1. Microsoft Office Excel 2013 ® ® Abdul Hameed http://Informationtechnology.pk Using Advanced Functions and Conditional Formatting

2. XP New Perspectives on Microsoft Excel 20132 Objectives Use the IF function Use the AND function Use the OR function Use structured references in formulas Nest the IF function Use the VLOOKUP function

3. XP New Perspectives on Microsoft Excel 20133 Objectives Review the HLOOKUP function Use the IFERROR function Use conditional formatting to highlight duplicate values Summarize data using the COUNTIF, SUMIF, and AVERAGEIF functions

4. XP Terminology The strip of buttons and icons above the work area A collection of functionally-related controls and menus Cell with the black outline; data is always entered there An individual spreadsheet with rows & columns or a chart A file containing multiple worksheets Marks the currently active cell or range Provides access to options such as open, print, etc Stores shortcuts to frequently used features Hosts specific shortcuts and information about a workbook Controls magnification of the screen Launches the associated dialog box Displays the contents of the currently active cell Displays the name of the currently active cell Allows viewing of distant parts of a worksheet at the same time Ribbon Tab Active Cell Worksheet Workbook Marquee Office Button Quick Access Toolbar Status Bar Zoom Dialogue Launcher Formula Bar Name Box Split Tabs Ribbon Tab Active Cell Worksheet Workbook Marquee Office Button Quick Access Toolbar Status Bar Zoom Dialogue Launcher Formula Bar Name Box Split Tabs

5. XP Tips for an effective set of data o Always create a header row, and format the header row so it’s easily set apart from the rest of the data o Do not include any entirely blank rows or columns o Do not merge cells within the list o Be Consistent – OH or Ohio, not either one throughout

6. XP Differences between versions: PivotTables Maximum rows displayed in a PivotTable report is 1 million. Maximum columns displayed in a PivotTable report is 16,000. Maximum number of unique items within a single Pivot field is 1 million. Maximum number of fields visible in the Fields list is 16,000. Sorting Levels increased from 3 to 64. AutoFilter Drop-down list length changed from 1,000 items to 10,000 items. Maximum formula length Increased from 1,000 to 8,000. Formula nesting levels Increased from 7 to 64. Arguments in a function Increased from 30 to 255. Conditional formats per cell Increased from 3 to available memory. Unique cell styles in a workbook Increased from 4,000 to 64,000. Unique colors per workbook Increased from 56 to 4.3 billion. Characters in a cell that can be displayed and printed Increased to 32,000.

7. XP Keyboard friends: Ctrl, Shift, Arrow Zoom Slider Fix width Handy formulas for text Freeze panes Formatting

8. XP Handy Keyboard Tricks Shift, CTRL, and the Arrow Keys want to be your best friends Pressing the shift key, and using arrows to move across text, lets you highlight a section of text – whether in Word, Exel, Powerpoint, etc. Try it! In excel, if you add the CTRL key to shift, using the arrows, you can get to the end of a row, column, or the whole table

9. XP Handy Keyboard Tricks Give the mouse a rest! Try these shortcuts: Cut = CTRL x Copy = CTRL c Paste = CTRL v Undo = CTRL z Redo = CTRL y Find = CTRL f New (Workbook, Document, Powerpoint) = CTRL n

10. XP Handy Text Formulas =PROPER() Converts first letters to capital letters =UPPER() Converts text to all upper case =LOWER() Converts text to all lower case =TRIM() Removes all blank spaces from the left of a character field and left-justifies the text =CONCATENATE() combines values in two or more cells Text to Columns separates values from a single cell into multiple cells

11. XP Formulas for numbers V- Lookup Pivot Tables Sorting and Filtering Analysis

12. XP Analysis Formulas =Count() Counts the number of cells in a range that contain numbers =CountA() Counts the number of cells in a range that are not empty =CountBlank() Counts the number of empty cells in a range =CountIf() Counts the number of cells within a range that meet a given condition =Rows() Gives the number of rows in a selected range

13. XP Analysis Formulas =Sum() Counts the number of cells in a range that contain numbers =Average() Counts the number of cells in a range that are not empty =Min() Counts the number of empty cells in a range =Max() Counts the number of cells within a range that meet a given condition

14. XP Note the Status Bar: Not only does it give you stats about the data (sum, count, average, etc.), but it’s where you can find quick page view options: – Normal – just shows all the cells – Page Layout shows the margins, or how it will look when printed – Page Break Preview - find it annoying when you can seem to fit things on a page? This viewing option allows you to move the page break lines Printing

15. XP New Perspectives on Microsoft Excel 201315 Visual Overview

16. XP New Perspectives on Microsoft Excel 201316 Logical Functions

17. XP New Perspectives on Microsoft Excel 201317 Working with Logical Functions Logical functions (IF, AND, and OR) determine whether a condition is true or false Conditions use a comparison operator (, >, or >=) to compare two values Combine two or more functions in one formula to create more complex conditions

18. XP New Perspectives on Microsoft Excel 201318 Inserting Calculated Columns in an Excel Table Entering a formula in one cell of a column automatically copies the formula to all cells in that column To modify the formula in a calculated column: – Edit the formula in any cell in the column – Formulas in all cells in the column are modified To edit only one cell in a calculated column: – Enter a value or a formula that is different from all others in that column

19. XP New Perspectives on Microsoft Excel 201319 Creating Excel Table Fields Create fields that require the least maintenance Store smallest unit of data possible in a field Apply a text format to fields with numerical text data

20. XP New Perspectives on Microsoft Excel 201320 Using the IF Function A logical function that evaluates a single condition and results in only one value Returns one value if the condition is true and another value if the condition is false Syntax:

21. XP New Perspectives on Microsoft Excel 201321 Using the IF Function

22. XP New Perspectives on Microsoft Excel 201322 Using the IF Function

23. XP New Perspectives on Microsoft Excel 201323 Using the AND Function A logical function that tests two or more conditions (up to 255) and determines whether all conditions are true Returns the value TRUE if all logical conditions are true and the value FALSE if any or all logical conditions are false Syntax:

24. XP New Perspectives on Microsoft Excel 201324 Using the AND Function

25. XP New Perspectives on Microsoft Excel 201325 Using the AND Function

26. XP New Perspectives on Microsoft Excel 201326 Using the AND Function

27. XP New Perspectives on Microsoft Excel 201327 Using the OR Function A logical function that returns a TRUE value if any of the logical conditions (up to 255) are true and a FALSE value if all the logical conditions are false Syntax:

28. XP New Perspectives on Microsoft Excel 201328 Using the OR Function

29. XP New Perspectives on Microsoft Excel 201329 Using Structured References to Create Formulas in Excel Tables Replace specific cell or range address with the actual table name or column header – Names or headers are simpler to identify than cell addresses A formula that includes a structured reference can be fully qualified or unqualified

30. XP New Perspectives on Microsoft Excel 201330 Using Structured References to Create Formulas in Excel Tables

31. XP New Perspectives on Microsoft Excel 201331 Visual Overview

32. XP New Perspectives on Microsoft Excel 201332 Nested IFs and Lookup Tables

33. XP New Perspectives on Microsoft Excel 201333 Creating Nested IFs To allow for three or more outcomes One IF function is placed inside another IF function to test an additional condition More than one IF function can be nested

34. XP New Perspectives on Microsoft Excel 201334 Creating Nested IFs

35. XP New Perspectives on Microsoft Excel 201335 Creating Nested IFs

36. XP New Perspectives on Microsoft Excel 201336 Using Lookup Tables and Functions Lookup functions – Allow you to use tables of data to “look up” values and insert them in another worksheet location Lookup tables – Store data and organize it into categories (compare values) – Can be constructed as either exact match or approximate match lookups

37. XP New Perspectives on Microsoft Excel 201337 Using Lookup Tables and Functions Lookup values (value you are trying to find) – Need to match one of the compare values – Can be used as part of a formula

38. XP New Perspectives on Microsoft Excel 201338 Using the VLookup Function to Find an Exact Match Searches a lookup table and, based on what you entered, retrieves the appropriate value from that table Searches vertically down the first column of the lookup table Syntax:

39. XP New Perspectives on Microsoft Excel 201339 Using the VLookup Function to Find an Exact Match

40. XP New Perspectives on Microsoft Excel 201340 Using the VLOOKUP Function to Find an Approximate Match Returns a value based on an approximate match lookup Searches the first column of the table until it locates the largest value that is less than the lookup value Then moves across the row in the table to retrieve the corresponding value

41. XP New Perspectives on Microsoft Excel 201341 Using the VLOOKUP Function to Find an Approximate Match

42. XP New Perspectives on Microsoft Excel 201342 Looking Up Values Using the HLOOKUP Function Searches horizontally across top row of lookup table and retrieves the value in the column you specify Use when comparison values are located in the first row of the lookup table and you want to look down a specified number of rows to find the data to enter in another cell Syntax:

43. XP New Perspectives on Microsoft Excel 201343 Looking Up Values Using the HLOOKUP Function Major difference between HLOOKUP and VLOOKUP functions is the way lookup tables are organized

44. XP New Perspectives on Microsoft Excel 201344 Using the IFERROR Function Error value – Indicates that an element in a formula or a cell referenced in a formula is preventing Excel from returning a calculated value – Begins with a number sign (#) followed by an error name that indicates the type of error

45. XP New Perspectives on Microsoft Excel 201345 Excel Error Values Excel error values are not particularly descriptive or helpful

46. XP New Perspectives on Microsoft Excel 201346 Using the IFERROR Function Displays a more descriptive message that helps users fix the problem Can determine if a cell contains an error value and then display the message you choose rather than the default error value Enables you to easily find and handle formula errors Syntax:

47. XP New Perspectives on Microsoft Excel 201347 Using the IFERROR Function

48. XP New Perspectives on Microsoft Excel 201348 Visual Overview

49. XP New Perspectives on Microsoft Excel 201349 Conditional Formatting

50. XP New Perspectives on Microsoft Excel 201350 Conditional Formatting Changes a cell’s formatting when its contents match a specified condition Can be used to: – Highlight cells based on their values – Add data bars that graph relative values in a range – Highlight duplicate values in a column of data

51. XP New Perspectives on Microsoft Excel 201351 Using the Conditional Formatting Rules Manager A conditional formatting rule specifies: – Type of condition – Type of formatting when that condition occurs – Cell or range the formatting is applied to Use Conditional Formatting Rules Manager dialog box to edit existing conditional formatting rules

52. XP New Perspectives on Microsoft Excel 201352 Using the Conditional Formatting Rules Manager

53. XP New Perspectives on Microsoft Excel 201353 Using the Conditional Formatting Rules Manager

54. XP New Perspectives on Microsoft Excel 201354 Using the Conditional Formatting Rules Manager

55. XP New Perspectives on Microsoft Excel 201355 Summarizing Data Conditionally Use COUNTIF, SUMIF, and AVERAGEIF functions to calculate a conditional count, sum, or average using only cells that meet a particular condition

56. XP New Perspectives on Microsoft Excel 201356 Using the COUNTIF Function Calculates the number of cells in a range that match specified criteria Sometimes referred to as a conditional count Syntax:

57. XP New Perspectives on Microsoft Excel 201357 Using the COUNTIF Function

58. XP New Perspectives on Microsoft Excel 201358 Using the SUMIF Function Adds values in a range that meet your criteria Also called a conditional sum Syntax:

59. XP New Perspectives on Microsoft Excel 201359 Using the AVERAGEIF Function Similar to SUMIF function Calculates the average of values in a range that meet criteria you specify Syntax:

60. XP New Perspectives on Microsoft Excel 201360 Using the AVERAGEIF Function