Microsoft Excel II

Special Formats Select the Home Ribbon and click the ‘Number’ list box down arrow Click ‘More Number Formats …’ and select ‘Special’ Select the desired format 2

Microsoft Excel II Custom Formats Select the Home Ribbon and click the ‘Number’ list box down arrow Click ‘More Number Formats …’ and select ‘Custom’ Type the format in the box 3

Microsoft Excel II Custom Formats, 2 #,###;(#,###);0;"Error: Entry must be a number" Format for Positive Numbers Format for Negative Numbers Format for Text Format for Zeros Formats have 4 parts, separated by semicolons Parts apply formats to positive numbers, negative numbers, zeros, and text. Leaving sections blank between semicolons will suppress entries Try this Example: ;;; 4

Microsoft Excel II Custom Formats, 3 Some of the codes: m Months as 1-12 mm Months as mmm Months as Jan-Dec mmmm Months as January-December d Days as 1-31 dd Days as ddd Days as Sun-Sat dddd Days as Sunday-Saturday yy Years as yyyy Years as H Hours as 0-23 hh Hours as

Microsoft Excel II Custom Formats, 4 Some more codes: m Minutes as 0-59 mm Minutes as s Seconds as 0-59 ss Seconds as h AM/PM Hours as AM or PM h:mm AM/PM Hours and minutes as AM or PM h:mm:ss A/P Hours, minutes, and seconds as AM or PM Colors (Must be the first item in the section) [Black] [Blue] [Cyan] [Green] [Magenta] [Red] [White] [Yellow] 6

Microsoft Excel II Custom Formats, 5 Custom formats can save typing time FormatType Result “Acct. No.” Acct. No mmmm d, yyyy5/10/01May 10, 2001 h:mm AM/PM16:484:48 PM 7

Microsoft Excel II Custom Formats, 6 If you want text to follow custom text, type symbol after it 8

Microsoft Excel II Paste Special Transferring data to other worksheets can cause problems if it is generated by a formula 9

Microsoft Excel II Paste Special, 2 Copying the sums from the previous slide causes this result 10

Microsoft Excel II Paste Special, 3 To paste the sums correctly, after copying choose ‘Paste Special…’ from the Home Ribbon Select ‘Values’ and click ‘OK’ to paste only the values 11

Microsoft Excel II Paste Special, 4 If the cells to be copied have formatting, choose ‘Paste Special…’ again This time select ‘Formats’ and click ‘OK’ to paste the formats 12

Microsoft Excel II Paste Special, 5 Columns and rows can be transposed Copy the data to be transposed, then click where it will be pasted Click ‘Paste Special …’ and select ‘Transpose’ 13

Microsoft Excel II Absolute and Relative Cell Addresses Relative Addressing Cell addresses in formulas refer to the address of the data that the formula acts upon When formulas are extended, Excel changes the addresses so that the formula refers to the correct address Absolute Addressing In this case, new formulas continue to refer to the original data The dollar sign ( $ ) indicates an absolute address Example: = 20 * $A$1 locks the formula to cell A1 $A1 locks the formula to column A A$1 locks the formula to row 1 14

Microsoft Excel II Absolute and Relative Cell Addresses Absolute addressing can be used for sales tax tables Changing one cell changes the whole table To use relative addressing here would mean changing all cells =A4*0.07 =A4*$C$3 15

Microsoft Excel II Themes The 2007 version has built-in Themes to format your work Select the Page Layout Ribbon and click on the ‘Themes’ button 16

Microsoft Excel II Theme Colors Each theme has its own set of colors. Or, you can mix and match Select the Page Layout Ribbon and click on the ‘Colors’ button 17

Microsoft Excel II Theme Fonts Each theme has its own set of fonts. Or, you can mix and match Select the Page Layout Ribbon and click on the ‘Fonts’ button 18

Microsoft Excel II Cell Styles The 2007 version has added many new automatic styles for use in spiffing up your worksheet. Styles are based on Themes (q.v.) Select the Home Ribbon and click on the ‘Cell Styles’ button 19

Microsoft Excel II Inserting a Function Select the Formulas Ribbon and click the ‘Insert Function’ button, OR Click the section of the ‘Function Library’ if you know where it is, OR Click the on the left side of the Formula Bar The Function Library contains all the same functions as the original version of Excel despite its impressive new appearance 20

Microsoft Excel II Inserting a Function In the ‘Insert Function’ dialog box, select ‘PMT’, OR If not in the box, select ‘Financial’ in the category list box Once selected, the dialog box shows the arguments needed If still not sure, click on ‘Help on this function’ to get instructions Arguments for the PMT Function 21

Microsoft Excel II Mortgage Payment Example If you know the function name, type ‘= ’ and the name and ‘(’ After entering ‘=PMT(’ a dialog will appear to guide completion Function Arguments Pressing These Buttons Allows the User to Select a Cell that Contains the Data 22

Microsoft Excel II Financial Functions Depreciation (Declining Balance) -- DB(cost, salvage, life, period, month) Depreciation (Straight-Line) -- SLN(cost, salvage, life) Discount Rate -- DISC(settlement, maturity, pr, redemption, basis) Future Value -- FV(rate, nper, pmt, pv, type) Payment (Mortgage or Annuity) -- PMT(rate, nper, pv, fv, type) 23

Microsoft Excel II Math and Trig Functions Absolute Value -- ABS(number) Sine -- SIN(number); Cosine -- COS(number); Tangent -- TAN(number) Natural Logarithm -- LN(number) Base 10 Logarithm -- LOG10(number) Pi -- PI( ) Random Number Between 0 and 1-- RAND( ) Random Number Between Two Numbers -- RANDBETWEEN(bottom, top) Square Root -- SQRT(number) 24

Microsoft Excel II Statistical Functions Average -- AVERAGE(number 1, number 2, …) Binomial Distribution -- BINOMDIST(number_s, trials, probability_s, cumulative) Confidence Interval -- CONFIDENCE(alpha, standard_dev, size) Harmonic Mean -- HARMEAN(number 1, number 2, …) Lognormal Distribution -- LOGNORMDIST(x, mean, standard_dev) Median -- MEDIAN(number 1, number 2, …) Mode -- MODE(number 1, number 2, …) Poisson Distribution -- POISSON(x, mean, cumulative) 25

Microsoft Excel II Logical Functions And -- AND(logical 1, logical 2, …) False -- FALSE( ) If -- IF(logical_test, value_if_true, value_if_false) Not -- NOT(logical) Or -- OR(logical 1, logical 2, …) True -- TRUE( ) Example: =IF(F15 25, 1, F15)) =IF(OR(F15 25), 1, F15) 26

Microsoft Excel II Logical Functions p qT TF FTF p qT TF FTF p AND q To be true, all elements must be true p OR q To be true, at least one element must be true Only “True” Condition Only “False” Condition 27

Microsoft Excel II Logical Functions AND(logical-test-1, logical-test-2, …) OR(logical-test-1, logical-test-2, …) IF(logical-test, what to do if true, what to do if false) =AND(J2=0, K2=“Yes”) =OR(M2=“Yes”, M2=“NA”) =IF(J2=0, “Yes”, “No”) Translation: if cell J2 is zero and cell K2 is Yes, then return the value TRUE, and FALSE otherwise Translation: if cell M2 is Yes or cell M2 is NA, then return the value TRUE, and FALSE otherwise Translation: if cell J2 is zero, type Yes; if not, type No 28

Microsoft Excel II Logical Functions The IF function’s logical test can include other logical functions: IF(OR(M2=“Yes”, M2=“NA”), “Yes”, “No”) The “what to do” sections can also include logical functions; this is called “nesting”. Logical functions can be nested 7 layers deep. IF(J2=0, “Yes”, IF(J2<0, 1, “NA”)) Translation: if cell M2 is Yes or cell M2 is NA, then type Yes; if not, type No Translation: if cell J2 is zero then type Yes; if not, then if cell J2 is less than zero, type 1. If cell J2 is not less than zero, type NA. 29

Microsoft Excel II Logical Functions Excel has several “IS” functions to act as auxiliaries to logical functions. ISBLANK(cell-name) Returns TRUE if cell is blank. ISNUMBER(cell-name) Returns TRUE if cell holds a number. ISTEXT(cell-name) Returns TRUE if cell is contains text. ISLOGICAL(cell-name) Returns TRUE if cell generates a logical value. ISNONTEXT(cell-name) Returns TRUE if cell is blank, or has anything but text. ISEVEN(cell-name) Returns TRUE if cell holds an even number. ISODD(cell-name) Returns TRUE if cell holds an odd number. 30

Microsoft Excel II Linking Worksheets, Part 1 Open “Forecast Example.xls” on the floppy disk Click in cell D3 to view the formula: “C3 + Replenishment!C4 - Expenditure!C4” Cell D3 “On-Hand” Worksheet Formula 31

Microsoft Excel II Linking Worksheets, Part 2 To recreate the link: Select cells D3 through O26, as shown On the Home Ribbon, select ‘Clear’, then ‘Clear Contents’ 32

Microsoft Excel II Linking Worksheets, Part 3 Select cell D3, then click “= ” in the formula bar Type “C3 + ” Select the Replenishment worksheet, and click in cell C4 Formula Cell C4 33

Microsoft Excel II Linking Worksheets, Part 4 Type “ - ” Select the Expenditure worksheet and click in cell C4 Click “OK” Cell C4 Formula 34

Microsoft Excel II Linking Worksheets, Part 5 Use the fill handle to extend the formula downward to row 26 Fill Handle 35

Microsoft Excel II Linking Worksheets, Part 6 Use the fill handle again to extend the formula to the whole worksheet Supplies on-hand can now be predicted by varying expenditure and replenishment rates Fill Handle 36

Microsoft Excel II Conditional Formatting Excel can be set to “watch” for certain values in your spreadsheet It responds to the values by changing the cells to a format you specify Select the Home Ribbon and click the ‘Conditional Formatting’ button 37

Microsoft Excel II Conditional Formatting, 2 “Rules” can be set immediately by highlighting a cell or range, then clicking ‘Conditional Formatting’, then ‘Highlight Cells Rules’, and selecting one of the choices from the pop-out menu Enter the rule in the popup dialog box and select desired formatting 38

Microsoft Excel II Conditional Formatting, 3 Access the main rules control by clicking ‘Conditional Formatting’, and then clicking ‘Manage Rules’ Click the ‘New Rule’ button to create a rule 39

Microsoft Excel II Conditional Formatting, 4 Inside the dialog that appears, select ‘Format only cells that contain’ Select ‘Cell Value’, a mathematical operator, and the values Click the ‘Format’ button to select the format to be used To use a fill: 40

Microsoft Excel II Conditional Formatting, 5 Continue to add rules as desired The 2007 version allows more rules; previous versions are limited to 3 41

Microsoft Excel II Conditional Formatting, 6 Rules can be based on formulas, so that formats can depend on the value of other cells or a comparison of values 42

Microsoft Excel II Conditional Formatting, 7 New in the 2007 version is ‘Data Bars’ formatting The bars give a visual impression of the data values, and come in various colors 43

Microsoft Excel II Conditional Formatting, 8 New in the 2007 version is ‘Color Scales’ formatting The different colors and their intensities give a visual impression of the data values, and come in various color combinations 44

Microsoft Excel II Conditional Formatting, 9 New in the 2007 version is ‘Icon Sets’ formatting The icons are meant to convey a visual impression of the data values, and come in various color and shape combinations 45

Microsoft Excel II Conditional Formatting, 10 New in the 2007 version is ‘Top/Bottom Rules’ formatting The formatting highlights top or bottom results or averages 46

Microsoft Excel II Filtering Excel can also sort data by matching values For fast filtering, use the AutoFilter Select the Home Ribbon and click the ‘Sort & Filter’ button Click on one of the column headings Click ‘Filter’ 47

Microsoft Excel II AutoFilter After ‘Filter’ is selected, all columns appear with selector arrows Click on the ‘Location’ down arrow Uncheck ‘(Select All)’ and then click the ‘X’ box and ‘OK’ 48

Microsoft Excel II AutoFilter, Continued Excel suppresses all rows not containing the selected criterion In the example, only office supplies at location X are displayed Notice the row numbers are no longer sequential 49

Microsoft Excel II Chart Types, 1 Bar and Column Charts Show variation over a period of time or draw comparisons between items Area Charts Show the relative importance of values over time 50

Microsoft Excel II Chart Types, 2 Line Charts Show trends or changes in data over a period in time Pie Charts Show the relationship or proportions of parts to a whole 51

Microsoft Excel II Chart Types, 3 High-Low-Close Charts Show a common presentation of stock prices XY (Scatter) Charts Show the relationship or degree of relationship between numeric values of two data series 52

Microsoft Excel II Chart Types, 4 Radar Charts Show changes or frequencies of data relative to a center point and to each other Surface Charts Find optimum combinations between two sets of data 53

Microsoft Excel II Review Custom Formats Paste Special Absolute and Relative Addressing Themes and Cell Styles Functions Linking worksheets Conditional formatting Filtering Custom Charts 54