Excel 2007 Formulas and Database Functions

Topics What’s New in 2007 Formatting Spreadsheets Using Multiple Worksheets Formulas Functions: PMT, FV, Goal Seek & If/Then Statements Database Functions

Excel 2003 Vs 2007 What’s New?

The Quick Access Toolbar, MS Office Button, Mini Toolbar & Ribbon The MS Office Button, Quick Access Toolbar and the Ribbon replace the menu, Standard and Formatting Toolbars in Excel 2003.

Quick Access Toolbar Located next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions. By default, there are 3 buttons Save, New, and Open. Click on the arrow next to the toolbar, to open the customize menu Click the checkbox next to each feature to add and more options to the toolbar This is a New Feature

The MS Office Button replaces the File menu

The MS Office Button The MS Office Button is a New Feature of Excel This button is the access point to Create New Excel Workbooks Open Save Print Close This Button replaces the File menu

The MS Office Button The MS Office Button also houses Recently opened presentations Convert converts Excel files into the 2007 Format Prepare to finalize presentations for distribution Send which distributes presentations through facsimile or Publish to distribute a presentation to a server or shared workspace Excel Options (previously located under the Tools menu)

The Mini Toolbar The Mini Toolbar is a menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook. New Feature

Menus and Toolbars Formula Bar Formatting Toolbar Standard Toolbar In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar menu Toolbar

The Ribbon Commands: Buttons, boxes or menus relating to specific functions within Excel Tabs: 8 tabs representing common related activities Groups: Sections containing Related items or tasks Formula Bar: Shows Excel Formulas Office 2007 is arranged differently. All menus are located within tabs on a menu bar called the ribbon

Key Tips Key Tips are shortcuts to tab and menu options on the Ribbon. Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip. New Feature

The Formula tab The Formula Library: This is a quick reference to all of the different mathematical functions and operations that can be calculated using Excel. The Defined Names group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering. The Formula Auditing group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas. The Calculation group: This function determines when formulas are calculated, either automatically (by default) or manually.

The Data tab (Excel) The Get External Data group: This option replaces the Import External Data function. The Connections group: Updates and refreshes data imported from external sources. The Sort and Filter group: Replace the Sort and Filter options on the Tools menu. The Data Tools group: These tools assist to revise and develop databases. The Outline group: Displays by consolidating similar or grouped items. Three options: group, Ungroup, & Subtotal.

Worksheet Terms Cell: The intersection of a row and a column. Cell Address: The combination of letters and number that identifies a cell (A1, B3 etc). Cell Notation: Method of writing cell formulas, cell addresses, not cell contents are used when writing mathematical formulas for cells.

Formatting a Spreadsheet Getting Cells Ready for Data

Formatting Cells Click on “Sheet2” Select cells A1-J7 On the Home tab, locate the Font group Click the arrow to open the Formatting menu

Formatting Cell Font Style Click on Font tab. Change Font, Font Style, & Size to Arial 12 Bold. Use this feature to set the font for an entire worksheet, or a few cells

Formatting Cell Numeric Functions Click on the Number tab Choose Currency Choose the option to show Negative numbers in red

Format Rows and Columns Locate Format on the Home tab Click Row Height, and change it to 50 on the on the menu, and click OK As with rows, choose Format Column Width to adjust column width

AutoFit AutoFit will make columns wide and tall enough for text to fit, no matter how much text is in the cell. Move the mouse to the line in between two columns (A and B) When the mouse becomes this symbol, ( ), double- click

View and Format Multiple Workbooks Click the Workbook tab Chicago On the View tab, locate and click New Window 3 times Click on the tabs for the worksheets National Sales, Atlanta & Boston 4 worksheets are open

View and Format Multiple Workbooks Click Arrange All Choose Tiled Select the Windows of active workbook check box Click OK This process will also work with multiple workbooks

G ETTING RID OF #### Sometimes, after formatting a worksheet numeric data will appear as #### Place the cursor between the cells When the cursor changes to a double- arrow line, ( ) click

Formulas Math-Excel Style

Formulas These are the basic rules of formulas. Formula are written in this manner: =cell address + cell address Note that you add the cells, not the cell content. Note that spaces are not used in formulas!

Formulas and Cell Notation The Name Box displays the cell name of a selected cell The Formula Bar shows the formula being entered a cell Formulas can be entered in the formula bar or in a cell Formulas can be copied to the formula bar Formulas cam be edited in the formula bar

Formulas Adding Multiple Cells Select Cell B8 Type =B1+B2+B3+B4 in the formula Bar Press ENTER Sum Function Select Cell C8 Type = SUM(C1:C6) Press ENTER Open the worksheet Formulas

Formulas The Point and Click method of adding cells Select Cell E8 Type an = Click Cell E1 Type + Click Cell F2 Type + Click Cell E3 Type + Press ENTER

Formulas Auto Average Select Cells G1–G6 Click Selector next to the Auto Sum Icon Σ on the Drop Down menu Choose Average

Formulas Auto Sum Open and Tile the Boston, Atlanta, Chicago and National Sales Worksheets Click on the tab for New York Select cells B4-B7 Click the selector next to the Auto Sum Icon Σ on the Drop Down menu Choose SUM

Formulas for Multiple Worksheets Open the National Totals Worksheet, and click Cell B7 Type =SUM( Hold down the CTRL Key and Click in Cell B7 of the Chicago Worksheet Click B7 Again Type a + sigh Repeat the process for cells B7 in Atlanta, and Boston Type a ) Look at the total in cell B7 of National Sales

Formulas for Multiple Worksheets Hold down the Ctrl + ` keys at the same time to display a formula Look at the Formula =SUM(Chicago!B7+‘Atlanta s'!B7+Boston'!B7) The ! Means that the formula spans across worksheets. Formulas may also span across workbooks using the same method, However all of the workbooks must be open

Copy Formulas Click cell B7 in the National Worksheet Move the mouse to the Bottom Right corner, so that it becomes a black + sign Click and drag the mouse from B7 to G7 The formula copies in each cell

Trends Open “ Trends” Select Cells A1 & A2 Hold the mouse over the bottom right corner until the pointer becomes a thin + sign Drag the mouse down to cell A10 Repeat the process in column B, Highlighting Cells B1-B

Trends Select Cells A12 & B12 Repeat the previous process, but drag across to column G

Date Functions Open the worksheet Dates In cell B1, Type +TODAY() This calculates today's date In cell B3, Type your date of birth In cell B5, Type =INT((TODAY()-B3)/365) This will give you your age (Don’t Lie) In cell B7 Type =NOW() This calculates the current date and time Current date and time can be calculated on the keyboard: Date: CTRL+; Time: CTRL+SHIFT+; Both: CTRL+; SPACE, then CTRL+SHIFT+;

Absolute and Relative Cell References When copying and pasting cell formulas, some cell values may vary each time a formula is copied, while other cell values remain constant during the same copy process. Relative reference refers to cell values that vary as a formula is copied from cell to cell. Absolute Reference refers to cell values that remain constant as a formula is copied from cell to cell An absolute reference is noted by a dollar sign in front of the Row and Column designation of the cell address: $B$5.

Absolute Reference Open the worksheet Absolute Hold down the Ctrl +` keys to display the formulas When calculating cell values using absolute references, it is best to use the pointing method. When calculating cell values using absolute references, it is best to use the pointing method. We are going to calculate the future value of cell C5. C5 is the value of cell B5 when a cost increase of 10% is added to the cost of goods sold 10% is the value of cell D24 and is an Absolute Reference

Absolute Reference in a Formula Click in Cell C5. Type =( Click cell B5 Type a + sign Click in cell B5 again, Type * Click D24 Push the F4 key to set the absolute reference Type ) and Enter The answer is $

Financial Functions PMT Calculates periodic payments, i.e. How much will it cost to pay off a car if I finance $$ at 48 months with $$ down? FV calculates future value, i.e. if I save $$ per month over 40 years, how much money will I have when I retire? Goal Seek- A command that lets you enter the end result ($$ Payment) and from that determine how much you can spend to get that payment

Payment (PMT) The PMT function requires arguments supplied as cell references Interest rate per period Term of loan Amount of loan (as a negative value) Payment is equal annual interest rate/12,term (# months or # years x 12),-amount of loan as a negative value. Expressed in CELL NOTATION

PMT Open the Worksheet Car Calculate the amount financed in cells E4 & F5 Click in cell H4 Choose the Formula tab. Locate Financial in the Function Library Choose PMT from the list

PMT In Rate, click cell G4 and type /12 (Interest rate /12 months) In Nper, click cell H4 (the calculation is for 36 month term, if the term is 3 years, reflect the term by multiplying the cell value by 12. (G4 * 12) In Pv, click in cell H4 (the value calculated as the price less trade and down payment) Type a – sign before F 4 Click OK

Future Value (FV) Function Future value of an investment based on constant periodic payments Constant interest rate There are still 3 Arguments Amount at retirement = Future Value, V (rate or return), -Periodic Payment Expressed in CELL NOTATION

FV Open the Worksheet FV Click cell E8. Type =( and click in B2 Express B2 as an Absolute Reference and subtract it from B8, then type ) This will calculate the number of years you will contribute to your retirement

FV Click in cell F8 Choose the Formula tab Locate Financial in the Function Library Choose FV from the list

FV In Rate, click cell D8 In Nper, click cell E8 In PMT, click in cell C8 Type a – sign before C8 Click OK Type your age in B6 and $3,000 in cell C6 the value in F6 is $90,972.85

Goal Seek Goal seek will allows you to set the end result in order to determine the input Using the care financing example, I want to know how much I need to receive for my trade- in (D5) to finance $18,000 (F5) (assuming that my down payment Is the same).

Goal Seek In the Car worksheet, click cell F5 On the Data tab, locate What-If Analysis Choose Goal Seek.

Goal Seek Click In To Value, type 18,000 Click in By changing cell, and click in cell D5 Click OK The Goal Seek Status dialogue opens Look in cell D5 for the new value $4,500 Click OK 18000

Database Functions Sorts, Filters, and Lists

Sort Using Single Field Open Addressees A single field sort will list using a single field. Select Column B, by clicking on it. On the Home tab, locate the editing group and click Sort and Filter Click Sort A to Z

Sort Using Single Field Click Expand the selection Click Sort

Sort Using Multiple Fields In this sort, the request is to rank the the GPA’s of male and female students, by gender. In Addressees, select cell A1 The sort can be accessed from the Home tab by locating the editing group and clicking Custom Sort Sort may also be accessed by locating the Data tab and clicking Sort in the Sort and Filter group

Sort Using Multiple Fields Under Column, choose GPA Under Sort on use Values Under Order select Smallest to Largest

Sort Using Multiple Fields Click Add Level Under Column, choose GPA Under Sort on use Values Under Order select A to Z Click OK

Sort by Auto Filter Sorting by Auto Filter isolates data on the Spreadsheet. In Addresses, click cell A1, then click Filter Click on the toggle menu for the First Name category Click Select All Uncheck the box for Carl

Sort by Auto Filter Carl’s name is isolated Notice the toggle is shaped like the filter icon Click on the toggle again, and click Clear Filter Click OK, and the full worksheet returns

Sorting with more than one filter Data can also be filtered from more than one field Data can be filtered to generate lists of more than, less than, exact match or top ten For example a list of students with a GPA of 3.2 or higher

Sorting with more than one filter Click the toggle in the GPA field Click Number filters Choose greater than or equal to A new menu opens Type 3.0 in the is greater than field Click OK

Database Add-Ins Excel offers additional tools for data analysis, currency and statistical analysis. These are easily loaded into Excel Click the Office Button Click Excel Options Click Add - ins Click Analysis Tool Pack Click OK The Add – in will load

Questions? Terence Peak, M.Ed. Coordinator of Technology Training Blackboard Certified Trainer The University of the Incarnate Word (210)