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Index
Excel 2007 Training
Index Description
1. Quick Access Toolbar i Guide to setting up the quick access toolbar in Excel 2007
2. New Functions i Explanation of new worksheet function available in Excel 2007 eg. IFERROR, COUNIFS, SUMIFS
3. Formatting Techniques i Basic formatting - Text alignment, Font size and style, Word wrapping
ii Format Cells dialogue
iii Merge and Unmerged cells
iv Conditional Formatting
vi Data validation combined with conditional formatting Advanced Topic
4. Page and Print Setup i Page break view and page setup
ii Setting the page "header" and "footer"
5. Short Cut Keys i Most useful Excel keyboard shortcuts
ii Select and move charts
6. IF Statement i Comparison Operators
ii Multiple tests using nested if statements
iii Advanced tests using logical operators
7. Lookup Function i VLOOKUP exact match, nearest match, common mistakes and problems faced by consultants
ii Advanced lookup functions using INDEX, MATCH and OFFSET
8. Autofilter i Common difficulties
9. Goal Seek dialogue i Using Goal Seek to search for the solution
10. Named Ranges i Naming cells and using names to simplify calculations
ii Dynamic Ranges Advanced Topic
11. Go To dialogue i Using the GoTo dialogue to efficiently navigate workbooks
ii. Use the GoTo Special for advanced navigation including: selecting and deleting blank rows Advanced Topic
12. Pivot Tables i The difference between Excel 2007 Pivot tables and classic style Pivot tables (Not yet available)
ii Setting up a pivot table in 2007 and understanding the options available (Not yet available)
iii Advanced pivot table functionality (Not yet available )
13. Charting Not yet available
14. Find & Replace dialogue i Find and Replace options and functionality
ii Use find a replace to modify formatting
iii Use find and replace to modify formulas and references to other workbooks Advanced Topic
15. Array Formulas i What are array formulas
ii Transpose and frequency formulas
iii Advanced queries and calculations using array formulas Advanced Topic
16. Iterative and cyclic calculations Not yet available Advanced Topic
Appendix A. Functions list i. List and description of frequently used Excel functions including examples
ii. Using "Text functions" to cure capitalisation disease
Working draft V1 07/08/2008
Excel 2007 Training
The quick access toolbar is a customisable toolbar found above the menus called ribbons
1. Select the "Office button" at the top right hand side of the Excel window
2. Select "Excel Options" at the bottom of the Office button menu
3. Within options select the "Customize" tab
5. Click Add
6. If you would like to remove a command, select it from your list and click "Remove"
Steps to setting adding your favorite commands to the quick access
toolbar
Investing time in setting up your Excel 2007 quick access toolbar can significantly reduce
frustration and improve productivity when first making the switch from older versions
4. Select your favorite commands from the list on the left. To help find your
favorite commands you can sort by the various command categories from the
pull down menu
- "Popular Commands"
- "Commands Not in the ribbon"
- "All Commands"
- Commands found in the "Home Tab"
etc.
The new "Office Button" replaces the file menu
The quick access customisable toolbar
Excel 2007 menus, also called ribbons
1. QuickAccessToolbar 2/30
Excel 2007 Training
You may wish to shift the quick access toolbar below the ribbon.
6. Check the "Show Quick Access Toolbar below the Ribbon" box in options
or
You may wish to minimise the ribbon so that it only appears when you have your mouse pointer near it
Using the same options menu, select "Minimize the Ribbon"
At the end of the quick access toolbar you will find a menu button shaped as a downward facing arrow. When selected you will find a
set of options. Select "Show Above/Below the Ribbon"
Quick access options menu is found on the right hand side of the toolbar
1. QuickAccessToolbar 3/30
Excel 2007 Training
Syntax : IFERROR(value,value_if_error)
Example: How do I prevent Excel returning an error whenever VLOOKUP can not find the search string
Excel 2003 Solution
=IF(ISERROR(VLOOKUP("Josh", LookupTable, 3, FALSE)), " Value not found", VLOOKUP("Josh", LookupTable, 3, FALSE))
Excel 2007 Solution
=IFERROR(VLOOKUP("Clare”, LookupTable, 3, false), “Value not found”)
Syntax: AVERAGEIF(Range, Criteria, [Average Range])
Excel 2003 Solution - Array formula solution (see section "15. Array formulas")
{=AVERAGE(IF(D45:D49="Coke",E45:E49,""))} 2
Excel 2007 Solution
=AVERAGEIF(D45:D49,"Coke",E45:E49) 2
The "...IFS" functions provide simple solutions to the problems of summing, counting and averaging with multiple criteria.
Syntax: SUMIFS(sum_range, criteria_range1, criteria1 [,criteria_range2, criteria2…])
COUNTIFS(criteria_range1, criteria1 [,criteria_range2, criteria2…])
AVERAGEIFS(average_range, criteria_range1, criteria1 [,criteria_range2, criteria2…])
Example: if a user had the following Database, how could they sum “Units” where Beverage = “Coke” and Name = “Josh”
Database
Name Beverage Units
Josh Sprite 2
Josh Coke 2
Julia Coke 3
Josh Coke 1
Prue Sprite 1
Excel 2003 Solution - Array formula solution (see section "15. Array formulas")
{=SUM(IF(C2:C17="Apple", IF(D2:D17="One", B2:B17, 0), 0))} 3
The formula is hard to set up correctly, many users do not know about array formulas, and it is harder to read/debug.
Excel 2007 Solution
=SUMIFS(E44:E48,C44:C48,"Josh",D44:D48,"Coke") 3
The formula is much simpler to write, easier to read, and doesn’t require array entry.
COUNTIFS and AVERAGEIFS, also new to Excel 2007, work the same way with the same benefits.
Excel 2007 has added five new and very useful functions to the Excel function library
AVERAGEIF provides a single function to conditionally average a range of numbers based on a specific criteria – a complement to SUMIF and COUNTIF.
IFERROR simplifies error checking by providing a simple method to catch errors - an extension of ISERROR.
Example: returns the average of "Units" where the corresponding value in "Column Beverage" is equal to "Coke"
New Function 3,4,5: SUMIFS / COUNTIFS / AVERAGEIFS
New Function 1: IFERROR
New Function 2: AVERAGEIF
2. New Functions 4/30
Excel 2007 Training
Excel offers many formatting options for the contents of cells
Most formatting option can be accessed from the "Home" RibbonHome -> Font Group & Alignment Group & Number Group
The most regularly used options should be included in the quick access toolbar
Text Alignment Toggle Gridlines
View -> Show/ Hide Group -> Gridlines
Bold, Italic and Underline
Note Keyboard shortcuts are useful: Ctrl + B, Ctrl + I, Ctrl + U
Font Style and Size
Borders
Wrap Text Row and Column height and width
3. Formatting 5/30
Excel 2007 Training
The "Format Cells" dialogue provides quick access to advanced formatting options for selected cells
The Format Cells dialogue can be accessed by right-clicking on the selected area
Orientation
Text Alignment Jo
sh
Cla
re
Ch
loe
Caro
lyn
Borders
Number Formats
Right Indent 1:
Align Left:
Left Indent 1:
Left Indent 2:
Super BAs
Align Right:
=NOW()
3.97E+04
The Sample Field is excellent for
previewing different category and
custom formats
General:
Text:
Scientific:
Time:
Date:
Date Custom:
1:41:34 AM
8/08/2008
08-Aug-08
8/08/2008 1:41
3. Formatting 6/30
Excel 2007 Training
Merge & Unmerge are useful when developing forms such as RFI/RFP
To find the merge commands:
Home -> Alignment Group - > Merge & Centre pull down
Quick Access Buttons
Merge All Unmerge All Merge Across
Notes
When Merging cells data in the target cells may be lost
When accessing the value of a Merged group, reference the top left
cell of the merged group only. Excel 07' now selects the top left cell
automatically.
Hello
3. Formatting 7/30
Excel 2007 Training
Conditional Formatting can be used to add dynamism to formatting in worksheets and forms
To open the Conditional Formatting dialogue:
Home -> Styles Group -> Conditional Formatting
Harvey Balls Tip:
4
3
2
1
0
Error Checking
Highlight All Numbers less than zero
4
3
-2
-1
0
Formatting Example
Improve readability of Excel
models by using conditional
formatting to alternate row and/or
column colours
Use Custom Number Formats to remove
numbers next to balls
Advanced Formatting Example
3. Formatting 8/30
Excel 2007 Training
Data Validation can be used to prohibit invalid inputs to forms and prompt correct inputs
To open the Data Validation dialogue
Data - > Data Tools Group -> Data Validation
Example 1
Data validation with prohibitive error alert
Example 2
Data validation with warning only
Example 3
Data validation with conditional formatting
Is your company a distributor?
(Yes/No)No
How many manufacturers does
your company represent as a fully
authorized distributor?
3. Formatting 9/30
Excel 2007 Training
The easiest way to format a spreadsheet for print is to use the page break
To go to Page Break View: View -> Page Break
To return to Normal View: View -> Normal
Example
Set the print range
1. Drag and place the blue lines to set the print range
2. Insert Page breaks by right clicking on the desired column number and selecting insert page break
Set the page setup and Header/Footer
3. Open the Page Setup dialogue (In page break view Right Click -> Page Setup, or in Print Preview select Page Setup in top left hand corner)
4. Set the page orientation and adjust the page scale
Set the Header/Footer
5: Set the page count using the page numbers option
All Spreadsheet to be handed to clients or sent to suppliers should be formatted for printing like any
deliverable
Note: On Selecting Fit to - Excel will ignore defined page breaks and automatically set the page breaks as to best fit the number of pages. This
may be an undesired outcome if tables should not be split between pages. Instead manually set the Adjust to scale
Print Setup Example
4. Page Setup 10/30
Excel 2007 Training
Shortcut keys can greatly improve efficiency when using Excel
http://office.microsoft.com/en-us/excel/HP100738481033.aspx?pid=CH100947761033#Other
Excel shortcut and function keys for Microsoft Office Excel 2007
Short Cuts Using the Application Key
Selecting data
Ctrl+Spacebar Select the entire column
Shift+Spacebar Select the entire row
F8 Turn on extending a selection by using the arrow keys
Ctrl+Shift+End Extend the selection to the last used cell on the worksheet (lower-right corner)
Ctrl+Shift+Home Extend the selection to the beginning of the worksheet
Ctrl+Shift + Arrow Key Extend the selection to the last nonblank cell in the same column or row as the
active cell
(Hold Shift) + Arrow Key Extend the selection to include the next row or column
Shift+F8 or hold down CTRL Add another range of cells to the selection; or use the arrow keys to move to the
start of the range you want to add, and then press F8 and the arrow keys to select
the next range
Ctrl +Shift+* This key combination selects the current range around the active cell, the area
defined as the largest rectangle of data surrounded by white space.
Navigating within a worksheet
CTRL + Arrow Key Moves selection to the end of the range
Dialogue Boxes
Shift + F7 Brings up Thesaurus
F1 Help
Ctrl + F Displays the Find dialog box
Ctrl + G Displays the GOTO command
Ctrl + F3 Brings up the name Manager
F3 Brings up the Paste Name Dialogue
Standard Actions
Ctrl + S Save
Ctrl + P Print
Ctrl + N New workbook
Ctrl + O Open
Ctrl + C Copy
Ctrl + X Cut
CTRL + V Paste
Ctrl + D Fill down
Ctrl + R Fill right
Ctrl + ` Toggle show formulas option
This section list only a select few useful shortcuts
For additional shortcuts a good reference for the new Excel 2007 is Microsoft Website:
The shortcuts made available by the application key can greatly improve productivity.
To access paste special:Alt -> e -> sorApplication key -> s
To access format cellsApplication kept -> f
Insert a New RowSelect number of rows to insertApplication key -> I
Delete a RowSelect rows to deletesApplication key -> d
5. Short Cut Keys 11/30
Excel 2007 Training
Use IF statements to perform two alternative operations based on specified criteria
Syntax: IF(logical_test,value_if_true,value_if_false)
Comparison Operators:
Example: Are colour 1 and 2 the same
Colour 1 Colour 2
BLACK BLACK
Output
If statements can be used combined or "Nested" to facilitate more tests and outcomes
Note: Up to 7 IF statements or up to 256 characters
Logic Trees can be used to plan or explain expressions: Example: Does Colour 1 match any of Colour 2,3, or 4
Colour 1:
Logical Expression 1 BLUE
Colour 2
TRUE FALSE PURPLE
Colour 4
Logical Expression 2 Outcome 3 ORANGE
Colour 3
TRUE FALSE WHITE
Output
Outcome 1 Outcome 2
Logical Operators
AND Returns TRUE if all arguments are TRUE (Logical conjunction)
OR Returns TRUE if all any of its arguments are TRUE (Logical disjunction)
NOT Reverses the logic of its arguments (Logical Negation)
r p q
Colour 1 = Colour 2 OR (Colour 2 = Colour 3 AND Colour 2 <> BLACK)
s
Example 3: Is Colour 1 equal to Colour 2 OR ( Colour 2 equal to Colour 3 and Colour 1 is not black )
Colour 1 Colour 2 Colour 3
BLUE BLUE BLACK
Output
Equation:
=IF( OR(C80=D80,(AND(D80=E80,D80<>"BLACK"))),"Expression True","Expression FALSE")
Note: it is not often not necessary to nest operators of the same type. Up to 30 conditions
eg. OR(exp1,(OR(exp2,(OR(exp3,exp4))))) = OR(exp1,exp2,exp3,exp4)
Logical Expressions are truth test , formed by comparing two values using a comparison operator. The result of the comparison being
TRUE or FALSE
= Equal to (Logical Equality)
>= Greater Than or equal to
> Greater Than < Less Than
<= Less Than or equal to
<> Not Equal to
Expressions must be built up of pairs of values, with the overall output still Boolean i.e. TRUE or FALSE. Brackets are useful to group the
smaller expressions.
Expression True
Colour Same
No Match
Logical Operators can be used to "build up" Logical Expressions to incorporate more than
two values and one comparison operator
6. IF Statement 12/30
Excel 2007 Training
Syntax: VLOOKUP(lookup value, table range, column index, [range lookup] )
Vertical lookup - Exact match
Try changing the Lookup Value, or Column Index to the right
Database
Name Beverage Units Lookup Value: Lorin
Josh Sprite 4 Column Index: 2
Julia Coke 7 Table Range: C31:E35
Prue Coke 10 Column Name: Beverage
Lorin Coke 3
Paul Sprite 2 Equation:
Output: Coke
Vertical lookup - Closest Value
Database
Income Tax Rate(1)
$0 - $9,999 -$ 15% Lookup Value: 104,000$
$10,000 - $29,999 10,000$ 30% [range lookup] TRUE
$30,000 - $99,999 30,000$ 34% Column Index: 2
$100,000 and over 100,000$ 40%
Equation:
Output: 40%
Points to look out for
i. Closest Value Match Requires Lookup column in ascending order. Hint: use sort
Ascending Type Example
Ascending number -2, -1, 0, 1, 2,
Ascending Dates January - December
Alphabetic A-Z
ii. Watch out for numbers formatted as text. Hint multiply all by 1
Number formatted as Text: 10
Formatted as a Number: 10
Cells are not Equal - Equality: FALSE
iii.
iv.
v. Cannot lookup or use the search function for strings containing forbidden characters eg. "~".
Two text fields may occasionally appear equal, but the number of spaces before or after the
text may prohibit Vlookup from finding an exact match. The trim function can often resolve
this problem by removing all spaces from text except for single spaces between words.
Vlookup is a simple search and lookup function, but there are
many checks to ensure the lookup works correctly
If there are more than one exact match. Excel returns the first occurrence, searching from the
top of the lookup column downwards
VLOOKUP("Prue",C30:E35,3,FALSE)
[range lookup] is an optional argument. If False, Excel looks for an exact match as in the
example above. If no exact match is found Excel returns #N/A. If however, [Range lookup] is
TRUE or omitted and no Exact Match exists, Excel assumes the lookup column appears in
numeric ascending order and looks for the closest value that is less than the lookup value.
VLOOKUP(H52,E52:F55,H54,H53)
7. Lookup Functions 13/30
Excel 2007 Training
The Filter Tool and Advanced Filter Tools are useful during data categorisation
To activate Autofilter: Data -> Sort Group -> Filter
Tips when using Auto Filter:
Filter Symbol & Heading Bar
Subtotal Options
Function_num Function_num
(includes hidden values) (ignores hidden values)
1 101 AVERAGE
2 102 COUNT
3 103 COUNTA
4 104 MAX
5 105 MIN
6 106 PRODUCT
7 107 STDEV
8 108 STDEVP
9 109 SUM
10 110 VAR
11 111 VARP
Advanced Filter and Remove Duplicates can be used to Select unique values
To activate remove duplicates: Data -> Sort Group -> Remove Duplicates
New to office 2007, Remove duplicates can be applied over multiple rows and columns
To activate advanced Filter : Data -> Sort Group -> Advanced
Advanced filter is an existing functionality from Office 00'
Do not try to sum or count filtered data using the standard functions. instead use the subtotal command or a
pivot table.
Rather than removing duplicates, Advanced Filter allows unique values
to be selected and copied to an alternate location.
Function
Select the Range over which you would like to apply the autofilter - this ensures the filter does not end at the
first blank row
Before commencing work on a worksheet with filters, first check to
ensure the filter is not active. Row numbers will turn blue and a
filter symbols will appears above columns to which a filter has
been applied.
Avoid using "Freeze Panes" setting when applying autofilters as this function as it can make the location of
the top o the filter confusing.
Autofilters only hide rows. Thus, be careful of copying and pasting data to and from autofiltered ranges. Copy
and Paste functions applied to all hidden rows in Excel 2003, causing problems when categorising data. This
problem has been resolved in Excel 2007 except when using the paste special command.
Please ensure any client using Excel 2003 does not use paste or autofill down with autofilters. Advise
instead to use the drag and copy function.
8. Autofilter 14/30
Excel 2007 Training
Example Database
Subtotal 265
Sum 232
Officer Day Hours
David Mon 1
David Tue 3
David Wed 2
David Thu 3
David Fri 3
David Sat 1
David Sun 2
Phil Mon 13
Phil Tue 13
Phil Wed 13
Phil Thu 13
Phil Fri 13
Phil Sat 13
Phil Sun 13
Jeremy Mon 7
Jeremy Tue 8
Jeremy Wed 6
Jeremy Thu 3
Jeremy Fri 3
Jeremy Sat 5
Jeremy Sun 3
Peter Mon 13
Peter Tue 13
Peter Wed 13
Peter Thu 13
Peter Fri 13
Peter Sat 13
Peter Sun 13
Simon Mon 8
Simon Tue 3
Simon Wed 6
Simon Thu 3
Simon Fri 2
Simon Sat 3
Simon Sun 8
8. Autofilter 15/30
Excel 2007 Training
Goal Seek is a useful numeric equation solver
To open Goal Seek: Data -> Data Tools Group - > What-If Analysis - > Goal Seek
Solver Parameters
Set Cell The cell containing the formula that calculates the information you seek
To Value The target value - the value for which you want the set cell to equal
By Changing
Cell The input cell that Excel changes - the value you want to know
Example
What sales volume do I need to break even?
Formula
Profit = Revenue - Cost
profit ($19,500.00)
volume 10000
price $3
unit cost 0.45
fixed cost 45000
revenue $30,000.00
variable cost 4500.00
Goal Seek Options: Office Button -> Excel Options -> Formulas
Change Accuracy:
Iterations:
Limitation: if problem has more than one solution - Goal seek will only find one answer
Goal seek enables the computation of the input to a problem for which the output is known
"Maximum Change " - Goal seek will solve to an accuracy of "Maximum change" - default of 0.001
meaning accurate to -0.001 -> 0.001
"Maximum Iterations " - For difficult problems the maximum number of iterations may need increasing
to ensure convergence
Intermediary
9. GoalSeek 16/30
Excel 2007 Training
Cell names can be modified using the Name box found next to the formula bar
Names can be managed, changed and deleted using the Name manager
To open paste the Paste Name dialogue: Formulas -> Define Name Group -> Use in Formula or F3
Naming the answer to the ultimate question 42
Using the ultimate answer in a formula 84
Using hyperlinks with named ranges for navigation Click here to go to the ultimate answer
To open the Name Manager: Formulas -> Define Name Group -> Name Manage or Ctrl + F3
Use names to clarify formulas, keep track of constants or build a worksheet
index
10. Named Ranges 17/30
Excel 2007 Training
Example - Using Dynamic Ranges with Graphs
Try adding/removing data points
x values y values
1 32
2 42
3 55
4 65
5 77
6 55
7 63
8 50
Example - Using Dynamic Ranges with Pivot Tables
Try adding/removing data points or adding a new data column. Click Refresh on Pivot table after a change is made.
Name Beverage Units
Josh Sprite 2
Josh Coke 2
Julia Coke 3
Josh Coke 1
Prue Sprite 1
Name (All)
Sum of Units
Beverage Total
Coke 6
Sprite 3
Grand Total 9
Dynamic Ranges are a simple and effective technique to ensure data updates
are passed through to charts or pivot tables
Dynamic ranges are particularly useful when setting up analytic models where the input data is constantly changing,
regularly updated, uncertain and/or variable in size. Particularly useful in Sourcing Engagements!!!
A dynamic range works by combining the Naming functionality of Excel with the OFFSET and COUNT (or COUNTA)
commands.
0
20
40
60
80
100
0 2 4 6 8 10
Dynamic Range Example
10. Named Ranges 18/30
Excel 2007 Training
How it works:
1.
2.
3.
4. When selecting data for a chart, simply paste the range name in the series box
5. When using a Named Range to define the Pivot Table database, simply type in the name of the range .
In Excel 2003, it is necessary to proceed the range name with the file name. This will automatically update when the
file is saved under a new name
Excel can keep track of any new data entries and/or new column fields by counting the number of rows and columns
containing data . Hint : it is possible to count all entries in an entire row or column eg. COUNTA(B:B) or
COUNTA(2:2)
The OFFSET command is used to select the database range dynamically by using count to define the width and
height of the range.
-height and width defines the number of rows and columns that define the range. To set the range as dynamic
count (or counta) are used to select the size of the range
To name the range click Formulas -> Define Name Group -> Name Manage
Syntax: OFFSET(reference,rows,cols,height,width)
Click New, Choose the Name and select the desired dynamic range using the Offset formula
- reference refers to the first cell of the range
- rows and cols defines the number of rows and columns from the reference cell to start the range (typically 0 if
reference is selected as the first cell of the range).
10. Named Ranges 19/30
Excel 2007 Training
Go To and Go To Special are Excel's most powerful navigation tool
To open Go To: Ctrl + g
Josh
Clare
Chloe
Carolyn
The Go To Tool will allow you to select all named cells
and ranges:
In the reference field, it is possible to type the desired cell reference or range. Try complex combinations, eg:
"K:K,N:N,10:10,15:15"
Note: References to difference worksheets are proceeded with the worksheet name and an exclamation mark as
follows: 'Worksheet Name'!A1
11. GoTo 20/30
Excel 2007 Training
Example 1: Delete blank rows
Example data - remove the blank rows in the data below
Row1 Row1 Row1
Row2 Row2 Row2
Row3 Row3 Row3
Row4 Row4 Row4
Row5 Row5 Row5
Row6 Row6 Row6
Row7 Row7 Row7
Row8 Row8 Row8
Row9 Row9 Row9
Row10 Row10 Row10
Example 2: Select precedents and/or dependent cells.
Precedents
Precedents are the inputs to a formula in the active cell
Dependents
Dependents are cells contain formulas that refer to the active cell
Use Go To Special to select the precedents to the formula in C
Formula: 1 + 2 = 3
A B C
1 2 3
Precedents to Cell C Direct Dependent to Cells A & B
Often data is provided by a client in a very rough format.
Regularly the data has missing/blank rows that must be
removed. It can be tedious to manually select and delete
these gaps. Go-To Special offers a quick and effective
approach.
Select the entire column or desired range. Use Go-To
Special to select the blank cells. Delete the blank cells
(Application key -> d). Select "Entire Row".
The Go To Special dialogue allows the quick and easy selection of objects,
comments, or cells with special characteristics or entries.
11. GoTo 21/30
Excel 2007 Training
To Insert a Pivot Table:
Insert -> Tables Group -> Pivot Tables
Example Pivot table
Toggle between 07'
Pivot Table and
Classic Pivot Style
Excel 2007 Pivot Tables
Pivot Table Example
12. PivotTables 22/30
Excel 2007 Training
Short cut to open Find and Replace: Ctrl + f
Warning! before using "Replace All" save a backup of your worksheet and make sure you set all options correctly
The find and replace dialogue can be used to assist in many ways, from replacing text, changing
cell formats to locking formula references
Search contents of cell formulas, cell values, or cell
comments
Search only active sheet or all sheets in active
workbook
Search by rows or columns (only important in large
datasets) Match entire contents of cell (only finds cells
where the entire contents exactly matches the search text
tosearch within cell content - very useful for
modifying formulas.
Instead of searching for a value, search for particular formatting and replace with a
different formatting
Find exact match taking case (capital letters) or ignoring case (eg Hello = heLLo)
14. Find And Replace 23/30
Excel 2007 Training
Example 1 - Use Find and Replace to change formatting
10.0% 10% $0.10
20.0% 20% $0.20
30.0% 30% $0.30
40.0% 40% $0.40
50.0% 50% $0.50
Example 2 - Use Find and Replace to change a formula by locking all cells referring to column C
Column C
Resulting
Formulas
(text)
1 1 =C14 1 =$C$14
2 2 =C15 2 =$C$15
3 3 =C16 3 =$C$16
4 4 =C17 4 =$C$17
5 5 =C18 5 =$C$18
6 6 =C19 6 =$C$19
7 7 =C20 7 =$C$20
Example 3 - Use Find and Replace to change a reference to another worksheet or even workbook
It is not uncommon to link/reference data between two separate workbooks.
For example you may keep all your assumption separate in one workbook and reference your assumption in another workbook making your calculations
Unfortunately, if you change the name of your reference workbook the link is not updated.
One way to resolve this is to search for the original workbook name within your formulas and replace with the new workbook name
Assumptions1.xlsx (old assumption) Calculations.xlsx workbook referencing old assumptions
A B A B C D
1 1
2 Assumption 1 3.141593 2 =[Assumptions1.xlsx]Sheet1!A2
3 Assumption 2 5 3 =[Assumptions1.xlsx]Sheet1!A3
4 4
Assumptions2.xlsx (updated workbook) Calculations.xlsx workbook referencing new assumptions
A B A B C D
1 1
2 Assumption 1 6.283185 2 =[Assumptions2.xlsx]Sheet1!A2
3 Assumption 2 10 3 =[Assumptions2.xlsx]Sheet1!A3
4 4
Extension of Example 3
To check all formulas are updated correctly, toggle the formulas option
Formulas -> Formula Auditing Group -> Show Formulas
CTRL + `
Change to "Currency with 2
decimals" and yellow background
Search for "=" and format
"Percentage with 1 decimal" Replace with zero decimal points
This method can also be used when moving/copying a worksheet from 1 workbook (eg a template) into another workbook. When you copy a worksheet
from 1 workbook to another, all the formulas reference the original workbook. If you want to update all the formulas so they now reference the new
workbook simply do a search for "[oldworkbook.xlsx]" and replace with nothing ""
Original Formulas
(text)
Look in Formulas and replace
"=C" with "=$C$"
Restulting Formulas
(values)
Original Formulas
referring to column C
(values)
search and replace within formulas
"[Assumptions1.xlsx"] with "[Assumptions2.xlsx]"
14. Find And Replace 24/30
Excel 2007 Training
Array formulas act on ranges of cells and can return a result in either a single or range of cells
Array formulas can be recognised by curly braces "{" surrounding the formula
The Frequency Array Formula is a useful in performing frequency analysis
Syntax: {=FREQUENCY(data array , bin array )}
Equation:
{=FREQUENCY(B29:B37,C29:C31)}
data array bin array Frequencies Bin Ranges
79 70 1 <=70
85 79 2 >70 <=79
79 89 4 >79 <= 89
85 2 >89
70
81
95
89
97
Example slide
using Histogram
Array Formulas often provide an efficient approach to performing complex
calculations
Some useful Excel inbuilt functions can only be implemented as array formulas eg. Frequency, Transpose
When Entering an array formula, you must first select the cell or range of cells you want Excel to place the
formula results. Then, after entering the formula, you must press Ctrl + Shift + Enter
The frequency function counts how many values in an array "data array " occur within given value ranges "bin
array ". This function can be used to generate custom histograms
0
1
2
3
4
5
<=70 >70 <=79 >79 <= 89 >89
Data Histogram
Example Histogram
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Count unique values among duplicates
Equation:
{=SUM(IF(FREQUENCY(MATCH(B2:B10,B2:B10,0),MATCH(B2:B10,B2:B10,0))>0,1))}
Data Number of unique values
1 4
Josh
Julia
Josh
Prue
1
Count the number of unique text and number values in cells B2:B10 (which must not contain blank cells)
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Syntax: =TRANSPOSE(data range )
Equation:
{=TRANSPOSE(C33:C36)}
data range Transposed range
January January February March April
February
March
April
Summing data with a single criterion
Database
Name Beverage Units
Josh Sprite 2
Josh Coke 2 5
Julia Coke 3
Josh Coke 1
Prue Sprite 1 5
Summing data with criterion that uses two columns(1)
How many units for "Name=Josh " and "Product=Coke "
{=SUM((C48:C52="Josh")*(D48:D52="Coke")*E48:E52)} Can now be implemented using SUMIFS
3
How many units for "Name=Josh " or "Product=Coke"
{=SUM(IF((C48:C52="Josh")+(D48:D52="Coke"),1,0)*E48:E52)}
8
How it works
Josh AND Coke Josh OR Coke
(C48:C52=
"Josh")
(D48:D52=
"coke")
Conditions
Product
Condition
Product*Units Conditions Sum
Units*
if(cSum1,0)
TRUE FALSE 0 0 1 2
TRUE TRUE 1 2 2 2
FALSE TRUE 0 0 1 3
TRUE TRUE 1 1 2 1
FALSE FALSE 0 0 0 0
Total 3 Total 8
The TRANSPOSE function is an array function that changes rows of a
selected range into columns and vice versa
The proportion of the formula (C48:C52="Josh ") creates a Boolean array, the same size as C48:C52. For each
entry of the array that equals "Josh " the array stores the value TRUE, otherwise FALSE. On multiplying the two
Boolean arrays a new array is created essentially representing the AND function. Summing the two Boolean arrays
essentially mimics the OR function.
Array formulas present a simple means to make complex queries on data,
beyond the capabilities of the standard inbuilt function library
How many units for "Name=Josh"
{=SUM(IF(C48:C52="Josh",E48:E52,0)})
=SUMIF(C48:C52,"Josh",E48:E52)
Counting using an OR condition
cannot be replicated using the new
COUNTIFS function. For this query
the only solution is using an array
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For a complete listing of all available function, visit Microsoft's website
http://office.microsoft.com/en-us/excel/HP052042111033.aspx#Text%20functions
Logical functions
Lookup and reference functions
Statistical functions
Information functions
Date and time functions
Text functions
Engineering functions
Financial functions
Math and trigonometry functions
External functions Not regularly required by consultants
Database functions
Function Description
AND
FALSE
IF
NOT
OR
TRUE
Function Description
ADDRESS
CHOOSE
COLUMN
COLUMNS
GETPIVOTDATA
HLOOKUP
HYPERLINK
INDEX
INDIRECT
MATCH
OFFSET
ROW
ROWS
TRANSPOSE
VLOOKUP
Function Description
AVERAGE
AVERAGEA
COUNT
COUNTA
COUNTBLANK
COUNTIF
FORECAST
FREQUENCY
GROWTH
LARGE
LINEST
MAX
MEDIAN
MIN
MODE
PERCENTILE
PERCENTRANK
RANK
SMALL
STANDARDIZE
STDEV
VAR
Returns TRUE if all of its arguments are TRUE
Returns the logical value FALSE
Specifies a logical test to perform
Reverses the logic of its argument
Returns TRUE if any argument is TRUE
Returns a reference as text to a single cell in a worksheet
Chooses a value from a list of values
Returns the column number of a reference
Returns the average of its arguments
Returns the average of its arguments, including numbers, text, and logical values
Counts how many numbers are in the list of arguments
Counts how many values are in the list of arguments
Returns the number of columns in a reference
Returns data stored in a PivotTable
Looks in the top row of an array and returns the value of the indicated cell
Creates a shortcut or jump that opens a document stored on a network server, an intranet, or the Internet
Uses an index to choose a value from a reference or array
Returns a reference indicated by a text value
Returns the k-th percentile of values in a range
Returns the percentage rank of a value in a data set
Returns the rank of a number in a list of numbers
Counts the number of blank cells within a range
Counts the number of nonblank cells within a range that meet the given criteria
Looks up values in a reference or array
Returns a reference offset from a given reference
Returns the row number of a reference
Returns the number of rows in a reference
Returns the transpose of an array
Looks in the first column of an array and moves across the row to return the value of a cell
Statistical functions
Returns a value along a linear trend
Returns a frequency distribution as a vertical array
Returns values along an exponential trend
Returns the k-th largest value in a data set
Returns the parameters of a linear trend
Returns the maximum value in a list of arguments
Returns the median of the given numbers
Returns the minimum value in a list of arguments
Returns the most common value in a data set
Returns the k-th smallest value in a data set
Returns a normalized value
Estimates standard deviation based on a sample
Estimates variance based on a sample
Excel's function library is categorised into 11 groups with the most commonly used functions listed
below
List of worksheet functions (by category)
Most database functions eg: DCOUNT, DAVERAGE, DSUM have been superseded in functionality made available
through COUNTIFS, AVERAGEIFS, SUMIFS
Logical functions
Returns the logical value TRUE
Lookup and reference functions
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Function Description
CELL
ERROR.TYPE
ISBLANK
ISERR
ISERROR
ISEVEN
ISNA
ISNONTEXT
ISNUMBER
ISODD
ISTEXT
N
Function Description
DATE
DAYS360
EOMONTH
HOUR
MONTH
NETWORKDAYS
NOW
TIME
TODAY
YEAR
Function Description
CHAR
CLEAN
CONCATENATE
DOLLAR
EXACT
FIND, FINDB
FIXED
LEFT, LEFTB
LEN, LENB
LOWER
MID, MIDB
PROPER
REPLACE, REPLACEB
REPT
RIGHT, RIGHTB
SEARCH, SEARCHB
SUBSTITUTE
TEXT
TRIM
UPPER
VALUE
Example text: CapitalISes THE first LETTER in eAch woRd of a tExt vAlUe
=PROPER(D201) Capitalises The First Letter In Each Word Of A Text Value
=UPPER(LEFT(D201,1))&LOWER(RIGHT(D201,LEN(D201)-1)) Capitalises the first letter in each word of a text value
=TRIM(E205) Capitalises the first letter in each word of a text value
Function Description
CONVERT
=CONVERT(1, "lbm", "kg")
Returns TRUE if the value is blank
Returns TRUE if the value is any error value except #N/A
Returns TRUE if the value is any error value
Returns TRUE if the number is even
Returns the serial number of the current date and time
Returns the serial number of a particular time
Returns a value converted to a number
Date and time functions
Returns information about the formatting, location, or contents of a cell
Returns a number corresponding to an error type
Information functions
Returns TRUE if the value is the #N/A error value
Returns TRUE if the value is not text
Returns TRUE if the value is a number
Returns TRUE if the number is odd
Returns TRUE if the value is text
Returns the serial number of today's date
Returns the character specified by the code number
Removes all nonprintable characters from text
Returns the serial number of a particular date
Calculates the number of days between two dates based on a 360-day year
Returns the serial number of the last day of the month before or after a specified number of months
Converts a serial number to an hour
Converts a serial number to a month
Returns the number of whole workdays between two dates
Repeats text a given number of times
Joins several text items into one text item
Converts a number to text, using the $ (dollar) currency format
Checks to see if two text values are identical
Finds one text value within another (case-sensitive)
Formats a number as text with a fixed number of decimals
Returns the leftmost characters from a text value
Returns the number of characters in a text string
Converts text to lowercase
Returns a specific number of characters from a text string starting at the position you specify
Capitalizes the first letter in each word of a text value
Replaces characters within text
Finds one text value within another (not case-sensitive)
Substitutes new text for old text in a text string
Formats a number and converts it to text
Removes spaces from text
Converts text to uppercase
Example
Converts 1 pound mass to kilograms
Converts a serial number to a year
Text functions
Converts a text argument to a number
Example - cure for Capitalisation disease
Engineering functions
Converts a number from one measurement system to another
Returns the rightmost characters from a text value
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Function Description
ACCRINT
ACCRINTM
AMORDEGRC
AMORLINC
DB
EFFECT
FV
NPV
PV
RATE
RECEIVED
XNPV
YIELD
Function Description
ABS
CEILING
EXP
FLOOR
INT
LOG
LOG10
MMULT
MOD
MROUND
PI
POWER
PRODUCT
RAND
RANDBETWEEN
ROMAN
ROUND
SQRT
SUBTOTAL
SUM
SUMIF
SUMPRODUCT
Example Number: 3.141592654
=ROUND(D262,1) 3.1
=CEILING(D262,0.1) 3.2
=FLOOR(D262,0.1) 3.1
=MROUND(D262,0.01) 3.14
Returns the depreciation of an asset for a specified period by using the fixed-declining balance method
Returns the accrued interest for a security that pays periodic interest
Returns the accrued interest for a security that pays interest at maturity
Returns the depreciation for each accounting period by using a depreciation coefficient
Returns the depreciation for each accounting period
Rounds a number down to the nearest integer
Returns the logarithm of a number to a specified base
Returns the base-10 logarithm of a number
Rounds a number down, toward zero
Returns the effective annual interest rate
Returns the future value of an investment
Returns the net present value of an investment based on a series of periodic cash flows and a discount rate
Returns the present value of an investment
Returns the interest rate per period of an annuity
Returns the amount received at maturity for a fully invested security
Returns the net present value for a schedule of cash flows that is not necessarily periodic
Returns the absolute value of a number
Rounds a number to the nearest integer or to the nearest multiple of significance
Returns e raised to the power of a given number
Financial functions
Returns the yield on a security that pays periodic interest
Math and trigonometry functions
Returns the sum of the products of corresponding array components
Example
Returns the matrix product of two arrays
Returns the remainder from division
Returns a number rounded to the desired multiple
Returns the value of pi
Returns the result of a number raised to a power
Multiplies its arguments
Returns a random number between 0 and 1
Returns a random number between the numbers you specify
Converts an arabic numeral to roman, as text
Rounds a number to a specified number of digits
Returns a positive square root
Returns a subtotal in a list or database
Adds its arguments
Adds the cells specified by a given criteria
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Recommended