Benchmark Series Microsoft Excel 2013 Level 2 Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Unit 2 Managing and Integrating Data and the Excel Environment Chapter 5 Using Data Analysis Features Excel’s Paste Special dialog box includes several options for pasting copied data. You can choose to paste attributes of a copied cell or alter the paste routine to perform a more complex operation. A variety of what-if analysis tools allow you to manage data to assist with decision-making and management tasks. Formula-auditing tools can be used to troubleshoot a formula or view dependencies between cells. By working through the projects in this chapter, you will learn about these tools and features available in Excel to assist with accurate data analysis. Chapter 5 Using Data Analysis Features

Using Data Analysis Features Benchmark Series Microsoft Excel 2013 Level 2 Using Data Analysis Features Quick Links to Presentation Contents Paste Data Using Paste Special Options Use Goal Seek to Populate a Cell Create Assumptions for What-If Analysis Using Scenario Manager CHECKPOINT 1 Perform What-If Analysis Using Data Tables Use Auditing Tools CHECKPOINT 2 You can navigate through this presentation while in Slide Show view. Click on an underlined content item on this slide to advance directly to the related topic slide. To return to this slide, click the Contents button located in the bottom right corner of each slide. Alternatively, you can advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide. Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options The Paste drop-down gallery contains many options for pasting copied data. The gallery is grouped into three sections: Paste, Paste Values, and Other Paste Options. The Paste gallery includes a live preview of how the data will be pasted to help you choose the best paste option. Click Paste Special at the bottom of the Paste gallery to open the Paste Special dialog box, shown in this slide. Use options in this dialog box to paste specific attributes of the source data, perform a mathematical operation in the destination range based on values in the source range, or carry out a more complex paste sequence. Several options in the Paste Special dialog box are also available by clicking a button at the Paste drop-down gallery. For example, if you copy a range of cells that has border formatting applied and want to paste the range without the borders, click the Paste button arrow and then click the No Borders button (first column, second row in the Paste section) at the drop-down gallery. This produces the same result as clicking the Paste button arrow, clicking Paste Special at the drop-down gallery, clicking All except borders in the Paste section of the Paste Special dialog box, and then clicking OK. Paste Special dialog box Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options -continued Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options -continued The data in a worksheet is not always arranged appropriately for the analysis you want to perform. Notice that each company that submitted a proposal appears in a separate column, with the criteria for analysis (such as the cost of the hardware) arranged in rows. At first glance, this layout may seem appropriate, but consider how you will analyze this data if you want to examine only those vendors that offer a five-year contract. To use the filter feature on this data, you would need the contract term to display in a columnar format. Rearranging the data in this worksheet manually would be time consuming and risky due to the possibility of making errors during the conversion process. To avoid this, convert the columns to rows and rows to columns using the Transpose button in the Paste drop-down gallery or Paste Special dialog box. worksheet Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options -continued Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options -continued To transpose a range: Select source range. Click Copy button. Click starting cell in destination range. Click Paste button arrow in Clipboard group on HOME tab. Click Transpose option. The Transpose option in the Paste drop-down gallery or the Paste Special dialog box converts columns to rows and rows to columns. Transpose option Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options -continued Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options -continued To perform a mathematical operation during pasting: Select source range values. Click Copy button. Click starting cell in destination range. Click Paste button arrow in Clipboard group on HOME tab. Click Paste Special option. continues on next slide… A range of cells in a copied source range can be added to, subtracted from, multiplied by, or divided by the cells in the destination range. To do this, open the Paste Special dialog box and then select the mathematical operation you want to perform. Paste Special option Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options -continued Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options -continued At Paste Special dialog box, click desired mathematical operation. Click OK. Paste Special dialog box This slide continues from the previous slide and lists the steps to perform a mathematical operation during pasting. Chapter 5 Using Data Analysis Features

Paste Data Using Paste Special Options -continued Benchmark Series Microsoft Excel 2013 Level 2 Paste Data Using Paste Special Options -continued Other options at the Paste Special dialog box include: Formulas or Values to paste the source formulas or displayed values only, Formats to paste only formatting options from the source, Validation to paste a validation rule, All using Source theme to apply the theme from the source, All except borders to paste everything but the borders from the source, and Column widths to adjust the destination cells to the same column width as the source. To paste formulas or values including the number formats from the source, click the Formulas and number formats option or the Values and number formats option. Chapter 5 Using Data Analysis Features

Use Goal Seek to Populate a Cell Benchmark Series Microsoft Excel 2013 Level 2 Use Goal Seek to Populate a Cell Goal Seek calculates a value based on a target you specify in another cell. Goal Seek can determine the value that needs to be entered for the final test to achieve an average grade that you specify in B11. The value in cell B11 (average grade) is the average of the five values in B5:B9. Note that the final test shows a grade of 0 even though the test has not yet occurred. Once the final test grade is entered, the value in cell B11 will update to reflect the average of all five scores. Suppose Whitney wants to achieve a final average grade of 76% in her tutoring assessments. Using Goal Seek, you can determine the score she needs to earn on the final test to achieve the 76% average. Goal Seek causes Excel to calculate in reverse: you specify the ending value and Excel figures out the input numbers that will achieve the result you want. Note that the cell in which you want Excel to calculate the target value must be referenced by a formula in the Set cell text box. Goal Seek is useful for any situation in which you know the result you want to achieve but are not sure what value will get you there. Chapter 5 Using Data Analysis Features

Use Goal Seek to Populate a Cell -continued Benchmark Series Microsoft Excel 2013 Level 2 Use Goal Seek to Populate a Cell -continued To use Goal Seek to return a value: Make desired cell active. Click DATA tab. Click What-If Analysis button. Click Goal Seek option. continues on next slide… Goal Seek option Chapter 5 Using Data Analysis Features

Use Goal Seek to Populate a Cell -continued Benchmark Series Microsoft Excel 2013 Level 2 Use Goal Seek to Populate a Cell -continued Enter desired cell address in Set cell text box. Enter desired target value in To value text box. Enter dependent cell address in By changing cell text box. Click OK. continues on next slide… By changing cell text box This slide continues from the previous slide and lists the steps to use Goal Seek to return a value. Chapter 5 Using Data Analysis Features

Use Goal Seek to Populate a Cell -continued Benchmark Series Microsoft Excel 2013 Level 2 Use Goal Seek to Populate a Cell -continued At Goal Seek Status dialog box, click OK or Cancel to accept or reject results. Goal Seek Status dialog box This slide continues from the previous slide and lists the steps to use Goal Seek to return a value. Chapter 5 Using Data Analysis Features

Create Assumptions for What-If Analysis Using Scenario Manager Benchmark Series Microsoft Excel 2013 Level 2 Create Assumptions for What-If Analysis Using Scenario Manager The Scenario Manager allows you to store multiple sets of assumptions about data and then view how each set of assumptions affects your worksheet. You can switch the display between scenarios to test the various inputs on your worksheet model. You can save each scenario using a descriptive name such as BestCase or WorstCase to indicate the type of data assumptions you have stored. Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Assumptions for What-If Analysis Using Scenario Manager -continued To add a scenario: Click DATA tab. Click What-If Analysis button. Click Scenario Manager option. Click Add button. At Add Scenario dialog box, type a name in Scenario name text box. Type or select variable cells in Changing cells text box. Click OK. continues on next slide… Add Scenario dialog box Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Assumptions for What-If Analysis Using Scenario Manager -continued At Scenario Values dialog box, enter values for each changing cell. Click OK. Click Close button. Scenario Values dialog box This slide continues from the previous slide and lists the steps to add a scenario. Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Assumptions for What-If Analysis Using Scenario Manager continued To display a scenario: Click DATA tab. Click What-If Analysis button. Click Scenario Manager option. Click desired scenario name. Click Show button. Click Close button. After you have created the various scenarios you want to save with the worksheet, you can apply the values stored in each scenario to the variable cells to view the effects on your worksheet model. To do this, open the Scenario Manager dialog box, click the name of the scenario that contains the values you want to apply to the worksheet, and then click the Show button. Generally, the first scenario you create should contain the original values in the worksheet, since Excel replaces the content of each changing cell when you show a scenario. You can change the values associated with a scenario by opening the Scenario Manager dialog box, clicking the name of the scenario that contains the values you want to change, and then clicking the Edit button. At the Edit Scenario dialog box, make any desired changes to the scenario name and/or changing cells and then click OK to open the Scenario Values dialog box to edit the individual value associated with each changing cell. When you have finished editing, click OK and then click Close. To delete a scenario, open the Scenario Manager dialog box, click the scenario you want to remove, and then click the Delete button. Click the Close button to close the Scenario Manager dialog box. Show button Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Create Assumptions for What-If Analysis Using Scenario Manager -continued To create a scenario summary report: Click DATA tab. Click What-If Analysis button. Click Scenario Manager option. Click Summary button. If necessary, change cell address in Result cells text box at Scenario Summary dialog box. Click OK. You can create a scenario summary report to compare scenarios side by side in a worksheet or PivotTable. At the Scenario Summary dialog box, shown in this slide, enter in the Result cells text box the formula cell or cells that change when you apply the data in various scenarios. Enter multiple cell addresses in this text box and use commas to separate them. Scenario Summary dialog box Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 CHECKPOINT 1 Benchmark Series Microsoft Excel 2013 Level 2 This drop-down gallery contains many options for pasting copied data. Options Cut Copy Paste This feature calculates a value using a target that you want to achieve. Goal Seek Scenario Manager Scenario Seek Value Manager Answer Answer Next Question Next Question This option will convert columns to rows and rows to columns. Transpose Duplicate Convert Switch This feature allows you to store multiple sets of assumptions about data. Goal Seek Scenario Manager Scenario Seek Value Manager In Slide Show view, read Question 1 and choose the best answer. Click the Answer button to verify your response. Click the Next Question button to display Question 2. Repeat these steps for the remaining questions. After you have clicked the Answer button for Question 4, the Next Slide button will appear. Click this button to advance to the next slide. Answer Answer Next Question Next Slide Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables A data table is a range of cells that contains a series of input values. Excel calculates a formula substituting each input value in the data table range and places the result in the cell adjacent to the value. You can create one-variable and two-variable data tables. A one-variable data table calculates a formula by modifying one input value in the formula. A two-variable data table calculates a formula substituting two input values. Using data tables provides a means to analyze various outcomes in a calculation that occur as a result of changing a dependent value without creating multiple formulas. Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables -continued Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables -continued To create a one-variable data table: Create variable data in column at right of worksheet. Enter formula one row above and one cell to right of variable data. Select data range including formula cell. continues on next slide… formula You can design a one-variable data table with the variable input data values in a series either down a column or across a row. Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables -continued Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables -continued Click DATA tab. Click What-If Analysis button in Data Tools group. Click Data Table option. continues on next slide… This slide continues from the previous slide and lists the steps to create a one-variable data table. Data Table option Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables -continued Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables -continued Type cell address for variable data in source formula in Column input cell text box. Click OK. Column input cell text box This slide continues from the previous slide and lists the steps to create a one-variable data table. Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables -continued Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables -continued To create a two-variable data table: Create variable data at right of worksheet with one input series in a column and another in a row across top of table. Enter formula in top left cell of table. Select data table range. Click DATA tab. Click What-If Analysis button. Click Data Table option continues on next slide… formula A data table can substitute two variables in a source formula. To modify two input cells, design the data table with a column along the left containing one set of variable input values and a row along the top containing the second set of variable input values. In a two-variable data table, the source formula is placed at the top left cell in the table. Chapter 5 Using Data Analysis Features

Perform What-If Analysis Using Data Tables -continued Benchmark Series Microsoft Excel 2013 Level 2 Perform What-If Analysis Using Data Tables -continued Type cell address for variable data in source formula in Row input cell text box. Press Tab. Type cell address for variable data in source formula in Column input cell text box. Click OK. Column input cell text box This slide continues from the previous slide and lists the steps to create a two-variable data table. Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools The Formula Auditing group on the FORMULAS tab contains buttons that are useful for viewing relationships between cells in formulas. Draw arrows to cells that provide data to the active cell. Toggle between formula display and cell display. Show error checking tools for the active cell. Draw arrows to cells that use the data in the active cell. Checking a formula for accuracy can be difficult when the formula is part of a complex sequence of operations. Opening a worksheet created by someone else can also present a challenge in understanding the relationships between sets of data. When Excel displays an error message in a cell, viewing the relationships between the dependencies of cells assists with finding the source of the error. Clear the arrows to/from the active cell. Work through a formula value by value to determine how the result is calculated. Open a window in which to place cells for viewing while moving/editing within the worksheet. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued To trace precedent cells: Open desired worksheet. Make desired cell active. Click FORMULAS tab. Click Trace Precedents button. Continue clicking until all relationships are visible. tracer arrow Precedent cells are cells that provide data to a formula cell. For example, if cell B3 contains the formula =B1+B2, then cell B1 and cell B2 are precedent cells. Click a cell and click the Trace Precedents button to draw tracer arrows that show direct relationships to cell(s) that provide data to the active cell. Click the button a second time to show indirect relationships to cell(s) that provide data to the active cell at the next level. Continue clicking the button until no further arrows are drawn. Excel will sound a beep when you click the button if no more relationships exist. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued To trace dependent cells: Open worksheet. Make desired cell active. Click FORMULAS tab. Click Trace Dependents button. Continue clicking until all relationships are visible. tracer arrows Click a cell and click the Trace Dependents button to draw tracer arrows that show direct relationships to other cell(s) in the worksheet that use the active cell’s contents. As with the Trace Precedents button, click a second time to show the next level of indirect relationships and continue clicking the button until no further tracer arrows are drawn. Excel draws blue tracer arrows if no error is detected in the active cell and red tracer arrows if an error condition is detected within the active cell. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued Formulas in Excel can contain various types of errors. Some errors are obvious because Excel displays an error message such as #VALUE!. Logic errors are more difficult to find and require that you check a worksheet by entering proof formulas or by manually checking the accuracy of each formula. Other errors can occur that do not display error messages but are incorrect because the logic is flawed. For example, you could enter a formula in a cell that Excel does not flag as an error because the syntax is correct; however, the calculation could be incorrect for the data and the situation. A proof formula is a formula entered outside the main worksheet area that checks key figures within the worksheet. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued Error Code Description of Error Condition #N/A A required value for the formula is not available. #NAME? The formula contains an unrecognized entry. #VALUE! A value within the formula is of the wrong type or otherwise invalid. Excel displays an error message code in a cell that is detected to have an error. Two types of error flags can occur. A green diagonal triangle in the upper left corner of a cell indicates an error condition. Activate the cell and an error checking button displays that you can use to access error checking tools. Errors can also be indicated with text entries, such as #NAME?. The table in this slide describes three different error codes. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued To trace errors: Click cell containing error message. Click FORMULAS tab. Click down-pointing arrow on Error Checking button in Formula Auditing group. Click Trace Error option. The Error Checking button in the Formula Auditing group can be used to assist with finding the source of an error condition in a cell by displaying the Error Checking dialog box or drawing a red tracer arrow to locate the source cell that is contributing to the error. The Evaluate Formula button can be used to work through a formula value by value to determine the position within the formula where an error exists. tracer arrow Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued To circle invalid data: Open worksheet containing validation rules. Click DATA tab. Click down-pointing arrow on Data Validation button in Data Tools group. Click Circle Invalid Data option. Circle Invalid Data option Recall from Chapter 3 that Data Validation is a feature used to restrict cell entries. If data validation rules are set up after data has been entered, existing values will not be tested against the new rules. In this situation, you can use the Circle Invalid Data feature, which draws red circles around the cells that do not conform to the new rule. Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued To watch a formula cell: Click FORMULAS tab. Click Watch Window button. Click Add Watch button. At Add Watch dialog box, click desired cell. Click Add button. In a large worksheet, a dependent cell may not always be visible while you are making changes to other cells that affect a formula. You can open a Watch Window and add a dependent cell to the window to view changes to the cell as you work within the worksheet. You can add multiple cells to the Watch Window to create a single window where you can keep track of the cells affected by key formulas within a large worksheet. Consider assigning a name to a cell that you want to track using the Watch Window. At the Watch Window, the cell’s name will appear in the Name column, providing a descriptive reference to the entry being watched. You can expand the width of the Name column if a range name is not entirely visible. The Watch Window can be docked at the top, left, bottom, or right edge of the worksheet area by clicking the top edge of the window and dragging it to the desired edge of the screen. When the Watch Window is docked, Excel changes it to a Watch Window task pane. Add Watch dialog box Chapter 5 Using Data Analysis Features

Use Auditing Tools - continued Benchmark Series Microsoft Excel 2013 Level 2 Use Auditing Tools - continued Checking a worksheet for accuracy using auditing and error checking tools is an important skill to develop. Worksheets provide critical information to decision-makers who rely on the validity of the data. After completing a worksheet, examine it carefully, looking for data entry mistakes, values that do not appear realistic, and other indications of potential errors that should be fixed. Chapter 5 Using Data Analysis Features

Benchmark Series Microsoft Excel 2013 Level 2 CHECKPOINT 2 Benchmark Series Microsoft Excel 2013 Level 2 This range of cells contains a series of input values. data table range table range data input table These cells provide data to a formula cell. precedent cells dependent cells provider cells formula cells Answer Answer Next Question Next Question The What-If Analysis button is located on this tab. HOME INSERT DATA FORMULAS These cells contain a formula that refers to other cells. precedent cells dependent cells provider cells formula cells Answer Answer Next Question Next Slide Chapter 5 Using Data Analysis Features

Using Data Analysis Features Benchmark Series Microsoft Excel 2013 Level 2 Using Data Analysis Features Summary of Presentation Concepts Switch data arranged in columns to rows and vice versa Perform a mathematical operation during a paste routine Populate a cell using Goal Seek Save and display various worksheet models using Scenario Manager Create a scenario summary report Create a one-variable data table to analyze various outcomes Create a two-variable data table to analyze various outcomes View relationships between cells in formulas Identify excel error codes and troubleshoot a formula using formula auditing tools Circle invalid data Use the Watch Window to track a value Chapter 5 Using Data Analysis Features