WEEK 1 LESSON NOTES (EXCEL)

SUMIFS & DSUM & AVERAGEIFS

The SUMIFS function, adds all of its arguments that meet multiple
criteria. For example, you would use SUMIFS to sum the number of
retailers in the country who (1) reside in a single zip code and (2) whose
profits exceed a specific dollar value.
The DSUM function is categorized under Excel Database functions. The
function helps to calculate the sum of a specific field/column in a
database for selected records based on user-specified criteria.

DIFFERENCE: DSUM requires column headers for both the range and
criteria whereas SUMIFS doesn't require column headers.

SCENARIO: Let’s say you are given a worksheet with a bunch of data. You
want to figure out or analyze the sum of sales for certain sales REP and
country.
In this practice:
The sum of sales of:
Rep (Criteria range1) : Croxon (Criteria1)
Country (Criteria range 2) : U.S.A (Criteria2)

STEPS: SUMIFS
1) fx > Math & Trig > SUMIFS (pop-up will show up)
2) Under the SUMIFS pop-up:
 Sum_range: the criteria that you want to sum (Ex: K2:K56 for
Sales)
  Criteria_range1: first category (Ex: M2:M56 for Rep)
Criteria1: what you are looking for in Rep? (Ex: D59 or
Croxon)

 Criteria_range2: 2nd category (not necessarily needed)

(Ex: G2:G56 for Country)
Criteria2: what country you are looking for?
(Ex: D60 or U.S.A)

THE FORMULA SHOULD LOOK LIKE THIS:

=SUMIFS(K2:K56,M2:M56,D59,G2:G56,D60)

Therefore, sales are 224.

STEPS: AVERAGEIFS
1) fx > statistical > AVERAGEIFS
2) Follow the same steps from SUMIFS
Formula should look like this:
=AVERAGEIFS(K2:K56,M2:M56,D59,G2:G56,D60)
Therefore, the average is 32.

SCENARIO: for Dsum

Find the sum of:
Rep: Wickham
Country: U.S.A.

STEPS: DSUM
 1) fx > database > DSUM
2) Under DSUM:
 Database: highlight everything (Ex: A1:M56)
 Field: the category you want to add up/sum (Ex:Sales or
G62)
 Criteria: Highlight all the one you wrote
Rep Country
Wickham U.S.A.

Ex: H59:I60

Therefore sales are 322.

Note:

 To calculate for average, use DAVERGAE (its in Database)

 Same steps from DSUM
 Don’t use or click average for field! Click sales

MONTHLY SCHEDULE (PMT, PPMT, IPMT)

 PMT function tells you how much each payment will be

 PPMT function tells you how much of the principal is being paid in
any given pay period
 IPMT function is used to find out the Interest portion of a certain
payment

SCENARIO: You’re given the ff:

loan $500
amount: 000
years: 25
interest 3.75
rate: %
monthly
pmt:
total
paid:

STEPS: CALCULATING MONTHLY (PMT):

1) FX > financial > PMT
2) Under PMT:
 Rate: 3.75% (Ex: D3/12) because monthly payment
 NPER: means # of payments
Solution:
25 years x 12 = 300 payments

Therefore, ex: D2*12

 PV: 500,000 (Ex: D1)

 FV: optional
 Type: optional
ANSWER: -2,570.66 DOLLARS
STEPS: CALCULATING TOTAL PAID
Formula: =Answer*Years*12 (because monthly)
Ex: =D4*D12*12
Answer: 771,196.80

SCENARIO:
You’re given the ff: Calculate based from given above.
BALANC
PMT# INTEREST PRINCIPAL TOTAL E

STEPS: IPMT & PPMT

1) Create a list of # of payments. (Ex: up until 300)
2) Start at zero > then write 1 > highlight both cells > drag down until
300
3) In the Balance Category > (payment #0) > type = > click on 500,000
4) In the Interest Category > (payment #1) > fx > financial > IPMT
Rate: 3.75% (Ex: D3/12) because monthly payment
Per: the payment # (Ex: 1) – start at 1!
Nper: Solution:
25 years x 12 = 300 payments

Therefore, ex: D2*12

PV: 500,000 (Ex: D1)

FV: optional
TYPE: optional
5) In the Principal Category > (payment#1) > fx > financial > PPMT
Rate: 3.75% (Ex: D3/12) because monthly payment
Per: the payment # (Ex: 1) – start at 1!
Nper: Solution:
25 years x 12 = 300 payments

Therefore, ex: D2*12

PV: 500,000 (Ex: D1)

FV: optional
TYPE: optional
6) In the Total Category > add Principal and Interest
7) In the Balance Category > (payment#1) > type = > previous balance
+ principal (if principal is -) or previous balance – principal (if principal
is +)
8) To drag down: put dollar sign in the formula of 1st payment for all
interest, principal categories.
=IPMT($D$3/12,A9,$D$2*12,$D$1)

=PPMT($D$3/12,A9,$D$2*12,$D$1)
 WEEK 2 LESSON NOTES (EXCEL)

3D REFERENCING

3D referencing - If you want to analyze data in the same cell or range of cells on
multiple worksheets within a workbook.

SCENARIO 1: Let’s say you have 4 different worksheets (East, West, South, Total
(b/c its going to hold on to the totals of all the other worksheets). You want all these
worksheets to be the same. You also want to total all the amounts of each name in each
category under the “Total” worksheet.
- East Worksheet is the first worksheet
- South Worksheet is the 2nd to the last worksheet
- This file is called a workbook

STEPS:
1) Selecting: Instead of copying & pasting from each worksheet to another, press
the SHIFT or CTRL on the keyboard to select all 4 different worksheets. This
means that anything we do will apply to all worksheets the same.

 EX: If you write names and totals, it will also be applied to the other
worksheets therefore, all of them will be the same or common.

 This will also apply when you’re printing. It is a quick way to print multiple
worksheets.

To deselect, press one of the worksheets. Always deselect!!!

2) Totalling (OPTION#1): To total all amounts of each name from different

worksheets in a manual way, press the equal sign (=) on each name under the
Total worksheet, then press the East worksheet, press the amount you want to
add, then press add/plus sign (+), then press the West worksheet, and apply the
same thing. The total will show up on the “Total” worksheet.

 EX: Bob total = 120, Karen = 150 (These are for January)
 Formula should look like this: =EAST!B4+WEST!B4+SOUTH!B4 – this is
Bob’s

3) Totalling (OPTION#2): To total all amounts of each name from different

worksheets directly without doing it one by one, press the auto sum on the name
 you want to add under the “Total worksheet”, then press the East Worksheet,
then press SHIFT on the keyboard, then press the last worksheet (which should
already include all the other worksheets), then press on the amount you wanted
to add in the East Worksheet, then press ENTER.

 EX: Bob total = 150, Karen = 180 (These are for February)
 Analyzation: Bob’s total is from East to South amounts. Same for Karen.
 Formula should look like this: =SUM(EAST:SOUTH!C4) – this is Bob’s

REMINDER:
 If you change the position of the worksheets, the numbers/amounts will also
change. Be careful!!!
Ex: switching the position of South and West worksheets will change the
total amount in the “Total Worksheet”.
 If you want to add another Worksheet, the total amount in the “Total” worksheet
will change. Be careful!!!

SCENARIO 2: Let’s say you want to add another worksheet to the workbook. The
new worksheet is called North. How do you add it if the numbers/amounts will change?

STEPS:
1) Don’t retype everything: Pick only one of the worksheets that you want to copy
and paste to the new worksheet.

EX: In this case, we’ll pick the West worksheet.

2) Add a new tab: Copy everything in the West worksheet. Then, add a new tab and
rename it North. After, paste it into the new worksheet (North).

Note: Once you make the new worksheet. Wherever the position is, it will change
the total amount in the “Total” worksheet because the amounts in North weren’t
added from the start.

3) Update the Total worksheet: To fix the issue, only choose the first name that’s
written in the Total worksheet and update the formula by adding the amounts in
North. Drag down the rest amounts to update it as well. The steps will be the
same as above. This is only applicable for the formula of option 1!!!
  Ex: New amount for Bob in the total worksheet = 160 (only for January), drag
down for the rest (Karen, etc)
 Feb and March month is fine because the formula is option 2
 Old Formula: =EAST!B4+WEST!B4+SOUTH! to
 New Formula: =EAST!B4+WEST!B4+SOUTH!B4+North!B4

AUDITING

Auditing – you can use it to verify or understand how your spreadsheet is put together. It
is to help you figure out where certain values are being used or where certain values
are coming from. The auditing formula is under the “Formulas” tab. It consists of:
 Trace Precedent: (WHERE THE VALUE COME FROM)

Scenario: Let’s say you want to know about the number 420 (East – Total). What
precedes it? Where does this get its value from?

Steps:
 Click on the cell where 420 is written
 Click “Trace Precedent” (arrow will show up)
 In this case, it’s showing that 420 is the sum of E4 to E7
 If you click “Trace Precedent” again, it will show where do these
values come from.

 Trace Dependents: (WHERE THE VALUE IS PART OF)

Scenario: Let’s say you want to know where is number 10 (East - Bob for
January) used anywhere?

Steps:
 Select cell - 10
 Click “Trace Dependents” (a dotted arrow will show up pointing
where the number is used somewhere else in another worksheet –
need to find) (the blue arrow also points out where the cell/number
is dependent – no need to find b/c it will be shown).
 Click the “Trace Dependents” (this continues the next step) again to
know which part of the new number is used.
 In this case, the number 10 is part of the number 60.
 If you click again, the number 60 is part of the number 420.
  If you click again and no arrow shows, it means the end. Ex: 420 is
the last number.

 Remove arrows: Click this to remove all the arrows.

DATA VALIDATION

Data Validation - a feature that allows you to control the type of data
entered into your worksheet. For example, Excel data validation allows you
to limit data entries to a selection from a dropdown list and to restrict
certain data entries, such as dates or numbers outside of a predetermined
range.
 Prevent anything out of what you specify from being entered or you
can bring notice to it or override it.

EX: You don’t allow someone to put negative numbers/values, or you

want to limit certain numbers/values (ex: working hrs are only 40 hrs
limit, so you don’t allow numbers to be input in the worksheet like
number 50).

There are three STYLES.

STEPS: FIRST STYLE

1) Select a cell/s you want to validate (Ex: East worksheet – January

cells)
2) Go to Data > Data Validation (Data Tools) > A tab will show up
3) Settings:
 Allow: choose want you want to allow (Ex: Decimals)
 Data: choose what range of values to be allowed (Ex: greater
than or equal to)
 Minimum: choose a number (Ex: zero)
4) Input Message: A textbook will pop up if someone will click the cell/s.
 Title: Write your title (Ex: Sales)
 Input message: Write your message (Ex: Please put your sale)
 5) Error Alert: It will pop up if somebody enters a value against what
your settings are. Ex: A pop-up will show up if someone puts a value
less than zero!! The default keys that will show up are: Retry, Cancel,
and Help.

If someone clicks all the default keys, that person still can’t
change/override the value.

 Style: Choose a style (Ex: Stop)

 Title: Write what you want your message to say (Ex: Data Entry
Error)
 Error Message: (Ex: Please enter only positive values)
6) Click “Ok” – now it is set up

STEPS: SECOND STYLE

1) Follow the same steps from the first style on step 1,2,3,4,6 (Ex: East
worksheet – February cells)
2) Error Alert: It will pop up if somebody enters a value against what
your settings are. Ex: A pop-up will show up if someone puts a value
less than zero!! The default keys that will show up are: Yes, No,
Cancel, Help

If someone clicks on the YES default key, they can change the value
or override it, or it lets you proceed. Ex: writing less than zero or
negative value (-20)

 Style: Choose a style (Ex: Warning)

 Title: Write what you want your message to say (Ex: Data Entry
Error)
 Error Message: (Ex: Please enter only positive values)

STEPS: THIRD STYLE

1) Follow the same steps from the first style on step 1,2,3,4,6 (Ex: East
worksheet – March cells)
 2) Error Alert: It will pop up if somebody enters a value against what your
settings are. Ex: A pop-up will show up if someone puts a value less
than zero!! The default keys that will show up are: Ok, Cancel, and
Help.
If someone clicks on the OK default key or hit ENTER on the keyboard,
they can change the value or override it, or it lets you proceed. Ex:
writing less than zero or negative value (-20)
 Style: Choose a style (Ex: Information)
 Title: Write what you want your message to say (Ex: Data Entry
Error)
 Error Message: (Ex: This is a negative value, are you sure?)

Scenario: To see Invalid Values or see what was overwritten:

Circle Invalid Data – anything that was overwritten will be circled in red
(easy to see).
 Go to Data > Under Data Validation (Data Tools) > Click the down
arrow > click Circle Invalid Data
 To clear: Go to Data > Under Data Validation (Data Tools) > Click the
down arrow > click Clear Validation Circles

IFERROR

IFERROR – allows you to catch errors and return your own custom value
when there is an error.
SCENARIO 1: Let’s say you are given worksheets (about shipments) and
the labour hours are given (Ex: 2000 hrs). You want to figure out how many
units per person or per hour have been incorporated into the grand total?
STEP:
Calculate the productivity to know how many units:
Formula: Grand Totals/Labour hours (3120/2000 = 1.56 units)
SCENARIO 2: What if you weren’t given the labour hours and you have to
wait for it? So, you put zero for productivity for now: 3120/0 = #DIV/0!

NOTE: If you open a file and you see this error, it means something has
been left blank or written as zero when calculated.

STEPS:

1) Leave whatever is written from Scenario 1

2) Write another “productivity” word on another cell (Ex: Cell D14)
3) fx > Logical (Select Category) > IFERROR (a tab will show up)
4) Function arguments:
 Value: Write what would the normal calculation have been
(Ex: E8/E10)
 Value_if_error: (Ex: Please ask Bob for the hours)

5) Now, try putting zero or leaving it blank on the labour hrs word from
Scenario 1.
***What must show up will be: Productivity = Please ask Bob for the hours
Formula should look like this now:
=IFERROR(E8/E10,"Please ask Bob for the hours")
6) Delete the “productivity” word from Scenario 1 that has the answer
1.56 units.

CIRCULAR ERROR REFERENCE

SCENARIO: CIRCULAR ERROR REFERENCE

 Let’s say the Total Worksheet is dragged and is being put in the middle of
the worksheets (between West and North).
 You will get a serious error (An error pop-up will show up). It will be a
mistake!
  In the previous samples, the formula of adding up all each name from
different region worksheets is from East:South but now, the Total
Worksheet is in the middle. Therefore, the value becomes different and will
have to recalculate.
 There will be mathematical errors.
 If you open a file, and a pop-up will show up (It says: “There are one or
more circular references, where a formula refers to its own cell directly or
indirectly….”). This means there is a big error in your hand.
- It will tell you what cell address has the error one at a time.
- Ex: “Circular References: C6” or “Circular Reference” will show up
below at the left side (beside the word “Ready”) on each worksheet.
***To fix this, drag the worksheet back to where it belongs or originally placed.

HYPERLINK

SCENARIO: Let’s say you want to make a Table of Contents in Excel and you want to
have a hyperlink that goes to specific cells.

STEPS: HOW TO MAKE A TABLE OF CONTENTS & HYPERLINK

1) From the previous example, add another tab and drag it into the beginning. It
should be before other worksheets.
2) Rename it as “Table of Contents” (You can change the colour)
3) Write what you want to hyperlink (Ex: Grand Total Values)
4) Right-click on the cell > Link > Place In This Document
5) Type the cell reference: Grand Total is in (Ex: E8)
6) Or Select a Place in this document: Grand Total is in Total” worksheet
(Ex: TOTAL)
7) Screentip: Tells the user what will going to happen if they click on the link.
(Ex: Jump to the Grand Total)
8) Click “Ok”

***You can write Hyperlinks anywhere; it doesn’t have to be a TOC.

***You can edit it or remove it. (Only right-click on the hyperlinked cell)
 WEEK 3 LESSON NOTES (EXCEL)

IMPORTING

Importing – We import to share information between applications such as

data from the internet, from an accounting package, or from a system that
runs your business, and you want to analyze it or use it in excel.
These systems don’t save their information in an excel format but, all
systems do export their information into text format.
Text format – contains only the data. There’s no formatting, cells column,
etc.
***Check the downloaded 2 text formatted files:
Customer – CSV and Customer -Tab

STEPS: CUSTOMER-CSV SAMPLE

 Comma between the texts in this sample will be used to break
things up into separate columns. (Reason: Because if you copy
everything from the sample and paste into directly into excel, all
the words will only be in the column).
 If there are 3 commas, it means there isn’t information for that
column.
 Some systems might use a different delimiter to break things up
into separate columns. (Ex: Space, Colon, etc)

Data > From Text/CSV (Get & Transformation Data) > Import Customer –
CSV file (a tab will show up around approx. 200 rows of info about the file
that’s imported) > Click Load (it will automatically add a worksheet)

STEPS: CUSTOMER-TAB SAMPLE

  Tabs (not spaces) between the texts in this sample will be used to
break things up into separate columns.
Data > From Text/CSV (Get & Transformation Data) > Import Customer –
Tab file (a tab will show up around approx. 200 rows of info about the file
that’s imported) > Click Load (it will automatically add a worksheet).

UPPER, LOWER, PROPER (CASE FUNCTIONS)

These functions change the case of letters in a text string and have no
effect on other characters.
STEPS: UPPER FUNCTION
1) Type equals (=)
2) Write UPPER
3) You specify what cell you want to turn into uppercase inside a bracket
(Ex: Cell A1)
***Answer must be all UPPERCASE
Ex: THIS IS A CLASS COVERING EXCEL

STEPS: LOWER FUNCTION

1) Type equals (=)
2) Write LOWER
3) You specify what cell you want to turn into lowercase inside a bracket
(Ex: Cell A1)
***Answer must be all LOWERCASE
Ex: this is a class covering excel

STEPS: PROPER FUNCTION

1) Type equals (=)
2) Write PROPER
 3) You specify what cell you want to turn into a neat way inside a
bracket. Like some address, etc.
(Ex: Cell A1)
***Each word must be all CAPITALIZE
Ex: This Is A Class Covering Excel

NOTE: After you do the functions, you can copy and paste it to another cell
so that it will become the actual text (or no formula).

Concatenation

Concatenation - to join two or more text strings into one string.

SCENARIO: You’re given a spreadsheet with a summary sentence at the
bottom that summarizes maybe what’s going on the spreadsheet. (Ex:
Total of Sales = 445)
PROBLEM: Sometimes that total of sales may be different from the
summary sentence at the bottom (may not match).
SOLUTION: Use Concatenation so that if you change the values, it will
update itself too or sync.
There are two ways to do it.
STEPS: OPTION#1 (CONCAT FUNCTION)
1) fx > Text (Category) > CONCAT > Ok (tab will show up)
2) CONCAT
 Text 1: Write the summary sentence and hit SPACE on keyboard.
(Ex: The total sales are)
 Text 2: Click on the cell you want to join in the summary sentence.
(Ex: C11)
 Text 3: Hit SPACE on keyboard before writing anything else.
(Ex: units)

Formula should look like this:

=CONCAT("The total sales are ",C11," units.")

***You can write as many Text as you want.

STEPS: OPTION#2 (AMERSAND METHOD)
Here’s the way you’ll write it:

=”The total sales are “&C11&” units.”

Equals”SummarysentenceSPACE”&Cell&”SPACEunitsPERIOD”

COMMENTS

Putting some information on a certain cell. It is interchangeably called

comment or note.

Click on the cell you want to comment > Insert > Comment > Write your
comment
OR
Simply right-click and write your comment

PROTECTION

To prevent other users from accidentally or deliberately changing, moving,

or deleting data in a worksheet, you can lock the cells on your Excel
worksheet and then protect the sheet with a password. Say you own the
team status report worksheet, where you want team members to add data
in specific cells only and not be able to modify anything else. With
worksheet protection, you can make only certain parts of the sheet editable
and users will not be able to modify data in any other region in the sheet.
It happens in two separate places for some reason.
STEPS: OPTION#1
1) Home tab
2) Make sure to let know Excel: which cells you want to unlock (because
the entire worksheet will be locked right away – if you do “lock” first)

THINK ABOUT WHAT YOU WANT TO UNLOCK FIRST!!!

(what cells do you only want/allow people to change?)

Once you know:

Press CTRL on keyboard to select certain cells you want to be

unlock.

Ex: CellA1, Cell8, Cell9, and Cell10 (based on practice sample sheet
– Sheet 1)

3) Click on any pull-out arrow (Format Cells) > Protection > Uncheck the
“Lock Box”
4) To lock the entire sheet: Review Tab > Protect Sheet > Ok
5) To unlock the entire sheet: Review Tab > Unprotect Sheet > Ok

STEPS: OPTION#2
This option is better if you want to let others know which cells are locked
and unlocked right away.
1) Review tab > Protect Sheet > Uncheck/Disable the first option (Select
lock cells) > Ok

MACROS

Macro is an action or a set of actions that you can record, give a name,
save, and run as many times as you want and whenever you want. Macros
help you to save time on repetitive tasks involved in data manipulation and
data reports that are required to be done frequently.
NOTE:
We need to set up a developer tab:
File > Option > Customize Ribbon > Check the “Developer Box” > Ok

STEPS: TO RECORD
1) To record everything, you’ll do: Developer tab > Record Macro
2) Under Record Macro:
 Macro Name: (Ex:PrintStuff) – no space!
 Press “ok”
 Press “stop macro” to stop recording
Everything you’ll do will be recorded such as writing names, clicking
on a cell, etc.
Ex: (Bob, Karen, Jim)
***All the stuff you did will be recorded and saved in an access file or
excel file.

STEPS: TO RUN MACRO

1) Developer > Macros > Select the one you just recorded (Title:
Printstuff) > Click Run > It will run on its own.

STEPS: TO LET SOMEONE KNOW YOU DID A MACRO

1) Developer > Insert > Button (Form Control) > Draw the Box on the
cell you want it to put (tab will show up) > Select the one you just
recorded (Title: Print Stuff) > Click Ok
2) Rename the Box that you draw
ANYONE THAT WANTS TO SEE THE RECORDED MACRO CAN JUST
CLICK THE BOX.

STEPS: EDITING MACRO

Only use this if you want to change any info of the recorded macro that you
did.

1) Developer > Macros > Select any macro recorded > Edit (pop-up
window will show up) > change anything you want (it will
automatically be changed) > close the window (hit X)