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MICROSOFT OFFICE EXCEL 2013 THE UNIVERSITY OF MARYLAND EASTERN SHORE MICROSOFT OFFICE EXCEL ENHANCED PRODUCTIVITY FEATURES 6/21/2013 Prepared with special consideration by Dr. Nicole A. Buzzetto-More Associate Professor of Management, University of Maryland Eastern Shore and Director MSDE BMF Program Affiliate. Copyright 2011©. All rights reserved. Users are forbidden to reproduce, republish, redistribute, or resell any materials from this document in either machine-readable form or any other form without permissionE. The University Of Maryland Eastern Shore | 1
Transcript
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Prepared with special consideration by Dr. Nicole A. Buzzetto-More Associate Professor of Management, University of Maryland Eastern Shore and Director MSDE BMF Program Affiliate. Copyright 2011©. All rights reserved. Users are forbidden to reproduce, republish, redistribute, or resell any materials from this document in either machine-readable form or any other form without permissionE.

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2013MICROSOFT OFFICE EXCELThe University Of Maryland Eastern Shore

MICROSOFT OFFICE EXCEL

ENHANCED PRODUCTIVITY FEATURES

6/21/2013

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2013MICROSOFT OFFICE EXCEL

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Contents

Sorts and Filters...............................................................................................................................2Formula Basics................................................................................................................................3Charts...............................................................................................................................................4Printing............................................................................................................................................6Special Pasting.................................................................................................................................6Tables...............................................................................................................................................7Entering More Complex Formulas..................................................................................................8Conditional Formatting..................................................................................................................11Special Formulas/ Functions..........................................................................................................12Pivots.............................................................................................................................................14

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Sorts and Filters

Simple Sorts Simple Sorting

Click in the column to be sorted.On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Sort A to Z or Sort Z to A.

Custom SortingClick in the list.On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Custom Sort…. Click on the down arrow of the Sort By box and choose the field to sort by.Click on the down arrow of the Sort On box and choose Values. (Other choices include Cell Color, FontColor, or Cell Icon.)

Click on the down arrow of the Order box and choose A to Z or Z to A. Click on the Add Level button to add the next field to be used in the sort. Choose the desired field sort by, values to sort on, and the desired order of the sort.

Add or delete levels to the sort as needed.If the list does not have a header row with names for the fields, be sure to remove the checkmark from My data has headers at the top of the window.Click on OK.

FilterClick in the list.On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Filter. Click on the down arrow of the column to be filtered. Choose from the list the items to be displayed. Click on OK.Changing the Filter

Click on the filter button at the top of the column. Choose from the list the items to be displayed. Click on OK.

Clearing a FilterClick on the filter button at the top of the column. Click on Clear Filter From “------“.

Showing Items with Blank CellsClick in the column to be filtered.Click on the button at the top of the column. Click to remove the checkmark from Select All. Scroll to the bottom of the list and choose Blanks. Click on OK.Showing All of the InformationClick on the filter button at the top of the column. Click in the Select All box.Click on OK.

.Advanced FilteringMultiple Columns

On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Filter. Click on the down arrow of the first column to be filtered.Choose from the list the items to be displayed. Click on OK.Click on the down arrow of the next column to be filtered.Choose from the list the items to be displayed. Click on OK.The items that have both conditions chosen are displayed.

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Text FiltersA detailed filter can be applied based on the text in the cells. On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Filter. Click on the down arrow of the column to be filtered.Click on Text Filters and then choose the desired filter.Choices include: Equals…, Does Not Equal…, Begins With…, Ends With…, Contains…, Does Not Contain…, or Custom Filter….Enter the desired text in the second box.Note – A second condition can be applied by clicking on the down arrow of the box on the second row and selecting the desired choice. Click on OK.

Number FiltersA detailed filter can be applied based on the numbers in the cells. On the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose Filter.Click on the down arrow of the column to be filtered. Click on Text Filters and then choose the desired filter.Choices include: Equals…, Does Not Equal…, Greater Than…, Greater Than or Equal To…, Less Than…, Less Than or Equal To…, Between…, Top 10…, Above Average…, Below Average…, or Custom Filter….Enter the desired number(s) in the second box.Note – A second condition can be applied by clicking on the down arrow of the box on the second row and selecting the desired choice. Choosing And includes cells in which both conditions are true. Choosing Or includes cells in which either condition is true.

Formula BasicsEntering Simple Formulas

Click in the desired cell.On the Ribbon, click on the Formulas tab.In the Function Library group, click on the down arrow to the right of the Auto Sum button. Choose the appropriate function.

o Sum - Add the list of numbers.o Average - Find the mean of the list of numbers.o Count Numbers - Count the number of cells with numbers.o Max - Find the maximum (largest) number in the list.o Min - Find the minimum (smallest) number in the list.

Press the Enter key.Writing a Formula

Click in the desired cell. Type an equals sign (=).Select the cell, then type the operation, and repeat as needed.

o The operations could include: Addition (+) Subtraction (-) Multiplication (*) Division (/) Exponentiation (^)

Press the Enter

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ChartsSelect the data for the chart.On the Ribbon, click on the Insert tab.In the Charts group, click on the desired type of chart and choose the desired chart format.

Changing the Chart TypeClick on the chart to select it. Click on the Design tab of Chart Tools.

In the Type group, click on the Change Chart Type button.

Click on the desired chart type in the list on the left.Choose the desired chart subtype on the right. Click on OK.

Switching Rows and Columns Switching rows and columns changes the way

the data is represented on the chart.Click on the chart to select it.Click on the Design tab of Chart Tools.In the Data group, click on the Switch Row/Column button.

Changing the Data SelectionThe data to be included in the chart can be changed. Click on the chart to select it.Click on the Design tab of Chart Tools.In the Data group, click on the Select Data button.Click on the button at the end of the Chart data range box. Click and drag in the spreadsheet to select the desired data. Note – The chart changes as the data is selected.Click on OK.

Changing the Chart LayoutClick on the chart to select it.Click on the Design tab of Chart Tools.In the Chart Layouts group, click on the More button. Click on the desired layout.

Changing the Chart StyleClick on the chart to select it.Click on the Design tab of Chart Tools.In the Chart Styles group, click on the More button. Click on the desired style.

Changing the Chart Location The chart can be a picture floating on top of

the worksheet, or a separate worksheet.Click on the chart to select it.Click on the Design tab of Chart Tools.In the Location group, click on the Move Chart button. Click on the desired location.Click on OK.

Chart TitleClick on the chart to select it.Click on the Layout tab of Chart Tools.In the Labels group, click on the Chart Title button and choose the desired location.

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Click in the chart title box on the chart and edit the title as desired.Chart Legend

Click on the chart to select it.Click on the Layout tab of Chart Tools.In the Labels group, click on the Legend button and choose the desired location.

Data LabelsData labels place a number in the chart indicating the value of the chart item. Click on the chart to select it.Click on the Layout tab of Chart Tools.

Formatting Text in the Chart

Click on the chart to select it.o Click on the text to be formatted.o Click on the Home tab.o In the Font group, click on the desired button and make the desired change

Plot AreaThe chart can be given a background color, gradient, or picture.On the Ribbon, click on the Layout tab of Chart Tools.In the Background group, click on the Plot Area button and choose the desired option. Choosing More Plot Area Options… allows for the title to be customized.

Formatting the ChartClick on the chart to work with.Click on the element of the chart to be formatted.On the Ribbon, click on the Format tab of Chart Tools. To format a shape:

o In the Shape Styles group, click on the Morebutton at the bottom right corner of the ShapeStyles window.

o Click on the desired style.o To change the fill of the shape, in the Shape Styles group, click on the Shape Fill button and

choose the desired fill.o To change the outline of the shape, in the Shape Styles group, click on the Shape Outline

button and choose the desired outline.o To change the effect of the shape, in the Shape Styles group, click on the Shape Effects

button and choose the desired effect. To format text:

o In the WordArt Styles group, click on the More button at the bottom right corner of the WordArt Styles window.

o Click on the desired style.

Pasting a Chart into Word or PowerPoint A chart that is created in Excel can be copied and pasted into Word or PowerPoint. Click on the chart to select it. On the Ribbon, click on the Home tab. In the Clipboard group, click on the Copy button. Open the Word or PowerPoint document the chart is to be pasted into. On the Ribbon, click on the Home tab. In the Clipboard group, click on the Paste button. The chart is dynamically linked to that changes made in the spreadsheet are immediately

communicated to the chart in Word or PowerPoint.You can also break links from the file tab.

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SparklinesYou can use sparklines—tiny charts that fit in a cell—to visually summarize trends alongside data.

Select an empty cell or group of empty cells in which you want to insert one or more sparklines.On the Insert tab, in the Sparklines group, click the type of sparkline that you want to create: Line, Column, or Win/Loss.In the Data box, type the range of the cells that contain the data on which you want to base the sparklines.

When one or more sparklines are selected, the Sparkline Tools appear, displaying the Design tab. On the Design tab, you can choose one or more of several commands from among the following groups: Sparkline, Type, Show/Hide, Style, and Group. Use these commands to create a new sparkline, change its type, format it, show or hide data points on a line sparkline, or format the vertical axis in a sparkline group. These options are described in detail in the following section.

PrintingPrint Preview

Click on the Microsoft Office Button and choose Print Print Preview. Look carefully at the page to see what needs to be done.

Page SetupIn the Print group, click on the Page Setup button.Page Orientation

o Click on the Page tab, and choose Portrait or Landscape. Scaling

o Click on the Page tab, and adjust the scale of the printing. Margins

o Click on the Margins tab.o In the Center on page section, choose to center the

information Horizontally and/or Vertically on the page. Header/Footer

o Click on the Header/Footer tab, and choose from the list by clicking on the down arrow.o OR click on the Custom buttons and enter your own.

Sheeto Click on the Sheet tab, and choose to print or not print the gridlines.o Choose the order that the pages will be printed. Click on OK.

Special PastingSeveral special pasting features are available by clicking on the Paste down arrow . Copy the cells that have the information, formatting, or other information desired. Click in the cell where the information or formatting is to be pasted.Click on the Paste down arrow and choose

o Paste – Performs a regular paste.o Formulas – Pastes just the formulas.o Paste_Values – Pastes the numbers shown in the cells without the formulas which created them.o No Borders – Performs a regular paste without any borders.o Transpose – Pastes rows as columns and columns as rows.o Paste_Link – Performs what appears to be a regular paste but links the cells so that changes made

in the original cell(s) are communicated to the pasted cells.o Paste Special… - Allows various options for pasting through choices in a window.

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o Paste as Hyperlink – Creates a hyperlink to the source information in the spreadsheet.o As Picture – Provides the option of copying a portion of the spreadsheet as a picture rather than

text and numbers and then pasting it as a picture.Using Paste Special

Copy the cell(s) that have the information, formatting, or other information desired.The highlighted cells now have a “marching ant border.” As long as the “ants are marching,”those cells can be pasted with paste or paste special.Click in the cell where the information or formatting is to be pasted. On the Ribbon, click on the Home tab.In the Clipboard group, click on the Paste down arrow and choose the type of paste desired.

In the Operation section, choose the operation to be performed with the numbers from the copied section.

Transpose causes a row to be pasted as a column or a column to be pasted as a row.Click on the Paste Link button to create a dynamic link between the copied cells and the destination cells

TablesFormat as Table

Sections of a worksheet can be formatted as a table. Select the section of the spreadsheet to be formatted. On the Ribbon, click on the Home tab.In the Styles group, click on the Format as Table button and choose a style.Click and drag in the spreadsheet to select the area to be formatted as a table. Click on OK.Filters are turned on automatically. To turn off the filter,

o On the Ribbon, click on the Home tab.o In the Editing group, click on the Sort and Filter button and choose Filter.

Naming the TableA table can be named for easy access.On the Ribbon, click on the Design tab of the Table Tools.In the Properties group, click in the Table Name box and enter a name.The name of the table can only contain letters and numbers and cannot contain spaces. Press the Enter key.

Table StylesClick in the table.On the Ribbon, click on the Design tab of the Table Tools.In the Table Styles group, place the cursor over a style to see the results.Click on the Up button, the Down button, or the More button to see additional choices. Click on the desired style.

Converting the Table to a Normal RangeClick in the table.On the Ribbon, click on the Design tab of the Table Tools. In the Tools group, click on the Convert to Range button. In the window, click on Yes.

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Entering More Complex FormulasFinding a Formula

Click in the cell where the formula should go. On the Ribbon, click on the Formulas tab.In the Function Library group, click on the Insert Function button.In the Search for a function box, enter a description of what the function should do.Click on the Go button.Some choices appear in the Select a function box.Click on one of the functions to see a description in the space below the box.Click on the desired function in the Select a function box. Click on OK.

IF FormulaClick in the cell the formula is to be in.On the Ribbon, click on the Formulas tab.In the Function Library group, click on the Insert Function button.

o OR click on the Insert function button on the Input Line. Click on IF in the Select a function box.When IF is not in the Select a function box:

o In the Search for a function box, enter if.o Click on the Go button.o Click on IF in the Select a function box.

Click on OK.Logical Test

o The logical test checks the condition to determine if it is true or false.

o If the cell is empty or contains a 0, it is marked false. If the cell contains a number other than 0, it is marked true.

o To choose a particular cell, click on the red dot at the end of the box, click on the desired cell, and then press the Enter key.

Value if trueo The content of the cell appears when

the logical test is true.o Text must be enclosed in double quotes. For example, “Number is too large”.o To have no text appear, type in double quotes. For example, “”.o To have the contents of another cell appear, click on the red dot at the end of the box, click on the

desired cell, and then press the Enter key. Value if false

o The content of the cell appears when the logical test is false.o Text must be enclosed in double quotes. For example, “Number is too small”.o To have no text appear, type in double quotes. For example, “”.

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o To have the contents of another cell appear, click on the red dot at the end of the box, click on the

desired cell, and then press the Enter key.Click on OK.

Nested IF Statements A Nested IF Statement is when an IF statement is included as a value in another IF statement or other

function. Create the regular IF statement.Decide whether the Nested If Statement should be in the value_if_true portion or the value_if_false portion. For the example above, the Nested IF Statement should be in the value_if_false portion.Click in the desired value area. Enter If(.Enter a comma and then the message surrounded by double quotation marks. (i.e. “Try Again”) Enter a comma and then a set of double quotations with nothing in the middle. (i.e. “”)Enter a closing parenthesis, ).Press the Enter key to finish the formula.

Using IS Functions in the IF FormulaThe IS functions help in creating effective IF formulas.An IS function returns either True or False. This makes them very useable in the logical test of an IFformula.

Some of the IS functions o ISBLANK – Returns True if the cell referred to is blank. Returns False is the cell if not blank.o ISERROR – Returns True if the cell referred to has errors. Returns False if the cell does not o ISNONTEXT – Returns True if the cell referred to does not have text in it. Blank cells do

not have text. Returns False if the cell contains only numbers.o ISNUMBER – Returns True if the cell referred to is a number. Returns False if the cell is

not a number.o ISTEXT - Returns True if the cell referred to text. Returns False is the cell is not text.

Using IS Functions in an IF FormulaClick in the cell the formula is to be in.On the Ribbon, click on the Formulas tab.In the Function Library group, click on the InsertFunction button.OR click on the Insert function button on the Input Line. Click on IF in the Select a function box.If IF is not in the Select a function box:

o Click on the down arrow to Select a category.o Choose All.o Scroll through the Select a function box and choose IF.

Click on OK.Logical Test

o The test is the condition that must be met. The computer measures whether it is true or false.o Enter the IS function to be used.o Type (, click on the cell(s) to refer to, and then type ).o For example, ISBLANK(C16) would test to see if cell C16 is blank.

Enter the desired information in the Value_if_true box and the Value_if_false box.Click on OK.

Evaluating a Formula

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Evaluating a formula allows the user to examine the formula one step at a time, seeing the results of the formula at each step.Click in the cell containing the formula to be evaluated. On the Ribbon, click on the Formulas tab.In the Formula Auditing group, click on the Evaluate Formula button.

In the Evaluation window, the first portion of the formula is underlined. To evaluate or come up with the answer to the underlined portion of the formula, click on the Evaluate

button. The result of the evaluation is shown in italics. To see the details of the next step of the formula, click on the Step In button.

To come back out, click on the Step Out button.Continue clicking on the Evaluate button to work through the formula step by step.Click on the Close button when finished.

Circular Reference Circular Reference refers to the mistake of including the cell where the formula is located in the cells

used for the calculation. i.e. when the formula in cell E10 calculates the sum of cells E4 through E10. Excel works to prevent circular references by providing a warning

Tracing DependentsTracing Dependents allows the user to find which cells use the selected cell in their formulas. Click in the cell in question.On the Ribbon, click on the Formulas tab.In the Formula Auditing group, click on the Trace Dependents button.Arrows are displayed from the selected cell to all cells which use it in their formulas.

Tracing PrecedentsTracing Precedents allows the user to find which cells are used in a formula. Click in the cell with the formula to be analyzed.On the Ribbon, click on the Formulas tab.In the Formula Auditing group, click on the Trace Precedents button.A box is drawn around the cells used in the formula and an arrow is displayed from the box to the cell with the formula.

Removing ArrowsTracing Dependents or Tracing Precedents draws arrows and boxes on the spreadsheet. On the Ribbon, click on the Formulas tab.In the Formula Auditing group, click on the Remove Arrows button.

Error CheckingChecking for Errors

On the Ribbon, click on the Formulas tab.In the Formula Auditing group, click on the ErrorChecking button.

Choose from the available options:o Help on this erroro Show Calculation Steps…o Ignore Erroro Edit in Formula Bar

Types of Errors

The types of errors displayed in Excel include:

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o # # # # - The column is too narrow to display the contents.o # VALUE! – The wrong type of argument or operand (operation such as multiplication) was used.o # DIV/0! – A number is being divided by zero (0).o # NAME? – Excel does not recognize the text in the formula.o # N/A – A value is not available to the formula.o # REF! – A cell reference is not valid.o # NUM! – Invalid numeric values are in the formula.

Conditional FormattingThe cell format can be made to change based on the contents of the cells. Click in the cell to be formatted.On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button and choose the desired rule or formatting.

o Highlight Cell Rules – Choices include Greater Than…, Less Than…, Between…, EqualTo…, Text that Contains…, A Date Occurring…, Duplicate Values.

o Top/Bottom Rules – Choices include Top 10 Items…, Top 10%..., Bottom 10 Items…, Bottom

10%..., Above Average…, Below Average….o Data Bars – Choose color bars to be displayed in the cell.o Color Scales – Choose color scales to be displayed in the cell.o Icon Sets – Choose the icon sets to be displayed in the cell.

Enter the desired information in the window.Click on OK.

Clearing Conditional FormattingClick in the cells with the conditional formatting. On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button and choose the Clear Rules ClearRules from Selected Cells.

Sorting/Filtering by ColorLists can be sorted or filtered by color.To turn on filtering, on the Ribbon, click on the Home tab.In the Editing group, click on the Sort & Filter button and choose the Filter.

To sort by color, click on the Filter button at the top of the columnto be filtered, click on Sort by Color and choose the desired color or no fill.

To filter by color, click on the Filter button at the top of the column to be filtered, click on Filter by Color

and choose the desired color or no fill.Managing Rules

Click in the cell with the conditional formatting. On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button and choose the Manage Rules….

To edit a rule, click on the desired rule and make the desired changes.

To change the order of the rules, click on the rule to be changed and then click on the Move Up button or the Move Down button as desired.

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To delete a rule, click on the rule and then click on the Delete Rule button.To add a new rule, click on the New Rule button. Make the desired choices in the New Formatting Rulewindow and then click on OK.Click on OK.

Data Bars Data Bars provide an instant bar graph in a cell with a number. The bars

are automatically scaled to match the range of the cells highlighted.Highlight the cells to be formatted.On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button, move the cursor over Data Bars, and then select the desired color.

Resize the column to display the data bars at the desired width.

Color Scales Color Scales provide a color bar to indicate whether the number in the cell is at the top, in the middle, or

at the bottom of the range.Highlight the cells to be formatted.On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button, move the cursor over Color Scales, and then select the desired color scale.

Icon Sets Icon Sets provide icons to indicate where the number in the cell is in the range.

Highlight the cells to be formatted.On the Ribbon, click on the Home tab.In the Styles group, click on the Conditional Formatting button, move the cursor over Icon Sets, and then select the desired icon set.In the Print section, click on the down arrow after Comments. Choose At end of sheet.Click on OK and then print the worksheet.

Special Functions

COUNTIFThis function allows you to count how many items in a list meet the criteria.=COUNTIF(range,criteria)For example, the function =COUNTIF(E2:E24,”F”) might be used in an employee list to count how manyof the employees listed in rows 2 -24 were female (assuming column F indicated sex of employee).

Another example, the function =COUNTIF(G2:G24,”>=35") might be used in a list of buildings to counthow many of them were 35 years old or older (assuming column G indicated the age of the building).

SUMIFThis function is used in the same way COUNTIF is used.=SUMIF(range,criteria,sum_range)For example, the function =SUMIF(G2:G24,”>=35",H2:H24) might be used in a list of buildings to totalthe cost of proposed renovations for buildings older 35 years old or older (assuming column G indicates the age of the building and column H indicates the cost of the renovation).

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D FunctionsD functions are special functions that work with databases.

DAVERAGEThis function is used to find the average of a range of data that meets a specified criteria.=DAVERAGE(range,field_averaged,criteria_range)For example, the function =DAVERAGE(A7:G26,”Salary”,A1:A2) might be used in a list of employees to find the average salary of those who met the criteria. If cell A1 is “Age” and cell A2 is “>=40", the function would calculate the average salary for those 40 and older.

DAYS360 FunctionThe DAYS360 function, one of Excel's Date and Time functions, can be used in accounting systems to calculate the number of days between two dates based on a 360-day year (twelve 30-day months). Examples for use include determining an employee’s length of service.The syntax for the DAYS360 function is: = DAYS360 ( Start_date , End_date , Method ) Start_date - the start date of the chosen time period. End_date - the end date of the chosen time period. Method - A Boolean value (TRUE or FALSE).

If TRUE -- the function uses the U.S. method of calculating start and end dates. If FALSE -- the function uses the European method of calculating start and end dates.

Example Using Excel DAYS360 Function: Enter the following data into the appropriate cell:

D1 - Start: D2 - Finish: D3 - Method:E1 - 7/7/2008E2 - 11/7/2008E3 - TRUE

Click on cell F1 - the location where the results will be displayed. Click on the Formulas tab. Choose Date and Time functions > DAYS360. Click on the Start_date line in the dialog box. Click on cell E1 Click on the End_date line in the dialog box. Click on cell E2 in the spreadsheet. Click on the Method line in the dialog box. Click on cell E3 in the spreadsheet. Click OK in the dialog box. The number of days - 120 appears in cell F1. When you click on cell F1 the complete function

= DAYS360 ( E1 , E2 , E3 ) appears in the formula bar above the worksheet.

Goal Seek Example Using Goal Seek feature:This example first uses the PMT function to calculate the monthly payments for a loan. It then uses Goal Seek to lower the monthly payment by altering the loan period. Enter the following data into the cells indicated:

Cell - DataD1 - Loan RepaymentD2 - Rate:D3 - # of Payments:

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D4 - Principal:D5 - Payment:E2 - 6%E3 - 60E4 - $225,000 Click on cell E5 and type the following formula:

= pmt ( e2 / 12 , e3 , -e4 ) and press the ENTER key on the keyboard

The value $4,349.88 should appear in cell E5. This is the current monthly payment for the loan.Altering the monthly payment using Goal Seek Click on the Data tab. Choose What-If Analysis from the ribbon to open the drop down list. Click on Goal Seek... in the list to bring up the Goal Seek dialog box. In the dialog box, click on the Set cell: line. Click on cell E5 in the spreadsheet since we are interested in altering the monthly payments for this loan. In the dialog box, click on the T0 value: line. Type 3000 since we would like to lower the monthly payment to $3000.00. In the dialog box, click on the By changing cell: line. Click on cell E3 in the spreadsheet since we want

to change the monthly payment by altering the total number of payments to be made. Click OK.

PivotsStarting the Pivot Table

Click in the middle of the list, being sure not to select multiple cells. On the Ribbon, click on the Insert tab.In the Tables group, click on the PivotTable button. Notice the area highlighted by the dotted area.Check to see if the correct data has been selected. If the selected data is not correct:

o Click on the button at the end of the Table/Range box.o Select the desired datao Click press the Enter key.

To create the PivotTable in a new worksheet, click NewWorksheet. To create the PivotTable in an existing worksheet, click to choose Existing Worksheet and then choose a

location in the Location box.Click on OK.

Structure of a PivotTable

There are four areas in a PivotTable.o Column Labels – Column labels are at the top right of the PivotTable and provide subdivisions

such as the year or date of the item.o Row Labels – Row labels are at the left side of the PivotTable and provide names for the

records displayed.o Values – Values are at the bottom right of the PivotTable and can be summed, averaged, etc.o Report Filter – Allows for the data to be restricted by

choosing specific data. Fields are the bits of information that are usually arranged in a column on the list or database.Fields can

be placed either as row fields or column fields. Data items are fields which may be totaled, averaged, counted, etc. Items being counted may be text items, but if a sum, an average, a standard deviation, etc., is desired, the fields must be numeric.

Pivot Table Options

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On the Ribbon, click on the Options tab of PivotTable Tools.In the PivotTable group, click in the PivotTable Name box and enter a name for thePivotTable.In the PivotTable group, click on the Options button.Click on the Layout & Format tab and make desired choice about the layout of thePivotTable and the format of the cells.Click on each of the other tabs and make choices as desired. Click on OK.

Arranging the Pivot Table with the Field List

To display the Pivot Table Field List,o On the Ribbon, click on the Options tab of PivotTable Tools.o In the Show/Hide group, click on the Field List button.

To arrange the PivotTable Field List pane, click on the view button inthe top right corner.Click in the Field Section to select a field to be included in the PivotTable,OR click on the desired field in the Field Section and drag it to the desired area of the PivotTable.

To change the location of the field, in the Area Section, click on the field button and drag it to the desired area.

Changing the CalculationClick in the PivotTable in a cell of the area to be changed.On the Ribbon, click on the Options tab of PivotTable Tools. In the Active Field group, click in the Field Settings Click on the Summarize by tab. Choose the desired calculation. In the Custom Name box, enter a name for the calculation. This name appears in the PivotTable at the top of the Row Labels.Click on OK.

Changing the Number FormatHighlight the cells in the PivotTable to be changed. On the Ribbon, click on the Home tab.Use the buttons in the Number group to format the numbers as desired.

Refreshing DataWhen changes are made to the original data, the PivotTable should be refreshed. On the Ribbon, click on the Options tab of PivotTable Tools.In the Data group, click on the Refresh button.

Sorting the ListClick in the column of the PivotTable the list is to be sorted by. On the Ribbon, click on the Options tab of PivotTable Tools. In the Sort group

PivotTable LayoutOn the Ribbon, click on the Design tab of PivotTable Tools.In the Layout group are various options for the layout of the PivotTable. To add subtotals to the PivotTable, click on the Subtotals button.To add totals to the PivotTable, click on the Grand Totals button.Click on the Report Layout button and choose Show in Compact Form, Show in Outline Form, or Show in Tabular Form.

Show Values As feature    The Show Values As feature includes a number of automatic calculations, such as % of Parent Row Total, % of Parent Column Total, % of Parent Total, % Running Total, Rank Smallest to Largest, and Rank Largest to Smallest.

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Slicers Slicers are visual controls that let you quickly filter data in a PivotTable If you insert a slicer, you can use buttons to quickly segment and filter the data to display just what you need. In addition, when you apply more than one filter to your PivotTable.Create a slicer in an existing PivotTable

Click anywhere in the PivotTable report for which you want to create a slicer. On the Options tab, in the Sort & Filter group, click Insert Slicer. In the Insert Slicers dialog box, select the check box of the fields for which you want to create a slicer. Click OK. A slicer is displayed for every field that you selected. In each slicer, click the items on which you want to filter.

To select more than one item, hold down CTRL, and then click the items on which you want to filter.Create a standalone slicer On the Insert tab, in the Filter group, click Slicer. In the Existing Connections dialog box, in the Show box, do one of the following:

To display all connections, click All Connections. This is selected by default. To display only the recently used list of connections, click Connections in this Workbook.

To display only the connections that are available on your computer, click Connection files on this computer.

Under Select a Connection, click the connection that you want, and then click Open. In the Insert Slicer dialog box, click the check box of the fields for which you want to create a slicer. Click OK.

A slicer is created for every field that you selected.Format a slicer Click the slicer that you want to format.

This displays the Slicer Tools, adding an Options tab. On the Options tab, in the Slicer Styles group, click the style that you want.

Pivot Charts Click the Chart icon to create a chart from the pivot table report.

o A table is automatically created to correspond with the chart.o There are four areas for you to add fields. The page area allows you to filter the chart by the chosen field.o The series and row areas control how data is viewed in the chart. o The data area contains the fields from which you wish to view the actual data.

Drag fields from the field list onto the appropriate areas. If you need to remove a field, drag the field back to the field list. A four-way arrow must appear on the gray portion of the field before it can be moved.

Press Options and select Layout to add functions and order fields before the final product is created. Select where the pivot chart will be located. For large charts, a separate sheet will allow for easier viewing.

Create a Pivot Chart Without a Pivot Table

Create a pivot chart by highlighting the data you wish to use in your chart. If selecting other sources or a range, select your source or range in the pivot chart wizard.

Click on Data and choose PivotTable and PivotChart Wizard. Choose to create a pivot chart. Type the range, confirm the current range or press Browse to highlight your range from other spreadsheets or

sources.

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