DAY 5: MICROSOFT EXCEL – CHAPTER 2 Aliya Farheen September 1,2015

REMINDER MyITLab Lesson A is due on 09/08/2015 by 11.59pm. Homework #1 is posted on the website at gnments/ Due date for Homework #1 is 09/11/2015 by 11:59 pm.

ANNOUNCEMENT Open Lab, Open Lab Online is for you to get help. Check the schedule at lab/ lab/ Open Lab Online lab-online/ lab-online/ G06 Lyon Tower- Thursday 7:00pm-9:00 pm

TODAY Relative, absolute and mixed cell references Functions Statistical Functions Date Functions Logical Functions IF Function Nested IF Function Rank Function Conditional Formatting

CELL REFERENCES Used in formulas so that they can be copied and reused easily. In some cases, we want the references to cells to move down, or over as we copy the formula. In other cases, we do not want the reference to change even if we do move.

RELATIVE ADDRESSING Relative cell references indicate a cell’s relative location from the cell containing the formula The cell reference changes when the formula is copied.

ABSOLUTE REFERENCES Absolute cell references indicates a cell’s specific location; the cell reference does not change when you copy the formula - Indicated by dollar ($) signs in front of the column letter and row number - Most often used when the value need not change

MIXED REFERENCES Mixed cell references contains both an absolute and relative cell references in a formula Use the F4 key to toggle between relative and absolute cell referencing

CELL REFERENCES EXAMPLES Relative referenceA1 Column absolute mixed reference$A1 Row absolute mixed referenceA$1 Absolute reference$A$1

AVOIDING CIRCULAR REFERENCES A circular reference error occurs if a formula refers to itself

FUNCTION Function is a predefined formula that performs a calculation. Syntax is a set of rules that govern the structure and components for properly entering a function. An Argument is an input, such as cell reference or value, needed to complete a function. A function begins with the equal sign (=) followed by the function name and arguments in parentheses Example: =SUM(A1:A3)

INSERTING A FUNCTION When a function is typed, Formula AutoComplete displays a list of functions matching the partial entry Use the Insert Function dialog box to search for a function or select one from a list.

FUNCTION CATEGORIES AND DESCRIPTION CategoryDescription CompatibilityContains functions compatible with Excel 2007 and earlier. CubeReturns values based on data in a cube. DatabaseAnalyses records stored in a database format in Excel. Date & TimeProvides methods for manipulating date and time values. EngineeringCalculates values commonly used by engineers. FinancialPerforms financial calculations. InformationProvides information about the contents of a cell. LogicalPerforms logical tests and returns the value of tests. Lookup & Reference Looks up values, creates links to cells, provides references to cells. Math & TrigPerforms standard math and trigonometry functions. StatisticalPerforms common statistical calculations. TextManipulates text strings.

SUM SUM is the most commonly used function –represented by a sigma (  ) –Adds values within a specified range Syntax refers to the grammatical structure of a formula –Must adhere to stated structure of formula Arguments are values ─ used as input and returned as output Example: = Sum (B1:B10) Function Name Arguments

AUTOSUM Automates the SUM function Click the cell where you want the result Click AutoSum button Select the range of cells you want to sum Press Enter to complete

BASIC STATISTICAL FUNCTIONS Perform a variety of calculations to aid in decision making process –AVERAGE calculates the average of a range of numbers –MEDIAN finds the midpoint value in a range –MIN calculates the minimum value in a range –MAX calculates the maximum value in a range –COUNT counts the number of values within a range

COUNT Statistical Functions – COUNT, COUNTA COUNT function counts the number of cells in a range that contain numerical data. COUNTA function counts the number of cells in a range that are not blank. COUNTBLANK counts the number of blanks in the given range. Ex: COUNT(C6:C24) COUNTA(E2:E10) COUNTBLANK(J9:J16)

MORE MATH AND STATISTICAL FUNCTIONS Function SyntaxDescription =ABS(number)Displays the absolute value of a number =FREQUENCY(data_array,bins_arr ay) Counts how often values appear in given range =INT(number)Rounds a value number down to nearest whole number =MODE.SNGL(number1,[number2],…) Displays the most frequently occuring value in list =PI()Returns the value of pi accurate upto 15 digits =PRODUCT(number1,[number2],… ) Multiplies all values within argument list. =RANDBETWEEN(bottom, top)Generates random numbers between two numbers =ROUND(number, num_digits)Rounds value to specific number of digits =RANK.AVG(number, ref,[order])Returns an average rank for identical values

DATE/TIME FUNCTIONS Function SyntaxDescription =TODAY()Displays today’s date: month, day, year =NOW()Displays today’s date and current military time =DATE(year,month,day)Returns serial number for a date =EDATE(start_date,months)Displays serial number of a date a specified number of months in future or past =DAY(serial_number)Displays the day within a month for a serial number =MONTH(serial_number)Returns the month for a serial number =YEAR(serial_number)Identifies the year for a serial number

LOGICAL FUNCTIONS IF function Logical Operators OperatorDescription =Equal to <>Not equal to <Less than >Greater than <=Less than or equal to >=Greater than or equal to

IF FUNCTION Used to determine whether a given condition has been satisfied or not When the condition is met, the formula performs one task; when it is not met, the formula performs another task Has three arguments: –a condition tested to determine if it is true or false –the resulting value if the condition is true –the resulting value if the condition is false

IF CONT.. Flowcharts for the functioning of the If function.

IF (CONTD.) Syntax: IF(condition, value_if_true, value_if_false) Value when condition is false Value when condition is true Condition is true or false IF(H4=100, “Good”, “Bad”)

NESTED IF The IF function can be nested when you have the multiple conditions to meet. The false value is being replaced by another if function to make the further test. Usually used for having the multiple logical test on the single cell.

RANK FUNCTION The RANK function is useful for producing a ranking by using a formula Syntax =RANK(number, range, order) number: the number/cell for which you want to find the ranking within the “range” range: range of numbers/cells within which the “number” will be ranked order: not really required for our purposes. Leave it blank do not put anything.

RANK FUNCTION EXAMPLE Insert a Rank function in cell D3 Type =rank(c3,c3:c8) Autofill the formula to remaining cells. Observe the cell references and make the references absolute =rank(c3,$c$3:$c$8)

CONDITIONAL FORMATTING Conditional Formatting highlights or emphasizes cells that meet certain conditions Highlight cells rules Top/Bottom rules Data bars Color scales Icon sets Can create new rules based on your own conditions or using formulas

EXAMPLE A conditional formatting rule might be: “If the value is less than $2000, color the cell red.”

CREATE THE RULE In our example,we'll create a conditional formatting rule for any cells containing a value higher than Select the desired cells for the formatting

From the Home tab, click the Conditional Formatting comman d. A drop-down menu will appear. Hover the mouse over the desired conditional formatting type, then select the desired rule from the menu that appears. In our example, we want to highlight cells that are greater than $4000

A dialog box will appear. Enter the desired value(s) into the blank field. In our example, we'll enter 4000 as our value. Select a formatting style from the drop- down menu. In our example, we'll choose Green Fill with Dark Green Text, then click OK. The conditional formatting will be applied to the selected cells.

REMOVE CONDITIONAL FORMATTING Click the Conditional Formatting command. A drop-down menu will appear. Hover the mouse over Clear Rules, and choose which rules you wish to clear. In our example, we'll select Clear Rules from Entire Sheet to remove all conditional formatting from the worksheet.