
typical use
use of
of conditional
formatting is
is to
to color
color all
all "high"
"high" values
values one
one color
color and
and all
all "low
"low
AA typical
values another
another color.
color. In
In the
the example
example to
to the
the right,
right, suppose
suppose you
you want
want to
to color
color all
all high
high sc
sc
values
green
and
all
low
scores,
where
a
high
score
is
greater
than
the
value
in
cell
O4
and
green and all low scores, where a high score is greater than the value in cell O4 and aa l
score is
is less
less than
than the
the value
value in
in cell
cell O5.
O5. To
To do
do so:
so:
score
1. Highlight
Highlight all
all exam
exam scores
scores in
in column
column L.
L.
1.
2.
Click
on
the
Conditional
Formatting
dropdown,
then on
on Highlight
Highlight Cell
Cell Rules,
Rules, and
and then
then
2. Click on the Conditional Formatting dropdown, then
Greater
Than.
Greater Than.
3. In
In the
the Greater
Greater Than
Than dialog
dialog box,
box, enter
enter aa cell
cell reference
reference to
to cell
cell O4
O4 and
and select
select aa green
green fo
f
3.
of your
your choice.
choice.
of
4. Repeat
Repeat steps
steps 22 and
and 33 in
in the
the obvious
obvious way
way for
for the
the low
low values.
values.
4.
Try it!
it! Perform
Perform the
the above
above steps.
steps. Then
Then change
change the
the values
values in
in cells
cells O4
O4 and
and O5
O5 and
and watch
watch h
Try
the
formatting
changes
automatically.
the formatting changes automatically.
you want
want to
to get
get rid
rid of
of the
the formatting,
formatting, click
click on
on the
the Conditional
Conditional Formatting
Formatting dropdown
dropdown aa
IfIf you
then
on
Clear
Rules.
then on Clear Rules.
you want
want to
to change
change the
the formatting
formatting rules,
rules, click
click on
on the
the Conditional
Formatting dropdow
dropdow
IfIf you
and then
then on
on Manage
Manage Rules.
Rules.
and
As you
you can
can see
see when
when you
you click
click on
on the
the Conditional
Formatting dropdown,
dropdown, there
there are
are aa lot
lot
As
"built-in" choices
choices that
that are
are very
very easy
easy to
to apply.
apply. Try
Try out
out some
some of
of the
the following:
following:
"built-in"
The Highlight
Highlight Cell
Cell rules
rules let
let you
you format
format numbers
numbers that
that satisfy
satisfy inequalities,
inequalities, as
as in
in the
the exam
exam
The
above, and
and they
they also
also let
let you
you format
format text
text or
or dates
dates that
that satisfy
satisfy natural
natural conditions.
conditions.
above,
The Top/Bottom
Top/Bottom rules
rules let
let you
you format
format the
the top
top (or
(or bottom)
bottom) xx items
items (or
(or xx percent
percent of
of items)
items)
The
where
you
can
choose
x.
For
example,
you
can
format
the
maximum
number
in
a
list bb
where you can choose x. For example, you can format the maximum number in a list
specifying
the
top
1
item.
specifying the top 1 item.
The Data
Data Bars,
Bars, Color
Color Scales,
Scales, and
and Icon
Icon Sets
Sets are
are amazing
amazing (and
(and can
can be
be overdone).
overdone). The
The po
p
The
all
of
them
is
to
different
levels
of
values,
such
as
salaries
or
sales
values.
all of them is to different levels of values, such as salaries or sales values.
Try it!
it! Use
Use any
any interesting
interesting formats
formats you
you like
like to
to format
format the
the dates,
dates, text,
text, or
or numbers
numbers to
to the
the
Try
Remember that
that you
you can
can always
always modify
modify the
the formats
formats or
or clear
clear them.
them.
Remember
all of them is to different levels of values, such as salaries or sales values.
Try it!
it! Use
Use any
any interesting
interesting formats
formats you
you like
like to
to format
format the
the dates,
dates, text,
text, or
or numbers
numbers to
to the
the
Try
Remember that
that you
you can
can always
always modify
modify the
the formats
formats or
or clear
clear them.
them.
Remember
You can
can get
get even
even more
more control
control by
by building
building your
your own
own rules.
rules. You
You do
do this
this by
by clicking
clicking on
on th
th
You
Formatting dropdown
dropdown and
and then
then on
on New
New Rule.
Rule. The
The resulting
resulting dialog
dialog box
box has
has m
m
Conditional
options
than
I
can
explain
here,
so
I
will
provide
just
one
example.
options than I can explain here, so I will provide just one example.
In the
the data
data set
set to
to the
the right,
right, II have
have entered
entered monthly
monthly sales
sales data
data for
for 66 regions.
regions. Actually,
Actually, II
In
entered these
these as
as random
random numbers
numbers with
with the
the RANDBETWEEN
RANDBETWEEN function,
function, so
so ifif you
you press
press th
th
entered
key,
they
will
all
change
in
a
random
way.
(This
makes
the
example
even
more
impres
key, they will all change in a random way. (This makes the example even more impress
Suppose we
we want
want to
to color
color the
the maximum
maximum sales
sales value
value in
in each
each column
column green.
green. One
One way
way is
is
Suppose
separately
for
each
column,
formatting
the
top
1
item.
However,
this
takes
too
much
separately for each column, formatting the top 1 item. However, this takes too much tit
especially ifif there
there were
were many
many more
more columns.
columns. Here
Here is
is aa better
better way.
way.
especially
1. Starting
Starting at
at cell
cell M57,
M57, drag
drag to
to highlight
highlight the
the range
range M57:R68.
M57:R68.
1.
2.
Choose
New
Rule
from
the
Conditional
Formatting
dropdown, and
and select
select the
the "Use
"Use aa f
2. Choose New Rule from the Conditional Formatting dropdown,
to
determine
which
cells
to
format"
item.
to determine which cells to format" item.
3. In
In the
the "Format
"Format values
values where
where this
this formula
formula is
is true:"
true:" box,
box, enter
enter the
the formula
formula
3.
=(M57=MAX(M$57:M$68)). Then
Then select
select aa green
green format
format of
of your
your choice.
choice.
=(M57=MAX(M$57:M$68)).
Try it!
it! Apply
Apply the
the above
above steps
steps to
to the
the sales
sales data.
data. Apply
Apply aa similar
similar formula
formula to
to format
format the
the m
m
Try
value
in
each
column
red.
Then
press
the
F9
key
a
few
times
and
watch
how
the
green
value in each column red. Then press the F9 key a few times and watch how the green
cells bounce
bounce around.
around.
cells
you can
can understand
understand how
how this
this formula
formula works,
works, you
you can
can do
do some
some pretty
pretty amazing
amazing condit
condit
IfIf you
formatting.
Remember
that
you
highlighted
the
entire
sales
range,
but
M57
is
the
activ
formatting. Remember that you highlighted the entire sales range, but M57 is the activ
(because
you
started
the
dragging
from
it).
The
formula
as
written
applies
to
cell
M57.
(because you started the dragging from it). The formula as written applies to cell M57.
Specifically, ifif its
its value
value is
is the
the maximum
maximum value
value in
in column
column M,
M, itit is
is formatted
formatted green.
green. But
But bb
Specifically,
the entire
entire sales
sales range
range is
is highlighted,
highlighted, the
the formula
formula is
is applied,
applied, in
in aa relative
relative sense,
sense, to
to each
eac
the
the
range.
The
rows
in
the
MAX
function
are
made
absolute
because
the
maximum
is aa
the range. The rows in the MAX function are made absolute because the maximum is
over
these
rows.
over these rows.
bly the
the "coolest."
"coolest." As
As the
the
bly
epending on
on conditions
conditions you
you
epending
y
if
the
cell
values
change.
y if the cell values change.
ell red
red ifif its
its value
value is
is greater
greater
ell
nge
its value
value to
to 110,
110, itit will
will
ge its
sn't very
very prominent,
prominent, and
and
sn't
minent,
right
in
the
middle
of
inent, right in the middle of
w, many
many uses
uses of
of
w,
one color
color and
and all
all "low"
"low"
one
ant
to color
color all
all high
high scores
scores
nt to
alue
in
cell
O4
and
low
alue in cell O4 and aa low
ht Cell
Cell Rules,
Rules, and
and then
then on
on
ht
and select
select aa green
green format
format
44 and
O4
and O5
O5 and
and watch
watch how
how
4 and
ormatting dropdown
dropdown and
and
ormatting
al Formatting
Formatting dropdown
dropdown
al
pdown, there
there are
are aa lot
lot of
of
pdown,
following:
following:
ualities,
as in
in the
the example
example
alities, as
ural conditions.
conditions.
ural
or xx percent
percent of
of items),
items),
or
mum
number
in
a
list by
by
um number in a list
be overdone).
overdone). The
The point
point of
of
be
s
values.
s values.
ext,
or numbers
numbers to
to the
the right.
right.
xt, or
..
Exam score
62
88
77
62
94
68
73
61
99
94
88
82
87
65
82
70
94
80
96
Person
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Cutoffs for extremes

High
94
Low
66
Birthdate Gender
8/5/1959 Male
10/15/1977 Female
1/3/1981 Male
5/5/1949 Male
4/4/1987 Female
6/30/1949 Female
5/22/1949 Female
10/30/1952 Male
1/17/1957 Male
9/18/1985 Female
7/19/1953 Male
12/10/1946 Female
3/29/1986 Female
12/12/1952 Female
6/12/1977 Female
11/19/1989 Male
9/6/1957 Male
9/30/1970 Female
10/24/1973 Male
6/8/1978 Male
8/27/1990 Female
2/9/1947 Male
4/1/1989 Male
3/12/1970 Male
State
Indiana
Michigan
Illinois
Wisconsin
Michigan
Wisconsin
Ohio
Ohio
Illinois
Indiana
Illinois
Michigan
Wisconsin
Illinois
Illinois
Ohio
Ohio
Michigan
Illinois
Ohio
Ohio
Illinois
Wisconsin
Ohio
s values.
ext,
or numbers
numbers to
to the
the right.
right.
xt, or
..
o this
this by
by clicking
clicking on
on the
the
ulting dialog
dialog box
box has
has more
more
ulting
e.
.
regions. Actually,
Actually, II have
have
66 regions.
ion, so
so ifif you
you press
press the
the F9
F9
ion,
ple
even
more
impressive!)
ple even more impressive!)
mn green.
green. One
One way
way is
is to
to do
do itit
mn
this
takes
too
much
time,
this takes too much time,
y.
y.
and
select the
the "Use
"Use aa formula
formula
nd select
he
formula
e formula
choice.
rr choice.
rmula
to format
format the
the minimum
minimum
mula to
watch
how
the
green
and red
red
watch how the green and
pretty amazing
amazing conditional
conditional
pretty
e,
but
M57
is
the
active cell
cell
e, but M57 is the active
n
applies
to
cell
M57.
n applies to cell M57.
ormatted green.
green. But
But because
because
ormatted
relative
sense, to
to each
each cell
cell in
in
elative sense,
use
the
maximum
is
always
use the maximum is always
25
26
27
28
29
30
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
Aug-09
Sep-09
Oct-09
Nov-09
Dec-09
3/28/1970 Male
5/6/1963 Male
5/7/1959 Male
3/6/1987 Male
2/9/1958 Male
8/4/1955 Female
Region1
$2,667
$4,954
$1,834
$2,384
$1,851
$1,119
$4,706
$3,587
$3,611
$4,173
$4,671
$1,128
Region2
$2,636
$3,968
$1,435
$2,565
$2,325
$3,638
$3,180
$2,707
$4,488
$3,956
$3,400
$4,293
Indiana
Michigan
Ohio
Indiana
Michigan
Indiana
Region3
$2,735
$3,491
$4,468
$2,083
$2,518
$3,151
$4,424
$1,695
$4,460
$1,271
$2,940
$1,613
Children
1
2
0
2
3
3
2
1
3
1
1
0
2
2
2
1
0
2
2
0
2
1
0
0
Salary
$65,400
$62,000
$63,200
$52,000
$81,400
$46,300
$49,600
$45,900
$47,700
$59,900
$48,100
$58,100
$56,000
$53,400
$39,000
$61,500
$37,700
$36,700
$45,200
$59,000
$54,300
$62,100
$78,000
$43,200
1
1
3
2
1
2
$44,500
$43,300
$45,400
$53,900
$44,100
$31,000
Region4
$1,382
$1,849
$1,776
$1,692
$4,806
$3,711
$2,554
$2,541
$4,718
$1,898
$4,286
$3,321
Region5
$4,178
$2,309
$1,848
$2,245
$2,154
$2,365
$2,027
$4,823
$4,929
$3,358
$3,202
$1,615
Region6
$2,736
$2,006
$4,344
$2,745
$3,604
$1,837
$4,205
$2,146
$4,348
$4,027
$3,684
$3,340
At some
some point,
point, you
you might
might be
be developing
developing spreadsheets
spreadsheets for
for others
others to
to use,
use, and
and you
you might
might wa
wa
At
to force
force them
them to
to use
use certain
certain values
values in
in certain
certain cells
cells because
because other
other values
values wouldn't
wouldn't make
make
to
sense or
or wouldn't
wouldn't satisfy
satisfy business
business rules.
rules. You
You can
can do
do this
this fairly
fairly easily
easily with
with data
data validation.
validation.
sense
There
are
actually
many,
many
possibilities,
but
I
will
illustrate
only
the
most
common
he
There are actually many, many possibilities, but I will illustrate only the most common her
All of
of the
the options
options are
are found
found from
from the
the Data
Data Validation
Validation item
item on
on the
the Data
Data Validation
Validation dropdown
dropdow
All
on the
the Data
Data ribbon.
ribbon. This
This leads
leads to
to aa fairly
fairly self-explanatory
self-explanatory dialog
dialog box
box (see
(see to
to the
the right).
right). All
All
on
the
examples
below
assume
you
have
selected
the
cell
you
want
to
validate,
and
they
the examples below assume you have selected the cell you want to validate, and they
assume that
that you
you have
have opened
opened this
this dialog
dialog box
box and
and have
have chosen
chosen the
the Settings
Settings tab.
tab.
assume
To allow
allow only
only values
values between
between two
two given
given values:
values:
To
Choose Whole
Whole Number
Number (if
(if you
you want
want only
only integers)
integers) or
or Decimal
Decimal in
in the
the Allow
Allow dropdown,
dropdown, choo
choo
Choose
Between
from
the
Data
dropdown,
and
enter
values
in
the
Min
and
Max
boxes.
You
can
al
Between from the Data dropdown, and enter values in the Min and Max boxes. You can als
place
cell
references
in
the
Min
and
Max
boxes.
You
can
experiment
with
the
other
option
place cell references in the Min and Max boxes. You can experiment with the other option
the Data
Data dropdown.
dropdown. They
They are
are pretty
pretty obvious.
obvious.
the
You can
can actually
actually go
go farther
farther than
than this.
this. The
The Data
Data Validation
Validation dialog
dialog box
box has
has two
two other
other tabs,
tabs, In
In
You
Message
and
Error
Alert.
The
first
allows
you
to
create
a
message
that
the
user
sees
when
Message and Error Alert. The first allows you to create a message that the user sees when
is about
about to
to enter
enter something
something in
in this
this cell.
cell. The
The second
second allows
allows you
you to
to create
create aa message
message that
that th
t
is
user sees
sees ifif she
she enters
enters an
an incorrect
incorrect value
value in
in the
the cell.
cell.
user
Try it!
it! Force
Force the
the values
values in
in the
the gray
gray cells
cells in
in column
column LL to
to have
have values
values indicated
indicated by
by the
the labels
labels
Try
their
right.
Add
your
own
input
messages
and
error
alerts.
Then
try
entering
some
approp
their right. Add your own input messages and error alerts. Then try entering some approp
and inappropriate
inappropriate values
values in
in the
the gray
gray cells.
cells.
and
Probably the
the easiest
easiest data
data validation
validation is
is to
to allow
allow the
the user
user to
to choose
choose from
from aa dropdown
dropdown list
list of
of
Probably
values. To
To do
do this,
this, first
first create
create the
the list
list somewhere,
somewhere, usually
usually out
out of
of sight
sight to
to the
the far
far right.
right. Then
The
values.
from the
the Allow
Allow dropdown
dropdown in
in the
the Data
Data Validation
Validation dialog
dialog box,
box, select
select the
the List
List item,
item, and
and in
in the
the
from
Source
box,
provide
a
cell
reference
to
the
list.
When
the
user
selects
the
cell
to
be
Source box, provide a cell reference to the list. When the user selects the cell to be
validated, aa dropdown
dropdown arrow
arrow will
will automatically
automatically appear,
appear, with
with the
the values
values in
in the
the list
list to
to choos
choos
validated,
from.
from.
Try it!
it! The
The example
example to
to the
the right
right lets
lets aa user
user enter
enter an
an amount
amount to
to be
be financed,
financed, an
an annual
annual
Try
interest
rate,
and
a
term
(number
of
months
to
pay),
and
it
returns
the
monthly
payment
interest rate, and a term (number of months to pay), and it returns the monthly payment
(using the
the PMT
PMT function
function that
that has
has already
already been
been entered).
entered). Create
Create aa list
list out
out to
to the
the right
right
(using
somewhere that
that contains
contains the
the possible
possible terms:
terms: 12,
12, 24,
24, 36,
36, 48,
48, and
and 60,
60, and
and then
then create
create aa da
da
somewhere
validation
for
the
term
cell
that
lets
the
user
choose
from
these
5
values.
Check
that
it
validation for the term cell that lets the user choose from these 5 values. Check that it
works.
works.
Suppose you
you want
want to
to make
make sure
sure the
the person
person enters
enters aa valid
valid date
date in
in aa cell.
cell. This
This is
is aa great
great pla
pla
Suppose
for aa data
data validation.
validation. By
By choosing
choosing the
the Date
Date option
option from
from the
the Allow
Allow dropdown,
dropdown, you
you can
can force
force
for
user to
to enter
enter only
only values
values that
that are
are recognized
recognized as
as dates.
dates. This
This is
is no
no small
small achievement!
achievement!
user
In addition,
addition, you
you can
can put
put limits
limits on
on the
the dates.
dates. For
For example,
example, suppose
suppose you
you want
want the
the person
person to
to
In
enter the
the date
date he
he took
took out
out aa loan.
loan. This
This must
must not
not only
only be
be aa date,
date, but
but itit can't
can't be
be in
in the
the futur
futu
enter
allow only
only such
such dates,
dates, you
you can
can select
select "less
"less than
than or
or equal
equal to"
to" from
from the
the Data
Data dropdown
dropdown and
and
allow
enter
the
following
formula
in
the
End
date
box:
=TODAY().
The
effect
is
that
the
user
wi
enter the following formula in the End date box: =TODAY(). The effect is that the user wi
be
allowed
to
enter
a
future
date,
regardless
of
today's
date.
be allowed to enter a future date, regardless of today's date.
Try it!
it! Create
Create the
the date
date validation
validation just
just described
described in
in cell
cell M39.
M39. Then
Then enter
enter incorrect
incorrect and
and corre
corre
Try
entries
to
see
how
it
works.
(Can
you
change
it
so
that
only
dates
at
least
a
week
ago
are
entries to see how it works. (Can you change it so that only dates at least a week ago are
allowed? Just change the formula slightly.)
In addition,
addition, you
you can
can put
put limits
limits on
on the
the dates.
dates. For
For example,
example, suppose
suppose you
you want
want the
the person
person to
to
In
enter
the
date
he
took
out
a
loan.
This
must
not
only
be
a
date,
but
it
can't
be
in
the
futu
enter the date he took out a loan. This must not only be a date, but it can't be in the futur
allow only
only such
such dates,
dates, you
you can
can select
select "less
"less than
than or
or equal
equal to"
to" from
from the
the Data
Data dropdown
dropdown and
and
allow
enter
the
following
formula
in
the
End
date
box:
=TODAY().
The
effect
is
that
the
user
wi
enter the following formula in the End date box: =TODAY(). The effect is that the user wi
be allowed
allowed to
to enter
enter aa future
future date,
date, regardless
regardless of
of today's
today's date.
date.
be
Try it!
it! Create
Create the
the date
date validation
validation just
just described
described in
in cell
cell M39.
M39. Then
Then enter
enter incorrect
incorrect and
and corre
corre
Try
entries
to
see
how
it
works.
(Can
you
change
it
so
that
only
dates
at
least
a
week
ago
are
entries to see how it works. (Can you change it so that only dates at least a week ago are
allowed?
Just
change
the
formula
slightly.)
allowed? Just change the formula slightly.)
to
use, and
and you
you might
might want
want
o use,
values wouldn't
wouldn't make
make
values
sily
with data
data validation.
validation.
ily with
nly
the
most
common
here.
ly the most common here.
Data Validation
Validation dropdown
dropdown
Data
box
(see to
to the
the right).
right). All
All of
of
ox (see
to
validate,
and
they
to validate, and they
he Settings
Settings tab.
tab.
he
he Allow
Allow dropdown,
dropdown, choose
choose
he
nd
Max
boxes.
You
can
also
d Max boxes. You can also
ent
with
the
other
options
in
ent with the other options in
box
has two
two other
other tabs,
tabs, Input
Input
ox has
e
that
the
user
sees
when
she
e that the user sees when she
create
a
message
that
the
create a message that the
any
any
any
any
any
es indicated
indicated by
by the
the labels
labels to
to
es
ry
entering
some
appropriate
ry entering some appropriate
e from
from aa dropdown
dropdown list
list of
of
sight
to the
the far
far right.
right. Then
Then
ight to
the List
List item,
item, and
and in
in the
the
the
ects
the
cell
to
be
ects the cell to be
values
in the
the list
list to
to choose
choose
alues in
Amount financed
Interest rate
Term
Monthy payment
financed, an
an annual
annual
financed,
ns
the
monthly
payment
ns the monthly payment
list out
out to
to the
the right
right
list
60, and
and then
then create
create aa data
data
60,
values.
Check
that
it
values. Check that it
cell. This
This is
is aa great
great place
place
aa cell.
dropdown, you
you can
can force
force the
the
dropdown,
small
achievement!
small achievement!
you want
want the
the person
person to
to
ee you
but
can't be
be in
in the
the future.
future. To
To
ut itit can't
m the
the Data
Data dropdown
dropdown and
and then
then
effect is
is that
that the
the user
user will
will not
not
effect
enter incorrect
incorrect and
and correct
correct
enter
s at
at least
least aa week
week ago
ago are
are
Date of loan
$25,000
6.25%
#NUM!
integer between 1 and 10

decimal number between 1 and
positive integer
negative decimal number
integer between the values in c
30
40
you want
want the
the person
person to
to
ee you
but
it
can't
be
in
the
future.
To
ut it can't be in the future. To
m the
the Data
Data dropdown
dropdown and
and then
then
effect is
is that
that the
the user
user will
will not
not
effect
enter incorrect
incorrect and
and correct
correct
enter
s at
at least
least aa week
week ago
ago are
are
between 1 and 10
number between 1 and 10
e decimal number
between the values in cells N25 and O25
you are
are creating
creating an
an Excel
Excel file
file for
for others
others to
to use,
use, you
you probably
probably don't
don't want
want them
them to
to mess
mess uu
IfIf you
the formulas
formulas you
you entered
entered so
so carefully.
carefully. In
In fact,
fact, you
you might
might not
not even
even want
want them
them to
to be
be able
able to
to
the
see
the
formulas
(company
secrets?).
Excel
gives
you
plenty
of
options
for
protecting
(or
see the formulas (company secrets?). Excel gives you plenty of options for protecting (or
unprotecting) your
your work.
work. II will
will explain
explain aa few
few of
of them
them here.
here. You
You can
can then
then experiment
experiment with
with
unprotecting)
others.
others.
The key
key idea
idea is
is locking
locking cells.
cells. Right-click
Right-click on
on any
any cell
cell on
on this
this sheet,
sheet, select
select Format
Format Cells,
Cells, and
and
The
click
on
the
Protection
tab.
You
will
see
that
the
Locked
option
is
checked.
By
default,
all
click on the Protection tab. You will see that the Locked option is checked. By default, all
cells are
are locked
locked until
until you
you unlock
unlock them.
them. But
But this
this locking
locking has
has no
no effect
effect until
until you
you protect
protect the
the
cells
worksheet (or
(or the
the workbook).
workbook). Therefore,
Therefore, protecting
protecting is
is aa two-step
two-step process.
process.
worksheet
1. Unlock
Unlock all
all cells
cells you
you want
want users
users to
to have
have access
access to.
to. These
These are
are typically
typically "input"
"input" cells
cells where
wher
1.
user
can
enter
data
like
unit
cost,
amount
ordered,
and
so
on.
user can enter data like unit cost, amount ordered, and so on.
2. Protect
Protect the
the worksheet
worksheet (or
(or workbook).
workbook). To
To do
do this,
this, select
select Protect
Protect Sheet
Sheet (or
(or Protect
Protect
2.
Workbook) from
from the
the Review
Review ribbon.
ribbon. For
For example,
example, when
when you
you select
select Protect
Protect Sheet,
Sheet, you
you see
see t
Workbook)
dialog
box
to
the
right.
It
is
clear
that
you
have
a
lot
of
options
for
what
you
want
to
allow
dialog box to the right. It is clear that you have a lot of options for what you want to allow
users to
to do.
do. For
For example,
example, with
with the
the settings
settings shown,
shown, users
users will
will be
be allowed
allowed to
to select
select locked
locked
users
cells
but
not
modify
them.
If
the
"Select
locked
cells"
were
unchecked,
users
wouldn't
eve
cells but not modify them. If the "Select locked cells" were unchecked, users wouldn't eve
be allowed
allowed to
to select
select locked
locked cells,
cells, so
so any
any formulas
formulas in
in these
these cells
cells would
would be
be hidden.
hidden. Note
Note tha
tha
be
you can
can also
also add
add aa password
password when
when you
you protect
protect aa worksheet
worksheet or
or workbook.
workbook. Just
Just be
be careful
careful tt
you
remember it.
it. Otherwise,
Otherwise, you
you won't
won't be
be able
able to
to unprotect
unprotect (and
(and then
then modify)
modify) your
your own
own work!
work
remember
on't
want them
them to
to mess
mess up
up
n't want
n want
want them
them to
to be
be able
able to
to
ptions for
for protecting
protecting (or
(or
ptions
n
then
experiment
with
n then experiment with
select Format
Format Cells,
Cells, and
and
select
checked.
By
default,
all
checked. By default, all
ect until
until you
you protect
protect the
the
ect
process.
process.
pically "input"
"input" cells
cells where
where aa
pically
Sheet (or
(or Protect
Protect
Sheet
t Protect
Protect Sheet,
Sheet, you
you see
see the
the
r
what
you
want
to
allow
r what you want to allow
llowed to
to select
select locked
locked
llowed
cked,
users
wouldn't
even
cked, users wouldn't even
ould be
be hidden.
hidden. Note
Note that
that
ould
orkbook. Just
Just be
be careful
careful to
to
orkbook.
n
modify)
your
own
work!
n modify) your own work!
already discussed
discussed the
the COUNT,
COUNT, COUNTA,
COUNTA, SUM,
SUM, and
and AVERAGE
AVERAGE functions,
functions, arguably
arguably the
the m
m
II already
frequently used
used functions
functions in
in Excel.
Excel. In
In this
this section
section II discuss
discuss some
some less
less common
common function
function
frequently
counting, summing,
summing, and
and averaging.
averaging. Although
Although they
they are
are less
less common
common and
and are
are considered
considere
counting,
more
"advanced,"
they
are
extremely
useful
in
certain
situations.
The
functions
on the
the
more "advanced," they are extremely useful in certain situations. The functions on
two sheets
sheets allow
allow you
you to
to count,
count, sum,
sum, or
or average,
average, but
but only
only over
over rows
rows that
that satisfy
satisfy certain
certain
two
conditions. They
They all
all contain
contain IF
IF in
in their
their name,
name, such
such as
as COUNTIF
COUNTIF and
and SUMIFS.
SUMIFS. The
The last
last fun
fu
conditions.
in
this
section,
SUMPRODUCT,
does
exactly
what
its
name
implies.
It
is
absolutely
in this section, SUMPRODUCT, does exactly what its name implies. It is absolutely
indispensable in
in many
many business
business models.
models.
indispensable
ctions, arguably
arguably the
the most
most
ctions,
ess common
common functions
functions for
for
ess
on
and
are
considered
on and are considered
The functions
functions on
on the
the next
next
The
ws that
that satisfy
satisfy certain
certain
ws
SUMIFS. The
The last
last function
function
dd SUMIFS.
s.
It
is
absolutely
. It is absolutely
There are
are several
several Excel
Excel functions
functions that
that allow
allow you
you to
to count
count values,
values, or
or sum
sum or
or average
average va
va
There
subject to
to conditions.
conditions. Until
Until Excel
Excel 2007,
2007, this
this was
was possible
possible only
only for
for aa single
single condition,
condition, suc
su
subject
all
people
younger
than
35
years
old,
and
there
were
only
two
functions
available,
COU
all people younger than 35 years old, and there were only two functions available, COU
and SUMIF.
SUMIF. In
In response
response to
to aa lot
lot of
of customer
customer demand,
demand, Microsoft
Microsoft added
added four
four new
new function
functio
and
Excel 2007:
2007: AVERAGEIF
AVERAGEIF (for
(for aa single
single condition),
condition), and
and COUNTIFS,
COUNTIFS, SUMIFS,
SUMIFS, and
and AVERAGEIF
AVERAGEI
Excel
multiple conditions).
conditions). These
These are
are all
all very
very handy
handy functions,
functions, and
and you
you should
should definitely
definitely learn
lear
multiple
to
use
them.
to use them.
The COUNTIF
COUNTIF function
function counts
counts all
all values
values in
in aa specified
specified range
range that
that satisfy
satisfy aa certain
certain condi
cond
The
To use
use the
the COUNTIF
COUNTIF function:
function:
To
Enter the
the formula
formula =COUNTIF(criterion_range,condition)
=COUNTIF(criterion_range,condition) in
in any
any cell,
cell, where
where conditio
conditio
Enter
any expression
expression that
that evaluate
evaluate to
to TRUE
TRUE or
or FALSE.
FALSE. This
This counts
counts all
all values
values in
in criterion_rang
criterion_rang
any
satisfy the
the condition.
condition.
satisfy
The condition
condition can
can be
be tricky
tricky to
to specify.
specify. IfIf we
we want
want aa specific
specific value,
value, such
such as
as Male,
Male, we
we can
can
The
specify itit easily
easily as
as "Male"
"Male" (quotes
(quotes required),
required), or
or we
we can
can use
use aa cell
cell reference
reference such
such as
as R3.
R3.
specify
we want
want aa specific
specific inequality,
inequality, such
such as
as younger
younger than
than 20,
20, we
we can
can specify
specify itit literally
literally as
as "
ifif we
But ifif we
we want
want itit to
to be
be younger
younger than
than the
the value
value in
in cell
cell R4,
R4, then
then we
we need
need to
to piece
piece itit toget
toge
But
as
a
literal
part,
"<",
and
a
variable
part,
whatever
is
in
cell
R4.
The
correct
syntax
is
as a literal part, "<", and a variable part, whatever is in cell R4. The correct syntax is
"<"&R4.
The
ampersand
(&)
symbol
connects
the
two
pieces.
For
example,
if
we
want
"<"&R4. The ampersand (&) symbol connects the two pieces. For example, if we want
know the
the number
number of
of students
students who
who are
are older
older than
than 20,
20, the
the correct
correct formula
formula is
is
know
=COUNTIF(M4:M75,">"&R4).
=COUNTIF(M4:M75,">"&R4).
Try it!
it! Use
Use COUNTIF
COUNTIF in
in cell
cell R7
R7 to
to find
find the
the number
number of
of students
students who
who scored
scored at
at least
least as
as hig
hig
Try
the
value
in
cell
R5.
(Scroll
to
the
right
for
the
answer.)
the value in cell R5. (Scroll to the right for the answer.)
The SUMIF
SUMIF function
function sums
sums values
values in
in one
one range
range where
where aa condition
condition in
in aa corresponding
corresponding range
range
The
satisfied.
Similarly,
the
AVERAGEIF
function
averages
values
where
a
condition
is
satisfie
satisfied. Similarly, the AVERAGEIF function averages values where a condition is satisfied
Usually, the
the setup
setup is
is like
like the
the example
example to
to the
the right,
right, where
where we
we want
want to
to sum
sum or
or average
average scor
sco
Usually,
one column
column (O),
(O), but
but only
only for
for rows
rows that
that satisfy
satisfy aa condition
condition on
on another
another column
column (M
(M or
or N).
N).
one
To use
use the
the SUMIF
SUMIF or
or AVERAGEIF
AVERAGEIF functions:
functions:
To
Enter the
the formula
formula =SUMIF(criterion_range,condition,sum_range).
=SUMIF(criterion_range,condition,sum_range). This
This sums
sums all
all valu
valu
Enter
sum_range where
where the
the corresponding
corresponding value
value in
in criterion_range
criterion_range satisfies
satisfies the
the condition.
condition. Note
Note
sum_range
the criterion_range
criterion_range is
is listed
listed first,
first, and
and the
the sum_range
sum_range is
is listed
listed last.
last. To
To average
average instead
instead of
of ss
the
enter
the
similar
formula
=AVERAGEIF(criterion_range,condition,average_range).
enter the similar formula =AVERAGEIF(criterion_range,condition,average_range).
Try it!
it! Calculate
Calculate the
the sum
sum of
of all
all scores,
scores, and
and the
the average
average of
of all
all scores,
scores, for
for the
the males;
males; for
for all
all
Try
students who
who are
are younger
younger than
than the
the cutoff
cutoff value
value in
in cell
cell R4;
R4; for
for all
all students
students who
who are
are at
at leas
lea
students
old as
as the
the cutoff
cutoff value
value in
in cell
cell R4.
R4. Enter
Enter these
these six
six formulas
formulas in
in the
the range
range R9:R14.
R9:R14. (Scroll
(Scroll to
to
old
right
for
the
answers.)
right for the answers.)
or sum
sum or
or average
average values,
values,
or
single condition,
condition, such
such as
as
aa single
nctions
available,
COUNTIF
nctions available, COUNTIF
dded
four new
new functions
functions in
in
ded four
UMIFS, and
and AVERAGEIFS
AVERAGEIFS (for
(for
UMIFS,
should definitely
definitely learn
learn how
how
should
satisfy aa certain
certain condition.
condition.
satisfy
ny
cell, where
where condition
condition is
is
y cell,
alues
in criterion_range
criterion_range that
that
lues in
such as
as Male,
Male, we
we can
can
such
reference such
such as
as R3.
R3. Also,
Also,
reference
specify itit literally
literally as
as "<20".
"<20".
specify
need to
to piece
piece itit together
together
need
he
correct
syntax
is
he correct syntax is
example,
if
we
want
to
example, if we want to
formula
is
ormula is
scored at
at least
least as
as high
high as
as
scored
corresponding range
range is
is
aa corresponding
a
condition
is
satisfied.
a condition is satisfied.
sum or
or average
average scores
scores in
in
oo sum
er
column (M
(M or
or N).
N).
r column
ge).
This sums
sums all
all values
values in
in
e). This
es the
the condition.
condition. Note
Note that
that
es
average instead
instead of
of sum,
sum,
oo average
n,average_range).
n,average_range).
, for
for the
the males;
males; for
for all
all
udents who
who are
are at
at least
least as
as
udents
nge
R9:R14.
(Scroll
to
the
ge R9:R14. (Scroll to the
Student Gender
1 Male
2 Female
3 Female
4 Female
5 Male
6 Female
7 Female
8 Male
9 Male
10 Male
11 Female
12 Female
13 Female
14 Female
15 Female
16 Male
17 Female
18 Male
19 Male
20 Female
21 Male
22 Female
23 Male
24 Female
25 Female
26 Male
27 Female
28 Male
29 Female
30 Female
31 Female
32 Female
33 Female
34 Female
35 Male
36 Female
37 Male
38 Male
39 Male
40 Male
41 Male
42 Male
43 Female
44 Male
45 Male
Age
18
21
18
18
18
20
18
19
19
22
20
20
20
24
18
18
24
21
20
21
20
18
20
19
18
21
18
20
18
21
21
19
19
18
22
19
19
18
20
21
20
20
20
18
20
Exam score
62
73
74
77
57
67
90
77
83
71
75
72
82
68
86
77
68
86
80
81
84
71
76
81
99
72
78
67
89
70
77
83
74
87
75
86
77
73
74
79
80
77
46 Female
47 Male
48 Male
49 Female
50 Female
51 Female
52 Male
53 Male
54 Female
55 Female
56 Female
57 Male
58 Male
59 Female
60 Male
61 Female
62 Male
63 Female
64 Male
65 Male
66 Female
67 Female
68 Female
69 Male
70 Male
71 Male
72 Female
21
19
19
23
19
24
19
18
19
21
21
19
19
20
22
19
20
19
19
18
24
18
21
23
24
20
18
72
77
71
70
68
79
75
80
73
61
62
68
92
85
77
79
86
83
83
76
89
72
69
66
71
80
61
Gender condition
Age cutoff
Exam score cutoff
# of "high" scores
Sum of scores for males
Average of scores for males
Sum of scores for "young" people
Average of scores for "young" people
Sum of scores for "old" people
Average of scores for "old" people
Male
20
87
6
2660
78.235
2527
76.576
2733
75.917
The "plural"
"plural" functions
functions discussed
discussed here,
here, COUNTIFS,
COUNTIFS, SUMIFS,
SUMIFS, and
and AVERAGEIFS,
AVERAGEIFS, are
are recent
recent
The
additions in
in Excel
Excel 2007.
2007. They
They allow
allow you
you to
to impose
impose multiple
multiple conditions,
conditions, such
such as
as male
male an
an
additions
younger
than
the
value
in
cell
R4.
Their
arguments,
described
in
more
detail
below,
inc
younger than the value in cell R4. Their arguments, described in more detail below, inc
any number
number of
of pairs
pairs of
of ranges
ranges and
and criteria,
criteria, such
such as
as M4:M75,"Male".
M4:M75,"Male".
any
The COUNTIFS
COUNTIFS function
function counts
counts the
the number
number of
of rows
rows that
that satisfy
satisfy all
all of
of the
the conditions.
conditions.
The
To use
use the
the COUNTIFS
COUNTIFS function:
function:
To
Enter the
the function
function
Enter
=COUNTIFS(criterion_range1,condition1,criterion_range2,condition2,...), wher
whe
=COUNTIFS(criterion_range1,condition1,criterion_range2,condition2,...),
each criterion_range,condition
criterion_range,condition pair
pair imposes
imposes aa condition
condition on
on aa particular
particular range
range (usually
(usually a
each
column). The
The "..."
"..." means
means that
that any
any number
number of
of conditions
conditions can
can be
be imposed.
imposed.
column).
Try it!
it! In
In cell
cell R7,
R7, find
find the
the number
number of
of students
students with
with the
the gender
gender in
in cell
cell R3
R3 and
and age
age younge
young
Try
than the
the age
age cutoff
cutoff in
in cell
cell R4
R4 who
who scored
scored less
less than
than or
or equal
equal to
to the
the score
score cutoff
cutoff in
in cell
cell R
R
than
(Scroll to
to the
the right
right for
for the
the answer.)
answer.)
(Scroll
The SUMIFS
SUMIFS and
and AVERAGEIFS
AVERAGEIFS functions
functions are
are similar
similar in
in concept
concept to
to SUMIF
SUMIF and
and AVERAGEIF
AVERAGEIF
The
their
syntax
is
different.
(Microsoft
evidently
liked
this
new
syntax
better
than
the origi
orig
their syntax is different. (Microsoft evidently liked this new syntax better than the
they
didn't
want
to
change
SUMIF
and
AVERAGEIF
syntax
because
it
would
mess
up
to
they didn't want to change SUMIF and AVERAGEIF syntax because it would mess up too
existing spreadsheets.)
spreadsheets.) Now
Now the
the range
range to
to sum
sum or
or average
average comes
comes first,
first, and
and the
the criteria
criteria
existing
and conditions
conditions come
come last.
last.
and
To use
use the
the SUMIFS
SUMIFS (or
(or AVERAGEIFS)
AVERAGEIFS) function:
function:
To
Enter the
the formula
formula
Enter
=SUMIFS(sum_range,criterion_range1,condition1,criterion_range2,condition2
=SUMIFS(sum_range,criterion_range1,condition1,criterion_range2,condition2
or
or
=AVERAGEIFS(average_range,criterion_range1,condition1,criterion_range2,c
=AVERAGEIFS(average_range,criterion_range1,condition1,criterion_range2,c
n2,...).
n2,...).
Again, the
the setup
setup is
is typically
typically like
like the
the example
example to
to the
the right.
right. There
There is
is aa column
column such
such as
as ex
ex
Again,
score
to
sum
or
average.
The
criteria
impose
conditions
on
other
columns
(or
even
the
score to sum or average. The criteria impose conditions on other columns (or even the
column). Only
Only those
those rows
rows that
that meet
meet all
all of
of the
the conditions
conditions are
are part
part of
of the
the sum
sum or
or averag
averag
column).
Try it!
it! In
In cells
cells R9
R9 and
and R10,
R10, calculate
calculate the
the total
total of
of all
all scores
scores made
made by
by the
the gender
gender in
in cell
cell R
R
Try
ages younger
younger than
than the
the age
age cutoff
cutoff in
in cell
cell R5.
R5. (Scroll
(Scroll to
to the
the right
right for
for the
the answers.)
answers.)
ages
Note: According
According to
to Excel's
Excel's online
online help,
help, when
when using
using these
these functions,
functions, ifif aa cell
cell in
in aa criterio
criterio
Note:
is blank,
blank, itit is
is treated
treated as
as 0.
0. However,
However, this
this doesn't
doesn't appear
appear to
to be
be true.
true. For
For example,
example, the
the se
s
is
student
does
not
currently
satisfy
the
conditions
(too
old).
Change
her
age
to
0,
and
y
student does not currently satisfy the conditions (too old). Change her age to 0, and yo
see the
the answers
answers change.
change. Then
Then delete
delete her
her age
age (make
(make itit blank),
blank), and
and the
the answers
answers will
will rev
rev
see
to
their
original
values.
to their original values.
VERAGEIFS,
are recent
recent
ERAGEIFS, are
tions,
such as
as male
male and
and
ions, such
more
detail
below,
include
more detail below, include
e".
e".
of the
the conditions.
conditions.
of
condition2,...), where
where
condition2,...),
icular
range (usually
(usually aa
cular range
mposed.
mposed.
ell R3
R3 and
and age
age younger
younger
ell
score cutoff
cutoff in
in cell
cell R5.
R5.
ee score
SUMIF and
and AVERAGEIF,
AVERAGEIF, but
but
SUMIF
x
better
than
the
original,
but
x better than the original, but
e
it
would
mess
up
too
many
e it would mess up too many
first, and
and the
the criteria
criteria ranges
ranges
first,
n_range2,condition2,...)
n_range2,condition2,...)
,criterion_range2,conditio
,criterion_range2,conditio
column such
such as
as exam
exam
ss aa column
columns
(or
even
the
same
columns (or even the same
of
the
sum
or
average.
of the sum or average.
by the
the gender
gender in
in cell
cell R4
R4 and
and
by
the answers.)
answers.)
rr the
ns,
cell in
in aa criterion
criterion range
range
s, ifif aa cell
e. For
For example,
example, the
the second
second
e.
her age
age to
to 0,
0, and
and you
you will
will
ee her
d
the
answers
will
revert
back
d the answers will revert back
Student Gender
1 Male
2 Female
3 Female
4 Female
5 Male
6 Female
7 Female
8 Male
9 Male
10 Male
11 Female
12 Female
13 Female
14 Female
15 Female
16 Male
17 Female
18 Male
19 Male
20 Female
21 Male
22 Female
23 Male
24 Female
25 Female
26 Male
27 Female
28 Male
29 Female
30 Female
31 Female
32 Female
33 Female
34 Female
35 Male
36 Female
37 Male
38 Male
39 Male
40 Male
41 Male
42 Male
43 Female
44 Male
45 Male
Age
18
21
18
18
18
20
18
19
19
22
20
20
20
24
18
18
24
21
20
21
20
18
20
19
18
21
18
20
18
21
21
19
19
18
22
19
19
18
20
21
20
20
20
18
20
Exam score
62
73
1
65
77
57
67
90
77
83
71
75
72
82
68
86
77
68
86
89
80
81
84
71
76
81
99
72
78
67
89
70
77
79
83
74
87
75
86
77
73
74
79
80
77
46 Female
47 Male
48 Male
49 Female
50 Female
51 Female
52 Male
53 Male
54 Female
55 Female
56 Female
57 Male
58 Male
59 Female
60 Male
61 Female
62 Male
63 Female
64 Male
65 Male
66 Female
67 Female
68 Female
69 Male
70 Male
71 Male
72 Female
21
19
19
23
19
24
19
18
19
21
21
19
19
20
22
19
20
19
19
18
24
18
21
23
24
20
18
72
77
71
70
68
79
75
80
73
61
62
68
92
85
77
79
86
83
83
76
89
72
69
66
71
80
61
Gender condition
Age cutoff
Exam score cutoff
COUNTIFS question
SUMIFS question
AVERAGEIFS question
Female
20
87
18
1342
70.632
There are
are many
many times
times when
when you
you need
need to
to sum
sum products
products of
of values
values in
in two
two (or
(or possibly
possibly more
more
There
than two)
two) same-size
same-size ranges.
ranges. Fortunately,
Fortunately, there
there is
is aa SUMPRODUCT
SUMPRODUCT function
function that
that sums
sums
than
products quickly.
quickly.
products
To use
use the
the SUMPRODUCT
SUMPRODUCT function:
function:
To
Enter the
the formula
formula =SUMPRODUCT(range1,range2),
=SUMPRODUCT(range1,range2), where
where range1
range1 and
and range2
range2 are
are exac
exa
Enter
the
same
size.
For
example,
they
might
be
two
column
ranges
with
10
cells
each,
or
they
the same size. For example, they might be two column ranges with 10 cells each, or they
might be
be two
two ranges
ranges with
with 44 rows
rows and
and 10
10 columns
columns each.
each. The
The formula
formula sums
sums the
the products
products of
of
might
the corresponding
corresponding values
values from
from the
the two
two ranges.
ranges.
the
There can
can actually
actually be
be more
more than
than two
two ranges
ranges in
in the
the SUMPRODUCT
SUMPRODUCT formula,
formula, separated
separated by
by
There
commas,
as
long
as
all
of
them
have
exactly
the
same
size.
This
is
not
as
common
as
hav
commas, as long as all of them have exactly the same size. This is not as common as hav
only
two
ranges,
but
it
is
sometimes
useful.
only two ranges, but it is sometimes useful.
Try it!
it! Sum
Sum the
the products
products of
of the
the two
two ranges
ranges in
in the
the example
example to
to the
the right
right to
to find
find the
the total
total
Try
shipping
cost.
Enter
the
result
in
cell
M13.
(The
answer
should
be
$1,609.50.)
shipping cost. Enter the result in cell M13. (The answer should be $1,609.50.)
By the
the way,
way, ifif you
you are
are tempted
tempted to
to write
write the
the formula
formula without
without the
the SUMPRODUCT
SUMPRODUCT function
function as
as
By
the sum
sum of
of 99 products,
products, as
as many
many of
of my
my students
students continue
continue to
to do,
do, imagine
imagine how
how long
long your
your
the
formula would
would be
be ifif there
there were
were 10
10 plants
plants and
and 50
50 cities!
cities! The
The SUMPRODUCT
SUMPRODUCT function
function is
is
formula
extremely
efficient,
so
get
used
to
using
it!
extremely efficient, so get used to using it!
in
two (or
(or possibly
possibly more
more
n two
T function
function that
that sums
sums
Unit shipping costs

Plant1
Plant2
Plant3
City1
1.25
1.15
1.35
City2
1.35
1.45
1.45
City3
1.55
1.25
1.15
nge1
and range2
range2 are
are exactly
exactly
ge1 and
th
10
cells
each,
or
they
th 10 cells each, or they
ula sums
sums the
the products
products of
of
ula
Units shipped
Plant1
Plant2
Plant3
City1
155
250
0
City2
180
130
210
City3
0
185
140
formula, separated
separated by
by
formula,
is
not
as
common
as
having
s not as common as having
right
to find
find the
the total
total
ight to
e
$1,609.50.)
e $1,609.50.)
SUMPRODUCT
function as
as
UMPRODUCT function
magine how
how long
long your
your
magine
PRODUCT
function is
is
RODUCT function
Total cost
Most people
people use
use Excel
Excel functions
functions to
to calculate
calculate numbers.
numbers. However,
However, Excel
Excel also
also provides
provides se
se
Most
very useful
useful functions
functions for
for manipulating
manipulating text.
text. These
These can
can be
be real
real time-savers.
time-savers. IfIf you
you have
have
very
been required
required to
to manipulate
manipulate aa list
list of
of hundreds
hundreds of
of names
names or
or any
any similar
similar mind-numbing
mind-numbing t
been
you
know
what
I
mean.
This
section
illustrates
some
of
the
most
common
ways to
to
you know what I mean. This section illustrates some of the most common ways
manipulate text
text in
in Excel.
Excel.
manipulate
The next
next worksheet
worksheet describes
describes two
two handy
handy text
text functions,
functions, TRIM
TRIM and
and VALUE.
VALUE. Then
Then the
the last
las
The
worksheets
in
this
section
discuss
two
common
text
tasks,
concatenating
and
parsing.
worksheets in this section discuss two common text tasks, concatenating and parsing.
are opposites.
opposites. Concatenating
Concatenating means
means to
to put
put several
several pieces
pieces together,
together, such
such as
as forming
forming th
th
are
name "John
"John Smith"
Smith" from
from the
the two
two pieces
pieces "John"
"John" and
and "Smith".
"Smith". Parsing
Parsing means
means to
to separate
separate
name
into several
several pieces,
pieces, such
such as
as starting
starting with
with the
the text
text "Smith,
"Smith, John"
John" and
and separating
separating itit into
into tt
into
first
name
"John"
and
the
last
name
"Smith".
As
you
will
see,
concatenating
is
relativel
first name "John" and the last name "Smith". As you will see, concatenating is relatively
easy, whereas
whereas parsing
parsing is
is typically
typically more
more difficult.
difficult.
easy,
Excel also
also provides
provides several
several
Excel
me-savers.
you have
have ever
ever
e-savers. IfIf you
imilar
mind-numbing
task,
milar mind-numbing task,
common ways
ways to
to
common
VALUE. Then
Then the
the last
last two
two
dd VALUE.
tenating
and
parsing.
These
tenating and parsing. These
er, such
such as
as forming
forming the
the
er,
ng means
means to
to separate
separate text
text
ng
nd separating
separating itit into
into the
the
nd
catenating is
is relatively
relatively
catenating
Text in
in aa cell
cell sometimes
sometimes has
has leading
leading or
or trailing
trailing spaces.
spaces. For
For example,
example, you
you can
can guess
guess from
fro
Text
alignment that
that the
the names
names to
to the
the right
right all
all have
have some
some leading
leading spaces.
spaces. (They
(They also
also have
have ss
alignment
trailing spaces,
spaces, although
although this
this is
is not
not obvious.)
obvious.) This
This is
is not
not necessarily
necessarily aa problem,
problem, but
but
trailing
sometimes
you
would
like
to
delete
any
leading
or
trailing
spaces.
Doing
this
manually
sometimes you would like to delete any leading or trailing spaces. Doing this manually
take hours,
hours, so
so luckily
luckily there
there is
is aa function,
function, TRIM,
TRIM, that
that does
does itit automatically.
automatically.
take
To use
use the
the TRIM
TRIM function:
function:
To
Enter the
the formula
formula =TRIM(cell),
=TRIM(cell), where
where cell
cell is
is aa reference
reference to
to the
the cell
cell to
to be
be trimmed.
trimmed.
Enter
Try it!
it! In
In column
column M,
M, apply
apply the
the TRIM
TRIM function
function to
to the
the names
names in
in column
column L.
L. Then
Then copy
copy the
the
Try
formulas
in
column
M
and
paste
them
over
themselves
as
values.
Now
there
is
no
formulas in column M and paste them over themselves as values. Now there is no
dependence on
on the
the names
names in
in column
column L,
L, so
so move
move the
the values
values in
in column
column M
M to
to column
column L,
L,
dependence
replacing
the
originals.
(This
should
take
about
5
seconds,
and
it
wouldn't
take
much
lo
replacing the originals. (This should take about 5 seconds, and it wouldn't take much lo
you started
started with
with thousands
thousands of
of names
names .. That's
That's efficiency!)
efficiency!)
ifif you
Have you
you ever
ever gotten
gotten aa spreadsheet
spreadsheet with
with aa lot
lot of
of numbers,
numbers, but
but the
the numbers
numbers are
are left
left ju
ju
Have
in
their
cells,
like
those
to
the
right?
They
are
probably
the
result
of
dumping
data
from
in their cells, like those to the right? They are probably the result of dumping data from
legacy system
system into
into Excel,
Excel, with
with the
the result
result that
that the
the numbers
numbers are
are really
really text
text that
that only
only look
loo
legacy
numbers.
The
tipoff
is
that
they
are
left
justified;
numbers
are
almost
always
right
just
numbers. The tipoff is that they are left justified; numbers are almost always right justi
Try doing
doing arithmetic
arithmetic on
on the
the numbers
numbers to
to the
the right,
right, such
such as
as summing
summing them.
them. ItIt won't
won't work
work
Try
because
Excel
interprets
them
as
text,
and
it
can't
do
arithmetic
on
text.
And
unfortun
because Excel interprets them as text, and it can't do arithmetic on text. And unfortuna
does no
no good
good to
to simply
simply right
right justify
justify them;
them; they
they are
are still
still text.
text. Luckily,
Luckily, there
there is
is aa very
very uu
itit does
function,
VALUE,
that
takes
text
that
looks
like
a
number
and
makes
it
a
number.
function, VALUE, that takes text that looks like a number and makes it a number.
To use
use the
the VALUE
VALUE function:
function:
To
Enter the
the formula
formula =VALUE(cell),
=VALUE(cell), where
where cell
cell is
is aa reference
reference to
to the
the cell
cell that
that contains
contains the
the
Enter
Try it!
it! Use
Use the
the VALUE
VALUE function
function in
in column
column M
M to
to transform
transform the
the text
text in
in column
column LL to
to number
numbe
Try
Then check
check that
that you
you can
can do
do arithmetic
arithmetic on
on the
the values
values in
in column
column M.
M.
Then
ple,
you can
can guess
guess from
from the
the
le, you
ces.
(They also
also have
have some
some
es. (They
ily
problem, but
but
ly aa problem,
s.
Doing
this
manually
could
. Doing this manually could
matically.
atically.
ell to
to be
be trimmed.
trimmed.
ell
mn L.
L. Then
Then copy
copy the
the
mn
. Now
Now there
there is
is no
no
lumn
M to
to column
column L,
L,
umn M
wouldn't
take
much
longer
wouldn't take much longer
he
numbers are
are left
left justified
justified
e numbers
of
dumping
data
from
of dumping data from aa
ally
text that
that only
only look
look like
like
ally text
most
always
right
justified.
most always right justified.
ng
them. ItIt won't
won't work
work
g them.
on
text.
And
unfortunately,
on text. And unfortunately,
ckily, there
there is
is aa very
very useful
useful
ckily,
kes
it
a
number.
es it a number.
cell that
that contains
contains the
the text.
text.
cell
column LL to
to numbers.
numbers.
nn column
M.
.
Bob
Jane
Justin
Lindsay
George
Sam
Christine
Tom
Jenny
Doug
19
65
36
12
57
93
45
To concatenate,
concatenate, we
we start
start with
with two
two or
or more
more pieces
pieces of
of text
text and
and string
string them
them together.
together. Fo
F
To
example, we
we might
might concatenate
concatenate Bob
Bob and
and Jones
Jones into
into Bob
Bob Jones.
Jones. There
There are
are two
two
example,
equivalent ways
ways to
to concatenate:
concatenate: with
with the
the ampersand
ampersand (&)
(&) symbol
symbol and
and with
with the
the
equivalent
CONCATENATE
function.
Both
are
described
below.
CONCATENATE function. Both are described below.
To concatenate
concatenate the
the text
text in
in cells
cells A1
A1 and
and B1
B1 with
with the
the ampersand
ampersand symbol,
symbol, enter
enter the
the formu
form
To
=A1&B1
in
cell
C1.
Literal
text
can
also
be
included,
such
as
=A1&,
&B1.
In
this
ca
=A1&B1 in cell C1. Literal text can also be included, such as =A1&, &B1. In this ca
A1
contains
Jones
and
B1
contains
Bob,
then
C1
will
contain
Jones,
Bob.
This
A1 contains Jones and B1 contains Bob, then C1 will contain Jones, Bob. This
concatenates the
the last
last name,
name, aa literal
literal comma
comma and
and space,
space, and
and the
the first
first name.
name. In
In general
general
concatenates
separate the
the pieces
pieces with
with ampersands,
ampersands, and
and put
put literal
literal text
text in
in quotes.
quotes.
separate
To concatenate
concatenate the
the text
text in
in cells
cells A1
A1 and
and B1
B1 with
with the
the CONCATENATE
CONCATENATE function,
function, enter
enter the
the
To
formula
=CONCATENATE(A1,,
,B1).
In
words,
you
enter
the
pieces
you
want
to
formula =CONCATENATE(A1,, ,B1). In words, you enter the pieces you want to
concatenate,
separated
by
commas.
These
pieces
can
be
cell
references
or
literal
text
concatenate, separated by commas. These pieces can be cell references or literal text.
the latter
latter case,
case, they
they should
should be
be enclosed
enclosed in
in double
double quotes.
quotes.
the
Try it!
it! Concatenate
Concatenate the
the first
first names,
names, middle
middle initials,
initials, and
and last
last names
names in
in columns
columns L,
L, M,
M, and
an
Try
that
full
names
of
the
form
Jones,
Bob
E.
appear
in
column
O.
You
can
use
the
amper
that full names of the form Jones, Bob E. appear in column O. You can use the ampers
method or
or the
the CONCATENATE
CONCATENATE function.
function.
method
ing
them together.
together. For
For
ng them
es. There
There are
are two
two
es.
and with
with the
the
and
ymbol,
enter the
the formula
formula
mbol, enter
1&,
&B1.
In
this
case, ifif
1&, &B1. In this case,
Jones,
Bob.
This
Jones, Bob. This
first name.
name. In
In general,
general,
first
es.
es.
function, enter
enter the
the
EE function,
pieces
you
want
to
pieces you want to
erences
or
literal
text.
In
erences or literal text. In
es
in columns
columns L,
L, M,
M, and
and N
N so
so
s in
ou
can
use
the
ampersand
u can use the ampersand
Bob
Stephen
Andy
John
Kathy
Karen
Tom
Peter
Ted
Jason
E
C
T
F
C
D
T
F
R
E
Jones
Davis
Thompson
Wilson
Fredericks
Williams
Smith
Jennings
Benson
Samson
Suppose, for
for example,
example, that
that someone
someone has
has given
given you
you aa spreadsheet
spreadsheet such
such as
as the
the one
one to
to tt
Suppose,
right. Each
Each cell
cell in
in column
column LL has
has aa persons
persons name:
name: last
last name,
name, then
then aa comma
comma and
and aa spac
spac
right.
then first
first name.
name. Your
Your job
job is
is to
to parse
parse (that
(that is,
is, separate)
separate) these
these names
names as
as indicated
indicated for
for the
th
then
name
in
cells
M3
and
N3.
That
is,
column
M
should
have
all
of
the
first
names
and
colu
name in cells M3 and N3. That is, column M should have all of the first names and colu
should have
have all
all of
of the
the last
last names.
names. IfIf this
this sounds
sounds easy,
easy, imagine
imagine that
that there
there are
are 5000
5000 nam
nam
should
column L.
L. What
What would
would you
you do?
do? IfIf you
you just
just start
start typing,
typing, you
you will
will be
be at
at for
for aa long
long time
time (an
(an
column
will
undoubtedly
make
mistakes
along
the
way).
will undoubtedly make mistakes along the way).
Fortunately, there
there is
is aa much
much better
better way.
way. The
The key
key is
is to
to look
look for
for patterns.
patterns. In
In this
this example
example
Fortunately,
that every
every name
name has
has aa comma
comma and
and aa space.
space. The
The first
first name
name comes
comes after
after the
the comma
comma an
an
that
space, and
and the
the last
last name
name comes
comes before
before it.
it. For
For the
the name
name "Jones,
"Jones, Bob",
Bob", there
there are
are 10
10
space,
characters, including
including the
the comma
comma and
and space,
space, and
and the
the comma
comma and
and space
space are
are characters
characters
characters,
7.
So
the
first
name
is
the
rightmost
3
characters
and
the
last
name
is
the
leftmost
7. So the first name is the rightmost 3 characters and the last name is the leftmost 55
characters. In
In any
any parsing
parsing operation,
operation, this
this is
is the
the first
first and
and probably
probably the
the most
most crucial
crucial step
step
characters.
pattern.
aa pattern.
Once you
you find
find aa pattern,
pattern, you
you can
can then
then exploit
exploit itit with
with aa number
number of
of useful
useful text
text functions.
functions.
Once
ones
I
will
discuss
are
FIND,
LEN,
RIGHT,
LEFT,
and
MID.
(If
you
want
to
learn
about oth
oth
ones I will discuss are FIND, LEN, RIGHT, LEFT, and MID. (If you want to learn about
text
functions,
click
on
the
f
button
and
search
under
the
Text
category.)
text functions, click on the fxx button and search under the Text category.)
To use
use the
the FIND
FIND function:
function:
To
The FIND
FIND function
function has
has the
the syntax
syntax =FIND(subtext,text,n),
=FIND(subtext,text,n), where
where subtext
subtext is
is aa piece
piece of
o
The
be found
found in
in text,
text, text
text is
is the
the original
original text,
text, and
and nn is
is an
an optional
optional integer
integer argument.
argument. This
This fu
fu
be
returns the
the position
position of
of the
the first
first occurrence
occurrence of
of subtext,
subtext, ifif any.
any. IfIf there
there are
are no
no occurrence
occurrence
returns
returns an
an error.
error. IfIf the
the argument
argument nn is
is missing,
missing, the
the search
search starts
starts at
at character
character 1;
1; otherwis
otherwi
returns
search
starts
at
character
n.
search starts at character n.
Here are
are aa few
few examples:
examples:
Here
The formula
formula =FIND(,,Jones,
=FIND(,,Jones, Bob)
Bob) returns
returns 6,
6, because
because the
the comma
comma is
is the
the 6th
6th characte
characte
The
Jones,
Bob.
Jones, Bob.
The formula
formula =FIND(nes,Jones,
=FIND(nes,Jones, Bob)
Bob) returns
returns 3,
3, because
because the
the subtext
subtext nes
nes begins
begins in
in
The
character of
of Jones,
Jones, Bob.
Bob.
character
The formula
formula =FIND(o,Jones,
=FIND(o,Jones, Bob)
Bob) returns
returns 2,
2, because
because the
the first
first occurrence
occurrence of
of the
the lett
lett
The
occurs
in
the
2nd
character
of
Jones,
Bob.
However,
the
formula
=FIND(o,
Jones,Bob
occurs in the 2nd character of Jones, Bob. However, the formula =FIND(o, Jones,Bob
returns 9,
9, because
because the
the first
first occurrence
occurrence of
of o
o starting
starting from
from character
character 33 is
is character
character 9.
9.
returns
The formula
formula =FIND(t,Jones,
=FIND(t,Jones, Bob)
Bob) returns
returns an
an error,
error, because
because the
the letter
letter t
t isnt
isnt found
found
The
Jones,
Bob.
Jones, Bob.
To use
use the
the LEN
LEN function:
function:
To
Enter the
the formula
formula =LEN(text).
=LEN(text). This
This returns
returns the
the number
number of
of characters
characters in
in text.
text.
Enter
To use
use the
the RIGHT
RIGHT function:
function:
To
Enter the
the formula
formula =RIGHT(text,
=RIGHT(text, n),
n), where
where nn is
is an
an integer.
integer. This
This returns
returns the
the rightmost
rightmost n
Enter
characters
in
text.
(If
n
is
greater
than
LEN(text),
it
return
the
entire
text.)
characters in text. (If n is greater than LEN(text), it return the entire text.)
To use
use the
the LEFT
LEFT function:
function:
To
Enter the
the formula
formula =LEFT(text,
=LEFT(text, n),
n), where
where nn is
is an
an integer.
integer. This
This returns
returns the
the leftmost
leftmost nn
Enter
characters
in
text.
(If
n
is
greater
than
LEN(text),
it
return
the
entire
text.)
To use
use the
the RIGHT
RIGHT function:
function:
To
Enter the
the formula
formula =RIGHT(text,
=RIGHT(text, n),
n), where
where nn is
is an
an integer.
integer. This
This returns
returns the
the rightmost
rightmost n
Enter
characters
in
text.
(If
n
is
greater
than
LEN(text),
it
return
the
entire
text.)
To use
use the
the LEFT
LEFT function:
function:
To
Enter the
the formula
formula =LEFT(text,
=LEFT(text, n),
n), where
where nn is
is an
an integer.
integer. This
This returns
returns the
the leftmost
leftmost nn
Enter
characters
in
text.
(If
n
is
greater
than
LEN(text),
it
return
the
entire
text.)
To use
use the
the MID
MID function:
function:
To
Enter the
the formula
formula =MID(text,s,n),
=MID(text,s,n), where
where ss is
is an
an integer
integer and
and nn is
is an
an optional
optional integer.
integer. I
Enter
missing,
this
returns
all
of
text
from
the
sth
character
on.
(s
stands
for
start.)
Otherwis
missing, this returns all of text from the sth character on. (s stands for start.) Otherwis
returns nn characters
characters of
of text,
text, starting
starting with
with the
the sth
sth character.
character.
returns
Here are
are some
some examples
examples of
of MID:
MID:
Here
The function
function =MID(Freddie,5)
=MID(Freddie,5) returns
returns die.
die.
The
The
function
=MID(Freddie,5,2)
returns
di.
The function =MID(Freddie,5,2) returns di.
The function
function =MID(Jones,
=MID(Jones, Bob,FIND(,,Jones,
Bob,FIND(,,Jones, Bob)+2,1)
Bob)+2,1) returns
returns B.
B. (See
(See why?)
why?)
The
With these
these five
five functionsFIND,
functionsFIND, LEN,
LEN, RIGHT,
RIGHT, LEFT,
LEFT, and
and MIDyou
MIDyou can
can do
do some
some powerfu
powerf
With
manipulation
in
Excel,
and
this
can
save
hours
of
tedious
typing.
You
will
be
the
hero aa
manipulation in Excel, and this can save hours of tedious typing. You will be the hero
office!
office!
The above
above name-parsing
name-parsing problem
problem can
can be
be solved
solved in
in aa series
series of
of steps,
steps, as
as indicated
indicated below
below
The
1. In
In cell
cell M71,
M71, find
find the
the length
length of
of the
the text
text in
in cell
cell L71
L71 with
with the
the LEN
LEN function.
function.
1.
2. In
In cell
cell N71,
N71, find
find the
the position
position of
of the
the comma
comma with
with the
the FIND
FIND function.
function.
2.
3. In
In cell
cell O71,
O71, add
add 11 to
to find
find the
the position
position of
of the
the space
space after
after the
the comma.
comma.
3.
4.
In
cell
P71,
find
the
first
name
with
the
RIGHT
function,
using
the rightmost
rightmost (10-7)
(10-7)
4. In cell P71, find the first name with the RIGHT function, using the
characters.
Make
sure
you
use
cell
references
to
enable
copying
down.
characters. Make sure you use cell references to enable copying down.
5. In
In cell
cell Q71,
Q71, find
find the
the last
last name
name with
with the
the LEFT
LEFT function,
function, using
using the
the leftmost
leftmost (6-1)
(6-1) chara
chara
5.
Again, use
use cell
cell references
references to
to enable
enable copying.
copying.
Again,
The beauty
beauty of
of this
this method
method is
is that
that we
we have
have to
to do
do itit only
only once,
once, in
in the
the first
first row.
row. Then
Then we
we c
The
copy
all
of
the
formulas
down
for
the
rest
of
the
names,
even
if
there
are
thousands
of
copy all of the formulas down for the rest of the names, even if there are thousands of
Try it!
it! Enter
Enter the
the formulas
formulas as
as indicated
indicated by
by the
the above
above steps
steps and
and copy
copy them
them down.
down. (Scroll
(Scroll
Try
right for
for the
the correct
correct answers.)
answers.)
right
Here is
is aa tougher
tougher one.
one. The
The names
names to
to the
the right
right either
either have
have aa middle
middle initial,
initial, aa first
first initial
initia
Here
initial.
See
if
you
can
parse
these
names
into
four
pieces:
Last
name,
Used
name,
Initia
initial. See if you can parse these names into four pieces: Last name, Used name, Initia
Middle
initial,
where:
Middle initial, where:
Used name
name is
is the
the name
name (first
(first or
or middle)
middle) the
the person
person goes
goes by.
by.
Used
Initial is
is the
the single
single initial
initial character,
character, ifif any,
any, or
or is
is blank
blank ifif there
there is
is no
no initial.
initial.
Initial
Middle
initial
is
"Yes"
if
the
initial
is
a
middle
initial,
"No"
if
it
is
a
first
initial, and
and blank
blank i
Middle initial is "Yes" if the initial is a middle initial, "No" if it is a first initial,
is
no
initial.
is no initial.
As in
in the
the previous
previous exercise,
exercise, you
you can
can have
have other
other "helper"
"helper" columns
columns as
as needed.
needed. (Hints:
(Hints: (1
(1
As
FIND returns
returns an
an error
error ifif itit can't
can't find
find the
the requested
requested text.
text. (2)
(2) There
There is
is an
an ISERROR
ISERROR functio
functio
FIND
can check
check whether
whether aa cell
cell contains
contains an
an error.
error. Scroll
Scroll to
to the
the right
right for
for aa solution.
solution. ))
can
OK, this
this one
one is
is not
not easy,
easy, and
and itit requires
requires some
some careful
careful planning.
planning. But
But itit sure
sure beats
beats typing
typing
OK,
list of
of hundreds
hundreds or
or thousands
thousands of
of names!
names!
list
As in
in the
the previous
previous exercise,
exercise, you
you can
can have
have other
other "helper"
"helper" columns
columns as
as needed.
needed. (Hints:
(Hints: (1
(1
As
FIND returns
returns an
an error
error ifif itit can't
can't find
find the
the requested
requested text.
text. (2)
(2) There
There is
is an
an ISERROR
ISERROR functio
functio
FIND
can check
check whether
whether aa cell
cell contains
contains an
an error.
error. Scroll
Scroll to
to the
the right
right for
for aa solution.
solution. ))
can
OK, this
this one
one is
is not
not easy,
easy, and
and itit requires
requires some
some careful
careful planning.
planning. But
But itit sure
sure beats
beats typing
typing
OK,
list of
of hundreds
hundreds or
or thousands
thousands of
of names!
names!
list
et
such as
as the
the one
one to
to the
the
t such
n aa comma
comma and
and aa space,
space, and
and
mes
as
indicated
for
the
es as indicated for the
e first
first names
names and
and column
column N
N
at there
there are
are 5000
5000 names
names in
in
at
at for
for aa long
long time
time (and
(and you
you
at
terns. In
In this
this example,
example, note
note
terns.
after the
the comma
comma and
and
ss after
Bob",
there are
are 10
10
ob", there
space are
are characters
characters 66 and
and
space
me
is
the
leftmost
5
me is the leftmost 5
y the
the most
most crucial
crucial step:
step: find
find
useful text
text functions.
functions. The
The
useful
ant
to
learn
about
other
ant to learn about other
tegory.)
tegory.)
subtext is
is aa piece
piece of
of text
text to
to
ee subtext
eger
argument. This
This function
function
ger argument.
ere are
are no
no occurrences,
occurrences, itit
ere
t character
character 1;
1; otherwise,
otherwise, itit the
the
ma is
is the
the 6th
6th character
character in
in
ma
ubtext
nes begins
begins in
in the
the 3rd
3rd
btext nes
occurrence of
of the
the letter
letter o
o
occurrence
=FIND(o,
Jones,Bob,3)
=FIND(o, Jones,Bob,3)
cter 33 is
is character
character 9.
9.
cter
letter t
t isnt
isnt found
found in
in
ee letter
cters in
in text.
text.
cters
eturns the
the rightmost
rightmost nn
eturns
tire
text.)
ire text.)
turns
the leftmost
leftmost nn
urns the
tire
text.)
ire text.)
Jones, Bob
Davis, Stephen
Thompson, Andy
Wilson, John
Fredericks, Kathy
Williams, Karen
Smith, Tom
Jennings, Peter
Benson, Ted
Samson, Jason
Bob
Jones
eturns the
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urns the
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why?)
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ut itit sure
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ut itit sure
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First name
Last name
Full name
Jones, Bob
Davis, Stephen
Thompson, Andy
Wilson, John
Fredericks, Kathy
Williams, Karen
Smith, Tom
Jennings, Peter
Benson, Ted
Samson, Jason
Length
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14
14
12
17
15
10
15
11
13
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9
7
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10
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Full name
Jones, Bob E.
Davis, F. Stephen
Thompson, Andy
Wilson, John B.
Fredericks, Kathy C.
Williams, Karen R.
Smith, J. Tom
Jennings, Peter
Benson, Ted C.
Samson, Jason A.
Length
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17
14
15
20
18
13
15
14
16
Comma
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6
9
7
11
9
6
9
7
7
Space1
7
7
10
8
12
10
7
10
8
8
First name
Bob
Stephen
Andy
John
Kathy
Karen
Tom
Peter
Ted
Jason
Period
13
9
#VALUE!
15
20
18
9
#VALUE!
14
16
Last name
Jones
Davis
Thompson
Wilson
Fredericks
Williams
Smith
Jennings
Benson
Samson
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10 Davis
#VALUE! Thompson
13 Wilson
18 Fredericks
16 Williams
10 Smith
#VALUE! Jennings
12 Benson
14 Samson
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Bob
Stephen
Andy
John
Kathy
Karen
Tom
Peter
Ted
Jason
Initial
E
F
Middle initial
Yes
No
B
C
R
J
Yes
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No
C
A
Yes
Yes
We tend
tend to
to take
take dates
dates and
and times
times for
for granted,
granted, but
but they
they appear
appear in
in many,
many, ifif not
not most,
most, rea
rea
We
world business
business spreadsheets.
spreadsheets. They
They can
can actually
actually be
be quite
quite tricky
tricky to
to work
work with,
with, and
and aa com
com
world
treatment of
of dates
dates and
and times
times could
could fill
fill aa long
long chapter
chapter of
of aa book.
book. II cant
cant hope
hope to
to cover
cover aa
treatment
the
intricacies
of
Excel-based
dates
and
times
in
this
tutorial,
but
I
will
illustrate
some o
the intricacies of Excel-based dates and times in this tutorial, but I will illustrate some
most useful
useful methods
methods for
for working
working with
with them.
them.
most
The first
first thing
thing to
to realize
realize is
is that
that aa date-time
date-time value
value that
that appears
appears in
in aa cell
cell as
as something
something lili
The
3/14/2004
4:30
PM
is
really
stored
as
a
number.
Excel
refers
to
this
number
as the
the ser
ser
3/14/2004 4:30 PM is really stored as a number. Excel refers to this number as
value.
The
serial
value
corresponding
to
this
particular
date-time
happens
to
be
38060
value. The serial value corresponding to this particular date-time happens to be 38060
The value
value to
to the
the left
left of
of the
the decimal
decimal is
is the
the number
number of
of days
days since
since aa base
base date
date (January
(January
The
1900), and
and the
the decimal
decimal part
part indicates
indicates the
the fraction
fraction of
of time
time through
through the
the day,
day, starting
starting righ
rig
1900),
after
midnight.
In
this
example
4:30
PM
is
68.8%
of
the
way
from
midnight
to
the
next
after midnight. In this example 4:30 PM is 68.8% of the way from midnight to the next
midnight. IfIf the
the decimal
decimal part
part is
is omitted,
omitted, then
then itit is
is assumed
assumed to
to be
be midnight.
midnight. In
In this
this case
case
midnight.
usually
format
the
value
so
that
only
the
date,
not
the
time,
appears.
usually format the value so that only the date, not the time, appears.
you happen
happen to
to know
know the
the numbering
numbering system
system for
for dates
dates (that
(that is,
is, you
you somehow
somehow know
know tha
th
IfIf you
38060
corresponds
to
3/14/2004),
you
could
enter
the
number
38060
in
a
cell
and
the
38060 corresponds to 3/14/2004), you could enter the number 38060 in a cell and then
format itit to
to look
look like
like aa date.
date. However,
However, you
you usually
usually enter
enter aa date
date like
like 3/14/2004
3/14/2004 in
in aa cell.
cell.
format
fact,
there
are
several
formats
Excel
recognizes
as
dates,
including
3/14/2004,
March
fact, there are several formats Excel recognizes as dates, including 3/14/2004, March 11
2004, 3-14-04,
3-14-04, and
and aa few
few others,
others, but
but underneath
underneath the
the hood,
hood, they
they are
are all
all stored
stored as
as 38060
3806
2004,
The same
same goes
goes for
for date-times,
date-times, such
such as
as 3/14/2004
3/14/2004 4:30
4:30 PM,
PM, or
or just
just times,
times, such
such as
as 4:30
4:30 P
The
you
enter
either
of
these
in
a
format
that
Excel
recognizes
as
a
date-time
or
just
a
time
you enter either of these in a format that Excel recognizes as a date-time or just a time
Excel
will
recognize
that
these
are
date-times
or
times,
but
it
will
store
them
as
numbe
Excel will recognize that these are date-times or times, but it will store them as numbe
(68030.688 or
or 0.688).
0.688).
(68030.688
By the
the way,
way, ifif you
you enter
enter aa date-time
date-time in
in aa format
format that
that Excel
Excel doesnt
doesnt recognize,
recognize, you
you are
are
By
entirely
out
of
luck.
It
will
simply
be
stored
as
a
label,
with
no
inherent
date-time
me
entirely out of luck. It will simply be stored as a label, with no inherent date-time mea
And
Excel
can
be
fussy.
For
example,
it
doesnt
understand
3/14/2004
4:30PM,
simply
And Excel can be fussy. For example, it doesnt understand 3/14/2004 4:30PM, simply
because there
there is
is no
no space
space between
between 4:30
4:30 and
and PM!
PM! (I(I wish
wish II were
were kidding,
kidding, but
but Im
Im not.)
not.) O
O
because
other hand,
hand, Excel
Excel is
is smart
smart about
about dates.
dates. ItIt will
will recognize
recognize that
that 9/31/1999
9/31/1999 and
and 2/29/2003
2/29/2003
other
not datesregardless
datesregardless of
of how
how they
they are
are formatted.
formatted.
not
Try it!
it! The
The cells
cells to
to the
the right
right include
include some
some date-times,
date-times, dates
dates (no
(no times
times specified),
specified), and
and tim
ti
Try
(no dates
dates specified),
specified), formatted
formatted in
in several
several allowable
allowable ways.
ways. Format
Format these
these as
as numbers
numbers wi
wi
(no
decimals to
to see
see the
the serial
serial values.
values. Then
Then reformat
reformat them
them as
as date-times
date-times (in
(in any
any formats
formats yo
yo
decimals
prefer).
prefer).
many, ifif not

not most,
most, realrealmany,
work with,
with, and
and aa complete
complete
work
cant hope
hope to
to cover
cover all
all of
of
cant
II will
will illustrate
illustrate some
some of
of the
the
cell as
as something
something like
like
aa cell
his
number
as
the
serial
is number as the serial
e happens
happens to
to be
be 38060.688.
38060.688.
base date
date (January
(January 1,
1,
base
the day,
day, starting
starting right
right
hh the
midnight to
to the
the next
next
midnight
midnight.
In
this
case, you
you
midnight. In this case,
ears.
ars.
ou somehow
somehow know
know that
that
ou
8060
in
a
cell
and
then
8060 in a cell and then
ke
3/14/2004 in
in aa cell.
cell. In
In
e 3/14/2004
ng
3/14/2004,
March
14,
ng 3/14/2004, March 14,
are all
all stored
stored as
as 38060.
38060.
are
times, such
such as
as 4:30
4:30 PM.
PM. IfIf
tt times,
ate-time
or
just
a
time,
ate-time or just a time,
store them
them as
as numbers
numbers
store
t
recognize, you
you are
are
t recognize,
erent
date-time
meaning.
erent date-time meaning.
2004
4:30PM,
simply
2004 4:30PM, simply
dding, but
but Im
Im not.)
not.) On
On the
the
dding,
/1999 and
and 2/29/2003
2/29/2003 are
are
/1999
mes specified),
specified), and
and times
times
mes
these as
as numbers
numbers with
with 33
these
mes (in
(in any
any formats
formats you
you
mes
3/14/04 1:30 PM
12/31/1901
3:50
12:00 PM
29-Feb-96
9/24/46 14:45
Do you
you remember
remember the
the Y2K
Y2K problem
problem that
that worried
worried everyone
everyone in
in late
late 1999?
1999? The
The problem
problem w
w
Do
that aa large
large number
number of
of dates,
dates, in
in all
all kinds
kinds of
of systems,
systems, listed
listed 2-digit
2-digit years,
years, such
such as
as 85
85 ins
in
that
of 1985.
1985. How
How would
would systems
systems know
know whether
whether 05
05 meant
meant 1905
1905 or
or 2005?
2005? Fortunately,
Fortunately, the
the
of
predicted
disaster
didnt
happen,
but
there
is
still
a
Y2K
problem
because
of
the
ambig
predicted disaster didnt happen, but there is still a Y2K problem because of the ambig
2-digit years
years can
can create.
create. Excel
Excel handles
handles it,
it, at
at least
least for
for now,
now, by
by interpreting
interpreting aa 2-digit
2-digit yea
yea
2-digit
than 30
30 as
as being
being in
in the
the 21
21stst century,
century, and
and all
all others
others as
as being
being in
in the
the 20
20thth century.
century. For
For exa
exa
than
it
interprets
3/14/17
as
March
14,
2017
and
5/20/72
as
May
20,
1972.
Of
course,
the
e
it interprets 3/14/17 as March 14, 2017 and 5/20/72 as May 20, 1972. Of course, the ea
way
to
avoid
the
ambiguity
is
to
use
4-digit
years
whenever
you
enter
dates.
This
is
th
way to avoid the ambiguity is to use 4-digit years whenever you enter dates. This is th
lesson of
of Y2K!
Y2K!
lesson
Try it!
it! Enter
Enter aa date
date to
to the
the right
right such
such as
as 3/14/29
3/14/29 (the
(the last
last two
two digits
digits less
less than
than 30).
30). Then
Then
Try
another
date
such
as
5/20/30
(the
last
two
digits
greater
than
or
equal
to
30).
Watch
h
another date such as 5/20/30 (the last two digits greater than or equal to 30). Watch ho
Excel
transforms
the
year
automatically.
Do
you
see
how
this
could
be
a
problem
if
you
Excel transforms the year automatically. Do you see how this could be a problem if you
really meant
meant 3/14/29
3/14/29 to
to be
be the
the birthday
birthday of
of aa person
person born
born in
in 1929?
1929?
really
1999? The
The problem
problem was
was
1999?
years, such
such as
as 85
85 instead
instead
tt years,
05? Fortunately,
Fortunately, the
the
05?
because
of
the
ambiguity
because of the ambiguity
erpreting
2-digit year
year less
less
rpreting aa 2-digit
20thth century.
century. For
For example,
example,
ee 20
972. Of
Of course,
course, the
the easiest
easiest
972.
enter
dates.
This
is
the
enter dates. This is the
less than
than 30).
30). Then
Then enter
enter
ss less
equal
to
30).
Watch
how
equal to 30). Watch how
ld be
be aa problem
problem ifif you
you
ld
?
Excel has
has two
two useful
useful functions
functions for
for automatically
automatically entering
entering the
the current
current date,
date, or
or the
the curre
curre
Excel
date and
and time
time ,, TODAY
TODAY and
and NOW.
NOW.
date
To use
use the
the TODAY
TODAY function:
function:
To
Enter the
the formula
formula =TODAY()
=TODAY() in
in any
any blank
blank cell.
cell. (The
(The blank
blank parentheses
parentheses are
are necessary.)
necessary.)
Enter
returns
the
current
date.
If
you
open
this
spreadsheet
tomorrow,
it
will
list
tomorrows
returns the current date. If you open this spreadsheet tomorrow, it will list tomorrows d
that is,
is, itit will
will update
update each
each day.
day.
that
To use
use the
the NOW
NOW function:
function:
To
Enter the
the formula
formula =NOW()
=NOW() in
in any
any blank
blank cell.
cell. (Again,
(Again, the
the blank
blank parentheses
parentheses are
are necess
necess
Enter
It
returns
the
current
date
and
time.
It returns the current date and time.
Try it!
it! Enter
Enter the
the TODAY
TODAY and
and NOW
NOW functions
functions in
in column
column M.
M. Then
Then format
format result
result of
of NOW
NOW as
as
Try
onlyno date.
date. After
After you
you have
have worked
worked aa few
few other
other exercises
exercises below,
below, come
come back
back to
to this
this
onlyno
spreadsheet and
and see
see whether
whether the
the time
time has
has changed.
changed. (You
(You might
might have
have to
to force
force aa
spreadsheet
recalculation
to
see
the
change.
You
can
do
this
by
pressing
the
F9
key.)
recalculation to see the change. You can do this by pressing the F9 key.)
ent date,
date, or
or the
the current
current
ent
heses are
are necessary.)
necessary.) ItIt
heses
it
will
list
tomorrows
date,
t will list tomorrows date,
arentheses
are necessary.)
necessary.)
rentheses are
mat result
result of
of NOW
NOW as
as time
time
mat
w, come
come back
back to
to this
this
w,
have to
to force
force aa
have
F9
key.)
9 key.)
Today's date
Current time
cell contains
contains aa date,
date, itit is
is easy
easy to
to strip
strip off
off the
the year,
year, month,
month, day,
day, and
and even
even weekday
weekday
IfIf aa cell
the YEAR,
YEAR, MONTH,
MONTH, DAY,
DAY, and
and WEEKDAY
WEEKDAY functions.
functions. In
In all
all of
of the
the following
following examples,
examples, datec
date
the
refers
to
a
cell
that
contains
a
date.
refers to a cell that contains a date.
To use
use the
the YEAR
YEAR function:
function:
To
Enter the
the formula
formula =YEAR(datecell).
=YEAR(datecell). This
This returns
returns aa 4-digit
4-digit year
year such
such as
as 1993.
1993.
Enter
To use
use the
the MONTH
MONTH function:
function:
To
Enter the
the formula
formula =MONTH(datecell).
=MONTH(datecell). This
This returns
returns aa month
month from
from 11 (January)
(January) to
to 12
12
Enter
(December).
If
you
want
to
get
the
name
of
the
month,
such
as
June,
use
a
VLOOKUP
(December). If you want to get the name of the month, such as June, use a VLOOKUP
function, as
as indicated
indicated in
in the
the following
following exercise.
exercise.
function,
To use
use the
the DAY
DAY function:
function:
To
Enter the
the formula
formula =DAY(datecell).
=DAY(datecell). This
This returns
returns the
the day
day of
of the
the month,
month, from
from 11 to
to the
the nu
n
Enter
of
days
in
the
month.
of days in the month.
To use
use the
the WEEKDAY
WEEKDAY function:
function:
To
Enter the
the formula
formula =WEEKDAY(datecell).
=WEEKDAY(datecell). This
This returns
returns aa number
number from
from 11 to
to 7,
7, where
where 11
Enter
to
Sunday,
2
to
Monday,
and
so
on.
If
you
want
to
get
the
name
of
the
day,
such
as
to Sunday, 2 to Monday, and so on. If you want to get the name of the day, such as
Thursday,
use
a
VLOOKUP
function,
as
indicated
in
the
following
exercise.
Thursday, use a VLOOKUP function, as indicated in the following exercise.
Try it!
it! For
For each
each date
date in
in column
column L,
L, return
return the
the year,
year, month
month number,
number, month
month name,
name, day,
day,
Try
weekday
number,
and
weekday
name
in
columns
M-R.
For
the
month
and
weekday
na
weekday number, and weekday name in columns M-R. For the month and weekday nam
use
the
lookup
tables
supplied.
Do
you
recognize
these
infamous
dates?
Try
one
mor
use the lookup tables supplied. Do you recognize these infamous dates? Try one mor
your own
own birthdate.
birthdate.
your
y, and
and even
even weekday
weekday with
with
y,
owing
examples, datecell
datecell
wing examples,
uch as
as 1993.
1993.
uch
Date
9/11/2001
1/28/1986
11/22/1963
8/6/1945
12/7/1941
4/14/1912
Year
m 11 (January)
(January) to
to 12
12
m
une,
use
a
VLOOKUP
une, use a VLOOKUP
month,
from 11 to
to the
the number
number
onth, from
from 11 to
to 7,
7, where
where 11 refers
refers
from
of
the
day,
such
as
f the day, such as
exercise.
exercise.
month name,
name, day,
day,
month
onth
and
weekday
names,
onth and weekday names,
s
dates?
Try
one
more:
s dates? Try one more:
Lookup table - months

1 January
2 February
3 March
4 April
5 May
6 June
7 July
8 August
9 September
10 October
11 November
12 December
Month number
Month name
Day
Lookup table - days

1
Sunday
2
Monday
3
Tuesday
4 Wednesday
5
Thursday
6
Friday
7
Saturday
Weekday number
Weekday name
Because dates
dates are
are stored
stored as
as numbers,
numbers, itit is
is possible
possible to
to perform
perform arithmetic
arithmetic on
on them.
them.
Because
Subtraction makes
makes special
special sense.
sense. IfIf you
you subtract
subtract one
one date
date from
from another,
another, you
you find
find the
the
Subtraction
number
of
days
between
them.
number of days between them.
You can
can do
do this
this by
by simple
simple subtraction
subtraction of
of cells,
cells, or
or you
you can
can have
have more
more control
control with
with the
the
You
DATEDIF function.
function. IfIf you
you use
use simple
simple subtraction,
subtraction, you
you automatically
automatically get
get the
the difference
difference in
in
DATEDIF
days.
For
example,
the
formula
=A1-A2,
where
A1
contains
11/25/2004
and
A2
contains
days. For example, the formula =A1-A2, where A1 contains 11/25/2004 and A2 contains
11/20/2004, returns
returns 5.
5.
11/20/2004,
The DATEDIF
DATEDIF function
function provides
provides more
more options.
options. (Evidently,
(Evidently, DATEDIF
DATEDIF has
has been
been in
in Excel
Excel for
for
The
years, but
but its
its documentation
documentation in
in online
online help
help has
has been
been sporadic.
sporadic. See
See the
the interesting
interesting article
article a
years,
http://www.cpearson.com/excel/datedif.htm.)
http://www.cpearson.com/excel/datedif.htm.)
To use
use the
the DATEDIF
DATEDIF function:
function:
To
Enter the
the formula
formula =DATEDIF(earlierdate,laterdate,interval),
=DATEDIF(earlierdate,laterdate,interval), where
where interval
interval can
can be
be y
y
Enter
m,
d,
or
a
few
other
options
not
covered
here.
If
interval
is
y
(quotes
required),
this
m, d, or a few other options not covered here. If interval is y (quotes required), this
returns the
the number
number of
of years
years between
between the
the two
two dates.
dates. Similarly,
Similarly, ifif interval
interval is
is m
m or
or d,
d, itit
returns
returns
the
number
of
months
or
number
of
days
between
the
two
dates.
returns the number of months or number of days between the two dates.
Try it!
it! Use
Use simple
simple subtraction
subtraction of
of cells
cells to
to find
find the
the number
number of
of days
days between
between the
the two
two dates
dates to
to
Try
the
right.
Then
use
DATEDIF
with
the
three
options
described
above
to
get
the
number
of
the right. Then use DATEDIF with the three options described above to get the number of
days, months,
months, and
and years
years between
between the
the two
two dates.
dates. (Scroll
(Scroll to
to the
the right
right for
for the
the answers.)
answers.)
days,
Note: When
When you
you do
do date
date subtraction,
subtraction, you
you sometimes
sometimes need
need to
to reformat
reformat the
the answer
answer as
as an
an
Note:
integer. For
For some
some odd
odd reason,
reason, Excel
Excel sometimes
sometimes formats
formats itit as
as aa date.
date.
integer.
ithmetic on
on them.
them.
ithmetic
another,
you find
find the
the
nother, you
ore control
control with
with the
the
ore
get the
the difference
difference in
in
yy get
5/2004
and
A2
contains
/2004 and A2 contains
F has
has been
been in
in Excel
Excel for
for
ee
the interesting
interesting article
article at
at
e the
where interval
interval can
can be
be y,
y,
where
(quotes
required),
this
(quotes required), this
nterval is
is m
m or
or d,
d, itit
nterval
o
dates.
o dates.
between the
the two
two dates
dates to
to
between
ove
to
get
the
number
of
ve to get the number of
ght
for the
the answers.)
answers.)
ht for
ormat
the answer
answer as
as an
an
rmat the
ate.
te.
Dates of last two physical exams

First exam
Next exam
Days (subtraction)
Days (DATEDIF)
Months (DATEDIF)
Years (DATEDIF)
4/5/1999
7/15/2003
1562
1562
51
4
The last
last two
two date
date functions
functions II will
will discuss
discuss are
are DATE
DATE and
and DATEVALUE.
DATEVALUE. Each
Each can
can be
be extrem
extrem
The
useful.
useful.
To use
use the
the DATE
DATE function:
function:
To
Enter the
the formula
formula =DATE(year,month,day),
=DATE(year,month,day), where
where year
year is
is aa 4-digit
4-digit year,
year, month
month is
is aa
Enter
number
from
1
to
12,
and
day
is
a
day
from
1
to
the
number
of
days
in
the
month.
number from 1 to 12, and day is a day from 1 to the number of days in the month.
This function
function can
can be
be very
very useful
useful for
for manipulating
manipulating dates.
dates. For
For example,
example, itit can
can be
be used
used to
to
This
"calculate" your
your next
next birthday,
birthday, given
given your
your birthdate,
birthdate, as
as we
we show
show to
to the
the right.
right. The
The formu
form
"calculate"
cell M4
M4 is
is aa long
long one,
one, but
but itit is
is just
just simple
simple logic.
logic. This
This person's
person's next
next birthday
birthday will
will certainly
certainl
cell
on July
July 22.
22. The
The only
only question
question is
is whether
whether itit will
will be
be in
in the
the current
current year
year or
or the
the next
next year.
year. TT
on
function
checks
for
this.
Note
that
YEAR(TODAY())
returns
the
year
corresponding
to tod
to
function checks for this. Note that YEAR(TODAY()) returns the year corresponding to
Try it!
it! Enter
Enter your
your birthdate
birthdate in
in cell
cell L17
L17 and
and then
then calculate
calculate your
your current
current age
age in
in cell
cell L18.
L18. ((
Try
the right
right for
for the
the answer.)
answer.)
the
The DATEVALUE
DATEVALUE function
function can
can be
be aa real
real life-saver.
life-saver. ItIt takes
takes aa date
date stored
stored as
as text
text and
and re
re
The
the
corresponding
serial
value,
which
you
can
then
format
as
a
date.
Why
is
this
impo
the corresponding serial value, which you can then format as a date. Why is this impor
Suppose you
you have
have aa lot
lot of
of data
data stored
stored in
in some
some type
type of
of legacy
legacy system
system in
in your
your business,
business
Suppose
you are
are somehow
somehow able
able to
to dump
dump itit into
into Excel.
Excel. The
The chances
chances are
are that
that all
all dates
dates will
will be
be im
im
you
as text.
text. That
That is,
is, aa cell
cell value
value will
will look
look something
something like
like 5/20/2001,
5/20/2001, but
but Excel
Excel wont
wont recogn
recogn
as
date. Without
Without the
the DATEVALUE
DATEVALUE function,
function, you
you would
would have
have to
to retype
retype all
all of
of the
the dates!
dates! Ho
Ho
aa date.
DATEVALUE
saves
you
this
mind-numbing
work.
DATEVALUE saves you this mind-numbing work.
To use
use the
the DATEVALUE
DATEVALUE function:
function:
To
Enter the
the formula
formula =DATEVALUE(datetext),
=DATEVALUE(datetext), where
where datetext
datetext refers
refers to
to aa date
date stored
stored as
as
Enter
Then
format
the
result
as
a
date.
Then format the result as a date.
Try it!
it! Create
Create dates
dates in
in column
column M
M corresponding
corresponding to
to the
the text
text values
values in
in column
column LL that
that happ
hap
Try
look like
like dates.
dates. (I(I typed
typed an
an apostrophe
apostrophe in
in front
front of
of each
each value
value in
in column
column L.
L. Thats
Thats why
why th
t
look
interpreted as
as text,
text, not
not as
as dates.)
dates.)
interpreted
E. Each
Each can
can be
be extremely
extremely
E.
Birthdate
7/22/1976
Next birthday
7/22/2015
Birthdate
Age
digit
year, month
month is
is aa
igit year,
ays
in
the
month.
ays in the month.
mple,
can be
be used
used to
to
ple, itit can
to the
the right.
right. The
The formula
formula in
in
to
birthday will
will certainly
certainly be
be
birthday
ear or
or the
the next
next year.
year. The
The IF
IF
ear
ar
corresponding
to
today.
r corresponding to today.
rrent
age in
in cell
cell L18.
L18. (Scroll
(Scroll to
to
rent age
stored as
as text
text and
and returns
returns
stored
ate.
Why
is
this
important?
ate. Why is this important?
stem
in your
your business,
business, and
and
tem in
hat all
all dates
dates will
will be
be imported
imported
hat
ut Excel
Excel wont
wont recognize
recognize itit as
as
ut
pe all
all of
of the
the dates!
dates! However,
However,
pe
ers
to aa date
date stored
stored as
as text.
text.
rs to
in column
column LL that
that happen
happen to
to
in
olumn L.
L. Thats
Thats why
why they
they are
are
olumn
Dates imported from a legacy system

Nov
Nov
Nov
Dec
Dec
25, 1997
26, 1997
29, 1997
1, 1997
3, 1997
Birthdate
6/24/1956
Age
58
There are
are many
many statistical
statistical functions
functions built
built into
into Excel.
Excel. II have
have already
already discussed
discussed the
the simpl
simp
There
statistical function,
function, the
the AVERAGE
AVERAGE function.
function. (Statisticians
(Statisticians often
often call
call this
this the
the mean,
mean, or
or the
th
statistical
sample
mean,
but
it
is
simply
the
average
of
a
set
of
numbers.
And
there
is
no
Excel
sample mean, but it is simply the average of a set of numbers. And there is no Excel
function named
named MEAN.)
MEAN.)
function
In this
this section
section II will
will discuss
discuss aa few
few other
other statistical
statistical functions.
functions. Actually,
Actually, there
there are
are many
many m
m
In
To
see
the
possibilities,
click
on
the
f
button
and
look
at
the
Statistical
category.
To see the possibilities, click on the fxx button and look at the Statistical category.
dy
discussed the
the simplest
simplest
y discussed
l this
this the
the mean,
mean, or
or the
the
nd
there
is
no
Excel
nd there is no Excel
ally, there
there are
are many
many more.
more.
ally,
stical
category.
stical category.
The median
median is
is the
the middle
middle value
value in
in aa set
set of
of nn numbers,
numbers, in
in the
the sense
sense that
that half
half are
are abov
abov
The
and half
half are
are below
below it.
it. More
More precisely,
precisely, when
when the
the values
values are
are sorted
sorted in
in increasing
increasing order,
order, itit
and
middle value
value ifif nn is
is odd,
odd, and
and itit is
is the
the average
average of
of the
the two
two middle
middle values
values ifif nn is
is even.
even.
middle
Fortunately,
Excel
takes
care
of
the
details
with
the
MEDIAN
function.
Fortunately, Excel takes care of the details with the MEDIAN function.
To use
use the
the MEDIAN
MEDIAN function:
function:
To
Enter the
the formula
formula =MEDIAN(datarange),
=MEDIAN(datarange), where
where datarange
datarange is
is any
any range
range that
that contains
contain
Enter
of
values.
of values.
Note that
that ifif datarange
datarange contains
contains labels
labels or
or blank
blank cells,
cells, these
these are
are ignored
ignored when
when calculatin
calculatin
Note
median.
This
is
true
for
the
other
statistical
functions.
(Of
course,
it
is
also
true
for the
the
median. This is true for the other statistical functions. (Of course, it is also true for
AVERAGE
function.)
AVERAGE function.)
Try it!
it! Find
Find the
the median
median of
of the
the data
data in
in column
column L.
L. Does
Does itit equal
equal the
the average?
average? Why
Why or
or why
why
Try
We often
often like
like to
to rank
rank the
the values
values in
in aa data
data set
set in
in some
some way.
way. For
For example,
example, ifif you
you take
take the
the
We
exam
to
get
into
college,
you
essentially
learn
your
ranking
by
a
percentile.
If
you
are
exam to get into college, you essentially learn your ranking by a percentile. If you are a
85thth percentile,
percentile, you
you know
know that
that 85%
85% of
of all
all people
people scored
scored lower
lower than
than you,
you, and
and only
only 15%
15% s
85
higher. Excel
Excel has
has two
two useful
useful functions
functions for
for finding
finding this
this type
type of
of information:
information: PERCENTILE
PERCENTILE
higher.
QUARTILE.
QUARTILE.
The QUARTILE
QUARTILE function
function is
is probably
probably the
the easiest
easiest to
to understand.
understand. Imagine
Imagine that
that you
you have
have 11
The
scores. You
You sort
sort them
them from
from low
low to
to high
high and
and then
then divide
divide them
them into
into 44 sets
sets of
of 250
250 scores
scores e
scores.
where the
the first
first set
set contains
contains the
the smallest
smallest scores,
scores, the
the second
second set
set contains
contains the
the next
next smal
smal
where
scores,
and
so
on.
The
1st,
2nd,
and
3rd
quartiles
are
the
breakpoints
between
these
scores, and so on. The 1st, 2nd, and 3rd quartiles are the breakpoints between these ss
example, 25%
25% of
of the
the scores
scores are
are below
below the
the 1st
1st quartile,
quartile, and
and 75%
75% are
are above
above it.
it. By
By defini
defin
example,
2nd
quartile
is
the
median.
2nd quartile is the median.
To use
use the
the QUARTILE
QUARTILE function:
function:
To
Enter the
the formula
formula =QUARTILE(datarange,k),
=QUARTILE(datarange,k), where
where kk is
is 1,
1, 2,
2, or
or 3.
3. For
For example,
example, ifif yo
yo
Enter
3
for
k,
you
get
the
3rd
quartile.
3 for k, you get the 3rd quartile.
Try it!
it! Find
Find all
all three
three quartiles,
quartiles, Q1,
Q1, Q2,
Q2, and
and Q3,
Q3, for
for the
the data
data in
in column
column L.
L.
Try
The PERCENTILE
PERCENTILE function
function takes
takes any
any percentage,
percentage, expressed
expressed as
as aa decimal
decimal number,
number, and
and r
The
the
value
such
that
the
given
percentage
of
all
values
is
below
this
value.
For
example
the value such that the given percentage of all values is below this value. For example
use the
the percentage
percentage 10%
10% (0.10)
(0.10) and
and the
the PERCENTILE
PERCENTILE function
function returns
returns 45,
45, we
we know
know that
that
use
all values
values in
in the
the data
data set
set are
are below
below 45
45 and
and 90%
90% are
are above
above it.
it.
all
To use
use the
the PERCENTILE
PERCENTILE function:
function:
To
Enter the
the formula
formula =PERCENTILE(datarange,pct),
=PERCENTILE(datarange,pct), where
where pct
pct is
is any
any percentage
percentage expre
expre
Enter
decimal, such
such as
as 0.10
0.10 for
for 10%.
10%.
aa decimal,
Try it!
it! Find
Find the
the requested
requested percentiles
percentiles for
for the
the data
data in
in column
column L.
L. For
For example,
example, P10
P10 indicat
indica
Try
10th
percentile.
Do
you
see
the
relationship
between
the
quartiles
and
certain
percent
10th percentile. Do you see the relationship between the quartiles and certain percent
Note that
that the
the QUARTILE
QUARTILE and
and PERCENTILE
PERCENTILE functions
functions are
are typically
typically used
used on
on data
data sets
sets with
with
Note
large
number
of
observations.
If
they
are
used
on
a
very
small
data
set,
you
might
be
large number of observations. If they are used on a very small data set, you might be
surprised
at
the
results.
In
fact,
you
might
even
disagree
with
them.
For
example,
if
th
surprised at the results. In fact, you might even disagree with them. For example, if the
set
has
the
5
values
10,
20,
30,
40,
and
50,
Excels
PERCENTILE
function
indicates
that
set has the 5 values 10, 20, 30, 40, and 50, Excels PERCENTILE function indicates that
10thth percentile
percentile is
is 14.
14. This
This is
is certainly
certainly not
not aa very
very intuitive
intuitive answer,
answer, and
and you
you might
might disagre
disagr
10
with it,
it, but
but we
we question
question why
why anyone
anyone would
would want
want the
the 10
10thth percentile
percentile of
of aa 5-value
5-value data
data se
s
with
the
first
place!
the first place!
nse that
that half
half are
are above
above itit
nse
in increasing
increasing order,
order, itit is
is the
the
in
alues
if
n
is
even.
alues if n is even.
tion.
ion.
ny range
range that
that contains
contains aa set
set
ny
nored when
when calculating
calculating the
the
nored
it
is
also
true
for
the
it is also true for the
average? Why
Why or
or why
why not?
not?
average?
ample, ifif you

you take
take the
the SAT
SAT
ample,
percentile.
If
you
are
at
the
percentile. If you are at the
you, and
and only
only 15%
15% scored
scored
nn you,
rmation:
PERCENTILE and
and
mation: PERCENTILE
agine that
that you
you have
have 1000
1000
agine
sets of
of 250
250 scores
scores each,
each,
44 sets
ontains the
the next
next smallest
smallest
ontains
oints between
between these
these sets.
sets. For
For
oints
are
above
it.
By
definition,
the
are above it. By definition, the
r 3.
3. For
For example,
example, ifif you
you enter
enter
umn
L.
mn L.
decimal
number, and
and returns
returns
ecimal number,
his
value.
For
example,
we
is value. For example, ifif we
urns
45, we
we know
know that
that 10%
10% of
of
rns 45,
any percentage
percentage expressed
expressed as
as
any
r example,
example, P10
P10 indicates
indicates the
the
es
and
certain
percentiles?
s and certain percentiles?
33
3
0
1
4
14
5
41
3
5
9
1
0
22
10
5
13
7
6
3
9
5
14
7
27
10
7
3
11
15
35
9
0
5
6
11
13
4
17
3
19
4
5
1
21
4
Average
Median
Quartiles
Q1
Q2
Q3
Percentiles
P01
P05
P10
P25
P50
P75
P90
P95
P99
sed on
on data
data sets
sets with
with aa
sed
ata
set,
you
might
be
ta set, you might be
em.
For
example,
if
the data
data
m. For example, if the
unction
indicates
that
the
unction indicates that the
and you
you might
might disagree
disagree
and
ile
of aa 5-value
5-value data
data set
set in
in
le of
16
6
18
18
2
3
17
7
9
6
4
2
7
3
0
14
2
4
24
12
1
4
36
3
0
2
4
12
7
2
1
16
5
31
15
29
12
5
4
5
22
14
7
7
19
38
15
45
1
4
14
3
16
4
Excel has
has aa number
number of
of other
other statistical
statistical functions,
functions, including
including those
those for
for measuring
measuring the
the am
am
Excel
of variability
variability in
in aa set
set of
of numbers.
numbers. The
The most
most widely
widely used
used measures
measures of
of variability
variability are
are var
var
of
and standard
standard deviation,
deviation, and
and Excel
Excel implements
implements these
these with
with the
the VAR
VAR and
and STDEV
STDEV functions
function
and
(These
functions
calculate
the
sample
variance
and
standard
deviation.
There
are simil
simi
(These functions calculate the sample variance and standard deviation. There are
functions, VARP
VARP and
and STDEVP,
STDEVP, for
for calculating
calculating the
the population
population variance
variance and
and standard
standard dev
dev
functions,
For large
large data
data setsover
setsover 100
100 values,
values, saythe
saythe sample
sample and
and population
population measures
measures are
are
For
practically the
the same.)
same.)
practically
The variance
variance is
is essentially
essentially the
the average
average of
of the
the squared
squared deviations
deviations from
from the
the mean,
mean, and
and t
The
standard deviation
deviation is
is the
the square
square root
root of
of the
the variance.
variance. Each
Each measures
measures variability,
variability, but
but
standard
standard deviation
deviation is
is easier
easier to
to understand
understand because
because itit is
is expressed
expressed in
in the
the same
same units
units as
as
standard
datadollars,
for
example.
In
addition,
many
data
sets
have
the
property
that
about
6
datadollars, for example. In addition, many data sets have the property that about 68
the
data
are
within
1
standard
deviation
of
the
mean,
about
95%
are
within
2
standard
the data are within 1 standard deviation of the mean, about 95% are within 2 standard
deviations of
of the
the mean,
mean, and
and virtually
virtually all
all of
of the
the data
data are
are within
within 33 standard
standard deviations
deviations of
of
deviations
mean. (These
(These rules
rules of
of thumb
thumb typically
typically hold
hold when
when the
the distribution
distribution of
of values
values follows
follows aa
mean.
symmetric, bell-shaped
bell-shaped curve,
curve, that
that is,
is, the
the normal
normal distribution.)
distribution.)
symmetric,
To use
use the
the VAR
VAR function:
function:
To
Enter the
the formula
formula =VAR(datarange).
=VAR(datarange). This
This is
is equivalent
equivalent to
to =(STDEV(datarange))^2,
=(STDEV(datarange))^2, th
t
Enter
square of
of the
the standard
standard deviation.
deviation.
square
To use
use the
the STDEV
STDEV function:
function:
To
Enter the
the formula
formula =STDEV(datarange).
=STDEV(datarange). This
This is
is equivalent
equivalent to
to =SQRT(VAR(datarange))
=SQRT(VAR(datarange)
Enter
square root
root of
of the
the variance.
variance.
square
Try it!
it! Find
Find the
the mean,
mean, variance,
variance, and
and standard
standard deviation
deviation of
of the
the data
data in
in column
column L.
L. Then
Then uu
Try
COUNTIF
to
find
the
percentage
of
values
that
are
within
1
standard
deviation
of
the m
m
COUNTIF to find the percentage of values that are within 1 standard deviation of the
Is itit about
about 68%?
68%? (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answers.)
answers.)
Is
for measuring
measuring the
the amount
amount
for
of variability
variability are
are variance
variance
ss of
R and
and STDEV
STDEV functions.
functions.
R
iation.
There
are similar
similar
iation. There are
nce and
and standard
standard deviation.
deviation.
nce
ation measures
measures are
are
ation
from the
the mean,
mean, and
and the
the
from
ures variability,
variability, but
but
ures
in the
the same
same units
units as
as the
the
dd in
property
that
about
68%
of
property that about 68% of
are
within
2
standard
are within 2 standard
standard
deviations of
of the
the
tandard deviations
of values
values follows
follows aa
of
DEV(datarange))^2, the
the
DEV(datarange))^2,
SQRT(VAR(datarange)),
the
QRT(VAR(datarange)), the
in column
column L.
L. Then
Then use
use
aa in
ard
deviation
of
the
mean.
ard deviation of the mean.
1034.44
877.35
794.42
828.45
765.9
1088.95
786.05
1523.02
920.48
777.23
1247.63
1117.87
1157.3
641.35
520.49
586.68
952.22
878.36
1582.12
807.99
913.13
1051.65
628.44
651.86
843.55
1233.37
1036.55
543.17
866.31
883.25
1285.68
650.44
1412.4
1105.44
671.55
1077.21
1471.87
1362.55
1044.37
601.52
1256.48
1069.69
407.54
1609.11
1141.03
972.54
Mean
Variance
Standard deviation
851.91
1324.67
1061.09
809.91
655.81
1224.02
1105.52
1102.63
342.62
642.01
762.48
945.73
1431.55
695.66
871.12
827.21
1468.62
863.17
582.4
919.07
1314.83
1418.85
909.82
1086.11
620.14
668.74
598.66
1175.09
1139
1369.23
618.31
693.67
1341.85
1479.33
477.41
962.29
686.64
1495.96
1101.87
1018.6
1027.43
921.99
868.49
856.14
724.87
1345.72
1127.91
1467.66
918.88
997.56
965.11
1059.32
1157.35
1116.73
1410.39
786.62
1477.32
1328.5
753.26
905.17
821.06
1052.57
926.89
579.01
873.54
1100.79
727.32
718.17
948.09
866.89
684.5
1391.63
678.82
961.36
1023.22
851.44
1247.63
1373.37
1177.79
929.79
690.18
736.95
1293.14
1134.24
1316.3
1440.09
1249.47
787.9
1320.84
1263.38
1212.95
1081.63
1214.14
1367.41
1579.93
1405.68
965.25
1081.01
713.61
1033.28
999.4
361.42
721.3
1052.62
1094.3
937.92
1217.14
225.9
707.88
856.16
949.8
1510.56
1234.83
1147.42
820.95
1049.69
915.41
862.87
1017.05
763.08
978.67
1357.03
1279.62
1361.16
952.66
523.33
1375.14
545.6
847.12
1464.07
1113.21
1292.26
634.98
651.65
602.12
1367.6
891.63
1197.37
1355.34
904.44
1638.89
1325.24
892.26
1553.37
697.54
1127.03
854.27
810.98
902.46
623.26
952.45
853.4
1029.52
1172.72
Mean
Variance
St Dev
Mean - Stdev
Mean + Stdev
Pct with 1 stdev of mean
999.77
83102.38
288.27
711.50 # less
1288.05 # greater
36
40
62%
we have
have two
two columns
columns of
of data
data that
that are
are matched
matched in
in aa particular
particular way,
way, such
such as
as sales
sales of
of tt
IfIf we
company products
products in
in aa given
given month,
month, then
then we
we often
often like
like to
to see
see how
how they
they are
are related.
related. IfIf o
company
unusually large,
large, does
does the
the other
other tend
tend to
to be
be unusually
unusually large?
large? Unusually
Unusually small?
small? The
The statis
statis
unusually
measure
for
this
is
correlation,
and
it
can
be
calculated
with
the
CORREL
function.
measure for this is correlation, and it can be calculated with the CORREL function. AA
correlation is
is aa number
number between
between -1
-1 and
and +1.
+1. IfIf the
the correlation
correlation is
is positive,
positive, the
the two
two sets
sets oo
correlation
numbers tend
tend to
to go
go together.
together. IfIf one
one is
is small,
small, the
the other
other tends
tends to
to be
be small;
small; ifif one
one is
is large
large
numbers
other
tends
to
be
large.
Exactly
the
opposite
is
true
if
the
correlation
is
negative.
In
thi
other tends to be large. Exactly the opposite is true if the correlation is negative. In this
case,
the
two
sets
of
numbers
tend
to
go
in
opposite
directions.
The
magnitude
of
the
case, the two sets of numbers tend to go in opposite directions. The magnitude of the
correlation indicates
indicates the
the strength
strength of
of the
the relationship
relationship between
between the
the two
two sets
sets of
of numbers.
numbers
correlation
There is
is aa strong
strong relationship
relationship (positve
(positve or
or negative)
negative) ifif the
the correlation
correlation is
is close
close to
to -1
-1 or
or +1
+1
There
relationship is
is much
much weaker,
weaker, or
or nonexistent,
nonexistent, ifif the
the correlation
correlation is
is close
close to
to 0.
0.
relationship
To calculate
calculate aa correlation
correlation between
between two
two sets
sets of
of numbers:
numbers:
To
Enter the
the formula
formula =CORREL(range1,range2),
=CORREL(range1,range2), where
where range1
range1 and
and range2
range2 contain
contain the
the
Enter
sets of
of numbers.
numbers.
sets
Try it!
it! The
The data
data to
to the
the right
right represent
represent monthly
monthly sales
sales of
of three
three products.
products. Calculate
Calculate the
the
Try
correlations
in
column
R
indicated
by
the
labels
in
column
Q.
(Scroll
to
the
right
for
the
correlations in column R indicated by the labels in column Q. (Scroll to the right for the
answers.)
answers.)
way, such
such as
as sales
sales of
of two
two
way,
w they
they are
are related.
related. IfIf one
one is
is
w
ually
small?
The
statistical
ually small? The statistical
CORREL function.
function. AA
CORREL
ositive, the
the two
two sets
sets of
of
ositive,
small; ifif one
one is
is large,
large, the
the
ee small;
tion
is
negative.
In
this
ion is negative. In this
The
magnitude of
of the
the
he magnitude
two
sets
of
numbers.
two sets of numbers.
on is
is close
close to
to -1
-1 or
or +1.
+1. The
The
on
lose to
to 0.
0.
lose
range2 contain
contain the
the two
two
dd range2
ucts. Calculate
Calculate the
the
ucts.
oll
to
the
right
for
the
oll to the right for the
Month
Jan-03
Feb-03
Mar-03
Apr-03
May-03
Jun-03
Jul-03
Aug-03
Sep-03
Oct-03
Nov-03
Dec-03
Jan-04
Feb-04
Mar-04
Apr-04
May-04
Jun-04
Jul-04
Aug-04
Sep-04
Oct-04
Nov-04
Dec-04
Jan-05
Feb-05
Mar-05
Apr-05
May-05
Jun-05
Jul-05
Aug-05
Sep-05
Oct-05
Nov-05
Dec-05
Jan-06
Feb-06
Mar-06
Apr-06
May-06
Jun-06
Jul-06
Aug-06
Sep-06
Sales1
800
1360
1150
940
740
1090
780
910
990
800
1200
1150
880
870
870
760
1010
820
1140
730
1150
690
1210
1080
1420
1230
1170
1140
560
910
1260
1050
1020
760
710
1000
940
1270
1370
1050
1110
1170
990
1040
1350
Sales2
1750
2970
2370
2010
1690
2590
1640
2100
1620
1790
2320
2090
2170
1640
1980
1360
2110
1740
2040
1940
2000
890
2480
2050
2840
2490
2330
2540
1750
2490
2930
2500
2240
1630
1380
2000
2200
2510
2610
2180
2590
2160
2020
1870
2590
Sales3
640
280
230
410
290
460
760
840
760
710
690
640
530
640
560
980
880
570
650
600
540
1130
600
660
330
710
610
840
1010
950
150
390
440
420
880
660
630
510
560
620
470
580
480
300
540
Oct-06
Nov-06
Dec-06
Jan-07
Feb-07
Mar-07
Apr-07
May-07
Jun-07
Jul-07
Aug-07
Sep-07
Oct-07
Nov-07
Dec-07
Jan-08
Feb-08
Mar-08
Apr-08
May-08
Jun-08
Jul-08
Aug-08
Sep-08
Oct-08
Nov-08
Dec-08
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Jun-09
Jul-09
820
860
1190
910
950
820
770
810
1370
940
1020
930
1110
1230
1080
890
970
920
1000
1250
1280
790
940
1140
1020
1060
1130
1050
1380
770
860
1130
1350
920
1440
1870
2640
1980
2290
1850
1710
1480
2820
2360
1940
1900
2520
2320
2240
1840
1940
2510
2360
2400
2490
1760
2000
2570
2760
1680
2000
2270
2350
1410
2410
1980
2960
2320
520
620
460
590
510
550
610
720
770
540
420
800
660
610
990
530
520
480
370
380
640
450
290
460
370
560
60
710
660
800
360
700
300
380
Correlations
Sales1 vs Sales2
Sales1 vs Sales3
Sales2 vs Sales3
0.776112
-0.312739
-0.412421
Suppose we
we want
want to
to rank
rank aa set
set of
of values
values from
from 11 to
to N,
N, where
where N
N is
is the
the number
number of
of values.
values
Suppose
can do
do this
this with
with Excel's
Excel's RANK
RANK function.
function. We
We can
can rank
rank them
them from
from highest
highest to
to lowest
lowest or
or vic
vic
can
versa.
versa.
To use
use the
the RANK
RANK function:
function:
To
Enter the
the formula
formula =RANK(value,datarange,
=RANK(value,datarange, order),
order), where
where value
value is
is aa single
single value
value in
in
Enter
datarange,
and
order
is
an
optional
argument.
If
order
is
0
(or
missing),
rank
1
corresp
datarange, and order is an optional argument. If order is 0 (or missing), rank 1 corresp
to the
the largest
largest value
value and
and rank
rank N
N to
to the
the smallest;
smallest; ifif order
order is
is 11 (or
(or any
any other
other nonzero
nonzero value
valu
to
rank 11 corresponds
corresponds to
to the
the smallest
smallest value
value and
and rank
rank N
N to
to the
the largest.
largest.
rank
Typically, we
we start
start with
with aa data
data set
set in
in aa column.
column. Then
Then we
we use
use the
the RANK
RANK function
function to
to rank
rank
Typically,
first
value
and
copy
it
down
(with
datarange
absolute)
to
rank
all
of
the
others.
If
two oo
first value and copy it down (with datarange absolute) to rank all of the others. If two
more
values
are
tied,
they
share
a
rank.
more values are tied, they share a rank.
Try it!
it! Rank
Rank the
the values
values in
in column
column LL from
from largest
largest to
to smallest
smallest in
in column
column M.
M. Then
Then rank
rank the
the
Try
from
smallest
to
largest
in
column
N.
How
does
RANK
deal
with
the
tied
55s?
(Scroll
to
from smallest to largest in column N. How does RANK deal with the tied 55s? (Scroll to
right
for
answers.)
right for answers.)
The LARGE
LARGE and
and SMALL
SMALL functions
functions are
are less
less well-known
well-known Excel
Excel functions,
functions, but
but they
they can
can be
be uu
The
Lets
say
we
have
a
data
set
with
250
values
and
we
want
the
10
largest
values.
Then
Lets say we have a data set with 250 values and we want the 10 largest values. Then
find these
these with
with the
the LARGE
LARGE function,
function, using
using arguments
arguments 11 through
through 10.
10. Similarly,
Similarly, we
we can
can uu
find
SMALL function
function to
to find
find the
the 10
10 smallest
smallest values.
values.
SMALL
To use
use the
the LARGE
LARGE function:
function:
To
Enter the
the formula
formula =LARGE(datarange,k),
=LARGE(datarange,k), where
where kk is
is any
any integer
integer from
from 11 to
to the
the numbe
numb
Enter
data values.
values. This
This returns
returns the
the kth
kth largest
largest value.
value.
data
To use
use the
the SMALL
SMALL function:
function:
To
Enter the
the formula
formula =SMALL(datarange,k),
=SMALL(datarange,k), where
where kk is
is any
any integer
integer from
from 11 to
to the
the numb
numb
Enter
data values.
values. This
This returns
returns the
the kth
kth smallest
smallest value.
value.
data
Typically, we
we would
would enter
enter aa sequence
sequence of
of values
values of
of kk in
in some
some column,
column, enter
enter the
the LARGE
LARGE o
Typically,
SMALL formula
formula for
for the
the first
first of
of them,
them, and
and then
then copy
copy down.
down.
SMALL
Try it!
it! For
For the
the data
data set
set in
in column
column L,
L, find
find the
the 10
10 largest
largest values
values and
and 10
10 smallest
smallest values
values in
in
Try
columns
O
and
P.
Use
cell
references
to
the
values
of
k
in
column
N.
(Scroll
to
the
right
columns O and P. Use cell references to the values of k in column N. (Scroll to the right
answers.)
answers.)
the
number of
of values.
values. We
We
he number
ighest
to lowest
lowest or
or vice
vice
ghest to
ue is
is aa single
single value
value in
in the
the
ue
ssing),
rank
1
corresponds
ssing), rank 1 corresponds
ny other
other nonzero
nonzero value),
value),
ny
st.
t.
RANK
function to
to rank
rank the
the
ANK function
of
the
others.
If
two
or
of the others. If two or
55
66
76
34
55
68
75
44
38
58
umn M.
M. Then
Then rank
rank them
them
umn
he
tied
55s?
(Scroll
to the
the
he tied 55s? (Scroll to
ons, but
but they
they can
can be
be useful.
useful.
ons,
0 largest
largest values.
values. Then
Then we
we can
can
0. Similarly,
Similarly, we
we can
can use
use the
the
0.
er
from 11 to
to the
the number
number of
of
r from
er
from 11 to
to the
the number
number of
of
r from
mn, enter
enter the
the LARGE
LARGE or
or
mn,
d 10
10 smallest
smallest values
values in
in
N.
(Scroll
to
the
right
for the
the
N. (Scroll to the right for
679.02
1208.42
1635.72
729.63
1036.08
716.62
972.92
1175.68
1271.38
1048.93
718.89
1282.89
960.55
1356.75
1257.66
902.38
1648.23
1111.56
750.54
1001.74
742.81
707.50
1080.94
1290.85
1115.66
1005.36
1243.57
1454.84
1
2
3
4
5
6
7
8
9
10
1491.96
991.85
1345.71
1098.38
584.24
1209.50
1416.73
530.54
1171.91
1354.49
989.32
788.77
1264.69
1594.35
1274.46
1023.20
1377.79
1090.11
963.47
623.22
591.33
1060.24
669.80
1260.54
1019.52
819.22
602.14
714.58
996.73
698.22
1116.06
851.37
1223.55
963.66
1114.35
1473.56
755.30
833.30
670.82
859.38
1109.96
1614.91
1035.87
927.74
681.50
953.19
1296.71
379.17
773.67
1235.87
1442.20
1332.61
1314.41
1102.07
894.25
949.84
899.89
842.80
737.26
853.25
1699.23
1084.52
753.02
1004.51
550.14
995.72
1284.55
1217.77
1527.33
937.32
523.64
672.17
1131.39
1283.45
822.97
1364.57
512.38
774.36
1105.61
946.32
730.95
759.13
1119.85
1139.42
1090.73
1446.34
866.76
800.82
1290.49
1477.84
977.47
1101.76
1101.66
1071.95
846.98
1222.82
1277.73
1129.76
1320.94
762.96
1145.85
985.63
664.06
808.46
808.69
1433.58
933.24
1059.90
1172.61
1334.85
752.82
1025.82
798.93
590.03
1362.43
581.92
921.59
1166.95
690.62
1472.74
931.17
1525.45
323.69
1388.36
668.07
1377.30
1374.89
968.95
637.91
592.42
1202.37
1188.52
1031.24
1004.71
1451.57
972.33
1172.22
828.66
914.55
543.38
489.87
988.93
1331.98
1211.72
999.51
963.75
1188.93
517.26
1234.76
953.21
1384.28
1059.93
1041.80
964.87
488.53
1398.93
1046.12
913.83
485.68
1335.03
1373.34
1208.25
1100.58
1051.50
1092.98
1166.45
941.87
1053.52
1095.11
1847.97
546.79
843.64
1306.94
1120.74
1289.04
1192.82
1132.86
1597.10
1078.35
1528.90
972.01
1206.63
1202.84
704.03
962.18
1252.00
1196.82
1279.00
757.50
846.49
855.45
561.13
1300.36
901.77
1015.09
1096.84
644.72
1372.65
579.08
647.23
478.23
1151.76
961.65
1241.79
1076.72
774.44
1149.76
846.46
927.77
1337.16
790.40
807.10
1201.21
1330.02
1100.30
1317.75
1080.59
1400.72
865.18
1383.26
997.08
380.33
6
4
1
10
6
3
2
8
9
5
1847.97
1699.23
1648.23
1635.72
1614.91
1597.1
1594.35
1528.9
1527.33
1525.45
4
7
10
1
4
8
9
3
2
6
323.69
379.17
380.33
478.23
485.68
488.53
489.87
512.38
517.26
523.64
Excel has
has aa wide
wide assortment
assortment of
of financial
financial functions
functions that
that are
are used
used by
by thousands
thousands of
of financ
financ
Excel
analysts every
every day.
day. II will
will illustrate
illustrate only
only aa few
few of
of the
the most
most common
common of
of these.
these. IfIf you
you are
are gg
analysts
to
be
a
financial
analyst,
you
will
undoubtedly
want
to
become
familiar
with
the
others
to be a financial analyst, you will undoubtedly want to become familiar with the others
best way
way to
to learn
learn is
is to
to click
click on
on the
the ffxx button
button and
and scan
scan through
through the
the Financial
Financial category.
category.
best
by thousands
thousands of
of financial
financial
by
of these.
these. IfIf you
you are
are going
going
nn of
miliar
with
the
others.
The
miliar with the others. The
e Financial
Financial category.
category.
The PMT
PMT function
function is
is usually
usually used
used to
to find
find the
the monthly
monthly payment
payment for
for aa car
car loan
loan or
or aa home
home
The
mortgage loan.
loan. The
The inputs
inputs are
are typically
typically an
an annual
annual interest
interest rate,
rate, aa term
term (number
(number of
of mon
mon
mortgage
financed),
and
the
amount
borrowed
(the
principal).
The
PMT
function
finds
the
amoun
financed), and the amount borrowed (the principal). The PMT function finds the amoun
have to
to pay
pay each
each month
month of
of the
the term.
term. Part
Part of
of this
this payment
payment is
is principal
principal and
and part
part is
is intere
intere
have
the end
end of
of the
the term,
term, you
you will
will have
have paid
paid just
just enough
enough to
to pay
pay off
off the
the entire
entire loan.
loan.
the
To use
use the
the PMT
PMT function:
function:
To
Enter the
the formula
formula =PMT(interestrate,term,principal).
=PMT(interestrate,term,principal). For
For technical
technical reasons,
reasons, ifif you
you
Enter
PMT to
to return
return aa positive
positive value,
value, you
you should
should enter
enter the
the principal
principal as
as aa negative
negative number
number
PMT
(because itit is
is aa cash
cash outflow,
outflow, not
not aa cash
cash inflow).
inflow). The
The interest
interest rate
rate argument
argument should
should be
be
(because
monthly
rate
(assuming
you
are
paying
monthly),
which
is
the
annual
rate
divided
by
monthly rate (assuming you are paying monthly), which is the annual rate divided by 11
Try it!
it! Suppose
Suppose you
you take
take out
out aa $30,000
$30,000 loan
loan for
for aa new
new car
car when
when the
the annual
annual interest
interest rate
rat
Try
6.75% and
and the
the term
term of
of the
the loan
loan is
is 36
36 months.
months. Calculate
Calculate your
your monthly
monthly payment
payment in
in cell
cell M
M
6.75%
Then use
use aa data
data table
table (the
(the perfect
perfect place
place for
for one!)
one!) to
to see
see how
how your
your monthly
monthly payment
payment va
v
Then
for terms
terms of
of 24,
24, 36,
36, 48,
48, or
or 60
60 months.
months. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answers.)
answers.)
for
car loan
loan or
or aa home
home
aa car
term (number
(number of
of months
months
term
ction
finds
the
amount
you
ction finds the amount you
cipal
and
part
is
interest.
At
ipal and part is interest. At
entire loan.
loan.
entire
hnical reasons,
reasons, ifif you
you want
want
hnical
negative number
number
aa negative
e argument
argument should
should be
be the
the
nual
rate
divided
by
12.
nual rate divided by 12.
he annual
annual interest
interest rate
rate is
is
he
nthly
payment in
in cell
cell M6.
M6.
thly payment
monthly payment
payment varies
varies
rr monthly
he answers.)
answers.)
he
Principal
Annual interest
Term
Payment
$30,000
6.75%
36
Data table for payment ve
ata table for payment versus term
Payment
$922.89
Data table for payment versus term

Term
Payment
$922.89
24
36
48
60
Much of
of the
the theory
theory of
of finance
finance is
is about
about the
the time
time value
value of
of money.
money. Basically,
Basically, aa dollar
dollar earned
earned
Much
future is
is less
less valuable
valuable than
than aa dollar
dollar earned
earned today
today because
because the
the dollar
dollar earned
earned today
today can
can ea
ea
future
interest.
To
account
for
this,
we
discount
future
cash
inflows
or
outflows
to
get
their
pres
interest. To account for this, we discount future cash inflows or outflows to get their prese
now. IfIf we
we have
have aa future
future stream
stream of
of cash
cash inflows
inflows and/or
and/or outflows,
outflows, then
then the
the sum
sum of
of all
all of
of the
th
now.
values is
is called
called the
the net
net present
present value,
value, usually
usually abbreviated
abbreviated NPV.
NPV. IfIf this
this stream
stream is
is incurred
incurred
values
time intervalsat
intervalsat the
the end
end of
of each
each year,
year, saythen
saythen we
we can
can use
use Excels
Excels handy
handy NPV
NPV functio
functio
time
calculate
the
NPV
of
the
stream.
calculate the NPV of the stream.
To use
use the
the NPV
NPV function:
function:
To
Enter the
the formula
formula =NPV(rate,cashstream).
=NPV(rate,cashstream). Here,
Here, rate
rate is
is the
the discount
discount rate,
rate, which
which is
is ess
ess
Enter
the
rate
the
company
believes
it
can
earn
on
its
money,
and
cashstream
is
a
stream
of
the rate the company believes it can earn on its money, and cashstream is a stream of cc
inflows or
or outflows
outflows that
that occur
occur at
at the
the ends
ends of
of successive
successive years,
years, starting
starting at
at the
the end
end of
of year
year
inflows
Note that
that ifif there
there is
is aa cash
cash inflow
inflow or
or outflow
outflow right
right away,
away, at
at the
the beginning
beginning of
of year
year 1,
1, itit sho
sho
Note
entered outside
outside the
the NPV
NPV function.
function. The
The reason
reason is
is that
that itit doesnt
doesnt need
need to
to be
be discounted.
discounted.
entered
Try it!
it! Assume
Assume aa company
company pays
pays $100,000
$100,000 at
at the
the beginning
beginning of
of year
year 11 to
to get
get into
into an
an investm
invest
Try
then
receives
the
cash
inflows
at
the
ends
of
years
1
through
5
shown
to
the
right.
What
then receives the cash inflows at the ends of years 1 through 5 shown to the right. What
of this
this investment
investment (inflows
(inflows minus
minus outflows)
outflows) with
with aa 12%
12% discount
discount rate?
rate? Does
Does the
the NPV
NPV incre
incre
of
decrease as
as the
the discount
discount rate
rate increases?
increases? (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answer.)
answer.)
decrease
company incurs
incurs cash
cash inflows
inflows or
or outflows
outflows at
at irregular
irregular times,
times, such
such as
as January
January 15,
15, the
the
IfIf aa company
then July
July 1,
1, and
and so
so on,
on, the
the NPV
NPV function
function cannot
cannot be
be used.
used. You
You could
could go
go back
back to
to your
your fina
fina
then
to see
see how
how to
to discount
discount future
future payments
payments directly,
directly, but
but itit is
is easier
easier to
to use
use the
the little-known
little-known
to
function. This
This function
function is
is actually
actually part
part of
of the
the Analysis
Analysis ToolPak
ToolPak that
that ships
ships with
with Excel.
Excel. How
Ho
function.
might
not
have
it
loaded.
To
check,
click
on
the
Office
button,
then
Excel
Options,
then
might not have it loaded. To check, click on the Office button, then Excel Options, then
and then
then Go.
Go. IfIf the
the Analysis
Analysis ToolPak
ToolPak item
item isnt
isnt checked,
checked, check
check itit (see
(see to
to the
the right,
right, wher
wher
and
of add-ins
add-ins is
is probably
probably different
different from
from mine).
mine). Then
Then you
you can
can use
use the
the XNPV
XNPV function.
function.
of
To use
use the
the XNPV
XNPV function:
function:
To
Enter the
the formula
formula =XNPV(discountrate,cashvalues,dates),
=XNPV(discountrate,cashvalues,dates), where
where discountrate
discountrate is
is tt
Enter
as with
with NPV,
NPV, cashvalues
cashvalues is
is aa stream
stream of
of cash
cash values,
values, and
and dates
dates is
is aa stream
stream of
of the
the dates
dates
as
are incurred.
incurred.
are
Typically, the
the first
first cash
cash value
value will
will be
be an
an outflow
outflow and
and the
the rest
rest will
will be
be inflows.
inflows. In
In this
this case
case
Typically,
initial
outflow
(investment)
should
be
included
in
the
XNPV
function,
and
the
NPV
will
initial outflow (investment) should be included in the XNPV function, and the NPV will bb
discounted back
back to
to the
the date
date of
of this
this initial
initial payment.
payment. This
This payment
payment should
should be
be entered
entered as
as
discounted
negative number.
number.
negative
Try it!
it! First
First make
make sure
sure the
the Analysis
Analysis ToolPak
ToolPak is
is loaded.
loaded. Then
Then find
find the
the net
net present
present value
value oo
Try
stream
of
cash
inflows
shown
to
the
right,
where
the
first
is
really
a
payment
at
the be
be
stream of cash inflows shown to the right, where the first is really a payment at the
2009. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answer.)
answer.)
2009.
sically,
dollar earned
earned in
in the
the
ically, aa dollar
earned today
today can
can earn
earn
rr earned
flows
to get
get their
their present
present values
values
ows to
en
the
sum
of
all
of
their
present
n the sum of all of their present
his stream
stream is
is incurred
incurred at
at regular
regular
his
ls handy
handy NPV
NPV function
function to
to
ls
Discount rate
Initial payment
12%
$100,000
Cash inflows at ends of years

Year
1
Inflow
$20,000
2
$35,000
3
$50,000
25-May-09
$22,500
15-Sep-09
$31,000
NPV
ount rate,
rate, which
which is
is essentially
essentially
ount
tream
is
a
stream
of
cash
ream is a stream of cash
ing
at
the
end
of
year
1.
ing at the end of year 1.
nning of
of year
year 1,
1, itit should
should be
be
nning
to be
be discounted.
discounted.
dd to
1 to
to get
get into
into an
an investment.
investment. ItIt
wn
to
the
right.
What is
is the
the NPV
NPV
wn to the right. What
e? Does
Does the
the NPV
NPV increase
increase or
or
e?
the
answer.)
he answer.)
uch as
as January
January 15,
15, then
then May
May 30,
30,
uch
go back
back to
to your
your finance
finance book
book
dd go
use the
the little-known
little-known XNPV
XNPV
oo use
ships with
with Excel.
Excel. However,
However, you
you
tt ships
en
Excel
Options,
then
Add-Ins,
n Excel Options, then Add-Ins,
see to
to the
the right,
right, where
where your
your list
list
see
XNPV function.
function.
XNPV
where
discountrate is
is the
the same
same
here discountrate
stream of
of the
the dates
dates when
when they
they
aa stream
be
inflows. In
In this
this case,
case, the
the
e inflows.
on,
and
the
NPV
will
be
on, and the NPV will be
t should
should be
be entered
entered as
as aa
net present
present value
value of
of the
the
ee net
y aa payment
payment at
at the
the beginning
beginning of
of
Discount rate
12%
Stream of cash flows

Date
1-Jan-09
Cash
($85,000)
NPV
4
$45,000
5
$35,000
15-Jan-10
$65,500
30-Jun-10
$55,000
NPV
$29,806
NPV
$69,805
Companies often
often have
have investment
investment opportunities
opportunities where
where they
they pay
pay initially
initially and
and then
then get
get r
Companies
in the
the future.
future. It
It is
is easy
easy to
to show
show that
that the
the NPV
NPV of
of such
such an
an investment
investment decreases
decreases as
as the
the dd
in
rate increases.
increases. In
In fact,
fact, for
for large
large enough
enough discount
discount rates,
rates, the
the NPV
NPV will
will typically
typically become
become nn
rate
meaning
that
the
future
returns
are
not
enough
to
offset
the
initial
cost.
The
discount
meaning that the future returns are not enough to offset the initial cost. The discount rr
which NPV
NPV changes
changes from
from positive
positive to
to negative
negative is
is called
called the
the internal
internal rate
rate of
of return,
return, or
or IRR
IRR
which
Specifically, the
the IRR
IRR is
is the
the discount
discount rate
rate at
at which
which NPV
NPV equals
equals 0.
0.
Specifically,
Companies are
are interested
interested in
in IRR
IRR for
for the
the following
following reason.
reason. Typically,
Typically, they
they have
have aa "hurdle
"hurdle
Companies
that
they
use
to
discount
potential
investments.
If
the
NPV
of
an
investment
is
positive
that they use to discount potential investments. If the NPV of an investment is positive
discounted at
at the
the hurdle
hurdle rate,
rate, itit is
is worth
worth pursuing.
pursuing. IfIf itit is
is negative,
negative, itit is
is not
not worth
worth pursu
pursu
discounted
Stated equivalently,
equivalently, the
the investment
investment is
is worth
worth pursuing
pursuing only
only ifif its
its IRR
IRR is
is greater
greater than
than the
the
Stated
companys
hurdle
rate.
companys hurdle rate.
Fortunately, Excel
Excel has
has an
an IRR
IRR function
function that
that calculates
calculates an
an investments
investments IRR.
IRR. Otherwise,
Otherwise, t
Fortunately,
would be
be aa difficult
difficult calculation.
calculation. As
As with
with the
the NPV
NPV function,
function, we
we assume
assume the
the investment
investment is
is
would
structured so
so that
that there
there is
is an
an initial
initial cash
cash payment
payment at
at the
the beginning
beginning of
of year
year 11 and
and then
then
structured
cash returns
returns at
at the
the ends
ends of
of years
years 1,
1, 2,
2, and
and so
so on.
on.
cash
To use
use the
the IRR
IRR function:
function:
To
Enter the
the formula
formula =IRR(cashstream,rateguess),
=IRR(cashstream,rateguess), where
where cashstream
cashstream is
is aa stream
stream of
of ca
c
Enter
flows,
where
the
first
(the
initial
payment)
should
be
negative,
and
rateguess
is
an
init
flows, where the first (the initial payment) should be negative, and rateguess is an initi
for the
the IRR.
IRR.
for
This seems
seems strange.
strange. Why
Why should
should you
you have
have to
to guess
guess at
at the
the answer?
answer? ItIt is
is because
because Excel
Excel
This
calculates the
the IRR
IRR iteratively,
iteratively, starting
starting with
with your
your guess.
guess. Your
Your actual
actual guess
guess shouldnt
shouldnt mak
ma
calculates
difference
in
the
final
answer
except
in
unusual
cases.
difference in the final answer except in unusual cases.
Try it!
it! Find
Find the
the IRR
IRR for
for the
the following
following investment,
investment, using
using an
an initial
initial guess
guess of
of 15%.
15%. What
What do
do
Try
IRR say
say about
about the
the attractiveness
attractiveness of
of the
the investment?
investment? (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answ
answ
IRR
By the
the way,
way, II mentioned
mentioned that
that there
there is
is an
an XNPV
XNPV function
function (in
(in the
the Analysis
Analysis Toolpak)
Toolpak) for
for cas
ca
By
that
don't
occur
on
regularly
spaced
dates.
There
is
also
an
XIRR
function.
Look
it
up!
that don't occur on regularly spaced dates. There is also an XIRR function. Look it up!
initially
and then
then get
get returns
returns
nitially and
nt decreases
decreases as
as the
the discount
discount
nt
will typically
typically become
become negative,
negative,
will
al
cost.
The
discount
rate at
at
al cost. The discount rate
all rate
rate of
of return,
return, or
or IRR.
IRR.
y, they
they have
have aa "hurdle
"hurdle rate"
rate"
y,
investment
is
positive,
nvestment is positive,
e, itit is
is not
not worth
worth pursuing.
pursuing.
e,
RR is
is greater
greater than
than the
the
RR
ents IRR.
IRR. Otherwise,
Otherwise, this
this
ents
ume
the investment
investment is
is
me the
ng of
of year
year 11 and
and then
then regular
regular
ng
ream is
is aa stream
stream of
of cash
cash
ream
nd
rateguess
is
an
initial
guess
d rateguess is an initial guess
r?
is because
because Excel
Excel
? ItIt is
al guess
guess shouldnt
shouldnt make
make any
any
al
uess of
of 15%.
15%. What
What does
does this
this
uess
right to
to see
see the
the answer.)
answer.)
right
nalysis
Toolpak) for
for cash
cash flows
flows
alysis Toolpak)
function.
Look
it
up!
function. Look it up!
Cash flows (initial value is a payment)

($100,000) $35,000 $45,000 $40,000
IRR
$25,000
$10,000
The compa
compa
The
only ifif its
its hh
only
IRR
19.81%
The company
company will
will find
find this
this investment
investment attractive
attractive
The
only ifif its
its hurdle
hurdle rate
rate is
is below
below 19.81%.
19.81%.
only
have heard
heard an
an Excel
Excel expert
expert make
make the
the claim
claim that
that the
the VLOOKUP
VLOOKUP function,
function, discussed
discussed ear
ea
II have
the most
most useful
useful Excel
Excel function
function of
of all.
all. Whether
Whether or
or not
not you
you believe
believe this
this claim,
claim, the
the VLOOKU
VLOOK
the
and HLOOKUP
HLOOKUP functions
functions are
are just
just two
two of
of some
some very
very useful
useful lookup
lookup and
and reference
reference function
function
and
Excels
arsenal.
If
you
click
on
the
f
button
for
online
help
on
Excel
functions,
you
will s
Excels arsenal. If you click on the fxx button for online help on Excel functions, you will
Lookup and
and Reference
Reference category
category of
of functions
functions that
that includes
includes VLOOKUP,
VLOOKUP, HLOOKUP,
HLOOKUP, and
and sev
se
Lookup
others.
I
will
illustrate
a
few
of
these
others
here,
specifically
INDEX,
MATCH,
and
OFFS
others. I will illustrate a few of these others here, specifically INDEX, MATCH, and OFFSE
Although they
they are
are arguably
arguably not
not as
as useful
useful as
as VLOOKUP,
VLOOKUP, they
they can
can definitely
definitely come
come in
in hand
han
Although
certain situations.
situations.
certain
unction, discussed
discussed earlier,
earlier, is
is
unction,
this
claim, the
the VLOOKUP
VLOOKUP
his claim,
and
reference functions
functions in
in
nd reference
el
functions,
you
will
see
el functions, you will see aa
UP, HLOOKUP,
HLOOKUP, and
and several
several
UP,
EX,
MATCH,
and
OFFSET.
EX, MATCH, and OFFSET.
definitely
come in
in handy
handy in
in
efinitely come
The INDEX
INDEX function
function is
is useful
useful for
for finding
finding the
the value
value in
in aa particular
particular cell
cell of
of aa rectangular
rectangular ra
ra
The
You access
access this
this value
value by
by the
the indexes
indexes of
of the
the cell
cell you
you want.
want. Specifically,
Specifically, you
you specify
specify aa row
ro
You
index and
and aa column
column index.
index. For
For example,
example, ifif the
the range
range has
has 10
10 rows
rows and
and 20
20 columns,
columns, the
the i
index
4,8
indicates
the
4th
row
and
8th
column
of
the
range.
4,8 indicates the 4th row and 8th column of the range.
To use
use the
the INDEX
INDEX function:
function:
To
Enter the
the formula
formula =INDEX(range,r_index,c_index),
=INDEX(range,r_index,c_index), where
where r_index
r_index is
is an
an integer
integer (for
(for r
Enter
and
c_index
is
an
integer
(for
column).
and c_index is an integer (for column).
For example,
example, the
the formula
formula =INDEX(D11:F20,4,2)
=INDEX(D11:F20,4,2) refers
refers to
to the
the value
value in
in cell
cell E14,
E14, the
the cell
cell
For
4th
row
and
2nd
column
of
the
range.
4th row and 2nd column of the range.
range is
is aa single-column
single-column range,
range, then
then the
the c_index
c_index argument
argument can
can be
be omitted.
omitted. In
In that
that ca
c
IfIf range
=INDEX(range,r_index) returns
returns the
the value
value in
in row
row r_index
r_index of
of the
the range.
range. For
For example,
example, the
the
=INDEX(range,r_index)
formula =INDEX(A11:A20,3)
=INDEX(A11:A20,3) refers
refers to
to the
the value
value in
in cell
cell A13,
A13, the
the 3rd
3rd cell
cell in
in the
the range.
range.
formula
Similarly, ifif range

range is
is aa single-row
single-row range,
range, only
only c_index
c_index needs
needs to
to be
be included.
included. For
For exampl
exampl
Similarly,
formula
=INDEX(B10:E10,3)
refers
to
the
value
in
cell
D10,
the
3rd
cell
in
the
range.
formula =INDEX(B10:E10,3) refers to the value in cell D10, the 3rd cell in the range.
Try it!
it! Find
Find the
the unit
unit shipping
shipping cost
cost from
from Plant2
Plant2 to
to City3
City3 with
with aa formula
formula in
in cell
cell M8.
M8. Then
Then en
e
Try
formula
in
cell
M12
that
finds
the
unit
shipping
cost
from
the
plant
to
the
city
specified
formula in cell M12 that finds the unit shipping cost from the plant to the city specified
cells M10
M10 and
and M11.
M11. This
This formula
formula should
should respond
respond appropriately
appropriately to
to whatever
whatever plant
plant and
and cc
cells
indexes
are
entered
in
cells
M10
and
M11.
(Scroll
to
the
right
for
the
answers.)
indexes are entered in cells M10 and M11. (Scroll to the right for the answers.)
ell of
of aa rectangular
rectangular range.
range.
ell
cally, you
you specify
specify aa row
row
cally,
and 20
20 columns,
columns, the
the index
index
and
dex is
is an
an integer
integer (for
(for row)
row)
dex
in cell
cell E14,
E14, the
the cell
cell in
in the
the
ee in
be omitted.
omitted. In
In that
that case,
case,
be
nge. For
For example,
example, the
the
nge.
rd
cell in
in the
the range.
range.
d cell
included. For
For example,
example, the
the
included.
rd
cell
in
the
range.
d cell in the range.
ula in
in cell
cell M8.
M8. Then
Then enter
enter aa
ula
nt
to
the
city
specified
in
t to the city specified in
whatever
plant
and
city
whatever plant and city
the
answers.)
he answers.)
Unit shipping costs

Plant1
Plant2
Plant3
City1
1.25
1.15
1.35
Unit shipping from Plant2 to City3

Plant
City
Unit shipping cost
1
2
City2
1.35
1.45
1.45
City3
1.55
1.25
1.15
1.25
1.35
The MATCH
MATCH function
function is
is handy
handy for
for finding
finding aa cell
cell in
in aa range
range that
that matches
matches aa given
given value.
value. It
I
The
often used
used in
in the
the following
following situation.
situation. Suppose
Suppose you
you have
have decision
decision variable
variable such
such as
as order
orde
often
quantity that
that needs
needs to
to be
be chosen
chosen to
to maximize
maximize profit.
profit. You
You enter
enter some
some formulas
formulas that
that link
link
quantity
quantity
to
profit.
Then
you
create
a
data
table
that
finds
the
profit
for
a
number
of
po
quantity to profit. Then you create a data table that finds the profit for a number of pos
order quantities.
quantities. The
The MATCH
MATCH function
function lets
lets you
you locate
locate the
the cell
cell in
in the
the data
data table
table with
with the
the
order
largest profit.
profit.
largest
To use
use the
the MATCH
MATCH function:
function:
To
Enter the
the formula
formula =MATCH(value,range,0).
=MATCH(value,range,0). This
This returns
returns the
the index
index of
of the
the cell
cell in
in range
rang
Enter
matches value.
value. For
For example,
example, ifif the
the match
match occurs
occurs in
in the
the 3rd
3rd cell
cell of
of the
the range,
range, this
this return
retur
matches
The last
last argument,
argument, 0,
0, indicates
indicates that
that we
we want
want an
an exact
exact match.
match. IfIf there
there is
is no
no exact
exact matc
matc
The
formula
returns
an
error.
The
MATCH
function
can
also
look
for
an
inexact
match
by
usi
formula returns an error. The MATCH function can also look for an inexact match by usi
+1 or
or -1
-1 for
for the
the 3rd
3rd argument.
argument. You
You can
can look
look up
up the
the details
details in
in online
online help.
help.
+1
The example
example to
to the
the right
right indicates
indicates how
how MATCH
MATCH can
can be
be used
used in
in conjunction
conjunction with
with INDEX.
INDEX.
The
Imagine
that
a
profit
model
has
led
to
the
table
shown,
where
each
order
quantity
liste
Imagine that a profit model has led to the table shown, where each order quantity liste
leads
to
the
corresponding
profit.
For
this
small
example,
it
is
obvious
that
the
largest
leads to the corresponding profit. For this small example, it is obvious that the largest p
is $5,640,
$5,640, which
which corresponds
corresponds to
to an
an order
order quantity
quantity of
of 300.
300. However,
However, ifif inputs
inputs (not
(not shown
show
is
that drive
drive the
the profit
profit model
model change,
change, the
the best
best order
order quantity
quantity and
and the
the corresponding
corresponding profi
profi
that
could
change.
We
want
formulas
in
cells
M11
and
M12
to
show
the
best
profit
and
best
could change. We want formulas in cells M11 and M12 to show the best profit and best
quantity
regardless
of
where
they
appear
in
the
table.
quantity regardless of where they appear in the table.
The formula
formula in
in cell
cell M12
M12 is
is =INDEX(L5:L9,MATCH(M11,M5:M9,0)).
=INDEX(L5:L9,MATCH(M11,M5:M9,0)). The
The whole
whole purpos
purpo
The
the MATCH
MATCH function
function here
here is
is to
to provide
provide the
the row
row index
index for
for the
the INDEX
INDEX function.
function. That
That is,
is, we
we
the
the
best
order
quantity
is
one
of
the
values
in
the
range
L5:L9,
and
we
need
to
know
w
the best order quantity is one of the values in the range L5:L9, and we need to know w
one.
So
we
find
a
match
for
the
maximum
profit
to
the
profits
in
M5:M9.
In
this
case,
th
one. So we find a match for the maximum profit to the profits in M5:M9. In this case, th
maximum is
is the
the 3rd
3rd profit,
profit, so
so the
the formula
formula is
is equivalent
equivalent to
to =INDEX(L5:L9,3).
=INDEX(L5:L9,3).
maximum
Try it!
it! The
The table
table to
to the
the right
right shows
shows the
the profit
profit for
for each
each order
order quantity
quantity (along
(along the
the side)
side) an
an
Try
each unit
unit stockout
stockout cost
cost (along
(along the
the top).
top). Enter
Enter formulas
formulas in
in the
the range
range M39:P39
M39:P39 to
to find
find the
th
each
order quantity
quantity for
for each
each unit
unit stockout
stockout cost.
cost. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answer.)
answer.)
order
tches aa given
given value.
value. It
It is
is
tches
variable such
such as
as order
order
variable
ome
formulas that
that link
link order
order
me formulas
fit
for
a
number
of
possible
fit for a number of possible
he
data table
table with
with the
the
e data
Table of profit versus order

Order quantity
200
250
300
350
400
quantity
Profit
$5,325
$5,430
$5,640
$5,565
$5,235
dex of
of the
the cell
cell in
in range
range that
that
dex
f the
the range,
range, this
this returns
returns 3.
3.
Best profit
Best order quantity
$5,640
300
here is
is no
no exact
exact match,
match, the
the
here
inexact
match
by
using
inexact match by using aa
ne
help.
e help.
njunction with
with INDEX.
INDEX.
njunction
ch
order
quantity
listed
ch order quantity listed
vious
that
the
largest
profit
ious that the largest profit
er, ifif inputs
inputs (not
(not shown)
shown)
er,
he
corresponding profit
profit
e corresponding
e
best
profit
and
best order
order
e best profit and best
0)). The
The whole
whole purpose
purpose of
of
0)).
function. That
That is,
is, we
we know
know
XX function.
nd we
we need
need to
to know
know which
which
nd
M5:M9.
In
this
case,
the
M5:M9. In this case, the
X(L5:L9,3).
X(L5:L9,3).
ity (along
(along the
the side)
side) and
and
ity
ge M39:P39
M39:P39 to
to find
find the
the best
best
ge
ee
the
answer.)
ee the answer.)
Profit for various order quantities (column L) and unit stockout cos
$2
$3
200
$5,235
$5,175
250
$5,465
$5,285
300
$5,355
$5,325
350
$5,215
$5,195
400
$5,145
$5,085
Best order quantities
umn L) and unit stockout costs (row 32)

$4
$5
$5,025
$4,935
$5,190
$5,085
$5,265
$5,100
$5,130
$5,125
$5,015
$5,005
250
300
300
350
The OFFSET
OFFSET function
function allows
allows us
us to
to reference
reference aa range
range (or
(or single
single cell)
cell) relative
relative to
to another
another cc
The
is hard
hard to
to appreciate
appreciate unless
unless you
you see
see some
some examples,
examples, so
so II will
will present
present some
some below.
below.
is
To use
use the
the OFFSET
OFFSET function:
function:
To
Enter the
the formula
formula =OFFSET(cell,r_offset,c_offset,height,width).
=OFFSET(cell,r_offset,c_offset,height,width). Here,
Here, r_offset
r_offset and
and
Enter
c_offset
are
integers
that
can
be
positive,
negative,
or
zero,
and
height
and
width
are
c_offset are integers that can be positive, negative, or zero, and height and width are
optional positive
positive integers.
integers. IfIf either
either height
height and
and width
width are
are missing,
missing, they
they default
default to
to 1.
1. This
Thi
optional
formula
returns
a
reference
to
a
range
that
has
as
many
rows
as
height
and
as
many
formula returns a reference to a range that has as many rows as height and as many
columns as
as width.
width. To
To find
find its
its upper
upper left
left cell,
cell, start
start at
at cell,
cell, move
move r_offset
r_offset rows
rows down
down (if
(if
columns
positive) or
or up
up (if
(if negative),
negative), and
and move
move c_offset
c_offset columns
columns to
to the
the right
right (if
(if positive)
positive) or
or the
the
positive)
negative).
negative).
For example
example the
the formula
formula =OFFSET(A1,2,3,4,1)
=OFFSET(A1,2,3,4,1) returns
returns aa reference
reference to
to the
the range
range D3:D6.
D3:D6.
For
range
with
4
rows
and
1
column,
and
its
upper
left
cell,
D3,
is
offset
from
cell
A1
by goi
go
range with 4 rows and 1 column, and its upper left cell, D3, is offset from cell A1 by
rows down
down and
and 33 columns
columns to
to the
the right.
right.
rows
As another
another example,
example, the
the formula
formula =OFFSET(F4,0,-3)
=OFFSET(F4,0,-3) refers
refers to
to aa single
single cell
cell (because
(because the
the
As
two
arguments
are
missing),
and
this
single
cell
is
3
columns
to
the
left
of
F4,
namely,
two arguments are missing), and this single cell is 3 columns to the left of F4, namely,
good example
example of
of the
the OFFSET
OFFSET function
function appears
appears in
in the
the example
example to
to the
the right.
right. AA compan
compan
AA good
sells to
to aa retailer,
retailer, and
and the
the retailer
retailer pays
pays aa certain
certain number
number of
of months
months later,
later, as
as indicated
indicated b
sells
payment delay
delay (in
(in months)
months) in
in cell
cell M20.
M20. The
The sales
sales occur
occur as
as indicated
indicated in
in row
row 23,
23, but
but the
the
payment
receipts
from
the
retailer
occur
2
months
later,
as
indicated
in
row
24.
receipts from the retailer occur 2 months later, as indicated in row 24.
Without the
the OFFSET
OFFSET function,
function, we
we could
could simply
simply put
put links
links in
in the
the Receipts
Receipts row
row that
that point
point tt
Without
sales 22 months
months earlier.
earlier. For
For example,
example, the
the formula
formula for
for receipts
receipts in
in January
January would
would be
be =N23
=N23
sales
what
if
the
retailer
decides
to
delay
payments
by
3
months
instead
of
2?
Then
we
wou
what if the retailer decides to delay payments by 3 months instead of 2? Then we woul
need
to
fix
the
links
in
the
Receipts
row.
However,
a
clever
use
of
OFFSET
avoids
this
need to fix the links in the Receipts row. However, a clever use of OFFSET avoids this
updating of
of links.
links. We
We use
use the
the formula
formula =OFFSET(P6,0,-$M$20)
=OFFSET(P6,0,-$M$20) in
in cell
cell P24
P24 for
for January
January
updating
then copy
copy itit across
across row
row 24
24 for
for the
the other
other months.
months. This
This formula
formula says
says to
to start
start in
in the
the Janua
Janua
then
sales cell
cell and
and go
go aa certain
certain number
number of
of cells
cells to
to the
the left
left (because
(because of
of the
the minus
minus sign),
sign), wher
whe
sales
number
is
specified
in
cell
M20.
To
see
how
it
works,
try
changing
the
value
in
cell
M20
number is specified in cell M20. To see how it works, try changing the value in cell M20
or
1.
or 1.
Try it!
it! Suppose
Suppose that
that aa manufacturing
manufacturing company
company buys
buys raw
raw materials
materials from
from aa supplier.
supplier. IfIf th
th
Try
in any
any month
month is
is $x,
$x, the
the company
company pays
pays 40%
40% of
of this
this cost
cost 11 month
month from
from now
now and
and the
the othe
oth
in
months from
from now.
now. Use
Use the
the OFFSET
OFFSET function
function to
to calculate
calculate the
the payments
payments made
made in
in January
January
months
through August,
August, based
based on
on the
the costs
costs through
through July.
July. These
These calculated
calculated payments
payments should
should ch
ch
through
automatically
if
you
change
the
inputs
in
cells
M33,
M34,
O33,
and
O34.
For
example,
automatically if you change the inputs in cells M33, M34, O33, and O34. For example, m
sure your
your formulas
formulas react
react correctly
correctly ifif you
you enter
enter 22 and
and 33 in
in cells
cells O33
O33 and
and O34.
O34. (Scroll
(Scroll to
to t
sure
to see
see the
the answer.)
answer.)
to
Another great
great use
use of
of the
the OFFSET
OFFSET function
function is
is to
to create
create aa dynamic
dynamic range
range name,
name, one
one that
that
Another
expands or
or contracts
contracts depending
depending on
on the
the number
number of
of data
data values
values in
in aa range.
range. Consider
Consider the
the
expands
example to
to the
the right,
right, where
where monthly
monthly sales
sales values
values are
are entered
entered in
in column
column M,
M, and
and the
the tot
tot
example
sales
values
is
calculated
in
cell
P41.
Every
month,
an
extra
sales
value
and
its
month
sales values is calculated in cell P41. Every month, an extra sales value and its month
are appended
appended to
to the
the list
list in
in columns
columns LL and
and M.
M. We
We can
can make
make the
the formula
formula in
in cell
cell P41
P41
are
automatically
adjust
to
the
appended
values
by
using
a
dynamic
range
name.
automatically adjust to the appended values by using a dynamic range name.
To do
do this,
this, II selected
selected the
the Define
Define Name
Name dropdown
dropdown in
in the
the Formulas
Formulas ribbon.
ribbon. In
In the
the Name
Name bb
To
the
top
of
the
resulting
dialog
box,
I
entered
Sales
as
the
range
name.
In
the
Refers
To
the top of the resulting dialog box, I entered Sales as the range name. In the Refers To
the
bottom,
I
entered
the
formula
=OFFSET($M$42,0,0,COUNTA($M:$M)the bottom, I entered the formula =OFFSET($M$42,0,0,COUNTA($M:$M)COUNTA($M$1:$M$41),1). Then
Then II clicked
clicked on
on OK.
OK. Finally,
Finally, II entered
entered the
the formula
formula =SUM
=SUM
COUNTA($M$1:$M$41),1).
in cell
cell P41.
P41. Note
Note that
that COUNTA($M:$M)
COUNTA($M:$M) refers
refers to
to the
the count
count of
of all
all nonblank
nonblank cells
cells in
in colum
colum
in
and COUNTA($M$1:$M$41)
COUNTA($M$1:$M$41) refers
refers to
to all
all the
the nonblank
nonblank in
in column
column M
M above
above the
the first
first sales
sales
and
So
the
difference
is
the
number
of
sales
values
in
column
M.
Therefore,
this
OFFSET
fu
So the difference is the number of sales values in column M. Therefore, this OFFSET fun
are appended to the list in columns L and M. We can make the formula in cell P41
automatically adjust
adjust to
to the
the appended
appended values
values by
by using
using aa dynamic
dynamic range
range name.
name.
automatically
To do
do this,
this, II selected
selected the
the Define
Define Name
Name dropdown
dropdown in
in the
the Formulas
Formulas ribbon.
ribbon. In
In the
the Name
Name bb
To
the
top
of
the
resulting
dialog
box,
I
entered
Sales
as
the
range
name.
In
the
Refers
To
the top of the resulting dialog box, I entered Sales as the range name. In the Refers To
the
bottom,
I
entered
the
formula
=OFFSET($M$42,0,0,COUNTA($M:$M)the bottom, I entered the formula =OFFSET($M$42,0,0,COUNTA($M:$M)COUNTA($M$1:$M$41),1). Then
Then II clicked
clicked on
on OK.
OK. Finally,
Finally, II entered
entered the
the formula
formula =SUM
=SUM
COUNTA($M$1:$M$41),1).
in cell
cell P41.
P41. Note
Note that
that COUNTA($M:$M)
COUNTA($M:$M) refers
refers to
to the
the count
count of
of all
all nonblank
nonblank cells
cells in
in colum
colum
in
and COUNTA($M$1:$M$41)
COUNTA($M$1:$M$41) refers
refers to
to all
all the
the nonblank
nonblank in
in column
column M
M above
above the
the first
first sales
sales
and
So
the
difference
is
the
number
of
sales
values
in
column
M.
Therefore,
this
OFFSET
fu
So the difference is the number of sales values in column M. Therefore, this OFFSET fun
refers
to
a
range
that
starts
in
cell
M42
and
has
as
many
rows
as
there
are
sales
value
refers to a range that starts in cell M42 and has as many rows as there are sales value
column M.
M. To
To see
see how
how itit adjusts,
adjusts, enter
enter aa sales
sales value
value for
for June
June in
in cell
cell M47
M47 and
and watch
watch how
how
column
total changes
changes automatically.
automatically.
total
Again, that
that COUNTA($M:$M)
COUNTA($M:$M) counts
counts all
all of
of the
the nonblank
nonblank values
values in
in column
column M,
M, so
so ifif there
there
Again,
some
other
numbers
down
below
sales,
they
would
mess
up
the
logic
in
the
OFFSET
fu
some other numbers down below sales, they would mess up the logic in the OFFSET fu
For example,
example, suppose
suppose there
there were
were aa numeric
numeric value
value in
in cell
cell M200.
M200. Then
Then the
the fourth
fourth argum
argum
For
the OFFSET
OFFSET function
function would
would return
return 6,
6, not
not 5,
5, so
so at
at that
that point,
point, the
the Sales
Sales range
range name
name woul
wou
the
to the
the range
range M42:M47,
M42:M47, that
that is,
is, 66 cells
cells starting
starting with
with M42.
M42. The
The moral
moral is
is that
that ifif you
you want
want tt
to
dynamic range
range names,
names, you
you have
have to
to be
be careful
careful about
about junk
junk in
in the
the affected
affected columns
columns or
or
dynamic
Try it!
it! The
The data
data way
way out
out to
to the
the right
right has
has sales
sales by
by month
month and
and by
by salesperson.
salesperson. We
We want
want tt
Try
sum
sales
over
all
months
and
salespeople
in
cell
AL65.
Create
a
dynamic
range
name
sum sales over all months and salespeople in cell AL65. Create a dynamic range name
updates when
when new
new months
months are
are added
added and
and when
when salesperson
salesperson columns
columns are
are added
added or
or del
del
updates
Then use
use this
this range
range name
name to
to sum
sum sales
sales in
in cell
cell AL65.
AL65. (Scroll
(Scroll across
across to
to see
see answer.
answer. Note
Note
Then
placed this
this example
example way
way out
out to
to the
the right
right so
so that
that no
no "junk"
"junk" from
from the
the previous
previous examples
examples
placed
this
worksheet
would
be
above
it.)
this worksheet would be above it.)
l)
relative to
to another
another cell.
cell. It
It
) relative
sent some
some below.
below.
sent
th).
Here, r_offset
r_offset and
and
h). Here,
height
and
width
are
height and width are
they default
default to
to 1.
1. This
This
they
height
and
as
many
height and as many
offset
rows down
down (if
(if
ffset rows
ght
(if positive)
positive) or
or the
the left
left (if
(if
ht (if
to the
the range
range D3:D6.
D3:D6. ItIt is
is aa
ee to
set
from
cell
A1
by
going
et from cell A1 by going 22
ngle
cell (because
(because the
the last
last
gle cell
he
left
of
F4,
namely,
C4.
he left of F4, namely, C4.
the right.
right. AA company
company
oo the
hs later,
later, as
as indicated
indicated by
by the
the
hs
ted
in
row
23,
but
the
ed in row 23, but the
w 24.
24.
w
ceipts
row that
that point
point to
to
eipts row
nuary would
would be
be =N23.
=N23. But
But
nuary
ad
of
2?
Then
we
would
ad of 2? Then we would
OFFSET avoids
avoids this
this
OFFSET
cell P24
P24 for
for January
January and
and
nn cell
ys
to start
start in
in the
the January
January
s to
the minus
minus sign),
sign), where
where this
this
the
g the
the value
value in
in cell
cell M20
M20 to
to 33
from aa supplier.
supplier. IfIf the
the cost
cost
ss from
rom now
now and
and the
the other
other 60%
60% 22
rom
ments
made in
in January
January
ents made
payments should
should change
change
dd payments
nd
O34.
For
example,
make
d O34. For example, make
3
and
O34.
(Scroll
to
the
right
3 and O34. (Scroll to the right
range name,
name, one
one that
that
range
range. Consider
Consider the
the
aa range.
column M,
M, and
and the
the total
total of
of all
all
column
s value
value and
and its
its month
month label
label
rmula in
in cell
cell P41
P41
rmula
range
name.
range name.
ribbon. In
In the
the Name
Name box
box at
at
ribbon.
ame.
In
the
Refers
To
box
at
ame. In the Refers To box at
TA($M:$M)TA($M:$M)red
the formula
formula =SUM(Sales)
=SUM(Sales)
ed the
onblank cells
cells in
in column
column M,
M,
onblank
M above
above the
the first
first sales
sales figure.
figure.
M
refore,
this OFFSET
OFFSET function
function
efore, this
Payment delay
Month
Sales
Receipts
2
Oct
3200
Percent paid
Month
Cost
Payment
40%
60%
Oct
$1,950
Month
Jan-09
Feb-09
Mar-09
Apr-09
May-09
Sales
$2,450
$3,140
$3,250
$4,510
$3,680
Nov
4600
Dec
5500
when:
Nov
$2,900
1
2
Dec
$4,150
Total
rmula in cell P41

range name.
name.
range
ribbon. In
In the
the Name
Name box
box at
at
ribbon.
ame.
In
the
Refers
To
box
at
ame. In the Refers To box at
TA($M:$M)TA($M:$M)red
the formula
formula =SUM(Sales)
=SUM(Sales)
ed the
onblank cells
cells in
in column
column M,
M,
onblank
M above
above the
the first
first sales
sales figure.
figure.
M
refore,
this OFFSET
OFFSET function
function
efore, this
there
are
sales
values
in
there are sales values in
ell
M47
and
watch
how
the
ll M47 and watch how the
column M,
M, so
so ifif there
there were
were
column
logic
in
the
OFFSET
function.
ogic in the OFFSET function.
hen the
the fourth
fourth argument
argument in
in
hen
ales range
range name
name would
would refer
refer
ales
al is
is that
that ifif you
you want
want to
to use
use
al
e affected
affected columns
columns or
or rows.
rows.
alesperson. We
We want
want to
to
alesperson.
dynamic
range
name
that
dynamic range name that
mns are
are added
added or
or deleted.
deleted.
mns
to see
see answer.
answer. Note
Note that
that II
ss to
he
previous
examples
on
he previous examples on
Jan
2500
4600
Feb
3300
5500
Mar
4200
2500
Apr
2900
3300
May
4500
4200
Jun
2750
2900
Jul
Aug
4500
2750
Mar
$2,850
Apr
$3,550
May
$1,850
Jun
$4,200
Jul
$2,300
Aug
month from now

months from now
Jan
$2,500
$17,030
Feb
$3,350
Jan
$3,400
Feb
$3,490
Mar
$2,840
Apr
$3,150
May
$3,130
Jun
$2,870
Jul
$2,790
Aug
$3,440
Total sales
Jan-05
Feb-05
Mar-05
Apr-05
May-05
Jun-05
Jul-05
Smith
$6,700
$5,800
$5,000
$6,700
$9,400
$6,200
$8,700
Jones
$7,400
$8,900
$7,900
$5,800
$7,800
$5,800
$5,300
Wilson
$5,800
$5,500
$5,900
$6,000
$6,700
$9,400
$6,900
Donalds
$9,000
$7,900
$8,300
$9,700
$8,400
$8,500
$7,500
Answer: Open
Open the
the nn
Answer:
the
definition
of
the
the definition of the
Answer: Open
Open the
the name
name manager
manager and
and look
look at
at
Answer:
the
definition
of
the
Sales1
range
name.
the definition of the Sales1 range name.
you want
want even
even more
more power
power in
in Excel,
Excel, you
you can
can automate
automate just
just about
about any
any task
task with
with aa ma
ma
IfIf you
Macros are
are written
written in
in the
the programming
programming language
language for
for Excel
Excel and
and the
the rest
rest of
of Office,
Office, Visua
Visua
Macros
Basic for
for Applications
Applications (VBA).
(VBA). VBA
VBA is
is aa relatively
relatively easy
easy programming
programming language
language to
to learn,
learn, bb
Basic
does
take
some
study
and
a
lot
of
practice.
(If
you
are
interested,
check
out
my
VBA fo
fo
does take some study and a lot of practice. (If you are interested, check out my VBA
Modelers book
book at
at http://www.kelley.iu.edu/albrightbooks.)
http://www.kelley.iu.edu/albrightbooks.)
Modelers
Even ifif you

you know
know nothing
nothing about
about programming,
programming, you
you can
can still
still record
record macros
macros to
to perform
perform ss
Even
simple
tasks.
You
can
then
create
buttons
to
run
these
macros
and
place
them
on the
the Q
simple tasks. You can then create buttons to run these macros and place them on
so
that
they
are
always
available
to
you.
There
are
several
things
you
should
know
bef
so that they are always available to you. There are several things you should know bef
you start
start working
working with
with macros:
macros:
you
1. There
There is
is aa Developer
Developer tab
tab and
and ribbon
ribbon you
you should
should make
make visible
visible (see
(see to
to the
the right).
right). This
This
1.
various
buttons
for
working
with
macros.
To
make
it
visible,
click
on
the
Office
button
various buttons for working with macros. To make it visible, click on the Office button aa
then Excel
Excel Options.
Options. Under
Under the
the Popular
Popular group,
group, check
check the
the third
third option:
option: Show
Show Developer
Developer tt
then
the Ribbon.
Ribbon. Once
Once you
you check
check this
this option,
option, the
the Developer
Developer tab
tab will
will always
always be
be visible.
visible.
the
2. Files
Files in
in Excel
Excel 2007
2007 that
that contain
contain macros
macros must
must have
have the
the .xlsm
.xlsm extension
extension ("m"
("m" for
for macr
mac
2.
you
try
to
save
such
a
file
as
a
regular
.xlsx
file,
you
won't
be
allowed
to
do
so.
you try to save such a file as a regular .xlsx file, you won't be allowed to do so.
3. There
There is
is aa special
special file,
file, Personal.xlsb,
Personal.xlsb, that
that you
you will
will probably
probably want
want to
to record
record your
your macr
macr
3.
This file
file opens
opens automatically
automatically as
as aa hidden
hidden file
file whenever
whenever you
you open
open Excel.
Excel. Therefore,
Therefore, all
all oo
This
macros
are
always
available,
regardless
of
what
other
Excel
files
are
open.
macros are always available, regardless of what other Excel files are open.
4. IfIf you
you want
want to
to write
write your
your own
own macros,
macros, or
or ifif you
you want
want to
to look
look at
at recorded
recorded macros,
macros, you
you
4.
should go
go to
to the
the VB
VB Editor.
Editor. You
You can
can do
do this
this from
from the
the Visual
Visual Basic
Basic button
button on
on the
the Develop
Develop
should
tab, or
or more
more easily,
easily, with
with the
the Alt-F11
Alt-F11 keyboard
keyboard shortcut.
shortcut. Try
Try itit now.
now. Press
Press Alt-F11.
Alt-F11. This
This oo
tab,
a
new
window.
When
you
are
finished
looking
around,
you
can
close
this
window.
Exce
a new window. When you are finished looking around, you can close this window. Excel
still
be
open.
still be open.
Now let's
let's record
record aa macro
macro and
and then
then try
try itit out.
out. This
This will
will be
be aa very
very simple
simple macro
macro that
that form
form
Now
the
selected
cell(s)
as
integers,
that
is,
as
Number
with
zero
decimals.
the selected cell(s) as integers, that is, as Number with zero decimals.
1. Make
Make the
the Developer
Developer ribbon
ribbon visible
visible (see
(see above),
above), ifif necessary.
necessary. Highlight
Highlight any
any range
range suc
su
1.
the numbers
numbers to
to the
the right
right in
in column
column L,
L, and
and click
click on
on the
the Record
Record Macro
Macro button
button on
on the
the
the
Developer ribbon.
ribbon. This
This turns
turns the
the recorder
recorder on.
on. ItIt will
will record
record everything
everything you
you do
do until
until you
you
Developer
the
recorder
off.
the recorder off.
2. When
When you
you click
click on
on the
the Record
Record Macro
Macro button,
button, you
you will
will see
see the
the dialog
dialog box
box to
to the
the right.
right.
2.
out as
as shown
shown and
and click
click on
on OK.
OK. You
You can
can give
give itit aa meaningful
meaningful name
name (no
(no spaces),
spaces), and
and you
you
out
specify
where
it
should
be
stored.
I
have
specified
the
Personal
Macro
Workbook,
which
specify where it should be stored. I have specified the Personal Macro Workbook, which
the same
same as
as the
the Personal.xlsb
Personal.xlsb file
file mentioned
mentioned above.
above. This
This will
will make
make the
the macro
macro available
availabl
the
times.
times.
3. Now
Now perform
perform the
the task
task you
you want
want to
to record.
record. In
In this
this case,
case, format
format the
the selected
selected range
range as
as
3.
Number
with
zero
decimals.
Number with zero decimals.
4. From
From the
the Developer
Developer ribbon,
ribbon, click
click on
on the
the Stop
Stop Recording
Recording button.
button.
4.
5. Although
Although this
this is
is not
not necessary,
necessary, ifif you
you want
want to
to see
see the
the recorded
recorded mcaro,
mcaro, press
press Alt-F11
Alt-F11
5.
look
at
the
module(s)
under
Personal
on
the
left
side
of
the
VB
Editor.
(Modules
are whe
wh
look at the module(s) under Personal on the left side of the VB Editor. (Modules are
macros
are
stored.)
Even
if
you
know
nothing
about
programming
or
VBA,
the
recorded
macros are stored.) Even if you know nothing about programming or VBA, the recorded
probably makes
makes sense.
sense. With
With some
some experience,
experience, you
you can
can modify
modify this
this code
code to
to suit
suit your
your ex
ex
probably
needs. For
For now,
now, though,
though, you
you can
can leave
leave itit as
as is;
is; itit works
works fine.
fine.
needs.
6. Now
Now you
you have
have aa nice
nice macro,
macro, but
but you
you need
need aa button
button to
to run
run it.
it. To
To create
create such
such aa button
button
6.
on
the
dropdown
arrow
next
to
the
QAT,
and
then
on
More
Commands
to
bring
up
the
on the dropdown arrow next to the QAT, and then on More Commands to bring up the
4. From the Developer ribbon, click on the Stop Recording button.
5. Although
Although this
this is
is not
not necessary,
necessary, ifif you
you want
want to
to see
see the
the recorded
recorded mcaro,
mcaro, press
press Alt-F11
Alt-F11
5.
look
at
the
module(s)
under
Personal
on
the
left
side
of
the
VB
Editor.
(Modules
are whe
wh
look at the module(s) under Personal on the left side of the VB Editor. (Modules are
macros
are
stored.)
Even
if
you
know
nothing
about
programming
or
VBA,
the
recorded
macros are stored.) Even if you know nothing about programming or VBA, the recorded
probably makes
makes sense.
sense. With
With some
some experience,
experience, you
you can
can modify
modify this
this code
code to
to suit
suit your
your ex
ex
probably
needs. For
For now,
now, though,
though, you
you can
can leave
leave itit as
as is;
is; itit works
works fine.
fine.
needs.
6. Now
Now you
you have
have aa nice
nice macro,
macro, but
but you
you need
need aa button
button to
to run
run it.
it. To
To create
create such
such aa button
button
6.
on
the
dropdown
arrow
next
to
the
QAT,
and
then
on
More
Commands
to
bring
up
the
on the dropdown arrow next to the QAT, and then on More Commands to bring up the
Customize
dialog
box.
Under
the
"Choose
commands
from"
dropdown,
choose
Macros.
Customize dialog box. Under the "Choose commands from" dropdown, choose Macros.
Select your
your IntegerFormat
IntegerFormat macro,
macro, and
and click
click on
on the
the Add>>
Add>> button
button to
to create
create aa button
button for
fo
Select
the QAT.
QAT. The
The button
button will
will have
have aa generic
generic icon,
icon, but
but ifif you
you click
click on
on the
the Modify
Modify button,
button, you
you
the
choose aa more
more meaningful
meaningful icon.
icon.
choose
7. Now
Now that
that you
you have
have aa nice
nice button
button on
on your
your QAT,
QAT, try
try itit out.
out. Select
Select the
the above
above two
two nume
nume
7.
cells in
in column
column N
N and
and click
click on
on your
your button.
button. They
They should
should be
be reformatted.
reformatted.
cells
Note that
that II asked
asked you
you to
to select
select aa range
range before
before recording
recording the
the macro.
macro. The
The reason
reason is
is that
that
Note
macro
will
then
apply
to
whatever
range
is
selected.
If
you
began
recording
and
then
macro will then apply to whatever range is selected. If you began recording and then
selected aa range
range such
such as
as L30:L32,
L30:L32, your
your macro
macro would
would apply
apply only
only to
to this
this specific
specific range.
range.
selected
out
any task
task with
with aa macro.
macro.
ut any
rest of
of Office,
Office, Visual
Visual
ee rest
language to
to learn,
learn, but
but itit
gg language
, check
check out
out my
my VBA
VBA for
for
macros to
to perform
perform some
some
dd macros
nd
place
them
on
the
QAT
d place them on the QAT
s you
you should
should know
know before
before
see
to the
the right).
right). This
This has
has
ee to
on
the
Office
button
and
on the Office button and
on: Show
Show Developer
Developer tab
tab in
in
on:
ways be
be visible.
visible.
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nt
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o create
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ro.
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oo this

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Basic Excel functions

Working with dates

sx, and work with the copy.

Working with dates

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Also, ifif you

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Down in the midst of the workshe

midst of the worksheet

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Price Units sold

ple, ifif you

ple, ifif you

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Try itit again!

-A. IfIf you

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