Agenda 6/25 – 6/26 Review Exam Answer Access Project Part 3 questions Discuss key points from Chapters1-3 and beyond Cell references Formulas Functions Logical and IF Dates Formatting Conditional formatting Charts Discuss Spreadsheet design and Excel HW #1

Introducing Microsoft Excel Computer program used to enter, store, analyze, and present quantitative data Creates electronic versions of spreadsheets Collection of text and numbers laid out in a grid Workbook vs. Worksheet Displays values calculated from data Allows what-if analysis Ability to change values in a spreadsheet and assess the effect they have on calculated values

Managing Worksheets tutorials/Managing-worksheets/61219/ html tutorials/Managing-worksheets/61219/ html

Worksheet Navigation 4 A workbook can have two kinds of sheets: Worksheet contains a grid of rows and columns into which user enters data Chart sheet provides visual representation of data For detailed charts that need more space to be seen clearly or to show a chart without any worksheet text or data Do not contain worksheet cells for calculating numeric values

Worksheet Navigation Keys 5

Working with Columns and Rows 6 To make data easier to read: Modify size of columns and rows in a worksheet To modify size of columns or rows: Drag border to resize Double-click border to auto fit Format the Cells group to specify Deleting and clearing a row or column Deleting removes both the data and the cells Clearing removes the data, leaving blank cells where data had been

Working with Cells and Ranges 7 Cell reference identifies column/row location Range reference indicates location and size of a cell range Adjacent (A1:G5) Nonadjacent (A1:A5;F1:G5) – use the control key to select Selecting a range Work with all cells in the range as a group Moving and copying a range Drag and drop Cut and paste

Understanding Cell References 8 To record and analyze data Enter data in cells in a worksheet Reference the cells with data in formulas that perform calculations on that data Types of cell references Relative Absolute Mixed

Using Relative References 9 Cell reference as it appears in worksheet (B2) Always interpreted in relation (relative) to the location of the cell containing the formula Changes when the formula is copied to another group of cells Allows quick generation of row/column totals without revising formulas

Using Absolute References 10 Cell reference that remains fixed when the formula is copied to a new location Have a $ before each column and row designation ($B$2) Enter values in their own cells; reference the appropriate cells in formulas in the worksheet Reduces amount of data entry When a data valued is changed, all formulas based on that cell are updated to reflect the new value

Using Mixed References 11 Contain both relative and absolute references “Lock” one part of the cell reference while the other part can change Have a $ before either the row or column reference ($B2 or B$2)

Using a Mixed Reference 12

When to Use Relative, Absolute, and Mixed References 13 Relative references Repeat same formula with cells in different locations Absolute references Different formulas to refer to the same cell Mixed references Seldom used other than when creating tables of calculated values Use F4 key to cycle through different types of references

3D Reference When referencing a cell on a different sheet: ='My Sheet'!A1 =Sheet1!A1

Named Range Name a range of cells in Excel to make it easier to reference in formulas and functions.

Excel Tables To make managing and analyzing a group of related data easier, you can turn a range of cells into a Microsoft Office Excel table. A table typically contains related data in a series of worksheet rows and columns that have been formatted as a table. By using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet. Practice in Chapter 4

Working with Formulas 17 Formula An expression that returns a value Written using operators that combine different values, resulting in a single displayed value

Working with Formulas 18 Entering a formula Click cell where you want formula results to appear Type = and an expression that calculates a value using cell references and arithmetic operators Cell references allow you to change values used in the calculation without having to modify the formula itself Press Enter or Tab to complete the formula

Working with Formulas 19 Order of precedence Set of predefined rules used to determine sequence in which operators are applied in a calculation

Introducing Functions 20 Function Named operation that returns a value Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10: Enter the long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 - or - Use the SUM function to accomplish the same thing: =SUM(A1:A10)

Entering Functions with AutoSum 21 Fast, convenient way to enter commonly used functions Includes buttons to quickly insert/generate: Sum of values in column or row (SUM) Average value in column or row (AVERAGE) Total count of numeric values in column or row (COUNT) Minimum value in column or row (MIN) Maximum value in column or row (MAX)

Entering Data and Formulas with AutoFill 22 Use the fill handle to copy a formula and conditional formatting More efficient than two-step process of copying and pasting By default, AutoFill copies both content and formatting of original range to selected range

Formatting Cell Text 23 Formatting Process of changing workbook’s appearance by defining fonts, styles, colors, and graphical effects Only the appearance of data changes, not data itself Enhances readability and appeal Live Preview shows the effects of formatting options before you apply them Themes Named collections of formatting effects

Options in the Format Cells Dialog Box 24 Presents formats available from Home tab in a different way and provides more choices Six tabs, each focusing on different options: Number Alignment Font Border Fill Protection

Copying and Pasting Formats 25 Copying formats with Format Painter Fast and efficient way of maintaining a consistent look and feel throughout a workbook Copies formatting without duplicating data

Copying and Pasting Formats 26 Use Paste Special to control exactly how to paste the copied range

Highlighting Cells with Conditional Formatting 27 Goal of highlighting: Provide strong visual clue of important data or results Format applied to a cell depends upon value or content of the cell Dynamic: If cell’s value changes, cell’s format also changes as needed Excel has four conditional formats: data bars, highlighting, color scales, and icon sets

Highlighting Rules 28 Each conditional format has a set of rules that define how formatting should be applied and under what conditions format will be changed

Working with Functions 29 Quick way to calculate summary data Every function follows a set of rules (syntax) that specifies how the function should be written General syntax of all Excel functions Square brackets indicate optional arguments

Working with Functions 30 Advantage of using cell references: Values used in the function are visible to users and can be easily edited as needed Functions can also be placed inside another function, or nested (must include all parentheses)

Using the Function Library to Insert a Function 31 When you select a function, the Function Arguments dialog box opens, listing all arguments associated with that function

Working with Logical Functions 32 Logical functions Build decision-making capability into a formula Work with statements that are either true or false Excel supports many different logical functions, including the IF function

Working with Logical Functions 33 Comparison operator Symbol that indicates the relationship between two values

Using the IF Function 34 Returns one value if a statement is true and returns a different value if that statement is false IF (logical_test, [value_if_true,] [value_if_false]) Note bold in function builder denotes required argument

Working with Date Functions 35 For scheduling or determining on what days of the week certain dates occur

DATEDIF The DATEDIF function in Microsoft Excel calculates the difference, or interval, between two dates. This difference can be expressed in a variety of ways. The function takes the form =DATEDIF(Date1, Date2, Interval) where Date1 and Date2 are the two dates and Interval defines how the date difference should be returned. Interval must be enclosed in quotes like this: =DATEDIF(Date1, Date2, “d”) differences-year-month-day-more/158662/ html differences-year-month-day-more/158662/ html

DATEDIF Intervals IntervalUse m Months: the number of whole calendar months between the two dates dDays: the number of days between the dates y Years: the number of whole calendar years between the dates ym Months In Same Year: the number of months between the two dates if they were in the same year yd Days In Same Year: the number of days between the two dates if they were in the same year md Days In Same Month And Year: the number of days between the two dates if they were in the same month and year

DATEDIF Examples FunctionResult =DATEDIF(01/01/2014, 06/01/2014, “d”)151 =DATEDIF(01/01/2014, 01/15/2014, “d”)14 =DATEDIF(01/01/2014, 06/01/2014, “m”)5 =DATEDIF(01/01/2014, 01/15/2014, “m”)0 =DATEDIF(01/01/2013, 06/01/2014, “m”)17 =DATEDIF(08/18/2011, 03/01/2014, “y”)2 =DATEDIF(01/01/2014, 12/31/2014, “y”)0 =DATEDIF(01/01/2014, Today(), “m”) 5 **Assuming this is run in the month of June Note that when typing the date directly into the function you may get strange results, typing the date(s) into a cell and referencing that cell in the function is the preferred method.

Lookups Searches for a value in the first column of a table array and returns a value in the same row from another column in the table array. The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison values are located in a column to the left of the data that you want to find.

VLOOKUP VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) Lookup_value The value to search in the first column of the table array. Lookup_value can be a value or a reference. Table_array Two or more columns of data. Use a reference to a range or a range name. The values in the first column of table_array are the values searched by lookup_value. These values can be text, numbers, or logical values. Uppercase and lowercase text are equivalent. Col_index_num The column number in table_array from which the matching value must be returned. A col_index_num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on. Range_lookup A logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match: If TRUE or omitted (this is the default), an exact or approximate match is returned. If an exact match is not found, the next largest value that is less than lookup_value is returned. The values in the first column of table_array must be placed in ascending sort order; otherwise, VLOOKUP may not give the correct value. If FALSE, VLOOKUP will only find an exact match. In this case, the values in the first column of table_array do not need to be sorted. If there are two or more values in the first column of table_array that match the lookup_value, the first value found is used.

Chart Basics charts/116478/ html charts/116478/ html

Communicating Effectively with Charts 42 Keep it simple Focus on the message Limit the number of data series Use gridlines in moderation Choose colors carefully Limit chart to a few text styles

Choosing the Right Chart 43 ChartWhen to Use Pie chartsSmall number of categories; easy to distinguish relative sizes of slices Column or bar chart Several categories Line chartsCategories follow a sequential order XY scatter charts To plot two numeric values against one another Custom chartAvailable charts don’t meet your needs