Microsoft® Excel Mini Course_Modul.pdf

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Alita Praya Mitra Microsoft Excel Mini Course

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Microsoft Excel Mini Course

March 2012


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Table of ContentsIntroduction to Excel ..................................................................................................................................... 4

Calculation Operators ............................................................................................................................... 4

Type of operators ...................................................................................................................................... 4

The order in which Excel performs operations in formulas ...................................................................... 4

Formula Function .......................................................................................................................................... 6

FIND Function ........................................................................................................................................... 6

LEFT Function ............................................................................................................................................ 6

MID Function............................................................................................................................................. 6

RIGHT Function ......................................................................................................................................... 7

LEN Function ............................................................................................................................................. 7

COUNTA Function ..................................................................................................................................... 7

COUNTIF Function ..................................................................................................................................... 8

Logical Function ............................................................................................................................................ 9

IF Function ................................................................................................................................................. 9

AND Function ............................................................................................................................................ 9

OR Function ............................................................................................................................................... 9

Spreadsheet Function ................................................................................................................................. 11

VLOOKUP Function ................................................................................................................................. 11

Data Validation ........................................................................................................................................... 12

How to Use Data Validation? .................................................................................................................. 12

PivotTable & PivotChart .............................................................................................................................. 14

PivotTable ............................................................................................................................................... 14

PivotChart ............................................................................................................................................... 14

How to Make PivotTable and PivotChart ................................................................................................ 14

GETPIVOTDATA Function ........................................................................................................................ 15

Graphical Chart ........................................................................................................................................... 16

Chart Types ............................................................................................................................................. 16

Column charts ..................................................................................................................................... 16

Line charts ........................................................................................................................................... 17

Pie charts ............................................................................................................................................. 18

Bar charts ............................................................................................................................................ 19


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How to Make a Chart .............................................................................................................................. 20


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Introduction to Excel

Calculation Operators

Operators specify the type of calculation that you want to perform on the elements of a formula.

Type of operators

Arithmetic operators

Use arithmetic operators to perform basic mathematical operations such as addition, subtraction, or multiplication;

combine numbers; and produce numeric results, use the following arithmetic operators.

Arithmetic operator Sign name Meaning Example Result

+ Plus Addition 6+3 9

_ Minus Subtraction 6-3 3

* Asterisk Multiplication 6*3 18

/ Slash Division 6/3 2

^ Caret Exponentiation 6^3 216

Comparison operators

Use comparison operators to compare two values. When two values are compared by using these operators, the

result is a logical value either TRUE or FALSE.

Comparison operator Sign Name Example Result

> Greater than 6>3 TRUE

< Less than 6= Greater than or equal to 6>=3 TRUE


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If you combine several operators in a single formula, Excel performs the operations in the order shown in the

following table. If a formula contains operators with the same precedence for example, if a formula contains both a

multiplication and division operator Excel evaluates the operators from left to right.

Operator Description

^ Exponentiation

* and / Multiplication and division

+ and Addition and subtraction

& Concatenation

= < > = Comparison

To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first.


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Formula Function

FIND Function

FIND function locates one text string within a second text string, and return the number of the starting position of the

first text string from the first character of the second text string.

Syntax

FIND(find_text, within_text, [start_num])

The syntax has the following arguments:

find_text

Required. The text you want to find.

within_text

Required. The text containing the text you want to find.

start_num

Optional. Specifies the character at which to start the search. The first character in within_text is

character number 1. If you omit start_num, it is assumed to be 1.

LEFT FunctionLEFT function returns the first character or characters in a text string, based on the number of characters you specify.

Syntax

LEFT(text, [num_chars])


text

Required. The text string that contains the characters you want to extract.

num_chars

Optional. Specifies the number of characters you want LEFT to extract. Num_chars must be greater

than or equal to zero.

o If num_chars is greater than the length of text, LEFT returns all of text.

o If num_chars is omitted, it is assumed to be 1.

MID FunctionMID function returns a specific number of characters from a text string, starting at the position you specify, based on

the number of characters you specify.


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Syntax

MID(text, start_num, num_chars)


text

Required. The text string containing the characters you want to extract.

start_num

Required. The position of the first character you want to extract in text. The first character in text has

start_num 1, and so on.

num_chars

Required. Specifies the number of characters you want MID to return from text.

RIGHT FunctionRIGHT function returns the last character or characters in a text string, based on the number of characters you

specify.

Syntax

RIGHT(text,[num_chars])

The syntax has the followingarguments:

text

Required. The text string containing the characters you want to extract.

num_chars

Optional. Specifies the number of characters you want RIGHT to extract.

LEN FunctionLEN function returns the number of characters in a text string.

Syntax

LEN(text)


text

Required. The text whose length you want to find. Spaces count as characters.

COUNTA FunctionCOUNTA function counts the number of cells that are not empty in arange.
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Syntax

COUNTA(value1, [value2], ...)


value1

Required. The first argument representing the values that you want to count.

value2, ...

Optional. Additional arguments representing the values that you want to count, up to a maximum of 255

arguments.

COUNTIF FunctionCOUNTIF function counts the number of cells within a range that meet a single criterion that you specify.

Syntax

COUNTIF(range, criteria)


range

Required. One or more cells to count, including numbers or names, arrays, or references that contain

numbers. Blank and text values are ignored.

criteria

Required. A number, expression, cell reference, or text string that defines which cells will be counted.
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Logical Function

IF Function

IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition

evaluates to FALSE.

Syntax

IF(logical_test, [value_if_true], [value_if_false])


logical_test

Required. Any value or expression that can be evaluated to TRUE or FALSE.

value_if_true

Optional. The value that you want to be returned if the logical_testargument evaluates to TRUE.

value_if_falseOptional. The value that you want to be returned if the logical_testargument evaluates

to FALSE.

AND FunctionAND function returns TRUE if all its arguments evaluate to TRUE; returns FALSE if one or more arguments evaluate

to FALSE.

One common use for the ANDfunction is to expand the usefulness of other functions that perform logical tests. For

example, the IFfunction performs a logical test and then returns one value i f the test evaluates to TRUE and another

value if the test evaluates to FALSE. By using the ANDfunction as thelogic al_testargument of the IFfunction, you

can test many different conditions instead of just one.

Syntax

AND(logical1, [logical2], ...)

The AND function syntax has the followingarguments:

logical1

Required. The first condition that you want to test that can evaluate to either TRUE or FALSE.

logical2, ...Optional. Additional conditions that you want to test that can evaluate to either TRUE or FALSE, up to a

maximum of 255 conditions.

OR FunctionOR function returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.
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Syntax

OR(logical1, [logical2], ...)

The OR function syntax has the followingarguments:

Logical1, logical2, ...

Logical1 is required, subsequent logical values are optional. 1 to 255 conditions you want to test that

can be either TRUE or FALSE.
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Spreadsheet Function

VLOOKUP Function

VLOOKUP function lets you to search the first column of a range of cells, and then return a value from any cell on the

same row of the range.

Syntax

VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

The VLOOKUP function syntax has the following arguments:

lookup_value

Required. The value to search in the first column of the table or range. The lookup_valueargument

can be a value or a reference.

table_array

Required. The range of cells that contains the data. You can use a reference to a range (for example,

A2:D8), or a range name. The values in the first column of table_arrayare the values searched by

lookup_value.

col_index_num

Required. The column number in the table_arrayargument from which the matching value must be

returned. A col_index_numargument of 1 returns the value in the first column in table_array; a

col_index_numof 2 returns the value in the second column in table_array, and so on.

If the col_index_numargument is:

o Less than 1, VLOOKUPreturns the #VALUE! error value.

o Greater than the number of columns in table_array, VLOOKUPreturns the #REF! error

value.

range_lookup

Optional. A logical value that specifies whether you want VLOOKUPto find an exact match or an

approximate match.


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Data Validation

You use data validation to control the type of data or the values that users enter into a cell.

How to Use Data Validation?1. Select one or more cells to validate, and then on the Datatab, in the Data Toolsgroup, click Data

Validation.

2. In the Data Validationdialog box, click the Settingstab, and then select the type of data validation that

you want.

3. To display an input message when the cell is clicked, click the Input Messagetab, click the Show input

message when cell is selectedcheck box, and then enter the input message options that you want.

4. To specify a response when users enter invalid data in the cell, click the Error Alerttab, click the Show

error alert after invalid data is enteredcheck box, and then enter the alert options that you want.


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Icon Type Use to

Stop Prevent users from entering invalid data in a cell. A Stopalert message has two

options: Retryor Cancel.

Warning Warn users that the data they entered is invalid, without preventing them from

entering it. When a Warningalert message appears, users can clickYesto

accept the invalid entry, No to edit the invalid entry, or Cancelto remove the

invalid entry.

Information Inform users that the data they entered is invalid, without preventing them from

entering it. This type of error alert is the most flexible. When an Informationalert

message appears, users can click OKto accept the invalid value or Cancelto

reject it.


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PivotTable & PivotChart

PivotTable

A PivotTable report is useful to summarize, analyze, explore, and present summary data.

A PivotTable report is especially designed for:

Querying large amounts of data in many user-friendly ways.

Subtotaling and aggregating numeric data, summarizing data by categories and subcategories, and creating

custom calculations and formulas.

Expanding and collapsing levels of data to focus your results, and drilling down to details from the summary

data for areas that are of interest to you.

Moving rows to columns or columns to rows (or "pivoting") to see different summaries of the source data.

Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset of data to

enable you to focus on the information that you want. Presenting concise, attractive, and annotated online or printed reports.

PivotChartA PivotChart report provides a graphical representation of the data in a PivotTable report.

You can automatically create a PivotChart report when you first create a PivotTable report, or you can create a

PivotChart report from an existing PivotTable report.

How to Make PivotTable and PivotChart1. Select the data that you desire. Make sure that the range has column headings or that headers are

displayed in the table.

2. On the Inserttab, in the Tablesgroup, click PivotTable, or click the arrow below PivotTable, and then click

PivotTable.

To create a PivotTable and PivotChart report at the same time, on the Inserttab, in the Tablesgroup, click

the arrow below PivotTable, and then click PivotChart. Excel displays the Create PivotTable with

PivotChartdialog box.

3. Under Choose the data that you want to analyze, make sure that Select a table or rangeis selected, and

then in the Table/Rangebox, verify the range of cells that you want to use as the underlying data.

4. Under Choose where you want the PivotTable report to be placed, specify a location by doing one of the

following:

To place the PivotTable report in a new worksheet starting at cell A1, click New Worksheet.


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To place the PivotTable report in an existing worksheet, select Existing Worksheet, and then in the

Locationbox, specify the first cell in the range of cells where you want to position the PivotTable report.

5. Click OK.

GETPIVOTDATA FunctionGETPIVOTDATA function returns data stored in a PivotTable report. You can use GETPIVOTDATA to retrieve

summary data from a PivotTable report.

Syntax

GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], ...)

The GETPIVOTDATA function syntax has the following arguments:

Data_field

Required. The name, enclosed in quotation marks, for the data field that contains the data that you want to

retrieve.

Pivot_table

Required. A reference to any cell, range of cells, or named range of cells in a PivotTable report. This

information is used to determine which PivotTable report contains the data that you want to retrieve.

Field1, Item1, Field2, Item2

Optional. 1 to 126 pairs of field names and item names that describe the data that you want to retrieve.


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Graphical Chart

A chart is a visual representation of your data. The graphical format of a chart makes it easier to understand large

quantities of data and the relationship between different series of data. A chart can also show the big picture so that

you can analyze your data and look for important trends.

Chart Types

Column charts

Column charts are useful for showing data changes over a period of time or for illustrating comparisons among items.

Column charts have the following chart subtypes:

Clustered column and clustered column in 3-D

Stacked column and stacked column in 3-D

Stacked column charts show the relationship of individual items to the whole, comparing the contribution of

each value to a total across categories.

100% stacked column and 100% stacked column in 3-D

100% stacked column charts and 100% stacked column in 3-D charts compare the percentage that each

value contributes to a total across categories.


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3-D column

You can use a 3-D column chart when you want to compare data across the categories and across the

series equally, because this chart type shows categories along both the horizontal axis and the depth axis,

whereas the vertical axis displays the values.

Cylinder, cone, and pyramid

Cylinder, cone, and pyramid charts are available in the same clustered, stacked, 100% stacked, and 3-D

chart types that are provided for rectangular column charts, and they show and compare data the same way.

The only difference is that these chart types display cylinder, cone, and pyramid shapes instead of

rectangles.

Line charts

Line charts can display continuous data over time, set against a common scale, and are therefore ideal for showing

trends in data at equal intervals.

Line charts have the following chart subtypes:

Line and line with markers

Displayed with markers to indicate individual data values, or without, line charts are useful to show trends

over time or ordered categories, especially when there are many data points and the order in which they are

presented is important. If there are many categories or the values are approximate, use a line chart without

markers.

Stacked line and stacked line with markers

Displayed with markers to indicate individual data values, or without, stacked line charts can be used to

show the trend of the contribution of each value over time or ordered categories.


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Pie of pie and bar of pie

Pie of pie or bar of pie charts display pie charts with user-defined values that are extracted from the main pie

chart and combined into a secondary pie chart or into a stacked bar chart. These chart types are useful

when you want to make small slices in the main pie chart easier to distinguish.

Exploded pie and exploded pie in 3-D

Exploded pie charts display the contribution of each value to a total while emphasizing individual values.

Bar charts

Bar charts illustrate comparisons among individual items. Consider using a bar chart when the axis labels are long.

Bar charts have the following chart subtypes:

Clustered bar and clustered bar in 3-D

Clustered bar charts compare values across categories.

Stacked bar and stacked bar in 3-D

Stacked bar charts show the relationship of individual items to the whole.

100% stacked bar and 100% stacked bar in 3-D

This type of chart compares the percentage that each value contributes to a total across categories.


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Documents

Microsoft® Excel Mini Course_Modul.pdf