Resource 2016

Review Excel formula basics Demonstrate how to enter manual formulas Examine some of the available functions and their usage Discuss the purpose of Excel conditional formatting options Explain how to apply, modify and remove conditional formatting based on cell contents

Manual Formulas If you know exactly what you want to calculate, you can enter the formula directly into the cell or into the Formula Bar. All formulas must start with the = sign. You can type the cell names or click on the cells to include in your formula. After the formula is calculated, the cell will only display the result of the formula. The formula itself will display in the Formula Bar. Formula Bar Cells will show highlighted with different colors as they are added to the formula.

Order of Operations If a formula contains more than one mathematical operator, Excel will perform the operations in the following order: 1 – Operations enclosed in Parentheses 2 – Exponents (^) 3 – Multiplication (*) and Division (/) 4 – Addition (+) and Subtraction (-) Result In the first example, the division is calculated before the addition and subtraction. In the second example, the parentheses allow us to add the cells together before dividing. Result

Editing Formulas If you need to edit a formula that was previously entered, you have 3 options. 1. You can click the cell containing the formula and press the F2 key to enter editing mode. 2. You can also just double click the cell to begin editing the formula. 3. It may be easier to edit long formulas in the Formula Bar at the top of the worksheet.

Relative and Absolute Cell References A relative cell reference adjusts to its new location when copied or moved to another cell. Relative cell references are the default in Excel. Example: the formula ‘=B2+C2+D2’ in E1 was copied to the cells below. The cell reference changes to match each row number.

Relative and Absolute Cell References An Absolute cell reference contains a dollar sign ($) before the column letter, row number or both. Coordinates preceded by the dollar sign ($) do not change when copied or moved to a new cell. In this example, $B$12 is an absolute cell reference. When the formula was copied from E2 to the cells below, that reference did not change.

Mixed Cell References Cell references where one part of the reference is absolute and the other part is relative are called mixed cell references. In this example, the column is a relative reference and changes when the formula is copied. The rows are absolute references and will not change regardless of where the formula is moved.

Functions in Excel Functions are formulas that have been predefined in Excel. They offer a quick way to do certain common calculations. Parts of a Function: The equal sign indicates that the contents of the cell will perform a calculation. The function name identifies the preset operation to be performed. Arguments are value(s), parameters, or cell ranges used to complete the calculation. The argument(s) are enclosed in parentheses.

Functions in Excel Functions can be entered into a cell in one of three ways: 1 – You can manually type in the function, parentheses, and arguments. If you make a mistake, Excel may give you a warning and suggestions to correct it. 2 - You can type the function into the cell. As you start typing, a list of functions that begin with the same letters will pop up. Clicking on any of the functions in the list will show you a description of that function. Double click on the function you want to use. Then type in the cell references or click on the cell or range of cells you want to use in the formula.

Functions in Excel 3 -The third way to enter a function is through the Insert Function dialog box. You can find this option on the Formula tab of the ribbon bar, but the quickest way to open it is to click on the button next to the formula bar. It inserts an = sign in the formula bar and opens the dialog box where you can search for an appropriate function. When you find the function you want to use, double click it to open the Function Arguments dialog box.

Functions in Excel The Function Arguments box will vary based on the function selected. You will see boxes for each part of the argument for that function. When cell references are entered into one of the boxes, Excel will show the cell contents to the right. The box will also show the results as you enter the arguments.

Functions in Excel Excel offers a shortcut to some common functions on the HOME tab ribbon bar. Clicking on the triangle next to the symbol will bring up the choices shown here. You can click on More Functions to bring up the Insert Function dialog box shown on the previous slides. Lastly, there is a FORMULAS tab on the ribbon bar that holds many options for inserting and calculating formulas.

SUM The SUM function adds all the numbers in a list or range of cells. You can add a row, column or individual cells. To select the cells for SUM, you can: 1. Click and drag the mouse to select a range. 2. Hold the Ctrl button and click on each cell. 3. Type in the cell reference numbers. Ranges are entered with a beginning and ending cell reference separated by a colon (1). Individual cells are entered with a comma between each (2). (2) (1)

AutoSUM To quickly add all the numbers in a column or row, Excel has a shortcut called AutoSUM on the ribbon bar. Select the cell where you want the results to show. Then click on the symbol on the ribbon bar. Excel will attempt to predict the range of cells to be calculated. If the range is correct, just hit enter. To change the range, you can click and drag a new range to be calculated or update the cell references in the parentheses.

SUMIF Function The SUMIF function will calculate the sum of a range based on the contents of that range or another range. Example from a Budget worksheet: To calculate the total of amounts in the Budget Prep column that are assigned to object code 142, regardless of Fund and Function. = SUMIF(C2:C4732,”142”,G2:G4732) Column C contains the object codes, so this is our range. The argument in the middle is our criteria. In this case, we are looking for the value 142 in column C. Where that value is found, the formula will add the values in column G. Column G is our sum range. If the range you are searching is the same as the range you want to sum, the sum range can be omitted.

COUNT and COUNTA The COUNT function simply counts the number of cells in the selected range that contain numbers. The COUNT function will not count text or symbols. The COUNTA function counts the number of cells in the selected range that are not empty. This function WILL count text, numbers and symbols.

MIN and MAX The MIN function returns the smallest number in a set of values. The MAX function returns the largest value in a set of values. Logical values and text within the range will be ignored with both functions. MIN= MAX=

IF function The IF function checks whether a condition is met, and returns one value if TRUE and another value if FALSE. Syntax: IF(logical_test,value_if_true,value_if_false) Example: IF(D2>C2,”INCREASE”,”OK”) This formula checks to see if the value in column D is greater than the value in column C. If it is, it will show INCREASE in column E. If not, it puts OK in column E.

AVERAGE and ROUND The AVERAGE function returns the average (arithmetic mean) of its arguments. =AVERAGE(A2:A9) The ROUND function rounds a number to a specified number of digits. =ROUND(A2,-3) This example rounds the numbers to the next thousand. AVERAGE

Conditional formatting in Excel is a tool that allows you to change the appearance of a cell or range of cells based on the contents of the cells. There are several types of conditional formatting rules built in to Excel and many more options available through customization. These options are helpful for highlighting trends, mistakes in data, and variances that fall outside an expected range.

Highlight Cells Rules Choose one of the built in rules or choose ‘More Rules’ for customizable options Great for finding zero values, values outside normal ranges, negative values, duplicates, and other specific amounts Also can be used for finding dates and text values

Highlight Cells Rules Enter any value in the first field, or you can choose a cell in your workbook to find amounts. Defaults to Light Red Fill with Dark Red Text, but can be changed to any formatting. Choose Custom Format if you want to define the format. You can choose Number styles, Fill colors, Cell borders, and certain Font options

Top/Bottom Rules Use these options to find values within the selection that represent the highest and lowest amounts or amounts that are above or below average within the selection. Could be used for any selected group of cells, columns or rows. You can use more than one on the same selection, using different formats to differentiate between them.

Top/Bottom Rules In this example, we find the Top 10 Items in the column and format them with Light Red Fill. The Top/Bottom Items and % can be changed to include any number or percentage. (Top 20, Bottom 5, etc.) Just change the number in the dialog box.

Top/Bottom Rules Another example using Top 5% of values in the column. Formatted to Green Fill with Dark Green Text.

Data Bars Data Bars can be used to visually interpret the amounts within the selected range of cells. Preset options are Gradient Filled Bars and Solid Filled Bars in 6 different colors. The size of the bar indicates the amount in comparison with the other amounts in the selection. Gradient blueSolid orange

Color Scales Color Scales are another way to visually interpret values in a selected range of cells. You can choose 2-color scales or 3-color scales. 12 preset options available Scales are customizable

Color Scales 2-color scales have one color for the highest value in the selection and one for the lowest value. Values in between are represented with shaded gradations of the two colors. Minimum and Maximum colors can be customized with the these types and any value or colors. 2-scale Red/White example

Color Scales 3-color scales have a highest value color, a lowest value color and a midpoint color. The midpoint can also be customized with the following types and any value or color. The defaults are shown in this window. 3-scale Blue/White/Red example

Icon Sets Using an Icon set adds picture icons to cells based on the cell values. There are several preset options and they are also fully customizable. The default settings use percent, but you can also set them to formula, number or percentile. To customize a selected Icon Set, go to Manage Rules.

Icon Sets The default settings for the 3 icon sets are: 1.Greater than or equal to 67% 2.Less than 67% but Greater than or equal to 33% 3.Less than 33%

Icon Sets The default settings for the 4 icon sets are : 1.Greater than or equal to 75% 2.Less than 75% but Greater than or equal to 50% 3.Less than 50% but Greater than or equal to 25% 4.Less than 25%

Icon Sets The default settings for the 5 icon sets are : 1.Greater than or equal to 80% 2.Less than 80% but Greater than or equal to 60% 3.Less than 60% but Greater than or equal to 40% 4.Less than 40% but Greater than or equal to 20% 5.Less than 20%

Icon Sets Icons can be displayed in the cell next to the cell contents, or they can be the only thing that displays in the cell. Check the Show Icon Only box to hide the cell contents.

Clear Rules To clear the conditional formatting rules, select the Clear Rules option at the bottom of the Conditional Formatting drop down box. You can clear the rules from certain cells or the entire worksheet at once. To update the details of any of the set conditional formats, go to Manage Rules.