Advanced Microsoft Excel Excel 2010 Tutorial For Beginners #1 - Overview (Microsoft Excel) https://www.youtube.com/watch?v=eI_7oc-E3h0 Excel Formula Basics: How to use the SUM, COUNT, AVERAGE formulas to set up summary tables https://www.youtube.com/watch?v=ynooYQfkY6w GCFLearnFree.org: Microsoft Excel 2013 video playlist https://www.youtube.com/playlist?list=PLpQQipWcxwt_7KKPzPuw0Re86-WeWe9Gc

Agenda Data Analysis Creating a Pivot Table Specifying the data in Pivot Table Analysis Changing a Pivot Table’s calculation Selecting what appearing in a Pivot Table Grouping dates in a Pivot Table Formatting and charting a Pivot Table Formulas Creating basic formulas Calculating values Nested IF VLOOKUP Editing and copying formulas Fixing errors in your formulas Automating tasks with Macros Recording a Macro Playing a macro and assigning a Macro shortcut key Adding Macro to the toolbar

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Improve knowledge of Microsoft Excel Goal Improve knowledge of Microsoft Excel

Formulas

Creating a basic formulas Document title Name of cell Column Formula bar Highlighted cell Row Document title- give the document a relevant name Highlighted cell- shows selected cell(s) Name of cell- displays name of selected cell(s). Naming convention in MS Excel: column= letters, rows=numbers. Worksheet tabs- one workbook can contain different tabs that you can switch between Formula bar- displays formula in selected cell Worksheet tabs Document view

AutoSum Select the cell. Click on the drop down menu next to AutoSum Select the cells you would like to calculate the total for. Press enter. Notice the formula in cell B11 =SUM(B1:B10)

Entering formulae Select the cell Enter and equals sign so Excel knows a formula is being entered Using the example of the four times table In cell E3 type: =A3*C3 Press enter Select E3 and drag bottom right corner down to E12 The formula has been applied to all these cells If the result of a formula is too large to be displayed in a cell, it may appear as pound signs (#######) instead of a value. This means the column is not wide enough to display the cell content. Simply increase the column width to show the cell content. Explain using filling function for formulas: -uses corresponding cells -to create an absolute reference cell put dollar signs around the cell name eg $C$1 -explain the equal sign in column D is created by putting ‘ in front of the equal sign Edit formula using formula bar

Nested IF Select the cell Click on the drop down menu next to AutoSum Select more functions Select IF function in the Insert Function dialog box The Function Arguments dialog box will appear In Logical_test type B3>=85 In Value_if_true type A Click ok and notice that the cell now shows A as the grade and the formula shows as: =IF(B3>=85,"A") 6. 4. 8.

=IF(B3>=85,"A",IF(B3>=70,"B")) Nested IF To add extra IF functions to the formula: After the “A” put a comma then type IF(B3>=70,”B” Finish with two close brackets to complete the formula as two open brackets have already been use din the formula Press enter Notice how the formula should now show the following =IF(B3>=85,"A",IF(B3>=70,"B")) Continue to add IF functions for grades C, D, E and F =IF(B3>=85,"A",IF(B3>=70,"B"))

Nested IF The formula should now show: =IF(B3>=85,"A",IF(B3>=70,"B",IF(B3>=55,"C",IF(B3>=40,"D",IF(B3>=25,"E",IF(B3>=10,"F")))))) For percentages less than 10% add ,”FAIL” to the formula after “F” as shown below =IF(B3>=85,"A",IF(B3>=70,"B",IF(B3>=55,"C",IF(B3>=40,"D",IF(B3>=25,"E",IF(B3>=10,"F","FAIL"))))))

VLOOKUP Select the dropdown menu next to AutoSum and select more functions Search for VLOOKUP Select VLOOKUP In Lookup_value enter F2 In Table_array enter the area you want to search, in this case enter B3:C19 In Col_index_num enter 2 as this is where the phone numbers are located In Range_lookup enter FALSE Entering FALSE shows we want an exact match Entering True would show we want an approximate match

VLOOKUP Click ok Notice that the formula should show #N/A because cell F2 is empty So in cell F2 type the name you want to search e.g. Joe Press enter and the VLOOKUP should now show Joe’s phone number Notice that when cell F3 is selected the VLOOKUP formula should show: =VLOOKUP(F2,A3:C40,3,0)

VLOOKUP & HLOOKUP Combination of VLOOKUP & HLOOKUP creates a tool for a big database. =VLOOKUP(C8,F5:W23,HLOOKUP(C7,F3:W4, 2,FALSE),FALSE) We position the HLOOKUP formula in the “Col_index_num” so that the formula will provide with the column number to the VLOOKUP formula.

Editing and copying formulas To copy the formulas click on the right corner of the cell with the formula. Drag down to apply the formula to all the cells below. Alternatively, the formula can be copied and pasted and then the cells edited accordingly.

Fixing errors in your formulas Select the worksheet that you want to check for errors Click on the Formulas tab In the Formula Auditing group click Error Checking The Error Checking dialog box appears with errors are found Common formula errors can be corrected easily this way Click next to look at the next error until the error check is complete

Data Analysis and Pivot Tables

Creating a Pivot Table Select any cell within the data range. Go to the insert tab and click on Pivot Table. All the data will automatically be highlighted. Choose the PivotTable report to be placed in a New Worksheet. Click ok. A new sheet containing a blank Pivot Table will appear.

Specifying the data in a Pivot Table analysis Now that you have a blank Pivot Table you can start filtering your data to look for specific information. To find out how much Tom sold for each year: Drag Tom into the values column Drag the year into rows The table below will be produced in an easy to read summary.

Updating a Pivot Table If the data needs to be updated, it can be changed and the Pivot Table updated too. Update or change the data as necessary Go to the worksheet containing the Pivot Table Click on the Analyze tab Select refresh and the table and charts will update

Formatting and charting a Pivot Table Go the Analyze tab and click Pivot Chart A dialog box will appear Select the chart type you would like In the example, Line Chart has been selected so that a clear comparison between the employees can be seen.

Automating tasks with Macros

Recording a macro and assigning a macro a shortcut key Check that the developer tab is installed on your computer (Microsoft 2013). Click Record Macro under the code grouping. Type a name for the macro. Type the letter you would like to use to create the shortcut. Store in this workbook. Click ok. Any actions that you complete in the worksheet from this point will be recorded and associated with the shortcut key e.g. changing text to a different colour. Once the recording is complete click Stop Recording in the code grouping of the developer tab. Now whenever the short cut

Adding a macro to the toolbar Click Visual Basic under the code grouping. Here the formula can be edited. Right click on the code grouping and click Customize Quick Access Toolbar…

Adding a macro to the toolbar Under select Macros from the dropdown menu Choose commands from: Select the macro and click add. The button that will be added to the quick access toolbar can be modified by clicking modify. Select the button you would like and click ok. This will now appear on the quick access toolbar.

Protect your excel

Protecting your data Protecting your excel is important but it is more important if we are dealing with sensitive information. By choosing protect and share Workbook , you will be able to activate a password control, therefore people will not be able to see or modify your data without the password.

By the end of this training you should have: Grasped how to use advanced formulas e.g. Nested IF, VLOOKUP Understand the use of Excel in analysis and how to use Pivot Tables Know how to use macros Self reading for more insights: Excel 2010, GCF LearnFree.org- http://www.gcflearnfree.org/excel2010 Saving: https://www.citizensadvice.org.uk/debt-and-money/savings/about-savings/

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