Advance Excel Presentation

Advanced Microsoft Excel
Capabilities
Mastering the First Year Role
Punongbayan & Araullo. All rights reserved.

Course objectives:
- Refresher on basic MS Excel features and functions
- Use MS Excel functions for those procedures in which

use of IDEA is not practicable
- Use MS Excel functions to promote the use of IDEA
- Use MS Excel to efficiently & effectively produce

reports/working papers

Course outline:
- Basic excel screen elements
- Data organizing tools & techniques
- Editing & formatting tools & techniques
- Often used advanced MS Excel formula functions
- Working with Pivot Table
- Using data analysis functions

Basic MS Excel Screen
Elements

MS Excel 2010/2007 Basic Screen Elements

Formula Bar
- Use the formula bar in validating and understanding the
formula you are working with
Explanation of formula and

the formula fields
Shortcut Keys
CTRL combination shortcut keys

Shortcut Keys
CTRL combination shortcut keys

Shortcut Keys
Function keys

Shortcut Keys
Function keys

Data Organizing Tools and
Techniques

Data organizing tools and techniques
- Performing calculations on filtered data
- Validating data
- Summarizing and grouping multiple sets of data

Performing calculations on filtered data
- COUNTIF function
- AND function
- SUMIF function

COUNTIF function
- Count things when a certain condition is met
COUNTIF (range, criteria)

COUNTIF function
- Exercise 1: Use countif function to see how many

students were above the score of 70 in each subject

AND function
- Checks whether all arguments are true
AND (Logical 1, Logical 2,..)

AND function
- Exercise 2: Using the data in Exercise 1, determine the

number of cash bonuses if the government has decided
to give cash bonus (on a per subject basis) to the school
if 4 or more students get a score of 70 on a per subject
basis

SUMIF function
- Adds up things when a certain condition is met
SUMIF (range, criteria, sum_range)

SUMIF function
- Exercise 3: Using the data in Exercise 1, determine the

total amount of cash bonus to be received by the school

Data Validation
- Useful when dealing with same set of data which needs

to be inputted into a spreadsheet. This can be done by
creating drop-down lists.

Data Validation
Exercise 4: Create Drop-down lists to populate the below

fields

Naming Cells
- Descriptions to represent cells, ranges of cells,

formulas, or constant values

Naming Cells
To name cells in our previous example:
1. Highlight cells F2 to F9
2. In the name box type Student
3. Press "Enter"
4. Repeat steps for columns G and H (name column G as

Subject and column H as Grade)

Naming Cells
Assigned name of highlighted

data in column F

Data Validation
Exercise 4:
1. Highlight the whole column A

Data Validation
Exercise 4:
2. Click on Data from the Ribbon bar
3. From Data Tools tab, click Data Validation

Data Validation
Exercise 4:
4. Make sure the Settings tab strip is selected
5. Click the black down arrow just to the right of Allow:

Any Value
6. A drop down list appears

Data Validation
Exercise 4:
7. Choose List

Data Validation
Exercise 4:
8. From the Source box, click the icon with a red arrow
9. Press F3 and choose Student, click ok, then click the

icon with a red arrow
10. Click ok

Data Validation
Exercise 4:
11. Column A will have drop down list

Data Validation
Exercise 4:The resulting summary should look like this

Summarizing and Grouping Multiples Sets of Data
The following rules enable the consolidation of Lists

using the Consolidate command:
1. Structure of the Lists must be identical
2. Headings of all rows and the leftmost columns in the

Lists must contain the same topic


3. Number of columns and the number of rows do not

have to be identical; nor does the internal order of the
text
4. Lists must have a single row for labels, and a single

column for labels


5. Cells in the Lists data range must contain only numeric

data
6. Excel consolidates data by identifying corresponding

text crossed between the header row and the leftmost
column

Exercise 5:Consolidate the following data

Exercise 5:
1. Select a cell within List - press Ctrl+A to select the List, and
then press Ctrl+F3 to define a Name to List1

Exercise 5:
2. Repeat step 1 and define a Name for Lists 2 and 3
3. Select cell A1 in a different sheet of the workbook, and

select Data -> Consolidate (in Data Tools Group)
4. In the Reference box, press F3
5. In the Paste Name dialog box, select List1, click Ok, and
then click Add to add List1 to All references box

Exercise 5:
6. Repeat steps 4 and 5, and add Lists 2 and 3 to "All

references" box
7. In Use Labels in, select the Top row and Left column
checkboxes, and the click Ok

Exercise 5: You should see this result

Editing and Formatting Tools
and Techniques

Editing and formatting tools and techniques
- Substitute function
- Text to Column
- Mid, Right, Left Functions
- Find Function

Substitute Replaces existing text with new text on the
string

Substitute
Exercise 6:Capitalize the letter "a of the word arthur" in

the name Macarthur

Text to Column Function Used to parse data,
especially for those with consistent delimiters

Text to Column Function
Exercise 7:Create separate columns for "Item" based on

the details after each hyphen

Exercise 7:Create separate columns for "Item" based

on the details after each hyphen
1. Copy the item number to column F.
2. Select the entire range of data in column F. Place the

cell pointer in F2. Hit the End key. While holding down
the Shift key, hit the Down Arrow key to select the entire
range.


3. From the menu, select Data Text to Columns. The

Wizard will work on either data that is delimited or on
data that has a fixed width to each segment. Our data is
delimited by a dash. As shown in Step 1, leave the radio
button on the Delimited setting. Click Next.


4. Uncheck the Tab checkbox. Check the Other

checkbox. In the Other textbox, enter a dash. Click Next.
5. In Step 3, you can optionally specify the data type of

the columns. Unless you have, the General type is OK.
Click Finish

Exercise 7:The resulting data should be like this

Find, Mid, Left and Right Functions
Exercise 8:Use the Find, Mid, Left and Right Functions

to get the results as in Exercise 7
Find(Find_text, Within_Text, Start_num)
Mid(Text, Start_num, Num_chars)
Left(Text, Num_chars)
Right(Text, Num_chars)


1. Use =FIND(-,A2) in cell I2 to locate the first dash.
2. Enter =FIND(-,A2,I2+1) in cell J2. The I2+1

parameter tells Excel that you want to find a dash
starting in the fourth character position of cell A2.


3. Use =LEFT(A2,I21) in K2. The formula in K2 locates

the first segment of the part number.
4. Use =MID(A2,I2+1,J2I2-1) in L2. The formula in L2

locates the middle segment of the part number.


5. Use the formula, =RIGHT(A2,LEN(A2)J2) to get the

last segment of the part number

Exercise 8:The resulting data should be like this

Often Used Advanced MS Excel
Formula Functions

Often used advanced MS Excel Functions
IF Function Can be used for various purposes

generally to achieve results which have conditions
=IF (logical_test, value_if_true, value_if_false)
logical_test - a value or expression that is tested to see if it is true

or false.
value_if_true - the value that is displayed if logical_test is true.
value_if_false - the value that is displayed if logical_test is false.

IF Function
Exercise 9: Give grade as follows:

A If the student scores 85 or above
B If the student scores 70 to 84
C If the student scores 55 to 69
D If the student scores 40 to 54
FAIL If the student scores below 40

IF Function
Exercise 9: Use the following data

IF Function
Exercise 9: The result should be as follows:

VLOOKUP Function searches for value in the left-

most column of the table_array and returns the value in
the same row based on the index_number.
=VLOOKUP(value, table_array, index_number,

not_exact_match*)
* Enter FALSE to not_exact_match field to find an exact match

while enter TRUE to find an approximate match

IF Function
Exercise 10: Based on the data in Table 1, determine the

total amount of the items in Table 2 using the VLOOKUP
function

IF Function
Exercise 10:The result should look like this

Working With Pivot Tables

Pivot Table
A Pivot Table (under the Insert tab of the Ribbon Bar) is a

way to present information in a report format. The idea is
that you can click drop down lists and change the data
that is being displayed.

Pivot Table
Exercise 11: Using the Data in Table 2 in Exercise 10,

Find the total sales of each product using the Pivot Table
report

Pivot Table
1. Go to Insert tab and Choose Pivot Table tool. A dialog

box will appear.

Pivot Table
3. Select the icon with a red arrow then highlight the cells
to be included in the report (Cell E3 to J18).

Pivot Table
4. Below the dialog box, choose where you want you

save the Pivot Table report (either new worksheet or
existing worksheet). Click OK.

Pivot Table
5. In the field list. Drag the "Item" field

button to the Row Labels Field and the
"Total Amount" field button to the Values
Field.

Pivot Table
Exercise 11: The report should look like this

Any Questions?

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Advanced Microsoft Excel

Punongbayan & Araullo. All rights reserved.

- Refresher on basic MS Excel features and functions

- Use MS Excel functions for those procedures in which

- Use MS Excel functions to promote the use of IDEA

- Use MS Excel to efficiently & effectively produce

Punongbayan & Araullo. All rights reserved.

- Basic excel screen elements

- Data organizing tools & techniques

- Editing & formatting tools & techniques

- Often used advanced MS Excel formula functions

- Working with Pivot Table

- Using data analysis functions

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

Explanation of formula and

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

- Performing calculations on filtered data

- Summarizing and grouping multiple sets of data

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

- Count things when a certain condition is met

COUNTIF (range, criteria)

Punongbayan & Araullo. All rights reserved.

- Exercise 1: Use countif function to see how many

Punongbayan & Araullo. All rights reserved.

- Checks whether all arguments are true

AND (Logical 1, Logical 2,..)

Punongbayan & Araullo. All rights reserved.

- Exercise 2: Using the data in Exercise 1, determine the

Punongbayan & Araullo. All rights reserved.

- Adds up things when a certain condition is met

SUMIF (range, criteria, sum_range)

Punongbayan & Araullo. All rights reserved.

- Exercise 3: Using the data in Exercise 1, determine the

Punongbayan & Araullo. All rights reserved.

- Useful when dealing with same set of data which needs

Punongbayan & Araullo. All rights reserved.

Exercise 4: Create Drop-down lists to populate the below

Punongbayan & Araullo. All rights reserved.

- Descriptions to represent cells, ranges of cells,

Punongbayan & Araullo. All rights reserved.

To name cells in our previous example:

2. In the name box type Student

4. Repeat steps for columns G and H (name column G as

Punongbayan & Araullo. All rights reserved.

Assigned name of highlighted

Punongbayan & Araullo. All rights reserved.

1. Highlight the whole column A

Punongbayan & Araullo. All rights reserved.

2. Click on Data from the Ribbon bar

3. From Data Tools tab, click Data Validation

Punongbayan & Araullo. All rights reserved.

4. Make sure the Settings tab strip is selected

5. Click the black down arrow just to the right of Allow:

6. A drop down list appears

Punongbayan & Araullo. All rights reserved.

Punongbayan & Araullo. All rights reserved.

9. Press F3 and choose Student, click ok, then click the