1. DAY 4,5,6: EXCEL CHAPTERS 1 & 2 Rohit rohit.rohit@mail.wvu.edu rohit.rohit@mail.wvu.edu January 27 th to February 1 st 2016 1

2. THINGS TO REMEMBER MyITLab Lesson A Due 29 th January Homework 1 Due on 5 th February Conditional Statements Payments Lookup Functions Range Names Manage Range Names 2

3. BASIC FORMATTING Alignment Labels- Merge & Center Indent Wrap Text Borders Fill Color Font Color 3

4. BASIC FUNCTIONS SUM AVERAGE MAX MIN MEDIAN COUNT RANK 4

5. DATES AND TIME TODAY() NOW() 5

6. CONDITIONAL IF(condition, then, else) –Equal = –Not Equal <> –Less Than <, LT or Equal <= –Greater Than >, GT or Equal >= Example: You want to add bonus points if there is a yes in the bonus column –IF(C2=“YES”,B2+$E$2,B2) 6

7. NESTED FUNCTIONS You can use a function as the parameter for another function. Example: Drop the lowest grade –5 Assignments, 25 points each –SUM(B2:F2, -MIN(B2:F2)) 7

8. PAYMENTS Used for calculating loan payments PMT(rate, number of periods, present value) –Rate is per payment period –Present value of the Loan / Investment 8

9. LOOKUP FUNCTIONS VLOOKUP(value, lookup table, column) –value is the item to look up –the table should use absolute references ($A$1:$B$6) –column is the column in the lookup table to get the return value HLOOKUP(value, lookup table, row) –same as VLOOKUP, but for horizontal lookup tables 9

10. RANGE NAMES Range names make it easier to specify ranges in formulas and find ranges within large spreadsheets –Must begin with a letter or underscore –Only letters, numbers, underscores, and periods You can reference the range in formulas with the name instead of using absolute references 10

11. MANAGING RANGE NAMES Name Box Name Manager Tool –Formulas->Name Manager –Can add, edit, or delete ranges names Use in Formula –Paste Names as documentation –Find name for formula Autocomplete will show range names, double click the name to fill it in 11

12. TEXT MANIPULATION Convert Text to Columns –Data->Text to Columns –Just like importing text files CONCATENATE() –Combines text 12

13. CHANGING CASE PROPER() –Also known as title case –First letter of each word capitalized UPPER() LOWER() 13

14. SUBSTITUTE SUBSTITUTE(text, old text, new text, n) –text: the text you want to make the substitution to –old text: the text you want to remove –new text: the text you want to replace old text with –n: which occurrence to change If n is not specified, all text matching old text will be replaced with new text 14

15. OTHER TEXT FUNCTIONS TRIM() –Removes leading and trailing spaces LEFT(text, n) –Returns the leftmost n characters of text RIGHT(text, n) –Returns the rightmost n characters of text MID(text, start, n) –Returns n characters of text, starting with the character in the position specified by start 15

16. FREEZING ROWS AND COLUMNS View->Freeze Panes Freeze Top Row Freeze First Column Freeze Panes –Freezes all rows and columns above and to the left of the selected cell 16

17. TABLES Tables extend the capabilities of a range of data –Column headings stay onscreen without needing “Freeze Panes” –Sorting/Filtering of data –Table Styles –Total Row –Structured References 17

18. SOME TERMINOLOGY Record –A record is a collection of data about one entity. Each row in a table is one record. Field –A field is an individual piece of data. Each column specifies a field. 18

19. CREATING TABLES Click a cell within the existing range of data, then Insert->Table Verify the range, click Ok Name Table Choose Style 19

20. WORKING WITH RECORDS Records are rows To add a record right click a cell in the row below where you want your new record –Insert->Tables Rows Above To add a record to the end of the table, click a cell in the last row. –Home->Insert->Insert Table Row Below To delete a record, right click a cell in the record –Delete->Table Rows –Or select the cell, Home->Delete->Delete Table Rows 20

21. WORKING WITH FIELDS Fields are columns To add a field right click on a cell in the column to the right of where you want your new record –Insert->Table Columns to the Left To add a field to the right of the table, select a cell in the last column –Home->Insert->Insert Table Column to the Right To delete a field, right click a cell in the column –Delete->Table Columns –Or select the cell, Home->Delete->Delete Table Columns 21

22. SORTING AND FILTERING Each field name has a sorting and filtering dropdown The Sort Dialog Box can be used to sort by multiple fields –Data->Sort Filtering can be turned on and off –Data->Filter 22

23. STRUCTURED REFERENCES Within a table, you may use the field names as references –Names go in brackets –@ indicates the current record –The table name is optional within the table, but required outside the table –TableName[@Field Name] 23

24. TOTAL ROW Table Tools->Design->Total Row –The function used to calculate the total can be chosen via the dropdown –Additional totals can be added for other columns 24

25. CONDITIONAL FORMATTING Like the IF function –If the condition is true, the formatting is applied –If the condition is false, the formatting is not applied Rules –Highlight Cells –Top/Bottom –Data Bars –Color Scales –Icon Sets 25

26. APPLYING CONDITIONAL FORMATTING Home->Conditional Formatting –Highlight Cells applies text and fill colors based on condition –Top/Bottom applies text and fill colors based on top/bottom percentage or top/bottom number of items –Data Bars, Color Scales, and Icon Sets Helps visualize differences between data 26

27. MANAGING CONDITIONAL FORMATTING RULES Home->Conditional Formatting->Manage Rules Can edit, delete, or create new rules 27

28. CHARTS Charts are visual representations of data. Important Chart Terms –Chart Area: entire chart –Plot Area: area where data is displayed –Title: brief description of chart –X-axis: labels and scale or category –Y-axis: labels and scale or category –Legend: labels for colors used 28

29. TYPES OF CHARTS Column/Bar Charts –Clustered –Stacked –100% Stacked Line Charts –Simple –Stacked –100% Stacked Pie Charts –Simple –Exploded Pie –Pie of Pie –Bar of Pie Area Charts –Like line charts, but area below line is filled Scatter Plot 29

30. MORE CHART TYPES Stock Charts –High-Low-Close –Open-High-Low-Close (candlestick) –With or without volume (how many shares were traded) data Surface Chart –3D plot of two variables per category Doughnut Chart –Like pie chart, but can show multiple data series Bubble Chart –Like scatter chart, but shows three variables. –The 3 rd variable controls the size of the bubble Radar Chart 30

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