Excel Projects 5 & 6 Notes Mr. Ursone

Excel Project 5: Sorting a List  Sorting: Arranging records in a specific sequence  The Sort command is on the Data menu  Data is in ascending order if it is sorted from A to Z Descending order would be from Z to A, greatest to least, etc.  Excel allows you to sort on a maximum of 3 fields in a single sort operation  The OR operator indicates that only one of the two parts of a criterion must be true  The AND operator indicates that both parts of a criterion must be true  Finding records that pass a test is called querying the list Example: Find all the Males who are over 35 years of age  The Custom… option allows you to select your own criteria from which to query, such as multiple options or ranges of numbers

Lists  When a list is active, an empty row, called the insert row appears below the column heading and contains an asterisk in the left most cell  To define a range as a list, select List from the Data menu  The Convert to Range List command on the List button menu converts a list back to a normal range in the worksheet  An Excel dialog box that lists the field names in the database and provides boxes for you to enter data values is called a data form

Subtotal Functions  The Min subtotal function determines the Lowest number in a column  The Max subtotal function determines the Highest number in a column  The Count subtotal function determines the Number of Records in a column  The Sum subtotal function adds the numbers in a column  The Average subtotal function determines the average in a column  Excel has two wildcard characters the ? And * (Asterisk)  The ? Will take the place of one character in a query Example if you were searching for someone with the last name Ursone but you were not sure the first letter of this person’s last name – you would query ?rsone  The * will take the place of more than one character Example if you were searching for anyone that had the last name beginning with U – you would query U* Wildcard Characters

Data Validation  Excel has a built in data validation feature to ensure that the data you enter into a cell or range of cells is within limits  A data validation rule can be mandatory or cautionary  Excel's VLOOKUP function, which stands for vertical lookup, is used to find specific information that has been stored in a spreadsheet table.  The Vlookup function is used when a table direction is vertical or down the worksheet  In Excel, the VLookup function searches for value in the left-most column of table_array and returns the value in the same row based on the index_number.  The syntax for the VLookup function is:  VLookup( value, table_array, index_number, not_exact_match )  value is the value to search for in the first column of the table_array.  table_array is two or more columns of data that is sorted in ascending order.  index_number is the column number in table_array from which the matching value must be returned. Lookup Functions

Ranges on a Worksheet  The worksheet location where comparison criteria is entered is called the Criteria Area – example of comparison criteria experience > 7  The list is the worksheet location where all the records  The worksheet location where records are copied that meet comparison criteria is called the Extract Range

Computational Fields  A field in a database that contains formulas or functions is called a computational field  Countif formula counts the number in a range of cells based on certain criteria. When using this formula the excel tips are (range, criteria) – that means there are two arguments for a countif formula. The range is where in the worksheet is the data you want to compare and the criteria is what is excel looking for in the range Example If gender was in column B cells 2-9 and you were looking for excel to count the females your formula would be =countif(B2:B9, “F”)

Computational Fields  Sumif formula adds together the numbers in a range based on criteria from a different range. When using this formula Excel displays the tooltip (range, criteria, [sum range]) – that means there are three arguments for a sumif formula. The range is where in the worksheet is the data you want to compare and the criteria is what is excel looking for in the range. The sum range is the numbers that will be added together if the criteria is met in the range. Example: You want Excel to calculate donations made by men. Gender is in column C rows 3-10 and donation amounts are in Column D rows 3-10 your formula would look like this =sumif(C3:C10, “M”, D3:D10) The M is the criteria referring to males.

Project 6 Excel: Comments  Comments are used to describe the function of a cell, a range of cells, a sheet, or the entire workbook.  A Comment Indicator is the small red triangle located in the upper-right corner of a cell that indicates the cell has comment assigned to it

Excel Project 6: Miscellaneous Information  Consolidation is the process of summarizing data included on multiple worksheets on one worksheet  Excel inserts page breaks that show the boundaries of what will print on each page  The text box button is found on the Drawing Toolbar  The style command that is used to create and assign a style to a cell or a range of cells is on the format menu  A series of Quarter 1, Quarter 2, Quarter 3, etc. is considered a data series

Excel Project 6: Miscellaneous  A range that spans two or more worksheets in a workbook such as Cleveland:SanDiego!B5 is called a 3-D range  A special workbook you can create and then use as a pattern to create new, similar workbooks or worksheets is known as a Template  Sample data that is used in place of actual data to verify formulas is known as dummy data  By default a workbook contains three worksheets  To speed data entry, Excel allows you to enter a number once and have it go through worksheets so it is entered in the same cell on all the selected worksheets. This technique is referred to as drilling an entry