microsoft excel ii

Microsoft Excel II

Microsoft Excel IISpecial Formats

• Select the Home Ribbon and click the ‘Number’ list box down arrow• Click ‘More Number Formats …’ and select ‘Special’• Select the desired format

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Microsoft Excel IICustom Formats

• Select the Home Ribbon and click the ‘Number’ list box down arrow• Click ‘More Number Formats …’ and select ‘Custom’• Type the format in the box

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Microsoft Excel IICustom Formats, 2

#,###;(#,###);0;"Error: Entry must be a number"

Format for Positive Numbers

Format for Negative Numbers

Format for Text

Format for Zeros

• Formats have 4 parts, separated by semicolons• Parts apply formats to positive numbers, negative numbers, zeros, and text.• Leaving sections blank between semicolons will suppress entries

Try thisExample:

;;;

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• Some of the codes:• m Months as 1-12• mm Months as 01-12• mmm Months as Jan-Dec• mmmm Months as January-December• d Days as 1-31• dd Days as 01-31• ddd Days as Sun-Sat• dddd Days as Sunday-Saturday• yy Years as 00-99• yyyy Years as 1900-9999• H Hours as 0-23• hh Hours as 00-23

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• Some more codes:• m Minutes as 0-59• mm Minutes as 00-59• s Seconds as 0-59• ss Seconds as 00-59• h AM/PM Hours as AM or PM• h:mm AM/PM Hours and minutes as AM or PM• h:mm:ss A/P Hours, minutes, and seconds as AM or PM

• Colors (Must be the first item in the section)• [Black] [Blue] [Cyan] [Green] [Magenta] [Red] [White] [Yellow]

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• Custom formats can save typing time

Format Type Result• “Acct. No.”0000 8967 Acct. No. 8967 • 000-00-0000 1234567890 123-45-7890• mmmm d, yyyy 5/10/01 May 10, 2001• h:mm AM/PM 16:48 4:48 PM

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• If you want text to follow custom text, type the @ symbol after it

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Microsoft Excel IIPaste Special

• Transferring data to other worksheets can cause problems if it is generated by a formula

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Microsoft Excel IIPaste Special, 2

• Copying the sums from the previous slide causes this result

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• To paste the sums correctly, after copying choose ‘Paste Special…’ from the Home Ribbon• Select ‘Values’ and click ‘OK’ to paste only the values

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• If the cells to be copied have formatting, choose ‘Paste Special…’ again• This time select ‘Formats’ and click ‘OK’ to paste the formats

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• Columns and rows can be transposed• Copy the data to be transposed, then click where it will be pasted• Click ‘Paste Special …’ and select ‘Transpose’

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Microsoft Excel IIAbsolute and Relative Cell Addresses

• Relative Addressing• Cell addresses in formulas refer to the address of the data

that the formula acts upon• When formulas are extended, Excel changes the addresses

so that the formula refers to the correct address

• Absolute Addressing• In this case, new formulas continue to refer to the original

data• The dollar sign ( $ ) indicates an absolute address• Example: = 20 * $A$1 locks the formula to cell A1• $A1 locks the formula to column A• A$1 locks the formula to row 1

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Microsoft Excel IIAbsolute and Relative Cell Addresses

• Absolute addressing can be used for sales tax tables• Changing one cell changes the whole table• To use relative addressing here would mean changing all cells

=A4*0.07 =A4*$C$3

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Microsoft Excel IIThemes

• The 2007 version has built-in Themes to format your work• Select the Page Layout Ribbon and click on the ‘Themes’ button

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Microsoft Excel IITheme Colors

• Each theme has its own set of colors. Or, you can mix and match• Select the Page Layout Ribbon and click on the ‘Colors’ button

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Microsoft Excel IITheme Fonts

• Each theme has its own set of fonts. Or, you can mix and match• Select the Page Layout Ribbon and click on the ‘Fonts’ button

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Microsoft Excel IICell Styles

• The 2007 version has added many new automatic styles for use in spiffing up your worksheet. Styles are based on Themes (q.v.)• Select the Home Ribbon and click on the ‘Cell Styles’ button

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Microsoft Excel IIInserting a Function

• Select the Formulas Ribbon and click the ‘Insert Function’ button, OR• Click the section of the ‘Function Library’ if you know where it is, OR• Click the on the left side of the Formula Bar• The Function Library contains all the same functions as the original version of Excel despite its impressive new appearance

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Microsoft Excel IIInserting a Function

• In the ‘Insert Function’ dialog box, select ‘PMT’, OR• If not in the box, select ‘Financial’ in the category list box• Once selected, the dialog box shows the arguments needed• If still not sure, click on ‘Help on this function’ to get instructions

Argumentsfor the PMT

Function

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Microsoft Excel IIMortgage Payment Example

• If you know the function name, type ‘= ’ and the name and ‘(’• After entering ‘=PMT(’ a dialog will appear to guide completion

FunctionArguments

PressingTheseButtonsAllows theUser to Select a Cell thatContainsthe Data

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Microsoft Excel IIFinancial Functions

• Depreciation (Declining Balance) -- DB(cost, salvage, life, period, month)

• Depreciation (Straight-Line) -- SLN(cost, salvage, life)

• Discount Rate -- DISC(settlement, maturity, pr, redemption, basis)

• Future Value -- FV(rate, nper, pmt, pv, type)

• Payment (Mortgage or Annuity) -- PMT(rate, nper, pv, fv, type)

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Microsoft Excel IIMath and Trig Functions

• Absolute Value -- ABS(number)

• Sine -- SIN(number); Cosine -- COS(number); Tangent -- TAN(number)

• Natural Logarithm -- LN(number)

• Base 10 Logarithm -- LOG10(number)

• Pi -- PI( )

• Random Number Between 0 and 1-- RAND( )

• Random Number Between Two Numbers -- RANDBETWEEN(bottom, top)

• Square Root -- SQRT(number) 24

Microsoft Excel IIStatistical Functions

• Average -- AVERAGE(number 1, number 2, …)

• Binomial Distribution -- BINOMDIST(number_s, trials, probability_s, cumulative)

• Confidence Interval -- CONFIDENCE(alpha, standard_dev, size)

• Harmonic Mean -- HARMEAN(number 1, number 2, …)

• Lognormal Distribution -- LOGNORMDIST(x, mean, standard_dev)

• Median -- MEDIAN(number 1, number 2, …)

• Mode -- MODE(number 1, number 2, …)

• Poisson Distribution -- POISSON(x, mean, cumulative)

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Microsoft Excel IILogical Functions

• And -- AND(logical 1, logical 2, …)

• False -- FALSE( )

• If -- IF(logical_test, value_if_true, value_if_false)

• Not -- NOT(logical)

• Or -- OR(logical 1, logical 2, …)

• True -- TRUE( )

Example: =IF(F15<0, 1, IF(F15>25, 1, F15)) =IF(OR(F15<0, F15>25), 1, F15)

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p qT TT FF TF F

p qT TT FF TF F

p AND q

To be true, allelements mustbe true

p OR q

To be true, at leastone element mustbe true

Only “True” Condition

Only “False” Condition

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AND(logical-test-1, logical-test-2, …)

OR(logical-test-1, logical-test-2, …)

IF(logical-test, what to do if true, what to do if false)

=AND(J2=0, K2=“Yes”)

=OR(M2=“Yes”, M2=“NA”)

=IF(J2=0, “Yes”, “No”)

Translation: if cell J2 is zero and cell K2 is Yes, then return the value TRUE, and FALSE otherwise

Translation: if cell M2 is Yes or cell M2 is NA, then return the value TRUE, and FALSE otherwise

Translation: if cell J2 is zero, type Yes; if not, type No28


The IF function’s logical test can include other logical functions:

IF(OR(M2=“Yes”, M2=“NA”), “Yes”, “No”)

The “what to do” sections can also include logical functions; this iscalled “nesting”. Logical functions can be nested 7 layers deep.

IF(J2=0, “Yes”, IF(J2<0, 1, “NA”))

Translation: if cell M2 is Yes or cell M2 is NA, then type Yes; if not, type No

Translation: if cell J2 is zero then type Yes; if not, then if cell J2 is less than zero, type 1.If cell J2 is not less than zero, type NA.

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Excel has several “IS” functions to act as auxiliaries to logical functions.

ISBLANK(cell-name) Returns TRUE if cell is blank.

ISNUMBER(cell-name) Returns TRUE if cell holds a number.

ISTEXT(cell-name) Returns TRUE if cell is contains text.

ISLOGICAL(cell-name) Returns TRUE if cell generates a logical value.

ISNONTEXT(cell-name) Returns TRUE if cell is blank, or has anything but text.

ISEVEN(cell-name) Returns TRUE if cell holds an even number.

ISODD(cell-name) Returns TRUE if cell holds an odd number.

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Microsoft Excel IILinking Worksheets, Part 1

• Open “Forecast Example.xls” on the floppy disk• Click in cell D3 to view the formula: “C3 + Replenishment!C4 - Expenditure!C4”

Cell D3

“On-Hand”Worksheet

Formula

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• To recreate the link:• Select cells D3 through O26, as shown• On the Home Ribbon, select ‘Clear’, then ‘Clear Contents’

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• Select cell D3, then click “= ” in the formula bar• Type “C3 + ”• Select the Replenishment worksheet, and click in cell C4

Formula

Cell C4

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• Type “ - ”• Select the Expenditure worksheet and click in cell C4• Click “OK”

Cell C4

Formula

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• Use the fill handle to extend the formula downward to row 26

Fill Handle

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• Use the fill handle again to extend the formula to the whole worksheet• Supplies on-hand can now be predicted by varying expenditure and replenishment rates

FillHandle

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Microsoft Excel IIConditional Formatting

• Excel can be set to “watch” for certain values in your spreadsheet• It responds to the values by changing the cells to a format you specify• Select the Home Ribbon and click the ‘Conditional Formatting’ button

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Microsoft Excel IIConditional Formatting, 2

• “Rules” can be set immediately by highlighting a cell or range, then clicking ‘Conditional Formatting’, then ‘Highlight Cells Rules’, and selecting one of the choices from the pop-out menu• Enter the rule in the popup dialog box and select desired formatting

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• Access the main rules control by clicking ‘Conditional Formatting’, and then clicking ‘Manage Rules’• Click the ‘New Rule’ button to create a rule

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• Inside the dialog that appears, select ‘Format only cells that contain’• Select ‘Cell Value’, a mathematical operator, and the values• Click the ‘Format’ button to select the format to be used

To use a fill:

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• Continue to add rules as desired• The 2007 version allows more rules; previous versions are limited to 3

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• Rules can be based on formulas, so that formats can depend on the value of other cells or a comparison of values

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• New in the 2007 version is ‘Data Bars’ formatting• The bars give a visual impression of the data values, and come in various colors

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• New in the 2007 version is ‘Color Scales’ formatting• The different colors and their intensities give a visual impression of the data values, and come in various color combinations

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• New in the 2007 version is ‘Icon Sets’ formatting• The icons are meant to convey a visual impression of the data values, and come in various color and shape combinations

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• New in the 2007 version is ‘Top/Bottom Rules’ formatting• The formatting highlights top or bottom results or averages

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Microsoft Excel IIFiltering

• Excel can also sort data by matching values• For fast filtering, use the AutoFilter• Select the Home Ribbon and click the ‘Sort & Filter’ button• Click on one of the column headings• Click ‘Filter’

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Microsoft Excel IIAutoFilter

• After ‘Filter’ is selected, all columns appear with selector arrows• Click on the ‘Location’ down arrow• Uncheck ‘(Select All)’ and then click the ‘X’ box and ‘OK’

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Microsoft Excel IIAutoFilter, Continued

• Excel suppresses all rows not containing the selected criterion• In the example, only office supplies at location X are displayed• Notice the row numbers are no longer sequential

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Microsoft Excel IIChart Types, 1

Bar and Column Charts

• Show variation over a period of time or draw comparisons between items

Area Charts

• Show the relative importance of values over time

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Value

NORTH EAST SOUTH WEST

Region

My Chart

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Paper

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Pencils

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Line Charts

• Show trends or changes in data over a period in time

Pie Charts

• Show the relationship or proportions of parts to a whole

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High-Low-Close Charts

• Show a common presentation of stock prices

XY (Scatter) Charts

• Show the relationship or degree of relationship between numeric values of two data series

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12-Mar 13-Mar 14-Mar 15-Mar 16-Mar 17-Mar

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Pencils

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Radar Charts

• Show changes or frequencies of data relative to a center point and to each other

Surface Charts

• Find optimum combinations between two sets of data

100o F200o F

300o F400o F

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Vitamin A

Vitamin B

Vitamin C

Vitamin D

Trix

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Life

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Microsoft Excel IIReview

• Custom Formats • Paste Special• Absolute and Relative Addressing• Themes and Cell Styles• Functions• Linking worksheets• Conditional formatting• Filtering• Custom Charts

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microsoft excel ii

Documents

number formats

zeros formats

microsoft excel iithemes

relative cell

h ampm hours

absolute addressing

home ribbon

hh hours