Excel - Intermediate

Participant Guide

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Thomson Reuters Participant Guide Excel Intermediate

TABLE OF CONTENTS
Objectives Quick Tips Finding & Replacing Data Referencing IF Function Countif Text Functions Charts & Graphs Crossword Vlookup Conditional Formatting Data Validation Sorting and Filtering Protection Pivot Tables Keyboard Shortcuts 3 4 5-6 7-8 9 10 11 12-13 14 15 16-17 18-19 20-21 22-24 25-26 27-28

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1. OBJECTIVES
Apply basic shortcut keys to simplify work List the three types of data referencing Calculate data using logical, text and lookup functions Create charts and graphs using the chart wizard Apply conditional formatting and provide data validations Apply filters to extract data from a list Create pivot tables for data analysis

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2. QUICK TIPS MS EXCEL

Microsoft launched the Windows operating system in 1987 and Excel was one of the first application products released with it. Excel continues to be one of Microsofts flagship products

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Adding new worksheet Moving between Sheets Selecting all Cells Selecting a row Selecting a Column Selecting a table Hiding Row Unhiding Row Hiding Column Unhiding Column Function Wizard

<Shift> <F11> <Ctrl> Page Down <Ctrl> Page Up <Ctrl> A <Shift> <Space> <Ctrl> <Space> <Ctrl> < * > <Ctrl> < 9 > <Ctrl> <Shift> <9> <Ctrl> < 0 > <Ctrl> <Shift> < 0 > <Shift> <F3>

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3. FINDING & REPLACING DATA:

Excel uses two types of cell references to create formulas. Each has its own purpose. Read on to determine which type of cell reference to use for your formula

Finding Data: There might be times when youll need to find specific information in a large spreadsheet. For example, suppose you want to quickly find the row that deals with sales data in Region 5 of your company. Instead of scanning each row for the data you need, which can be time-consuming, you can use Excels Find feature. Open the Edit menu and choose Find. The Find and Replace dialog box opens with the Find tab displayed. In the Find what text box, type the data you want to find. Click the Find Next button. Excel finds the first instance of the data you typed and makes the cell that contains it the active cell. Click Find Next to search for the next instance, or Close to end.

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2. Replacing Data: Suppose you discover that you consistently misspelled a companys name in your worksheet, or that a person you reference in several cells has gotten married and changed her name. Fortunately, Excel enables you to search for instances of incorrect or outdated data and replace it with new data using its Find and Replace (Ctrl H) feature.

Open the Edit menu and choose Replace. The Find and Replace dialog box opens with the Replace tab displayed. In the Find what text box, type the data you would like to find. Press the Tab key to move the cursor to the Replace with text box, and type the replacement data. Click Replace All to replace all instances of the data you typed. (Or, click Find Next to find the first instance of the data, and click Replace to replace it.) Excel notifies you of the number of replacements it made; click OK. When youre done using the Find and Replace dialog box, click its Close button to close it.

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4. REFERENCING:
Excel uses two types of cell references to create formulas. Each has its own purpose. Read on to determine which type of cell reference to use for your formula 1. Relative Cell Referencing: This is the most widely used type of cell reference in formulas. Relative cell references are basic cell references that adjust and change when copied or when using AutoFill Example: The formula =AVERAGE(B5:C5), as shown below, changes to =Average(B6:C6) when copied to the next cell

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2. Absolute Cell References: Situations arise in which the cell references must remain the same when copied or when using AutoFill. The Dollar signs are used to hold a column and/or a row reference constant

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Example: When multiplying the numbers in column A (i.e. 2, 3, 4 & 5) with the number in cell B13 (i.e. 6), we need to keep the field B13 constant, we can use the formula =A14*$B$13

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3. Mixed Cell Referencing: A mixed reference is a mixture of an absolute & a relative reference. A mixed reference can be absolute in column and relative in row or relative in column and absolute in row. Example: To apply the formula of the values in column A to the Power of the values in the row 23 to all the cells (B24:D26), we can use the formula =POWER($A24, B$23) or =($A24^B$23)

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Summary of absolute/mixed cell reference:

$A1 A$1

Allows the row reference to change, but not the column reference Allows the column reference to change, but not the row reference

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$A$1

Allows neither the column nor the row reference to change

The shortcut key to choose between different types of cell reference is the F4 key

5. IF FUNCTION
The IF function will check the logical condition of a statement and return one value if true and a different value if false. Syntax: =IF(Condition, ActionIfTrue, ActionIfFalse)
Example: Categorize the employees on the basis of their grade as Yes or No. All employees with grade A have to be categorized as Yes & all other employees have to be categorized as NO Formula: =IF(B4=A, YES, NO)

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6. COUNTIF
This function counts the number of items which match criteria set by the user. Syntax: =COUNTIF(RangeOfThingsToBeCounted, CriteriaToBeMatched)
Example: Find the number of values greater than 5 Formula: =COUNTIF($A$41:$J$50, >5)

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7. TEXT FUNCTIONS
1. Transpose: This function copies data from a range, and places in it in a new range, turning it so that the data originally in columns is now in rows, and the data originally in rows is in columns. 2. Text to Columns The Convert Text to Columns Wizard is an easy way to separate simple cell content, such as first names and last names, into different columns. Depending on your data, you can split the cell content based on a delimiter, such as a space or comma, or based on a specific column break location within your data.

3. Trim This function removes unwanted spaces from a piece of text. The spaces before and after the text will be removed completely. Multiple spaces within the text will be trimmed to a single space

Syntax: =TRIM(TextToTrim) 4. Lower This function converts all characters in a piece of text to lower case. Syntax: =LOWER(TextToConvert) 5. Proper This function converts the first letter of each word to uppercase, and all subsequent letters are converted to lower case. Syntax: =Proper(TextToConvert)

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6. Upper This function converts all characters in a piece of text to upper case. Syntax: =UPPER(TextToConvert) 7. Concatenate This function joins separate pieces of text into one item. Syntax: =CONCATENATE(Text1,Text2,Text3...Text30)

8. Charts & Graphs

Tables, charts and graphs are convenient ways to clearly show your data. The easiest way to create a graph is to enter your data into a spreadsheet program (Excel). Excel will generate graphs from the data you enter. There are three basic graph forms. The line graph, the bar graph, and the circle (or pie) graph. Line Graph: Showing change over time
Company Comparison

Look for a key word such as "grow," "decline," or "trends." If, for example, you want to show how college entrance test scores have changed over 30 years, use a line chart. Line charts are best when a variable has more than four or five data points, and you want to emphasize continuity over several months or years. The slope of the line tells viewers in a glance the direction of the trends.

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Bar Graph: Comparing items at one point in time

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Look for a key word such as "ranks" or "compares." If, for example, you want to show the highest profit, the lowest

Apple Inc. Acer Incorporated CA, Inc. BMC Software Accenture Ltd Electronic Data Systems Corporation Sun Microsystems, Inc. EMC Corporation IBM (International Business Machines Corp.) Hewlett-Packard Co.

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interest rate, or the most products sold, or you want to rank variables from largest to smallest, use a horizontal bar chart. Bar charts are often the best way to compare a set of individual items or several sets of related items.

Pie Chart: Comparing parts of a whole Look for key words such as "percentage," "portion" or "share." If, for example, you want to show the proportion of state Company Comparison government budget spent on education, use a pie chart. However, the number of pie slices should not be more than five, and each slice should be easy to see and interpret.
15% 7% 12% 11% 9% 0% 5% 12% 27% 2%
IBM (International Business Machines Corp.) Sun Microsystems, Inc. Accenture Ltd CA, Inc. Apple Inc. Hewlett-Packard Co. EMC Corporation Electronic Data Systems Corporation BMC Software Acer Incorporated

A pie chart is best when you want to highlight one part of the whole. Place this component in the 12 o'clock position and "explode" it out of the pie for emphasis.

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Crossword
1. 2. 3. 4. 5. 6. 7.

8. 9. 10. 11. 12.

13.

Down:
1. The sigma sign in upper case, used for totalling values is commonly known in excel as... 3. ___________ is an easy way to separate simple cell content, such as first names and last names, into different columns. 6. In a spreadsheet, a cell with a _________ reference changes its formula when copied elsewhere. 7. To raise a number to a ________, use the "^" operator 8. A circular chart divided into sectors. 9. An "If Function" that Counts the number of cells within a range that meet the given criteria. 11. A box that identifies the patterns or colours that are assigned to the data series or categories in a chart.

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Across:
2. In a spreadsheet, a cell with an _________ reference does not change even if copied elsewhere. 4. A ______ reference can be absolute in column and relative in row or relative in column and absolute in row. 5. Text or numbers can be rearranged vertically to horizontally or vice versa using this function. 10. This function joins several text items in different cells into a single text item. 12. A function used to find the arithmetic mean. 13. A shortcut key used to "Find Data".

9. VLOOKUP
Lookup tables are very useful functions in Excel. You can build a data table and perform simple lookups on it. Syntax: =VLOOKUP(ItemToFind, RangeToLookIn, ColumnToPickFrom, SortedOrUnsorted)
Example: Write a Vlookup function to lookup for the phone numbers of all employees based on the EmpNo Formula: =VLOOKUP(A14,$A$4:$D$8,4,0)

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10. CONDITIONAL FORMATTING

Conditional Formatting (CF) is a tool that allows you to apply formats to a cell or range of cells, and have that formatting change depending on the value of the cell or the value of the formula For example: You can have a cell appear bold only when the value of the cell is greater than 100. When the value of the cell meets the format condition, the format selected would apply. A cell can have up to 3 format conditions, each with its own formats.

Example: Highlight all values greater than 7

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A cell can be also be formatted based on data extracted using a formula. Example (refer to the class assignment Conditional Formatting - Q3) Follow the below steps to highlight the data Select the table of data Click on Format Conditional Formatting Select Formula is in the condition 1 drop down Enter the formula =$C4<$B4 Click on OK

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11. DATA VALIDATION

Data Validation ensures that right information is entered into a particular cell. This function restricts entry to numbers only or to dates only or a particular series of values.
Example: This range should accept only whole nos between 1 to 10 only

Select the entire range of cells Go to Data - Validation Choose Whole Number from the drop down Allow tab Data should be between Minimum value 1 and Maximum value 10 Move to the next tab Input message Check the Show input message when cell is selected check box Provide the necessary tile under the Title tab and the input message Move to the last tab Error Alert Provide the necessary Error title and message

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12. SORTING AND FILTERING

1. Sorting: MS Excel can automatically sort data using the , sort ascending sort descending tabs. The Sort dialog box can be found under Data Sort option. This sort window allows you to sort up to three levels

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Excel gives its users the option of sorting data by columns & rows. The option to switch between sorting by columns & sorting by rows can be found by selecting the Options button in the Sort popup window, and then selecting the option sort left to right under Orientation in the sort options popup window.

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2. Filtering: Use the AutoFilter to hide some of the data in your worksheet. For example: You can focus on sales of a specific product, or print a list of your largest orders etc
1. Turn on Auto Filter

Select a cell in the database From the Data menu, choose Filter, Auto filter A dropdown arrow appears below each column heading

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To remove the filter and turnoff AutoFilter, go to Data menu choose filter, uncheck the Auto filter option To remove the filter and leave Auto filter turned on, go to Data menu Choose Filter Show All

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13. PROTECTION
1. Worksheet Protection Protecting of documents and cells can help prevent inadvertent changes to your worksheet. When protecting your workbook, you have two primary options: Prevent data entry for selected cells Restrict or prevent access to the file

Locking Cells: By default, Excel protects cells, graphics, charts and other worksheet objects. This protection will only take effect by turning on the Worksheet protection option in the Protect sheet dialogue box. For locking cells Select the cell(s) to be locked From Format menu select Cells Go to the Protection tab Select Locked Click OK
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To Password protect the Cell or Sheet:

Now go to Tools Protection Protect Sheet Provide a password in the popup menu and click OK You will now be prompted to re-enter the password and confirm the same, then click OK Your sheet is now protected To unprotect the sheet: Go back to Tools Protection Unprotect Sheet, provide your password in the space given

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To Protect the Workbook

Go to Tools Protection Protect Workbook Provide your password in the pop-up menu, click OK Reconfirm your password by retyping it on the next pop-up box, click OK Now save changes

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To Protect the File

Go to Tools Options Security tab Provide the password to open, click OK Save the file and close

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14. PIVOT TABLES

A pivot table is a data summarization tool found in data visualization programs such as spreadsheets. Among other functions, it can automatically sort, count, and total the data stored in one table or spreadsheet and create a second table displaying the summarized data. Pivot tables are useful to create crosstabs quickly. The user sets up and changes the summary's structure by dragging-and-dropping fields graphically.
To create a Pivot table

Select the entire table Go to Data Pivot table Select MS Office Excel list or database and Pivot table on the first window and click NEXT Select the data table as your range and click next Click on the Layout tab and choose the layout by dragging and dropping the column heading on the chart Click OK and then click Finish

Note: You can change the table format by choosing the format report available in the Pivot table menu bar

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15. KEYBOARD SHORTCUTS

Action Ctrl+A Ctrl+B Ctrl+C Ctrl+F Ctrl+H Ctrl+I Ctrl+K Ctrl+N Ctrl+O Ctrl+P Ctrl+S Ctrl+U Ctrl+V Ctrl W Ctrl+X Ctrl+Z F1 F2 F4 Comments Select All Bold Copy Find Replace Italic Insert Hyperlink New Workbook Open Print Save Underline Paste Close Cut Undo Help Edit While typing a formula, switch between absolute/relative refs Recalculate all workbooks New Chart Save As Find Next Find New worksheet Save Menu equivalent None Format, Cells, Font, Font Style, Bold Edit, Copy Edit, Find Edit, Replace Format, Cells, Font, Font Style, Italic Insert, Hyperlink File, New File, Open File, Print File, Save Format, Cells, Font, Underline, Single Edit, Paste File, Close Edit, Cut Edit, Undo Help, Contents and Index None None Version All All All All All All Excel 97/2000 All All All All All All Excel 97/2000 All All All All All

F9 F11 F12 Shift+F4 Shift+F5 Shift+F11 Shift+F12

Tools, Options, Calculation, Calc,Now Insert, Chart File, Save As Edit, Find, Find Next Edit, Find, Find Next Insert, Worksheet File, Save

All All All All All All All

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Ctrl+F4 Ctrl+F12 Alt+F1 Alt+F2 Alt+F4 Ctrl+Shift+F12 Alt+Shift+F1 Alt+Shift+F2 Alt+= Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+9 Ctrl+0 Ctrl+Shift+( Ctrl+Shift+)

Close File Open Insert Chart Save As Exit Print New worksheet Save AutoSum Bold Italic Underline Strikethrough Hide rows Hide columns Unhide rows Unhide columns

File, Close File, Open Insert, Chart... File, Save As File, Exit File, Print Insert, Worksheet File, Save No direct equivalent Format, Cells, Font, Font Style, Bold Format, Cells, Font, Font Style, Italic Format, Cells, Font, Font Style, Underline Format, Cells, Font, Effects, Strikethrough Format, Row, Hide Format, Column, Hide Format, Row, Unhide Format, Column, Unhide

All All All All All All All All All All All All All All All All All

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