Excel 2010 Intermediate

Transcription

Page 1
Excel 2010
Intermediate
SAMPLE
FOR USE AT THE LICENSED SITE(S) ONLY
 2010 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au
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© 2010 Cheltenham Courseware Pty. Ltd.
All trademarks acknowledged. E&OE.
No part of this document may be copied without written permission from Cheltenham Courseware unless
produced under the terms of a courseware site license agreement with Cheltenham Courseware.
All reasonable precautions have been taken in the preparation of this document, including both technical and
non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or
omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham
Courseware shall not be responsible for any direct, incidental or consequential damages arising from the
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SAMPLE
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TUTOR SETUP INFORMATION................................................................................................................6
SAMPLE FILES FOR THIS COURSE ......................................................................................................7
SETUP & PRINTING ISSUES ....................................................................................................................8
WORKSHEET MARGINS ...............................................................................................................................8
WORKSHEET ORIENTATION ........................................................................................................................9
WORKSHEET PAGE SIZE ...........................................................................................................................10
HEADERS AND FOOTERS ..........................................................................................................................11
HEADER AND FOOTER FIELDS...................................................................................................................13
SCALING YOUR WORKSHEET TO FIT A PAGE(S)........................................................................................14
VISUALLY CHECKING YOUR CALCULATIONS .............................................................................................17
DISPLAYING GRIDLINES WHEN PRINTING ..................................................................................................18
PRINTING TITLES ON EVERY PAGE WHEN PRINTING .................................................................................19
PRINTING THE EXCEL ROW AND COLUMN HEADINGS ...............................................................................23
SPELL CHECKING ......................................................................................................................................23
PREVIEWING A WORKSHEET .....................................................................................................................24
VIEWING WORKBOOKS SIDE BY SIDE ........................................................................................................24
ZOOMING THE VIEW ..................................................................................................................................25
PRINTING OPTIONS ...................................................................................................................................26
SETTING THE NUMBER OF COPIES TO PRINT ............................................................................................26
SELECTING A PRINTER ..............................................................................................................................27
SELECTING INDIVIDUAL WORKSHEETS OR THE ENTIRE WORKBOOK ........................................................28
SELECTING WHICH PAGES TO PRINT ........................................................................................................29
SINGLE OR DOUBLE SIDED PRINTING ........................................................................................................30
COLLATION OPTIONS ................................................................................................................................30
PAGE ORIENTATION ..................................................................................................................................31
PAPER SIZE ...............................................................................................................................................31
MARGINS ...................................................................................................................................................32
SCALING....................................................................................................................................................34
PRINTING ..................................................................................................................................................36
FUNCTIONS AND FORMULAS. .............................................................................................................38
GETTING HELP WITH FUNCTIONS.............................................................................................................38
NESTED FUNCTIONS. ................................................................................................................................40
CONSOLIDATING DATA USING A 3-D REFERENCE SUM FUNCTION...........................................................43
MIXED REFERENCES WITHIN FORMULAS. .................................................................................................45
SAMPLE
TIME & DATE FUNCTIONS .....................................................................................................................48
INSERTING THE CURRENT TIME AND DATE. ..............................................................................................48
TODAY. ...................................................................................................................................................48
NOW. .......................................................................................................................................................50
DAY..........................................................................................................................................................52
MONTH. ..................................................................................................................................................54
YEAR. ......................................................................................................................................................56
MATHEMATICAL FUNCTIONS...............................................................................................................60
ROUND. ..................................................................................................................................................60
ROUNDDOWN.......................................................................................................................................62
ROUNDUP. .............................................................................................................................................65
LOGICAL FUNCTIONS.............................................................................................................................68
IF. .............................................................................................................................................................68
AND..........................................................................................................................................................71
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OR. ...........................................................................................................................................................72
MATHEMATICAL FUNCTIONS...............................................................................................................74
SUMIF......................................................................................................................................................74
STATISTICAL FUNCTIONS.....................................................................................................................77
COUNT....................................................................................................................................................77
COUNTA. ................................................................................................................................................79
COUNTIF. ...............................................................................................................................................82
COUNTBLANK.......................................................................................................................................85
RANK. ......................................................................................................................................................88
TEXT FUNCTIONS ....................................................................................................................................96
LEFT. .......................................................................................................................................................96
RIGHT......................................................................................................................................................99
MID.........................................................................................................................................................103
TRIM. .....................................................................................................................................................107
CONCATENATE. .................................................................................................................................111
FINANCIAL FUNCTIONS .......................................................................................................................114
FV...........................................................................................................................................................114
PV...........................................................................................................................................................117
NPV........................................................................................................................................................120
RATE. ....................................................................................................................................................123
PMT........................................................................................................................................................126
LOOKUP FUNCTIONS............................................................................................................................129
VLOOKUP.............................................................................................................................................129
HLOOKUP.............................................................................................................................................133
DATABASE FUNCTIONS.......................................................................................................................137
DSUM. ...................................................................................................................................................137
DMIN......................................................................................................................................................140
DMAX.....................................................................................................................................................143
DCOUNT. ..............................................................................................................................................146
DAVERAGE ..........................................................................................................................................149
SAMPLE
NAMED RANGES. ...................................................................................................................................152
NAMING CELL RANGES............................................................................................................................152
REMOVING A NAMED RANGE...................................................................................................................154
NAMED CELL RANGES AND FUNCTIONS..................................................................................................155
CELL FORMATTING...............................................................................................................................158
APPLYING STYLES TO A RANGE. .............................................................................................................158
CONDITIONAL FORMATTING....................................................................................................................160
CUSTOM NUMBER FORMATS...................................................................................................................162
MANIPULATING WORKSHEETS.........................................................................................................167
COPYING OR MOVING WORKSHEETS BETWEEN WORKBOOKS ...............................................................167
SPLITTING A WINDOW. ...........................................................................................................................170
HIDING ROWS..........................................................................................................................................172
HIDING COLUMNS....................................................................................................................................174
HIDING WORKSHEETS.............................................................................................................................176
UN-HIDING ROWS....................................................................................................................................177
UN-HIDING COLUMNS..............................................................................................................................179
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UN-HIDING WORKSHEETS. ......................................................................................................................180
TEMPLATES.............................................................................................................................................182
USING TEMPLATES..................................................................................................................................182
CREATING EXCEL TEMPLATES. ..............................................................................................................183
DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS 7 COMPUTER. ............................................188
EDITING EXCEL TEMPLATES ON A WINDOWS 7 COMPUTER...................................................................190
DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS VISTA COMPUTER......................................197
EDITING EXCEL TEMPLATES ON A WINDOWS VISTA COMPUTER. ..........................................................199
DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS XP COMPUTER. .........................................205
EDITING EXCEL TEMPLATES ON A WINDOWS XP COMPUTER. ..............................................................205
PASTE SPECIAL OPTIONS. .................................................................................................................207
USING PASTE SPECIAL TO ADD, SUBTRACT, MULTIPLY & DIVIDE. .........................................................207
USING PASTE SPECIAL ‘VALUES’............................................................................................................215
USING PASTE SPECIAL TRANSPOSE OPTION. ........................................................................................218
SAMPLE
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Tutor Setup Information



Copy the sample files folder, Excel 2010 Intermediate to the Documents
folder on the PC.
At the end of the course, remove all files modified or created during the
course, prior to re-running the course.
At the end of the course, reset all program and operating system defaults that
may have been modified during the course, prior to re-running the course.
SAMPLE
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Sample files for this Course

During this course you will need to open samples files.
These are stored under the Documents folder in a sub-folder called:
Excel 2010 Intermediate.
If you create any new files, unless otherwise instructed, you should also
save the files in this folder.
SAMPLE
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Setup & Printing Issues
Worksheet margins

Open a workbook called Print setup.
NOTE: The sample files for this course are stored in a folder called Excel
2010 Intermediate under the Documents folder.

Click on the Page Layout tab, and from within the Page Setup group, click
on the Margins icon.

This will display a drop down from which you can select Normal, Wide or
Narrow.
SAMPLE

Clicking on the Custom Margins command displays the Margins tab within
the Page Setup dialog box. You can use this dialog box to set custom top,
bottom, left and right margins.
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TIP: You can also use this dialog box to set Header and Footer values, as
well as options to centre the table on the page vertically and/or horizontally.
Experiment with setting margins.
SAMPLE
TIP: Be sure not to make the margin size too small or you may have problems
printing the worksheet.
Worksheet orientation

on the Orientation icon.
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
You can select either Portrait or Landscape orientation, as illustrated.

Try setting the orientation to Landscape. To see the effect in Print Preview
mode, press the Ctrl+F2 keyboard shortcut.
SAMPLE

To return to the normal view, click on the Home tab.

Before continuing reset the orientation back to Portrait.
Worksheet page size

on the Size icon.

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You can select the required page size from the drop down options displayed,
as illustrated.
SAMPLE
Headers and footers

Click on the Insert tab and from within the Text group, click on the Header &
Footer icon.
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
You will see the Header area displayed at the top of the worksheet, as
illustrated.


Type in the text for your header, such as Stock Levels for January.
If you scroll down the page you will see the message 'Click to add footer'
displayed at the bottom of the worksheet.

Click within the footer area and type in your name. As example is illustrated
below.
SAMPLE

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To modify a header or footer at any time just click over an existing header or
footer and edit as required.
Header and footer fields

When you are inserting or editing a footer or header, you will notice that you
see the Header and Footer Tools Ribbon. Within this Ribbon is the Header
& Footer Elements group, as illustrated below.

You can use the icons in this section in insert an Excel field, such as the Page
Number. The great thing about fields is that they automatically update when
required. For instance if you insert a Page Number field, then as you add
more pages, the page number displayed on each page will increment.
Another very useful field is the File Name field. This displays the file name of
the document in your header or footer, when you print, and is very useful
when you have printed out a copy of a worksheet and then several months
later are trying to remember the file name you used to save the worksheet as.

NOTE: When you insert a field, such as the File Name field, you may see the
field code rather than the actual file name. When you print the worksheet
however, this code is replaced by the actual file name.
SAMPLE

The File Path will display the file name and also the path to the folder in
which the file is stored.

Experiment with inserting different fields into your header or footer.
Make sure that you have experimented with all of the following field types:
Page numbering:
Date:
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Time:
File name:
Worksheet name:
SAMPLE
NOTE: To remove a header or footer field, select the field and press the Del
key.
Scaling your worksheet to fit a page(s)

Click on the File Tab and then click on the arrow next to the Print side tab.
Click on the down arrow next to the Scaling section.

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The list displayed allows you to select print scaling options, such as Fit Sheet
on One Page.
SAMPLE
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
You can see that when this option is selected the sheet does, as expected, fit
onto one page.

You can also customize how many pages you would want the data to fit on.
To do this click on the Custom Scaling Options button.
SAMPLE

This will display the Page Setup dialog box, which you can use to customize
scaling of the printing.

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Save your changes and close the workbook.
Visually checking your calculations
SAMPLE


Open a workbook called Printing.
Click on cell E2. Clearly the formula within this cell is wrong. The formula it
contains is
=C2*F2
It should be:
=C2*D2
Fix the formula.
Always visually check over worksheet data and try to look for formula
calculation results that do not make sense.
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Displaying gridlines when printing

To see how the worksheet will look when printed, view the worksheet in Print
Preview view. To do this press Ctrl+F2. As you can see the worksheet will
print without displaying gridlines.

Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Gridlines heading, as illustrated.
SAMPLE

View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the worksheet will now print displaying gridlines.

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Before continuing, re-click on the Print Gridlines check box so that the
worksheet will print without displaying gridlines.
Printing titles on every page when printing

View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the top row, containing the column titles is displayed on the first page.
SAMPLE

Click on the Next Page arrow button, displayed at the bottom-centre of the
page to view the second page.

As you can see the columns are displayed without a top row explaining what
each column relates to.
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
We need to fix this as it would be very inconvenient to print out a long report
and always have to refer to the first page to know what each column relates
to.

Click on the Page Layout tab. Within the Page Setup group, click on the
Print Titles icon, as illustrated.

This will display the Page Setup dialog box.
SAMPLE

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If necessary move the dialog box so that you can see the title row within the
worksheet.
TIP: To move a dialog box, click on the Title Bar at the top of the dialog box
and while pressing the mouse button, drag with the mouse. When you release
the mouse button the dialog box will have moved.
SAMPLE

Click in the Rows to repeat at top box, within the dialog box.

Click within the top row on the worksheet and your dialog box will look like
this.
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
Click on the OK button to close the dialog box.

Press Ctrl+F2 to see the worksheet in Print Preview view. As you would
expect the title row is displayed across the top of the data.

Click on the Next Page arrow button, displayed at the bottom-centre of the
page to view the second page.
SAMPLE

You can see the second page also displays a title row at the top of the data.
TIP: You can use the same technique the repeat both rows and columns on
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every page.

Press Esc to exit from Print Preview view.
Printing the Excel row and column headings

Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Headings, as illustrated.

Press Ctrl+F2 to view the worksheet in Print Preview view. As you can see
the row and column heading are displayed, and would print like this.
SAMPLE

Press Esc to exit from Print Preview view.
Spell checking

Press F7 to start the spell checker
or click on the Review tab and click the Spelling icon.

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You will see the Spelling dialog box displayed. Follow the onscreen prompts.
Previewing a worksheet

Always view a workbook in Print Preview mode prior to printing it. It allows
you a quick visual check over how the worksheet will look when printed.
Click on the File Tab and then click on the arrow next to the Print command.
From the submenu, select Print Preview.
SAMPLE


Viewing workbooks side by side


This feature allows you to compare two versions of a workbook, side by side.
Open a document called Side by Side 1. Open a second document called
Side by Side 2.
Click on the View tab and click on the View Side by Side command (located
within the Window group).

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This will display the two workbooks side by side. As you scroll down one
worksheet, the other worksheet also scrolls down the screen. Try scrolling
through each worksheet to practice using this feature.
Close both worksheets before continuing.
Zooming the view

Open a workbook called Zoom. This workbook contains text of various sizes,
and may be unreadable at the normal viewing zoom level. You can use the
Zoom control to magnify the display of data on the screen (or to reduce the
size of data of the screen). You can see the Zoom slider control displayed at
the bottom-right of your screen.

Click on the Plus or Minus button, or drag the slider using the mouse to
adjust the zoon levels.

If you click on the Zoom value (100% in the example show above), you will
display the Zoom dialog box. You can use this to set exact zoom levels.
SAMPLE

Before continuing set the Zoom level back to 100% and close the workbook.
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Printing options


Open a workbook called Printing options.
To print the entire worksheet, click on the File Tab and then click on the Print
side tab.
TIP: The keyboard shortcut to display the Print options is Ctrl+P.
SAMPLE
Setting the number of copies to print

Within the Copies section of the printer options, type in the number of copies
required.
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.
Selecting a printer

Within the Printer section of the printer options, click on the down arrow next
to the selected printer.
SAMPLE

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From the drop down list displayed select another printer.
Selecting individual worksheets or the entire workbook

Within the Settings section of the printer options, click on the down arrow
next to the Print Active Sheets option.
SAMPLE

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This will display options allowing you to print the active sheet, the entire
workbook, or just a selected area of a worksheet.
SAMPLE
Selecting which pages to print

Within the Pages section of the printer options, enter your starting and
finishing pages to be printed.
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Single or double sided printing

Within the Pages section of the printer options, click on the down arrow next
to the Print One Sided option.

Select the required option from the list.
Collation options

Within the Collated section of the printer options, click on the down arrow
next to the section.
SAMPLE

Select the required option.
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Page orientation

to the Printer Orientation section.

Select the required option.
SAMPLE
Paper size

to the Paper Size section.

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Select the required page size.
SAMPLE
Margins

to the margins section.

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Select the required margin sizes.
SAMPLE

If you wish to set custom sized margins, click on the Custom Margins option.
This will display the Margins tab within the Page Setup dialog box.

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You can enter custom sized margins as required.
Scaling
SAMPLE

to the scaling section.

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Select the required option from the list displayed.
SAMPLE
NOTE: You can click on the Custom Scaling Options link to display more
options.
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Printing

To print a document using the settings you have selected click on the Print
button.
SAMPLE

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Close any open documents, saving any changes that you have made and
close the Excel program.
SAMPLE
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Functions and Formulas.
Getting Help with Functions.

PLEASE NOTE:
This section is just for reference, so do not try to follow through
instructions now just remember how you can use the help available within
Excel.

Excel 2010 has several features that help to make using spread sheets
quicker and easier. One of these is the Insert Function utility, which
saves you from typing complicated function syntax into your spread sheet.
To use this utility open a new workbook and click on the Insert Function
button.
This button is located under the Formulas tab within the Function
Library group.

Clicking on the Insert Function button will display the Insert Function
dialog box.
SAMPLE


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Since few people know the full details of every single Excel function, it is
sometimes difficult to choose a function that will allow you to perform a
desired task. Luckily, the Insert Function utility contains a function
wizard that can assist you in finding that perfect function.
Let's try an example. Pretend that you want to find the average price in a
hypothetical cell range. Within the Search for a function box, type.
Finding the average
SAMPLE

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Click on the Go button to perform the search.
NOTE: Click on the GO button, NOT the OK button.

You will see that the wizard has compiled a list of possible correct
functions in the Select a function section of the dialog box, which will
assist you making your decision. There is also a brief description of the
selected function at the bottom of the dialog box to further help you in
making your choice, as illustrated below.

If you need further assistance, be sure to click on Help on this function,
which will provide you with more detailed help online. Use these features;
they are there to help you.
SAMPLE
Nested functions.

Open a workbook called Nested Functions.
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This workbook contains sales results for the North and South regions,
along with total and average sales results for the two regions.
The average sales target of a region is 25 (per sales person).
We want to be able to sum up only those sales of the regions that are
above the sales target.

Click on cell B13 and enter the following formula.
SAMPLE
=IF(AVERAGE(B3:B6)>25,SUM(B3:B6),0)

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Once you have entered this formula, use drag and drop to copy this
formula to cell C13. The result should be as illustrated.
Sales for the North region exceeded their targets, (i.e. the average is over
25) so in cell B13 you see the sales summed, while in cell C13, you see a
0 figure as sales for the South region were below an average of 25:
SAMPLE

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Consolidating data using a 3-D reference sum function.

Open a workbook called 3-D SUM Consolidation.
Quickly examine the data on each worksheet. In this example, we have a
workbook containing a number of worksheets.
Each worksheet within the workbook contains the total annual sales for a
salesperson called Rowan. We wish to total the sales for the last three
years and display them on the first page within the workbook:


Click on cell C7 on the first worksheet within the workbook.
Click on Formulas tab and within the Function Library group, click on the
upper part of the AutoSum button.
SAMPLE

Your screen will look like this.


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Click on the tab of the second worksheet to display the second worksheet.
Highlight the cell or range to be consolidated, in this case cell B2:
SAMPLE



While depressing the Shift key, click on the worksheet tabs for the other
worksheets to be consolidated, in this case for the years 2008 and 2007.
Press the Enter key and the consolidated value for the three years will be
displayed within the first worksheet.
If you click on the cell containing the consolidated data (on the first
worksheet) you will notice the consolidation formula in the Formula Bar:

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Mixed references within formulas.


Open a workbook called Mixed references.
We are going to use mixed references within the workbook to produce a
multiplication table that will display all possible values for up to 'ten times
ten'.
When you create a mixed cell reference, either the column or the row uses
absolute referencing, which will not change when the formula is copied
and pasted to another part of your worksheet.
SAMPLE
An absolute cell reference contains a dollar sign in front of both parts of
the reference whereas a mixed cell reference contains a dollar sign in front
of just one part of the reference.

Click on cell B2 and insert the following formula, which contains 2 mixed
references.
=B$1*$A2

Your worksheet will look like this.

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Extend the contents of cell B2 to fill the range B2:K2. You will see the
following.
SAMPLE

Extend the range B2:K2 down the worksheet, as illustrated.


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As you can see you now have a multiplication table, just like the ones you
used at school.
SAMPLE
Page 48
Time & Date Functions
Inserting the current time and date.

PLEASE NOTE:
This section is just a reference, so do not try to follow through instructions
now just remember how you can insert the current date or time within
Excel.

The advantage of using functions is that the time and date will be updated
to the current time and date, even when you close down the workbook,
and later reopen it. You can also use keyboard shortcuts to insert the time
and date, but the following examples will only insert 'static' time or dates
that will not be automatically updated.
To insert the current date into a cell.
Click within a cell and then press Ctrl+;
To insert the current time.
Click within a cell and then press Ctrl+Shift+;
TODAY.



Open a workbook called Functions - Today.
Click on cell C2.
Click on the Formulas tab and within the Function Library group click on
the Date and Time button. From the drop down list displayed click on the
TODAY function.
SAMPLE

Page 49
The Function Arguments dialog box will be displayed.
SAMPLE

Click on the OK button to insert the function.

Page 50
You can see the function syntax displayed within the Formula Bar
(displayed above the workbook area). In this case you will see the
following.
=TODAY()

NOW.



Open a workbook called Functions - Now.
Click on cell C2.
NOW function.
SAMPLE

Page 51
SAMPLE

Click on the OK button to insert the function.

Page 52
You can see the function syntax displayed within the Formula Bar
(displayed above the workbook area). In this case you will see the
following.
=NOW()

DAY.


Open a workbook called Functions - Day.
Click on cell C3. As you can see this cell contains the TODAY function,
which displays the current date.
SAMPLE


Click on the cell into which we want to insert the DAY function. In this
case click on cell C6.
DAY function.

Page 53
The Function Arguments dialog box is displayed. The dialog box
displays basic information about this function. As you can see this
function 'returns the day of the month, a number from 1 to 31'.
SAMPLE

Click on cell C3 and you will see that this cell reference is automatically
displayed within the Serial_number section of the dialog box.

Click on the OK button and the current day of the month will be displayed
within cell, C6. It takes this information from the data within cell C3.

Page 54
The function syntax is displayed within the Formula Bar, above the
worksheet.
=DAY(C3)

MONTH.


Open a workbook called Functions - Month.
SAMPLE

Click on the cell into which we want to insert the MONTH function. In this
Page 55

MONTH function.

function 'returns the month, a number from 1 (January) to 12
(December)'.
SAMPLE


Page 56
Click on the OK button and the current month will be displayed within cell,
C6. It takes this information from the data within cell C3.
SAMPLE

worksheet.
=MONTH(C3)

YEAR.


Open a workbook called Functions - Year.


Page 57
Click on the cell into which we want to insert the YEAR function. In this
YEAR function.
SAMPLE

Page 58
function 'returns the year, an integer in the range 1900-9999'.
SAMPLE
Page 59


Click on the OK button and the current year will be displayed within cell
C6. It takes this information from the data within cell C3.
SAMPLE

worksheet.
=YEAR(C3)

Page 60
Mathematical Functions
ROUND.


Open a workbook called Functions - Round.
Click on cell C4 containing the formula C2/C3. As you can see, the result
is displayed using a large number of decimal places. We are going to
redo this formula and use the Round function to display the result with no
decimal places.


First, click on the cell C4 and press the Del key to delete the cell contents.
the Math & Trig button. From the drop down list displayed click on the
ROUND function.
SAMPLE

Page 61
The Function Arguments dialog box is displayed.
SAMPLE


In the Number section of the dialog box, enter the formula C2/C3.
In the Num_digits section of the dialog box, enter 0.

Page 62
Click on the OK button and you will see the following.
SAMPLE

If you click on cell C4, you will see the function syntax displayed in the
Formula Bar.
=ROUND(C2/C3,0)

ROUNDDOWN.


Open a workbook called Functions - Rounddown.
redo this formula and use the Rounddown function to display the result
with 1 decimal place.


Page 63
ROUNDDOWN function.
SAMPLE



Page 64
SAMPLE


Page 65
Formula Bar.
=ROUNDDOWN(C2/C3,1)

ROUNDUP.


Open a workbook called Functions - Roundup.
redo this formula and use the Roundup function to display the result with 1
decimal place.
SAMPLE


ROUNDUP function.

Page 66
SAMPLE



Page 67
SAMPLE

Formula Bar.
=ROUNDUP(C2/C3,1)

Page 68
Logical Functions
IF.

Open a workbook called Functions - If.
This example calculates a discount based on order quantity. The
company offers its customers a 5% discount if the value of an order is
above 500. There is no discount if the value is below 500.
A way of simplifying the above statement is as follows.
If the sale value is greater than 500 give 5% discount otherwise give
no discount.
SAMPLE


Click on cell C3.
the Logical button. From the drop down list displayed click on the IF
function.

Page 69
SAMPLE


Click on the Logical_test section of the dialog box and enter B3>500.
Click on the Value_if_true section of the dialog box and enter B3*5%.
Page 70

Click on the Value_if_false section of the dialog box and enter 0.

When you press the OK button, you will see the following. As the value in
cell B3 is less than 500, the discount value is zero.
SAMPLE

Copy the formula in cell C3 to cells C4:C6 using the usual fill handle
technique and you will see the following. As you can see where the sales
value is above 500, a discount value is displayed.

Page 71
AND.

Open a workbook called Functions - AND.
In this example, we have the results of a two-part examination;
candidates must achieve over 50 in EACH part of the examination.

Click on cell D3 and enter the following:
=IF(AND(B3>50,C3>50),$F$2,$F$3)
SAMPLE

When you press Enter you should see the following, as the candidate
scored less than 50 in the first part of the examinations:
Page 72

Copy the formula in cell D3 to the cell range D4:D6 and you will see the
following:

The only person to get more than 50 in both parts of the examination is
Menendez, who is the only person to pass the entire examination.

OR.

Open a workbook called Functions - OR.
In this example, we have the results of a two-part examination and
candidates can pass the entire examination by achieving a score of > 75
in either part of the examination.
SAMPLE

Click on cell D3 and enter the following:
=IF(OR(B3>75,C3>75),$F$2,$F$3)

When you press Enter you should see the following, as the candidate
scored less than 75 marks in both parts of the examination:

Page 73
Copy the formula in cell D3 to the cell range D4:D6 and you will see the
following:
SAMPLE


The only person to get less than 75 marks in both parts of the
examination is Gravani, who is the only person to not pass the entire
examination.
Page 74
Mathematical Functions
SUMIF.




Open a workbook called Functions - Sumif.
The SUMIF sums the values within a range that meet specified criteria. In
this case, we want to see the total value of all sales, where the
salesperson earned over 6000 a month.
First, we would need to click on the cell in which we wish the result of our
function to be displayed, in this case cell G12.
SUMIF function.
SAMPLE



Page 75
Within the Range section of the dialog box, enter the range D4:D10.
Within the Criteria section of the dialog box, enter >6000. The screen
should now resemble the illustration.
SAMPLE

Click on the OK button to display the result. You can see the function
syntax displayed in the Function Bar, as illustrated.

Page 76
The syntax is.
=SUMIF(D4:D10,">6000")

SAMPLE
Page 77
Statistical Functions
COUNT.

Open a workbook called Functions - Count. This sheet contains
examination results and grades.


Click on cell C9.
the More Functions button. From the drop down list displayed click on
Statistical. From the submenu displayed click on the COUNT function.
SAMPLE
Page 78


In the Value1 section of the dialog box, Enter the cell range C5:C8.
SAMPLE

Click on the OK button to insert the function. Your worksheet will now look
like this.

Page 79
You can see the function syntax displayed within the Formula Bar.
=COUNT(C5:C8)

Use the normal drag and drop techniques to copy this function to cells D9
and E9. Your worksheet will now look like this.
SAMPLE

COUNTA.

Open a workbook called Functions - Counta. This sheet contains
examination results and grades.

Page 80

Click on cell C9. We will use the COUNTA function to count the number of
A grades, the number of B grades and the number of C grades.
Statistical. From the submenu displayed click on the COUNTA function.

SAMPLE

In the Value1 section of the dialog box, Enter the cell range C5:C8.

Page 81
like this.
SAMPLE

=COUNTA(C5:C8)


Page 82
COUNTIF.

Open a workbook called Functions - Countif. This sheet contains
examination results and grades. We shall use the Countif function to see
how many 'A' grades Dave has, how many Rowan has and how many
Elliot has.
SAMPLE


Click on cell C9.
Page 83
Statistical. From the submenu displayed click on the COUNTIF function.

SAMPLE


In the Range section of the dialog box, enter the cell range C5:C8.
In the Criteria section of the dialog box, enter A.

Page 84
like this.
SAMPLE

=COUNTIF(C5:C8,"A")


Page 85
COUNTBLANK.

Open a workbook called Functions - Countblank. This sheet contains
examination results and grades. We shall use the Countblank function to
see how many empty cells are listed under each name. This will tell us
how many subjects each person did not pass. The worksheet looks like
this.
SAMPLE

Click on cell C11.
Page 86

Statistical. From the submenu displayed click on the COUNTBLANK
function.

SAMPLE

In the Range section of the dialog box, enter the cell range C5:C10.

Page 87
like this.
SAMPLE

=COUNTBLANK(C5:C10)

Use the normal drag and drop techniques to copy this function to cells
D11:H11. Your worksheet will now look like this.

Page 88
RANK.

Open a workbook called Functions - Rank. The worksheet contains a
table of sales results, including the total number of individual sales and
also the total value of sales made, by all ten sales people working for a
company.
SAMPLE

We want to rank each sales person by total number of sales made and
also by the total values of sales made.


Page 89
Click on cell E4.
Statistical.
You will notice that the Rank function is not displayed within the list.

Click on the Insert Function button and type the word Rank into the
search box.
SAMPLE

Page 90
Click on the Go button (not the OK button) and you will see the following
dialog box.
SAMPLE


Read the information displayed at the bottom of the dialog box.
With the Rank function selected, click on the OK button. The Function
Arguments dialog box will be displayed.

Page 91
Enter the following data.
In the Number section we specify the item to rank, in this case C4.
In the Ref section we specify the range from which to compare the ranking
value, in this case: $C$4:$C$13.

Your dialog box will look like this.
SAMPLE
TIP: Within the Order section, if we do not enter a value, or if we enter a 0,
then the rank will be sorted in descending order. If we wanted to sort in
ascending order, you would enter any number other than 0. In this
example we will not enter a value, so the ranking will use the default
Page 92
descending order.

Click on the OK button. You will see the following. This means that
Hastert, ranked in position 9, compared to the other sales people, in terms
of the total number of sales made.

Drag the contents of cell E4 to fill the range E4:E13. Your data will now
look like this. If you look closely you will see that Gravani and Mach are
in joint place. This explains the fact that there is no sales person listed in
second place. After the two joint-first position, the next best ranking in
Feeney in rank position 3.
SAMPLE
Page 93

We will now see how the sales people rank in terms of total sales. Some
sales people are very good at selling a lot of low value items, while other
sales people specialize in making fewer, but higher value sales.


Click on the cell F4.
Re-display the Function Arguments dialog box for the Rank function and
enter the following data.
SAMPLE
Number:
Ref:
D4
$D$4:$D$13

Page 94
Click on the OK button. Your data will look like this.
SAMPLE

Extend the contents of cell F4 to fill the range F4:F13. Your data will now
look like this.

Page 95
As you can see Hastert, despite not making very many individual sales,
actually is in the top ranked position when it comes to the total value of the
sales made. You will notice that there are 2 sales people with the number
three ranking, which is why there is no sales person listed in the number
four ranking spot.
SAMPLE

Page 96
Text Functions
LEFT.

Open a workbook called Functions - Left. It contains the following data.
SAMPLE



We want to extract the first character from the text within the range
B4:B19 and insert the first character in the range C4:C19.
Click on cell C4.
the Text button. From the submenu displayed click on the LEFT function.

Page 97
SAMPLE

Enter the following information into the dialog box.

Page 98
SAMPLE

Notice the syntax, displayed within the Function bar.
=LEFT(B4,1)

Use the normal Excel drag and drop techniques to extend this function to
fill the range C4:C19. Your data will now look like this.

Page 99
RIGHT.

Open a workbook called Functions - Right. The worksheet contains the
following table.
SAMPLE



Page 100
We will use the RIGHT function to extract the last 2 characters from the
right of each text string and just display the 2 digit country ID.
Click on cell D3.
the Text button. From the submenu displayed click on the RIGHT
function.
SAMPLE

Page 101
SAMPLE


Within the Text field enter C3.
Within the Num_chars enter the number 2.

Page 102
Click on the OK button and your data will look like this. Notice the function
syntax in the Function bar.
SAMPLE

Extend the contents of cell D3 to fill the range D3:D21. Your data will now
look like this.

Page 103
SAMPLE
MID.

Open a workbook called Functions - Mid. The worksheet contains the
following table. We want to extract the fourth and fifth characters, which
are country codes for the DVDs and then display that data in the column
next to the product codes.


Page 104
Click on cell C3.
the Text button. From the submenu displayed click on the MID function.
SAMPLE

Page 105
SAMPLE

Enter the following information.

Page 106
Click on the OK button and your data will look like this.
SAMPLE

Extend the contents of cell C3 to fill the range C3:C16. Your data will now
look like this.

Page 107
TRIM.

Open a workbook called Functions - Trim. The worksheet contains the
following data. As you can see there are increasing large amounts of
extra spaces inserted at the start of each line of text. We will use the
TRIM function to 'trim' these leading spaces.
SAMPLE
Page 108
NOTE: You can also use TRIM to 'trim' spaces at the end of a line.


Click on cell D4.
the Text button. From the sub-menu displayed click on the TRIM function.
SAMPLE

Page 109
SAMPLE

Enter C4 into the Text field.

Page 110
Click on the OK button and your data will look like this. Notice the function
syntax in the Formula Bar.
SAMPLE

Extend the contents of cell D4 to the range D4:D13. Your data will now
look like this.

Page 111
CONCATENATE.

Open a workbook called Functions - Concatenate. It contains the
following data.
SAMPLE


Click on cell B5.
the Text button. From the sub-menu displayed click on the
CONCATENATE function.

Page 112
SAMPLE




Click within the Text 1 section of the dialog box
and then click on cell A1.

The Function Arguments dialog box will now look like this.

Click on the OK button, and you will see the result as illustrated.
Page 113
SAMPLE

Page 114
Financial Functions
FV.

Open a workbook called Functions - FV.

This workbook contains data relating to the following scenario.
SAMPLE
Let's say we have a lump sum of 2500 and we want to invest this in a
bank that is paying out 6% interest.
We will invest a further 150 each month.
We want to know how much the account will be worth after three years.


Click on cell C10.
Click on the Formulas tab and within the Function Library group, click on
the Financial button. From the sub-menu displayed click on the FV
function.

Page 115
SAMPLE


Click within the Rate section of the dialog box
and then click on cell C3.
Click within the Nper section of the dialog box



Page 116
Click within the Pmt section of the dialog box
Click within the Pv section of the dialog box
Click within the Type section of the dialog box

The Function Arguments dialog box will now look like this.

When you click on the OK button you will see the result as illustrated.
SAMPLE

Page 117
SAMPLE
Page 118
END OF THE EVALUATION PREVIEW
This sample is approximately half of the complete course and is provided for
evaluation purposes only.
To purchase the rights to the editable version, supplied in Microsoft Word,
please visit our web site at:
http://www.cctglobal.com
Customisable Courseware.
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Unlimited Number of Users.
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SAMPLE

Excel 2010 Intermediate

Transcription

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