PC Packages Session 2

BSc IT
PC Packages
Semester - I
Copyright @ Amity University

Objectives
• Describe potential spreadsheet applications

• Distinguish between a constant, a formula, and a
function
• Distinguish between a workbook and a
worksheet
• Explain how rows and columns are labeled
• Download the practice files

Objectives (continued)
• Insert or delete rows and columns

• Print a worksheet to show displayed values or
cell contents
• Distinguish between relative, absolute, and
mixed references
• Copy and/or move cell formulas
• Format a worksheet

Introduction to Spreadsheets
• Spreadsheet – a computerized ledger

• Divided into rows and columns
– Columns identified with alphabetic headings
– Rows identified with numeric headings
• Cell – the intersection of a row and a column
– Cell reference uniquely identifies a cell
• Consists of column letter and row number

Rows, Columns, and Cells
Cell referenced
by column, then
number
Active cell
surrounded by
heavy border
Column headings
Row headings to above each
the left of each column. Columns
row. Rows designated with
designated with letters
Copyright @ Amity University numbers
Types of Cell Entries
• Constant – an entry that does not change

– Can be a numeric value or descriptive text
• Function – a predefined computational task
• Formula – a combination of numeric
constants, cell references, arithmetic
operators, and functions
– Always begins with an equal sign

Introduction to Microsoft Excel
• Common user interface with other Office

applications
– Menus and toolbars are similar to Word and Power
Point
• Workbook – contains one or more worksheets
• Worksheet – an Excel spreadsheet

Toolbars
• Appear beneath the menu bar
• Contain buttons that perform commonly-used
commands
• Standard toolbar – buttons correspond to most
basic commands in Excel
– Examples include opening, closing, and saving a
workbook
• Formatting toolbar – buttons correspond to
common formatting operations
– Examples include boldface and cell alignment
The File Menu
• Contains most common commands related to

Excel files
• Examples:
– New command creates a new workbook
– Open command opens an existing workbook
– Save command saves a workbook
– Save As command saves a copy of an existing
workbook under a different name or file type
– Print command prints all or part of a worksheet
An Excel Workbook
Menu bar gives
lists of commands
Formatting
toolbar
Standard Title bar shows

toolbar name of
workbook

Opening a Workbook
Use the Look In list
box to specify the
folder containing the
file you want to open
Double-click the file

you want to open

The Save As Command
Use the Save In list box to

specify the folder/disk the
file will be saved in
Type the new file name

The Active Cell, Formula Bar, and
Worksheet Tabs
Formula bar displays
contents of active cell
Active cell is
highlighted
Click tabs to move to a

different worksheet

Using the Help System
Click the Help

menu
Type a question
and click Search
Select one of the

search results and it
will appear in the Help
pane
Hands-on Exercise 1
• Title of Exercise: Introduction to Microsoft Excel

• Objective: to start Microsoft Excel; to open,
modify, and print an existing workbook
– Input file: Grade Book
– Output file: Grade Book Solution

Modifying the Worksheet:
The Insert Command
Can be used to add

rows, columns, or
cells

Modifying the Worksheet:
The Delete Command
If deleting a cell, specify

whether to move other cells
up or to the left
Specify whether you’re
deleting cell, row, or
column

Page Setup
Margins tab is used to

set top, bottom, left and
right margins
Page tab controls

print orientation and
scaling
Page Setup (continued)
Sheet tab is used to

control repeating rows or
columns or print gridlines
Header/Footer tab
allows user to create
headers and footers for
each printed sheet
Display the Cell Formulas

The Print Preview Command
View and adjust

margins by clicking
the Margins button

Hands-on Exercise 2
• Title of Exercise: Modifying a Worksheet
• Objective: to open an existing workbook;
to insert and delete rows and columns; to
print cell formulas and displayed values; to
use the Page Setup command
– Input File: Grade Book Solution
– Output File: Grade Book Solution

Using Cell Ranges
• Range – a rectangular group of cells

– May be a single cell or the entire worksheet
– May consist of a row (or part of a row), a column (or
part of a column) or multiple rows and/or columns
• To select a range:
– Click left mouse button at the beginning of the range
– Hold left mouse button as you drag the mouse
– Release left mouse button at the end of the range

Copying and Moving Cells
• Copy command – duplicates the contents of a cell or

range of cells
– Source range – the cell(s) you are copying from
– Destination range – the cell(s) you are copying to
• You can copy to more than one destination ranges
• Move operation – transfers the contents of a cell or
range to another cell or range
• You must use both the Copy (or Cut) command and the
Paste command

Cell Referencing
• Absolute reference: remains constant when copied
– Specified with dollar signs before the column and row
• Relative reference: adjusts during a copy operation
– Specified without dollar signs, i.e. B4
• Mixed reference: either the row or the column is
absolute; the other is relative
– Specified with a dollar sign before the absolute part of the
reference, i.e. B$4

Absolute and Relative References
Absolute references are used to refer to the weight of each exam.
These weights do not change for each student, so absolute references
are needed to keep those references constant as the formula is copied
Relative references are used to refer to each student’s exam scores. These scores do change
for each student, so relative references are needed to make sure each student’s average
reflects his/her scores

Compute the Student Semester Averages
Absolute and
relative references
used in formulas
Create the formula

in cell E4 and copy
to other cells

Isolating the Assumptions
New student averages

are automatically
Enter new exam recalculated
weights in row 13

Hands-on Exercise 3
• Title of Exercise: Creating a Workbook

• Objective: to create a new workbook; to
copy formulas containing relative and
absolute references
– Input file: N/A
– Output file: Better Grade Book

Formatting Cells
• Format Cells command – controls the

formatting for numbers, alignment, fonts,
borders, and patterns (color)
• Select-then-do
– Select the cells to which the formatting will
apply
– Execute the Format Cells command

The Format Cells Command
Number tab allows you to
specify appearance of
numbers
Alignment tab specifies

vertical and horizontal
alignment
Font tab allows you to

specify font type and size
Borders and Patterns

tabs allow you to create
special effects
The Completed Worksheet
Shading is used to
identify labels and
assumptions, and to
show class averages.

Printing Headers and Footers
Use Page Setup

dialog to create a
Header

Hands-on Exercise 4
• Title of Exercise: Formatting a Worksheet

• Objective: to format a worksheet using boldface,
italics, shading, and borders; to change the font
and/or alignment of a selected entry
– Input file: Better Grade Book
– Output file: Better Grade Book

Summary
• Spreadsheet - the computerized equivalent of an
accountant’s ledger
– Divided into rows and columns
– Worksheet - an Excel spreadsheet
– Workbook - contains one or more worksheets
• Cells can contain either a formula or a constant
• Use the Insert and Delete commands to add or remove
cells, rows, or columns
• The Page Setup command provides complete control
over the printed page

Summary (continued)
• Range - a cell or range of cells

• Formulas in a cell may be copied or moved to
other cells
– Absolute reference remains the same when it is
copied
– Relative reference adjusts when it is copied
• Cells can be formatted in a variety of ways
– Select cells, then apply formatting

End-of-chapter Exercises
• Multiple Choice
• Practice Exercises
– Exercise 1 – Isolate Assumptions
– Exercise 2 – Practice with Formatting
– Exercise 3 – The Calendar
– Exercise 4 - The Checkbook
– Exercise 5 - Judson Ford Realty
– Exercise 6 - The Solar System
– Exercise 7 - Student Budget
– Exercise 8 - Excel Templates

End-of-Chapter Exercises
(continued)
• Mini Cases
– The Movies
– The Cost of Smoking
– Accuracy Counts
– The Housing Office

Questions?

Create column and pie
charts in Excel
• Charts, or graphs, provide visual representations of the
workbook data.
• A chart may be embedded in an existing worksheet, or
can be created on a separate chart sheet, with its own
tab in the workbook.
• You can use Excel’s Chart Wizard to quickly and easily
create charts.
• The Chart Wizard is a series of dialog boxes that prompt
you for information about the chart you want to generate

Create a chart using
the Chart Wizard
• To create a chart with the Chart Wizard:
– Select the data you want to chart, which will be your data source
– Click the Chart Wizard button on the standard toolbar
– In the first step of the chart wizard, select the chart type and sub-
type
– In the second step of the Chart Wizard, make any additions or
modifications to the chart's data source
– In the third step, make any modifications to the chart's
appearance
– In the fourth and final step, specify the location for the chart, then
click the OK button

Chart Wizard dialog box 1

Choosing a data series
• You can alter the data source during step 2 of the Chart
Wizard and also choose whether to organize the data
source by rows or by columns.
• The data source is organized into a collection of data
series.
– A data series consists of data values, which are plotted on the
chart's vertical, or Y-axis
– The data series’ category values, or X values, are on the
horizontal axis, called the X-axis
• A chart can have several data series all plotted against a
common set of category values.


Modify the appearance of a chart
• The plot area contains data markers, examples of which

include the columns of a column chart, pie slices in a pie
chart, or the points used in an XY (scatter) chart.
• An axis covers a range of values, called a scale.
• The scale is displayed by placing values alongside the
axes.
• A chart may also contain gridlines by extending the tick
marks into the plot area.
• Whenever there are several data series for a chart, a
legend can be placed next to the plot area to uniquely
identify each series with a different color or pattern.


Resize and move an embedded
chart
• An embedded chart is an object that you can
move, resize or copy.
• Select the embedded chart to make it active; the
selection handles will appear. To resize the
chart:
– Drag the selection handles to increase or decrease the size of
the chart
– To keep the chart proportions the same as you resize, hold the
Shift key as you drag one of the selection handles
– To move the chart, make it active and then move the pointer
over a blank area. Click and drag the embedded chart to the new
location and release the mouse button
Moving and resizing tips
• When you select the chart to make it active, be
sure you have clicked the entire chart, and not
just one of its elements.
– You will be able to tell by the selection handles, which
will appear at the outermost edges of the chart
• When you move the pointer over a blank area of
the chart after you have selected it, you should
see the label Chart Area appear.
• These tips will help you select and move the
entire chart, and not just one of its elements.

A selected embedded chart

Create a chart sheet
• Create a chart sheet by using the two options in

the fourth step of the Chart Wizard:
– One option lets you place the new chart as an object
in any existing sheet, which you can select from a
drop down list box
– The other option is to place the chart as a new sheet,
which is called a chart sheet
• When you select this option, the chart will appear in a new
worksheet with its own tab in the workbook.

Create a pie chart
• Pie charts are very useful for comparing values in a data series to
each other, but can only use one data series at a time.
• One feature of a pie chart is called exploding, in which you can
slightly separate a particular pie slice from the other slices.
• You can explode any or all of the slices of the pie. This is referred to
as an exploded pie chart.
• Exploding a pie chart adds emphasis to a particular area of the chart
and makes it easier to notice.

Explode a pie chart
• You can explode all of the slices by selecting the
entire pie itself so that all the individual pieces
have selection handles.
• As you click and drag any portion, all the slices
of the pie will explode outward from each other.
• When the pie is exploded out to the size you
desire, release the mouse button.
• A fully exploded pie chart is also one of the sub-
type options of the pie chart type that you will
see when you use the Chart Wizard.

A pie chart with an exploded slice

Modify the properties of your charts
• After you create a chart, you can edit the data that is
used in the chart by changing it in the data source
worksheet cells.
• If you wanted to remove a data series from all
categories, you could delete that particular data series
from the worksheet in many cases.
• If you want to remove a slice of a pie chart, you cannot
just delete the data in the data source, but rather you
must change the cell reference of the data series for the
chart.

Modify a pie chart
• Make the pie chart active and then click Chart on the menu bar.
• Click Source Data. Edit the series in this dialog box, or click the
Collapse Dialog button to temporarily collapse the dialog box so you
can drag the pointer over a new range of cells.
– Whatever you select will replace the existing range listed in the current
data series you are editing
• You can then expand the dialog box again with the Expand Dialog
button, make other changes as desired, and click the OK button.
• To move an embedded chart to a new chart sheet, select the chart,
click Chart on the menu bar and click Location. The same dialog box
of Step 4 of the Chart Wizard will appear and you can click the
option to place the chart as a new sheet and give it a name.

Format chart elements
• To format an individual chart element, select the element
by clicking it and then format its appearance using the
same tools on the Formatting toolbar you used to format
worksheet cells.
• You can also double-click the chart element to open a
dialog box containing formatting options, or right-click the
element and then select the Format command from the
shortcut menu to open the dialog box.
• There are three basic types of text in an Excel chart:
– Label text
– Attached text
– Unattached text

Excel chart text types
• Label text includes category names, tick mark

labels, and legend text, which is linked to or
derived from cells in the worksheet.
• Attached text is not linked to any cells in the
worksheet; examples include the chart title and
the axes titles.
• Unattached text is any additional text that you
want to include in the chart.

Format colors and patterns
• To work with colors and fills, double-click an element and the Format
Data Series dialog box opens.
• You can use options provided on the Patterns tab to change both
the border style and the interior of a data marker.
• You can also edit an axis scale by double-clicking any value on an
axis to open the Format Axis dialog box.
• In the Format Data Series dialog box, the Pattern tab includes a Fill
Effects button that provides a full range of options to create
sophisticated colors and patterns, such as gradient, texture or even
a picture.

The Fill Effects dialog box

Add a graphic to a chart
• You can set a graphic image as a background for a chart using
options on the Picture tab of the Fill Effects dialog box.
• This can be done for a data marker, but is often more appropriate for
a larger portion of the chart itself, such as the plot area.
• You could also place graphics within the data markers, such as the
columns in a Column chart.
• The Fill Effects dialog box options for inserting a picture are the
same for data markers as they are for other areas of the chart.
• You can choose to stretch the graphic over the entire size of the
column, or choose to stack the graphic up to the height of the
column.

Change the axis scale
• There are four values that comprise the y-axis scale: the minimum,
maximum, major unit, and minor unit.
• The minimum and maximum values are the smallest and largest tick
marks that will appear on the axis.
• The major unit is the increment between the scale's tick marks.
• The chart has a second set of tick marks, called the minor tick
marks, which may or may not be displayed; if shown, their
positioning is determined by the minor unit setting.
• Major tick marks are displayed alongside an axis value, whereas
minor tick marks, if present, are not alongside an axis value.

The Scale tab of the Format Axis
dialog box

Create 3-D charts
• To create a 3-D chart, you may choose to do so during
the first step of the Chart Wizard, as three-dimensional
charts are sub-types of most other charts, such as the
pie chart.
• To change a chart to a 3-D chart, select the chart, click
Chart on the menu bar, and then click Chart Type.
• Choose the 3-D option sub-type of whichever chart type
you prefer.
• There are also several 3-D charts on the Custom Types
tab of the Chart Type dialog box.

Modify 3-D chart options
• A 3-D chart has several options for modifying the 3-D effect.
– Perspective is the illusion that parts of the 3-D chart that are farther
away from you decrease in size
– Elevation is the illusion that you are looking at the 3-D chart from some
particular height—either above or below the chart
– You may also rotate the 3-D chart to bring different parts of the chart to
the forefront
• Elevation and rotation are options that you can change with the 3-D
View dialog box, available from the Chart menu.
• Excel creates each 3-D chart with a default elevation, rotation and
height.
• To change the appearance of a 3-D chart once you have created
one, make sure it is an active chart then click Chart on the menu bar
and then click 3-D View.

The 3-D View dialog box

Insert drawing objects
into your workbook
• The Drawing toolbar helps you create many types of
graphical shapes.
• Use the Drawing toolbar to add text boxes, lines, block
arrows and other objects to charts and worksheets.
• If the Drawing toolbar is not already displayed, choose to
display it by clicking View on the menu bar, pointing to
Toolbars, and then clicking Drawing.

Use Drawing toolbar AutoShapes
• The Drawing toolbar contains a list of predefined shapes, called

AutoShapes, which can be anything from simple squares to
complicated objects like flow charts or block arrows.
• Once you select a shape from the toolbar, click and drag an area on
your chart or worksheet where you want to insert the object and
Excel will draw it for you.
• Once you insert a drawing object onto a chart or worksheet, you can
resize or move it just like any other object.
• You can also modify the fill color and border style of an AutoShape,
and even insert text.

A chart with a selected AutoShape

Print a chart sheet
• Printing a chart sheet is much the same as printing a worksheet, but
in place of the Sheet tab that you would normally see for a
worksheet there is a Chart tab.
– The Chart tab includes options for Printed chart size and quality
• Excel provides three choices for defining the size of a chart printout:
Use full page, Scale to fit page, and Custom.
• As with worksheets, you should preview the printout before sending
the chart to the printer.
• You can print multiple sheets at once without printing the entire
workbook. Press and hold the Shift key, then click on each sheet
you want to print. When finished selecting, release the Shift key and
then print.

Choose a chart printing option
• When you select the Use full page choice for Printed chart size:
– The chart is resized to fit the full page, extending out to the borders of
all four margins, which may change the proportions
– This is the default option
• The Scale to fit page choice resizes the chart proportionately until
one of the edges reaches a margin border.
– When using this choice, the chart may not fit the entire page
• For the Custom choice, dimensions of the printed chart are specified
on the chart sheet outside of the Print Preview window.

The Chart tab of the Page Setup
dialog box

Excel Functions
• Text Functions
• Statistical Functions
• Mathematical Functions
• Logical Functions

Text Functions
• FIND
• LEFT, RIGHT, MID
• CONCATENATE
• REPLACE
• TRIM
• LEN
• UPPER, LOWER
• DOLLAR
• PROPER
• REPT
• SUBSTITUTE
• BAHTTEXT
• VALUE

TEXT
• The Text function returns a value
converted to text with a specified format.
• Syntax: =Text( value, format )
– value is the value to convert to text.
– format is the format to display the results in.

FIND
• It searches for a text inside another text and returns the position of
the text searched.
• Syntax: =FIND(find_text;within_text;start_num)
– ―find_text‖ refers to the text to be found
– ―within_text‖ refers to the string or cell reference to be searched
– ―start_numb‖ refers to the initial position of the search
• It performs the search reading the text from left to right, from the
initial position indicated in ―start_numb‖.
• FIND does not distinguish between capital and small letters and
admits joker characters ( ?, *)

LEFT, RIGHT, MID
• When data is imported or copied into an Excel spreadsheet
unwanted characters or words can sometimes be included with
the new data.
• Excel has several functions that can be used to remove such

unwanted characters.
• Which function you use depends upon where the unwanted

characters are located.

LEFT
• If the unwanted characters are on the right side of your good
data, use the LEFT function to remove them.
• Syntax: = LEFT ( Number , Num_chars )
– Number - the piece of data (cell number) you want to change
– Num_chars - specifies the number of characters to be retained from
the Number specified above.

RIGHT
• If the unwanted characters are on the left side of your good data, use the
RIGHT function to remove them.
• Syntax: = RIGHT ( Number , Num_chars )
– Number - the piece of data (cell number) you want to change
– Num_chars - specifies the number of characters to be retained from the Number
specified above.

MID
• If the unwanted characters on both sides of your good data, use
the MID function to remove them.
• Syntax: = MID ( Number , Start_num , Num_chars )
– Number - the piece of data (cell reference) you want to change.
– Start_num - specifies the starting character from the left of the data to
be kept.
– Num_chars - specifies the number of characters to the right of the
Start_num to be retained.

CONCATENATE
• The CONCATENATE function is used to join two or more words
or text strings together.
• The syntax for the CONCATENATE function is: =

CONCATENATE ( text1, text2, ... textn)
– ―text1‖, ―text2‖,…―textn‖ may be the text to be concatenated or the
cell number or a combination of both.

TRIM
• When text data is imported or copied into an

Excel spreadsheet extra spaces can sometimes
be included along with the words.
• The TRIM function can be used to remove these
unwanted spaces.
• Syntax: = TRIM ( Text )
– Text - the text you want to change. This can be a cell
reference to where the text is stored.

LEN
• The LEN function returns the length or the
number of characters that a text chain or a
cell has.
• Syntax: =LEN(text)
– Text may be the text to be counted (enclosed
in double quotation marks) or a cell number.

UPPER, LOWER
• UPPER
– Converts into capital letters a text chain or a cell.
– Syntax: =UPPER(text)
• Text may be the text to be converted or the cell number whose
text must be converted.
• LOWER
– Converts into small letters a text chain or a cell.
– Syntax: =LOWER(text)
• Text may be the text to be converted or the cell number whose
text must be converted.

DOLLAR
• The DOLLAR dunction converts to text a number using currency
format.
• Syntax: =DOLLAR(number, decimals)

– Number – specifies the number that is to be converted
– Decimals – specifies the number of decimal places to be used in the
conversion.

PROPER
• The PROPER function converts the first letter of each word of a
text into capital letters, the rest of the word into small letters.
• Syntax: =PROPER(text)
– Text may be the text to be converted or the cell reference which
contains the text to be converted.

REPT
• The REPT function repeats previous text a
fixed number of times.
• Syntax: =REPT(text, number_times)

– Text specifies the text chain to be repeated (in
double quotation marks)
– Number_times specifies the number of times
the text is to be repeated
SUBSTITUTE
• The SUBSTITUTE function substitutes portions of text by
new text.
• Syntax: =SUBSTITUTE( text, old_text; new_text;
instance_num)
– Text – specifies the text (or cell reference containing text) in which
to substitute characters.
– Old_text – specifies the portion of the text to be substituted. It is
case sensitive.
– New_text – specifies the text to substitute the old_text.
– Instance_num – specifies which occurrence of old text to be
substituted. If omitted, every instance will be substituted.

BAHTTEXT
• The BAHTTEXT function converts a number in
Thai (Baht) text.
• The baht format can be changed into a different
style used. Regional configuration or Regional
options in the Windows Control panel .
• Syntax: =BAHTTEXT(number)
– This only works for numbers.

VALUE
• The VALUE function converts a text string
that represent a number to a number
• Syntax: =VALUE(text)
– Text is the text enclosed in quotation marks or
a cell reference containing the text to be
converted.

LOGICAL FUNCTIONS
• Comparison Operators
• TRUE
• FALSE
• AND
• OR
• IF
• NOT
Comparison Operators
• Excel's logic functions always involve a comparison
between two values. The logic test can only return a true
or false answer, depending on the condition tested.
• The comparison operators that can be used in a logic test
are:
– Equals ( = )
– Less than ( < )
– Less than or equal to ( < = )
– Greater than ( > )
– Greater than or equal to ( > = )
– Not equal to ( < > )
TRUE
• The TRUE function returns the logical value
TRUE.
• Syntax: =TRUE( )
– The function does not have arguments.
• You can also type the word TRUE directly onto
the worksheet or into the formula, and Microsoft
Excel interprets it as the logical value TRUE.

FALSE
• The FALSE function returns the logical
value FALSE.
• Syntax: =FALSE( )
– The function does not have arguments.
• You can also type the word FALSE directly
onto the worksheet or into the formula, and
Microsoft Excel interprets it as the logical
value FALSE.
AND
• The AND function checks whether all arguments are TRUE.
• The function returns TRUE if all arguments in the function are
TRUE, otherwise it returns FALSE
• Syntax: = AND ( logical-1 , logical-2 , ... logical-255 )
– logical - refers to the cell reference that is being checked. Up to 255
logical values can be entered into the function.

OR
• The OR function checks whether any of the arguments are
TRUE, and returns TRUE or FALSE.
• The function returns FALSE if all arguments are FALSE.
• Syntax: =OR ( logical-1 , logical-2 , ... logical-255 )
– logical - refers to the cell reference that is being checked. Up to 255
logical values can be entered into the function.

IF
• The IF function is used to conduct conditional tests on values
and formulas.
• It returns one value if a condition you specify evaluates to TRUE
and another value if it evaluates to FALSE.
• Syntax: =IF( logical_test, value_if_true, value_if_false)
– Logical_test is any value or expression that can be evaluated to
TRUE or FALSE.
– Value_if_true is the value that is returned when the condition is TRUE.
If it is not specified, the function returns TRUE.
– Value_if_false is the value that is returned when the condition is
FALSE. If it is not specified, the function returns FALSE.

NOT
• The NOT function reverses the value of its argument.
• Use NOT when you want to make sure a value is not equal to one
particular value.
• Syntax: =NOT(logical)
– Logical is a value or expression that can be evaluated to TRUE or
FALSE.
• Remark
– If logical is FALSE, NOT returns TRUE; if logical is TRUE, NOT returns
FALSE.

Statistical Functions
• AVERAGE
• AVERAGE IF
• LARGE
• SMALL
• MIN
• MAX
• MODE
• MEDIAN
• RANK

AVERAGE
• The AVERAGE function is used to find the
average or arithmetic mean of a given list of
arguments.
• Syntax: = AVERAGE ( argument1, argument2,
... argument255 )
– Argument1, argument 2, ... argument 255 can be
numbers, named ranges, arrays, or cell references. Up
to 255 arguments can be entered.

AVERAGE IF
• The AVERAGE IF function is used to find the average of values
in cells in a selected range that meet certain criteria.
• Syntax: =AVERAGEIF( Range, Criteria, Average_Range)
– Range - the group of cells the function is to search.
– Criteria - determines whether the cell is to be counted or not.
– Average_range - the data range that is averaged if the first range
meets the specified criteria. If this range is omitted, the first range is
averaged instead.

LARGE
• The LARGE function can be used to find
data based on relative size.
• Syntax: = LARGE ( Array , K )
– Array - the array or range of cells containing
the data to be used in the function.
– K - the Kth largest value, such as the third
largest value, that is being sought.

SMALL
• The SMALL function can be used to find
data based on relative size.
• Syntax: = SMALL ( Array , K )
– Array - the array or range of cells containing
the data to be used in the function.
– K - the Kth smallest value, such as the third
smallest value, that is being sought.

MIN
• The MIN function is used to find the smallest or
minimum value in a given list of numbers or
arguments.
• Syntax: =MIN ( argument1, argument2, ...
argument30 )
– Argument1, argument2, ... argument30 can be
numbers, named ranges, arrays, or cell references. Up
to 30 arguments can be entered.

MAX
• The MAX function is used to find the
largest or maximum number in a given list
of values or arguments.
• Syntax: =MAX( argument1, argument2,
... argument30 )
– Argument1, argument2, ... argument30 can be
numbers, named ranges, arrays, or cell
references. Up to 30 arguments can be
entered.
MODE
• The MODE function is used to find the most frequently occurring
value in a list of numbers.
• Syntax: = MODE ( number1, number2, ... number255 )
– Number1,…,number255 is the list of values or cell references to be
checked by the function.
• Note: Up to 255 numbers can be entered into the function.a

MEDIAN
• The MEDIAN function shows the middle value in a list of
numbers.
• Middle, in this case, refers to arithmetic size rather than the
location of the numbers in a list.
• If there is an even set of numbers, the median is the average of
the middle two values.
• Syntax: = MEDIAN ( number1, number2, ... number255 )
– Number1,…,number255 is the list of values or cell references to be
checked by the function.
• Note: Up to 255 numbers can be entered into the function.

RANK
• The RANK function ranks the size of a number
compared to other numbers in a list a data.
• Syntax: = RANK ( Number, Ref, Order )
– Number - the cell reference of the number to be
ranked.
– Ref - the range of cells to use in ranking the Number.
– Order - determines whether the Number is ranked in
ascending or descending order.
• Type a ―0" (zero) to rank in descending order (largest to
smallest). Type a 1 to rank in ascending order (smallest to
largest).
Information Functions
• CELL
• TYPE
• ISBLANK
• ISERROR
• ISNUMBER
• ISTEXT
• ERROR.TYPE
• N
• NA

CELL
• Excel’s CELL function is used to find out information about a specific cell,
worksheet or workbook.
• The function's job is to give out information about a cell such as its
formatting, the type of data it contains, and whether or not the cell is
locked or protected.
• Syntax:= CELL (info_type , reference )
– Info_type: Refers to the type of cell information being sought. Only specific key
words can be used for this parameter.
– Reference: Refers to the cell reference that is being checked.
• Results may be: b for blank, v for value, or l for label.

CELL (cont.)
Info_type Returns
address Reference of the first cell in reference, as text.

col Column number of the cell in reference.
color 1 if the cell is formatted in color for negative values; otherwise returns 0
(zero).
contents Value of the upper-left cell in reference; not a formula.
filename Filename (including full path) of the file that contains reference, as text.
Returns empty text ("") if the worksheet that contains reference has not yet
been saved.
format Text value corresponding to the number format of the cell. The text values
for the various formats are shown in the following table. Returns "-" at the
end of the text value if the cell is formatted in color for negative values.
Returns "()" at the end of the text value if the cell is formatted with
parentheses for positive or all values.
parentheses 1 if the cell is formatted with parentheses for positive or all values;
otherwise returns 0.
CELL (cont.)
Info_type Returns
prefix Text value corresponding to the "label prefix" of the cell. Returns single quotation mark
(') if the cell contains left-aligned text, double quotation mark (") if the cell contains
right-aligned text, caret (^) if the cell contains centered text, backslash (\) if the cell
contains fill-aligned text, and empty text ("") if the cell contains anything else.
protect 0 if the cell is not locked, and 1 if the cell is locked.
row Row number of the cell in reference.
type Text value corresponding to the type of data in the cell. Returns "b" for blank if the cell
is empty, "l" for label if the cell contains a text constant, and "v" for value if the cell
contains anything else.
width Column width of the cell rounded off to an integer. Each unit of column width is equal to
the width of one character in the default font size.

TYPE
• The TYPE function returns the type of value. Use TYPE when the
behavior of another function depends on the type of value in a
particular cell.
• Syntax: =TYPE(value)
– Value can be any Microsoft Excel value, such as a number, text, logical
value, and so on.
Value Type Result

Number 1
Text 2
Logical Value 4
Error Value 16

TYPE (cont.)
• Remarks:
– TYPE is most useful when you are using functions that can accept different types
of data, such as ARGUMENT and INPUT. Use TYPE to find out what type of data
is returned by a function or formula.
– You cannot use TYPE to determine whether a cell contains a formula. TYPE only
determines the type of the resulting, or displayed, value. If value is a cell reference
to a cell that contains a formula, TYPE returns the type of the formula's resulting
value.

ISBLANK
• The ISBLANK function's job is to check to see if a certain cell is
empty or not. If the cell is empty, a value of TRUE is returned by
the function.
• If data is later added to an empty cell the function will
automatically update and return a FALSE value.
• Syntax: = ISBLANK ( Value )
– Value: Refers to the cell reference that is being checked.

ISERROR
• Returns TRUE if the value is any error value.
• When a formula refers to a cell in which you have another
formula, always use the ISERROR function to avoid trashing the
last formula with a "#DIV/0" or a "#VALUE" or a "#N/A".
• Syntax: =ISERROR(Value)

ISNUMBER
• The ISNUMBER function's job is to determine if the data in a
certain cell is a number or not. If the data is a number, a value of
TRUE is returned by the function.
• If it is not a number, or the cell is empty, a FALSE value is
returned. It should be noted that, for this function, dates and
times are considered numbers.
• Syntax: = ISNUMBER ( Value )

ISTEXT
• The ISTEXT function's job is to determine if the data in a certain
cell is text or not. If the data is text, a value of TRUE is returned
by the function.
• If it is not a text, or the cell is empty, a FALSE value is returned.
• Syntax: = ISTEXT ( Value )

ERROR.TYPE
• The ERROR.TYPE function returns a number corresponding to
one of the error values in Microsoft Excel or returns the #N/A
error if no error exists.
• Use the ERROR.TYPE in an IF function to test for an error value
and return a text string, such as a message, instead of the error
value
• Syntax: =ERROR.TYPE(error_val)
– Error_val is the error value whose identifying number you want to find.
Although error_val can be the actual error value, it will usually be a
reference to a cell containing a formula that you want to test

ERROT.TYPE (cont.)
If Error_val is ERROR.TYPE returns
#NULL! 1
#DIV/0! 2
#VALUE! 3
#REF! 4
#NAME? 5
#NUM! 6
#N/A 7
Anything else #N/A

N
• The N function returns a value converted to a number.
• Syntax: =N(value)
– Value is the value you want converted.
• It is not generally necessary to use the N function in a formula,

because Excel automatically converts values as necessary.

NA
• The NA function returns the error value #N/A. #N/A is the error
value that means ―no value is available.‖
• Use NA to mark empty cells. By entering #N/A in cells where you
are missing information, you can avoid the problem of
unintentionally including empty cells in your calculations. (When a
formula refers to a cell containing #N/A, the formula returns the
#N/A error value.)
• Syntax: = NA( )
– You must include the empty parentheses with the function name.
Otherwise, Microsoft Excel will not recognize it as a function.

Financial Functions
• PMT
• DB

PMT
• The PMT function can be used to calculate the payments for a loan
or the future value of an investment.
• Syntax: = PMT ( rate , nper , pv , fv , type )
– rate - the annual interest rate for the loan.
– nper - the total number of payments to be made on the investment.
– pv - the present value of the investment. For future value this argument is
omitted.
– fv - future value - the value of the investment at the end of the investment
period.
– type - indicates when payments are made:
• "0" (or omitted) - at the end of the period i.e.: end of the month.
• "1" - at the beginning of the period i.e.: beginning of the month.

Lookup Function
• TRANSPOSE

TRANSPOSE
• The TRANSPOSE function is used to copy data
located in a row into a column or copy data
located in a column into a row.
• The syntax for the TRANSPOSE function is:
{ = TRANSPOSE ( Array )}
– Array - the range of cells to be copied from the
horizontal to the vertical or vertical to the horizontal.
– The curly braces " { } " surrounding the function
indicate that it is an array function.
Mathematical Functions
• SUM, AUTOSUM
• PRODUCT, QUOTIENT
• SUMPRODUCT
• ABS
• ROUND, ROUNDUP, ROUNDDOWN
• RAND
• TRUNC
• MOD
• SUMIF
• INT, ROMAN
• RADIANS
• COS, SIN, TAN, ACOS, ASIN, ATAN
SUM
• The SUM function provides a quick way to add numbers
together in an Excel spreadsheet.
• Syntax: =SUM( Number1, Number2, ... Number255 )
– Number1, …, Number255 specifies the numbers or the range of cells
with the numbers to be added. Up to 255 numbers can be entered into
the function.

AUTOSUM
• The AutoSum feature is a shortcut to using Excel's SUM function.
It provides a quick way to add up columns or rows of figures in a
spreadsheet.
• Syntax: =SUM( Number1, Number2, ... Number255 )
– Number1, …, Number255 specifies the numbers or the range of cells
with the numbers to be added. Up to 255 numbers can be entered into
the function.
• The function can be found on the standard tool bar.

PRODUCT
• The PRODUCT function can be used when multiplying numbers
or a range of values together.
• Syntax: =PRODUCT(num1,…,num255)
– Num1,…,num255 specifies the numbers that must be multiplied
together or the cell references containing the numbers to be multiplied.

QUOTIENT
• The QUOTIENT function can be used to divide numbers in
Excel.
• Unlike regular division, however, the QUOTIENT function only
gives you the whole number as an answer - not the remainder.
• Syntax: =QUOTIENT ( numerator , denominator )
– Numerator refers to the number to be divided.
– Denominator refers to the divisor.

SUMPRODUCT
• The SUMPRODUCT function returns the sum of the products of
the corresponding ranges or arrays.
• Syntax: =SUMPRODUCT(array1,…,array255)
– Array1,…,array255 are 2 to 255 arrays that are to be multiplied and
then add the components.
• Note that all arrays must have the same dimensions.

ABS
• The ABS function returns the absolute value of a number.
– The absolute value of a number is the number without its sign
• Syntax: = ABS(number)
– Number is the real number or cell reference of which you want the
absolute value

ROUND
• The ROUND function is used to reduce a given value to a
specific number of decimal places.
• Syntax: = ROUND ( Number, Num_digits )
– Number - the value to be rounded.
– Num_digits - the number of decimal places to reduce the above
number to.

ROUNDUP
• The ROUNDUP function is used to round a number
upwards towards the next highest number.
• ROUNDUP is similar to the ROUND function except
that it always rounds a number upward while the
ROUND function will round up or down depending
on whether the last digit is greater than or less than
5.
• Syntax: = ROUNDDOWN ( Number, Num_digits )
– Num_digits - the number of decimal places to reduce
the above number to.
ROUNDDOWN
• The ROUNDDOWN function is used to round a
number downwards towards the next lowest
number.
• ROUNDDOWN is similar to the ROUND function
except that it always rounds a number downward
while the ROUND function will round up or down
depending on whether the last digit is greater than
or less than 5.
• Syntax: = ROUNDDOWN ( Number, Num_digits )
– Num_digits - the number of decimal places to reduce
the above number to.

RAND
• One way to generate random numbers in
Excel is to use the RAND function. This
function produces a random number
between 0 and 1.
• Syntax: = RAND ( )
– Note: This function takes no arguments.

TRUNC
• The TRUNC function truncates a number
to an integer by removing the decimal or
fraction part of the number.
• Syntax: =TRUNC(Number, Num_digits)
– Number is the number or cell reference to be
truncated.
– Num_digits is a number specifying the
precision of the truncation, 0 if omitted.

MOD
• The MOD function (modulo) returns the
remainder after division.
• Syntax: =MOD(Number, Divisor)
– Number is the number (or cell reference) for
which you wan to find the remainder after the
division is performed.
– Divisor is the number (or cell reference) by
which to divide the Number.

SUMIF
• The SUMIF function is used to add up the values in
cells in a selected range that meet certain criteria.
• Syntax:=SUMIF( Range, Criteria, Sum Range)
– Range - the group of cells the function is to search.
– Criteria - determines whether the cell is to be counted
or not.
– Sum Range - the data range that is summed if the first
range meets the specified criteria. If this range is
omitted, the first range is summed instead.

INT
• The INT function is used to round a number downwards towards
the next lowest number.
• INT is similar to the ROUNDDOWN function except that it always
rounds a number down to the nearest whole number -
completely removing the decimal portion.
• Syntax: = INT ( Number)

ROMAN
• The ROMN function returns the Roman
equivalent of an Arabic number.
• Syntax: =ROMAN( Number, Form)
– Number is the Arabic numeral to be
converted.
– Form is the number specifying the type or
Roman numeral you want.

RADIANS
• The RADIANS function provides a way of
converting angles measured in degrees to
radians.
• Syntax: = RADIANS ( Angle )
– Angle - the angle in degrees to be converted
to radians.
• Note: radians=angle*pi/180 where pi=22/7

COS, SIN, TAN
• The COS function gives the cosine of an angle
measured in radians.
• The SIN function gives the sine of an angle
whereas the TAN function gives the tangent of
an angle measured in radians.
• Syntax: = COS ( Number ); =SIN(Number);
=TAN(Number)
– Number - the angle in radians being calculated.

ACOS, ASIN, ATAN
• The ACOS function returns the arccosine of a number, in
radians, in a range between 0 and pi.
– The arccosine is the angle whose cosine is the number.
• The ASIN and ATAN return the arcsine and arctangent of
a number respectively.
– The range of the ASIN and ATAN radians is –pi/2 to pi/2
• Syntax: =ASIN(Number); =ACOS(number);
=ATAN(Number)
– The Number is the radian of the angle

Date Functions
• TODAY
• NOW
• NETWORKDAYS

TODAY
• The TODAY function is used to add the
current date to a spreadsheet.
• Syntax: =TODAY( )
– Note: The TODAY function takes no
arguments.

NOW
• The NOW function is used to add the
current time and date to a spreadsheet.
• Syntax: = NOW ( )
– Note: The NOW function takes no arguments.

NETWORKDAYS
• The NETWORKDAYS function can be used to calculate
the number of working days during a specific time period.
The function automatically removes weekend days from
the total. Specific holidays can be omitted as well.
• Syntax: = NETWORKDAYS ( Start_date , End_date ,
Holidays )
– Start_date - the start date of the chosen time period.
– End_date - the end date of the chosen time period.
– Holidays - can be used to exclude one or more dates from the
total number of working days (optional).

Nesting Functions
• Nested functions are just functions within
functions. The result returned from one
function is used as the argument to another
function.
• You can nest up to seven functions within the
same formula.
• When nesting functions you should try to use
extra parentheses where necessary in order
to make the formula as intuitive as possible.
Nested IF Function
• Probably the most common use of nested
functions is to perform conditional tests.
• Nested IF functions are a common
conditional test
– Although being limited to seven nested
functions can cause problems.

Nesting Other Functions
• You can nest any types of functions as
long as the arguments are of the correct
data type.

PivotTables and PivotCharts
• A PivotTable is a form of report that works by
rearranging the fields and records in a
database into a different format.
– You can rotate (pivot) the columns in a PivotTable
to display data summarized in different ways,
easily sort the database in various ways, filter
data, and collapse and expand the level of
information displayed.
• A PivotChart is a powerful data analysis tool
that enables one to visualize a pivot table.
PivotTables
• The PivotTable creates a PivotTable field from each field in the
database (each column, in the default orientation). Each
PivotTable field contains items that summarize the rows of
information that contain a particular entry.
• Creating and manipulating the PivotTable doesn’t change the
contents or layout of the database, so you can safely use a
PivotTable to experiment with your data without worrying about
corrupting the data or needing to restore the database’s layout
afterwards.

Creating a PivotTable using a wizard
– Open the workbook that contains the database
you want to manipulate.
– Display the worksheet that contains the database,
and click a cell in the database. To use a specific
range of the database instead of the whole
database, select that range.
– Choose Data | PivotTable and PivotChart Report.
– Make sure the Microsoft Excel List or Database
option button and the PivotTable option button are
selected, and then click the Next button.

Creating a PivotTable using a wizard (cont.)
– Enter the database range in the Range text box:
• If you selected a cell in the database in step 2, the wizard
should have identified the range that contains the
database.
• If the wizard selected the wrong range, click the Collapse
Dialog button to collapse the dialog box, select the range
manually, and then click the Collapse Dialog button again
to restore the dialog box.
– Click Next. The wizard displays its third screen
– Specify where to place the PivotTable by selecting
the New Worksheet option button or the Existing
Worksheet option button, as appropriate.

Creating PivotTables using a wizard (cont.)
– At this point, you can also specify the layout of the
PivotTable (by clicking the Layout button and working
in the Layout dialog box) or options for the PivotTable
(by clicking the Options button and working in the
PivotTable Options dialog box)
– Click the Finish button. The wizard creates the new
worksheet or selects the specified existing worksheet
(depending on your choice), creates a blank
PivotTable, and displays the PivotTable toolbar and
the PivotTable Field List.

Creating a PivotTable on the Framework
• Create your PivotTable by dragging the appropriate field buttons
from the PivotTable Field List window to the appropriate areas of
the blank PivotTable.
• Which field buttons you drag depend on what results you’re
trying to produce.
• Check the steps on the examples presentation

Changing a PivotTable
• Once you’ve created the PivotTable on the framework,
you can change, format, and configure it.
• You can also control how Excel displays the PivotTable
• You can change a PivotTable by dragging the fields

you’ve already placed to different locations, removing
one or more of those fields, or adding other fields.
• Check example.

Formatting a PivotTable
• The standard method of formatting a PivotTable is to apply
an AutoFormat by clicking the Format Report button on the
PivotTable toolbar, selecting the most suitable AutoFormat
in the AutoFormat dialog box, and clicking the OK button.
• You can also apply formatting manually to the data area of

the PivotTable, but be warned that visual elements will
disappear when Excel reapplies the current AutoFormat to
the PivotTable, unless you select the Preserve Formatting
check box in the PivotTable Options dialog box.

Changing A Field To A Different Function
– Select the Field button on the PivotTable.
– Click the Field Settings button on the PivotTable toolbar
to display the PivotTable Field dialog box
– In the Summarize By list box, select the function you
want.
– To apply number formatting, click the Number button
and work on the Number tab of the Format Cells dialog
box.
– To show the data in a different way than normal, click
the Options button.
• Excel displays a previously hidden section at the bottom of the
PivotTable Field dialog box.
Changing A Field To A Different
Function (cont.)
– Use the Show Data As drop-down list, the
Base Field list, and the Base Item list to
specify the format you want. For example, you
might choose Difference From in the Show
Data As drop-down list to show how the data
differs from the specified base field
– Click the OK button to close the PivotTable
Field dialog box and apply the function.

Configuring A PivotTable
• Choose PivotTable ->Table Options from the PivotTable
toolbar to display the PivotTable Options dialog box
• Settings from the dialog box:
– Grand Totals for Columns check box – Controls whether the
PivotTable displays grand totals for its columns.
– Grand Totals for Rows check box – Controls whether the PivotTable
displays grand totals for its rows.
– AutoFormat Table check box – Controls whether Excel automatically
applies the default AutoFormat to the PivotTable.
– Subtotal Hidden Page Items check box – Controls whether Excel
includes hidden page field items in the subtotals.

Configuring A PivotTable (cont.)
– Merge Labels check box – Controls whether Excel
merges the cells for the outer row labels and the
column labels.
– Preserve Formatting check box – Controls whether
Excel retains formatting that is applied to the
PivotTable when you change the PivotTable’s layout
or refresh its data.
– Repeat Item Labels on Each Printed Page check box
– Controls whether Excel repeats the outer row field
item labels at the top of each page in a printout.
Usually, repeating the labels like this makes a
PivotTable easier to read.

– Mark Totals with * check box – Available only for PivotTables
based on online analytical processing (OLAP) source data (as
opposed to data from an Excel database, such as you’ve been
using in this chapter).
• When you’re using OLAP source data, this check box controls whether
Excel displays an asterisk after each grand total and subtotal to remind
you that these totals include hidden items.
– Page Layout drop-down list – Lets you choose between Down,
Then Over layout (the default) and Over, Then Down layout to suit
your paper type and layout.
– Fields Per Column text box Lets you specify how many fields to
include in a row or column in the PivotTable before starting another
row or column.

– For Error Values, Show check box and text box – Lets you force Excel
to display a specific value (for example, an error message) in each cell
that contains an error value.
– For Empty Cells, Show check box and text box Lets you force Excel to
display a specific value in each empty cell.
– Set Print Titles check box Controls whether Excel prints the field and
item labels as row and column titles. Before using this feature, turn off
repeating rows and columns:
• Choose File | Print Setup to display the Print Setup dialog box.
• Click the Sheet tab to display its contents.
• Clear the Rows to Repeat at Top text box and the Columns to Repeat at Left
text box.
• Click the OK button to close the Page Setup dialog box.

– Save Data with Table Layout check box – Controls whether Excel
saves a copy of the PivotTable’s data in the workbook.
• Saving the copy enables you to reopen the workbook and work with the
PivotTable without refreshing the data, but it makes the workbook file
substantially larger than it would be otherwise.
• If you need to keep the workbook file as small as possible, clear this check
box and either select the Refresh on Open check box or refresh the data in
the PivotTable manually when necessary.
– Enable Drill to Details check box Controls whether –Excel lets you
double-click a cell in the PivotTable’s data area to create and display a
new worksheet showing the data behind that cell.
• This option is on by default, and can help you understand from which data a
particular figure is being derived. Drilling down to the details doesn’t work
with OLAP data.

– Refresh on Open check box – Controls whether Excel
refreshes the PivotTable data when you reopen the
workbook.
• This option is off by default; you’ll need it only when using an
external data source.
– Refresh Every NN Minutes check box and text box –
Let you specify whether and, if so, at what interval
Excel should refresh the data from an external source.
– Save Password check box – Controls whether Excel
saves your password when accessing an external data
source. Saving your password saves you the time and
effort of reentering it but compromises your security a
little.
– Background Query check box – Controls whether
Excel runs queries to an external database in the
background or in the foreground.
• When Excel runs the queries in the background, you can
continue to work while a query is running, but the query
may take longer than if it were running in the foreground
and temporarily preventing you from working in the
PivotTable.
– Optimize Memory check box – Controls whether
Excel attempts to conserve memory when
refreshing data from an external data source.
• Unless you’re working with a colossal PivotTable or your
computer is terminally short on memory, you shouldn’t
need to worry about conserving memory during
refreshes.

The PivotTable Toolbar
• When you’re working in a PivotTable, Excel
displays the PivotTable toolbar by default.
• Here’s what the controls on the PivotTable
toolbar do:
– PivotTable Menu – Contains commands for
working with PivotTables.
– Format Report – Displays the AutoFormat dialog
box, from which you can quickly apply any of a
wide selection of canned formats to the PivotTable.
– Chart Wizard – Launches the Chart Wizard.
– Hide Detail and Show Detail – Toggles the display
of detail in the PivotTable.
The PivotTable Toolbar (cont.)
– Refresh External Data – Forces Excel to refresh the data
contained in the PivotTable.
• Click this button to update the PivotTable after changing data in the
cells from which the PivotTable is drawn.
– Include Hidden Items in Totals – Controls whether Excel includes
hidden items in the totals displayed in the PivotTable.
– Always Display Items – Controls whether Excel always displays
the items in the table.
– Field Settings – Displays the PivotTable Field dialog box for
configuring settings for the selected field.
– Show/Hide Field List – Toggles the display of the PivotTable Field
List window.

Create PivotCharts from PivotTables
• A PivotChart is a chart derived from a PivotTable.
• The advantage of a PivotChart over a regular chart is that you can
drag fields to different locations in the chart layout to display
different levels of detail or different views of the data.
– This flexibility makes PivotCharts great for analyzing data.
• The easiest way to create a PivotChart is to create a PivotTable as
described so far in this chapter, select a cell in the PivotTable, and
then click the Chart Wizard button on the PivotTable toolbar to
create the framework of a PivotChart.

Create PivotCharts from PivotTables (cont.)
• But you can also create a PivotChart by running the PivotTable
and PivotChart Wizard and selecting the PivotChart Report (with
PivotTable Report) option on the first screen of the wizard.
• This option creates the PivotTable for you (on your choice of a
new worksheet or an existing worksheet, as before), creates a
new chart page named Chartn (where n is the lowest unused
number), and places the framework of a PivotChart on it.
• Check example for the steps.

What-If Analysis
• What-if analysis: A process of changing
the values in cells to see how those
changes affect the outcome of formulas on
the worksheet.
• What-If Utilities
– Goal Seek
– Scenario Manager
– Solver
– VLOOKUP and HLOOKUP
Goal Seeking
• Goal seeking is the act of finding a specific value for a single
worksheet cell by adjusting the value of one other worksheet cell.
• When you goal seek, Excel adjusts the value in a single
worksheet cell that you specify until a formula that is dependent
on that worksheet cell returns the result that you want.
• To goal seek in Excel, click Tools ➤ Goal Seek, complete the
requested information in the Goal Seek dialog box, and then click
OK.
– The results will appear in the Goal Seek Status dialog box.

Scenario Manager
• A scenario is a set of values and formulas that Excel saves as a
group. You can create and save different sets of values and
formulas on a worksheet as different scenarios, and then switch
to any of these scenarios to view their outcomes.
• You use scenarios to forecast the outcome of a particular set of
worksheet cell values and formulas that refer to those cell
values.
• Scenarios are particularly helpful for comparing sets of cell
values to validate assumptions or analyze outcomes.

Solver
• Solver is a tool that obtains a certain value,
a maximum value, or a minimum value of
one worksheet cell by changing other
related cells. Solver will change the
worksheet cell value you specify to the
specified value, highest value, or lowest
value for a worksheet cell formula.
• You can also restrict the allowed values
that Solver can use.
VLOOKUP and HLOOKUP
• VLOOKUP and HLOOKUP are functions in Excel that allow you
to search a table of data and based on what the user has
supplied and give appropriate information from that table.
• VLOOKUP allows you to search a table that is set up vertically.
That is, all of the data is set up in columns and each column is
responsible for one kind of data.
• HLOOKUP looks up data that has been formatted by rows
instead of columns.

VLOOKUP
• Syntax: =VLOOKUP (lookup_value, table_array, col_index_num,
range_lookup)
– The lookup_value is the user input. This is the value that the function
uses to search on.
– The table_array is the area of cells in which the table is located. This
includes not only the column being searched on, but the data columns
for which you are going to get the values that you need.
– The col_index_num is the column of data that contains the answer
that you want.

VLOOKUP (cont.)
– Range_lookup is a TRUE or FALSE value.
• When set to TRUE, the lookup function gives the
closest match to the lookup_value without going
over the lookup_value.
• When set to FALSE, an exact match must be found
to the lookup_value or the function will return #N/A.
– Note: This requires that the column containing
the lookup_value be formatted in ascending
order.

HLOOKUP
• Excel's HLOOKUP function, short for horizontal lookup, is used
to find specific information that has been stored in a spreadsheet
table.
• HLOOKUP works much the same the Excel VLOOKUP function,
or Vertical Lookup.
• The only difference being that VLOOKUP searches for data in
columns and HLOOKUP searches for data in rows.

HLOOKUP (cont.)
• Syntax: =HLOOKUP (lookup_value, table_array,
col_index_num, range_lookup)
– lookup _value is the value that is searched for in the first row of the
table array. The lookup _value can be a text string, a logical value
(TRUE or FALSE only), a number or a cell reference to a value.
– table_array is the range of data that the function searches to find your
information. The table_array must contain at least two rows of data.
The first row contains the lookup_values.
• This argument is either a named range or a reference to a range of cells.

HLOOKUP (cont.)
• If you are using a reference to a range a cells, it is a good idea
to use an absolute cell reference for the table_array.
• If you do not use an absolute reference and you copy the
HLOOKUP function to other cells, there is a good chance you
will get error messages in the cells the function is copied to.
– row_index_num for this argument, enter the row

number of the table_array from which you want data
returned from.

HLOOKUP (cont.)
– range_lookup is a logical value (TRUE or FALSE only) that indicates
whether you want HLOOKUP to find an exact or an approximate match
to the lookup_value.
• If TRUE or if this argument is omitted, HLOOKUP will use an approximate
match if it cannot find an exact match to the lookup_value. If an exact match is
not found, HLOOKUP uses the next largest lookup_value.
– If FALSE, HLOOKUP will only use an exact match to the lookup_value.
• If there are two or more values in the first column of table_array that match the
lookup_value, the first value found is used. If an exact match is not found, an
#N/A error is returned.

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• Describe potential spreadsheet applications

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• Insert or delete rows and columns

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• Spreadsheet – a computerized ledger

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• Constant – an entry that does not change

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• Common user interface with other Office

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• Contains most common commands related to

Standard Title bar shows

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Double-click the file

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Use the Save In list box to

Type the new file name

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Click tabs to move to a

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Click the Help

Select one of the

• Title of Exercise: Introduction to Microsoft Excel

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Can be used to add

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If deleting a cell, specify

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Margins tab is used to

Page tab controls

Sheet tab is used to

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View and adjust

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• Range – a rectangular group of cells

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• Copy command – duplicates the contents of a cell or

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Create the formula

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New student averages

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• Title of Exercise: Creating a Workbook

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• Format Cells command – controls the

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Alignment tab specifies

Font tab allows you to

Borders and Patterns

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Use Page Setup

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• Title of Exercise: Formatting a Worksheet

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