1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 1 Chapter 6 Data Tables and Amortization Tables Exploring Microsoft Office Excel 2007 Robert Grauer, Keith Mulbery, Judy Scheeren

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Separate and combine text Manipulate text with functions Identify and remove duplicate rows Group and subtotal data Work with windows Use conditional functions

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Objectives (continued) Create a nested IF function Use AND, OR, NOT, and IFERROR functions Define the amortization table Use functions in amortization tables

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Separate and Combine Text Convert text to columns  Use the Text to Columns command to split the contents in one column into separate columns  Allow enough columns to the right of the column to be split so data is not overwritten Use the CONCATENATE function to combine text entries  Join two or more text strings into one text string  Permits you to include the comma or space separators in the text string Remove duplicate rows of data

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Manipulate Text with Functions The PROPER function capitalizes the first letter in a text string and any other letters in text that follow any character other than a letter The UPPER function converts text strings to uppercase letters The LOWER function converts all uppercase letters in a text string to lowercase The SUBSTITUTE function substitutes new text for old text in a text string  You use the SUBSTITUTE function when you want to replace specific text in a text string

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Manipulate Text with Functions Text functions often used in combination or as Nested functions Nested functions are functions within another function

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Identify and Remove Duplicate Rows If the table is large, it may be more difficult to identify duplicates Use conditional formatting techniques to identify duplicates  This creates a dynamic option and continues to work even as records with duplicated values are added

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Group and Subtotal Data Grouping enables you to consolidate related rows or columns into single units  You can then collapse the group to make it easier to view only what you want to see Excel will not create an outline or group data if no formulas exist in the worksheet

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Group and Subtotal Data

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Group and Subtotal Data Use the Subtotal command to insert a subtotal row where the value of the designated field changes  The Subtotal command uses a summary function to compute subtotals within a sorted data table  The records are grouped according to the value of a specific field  A grand total is displayed after the last record

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Group and Subtotal Data

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Working with Windows You may need to have several workbooks open at one time  When you want to compare data from one workbook to another, or  When you want to combine data from several individual workbooks in to one comprehensive workbook The arrangement of windows can be changed as often as necessary to view the data you must work with

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Working with Windows Splitting a window is the process of dividing a worksheet window into two or four resizable panes A splitter control is the two-headed arrow in the scroll bar used to divide a window into panes  Drag the horizontal splitter bar to divide the window pane into upper and lower (horizontal) panes  Drag the vertical splitter bar to split the window pane into left and right (vertical) window panes This option will turn on synchronized scrolling which causes cells in all panes to scroll at the same time

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Working with Windows Horizontal splitter bar Vertical splitter bar

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Using Conditional Functions Use SUMIF, COUNTIF, and AVERAGEIF to return the total, count, or average for one criterion Use SUMIFS, COUNTIFS, and AVERAGEIFS to return a total, count, or average based on two criteria

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Using Conditional Functions The SUMIF function adds the cells specified by a given criteria The COUNTIF function counts the number of cells within a range that meets the given criterion The AVERAGEIF function returns the average of all the cells in a range that meets a given criterion

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Using Conditional Functions

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Using Conditional Functions The SUMIFS function adds the cells in a range that meet multiple criteria The COUNTIFS function counts the number of cells within a range that meet multiple criteria The AVERAGEIFS function returns the average of all the cells that meet multiple criteria

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Creating Nested IF Functions The IF function enables two possible formulas:  when the logical text is true, the first formula is used  when the logical test is false the second formula is used By nesting multiple IF statements in one formula, you can have more than two options

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Using AND, OR, NOT, and IFERROR Functions Use the AND function to test when more than one condition is met Use the OR function to test whether any of the arguments are true NOT functions reverse the logic, true becomes false and false becomes true  It is not recommended that you use the NOT function The IFERROR function returns a value you specify if a formula evaluates to an error

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Define the Amortization Table An amortization schedule shows the date of each loan payment, the amount of each payment that goes to principal and interest, and the remaining balance Allows you to see how payments on a loan are distributed, eventually leading to a zero balance Change any one parameter and all values recalculate automatically Useful for purchases such as car loans and home mortgages

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Define the Amortization Table

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Use Functions in Amortization Tables Use date functions DAY, MONTH, and YEAR for calculating payment dates, the actual number of payments, and the actual payoff date of a loan Use the MATCH function to return the relative position of an item in an array that matches a specified value in a specified order

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Use Functions in Amortization Tables Use the INDEX function to return a value or the reference to a value within a table or range Use the ROUND function to round a value to a specified number of digits The PMT (payment) function is used to return a payment amount based on three required arguments; the interest rate per period, the number of periods, and the principal

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Use Functions in Amortization Tables

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26