Microsoft Excel III Advanced

Massey University

Semester One 2012

Semester 1, 2012

MS Excel III Page 1

Aidan Wood & Robert Hallam IT Assistant Information Commons Massey University Library – Te Putanga ki te Ao Matauranga Private Bag 11222 Massey University Palmerston North Phone: 06 356 9099, extn 2121 Email: library@massey.ac.nz http://library.massey.ac.nz/aboutus/informationcommons.htm For information about the Massey University MS Office course see the training section on the ITS website http://its.massey.ac.nz

To book for course see the booking form under face to face / Manawatu Example exercise questions can be found under face to face / course files

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Table of Contents Using Formula ................................................................................................................................. 3

Common Functions/ Formula....................................................................................................... 3

Calculations using AutoSum ............................................................................................................ 4

Troubleshooting .......................................................................................................................... 4

AutoFill ........................................................................................................................................... 6

Absolute Cell Addressing – e.g., $B$4 .............................................................................................. 7

IF statement .................................................................................................................................... 9

Basic IF Statement ....................................................................................................................... 9

Displaying a blank cell with IF statement.................................................................................... 11

Nested IF statements .................................................................................................................... 12

Using Goal Seek ............................................................................................................................ 14

Using Data Tables .......................................................................................................................... 15

Linking cells ............................................................................................................................... 17

Linking worksheets .................................................................................................................... 17

Linking workbooks ..................................................................................................................... 18

Updating links automatically ...................................................................................................... 19

Updating links manually ............................................................................................................. 20

Finding what kinds of linking the worksheet has ........................................................................ 21

Editing the Source ...................................................................................................................... 21

3D referencing (calculation) .......................................................................................................... 22

Referencing to the same cell ...................................................................................................... 22

Inserting header and footer .......................................................................................................... 23

Displaying formula in cells ............................................................................................................. 27

Example Questions .................................................................................................................... 28

Easy ........................................................................................................................................... 28

Advanced ................................................................................................................................... 29

The result is going to be in the cell A5.

Name Box indicates that the active cell is A5 (Column A, Row 5)

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Trend line of the series

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Using Formula Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). To select a formula 1. Select the cell where you would like to

put the answer 2. Formulas tab > Formula Library Group >

Click on Insert function button 3. Select a category 4. Select a function 5. OK

Common Functions/ Formula SUM Adds cells =SUM(A1, B1, C1) Adds the value in cells A1 B1 and C1 =SUM(A1:A6) Adds the values in the cells A1 through to A6 MAX Finds the maximum value =MAX(A1, B1, C1) Finds the Maximum value in cells A1 B1 and C1 =MAX(A1:A6) Finds the maximum values in the cells A1 through to A6 MIN Finds the minimum value =MIN(A1, B1, C1) Finds the Minimum value in cells A1 B1 and C1 =MIN(A1:A6) Finds the minimum values in the cells A1 through to A6 PRODUCT Finds the product of cell values (ie multiplies the numbers)

= PRODUCT(A1, B1, C1) Finds the Product of cells A1 B1 and C1 = PRODUCT(A1:A6) Finds the Product of cells A1 through to A6

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Calculations using AutoSum

Microsoft Excel Is this everyone’s favourite? There are a number of different ways of entering and editing formulae in Microsoft Excel, and all formulae begin with an equal sign (=). Auto Sum - This will automatically calculate the total value of a range of cells. 1. Click on the cell in which you want the result to appear

2. Click on the AutoSum button on the tool bar.

3. Excel will surround the range (eg. A1:A4) with a blinking dashed border called a running marquee.

The result is going to be in the cell A5.

Name Box indicates that the active cell is A5 (Column A, Row 5)

Troubleshooting When Excel surrounds cell references that you don’t want to include in your calculation, re-select (click and drag) the cells range that you want to calculate. (The running marquee is still blinking at this stage.) After that, go to step 4. If you want to redo it from the beginning, press the Esc key to remove the running marquee.

Double check the cells are correct

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4. Click the AutoSum button on the tool bar again or press Enter.

Note: If you want to check your calculation, you can do this on the status bar.

Select the cell range that you would like to check the sum of, and the sum will be displayed in the status bar.

Other common functions The AutoSum button has a drop list of the most common functions.

Your result

Click this drop-down arrow.

Have I done it correctly?

If you like to use shortcuts, the shortcut key for Auto Sum is

Or, another quicker way is double click on the AutoSum icon at step 2!

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AutoFill

Microsoft Excel Remember to use the Fill Handle if you are repeating the same function. 1. Perform the calculation (eg. Place the result in the cell, E2) 2. Double click on the Fill Handle at the bottom right corner of the cell (eg. E2). (When you mouse over the corner,

the cursor becomes a black cross sign.)

3. The result appears.

(Formula view version of the below)

Double click Fill Handle!

Note: For the horizontal result, you will need to mouse over the fill handle and drag it out to the right. Double clicking won’t work.

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Absolute Cell Addressing – e.g., $B$4

Microsoft Excel An absolute address in the cell does not change when it is copied to another location on the worksheet. The “$” sign locks the row and column, eg. $B$3. By preceding the two parts of the cell reference with the $ symbol we are making that reference absolute. 1. Select the cell where the result should go, eg. C4

2. Type “=”

3. Click the cell that you want to multiple by, eg. B4

4. Type “*”

5. Select the Interest Rate cell, i.e., D1

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6. Enter F4 key

7. Press ENTER key to complete

Results Formula view

LOCK IN!

Remember to double click on the fill handle to copy the formula to other cells. This time, you won’t get “0”!

Fill handle

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IF statement You need to think logically when you do an IF statement. Working on paper and pencil may help you to perform an IF statement before you directly type your statement into the cell. An IF statement is a conditional test on values and formulas that returns one value if a condition you specify is TRUE and another value if it is FALSE.

IF(logical_test,value_if_true,value_if_false)

Basic IF Statement

For example, if the following sales people sold more than 45 items, in the assessment cell, it should say “PASS”, otherwise, “FAILED”.

1. Select the cell where your result should go to, e.g., C2

Formulas tab > Formula Library Group > Logical drop list > Choose IF

IF the sales > 45 say “PASS”

ELSE “FAILED”

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2. Type logical test and the value for true and false > Click OK

(in the assessment cell) → C2 IF → Use IF statement Sales item is more than 45 → (1) C2 >=45 PASS → (2) “PASS” If it’s not, FAILED → (3) “FAILED” (display this!)

If C2 is greater than 45 C2>45 If C2 is greater than or equal to 45 C2>=45 If C2 is less than 45 C2<45 If C2 is less than or equal to 45 C2<=45 If C2 is equal to 45 C2=45

3. The first cell is done (C2)

4. Use fill handle to apply the IF statement for the rest of cells.

(1)

(2)

(3)

Tip: If the value is text such as PASS and FAILED, put speech marks around a word. So Excel can recognise that it’s text.

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Displaying a blank cell with IF statement

In the previous example, the assessment cell displays either “PASS” or “FAILED”. However, if the result is “FAILED”, it would look simpler to show the cell empty.

(in the assessment cell) → C2 IF → Use IF statement Sales item is more than 45 → (1) C2 >=45 PASS → (2) “PASS” If it’s not, show empty cell. → (3) “ ” (display this!)

Use double quotations for the false argument.

The result

Notice: C5 is empty because the value is less than 45. It is “FAILED”.

Type “ ”

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Nested IF statements

It is possible to nest multiple IF functions within one Excel formula. You can nest up to 7 IF functions to create a complex IF THEN ELSE statement.

The syntax for the nesting the IF function is:

IF( condition1, value_if_true1, IF( condition2, value_if_true2, value_if_false2 ))

This would be equivalent to the following IF THEN ELSE statement:

IF condition1 THEN value_if_true1 ELSEIF condition2 THEN value_if_true2 ELSE value_if_false2 END IF

1. Click on Insert Function 2. Type IF in the search box 3. Select the IF function

4. Enter the Logical test 5. Enter the Value if true 6. Instead entering the Value if false to end the IF statement

Continue the IF statement by clicking on IF function on the formula bar.

6. Click here to continue the IF statement. This will clear the “function Arguments” window in order to continue the IF statement.

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Example of a nested IF statement

Question: In Excel, I need to write a formula that works this way:

If (cell A1) is less than 20, then multiply by 1, If it is greater than or equal to 20 but less than 50, then multiply by 2 If it is greater than or equal to 50 and less than 100, then multiply by 3 And if it is great or equal to than 100, then multiply by 4

Answer: You can write a nested IF statement to handle this. For example:

=IF(A1<20, A1*1, IF(A1<50, A1*2, IF(A1<100, A1*3, A1*4)))

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Using Goal Seek The Goal Seek is used within Excel to create worksheets that have a final goal in mind but do not have the input to solve the problem. For example, if you were considering purchasing a new car and knew the maximum monthly payment you could make, it would be possible to use “Goal Seek” to determine what size loan you could afford. Basically, you are working backwards from an answer to determine the input values needed to achieve that answer.

1. Select Goal Seek …(located under What If Analysis within the Data Tools selection on the Data Ribbon).

There must be a formula for Goal Seek to calculate the result. The Value in cell B5 is the result of the formula =PMT(B4/12,B3,B2).

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Using Data Tables A Data Table in Excel 2010 lets you expand on a formula to show the different results for different values of one of the parts within the formula. This lets you easily compare the results of a formula for different input values without having to edit the formula over and over again.

1. Copy the cell containing formula to where you would like to create a data (i.e. payment =PMT(C4/12,C3,C2) to F2.

2. Create a table around that formula with the different inputs. Interest Rates along the top Row and Loan Amounts down the Column as shown below.

3. Select the table

4. Select Data Table…(located under What If Analysis within the Data Tools selection on the Data Ribbon).

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5. In this example Interest is on the top row so the Row input cells will be call C5 And the Loan Amount is down the column so the Column input cell is C3

6. Click OK. The data table will be created as shown with the inputs you created.

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Linking cells, worksheets, and workbooks

Microsoft Excel allows you to link cells dynamically, worksheets and workbooks (files) to consolidate data from several worksheets and workbooks. When data is linked, the linked data immediately reflects any changes you make to the original data. Linking is useful when creating summary sheets or pulling required information from different locations without re-typing and re-calculating everything once again. Linking also helps to ensure data accuracy by utilising Excel's automatic updating and recalculation features. All cases, i.e., linking cells, worksheets and workbooks, are done the very same way. Only the source value is different.

Linking cells

1. Click the cell where you wish to pull the value into

2. Press the “=” (equal sign) key

3. Click the cell where the source is. (running marquee appears - blinking lines)

4. Press ENTER key

5. Done!

Linking worksheets

1. Click the cell where you wish to pull the value into

2. Press the “=” (equal sign) key

3. Click the worksheet that contains the source information

4. Click the cell that contains the source information

Notice: The name box displays C1 which is the active cell. Also, check the formula bar. It indicates “=A1” for the active cell C1. These two cells are linked.

Notice: The formula bar indicates what the source cell is.

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5. Press ENTER key

6. Done!

Linking workbooks

1. Open all related workbooks (.xls)

2. Select the cell where you wish to pull the value into (dependent workbook)

3. Press “=” (equal sign) key

4. Go to the workbook that contains the source information (source workbook) > select the cell that you want to

show on the dependent worksheet

Tip: Arranging windows to view all related workbooks Before you start, you may wish to arrange your workbooks, i.e., both source and dependent workbooks. Then you can view all worksheets at the same time. This will be easier to link them.

1. Open all workbooks 2. View > Arrange All >

3. Choose Tiled and then drag the windows to suit. 4. Choose Vertival, Horozoltal or cascade to automatically arrange all Excel windows..

However, you still have to be careful with which workbook you are on. Check the title bar to see what the workbook name is.

Otherwise, switch between files by clicking on Excel on the taskbar at the bottome of the screen and select the work book ypu require.

Worksheets currently open

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5. Press ENTER key

Updating links automatically

When you open the linked workbook, the following warning message might appear.

If you wish to update links automatically without the warning message; Please: 1. Open the linked workbook

2. Data tab > Edit Links

3. Click Startup Prompt

It is a good idea to check how the cell linking is done in the formula bar. Click the cell that has a link to another workbook and look at the formula bar.

='[Auckland.xls]Budget Summary 2007'!$E$10

It is important to know that when linking different worksheets from within the same workbook the link will be made without absolute cell referencing and when linking different workbooks the link will be made with absolute cell referencing.

Source cell address Source workbook name

Source worksheet name

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4. Click Don’t display the alert and update links > Click OK and Close to return to your workbook

If you wish to update links manually, and without seeing the message every time you open the workbook, choose the middle option.

Updating links manually

1. Open a linked workbook

2. Edit > Links

3. Select the source workbook > Click Update Values

If you see OK for the status, it’s updated successfully. However, if the source workbook has been deleted, moved to a different location, or renamed, links will not be updated.

Source workbook

This source workbook cannot be found. The dependent workbook cannot be updated with the source.

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Finding what kinds of linking the worksheet has

1. Open your linked worksheet

2. Edit > Links

3. Click Close to return to the dependant worksheet/workbook

Editing the Source

If you change the source file directory, you should update the link on the dependent workbook. Then it will not fail updating values.

1. Open your dependant workbooks

2. Edit > Links

3. Select the source workbook > Click Change Source

4. Select the new location of the source workbook > Click OK until you return to the dependent workbook

Note: If you made any changes to the value in any of the supporting workbooks, that will be reflected in the workbook that contains linked data.

Source workbook location.

Select source workbooks > click Open Source to open source workbooks Tip: SHIFT key Holding SHIFT key let you select source workbooks sequentially.

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3D referencing (calculation) Creating three-dimensional formula is similar to linking multiple worksheets. You can calculate over multiple worksheets and also use a range of cell. The following formulas are 3D-enabled: AVERAGE, AVERAGEA, COUNT, COUNTA, MAX, MAXA, MIN, MINA, PRODUCT, STDEV, STDEVA, STDEVP, STDEVPA, VAR, VARA, VARP, VARPA, SMALL, LARGE, RANK, MEDIAN, PERCENTILE, QUARTILE, TRIMMEAN, SKEW, AND, OR, AVEDEV, DEVSQ, SUMSQ

Referencing to the same cell

This is an example of adding all data on multiple worksheets. All data on the spreadsheets are located in the same cell name, i.e., all worksheets have to have the same structure. 1. Select the cell where the result should go on the dependent worksheet, eg. D4

2. Perform the formula, e.g., click on the AutoSum on the tool bar

3. Select all required worksheets by holding SHIFT or CTRL key depends which worksheets you wish to select

Tip: Selecting worksheets Selecting sequentially

1. Click the first worksheet you wish to include in the 3D reference 2. Hold the SHIFT key > Click the last worksheet you wish to include in the 3D reference

Selecting non-sequentially

1. Hold the CTRL key 2. Click worksheets you wish to include in the 3D reference

Result cell

AutoSum button

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4. Select the cell (e.g., D4) to be referenced from any of selected worksheets

5. Press Enter key to complete 3D calculation

Inserting header and footer

Microsoft Excel Header and footer texts live inside of the top and bottom margins.

1. Insert > Header & Footer

Click the cell to be added.

If you are unsure how the 3D reference is done, check with the formula bar.

=SUM('2003:2005'!D4)

Source worksheets name ‘2003 through to 2005’

Cell reference address

Footer

Header

Footer

Header

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2. The Header & Footer Tools > Design Tab appears, allowing you to type in a header and footer

3. For custom header and footer options click Page Layout > Page Setup > Header/Footer

Header and footer templates are here by clicking the drop lists.

Header preview

Footer preview

Click Custom Header and Footer to customise your own header and footer

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4. Click Customer Header or Custom Footer button > fill out the appropriate information > Click OK when

finished.

5. Perform Print Preview (File > Print >)Print Preview is on the left to see the finished result

Button Code Function

--- Changing font style, size,

&[Page] Inserts page number

&[Pages] Inserts the total number of pages

&[Date] Inserts the date

&[Time] Inserts the time

&[Path]&[File] Inserts the file name and its name

&[File] Inserts workbook name

&[Tab] Inserts the current worksheet name

&[Picture] Displays the Format Picture dialog box to insert a picture, e.g. company logo

--- Displays the Format Picture dialog box so you can modify picture

Three different alignments.

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Print preview in footer

Note: In order to show the header and footer in the print preview you must have some data in the worksheet.

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Displaying formula in cells

Microsoft Excel You may wish to display the script of a formula contained in a particular cell to show how you performed your calculation. e.g.) Sample data – TOTAL cells contain formulas (cells are greyed).

1. Formulas > Show Formulas

2. The formulas are now shown.

Tip

A shortcut key for showing formulae is:

When you finish, perform the same shortcut key to go back to the normal data view.

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Example Questions Questions can be found on the ITS Training website face to face / course files http://www.massey.ac.nz/massey/staffroom/national-shared-services/information-technology-services/training/face-to-face/course-files/course-files_home.cfm

Easy Question 1 Q1.1

Open InterestRate.xlsx

Calculate the interest rate for each month using absolute cell addressing

Q1.2

Open affordability.xlsx

Select the Auckland Affordability worksheet

Fill out the Auckland Median Price (link to the Median Price Worksheet)

Fill out the Average annual household income (link to the annual household income spreadsheet)

Question 2 Q2.1

Using IF statements, complete the Affordability column on the Auckland Affordability worksheet

Using IF statements, complete the Affordability column on the Regional Affordability worksheet

Question 3 Q3.1

Open 3D referencing.xlsx

Select the Monthly Report worksheet

Use 3D Referencing to complete the total statistics for the month

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Advanced Question 1 Q1.1

Open InterestRate.xlsx

Calculate the interest rate for each month using absolute cell addressing

Q1.2

Open Times Table.xlsx

Complete the Times Table by using auto fill and absolute cell referencing.

Q1.3

Open affordability.xlsx

Select the Auckland Affordability worksheet

Fill out the Auckland Median Price (link to the Median Price Worksheet)

Fill out the Average annual household income (link to the annual household income spreadsheet)

Question 2 Q2.1

Using IF statements, complete the Affordability column on the Auckland Affordability worksheet

Using IF statements, complete the Affordability column on the Regional Affordability worksheet

*note - Annual Income multiplied by 4 Q2.2

Open Nested IF.xlsx

Create a nested IF Statement in cell U3

The IF statement needs to return the following text strings.

Use auto fill and absolute cell addressing to copy the same formula to all cells in the row.

Question 3 Q3.1

Open 3D referencing.xlsx

Select the Monthly Report worksheet

Use 3D Referencing to complete the total statistics for the month

Q3.2

Open Goal Seek.xlsx

Select the Loan worksheet

Use Goal Seek to calculate the maximum loan you can afford.

Q3.3

Open Data Tables.xlsx

Create a Data Table with different Interest Rates and Loan amounts as shown on page 15

If T3 < = to 0.088554 Then display 1st Quarter If T3 < = to 0.126612 Then display 2nd Quarter If T3 < = to 0.183064 Then display 3rd Quarter If T3 < = to 6.098426 Then display 4th Quarter