Excel Tutorial R1

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Click onany
anyof
of the
thehyperlinks
hyperlinks below
below to
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learnabout
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topic.
Introduction Basic Excel functions

Changes in Excel 2007
Tabs and ribbons
Office button
Quick Access Toolbar (QAT)
Excel Options
File extensions
Right-clicking
Basic Spreadsheet Tasks Charts
Documenting with cell comments and text boxes
Moving to the top of the sheet
Undoing actions
Using End-arrow key combinations Hyperlinks
Splitting the screen Goal Seek
Selecting a range Data tables
Selecting multiple ranges
Copying and pasting
Copying and pasting special Tables
Cutting and pasting Pivot tables
Inserting, deleting, hiding, unhiding rows or columns Conditional formatting
Manipulating worksheets Data validation
Sorting Protecting worksheets and workbooks
Filling a series Common counting, summing, and averag
Go To options
Absolute and relative addresses
Showing formulas in R1C1 notation
Auditing formulas Working with text
Summation button
Transposing a range
Range names
Printing
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hyperlinks below
below to
to learn
learnabout
aboutaa topic.
topic.
Basic Excel functions Working with dates

fx button (function wizard) Y2K problem
SUM and AVERAGE functions NOW and TODAY functions
COUNT, COUNTA, and COUNTBLANK functions YEAR, MONTH, DAY, and WEEKDAY functions
MAX and MIN functions DATEDIF function
IF function DATE and DATEVALUE functions
VLOOKUP and HLOOKUP functions Statistical functions
Common math functions MEDIAN, PERCENTILE, and QUARTILE functions
Charts STDEV and VAR functions
Creating a chart CORREL and COVAR functions
Locating a chart RANK, LARGE, and SMALL functions
Modifying a chart Financial functions
Hyperlinks PMT function
Goal Seek NPV and XNPV functions
Data tables IRR function
One-way data tables Reference functions
Two-way data tables INDEX function
Tables MATCH function
Pivot tables OFFSET function
Conditional formatting Recording a macro
Data validation
Protecting worksheets and workbooks
Common counting, summing, and averaging functions
COUNTIF, SUMIF, and AVERAGEIF functions
COUNTIFS, SUMIFS, and AVERAGEIFS functions
SUMPRODUCT function
Working with text
TRIM and VALUE functions
Concatenating text
Parsing text with common text functions
WEEKDAY functions
nd QUARTILE functions
Return to table of contents Save this file under another name, such as My Excel Tutorial.xlsx, and w
My purpose
My purposewith
with this
thisExcel
Excel tutorial
tutorial isis to
to illustrate
illustrate some
someExcel
Exceltips
tips that
that will
will dramatically
dramatically
improveyour
improve your efficiency.
efficiency. II make
makenono attempt
attemptto to be
beasas encyclopedic
encyclopedic as as some
some ofof the
the 800-page
800-page
Excel books
Excel books available.
available. II concentrate
concentrate on on common
commontasks,tasks, not
not every
every last
last thing
thingthat
that can
canbe
be done
done
in Excel. Also, I presume that you have some Excel knowledge. For example,
in Excel. Also, I presume that you have some Excel knowledge. For example, I assume you I assume you
know about
know about rows
rowsandand columns,
columns, values,
values, labels,
labels, and
andformulas,
formulas, and
and other
other basic
basic Excel
Excel elements.
elements.
IfIf you
youknow
know virtually
virtually nothing
nothing about
about Excel,
Excel, you you probably
probablyought
ought to
to work
work through
through an anExcel
Excel for
for
Dummies book
Dummies book and
and then
then work
work through
through this this tutorial.
tutorial.
The style
The styleof
of this
thistutorial
tutorial isis easy
easyto to follow.
follow.The
The table
table of
of contents
contentscontains
contains hyperlinks
hyperlinks to
to the
the
various worksheets
various worksheets where
where you you can
can learn
learn and
and practice
practice various
various skills.
skills. Each
Each of
of these
these
worksheets has
worksheets has aahyperlink
hyperlink in in cell
cell A1
A1back
back to
to the
the table
table of
of contents
contents sheet.
sheet.
II suggest
suggestthat
thatyou
yousave
savethis
this fileRIGHT
fileRIGHT NOWas
NOWas My MyExcel
Excel Tutorial.xlsx
Tutorial.xlsx(or(or some
somesuch
such name)
name)
andwork
and work with
withthe
the copy.
copy. That
Thatway,way, ifif you
you mess
mess anything
anything up
up as
as you
you try
try the
theexercises,
exercises, you
you can
can
alwaysgo
always go back
back and
andretrieve
retrieve the
theoriginal
original file
file(Excel
(Excel Tutorial.xlsx).
Tutorial.xlsx). However,
However, in in case
case you
you mess
mess
up the
up the original,
original, you
youcan
canalways
always download
downloaditit fromfrom my
myWeb
Website:
site:
http://www.kelley.iu.edu/albrightbooks/free_downloads.htm.
http://www.kelley.iu.edu/albrightbooks/free_downloads.htm.
Have fun
Have fun improving
improving your
your Excel
Excelskills!
skills!
as My Excel Tutorial.xlsx, and work with the copy.
cally
ally
00-page
00-page
nbe
be done
done
me you
me you
elements.
elements.
Excel for
Excel for
to the
to the
ch name)
h name)
, you
you can
can
ou mess
ou mess
IfIf Excel
Excel 2007
2007 isis your
your first
firstexposure
exposure to
to Excel,
Excel, you
youwill
will love
love it.
it.However,
However, ifif you
youareare used
used to
to Excel
Excel
2003 or an earlier version, you will have some unlearning to do. There
2003 or an earlier version, you will have some unlearning to do. There are several big are several big
changes in
changes inExcel
Excel 2007
2007 and
and many
many smaller
smaller changes.
changes.TheThe first
first big
bigchange
change isis that
that worksheets
worksheets areare
muchbigger.
much bigger. You
Youused
used totohave
haveabout
about65,000
65,000rows
rows and
and 256256 columns.
columns. NowNow youyou have
have over
over aa
million rows
million rowsand
and overover 16,000
16,000 columns.
columns.You
Youwill
will hardly
hardly ever
ever use
use this
this much
muchspace,
space, but
but its
its
available. Read the next few worksheets for other significant
available. Read the next few worksheets for other significant changes. changes.
By the
By the way,
way, II am
am not
notthe
the only
onlyperson
person who
whohas
has written
written tips
tips on
on getting
getting used
used to
to Excel
Excel 2007.
2007. You
You
might also
might alsowant
want to
tocheck
check out
outsome
some more
moretips
tipsat
at http://www.rondebruin.nl/tips.htm.
http://www.rondebruin.nl/tips.htm.
dd to
to Excel
Excel
big
big
sheets are
heets are
over aa
over
ut its
t its
2007. You
2007. You
m.
m.
The biggest
The biggestchange
change isis the
theone
one you
you will
will notice
notice right
right away.
away. You
You no
no longer
longer have
have the
theusual
usual
menus and toolbars. Microsoft has completely reorganized the user
menus and toolbars. Microsoft has completely reorganized the user interface to provide interface to provide tabs
tabs
and ribbons.
and ribbons. Each
Each tab
tab (Home,
(Home, Insert,
Insert, Page
Page Layout,
Layout, etc.)
etc.) has
has an
an associated
associated ribbon
ribbonthatthatisis
similar to
similar to the
the old
old toolbars.
toolbars.For
For example,
example, ifif you
you click
click on
on the
the Formula
Formula tab,
tab, you
you get
getaa ribbon
ribbon
withbuttons
with buttons that
that are
areuseful
useful for
for working
workingwithwith formulas.
formulas.Each Each ribbon
ribbon has
hasseveral
several groups
groups of of
buttons. For example, the Formulas ribbon has one group called
buttons. For example, the Formulas ribbon has one group called Defined Names for Defined Names for
manipulatingrange
manipulating rangenames.
names.There
There isis only
onlyone
one way
wayto to learn
learnthese
these ribbons,
ribbons, byby practicing
practicingand and
experimenting.IfIf you
experimenting. you are
are used
used toto the
the old
old Excel,
Excel, you
youwill
will undoubtedly
undoubtedlycursecurse atat the
thenew
new ones
ones
aafew
few times
times when
when youyoucant
cant find
findsomething,
something, but but you
you can
canbebe assured
assured that
thatthey
they are
are more
more
logically organized than the old
logically organized than the old versions.versions.
You cant
You cant change
change the
thenew
new ribbons;
ribbons; they
they are arebuilt
builtin
inand
andfixed.
fixed. Well,
Well, that
that isn't
isn't quite
quite true.
true.IfIf
you dont
you dont mind
mind writing
writing some
some XML, XML, itit isis possible
possible to
to create
create new
new ribbons
ribbonsthat
thathave
have youryour
favoriteExcel
favorite Excel buttons
buttons oror even
even new new buttons
buttonsattached
attached to to your
your own
ownmacros.
macros. This
This isis somewhat
somewhat
advanced, so
advanced, so II won't
won't cover
cover itit here.
here. But
Butifif youyou are
are interested,
interested, the
the technology
technology isis called
called
RibbonX, which
RibbonX, which youyou can
cansearch
search forfor on
on the the Web.
Web.
Withthe
With theold
oldmenus
menusgone,
gone, whatwhat about
about thethekeyboard
keyboardshortcuts
shortcuts many
many ofofyou
you depend
depend on?
on? As
As
far as
far as IIcan
can tell,
tell, they
theystill
still work,
work, oror at
atleast
leastmost
most of of them
them still
still work.
work. For
For example,
example, you
youcan
canstill
still
press Ctrl-s
press Ctrl-sto
to save
save aa file
file or
or Ctrl-p
Ctrl-ptoto print
print aafile.
file.
Also, ifif you

Also, youprefer
prefer keyboarding
keyboarding to to mousing,
mousing, here's
here's something
something you
you will
will like.
like.Press
Pressthe the Alt
Altkey.
key.
In the
In theribbon
ribbonarea,
area, you
you will
will see
see aa shortcut
shortcutkeykeyfor
foreach
each tab.
tab. For
For example,
example, M M isis for
for Formulas.
Formulas.
Press any
Press any of
ofthese
theseshortcut
shortcut keys
keys to
tosee
see the
thecorresponding
corresponding ribbon,
ribbon, and
andeacheach one
oneof of its
its
buttons will
buttons will have
have aashortcut
shortcut key.
key.Press
Press the
the one
oneyou
youwant,
want, which
which isis equivalent
equivalent to to clicking
clicking onon
the button. To make these shortcut keys disappear, press the
the button. To make these shortcut keys disappear, press the Alt key again. Alt key again.
AA few
few of
of the
the new
new tabs
tabs are
arenot
not visible
visible until
until you
you select
select an
an appropriate
appropriateobject.
object. For
For example,
example,
when you
when youselect
select aachart,
chart, three
three new
new Chart
ChartTools
Tools tabs
tabs(Design,
(Design, Layout,
Layout, and
and Format)
Format) become
become
visible. Or
visible. Or when
when you
you select
selectanan Excel
Excel table,
table, aa Table
TableTools
Tools Design
Design tab
tab becomes
becomes visible.
visible.
In general,
In general, Excel
Excel 2007
2007 isis more
moreintelligent
intelligentabout about context.
context. In
Inthe
the context
context of
of what
what you
you are
are
doing, ifif something
doing, somethingisis necessary,
necessary, itit isis likely
likelyto
to appear.
appear.Otherwise,
Otherwise, ititstays
stayshidden.
hidden.
ual
ual
ovide
ovide tabstabs
hat
at isis
ibbon
bbon
oups
ups of of
rr
cing and
ing and
new
ew onesones
more
more
true.IfIf
true.
our
ur
omewhat
mewhat
dd
d on?
on? As
As
ucan
canstill
still
ee Alt
Altkey.
key.
ormulas.
ormulas.
its
ts
cking on
king on
ample,
mple,
become
ecome
e..
are
are
Some of
Some of the
themost
most common
common actions,
actions, such
such as
as saving
saving and
and printing,
printing, arearemissing
missing from
from the
the
ribbons.You can find them by clicking on the Office button, the multi-colored
ribbons.You can find them by clicking on the Office button, the multi-colored button at button at the
the
top left
top left of
of your
your screen
screen (or
(or the
the screen
screenshot
shot to
tothe
the right).
right). You
You will
will see
see aanumber
number of
of categories,
categories,
including New,
including New, Open,
Open, Save,
Save, Save
SaveAs,
As, Print,
Print, and
and others.
others.SoSo ifif you
youcan't
can't find
find something
somethingononaa
ribbon, look
ribbon, look under
under the
the Office
Officebutton.
button.
Note that
Note that there
there are
are other
other options
options for
for these
these common
common operations.
operations. First,
First, old
old shortcut
shortcutkey
key
combinationssuch
combinations such as
as Ctrl-s
Ctrl-s for
for save
save or
or Ctrl-p
Ctrl-p for
for print
print still
still work.
work. Also,
Also, you
you can
can put
putyour
your
favoritebuttons
favorite buttonson on the
theQAT,
QAT, asas explained
explained on
on the
thenext
next worksheet.
worksheet.
Surprisingly, you
Surprisingly, you won't
won'tfind
find aa Help
Help option
option under
under the
the Office
Office button,
button, and
and you
you won't
won'tfind
finditit on
on aa
ribbon either.
ribbon either. But
Butthe
theHelp
Helpbutton
button isis always
always visible
visible as
as aa question
question mark
mark up
upin
inthe
theright
right corner
corner
of the
of thescreen.
screen. (You
(You can
can also
also press
press the
theF1F1key
keyfor
for help.)
help.)
he
he
nnatat the
the
tegories,
tegories,
ng onaa
g on
key
key
your
our
find
nd itit on
on aa
ht corner
ht corner
Althoughyou
Although you cant
cant change
changethethenew
new ribbons
ribbons (at
(atleast
leastnotnot easily),
easily), you
you can
cancustomize
customize thethe Excel
Excel
user interface to some extent. Specifically, Excel provides a quick access toolbar
user interface to some extent. Specifically, Excel provides a quick access toolbar (QAT) at the (QAT) at the
top left
top left of
of the
thescreen.
screen. You
You can
can put
put your
your favorite
favorite buttons
buttons on on this
this toolbar
toolbar so
so that
that they
they are
are
always visible
always visible and
and available.
available. The
TheQAT
QAT comes
comes with
with aa few
few favorite
favoritebuttons,
buttons, but
butyou
youcancanadd
add
more.
more.
To modify
To modify the
the QAT:
QAT:
Click on
Click on the
the dropdown
dropdown arrow
arrowto to the
theright
right ofof the
the QAT.
QAT. You
You will
will see
see aalist
list of
ofthe
themost
most
commonly used buttons, which you can check to have them appear
commonly used buttons, which you can check to have them appear permanently on permanently on the
the
QAT. You
QAT. You can
can also
also click
click on
on the
the More
More Commands
Commands item item to
to see
see aa dialog
dialog box
box with
with aa wealth
wealth ofof
other buttons
other buttons you
youcan
can add
add to
to the
theQAT.
QAT. In
In fact,
fact, ifif you
youcreate
createyour
your own
ownmacros
macros to to perform
perform
common tasks,
common tasks, you
you can
can place
place buttons
buttons totorun
run them
themon on the
theQAT.
QAT.
Note that
Note that you
you also
also get
getto
to the
theMore
More Commands
Commands dialog
dialog box
box by
by clicking
clicking on
on the
the Office
Office button,
button,
then on
then onExcel
Excel Options,
Options, and
andthen
thenon
onCustomize.
Customize.
Try it!
Try it! Add
Add some
some of
of your
your favorite
favorite buttons
buttons to
to the
theQAT.
QAT. You
You will
will have
have to
to do
do this
this only
onlyonce!
once!
You can
You cansee
see my
myQAT
QAT below.
below.II have
haveadded
addedaa few
few of
of the
the "standard"
"standard" buttons,
buttons, plus
plus aafew
few extras
extras
to run
to runmy
myfavorite
favorite macros.
macros.
the Excel
the Excel
AT) at the
AT) at the
yy are
are
an add
n add
nn the
the
alth of
lth of
rform
form
button,
button,
nce!
nce!
w extras
w extras
One particular
One particular menu
menuitem itemyou
you will
will miss
miss from
fromearlier
earlier versions
versionsofof Excel
Excel isis Tools-->Options,
Tools-->Options, for for
changing various options in Excel. It is not gone; it is just in a different place.
changing various options in Excel. It is not gone; it is just in a different place. To get to it, To get to it,
click on
click onthe
the Office
Officebutton
button(in (in the
the upper
upper left
left corner
corner ofof the
thescreen)
screen) and
and then
thenthe theExcel
Excel Options
Options
button.As
button. As shown
shownto to the
the right,
right, you
youwill
will see
see that
that the
theoptions
options are
aregrouped
grouped in in categories:
categories:
Popular, Formulas,
Popular, Formulas, and
and others.
others.YouYou might
might have
haveto to hunt
hunt awhile,
awhile, but
butthere
there areare an
an amazing
amazing
number of options available.
number of options available.
Try it!
Try it!Under
Under the
the Popular
Popular group,
group, change
change the
the default
default number
number ofof worksheets
worksheets in in aa new
new file
file
from33 to
from to1.
1. (Why
(Whyhave
have 33when
when you
you usually
usually need
need only
only 1?
1? Besides,
Besides, ifif you
you need
need more,
more, you
youcancan
always add them.)
always add them.)
Try it!
Try it!Under
Under the
the Advanced
Advanced group,
group, the
the first
firstEditing
Editing option
optionlets
lets you
youchoose
choose the
the direction
direction you
you
want the
want thecursor
cursor to
to move
move when
when you
you press
press Enter.
Enter. Change
Change ititto
to the
thedirection
directionyou
youprefer.
prefer.
Try it!
Try it!Excel
Excel makes
makes some
some automatic
automatic changes
changes for
for you
youwhen
whenyou you type
type certain
certain characters.
characters. For For
example, ifif you
example, you type
type(c),
(c), itit automatically
automatically changes
changesthis
this to
to aacopyright
copyright symbol.
symbol. IfIf you
you find
find this
this
annoying (as
annoying (as II do),
do), you
you can
canchange
change ititthrough
through the
theAutoCorrect
AutoCorrect Options
Optionsbutton
buttonin in the
the
Proofinggroup.
Proofing group.
tions, for
tions, for
to it,
to it,
ell Options
Options
ies:
es:
azing
azing
w file
w file
, you
youcancan
tion you
tion you
er.
er.
ers. For
ers. For
find this
find this
ee
One other
One other important
importantchange
change isis file
file extensions.
extensions. Unless
Unless youyou wrote
wroteyour
your own
own add-ins
add-ins in inearlier
earlier
versions of Excel, the only file extension you probably ever saw was .xls.
versions of Excel, the only file extension you probably ever saw was .xls. You can still save You can still save
files with
files withthis
this extension,
extension, but
but they
they will
will lose
lose any
any features
features new new totoExcel
Excel 2007.
2007.ToTo save
save them
them and
and
keepnew
keep new features,
features, you
you should
should save
save them
them as as .xlsx
.xlsx files.
files. The
The new
new "x"
"x" at
at the
theend
end of
of the
the
extension (which
extension (which appears
appears in
in Word
Word and and PowerPoint
PowerPoint 2007 2007 files)
files) stands
standsforfor XLM,
XLM, the
the format
format
that these files are now stored
that these files are now stored in. in.
Note that
Note that ifif you
you save
saveyour
your file
file as
as an
an .xlsx
.xlsx file,
file, people
peoplewithwith Excel
Excel 2003 2003 wont
wont be
be able
ableto
to open
open
itit unless
unless they
theydownload
download andand install
install aa free
freefile
fileformat
format converter
converter from from Microsoft.
Microsoft.(Do (Do aa Web
Web
search for
search for Microsoft
Microsoft Office
Office Compatibility
Compatibility Pack Pack toto find
findthis
this free
free download.)
download.) In In the
the other
other
direction, ifif you
direction, you save
save aafile
filecreated
created in in Excel
Excel 2007
2007 asas anan .xls
.xls file,
file, itit will
will probably
probably workwork fine,
fine, and
and
itit will
will be
bereadable
readable by byusers
userswith
with older
older versions
versions of of Excel,
Excel, but
but itit won't
won't be beto
to take
takeadvantage
advantage of of
changes in
changes in Excel
Excel 2007.
2007.
One other
One other new
new file
file extension
extension isis .xlsm.
.xlsm.IfIf your
your Excel
Excel file
file has
hasassociated
associatedVBA
VBA macros,
macros, then
then you
you
must save
must save itit as
as an
an .xlsm
.xlsm file
file ("m"
("m" for
for macro).
macro). You
You might
might alsoalso see
seefiles
files with
with an
an .xlam
.xlam
extension. These
extension. Theseare areExcel
Excel add-ins.
add-ins.
inearlier
in earlier
till save
ll save
them and
them and
he
he
format
ormat
to open
to open
aa Web
Web
other
ther
fine, and
fine, and
antage of
antage of
then you
then you
Right-clickingon
Right-clicking on various
various things
things isisnot
not new
new toto Excel
Excel 2007,
2007, although
althoughII wouldn't
wouldn'tbe
be surprised
surprised ifif
there are now more options than ever. If you want instant context-sensitive
there are now more options than ever. If you want instant context-sensitive menus, you menus, you
should get
should get used
usedto
to right-clicking.
right-clicking. This
This almost
almost always
always leads
leads to
to aauseful
useful menu
menuofof options.
options.
Try it!
Try it! Highlight
Highlight the
the sales
sales figures
figures to
to the
theright
right and
andthen
thenright-click.
right-click. This
This allows
allowsyou
youto
to format
format
the cells and do many other things. Format these cells as currency with
the cells and do many other things. Format these cells as currency with zero decimals.zero decimals.
Try it!
Try it! Click
Click anywhere
anywhereon on the
thechart
chartto
to the
theright
right and
and then
then right-click.
right-click. You
Youwill
will get
getaa menu,
menu, but
but
the menu
the menu items
items will
will depend
dependon on what
what you
you selected
selected on
on the
the chart.
chart. Try
Try selecting
selecting different
different parts
parts
of the
of thechart
chartto to see
seewhat
what II mean.
mean.
Try it!
Try it! Select
Select this
this text
textbox
boxyou're
you'rereading
reading and
andthen
then right-click.
right-click.You
Youwill
will get
get aa menu
menu for
for
modifying the
modifying thetext
text box
box in
in some
some way.
way.
Try it!
Try it! Select
Select the
thescreenshot
screenshot to
to the
theright
right (which
(whichII inserted
inserted as
as aaPicture)
Picture) and
andthen
thenright-click.
right-click.
Another menu!
Another menu!
Try it!
Try it! Right-click
Right-click on
on this
this worksheet's
worksheet's tab.
tab. Another
Another menu!
menu!
Are you
Are you starting
starting to
to realize
realizehow
how useful
useful right-clicking
right-clicking can
can be?
be?
Didyou
Did younotice
notice that
thatwhen
when youyou right-clicked
right-clickedon
on the
thesales
salesvalues,
values, you
younot
not only
only got
got aa menu,
menu, but
but
you also got a mini-toolbar above the menu? Try it again to see what I mean. There is also aa
you also got a mini-toolbar above the menu? Try it again to see what I mean. There is also
mini-toolbar when
mini-toolbar whenyouyouright-click
right-click on
onaa chart.
chart. These
These toolbars
toolbars are
arenew
new to
toExcel
Excel 2007,
2007, soso watch
watch
for them
for themwhen
whenyou youright-click
right-click on
on something.
something. They
They don't
don't always
always appear,
appear, but
but when
whentheythey do,
do,
they provide
they providestill
stillone
one more
morequick
quickway
waytoto accomplish
accomplishcommon
common tasks.
tasks.
rprised
prised ifif Month Sales
,, you
you
ons.
Jan-09 3108 Sales
ons. Feb-09 3993
5000
o format
format Mar-09 1644
als.
als. Apr-09 3078 4000
menu, but
enu, but May-09 1830 3000
ent parts
ent parts Jun-09 3279 2000
Jul-09 3413
Aug-09 1197 1000
or
or
0
Jan-09 Mar-09 May-09 Jul-09
ht-click.
ht-click.
menu, but
menu, but
eisisalso
also aa
, so
so watch
watch
hey do,
hey do,
This section
This section illustrates
illustratesaa number
number of of ways
ways to
to make
make youyoumore
more efficient:
efficient: how
how toto select
select ranges,
ranges,
how to
how to copy
copy and
and paste,
paste, how
how toto deal
deal with
with absolute
absolute andandrelative
relative addresses,
addresses, how
how toto insert
insertand
and
delete rows
delete rowsor or columns,
columns, and
andaa few
few others.
others. Most
MostExcel
Excel users
usersknow
know how
how toto do
do these
thesethings,
things,
but they
but theyoften
oftendo do them
theminefficiently.
inefficiently. So
So even
even though
though this
thismaterial
materialmight
might seem
seem elementary,
elementary,
read onyou might just pick up a few new
read onyou might just pick up a few new tricks. tricks.
ranges,
ranges,
nsertand
nsert and
things,
things,
mentary,
entary,
Thereisisnothing
There nothing worse
worsethan
thangetting
getting aaspreadsheet
spreadsheetfromfrom someone
someone with with no
nodocumentation.
documentation.
All you see are a lot of meaningless numbers and possibly a few not-well-thought-out
All you see are a lot of meaningless numbers and possibly a few not-well-thought-out labels. labels.
This isisaa very
This very bad
bad practice,
practice, and
and you
you shouldn't
shouldn'tbebe guilty
guiltyof
of it.
it. There
There are
are aa number
number of of things
things
you can
you can do do to
to document
documentyouryour work.
work.Of Of course,
course, you
youcan
canhave
have labels
labels and
and aanice
nice structure,
structure,
such as
such as in
inthe
the example
example toto the
theright.
right. But
But you
you can
candodo more
more than
than this.
this.Specifically,
Specifically, you
you can
can
include cell comments and text boxes, as explained
include cell comments and text boxes, as explained below. below.
AA cell
cell comment
commentisis useful
useful when
whenyou youwant
want totoexplain
explain something
somethingthat
thatisis probably
probably notnotobvious
obvious
in aaparticular
in particular cell.
cell. You
You will
will know
know aa cell
cell contains
contains aacomment
commentwhen when you
you see
see aalittle
little red
red mark
mark
in the upper right corner of the cell. You can see the cell comment by hovering
in the upper right corner of the cell. You can see the cell comment by hovering the cursor the cursor
over the
over the cell.
cell. By
By default,
default, aacell
cell comment
commentstartsstarts with
withthe
the owner's
owner's name,
name, butbutyou
you can
candelete
delete
this name
this name ifif you
you like.
like.
To insert
To insertaa cell
cell comment
comment in in aa cell,
cell, right-click
right-click on
onthe the cell.
cell. IfIf there
there isis no
no existing
existing cell
cell comment,
comment,
you will
you will see
see an
an Insert
Insert Comment
Comment item.item. IfIf there
there isis an
an existing
existing cell cell comment,
comment, you you will
will see
see Edit
Edit
Commentand
Comment and Delete
Delete Comment
Comment items.
items. (See
(Seethe
thescreenshots
screenshots to to the
theright.)
right.)
Try it!
Try it! Add
Add the
thefollowing
following cell
cell comment
comment totocell
cell R10:
R10: Sales
Salesare
are in
in$1000s.
$1000s. Then
Then change
change the
the
comment to:
comment to: Monthly
Monthly sales
sales in
in $1000s.
$1000s.Then
Then delete
deletethe
thecell
cell comment.
comment.
When you
When you add addexplanations
explanations to to your
your worksheets,
worksheets, do do you
youtend
tend to
to start
start typing
typing in
in aacell,
cell, and
and
when it gets long enough, you continue typing on the next line, etc.? A lot
when it gets long enough, you continue typing on the next line, etc.? A lot of people do this, of people do this,
including myself
including myself in in past
past years.
years.ItIt isis not
notaa good
good habit,
habit, mostly
mostlybecause
because of of the
thedifficulty
difficultyof of
editing.ItIt isis much
editing. much better
better to
to use
use text
text boxes,
boxes, asas you
you see
seethroughout
throughoutthisthis tutorial.
tutorial. Text
Textboxes
boxes
are much
are much better
better for
for explanations
explanations than thancells
cells because
becausethey
theyhave
haveword
wordwrap.
wrap. They
They are
are
essentiallymini-word
essentially mini-word processors
processors that that can
canbebeedited
edited (and
(andmoved
moved or or resized)
resized) easily.
easily.You
You
shoulduse
should use them them inin virtually
virtually every
everyspreadsheet
spreadsheet you you create!
create!
To insert
To insertaa text
text box,
box, click
click on
on the
the Text
Text Box
Box button
buttonon
on the
the Insert
Insert ribbon
ribbon (see
(see to
to the
the right),
right), and
and
drag a text box in some area of the worksheet. Then start typing. It's as easy
drag a text box in some area of the worksheet. Then start typing. It's as easy as that. as that.
You might
You might also
also want
wantto to change
change the theappearance
appearance of of the
the text
text box.
box. To
To do
do so,
so, click
click on
on itit twice
twice soso
that the
that the border
border becomes
becomes aa solid
solid line
line (it's
(it's aa dotted
dottedline
lineafter
after the
the first
first click).
click).Then
Then right-click
right-click
and choose
and choose thetheFormat
Format Shape
Shape item.
item.This
This brings
brings up
up aadialog
dialog box
boxwhere
where you you can
can make
makeall all sorts
sorts
of changes.
of changes.ForFor example,
example, in in this
thistutorial
tutorial II changed
changed the the text
textboxes
boxes toto have
have aalight
light gray
gray fill
fill and
and
aashadow.
shadow.IfIf you
you like
likethe
theappearance,
appearance, you youcan can again
again right-click
right-click and
and choose
choose the the Set
Set asas Default
Default
TextBox
Text Boxitem.
item.Then
Then every
everyother
other text
text box
boxyou youcreate
create inin that
that workbook
workbookwill will automatically
automatically
have the same appearance.
have the same appearance.
Try it!
Try it! Create
Create aatext
textbox
box to
to the
the right
rightand
andenter
enter some
some text.
text. You
You will
will see
seethat
thatititautomatically
automatically
has the
has thesame
same appearance
appearance as as the
the rest
rest of
of the
thetext
text boxes
boxesin
inthis
this tutorial.
tutorial. Now
Now change
change the
the
appearance of your new text box in
appearance of your new text box in some way.some way.
ntation.
ntation.
out labels.
ut labels.
things
things
cture,
ture,
u can
can
obvious
obvious Sales
ed mark
d mark 15.3
cursor
cursor
ndelete
delete 14.7
9.6
12.1
omment,
omment,
see Edit
ee Edit 14.2
ee the
the
ll, and
l, and
e do this,
e do this,
yyofof
tboxes
boxes
e
You
You
ght), and
ht), and
t.
t.
twice so
twice so
ht-click
ht-click
eeall
all sorts
sorts
ay fill and
y fill and
as Default
s Default
tically
cally
atically
atically
the
the
Oftenyou
Often youwant
want to
to reorie
reorie
back to
back to the
the home
homeposiposi
To go
To go to
tothe
thetop
top left
left of
of th
th
Try it!
Try it!Press
Press Ctrl-Home
Ctrl-Home (b
(
Often you
Often you want
want to
to reorient
reorient yourself
yourself by
by going
going
back to
back to the
the home
home position
position on
on the
the worksheet.
worksheet.
To go
To go to
to the
the top
top left
left of
of the
the sheet
sheet (cell
(cell A1):
A1):
Try it!
Try it! Press
Press Ctrl-Home
Ctrl-Home (both
(both keys
keys at
at once).
once).
Down in the midst of the worksheet

WeWeall
all make
make mistakes,
mistakes, often
often careless
careless mistakes.
mistakes.For
For example,
example, II often
oftenpresspressCtrl-v
Ctrl-v (paste)
(paste) when
when
II mean
meanto to press
press Ctrl-c
Ctrl-c (copy).
(copy). This
This can
canhave
havethe
theeffect
effect of
ofpasting
pasting aa lot
lotof of junk
junk onto
onto aarange
range
that IInever
that never intended.
intended.At Atthis
this point,
point, II am
am hoping
hoping IIcan
can easily
easilyundo
undo the
the mistake.
mistake. This
This isis usually
usually
possible, but
possible, butnot
not always.
always. Excel
Excel stores
stores most
mostof
of your
your actions
actionssoso that
that itit can
can undo
undo them.
them.
Thereare
There aretwo
two ways
ways to
to undo
undo actions.
actions.The
The first
first isis the
thesimplest,
simplest, but
but the
the second
secondgives
gives you
you more
more
control.
control.
To undo
To undothe
the previous
previous action:
action:
Press Ctrl-z.
Press Ctrl-z. You
You can
can do
do this
this easily
easilywith
with the
thesmall
small finger
finger and
and index
index finger
finger of
of your
your left
left hand.
hand.
This should
This should become
become one
one of
of your
your favorite
favoritekeyboard
keyboardshortcuts!
shortcuts!
Or:
Or:
Click on
Click on the
the Undo
Undo button
button (the
(thebutton
button with
with aa circular
circular arrow
arrow pointing
pointingcounter-clockwise
counter-clockwiseto
to the
the
right).
right).
This Undo
This Undo button
buttonisn't
isn'ton
on any
anyof
of the
the ribbons,
ribbons, butbutititcan
canbebe placed
placedon
on the
theQuick
Quick Access
Access
Toolbar (QAT)
Toolbar (QAT) at
at the
the top
top of
of the
the screen.
screen. In In fact,
fact, II believe
believe ititisisplaced
placed there
there by
by default.
default. (There
(There isis
also aaRedo
also Redo button,
button, also
alsoshown
shown to to the
the right,
right, for
for undoing
undoing an an undo.)
undo.)
Notethat
Note that there
there isis aadropdown
dropdown arrow
arrow next
nextto
to the
the Undo
Undo button.
button. This
This allows
allows you
you toto select
select the
the
action (not
action (not necessarily
necessarily the the previous
previous action)
action) to
to undo.
undo. As
As you
you can
can see
see from
from this
thisdropdown,
dropdown,
Excel remembers
Excel remembers aa lot lot of
of your
your most
most recent
recentactions.
actions.However,
However, ifif you
you select
select ,, say,
say, the
the third
third
most recent action, you undo this action and the other two most recent actions,
most recent action, you undo this action and the other two most recent actions, that is, that is, itit isis
cumulative.
cumulative.
II am
am not
not sure
surewhich
which actions
actionscan
can be
be undone
undone and
and which
which can't,
can't, so
so II experiment.
experiment.For
For example,
example,
you can't undo adding a worksheet or deleting a worksheet. This is a good reason
you can't undo adding a worksheet or deleting a worksheet. This is a good reason (one (one of
of
many) for
many) for saving
saving often!
often!
Try it!
Try it! Enter
Enter formulas
formulas in
in column
column NN to
to sum
sum the
the two
two numbers
numbers to
to their
their left.
left.Then
Then get
get rid
rid of
of
these formulas with either undo method.
these formulas with either undo method.
ste) when
ste) when 44 20
range
range 16 11
isis usually
usually
m.. 20 49
13 44
you more
you more 35 13
9 20
30 2
ft hand.
hand. 32 37
41 11
37 4
27 12
wise to the
ise to the 19 14
26 30
ess
ess
. (There
(There isis
elect the
elect the
down,
down,
third
third
hat is, itit isis
at is,
xample,
ample,
one of
one of
id of
d of
ItIt isis often

often useful
useful to
to zoom
zoomto
to the
thebottom,
bottom, top,
top, left,
left, or
or right
right edge
edge of
ofaadata
data range.
range.You
You can
can do
do
thiseasily
this easily with
withthe
the End-arrow
End-arrow key
keycombinations.
combinations.
To go
To go to
to the
the end
endof
of aarange
range (top,
(top, bottom,
bottom, left,
left, or
or right):
right):
Press the
Press theEnd
End key,
key, then
then the
theappropriate
appropriatearrow
arrow key.
key.(Let
(Let go
go of
of the
the End
End key
keybefore
before pressing
pressing
the arrow key.) For example, press End and then right arrow to go to the right
the arrow key.) For example, press End and then right arrow to go to the right edge of edge of aa
range.
range.
Try it!
Try it! Starting
Startingat
ataa corner
corner (a
(abordered
bordered cell)
cell) to
tothe
the right,
right, move
movearound
around to
tothe
the other
other corners.
corners.
IfIf you
youkeep
keep your
your finger
finger on
on the
the Shift
Shiftkey
keywhile
while you
you do
do an
an End-arrrow
End-arrrow combination,
combination, you
youselect
select
(highlight) the range in between.
(highlight) the range in between.
Tryit!
Try it! Starting
Starting at
at aacorner
corner (a(a bordered
borderedcell)
cell) to
to the
the right,
right, move
move around
around to
to the
the other
other corners.
corners.
Butthis
But this time,
time, keep
keep your
your finger
finger on
on the
the Shift
Shiftkey.
key.
Note that
Note that the
the action
action ofof an
an End-arrow
End-arrow combination
combinationdepends
depends on on where
whereyouyoustart.
start. ItIttakes
takesyou
you
to the
to the last
last nonblank
nonblank cellcellifif you
youstart
start in
in aa nonblank
nonblank cell.
cell.(If
(If there
there arent
arent any
any nonblank
nonblank cells cells in
in
that direction, it takes you to the far edge of the sheet.) If you start in a blank
that direction, it takes you to the far edge of the sheet.) If you start in a blank cell, it takes cell, it takes
you to
you to the
the first
first nonblank
nonblank cell.
cell.
Try it!
Try it! Move
Movearound
around the
therange
rangeto
to the
the right,
right, where
where there
there are
aresome
someblank
blank cells.
cells.
u can
can do
do
8 1 1 1
5 5 7 6
10 5 3 10
essing
essing 10 10 5 9
e of
of aa 5 4 3 4
7 4 5 1
corners.
corners. 2 8 9 10
ouselect
ou select 8 1 1 1
5 5 7 6
corners.
corners. 10 5 3 10
10 10 5 9
5 4 3 4
7 4 5 1
2 8 9 10
takes
akes youyou 8 1 1
kk cells
cells in
in
5 5 7
it takes
t takes
10 5 3 10
10 10 9
4 3 4
7 4 5 1
2 9 10
ItItisisoften
often useful
useful to
to split
split the
thescreen
screen so
sothat
thatyou
you can
cansee
see more
more information.
information.
To split
To splitthe
the screen
screenvertically,
vertically, horizontally,
horizontally, or
or both:
both:
Click on
Click on the
thenarrow
narrow screen
screen splitter
splitter bar
bar just
justto
to the
the right
right of
ofthe
the bottom
bottom scroll
scroll bar
bar (for
(for
vertical splitting) or just above the right-hand scroll bar (for horizontal splitting)
vertical splitting) or just above the right-hand scroll bar (for horizontal splitting) and dragand drag
thisto
this to the
theleft
left or
or down.
down. (See
(See the
the screenshots
screenshots below.)
below.)
Splittinggives
Splitting givesyou
you two
two panes
panes (or
(or four
four ifif you
yousplit
splitin
inboth
both directions).
directions). Once
Once you
you have
have these
these
panes, practice scrolling around in any of them, and see how the others
panes, practice scrolling around in any of them, and see how the others react. react.
Try it!
Try it! Split
Splitthe
the screen
screen both
bothways
ways so
so that
that you
you can
can see
see the
thetop
top left
leftcell
cell in
in the
the data
datato
to the
theright
right
(cell M3)
(cell M3) and
and the
thebottom
bottomright
right cell
cell (cell
(cell AE265).
AE265). Then
Then remove
remove the
the splits.
splits.
61 91 84 8 3 62 11 33 83
95 8 14 68 33 23 13 12 3
33 93 80 5 60 30 13 34 23
or
or 49 47 37 41 56 38 46 50 100
d drag
d drag 10 65 46 42 52 90 37 31 56
14 69 15 73 11 75 77 36 66
ave these
ve these 21 80 46 93 35 95 35 95 27
8 74 24 77 9 92 46 28 100
theright
the right 94 33 56 88 51 73 22 39 93
84 17 60 87 32 46 100 61 83
62 79 43 80 11 9 24 52 22
16 29 76 6 90 32 40 62 94
93 54 2 11 82 33 18 31 42
6 39 52 66 33 2 23 49 87
28 91 57 78 29 82 24 88 45
66 28 57 51 87 44 99 18 32
56 100 36 48 46 60 71 33 30
3 34 87 45 45 76 85 86 28
33 13 50 83 53 20 83 13 7
34 55 3 9 67 99 25 33 93
80 45 89 83 23 31 12 14 27
53 96 54 41 100 1 28 21 29
77 57 38 52 44 94 46 72 50
64 86 26 30 35 69 52 28 48
39 28 43 41 27 86 76 44 12
75 97 99 71 66 63 42 63 15
58 14 66 95 35 18 41 32 29
56 58 57 81 48 63 27 54 97
5 99 11 59 7 8 84 56 76
80 67 47 99 77 50 42 90 92
6 22 30 3 40 19 67 32 57
52 100 67 91 27 59 11 72 12
83 32 19 90 44 22 100 11 18
8 51 93 30 28 55 97 60 46
55 21 30 49 5 26 1 16 86
51 88 93 61 96 88 59 68 44
39 97 37 14 25 17 44 69 92
50 80 41 96 76 49 43 27 73
42 73 4 25 21 30 74 44 68
48 60 26 34 87 79 62 96 39
54 12 31 66 87 68 48 34 46
15 63 54 42 15 32 73 11 91
28 41 18 72 18 36 54 96 3
28 15 100 28 4 9 94 43 56
99 3 52 27 39 60 4 18 63
24 32 55 62 100 30 82 17 79
19 28 46 73 83 78 96 39 32
21 31 14 78 87 14 49 85 75
30 76 53 91 46 94 2 64 34
93 98 84 86 97 9 98 94 44
32 54 80 51 59 62 6 8 29
35 32 25 34 37 83 51 54 45
82 86 46 28 54 56 26 57 3
23 94 71 95 56 37 97 84 7
59 62 88 21 2 57 19 66 65
17 19 95 63 4 99 93 50 100
4 62 36 55 37 49 11 62 7
67 58 54 91 39 76 25 22 55
17 41 21 18 24 6 65 10 83
71 8 45 90 1 34 11 60 21
48 41 36 7 69 54 5 9 46
29 97 30 76 59 85 39 96 30
58 15 37 56 25 71 3 78 83
64 66 57 26 39 63 17 46 76
14 48 78 6 72 26 1 84 26
67 56 76 7 97 89 44 99 19
90 97 41 63 79 20 90 95 87
83 17 24 75 31 11 98 72 91
21 32 27 46 59 22 82 12 65
14 27 3 62 48 39 43 8 81
38 87 57 5 39 100 56 61 5
64 15 57 23 94 63 96 6 54
10 24 39 52 80 100 28 88 21
53 10 66 31 7 99 48 21 85
79 70 94 39 66 37 7 78 57
90 19 84 3 4 48 34 91 41
60 59 36 83 90 42 45 17 64
67 9 71 3 84 2 95 44 67
22 53 52 45 50 20 39 23 68
80 17 94 59 82 93 50 47 67
86 16 44 67 60 14 38 99 57
41 46 51 42 50 52 38 16 49
8 66 13 63 76 23 58 1 70
58 52 88 11 35 21 57 6 14
9 10 80 57 97 49 89 1 5
21 23 18 11 83 7 50 96 3
64 79 96 60 21 49 80 80 80
59 93 64 38 26 71 1 66 39
18 54 3 25 10 80 46 49 26
17 49 70 22 71 98 81 44 23
22 24 96 90 79 26 13 63 60
72 62 35 54 98 13 94 56 28
56 81 96 90 42 44 88 33 37
10 95 47 39 40 74 48 72 44
72 77 68 43 75 89 23 27 53
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94 62 70 62 1 71 46 49 90
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Usually in
Usually in Excel,
Excel, youyou select
select aarange
range and
and then
thendo do something
something to to itit (such
(such as
as enter
enter aaformula
formula in in
it, format
it, format it,
it, delete
deleteits
its contents,
contents, and
and soso on).
on).Therefore,
Therefore, itit isis extremely
extremelyimportant
important to to be
be able
able
to select
to select aa range
range efficiently.
efficiently. This
This isiseasy
easyifif the
the whole
whole range
range appears
appearson on the
the screen,
screen, but
but its
its aa
bit trickier
bit trickier ifif you
youcant
cantseesee the
thewhole
whole range.
range.In In the
the latter
latter case
case thetheeffect
effectof
of dragging
dragging(the
(the
method most
method mostusers users try)
try) can
can bebefrustratingthings
frustratingthings scroll
scroll by
by too
too quickly.
quickly.TryTry one
one of
of the
the
methods below
methods below instead.
instead.
To select
To selectaa range
range that
that fits
fits on
on aa screen:
screen:
Click on
Click on the
theupper
upper left
leftcorner
corner of
of the
the range
rangeand
and drag
drag to
to the
the bottom
bottom right
rightcorner.
corner.
Or:
Or:
Click on
Click on the
theupper
upper left
leftcorner,
corner, hold
hold down
downthe
theShift
Shift key,
key, and
andclick
click on
onthe
the bottom
bottom right
right corner.
corner.
Try it!
Try it! Select
Selectthe
therange
rangeL3:N8.
L3:N8.
To select
To select aa range
range that
thatdoesnt
doesnt fit
fit on
onaa screen:
screen:
Click on
Click on the
the upper
upper left
left corner
corner of
of the
the range.
range. Then,
Then, holding
holding the
the Shift
Shift key
key down,
down, use
use the
the End-
End-
arrow combinations
arrow combinations (End-right
(End-right arrow,
arrow, then
then End-down
End-down arrow)
arrow) to
to get
get to
to the
the bottom
bottom right
right
corner.
corner.
Or:
Or:
Splitthe
Split the screen
screen so
so that
that the
the upper
upper left
left corner
corner shows
shows in inthe
the upper
upper left
left pane
pane and
and the
the bottom
bottom
rightcorner
right corner shows
shows inin the
the bottom
bottom right
right pane.
pane. Click
Click on
on the
the upper
upper left
left corner,
corner, hold
holdthe
the Shift
Shift
keydown,
key down, and
and click
click on
on the
the bottom
bottom right
right corner.
corner.
Try it!
Try it!Select
Select the
the range
range L20:AF98.
L20:AF98. Try
Try both
both of
ofthe
the methods
methods suggested
suggested here.
here.
rmula
mula in in 9 2 10
be able
be able 1 3 8
but its aa
ut its
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he
he 7 5 4
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ht corner.
t corner.
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bottom
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eeShift
Shift
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24 49 12 36 47 54 76 39 22 5
7 65 34 60 47 82 72 33 20 74
74 84 32 10 84 74 22 10 26 39
51 6 88 15 60 13 17 92 71 45
18 59 20 62 17 80 12 17 78 96
88 8 30 73 2 52 71 29 21 41
70 22 27 1 50 3 15 13 41 71
57 1 79 98 30 14 12 63 11 54
10 18 90 45 74 53 80 71 3 35
65 45 72 47 25 73 82 45 29 39
80 9 78 17 35 52 54 93 74 77
28 71 63 73 18 49 41 19 11 42
87 24 38 39 66 100 74 73 12 87
80 71 49 91 9 29 46 57 47 10
34 10 76 40 93 79 81 33 7 97
34 18 86 17 49 63 39 11 36 23
36 53 17 97 64 53 44 53 28 85
97 86 25 77 59 36 86 43 73 23
84 63 99 36 53 34 59 36 36 61
8 48 60 41 33 53 1 99 83 15
67 95 47 63 73 89 94 98 4 33
64 58 75 86 75 87 12 86 60 9
77 70 92 42 91 29 47 1 6 61
44 29 57 83 93 81 40 15 68 41
58 99 92 40 22 35 2 22 16 75
9 7 62 71 50 62 16 12 49 28
76 37 22 59 66 40 58 66 14 77
95 10 74 12 13 94 72 74 86 71
72 52 32 71 18 55 72 48 65 84
72 94 49 11 94 84 79 37 61 48
43 20 5 77 86 5 19 71 53 94
69 17 99 90 76 84 14 2 41 63
2 20 44 68 34 47 77 75 8 15
97 99 41 50 82 67 13 72 40 99
65 48 77 13 71 63 5 32 53 14
71 64 93 34 51 48 55 4 36 28
29 16 6 60 50 91 58 50 74 27
76 3 18 66 54 58 74 33 95 84
13 35 9 85 46 78 100 79 62 86
95 70 8 93 88 42 64 8 96 51
54 8 68 10 100 42 10 42 28 52
70 48 77 78 55 91 47 41 83 94
17 51 67 58 70 51 87 24 24 86
67 93 73 40 50 46 24 40 58 83
23 15 42 28 56 33 99 10 30 73
92 60 90 85 83 53 39 66 37 79
95 99 57 13 74 28 33 70 22 90
89 52 100 9 74 100 64 46 37 32
47 88
33 24
5 25
98 67
41 50
55 67
65 93
45 4
81 16
25 63
92 70
2 50
42 37
62 76
57 27
59 65
59 13
85 55
59 91
70 99
73 71
7 71
20 49
92 45
88 87
76 42
24 76
14 56
73 25
48 61
72 97
30 98
52 1
64 41
45 25
55 79
59 69
13 78
41 43
74 24
100 75
66 50
49 3
42 30
98 82
43 44
63 37
29 8
68 25
84 37
65 56
90 51
93 6
53 31
45 67
16 8
73 5
3 54
33 36
87 26
32 35
65 73
23 37
98 5
95 25
40 69
63 100
69 5
63 60
36 45
12 13
74 95
91 46
36 54
53 94
51 16
6 95
29 78
98 10
Suppose you
Suppose you want
wantto
to format
format more
more thanthan one
onerange
range in
in aa certain
certain way
way (as
(ascurrency,
currency, for
for
example). The
example). The quickest
quickestway
way isis to
to select
selectall
all ranges
ranges at
atonce
onceand and then
thenformat
format them
themall
all at
atonce.
once.
To select
To select more
more than
than one
onerange:
range:
Selectthe
Select the first
first range,
range, press
press the
the Ctrl
Ctrl key,
key, select
select the
thesecond
second range,
range, press
press the
the Ctrl
Ctrl key,
key, select
select
the third range, and so
the third range, and so on. on.
For example,
For example, toto select
select the
theranges
ranges L3:M5
L3:M5and andO3:P7,
O3:P7, click
click on
onL3,
L3, hold
holddown
down the
theShift
Shiftkey
key and
and
click on
click on M5
M5 (so
(so now
now the
the first
first range
range isis selected),
selected), hold
hold down
downthe the Ctrl
Ctrl key
key and
and click
click on
on O3,
O3, and
and
finally hold
finally hold down
downthe the Shift
Shift key
key and
and click
click on
on P7.
P7.
Tryit!
Try it! Select
Selectall
all three
threenumerical
numerical ranges
rangesto
to the
theright.
right.
Notethat
Note that in
in Excel
Excel 2007,
2007, the
the highlighting
highlightingisis sometimes
sometimes hard
hard to
to see.
see. The
The shading
shading isnt
isntas
as dark
dark
as in
as in previous
previous versions
versions of
of Excel,
Excel, so
soyou
you might
might be
befooled
fooledinto
into thinking
thinking you
youhavent
havent really
really
highlighted multiple
highlighted multiple ranges.
ranges.But
But the
the above
above method
methoddefinitely
definitelyworks,
works, exactly
exactly as
asitit always
always has.
has.
r 10 13 7 9
atatonce.
once. 1 9 12 7
5 4 1 1
6 12
, select
select 15 2
ftftkey
key and
and
O3, and
O3, and 13 4 10
t as dark
t as dark
eally
ally
lways has.
ways has.
Copyingand
Copying and pasting
pasting(often
(often formulas)
formulas) isis one
one of
of the
themost
most frequently
frequentlydone
done tasks
tasks in
inExcel,
Excel, and
and
itit can
can be
beaa real
real time-waster
time-waster ifif done
done inefficiently.
inefficiently. For
For example,
example, many
manypeople
people scroll
scroll through
throughaa
long range
long range to
to highlight
highlightit,it, then
then click
clickonon the
theCopy
Copy button
button or
or aa Copy
Copy menu
menu item,
item, then
then scroll
scroll
again to
again to select
selectaa paste
pasterange,
range, andand finally
finally click
click on
on the
the Paste
Paste button
button or
or aa Paste
Paste menu
menu item.
item. IfIf
this sounds
this sounds familiar,
familiar, you
you can
can definitely
definitely benefit
benefit from
fromthe
the tips
tips here.
here. Actually,
Actually, there
there are
are several
several
possibilities for
possibilities for efficient
efficient copying
copying andand pasting,
pasting, asas explained
explained below.
below.
To copy
To copy and
and paste
pasteusing
using keyboard
keyboard shortcuts:
shortcuts:
Selectthe
Select thecopy
copy range
range (using
(using one
oneofof the
the efficient
efficient selection
selectionmethods
methods described
described above),
above), press
press
Ctrl-c (for
Ctrl-c (for copy),
copy), select
selectthe
the paste
pasterange
range(again,
(again, efficiently),
efficiently), and
and press
press Ctrl-v
Ctrl-v (for
(for paste).
paste). IfIf
you practice
you practicepressing
pressingCtrl-c
Ctrl-c or
or Ctrl-v
Ctrl-v with
with the
thelittle
little finger
finger and
andindex
index finger
finger of
of your
your left
lefthand,
hand,
itit will
will become
becomeautomatic
automatic inin aashort
short time.
time.
Yes, you
Yes, youcan
can click
click on
onthethe Copy
Copy and
andPaste
Pastebuttons
buttons on
on the
the Home
Home ribbon,
ribbon, but
but the
the keyboard
keyboard
shortcutsare
shortcuts arefaster.
faster. Besides,
Besides, they
theywork
work on
on virtually
virtuallyall
all Windows
Windows programs,
programs, not
notjust
just Excel.
Excel.
Note that
Note that the
the copy
copyrange
range will
will still
still have
have aa dotted
dotted line
line around
aroundit,it, which
which means
means that
thatititisisstill
still
stored on
stored on the
theclipboard.
clipboard. Press
Press the
theEscEsc key
keyto
to get
get rid
rid of
of this
this dotted
dotted line.
line.
Try it!
Try it! Copy
Copythe
theformula
formulain
incell
cell N11
N11down
down through
throughcell
cell N17
N17using
using Ctrl-c
Ctrl-c and
and Ctrl-v.
Ctrl-v.
AA frequent
frequenttask
task isis to
to enter
enter aaformula
formula in
inone
one cell
cell and
and copy
copy itit down
downaa column
columnor
or across
across aarow.
row.
Thereare
There areseveral
several veryvery efficient
efficient ways
waystoto do
do this.
this.
To avoid
To avoid copying
copying and
andpasting
pasting altogether,
altogether, use
use Ctrl-Enter:
Ctrl-Enter:
Starting with
Starting with the
thetop
top or
or left-hand
left-hand cell,
cell, select
select the
the range
range where
where the the results
results willwill go.
go. (Use
(Usethe
the
efficientselection
efficient selectionmethods
methods described
described earlier,
earlier, especially
especially ifif this
this range
range isis aa long
longone.)
one.) Type
Typein
in
theformula,
the formula, and
and press
press Ctrl-Enter
Ctrl-Enter instead
instead ofof Enter.
Enter.
Try it!
Try it! Fill
Fill the
the range
range N25:N31
N25:N31with
with Ctrl-Enter.
Ctrl-Enter.Each
Each cell
cell should
should be
be the
the product
product of
of the
the two
two
values to
values to its
its left.
left.
PressingCtrl-Enter
Pressing Ctrl-Enter enters
enters what
what you
you typed
typed in in all
all of
of the
theselected
selected cells
cells (adjusted
(adjusted for
for relative
relative
addresses), so
addresses), soiningeneral,
general, ititcan
canbebe aa real
real time-saver.
time-saver.For For example,
example, itit can
can be
be used
used toto enter
enter the
the
number 10
number 10 in
in aawhole
whole range
range ofof cells.
cells.Just
Just select
selectthe the range,
range, type
type 10,
10, and
and press
press Ctrl-Enter.
Ctrl-Enter.
Tryit!
Try it! Fill
Fill up
up the
the range
range L37:N41
L37:N41with
with the
the value
value10
10 by
by using
usingCtrl-Enter.
Ctrl-Enter.
IfIf you
youplace
placethe
thecursor
cursor at
at the
the bottom
bottomright right of
of aa cell,
cell, the
the cursor
cursor turns
turns into
into aa plus
plussign.
sign. This
Thisisis
called the
called the autofill
autofill handle.
handle. IfIf you
you want
want to to copy
copy aaformula
formuladown,
down, you
youcan
can use
usethe
the autofill
autofill
handlein
handle intwo
twodifferent
different ways.
ways. HereHere isis the
the first.
first.
To copy
To copywith
with the
the autofill
autofill handle
handle by
by dragging:
dragging:
Enter the
Enter theformula
formulain inthe
the top
top or
or left-hand
left-handcell
cell of
of the
theintended
intended range.
range. Place
Placethe
the cursor
cursor on
onthe
the
autofill handle
autofill handleat
at the
the lower
lower right
right of
of this
this cell
cell (the
(the cursor
cursor becomes
becomesaa plus
plus sign),
sign), and
and drag
drag this
this
IfIf you
youplace
placethe
thecursor
cursor at
at the
the bottom
bottomrightright of
of aa cell,
cell, the
the cursor
cursor turns
turns into
into aa plus
plussign.
sign. This
Thisisis
called the autofill handle. If you want to copy a formula down, you can
called the autofill handle. If you want to copy a formula down, you can use the autofill use the autofill
handlein
handle intwo
twodifferent
different ways.
ways. Here
Here isis the
the first.
first.
To copy
To copywith
with the
the autofill
autofill handle
handle by
by dragging:
dragging:
Enter the
Enter theformula
formulain inthe
the top
top or
or left-hand
left-handcell
cell of
of the
theintended
intended range.
range. Place
Placethe
the cursor
cursor on
onthe
the
autofill handle
autofill handleat
at the
the lower
lower right
right of
of this
this cell
cell (the
(the cursor
cursor becomes
becomesaa plus
plus sign),
sign), and
and drag
drag this
this
handledown
handle down or
or across
acrossto to copy.
copy.
Tryit!
Try it! Copy
Copy the
the formula
formula in
in N44
N44down
down through
throughN50
N50 with
with the
the autofill
autofill handle.
handle.
Thesecond
The second way
way to
tocopy
copy down
downisis to
to double-click
double-click on
on the
theautofill
autofill handle.
handle.
Notethat
Note thatthis
this method
methodusesuses Excels
Excels built-in
built-in intelligence,
intelligence, butbut itit works
works only
onlyinincertain
certain
situations. Lets
situations. Lets say
say you
you have
have numbers
numbers in inthe
therange
rangeA3:B100.
A3:B100. You You want
wantto to enter
enter aaformula
formulain in
cell C3
cell C3 and
andcopy
copy itit down
down to
to cell
cell C100.
C100. Because
Becausethis this isis aacommon
commonthing thing to
todo,
do, Excel
Excel does
does itit for
for
youifif you
you you double-click
double-click on onthe
theautofill
autofill handle.
handle. ItItsenses
senses the the filled-up
filled-uprange
rangein in column
columnBB and and
guesses that you want another filled-up range right next to it in column
guesses that you want another filled-up range right next to it in column C. If there were noC. If there were no
adjacentfilled-up
adjacent filled-up range,
range, double-clicking
double-clicking on on the
the autofill
autofill handle
handlewouldnt
wouldnt work.
work.
Tryit!
Try it! Copy
Copy the
the formula
formula in
in N56
N56down
down through
throughN62
N62 by
bydouble-clicking
double-clicking on
onthe
the autofill
autofill handle.
handle.
xcel, and
xcel, and
hroughaa
hrough
scroll
scroll
item. IfIf
item.
re several
e several
3 3 9
4 1
ve), press
e), press
ste). 2 3
te). IfIf
efthand,
eft hand, 2 1
5 1
board
board 4 2
t Excel.
Excel. 3 5
isisstill
still
ss
s aarow.
row. 6 2
9 1
4 9
7 6
Use the
se the 2 3
Typein
Type in
8 5
3 9
e two
two
elative
elative
enter the
enter the
Enter.
nter.
n.. This
Thisisis 10 7 70
ofill
ofill 6 9
or onthe
r on the
drag this
rag this
n.. This
Thisisis
ofill
ofill
4 9
5 1
2 8
or onthe
r on the
drag this
rag this 8 10
10 7
7 8 56
2 1
ormulain in 10 2
ormula
does itit for
does for 4 1
umn
mn BB and
and 4 5
were
were no no
3 8
7 8
lll handle.
handle.
Often you
Often you have
have aarange
range of
of cells
cells that
that contains
contains formulas,
formulas, and and you
you would
wouldlike
like to
toreplace
replace the
the
formulas with
formulas withthe
the values
values they
theyproduce.
produce.Usually,
Usually, you
you paste
pastethese
thesevalues
values onto
onto the
thecopy
copy range,
range,
that is,
that is, you
you overwrite
overwrite the
the formulas
formulas with
withvalues.
values. IfIf you
you like,
like, you
you can
can also
also select
selectanother
another range
range
for the
for the paste
pasterange.
range.
To copy
To copy formulas
formulas and
andpaste
paste as
as values:
values:
Selectthe
Select the range
range with
withformulas,
formulas, press
press Ctrl-c
Ctrl-c to
tocopy,
copy, and
and select
selectthe
the range
range where
whereyou
you want
want to
to
paste the values (which can be the same as the copy range). Then, because there
paste the values (which can be the same as the copy range). Then, because there is no is no
keyboardequivalent,
keyboard equivalent, select
selectthe
the Paste
Pastedropdown
dropdownon on the
theHome
Homeribbon,
ribbon, and
and select
select the
the Paste
Paste
Values option.
Values option.
Tryit!
Try it! Copy
Copy the
the range
range N3:N9
N3:N9to
to itself,
itself, but
but paste
paste as
asvalues.
values.
The Paste
The Paste dropdown
dropdown on on the
the Home
Home ribbon
ribbon (see
(seeto
to the
the right)
right) has
has aanumber
number of
of other
other "special"
"special"
ways to
ways to paste.
paste.These
These include:
include:
1.Paste
1. Paste formulas
formulas (not
(notformats).
formats).
2.Paste
2. Paste formats.
formats.
3.Paste
3. Paste arithmetic
arithmetic operations.
operations.
The following
The following text
text boxes
boxes let
let you
you explore
explorethese
theseoptions.
options.We
Weencourage
encourage you
you to
to explore
explore the
the
other paste
other paste special
special options
optionsas as well.
well.
ColumnNN to
Column to the
theright
right contains
contains formulas.
formulas. Paste
Paste these
these formulas
formulas to
tocolumn
column P,P, but
butdon't
don't paste
paste
theformats.
the formats.
Sometimes you
Sometimes youwant
want to
tocopy
copy only
only the
the formatting
formattingof
of aarange.
range.
To copy
To copy the
theformatting
formatting ofof aa range,
range, highlight
highlightthethe range,
range, press
press Ctrl-c,
Ctrl-c, highlight
highlight the
the paste
paste
range, and
range, and select
select Formats
Formats from
from Paste
Paste Special
Special onon the
thePaste
Pastedropdown.
dropdown. (When
(Whenyou youclick
click on
on
PasteSpecial,
Paste Special, you
youget
get the
the dialog
dialog box
box to
to the
the right.)
right.)
Tryit!
Try it! Copy
Copy the
the formats
formats in
incolumn
columnPP to
to column
column R.R. (Don't
(Don't copy
copy the
the values,
values, just
justthe
the formulas.)
formulas.)
Then enter
Then enter some
somevalues
values in
in column
column RRto
to check
check that
thatthe
theformatting
formatting isis correct.
correct.
Note: An
Note: An easy
easy alternative
alternativeto to this
this method
method isis to
to use
use the
the Format
Format Painter
Painter button
button next
nextto to the
the
Pastedropdown
Paste dropdown (see(see to
to the
theright).
right). II use
use this
this button
button all
all the
the time
time to
tocopy
copy formats.
formats.Just
Justselect
select
aacell
cell with
with the
the format
format you
you want
want toto copy,
copy, click
click ononthe
the paint
paint brush,
brush, and
andclick
click on
on aa cell
cell (or
(or drag
drag
aarange)
range) that
that you
you want
wantto to format.
format.NoteNotethat
that ififyou
you double-click
double-click on onthe
the paint
paint brush,
brush, youyou can
can
copy the format multiple times. Click on Esc when
copy the format multiple times. Click on Esc when you are finished.you are finished.
Sometimes you
Sometimes you would
wouldlike
like to
tomultipy
multipyeach
each number
number in in aa range
range by
byaa constant.
constant.For
For example,
example, ifif
you have
you have revenues
revenues expressed
expressed in in thousands
thousands ofof dollars,
dollars, you
youmight
might want
wantto
to multiply
multiply each
eachby
by
1000so
1000 sothat
thatthey
theyare
are then
then expressed
expressedin in dollars.
dollars.
To multiply
To multiplyaa range
rangeby
byaa constant:
constant:
Enter the
Enter the constant
constant in
in aablank
blankcell,
cell, and
andcopy
copy this
this cell.
cell.Then
Then highlight
highlightthe
the range
range of
of values
values to
to
multiplyand
multiply and select
select Multiply
Multiply from
fromPaste
PasteSpecial
Special on
on the
thePaste
Paste dropdown.
dropdown. (This
(Thissame
samemethod
method
can also
can alsobe
be used
used to
to add,
add, subtract,
subtract, oror divide.)
divide.)
Try it!
Try it! Multiply
Multiply each
each value
value in
in the
the range
range to
to the
theright
right by
by1000.
1000. Then
Then restore
restore them
them to
to their
their
original values
original values by
bydividing
dividingeach
each value
valueby
by1000.
1000.
ce the
ce the 1 1 1
opy range,
py range, 2 3 6
her range
her range
9 5 45
7 4 28
8 8 64
uu want
want to
to 8 10 80
s no
s no 7 6 42
he Paste
he Paste
"special"
"special"
re the
re the
n't paste
n't paste 10 2 20
6 7 42
1 8 8
$47.65
$44.20
ste
ste
lick on
on $37.68
lick
$31.34
$89.36
ormulas.)
ormulas.)
$68.15
$28.57
to the
o the
ustselect
ust select
(or drag
(or drag
you can
you can
ample, ifif
ample, 147
achby
ach by 173
217
178
120
ues to
ues to
method
method 203
137
217
heir
heir
153
Often you
Often you would
would like
like to
to move
move data
data from
from one
onerange
range to
to another.
another.
To move
To move (cut
(cutand
andpaste):
paste):
Selectthe
Select the range
range to
to be
becut,
cut, press
press Ctrl-x
Ctrl-x (for
(for cutting),
cutting), select
selectthe
the upper
upper left
left corner
corner ofof the
the paste
paste
range, and press Ctrl-v. (The little finger-index finger combination on your left hand
range, and press Ctrl-v. (The little finger-index finger combination on your left hand is also is also
goodfor
good for pressing
pressing Ctrl-x.)
Ctrl-x.)
Aswith
As with copying
copying and
and pasting,
pasting, ribbon
ribbonbuttons
buttons can
can be
be used
usedinstead
instead of
of key
keycombinations,
combinations, but
but
the key combinations are more efficient. Also, note that you need only select
the key combinations are more efficient. Also, note that you need only select the upper left the upper left
cell of
cell of the
thepaste
paste range.
range.Excel
Excel knows
knowsthatthatthe
the shape
shape ofof the
the paste
paste range
range must
mustbebe the
the same
same as
as
theshape
the shape of
of the
the cut
cut range.
range.
Try it!
Try it! Move
Move the
the range
range L3:N9
L3:N9 so
so that
thatititbegins
begins in
in cell
cell L6.
L6. (Watch
(Watch how
how relative
relative addresses
addressesaffect
affect
theeventual
the eventual formulas
formulas in
in column
column N.)
N.)
2 3 6
7 4 28
3 6 18
the paste
he paste 3 9 27
disis also
also 6 7 42
6 6 36
ons, but
ns, but 1 4 4
pper left
pper left
same as
same as
sses affect
ses affect
Often you
Often you want
want toto insert
insert or
or delete
delete rows
rows or
or columns.
columns. Note
Note that
that deleting
deletingaa row
rowor orcolumn
column isis
not the same as clearing the contents of a row or columnmaking all of its
not the same as clearing the contents of a row or columnmaking all of its cells blank. cells blank.
Deletingaa row
Deleting row or
or column
column means
means wiping
wiping itit out
outcompletely.
completely.
To insert
To insertone
one or
or more
more blank
blankrows:
rows:
Click on
Click on aa row
row number
number and
anddrag
drag down
down asas many
manyrows
rows as
asyou
youwant
wantto to insert.
insert.Then
Then click
clickon on the
the
Insertdropdown
Insert dropdown and andselect
selectInsert
Insert Sheet
SheetRows.
Rows.(Interestingly,
(Interestingly, the
theInsert
Insert dropdown
dropdown isis in
in the
the
Cells group
Cells groupof of the
the Home
Home ribbon,
ribbon, not
not on
on the
the Insert
Insertribbon.)
ribbon.)
IfIf you
you prefer
prefer aa keyboard
keyboard shortcut
shortcut (as
(as II do),
do), press
press Alt-i
Alt-i and
and then
then rr (i(i for
for insert,
insert, rr for
for row).
row). You
You
can also
can also right-click
right-click on
on the
the row
row labels
labels and
andselect
selectInsert.
Insert.
The rows
The rows you
you insert
insertare
areinserted
inserted above
above thethefirst
firstrow
row you
you selected.
selected. For
For example,
example, ifif you
youselect
select
rows88 through
rows through1111 and
and then
then insert,
insert, four
four blank
blank rows
rowswill
will be
be inserted
insertedbetween
between the
the oldold rows
rows77
and 8.
and 8.
Try it!
Try it! Insert
Insert blank
blank rows
rows for
for the
the data
databelow
below for
for Feb,
Feb, Apr,
Apr, and
and May.
May.
Month Price Units sold Revenue

Jan $3.00 100 $300.00
Mar $3.25 50 $162.50
Jun $3.50 200 $700.00
To delete
To delete one
oneor
or more
more blank
blank rows:
rows:
Click on
Click onaa row
row number
number and
and drag
drag down
down as
as many
many rows
rows as
as you
you want
wantto to delete.
delete. Then
Then click
click on
on
theDelete
the Deletedropdown
dropdownand
andselect
selectDeleteSheet
DeleteSheetRows.
Rows.(Again,
(Again, this
this isis in
in the
the Cells
Cells group
group ononthe
the
Home ribbon.)
Home ribbon.)
IfIf you
youprefer
preferaa keyboard
keyboardshortcut,
shortcut, press
press Alt-e
Alt-e and
andthen
then dd (e
(efor
for edit,
edit, dd for
fordelete).
delete).
Tryit!
Try it! Delete
Delete the
therows
rows you
you inserted
inserted in
in the
theabove
aboveexercise.
exercise.
You can
You can insert
insert or
or delete
delete columns
columns in
in exactly
exactly the
the same
same way.
way.
To insert
To insertcolumns,
columns, use
use the
the keyboard
keyboardshortcut
shortcut Alt-iand
Alt-iand then
then c.c.
To delete
To deletecolumns,
columns, use
use the
the keyboard
keyboard shortcut
shortcut Alt-e
Alt-e and
and then
then d,
d, the
thesame
sameas
as for
for rows.
rows.
Youcan
You canalso
also hide
hiderows
rows or
or columns.
columns.II will
will explain
explain hiding
hiding and
and unhiding
unhidingrows.
rows.The
The same
same
directions work
directions work for
for columns.
columns.
To hide
To hideaa group
groupofof adjacent
adjacent rows,
rows, click
click on
on the
thetop
top row
row number
number youyouwant
wantto to hide,
hide, hold
holddown
down
the Shift
the Shift key,
key, and
andclick
click on
onthe
the bottom
bottom rowrow number
number youyou want
want to
to hide.
hide. This
Thisselects
selectsthethe rows
rows
youwant
you want totohide.
hide. (Alternatively,
(Alternatively, you
you can
can drag
drag the
therow
row numbers.)
numbers.) Then
Then click
clickon
on the
theHide
Hideand
and
Unhide arrow
Unhide arrow from
fromthethe Format
Format dropdown
dropdown on onthe
the Home
Home ribbon
ribbon (see
(seeto
to the
theright).
right). From
From
there, click
there, click on
onHide
Hide Rows.
Rows.
Youcan
You canalso
also hide
hiderows
rows or
or columns.
columns.II will
will explain
explain hiding
hiding and
and unhiding
unhidingrows.
rows.The
The same
same
directions work
directions work for
for columns.
columns.
To hide
To hideaa group
groupofof adjacent
adjacent rows,
rows, click
click on
on the
thetop
top row
row number
number you
youwant
wantto to hide,
hide, hold
holddown
down
the Shift key, and click on the bottom row number you want to hide. This selects
the Shift key, and click on the bottom row number you want to hide. This selects the rows the rows
youwant
you want totohide.
hide. (Alternatively,
(Alternatively, you
you can
can drag
drag the
therow
row numbers.)
numbers.) Then
Then click
clickon
on the
theHide
Hideand
and
Unhide arrow
Unhide arrow from
fromthethe Format
Format dropdown
dropdown on onthe
the Home
Home ribbon
ribbon (see
(seeto
to the
theright).
right). From
From
there, click
there, click on
onHide
Hide Rows.
Rows.
To unhide
To unhide rows,
rows, highlight
highlightthe
theadjacent
adjacent nonhidden
nonhidden rows.
rows.For
For example,
example, ifif you
you hid
hidrows
rows 51-60,
51-60,
youwould
you would highlight
highlight rows
rows50
50 and
and 61.
61. Then
Then go
go through
through the
thesame
samebuttons
buttons as as for
for hiding
hiding rows,
rows,
but this
but thistime
time click
click on
on Unhide
Unhide Rows.
Rows.
Tryit!
Try it! Hide
Hiderows
rows 60
60 to
to 75
75 below.
below. Then
Thenunhide
unhide them.
them.
Person Age
1 36
2 33
3 49
4 25
5 21
6 46
7 27
8 35
9 22
10 27
11 37
12 36
13 21
14 35
15 39
16 48
17 35
18 38
19 36
20 44
21 34
22 50
23 44
24 41
25 43
26 48
27 29
28 34
29 22
30 28
lumn
umn isis
ank.
ank.
ckon
ck on the
the
is in the
s in the
ow). You
ow). You
ouselect
ou select
dd rows
rows77
ws.
ws.
me
me
olddown
old down
he rows
e rows
Hideand
Hide and
rom
rom
me
me
olddown
old down
he rows
e rows
Hideand
Hide and
rom
rom
ws 51-60,
ws 51-60,
ng rows,
ng rows,
Worksheets are
Worksheets are where
whereyouyouplace
placeyour
your data
dataandand formulas
formulas in in Excel.
Excel.Many
Manypeople
peoplecall
call them
them
"sheets" but this isn't exactly accurate. Strictly speaking, a worksheet is a sheet
"sheets" but this isn't exactly accurate. Strictly speaking, a worksheet is a sheet that has that has
rowsand
rows andcolumns--a
columns--a rectangular
rectangular grid
gridof
of cells.
cells.There
There isis another
another kind
kind of
of sheet,
sheet, called
called aa chart
chart
sheet. This
sheet. This type
type of
of sheet
sheet has
has no
no rows
rows or
or columns,
columns, only
only aa chart.
chart.TheThediscussion
discussion herehere isis about
about
worksheets, not
worksheets, not chart
chart sheets.
sheets. The
The actions
actions discussed
discussed below
below are are things
things you
youwill
will do
do every
everyday, day,
so make sure you know how to
so make sure you know how to do them.do them.
The name
The name of
of aa worksheet
worksheet appears
appearsin
inits
itstab
tab at
atthe
the bottom
bottom of
of the
the screen.
screen.
To rename
To rename aaworksheet:
worksheet:
Double-click on
Double-click on its
itstab
taband
andenter
enter aa new
new name.
name.
Try it!
Try it!Rename
Rename this
this worksheet
worksheet as
as Worksheet
Worksheet Tasks.
Tasks.Then
Then rename
renameititagain,
again, to
to Worksheets.
Worksheets.
You often
You often need
need to
to add
add new
new worksheets.
worksheets. Excel
Excel 2007
2007 makes
makes this
this easier
easier than
than ever
ever before.
before.
To add
To add aa new
new worksheet:
worksheet:
Click on
Click on the
therightmost
rightmosttabtab at
atthe
the bottom
bottom of
of the
the screen,
screen, the
the tab
tab to
to the
theright
right of
of your
your rightmost
rightmost
worksheet tab
worksheet tab (see
(seeto
to the
theright).
right).This
Thiscreates
creates aanew
new worksheet
worksheetwith with aa generic
generic name
name such
suchas
as
Sheet3, which you can then rename.
Sheet3, which you can then rename.
Try it!
Try it! Create
Create aanew
new worksheet
worksheet and
and rename
rename itit Practice1.
Practice1.
Youcan
You can select
select one
oneoror more
more worksheets.
worksheets. The The "active"
"active" worksheet
worksheet isis thethe one
oneyou
you are
are viewing.
viewing.
Its tab
Its tabisisboldfaced.
boldfaced. But
But others
others can
can be
beselected
selected asas well.
well. IfIf you
you do
do anything
anything to to the
theactive
active
worksheet, such
worksheet, such as
as format
format aacell
cell or
or enter
enter aa value,
value, the
the same
same thing
thingisis done
done to to all
all of
of the
the
selectedworksheets.
selected worksheets.This
This can
can save
save aa lot
lot of
of time
time with
with common
common data data or or formatting.
formatting.
To select
To select multiple
multiple adjacent
adjacent worksheets:
worksheets:
Click on
Click onthe
the tab
tabof
of the
the leftmost
leftmost of
of these,
these, hold
holddown
down the
theShift
Shift key,
key, and
andclick
click on
on the
the tab
tab of
of the
the
rightmost of these.
rightmost of these.
To select
To select multiple
multiple nonadjacent
nonadjacent worksheets:
worksheets:
Click on
Click onthe
the tab
tabof
of any
any of
of them,
them, and
and then
then while
whileholding
holding down
down the
the Ctrl
Ctrl key,
key, click
click on
on the
the other
other
tabs.
tabs.
When multiple
When multiple worksheets
worksheetsareareselected,
selected, one
onewill
will be
be active
active (tab
(tab boldfaced),
boldfaced), but but thethe tabs
tabs of
of
the others will be white, indicating that they are selected. They will remain selected
the others will be white, indicating that they are selected. They will remain selected until until
you click
you clickon
onthe
thetab
tabof
of some
some other
other worksheet.
worksheet. (There
(There isis one
oneexception
exception totothis.
this. IfIf all
all of
of the
the
worksheetsare
worksheets areselected,
selected, you
you can
can click
click on
on any
any worksheet
worksheettab tab to
to activate
activate itit and
and deselect
deselectall all of
of
theothers.)
the others.)
Tryit!
Try it! You
You should
should already
alreadyhave
have aa Practice1
Practice1 worksheet.
worksheet. Create
Createseveral
several more
morenew new worksheets
worksheets
to its
to its right
rightand
and rename
rename them
them Practice2,
Practice2, Practice3,
Practice3, and
andso
so on.
on.Then
Thenselect
select them
them all
all and
and enter
enter
thelabel
the label "This
"Thisisis practice"
practice" in
in cell
cell A1
A1 of
of the
theactive
active worksheet,
worksheet, Practice1.
Practice1. By By visiting
visiting the
the other
other
Practiceworksheets,
Practice worksheets, you you should
should seesee that
that they
theyall
all have
have this
this label
label in
incell
cell A1.
A1. Finally,
Finally, activate
activate
theWorksheet
the Worksheet you you are
arereading
readingnownow (Worksheets).
(Worksheets). ThisThis deselects
deselects the thePractice
Practice worksheets.
worksheets.
theothers.)
the others.)
Tryit!
Try it! You
You should
should already
alreadyhave
have aa Practice1
Practice1 worksheet.
worksheet. Create
Createseveral
several more
morenewnew worksheets
worksheets
to its
to its right
rightand
and rename
rename them
them Practice2,
Practice2, Practice3,
Practice3, and
andso
so on.
on.Then
Thenselect
select them
them all
all and
and enter
enter
thelabel
the label "This
"Thisisis practice"
practice" in
in cell
cell A1
A1 of
of the
theactive
active worksheet,
worksheet, Practice1.
Practice1. By By visiting
visiting the
the other
other
Practiceworksheets,
Practice worksheets, you you should
should seesee that
that they
theyall
all have
have this
this label
label in
incell
cell A1.
A1. Finally,
Finally, activate
activate
the Worksheet you are reading now (Worksheets). This deselects the
the Worksheet you are reading now (Worksheets). This deselects the Practice worksheets. Practice worksheets.
You can
You can delete
delete one
oneoror more
more worksheets.
worksheets. However,
However, ifif you
you try
try to
todelete
delete all
allof
of the
theworksheets,
worksheets,
Excel will
Excel will warn
warnyou
you that
thatat
at least
least one
one has
hasto
to remain.
remain.
To delete
To delete one
one or
or more
more worksheets:
worksheets:
Selectthe
Select the ones
ones you
youwant
want toto delete,
delete, as
as explained
explainedininthe
theprevious
previous text
text box.
box. Then
Then right-click
right-click on
on
any of
any of the
the selected
selected tabs.
tabs. This
This brings
brings upup aacontext-sensitive
context-sensitivemenu,
menu, which
which has
has aafew
few options
options
you might
you mightwant
want to
to try.
try. For
For now,
now, click
click on
on Delete.
Delete.
Notethat
Note that ifif the
the worksheets
worksheets have
have any
any contents,
contents, you
youwill
will be
beasked
askedififyou
youreally
really want
wanttoto delete
delete
them. Deleting
them. Deleting worksheets
worksheets can
can be
bedangerous
dangerous because
because itit cannot
cannot be
be undone.
undone. So
So be
be careful!
careful!
You can
You can also
alsomove
move or
or copy
copy aaworksheet.
worksheet. You
You can
can do
do this
this in
inone
one of
of two
twoways:
ways: by
by dragging
dragging
tabs or through a Move or Copy menu item. The first way is easier; the second gives
tabs or through a Move or Copy menu item. The first way is easier; the second gives you you
more options.
more options.
To move
To move or
or copy
copy aa worksheet
worksheetby
by dragging
dragging its
its tab:
tab:
Drag its
Drag its tab
tabright
right or
or left
left to
to the
the position
position you
you want.
want.IfIf you
youhold
hold down
down the
the Ctrl
Ctrl key
key while
while you
you are
are
dragging, you
dragging, youwill
will make
make aa copy
copy ofof the
theworksheet.
worksheet.
Try it!
Try it! Move
Move this
this worksheet
worksheet toto the
theright
right of
of the
the Fill
Fill Series
Series worksheet,
worksheet, andand then
thenmove
move itit back
back
again.Next,
again. Next, make
makeaa copy
copy of
of this
this worksheet,
worksheet, just
justto
to the
theright
right of
of its
itscurrent
current position.
position. The
The copy
copy
will have
will have the
thename
name Worksheets
Worksheets (1),(1), which
whichyouyoucan
can then
thenrename
rename ifif you
you want.
want. For
For now,
now, delete
delete
thecopy.
the copy.
To move
To move or
or copy
copy aa worksheet
worksheetwith
with the
the Move
Move or
or Copy
Copymenu
menuitem:
item:
Right-click on
Right-click on thethe worksheet's
worksheet's tabtab and
and select
select Move
Move or or Copy.
Copy. This
Thisbrings
brings up
up aadialog
dialog that
that lets
lets
you select the workbook you want to move or copy to (including
you select the workbook you want to move or copy to (including a new workbook), the a new workbook), the
position within
position withinthat thatworkbook,
workbook, andandwhether
whether you
you wantwant to to create
create aa copy.
copy. (See
(See the
the screenshots
screenshots
tothe
to the right.)
right.) IfIf you
you select
select aadifferent
differentworkbook
workbook and andyou youdon't
don't check
checkthethelatter
latter option,
option, the
the
worksheet will
worksheet will no no longer
longer exist
existinin the
thecurrent
current file;
file; itit will
will move
move to
to the
the other
other workbook.
workbook. So So be
be
careful.
careful.
Try it!
Try it! Create
Create aanew
new worksheet
worksheet called
called Practice
Practiceand
and enter
enter some
somedata
datain init.
it. Then
Then move
move itit to
to aa
new workbook.
new workbook. ItIt will
will disappear
disappear from
from this
this workbook
workbook and
and appear
appear in
inaa new
new one.
one. You
You can
canthenthen
close the new workbook and delete the
close the new workbook and delete the file. file.
Finally, you
Finally, you can
can hide
hideoror unhide
unhide aaworksheet.
worksheet. For For example,
example, youyoumight
might want
wantto to hide,
hide, but
but not
not
delete, aa worksheet
delete, worksheet that
that contains
containstechnical
technical data
data used
used in
in formulas
formulas in
in other
other worksheets.
worksheets.Of Of
course, you
course, you might
might be
bethe
the recipient
recipientof
of such
such aafile,
file, with
with formulas
formulas you
you can't
can't figure
figureout
out because
because
they refer
they refer to
to data
dataon
on aahidden
hidden worksheet.
worksheet. IfIf you
you sense
sense that
that something
somethingmysterious
mysterious isis going
going
on, check
on, check whether
whether there
thereare
are any
anyhidden
hidden worksheets!
worksheets!
To hide or unhide a worksheet:

Finally, you
Finally, you can
can hide
hideoror unhide
unhide aaworksheet.
worksheet. ForFor example,
example, youyoumight
might want
wantto to hide,
hide, but
but not
not
delete, aa worksheet
delete, worksheet that
that contains
containstechnical
technical data
data used
used in
in formulas
formulas in
in other
other worksheets.
worksheets.Of Of
course, you
course, you might
might be
bethe
the recipient
recipientof
of such
such aafile,
file, with
with formulas
formulas you
you can't
can't figure
figureout
out because
because
they refer
they refer to
to data
dataon
on aahidden
hidden worksheet.
worksheet. IfIf you
you sense
sense that
that something
somethingmysterious
mysterious isis going
going
on, check whether there are any hidden worksheets!
on, check whether there are any hidden worksheets!
To hide
To hide or
or unhide
unhide aa worksheet:
worksheet:
Click on
Click on the
theFormat
Format dropdown
dropdown on on the
the Home
Homeribbon
ribbon (not
(not exactly
exactly where
whereyouyou would
would expect
expectto
to
find this!).
find this!).Then
Thenclick
click on
on the
the Hide
Hide and
and Unhide
Unhide arrow
arrow (see
(see to
to the
the right).
right). This
This gives
gives you
you the
the
optionto
option to hide
hideoror unhide
unhide aaworksheet.
worksheet. AA telltale
telltalesign
sign that
that there
there isis at
at least
least one
onehidden
hidden
worksheet isis that
worksheet that the
theUnhide
Unhideoption
optionisisenabled
enabled(not
(not grayed
grayedout).
out).
Try it!
Try it! Hide
Hide this
this worksheet.
worksheet. Then
Thenunhide
unhide it.
it.
l them
them
at
t hashas
d aa chart
chart
isis about
about
veryday,
very day,
heets.
heets.
ore.
ore.
rightmost
rightmost
ee such
suchas
as
viewing.
viewing.
tive
tive
he
he
tab of the
ab of the
the other
he other
tabs of
tabs of
d until
d until
of the
of the
elect all of
lect all of
orksheets
rksheets
and enter
nd enter
he other
he other
activate
ctivate
ksheets.
sheets.
orksheets
rksheets
and enter
nd enter
he other
he other
activate
ctivate
ksheets.
sheets.
rksheets,
rksheets,
ht-click on
t-click on
options
options
to delete
to delete
careful!
areful!
gging
gging
es you
s you
le you are
e you are
e itit back
back
The copy
The copy
ow, delete
w, delete
that lets
that lets
, the
the
reenshots
reenshots
on, the
n, the
k. So
k. So be
be
ee itit to
to aa
canthen
can then
but not
but not
ets.Of
ets. Of
because
because
ss going
going
but not
but not
ets.Of
ets. Of
because
because
ss going
going
expectto
expect to
uu the
the
en
en
Sorting, which
Sorting, which usually
usuallymeans
means putting
putting in
in alphabetical
alphabetical order
order or
or increasing
increasingor or decreasing
decreasing
numerical order, is such a common and simple operation that I almost
numerical order, is such a common and simple operation that I almost forgot to forgot to include
include itit in
in
this tutorial.
this tutorial. However,
However, there
thereare
aresome
some obvious
obvious and
and nonobvious
nonobvious things
things you
youshould
should know.
know.
The usual
The usual situation
situation isis that
that you
you have
haveaa multi-column
multi-column datadatasetset such
suchasas the
the one
onetoto the
theright.
right. IfIf
you want to do a simple sort on any of its columns, highlight any single data
you want to do a simple sort on any of its columns, highlight any single data cell in this cell in this
column and
column andclick
click on
on the
the A-Z
A-Z or
or the
the Z-A
Z-A button.
button. You
You can
canfind
findthese
thesebuttons
buttons under
under thethe Sort
Sort &&
Filter dropdown
Filter dropdownon on the
theHome
Homeribbon,
ribbon, and
and they
they are
are also
also ononthe
the Data
Data ribbon.
ribbon.But
But because
because
you use
you usethem
themso so often,
often, you
you will
will probably
probably want
want to
to put
put them
them on on the
the QAT
QATso so that
that they
theyare
are
always accessible.
always accessible.
Try it!
Try it! Sort
Sortonon any
anyofof the
the columns
columns to tothe
the right,
right, either
either in
inA-Z
A-Z or
or Z-A
Z-A order.
order. Note
Note that
that when
when you
you
sort on
sort onanyany column
column such
such asas Salary,
Salary, thetheother
other columns
columns change
changeaccordingly.
accordingly. That
That is,
is, each
each row
row
remains intact.
remains intact. Of
Of course,
course, this
this isis the
the behavior
behavior youyouwould
would expect
expectand
andwant.
want.
You can
You can undo
undo aa sort,
sort, but
butjust
just in
in case,
case, itit isis often
often nice
nice to
to have
have anan "ID"
"ID" column
columnwith
with consecutive
consecutive
integers, 1,2,3,
integers, 1,2,3, etc.
etc. This
This isis the
the role
role of
of the
the Person
Person column
column to to the
the right.
right. No
No matter
matter how
how many
many
sorts you do, you can return to the original sort order by sorting
sorts you do, you can return to the original sort order by sorting (A-Z) on Person. (A-Z) on Person.
Notethat
Note that II said
said to
to select
select aa single
single cell
cell before
before you
you click
click on
on A-Z
A-Z or
or Z-A.
Z-A.IfIf you
you highlight
highlight aa range,
range,
such as
such as the
the entire
entire State
State column,
column, and
andthen
thenclick
click on
onA-Z
A-Z or
or Z-A,
Z-A, you
you will
will be
beasked
asked ifif you
you want
want
toexpand
to expandthe theselection
selection (meaning
(meaning toto the
thefull
full data
data set)
set) or
or continue
continue with
with the
thecurrent
current selection.
selection.
You probably
You probablywantwant the
the former
former option,
option, not
not the
the latter
latter one.
one.IfIf you
you continue
continuewith
with the
the current
current
selection, only the Salary values will be sorted, and the sorted salaries will
selection, only the Salary values will be sorted, and the sorted salaries will not correspond not correspond
tothe
to the right
right persons.
persons.
Excel gives
Excel gives you
youmany
manymore
moresort
sortpossibilities
possibilities withwithits
its Custom
Custom Sort Sort item
item under
under thethe Sort
Sort &&
Filter dropdown.
Filter dropdown. This This brings
bringsupup aadialog
dialog boxboxwhere,
where, among
among other
other things,
things, you
youcancan add
add levels
levels
(seeto
(see to the
theright).
right).The
The example
example to to the
the right
right illustrates
illustrates whywhyyou you might
might want
wanttoto do
do this.
this.
Suppose you
Suppose you want
want to
to sort
sort so
so that
thatall
all of
of the
the males
malesareare at at the
the top.
top.Then
Then within
withineach
each gender,
gender,
you would like to sort in A-Z order on State. Then if there are multiple
you would like to sort in A-Z order on State. Then if there are multiple people of a given people of a given
gender in
gender in the
thesame
samestate,
state, you
you would
would like
like to
to sort
sort them
them in in decreasing
decreasingorderorder of
ofSalary.
Salary.This
This isis
possible only
possible onlywithwith aacustom
custom sort
sort with
withthree
three levels:
levels: first
firstGender,
Gender, then
then State,
State, then
thenSalary.
Salary.
Try it!
Try it! Sort
Sortthe
the data
datato
tothe
the right
right as
as explained
explained above.
above. Check
Check that
thatititworks
works as
asintended.
intended.
Try itit again!

Try again! This
This time
time have
have the
the three
three levels
levels be
be Salary,
Salary, then
thenState,
State, then
thenGender.
Gender. DoDoyou
youseesee
thedifference?
the difference? There
Thereare are no
no ties
ties on
on Salary,
Salary, so
so once
once Salary
Salary isis sorted,
sorted, no no more
more sorting
sorting takes
takes
place. In
place. In general,
general, the
the lower
lower levels
levels apply
apply only
only when
whenthere
thereare
aretiesties in
in the
thelevels
levels above
abovethem.
them.
Sorting columns
Sorting columns of
of text
textcan
canbe
be tricky,
tricky, especially
especiallywhen
whennon-alphabetic
non-alphabetic symbols symbols are
are present.
present.
For example,
For example, sort
sortin
inA-Z
A-Z order
order on
onthe
the Grade
Grade column
column to
to the
the right.
right. IsIs this
this what
what you
you expected?
expected?
Probablynot.
Probably not.
What about
What about the
theName
Namecolumn
columnto to the
theright,
right, where
where some
somenames
names are
areupper
upper case
case and
and some
some
are lower
are lower case?
case? By
By default,
default, the
the sort
sort order
order isis case-insentive,
case-insentive, that
thatis,
is, case
case doesn't
doesn't matter.
matter. Try
Try
sorting on
sorting on Name
Name with
with the
theA-Z
A-Z button.
button. They
They areare indeed
indeed sorted
sortedininalphabetical
alphabetical order,
order, except
except
that Name
that Name got
gotsorted
sorted too.
too. (Press
(Press Ctrl-z
Ctrl-z to
to undo
undo this
this sort.)
sort.) To
To prevent
prevent the
the label
label getting
getting
sorted, bring
sorted, bringupup the
theCustom
Custom Sort
Sort dialog
dialog box
boxandandcheck
check the
the "My
"My data
datahashas headers"
headers" item.
item.
While you are in Custom Sort dialog box, note the Options button at the top. One option is
Sorting columns
Sorting columns of
of text
textcan
canbe
be tricky,
tricky, especially
especiallywhen
whennon-alphabetic
non-alphabetic symbols symbols are
are present.
present.
For example,
For example, sort
sortin
inA-Z
A-Z order
order on
onthe
the Grade
Grade column
column to
to the
the right.
right. IsIs this
this what
what you
you expected?
expected?
Probablynot.
Probably not.
What about
What about the
theName
Namecolumn
columnto to the
theright,
right, where
where some
somenames
names are
areupper
upper case
case and
and some
some
are lower
are lower case?
case? By
By default,
default, the
the sort
sort order
order isis case-insentive,
case-insentive, that
thatis,
is, case
case doesn't
doesn't matter.
matter. Try
Try
sorting on
sorting on Name
Name with
with the
theA-Z
A-Z button.
button. They
They areare indeed
indeed sorted
sortedininalphabetical
alphabetical order,
order, except
except
that Name
that Name got
gotsorted
sorted too.
too. (Press
(Press Ctrl-z
Ctrl-z to
to undo
undo this
this sort.)
sort.) To
To prevent
prevent the
the label
label getting
getting
sorted, bring up the Custom Sort dialog box and check the "My data has
sorted, bring up the Custom Sort dialog box and check the "My data has headers" item. headers" item.
While you
While you are
are in
in Custom
CustomSort
Sort dialog
dialogbox, box, note
notethetheOptions
Options button
buttonat at the
the top.
top. One
Oneoption
option isis
tocheck
to check or or uncheck
uncheck the
the"Case
"Casesensitive"
sensitive" box. box. IIbelieve
believe ititisis unchecked
unchecked by by default.
default. However,
However, II
checkedititand
checked andthen
then sorted
sorted on
on the
the Name Name column
column to to the
the right.
right.ItIt still
still sorted
sortedin in alphabetical
alphabetical
order, ignoring
order, ignoring case.
case. Either
Either this
this isis aa bug
bug in
in Excel
Excel oror something
somethingisis wrongwrongon on mymyPC.
PC.
Sometimes you
Sometimes you want
wantto to sort
sort in
in aa "natural"
"natural" order,
order, such
such as
as months
months ininaa year
year (Jan,(Jan, Feb,
Feb, etc.)
etc.) or
or
daysof
days of the
the week
week (Sun,
(Sun, Mon,
Mon, etc.).
etc.). You
You can
can do
dothis
this with
withaa custom
customlist.
list.To
To getgetto to this
this option,
option,
bring up
bring up the
the Custom
Custom Sort
Sortdialog
dialog box,
box, click
click on
on the
the Order
Order dropdown,
dropdown, and and select
selectCustom
Custom List.
List.
As shown
As shown to to the
the right,
right, you
you will
will see
seeseveral
several of
of custom
custom lists
lists built
builtinto
into Excel,
Excel, the the months
months of of the
the
year and the days of the week (either three-letter abbreviations or written
year and the days of the week (either three-letter abbreviations or written out). You can out). You can
alsoclick
also click ononNEW
NEW and and enter
enter your
your ownown custom
custom list.
list.This
This new
new custom
custom list
list isis remembered
rememberedon on
your PC
your PCforfor later
later uses.
uses.
Try it!
Try it!Sort
Sort on
on Day,
Day, using
usingthe
the built-in
built-in custom
customlist.
list. Then
Then create
create aanew
new custom
customlistlistwith
withitems
items
Morning, Afternoon,
Morning, Afternoon, Evening
Evening(in
(in this
this order),
order), and
and sort
sort on
onTime
Timeusing
using this
this custom
custom list.
list.
ing
ng Person Age Gender State Children Salary
lude itit in
lude in 1 35 Male Ohio 1 $65,400
know.
know. 2 61 Female Illinois 2 $62,000
right. IfIf
right. 3 35 Male Illinois 0 $63,200
this
this 4 37 Male Indiana 2 $52,000
ee Sort
Sort &&
cause
cause 5 32 Female Ohio 3 $81,400
yare
are 6 33 Female Illinois 3 $46,300
7 65 Female Illinois 2 $49,600
when you
when you 8 45 Male Ohio 1 $45,900
each row
ach row 9 40 Male Illinois 3 $47,700
10 32 Female Ohio 1 $59,900
nsecutive
nsecutive 11 57 Male Illinois 1 $48,100
w many
w many 12 38 Female Indiana 0 $58,100
13 37 Female Indiana 2 $56,000
14 42 Female Ohio 2 $53,400
15 38 Female Ohio 2 $39,000
16 48 Male Ohio 1 $61,500
17 40 Male Indiana 0 $37,700
aa range,
range, 18 57 Female Indiana 2 $36,700
ou want
u want 19 44 Male Illinois 2 $45,200
selection.
selection.
urrent 20 40 Male Ohio 0 $59,000
urrent
espond
espond 21 21 Female Indiana 2 $54,300
22 49 Male Ohio 1 $62,100
ort
rt &&
dd levels
dd levels
is.
s.
gender,
gender,
given
iven
.This
This isis
lary.
ary.
d.
d.
you see
ou see
ng takes
g takes
eethem.
them.
present.
present. Grade Name
xpected?
pected? A+ FRED
A TOM
some
some A- jenny
atter. Try
tter. Try
except
except
ng
ng
tem.
tem.
option is
present.
present.
xpected?
pected?
some
some
atter. Try
tter. Try B+ doug
except
except
ng
ng B MARY
tem.
tem. B- sam
C+ charlie
option
ption isis
However,
owever, II C BOB
betical
betical C- CHRIS
D+
D
D-
F
b,, etc.)
etc.) or
or Order Time Day
option,
option, 1 Morning Saturday
omList.
om List.
hsof ofthe
the 2 Evening Wednesday
hs
u
u cancan 3 Evening Saturday
eredon
ered on 4 Afternoon Friday
5 Evening Tuesday
hhitems
items 6 Morning Tuesday
t.. 7 Afternoon Monday
8 Afternoon Saturday
9 Afternoon Monday
10 Morning Tuesday
11 Evening Sunday
12 Morning Monday
13 Afternoon Wednesday
14 Morning Friday
15 Afternoon Saturday
16 Morning Tuesday
17 Afternoon Thursday
18 Afternoon Friday
19 Afternoon Friday
20 Evening Thursday
21 Morning Sunday
22 Morning Monday
23 Morning Sunday
24 Morning Sunday
25 Morning Saturday
Suppose you
Suppose you want
want to
to fill
fill column
columnA,
A, starting
starting in
in cell
cell A2,
A2, with
withthe
the values
values 1,
1, 2,
2, and
andso
so on
on up
up to
to
1000. There is an easy way.
1000. There is an easy way.
To fill
To fill aa column
column range
range with
with aa series:
series:
Enter the
Enter the first
first value
value in
in the
the first
first cell
cell (1 (1in
incell
cell A2).
A2). With
With the
the cursor
cursor in in the
the starting
starting cell
cell (A2),
(A2),
select the
select theFill
Fill dropdown
dropdown in in the
theEditing
Editing groupgroup ofof the
the Home
Homeribbon
ribbon and and then
thenselect
selectthe
the Series
Series
optionto
option to obtain
obtain aadialog
dialogbox. box. Fill
Fill itit out
out as
as shown
shown below,
below, that
thatis, is, change
changethe theRows
Rows setting
setting toto
Columns, make
Columns, make sure
surethethe Type
Typesetting
setting isis Linear,
Linear, make
makesuresure 11isis in
in the
the Step
Step Value
Value box,
box, enter
enter
thefinal
the final value
value(1000)
(1000) inin the
the Stop
Stop Value
Valuebox,box, and
andclick
click on
onOK.
OK.
Asyou
As youcan
canguess
guess from
fromthis
this dialog
dialog box,
box, many
many other
other options
options are
are possible.
possible.Dont
Dont be
beafraid
afraid to
to
experiment with
experiment with them.
them.
Try it!
Try it! The
The series
series of
of days
days in
in column
columnLL should
should go
go from
from11 to
to25,
25, and
andin
incolumn
column OO itit should
should go
go
from 26
from 26 to
to 50.
50.
on up to
n up to Day Sales Day Sales
$227 $167
$157 $107
$143 $255
(A2),
(A2), $129 $113
he Series
he Series
etting to
etting to $102 $186
, enter
enter $116 $124
$269 $271
fraid to
raid to $111 $288
$210 $273
ould go $117 $285
uld go
$214 $231
$150 $272
$229 $169
$241 $269
$270 $274
$224 $133
$127 $280
$246 $289
$203 $254
$207 $114
$190 $181
$256 $259
$297 $185
$175 $117
$169 $224
The F5
The F5 key
key isis called
calledthe
the "Go
"Go To"
To"key.
key. When
When you
you press
pressit,
it, you
you can
can type
type in
in any
any cell
cell address
address (or
(or
range name) and press Enter. You go immediately to that
range name) and press Enter. You go immediately to that cell. cell.
Try it!
Try it! Use
Use the
the Go
GoToTo key
key to
to go
go directly
directlyto
to cell
cell X100.
X100.(Then
(Thenpress
press Ctrl-Home
Ctrl-Hometo
to return
returnto
to cell
cell
A1so
A1 so that
that you
you can
can do
do the
the next
nextexercise
exercise below.)
below.)
The F5
The F5 key
key isis much
much moremoreflexible
flexible than
thanindicated
indicated above.
above.IfIfyou
you press
press F5
F5 and
andthen
thenclick
clickon
onthe
the
Specialbutton,
Special button, youyou cancan "go
"go to"
to"(that
(that is,
is, highlight)
highlight) aa number
number of of different
different things.
things. For
For example,
example,
you can
you can highlight
highlightaa range,
range, press
press F5,F5, and
and select
select Blanks
Blanksfrom
from the
theSpecial
Special group
group (see
(seethe
the
screenshot to
screenshot to the
the right).
right). All
All of
of the
theblanks
blanks in in the
the range
range are
are then
then highlighted.
highlighted.The
Thefollowing
following
exerciseshows
exercise shows how how useful
useful this
this can
can be.
be.
The gray
The gray range
range to
to the
the right
righthas
has aalot
lot of
ofmissing
missing values,
values, and
and we
wewouldwould like
liketo
to fill
fill them
themin
inin
in
theobvious
the obvious way.
way. You
You could
couldstart
start dragging
dragging down,
down, but
but there
there isis aa much
much easier
easier way
way (especially
(especially ifif
this example
this examplewere
weremuchmuchlarger).
larger).
1.Highlight
1. Highlight the
the gray
grayrange.
range.
2.Press
2. Press F5,
F5, click
click on
on Special,
Special, and
and select
select Blanks.
Blanks.All
All of
of the
the blank
blank cells
cells are
arenow
now highlighted.
highlighted.
3.Enter
3. Enter an
an equals
equals sign
sign(=),
(=), press
press the
the up
up arrow
arrowkey,
key, and
and press
pressCtrl-Enter.
Ctrl-Enter.
See what
See whathappened?
happened? Each Each blank
blank cell
cell now
now has
has aaformula
formulathat
that makes
makes itit equal
equal to
to the
thecell
cell above
above
it, so
it, so all
all of
of the
the labels
labels are
areeffectively
effectivelycopied
copieddown.
down.
dress (or
ress (or
nnto
to cell
cell
ck onthe
k on the Jan Q1 2009
example,
example,
he
he
lowing
owing
Feb
min
m inin
in
specially
pecially ifif
Mar
hted.
hted.
Apr Q2
cell above
cell above
May
Jun
Absoluteand
Absolute and references
references are
are indicated
indicatedin informulas
formulas by by dollar
dollar signs
signs (absolute)
(absolute) oror the
thelack
lack of
of
(relative), and they indicate what happens when you copy or move a formula
(relative), and they indicate what happens when you copy or move a formula to a range. You to a range. You
typically want
typically wantsome
some parts
parts of
of the
the formula
formula to tostay
stay fixed
fixed(absolute)
(absolute) and
andothers
others to
tochange
change
relative to
relative to the
thecell
cell position.
position. This
This isis aa crucial
crucial concept
concept for
for efficiency
efficiencyinin spreadsheet
spreadsheetoperations,
operations,
so you
so you should
shouldtaketakesome
some time
time toto understand
understand itit thoroughly.
thoroughly. HereHere are
are two
two important
important things
things to
to
remember:
remember:
(1) The
(1) Thedollar
dollar signs
signs are
are relevant
relevant only
only for
for the
the purpose
purposeof of copying
copying or
or moving;
moving; they
they have
havenono
inherenteffect
inherent effect on
onthe
the formula.
formula.For
For example,
example,the the formulas
formulas =5*B3
=5*B3 and
and =5*$B$3
=5*$B$3 in
in cell
cellC3,
C3,
say, produce
say, produce exactly
exactlythe
thesame
sameresult.
result. Their
Their difference
difference isis relevant
relevantonly
only ififyou
youwant
want to
to copy
copycell
cell
C3to
C3 to some
somerange.
range.
(2) There
(2) There isis never
never any
anyneed
needto
to type
type the
the dollar
dollar signs.
signs. This
This can
can be
be done
done with
with the
the F4
F4 key.
key.
To make
To make aa cell
cell reference
reference absolute
absolute or
or mixed
mixedabsolute/relative
absolute/relative using
using the
the F4
F4 key:
key:
Enter aacell
Enter cell reference
reference such
suchas
as B3
B3 in
in aaformula.
formula. Then
Thenpress
press the
the F4
F4 key.
key.
Infact,
In fact, ifif you
you press
press the
theF4F4key
keyrepeatedly,
repeatedly, you
you cycle
cycle through
throughthe
the possibilities:
possibilities: B3
B3 (neither
(neither
row nor
row nor column
columnfixed),
fixed), then
then $B$3
$B$3 (both
(bothcolumn
column BBand
androw
row 33fixed),
fixed), then
then B$3
B$3 (only
(only row
row 33
fixed), then
fixed), then$B3 $B3(only
(onlycolumn
column BBfixed),
fixed), and
andback
back again
againtoto B3.
B3.
Try it!
Try it! Enter
Enter the
the appropriate
appropriate formula
formulain
in cell
cell M8
M8and
andcopy
copy across
across to
to P8.
P8. (Scroll
(Scroll to
to the
theright
right to
to
seethe
see thecorrect
correct answer.)
answer.)
Try itit again!

Try again! Enter
Enter one
oneformula
formula with
with appropriate
appropriate absolute/relative
absolute/relativeaddressing
addressing in
in cell
cell N30
N30
that can be copied to N30:Q34. (Scroll to the right to see the correct answer.)
that can be copied to N30:Q34. (Scroll to the right to see the correct answer.)
This isis an
This anextremely
extremelyimportant
important concept
concept in
in Excel.
Excel. There
Thereisis no
no better
better way
way to
tobebe efficient
efficient(and
(and
avoid errors) than to set up a spreadsheet for copying. This often requires
avoid errors) than to set up a spreadsheet for copying. This often requires some careful some careful
planning, but
planning, but the
the time
time spent
spent in
inplanning
planning isis more
more than
than made
made up upfor
for by
by efficient
efficient copying.
copying. SoSo
always be
always be on
on the
the lookout
lookout for
for ways
ways to
to make
make copying
copying possible,
possible, and
and then
thentake
takeadvantage
advantage of of
relative/absolute addressing
relative/absolute addressing inin your
your formulas
formulas to to get
getthe
the correct
correct results.
results.
lack
ack ofof Fixed cost $50
range. You
ange. You Variable cost $2
nge
nge
perations,
perations,
things to
things to Month Jan Feb Mar Apr
Units produced 224 194 228 258
ave no
ve no Total cost
ellC3,
ell C3,
o copy
copycell
cell
ey.
ey.
either
either
row 33
row
eright
right to
to
ll N30
N30 Table of revenues for various unit prices and units sold
Units sold
50 100 150 200
ent (and
nt (and Unit price $3.25
reful
reful $3.50
ying.So
ying. So
age of
of $3.75
age
$4.00
$4.25
Fixed cost $50
Variable cost $2
Month Jan Feb Mar Apr

Units produced 224 194 228 258
Total cost $498 $438 $506 $566
Units sold
50 100 150 200
Unit price $3.25 $162.50 $325.00 $487.50 $650.00
$3.50 $175.00 $350.00 $525.00 $700.00
$3.75 $187.50 $375.00 $562.50 $750.00
$4.00 $200.00 $400.00 $600.00 $800.00
$4.25 $212.50 $425.00 $637.50 $850.00
Speakingof
Speaking of relative
relative and
and absolute
absolute addresses
addresses ininformulas,
formulas, itit isis pretty
pretty amazing
amazinghow how intelligent
intelligent
spreadsheets are. When you copy a formula in cell C1 such as
spreadsheets are. When you copy a formula in cell C1 such as =A1+B1 down, it =A1+B1 down, it
automatically changes
automatically changesappropriately:
appropriately: =A2+B2,
=A2+B2, then
then =A3+B3,
=A3+B3, and and soso on.
on. In
Inaa sense,
sense, these
theseare
are
all the
all thesame
sameformula.
formula. Each
Each says
says to
toadd
addthe
the two
two values
values to
to the
theleftleft of
of the
thecurrent
current cell.
cell.
Excel allows
Excel allowsyouyouto to see
seethis
this equivalence
equivalenceeven evenmore
more clearly
clearly by
by viewing
viewingthethe formulas
formulas in inaa
different format,
different format, called
called R1C1
R1C1 notation.
notation. In In this
this format,
format, each
each ofof the
the formulas
formulas inin column
column CCisis
written as
written as=RC[-2]+RC[-1].
=RC[-2]+RC[-1].RR stands stands for
for row,
row, and
andCC stands
stands for
for column.
column.The Thefact
fact that
that there
thereisis
nothingnext
nothing next to
to RR means
means we we stay
stayinin the
the same
same row.
row.TheThenumbers
numbers in in brackets
brackets next
nexttoto CCmean
mean
to go 2 columns to the left and 1 column to the left, respectively. (For
to go 2 columns to the left and 1 column to the left, respectively. (For columns, negative columns, negative
numbers mean
numbers meanto to go
gototo the
theleft,
left, positive
positive to to the
the right.
right. For
For rows,
rows, negative
negativenumbers
numbers meanmean to to
go up,
go up, positive
positive down.)
down.)
IfIf there
there isis aa number
number next
nextto
to RRor
or CCthat
that isis not
not in
in brackets,
brackets, ititindicates
indicates an
an absolute
absolutereference.
reference.
For example,
For example, =R2C[2]
=R2C[2]placed
placed inin cell
cellD5
D5 isis equivalent
equivalent toto =F$2
=F$2 because
because the
therow
row reference
reference isis
absoluteand
absolute and the
the column
column reference
referenceisis relative
relativeto to column
column D.D.
The usual
The usual way
way of
of expressing
expressing formulas,
formulas, such
such as
as =C5+D5,
=C5+D5, isis called
called A1
A1 format.
format. The
The new
new way
way
discussed here
discussed here isis called
called R1C1
R1C1 format.
format. You
You can
caneasily
easily toggle
toggle between
between them.
them.
To toggle
To toggle between
between A1
A1 and
and R1C1
R1C1 formats:
formats:
Selectthe
Select the Office
Officebutton,
button, select
select Excel
Excel options,
options, select
selectFormulas,
Formulas, and
and check
check or
or uncheck
uncheckthe
the
R1C1 reference
R1C1 referencestyle
style option
option (see
(seeto
to the
the right).
right).
Try it!
Try it! Toggle
Toggle between
betweenA1A1 and
and R1C1
R1C1 reference
referencestyle
styleand
and for
for either,
either, examine
examine the
the formulas
formulas
inside the
inside the border
border and
andin
inthe
the Total
Total row.
row.
Note: II read
Note: read ananExcel
Excel book
book where
where the
theauthor
author suggested
suggestedthat
thatwewe should
shouldmove
move exclusively
exclusively to
to
R1C1 notation, arguing that it makes more logical sense. He might be right about
R1C1 notation, arguing that it makes more logical sense. He might be right about the logic, the logic,
but this
but this isis never
never going
going to
to happen.
happen.WayWaytoo
too many
many people
people are
are way
way too
too used
usedtoto the
theA1
A1
notation, and
notation, and they
they are
arenot
not about
about to
to change!
change!
ntelligent
telligent Multiplication table
1 2 3 4
theseare
these are
. 1 1 2 3 4
2 2 4 6 8
inaa
in 3 3 6 9 12
mn CCisis
mn
there
here isis 4 4 8 12 16
CCmean
mean Total 10 20 30 40
gative
ative
mean to
mean to
eference.
ference.
ence isis
ence
w way
w way
ck the
k the
mulas
mulas
sively to
ively to
he logic,
he logic,
11
Many times,
Many times, you
you will
will receive
receiveaa spreadsheet
spreadsheetfromfromaacolleague,
colleague, and
and you
you will
will have
haveabsolutely
absolutely
no idea how its various cells are related. Where are the constants? Where
no idea how its various cells are related. Where are the constants? Where are the formulas?are the formulas?
How do
How do the
theformulas
formulas incorporate
incorporate thethe constants?
constants? How
How dodo the
theformulas
formulas build
build upon
uponone
one
another? In
another? Inthese
thesevery
verycommon
common situations,
situations, Excel's
Excel'sauditing
auditing tools
toolscan
canbebe aahuge
hugehelp.
help. They
They
let you
let you find
find the
the precedents
precedents and and dependents
dependents of of any
anyparticular
particular cell,
cell, defined
defined asas follows.
follows.
1.The
1. The precedents
precedents of of any
anycell
cell that
that contains
contains aa formula
formula areare all
all cells
cells referenced
referenced by
by the
the formula
formula
in that
in that cell.
cell.(If
(If aacell
cell doesn't
doesn't contain
containaa formula,
formula, itit can't
can't have
have any
any precedents.)
precedents.)
2.The
2. The dependents
dependents of
of any
any cell
cell are
are all
allcells
cells with
withformulas
formulasthat
thatreference
reference that
that cell.
cell.
The Formula
The Formula Auditing
Auditing group
groupon onthe
theFormulas
Formulas ribbon
ribbon has has buttons
buttonsfor
for tracing
tracing precedents
precedents and
and
dependents (see
dependents (seethe
the screenshot
screenshot toto the
the right).
right). IfIf you
you highlight
highlightaa cell
cell and
andclick
click on
onTrace
Trace
Precedents, you
Precedents, you will
will see
see arrows
arrows from
from all
all of
of the
thecell's
cell's precedents
precedents to.to.IfIf you
you click
click on
on Trace
Trace
Dependents, you
Dependents, youwill
will see
see arrows
arrows from
from the
thecell
cell toto all
all of
of its
its dependents.
dependents. (Click
(Clickonon the
theRemove
Remove
Arrows button
Arrows buttonto to get
getrid
rid of
of these
thesearrows.)
arrows.)
You can
You can do
do this
this multiple
multiple times.
times.For
Forexample,
example, ifif you
you show
show aacell's
cell's dependents
dependents and
and then
then click
click
again on
again on Trace
Trace Dependents,
Dependents, you
youwill
will see
see all
all of
ofthe
the dependents'
dependents' dependents.
dependents.
Try it!
Try it! In
Inthe
theexample
exampleto to the
the right,
right, aa company
companysends
sendscatalogs
catalogstoto customers,
customers, which
which costs
costs
money. Unfortunately, only a small percentage of these customers responds
money. Unfortunately, only a small percentage of these customers responds by purchasing by purchasing
something. Use
something. Use the
theformula
formulaauditing
auditing buttons
buttonsto
to learn
learn what
whatisis related
related to
to what.
what.This
This should
should
helpyou
help youunderstand
understandthethe business
business model
model and
and how
how itit has
has been
been implemented
implementedin in Excel.
Excel.
Note: Many
Note: Many spreadsheets
spreadsheets in in real
real businesses
businesses havehave cells
cellsthat
thataren't
aren'trelated
related to to anything.
anything.That
That
is, they
is, they have
havenono precendents
precendents or or dependents.
dependents. Typically,
Typically, this
this isis not
notgood.
good. ItIt could
couldmean
mean that
that
theconstants
the constants in in these
these cells
cells are
are"hard-coded"
"hard-coded" (entered
(entered as as constants)
constants) in in one
one or or more
more
formulas, which
formulas, whichisis always
always aabad
badpractice.
practice.ItIt could
could also
also mean
mean that that these
these constants
constantshavehavebeen
been
incorporated in the model with "mental arithmetic" rather than
incorporated in the model with "mental arithmetic" rather than formulas, another bad formulas, another bad
practice. See
practice. See ifif you
you can
canfind
findexamples
examples of of such
such "dangling"
"dangling" constants
constantsin inthe
the example
exampletoto the
the
right.Then
right. Thenincorporate
incorporate themthem withwithappropriate
appropriateformulas.
formulas.
AA common
common wish
wish isis to
to see
seeall
all of
of the
the formulas,
formulas, not
not their
their values.
values. ThisThis isis easy.
easy. Just
Just click
clickon
on the
the
Show Formulas
Show Formulas button
buttonin inthe
the Formula
Formula Auditing
Auditing group.
group. (This
(This isis equivalent
equivalent to to aa keyboard
keyboard
shortcut you
shortcut you might
might know:
know: Ctrl-~.)
Ctrl-~.)
Tryit!
Try it! Click
Clickon
onthe
theShow
Show Formulas
Formulas button
button to
to see
see all
allformulas
formulas in
inthe
the model.
model. Then
Then click
click on
on this
this
button again
button again to
to show
show the
the values.
values.
solutely
olutely Unit printing cost $0.10
formulas?
ormulas? Unit mailing cost $0.15
one
one
p. They
They Variable cost of printing and mailing $0.25
p.
ws.
s. Number mailed 100000
formula
formula
Average revenue per order $60
Order fulfillment cost (% of revenue) 60%
Variable cost per order fulfillment $36.00
ents and
ents and
ce
ce Response rate 3%
Trace
race
eRemove
Remove Number of responses 3000
Total Revenue $180,000

hen click
en click Fixed cost of printing $20,000
Total variable cost of printing and mailing $25,000
osts
osts Total variable cost of order fulfillment $108,000
rchasing
chasing
should
should Total cost $153,000
el.
l. Profit $27,000
ng.That
ng. That
an that
an that
e
avebeen
ave been
bad
bad
to the
o the
on the
on the
oard
oard
ck on
ck on this
this
The SUM
The SUM function
function isis used
used so
so often
often to
tosum
sum across
across rows
rows oror columns
columns that
that aa button (the SS
button (the
button) is available to automate the procedure. In fact, this button is on
button) is available to automate the procedure. In fact, this button is on the Home ribbon the Home ribbon
and the
and theFormulas
Formulas ribbon
ribbon (see
(see the
the two
two screenshots
screenshotsto to the
theright).
right).To
To illustrate
illustrateits
its use,
use,
suppose you
suppose you have
have aatable
tableof
of numbers
numbers in in some
somerectangular
rectangular range.
range.You
You want
want the
therow
row sums
sums to
to
appear to
appear tothethe right
rightof
of the
the range,
range, and
and you
you want
want the
thecolumn
columnsums sums to
toappear
appear below
below thethe range.
range.
This isiseasy.
This easy.
To produce
To produce row
row and
and column
columnsums
sums with
with the
the summation
summationbutton:
button:
Selectthe
Select the range(s)
range(s) where
where you
you want
wantthe
the sums
sums to
to appear
appear and
and click
click on
on the
the summation
summation button.
button.
Notethat
Note that ifif you
you select
select multiple
multiple cells,
cells, you
you get
get the
the sums
sums automatically.
automatically. IfIf you
you select
select aa single
single
cell (such
cell (such as as when
whenyou
youhave
have aa single
singlecolumn
columnof of numbers
numbers to
to sum),
sum), you
you will
will be
be shown
shown thethe sum
sum
formula for your approval and you will have to press Enter to actually enter
formula for your approval and you will have to press Enter to actually enter it. Why does it. Why does
Excel do
Excel do itit this
thisway?
way? II have
have no
no idea!
idea!
Notethat
Note that there
dropdown next
next to
to the
the summation
summation button.
button.IfIf you
you want
want aa sum,
sum, click
click
directly on
directly the SS button.
onthe button.Alternately,
Alternately, you
you can
can click
clickon
on the
thedropdown
dropdown for for other
other options,
options,
including Average,
including Average, CountCountNumbers,
Numbers, Max,
Max, and
and Min
Min (see
(see to
to the
the right).
right).
Try it!
Try it! Use
Use the
the summation
summation button
buttonto
to fill
fill in
inthe
therow
row and
and column
columnsums
sums to
tothe
the right.
right.
ee SS 51 94 15 7 167
ribbon
ribbon 37 6 2 41 86
e,, 13 83 29 88 213
w sums
sums to
to
he range.
he range. 73 64 46 32 215
38 11 3 80 132
nn button.
button.
a single
single
nn the
the sum
sum
hy does
hy does
lick
ick
ons,
ns,
Often you
Often you set
setup
up aaspreadsheet
spreadsheet and
and then
then decide
decide that
that you
you would
would rather
rather have
have aa portion
portion of
of itit
transposed. That is, you would like to turn it on its side, so that rows become columns
transposed. That is, you would like to turn it on its side, so that rows become columns and and
vice versa.
vice versa. This
This isissimple
simplewith
with one
one of
of Excels
ExcelsPaste
Pasteoptions.
options.
To transpose
To transpose aa range:
range:
Selectaa range
Select range that
that you
you want
want to
to transpose
transpose and
and press
press Ctrl-c
Ctrl-c to
to copy
copyit.it. Then
Then select
select the
the upper
upper
leftcell
left cell of
of the
the range
range where
whereyou
youwant
want the
thetransposed
transposed version
versionto to go,
go, select
select the
thePaste
Paste
dropdown, and
dropdown, andselect
selectthe
theTranspose
Transposeoption
option(see
(see to
to the
the right).
right).
Make sure
Make sure there
there isis enough
enough room
room for
for the
the transposed
transposed version.
version.For
Forexample,
example, ifif the
the original
original
range has
range has 33 rows
rows and
and55 columns,
columns, the
the transposed
transposedversion
version will
will have
have55 rows
rows and
and33 columns.
columns. IfIf
you select
you select cell
cell D5,
D5, say,
say, as
as the
theupper
upper left
left cell
cell for
for the
the transposed
transposedversion,
version, everything
everythingin in the
the
range D5:F9 will be overwritten by the transposed
range D5:F9 will be overwritten by the transposed version. version.
Try it!
Try it! Transpose
Transpose the
the range
range L5:O8
L5:O8to
to aa range
range with
with upper
upper left
left cell
cell L11.
L11.
tion of itit
on of Sales figures
umns
umns andand
Jan Feb Mar
North 2300 3200 4500
West 4300 3500 4200
he upper
e upper
East 5500 6500 6000
ginal
ginal
umns. IfIf
umns.
in the
n the
Range names
Range namesareareextremely
extremelyuseful
useful for
for making
making your
your formulas
formulas more
more understandable.
understandable. After
After all,
all,
which formula makes more sense: =B20-B21 or =Revenue-Cost? Efficient use
which formula makes more sense: =B20-B21 or =Revenue-Cost? Efficient use of range of range
names takes
names takes some
someexperience,
experience, but
but here
here are
are aafew
few useful
useful tips.
tips.
To create
To create aa range
range name:
name:
Selectaa range
Select range that
that you
you want
want toto name.
name. ThenThentype
type thethe desired
desired range
range name
name in inthe
the upper
upper left
left
name box
name box on
onthe
thescreen.
screen. (This
(This box
box isis just
just above
above the the column
column AA heading.
heading. ItItusually
usually shows
shows
thecell
the cell address,
address, such
such as
as A1,
A1, where
where the
the cursor
cursor is.
is. See
See to
to the
theright.)
right.) Make
Make sure
sureyou youpress
press
Enter after typing the range name; otherwise, the name you type
Enter after typing the range name; otherwise, the name you type won't "stick." won't "stick."
Many useful
Many useful range
range name
name options
options appear
appear in
in the
theDefined
Defined Names
Names group
group onon the
the Formulas
Formulas
ribbon (see
ribbon (see to
to the
theright).
right). For
For example,
example, youyou can
can use
use the
the Define
Define Name
Name option
optiontoto name
name aa
range. Typing the range name in the name box is quicker and more intuitive,
range. Typing the range name in the name box is quicker and more intuitive, but the but thebuttons
buttons
in the
in theDefined
Defined Names
Names group
group give
give you
you many
many more
more options.
options.By
By the
the way,
way, range
range names
names are
are not
not
case sensitive,
case sensitive, so
so that
that Revenue,
Revenue, revenue,
revenue, and
and REVENUE
REVENUE cancan be
be used
used interchangeably.
interchangeably.
Try it!
Try it! Name
Name the
therectangular
rectangular range
range containing
containing the
the numbers
numbersData.
Data.
To manage
To manage range
range names,
names, you
you should
should use
use the
the Name
Name Manager
Manager on
on the
theFormulas
Formulas ribbon.
ribbon. This
This
enables you
enables you to
tomodify
modifyor
or delete
deleteaa range
range name.
name.
To modify
To modify or
or delete
delete aa range
range name:
name:
Selectthe
Select the Name
Name Manager
Manager on on thethe Formulas
Formulas ribbon.
ribbon.This
This shows
shows aalist
list of
of all
all range
rangenames
namesin in
your workbook
your workbook (see
(see to
to the
theright).
right).Click
Click on
onthe
the one
one you
youwant
want to
to modify
modify or or delete.
delete. Then
Then click
click
onEdit
on Editor
or Delete.
Delete. Note
Notethatthatifif you
you click
click on
on Edit,
Edit, you
youcan
canchange
change the
the name
name and/or
and/or the
the range
range
that the name refers
that the name refers to. to.
Try it!
Try it! Rename
Renamethe
theabove
above range
range of
of numbers
numbers as
as MyData.
MyData. Then
Thendelete
deletethe
the MyData
MyData range
range
name.
name.
Suppose you
Suppose you have
havethe
the labels
labels such
suchasas Revenue,
Revenue, Cost,
Cost, and
andProfit
Profit in
in some
some range,
range, and
and you
you
would like
would like the
the adjacent
adjacent cells
cells (which
(which will
will contain
contain the
the values
values of
of revenue,
revenue, cost,
cost, and
and profit)
profit) to
to
have these
have these range
range names.
names.There
There isis aa quick
quick way
wayto
to do
do this.
this.
To create
To create range
range names
names from
from adjacent
adjacent labels:
labels:
Selectthe
Select the range
range consisting
consisting ofof the
thelabels
labels and
and the
the cells
cellstoto be
benamed.
named. Then
Then click
click on
on the
the Create
Create
from Selection button in the Defined Names group on the Formulas ribbon.
from Selection button in the Defined Names group on the Formulas ribbon. In the resulting In the resulting
dialog box,
dialog box, make
makesure
sure the
the appropriate
appropriateoption
option(in(in this
this case,
case, Left
LeftColumn)
Column) isis checked,
checked, and
and click
click
onOK.
on OK.
Excel tries,
Excel tries, usually
usually successfully,
successfully, to
to guess
guess where
where the
thelabels
labels are
are that
that you
you want
wantto
to use
useas
as range
range
names (see
names (seethe
the screenshot
screenshot to
tothe
the right).
right). You
Youcan
canalways
always override
override its
its guess.
guess.
Try it!
Try it! Name
Name the
theranges
ranges P34:P39,
P34:P39, Q34:Q39,
Q34:Q39, and
andso
so on
on according
according to
to the
the labels
labels in
in row
row 33.
33.
names (see
names (seethe
the screenshot
screenshot to
tothe
the right).
right). You
Youcan
canalways
always override
override its
its guess.
guess.
Try it!
Try it! Name
Name the
theranges
ranges P34:P39,
P34:P39, Q34:Q39,
Q34:Q39, and
andso
so on
on according
according to
to the
the labels
labels in
in row
row 33.
33.
Sometimesyou
Sometimes youenter
enter aa formula
formula using
usingcell
cell addresses,
addresses, such
such as
as =B20-B21.
=B20-B21. Later,
Later, you
youname
name
B20as
B20 as Revenue
Revenueand
and B21
B21 as as Cost.
Cost. The
The formula
formula does
does not
not change
changetoto =Revenue-Cost
=Revenue-Cost
automatically. However,
automatically. However, youyou can
can make
make itit change
change (and
(andhence
hence become
become more
more readable)
readable) as
as
follows.
follows.
To apply
To apply existing
existingrange
rangenames
names to
to aaformula:
formula:
Highlight the
Highlight theformula,
formula, and
and select
select Apply
Apply Names
Names from
from the
the Define
Define Name
Namedropdown
dropdown inin the
the
Defined Names
Defined Names group
group (see
(see to
to the
theright).
right).Then
Then highlight
highlightall
all range
rangenames
names that
thatapply
applytoto this
this
formula. (Actually,
formula. (Actually, you
youcan
canhighlight
highlight several
several formulas
formulas and
andapply
applyrange
rangenames
names to
to them
them all
all at
at
once.)
once.)
Tryit!
Try it! You
You should
should now
now have
havethe
therange
rangenames
names UnitsSold
UnitsSoldand
andRevenue
Revenue for
for the
the ranges
ranges
M34:M39 and
M34:M39 and O34:O39.
O34:O39.Apply
Apply these
these to
to the
theSUM
SUM formulas
formulas in
incells
cells M40
M40and
andO40.
O40.
IfIf you
you have
have many
many range
range names,
names, itit isis often
often useful
useful to
to show
show aa list
list of
of them
themand
andthe
the range
range
addresses they
addresses they apply
apply to.
to.
To paste
To paste aa list
listof
of all
all range
range names
names on
on aa worksheet:
worksheet:
Selectaa cell
Select cell with
with plenty
plenty of
of blank
blank space
spacebelow
below it,
it, select
selectthe
the Use
Use in
inFormula
Formula dropdown
dropdownin
inthe
the
Defined Names
Defined Names group,
group, and
and click
clickon
onthe
the Paste
Paste Names
Names option.
option.
Try it!
Try it! Paste
Paste aalist
list of
of all
all range
range names,
names, starting
starting in
in cell
cell P63.
P63.
. After
After all,
all, 71 31 9 69 5
nge
nge 15 74 46 84 27
14 49 25 38 83
40 43 20 75 83
28 72 30 92 75
per left
per left
shows
shows 41 56 90 89 73
press
ress 28 81 43 81 61
ulas
ulas
me
e aa
he buttons
e buttons
s are
are not
not
bly.
ly.
on. This
on. This
mesin
mes in
hen click
en click
he range
e range
nge
nge
you
you Month UnitsSold UnitPrice Revenue
ofit) to
ofit) to Jan 100 $1.25 $125.00
Feb 150 $1.25 $187.50
Mar 200 $1.40 $280.00
Apr 230 $1.40 $322.00
he Create
e Create
resulting
resulting May 200 $1.50 $300.00
, and
and click
click Jun 300 $1.50 $450.00
Totals 1180 $1,664.50
as range
as range
w 33.
w 33.
w 33.
w 33.
name
name
e) as
e) as
nn the
the
to this
o this
em all
em all at
at
ge
e Range names used in this sheet:
wnin
wn inthe
the
Printing Excel
Printing Excel worksheets
worksheets isis easy
easy----well,
well, sort
sort of.
of.IfIf you
you want
want toto print
print aaworksheet,
worksheet, activate
activate itit
and press Ctrl-p. This brings up the dialog box to the right, showing the printer and aa
and press Ctrl-p. This brings up the dialog box to the right, showing the printer and
number of
number of settings.
settings. You
You can
can simply
simply click
click on
on OK
OK and
andhopehope for
for the
thebest.
best.However,
However, asas you
you have
have
probablyexperienced,
probably experienced, the
the printout
printout might
might not
not be
be what
what you
you want.
want.There
There might
might be
betoo
too many
many
pieces of
pieces of paper
paper printed,
printed, and
andthey
theymight
might be
be broken
brokeninto into pages
pages inin an
an unappealing
unappealingway.
way.
You can
You can gain
gain aa lot
lot more
more control
control over
over printing
printingby byfirst
firstvisiting
visitingthe
thePage
Page Setup
Setup dialog
dialogbox.box.You
You
get this
get this dialog
dialog box
box from
from the
the Page
Page Layout
Layout ribbon
ribbon by by clicking
clicking on
on the
the little
little arrow
arrow at
at the
thebottom
bottom
right of
right of the
thePage
Page Setup
Setup group.
group.(You
(You can
cantry
try the
the other
other buttons
buttons in
inthis
this group,
group, but
but II like
like the
the
Page Setup dialog box, which is unchanged from previous versions of
Page Setup dialog box, which is unchanged from previous versions of Excel.) The Page SetupExcel.) The Page Setup
dialog box
dialog box has
has four
four tabs,
tabs, two
two of
of which
whichare
areshown
shown below.
below. Here
Hereare
aresome
some
comments/suggestions.
comments/suggestions.
1.The
1. ThePage
Page tab
taballows
allows you
you toto choose
choose between
between Portrait
Portrait and
andLandscape.
Landscape. In In the
the Scaling
Scaling
section, you
section, you can
canchange
change the the settings
settingstoto get
get aa better
better fit
fitto
to the
the paper.
paper.IfIf II don't
don't have
have too
too much
much
onaa worksheet,
on worksheet, II tend
tend to
to select
selectthe
the "Fit
"Fitto"
to" option
optionand
andletlet everything
everything else
else as as is.
is.Then
Then II am
am
assured that
assured thatmy
my selected
selected Print
Print area
area (see
(see next
next point)
point) will
will be
be printed
printedon
onaa single
single piece
piece of
of
paper.
paper.
2.The
2. TheSheet
Sheet tab
tab lets
lets you
you specify
specify the
thePrint
Print area
area you
you want
wantprinted.
printed.You
You can
canalso
also specify
specify
whether you
whether youwant
want Gridlines
Gridlinesand/or
and/or Row
Row and
and column
columnheadings
headings to
to show.
show.
So experiment
So experimentwith withthese
these (and
(and many
many other
other )) print
printoptions.
options.You
You do
do have
haveaa lot
lotof
of control
controlover
over
what isis printed
what printed and
and how
how itit looks
looks on
on the
the paper.
paper. Save
Savesome
some trees!
trees!
Bythe
By theway,
way, you
you might
might sometimes
sometimesfind
findthat
that certain
certain objects
objects like
liketext
text boxes,
boxes, buttons,
buttons, and
and
arrowsdo
arrows do not
notget
get printed.
printed. To
To remedy
remedy this,
this, right-click
right-click on
on the
the object,
object, select
selectSize
Size and
and
Properties, and
Properties, and click
click on
onthe
the Properties
Properties tab.
tab.This
This contains
contains aa "Print
"Print object"
object" option
option that
that you
you can
can
check or
check or uncheck.
uncheck.
ctivate itit
ctivate
aa
you have
you have
oo many
o many
ay.
y.
box.You
box. You
eebottom
bottom
ee the
the
age Setup
ge Setup
ng
g
oo much
oo much
en II am
en am
ee of
of
ify
ify
ntrol over
trol over
and
and
at you can
t you can
Payment #VALUE!
Note that the PMT function is in the financial category.

In general, it has 5 arguments, but the last two are optional
and aren't needed here. There is a minus sign next to
Principal because it is paid, not received.
Thereare
There aremany
manyuseful
useful functions
functions in
in Excel.
Excel. You
You should
should become
becomefamiliar
familiar with
withthe
theones
ones most
most
useful to you. For example, financial analysts should learn the financial functions. But
useful to you. For example, financial analysts should learn the financial functions. But there there
are aafew
are few that
that everyone
everyone should
should know,
know, and
andthey
they are
are covered
coveredin inthis
this section.
section.
Bythe
By theway,
way, IIcapitalize
capitalize the
the names
names of
ofthese
these functions,
functions, just
just for
for emphasis.
emphasis. However,
However, they
theyare
are
not case sensitive. You can enter SUM or sum, for example, with the same
not case sensitive. You can enter SUM or sum, for example, with the same result. result.
Some of
Some of these
thesefunctions
functions are
are so
so useful
useful that
that Excel
Excel automatically
automaticallyapplies
applies them
them totoselected
selected
ranges (when
ranges (when at at least
leasttwo
two cells
cells are
areselected).
selected). TheTheresults
results are
are displayed
displayedin in the
the status
status bar
bar at
at
the bottom of the screen. If you right-click in any blank space on the status
the bottom of the screen. If you right-click in any blank space on the status bar, you canbar, you can
check the
check the functions
functions youyouwant
want toto be
be visible.
visible.
Try it!
Try it! Highlight
Highlight any
any parts
parts of
of the
the data
datato
to the
theright
right and
and look
look at
atthe
the status
status bar.
bar.
ss most
most Bob Mary Jack
But there
ut there 10 6 5
5 11 7
heyare
hey are 13 10 6
2 15 19
cted
cted 9 5 20
ss bar
bar at
at 18 16 19
u can
can 18 15 1
2 19 10
18 14 6
IfIf you
you havent
havent used
usedthe the ffxxbutton
buttonlocated
located just
just to
to the
the left
left of
of the
theformula
formulabar,
bar, you
you should
should give
give itit
aatry.
try. II like
liketo
to call
call ititthe
the function
function wizard.
wizard. ItIt not
not only
onlylists
lists all
all of
of the
the functions
functions available
available in
in Excel
Excel
(bycategory),
(by category), but but itit also
also leads
leads you
you through
through thethe use
use ofof them.
them.As As an
anexample,
example, suppose
suppose youyou
know there
know thereisis an
an Excel
Excel function
function that
that calculates
calculates payments
payments on on aaloan,
loan, but
butyou
youare
arenot
not sure
sure
what its
what itsname
nameisisoror how
how to to use
useit.
it. You
You could
couldproceed
proceed as as follows.
follows.
To use
To use the
the function
function wizard:
wizard:
Selectaa blank
Select blank cell
cell where
where you
you want
want the
thefunction
function to to go.
go.Press
Pressthe
the ffxx button
buttonand
and click
click on on the
the
category that seems most appropriate (Financial in this case). Scan through the list for aa
category that seems most appropriate (Financial in this case). Scan through the list for
likelycandidate
likely candidate andandselect
selectitit (try
(try PMT).
PMT).At At this
this point
point you
you can
can get
gethelp,
help, or
or you
you can
canpress
press the
the
OK button
OK button and
and enter
enter the
the appropriate
appropriatearguments
arguments for for the
the function
function(interest
(interest rate,
rate, term,
term, and
and
principal, the
principal, thelatter
latter expressed
expressed as asaa negative
negativenumber).
number).
Some people
Some peopleuseuse the
the function
functionwizard
wizard as as aa"crutch"
"crutch" every
everytime
time they
theywant
want totoenter
enter an
an Excel
Excel
function.II don't
function. don'trecommend
recommend thisthis forfor functions
functions you
you know
know well
well because
becauseitit takes
takes more
more time.
time.
However, the
However, thefunction
function wizard
wizard isis great
greatforfor learning
learning how
how to
to use
use functions
functions you
you are
are less
less familiar
familiar
with.
with.
Try it!
Try it! Use
Use the
the function
function wizard
wizardto
to help
help you
you determine
determine the
the function
function in
incell
cell M8.
M8.(Scroll
(Scroll to
tothe
the
right to see the correct formula.)
right to see the correct formula.)
uld give
uld give itit Payments for Mr. Jones, who just bought a new car
e in
in Excel
Excel
se you
se you
t sure
sure Amount financed $15,000
Annual interest rate 8.90%
Term (number of months financed) 36
Monthly payment
on the
on the
for aa
for
ress the
ess the
m, and
m, and
nn Excel
Excel
ee time.
time.
ss familiar
familiar
lll to
tothe
the
Payment $476.30

ncial category.
t two are optional
s sign next to
The SUM
The SUM function
function isis probably
probably the
themost
most used
used Excel
Excel function
function of
ofall.
all. ItItsums
sums all
all values
values in
in one
oneor
or
more ranges.
more ranges.
To use
To use the
the SUM
SUM function:
function:
Enter the
Enter the formula
formula =SUM(range),
=SUM(range), where
where range
range isis any
any range.
range. ThisThis sums
sums the
thenumeric
numeric values
values in
in
therange.
the range. IfIf there
there are
are any
any nonnumeric
nonnumeric or
or blank
blank cells
cells in
in this
this range,
range, they
they are
areignored.
ignored.
Actually, itit isis possible

Actually, possible totoinclude
includemore
more than
than one
one range
range in
in aaSUM
SUM formula,
formula, separated
separated by
by
commas. (This can also be done with the COUNT, COUNTA,
commas. (This can also be done with the COUNT, COUNTA, AVERAGE, MAX, and MIN AVERAGE, MAX, and MIN
functions.) For
functions.) For example,
example, =SUM(B5,C10:D12,Revenues)
=SUM(B5,C10:D12,Revenues) isisallowable allowable (where
(where Revenues
Revenues isis the
the
name for
name for some
some range).
range).TheThe result
result isis the
thesum
sum of
of the
thenumeric
numeric values
values in
in all
all of
of these
theseranges
ranges
combined.Again,
combined. Again, ififany
anycells
cells in
in any
any of
ofthese
theseranges
ranges are
arenonnumeric
nonnumeric or or blank,
blank, they
theyare
are
ignored.
ignored.
Try it!
Try it! Use
Use the
the SUM
SUM function
function in
in cell
cell M12
M12 to
tocalculate
calculatethe
the total
total of
of all
all costs.
costs.
The AVERAGE
The AVERAGE function
function averages
averages all
all of
of the
the numeric
numeric cells
cells in
inaa range.
range.
To use
To use the
the AVERAGE
AVERAGE function:
function:
Enter the
Enter the formula
formula =AVERAGE(range)
=AVERAGE(range) where
where range
range isis any
any range.
range.This
This produces
produces the
theaverage
average
of the
of the numeric
numeric values
values in
in the
the range.
range.
Note that
Note that the
the AVERAGE
AVERAGEfunction
function ignores
ignoreslabels
labels and
and blank
blank cells.
cells. So,
So, for
for example,
example, ifif the
therange
range
C3:C50 includes scores for students on a test, but cells C6 and C32 are blank
C3:C50 includes scores for students on a test, but cells C6 and C32 are blank because these because these
students havent
students havent yet
yet taken
taken the
the test,
test, then
then=AVERAGE(C3:C50)
=AVERAGE(C3:C50) averages
averages only
onlythe
the scores
scoresfor
for
the students
the students who
whotook
took the
the test.
test. (It
(It does
does not
not automatically
automaticallyaverage
averagein in0s
0s for
for the
the two
two who
who
didnttake
didnt take the
the test.)
test.)
Try it!
Try it!Use
Use the
the AVERAGE
AVERAGEfunction
function to
to calculate
calculatethe
the averages
averages in
in cells
cells P21
P21 and
and P24.
P24. (For
(For P24,
P24,
you will
you will have
have to
to replicate
replicate the
the exam
exam scores
scores in
in column
column NN and
and make
makesomesome changes.)
changes.)
in one
in oneor
or Table of costs for units produced in one month (along side)
for use in another month (along top)
Feb Mar Apr May

values in
values in Jan $5,200 $5,800 $3,600 $5,600
d..
Feb $3,000 $5,200 $3,800
by
by Mar $3,500 $6,400
IN
N
es isis the
the Apr $6,100
es
anges
nges
are
are Total cost
Student ID Exam score Average (for students who took the exam)
1533 68
8031 74
average
average 9859 80 Average (giving 0s to students who were absent)
9106 63
herange
he range 3535 72
se these
se these 8192 Absent
resfor
res for 6102 85
oo who
who
6774 70
7558 64
or P24,
r P24, 314 72
9082 81
2397 75
2517 80
2432 73
6016 63
5269 80
4847 88
6537 71
9922 73
4525 71
1491 71
7897 68
4088 82
166 76
7925 75
6405 81
802 76
2931 83
7625 67
2628 67
5417 92
7804 72
3994 69
394 85
8847 78
7855 81
8668 Absent
3738 77
5534 70
6965 71
8863 69
8762 73
6466 60
6100 76
1878 74
5970 67
9691 62
8666 77
4865 91
6198 81
8554 87
6753 76
9574 77
3891 81
8186 Absent
1306 73
6835 83
3136 59
4938 74
4807 74
4421 78
The COUNT
The COUNT function
function counts
counts all
all of
of the
the cells
cells in
in aa range
range with
with numeric
numeric values.
values.The
TheCOUNTA
COUNTA
function counts all nonblank cells in a range. The COUNTBLANK function
function counts all nonblank cells in a range. The COUNTBLANK function counts all counts all blank
blank
cells in
cells inaa range.
range.
To use
To use the
the COUNT
COUNT function:
function:
Enter the
Enter the formula
formula =COUNT(range),
=COUNT(range), where
where range
range isis any
any range.
range.This
This returns
returnsthe
the number
number of
of
numeric values
numeric values in
inthe
therange.
range.
To use
To use the
the COUNTA
COUNTA function:
function:
Enter the
Enter the formula
formula =COUNTA(range),
=COUNTA(range), where
where range
range isis any
any range.
range. This
This returns
returns the
the number
number of
of
nonblank cells
nonblank cellsin
inthe
the range.
range.
To use
To use the
the COUNTBLANK
COUNTBLANKfunction:
function:
Enter the
Enter the formula
formula =COUNTBLANK(range),
=COUNTBLANK(range), where
where range
range isis any
anyrange.
range. This
Thisreturns
returns the
the
number of blank cells in the range.
number of blank cells in the range.
For example,
For example, ifif cells
cells A1,
A1, A2,
A2, and
and A3
A3contain
contain Month,
Month, 1,
1, and
and 2,
2, respectively,
respectively, then
then
=COUNT(A1:A3) returns
=COUNT(A1:A3) returns2,2, whereas
whereas =COUNTA(A1:A3)
=COUNTA(A1:A3) returns
returns 3.
3.
Notethat
Note that Excel
Excel isis aa bit
bitinconsistent
inconsistent in in the
the terms
terms itituses
usesononthe
thestatus
status bar.
bar.IfIf you
youhighlight
highlight aa
range and
range and look
look at
atthe the status
status bar,
bar, ititwill
willshow
show "Count"
"Count" and
and "Numerical
"Numerical Count."
Count." The
The first
first
corresponds to
corresponds toCOUNTA,
COUNTA, and and the
thesecond
second corresponds
corresponds to toCOUNT.
COUNT.
Try it!
Try it! Use
Use the
the COUNT,
COUNT, COUNTA,
COUNTA, and
and COUNTBLANK
COUNTBLANK functions
functions to
to fill
fill in
in cells
cells O4,
O4, O7,
O7, and
and O10.
O10.
UNTA
NTA Student Exam score Number enrolled
blank
blank 1 62
2 73
3 74 Number who took exam
4
mber of
ber of
5 77
6 57 Number who were absent
7 67
mber of
mber of 8 90
9 77
10 83
11 71
he
he 12 75
13 72
14 82
15 68
hlight aa
hlight 16 86
first
rst 17 77
18 68
and O10.
and O10. 19 86
20
21 80
22 81
23 84
24 71
25 76
26 81
27 99
28 72
29 78
30 67
31 89
32 70
33 77
34
35 83
36 74
37 87
38 75
39 86
40 77
41 73
42 74
43 79
44 80
45 77
46 72
47 77
48 71
49 70
50 68
51 79
52 75
53 80
54 73
55 61
56 62
57 68
58 92
59 85
60 77
61 79
62 86
63 83
64 83
65 76
66 89
67 72
68 69
69 66
70 71
71 80
72 61
The MAX
The MAX function
functionreturns
returns the
the largest
largest numeric
numeric value
valuein
in aa range.
range.Similarly,
Similarly, the
the MIN
MIN function
function
returns the smallest numeric value in a range.
returns the smallest numeric value in a range.
To use
To use MAX
MAX and
and MIN
MINfunctions:
functions:
Enter the
Enter the formula
formula =MAX(range)
=MAX(range) or or =MIN(range)
=MIN(range) where
where range
range isis any
any range.
range. These
These produce
produce
theobvious
the obvious results:
results: the
the maximum
maximum (or
(or minimum)
minimum) value
valuein
inthe
therange.
range.
Try it!
Try it! Use
Use the
the MAX
MAX and
and MIN
MIN functions
functions to
to fill
fillin
inthe
the range
range M9:N10.
M9:N10.
Notethat
Note that MAX
MAX andand MIN
MIN work
work only
only on
onnumeric
numeric data.
data. IfIf you
you have
have aalist
listof
of names,
names, you
you might
might
expectMIN
expect MIN and
andMAXMAX totoreturn
return the
thefirst
firstand
and last
last in
in alphabetical
alphabetical order,
order, but
butthey
they don't.
don't. Too
Too
bad! (There
bad! (There are
are two
two other
other functions
functionscalled
calledMAXA
MAXA and and MINA,
MINA, but
but I'm
I'mnotnot sure
surewhy
whyanyone
anyone
would want
would want to
to use
use them.)
them.)
unction
unction Sales rep Allison Baker Jones Miller Smith Taylor
Jan sales $3,700 $2,400 $2,300 $3,000 $3,800 $3,700
Feb sales $2,600 $2,200 $2,400 $2,800 $3,600 $2,300
produce
produce
Min sales Max sales
Jan
Feb
uu might
might
't. Too
't. Too
anyone
anyone
IF functions
IF functions are
are very
very useful
useful for
for performing
performing logic,
logic, and
andthey
theyvary
varyfrom
fromsimple
simple to
to complex.
complex.II will
will
provide a few examples.
provide a few examples.
To enter
To enter aa basic
basic IF
IF function:
function:
Enter the
Enter the formula
formula =IF(condition,expression1,expression2),
=IF(condition,expression1,expression2), where where condition
condition isis any
any condition
condition
that isis either
that either true
true or
or false,
false, expression1
expression1 isisthe
the value
value of
of the
the formula
formula ifif the
the condition
condition isis true,
true,
and expression2
and expression2 isis the
thevalue
value of
of the
the formula
formulaifif the
thecondition
conditionisis false.
false.
AA simple
simpleexample
example isis =IF(A1<5,10,NA).
=IF(A1<5,10,NA).Note Note that
thatifif either
either of
of the
theexpressions
expressions isisaa label
label (as
(as
opposed to
opposed to aa numeric
numeric value),
value), ititshould
should be
be enclosed
enclosed in in double
doublequotes.
quotes.
Try it!
Try it! Enter
Enter appropriate
appropriate IF
IF formulas
formulas in
in columns
columns CCand
and D.
D.(Scroll
(Scroll to
to the
theright
right to
to see
seethe
the
answer.)
answer.)
Sometimes IF
Sometimes IF functions
functions are
are nested.
nested. For
For example,
example, there
theremight
might be
be three
three possibilities,
possibilities,
dependingon
depending on whether
whether thethevalue
value in
in cell
cell A1
A1isis negative,
negative, zero,
zero, or
or positive.
positive.AA nested
nested IFIF formula
formula
can then
can then be
beused
usedasas follows.
follows.
To use
To use nested
nested IF
IF functions:
functions:
Enter the
Enter the formula
formula =IF(condition1,expression1,IF(condition2,expression2,expression3)).
=IF(condition1,expression1,IF(condition2,expression2,expression3)). IfIf
condition1 is true,
condition1 is true, the the relevant
relevant value
valueisis expression1.
expression1. Otherwise,
Otherwise, condition2
condition2 isis checked.
checked. IfIf itit isis
true, the
true, therelevant
relevantvalue
expression2.Otherwise,
Otherwise, the
the relevant
relevant value
expression3.
Anexample
An example isis =IF(A1<0,10,IF(A1=0,20,30)).
=IF(A1<0,10,IF(A1=0,20,30)).Suppose
Supposethisthis formula
formula isis entered
entered in
in cell
cellB2.
B2. Then
Then
if A1 contains a negative number, B2 contains 10. Otherwise, if A1 contains 0, B2
if A1 contains a negative number, B2 contains 10. Otherwise, if A1 contains 0, B2 contains contains
20. Otherwise
20. Otherwise (meaning
(meaning that
thatA1
A1 must
must contain
contain aa positive
positivevalue),
value), B2
B2 contains
contains 30.
30.
Try it!
Try it! Use
Use aanested
nested IF
IF function
function to
to fill
fill in
in the
the grades
grades in
in column
column C.
C. (Scroll
(Scroll to
to the
theright
right to
to see
see the
the
answer.)
answer.)
Sometimesmore
Sometimes more complex
complex conditions
conditions (AND/OR
(AND/OR conditions)
conditions) are
areuseful
useful in
in IF
IF functions.
functions.These
These
arenot
are not difficult
difficult once
once you
you know
know the
the syntax.
syntax.
To use
To use an
anAND
AND condition
condition in
in an
anIF
IF function:
function:
Enter the
Enter theformula
formula =IF(AND(condition1,condition2),expression1,expression2).
=IF(AND(condition1,condition2),expression1,expression2).This This results
results in
in
expression1 if both condition1 and condition2 are true. Otherwise, it results in expression2.
expression1 if both condition1 and condition2 are true. Otherwise, it results in expression2.
Notethe
Note the syntax.
syntax.The
Thekeyword
keyword AND
ANDisis followed
followedbybythe
the conditions,
conditions, separated
separated by
by aacomma
comma
andenclosed
and enclosed within
within parentheses.
parentheses.Also,
Also, note
note that
that more
more than
than two
two conditions
conditions could
couldbebe
included in the AND, all separated by commas.
included in the AND, all separated by commas.
Tryit!
Try it! Use
Useanan IF
IF function
functionwith
with an
anAND
ANDcondition
condition to
tofill
fill in
in the
thebordered
bordered range.
range.(Scroll
(Scroll to
to the
the
right to
right to see
see the
thecorrect
correct answer.
answer. Make
Make sure
sure you
you use
usedouble
double quotes
quotes for
for labels.)
labels.)
Tryit!
Try it! Use
Useanan IF
IF function
functionwith
with an
anAND
ANDcondition
condition to
tofill
fill in
in the
thebordered
bordered range.
range.(Scroll
(Scroll to
to the
the
right to
right to see
see the
thecorrect
correct answer.
answer. Make
Make sure
sure you
you use
usedouble
double quotes
quotes for
for labels.)
labels.)
To use
To use an
anOR
OR condition
condition in
in an
anIF
IF function:
function:
Enter the
Enter the formula
formula =IF(OR(condition1,condition2),expression1,expression2).
=IF(OR(condition1,condition2),expression1,expression2). This This results
results in
in
expression1 ifif either
expression1 either condition1
condition1 or
or condition2
condition2 isistrue
true (or
(or ifif both
bothare
are true).
true).Otherwise,
Otherwise, itit
results in
results in expression2.
expression2.
Again, more
Again, morethan
than two
two conditions
conditions could
couldbe
be included
included in
in the
the OR.
OR.
Try it!
Try it! Use
Use anan IF
IF function
function with
with an
an OR
ORcondition
condition to
tofill
fill in
in the
the bonuses
bonuses in
in column
column F.F. (Scroll
(Scroll to
to
theright
the right to
to see
see the
the answer.)
answer.)
plex.II will
plex. will For each product, if the end inventory is less than or equal to 50 units,
enough units are ordered to bring stock back up to 200; otherwise, no
units of that product are ordered
condition
ondition Product End inventory Order placed (yes or no)? # of units ordered
ss true,
true,
1 100
2 40
bel (as
bel (as 3 20
4 70
he
he
, Each student gets an A (if score is 90 or above), S for satisfactory (if score
F formula
formula if 60 or above but less than 90) or U for unsatisfactory if score is below 60
Student Score Grade

1 70
n3)). IfIf
n3)).
ked.
ed. IfIf itit isis 2 95
3.. 3 55
4 80
B2. Then
B2. Then
ontains
ntains 5 60
6 90
oo see
see the
the
ns. These
s. These Investor sells stock only if its price has gone up three consecutive days
(including the current day)
Day Price change Sell (yes or no)?

results in
results in 1 Up
ression2.
ession2.
2 Down
omma
mma 3 Up
be
be 4 Up
5 Up
lll to
to the
the 6 Down
lll to
to the
the
Any student who scores at least 95 on any of the exams gets a bonus
which is 1% of their total score.
esults in
sults in
e, itit
e,
Student Exam 1 Exam 2 Exam 3 Exam 4 Bonus
1 87 83 83 80
2 77 72 74 97
croll to
roll to 3 80 95 79 75
4 82 87 96 88
5 78 94 81 79
6 75 83 80 72
Lookuptables
Lookup tables are
are useful
useful when
when youyou want
want to to compare
compare aa particular
particular value
value to
toaa set
set of
of values,
values,
and depending on where your value falls, assign a given answer. For example,
and depending on where your value falls, assign a given answer. For example, you might you might
have aatax
have tax table
tablethat
thatshows,
shows, for
for any
any gross
gross adjusted
adjusted income,
income, what
what the
thecorresponding
corresponding tax taxis.
is.
Thereare
There aretwo
two versions
versionsof
of lookup
lookup tables,
tables, vertical
vertical (VLOOKUP)
(VLOOKUP) andand horizontal
horizontal (HLOOKUP).
(HLOOKUP).
Becausethey
Because theyare
arevirtually
virtuallyidentical
identical except
except that
that vertical
vertical goes
goes down
down and
and horizontal
horizontal goes
goes
across, I will discuss only the VLOOKUP function. Besides, VLOOKUP appears
across, I will discuss only the VLOOKUP function. Besides, VLOOKUP appears to be used to be used
much more
much more frequently
frequently than
than HLOOKUP.
HLOOKUP.
The VLOOKUP
The VLOOKUP function
functiontakes
takes three
threearguments
arguments plus
plus an
anoptional
optional fourth
fourthargument:
argument: (1)(1) the
the
value to be compared, (2) a lookup table, with the values to be compared
value to be compared, (2) a lookup table, with the values to be compared against always in against always in
the leftmost
the leftmost column,
column, andand (3)
(3) the
thecolumn
columnnumber
number of
of thethelookup
lookup table
tablewhere
where you
you find
find the
the
answer; and
answer; and (4)
(4) TRUE
TRUE oror FALSE
FALSE(which
(which isis TRUE
TRUE by
bydefault
default ifif omitted).
omitted).Because
Because the
the
VLOOKUP function
VLOOKUP functionisisoften
oftencopied
copieddown
down aa column,
column, itit isis usually
usuallynecessary
necessarytoto make
make thethe
second argument an absolute reference. This can be accomplished
second argument an absolute reference. This can be accomplished by giving the lookupby giving the lookup
table aarange
table range name
name suchsuch as
asLookupTable
LookupTable(range(rangenames
names are arealways
always treated
treated as
as absolute
absolute
references), but
references), but aa range
range name
name isis not
notnecessary.
necessary.
The most
The mostcommon
common use useof
of aalookup
lookup table
tableisiswhen
when thethe values
values in
in the
thefirst
firstcolumn
column(the (the
comparison column)
comparison column) are aresorted
sorted inin ascending
ascendingorder.order.(Then
(Thenthethe fourth
fourth argument
argument can can be
be
omitted.) Lets
omitted.) Lets say
say you
you want
want toto assign
assign letter
letter grades
grades toto students
students based
basedon onaa straight
straightscale:
scale:
below 60,
below 60, an
an F:
F: at
at least
least 60
60butbut below
below 70, 70, aa D;
D; at
at least
least 70
70but
but below
below 80,80, aa C;
C; at
at least
least 80
80but
but
below 90, a B; and 90 or above, an A. The example to the right shows
below 90, a B; and 90 or above, an A. The example to the right shows how you would set how you would set
this up.
this up. The
The comparison
comparison columncolumn in in the
thelookup
lookup table
tablestarts
startsatat00 (the
(the lowest
lowest grade
grade possible),
possible),
then records
then recordsthethe cutoff
cutoff scores
scores 6060through
through 90. 90.
The formula
The formula inin cell
cell N4
N4 isis =VLOOKUP(M4,$P$4:$Q$8,2),
=VLOOKUP(M4,$P$4:$Q$8,2), which which isis copied
copieddowndown column
columnN. N.
This formula
This formulacompares
compares the the value
valueinin M4
M4 (67)
(67) to tothe
the values
values in
in column
column PP andand chooses
chooses the
the
largest value
largest value less
less than
than oror equal
equal to
to it.
it.This
This isis 60.
60. Then
Then because
because thethe last
last argument
argument in
in the
the
VLOOKUP function
VLOOKUP functionisis2, 2, the
the score
score reported
reportedin inN4
N4 comes
comes from
fromthe the second
second column
column of
of the
the
lookup table next to 60, namely,
lookup table next to 60, namely, D. D.
To use
To use aa VLOOKUP
VLOOKUP function:
function:
Create aalookup
Create lookup table
table with
with at
at least
leasttwo
twocolumns,
columns, where
where the
the values
values in
in the
the left
left column
column are
are in
in
ascending order. Then enter the formula =VLOOKUP(value,lookup table,column
ascending order. Then enter the formula =VLOOKUP(value,lookup table,column #), as #), as
described above.
described above.
Try it!
Try it! Enter
Enter aalookup
lookup table
tablein incolumns
columnsPP andandQ, Q, and
andVLOOKUP
VLOOKUP functions
functions inincolumn
column N. N.
Assume there is a quantity discount pricing scheme: for orders less
Assume there is a quantity discount pricing scheme: for orders less than 300 units, the than 300 units, theunit
unit
priceisis $3;
price $3; for
for orders
orders of
of at
at least
least 300
300units
units but
but less
less than
than 400,
400, the
theunitunitprice
price isis $2.50;
$2.50; for
for
ordersof
orders of 400
400 units
units or
or more,
more, thethe unit
unit price
price isis $2.
$2. (Scroll
(Scroll to
to the
the right
right to
to see
see the
the answer.)
answer.)
There are
There are times
times where
where the
the first
first column
column of of the
the lookup
lookup table
table are
are not
not sorted
sorted in
in ascending
ascending
order. This
order. This isisstill
still allowable,
allowable, but
but then
then you
you need
need to to include
include the
the fourth
fourth argument
argument with
withvalue
value
FALSE in
FALSE in the
theVLOOKUP
VLOOKUP function.
function.In In this
this case,
case, VLOOKUP
VLOOKUPwill will look
look for
for an
an exact
exact match
match and
and will
will
return an
return anerror
error ifif doesnt
doesntfind
find ananexact
exact match.
match.
Try it!
Try it!Use
Use aaVLOOKUP
VLOOKUP function
function in
incolumn
columnNN to
to find
find the
the gradepoints
gradepointsfor
for each
each student.
student.
Note that
Note that the
the grades
grades in
in column
column PPof
of the
thelookup
lookuptable
tableare
arein
in the
thenatural
naturalorder,
order, but
but they
theyare
are
There are
There are times
times where
where the
the first
first column
column of of the
the lookup
lookup table
table are
are not
not sorted
sorted in
in ascending
ascending
order. This is still allowable, but then you need to include the fourth
order. This is still allowable, but then you need to include the fourth argument with argument withvalue
value
FALSE in
FALSE in the
theVLOOKUP
VLOOKUP function.
function.In In this
this case,
case, VLOOKUP
VLOOKUPwill will look
look for
for an
an exact
exact match
match and
and will
will
return an
return anerror
error ifif doesnt
doesntfind
find ananexact
exact match.
match.
Try it!
Try it!Use
Use aaVLOOKUP
VLOOKUP function
function in
incolumn
columnNN to
to find
find the
the gradepoints
gradepointsfor
for each
each student.
student.
Note that
Note that the
the grades
grades in
in column
column PPof
of the
thelookup
lookuptable
tableare
arein
in the
thenatural
naturalorder,
order, but
but they
theyare
are
not in
not in Excels
Excels A-Z
A-Z sort
sort order.
order. Therefore,
Therefore, FALSE
FALSE must
must be
beentered
enteredasas the
the fourth
fourth argument
argument inin
the VLOOKUP
the VLOOKUP function.
function.
alues,
alues, Student Score Grade Lookup table
u might
u might 1 67 D 0 F
gg tax
taxis.
is.
2 72 C 60 D
KUP).
UP).
oes
oes 3 77 C 70 C
used
used 4 70 C 80 B
5 66 D 90 A
1)) the
the 6 81 B
always
lways in in 7 93 A
nd the
nd the
e 8 59 F
he
he 9 90 A
okup
okup
ute
ute
be
be
scale:
scale:
80but
80 but
uld set
ld set
ossible),
ssible),
mnN.
mn N.
the
the
the
he
f the
the
Order # Units sold Total cost

1 373
mn
n areare in
in
),, as
as 2 475
3 459
4 441
N.
N.
theunit
the unit 5 238
; for
for 6 349
wer.)
er.) 7 344
8 203
ding
ding Student Grade Gradepoints Grade Gradepoints
hhvalue
value Adams B A 4
h and
and will
will
nt.
nt.
tthey
theyare
are
ding
ding
h value
h value
h and
and will
will
Davis A- A- 3.7
Edwards C+ B+ 3.3
nt.
nt. Johnson B- B 3
tthey
theyare
are Myers B+ B- 2.7
ment in
ent in Smith A C+ 2.3
Thomson C C 2
C- 1.7
Total cost Lookup table
$932.50 0 $3.00
$950.00 300 $2.50
$918.00 400 $2.00
$882.00
$714.00
$872.50
$860.00
$609.00
Thereare
There areaa number
number ofof math
math functions
functions you
youmight
might find
finduseful.
useful.II will
will list
list aafew
few of
of the
the most
most
common ones here. For more technical math functions, click on the f button and
common ones here. For more technical math functions, click on the fxx button and browse browse
theMath
the Mathand
and Trig
Trigcategory.
category.
The INT
The INT function
function takes
takes aadecimal
decimal value
value and
and returns
returns anan integer
integer byby "chopping
"chopping off"
off"the
the decimal.
decimal.
Moreexactly,
More exactly, ititreturns
returns the
theinteger
integer just
just to
tothe
the left
leftof
of the
the given
given decimal
decimal number
number on on the
the
number line.
number line. ItItdoes
does not
not round
round to
tothe
the nearest
nearest integer.
integer. To
To use
use it:
it:
Enter the
Enter the formula
formula =INT(value),
=INT(value), where
where value
value isis aanumber
number or
or aareference
reference to
toaa cell
cell with
with aa
number.
number.
Try it!
Try it! In
Inrow
row 8,
8, apply
apply the
the INT
INT function
function to
tothe
the numbers
numbers in
in row
row 7.
7.
The ROUND
The ROUND function
function rounds
rounds aa value
value to
to the
the number
number of
of decimals
decimals you
you specify.
specify. To
To use
use it:
it:
Enter the
Enter the formula
formula =ROUND(value,decimals),
=ROUND(value,decimals), where where value
value isis aanumber
number or or aareference
reference to toaa
cell with
cell withaa number,
number, and and decimals
decimals indicates
indicates the
the number
number ofof decimal
decimal places
places to to round
round to.
to. IfIf
decimals isis 0,
decimals 0, itit rounds
rounds to
to the
the nearest
nearest integer.
integer. IfIf decimals
decimals isis positive,
positive, itit rounds
rounds to to this
this many
many
decimals.IfIf decimals
decimals. decimals isis negative,
negative, itit rounds
roundstoto the
thenearest
nearest ten
ten(decimals=-1),
(decimals=-1), the the nearest
nearest
hundred (decimals=-2),
hundred (decimals=-2), the the nearest
nearestthousand
thousand (decimals=-3),
(decimals=-3), and and so
so on.
on.
Try it!
Try it!In
In row
row 18,
18, apply
applythe
the ROUND
ROUNDfunction
function to
to the
thenumbers
numbers in
in row
row 16,
16, using
using the
the decimals
decimals
values in
values in row
row 17.
17.
TheABS
The ABS function
function returns
returns the
theabsolute
absolute value
value of
of aanumber.
number. To
Touse
use it:
it:
Enter the
Enter theformula
formula =ABS(value),
=ABS(value), where
where value
value isis aa number
number or
or aa reference
reference to
to aa cell
cell with
with aa
number.
number.
Tryit!
Try it! In
In row
row 27,
27, apply
apply the
theABS
ABS function
function to
to the
thenumbers
numbers in
in row
row 26.
26.
The SQRT
The SQRT function
function returns
returns the
the square
square root
root of
of aa number.
number. To
Touse
use it:
it:
Enter the
Enter the formula
formula =SQRT(value),
=SQRT(value), where
where value
value isis aanumber
number or
or aa reference
reference to
to aa cell
cell with
with aa
number. If value is negative, this returns an error.
number. If value is negative, this returns an error.
Try it!
Try it! In
Inrow
row 34,
34, apply
apply the
the SQRT
SQRT function
function to
to the
the numbers
numbers in
inrow
row 33.
33.
The LN
The LN function
function returns
returns the
the natural
natural logarithm
logarithmof
of aa number.
number.To
To use
use it:
it:
Enter the
Enter the formula
formula =LN(value),
=LN(value), where
where value
number oror aa reference
referenceto
to aacell
cell with
withaa
number. IfIf value
number. value isiszero
zero or
or negative,
negative, this
this returns
returns anan error.
error.
Try it!
Try it!In
In row
row 41,
41, apply
applythe
the LN
LN function
functionto
to the
the numbers
numbers in
inrow
row 40.
40.
Note: There
Note: There isis also
alsoaa LOG10
LOG10function,
function, which
whichreturns
returns the
thelog
logto
to the
the base
base 10
10that
thatyou
youmight
might
have learned
have learned in inhigh
high school.
school.There
There isis also
also aa LOG
LOG function,
function, where
where you
you can
can supply
supplythe
the base.
base.
But LN tends to be used in most real applications.
But LN tends to be used in most real applications.
Enter the formula =LN(value), where value is a number or a reference to a cell with a
number. IfIf value
number. value isiszero
zero or
or negative,
negative, this
this returns
returns an
an error.
error.
Try it!
Try it!In
In row
row 41,
41, apply
applythe
the LN
LN function
functionto
to the
the numbers
numbers in
inrow
row 40.
40.
Note: There
Note: There isis also
alsoaa LOG10
LOG10function,
function, which
whichreturns
returns the
thelog
logto
to the
the base
base 10
10that
thatyou
youmight
might
have learned
have learned in inhigh
high school.
school.There
There isis also
also aa LOG
LOG function,
function, where
where you
you can
can supply
supplythe
the base.
base.
But LN
But LN tends
tends toto be
be used
used in
in most
most real
real applications.
applications.
The EXP
The EXPfunction
function returns
returns the
the exponential
exponential function
function of
of aanumber.
number.That
That is,
is,ififyou
youapply
applyEXP
EXP to
to
somenumber
some number x,x, the
the result
result isis the
thespecial
special number
number eeto to the
thepower
power x,x, where
whereee isis approximately
approximately
2.718.In
2.718. In math
math books,
books, youyou see
see this
this written
written as
aseexx..
ItItturns
turns out
outthat
thatEXP
EXP and
and LN
LN are
are"inverses"
"inverses" of
of one
one another.
another. IfIf you
you start
start with
with aanumber
number xxand
and
take EXP
take EXPof
of it,
it, and
andthen
then take
take LN
LN of
of the
theresult,
result, you
you end
endup
up with
withx.x.
To use
To use the
the EXP
EXP function:
function:
Enter the
Enter the formula
formula =EXP(value),
=EXP(value), where
where value
number or
or aa reference
reference to
to aa cell
cell with
with aa
number.
number.
Try it!
Try it! In
Inrow
row 52,
52, apply
apply the
the EXP
EXPfunction
function to
to the
the numbers
numbers ininrow
row 51.
51. Then
Then ininrow
row 53,53, apply
apply the
the
LN function
LN function to to the
thenumbers
numbers in in row
row 52.
52.Note
Note that
thatthe
the value
value you
you get
get in
incell
cell L52
L52 isis e.
e.
The SUMSQ
The SUMSQfunction
functionreturns
returns the
the sum
sumof
of squares
squares of
of numbers.
numbers.To
To use
useit:
it:
Enter the
Enter the formula
formula =SUMSQ(range),
=SUMSQ(range), where
where range
range isis any
any range
range of
of numbers.
numbers.
Try it!
Try it! In
Incell
cell Q65,
Q65, calculate
calculatethe
the sum
sum of
of squares
squaresof
of the
the numbers
numbers to
to its
its left.
left.
The RAND
The RAND function
function returns
returns aa random
random number
number uniformly
uniformly distributed
distributed between
between00 and
and 1.
1.That
That
is, the random number is just as likely to be near any number between from 0 to 1
is, the random number is just as likely to be near any number between from 0 to 1 as to any as to any
other number
other number between
between 00 andand 1.1.To
To use
use it:
it:
Enter the
Enter the formula
formula =RAND().
=RAND(). This
This isis aa function
function with
with no
noarguments
arguments(nothing
(nothing inside
inside the
the
parentheses), but the parentheses must be included.
parentheses), but the parentheses must be included.
Youcan
You canenter
enter this
this formula
formulain
in as
as many
manycells
cells as
as you
you like,
like, and
and each
eachwill
will have
haveaa different
different
random number.
random number. Also,
Also, these
these numbers
numbers are
are "live."
"live." IfIf you
you press
press the
the recalc
recalc (F9)
(F9) key,
key, they
they will
will all
all
change.
change.
Try it!
Try it!Enter
Enter the
the RAND
RAND function
functioninin cell
cell L72
L72and
andcopy
copy itit to
tosome
some range.
range. Then
Thenpress
pressthe
the F9
F9key
key
aa few
few times
times and
andwatch
watch the
the random
random numbers
numberschange.
change.
Until Excel
Until Excel 2007,
2007, the
theRAND
RANDfunction
function was
was the
the only
only function
function for
for generating
generating random
random numbers.
numbers.
Fortunately, another very useful function, RANDBETWEEN, was added in Excel 2007. ItIt takes
Fortunately, another very useful function, RANDBETWEEN, was added in Excel 2007. takes
two integer
two integer arguments
arguments and andgenerates
generates aa random
random integer
integer between
betweenthese
thesetwo
two values
values
(inclusive) so
(inclusive) sothat
thatall
all of
of the
the possibilities
possibilities are
are equally
equally likely.
likely. To
To use
use it:
it:
Enter the
Enter the formula
formula =RANDBETWEEN(min,max),
=RANDBETWEEN(min,max), where
where min
min and
and max
max are
aretwo
two integers
integers (with
(with
min less
min less than
than max).
max).
Try it!
Try it! Generate
Generaterandom
randomrolls
rolls of
of aadie
die (1
(1 to
to 6)
6) in
in several
several cells
cells to
to the
the right.
right.Then
Then press
pressthe
the F9
F9
key to see how they change randomly.
key to see how they change randomly.
two integer arguments and generates a random integer between these two values
(inclusive) so
(inclusive) sothat
thatall
all of
of the
the possibilities
possibilities are
are equally
equally likely.
likely. To
To use
use it:
it:
Enter the
Enter the formula
formula =RANDBETWEEN(min,max),
=RANDBETWEEN(min,max), where
where min
min and
and max
max are
aretwo
two integers
integers (with
(with
min less than max).
min less than max).
Try it!
Try it! Generate
Generaterandom
randomrolls
rolls of
of aadie
die (1
(1 to
to 6)
6) in
in several
several cells
cells to
to the
the right.
right.Then
Then press
pressthe
the F9
F9
key to
key to see
see how
how they
they change
change randomly.
randomly.
most
most
browse
rowse
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arest
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ith
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Payment $0.00

Nothingtells
Nothing tells aastory
storybetter
betterthan
than aawell-designed
well-designed chart,
chart, and
and Excel
Excel provides
provides many,
many, many
many
charting possibilities. In fact, whole books have been devoted to Excel charts.
charting possibilities. In fact, whole books have been devoted to Excel charts. I can't hopeI can't hope to
to
cover all
cover all of
of the
the possibilities
possibilities here,
here, but
butII can
can illustrate
illustrate how
how to
to create
create basic
basic charts
charts quickly
quickly and
and
easily.
easily.
IfIf you
you have
have created
created aalot
lot of
of charts
charts in
inExcel
Excel 2003,
2003, but
but you
youare
arenew
new to
toExcel
Excel 2007,
2007, you
you will
will see
see
somesignificant
some significantchanges.
changes.The Themost
most important
importantare
arelisted
listed below.
below.
1.To
1. To create
create aachart,
chart, use
use the
the Insert
Insert ribbon.
ribbon.ItIt has
has aaCharts
Charts group
groupwith
with buttons
buttons for
for Column,
Column,
Line, Pie, Bar, Area, Scatter, and Other Charts. Each button has a dropdown for the
Line, Pie, Bar, Area, Scatter, and Other Charts. Each button has a dropdown for the various various
subtypes.
subtypes.
2.Once
2. Once you
you have
have aachart
chartand
and then
then select
selectitit(that
(that is,
is, click
clicksomewhere
somewhereon on it),
it), you
you get
get three
three
new Chart Tools tabs: Design, Layout, and Format (see below). The corresponding
new Chart Tools tabs: Design, Layout, and Format (see below). The corresponding ribbons ribbons
have plenty
have plenty of
of buttons
buttons for
for modifying
modifying ananexisting
existing chart.
chart.Probably
Probably the
themost
mostimportant
importantof of these
these
isis the
the Select
Select Data
Data button
button ononthe
the Design
Design ribbon,
ribbon, which
which letslets you
youedit
edit the
the data
datarange(s)
range(s) the
the
chart isis based
chart based on.
on.OfOf course,
course, you
you can
canexperiment
experimentwith with thethe other
other buttons,
buttons, and
andyouyoucan
can also
also
experiment by right-clicking on various parts of a chart to see the
experiment by right-clicking on various parts of a chart to see the possibilities. possibilities.
You could
You couldspend
spendaa lot
lot of
of time
time reading
reading thick
thick chapters
chapters oror even
even entire
entirebooks
books on
onExcel
Excel charts,
charts,
but ititisis better
but better to
to experiment
experiment on on your
your own.
own. You
You can
can learn
learnaa lot
lot by
bymodifying
modifying ananexisting
existing chart
chart
in various ways. You might not learn some of the esoteric tools this way, but
in various ways. You might not learn some of the esoteric tools this way, but you will learn you will learn
thetools
the tools youyou use
usemost
most often.
often.
any
any
't hope to
t hope to
ckly and
kly and
uu will
will see
see
olumn,
lumn,
various
various
three
three
ribbons
ibbons
nt
t ofof these
these
s)) the
the
can also
an also
charts,
charts,
ting chart
ting chart
ill learn
ll learn
Probablythe
Probably the easiest
easiestway
way to
to create
create aachart,
chart, based
basedonon aagiven
givendata
data set,
set, isis to
to highlight
highlight at
at least
least
part of the data set, including the data to be charted and the labels for the horizontal axis, ifif
part of the data set, including the data to be charted and the labels for the horizontal axis,
any, and
any, and select
selectone
one of
of the
thechart
chart types
types from
fromthe
the Insert
Insert ribbon.
ribbon. You
You will
will almost
almost certainly
certainly want
want
tomodify
to modify the theresulting
resulting chart,
chart, but
butthis
this at
atleast
least gives
gives you
you aagood
good start.
start.
The example
The example to tothe
the right
rightisis typical.
typical.II want
wantaa column
column chart
chart of
of monthly
monthlysales,
sales, so
so II highlighted
highlighted
theentire
the entiredata
data range,
range, L3:M15
L3:M15 (including
(includingthethelabels
labels in
in row
row 3),
3), and
and selected
selectedaa column
column chart
chart
(of the
(of the first
first subtype)
subtype) from
from the
the Insert
Insert ribbon.
ribbon. The
The only
only change
change IImade
madeto to the
thechart
chartwaswas to
to
delete the
delete thelegend.
legend. Excel
Excel guessed,
guessed, correctly,
correctly, that
that IIwanted
wanted to tochart
chart one
one series,
series,Sales,
Sales,and
and that
that
II wanted
wantedthe the dates
dates in
in column
columnLL to to be
beused
used as
as labels
labels for
for the
thehorizontal
horizontalaxis.
axis.
Here isis another

Here another example.
example. IIhave
have monthly
monthlysalessales of
of two
two products,
products, and and II want
want aa line
line chart
chart that
that
contains both series. I highlighted the entire data range, L19:N31, and
contains both series. I highlighted the entire data range, L19:N31, and selected a line chartselected a line chart
with markers
with markers from
from the
the Insert
Insertribbon.
ribbon. This
This time,
time, the
the legend
legend isis appropriate,
appropriate, so so II kept
kept it.
it.
However, there
However, therewas
was nono title
title above
above thethechart,
chart, so
soII added
added oneone (from
(fromthethe Chart
Chart Tools
Tools Layout
Layout
ribbon).Note
ribbon). Notethat
that the
the horizontal
horizontal axis
axis titles
titles are
are vertical
vertical by
bydefault.
default.IfIf you
you would
would rather
rather havehave
them at an angle, right-click on the horizontal axis and select to format
them at an angle, right-click on the horizontal axis and select to format the alignment of the alignment of the
the
axis labels.
axis labels.
The most
The most important
importantconcept
concept in in charts
charts isis aa series.
series. Every
EveryExcel
Excel chart
chartcontains
contains one
oneor or more
more
series. In the first chart above, there is one series, Sales. In the second
series. In the first chart above, there is one series, Sales. In the second chart, there are chart, there are two
two
series, Sales1
series, Sales1 andand Sales2.
Sales2. Typically,
Typically, each
each series
series isis aa column
column of of data,
data, with
withaa label
label atat the
thetop,
top,
althoughseries
although series arearesometimes
sometimes in in rows,
rows, asas ininthe
theexample
exampleto to the
theright
right (which
(whichisis simply
simply the
the
transposeof
transpose of the
the example
example above).
above).Again,
Again, II highlighted
highlighted the the entire
entire data
data range
range in
inrows
rows 35-37
35-37
and inserted
and inserted aaline
linechart.
chart. Excel
Excel guessed,
guessed, correctly,
correctly, that
thatmy
my data
dataseries
series were
were in
in rows,
rows, not
not
columns. But
columns. But what
whatifif ititmakes
makes the
the wrong
wrongguess?
guess?See See the
the example
example below.
below.
Thedata
The datasetsettoto the
the right
right contains
contains sales
sales data
dataforfor 44 products
products in
in 66 regions.
regions. IIhighlighted
highlighted thethe
entiredata
entire data range,
range, L53:P59,
L53:P59, and
and inserted
inserted aa line
line chart.
chart.What
What are
arethe
theseries?
series? By
By default,
default, Excel
Excel
created aaline
created linefor
for each
each product,
product, with
with the
the region
region lables
lableson
on the
thehorizontal
horizontal axis.
axis. That
Thatis,
is, itit
guessed that
guessed that the
the columns
columns areare the
the series.
series.Suppose
Supposeyou you would
would rather
rather have
have the
the rows
rows as
as thethe
series, that is, you would rather have a line for each region.
series, that is, you would rather have a line for each region. This is easy.This is easy.
To switch
To switch the
the roles
roles of
of rows
rows and
and columns:
columns:
Click anywhere
Click anywhere on
onthe
the chart
chart and
and click
click on
on the
the Switch
Switch Row/Column
Row/Column button
button on
on the
theChart
Chart Tools
Tools
Design ribbon.
Design ribbon.
Try it!
Try it!Create
Createaa column
column chart
chart (of
(of the
thefirst
firstsubtype)
subtype) for
for the
thedata
data to
to the
the right,
right, where
whereeach
each
series corresponds
series corresponds to
to aaproduct.
product.
Sometimes you
Sometimes you change
change your
your mind
mind and
andwant
want to
to have
have another
another chart
chart type.
type.
To change
To changethe
the chart
chart type:
type:
Click anywhere
Click anywhere on
on the
the chart
chart and
and click
click on
on the
the Change
Change Chart
Chart Type
Type button
button on
on the
theChart
ChartTools
Tools
Design ribbon.
Design ribbon.
Try it!
Try it!Change
Change the
thecolumn
columnchart
chartyou
youjust
just created
created to
to aa line
line chart.
chart.Make
Make sure
sureeach
each series
series still
still
corresponds to
corresponds to aaproduct.
product.
Byhighlighting
By highlighting the
the appropriate
appropriate data
dataand
and then
then inserting
inserting aachart,
chart, you
you usually
usuallyget
get what
what you
you
want. But suppose you create a chart and it doesn't chart the right data. You can
want. But suppose you create a chart and it doesn't chart the right data. You can eithereither
deletethis
delete this chart
chart and
and start
start over,
over, or
or you
youcan
can modify
modify the
the data
dataseries.
series.
To modify
To modifythe
the data
data series
series in
in an
an existing
existingchart:
chart:
Click anywhere
Click anywhere onon the
the chart
chart and
and click
click on
on the
the Data
Data Series
Series button
button on
on the
the Chart
Chart Tools
Tools Design
Design
ribbon. This
ribbon. Thisbrings
brings upup aadialog
dialog box
box with
withthe
the series
seriescharted
charted onon the
the left
left and
andthe
the data
data used
usedfor
for
thehorizontal
the horizontal axis
axis labels
labels on
onthe
theright.
right. You
You can
can then
then edit
edit (or
(or delete)
delete) any
anyofof these.
these.
Tryit!
Try it! II created
createdthe the line
line chart
chartto to right
right by
by highlighting
highlighting the
thedata
data range
rangeN81:Q86,
N81:Q86, without
withoutthe the
months or
months or the
the labels
labels in
inrow
row 80.
80. There
Therearearethree
threeproblems:
problems: (1)
(1) the
the months
months should
should bebelabels
labels
on the
on the horizontal
horizontal axis;
axis; (2)
(2) the
the "junk"
"junk" series
series shouldn't
shouldn't be
bepart
part of
of the
the chart;
chart; and
and (3)
(3) the
the two
two
sales series should be named by the labels in cells P80 and Q80. Open the
sales series should be named by the labels in cells P80 and Q80. Open the Data Series dialog Data Series dialog
boxand
box andfix fixthese
theseproblems.
problems.
Tryit!
Try it! II created
createdthe the line
line chart
chartto to right
right by
by highlighting
highlighting the
thedata
data range
rangeN81:Q86,
N81:Q86, without
withoutthe the
months or
months or the
the labels
labels in
inrow
row 80.
80. There
Thereare arethree
threeproblems:
problems: (1)
(1) the
the months
months should
should bebelabels
labels
on the
on the horizontal
horizontal axis;
axis; (2)
(2) the
the "junk"
"junk" series
series shouldn't
shouldn't be
bepart
part of
of the
the chart;
chart; and
and (3)
(3) the
the two
two
sales series
sales series should
should bebenamed
namedby bythethe labels
labels in
in cells
cellsP80
P80 and
and Q80.
Q80. Open
Open the
theData
DataSeries
Series dialog
dialog
box and fix these problems.
box and fix these problems.
One chart
One chart type
type that
that works
works aa bit
bit different
different from
from the
the others
others isis the
the scatter
scatterchart.
chart. This
This type
type of
of
chart isis useful
chart useful for
for detecting
detecting relationships
relationships between
between two
two variables,
variables, such
such as
asheight
height (inches)
(inches)
and weight
and weight (pounds)
(pounds) ininthe
the data
data totothe
the right.
right.
To create
To create the
thechart,
chart, IIhighlighted
highlighted thethe range
range M96:N106
M96:N106and andinserted
insertedaa scatter
scatter chart
chartofof the
the
first subtype.
first subtype. II then
thenchanged
changed thethe title,
title, deleted
deleted the
the legend,
legend, and
and added
added horizontal
horizontal and and vertical
vertical
axis titles.
axis titles. IfIf you
you open
open thetheData
DataSeries
Series dialog
dialogbox,
box, you
you will
will see
see that
that there
there isisone
one series,
series,
Weight.However,
Weight. However, ififyou youclick
click on
on Edit
Edit for
for this
this series,
series, you
you will
will see
seethat
thatthere
there isis aa Y-series
Y-seriesandand
an X-series.
an X-series.
By default,
By default, when
when you
you select
select two
two columns
columns for for aa scatter
scatter chart,
chart,the
thedata
dataininthe
the rightmost
rightmost
column, in
column, in this
this case
case Weight,
Weight, isis the
theY-series
Y-series (it
(itgoes
goes ononthe
the vertical
vertical axis),
axis), and
andthethe other
other isis the
the
X-series (it
X-series (it goes
goesononthe
thehorizontal
horizontal axis).
axis). IfIfyou
youwant
want them
them reversed,
reversed, you
you have
have toto go
go through
through
the Data
the Data Series
Seriesdialog
dialog box.
box.
Try it!
Try it!Starting
Startingwith
with the
the scatter
scatter chart
chartto
to the
theright,
right, change
change ititso
so that
thatHeight
Height isis on
on the
the vertical
vertical
axis and
axis and Weight
Weight isis on
on the
the horizontal
horizontal axis.
axis.(You
(You will
will have
have to
tochange
change the
the axis
axis titles
titles manually.)
manually.)
t at
at least
least Month Sales
tal axis, ifif
tal axis, Jan-09 $8,627
nly want
nly want
Feb-09 $5,343
Mar-09 $6,244
hlighted
hlighted Apr-09 $9,451
nn chart
chart
was to
as to May-09 $6,698
,and
and that
that Jun-09 $6,752
Jul-09 $5,985
Aug-09 $5,586
Sep-09 $8,476
Oct-09 $9,191
Nov-09 $7,242
Dec-09 $8,277
hart that
art that Month Sales1 Sales2
ne chart
ne chart Jan-09 $8,627 $8,452
it.
it.
Layout Feb-09 $5,343 $6,801
ayout
her have
er have Mar-09 $6,244 $5,497
ent
nt ofof the
the Apr-09 $9,451 $10,329
May-09 $6,698 $5,995
Jun-09 $6,752 $8,103
Jul-09 $5,985 $6,386
Aug-09 $5,586 $5,047
Sep-09 $8,476 $8,641
Oct-09 $9,191 $10,696
Nov-09 $7,242 $6,914
Dec-09 $8,277 $9,004
Month Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09

Sales1 $8,627 $5,343 $6,244 $9,451 $6,698 $6,752 $5,985 $5,586
Sales2 $8,452 $6,801 $5,497 $10,329 $5,995 $8,103 $6,386 $5,047
dd thethe Product1 Product2 Product3 Product4
ult, Excel
lt, Excel Region1 $1,004 $4,375 $1,630 $4,217
s,s, itit Region2 $1,798 $4,462 $3,117 $3,983
as the
as the
Region3 $4,440 $2,894 $3,591 $4,392
Region4 $4,319 $4,829 $1,327 $2,687
Region5 $3,272 $4,439 $3,929 $4,981
hart Tools
hart Tools Region6 $2,468 $3,486 $2,553 $3,064
each
ach Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09
Product1 $3,341 $4,300 $2,962 $1,496 $4,086 $1,248
Product2 $3,349 $2,898 $3,968 $4,806 $2,768 $3,054
Product3 $3,457 $4,362 $3,854 $2,590 $2,696 $3,984
Product4 $3,250 $4,630 $4,718 $1,983 $3,452 $3,113
art Tools
rt Tools Product5 $1,320 $1,172 $1,881 $2,559 $3,595 $2,208
Product6 $3,857 $2,760 $4,036 $2,650 $3,332 $4,404
riesstill
ries still
5000
at you
at you Month Junk1 Junk2 Sales1 Sales2 4500
ither
ther Jan-09 87 18 $3,581 $3,296 4000
Feb-09 69 70 $2,079 $1,990 3500
Mar-09 27 86 $4,528 $3,811 3000
Apr-09 10 28 $4,451 $4,752
s Design
Design 2500
usedfor
used for May-09 77 11 $4,672 $3,633
2000
Jun-09 86 57 $3,332 $1,167
1500
hout the
out the 1000
be labels
e labels
he two
two 500
he
ries dialog
ies dialog 0
1 2 3 4
hout the
out the 1000
be labels
e labels
he two
two 500
he
ries dialog
ies dialog 0
1 2 3 4
type of
ype of Person Height Weight
nches)
ches) 1 60 155
2 61 162
ofthe
of the 3 62 162
ddvertical
vertical 4 63 162
es,
es,
riesand
ries and 5 63 164
6 65 168
ost 7 70 175
ost
her
er isisthe
the 8 72 199
through
through 9 72 215
10 76 241
vertical
vertical
anually.)
nually.)
Sep-09 Oct-09 Nov-09 Dec-09
$8,476 $9,191 $7,242 $8,277
$8,641 $10,696 $6,914 $9,004
Column N
Column O
Column P
Column Q
1 2 3 4 5 6
1 2 3 4 5 6
AA chart
chartcan
can be be placed
placedininone
one of
of two
twolocations:
locations: on
on aaworksheet
worksheet(probably
(probablythe theworksheet
worksheet thatthat
contains the data the chart is based on), or on a separate chart sheet (a
contains the data the chart is based on), or on a separate chart sheet (a sheet that has no sheet that has no
rowsor
rows or columns,
columns, only only aachart).
chart).Some
Somepeople
peopleprefer
prefer the
the first
first option,
option, and
and others
others prefer
prefer the
the
second.ItIt isis totally
second. totally aamatter
matter of
of taste.
taste.When
Whenyouyoucreate
createaa chart
chart from
from the
the Insert
Insertribbon,
ribbon, the
the
chart automatically
chart automaticallygoes goes on
onthe
the worksheet
worksheet with
with the
the data.
data.However,
However, itit isis easy
easy to
to move
move it.
it.
To change
To change the
the location
location of
of aa chart:
chart:
Highlight the
Highlight thechart,
chart, and
and click
click on
on the
the Move
Move Chart
Chart button
button on
on the
the Chart
Chart Tools
Tools Design
Design ribbon
ribbon
(see below). You can then choose from the above two options.
(see below). You can then choose from the above two options.
Try it!
Try it! Move
Move the
the chart
chart to
to the
the right
rightto
to aa separate
separate chart
chartsheet.
sheet.(This
(This chart
chartsheet
sheet will
will have
have aa
generic name
generic name like
likeChart1,
Chart1, butbut you
youcan
can rename
rename itit ifif you
you like.)
like.) Then
Then move
movethe
thechart
chartback
back to
to
this worksheet. Note that when you move the chart back to this worksheet,
this worksheet. Note that when you move the chart back to this worksheet, the chart sheet the chart sheet
will disappear.
will disappear.
heet that
heet that Month Sales
has
has nono
fer the
fer the
Jan-09 $8,627 Sales
on, the
the Feb-09 $5,343
on, $10,000
ve it.
ve it. Mar-09 $6,244
$9,000
Apr-09 $9,451
$8,000
May-09 $6,698
$7,000
ibbon
ibbon Jun-09 $6,752
$6,000
Jul-09 $5,985
$5,000
have
ave aa Aug-09 $5,586
$4,000
back to
ack to Sep-09 $8,476
art sheet
art sheet $3,000
Oct-09 $9,191
$2,000
Nov-09 $7,242
$1,000
Dec-09 $8,277
$0
Jan-09 Mar-09 May-09 Jul-09 Sep-09 Nov-09
Sep-09 Nov-09
Once you
Once you create
createaa chart
chart and
and ensure
ensurethat
that itit charts
charts the
thecorrect
correct series,
series, you
you are
areusually
usually still
still not
not
finished. Just about everything you see on the chart can be modified to suit
finished. Just about everything you see on the chart can be modified to suit your taste (or your taste (or
tell the
tell the story
story better).
better).Here
Here are
are some,
some, but
but certainly
certainly not
notall,
all, of
of the
thechanges
changesyou youcan
can make:
make:
1.Add,
1. Add, delete,
delete, or
or change
change thethe chart
chart title.
title.
2. Add, delete, or change the axis titles.
2. Add, delete, or change the axis titles.
3.Add,
3. Add, delete,
delete, or
or move
move thethe legend.
legend.
4.Change
4. Change the
the scale,
scale, font,
font, or
oralignment
alignment of of the
the axis
axis labels.
labels.
5.Add,
5. Add, delete,
delete, or
or change
change thethe gridlines,
gridlines, e.g.,
e.g., make
makethem
themlighter.
lighter.
6. Add data labels to points on the
6. Add data labels to points on the chart.chart.
7.Change
7. Change the
the background
background color
color of
of the
the plot
plot area
area (the
(theinner
inner part
part of
of the
thechart).
chart).
To make
To make these
these or or other
other changes,
changes, you
you can
can use
use the
the buttons
buttons on
on the
the Chart
Chart Tools
Tools ribbons,
ribbons, or
or you
you
can right-click on the part of the chart you want to change to get a context-sensitive
can right-click on the part of the chart you want to change to get a context-sensitive menu. menu.
From there,
From there, itit isis aamatter
matter of
of experimenting.
experimenting.
Try it!
Try it! II got
got the
the top
topchart
chart to
to the
theright
right by
byhighlighting
highlightingthe
therange
rangeM3:N15
M3:N15and
andinserting
insertingaa
scatter chart of the first subtype. Then I modified it quite a lot to produce
scatter chart of the first subtype. Then I modified it quite a lot to produce the bottom the bottom chart.
chart.
Repeat this
Repeat this exercise
exercise by
by creating
creating the
the default
defaultscatter
scatter chart
chart and
and then
then modifying
modifying ititto
to look
look like
like
myfinished
my finished version.
version.
Hints: IfIf you

Hints: you click
click on
on aapoint
point on
onaa scatter
scatter chart,
chart, you
you select
select all
all of
of the
thepoints.
points.But
But you
you can
can
select aa single
select single point
pointbybyclicking
clickingtwice
twicein inaa row
row (not
(not double-clicking
double-clickingbut but clicking
clicking once
once and
and
then clicking
then clicking again.)
again.) However,
However, this
this still
still didn't
didn't help
help with
with the
thelabel
label at
at the
thetop.
top.The
Theonly
onlydata
data
labelsyou
labels youcan can add
add to
to points
points on
onaa scatter
scatter chart
chartare
are the
the X-values
X-valuesor orthe
the Y-values.
Y-values. II wanted
wantedto
to
add the month label to the point near the top, so I had to resort to a text
add the month label to the point near the top, so I had to resort to a text box (from the box (from the
Insertribbon).
Insert ribbon).
Clearly, you
Clearly, you can
can spend
spend aa lot lotofof time
time modifying
modifying aa chart.
chart. Sometimes
Sometimes ititisis time
time well
well spent,
spent, and
and
sometimes it isn't. You have to use common sense. My best advice is:
sometimes it isn't. You have to use common sense. My best advice is: Make sure it looks Make sure it looks
professional, make
professional, make suresure itit tells
tellsthe
the story
story clearly,
clearly, and
andkeep
keepitit simple!
simple! Usually
Usually simple
simple charts
charts
look best
look best and
and tell
tell the
the story
story best.
best.
y still
still not
not Person Sales1 Sales2
aste
ste (or
make:
make:
(or Jan-09 $8,627 $23,919 Sales2
Feb-09 $5,343 $19,507
$40,000
Mar-09 $6,244 $34,377
Apr-09 $9,451 $30,285 $35,000
May-09 $6,698 $19,673 $30,000
Jun-09 $6,752 $21,007 $25,000
Sale
Jul-09 $5,985 $16,644
$20,000
Aug-09 $5,586 $21,022
ns, or you
s, or you $15,000
Sep-09 $8,476 $23,928
e menu.
e menu. $10,000
Oct-09 $9,191 $31,403
Nov-09 $7,242 $25,333 $5,000
ng
g aa Dec-09 $8,277 $28,071
om chart.
m chart. $0
ook like
ook like $5,000 $6,000 $7,000 $8,000 $9,000 $10,000
can
can
e and
and Sale of product 2 versus sales of product 1
yydata
data
35,000.0
anted to
nted to March
March
m the
the 32,500.0
30,000.0
Product 2 ($1000s)
ent, and
ent, and 27,500.0
looks
looks 25,000.0
charts
charts
22,500.0
20,000.0
17,500.0
15,000.0
5,000 6,000 7,000 8,000 9,000 10,0
Product 1 ($1000s)
Sales2
$9,000 $10,000
es of product 1
8,000 9,000 10,000

000s)
This tutorial
This tutorial isis built
built around
around hyperlinks,
hyperlinks, links
linkslike
like the
theone
one in
in cell
cell A1
A1 that
thatlet
letyou
you maneuver
maneuver
easily from one worksheet to another. If you have never tried using
easily from one worksheet to another. If you have never tried using hyperlinks in hyperlinks inyour
your Excel
Excel
files, you
files, you should
should start
start now.
now.They
Theyare
are really
really easy.
easy.
To create
To create aa hyperlink
hyperlink such
suchas as the
the one
one in
incell
cell A1
A1 that
that takes
takes you
youback
back to
to the
the Table
Table of
of Contents
Contents
worksheet, right-click on a cell and select Hyperlink to bring up the dialog box
worksheet, right-click on a cell and select Hyperlink to bring up the dialog box below. Enter below. Enter
thelabel
the label you
you want
wantin in the
the "Text
"Text toto display"
display" box.
box. Then,
Then, asas you
you can
can see
see in
in the
the list
list on
on the
the left,
left,
you can
you can choose
choose several
several types
types of of hyperlinks.
hyperlinks. The
The ones
ones II have
have used
used for
for this
this tutorial
tutorial are
are ofoftype
type
"Place in
"Place in This
This Document",
Document", wherewhereyou you can
canselect
selectaa worksheet
worksheet andand aa cell
cell reference
reference to to jump
jumpto. to.
The other
The other types
typesyou
youwill
will probably
probablyuse use most
most often
often are
are "Existing
"Existing File
File or
or Web
Web Page"
Page" and
and "E-mail
"E-mail
Address".Actually,
Address". Actually, Excel
Excel isis quite
quite smart
smartabout
aboutWeb Web sites
sites and
and email
email adresses.
adresses.ForFor example,
example, ifif
you enter
you enter aaURL
URL in
in aacell
cell such
such as
as http://www.amazon.com,
http://www.amazon.com, you you won't
won'teven
even need
need the
the dialog
dialog
box to the right. Excel will immediately sense that this is a URL, and it will
box to the right. Excel will immediately sense that this is a URL, and it will add the hyperlink add the hyperlink
automatically. Then
automatically. Thenwhenwhenyou youselect
selectthis
this cell,
cell, your
your default
default browser
browser will
will open
open andand take
takeyou
you
tothe
to the specified
specified URL.
URL. Or
Or ifif you
you enter
enter an
an address
address that thatlooks
looks like
like an
an email
email address,
address, such
suchasas
jones@aol.com, Excel
jones@aol.com, Excel will
will sense
sensethat
that this
this isis an
anemail
email address
address andand will
will add
add aa hyperlink
hyperlink
automatically. Then when you select this cell, your default email
automatically. Then when you select this cell, your default email program will start program will start up,
up, with
with
aanew
new message
message toto this
this address.
address.
Once you
Once you have
haveaa hyperlink
hyperlinkin
inaa cell,
cell, you
youcan
can modify
modifyor
or delete
delete itit by
by right-clicking
right-clicking on
on the
the cell
cell
and choosing Edit Hyperlink or Remove Hyperlink.
and choosing Edit Hyperlink or Remove Hyperlink.
euver
euver
our Excel
our Excel
Contents
Contents
w.Enter
w. Enter
he left,
he left,
re
e ofoftype
type
oo jump
jumpto. to.
nd "E-mail
nd "E-mail
ample, ifif
ample,
ee dialog
dialog
hyperlink
hyperlink
akeyou
ake you
chas
ch as
nk
nk
up, with
up, with
the cell
the cell
Doyou
Do youremember
remember your
your high
high school
school algebra
algebra class
class where
where you
youhad
had to
to solve
solve aa single
single equation
equation
for a single "unknown" value? You can do this in Excel with the Goal Seek tool.
for a single "unknown" value? You can do this in Excel with the Goal Seek tool. The unknown The unknown
isis called
called aa changing
changing cell.
cell.Essentially,
Essentially, you
you want
wanttoto change
changethe
the value
value in
in this
this cell
cell to
to force
force aa
formula in
formula insome
some other
other cell
cell to
to be
be equal
equal to
toaa specified
specified value.
value.
AA simple
simpleexample
example of of this
this appears
appears toto the
the right.
right. Demand
Demand for for aa company's
company'sproduct
productisis
determined by
determined by aa linear
linear demand
demand curve:
curve: the
the higher
higher the
the price,
price, the
the lower
lower the
the demand.
demand. The
The
companyproduces
company produces exactly
exactly enough
enough to to meet
meet demand,
demand, withwith thethegiven
given unit
unit cost
cost of
of production.
production.
The company
The companywants
wants to to find
find the
the breakeven
breakeven price,
price, that
that is,
is, the
theprice
price that
that makes
makes profit
profit equal
equal to
to
0. We can do this with Goal Seek. Here are
0. We can do this with Goal Seek. Here are the steps.the steps.
1.Choose
1. ChooseGoal Goal Seek
Seekfrom
from the
theWhat-If
What-If Analysis
Analysis dropdown
dropdown on onthe
the Data
Dataribbon.
ribbon.
2.Fill
2. Fill in
inthe
the resulting
resulting dialog
dialog box
box as
as shown
shown to to the
theright.
right. Specifically,
Specifically, the
theprice
price in
in cell
cell M4
M4
should be changed so that the profit in cell M12
should be changed so that the profit in cell M12 is 0. is 0.
IfIf you
you try
trythis,
this, you
you will
will see
see that
that the
theresult
result isn't
isn'tvery
veryinteresting.
interesting. ItIt turns
turnsout
out that
that the
theprice
price
shouldbe
should be set
set to
to 100,
100, at
at which
which point
pointthe
the demand
demand isis 0,0, and
andthis
this yields
yields no no sales
sales and
and nono profit.
profit.
It is probably more interesting to force the profit to some positive
It is probably more interesting to force the profit to some positive value. value.
Try it!
Try it! See
See ifif you
you can
canchange
change the
the price
priceso
so that
thatprofit
profitequals
equals $12,500.
$12,500.
Note: For
Note: Fornumerical
numerical reasons,
reasons, Goal
Goal Seek
Seek can't
can't force
forceprofit
profittoto exactly
exactly thethe value
valueyou
you specify;
specify; itit
only gets
only gets close.
close.For
For example,
example, when
whenII tried
tried to
to force
force profit
profit to
to0,
0, II got
gotthe
the result
resultin
inthe
thedialog
dialog
boxto
box to the
the right,
right, indicating
indicating that
that profit
profitgot
got forced
forced toto the
thevery
verysmall
small "current
"current value"
value" shown.
shown. IfIf
this isn't
this isn't close
close enough,
enough, youyoucancanchange
changean an Excel
Excel setting
setting to
tomake
make itit closer.
closer. Click
Click on
onthe
theOffice
Office
button, then on Excel Options, and choose the Formulas group. Then
button, then on Excel Options, and choose the Formulas group. Then change the "Maximum change the "Maximum
Change" to
Change" to aasmaller
smaller value
value (more
(more decimals).
decimals).
quation
quation Unit cost 50
unknown
unknown Unit price 60
ce aa
ce
Demand curve (linear)
Intercept 2000
. The
The
oduction.
duction. Slope -20
t equal
equal to
to
Demand 800
M4
M4 Profit 8000
eeprice
price
no profit.
o profit.
pecify; itit
pecify;
dialog
dialog
hown. IfIf
hown.
heOffice
he Office
Maximum
Maximum
Datatables,
Data tables, also
also called
called what-if
what-if tables,
tables, allow
allow you
youto
to see
seevery
very quickly
quicklyhow
how one
one or
or more
more
outputs change as one or two key inputs change. This is called sensitivity analysis,
outputs change as one or two key inputs change. This is called sensitivity analysis, or or simply
simply
what-if analysis,
what-if analysis, and
andititisisaa key
key part
partof
of most
most business
businessmodels.
models.
Thereare
There aretwo
two types
types of
of data
datatables:
tables: one-way
one-waytables
tables and
andtwo-way
two-waytables.
tables. AA one-way
one-way table
table has
has
one input and any number of outputs. A two-way table has two inputs but only
one input and any number of outputs. A two-way table has two inputs but only one output. one output.
II will
will demonstrate
demonstrateboth
both types
types on
onthe
the following
followingtwo
two worksheets.
worksheets.
Business models
Business models are
are all
all about
about what-if
what-if questions.
questions.What
Whatwould
would happen
happento
to profit
profit ifif our
our unit
unit
cost increased by x%? What would happen to our sales if our competitor's
cost increased by x%? What would happen to our sales if our competitor's production production
decreased by
decreased by y%?
y%? And
And soso on.
on.Data
Datatables
tables are
areperfect
perfect for
for answering
answering these
these types
typesof of questions
questions
in aasystematic
in systematic way,
way, and
andthey
theyare
are surprisingly
surprisingly easy
easy to
to create.
create.Therefore,
Therefore, itit isis always
always
surprising to
surprising to me
me that
that so
so few
few business
business students
students (and
(andbusiness
business employees)
employees) are are aware
awareofof data
data
tables. This is a very valuable skill, so make sure you learn
tables. This is a very valuable skill, so make sure you learn it! it!
Some data
Some datatables
tables are
are very
very long
long(many
(many rows),
rows), andand each
each value
value might
might require
requirethe
therecalculation
recalculation
of aa complex
of complex business
business model,
model, soso the
the recalculation
recalculationof of the
the entire
entiredata
datatable
tablemight
might take
take aa
while, several
while, several seconds
seconds or
or even
evenminutes.
minutes. ByBydefault,
default, this
this recalculation
recalculation occurs
occurs every
every time
time
anything in the spreadsheet changes. So you could be waiting and waiting
anything in the spreadsheet changes. So you could be waiting and waiting for many data for many data
table recalculations.
table recalculations.For
For this
thisreason,
reason, there
there isis an
an Excel
Excel calculation
calculation setting
setting you
you can
canchange.
change.
To change
To change the
the calculation
calculation setting:
setting:
Click on
Click on the
theOffice
Office button,
button, then
thenExcel
Excel Options,
Options, then
thenon
on Formulas.
Formulas. There
Thereyouyoucan
can change
changethe the
Calculationmode
Calculation mode from
from Automatic
Automatic totoAutomatic
Automatic except
except for
for data
data tables
tables (see
(seeto
to the
the right).
right).
With this
With this setting,
setting, aa data
datatable
table will
will not
not recalculate
recalculateuntil
until you
you want
want itit to.
to. You
You can
can force
force itit to
to
recalculateby
recalculate by pressing
pressingthe
the Recalc
Recalc (F9)
(F9) key.
key.
Bythe
By theway,
way, there
thereisis one
one other
other calculation
calculation setting
setting you
you will
will see,
see, Manual.
Manual. With
Withthis
this setting,
setting,
nothing recalculates until you press the F9 key. It's hard to think of a time you would
nothing recalculates until you press the F9 key. It's hard to think of a time you would need need
this setting,
this setting, except
exceptmaybe
maybe to to mess
mess with
withyour
your colleagues's
colleagues's minds!
minds!
ore
re
or simply
or simply
table has
table has
e output.
e output.
ur unit
r unit
tion
on
questions
questions
eeof
of data
data
alculation
lculation
ke aa
ke
time
time
yy data
data
hange.
ange.
angethe
ange the
ight).
ght).
e itit to
to
tting,
tting,
ld need
d need
AA one-way
one-way data
data table
tablelets
lets you
yousee
see how
how one
one or
or more
moreselected
selected outputs
outputs change
change as
as aa single
single
input varies over some range.
input varies over some range.
To illustrate,
To illustrate, suppose
suppose Mr.
Mr. Jones
Jones buys
buysaa new
new car
car for
for $20,000,
$20,000, makes
makes aa$5,000
$5,000down
down payment,
payment,
and finances
and finances the
the remaining
remaining amount
amountover
over the
the next
next 3636 months
months atat aa 6.5%
6.5% annual
annual interest
interestrate.
rate.
There are at least two outputs that might be of interest: the monthly payment
There are at least two outputs that might be of interest: the monthly payment and the total and the total
interest paid
interest paidthrough
through the
theduration
durationof
of the
theloan.
loan.These
These are
are affected
affected byby the
the four
four inputs
inputs in
in blue
blue
tothe
to the right.
right.
Lets first
Lets firstlook
look at
at aasimple
simple one-way
one-way data
datatable,
table, which
which illustrates
illustrates how
how aa single
single output,
output,
monthly payment,
monthly payment, varies
variesas
as the
the annual
annual interest
interestrate
ratevaries.
varies. This
This isis shown
shown in
in the
the example
example to
to
theright.
the right.
To create
To create the
the table
table in
in columns
columns OO and
and PP (which
(which II already
alreadydid):
did):
Enter aalink
Enter link for
for the
theoutput
outputin incell
cell P5.
P5. Specifically,
Specifically, because
because thethemonthly
monthlypayment
payment was was
calculatedwith
calculated with thethePMT
PMT function
function in in cell
cell M9,
M9, enter
enter the
the formula
formula =M9=M9 inincell
cell P5.
P5. Then,
Then, starting
starting
in cell O6, enter any sequence of interest rates. Select the entire tablethe
in cell O6, enter any sequence of interest rates. Select the entire tablethe range O5:P10. range O5:P10.
Next, select
Next, select the
theData
Datatab,
tab, and
and in
in the
the Data
Data Tools
Tools group,
group, select
select Data
DataTable
Tablefrom
from thetheWhat-If
What-If
Analysis dropdown
Analysis dropdown (see (see top
top screenshot
screenshotto to the
the right).
right). Finally,
Finally, enter
enter M6,
M6, the
the interest
interestrate
ratecell,
cell,
asthe
as the column
column input
inputcell.
cell.There
There isis no
no row
row input
input cell,
cell, so
so leave
leave ititblank
blank (see
(see bottom
bottom screenshot
screenshot
tothe
to the right).
right).
ItItisisimportant
importantto to understand
understand exactlyexactly what
whathappens
happens when
when you
you do
dothis,
this, so
soread
readthis
this paragraph
paragraph
several times
several times until
until itit sinks
sinksin.
in.Excel
Excel takes
takeseach
each interest
interestrate
ratein
in column
columnO, O, substitutes
substitutesitit into
into
the column input cell you designated (cell M6), recalculates the formula
the column input cell you designated (cell M6), recalculates the formula in cell M9 with this in cell M9 with this
new interest
new interest rate
rate(and
(and hence
hencethethe link
link in
in cell
cell P5,
P5, the
theone
one IIcolored
colored gray
grayfor
for emphasis),
emphasis), andand
recordsthe
records the answer
answer in inthe
thedata
data table.
table. You
You use
use aa column
column input
input cell
cellbecause
because thethe possible
possible
values of
values of the
the input
input(the (the interest
interest rates)
rates) are
arelisted
listed in
inaa column.
column.
You can
You can tell tell you
you have
haveaa datadatatable
table by
by looking
looking atat any
any of
of the
the "answer"
"answer" cells,
cells, such
suchas
as cell
cell P6.
P6.ItIt
contains aa formula
contains formula =TABLE(,M6),
=TABLE(,M6), surrounded
surroundedby by curly
curly brackets.
brackets. The
Thepart
part inside
inside the
the
parentheses shows
parentheses showsthethe row
rowand
andcolumn
column input
input cells,
cells, the
thefirst
firstof
of which
which isis blank
blank in
in this
this
example. The curly brackets indicate that this is an array formula.
example. The curly brackets indicate that this is an array formula. Essentially, this meansEssentially, this means
that itit isis entered
that entered inin all
all of
of the
theanswer
answer cells
cells of
of the
the data
datatable
table atatonce,
once, as
as aa group.
group.You You never
never
need to
need toenterenter this
this formula;
formula; youyou create
createthethe table
tableas as explained
explained above.
above. However,
However, the theformula
formula
documents what
documents what the
the answer
answer range
range contains.
contains.
ItIt isis also

also possible
possible to
to capture
capture multiple
multiple outputs
outputs in in aa one-way
one-waydata data table.
table. An
Anexample
exampleappears
appears
to the
to theright,
right, where
wherethethesingle
singleinput
inputisis still
still the
theinterest
interestrate,rate, but
but there
there are
are two
two outputs:
outputs:
monthly payment
monthly payment andand total
total interest
interest paid.
paid. ThisThis table
table isis formed
formed exactly
exactlyas
as before
before except
exceptthat
that
the table range is now
the table range is now O39:Q44. O39:Q44.
Tryit!
Try it! Create
Createaa one-way
one-waydata
data table
tablethat
thatshows
shows the
themonthly
monthly payments
payments and
and the
thetotal
total interest
interest
paid for
paid for each
each term
term (value
(value in
incell
cell M51)
M51) from
from 12
12 to
to48
48 in
in increments
increments of
of 12.
12.(Scroll
(Scroll to
to the
the right
right
for the answer.)
for the answer.)
Tryititagain!
Try again! Delete
Delete the
thedata
data table
table you
youjust
just created.
created.Next,
Next, change
change the
the calculation
calculationsetting
setting from
from
Automatic to
Automatic to Automatic
Automatic except
except for
for data
data tables,
tables, as
as explained
explained onon the
the previous
previousworksheet.
worksheet.
Createthe
Create thedata
data table
tableagain.
again.You
You should
should see
see the
thesame
samevalue
value through
through the
thetable.
table. Press
Press the
the F9
F9
key to
key to get
getthe
the right
rightanswers.
answers. Then
Then go
go back
back and
and change
change the
the calculation
calculationsetting
setting to
to Automatic.
Automatic.
ingle
ngle Price of car $20,000 Data table
Down payment $5,000 Interest rate Monthly payment
payment, Amount financed $15,000 $459.74
payment,
rest rate.
est rate. Annual interest rate 6.50% 6.00%
the total
the total Number of payments 36 6.25%
ss in
in blue
blue
6.50%
Monthly payment $459.74 6.75%
t,,
ample to Total interest paid $1,550.46 7.00%
mple to
ss
n, starting
n, starting
O5:P10.
O5:P10.
What-If
What-If
ratecell,
rate cell,
creenshot
reenshot
paragraph
paragraph
sitit into
into
with
with this this
s), and
), and
ible
ble
ell P6.
ell P6.ItIt
ss
means
means
u never
never
formula
ormula
appears
appears Price of car $20,000 Data table
uts:
uts: Down payment $5,000 Interest Monthly payment Total interest
eptthat
ept that
Amount financed $15,000 $459.74 $1,550.46
Annual interest rate 6.50% 6.00%
Number of payments 36 6.25%
6.50%
Monthly payment $459.74 6.75%
Total interest paid $1,550.46 7.00%
interest
interest Price of car $20,000
the right
he right Down payment $5,000
Amount financed $15,000
tting from
tting from Annual interest rate 6.50%
heet.
heet. Number of payments 36
ss the
the F9
F9
utomatic.
tomatic.
Monthly payment $459.74
Total interest paid $1,550.46
Data table
Term Monthly payment Total interest
$459.74 $1,550.46
12
24
36
48
Two-way tables
Two-way tables allow
allow you
you to
to vary
vary two
two inputs,
inputs, one
one along
alongaa row
rowand
andone
one along
alongaa column,
column, and
and
capture a single output in the body of the table. The example to the right illustrates
capture a single output in the body of the table. The example to the right illustrates this, this,
wherethe
where the annual
annual interest
interest rate
rate and
and the
theamount
amount ofofthe
the down
downpayment
paymentboth
both vary,
vary, and
and the
the
singleoutput
single outputisis the
the monthly
monthly payment.
payment.
To create
To create this
this table
table (which
(which II already
alreadydid
did for
for you):
you):
Enter the
Enter the formula
formula =M9=M9 for
for the
the single
single output
output in
in the
the upper
upper left
left corner,
corner, cell
cell O4,
O4, of
of the
the data
data
table.(Again,
table. (Again, II colored
colored this
this cell
cell gray
gray for
for emphasis.)
emphasis.) Enter
Enter any
anysequence
sequence of of down
downpayments
payments to to
the right of this and any sequence of interest rates below this. Next, select
the right of this and any sequence of interest rates below this. Next, select the Data menu,the Data menu,
and in
and in the
theData
DataTools
Tools group,
group, select
selectData
DataTable
Table from
fromthe
the What-If
What-If Analysis
Analysisdropdown.
dropdown. Finally,
Finally,
enter M4
enter M4 asas the
therow
row input
inputcell,
cell, and
andenter
enter M6
M6 as
as the
the column
column input
inputcell
cell (see
(see to
to the
theright).
right).
Aswith
As with one-way
one-way tables,
tables, you
you can
can tell
tell you
you have
haveaa data
datatable
table by
by looking
looking at
at any
any of
of the
the"answer"
"answer"
cells, such
cells, such asascell
cell P5.
P5.Each
Each contains
contains the
the formula
formula =TABLE(M4,M6),
=TABLE(M4,M6), surrounded
surrounded by by curly
curly
brackets. This
brackets. Thisformula
formulaindicates
indicates that
that M4M4isisthe
the row
row input
input cell
cell and
andM6M6 isis the
thecolumn
columninput
input
cell. In
cell. In words,
words,the
thevalues
values for
for down
down payment
payment go go across
across the
thetop
top row
row of
of the
the table,
table, and
and the
the
values for interest rate go down the left column of
values for interest rate go down the left column of the table. the table.
Remember that
Remember thataa two-way
two-way data
data table
table allows
allows only
only one
one output.
output.IfIf you
you want
want to
to analyze
analyze
multiple outputs,
multiple outputs, you
youhave
have to
to create
create multiple
multipledata
data tables,
tables, one
onefor
for each
each output.
output.
Try it!
Try it!Create
Createaa two-way
two-waydata
data table
table that
that shows
shows the
the total
total interest
interest paid
paidfor
for each
eachtermterm from
from12 12
to 60 in increments of 12, and each down payment from $4000 to $6000
to 60 in increments of 12, and each down payment from $4000 to $6000 in increments of in increments of
$1000. Put
$1000. Put down
down payments
payments along
along the
the top,
top, terms
terms along
along the
the side.
side. (Scroll
(Scroll to
to the
the right
right for
for the
the
answer.)
answer.)
umn, and
mn, and Price of car $20,000 Data table of monthly payment
s this,
s this, Down payment $5,000 $459.74 $4,000 $5,000 $6,000
nd the
d the Amount financed $15,000 6.00%
Annual interest rate 6.50% 6.25%
Number of payments 36 6.50%
e data
data 6.75%
yments to
yments to Monthly payment $459.74 7.00%
a menu,
a menu, Total interest paid $1,550.46
. Finally,
Finally,
ight).
ght).
"answer"
"answer"
urly
rly
input
input
d the
the
ee
from12
from 12 Price of car $20,000 Data table of total interest paid
ments of
ents of Down payment $5,000
forthe
for the
Amount financed $15,000
Annual interest rate 6.50%
Number of payments 36
Monthly payment $459.74

Total interest paid $1,550.46
Data table of total interest paid
$1,550.46 $4,000 $5,000 $6,000
12
24
36
48
60
ItItisisvery
very common
common to to work
workwith
with "data
"datasets"
sets" in
in Excel,
Excel, where
whereaa data
dataset
set isis typically
typically arranged
arranged in
in
a rectangular range with "observations" in the rows, "attributes" in
a rectangular range with "observations" in the rows, "attributes" in the columns, andthe columns, and
attribute names
attribute names in in the
the top
top row.
row.(Attributes
(Attributes are
are also
alsocalled
called variables
variables or
or fields.)
fields.) AA typical
typical data
data
set appears
set appears toto the
the right.
right. Each
Each row
row isisan
an observation
observationon on some
someperson,
person, andand each
eachcolumn
column isis
lists an
lists an attribute
attribute about
about thethepeople.
people.
Excel users
Excel users have
have worked
worked with
with data
datasets
sets for
for years,
years, and
and for
for several
several versions
versions of
of Excel,
Excel, they
they were
were
knownsomewhat
known somewhatinformally
informally as
as "lists."
"lists." But
But in in Excel
Excel 2007,
2007, they
theygained
gained much
much more
more
prominence and
prominence and became
became known
known as as "tables."
"tables." This
Thiswas
was aamuch
much needed
neededchange.
change.You
Youcancando
do so
so
many useful tasks with the new tables that you either couldn't do before or could
many useful tasks with the new tables that you either couldn't do before or could do only do only
withextra
with extra work.
work.Now
Now these
these tasks
tasks are
are easy.
easy.
ItItisisnot
not enough
enough toto have
have aa rectangular
rectangular range
range of
of data
data to
to apply
apply the
the new
new tools.
tools. You
You must
must
designate the range as a table. There are two ways to do this, both equally
designate the range as a table. There are two ways to do this, both equally easy. For easy. For each,
each,
makesure
make sure your
your cursor
cursor isis somewhere
somewhere (anywhere)
(anywhere) ininthe
the table.
table.Then:
Then:
1.Click
1. Click on
onTable
Table toward
towardthe
the left
leftof
of the
the Insert
Insert ribbon,
ribbon, or
or
2. Click on Format as Table on the Home ribbon and
2. Click on Format as Table on the Home ribbon and choose anychoose anyof
of the
thecolor
color styles.
styles.
Excel guesses
Excel guesses that
that the
therange
range"surrounding"
"surrounding" the
thecursor
cursor position
positionisis the
thetable
tablerange,
range, but
but you
you
can override
can override this
this guess
guess ifif necessary.
necessary.
Try it!
Try it! Designate
Designate the
thedata
dataset set to
to the
the right
right as
as aa table.
table.You
Youwill
will see
see that
that the
the formatting
formatting
changes, and
changes, and you
you will
will see
seetwo two other
other important
important changes.
changes. First,
First, there
dropdownarrow
arrow
nextto
next to each
each attribute
attributename.
name. These
These areare used
used for
for sorting
sortingand
andfiltering,
filtering, as as discussed
discussedbelow.
below.
Second, ifif your
Second, your cursor
cursor isis inside
inside the
the table,
table, there
there isis aanew
new Table
TableTools
Tools Design
Design tab tab and
and
correspondingribbon.
corresponding ribbon. ItIt contains
contains thethetools
tools for
for manipulating
manipulatingthe thetable.
table.
IfIf you
you don't
don't want
wantthe
therange
rangeto
to be
beaa table,
table, II suggest
suggestthat
that you
you first
firstselect
selectaa table
tablestyle
style that
thatisis
"plain" (like a regular worksheet). Then click on Convert to Range on the Table
"plain" (like a regular worksheet). Then click on Convert to Range on the Table Tools Design Tools Design
ribbon.The
ribbon. Thedropdown
dropdownarrows
arrows will
will disappear.
disappear. TryTry this
this on
onthe
the table
tableyou
youjust
just created.
created.
Oneof
One of the
the main
mainuses
uses of
of tables
tables isis filtering,
filtering, that
thatis,is, hiding
hiding(but
(but not
notdeleting)
deleting) rows
rows thatthat don't
don't
match various
match various conditions.
conditions. Filtering
Filteringisisdone
done through
through the thedropdown
dropdownarrowsarrows next
nextto to the
the
column headings.
column headings. IIwon't
won't even
even begin
begin to toexplain
explain all all of
of the
the options,
options, but
but with
with aa little
little bit
bitof
of
experimenting, you should be able to master them in no time. Just
experimenting, you should be able to master them in no time. Just remember that they remember that they
build upon
build upon one
one another.
another.ForFor example,
example, ifif you
you filter
filter on
on Gender
Gender so so that
that only
onlymales
males are are showing,
showing,
and you
and you then
thenfilter
filter on
on Children
Children so so that
that only
onlypeople
people withwith at
at least
least22 children
children are
are showing,
showing, you
you
will see
will seeonly
onlymales
maleswithwith at
at least
least22 children.
children.
Try it!
Try it! Designate
Designate the
thedata
dataset
set to
to the
the right
right as
as aa table
tableifif necessary,
necessary, and
and then
then experiment
experiment with
with
thefilters.
the filters. Note
Note that
that there
there are
are number
number filters,
filters, text
text filters,
filters, and
and date
datefilters.
filters.Experiment
Experiment with
with
all of
all of them.
them.
To clear
To clear aa filter,
filter, click
clickon
onthethe columns
columns dropdown
dropdownarrow
arrow andand select
select the
the Clear
Clear Filter
Filter item.
item.To
To
clear all
clear all filters,
filters, click
click on
on the
the Clear
Clear button
button in
inthe
the Sort
Sort && Filter
Filter group
groupon on the
theHome
Homeribbon.
ribbon. (It
(It isis
also on
also on the
the DataData ribbon.)
ribbon.) Try
Try itit now
now by
byclearing
clearing all
all your
your filters.
filters.
To clear
To clear aa filter,
filter, click
clickon
onthethe columns
columns dropdown
dropdownarrow
arrow andand select
select the
the Clear
Clear Filter
Filter item.
item.To
To
clear all
clear all filters,
filters, click
click on
on the
the Clear
Clear button
button in
inthe
the Sort
Sort && Filter
Filter group
groupon on the
theHome
Homeribbon.
ribbon. (It
(It isis
also on
also on the
the DataData ribbon.)
ribbon.) Try
Try itit now
now by
byclearing
clearing all
all your
your filters.
filters.
Youprobably
You probably noticed
noticed that
that when
when you you clicked
clickedonon aacolumn
columndropdown
dropdownarrow,
arrow, there
there are
are also
also
sorting options. I already discussed sorting in a previous worksheet, and the options
sorting options. I already discussed sorting in a previous worksheet, and the options here here
are about
are aboutthe
the same.
same. IfIf sorting
sorting in
in tables
tables provides
provides any
any advantages
advantages over
over sorting
sorting in
in regular
regular
(non-table) data
(non-table) data sets,
sets, II haven't
haven't noticed
noticed them.
them.
Oneimportant
One important advantage
advantageof of aatable
table isis that
that you
you can
can summarize
summarize filtered
filtered data
data easily.
easily. To
To do
do so,
so,
check the
check the Total
Total Row
Row boxboxon
on the
the Table
TableTools
Tools Design
Design ribbon.
ribbon. This
This generates
generates aa "total"
"total" row
row
below the
below the table.
table.By
By default,
default, itit shows
showsthe the sum
sum of
of the
the values
values in in the
the rightmost
rightmost column.
column. But But itit
gives you
gives you many
many more
more options.
options. IfIf you
youclick
click on
onany
any cell
cell in
in the
the total
total row,
row, you
you will
will see
see aa
dropdown list
dropdown listof
of ways
ways you
you can
can summarize
summarize the thecolumn
column(count,
(count, sum,
sum, average,
average, andand others).
others).
And importantly,
And importantly, ifif you
you then
then filter
filter the
thedata,
data, the
thesummary
summary measures
measures will will be
be only
only for
for the
the
filtered data. (This couldn't be done, at least not easily, before
filtered data. (This couldn't be done, at least not easily, before Excel 2007.) Excel 2007.)
Try it!
Try it! Create
Create aatotal
total row
row fo
fo the
the table
table to
tothe
the right,
right, and
and show
show summary
summary measures
measures that
that seem
seem
appropriate. Then
appropriate. Then filter
filter in
insome
some waywayandandsee
see whether
whether the
thesummary
summary measures
measureschange.
change.
AA feature
feature ofof tables
tables that
thatbusiness
business people
people will
will love
love isis that
thatthey
theyexpand
expand automatically
automaticallyas as new
new
data isis added.
data added. For
For example,
example, suppose
suppose youyou designate
designatethe the data
data setset to
to the
theright
right asas aa table.
table. Later
Later
you add
you add new
new products
productsto to the
theright
right or
or new
new monthly
monthly sales sales at
atthe
the bottom.
bottom. These
Thesewillwill
automatically be
automatically be part
part of
of the
the table.
table. Better
Better yet,
yet, ifif you
youbuild
buildaa chart
chart from
fromthethe table,
table, the
the chart
chart
will update
will update automatically
automaticallyto to include
include new
new data.
data. (The(The same
same isis true
true ofof pivot
pivot tables
tables built
built from
from
tables.)
tables.)
Try it!
Try it!Designate
Designate the
the data
data set
set to
tothe
the right
rightas
as aatable.
table. Next,
Next, highlight
highlightthe
theentire
entire table
tableand
and
insertaa line
insert line chart.
chart. By
By default,
default, you
you should
shouldseesee aa line
line for
for each
each product,
product, with
with time
time ononthe
the
horizontal axis.
horizontal axis. Now
Now add
add aa couple
couple more
more months
months of of data
data at
at the
the bottom
bottomof of the
the table
table and
and add
add
aa new
new product
product with
with some
some reasonable
reasonable datadata at
atthe
the right
right of
of the
the table.
table. The
The chart
chart should
shouldupdate
update
automatically!
automatically!
ranged
anged inin Person Birthdate Gender State Children Salary
nd
nd 1 8/5/1959 Male Illinois 1 $65,400
ical data
cal data
umn 2 10/15/1977 Female Wisconsin 2 $62,000
mn isis
3 1/3/1981 Male Ohio 0 $63,200
4 5/5/1949 Male Indiana 2 $52,000
they were
hey were
5 4/4/1987 Female Michigan 3 $81,400
cando
can do so
so 6 6/30/1949 Female Indiana 3 $46,300
do only
do only 7 5/22/1949 Female Illinois 2 $49,600
8 10/30/1952 Male Michigan 1 $45,900
9 1/17/1957 Male Michigan 3 $47,700
10 9/18/1985 Female Indiana 1 $59,900
11 7/19/1953 Male Ohio 1 $48,100
ust
st 12 12/10/1946 Female Wisconsin 0 $58,100
or each,
r each, 13 3/29/1986 Female Michigan 2 $56,000
14 12/12/1952 Female Indiana 2 $53,400
15 6/12/1977 Female Indiana 2 $39,000
16 11/19/1989 Male Wisconsin 1 $61,500
ut you
ut you 17 9/6/1957 Male Ohio 0 $37,700
18 9/30/1970 Female Michigan 2 $36,700
19 10/24/1973 Male Wisconsin 2 $45,200
g
arrow
arrow 20 6/8/1978 Male Illinois 0 $59,000
below.
below. 21 8/27/1990 Female Ohio 2 $54,300
22 2/9/1947 Male Indiana 1 $62,100
23 4/1/1989 Male Michigan 0 $78,000
thatisis
that 24 3/12/1970 Male Wisconsin 0 $43,200
ls Design
s Design 25 3/28/1970 Male Ohio 1 $44,500
26 5/6/1963 Male Michigan 1 $43,300
27 5/7/1959 Male Indiana 3 $45,400
28 3/6/1987 Male Michigan 2 $53,900
29 2/9/1958 Male Illinois 1 $44,100
30 8/4/1955 Female Ohio 2 $31,000
at don't
t don't 31 11/9/1984 Male Indiana 2 $67,400
he
he 32 2/10/1961 Female Ohio 1 $59,300
bit of
it of
they 33 4/1/1961 Female Ohio 1 $48,600
they
e showing,
showing, 34 10/20/1961 Male Illinois 0 $58,400
wing, you
wing, you 35 4/25/1970 Male Michigan 2 $65,500
36 2/17/1977 Male Michigan 0 $46,900
ent with
nt with 37 4/13/1985 Male Michigan 2 $41,000
ent with
nt with 38 5/16/1966 Male Ohio 0 $89,300
39 10/28/1969 Female Indiana 3 $71,800
em. To
m. To 40 11/30/1958 Male Illinois 1 $95,000
bon. (It
bon. (It isis
41 9/27/1962 Male Illinois 1 $49,700
42 1/25/1968 Male Ohio 2 $71,700
em. To
m. To
bon. (It
bon. (It isis
43 10/15/1988 Female Wisconsin 0 $52,900

44 2/11/1978 Female Michigan 0 $58,300
45 6/19/1974 Male Indiana 2 $82,000
re also
e also 46 9/22/1989 Male Wisconsin 0 $41,300
ns here
s here 47 7/25/1983 Female Wisconsin 1 $72,000
ular
ular 48 4/9/1956 Female Indiana 2 $73,500
49 2/9/1989 Male Ohio 2 $55,200
50 12/10/1960 Female Michigan 1 $57,000
51 8/6/1956 Male Michigan 2 $84,300
To do
To do so,
so, 52 9/20/1981 Male Indiana 2 $68,900
row
ow 53 1/31/1963 Male Wisconsin 2 $59,000
n.. But
But itit
54 12/7/1973 Female Ohio 0 $83,200
thers).
hers). 55 12/3/1988 Male Wisconsin 0 $52,400
the
the
at seem
t seem
nge.
ge.
asnew
as new Month Product1 Product2
ble.Later
ble. Later Jan-08 $1,967 $4,694
he chart Feb-08 $1,778 $3,204
e chart
ilt from
lt from Mar-08 $3,063 $3,907
Apr-08 $2,458 $2,572
and
and May-08 $4,313 $3,496
the
the Jun-08 $1,956 $3,802
andadd
and add Jul-08 $1,661 $1,064
ld update
d update
Aug-08 $3,811 $2,121
Sep-08 $2,760 $2,558
Oct-08 $1,188 $1,892
Nov-08 $4,953 $4,818
Dec-08 $2,717 $3,149
Jan-09 $3,826 $1,050
Feb-09 $4,239 $1,059
Mar-09 $1,051 $4,514
Apr-09 $1,665 $3,320
May-09 $4,542 $2,078
Jun-09 $1,224 $1,996
Jul-09 $3,527 $2,878
Aug-09 $4,105 $1,647
Sep-09 $1,104 $2,925
Oct-09 $3,945 $3,655
Pivottables
Pivot tables are
are aamanager's
manager'sdream.
dream. They
They allow
allow you
you"slice
"slice and
and dice"
dice" data
data in
in aatypical
typical data
dataset
set
in all sorts of ways. Essentially, you use pivot tables to break down variables like revenue
in all sorts of ways. Essentially, you use pivot tables to break down variables like revenue or or
items sold
items sold by
by categories,
categories, such
such as
as by
byregion,
region, by
by month,
month, byby store,
store, and
andso
so on.
on.
Pivottables
Pivot tables have
have been
been included
included inin Excel
Excel since
since the
thelate
late1990s,
1990s, and
and each
eachnew
new version
versionhashas
changed them slightly. Then Excel 2007 changed them a lot, or at least it
changed them slightly. Then Excel 2007 changed them a lot, or at least it changed the user changed the user
interface for
interface for pivot
pivottables
tables aa lot.
lot.This
This was
was evidently
evidently inin response
response to to users
users who
who complained
complained that that
theold
the old interface
interface was
was not
not very
veryuser
user friendly.
friendly. Although
AlthoughII don't
don't happen
happento to agree
agree with
with this
this
complaint (I(I always
complaint always though
though pivot
pivot tables
tables were
were pretty
pretty easy
easy toto use),
use), II agree
agree that
that the
the Excel
Excel 2007
2007
user interface is better than ever. In fact, I know of no tool in any software
user interface is better than ever. In fact, I know of no tool in any software package that package that
enables you
enables you to
toget
get so
so much
much information
information so so quickly
quicklyand
and easily.
easily.
Probablythe
Probably the only
onlything
thing that
thatmakes
makes pivot
pivottables
tables difficult
difficultfor
for some
someusers
users isis that
that there
there are
are so
so
many options. Whole books have been written about pivot tables. I don't
many options. Whole books have been written about pivot tables. I don't recommend them, recommend them,
simply because
simply because they
theyspend
spendaa lot
lot of
of pages
pages and
and directions
directions explaining
explainingoptions
options that
that are
are quite
quite
intuitive. Rather
intuitive. Rather than
than read
read such
such books,
books, IIrecommend
recommend that thatyou
youlearn
learnthe
theessentials
essentials and
and then
then
experiment. The
experiment. Thediscussion
discussion here
here will
will get
get you
you started,
started, but
but II make
make no
no attempt
attemptto to explain
explain
anywhere near
anywhere near all
allof
of the
the possibilities.
possibilities.
The data
The dataset
set to
to the
the right
right isis typical.
typical.Each
Each row
row isis aasale
sale to
tosome
some customer.
customer. The
The last
last two
two
variables, Items
variables, Items Ordered
Ordered and andTotal
Total Cost,
Cost, are
are numeric,
numeric, soso they
theyare
arecandidates
candidates for
for breaking
breaking
down by
down bythe
the categorical
categorical variables
variables to to their
their left.
left.
To create
To create aa pivot
pivot table,
table, place
place your
your cursor
cursor somewhere
somewhere (anywhere)
(anywhere) inin the
the data
data set
set and
and click
click on
on
thePivot
the PivotTable
Table button
button ononthe
theInsert
Insert ribbon.
ribbon.Excel
Excel guesses
guesses the
the data
datarange,
range, which
which you
you can
can
override ifif necessary,
override necessary, and
andititasks
asks where
whereyou youwant
want the
thepivot
pivottable
tableto
to be
beplaced.
placed.
Try it!
Try it! Create
Create aapivot
pivottable
tablefrom
from this
this data
dataset,
set, and
andplace
placeititon
on aanew
new worksheet.
worksheet. The The new
new
worksheet's name
worksheet's namewill
will be
be something
something generic
generic like
like Sheet9,
Sheet9, and
and itit will
will be
belocated
located just
just to
to the
the
leftof
left of this
this worksheet.
worksheet. Rename
Rename the
thenew
new worksheet
worksheet Practice
PracticePivot
PivotTable.
Table.(To
(To keep
keep from
from
having to
having togo
go back
back and
andforth
forth between
between worksheets,
worksheets, youyoumight
might want
wantto to copy
copythis
this text
text box
box and
and
theones
the ones below
below to
to the
the new
new worksheet.)
worksheet.)
You should
You shouldseesee aablank
blank pivot
pivot table
table to
to the
the left,
left, and
and ifif your
your cursor
cursor isis inside
inside it,
it, you
you should
shouldsee
see aa
Pivot Table Field List window on the right and two PivotTable Tools
Pivot Table Field List window on the right and two PivotTable Tools tabs (Options and tabs (Options and
Design) and
Design) andcorresponding
corresponding ribbons
ribbons atatthe
the top.
top. (I'll
(I'll say
say itit again.
again.The
The field
field list
list window
window andand the
the
pivot table
pivot table tabs
tabs are
arevisible
visible only
only when
whenyour your cursor
cursor isis inside
insideaa pivot
pivottable.
table. So
So ifif they
theydisappear,
disappear,
you'll know
you'll know why.)
why.)
The key
The key isis the
thefield
field list
list on
on the
the right.
right.The
Thetop
top pane
pane shows
shows all
all of
of the
theavailable
available fields
fields (columns),
(columns),
and the
and thebottom
bottompane paneshows
shows the
thefour
four areas
areasyou
you can
candrag
dragthese
these to.
to. Rather
Rather than
than listen
listen to
to aa
long explanation,
long explanation, try try the
thefollowing:
following:
Drag Gender
Drag Gender toto the
theRow
Row Labels
Labelsarea,
area, drag
drag Region
Region to tothe
the Column
Column Labels
Labelsarea,
area, drag
drag Paid
Paid With
With
tothe
to the Report
Report Filter
Filterarea,
area, and
and drag
drag Total
Total Cost
Cost to
to the
the Values
Values area.
area. You
You have
have just
justbroken
broken down
down
Total Cost
Total Cost by
by Gender,
Gender, Region,
Region, and
and Paid
Paid With.
With. Each
Each number
number inin the
the pivot
pivot table
table isis the
the sum
sum of
of
Total Cost for its particular category values.
Total Cost for its particular category values.
Hereare
Here are some
some other
otherthings
things you
you can
can do
do to
to the
thepivot
pivot table
tableyou
you just
just built:
built:
1.By
1. By default,
default, the
the sums
sums areare for
for all
allcategories
categories of
of the
the Report
Report Filter
Filter variable.
variable. To
To show
show sums
sums only
only
for VISA
for VISA sales,
sales, say,
say, click
click on
onthe
thedropdown
dropdownarrow
arrow next
nextto
to Paid
Paid With
Withand
and select
select VISA.
VISA.
2.You
2. Youcan
can hide
hideany
any row
row or
or column
columncategories.
categories. For
For example,
example, click
click on
on the
the Column
Column Labels
Labels
dropdown and select only Midwest and West.
dropdown and select only Midwest and West.
3.You
3. Youcancan change
changethe the way
wayTotal
Total Cost
Cost isis summarized
summarizedand andthe
the way
wayits itsvalues
values are
are formatted.
formatted.ToTo
doso,
do so, right-click
right-click on
on any
any of
ofthe
the numbers
numbers in in the
thepivot
pivottable
tableand
andselect
selectValue
Value Field
FieldSettings.
Settings.
(You will
(You will do
do this
this often,
often, so
so remember
remember it.) it.) In
In the
the Summarize
Summarizeby bylist,
list, select
selectAverage.
Average. Then
Then click
click
onthe
on the Number
Number Format
Formatbutton
button andand select
select aa number
number format
format in
in the
the usual
usual way.
way. Now
Now you
you see
see
the average
the average of of Total
Total Cost
Cost for
for the
the various
variouscategories.
categories.
4.In
4. In the
the bottom
bottom pane
pane of
of the
the field
field settings
settings window,
window, drag
drag Gender
Gender to
to the
thecolumn
columnarea
areaand
and
Region to
Region to the
the row
row area.
area. This
Thisisis called
called pivoting.
pivoting.(So
(So guess
guess why
whythey're
they're called
called pivot
pivot tables!)
tables!)
5.In
5. In the
the bottom
bottom pane
pane ofof the
the field
field settings
settings window,
window, drag
drag any
any of
of the
thefields
fieldsto
to aablank
blank space
spaceon
on
the worksheet (or simply uncheck its box in the top pane). This removes
the worksheet (or simply uncheck its box in the top pane). This removes the field from thethe field from the
pivot table.
pivot table. There
Thereisis no
no requirement
requirement that that each
each ofof the
the four
four areas
areas must
must contain
containaa field.
field.
6.You
6. Youcan
can have
have two
two (or
(or even
even more)
more) fields
fieldsin
inaa given
given area.
area.For
For example,
example, put
put both
bothRegion
Region and
and
Time in the row area. It starts to get "busy," but you are certainly allowed to do
Time in the row area. It starts to get "busy," but you are certainly allowed to do it. it.
7.You
7. Youcan
can sort
sort the
thevalues
values in
in the
the row
row oror column
column area areathrough
through the
the dropdown
dropdown arrows,
arrows, butbut the
the
sort order
sort order might
might not
not be
be the
the "natural"
"natural" order.
order. For
For example,
example, drag
drag Time
Time to
tothe
the row
row area
area (and
(and
drag any
drag any other
other variable
variable off).
off). The
The natural
natural order
order isis Morning,
Morning, Afternoon,
Afternoon, Evening,
Evening, but
but this
this isn't
isn't
what you
what you get
getwith
with aasort.
sort. Fortunately,
Fortunately, there
there isis aatrick.
trick. Select
Selectthe
the Morning
Morning cell,
cell, and
and place
place
your cursor
your cursor at
atthe
the bottom
bottom of ofthe
the cell
cell so
so that
that itit becomes
becomes aa 4-way
4-way arrow.
arrow. Now
Nowdrag
dragitit up
up
above Afternoon.
above Afternoon.
8.With
8. With your
your cursor
cursor in
in the
thepivot
pivot table,
table, click
click on
on the
the PivotChart
PivotChart button
button on
onthe
the PivotTable
PivotTableTools
Tools
Options ribbon,
Options ribbon, and
andselect
selectaa chart
chart type.
type. You
You not
notonly
only get
getaa very
very nice-looking
nice-looking Excel
Excel chart,
chart, but
but
itit updates
updates automatically
automaticallyas as you
you make
makechanges
changes inin the
the pivot
pivot table.
table.That
Thatis,
is, the
the pivot
pivottable
table and
and
thecorresponding
the corresponding pivot
pivot chart
chart are
areperfectly
perfectly synchronized.
synchronized.Make Makesome
some changes
changes to tothe
the pivot
pivot
table to
table to see
see what
whatII mean.
mean.ThisThis isis almost
almosttootoo good
goodto to be
betrue!
true!
IfIf the
thefield
field in
in the
theValues
Values area area isis numeric,
numeric, as
as itit usually
usuallyis,
is, then
then you
you probably
probably want
want toto
summarizeitit by
summarize by sums
sumsor or averages.
averages. But
But you
you can
can also
also summarize
summarize by by counts.
counts.Then
Then itit doesn't
doesn't
matter which
matter which field
field isis in
in the
the Values
Values area.
area.
Try it!
Try it! Start
Startover
over by
bydragging
dragging everthing
everthing off
off the
the pivot
pivot table.
table.Now
Now drag
drag Region
Region to
to the
therow
row area,
area,
Gender to
Gender to the
thecolumn
column area,
area, and
and any
any variable
variable to
to the
the Values
Values area.
area.
IfIf you
you drag
dragaa text
text variable
variable to to the
theValues
Values area,area, you
you get
get counts
counts byby default.
default. ButBut let's
let's say
sayyou
you
drag a numeric variable such as Total Cost to the Values area. Then
drag a numeric variable such as Total Cost to the Values area. Then you will have to right- you will have to right-
click on
click on any
any number
number in in the
thepivot
pivot table,
table, select
select Value
ValueField
Field Settings,
Settings, and
and select
select Count
Countto to
summarizeby.
summarize by.(If
(If you
you do
do thethe latter,
latter, it's
it's aa good
goodideaidea to
to change
changethe the Custom
CustomName Namein inthe
the Value
Value
FieldSettings
Field Settings dialog
dialogboxboxto to Count,
Count, rather
rather thanthanCount
Countof of Total
Total Cost.
Cost. The
Thereason
reasonisis that
thatTotal
Total
Cost has
Cost has nothing
nothingto to do
do with
withthethecounts,
counts, so soincluding
including itit in
inthe
the label
label isismisleading.)
misleading.) In In either
either
case, you
case, you can
can then
then reformat
reformatthe the counts
countsas as integers
integers ifif necessary.
necessary.
Each count
Each countshows
shows the
thenumber
number ofof customers
customers in
in the
thecategory.
category.For
For example,
example, you
you should
shouldsee
see
that there are 43 females from the Midwest.
that there are 43 females from the Midwest.
IfIf you
you drag
dragaa text
text variable
variable to to the
theValues
Values area,
area, you
you get
get counts
counts by by default.
default. ButBut let's
let's say
sayyouyou
drag aanumeric
drag numeric variable
variablesuchsuch as as Total
Total Cost
Cost toto the
the Values
Values area.
area. Then
Then you you will
will have
have to to right-
right-
click on
click on any
any number
number in in the
thepivot
pivot table,
table, select
select Value
ValueField
Field Settings,
Settings, and
and select
select Count
Countto to
summarizeby.
summarize by.(If
(If you
you do
do thethe latter,
latter, it's
it's aa good
goodidea
idea to
to change
changethe the Custom
CustomName Namein inthe
the Value
Value
FieldSettings
Field Settings dialog
dialogboxboxto to Count,
Count, rather
rather than
thanCount
Countof of Total
Total Cost.
Cost. The
Thereason
reasonisis that
thatTotal
Total
Cost has
Cost has nothing
nothingto to do
do with
withthethecounts,
counts, so soincluding
including itit in
inthe
the label
label isismisleading.)
misleading.) In In either
either
case, you can then reformat the counts as integers
case, you can then reformat the counts as integers if necessary. if necessary.
Each count
Each countshows
shows the
thenumber
number of of customers
customers in
in the
thecategory.
category.For
For example,
example, you
you should
shouldsee
see
that there
that there are
are 43
43 females
females from
from the
the Midwest.
Midwest.
Sometimes itit isis more

Sometimes moreinformative
informative to to display
display the
thecounts
counts asas percentages.
percentages. To To do
dothis,
this, open
open the
the
ValueField
Value Field Settings
Settings dialog
dialog box
boxin
in the
theusual
usual way,
way, click
click on
on the
the "Show
"Show values
values as"
as" tab,
tab, and
and select
select
the"%
the "% of
of row"
row" itemitem from
from thethe dropdown
dropdown list.list.You
Youshould
should see,
see, for
for example,
example, thatthat26.5%
26.5% ofofall
all
female customers are from the NorthEast. Do it again, but this time
female customers are from the NorthEast. Do it again, but this time select the "% of select the "% of
column" item.
column" item. NowNow youyou should
should see,
see, for
for example,
example, that
that32.26%
32.26% of of all
all South
South customers
customers areare
male. You
male. You can
can experiment
experiment with withthese
these andandother
other "Show
"Show values
values as"
as" options.
options.ItIt all
all depends
dependson on
how you
how you want
wantto to "tell
"tell the
the story."
story."
The last
The last useful
useful feature
featureII will
will discuss
discuss isis grouping.
grouping. IfIf youyou drag
drag aa field
field to,
to, say,
say, the
the row
row area,
area, you
you
will get
will getaa row
row for
for each
eachdistinct
distinct value
value ofof that
that field.
field. IfIf there
there are
are aa lot
lot of
of distinct
distinct values,
values, thethe
pivot table
pivot table will
will become
become unwieldy
unwieldy and
and probably
probablynotnot very very useful.
useful.In In this
this case,
case, itit isis aagood
good idea
idea
to group
to group on onthe
the field.
field.
Try it!
Try it!Start
Start over
over by
by dragging
dragging all
all of
of the
thefields
fields off
off the
thepivot
pivot table.
table.Then
Then drag
dragDate
Date to
to the
therow
row
area and
area and Total
Total Cost
Cost to
to the
theValues
Values area.
area.
Note that
Note that there
there isis some
some summarizing
summarizing going goingon on here
here because
becausemultiple
multiplesales
sales were
weremade
madeonon
some of
some of the
the dates,
dates, butbut there
there are
are too toomany
many dates
dates for
for aa manager
manager to
to get
get much
much sense
sense of
of what
what
isishappening
happening through
throughtime.
time. So
So ititisis useful
useful to
to group
group onondates.
dates.
Try it!
Try it!Right-click
Right-clickon on any
any date,
date, select
select Group,
Group, and
and then
then select
select Month.
Month. Now
Now you
you see
see total
total sales
sales
in each
in each ofof the
the 44 months.
months.
IfIf this
thisdata
data set
set were
wereover
over aa multi-year
multi-year period
periodand
and you
you grouped
grouped as
asabove,
above, you
you would
wouldsee
see all
all
of the Januaries lumped together, and similarly for the other months. To
of the Januaries lumped together, and similarly for the other months. To see them brokensee them broken
down by
down by year,
year, the
the trick
trick isis to
toselect
selectMonth
Month and
and Year
Year from
fromthe
theGroup
Group dialog
dialog box.
box.
Therecan
There canbe
be aadistinct
distinctadvantage
advantage to to building
building aa pivot
pivot table
table from
fromaa table
table instead
instead ofof from
fromaa
fixedrange.
fixed range. The
The advantage
advantageisisthat
thatifif you
you decide
decide totoadd
add rows
rows oror columns
columns to to the
thetable,
table, the
the
table expands automatically, as explained in the previous worksheet, and the
table expands automatically, as explained in the previous worksheet, and the pivot table can pivot table can
then be
then berefreshed
refreshedwith
with the
the click
click of
of aabutton
buttontoto accommodate
accommodate the the new
new data.
data. That
Thatis,
is, you
you do
do
not need
not needtoto build
build aa new
new pivot
pivottable.
table.
Try it!
Try it! Designate
Designate thethedata
datato to the
theright
right as
asaa table.
table.ItIt will
will get
get aadefault
default table
tablename,
name, suchsuch as
as
Table2, which
Table2, which you
youcancan change
changeifif youyoulike.
like. Then
Thenbuild
build aa pivot
pivot table
table from
fromthe
the table.
table.You
You will
will
notice that
notice that the
thedata
data source
sourcebox box(labeled
(labeled Table/Range)
Table/Range) contains
contains the
thename
nameof of the
the table,
table, not
notaa
range address.
range address.This
This isis what
what youyou want.
want. NowNow go go back
backand and add
add aanew
new column
column toto the
the right
right of
of the
the
table (possibly with a formula) and/or add some extra data to the
table (possibly with a formula) and/or add some extra data to the bottom of the table. Go bottom of the table. Go
back to
back to the
the pivot
pivot table
table and
and click
click on
on the
the Refresh
Refreshbutton
buttonon on the
thePivotTable
PivotTable Tools
Tools Options
Options
ribbon.The
ribbon. Thepivot
pivot table
table isis automatically
automatically populated
populatedwith with the
the new
newdata!
data!
back to
back to the
the pivot
pivot table
table and
and click
click on
on the
the Refresh
Refreshbutton
buttonon
on the
thePivotTable
PivotTable Tools
Tools Options
Options
ribbon.The
ribbon. Thepivot
pivot table
table isis automatically
automatically populated
populatedwith
with the
the new
newdata!
data!
Change in
Change in Excel
Excel 2010:
2010:
Excel 2010
Excel 2010 includes
includes aa new
new feature
feature for
for pivot
pivot tables
tables called
called aa slicer.
slicer.As
As far
far as
as IIcan
can tell,
tell, this
this isis
essentially equivalent,
essentially equivalent, except
except forfor the
the user
user interface,
interface, to to aavariable
variable placed
placed ininthe
the Report
Report Filter
Filter
area. For
area. For example,
example, ifif you
youbuild
build aa pivot
pivot table
table from
fromthethe data
datatotothe
the right,
right, you
you can
can then
then select
select
to insert
to insert aaslicer
slicer based
basedon
on the
theTime
Timevariable.
variable. YouYou will
will see
seeaa new
new window
window for for this
this slicer
slicer with
with
three buttons: Morning, Afternoon, and Evening. By clicking on
three buttons: Morning, Afternoon, and Evening. By clicking on any of them (or any any of them (or any
combinationof
combination of them),
them), you
you areare simply
simply filtering
filteringthe
the pivot
pivot table
table on
onthese
thesecategories.
categories. Maybe
Maybe
after some
after someexperience,
experience, II will
will see
see some
some benefit
benefit ofof aa slicer
slicer over
over aavariable
variable inin the
the Report
ReportFilter
Filter
area, but
area, but II haven't
haven't seen
seenitit yet.
yet.
all data
dataset
set Date Day Time Region Paid With Gender Items Ordered
venue
venue or or 10-Mar Mon Morning West VISA Female 4
10-Mar Mon Morning West Mastercard Female 1
nhas
has 10-Mar Mon Afternoon West VISA Female 5
he user
he user 10-Mar Mon Afternoon NorthEast VISA Female 1
ined that
ned that
this
this 10-Mar Mon Afternoon West Mastercard Male 4
xcel 2007
xcel 2007 10-Mar Mon Afternoon NorthEast VISA Female 5
ethat
that
11-Mar Tues Evening West Mastercard Male 1
11-Mar Tues Evening South VISA Male 4
ee are
are so
so 11-Mar Tues Evening West Cash Male 2
end them,
nd them,
e quite
quite 12-Mar Wed Morning MidWest Mastercard Female 1
and then
nd then 12-Mar Wed Morning NorthEast Mastercard Female 2
lain
ain 12-Mar Wed Afternoon South VISA Male 2
13-Mar Thurs Morning NorthEast VISA Male 3
13-Mar Thurs Afternoon NorthEast Mastercard Male 1
14-Mar Fri Morning West Mastercard Female 3
14-Mar Fri Afternoon West VISA Male 5
14-Mar Fri Afternoon South Cash Female 6
oo 14-Mar Fri Afternoon West VISA Female 4
eaking
eaking 15-Mar Sat Morning South Mastercard Male 1
15-Mar Sat Afternoon South Cash Male 1
nd click on
d click on 16-Mar Sun Morning West VISA Male 4
uu can
can 16-Mar Sun Afternoon West VISA Male 2
16-Mar Sun Evening West Mastercard Female 9
new
new 17-Mar Mon Afternoon South VISA Female 1
to the
to the 17-Mar Mon Evening West VISA Male 3
om
om
box and
box and 18-Mar Tues Morning NorthEast Mastercard Female 5
18-Mar Tues Afternoon South Mastercard Male 3
uldsee
see aa 18-Mar Tues Evening MidWest Mastercard Male 3
uld
nd
nd 19-Mar Wed Afternoon MidWest VISA Male 1
w and
and the
the 19-Mar Wed Afternoon South Cash Female 2
disappear,
isappear, 20-Mar Thurs Morning West Mastercard Female 3
20-Mar Thurs Afternoon NorthEast VISA Male 4
olumns),
olumns), 20-Mar Thurs Afternoon NorthEast VISA Female 2
nn to
to aa
20-Mar Thurs Evening West VISA Female 2
21-Mar Fri Morning West VISA Female 7
Paid With
Paid With 21-Mar Fri Afternoon South Mastercard Female 2
en down
en down
sum of
sum of 21-Mar Fri Evening NorthEast VISA Male 4
22-Mar Sat Morning NorthEast Mastercard Female 2
22-Mar Sat Morning MidWest Mastercard Male 2
22-Mar Sat Morning NorthEast Cash Female 8
22-Mar Sat Evening West VISA Male 4
22-Mar Sat Evening West Mastercard Male 6
22-Mar Sat Evening West Cash Female 1
22-Mar Sat Evening West VISA Male 2
23-Mar Sun Afternoon MidWest VISA Female 1
24-Mar Mon Morning South Mastercard Female 3
sums only
ums only 24-Mar Mon Morning NorthEast Mastercard Female 6
24-Mar Mon Afternoon South Mastercard Female 1
bels
bels 24-Mar Mon Afternoon West Mastercard Female 3
24-Mar Mon Afternoon South Cash Female 2
matted.To
matted. To 25-Mar Tues Morning West Mastercard Female 2
ttings.
ttings. 25-Mar Tues Afternoon South Mastercard Female 5
hen click
hen click
you see
ou see 25-Mar Tues Evening West Cash Male 4
26-Mar Wed Morning West VISA Female 2
aand
and 27-Mar Thurs Morning West Mastercard Female 4
ables!)
bles!) 27-Mar Thurs Afternoon West Cash Female 8
28-Mar Fri Morning NorthEast Mastercard Female 1
spaceon
space on
rom the 28-Mar Fri Afternoon South Mastercard Female 1
om the
d.
d. 28-Mar Fri Afternoon West Mastercard Male 3
28-Mar Fri Evening NorthEast VISA Male 2
egion and
gion and
29-Mar Sat Morning NorthEast VISA Female 2
29-Mar Sat Morning NorthEast Cash Male 4
s,, but
but the
the 29-Mar Sat Morning MidWest Mastercard Male 3
aa (and
(and
this isn't
this isn't 29-Mar Sat Morning NorthEast Mastercard Female 3
place
place 29-Mar Sat Afternoon NorthEast Cash Female 3
t upup
29-Mar Sat Afternoon MidWest Cash Male 2
29-Mar Sat Afternoon South VISA Female 1
able Tools
ble Tools 29-Mar Sat Afternoon MidWest VISA Male 4
chart, but
hart, but
able and
and 29-Mar Sat Evening NorthEast Cash Male 4
able
he pivot
he pivot 29-Mar Sat Evening South VISA Female 2
30-Mar Mon Afternoon South Mastercard Female 2
30-Mar Mon Evening West VISA Female 2
31-Mar Wed Afternoon South VISA Female 7
31-Mar Wed Afternoon MidWest Mastercard Male 5
31-Mar Wed Evening West Mastercard Male 6
31-Mar Wed Evening NorthEast Cash Male 2
1-Apr Thurs Morning NorthEast Cash Male 4
1-Apr Thurs Afternoon West Mastercard Female 9
1-Apr Thurs Afternoon NorthEast Cash Female 6
doesn't
oesn't 1-Apr Thurs Afternoon West Mastercard Female 1
2-Apr Fri Morning MidWest Mastercard Female 3
row area,
ow area, 2-Apr Fri Afternoon MidWest Mastercard Female 2
2-Apr Fri Afternoon NorthEast VISA Female 6
2-Apr Fri Afternoon NorthEast Mastercard Female 3
yyyou
you
o right-
right- 3-Apr Sat Morning South VISA Female 4
to
to 3-Apr Sat Afternoon South Mastercard Male 3
the Value
he Value
atTotal
at Total 3-Apr Sat Afternoon West VISA Female 2
n either
either
uld see
ld see
yyyou
you
o right-
right-
to
to
the Value
he Value
atTotal
at Total
n either
either 3-Apr Sat Evening NorthEast Mastercard Male 3
4-Apr Sun Morning MidWest VISA Female 1
uld see
ld see 4-Apr Sun Afternoon South Cash Male 3
5-Apr Mon Morning NorthEast VISA Male Low
open thethe 5-Apr Mon Afternoon MidWest VISA Male Low
open
and select
nd select 5-Apr Mon Afternoon MidWest Mastercard Female Low
5%
% ofofall
all 5-Apr Mon Afternoon NorthEast Mastercard Female Low
off
rs are
s are 5-Apr Mon Evening NorthEast VISA Female Low
pends
ends on on 6-Apr Tues Morning NorthEast Cash Female Low
6-Apr Tues Afternoon NorthEast VISA Female Low
6-Apr Tues Afternoon South Mastercard Female Medium
6-Apr Tues Evening MidWest Mastercard Female High
7-Apr Wed Evening West VISA Male Low
8-Apr Thurs Morning NorthEast VISA Male Low
8-Apr Thurs Morning West Cash Female High
area, you
rea, you 8-Apr Thurs Morning West Mastercard Female Low
s,, the
the 8-Apr Thurs Evening MidWest Cash Male Low
good idea
ood idea 9-Apr Fri Morning West VISA Male Medium
9-Apr Fri Morning NorthEast Mastercard Male Low
the row
he row 9-Apr Fri Morning West Mastercard Male Low
9-Apr Fri Morning NorthEast Mastercard Female High
made on
ade on 9-Apr Fri Morning West Cash Male High
of what
of what 10-Apr Sat Morning South Mastercard Female Low
10-Apr Sat Morning MidWest Cash Female Low
otalsales
otal sales 10-Apr Sat Afternoon MidWest Mastercard Male Medium
10-Apr Sat Afternoon South Mastercard Female High
dsee
see all
all 10-Apr Sat Evening NorthEast Cash Male Low
broken
broken 10-Apr Sat Evening MidWest VISA Male Low
11-Apr Sun Afternoon West VISA Female High
12-Apr Tues Morning MidWest Mastercard Female High
12-Apr Tues Morning NorthEast Mastercard Female High
12-Apr Tues Afternoon South Mastercard Female High
12-Apr Tues Afternoon NorthEast Mastercard Female High
romaa
rom 13-Apr Wed Afternoon South Mastercard Female High
e, the
e, the 14-Apr Fri Morning South Cash Female Medium
table can
table can
, you
you do
do 14-Apr Fri Afternoon MidWest Mastercard Male Medium
14-Apr Fri Afternoon West VISA Female High
15-Apr Sat Morning South Cash Male Low
ch as
h as
ou will
u will 15-Apr Sat Morning MidWest VISA Female Medium
ble, notaa
le, not 15-Apr Sat Morning MidWest VISA Female Low
ght of
ght of the
the 15-Apr Sat Afternoon West VISA Male Medium
ble. Go
ble. Go
tions
ons 15-Apr Sat Afternoon NorthEast Cash Female Low
15-Apr Sat Evening MidWest Cash Female High
15-Apr Sat Evening West Mastercard Female High
16-Apr Sun Afternoon West Cash Male High
tions
ons
16-Apr Sun Afternoon NorthEast Cash Female Low

16-Apr Sun Evening South Mastercard Female Low
17-Apr Mon Morning MidWest VISA Female Low
17-Apr Mon Afternoon West VISA Female Low
, this
this isis
ortFilter
Filter 17-Apr Mon Evening West Cash Male High
ort
nnselect
select 18-Apr Tues Morning South VISA Female Medium
cer with
er with 18-Apr Tues Afternoon NorthEast VISA Female Medium
yy
Maybe
Maybe 18-Apr Tues Evening NorthEast Mastercard Male Medium
ortFilter
ort Filter 19-Apr Wed Morning MidWest Mastercard Female Medium
19-Apr Wed Afternoon MidWest Mastercard Female Low
19-Apr Wed Evening NorthEast Mastercard Male Low
20-Apr Thurs Afternoon NorthEast Cash Male Medium
20-Apr Thurs Evening South VISA Male High
20-Apr Thurs Evening West VISA Male Low
21-Apr Fri Morning West VISA Female Medium
21-Apr Fri Afternoon NorthEast Mastercard Female High
21-Apr Fri Afternoon NorthEast Cash Female Low
21-Apr Fri Afternoon NorthEast VISA Female High
22-Apr Sat Morning South Cash Male Medium
22-Apr Sat Afternoon MidWest Mastercard Female Medium
22-Apr Sat Evening NorthEast Mastercard Male High
23-Apr Sun Morning South VISA Female Medium
23-Apr Sun Afternoon South Cash Female Low
24-Apr Mon Morning South Mastercard Female High
24-Apr Mon Morning West Mastercard Female High
24-Apr Mon Afternoon NorthEast VISA Female High
24-Apr Mon Afternoon South VISA Female High
24-Apr Mon Evening South Cash Male High
24-Apr Mon Evening South VISA Female High
25-Apr Tues Morning West Mastercard Female Medium
25-Apr Tues Evening NorthEast Mastercard Male High
26-Apr Wed Morning West VISA Female Medium
26-Apr Wed Morning South Cash Male High
26-Apr Wed Afternoon MidWest Cash Female High
27-Apr Thurs Morning MidWest VISA Female High
27-Apr Thurs Evening South VISA Male High
27-Apr Thurs Evening NorthEast Mastercard Male Medium
28-Apr Fri Afternoon West Mastercard Female High
28-Apr Fri Afternoon South Mastercard Female Low
28-Apr Fri Evening NorthEast VISA Male Low
28-Apr Fri Evening NorthEast VISA Female Low
29-Apr Sat Morning NorthEast VISA Male Low
29-Apr Sat Morning MidWest Mastercard Male High
29-Apr Sat Afternoon West Mastercard Male Low
29-Apr Sat Evening South VISA Male High
29-Apr Sat Evening MidWest Mastercard Male Medium
29-Apr Sat Evening MidWest Mastercard Female Medium
29-Apr Sat Evening West VISA Male Low
30-Apr Sun Morning West Mastercard Female High
30-Apr Sun Afternoon South Mastercard Female High
30-Apr Sun Evening NorthEast Mastercard Male High
1-May Mon Afternoon NorthEast VISA Female Medium
2-May Tues Evening NorthEast Cash Male Medium
3-May Wed Afternoon West Mastercard Female Low
3-May Wed Afternoon South VISA Female High
4-May Thurs Evening West VISA Female High
5-May Fri Morning NorthEast VISA Female Medium
5-May Fri Afternoon NorthEast VISA Female Low
6-May Sat Morning West VISA Female Low
6-May Sat Morning MidWest Mastercard Male Low
6-May Sat Morning West Cash Female Low
6-May Sat Morning South VISA Female Low
6-May Sat Morning West Mastercard Male Medium
6-May Sat Afternoon MidWest Mastercard Female Low
6-May Sat Afternoon NorthEast Cash Female Medium
6-May Sat Evening NorthEast Mastercard Male Low
6-May Sat Evening West VISA Male Low
6-May Sat Evening West Mastercard Female Low
7-May Sun Evening NorthEast Mastercard Female Medium
7-May Sun Evening MidWest Cash Female Low
8-May Mon Morning West VISA Female Low
8-May Mon Afternoon South VISA Female Medium
8-May Mon Evening South Cash Male Medium
8-May Mon Evening South Mastercard Male Medium
8-May Mon Evening West VISA Male Medium
8-May Mon Evening West Mastercard Male Low
9-May Tues Morning West Cash Male High
9-May Tues Afternoon South Mastercard Female High
9-May Tues Evening West VISA Male High
9-May Tues Evening South Mastercard Female Medium
10-May Wed Morning MidWest Mastercard Female High
10-May Wed Afternoon MidWest VISA Female Low
11-May Thurs Afternoon West Mastercard Female High
11-May Thurs Evening MidWest Cash Male Medium
12-May Fri Morning West Mastercard Female Medium
12-May Fri Evening NorthEast VISA Male High
13-May Sat Morning South Cash Male Low
13-May Sat Afternoon West VISA Male Low
13-May Sat Evening South Mastercard Female High
13-May Sat Evening NorthEast Cash Male High
14-May Sun Evening NorthEast VISA Female Low
15-May Mon Morning West Mastercard Female Low
15-May Mon Morning NorthEast VISA Female Low
15-May Mon Afternoon South VISA Female Low
15-May Mon Afternoon NorthEast Mastercard Female Low
15-May Mon Afternoon South Mastercard Female High
15-May Mon Afternoon South VISA Female Medium
15-May Mon Evening West VISA Male Low
16-May Tues Morning West VISA Male Medium
16-May Tues Afternoon MidWest Mastercard Female Medium
16-May Tues Evening NorthEast Mastercard Female High
16-May Tues Evening South Mastercard Male High
17-May Thurs Morning South Mastercard Female High
17-May Thurs Morning NorthEast Mastercard Female High
17-May Thurs Evening South VISA Male High
17-May Thurs Evening MidWest Mastercard Female Low
18-May Fri Morning South Mastercard Male Low
18-May Fri Afternoon MidWest VISA Male High
18-May Fri Evening South VISA Male Medium
19-May Sat Morning MidWest Mastercard Male Medium
19-May Sat Morning MidWest Cash Female High
19-May Sat Morning West Mastercard Male Medium
19-May Sat Morning South Mastercard Male Low
19-May Sat Afternoon West Cash Female Low
19-May Sat Afternoon MidWest Cash Female Medium
19-May Sat Afternoon South Cash Female High
19-May Sat Afternoon South VISA Female High
19-May Sat Afternoon NorthEast Mastercard Male Low
19-May Sat Evening MidWest Cash Female Medium
20-May Sun Afternoon West Cash Female Medium
21-May Mon Afternoon West VISA Female Low
21-May Mon Afternoon West VISA Male Low
21-May Mon Evening NorthEast VISA Male Medium
21-May Mon Evening West Cash Male Medium
22-May Tues Morning West Mastercard Male Low
22-May Tues Afternoon South Cash Female Medium
22-May Tues Afternoon South Mastercard Female Low
22-May Tues Afternoon NorthEast VISA Female High
22-May Tues Afternoon NorthEast VISA Female High
22-May Tues Evening West Cash Male Low
23-May Wed Evening West Mastercard Male Medium
24-May Thurs Morning South VISA Female Low
24-May Thurs Afternoon West Mastercard Male Low
24-May Thurs Afternoon NorthEast Cash Female High
25-May Fri Morning South VISA Female Medium
25-May Fri Afternoon NorthEast Mastercard Male High
25-May Fri Afternoon West VISA Female High
26-May Sat Morning NorthEast Mastercard Male High
26-May Sat Afternoon MidWest Mastercard Female High
26-May Sat Evening West VISA Female Medium
26-May Sat Evening MidWest VISA Male Medium
27-May Mon Afternoon South Mastercard Female Medium
27-May Mon Evening West VISA Male High
28-May Tues Morning MidWest VISA Female Medium
28-May Tues Evening South VISA Male Medium
29-May Wed Evening South Mastercard Male High
29-May Wed Evening MidWest Mastercard Male Low
30-May Thurs Morning NorthEast VISA Female High
30-May Thurs Morning West Mastercard Female Medium
30-May Thurs Afternoon NorthEast VISA Female Medium
30-May Thurs Evening South Mastercard Female Low
31-May Fri Morning NorthEast Mastercard Female Medium
31-May Fri Morning MidWest Mastercard Female High
31-May Fri Morning South Mastercard Female Low
31-May Fri Afternoon South VISA Female High
31-May Fri Evening NorthEast VISA Male Low
1-Jun Sat Afternoon NorthEast Mastercard Female High
1-Jun Sat Afternoon West VISA Female High
1-Jun Sat Afternoon NorthEast VISA Male Low
1-Jun Sat Evening MidWest Mastercard Male Medium
1-Jun Sat Evening South Mastercard Female Medium
1-Jun Sat Evening NorthEast Mastercard Male Medium
1-Jun Sat Evening MidWest VISA Female Medium
1-Jun Sat Evening South VISA Female Low
2-Jun Sun Morning MidWest Cash Female Low
2-Jun Sun Evening South VISA Female Low
3-Jun Mon Afternoon NorthEast Cash Female Low
3-Jun Mon Evening South Mastercard Female Low
4-Jun Tues Morning NorthEast Mastercard Male Low
4-Jun Tues Morning NorthEast Mastercard Female Medium
4-Jun Tues Evening West VISA Female High
4-Jun Tues Evening West Cash Male Low
4-Jun Tues Evening West VISA Female Medium
5-Jun Wed Evening NorthEast VISA Male Medium
6-Jun Thurs Morning NorthEast Mastercard Female Medium
6-Jun Thurs Evening West VISA Male Low
7-Jun Fri Morning West VISA Female Low
7-Jun Fri Afternoon MidWest VISA Female Low
7-Jun Fri Afternoon West VISA Female Low
7-Jun Fri Evening NorthEast Cash Male High
8-Jun Sat Morning NorthEast Mastercard Male High
8-Jun Sat Evening MidWest Mastercard Female High
8-Jun Sat Evening West Cash Male Low
8-Jun Sat Evening NorthEast Mastercard Male Low
9-Jun Sun Afternoon NorthEast Cash Male Medium
10-Jun Mon Afternoon West VISA Female Medium
10-Jun Mon Afternoon West Cash Female High
10-Jun Mon Afternoon NorthEast Cash Female High
10-Jun Mon Evening MidWest Cash Male High
10-Jun Mon Evening West VISA Male Low
10-Jun Mon Evening NorthEast VISA Male High
11-Jun Tues Afternoon MidWest Mastercard Female Low
11-Jun Tues Afternoon NorthEast VISA Male Low
11-Jun Tues Afternoon MidWest Cash Female Medium
11-Jun Tues Evening MidWest Mastercard Male Low
11-Jun Tues Evening South Mastercard Male Medium
12-Jun Wed Morning South Mastercard Female High
12-Jun Wed Evening NorthEast Cash Male Low
12-Jun Wed Evening West Mastercard Male High
12-Jun Wed Evening West Cash Male Low
13-Jun Thurs Morning South VISA Male Low
13-Jun Thurs Morning MidWest VISA Female High
13-Jun Thurs Afternoon West VISA Male Medium
14-Jun Fri Afternoon NorthEast VISA Female Low
14-Jun Fri Afternoon South Mastercard Male Low
14-Jun Fri Afternoon West Mastercard Female Low
14-Jun Fri Afternoon MidWest VISA Male Low
14-Jun Fri Evening West Mastercard Female Low
15-Jun Sat Morning South Cash Female Medium
15-Jun Sat Morning West VISA Male Medium
15-Jun Sat Morning NorthEast VISA Male Medium
15-Jun Sat Afternoon NorthEast VISA Male High
15-Jun Sat Afternoon MidWest Cash Female Low
16-Jun Sun Morning MidWest Mastercard Male Low
17-Jun Mon Morning West VISA Female High
17-Jun Mon Afternoon South VISA Female High
18-Jun Tues Afternoon NorthEast Mastercard Female Low
18-Jun Tues Evening West Mastercard Male Low
19-Jun Wed Evening South Cash Female Medium
19-Jun Wed Evening South VISA Male Low
19-Jun Wed Evening MidWest Cash Male Low
20-Jun Thurs Morning West VISA Female Low
21-Jun Fri Morning MidWest VISA Female Low
21-Jun Fri Morning South Mastercard Female High
21-Jun Fri Afternoon West Mastercard Male Low
21-Jun Fri Afternoon NorthEast Mastercard Female High
21-Jun Fri Afternoon West Mastercard Female Low
21-Jun Fri Evening South Mastercard Male Low
21-Jun Fri Evening West Cash Male Medium
22-Jun Sat Morning West Mastercard Female High
22-Jun Sat Morning NorthEast Mastercard Male Low
22-Jun Sat Afternoon NorthEast VISA Male Low
22-Jun Sat Evening NorthEast VISA Female High
23-Jun Sun Morning NorthEast Mastercard Male Medium
23-Jun Sun Morning South Cash Female Medium
23-Jun Sun Afternoon West Mastercard Male Medium
23-Jun Sun Evening NorthEast VISA Male Medium
23-Jun Sun Evening NorthEast Mastercard Male High
23-Jun Sun Evening West Mastercard Male Low
23-Jun Sun Evening South Mastercard Male High
24-Jun Mon Morning NorthEast VISA Female Low
24-Jun Mon Afternoon MidWest VISA Female Medium
24-Jun Mon Afternoon NorthEast Mastercard Female Low
25-Jun Tues Morning NorthEast Mastercard Female Low
25-Jun Tues Afternoon West Cash Female High
25-Jun Tues Afternoon South VISA Female High
26-Jun Wed Morning MidWest Mastercard Female High
26-Jun Wed Morning South Mastercard Female Low
26-Jun Wed Morning South Cash Female Low
26-Jun Wed Afternoon NorthEast VISA Female Low
26-Jun Wed Afternoon West Mastercard Female Medium
26-Jun Wed Afternoon West Mastercard Female Low
26-Jun Wed Evening NorthEast Mastercard Male High
27-Jun Thurs Morning West VISA Female Medium
27-Jun Thurs Morning South Mastercard Female Medium
27-Jun Thurs Evening West Cash Male High
28-Jun Fri Morning West Cash Female Low
28-Jun Fri Morning West VISA Female Medium
28-Jun Fri Morning MidWest Mastercard Male Medium
28-Jun Fri Afternoon West Mastercard Female Medium
28-Jun Fri Afternoon MidWest Mastercard Female Medium
28-Jun Fri Afternoon NorthEast VISA Female High
29-Jun Sat Morning MidWest VISA Male Low
29-Jun Sat Afternoon NorthEast VISA Male Medium
29-Jun Sat Afternoon NorthEast Cash Female Medium
29-Jun Sat Afternoon West Mastercard Male Medium
29-Jun Sat Afternoon NorthEast VISA Male Medium
29-Jun Sat Afternoon NorthEast VISA Female Low
Total Cost Column1
$136.97
$25.55
$113.95
$6.82
$147.32
$142.15
$18.65
$178.34
$25.83
$18.13
$54.52
$61.93
$147.68
$27.24
$46.18
$107.44
$96.53
$77.44
$15.19
$45.52
$157.05
$51.95
$429.98
$33.37
$71.84
$139.51
$78.46
$125.13
$14.76
$83.38
$104.91
$101.37
$53.16
$40.63
$286.41
$59.39
$185.45
$35.08
$91.62
$155.50
$20.89
$186.29
$42.22
$42.19
$47.86
$139.76
$186.42
$54.08
$84.98
$27.13
$54.70
$229.54
$124.21
$26.39
$106.97
$377.18
$24.31
$34.47
$106.19
$55.30
$82.98
$101.79
$99.28
$100.09
$88.91
$62.58
$28.87
$141.29
$66.54
$69.03
$65.51
$35.59
$320.18
$128.57
$248.42
$50.04
$145.48
$403.60
$284.14
$81.14
$82.36
$32.65
$200.70
$99.13
$85.88
$183.52
$53.87
$44.08
$82.34
$151.29
5 $87.02
2 $54.96
1 $65.11
3 $76.69
2 $48.38
5 $76.64
2 $54.08
3 $130.00
4 $218.29
1 $38.10
4 $100.02
4 $248.73
2 $25.80
1 $52.83
3 $131.89
3 $82.69
1 $70.03
1 $102.86
4 $174.13
2 $49.80
2 $29.97
2 $82.53
4 $142.76
2 $72.58
2 $55.39
4 $206.39
4 $245.67
5 $265.69
3 $124.46
6 $206.26
7 $306.23
1 $48.12
4 $113.95
6 $261.44
2 $59.90
2 $49.73
3 $65.06
4 $97.71
1 $49.84
6 $233.94
9 $370.26
6 $313.11
6 $141.77
1 $27.99
3 $81.34
2 $97.15
7 $352.49
3 $88.75
4 $107.95
5 $186.22
4 $159.23
2 $82.43
4 $99.42
3 $79.32
3 $160.01
2 $51.99
8 $267.67
9 $429.22
1 $46.20
5 $240.02
4 $157.14
5 $140.40
5 $204.93
2 $88.18
3 $95.47
5 $224.73
8 $344.73
4 $185.32
6 $297.31
4 $223.32
3 $164.40
2 $123.57
5 $236.97
2 $82.75
6 $307.75
4 $200.73
4 $242.06
4 $215.09
3 $162.90
5 $214.31
1 $42.07
2 $69.05
4 $148.90
4 $105.74
3 $138.32
2 $61.71
3 $120.11
1 $72.80
2 $134.86
4 $89.75
4 $220.04
3 $168.39
6 $277.80
3 $130.49
2 $94.39
4 $120.48
6 $304.95
9 $389.79
4 $161.08
2 $69.61
3 $59.99
2 $120.78
3 $82.30
2 $91.88
1 $87.10
2 $70.10
2 $106.67
1 $34.31
3 $77.69
2 $85.31
1 $65.92
1 $89.98
3 $102.07
4 $199.83
3 $134.21
4 $188.41
4 $102.72
2 $85.63
4 $206.87
2 $141.22
10 $463.40
5 $166.54
6 $260.62
1 $79.16
6 $320.40
2 $79.01
2 $126.22
5 $263.45
3 $135.86
1 $98.74
1 $101.05
7 $361.60
3 $120.56
1 $52.68
3 $99.51
1 $85.29
3 $143.59
3 $197.13
3 $190.74
3 $111.44
3 $153.39
2 $65.40
9 $448.20
2 $123.19
5 $210.28
7 $349.46
4 $290.63
3 $103.03
2 $112.54
8 $399.36
2 $68.18
3 $146.58
6 $309.50
5 $177.96
2 $119.46
3 $119.66
4 $168.87
4 $192.39
2 $101.73
2 $74.94
8 $291.30
3 $161.00
3 $116.01
2 $74.39
4 $226.25
3 $135.19
4 $126.16
4 $156.30
3 $73.42
7 $310.74
6 $296.26
2 $115.29
4 $212.94
2 $85.93
2 $80.02
5 $286.17
4 $190.27
5 $265.24
7 $353.93
5 $314.77
2 $169.23
3 $149.71
2 $105.35
2 $111.47
9 $441.16
5 $179.56
2 $83.15
4 $262.86
2 $82.51
5 $290.27
5 $223.08
3 $165.77
2 $99.81
3 $158.95
5 $280.99
4 $149.89
7 $363.52
2 $93.97
8 $391.97
5 $275.54
1 $115.55
3 $125.00
1 $103.15
9 $256.70
1 $117.99
2 $98.55
2 $112.93
2 $76.30
2 $129.80
3 $140.25
3 $149.79
4 $172.20
3 $139.85
1 $96.46
3 $127.83
6 $215.88
2 $133.49
2 $117.33
2 $107.98
6 $203.11
5 $193.33
7 $343.26
11 $485.01
4 $221.93
2 $94.04
1 $113.37
5 $188.26
4 $170.19
4 $224.15
7 $352.32
4 $257.18
2 $122.06
4 $239.95
3 $124.44
4 $116.58
2 $154.46
1 $76.92
4 $194.85
6 $367.70
1 $119.50
7 $270.94
2 $94.71
4 $154.01
5 $313.30
7 $217.99
3 $127.22
1 $135.97
1 $87.14
2 $96.77
1 $74.74
1 $117.48
2 $132.89
5 $230.26
10 $451.03
3 $153.31
3 $117.79
7 $357.32
7 $374.17
3 $122.28
2 $122.57
2 $134.59
1 $134.98
1 $109.45
3 $131.52
1 $88.76
2 $174.28
1 $100.70
7 $387.43
3 $160.71
1 $105.91
1 $101.46
5 $271.67
1 $112.74
1 $96.42
6 $271.48
2 $156.79
5 $249.63
6 $278.62
2 $84.46
3 $221.17
4 $194.79
4 $199.22
2 $141.70
4 $191.15
2 $142.41
3 $134.53
7 $374.37
3 $241.73
4 $278.58
1 $106.25
3 $115.71
1 $78.34
4 $216.03
2 $140.01
8 $458.51
4 $210.60
4 $189.49
7 $359.42
3 $132.06
5 $252.33
2 $172.05
4 $206.19
2 $143.98
4 $276.67
1 $111.67
6 $268.39
3 $169.11
6 $242.46
4 $168.64
1 $107.59
Of all
Of all the
thetools
tools available
availablein inExcel,
Excel, conditional
conditional formatting
formatting isis arguably
arguablythe the "coolest."
"coolest." As As the
the
name implies, conditional formatting allows you to format cells
name implies, conditional formatting allows you to format cells depending on conditions depending on conditions
you specify.
you specify. TheThe cool
cool part
part isis that
that the
the formatting
formatting changes
changes automatically
automatically ifif the
the cell
cell values
values
change. For
change. For example,
example, suppose
suppose you you useuse conditional
formatting to tocolor
color aa cell
cell red
red ifif its
itsvalue
value isis
greater than
greater than100.
100.IfIf its
its current
current value
valueisis90,
90, itit won't
won'tbebe red,
red, but
but ififyou
you change
change its its value
value to to110,
110,
it will turn red automatically.
it will turn red automatically.
Conditional formatting
Conditional formatting was was available
availablebefore
beforeExcel
Excel 2007,
2007, butbutitit wasn't
wasn't very
very prominent,
prominent, andand
most users
most users didn't
didn't even
even knowknow ititwas
was available.
available. Now
Now ititisisvery
veryprominent,
prominent, right
right in
in the
the middle
middle
of the
of theHome
Homeribbon.
ribbon. ItItisis also
also much
much easier
easier to
touse.
use.As
As illustrated
illustrated below,
below, many
manyuses
uses ofof
conditional formatting areare really
reallyeasy,
easy, but
but aafew
few are
aretricky.
tricky.
AA typical
typical use
use ofof conditional
formatting isis to
to color
color all
all "high"
"high" values
values one
onecolor
color and
andallall "low"
"low"
values another color. In the example to the right, suppose you want to color
values another color. In the example to the right, suppose you want to color all high scores all high scores
greenand
green and all
all low
low scores,
scores, where
where aahigh
high score
scoreisis greater
greater than
thanthe
the value
value in
in cell
cell O4
O4andandaa low
low
score isis less
score less than
than the
the value
valueinincell
cell O5.
O5. To
To do
do so:
so:
1.Highlight
1. Highlight all
all exam
examscores
scores in incolumn
columnL.L.
2.Click
2. Click on
onthe
the Conditional
Conditional Formatting
Formattingdropdown,
dropdown, thenthen on
onHighlight
HighlightCell
Cell Rules,
Rules, and
and then
then on
on
Greater Than.
Greater Than.
3.In
3. In the
the Greater
Greater Than
Than dialog
dialogbox,box, enter
enter aacell
cell reference
reference to
to cell
cell O4
O4 and
andselect
selectaa green
green format
format
of your choice.
of your choice.
4.Repeat
4. Repeat steps
steps 22and
and 33in
in the
theobvious
obvious way
way for
for the
thelow
low values.
values.
Try it!
Try it! Perform
Perform the
the above
above steps.
steps.Then
Then change
change the
thevalues
values in
in cells
cells O4
O4 and
and O5
O5 and
andwatch
watch how
how
the formatting changes automatically.
the formatting changes automatically.
IfIf you
you want
want to
to get
get rid
rid of
of the
the formatting,
formatting, click
click on
on the
theConditional
ConditionalFormatting
Formatting dropdown
dropdown and
and
then on
then on Clear
Clear Rules.
Rules.
IfIf you
you want
want to
to change
changethe
the formatting
formattingrules,
rules, click
click on
on the
the Conditional
Formatting dropdown
dropdown
and then
and thenon
on Manage
ManageRules.
Rules.
Asyou
As youcancansee
see when
when you
you click
click on
on the
the Conditional
Formatting dropdown,
dropdown, there
there are
are aalot
lotof
of
"built-in" choices that are very easy to apply. Try out some of the following:
"built-in" choices that are very easy to apply. Try out some of the following:
The Highlight
The Highlight Cell
Cellrules
rules let
let you
you format
formatnumbers
numbers that
thatsatisfy
satisfy inequalities,
inequalities, as
asin
inthe
theexample
example
above, and
above, and they
they also
also let
let you
you format
formattext
text or
or dates
datesthat
thatsatisfy
satisfy natural
natural conditions.
conditions.
The Top/Bottom
The Top/Bottom rules
rules let
let you
you format
format the
the top
top(or
(or bottom)
bottom) xx items
items (or
(or xxpercent
percent of
of items),
items),
whereyou
where youcan
can choose
choosex.x. For
For example,
example, you
you can
canformat
format the
the maximum
maximum numbernumber inin aa list
listby
by
specifying the
specifying the top
top11 item.
item.
The Data
The Data Bars,
Bars, Color
Color Scales,
Scales, and
and Icon
Icon Sets
Sets are
are amazing
amazing(and
(and can
can be
be overdone).
overdone). The
The point
pointof
of
all of
all of them
themisisto
to different
differentlevels
levels of
of values,
values, such
suchas
as salaries
salaries or
or sales
sales values.
values.
Try it!
Try it! Use
Use any
any interesting
interestingformats
formats you
you like
like to
to format
format the
the dates,
dates,text,
text,or
or numbers
numbers to
to the
the right.
right.
Remember that
Remember thatyou
youcan
can always
always modify
modifythethe formats
formats or
or clear
clear them.
them.
The Data
The Data Bars,
Bars, Color
Color Scales,
Scales, and
and Icon
Icon Sets
Sets are
are amazing
amazing(and
(and can
can be
be overdone).
overdone). The
The point
pointof
of
all of
all of them
themisisto
to different
differentlevels
levels of
of values,
values, such
suchas
as salaries
salaries or
or sales
sales values.
values.
Try it!
Try it! Use
Use any
any interesting
interestingformats
formats you
you like
like to
to format
format the
the dates,
dates,text,
text,or
or numbers
numbers to
to the
the right.
right.
Remember that you can always modify the formats or
Remember that you can always modify the formats or clear them. clear them.
Youcan
You canget
get even
evenmore
morecontrol
control by
by building
building your
your own
own rules.
rules. You
You do
dothis
this by
by clicking
clicking on
on the
the
Conditional Formatting dropdown
dropdownand andthen
thenonon New
New Rule.
Rule. The
The resulting
resulting dialog
dialog box
box has
has more
more
options than I can explain here, so I will provide just one example.
options than I can explain here, so I will provide just one example.
In the
In the data
data set
setto to the
theright,
right, II have
have entered
entered monthly
monthly sales
sales data
data for
for 66 regions.
regions. Actually,
Actually, IIhave
have
entered these
entered these as as random
random numbers
numberswithwith the
the RANDBETWEEN
RANDBETWEEN function, function, so soifif you
youpress
press the
the F9F9
key, they will all change in a random way. (This makes the example even
key, they will all change in a random way. (This makes the example even more impressive!) more impressive!)
Suppose we
Suppose we want
want to tocolor
color the
the maximum
maximum sales
sales value
value in ineach
each column
column green.
green. OneOne way
way isis to
to do
do
itit separately
separately forfor each
eachcolumn,
column, formatting
formatting the
the top
top 11 item.
item. However,
However, thisthis takes
takes too
toomuch
much time,
time,
especially ifif there
especially there were
were many
many moremore columns.
columns. Here
Here isisaa better
better way.
way.
1. Starting
1. Starting at
at cell
cell M57,
M57, drag
drag to
to highlight
highlightthethe range
range M57:R68.
M57:R68.
2. Choose
2. Choose New
New Rule
Rule from
from the
the Conditional
Formatting dropdown,
dropdown, and and select
select the
the "Use
"Use aa
formulato
formula to determine
determine which
which cells
cells to
to format"
format" item.
item.
3. In
3. Inthe
the "Format
"Format values
values where
where this
this formula
formula isis true:"
true:" box,
box, enter
enter the
the formula
formula
=(M57=MAX(M$57:M$68)). Then
=(M57=MAX(M$57:M$68)). Then select
select aagreen
green format
formatof of your
your choice.
choice.
Try it!
Try it!Apply
Apply the
the above
above steps
steps to
to the
the sales
sales data.
data. Apply
Apply aa similar
similar formula
formula to
to format
format the
the
minimum value in each column red. Then press the F9 key a few times and
minimum value in each column red. Then press the F9 key a few times and watch how watch how the
the
greenand
green andred
red cells
cells bounce
bounce around.
around.
IfIf you
you can
can understand
understand how how this thisformula
formulaworks,
works, youyou can
candodo some
somepretty pretty amazing
amazing conditional
conditional
formatting. Remember that you highlighted the entire sales range,
formatting. Remember that you highlighted the entire sales range, but M57 is the active but M57 is the active cell
cell
(because you
(because you started
startedthe
the dragging
dragging from
from it).
it). The
The formula
formula asas written
written applies
applies to to cell
cell M57.
M57.
Specifically, ifif its
Specifically, its value
value isis the
the maximum
maximumvaluevalue inin column
column M,M, itit isis formatted
formatted green.
green.But But
because the
because the entire
entire sales
sales range
range isis highlighted,
highlighted, thethe formula
formula isis applied,
applied, in in aa relative
relative sense,
sense, to
to
each cell in the range. The rows in the MAX function are made
each cell in the range. The rows in the MAX function are made absolute because the absolute because the
maximumisis always
maximum always over
over these
these rows.
rows.
As the
s the Exam score Cutoffs for extremes
ditions
itions 62 High 94
lues
lues
ts value isis 88 Low 66
s value
ue to110,
e to 110, 77
62
nt, and
nt, and 94
middle
middle 68
off
73
61
99
94
88
"low"
"low" 82
h scores
h scores 87
daa low
low
65
82
70
then on
then on
94
en format
n format 80
96
tch how
ch how Person Birthdate Gender State Children Salary
1 8/5/1959 Male Indiana 1 $65,400
wn and
wn and 2 10/15/1977 Female Michigan 2 $62,000
3 1/3/1981 Male Illinois 0 $63,200
pdown 4 5/5/1949 Male Wisconsin 2 $52,000
pdown
5 4/4/1987 Female Michigan 3 $81,400
6 6/30/1949 Female Wisconsin 3 $46,300
7 5/22/1949 Female Ohio 2 $49,600
8 10/30/1952 Male Ohio 1 $45,900
9 1/17/1957 Male Illinois 3 $47,700
10 9/18/1985 Female Indiana 1 $59,900
aalot
lotof
of 11 7/19/1953 Male Illinois 1 $48,100
12 12/10/1946 Female Michigan 0 $58,100
xample 13 3/29/1986 Female Wisconsin 2 $56,000
xample
14 12/12/1952 Female Illinois 2 $53,400
15 6/12/1977 Female Illinois 2 $39,000
ems),
ems),
stby
st by 16 11/19/1989 Male Ohio 1 $61,500
17 9/6/1957 Male Ohio 0 $37,700
18 9/30/1970 Female Michigan 2 $36,700
pointof
point of
19 10/24/1973 Male Illinois 2 $45,200
20 6/8/1978 Male Ohio 0 $59,000
the right.
the right.
21 8/27/1990 Female Ohio 2 $54,300
pointof
point of
the right.
the right.
22 2/9/1947 Male Illinois 1 $62,100
23 4/1/1989 Male Wisconsin 0 $78,000
24 3/12/1970 Male Ohio 0 $43,200
25 3/28/1970 Male Indiana 1 $44,500
26 5/6/1963 Male Michigan 1 $43,300
nnthe
the 27 5/7/1959 Male Ohio 3 $45,400
hasmore
has more 28 3/6/1987 Male Indiana 2 $53,900
29 2/9/1958 Male Michigan 1 $44,100
y,y,IIhave
have 30 8/4/1955 Female Indiana 2 $31,000
ss the
ss the F9F9
ressive!)
essive!)
ay
y isis to
to do
do Month Region1 Region2 Region3 Region4 Region5 Region6
much
uch time,time, Jan-09 $3,707 $2,183 $3,710 $1,566 $2,514 $1,497
Feb-09 $3,373 $1,619 $2,105 $4,091 $3,113 $1,501
Mar-09 $4,623 $2,613 $3,754 $2,850 $1,643 $2,064
seaa
se Apr-09 $1,925 $4,667 $4,510 $2,018 $2,552 $1,717
May-09 $3,731 $1,745 $4,201 $3,698 $4,677 $1,514
Jun-09 $4,956 $1,105 $1,217 $4,338 $1,636 $4,994
Jul-09 $4,155 $1,052 $2,206 $2,271 $1,408 $1,993
ee Aug-09 $3,731 $4,247 $1,115 $1,149 $3,942 $4,857
how the
ow the
Sep-09 $3,282 $2,339 $3,999 $4,681 $4,447 $1,205
Oct-09 $4,157 $4,869 $1,617 $2,176 $4,278 $4,793
nditional
nditional
active cell
active cell Nov-09 $3,062 $3,698 $1,775 $3,261 $4,078 $1,304
M57.
57. Dec-09 $1,284 $3,973 $3,474 $4,439 $3,355 $2,683
ut
ut
ense, to
nse, to
he
e
Atsome
At some point,
point, you
you might
might bebedeveloping
developing spreadsheets
spreadsheets for for others
others totouse,
use, and
and you
you might
might want
want
to force them to use certain values in certain cells because other values
to force them to use certain values in certain cells because other values wouldn't make wouldn't make
senseor
sense or wouldn't
wouldn'tsatisfy
satisfy business
business rules.
rules. You
You can
can do
do this
thisfairly
fairly easily
easilywith
with data
data validation.
validation.
Thereare
There areactually
actually many,
many, many
manypossibilities,
possibilities, butbutII will
will illustrate
illustrateonly
only the
the most
most common
commonhere. here.
All of
All of the
the options
options are
are found
found from
fromthethe Data
Data Validation
Validationitemitem ononthe
the Data
Data Validation
Validationdropdown
dropdown
onthe
on the Data
Dataribbon.
ribbon.This
This leads
leadsto
to aa fairly
fairly self-explanatory
self-explanatorydialogdialog box
box(see
(see to
tothe
the right).
right). All
All of
of
theexamples
the examples below
below assume
assume youyou have
have selected
selected the
thecell
cell you
you want
wantto to validate,
validate, and
andthey
they
assume that
assume that you
you have
have opened
openedthis
this dialog
dialog box
boxand
and have
have chosen
chosen thethe Settings
Settings tab.
tab.
To allow
To allow only
only values
values between
between two
two given
given values:
values:
Choose Whole
Choose Whole Number
Number (if(if you
youwant
wantonly
only integers)
integers) or
or Decimal
Decimal ininthe
the Allow
Allow dropdown,
dropdown,
choose Between
choose Between fromfrom the
the Data
Data dropdown,
dropdown, and
and enter
enter values
values in
in the
the Min
Min and
and Max
Max boxes.
boxes. You
You
can also place cell references in the Min and Max boxes. You can experiment with
can also place cell references in the Min and Max boxes. You can experiment with the other the other
options in
options in the
the Data
Data dropdown.
dropdown. TheyThey are
are pretty
pretty obvious.
obvious.
Youcan
You canactually
actually gogo farther
farther than
than this.
this.The
TheDataDataValidation
Validation dialog
dialog boxbox has
has two
two other
other tabs,
tabs,
Input Message and Error Alert. The first allows you to create a message that
Input Message and Error Alert. The first allows you to create a message that the user sees the user sees
whenshe
when she isis about
about to
to enter
enter something
something in in this
this cell.
cell. The
The second
second allows
allows you
you to
to create
create aa
message that
message that thethe user
user sees
seesifif she
she enters
enters an an incorrect
incorrect value
value in
in the
the cell.
cell.
Try it!
Try it!Force
Forcethe
thevalues
values in
in the
the gray
gray cells
cellsinincolumn
column LL to
to have
have values
valuesindicated
indicated by
by the
the labels
labels to
to
their right.
their right. Add
Add your
your own
own input
input messages
messages and anderror
error alerts.
alerts. Then
Then try
try entering
entering some
some
appropriate and
appropriate and inappropriate
inappropriate values
values in
in the
the gray
gray cells.
cells.
Probablythe
Probably the easiest
easiestdata
data validation
validationisis toto allow
allow the
theuser
user to
to choose
choose from
fromaa dropdown
dropdown list list of
of
values. To do this, first create the list somewhere, usually out of sight to the
values. To do this, first create the list somewhere, usually out of sight to the far right. Thenfar right. Then
from the
from the Allow
Allow dropdown
dropdown in in the
the Data
Data Validation
Validation dialog
dialog box,
box, select
select the
the List
List item,
item, and
and in in the
the
Source box,
Source box, provide
provide aacell
cell reference
referenceto to the
thelist.
list.When
When the
theuser
user selects
selects the
thecell
cell to
to be
be
validated, aadropdown
validated, dropdownarrowarrow willwill automatically
automatically appear,
appear, with
with the
the values
values inin the
thelist
list to
to choose
choose
from.
from.
Try it!
Try it! The
The example
example to to the
the right
rightlets
lets aa user
user enter
enter an
an amount
amount to to be
be financed,
financed, an an annual
annual
interest rate,
interest rate, and
andaa term
term(number
(number of of months
monthsto to pay),
pay), and
and itit returns
returns the
the monthly
monthly payment
payment
(using the PMT function that has already been entered). Create a
(using the PMT function that has already been entered). Create a list out to the right list out to the right
somewhere that
somewhere thatcontains
contains thethe possible
possible terms:
terms: 12,
12, 24,
24, 36,
36, 48,
48, andand 60,
60, and
and then
then create
create aadata
data
validationfor
validation for the
the term
termcell
cell that
that lets
lets the
theuser
user choose
choose from
fromthese
these 55values.
values.Check
Check that
that itit
works.
works.
Suppose you
Suppose youwant
want to
to make
make sure
sure the
the person
person enters
enters aa valid
valid date
date in
in aa cell.
cell. This
This isis aa great
greatplace
place
for a data validation. By choosing the Date option from the Allow dropdown,
for a data validation. By choosing the Date option from the Allow dropdown, you can force you can force
the user
the user to
to enter
enter only
only values
values that
that are
are recognized
recognizedas
as dates.
dates. This
This isis no
nosmall
small achievement!
achievement!
In addition,
In addition, youyou can
can put
putlimits
limits on
on the
thedates.
dates. For
For example,
example, suppose
supposeyou youwant
want the
theperson
person toto
enter the date he took out a loan. This must not only be a date, but it can't be
enter the date he took out a loan. This must not only be a date, but it can't be in the future. in the future.
To allow
To allow only
only such
such dates,
dates, you
you can
can select
select "less
"less than
than or
or equal
equal to"
to" from
from the
the Data
Data dropdown
dropdown
and then
and then enter
enter the
the following
following formula
formula inin the
theEnd
Enddate
datebox:
box: =TODAY().
=TODAY(). The Theeffect
effectisis that
thatthe
the
user will
user will not
not be
be allowed
allowedtoto enter
enter aa future
future date,
date, regardless
regardless of
of today's
today's date.
date.
Try it!
Try it!Create
Createthe
the date
datevalidation
validation just
justdescribed
describedin incell
cell M39.
M39. Then
Then enter
enter incorrect
incorrectand
and correct
correct
entries to
entries tosee
see how
how itit works.
works. (Can
(Canyou
you change
change itit so
sothat
thatonly
onlydates
dates at
at least
least aa week
week ago
ago are
are
allowed? Just
allowed? Just change
change the the formula
formula slightly.)
slightly.)
In addition,
In addition, youyou can
can put
putlimits
limits onon the
thedates.
dates. For
For example,
example, suppose
supposeyouyouwant want the
theperson
person toto
enter the
enter the date
date he
he took
took out
out aaloan.
loan. This
This must
mustnotnot only
only be
be aadate,
date, but
but itit can't
can't be
be in
in the
the future.
future.
To allow
To allow only
only such
such dates,
dates, you
you can
can select
select "less
"less than
than or
or equal
equal to"
to" from
from thethe Data
Data dropdown
dropdown
and then
and then enter
enter the
the following
following formula
formula inin the
theEnd
Enddate
datebox:
box: =TODAY().
=TODAY(). The Theeffect
effectisis that
thatthe
the
user will
user will not
not be
be allowed
allowedtoto enter
enter aa future
future date,
date, regardless
regardless ofof today's
today's date.
date.
Try it!
Try it!Create
Createthe
the date
datevalidation
validation just
justdescribed
describedin incell
cell M39.
M39. Then
Then enter
enter incorrect
incorrectand
and correct
correct
entries to
entries tosee
see how
how itit works.
works. (Can
(Canyou
you change
change itit so
sothat
thatonly
onlydates
dates at
at least
least aa week
week ago
ago are
are
allowed? Just
allowed? Just change
change the the formula
formula slightly.)
slightly.)
ight want
ight want
make
make
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on here.
ropdown
ropdown
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the other
the other
tabs,
tabs,
er sees
er sees
aa
any integer between 1 and 10
labelsto
labels to any decimal number between 1 and 10
any positive integer
any negative decimal number
any integer between the values in cells N25 and O25
30 40
nn list
list of
of Amount financed $25,000
ht. Then
ht. Then Interest rate 6.25%
dd in
in the
the
Term
oo choose
choose Monthy payment #NUM!
ual
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eatplace
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erson to
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go are
IfIf you
you are
arecreating
creating an
an Excel
Excel file
filefor
for others
others to
to use,
use, you
you probably
probablydon't
don't want
wantthem
them toto mess
messupup
the formulas you entered so carefully. In fact, you might not even want them
the formulas you entered so carefully. In fact, you might not even want them to be able to to be able to
see the
see the formulas
formulas (company
(companysecrets?).
secrets?).Excel
Excel gives
gives you
you plenty
plenty of
ofoptions
optionsfor
for protecting
protecting (or
(or
unprotecting) your
unprotecting) your work.
work. IIwill
will explain
explain aafew
few ofof them
themhere.
here.You
Youcan
can then
thenexperiment
experiment with
with
others.
others.
The key
The key idea
ideaisis locking
locking cells.
cells.Right-click
Right-click on
on any
anycell
cell on
on this
this sheet,
sheet, select
selectFormat
Format Cells,
Cells, and
and
click on
click on the
the Protection
Protection tab.tab. You
You will
will see
seethat
that the
the Locked
Locked option
optionisis checked.
checked.ByBy default,
default, all
all
cells are
cells arelocked
locked until
until you
you unlock
unlock them.
them.ButButthis
this locking
locking has
has no
no effect
effect until
until you
you protect
protect the
the
worksheet (or
worksheet (or the
the workbook).
workbook). Therefore,
Therefore, protecting
protectingisis aa two-step
two-step process.
process.
1.Unlock
1. Unlock all
all cells
cells you
you want
wantusers
users to
to have
have access
access to.
to.These
These are
are typically
typically "input"
"input" cells
cells where
where aa
user can
user can enter
enter data
data like
likeunit
unit cost,
cost, amount
amount ordered,
ordered, and
andso
so on.
on.
2.Protect
2. Protect the
theworksheet
worksheet(or (or workbook).
workbook). To To do
do this,
this, select
select Protect
Protect Sheet
Sheet (or
(or Protect
Protect
Workbook) from
Workbook) fromthetheReview
Review ribbon.
ribbon. For For example,
example, whenwhen you
you select
select Protect
Protect Sheet,
Sheet, you
yousee
see
thedialog
the dialog box
box to
to the
the right.
right.ItIt isis clear
clear that
that you
you have
have aa lot
lotof
of options
options for
for what
what you
youwant
want toto
allow users
allow users to
todo.
do. For
For example,
example, with with the
the settings
settings shown,
shown, users
userswill
will be
beallowed
allowed toto select
select
lockedcells
locked cells but
butnot
not modify
modify them.
them.IfIf the the "Select
"Selectlocked
locked cells"
cells" were
wereunchecked,
unchecked, users
users
wouldn't even
wouldn't evenbebe allowed
allowedto to select
select locked
locked cells,
cells, so
so any
any formulas
formulas in in these
these cells
cells would
would bebe
hidden. Note
hidden. Note that
that you
you can
can also
also add add aapassword
passwordwhenwhen youyou protect
protect aa worksheet
worksheet or or workbook.
workbook.
Just be
Just be careful
careful to
to remember
remember it. it. Otherwise,
Otherwise, you
you won't
won'tbe be able
abletoto unprotect
unprotect(and(and then
then
modify) your
modify) your own
own work!
work!
messup
mess up
able to
able to
ng (or
ng (or
nt with
t with
s,s, and
and
ult, all
lt, all
ect the
ct the
s where
where aa
t
ousee
ou see
ant to
nt to
elect
lect
ss
dd be
be
workbook.
orkbook.
en
n
II already
already discussed
discussed thethe COUNT,
COUNT, COUNTA,
COUNTA, SUM,
SUM, andand AVERAGE
AVERAGE functions,
functions, arguably
arguablythethemost
most
frequently used functions in Excel. In this section I discuss some less common
frequently used functions in Excel. In this section I discuss some less common functions for functions for
counting, summing,
counting, summing, and and averaging.
averaging.Although
Although they
theyareareless
less common
commonand andareareconsidered
considered
more "advanced,"
more "advanced," theythey are
are extremely
extremely useful
useful in
in certain
certainsituations.
situations. The
The functions
functions on
on the
thenext
next
two sheets
two sheets allow
allow you
you toto count,
count, sum,
sum, or
or average,
average, butbut only
onlyover
over rows
rows that
that satisfy
satisfycertain
certain
conditions. They
conditions. They all
all contain
containIFIF in
intheir
their name,
name, such
such as as COUNTIF
COUNTIF andandSUMIFS.
SUMIFS.The The last
last function
function
in this
in this section,
section, SUMPRODUCT,
SUMPRODUCT, does does exactly
exactly what
whatits its name
nameimplies.
implies. ItItisisabsolutely
absolutely
indispensable in
indispensable in many
many business
business models.
models.
hemost
he most
tions for
tions for
ered
ered
thenext
the next
tain
ain
tt function
function
Thereare
There areseveral
several Excel
Excel functions
functions thatthat allow
allow you
you to
tocount
countvalues,
values, or
or sum
sum or
or average
average values,
values,
subject to conditions. Until Excel 2007, this was possible only for a single condition,
subject to conditions. Until Excel 2007, this was possible only for a single condition, such such as
as
all people
all people younger
younger than
than 35
35years
years old,
old, and
and there
there were
were only
only two
two functions
functions available,
available, COUNTIF
COUNTIF
and SUMIF.
and SUMIF. In Inresponse
responseto to aalot
lot of
of customer
customer demand,
demand, Microsoft
Microsoft added
added four
four new
new functions
functions inin
Excel 2007:
Excel 2007: AVERAGEIF
AVERAGEIF (for
(for aa single
singlecondition),
condition), and
and COUNTIFS,
COUNTIFS, SUMIFS,
SUMIFS, and
and AVERAGEIFS
AVERAGEIFS
(for multiple
(for multipleconditions).
conditions). These
These are are all
allvery
veryhandy
handyfunctions,
functions, and
andyou
youshould
should definitely
definitely learn
learn
how to
how to use
use them.
them.
The COUNTIF
The COUNTIF function
functioncounts
counts all
all values
values in
inaa specified
specified range
range that
that satisfy
satisfyaa certain
certaincondition.
condition.
To use
To use the
the COUNTIF
COUNTIF function:
function:
Enter the
Enter the formula
formula =COUNTIF(criterion_range,condition)
=COUNTIF(criterion_range,condition) in in any
any cell,
cell, where
where condition
condition isisany
any
expression that
expression that evaluate
evaluateto
to TRUE
TRUE or
or FALSE.
FALSE. This
Thiscounts
counts all
all values
valuesinin criterion_range
criterion_range that
that
satisfythe
satisfy the condition.
condition.
The condition
The conditioncan can bebe tricky
tricky to
to specify.
specify.IfIf we
we want
want aa specific
specific value,
value, such
suchas
as Male,
Male, wewe cancan
specify itit easily
specify easilyasas "Male"
"Male" (quotes
(quotes required),
required), oror we
we can
canuseuse aacell
cell reference
reference such
such asas R3.
R3.Also,
Also,
if we want a specific inequality, such as younger than 20, we can specify
if we want a specific inequality, such as younger than 20, we can specify it literally as "<20".it literally as "<20".
But ifif we
But wewant
want itit to
to be
be younger
younger thanthanthe
the value
value in
in cell
cell R4,
R4, then
then we
we need
need to
to piece
piece itit together
together
asaa literal
as literal part,
part, "<",
"<", and
and aavariable
variable part,
part, whatever
whatever isis inin cell
cellR4.
R4. The
The correct
correctsyntax
syntaxisis"<"&R4.
"<"&R4.
The ampersand
The ampersand(&) (&) symbol
symbol connects
connects thethe two
two pieces.
pieces. ForFor example,
example, ifif we
wewant
want totoknow
know thethe
number of students who are older than 20, the
number of students who are older than 20, the correct formula iscorrect formula is
=COUNTIF(M4:M75,">"&R4).
=COUNTIF(M4:M75,">"&R4).
Try it!
Try it! Use
Use COUNTIF
COUNTIF in in cell
cell R7
R7 to
to find
find the
thenumber
number ofof students
students who
whoscored
scoredat
at least
least as
as high
high as
as
the value in cell R5. (Scroll to the right for the answer.)
the value in cell R5. (Scroll to the right for the answer.)
TheSUMIF
The SUMIF function
function sums
sums values
values in
in one
onerange
rangewhere
where aacondition
condition in
in aacorresponding
corresponding rangerange isis
satisfied.Similarly,
satisfied. Similarly, the
the AVERAGEIF
AVERAGEIF function
function averages
averages values
values where
where aacondition
condition isis satisfied.
satisfied.
Usually, the
Usually, thesetup
setupisis like
likethe
theexample
exampleto to the
the right,
right, where
where we
wewant
want toto sum
sum or
or average
averagescores
scores
in one column (O), but only for rows that satisfy a condition on another column
in one column (O), but only for rows that satisfy a condition on another column (M or N). (M or N).
To use
To use the
theSUMIF
SUMIF or
or AVERAGEIF
AVERAGEIF functions:
functions:
Enter the
Enter theformula
formula =SUMIF(criterion_range,condition,sum_range).
=SUMIF(criterion_range,condition,sum_range). This This sums
sums all
allvalues
values in
in
sum_range where
sum_range where the
the corresponding
correspondingvalue value in
in criterion_range
criterion_range satisfies
satisfies the
the condition.
condition. Note
Note
that the
that the criterion_range
criterion_range isis listed
listed first,
first, and
and the
the sum_range
sum_range isis listed
listed last.
last. To
To average
average instead
insteadofof
sum, enter
sum, enter the
thesimilar
similar formula
formula =AVERAGEIF(criterion_range,condition,average_range).
=AVERAGEIF(criterion_range,condition,average_range).
Tryit!
Try it! Calculate
Calculate the
the sum
sum of
of all
all scores,
scores, and
and the
the average
average of of all
all scores,
scores, for
for the
the males;
males; for
for all
all
students who
students who are
are younger
younger than
than the
the cutoff
cutoff value
value in
incell
cell R4;
R4; for
for all
all students
studentswhowho are
are at
atleast
least
as old
as oldasas the
thecutoff
cutoff value
value in
in cell
cell R4.
R4.Enter
Enter these
thesesix
six formulas
formulas in in the
therange
rangeR9:R14.
R9:R14. (Scroll
(Scroll to
to
the right for the answers.)
the right for the answers.)
values,
values, Student Gender Age Exam score
,, such
such as
as 1 Male 18 62
COUNTIF
COUNTIF
nctions inin 2 Female 21 73
nctions
AGEIFS
GEIFS 3 Female 18 74
tely learn
tely learn 4 Female 18
5 Male 18 77
6 Female 20 57
7 Female 18 67
8 Male 19 90
ondition.
ndition. 9 Male 19 77
10 Male 22 83
11 Female 20 71
on
n isisany
any
e that
that 12 Female 20 75
13 Female 20 72
14 Female 24 82
can
can
R3.Also,
R3. Also, 15 Female 18 68
as "<20".
as "<20". 16 Male 18 86
ogether
ogether 17 Female 24 77
s"<"&R4.
"<"&R4.
ow the
ow the 18 Male 21 68
19 Male 20 86
20 Female 21
ss high
high as
as 21 Male 20 80
22 Female 18 81
23 Male 20 84
24 Female 19 71
25 Female 18 76
26 Male 21 81
gg range
range isis 27 Female 18 99
atisfied.
tisfied. 28 Male 20 72
eescores
scores
29 Female 18 78
or N).
or N).
30 Female 21 67
31 Female 21 89
lues in
in 32 Female 19 70
lues
n. Note
n. Note 33 Female 19 77
nsteadof
nstead of 34 Female 18
ange).
nge).
35 Male 22 83
or all
or all 36 Female 19 74
atleast
at least
Scroll to 37 Male 19 87
croll to
38 Male 18 75
39 Male 20 86
40 Male 21 77
41 Male 20 73
42 Male 20 74
43 Female 20 79
44 Male 18 80
45 Male 20 77
46 Female 21 72
47 Male 19 77
48 Male 19 71
49 Female 23 70
50 Female 19 68
51 Female 24 79
52 Male 19 75
53 Male 18 80
54 Female 19 73
55 Female 21 61
56 Female 21 62
57 Male 19 68
58 Male 19 92
59 Female 20 85
60 Male 22 77
61 Female 19 79
62 Male 20 86
63 Female 19 83
64 Male 19 83
65 Male 18 76
66 Female 24 89
67 Female 18 72
68 Female 21 69
69 Male 23 66
70 Male 24 71
71 Male 20 80
72 Female 18 61
Gender condition Male
Age cutoff 20
Exam score cutoff 87
# of "high" scores
Sum of scores for males

Average of scores for males
Sum of scores for "young" people
Average of scores for "young" people
Sum of scores for "old" people
Average of scores for "old" people
The "plural"
The "plural" functions
functionsdiscussed
discussed here,
here, COUNTIFS,
COUNTIFS, SUMIFS,
SUMIFS, and
and AVERAGEIFS,
AVERAGEIFS, arearerecent
recent
additions in Excel 2007. They allow you to impose multiple conditions, such
additions in Excel 2007. They allow you to impose multiple conditions, such as male and as male and
younger than
younger than the
the value
valuein incell
cell R4.
R4. Their
Their arguments,
arguments, described
described in
in more
more detail
detail below,
below, include
include
any number
any number of of pairs
pairs of
of ranges
ranges andand criteria,
criteria, such
such as
as M4:M75,"Male".
M4:M75,"Male".
The COUNTIFS
The COUNTIFS function
functioncounts
counts the
the number
number of
of rows
rowsthat
that satisfy
satisfy all
all of
of the
the conditions.
conditions.
To use
To use the
the COUNTIFS
COUNTIFS function:
function:
Enter the
Enter the function
function
=COUNTIFS(criterion_range1,condition1,criterion_range2,condition2,...), where
=COUNTIFS(criterion_range1,condition1,criterion_range2,condition2,...), where each
each
criterion_range,condition pair
criterion_range,condition pair imposes
imposes aacondition
condition on
on aa particular
particular range
range (usually
(usually aa column).
column).
The "..."
The "..." means
means that
that any
any number
number ofof conditions
conditions can
can be
beimposed.
imposed.
Try it!
Try it! In
Incell
cell R7,
R7, find
findthethenumber
number ofof students
students with
with the
thegender
gender inincell
cell R3
R3and
andage
age younger
younger
than the
than the ageagecutoff
cutoff inincell
cell R4
R4 who
whoscored
scored less
less than
than or
or equal
equal to
to the
thescore
scorecutoff
cutoff in
in cell
cell R5.
R5.
(Scroll to
(Scroll to the
the right
right for
for the
theanswer.)
answer.)
TheSUMIFS
The SUMIFS and and AVERAGEIFS
AVERAGEIFS functions
functionsare
are similar
similar inin concept
concepttoto SUMIF
SUMIF andand AVERAGEIF,
AVERAGEIF, butbut
their syntax
their syntax isis different.
different.(Microsoft
(Microsoftevidently
evidentlyliked
liked this
this new
new syntax
syntax better
better than
thanthethe original,
original,
but they
but they didn't
didn'twant
want to
tochange
change SUMIF
SUMIF and
andAVERAGEIF
AVERAGEIF syntaxsyntaxbecause
because ititwould
would mess
mess upup too
too
many existing
many existingspreadsheets.)
spreadsheets.) Now
Now the
the range
range to
to sum
sum or or average
average comes
comesfirst,
first, and
and the
the criteria
criteria
ranges and
ranges and conditions
conditions come
come last.
last.
To use
To use the
the SUMIFS
SUMIFS (or
(or AVERAGEIFS)
AVERAGEIFS) function:
function:
Enter the
Enter theformula
formula
=SUMIFS(sum_range,criterion_range1,condition1,criterion_range2,condition2,...)
=SUMIFS(sum_range,criterion_range1,condition1,criterion_range2,condition2,...)
or
or
=AVERAGEIFS(average_range,criterion_range1,condition1,criterion_range2,condition2,...)
=AVERAGEIFS(average_range,criterion_range1,condition1,criterion_range2,condition2,...)
..
Again, the
Again, the setup
setup isis typically
typicallylike
like the
the example
example totothe
the right.
right.There
There isis aacolumn
column such
suchasas exam
exam
scoreto
score to sum
sumoror average.
average.The Thecriteria
criteriaimpose
imposeconditions
conditions onon other
other columns
columns (or
(or even
even the
the
samecolumn).
same column). Only
Only those
thoserows
rows that
that meet
meet all
all of
ofthe
the conditions
conditions are
arepartpart of
ofthe
thesum
sum or
or
average.
average.
Tryit!
Try it! In
In cells
cells R9
R9and
and R10,
R10, calculate
calculate the
the total
total of
of all
all scores
scores made
madeby bythethegender
gender in
incell
cell R4
R4and
and
ages younger
ages younger thanthan the
theage
agecutoff
cutoff in
incell
cell R5.
R5. (Scroll
(Scroll to
to the
the right
right for
for the
the answers.)
answers.)
Note: According
Note: According to to Excel's
Excel's online
online help,
help, when
whenusing
using these
these functions,
functions, ifif aacell
cell in
in aacriterion
criterion
range is blank, it is treated as 0. However, this doesn't appear to be true. For
range is blank, it is treated as 0. However, this doesn't appear to be true. For example, the example, the
second student
second studentdoesdoes notnotcurrently
currently satisfy
satisfythe
the conditions
conditions (too
(too old).
old). Change
Change her her age
agetoto 0,
0, and
and
you will
you will see
see the
the answers
answers change.
change. Then
Then delete
delete her
her age
age(make
(makeititblank),
blank), and
andthethe answers
answerswillwill
revertback
revert back toto their
their original
original values.
values.
cent
cent Student Gender Age Exam score Gender condition Female
e and
e and 1 Male 18 62 Age cutoff 20
, include
include
2 Female 21 73 Exam score cutoff 87
3 Female 18 1
4 Female 18 65 COUNTIFS question
s.. 5 Male 18 77
6 Female 20 57 SUMIFS question
7 Female 18 67 AVERAGEIFS question
8 Male 19 90
each
ach 9 Male 19 77
column).
column).
10 Male 22 83
11 Female 20 71
unger
unger 12 Female 20 75
ell R5.
ell R5.
13 Female 20 72
14 Female 24 82
15 Female 18 68
16 Male 18 86
AGEIF, but
GEIF, but 17 Female 24 77
original,
original,
ss up
up too
too 18 Male 21 68
ss
ee criteria
criteria 19 Male 20 86
20 Female 21 89
21 Male 20 80
22 Female 18 81
23 Male 20 84
.)
)
24 Female 19 71
dition2,...)
ition2,...) 25 Female 18 76
26 Male 21 81
s exam
exam 27 Female 18 99
n the
the 28 Male 20 72
or
or 29 Female 18 78
30 Female 21 67
ell R4and
ll R4 and 31 Female 21 89
32 Female 19 70
33 Female 19 77
34 Female 18 79
35 Male 22 83
terion
erion 36 Female 19 74
ple, the
ple, the 37 Male 19 87
to 0,
to 0, and
and
werswill
wers will 38 Male 18 75
39 Male 20 86
40 Male 21 77
41 Male 20 73
42 Male 20 74
43 Female 20 79
44 Male 18 80
45 Male 20 77
46 Female 21 72
47 Male 19 77
48 Male 19 71
49 Female 23 70
50 Female 19 68
51 Female 24 79
52 Male 19 75
53 Male 18 80
54 Female 19 73
55 Female 21 61
56 Female 21 62
57 Male 19 68
58 Male 19 92
59 Female 20 85
60 Male 22 77
61 Female 19 79
62 Male 20 86
63 Female 19 83
64 Male 19 83
65 Male 18 76
66 Female 24 89
67 Female 18 72
68 Female 21 69
69 Male 23 66
70 Male 24 71
71 Male 20 80
72 Female 18 61
18
1342
70.632
Thereare
There aremany
manytimes
times when
when you
you need
need to
to sum
sumproducts
products of
of values
values in
in two
two (or
(or possibly
possiblymore
more
than two) same-size ranges. Fortunately, there is a SUMPRODUCT function
than two) same-size ranges. Fortunately, there is a SUMPRODUCT function that sums that sums
products quickly.
products quickly.
To use
To use the
the SUMPRODUCT
SUMPRODUCT function:
function:
Enter the
Enter the formula
formula =SUMPRODUCT(range1,range2),
=SUMPRODUCT(range1,range2), where where range1
range1 and
and range2
range2 are
areexactly
exactly
thesame
the samesize.
size. For
For example,
example, they
theymight
might be
be two
twocolumn
column ranges
ranges with
with 10
10 cells
cells each,
each, or
or they
they
mightbe
might be two
two ranges
ranges with
with 44 rows
rows and
and10
10 columns
columns each.
each.The
The formula
formulasums
sums the
the products
products of
of
the corresponding values from the two
the corresponding values from the two ranges. ranges.
Therecan
There canactually
actually be
bemore
more thanthan two
two ranges
ranges in
in the
the SUMPRODUCT
SUMPRODUCT formula,formula, separated
separated by
by
commas, as
commas, as long
longas
as all
all of
of them
them have
haveexactly
exactly the
the same
same size.
size.This
This isis not
notas
as common
common asashaving
having
only two
only two ranges,
ranges, but
but ititisis sometimes
sometimes useful.
useful.
Try it!
Try it! Sum
Sum the
theproducts
products ofof the
the two
two ranges
ranges in
in the
theexample
exampleto
to the
the right
right to
to find
find the
thetotal
total
shippingcost.
shipping cost. Enter
Enter the
theresult
result in
incell
cell M13.
M13. (The
(Theanswer
answer should
should be
be $1,609.50.)
$1,609.50.)
Bythe
By theway,
way, ifif you
youare
aretempted
tempted to
to write
write the
theformula
formula without
without the
theSUMPRODUCT
SUMPRODUCT function
functionas
as
thesum
the sum of
of 99 products,
products, as as many
many ofof my
mystudents
students continue
continue toto do,
do, imagine
imaginehow
how long
long your
your
formula would
formula wouldbe be ifif there
there were
were 10
10plants
plantsandand 50
50 cities!
cities!The
TheSUMPRODUCT
SUMPRODUCT function
functionisis
extremely efficient, so get used to using
extremely efficient, so get used to using it! it!
ymore
more Unit shipping costs City1 City2 City3
ms
ms Plant1 1.25 1.35 1.55
Plant2 1.15 1.45 1.25
Plant3 1.35 1.45 1.15
exactly
exactly
rr they
they Units shipped City1 City2 City3
ucts of
ucts of Plant1 155 180 0
Plant2 250 130 185
ed by
ed by Plant3 0 210 140
as having
s having
Total cost
otal
tal
nction as
ction as
our
our
nnisis
Mostpeople
Most people use
useExcel
Excel functions
functions totocalculate
calculatenumbers.
numbers.However,
However, Excel
Excel also
also provides
provides several
several
very useful functions for manipulating text. These can be real time-savers. If you
very useful functions for manipulating text. These can be real time-savers. If you have ever have ever
been required
been required to
to manipulate
manipulateaa list
list of
of hundreds
hundreds of of names
names or or any
anysimilar
similar mind-numbing
mind-numbingtask,
task,
you know
you know what
whatII mean.
mean. This
This section
sectionillustrates
illustrates some
some ofof the
the most
most common
common waysways to
to
manipulate text
manipulate textin
inExcel.
Excel.
The next
The nextworksheet
worksheet describes
describes two
two handy
handy text
text functions,
functions, TRIM
TRIM and
and VALUE.
VALUE. Then
Then thethe last
lasttwo
two
worksheets in
worksheets in this
this section
section discuss
discuss two
twocommon
commontext text tasks,
tasks, concatenating
concatenating and
and parsing.
parsing.These
These
are opposites.
are opposites. Concatenating
Concatenating means means totoput
put several
several pieces
pieces together,
together, such
such as
as forming
forming thethe
name "John Smith" from the two pieces "John" and "Smith". Parsing means
name "John Smith" from the two pieces "John" and "Smith". Parsing means to separate text to separate text
into several
into several pieces,
pieces, such
such asasstarting
startingwith
with the
the text
text"Smith,
"Smith, John"
John" and
and separating
separatingitit into
into the
the
first name
first name "John"
"John" andand the
thelast
lastname
name"Smith".
"Smith".As As you
you will
will see,
see, concatenating
concatenating isis relatively
relatively
easy, whereas
easy, whereas parsing
parsing isis typically
typicallymore
more difficult.
difficult.
ss several
several
ave ever
ve ever
bing task,
ing task,
ee last
lasttwo
two
ng.These
ng. These
gg the
the
arate text
arate text
to the
to the
tively
tively
Textin
Text in aa cell
cell sometimes
sometimes has has leading
leadingor or trailing
trailing spaces.
spaces. ForFor example,
example, you
you can
can guess
guess from
from the
the
alignment that the names to the right all have some leading spaces.
alignment that the names to the right all have some leading spaces. (They also have some (They also have some
trailingspaces,
trailing spaces, although
althoughthisthis isis not
not obvious.)
obvious.) This
This isis not
not necessarily
necessarily aaproblem,
problem, but
but
sometimesyou
sometimes youwould
would like
liketo
to delete
delete any
any leading
leading or
or trailing
trailing spaces.
spaces.Doing
Doing this
thismanually
manuallycould
could
take hours,
take hours, so so luckily
luckily there
there isis aa function,
function, TRIM,
TRIM, that
that does
does itit automatically.
automatically.
To use
To use the
the TRIM
TRIM function:
function:
Enter the
Enter the formula
formula =TRIM(cell),
=TRIM(cell), where
where cell
cell isisaa reference
reference to
to the
the cell
cell to
to be
betrimmed.
trimmed.
Try it!
Try it! In
Incolumn
columnM, M, apply
apply the
theTRIM
TRIM function
function to
tothe
the names
names in
in column
column L.L.Then
Then copy
copy the
the
formulas in
formulas in column
column M M and
and paste
pastethem
them over
over themselves
themselves asasvalues.
values.Now
Now there
thereisisno
no
dependenceon
dependence on the
thenames
names inincolumn
columnL,L, so
somove
move the
thevalues
values in
incolumn
columnM M to
to column
columnL,L,
replacing the originals. (This should take about 5 seconds, and it wouldn't
replacing the originals. (This should take about 5 seconds, and it wouldn't take much take much longer
longer
ifif you
you started
started with
with thousands
thousands ofof names
names .. That's
That's efficiency!)
efficiency!)
Haveyou
Have youever
ever gotten
gotten aa spreadsheet
spreadsheet withwith aa lot
lotofof numbers,
numbers, but
but the
thenumbers
numbers areare left
left justified
justified
in their
in their cells,
cells, like
likethose
thoseto to the
theright?
right? They
They areare probably
probably the
the result
result of
of dumping
dumping data
data from
from aa
legacysystem
legacy system intointoExcel,
Excel, withwiththe
the result
result that
that the
the numbers
numbers are
are really
really text
text that
that only
only look
look like
like
numbers. The
numbers. The tipoff
tipoff isis that
that they
theyare
areleft
left justified;
justified; numbers
numbers are
are almost
almost always
always right
right justified.
justified.
Try doing
Try doing arithmetic
arithmetic on
on the
the numbers
numbers to to the
the right,
right, such
such as
as summing
summing them.
them. ItIt won't
won'twork
work
because Excel interprets them as text, and it can't do arithmetic on text. And
because Excel interprets them as text, and it can't do arithmetic on text. And unfortunately, unfortunately,
itit does
does no
no good
goodtoto simply
simply right
rightjustify
justifythem;
them; they
theyare
arestill
stilltext.
text. Luckily,
Luckily, there
thereisis aavery
very useful
useful
function, VALUE,
function, VALUE, that
thattakes
takes text
text that
thatlooks
lookslike
like aanumber
number and and makes
makes ititaa number.
number.
To use
To use the
the VALUE
VALUE function:
function:
Enter the
Enter the formula
formula =VALUE(cell),
=VALUE(cell), where
where cell
cell isis aareference
reference to
tothe
the cell
cell that
thatcontains
contains the
the text.
text.
Try it!
Try it! Use
Use the
the VALUE
VALUE function
function in
in column
column M
M tototransform
transform the
the text
textin
in column
columnLL to
to numbers.
numbers.
Then check
Then check that
that you
you can
can do
do arithmetic
arithmetic on
on the
the values
valuesinincolumn
columnM. M.
from the
rom the Bob
e some
e some Jane
allycould
could Justin
ally
Lindsay
George
Sam
Christine
Tom
the
he
Jenny
nL,L, Doug
ch longer
h longer
ftft justified
justified 19
from
rom aa 65
ook like
ook like
justified.
ustified. 36
12
work
work 57
tunately,
tunately,
ry useful
y useful 93
45
he text.
he text.
mbers.
mbers.
To concatenate,
To concatenate, we
we start
start with
with two
two or
or more
more pieces
piecesof
of text
text and
and string
string them
them together.
together. For
For
example, we might concatenate Bob and Jones into Bob Jones. There
example, we might concatenate Bob and Jones into Bob Jones. There are two are two
equivalent ways
equivalent ways to
to concatenate:
concatenate: with
with the
theampersand
ampersand (&)(&) symbol
symbol and
and with
with the
the
CONCATENATEfunction.
CONCATENATE function. Both
Bothare
aredescribed
describedbelow.
below.
To concatenate
To concatenate the the text
text in
in cells
cells A1
A1 and
and B1
B1 with
with the
the ampersand
ampersand symbol,
symbol, enter
enter the
the formula
formula
=A1&B1 in
=A1&B1 in cell
cell C1.
C1.Literal
Literal text
text can
can also
also be
be included,
included, such
such as
as =A1&,
=A1&, &B1.
&B1. InInthis
this case,
case, ifif A1
A1
contains Jones
contains Jones andand B1B1contains
contains Bob,
Bob, then
then C1
C1will
will contain
contain Jones,
Jones, Bob.
Bob. This
This concatenates
concatenates
thelast
the lastname,
name, aaliteral
literal comma
comma and and space,
space, and
and the
thefirst
firstname.
name. InIngeneral,
general, separate
separate thethe pieces
pieces
with ampersands, and put literal text
with ampersands, and put literal text in quotes. in quotes.
To concatenate
To concatenate thethe text
text in
in cells
cells A1
A1 and
and B1 B1 with
with the
the CONCATENATE
CONCATENATE function,
function, enter
enter the
the
formula =CONCATENATE(A1,,
formula =CONCATENATE(A1,, ,B1). ,B1). In
In words,
words, you
you enter
enter the
the pieces
pieces you
you want
want toto
concatenate, separated
concatenate, separated by bycommas.
commas. These
These pieces
piecescan
can be
be cell
cellreferences
references or
or literal
literal text.
text. In
Inthe
the
latter case,
latter case, they
they should
should bebe enclosed
enclosedin in double
doublequotes.
quotes.
Try it!
Try it! Concatenate
Concatenatethe the first
first names,
names, middle
middle initials,
initials, and
andlast
last names
names inin columns
columns L,L, M,
M, and
and NN so
so
that full names of the form Jones, Bob E. appear in column O. You can use
that full names of the form Jones, Bob E. appear in column O. You can use the ampersand the ampersand
method or
method or the
the CONCATENATE
CONCATENATEfunction.
function.
r. For
. For Bob E Jones
o Stephen C Davis
Andy T Thompson
John F Wilson
ormula
rmula Kathy C Fredericks
ase,
se, ifif A1
A1
catenates
catenates Karen D Williams
the pieces
he pieces Tom T Smith
Peter F Jennings
he
he Ted R Benson
Jason E Samson
ext. In
ext. Inthe
the
, and
and NN so
so
persand
ersand
Suppose, for
Suppose, for example,
example, that that someone
someone has has given
given you
you aa spreadsheet
spreadsheet such such asas the
theone
one toto the
the
right. Each cell in column L has a persons name: last name, then a
right. Each cell in column L has a persons name: last name, then a comma and a space, and comma and a space, and
then first
then first name.
name. Your Your job
job isis to
to parse
parse (that
(that is,
is, separate)
separate) these
thesenames
namesas as indicated
indicatedforfor the
the
name in
name in cells
cells M3
M3 andand N3.N3.That
That is,
is, column
column M M should
shouldhave
have all
all of
of the
the first
first names
names and
and column
columnNN
shouldhave
should haveall all of
of the
the last
lastnames.
names. IfIf this
this sounds
sounds easy,
easy, imagine
imagine that
that there
there are
are 5000
5000 names
namesin in
column L. What would you do? If you just start typing, you will be
column L. What would you do? If you just start typing, you will be at for a long time (andat for a long time (and
you will
you will undoubtedly
undoubtedly make makemistakes
mistakes along
along the
the way).
way).
Fortunately, there
Fortunately, there isis aa much
much better
better way.
way.The
Thekey key isis to
to look
lookfor
for patterns.
patterns. In
Inthis
this example,
example, note
note
that every name has a comma and a space. The first name
that every name has a comma and a space. The first name comes after the comma andcomes after the comma and
space, and
space, and the
thelast
last name
namecomes
comes before
before it.
it. For
For the
the name
name "Jones,
"Jones,Bob",
Bob",there
there are
are 10
10
characters, including
characters, includingthe thecomma
commaandandspace,
space, and and the
the comma
comma and and space
spaceare
arecharacters
characters 66 and
and
7.So
7. So the
the first
first name
name isis the
therightmost
rightmost33 characters
characters and and thethe last
lastname
nameisisthe
the leftmost
leftmost 55
characters.In
characters. In any
any parsing
parsingoperation,
operation, this
this isis the
the first
first and
and probably
probably the
the most
mostcrucial
crucial step:
step: find
find
aapattern.
pattern.
Once you
Once you find
findaa pattern,
pattern, you
you can
can then
then exploit
exploit itit with
withaa number
number of of useful
useful text
text functions.
functions. The
The
ones I will discuss are FIND, LEN, RIGHT, LEFT, and MID. (If you want to learn
ones I will discuss are FIND, LEN, RIGHT, LEFT, and MID. (If you want to learn about other about other
text functions,
text functions, click
click on
onthe
the ffxxbutton
buttonand
and search
search under
under the
theText
Text category.)
category.)
To use
To use the
the FIND
FIND function:
function:
The FIND
The FIND function
function has hasthethe syntax
syntax =FIND(subtext,text,n),
=FIND(subtext,text,n), where where subtext
subtext isis aa piece
piece of
of text
text to
to
be found
be foundinin text,
text, text
textisis the
the original
original text,
text, and
and nn isis an
anoptional
optional integer
integer argument.
argument.This This function
function
returns the
returns theposition
positionof of the
the first
first occurrence
occurrence of of subtext,
subtext, ifif any.
any. IfIf there
there are
are no no occurrences,
occurrences, itit
returns an
returns an error.
error. IfIf the
theargument
argument nn isis missing,
missing, the
the search
search starts
starts at at character
character 1; 1; otherwise,
otherwise, itit
the search starts at character
the search starts at character n. n.
Here are
Here are aa few
few examples:
examples:
The formula
The formula =FIND(,,Jones,
=FIND(,,Jones, Bob)
Bob) returns
returns 6,
6, because
because the
the comma
comma isis the
the 6th
6th character
character in
in
Jones, Bob.
Jones, Bob.
The formula
The formula =FIND(nes,Jones,
=FIND(nes,Jones, Bob)
Bob) returns
returns 3,
3, because
because the
the subtext
subtext nes
nes begins
begins in
in the
the
3rd character of Jones, Bob.
3rd character of Jones, Bob.
The formula
The formula =FIND(o,Jones,
=FIND(o,Jones, Bob)Bob) returns
returns 2,
2, because
because thethe first
first occurrence
occurrence of of the
theletter
letter o
o
occursin
occurs inthe
the 2nd
2nd character
character of of Jones,
Jones, Bob.
Bob.However,
However, the
the formula
formula =FIND(o,
=FIND(o, Jones,Bob,3)
Jones,Bob,3)
returns 9,
returns 9, because
becausethe
the first
first occurrence
occurrenceof of o
o starting
starting from
fromcharacter
character 33 isis character
character 9. 9.
The formula
The formula =FIND(t,Jones,
=FIND(t,Jones, Bob)
Bob) returns
returns an
an error,
error, because
because the
the letter
letter t
t isnt
isntfound
found in
in
Jones, Bob.
Jones, Bob.
To use
To use the
the LEN
LEN function:
function:
Enter the
Enter the formula
formula =LEN(text).
=LEN(text). This
This returns
returns the
the number
number of
of characters
characters in
in text.
text.
To use
To use the
the RIGHT
RIGHT function:
function:
Enter the
Enter the formula
formula =RIGHT(text,
=RIGHT(text, n),n), where
where nn isisan
an integer.
integer. This
This returns
returns the
the rightmost
rightmost nn
characters in text. (If n is greater than LEN(text), it return the entire
characters in text. (If n is greater than LEN(text), it return the entire text.)text.)
To use
To use the
the LEFT
LEFT function:
function:
Enter the
Enter the formula
formula =LEFT(text,
=LEFT(text, n), n), where
where nn isisan
an integer.
integer. This
This returns
returns the
the leftmost
leftmost nn
characters in
characters in text.
text.(If
(If nn isis greater
greater than
than LEN(text),
LEN(text), itit return
returnthe
the entire
entire text.)
text.)
To use
To use the
the MID
MIDfunction:
function:
To use
To use the
the RIGHT
RIGHT function:
function:
Enter the
Enter the formula
formula =RIGHT(text,
=RIGHT(text, n), n), where
where nn isisan
an integer.
integer. This
This returns
returns the
the rightmost
rightmost nn
characters in
characters in text.
text.(If
(If nn isis greater
greater than
than LEN(text),
LEN(text), itit return
returnthe
the entire
entire text.)
text.)
To use
To use the
the LEFT
LEFT function:
function:
Enter the
Enter the formula
formula =LEFT(text,
=LEFT(text, n),
n), where
where nn isisan
an integer.
integer. This
This returns
returns the
the leftmost
leftmost nn
characters in text. (If n is greater than LEN(text), it return the entire
characters in text. (If n is greater than LEN(text), it return the entire text.)text.)
To use
To use the
the MID
MIDfunction:
function:
Enter the
Enter the formula
formula =MID(text,s,n),
=MID(text,s,n), where
where ss isis an
an integer
integer and
and nn isis an
an optional
optional integer.
integer. IfIf nn isis
missing, this
missing, this returns
returns all
all of
of text
text from
fromthe
the sth
sth character
character on.
on.(s
(sstands
stands forfor start.)
start.) Otherwise,
Otherwise, itit
returns nn characters
returns characters ofof text,
text, starting
startingwith
withthe
the sthsth character.
character.
Here are
Here are some
some examples
examplesof
of MID:
MID:
The function
The function =MID(Freddie,5)
=MID(Freddie,5) returns
returns die.
die.
The function
The function =MID(Freddie,5,2)
=MID(Freddie,5,2) returns
returns di.
di.
The function =MID(Jones, Bob,FIND(,,Jones, Bob)+2,1) returns
The function =MID(Jones, Bob,FIND(,,Jones, Bob)+2,1) returns B.
B. (See
(See why?)
why?)
With these
With these five
five functionsFIND,
functionsFIND, LEN,
LEN, RIGHT,
RIGHT, LEFT,
LEFT, and
and MIDyou
MIDyou can can do
dosome
some powerful
powerful
text manipulation
text manipulation in in Excel,
Excel, and
andthis
this can
can save
savehours
hours of
of tedious
tedious typing.
typing.You
You will
will be
be the
thehero
hero at
at
your office!
your office!
The above
The above name-parsing
name-parsingproblem
problem can
can be
be solved
solved in
in aaseries
series of
of steps,
steps, as
as indicated
indicated below.
below.
1.In
1. In cell
cell M71,
M71, find
find the
the length
length of
of the
the text
textin
in cell
cell L71
L71with
with the
the LEN
LEN function.
function.
2. In cell N71, find the position of the comma with the
2. In cell N71, find the position of the comma with the FIND function. FIND function.
3.In
3. In cell
cell O71,
O71, add
add 11 to
to find
find the
the position
position of of the
the space
spaceafter
after the
thecomma.
comma.
4.In
4. In cell
cell P71,
P71, find
find the
the first
first name
name with
with thethe RIGHT
RIGHT function,
function, using
using the
the rightmost
rightmost(10-7)
(10-7)
characters.Make
characters. Make sure
sureyouyou use
use cell
cell references
references to to enable
enable copying
copying down.
down.
5.In
5. In cell
cell Q71,
Q71, find
find the
the last
last name
namewithwith thethe LEFT
LEFT function,
function, using
using the
the leftmost
leftmost (6-1)
(6-1) characters.
characters.
Again, use
Again, use cell
cell references
references to toenable
enablecopying.
copying.
The beauty
The beautyof of this
this method
method isis that
that we
wehave
have to
todo
do itit only
only once,
once, in
in the
thefirst
firstrow.
row.Then
Thenwe
wecan
can
copy all of the formulas down for the rest of the names, even if there are
copy all of the formulas down for the rest of the names, even if there are thousands of thousands of
them!
them!
Try it!
Try it! Enter
Enter the
the formulas
formulas as
asindicated
indicated by
by the
the above
above steps
steps and
andcopy
copy them
them down.
down.(Scroll
(Scroll to
to
the right for the correct answers.)
the right for the correct answers.)
Here isisaa tougher

Here tougher one.one. The
The names
names totothe
the right
righteither
either have
have aa middle
middle initial,
initial, aa first
first initial,
initial, or
or
no initial.
no initial.See
See ifif you
you can
can parse
parse these
these names
names into
into four
four pieces:
pieces: Last
Last name,
name, Used
Used name,name, Initial,
Initial,
and Middle
and Middle initial,
initial, where:
where:
Usedname
Used name isisthe the name
name (first(first or
or middle)
middle) the the person
person goes goes by.
by.
Initial isisthe
Initial the single
single initial
initial character,
character, ifif any,
any, or
or isis blank
blank ifif there
there isis nonoinitial.
initial.
Middleinitial
Middle initial isis "Yes"
"Yes" ifif the
theinitial
initial isis aamiddle
middle initial,
initial, "No"
"No" ififitit isis aafirst
first initial,
initial, and
andblank
blank ifif
there is no initial.
there is no initial.
As in
As in the
the previous
previous exercise,
exercise, you you can
can have
have other
other "helper"
"helper" columns
columns as asneeded.
needed. (Hints:
(Hints: (1)
(1) The
The
FIND returns
FIND returns an
anerror
error ifif itit can't
can't find
findthe
the requested
requested text.
text. (2)
(2) There
There isis an
an ISERROR
ISERROR function
function
thatcan
that cancheck
check whether
whether aa cell cell contains
contains an
an error.
error.Scroll
Scroll to
to the
the right
rightfor
for aa solution.
solution. ))
no initial.
no initial.See
See ifif you
you can
can parse
parse these
these names
names into
into four
four pieces:
pieces: Last
Last name,
name, Used
Used name,
name, Initial,
Initial,
and Middle
and Middle initial,
initial, where:
where:
Usedname
Used name isisthe the name
name (first(first or
or middle)
middle) the the person
person goes goes by.
by.
Initial isisthe
Initial the single
single initial
initial character,
character, ifif any,
any, or
or isis blank
blank ifif there
there isis nonoinitial.
initial.
Middleinitial
Middle initial isis "Yes"
"Yes" ifif the
theinitial
initial isis aamiddle
middle initial,
initial, "No"
"No" ififitit isis aafirst
first initial,
initial, and
andblank
blank ifif
there isisno
there no initial.
initial.
As in
As in the
the previous
previous exercise,
exercise, you you can
can have
have other
other "helper"
"helper" columns
columns as asneeded.
needed. (Hints:
(Hints: (1)
(1) The
The
FIND returns
FIND returns an
anerror
error ifif itit can't
can't find
findthe
the requested
requested text.
text. (2)
(2) There
There isis an
an ISERROR
ISERROR function
function
thatcan
that cancheck
check whether
whether aa cell cell contains
contains an
an error.
error.Scroll
Scroll to
to the
the right
rightfor
for aa solution.
solution. ))
OK, this
OK, thisone
one isis not
noteasy,
easy, and
anditit requires
requires some
some careful
careful planning.
planning. But
But itit sure
sure beats
beats typing
typing aa
long list
long list of
of hundreds
hundreds or or thousands
thousands of of names!
names!
to the
o the Jones, Bob Bob Jones
pace, and
ace, and Davis, Stephen
r the
the
columnNN Thompson, Andy
column
names
ames in in Wilson, John
e (and
e (and Fredericks, Kathy
Williams, Karen
mple, note
ple, note Smith, Tom
and
and Jennings, Peter
ers 66 and
ers and Benson, Ted
55 Samson, Jason
step: find
tep: find
ons. The
ons. The
other
other
ff text
text to
to
ss function
function
ences, itit
ences,
erwise,
rwise, itit
cterin
cter in
sin
inthe
the
letter o
letter o
,Bob,3)
Bob,3)
r9.9.
ound in
und in
tt nn
tt nn
r.. IfIf nn isis

rwise,
wise, itit
werful
werful
eehero
heroat
at
elow.
low. Full name Length Comma Space First name Last name
Jones, Bob
Davis, Stephen
Thompson, Andy
7)
7) Wilson, John
haracters.
aracters. Fredericks, Kathy
Williams, Karen
Smith, Tom
wecan
we can
ds of
s of Jennings, Peter
Benson, Ted
roll to
to Samson, Jason
roll
itial,or
itial, or Jones, Bob E.
e,Initial,
e, Initial, Davis, F. Stephen
Thompson, Andy
Wilson, John B.
Fredericks, Kathy C.
ankifif
ank
s:: (1)
(1)The
The
nction
ction
e,Initial,
e, Initial,
ankifif
ank
Williams, Karen R.
Smith, J. Tom
s:: (1)
(1)The
The
nction Jennings, Peter
ction
Benson, Ted C.
Samson, Jason A.
ping
ing aa
Full name Length Comma Space
Jones, Bob 10 6 7
Davis, Stephen 14 6 7
Thompson, Andy 14 9 10
Wilson, John 12 7 8
Fredericks, Kathy 17 11 12
Williams, Karen 15 9 10
Smith, Tom 10 6 7
Jennings, Peter 15 9 10
Benson, Ted 11 7 8
Samson, Jason 13 7 8
Full name Length Comma Space1

Jones, Bob E. 13 6 7
Davis, F. Stephen 17 6 7
Thompson, Andy 14 9 10
Wilson, John B. 15 7 8
Fredericks, Kathy C. 20 11 12
Williams, Karen R. 18 9 10
Smith, J. Tom 13 6 7
Jennings, Peter 15 9 10
Benson, Ted C. 14 7 8
Samson, Jason A. 16 7 8
First name Last name
Bob Jones
Stephen Davis
Andy Thompson
John Wilson
Kathy Fredericks
Karen Williams
Tom Smith
Peter Jennings
Ted Benson
Jason Samson
Period Space2 Last name Used name Initial Middle initial

13 11 Jones Bob E Yes
9 10 Davis Stephen F No
#VALUE! #VALUE! Thompson Andy
15 13 Wilson John B Yes
20 18 Fredericks Kathy C Yes
18 16 Williams Karen R Yes
9 10 Smith Tom J No
#VALUE! #VALUE! Jennings Peter
14 12 Benson Ted C Yes
16 14 Samson Jason A Yes
Wetend
We tend to
to take
take dates
dates and
andtimes
times for
for granted,
granted, butbutthey
they appear
appear inin many,
many, ifif not
not most,
most, real-
real-
world business spreadsheets. They can actually be quite tricky to work with,
world business spreadsheets. They can actually be quite tricky to work with, and a complete and a complete
treatment of
treatment of dates
dates and
and times
timescould
could fill
fill aalong
long chapter
chapter of of aabook.
book. II cant
canthope
hope totocover
cover all
all of
of
theintricacies
the intricacies of
of Excel-based
Excel-baseddates
dates and
andtimes
times in
in this
this tutorial,
tutorial, but
but II will
will illustrate
illustrate some
someof of the
the
most useful
most useful methods
methodsforfor working
working with
with them.
them.
The first
The first thing
thingtoto realize
realizeisis that
thataa date-time
date-time valuevalue that
that appears
appears in in aacell
cell as
assomething
something like like
3/14/2004 4:30
3/14/2004 4:30 PMPM isisreally
really stored
storedasas aa number.
number. Excel Excel refers
refers to
to this
this number
number as asthe
the serial
serial
value. The
value. Theserial
serial value
value corresponding
correspondingto to this
this particular
particular date-time
date-timehappens
happens to to be
be38060.688.
38060.688.
The value to the left of the decimal is the number of days since a
The value to the left of the decimal is the number of days since a base date (January 1, base date (January 1,
1900), and
1900), and the
the decimal
decimal partpart indicates
indicates the
the fraction
fraction of of time
time through
throughthe theday,
day, starting
starting right
right
after midnight.
after midnight.In In this
thisexample
example4:30 4:30 PM
PMisis 68.8%
68.8% of of the
the way
wayfrom
from midnight
midnightto to the
thenext
next
midnight. IfIf the
midnight. thedecimal
decimal part
part isis omitted,
omitted, then
then itit isis assumed
assumed to tobe
be midnight.
midnight. In Inthis
this case,
case, you
you
usually format the value so that only the date, not
usually format the value so that only the date, not the time, appears. the time, appears.
IfIf you
you happen
happen to to know
know thethenumbering
numbering system
system for
for dates
dates (that
(thatis,
is, you
you somehow
somehow know know that
that
38060corresponds
38060 corresponds to to 3/14/2004),
3/14/2004), you
you could
could enter
enter the
thenumber
number 38060 38060in in aa cell
cell and
andthen
then
format itit to
format to look
look like
likeaa date.
date.However,
However, you
you usually
usually enter
enter aadate
date like
like 3/14/2004
3/14/2004 in in aacell.
cell.In
In
fact, there
fact, thereareareseveral
several formats
formatsExcel
Excel recognizes
recognizes as
as dates,
dates, including
including 3/14/2004,
3/14/2004, March March 14,14,
2004, 3-14-04,
2004, 3-14-04, andand aafew
few others,
others, but
but underneath
underneath the
the hood,
hood, they
they areare all
all stored
stored as as 38060.
38060.
The same
The same goesgoes for
for date-times,
date-times, suchsuchasas 3/14/2004
3/14/2004 4:30
4:30PM,
PM, or or just
justtimes,
times, such
suchasas 4:30
4:30 PM.
PM. IfIf
you enter
you enter either
either of
of these
these in
in aaformat
format that
that Excel
Excel recognizes
recognizes as
as aa date-time
date-time oror just
just aatime,
time,
Excel will
Excel will recognize
recognize that
that these
these are
are date-times
date-times or
or times,
times, but
but itit will
will store
store them
them asas numbers
numbers
(68030.688 or
(68030.688 or 0.688).
0.688).
Bythe
By theway,way, ifif you
youenter
enter aa date-time
date-time in in aaformat
format that
that Excel
Excel doesnt
doesnt recognize,
recognize, you
you are
are entirely
entirely
outof
out of luck.
luck. ItItwill
will simply
simplybe be stored
stored asas aa label,
label, with
with no
noinherent
inherentdate-time
date-timemeaning.
meaning. And
And
Excel can
Excel can be befussy.
fussy. For
For example,
example, ititdoesnt
doesnt understand
understand 3/14/2004
3/14/2004 4:30PM,
4:30PM, simply
simplybecause
because
there isis no
there nospace
space between
between4:30 4:30and
andPM! PM! (I(I wish
wishII were
were kidding,
kidding, but
butIm
Im not.)
not.) On
On the
the other
other
hand, Excel
hand, Excel isissmart
smart about
about dates.
dates.ItIt will
will recognize
recognizethat
that 9/31/1999
9/31/1999 and
and 2/29/2003
2/29/2003 are
are not
not
datesregardless of
datesregardless of how
how they
they are
are formatted.
formatted.
Try it!
Try it! The
The cells
cells to
to the
theright
right include
include some
somedate-times,
date-times, dates
dates (no
(notimes
times specified),
specified), and
and times
times
(no dates
(no datesspecified),
specified), formatted
formatted inin several
several allowable
allowable ways.
ways. Format
Formatthese
theseas as numbers
numbers with
with 33
decimals to
decimals to see
see thethe serial
serial values.
values.Then
Then reformat
reformat them
themas
as date-times
date-times (in
(in any
any formats
formats you
you
prefer).
prefer).
real-
real- 3/14/04 1:30 PM
complete
complete 12/31/1901
ver all of
er all of
meof of the
the 3:50
me
12:00 PM
29-Feb-96
gg like
like
serial
serial 9/24/46 14:45
060.688.
060.688.
uary
ary 1,1,
right
right
next
ext
ase, you
ase, you
w that
w that
then
then
cell. In
ell. In
ch 14,
ch 14,
8060.
8060.
:30 PM. IfIf
30 PM.
time,
time,
mbers
mbers
re entirely
e entirely
g. And
g. And
because
ecause
e other
other
re not
e not
dd times
times
ss with
with 33
ss you
you
Doyou
Do youremember
remember the the Y2K
Y2K problem
problem that
thatworried
worriedeveryone
everyone ininlate
late 1999?
1999? TheTheproblem
problem waswas
that a large number of dates, in all kinds of systems, listed 2-digit years,
that a large number of dates, in all kinds of systems, listed 2-digit years, such as 85 insteadsuch as 85 instead
of 1985.
of 1985. How
How would
would systems
systems knowknow whether
whether 05 05 meant
meant1905 1905 or
or 2005?
2005? Fortunately,
Fortunately, the the
predicted disaster
predicted disaster didnt
didnt happen,
happen, butbut there
there isis still
still aa Y2K
Y2K problem
problem because
because of of the
the ambiguity
ambiguity
2-digit years
2-digit years can
can create.
create.Excel
Excel handles
handles it,
it, at
atleast
leastfor
for now,
now, by
byinterpreting
interpreting aa2-digit
2-digit year
year less
less
than 30 as being in the 21 st
century, and all others as being in the 20 th
than 30 as being in the 21 century, and all others as being in the 20 century. For example,
st th century. For example,
itit interprets
interprets 3/14/17
3/14/17 as as March
March14, 14, 2017
2017 and
and5/20/72
5/20/72 as asMay
May 20,
20, 1972.
1972. Of Of course,
course, the theeasiest
easiest
way to
way to avoid
avoidthe
the ambiguity
ambiguityisis toto use
use4-digit
4-digit years
years whenever
whenever you you enter
enter dates.
dates. This
This isisthe
the
lesson of
lesson of Y2K!
Y2K!
Try it!
Try it! Enter
Enter aadate
date to
tothe
the right
right such
suchas as 3/14/29
3/14/29 (the
(thelast
lasttwo
two digits
digitsless
less than
than30).
30). Then
Then enter
enter
another date
another date such
such as
as 5/20/30
5/20/30 (the
(thelast
last two
two digits
digits greater
greater than
than oror equal
equal toto 30).
30).Watch
Watchhowhow
Excel transforms
Excel transforms the
the year
year automatically.
automatically.Do Do you
yousee
seehow
how this
this could
couldbe be aaproblem
problem ifif you
you
really meant 3/14/29 to be the birthday of a person born
really meant 3/14/29 to be the birthday of a person born in 1929? in 1929?
em was
em was
instead
instead
the
he
mbiguity
mbiguity
year less
ear less
example,
example,
heeasiest
he easiest
sthe
the
hen enter
en enter
chhow
ch how
you
you
Excel has
Excel hastwo
two useful
useful functions
functionsfor
for automatically
automaticallyentering
entering the
the current
current date,
date, or
or the
the current
current
date and time , TODAY and
date and time , TODAY and NOW.NOW.
To use
To use the
the TODAY
TODAY function:
function:
Enter the
Enter the formula
formula =TODAY()
=TODAY()in inany
anyblank
blank cell.
cell.(The
(Theblank
blank parentheses
parentheses areare necessary.)
necessary.) ItIt
returnsthe
returns the current
currentdate.
date. IfIf you
you open
open this
this spreadsheet
spreadsheet tomorrow,
tomorrow, ititwill
will list
list tomorrows
tomorrows date,
date,
that is,
that is, ititwill
will update
update each
eachday.day.
To use
To use the
the NOW
NOWfunction:
function:
Enter the
Enter the formula
formula =NOW()
=NOW() in
in any
any blank
blankcell.
cell. (Again,
(Again, the
the blank
blank parentheses
parentheses are
are necessary.)
necessary.) ItIt
returnsthe
returns the current
currentdate
date and
and time.
time.
Try it!
Try it! Enter
Enter the
the TODAY
TODAY and
andNOW
NOW functions
functionsinin column
columnM.M.Then
Then format
format result
result of
of NOW
NOW asas
time onlyno
time onlynodate.date. After
After you
you have
have worked
worked aa few
few other
other exercises
exercises below,
below, come
come back
back to
to this
this
spreadsheet and
spreadsheet andsee
see whether
whether the
the time
time has
has changed.
changed. (You
(Youmight
might have
haveto
to force
force aa
recalculation to
recalculation to see
see the
thechange.
change.You
You can
can do
do this
this by
bypressing
pressing the
the F9
F9 key.)
key.)
urrent
urrent Today's date
Current time
y.) ItIt
y.)
ows date,
ws date,
essary.) ItIt
essary.)
W as
W as
k to
to this
this
IfIf aacell
cell contains
containsaa date,
date, itit isis easy
easy to
to strip
stripoff
off the
the year,
year, month,
month, day,
day, and
and even
even weekday
weekday with
with
the YEAR, MONTH, DAY, and WEEKDAY functions. In all of the following
the YEAR, MONTH, DAY, and WEEKDAY functions. In all of the following examples, datecell examples, datecell
refers to
refers to aacell
cell that
that contains
contains aa date.date.
To use
To use the
the YEAR
YEAR function:
function:
Enter the
Enter the formula
formula =YEAR(datecell).
=YEAR(datecell). This
This returns
returns aa4-digit
4-digityear
year such
suchas
as 1993.
1993.
To use
To use the
the MONTH
MONTH function:
function:
Enter the
Enter the formula
formula =MONTH(datecell).
=MONTH(datecell). This This returns
returnsaa month
month from
from 11(January)
(January) to
to 12
12
(December). IfIf you
(December). you want
wantto to get
get the
the name
name of
of the
themonth,
month, such
such as
as June,
June, use
useaa VLOOKUP
VLOOKUP
function, as
function, as indicated
indicated in
in the
the following
following exercise.
exercise.
To use
To use the
the DAY
DAY function:
function:
Enter the
Enter the formula
formula =DAY(datecell).
=DAY(datecell).This
This returns
returnsthe
the day
dayof
of the
themonth,
month, from
from11 to
to the
the number
number
of days in the month.
of days in the month.
To use
To use the
the WEEKDAY
WEEKDAY function:
function:
Enter the
Enter the formula
formula =WEEKDAY(datecell).
=WEEKDAY(datecell).This This returns
returnsaa number
number from
from 11toto 7,
7, where
where 11refers
refers
toSunday,
to Sunday, 22 totoMonday,
Monday, and
and so
so on.
on.IfIf you
youwant
want totoget
get the
thename
nameof
of the
the day,
day, such
suchas
as
Thursday, use
Thursday, useaa VLOOKUP
VLOOKUP function,
function, as
as indicated
indicated in
in the
the following
followingexercise.
exercise.
Try it!
Try it! For
For each
each date
datein
in column
column L,L, return
return the
theyear,
year, month
monthnumber,
number, month
month name,
name, day,
day,
weekday number,
weekday number, and
and weekday
weekdayname
namein incolumns
columnsM-R.
M-R. For
For the
themonth
monthand
and weekday
weekday names,
names,
usethe
use thelookup
lookup tables
tables supplied.
supplied. Do
Do you
yourecognize
recognize these
these infamous
infamous dates?
dates?Try
Try one
one more:
more:
your own
your ownbirthdate.
birthdate.
ay with
y with Date Year Month number Month name Day Weekday number
datecell
datecell 9/11/2001
1/28/1986
11/22/1963
8/6/1945
12/7/1941
4/14/1912
UP
UP
number
number Lookup table - months Lookup table - days
1 January 1 Sunday
2 February 2 Monday
3 March 3 Tuesday
11refers
refers
4 April 4 Wednesday
5 May 5 Thursday
6 June 6 Friday
y,,
y names,
names, 7 July 7 Saturday
more:
more: 8 August
9 September
10 October
11 November
12 December
Weekday name
Becausedates
Because dates are
are stored
storedasas numbers,
numbers, itit isis possible
possibleto
to perform
performarithmetic
arithmetic on
onthem.
them.
Subtraction makes special sense. If you subtract one date from another,
Subtraction makes special sense. If you subtract one date from another, you find you find the
the
number of
number of days
daysbetween
between them.
them.
You can
You can do
do this
this by
by simple
simple subtraction
subtraction of
of cells,
cells, or
or you
youcan
canhave
havemore
more control
control with
with the
the
DATEDIF function. If you use simple subtraction, you automatically get the difference
DATEDIF function. If you use simple subtraction, you automatically get the difference in in
days. For
days. For example,
example, the
theformula
formula =A1-A2,
=A1-A2, where
where A1A1 contains
contains 11/25/2004
11/25/2004 and
and A2
A2 contains
contains
11/20/2004, returns
11/20/2004, returns 5.
5.
The DATEDIF
The DATEDIF function
function provides
provides more
moreoptions.
options.(Evidently,
(Evidently, DATEDIF
DATEDIF has
hasbeen
beenininExcel
Excel for
for
years, but
years, but its
its documentation
documentation inin online
online help
helphas
hasbeen
beensporadic.
sporadic. See
Seethe
theinteresting
interesting article
articleat
at
http://www.cpearson.com/excel/datedif.htm.)
http://www.cpearson.com/excel/datedif.htm.)
To use
To use the
the DATEDIF
DATEDIF function:
function:
Enter the
Enter the formula
formula =DATEDIF(earlierdate,laterdate,interval),
=DATEDIF(earlierdate,laterdate,interval), where where interval
interval can
can be bey,
y, m,
m,
d, or
d, or aa few
few other
other options
optionsnot
not covered
coveredhere.
here.IfIf interval
interval isis y
y (quotes
(quotes required),
required), this this returns
returns
thenumber
the number of of years
years between
betweenthe
the two
two dates.
dates.Similarly,
Similarly, ifif interval
interval isis m
m or
or d,
d, itit returns
returnsthe
the
number of
number of months
months oror number
number of
of days
daysbetween
between the thetwo
twodates.
dates.
Try it!
Try it! Use
Use simple
simple subtraction
subtraction of
of cells
cells to
tofind
find the
thenumber
number of of days
days between
betweenthe the two
two dates
dates to
to
the right. Then use DATEDIF with the three options described above to get
the right. Then use DATEDIF with the three options described above to get the number of the number of
days, months,
days, months, and
and years
years between
betweenthethe two
two dates.
dates.(Scroll
(Scroll to
to the
theright
right for
for the
the answers.)
answers.)
Note: When
Note: When youyou do
do date
date subtraction,
subtraction, you
yousometimes
sometimes need
need to
to reformat
reformat the
the answer
answer as
as an
an
integer. For some odd reason, Excel sometimes formats it as a date.
integer. For some odd reason, Excel sometimes formats it as a date.
Dates of last two physical exams

he
he
First exam 4/5/1999
he
e Next exam 7/15/2003
ce in
ce in
ntains
tains
Days (subtraction)
Days (DATEDIF)
l for
for Months (DATEDIF)
articleat
article at
Years (DATEDIF)
y, m,
y, m,
is returns
s returns
turnsthe
turns the
dates to
dates to
mber of
mber of
s.)
.)
as an
as an
1562
1562
51
4
The last
The lasttwo
twodate
date functions
functions IIwill
will discuss
discuss are
are DATE
DATE and
and DATEVALUE.
DATEVALUE. Each
Each can
can be
beextremely
extremely
useful.
useful.
To use
To use the
the DATE
DATE function:
function:
Enter the
Enter the formula
formula =DATE(year,month,day),
=DATE(year,month,day), where where year
year isis aa 4-digit
4-digit year,
year, month
month isis aanumber
number
from 11 to
from to 12,
12, and
and day
day isis aaday
day from
from11 to
tothe
the number
number of
of days
days in inthe
the month.
month.
This function
This function cancan be
bevery
veryuseful
useful forfor manipulating
manipulatingdates.
dates. For
For example,
example, itit can
can be
be used
used toto
"calculate" your next birthday, given your birthdate, as we show to the right.
"calculate" your next birthday, given your birthdate, as we show to the right. The formula in The formula in
cell M4
cell M4isis aa long
longone,
one, but
butititisisjust
justsimple
simple logic.
logic.This
This person's
person's next
next birthday
birthday will
will certainly
certainly bebe
onJuly
on July22.
22.The
Theonly
onlyquestion
question isis whether
whether ititwill
will be
be in
in the
thecurrent
current year
year oror the
the next
next year.
year. The
The IF
IF
function checks
function checks forfor this.
this. Note
Note thatthat YEAR(TODAY())
YEAR(TODAY()) returns
returnsthethe year
year corresponding
correspondingto to today.
today.
Try it!
Try it!Enter
Enter your
your birthdate
birthdatein
incell
cell L17
L17 and
and then
then calculate
calculate your
your current
current age
age in
in cell
cell L18.
L18. (Scroll
(Scroll
to the right for the answer.)
to the right for the answer.)
The DATEVALUE
The DATEVALUE function
function cancan be
beaa real
real life-saver.
life-saver. ItIt takes
takes aa date
datestored
stored as
as text
text and
and returns
returns
thecorresponding
the corresponding serial
serial value,
value, which
which you
you can
can then
then format
format as as aa date.
date. Why
Whyisis this
this important?
important?
Suppose you
Suppose you havehave aalot
lot of
of data
data stored
stored in
in some
some type
typeof of legacy
legacy system
systemin in your
your business,
business, and and
you are
you aresomehow
somehow able abletoto dump
dump itit into
into Excel.
Excel.The
Thechances
chances are arethat
thatall
all dates
dates will
will be
be
importedas
imported as text.
text. That
That is,
is, aa cell
cell value
valuewill
will look
look something
something like like 5/20/2001,
5/20/2001, but butExcel
Excel wont
wont
recognize itit as
recognize as aadate.
date. Without
Without the the DATEVALUE
DATEVALUE function,
function, you you would
wouldhavehave toto retype
retypeall all of
of the
the
dates! However, DATEVALUE saves you this mind-numbing
dates! However, DATEVALUE saves you this mind-numbing work. work.
To use
To use the
the DATEVALUE
DATEVALUE function:
function:
Enter the
Enter theformula
formula =DATEVALUE(datetext),
=DATEVALUE(datetext), where
where datetext
datetext refers
refers to
to aadate
datestored
storedas
as text.
text.
Then format
Then format the
the result
resultas
as aadate.
date.
Tryit!
Try it! Create
Createdates
dates inin column
column MM corresponding
correspondingtoto the
the text
textvalues
values in
in column
column LL that
that happen
happen
to look like dates. (I typed an apostrophe in front of each value in column L. Thats
to look like dates. (I typed an apostrophe in front of each value in column L. Thats why whythey
they
areinterpreted
are interpreted asas text,
text, not
notas
as dates.)
dates.)
remely
remely Birthdate Next birthday
7/22/1976 7/22/2017
number
number
dd to
to
ormula
ormula in in
ainly be
ainly be
ear. The IF
ar. The IF
oo today.
today.
8.(Scroll
8. (Scroll Birthdate Age
returns
eturns Dates imported from a legacy system
mportant?
mportant?
ess, and
ss, and
be Nov 25, 1997
e
wont
wont Nov 26, 1997
all of
all of the
the Nov 29, 1997
Dec 1, 1997
Dec 3, 1997
as text.
s text.
happen
happen
whythey
why they
Birthdate Age
6/24/1956 61
Thereare
There aremany
manystatistical
statistical functions
functions built
builtinto
into Excel.
Excel. IIhave
havealready
already discussed
discussed thethe simplest
simplest
statistical function, the AVERAGE function. (Statisticians often call this the
statistical function, the AVERAGE function. (Statisticians often call this the mean, or mean, or the
the
sample mean,
sample mean, but
but itit isis simply
simplythe
theaverage
average ofof aa set
setof
of numbers.
numbers. And
And there
there isis no
no Excel
Excel function
function
namedMEAN.)
named MEAN.)
Inthis
In this section
section II will
will discuss
discuss aa few
fewother
other statistical
statistical functions.
functions. Actually,
Actually, there
thereare
are many
manymore.
more.
To see
To see the
the possibilities,
possibilities, click
clickon
on the
the ffxxbutton
buttonand
andlook
look at
atthe
the Statistical
Statistical category.
category.
mplest
mplest
r the
the
ell function
function
ny more.
y more.
The median
The median isis the
themiddle
middle value
value in in aa set
set of
of nn numbers,
numbers, inin the
the sense
sensethat
that half
half areareabove
above itit
and half are below it. More precisely, when the values are sorted in increasing order, itit isis the
and half are below it. More precisely, when the values are sorted in increasing order, the
middlevalue
middle value ifif nn isis odd,
odd, and
and itit isis the
theaverage
averageof of the
thetwo
two middle
middle values
valuesifif nn isis even.
even.
Fortunately, Excel
Fortunately, Excel takestakes care
care of
ofthe the details
details with
withthethe MEDIAN
MEDIAN function.
function.
To use
To use the
the MEDIAN
MEDIAN function:
function:
Enter the
Enter the formula
formula =MEDIAN(datarange),
=MEDIAN(datarange), where
where datarange
datarange isisany
any range
range that
thatcontains
contains aa set
set
of values.
of values.
Notethat
Note that ifif datarange
datarange contains
contains labels
labels or
or blank
blankcells,
cells, these
theseare
are ignored
ignored when when calculating
calculating the
the
median.This
median. This isis true
true for
for the
the other
other statistical
statistical functions.
functions. (Of
(Of course,
course, itit isis also
also true
true for
for the
the
AVERAGEfunction.)
AVERAGE function.)
Try it!
Try it! Find
Findthe
themedian
medianof
of the
the data
datain
in column
columnL.L.Does
Doesititequal
equal the
the average?
average? Why
Whyor
or why
why not?
not?
We often
We often like
liketo
to rank
rank the
thevalues
values in
in aadata
datasetsetin
in some
some way.
way. For
For example,
example, ifif you
you take
take the
theSAT
SAT
exam to
exam to get
get into
into college,
college, you
you essentially
essentiallylearn
learn your
your ranking
ranking by
by aa percentile.
percentile. IfIf you
youare
are at
at the
the
85thth percentile,
85 percentile, you
youknow
know that
that 85%
85% of of all
all people
people scored
scored lower
lower thanthan you,
you, and
and only
only 15%
15%
scoredhigher.
scored higher. Excel
Excel has
has two
twouseful
useful functions
functions for
for finding
finding this
this type
type of
of information:
information:
PERCENTILE and
PERCENTILE and QUARTILE.
QUARTILE.
The QUARTILE
The QUARTILE function
function isis probably
probably the the easiest
easiest to
to understand.
understand. Imagine
Imagine that
that you
you have
have 1000
1000
scores. You sort them from low to high and then divide them into 4 sets of
scores. You sort them from low to high and then divide them into 4 sets of 250 scores each, 250 scores each,
where the
where the first
first set
set contains
contains the the smallest
smallest scores,
scores, the
the second
second setsetcontains
contains the
the next
nextsmallest
smallest
scores, and
scores, and soso on.
on.TheThe 1st,
1st, 2nd,
2nd, andand 3rd
3rd quartiles
quartiles are
are the
the breakpoints
breakpoints between
between these
these sets.
sets.
For example,
For example, 25% 25% ofof the
the scores
scores are are below
below the
the 1st
1st quartile,
quartile, and
and75%
75% are
areabove
above it.
it.By
By
definition, the
definition, the 2nd
2ndquartile
quartile isis the
the median.
median.
To use
To use the
the QUARTILE
QUARTILEfunction:
function:
Enter the
Enter the formula
formula =QUARTILE(datarange,k),
=QUARTILE(datarange,k), where
where kk isis 1,
1, 2,
2, or
or 3.
3.For
For example,
example, ififyou
youenter
enter
33 for
for k,
k, you
you get
get the
the 3rd
3rd quartile.
quartile.
Try it!
Try it!Find
Find all
all three
three quartiles,
quartiles, Q1,
Q1, Q2,
Q2, and
and Q3,
Q3, for
for the
the data
data in
in column
column L.L.
The PERCENTILE
The PERCENTILE function
function takes
takes any
anypercentage,
percentage, expressed
expressed as asaa decimal
decimal number,
number, and
and returns
returns
the value
the value such
such that
that the
the given
given percentage
percentage of
of all
all values
values isis below
below this
this value.
value. For
For example,
example, ifif we
we
use the
use the percentage
percentage 10%10% (0.10)
(0.10) and
and the
the PERCENTILE
PERCENTILE function
function returns
returns 45,
45, we
we know
know that
that 10%
10%
of all
of all values
valuesin
in the
the data
data set
set are
are below
below 45
45 and
and 90%
90% are
are above
above it.
it.
To use
To use the
the PERCENTILE
PERCENTILE function:
function:
Enter the
Enter the formula
formula =PERCENTILE(datarange,pct),
=PERCENTILE(datarange,pct), where
where pct
pct isisany
any percentage
percentageexpressed
expressed as
as aa
decimal, such
decimal, such as
as0.10
0.10 for
for 10%.
10%.
Try it!
Try it!Find
Find the
the requested
requested percentiles
percentiles for
for the
the data
datain
in column
column L.L. For
For example,
example, P10
P10 indicates
indicates
the 10th percentile. Do you see the relationship between the quartiles and
the 10th percentile. Do you see the relationship between the quartiles and certain certain
percentiles?
percentiles?
Enter the
Enter the formula
formula =PERCENTILE(datarange,pct),
=PERCENTILE(datarange,pct), where
where pct
pct isisany
any percentage
percentageexpressed
expressed as
as aa
decimal, such as 0.10 for 10%.
decimal, such as 0.10 for 10%.
Try it!
Try it!Find
Find the
the requested
requested percentiles
percentiles for
for the
the data
datain
in column
column L.L. For
For example,
example, P10
P10 indicates
indicates
the 10th
the 10th percentile.
percentile. Do
Do you
yousee
see the
the relationship
relationship between
between the
the quartiles
quartiles and
and certain
certain
percentiles?
percentiles?
Notethat
Note that the
theQUARTILE
QUARTILE and and PERCENTILE
PERCENTILE functions
functions are
are typically
typically used
used on
on data
data sets
sets with
with aa
large number
large number of of observations.
observations.IfIf they
they are
are used
used on
on aa very
very small
small data
data set,
set, you
youmight
might bebe
surprised at
surprised at the
the results.
results.In
In fact,
fact, you
you might
might even
even disagree
disagree with
withthem.
them. For
For example,
example, ifif the
the data
data
set has the 5 values 10, 20, 30, 40, and 50, Excels PERCENTILE function
set has the 5 values 10, 20, 30, 40, and 50, Excels PERCENTILE function indicates that theindicates that the
10thth percentile
10 percentileisis 14.
14.This
This isis certainly
certainlynot
not aavery
veryintuitive
intuitive answer,
answer, and
and you
you might
mightdisagree
disagree
withit,
with it, but
but we
wequestion
questionwhywhyanyone
anyone would
would want
wantthe
the 10
10thth percentile
percentile of
of aa 5-value
5-valuedata
data setset in
in
thefirst
the firstplace!
place!
above
bove itit 33 Average
er,
r, itit isis the
the 3 Median
0
1 Quartiles
4 Q1
ins
ns aaset
set 14 Q2
5 Q3
ating the
the 41
ating
the
he 3 Percentiles
5 P01
why not?
not? 9 P05
why
1 P10
0 P25
22 P50
10 P75
theSAT
the SAT 5 P90
reat
re atthe
the 13 P95
5%
5% 7 P99
6
3
ve1000
ve 1000
res each,
res each, 9
mallest
mallest 5
sesets.
se sets. 14
yy
7
27
10
ouenter
ou enter 7
3
11
15
35
9
0
5
nd returns
d returns 6
ple,ififwe
ple, we 11
that 10%
hat 10% 13
4
17
essed as
essed as aa 3
19
4
dicates
dicates
5
essed as
essed as aa
dicates
dicates
1
21
4
16
with aa
with 6
be
be 18
f the
the data
data
hat the
at the 18
agree
gree 2
ata set in
ta set in 3
17
7
9
6
4
2
7
3
0
14
2
4
24
12
1
4
36
3
0
2
4
12
7
2
1
16
5
31
15
29
12
5
4
5
22
14
7
7
19
38
15
45
1
4
14
3
16
4
Excel has
Excel hasaa number
number of of other
other statistical
statistical functions,
functions, including
including those
those for
for measuring
measuring the
the amount
amount
of variability in a set of numbers. The most widely used measures of variability are
of variability in a set of numbers. The most widely used measures of variability are variance variance
and standard
and standard deviation,
deviation, and
and Excel
Excel implements
implements these
thesewith
with the
the VAR
VARandandSTDEV
STDEV functions.
functions.
(These functions
(These functions calculate
calculatethe
the sample
sample variance
variance and
andstandard
standard deviation.
deviation.There
There are
are similar
similar
functions, VARP
functions, VARPandandSTDEVP,
STDEVP, for
for calculating
calculating the
the population
population variance
variance and
and standard
standard deviation.
deviation.
For large data setsover 100 values, saythe sample and population
For large data setsover 100 values, saythe sample and population measures are measures are
practicallythe
practically the same.)
same.)
The variance
The variance isis essentially
essentially the
theaverage
average of of the
the squared
squared deviations
deviations from
from thethemean,
mean, andand the
the
standard deviation is the square root of the variance. Each measures
standard deviation is the square root of the variance. Each measures variability, but variability, but
standarddeviation
standard deviation isis easier
easier to
to understand
understand becausebecauseititisisexpressed
expressed in in the
the same
same units
units as
as the
the
datadollars, for
datadollars, for example.
example. In In addition,
addition, manymany datadatasets
sets have
have the
the property
property thatthat about
about 68%
68% of of
thedata
the dataare
are within
within 11 standard
standarddeviation
deviation of of the
themean,
mean, about
about95%
95% are
are within
within 22 standard
standard
deviations of
deviations of the
the mean,
mean, and andvirtually
virtuallyallall of
of the
the data
dataare
arewithin
within 33standard
standard deviations
deviationsof of the
the
mean.(These
mean. (These rules
rules ofof thumb
thumb typically
typically hold
hold when
when the
the distribution
distribution ofof values
values follows
followsaa
symmetric, bell-shaped
symmetric, bell-shaped curve,curve, that
that is,
is, the
the normal
normal distribution.)
distribution.)
To use
To use the
the VAR
VAR function:
function:
Enter the
Enter the formula
formula =VAR(datarange).
=VAR(datarange). This
This isis equivalent
equivalent to
to=(STDEV(datarange))^2,
=(STDEV(datarange))^2, the
the
square of
square of the
thestandard
standard deviation.
deviation.
To use
To use the
the STDEV
STDEV function:
function:
Enter the
Enter the formula
formula =STDEV(datarange).
=STDEV(datarange).This
This isis equivalent
equivalent to
to =SQRT(VAR(datarange)),
=SQRT(VAR(datarange)), the
the
square root of the variance.
square root of the variance.
Try it!
Try it! Find
Findthe
themean,
mean, variance,
variance, and
andstandard
standard deviation
deviationofof the
the data
datain
in column
columnL.L. Then
Then use
use
COUNTIF to
COUNTIF to find
find the
thepercentage
percentage of of values
values that
that are
are within
within11 standard
standard deviation
deviation of
of the
the mean.
mean.
IsIsititabout
about68%?
68%?(Scroll
(Scrollto
to the
theright
rightto
to see
see the
theanswers.)
answers.)
amount
amount 1034.44 Mean
variance
variance 877.35 Variance
tions.
tions.
imilar 794.42 Standard deviation
imilar
deviation.
deviation. 828.45
ee 765.9
1088.95
nd the
nd the 786.05
tt 1523.02
ss as
as the
the
ut 68%
ut 68% of of 920.48
dard
dard 777.23
ns of the
s of the
1247.63
aa
1117.87
1157.3
641.35
the
the 520.49
586.68
952.22
878.36
)), the
)), the 1582.12
807.99
en use
n use 913.13
he mean.
e mean. 1051.65
628.44
651.86
843.55
1233.37
1036.55
543.17
866.31
883.25
1285.68
650.44
1412.4
1105.44
671.55
1077.21
1471.87
1362.55
1044.37
601.52
1256.48
1069.69
407.54
1609.11
1141.03
972.54
851.91
1324.67
1061.09
809.91
655.81
1224.02
1105.52
1102.63
342.62
642.01
762.48
945.73
1431.55
695.66
871.12
827.21
1468.62
863.17
582.4
919.07
1314.83
1418.85
909.82
1086.11
620.14
668.74
598.66
1175.09
1139
1369.23
618.31
693.67
1341.85
1479.33
477.41
962.29
686.64
1495.96
1101.87
1018.6
1027.43
921.99
868.49
856.14
724.87
1345.72
1127.91
1467.66
918.88
997.56
965.11
1059.32
1157.35
1116.73
1410.39
786.62
1477.32
1328.5
753.26
905.17
821.06
1052.57
926.89
579.01
873.54
1100.79
727.32
718.17
948.09
866.89
684.5
1391.63
678.82
961.36
1023.22
851.44
1247.63
1373.37
1177.79
929.79
690.18
736.95
1293.14
1134.24
1316.3
1440.09
1249.47
787.9
1320.84
1263.38
1212.95
1081.63
1214.14
1367.41
1579.93
1405.68
965.25
1081.01
713.61
1033.28
999.4
361.42
721.3
1052.62
1094.3
937.92
1217.14
225.9
707.88
856.16
949.8
1510.56
1234.83
1147.42
820.95
1049.69
915.41
862.87
1017.05
763.08
978.67
1357.03
1279.62
1361.16
952.66
523.33
1375.14
545.6
847.12
1464.07
1113.21
1292.26
634.98
651.65
602.12
1367.6
891.63
1197.37
1355.34
904.44
1638.89
1325.24
892.26
1553.37
697.54
1127.03
854.27
810.98
902.46
623.26
952.45
853.4
1029.52
1172.72
Mean 999.77
Variance 83102.38
St Dev 288.27
Mean - Stdev 711.50 # less 36

Mean + Stdev 1288.05 # greater 40
Pct with 1 stdev of mean 62%
IfIf we
wehave
have two
twocolumns
columns of of data
datathat
thatarearematched
matched in in aaparticular
particular way,
way, such
such as as sales
sales ofof two
two
company products in a given month, then we often like to see how
company products in a given month, then we often like to see how they are related. If one they are related. If one isis
unusually large,
unusually large, does
does thethe other
other tend
tend toto be
be unusually
unusually large?
large? Unusually
Unusually small?
small?The The statistical
statistical
measurefor
measure for this
thisisis correlation,
correlation, and
andititcan
canbebe calculated
calculatedwith with the
the CORREL
CORREL function.
function.AA
correlation isis aa number
correlation number between
between-1 -1 and
and +1.
+1. IfIfthe
thecorrelation
correlation isis positive,
positive, the
the twotwo sets
sets ofof
numbers tend to go together. If one is small, the other tends to be small;
numbers tend to go together. If one is small, the other tends to be small; if one is large, the if one is large, the
other tends
other tends to
to bebelarge.
large.Exactly
Exactlythe
the opposite
opposite isis true
trueifif the
thecorrelation
correlationisis negative.
negative. In In this
this
case, the
case, thetwo
two sets
setsof of numbers
numbers tend
tend totogogo in
in opposite
oppositedirections.
directions.TheThe magnitude
magnitudeof of the
the
correlation indicates
correlation indicates the the strength
strength ofof the
therelationship
relationship between
betweenthe the two
two sets
sets ofofnumbers.
numbers.
Thereisisaa strong
There strongrelationship
relationship (positve
(positve or or negative)
negative) ifif the
the correlation
correlation isis close
close to to -1
-1oror +1.
+1. The
The
relationshipisis much
relationship much weaker,
weaker, or
or nonexistent,
nonexistent, ifif thethe correlation
correlation isis close
close to
to 0.
0.
To calculate
To calculate aa correlation
correlation between
between two
two sets
setsof
of numbers:
numbers:
Enter the
Enter the formula
formula =CORREL(range1,range2),
=CORREL(range1,range2), where
where range1
range1 and
and range2
range2 contain
contain the
thetwo
two sets
sets
of numbers.
of numbers.
Try it!
Try it! The
The data
datatoto the
the right
right represent
represent monthly
monthly sales
sales ofof three
three products.
products. Calculate
Calculate the
the
correlations in
correlations in column
columnRR indicated
indicatedbyby the
the labels
labels in
in column
column Q. Q. (Scroll
(Scroll to
to the
the right
rightfor
for the
the
answers.)
answers.)
ofof two
two Month Sales1 Sales2 Sales3 Correlations
d.. IfIf one
one isis Jan-03 800 1750 640 Sales1 vs Sales2
tatistical
atistical Feb-03 1360 2970 280 Sales1 vs Sales3
AA
ets
ts of of Mar-03 1150 2370 230 Sales2 vs Sales3
arge,
arge, the the Apr-03 940 2010 410
this
this
the
the May-03 740 1690 290
bers.
bers. Jun-03 1090 2590 460
r +1.
+1. The
The Jul-03 780 1640 760
Aug-03 910 2100 840
Sep-03 990 1620 760
Oct-03 800 1790 710
eetwo
two sets
sets
Nov-03 1200 2320 690
Dec-03 1150 2090 640
ee Jan-04 880 2170 530
the
the
Feb-04 870 1640 640
Mar-04 870 1980 560
Apr-04 760 1360 980
May-04 1010 2110 880
Jun-04 820 1740 570
Jul-04 1140 2040 650
Aug-04 730 1940 600
Sep-04 1150 2000 540
Oct-04 690 890 1130
Nov-04 1210 2480 600
Dec-04 1080 2050 660
Jan-05 1420 2840 330
Feb-05 1230 2490 710
Mar-05 1170 2330 610
Apr-05 1140 2540 840
May-05 560 1750 1010
Jun-05 910 2490 950
Jul-05 1260 2930 150
Aug-05 1050 2500 390
Sep-05 1020 2240 440
Oct-05 760 1630 420
Nov-05 710 1380 880
Dec-05 1000 2000 660
Jan-06 940 2200 630
Feb-06 1270 2510 510
Mar-06 1370 2610 560
Apr-06 1050 2180 620
May-06 1110 2590 470
Jun-06 1170 2160 580
Jul-06 990 2020 480
Aug-06 1040 1870 300
Sep-06 1350 2590 540
Oct-06 820 1440 520
Nov-06 860 1870 620
Dec-06 1190 2640 460
Jan-07 910 1980 590
Feb-07 950 2290 510
Mar-07 820 1850 550
Apr-07 770 1710 610
May-07 810 1480 720
Jun-07 1370 2820 770
Jul-07 940 2360 540
Aug-07 1020 1940 420
Sep-07 930 1900 800
Oct-07 1110 2520 660
Nov-07 1230 2320 610
Dec-07 1080 2240 990
Jan-08 890 1840 530
Feb-08 970 1940 520
Mar-08 920 2510 480
Apr-08 1000 2360 370
May-08 1250 2400 380
Jun-08 1280 2490 640
Jul-08 790 1760 450
Aug-08 940 2000 290
Sep-08 1140 2570 460
Oct-08 1020 2760 370
Nov-08 1060 1680 560
Dec-08 1130 2000 60
Jan-09 1050 2270 710
Feb-09 1380 2350 660
Mar-09 770 1410 800
Apr-09 860 2410 360
May-09 1130 1980 700
Jun-09 1350 2960 300
Jul-09 920 2320 380
0.776112
-0.31274
-0.41242
Suppose we
Suppose we want
want to
to rank
rank aa set
set of
of values
values from
from 11 to
to N,
N, where
where NN isis the
the number
number of
of values.
values. We
We
can do this with Excel's RANK function. We can rank them from highest to lowest
can do this with Excel's RANK function. We can rank them from highest to lowest or vice or vice
versa.
versa.
To use
To use the
the RANK
RANK function:
function:
Enter the
Enter the formula
formula =RANK(value,datarange,
=RANK(value,datarange, order), order), where
where value value isis aasingle
single value
valueininthe
the
datarange, and
datarange, and order
order isis an
anoptional
optional argument.
argument.IfIf order
order isis 00 (or
(or missing),
missing), rank
rank 11 corresponds
corresponds
tothe
to the largest
largestvalue
value and
and rank
rank NN to
tothe
the smallest;
smallest; ifif order
order isis 11 (or
(or any
any other
other nonzero
nonzero value),
value),
rank 1 corresponds to the smallest value and rank N to
rank 1 corresponds to the smallest value and rank N to the largest. the largest.
Typically, we
Typically, westart
startwith
with aa data
dataset
setin
in aa column.
column.Then
Thenwe
we useuse the
theRANK
RANK function
functiontoto rank
rank the
the
first value
first valueand
andcopy
copy itit down
down(with
(with datarange
datarange absolute)
absolute) to
to rank
rank all
all of
of the
the others.
others. IfIf two
two or
or
more values
more valuesare
aretied,
tied, they
they share
share aarank.
rank.
Try it!
Try it! Rank
Rank the
thevalues
valuesin
incolumn
column LL from
fromlargest
largest to
to smallest
smallest in
in column
column M. M. Then
Thenrank
rank them
them
from smallest
from smallest to
tolargest
largest in
in column
column N.N. How
How does
does RANK
RANK deal
deal with
with the
the tied
tied 55s?
55s? (Scroll
(Scroll to
to the
the
right for answers.)
right for answers.)
The LARGE
The LARGE and
and SMALL
SMALL functions
functions are
are less
lesswell-known
well-known Excel
Excel functions,
functions, but
butthey
they can
can be
be useful.
useful.
Lets say
Lets say we
we have
have aa data
data set
set with
with 250
250 values
values and
and we
we want
want thethe 10
10 largest
largest values.
values. Then
Then we
we can
can
findthese
find these with
with the
the LARGE
LARGE function,
function, using
using arguments
arguments 11 through
through 10.
10.Similarly,
Similarly, we
we can
can use
use the
the
SMALL function
SMALL function to
tofind
findthe
the 10
10 smallest
smallest values.
values.
To use
To use the
the LARGE
LARGEfunction:
function:
Enter the
Enter the formula
formula =LARGE(datarange,k),
=LARGE(datarange,k), wherewhere kk isis any
any integer
integer from
from 11to
to the
the number
number of
of
data values.
data values. This
Thisreturns
returns the
the kth
kth largest
largestvalue.
value.
To use
To use the
the SMALL
SMALL function:
function:
Enter the
Enter the formula
formula =SMALL(datarange,k),
=SMALL(datarange,k), wherewhere kk isis any
any integer
integer from
from 11to
to the
the number
number of
of
data values.
data values. This
Thisreturns
returns the
the kth
kth smallest
smallest value.
value.
Typically, we
Typically, wewould
wouldenter
enter aa sequence
sequence ofof values
values of
of kk in
in some
somecolumn,
column, enter
enter the
theLARGE
LARGE or
or
SMALL formula
SMALL formulafor
for the
the first
first of
of them,
them, and
and then
then copy
copydown.
down.
Try it!
Try it!For
Forthe
the data
dataset
set in
in column
column L,L, find
find the
the 10
10 largest
largestvalues
values and
and 10
10smallest
smallestvalues
values in
in
columns O and P. Use cell references to the values of k in column N. (Scroll to the
columns O and P. Use cell references to the values of k in column N. (Scroll to the right for right for
the answers.)
the answers.)
ues. We
ues. We 55
r vice
r vice 66
76
34
55
the
the
esponds
esponds 68
alue),
alue), 75
44
ank the
ank the 38
wo or
wo or 58
them
them
oll to the
ll to the
beuseful.
be useful. 679.02 1
enwe
en wecan
can 1208.42 2
an usethe
n use the
1635.72 3
729.63 4
1036.08 5
ber of
ber of 716.62 6
972.92 7
1175.68 8
1271.38 9
mber of
ber of 1048.93 10
718.89
GE or
GE or 1282.89
960.55
1356.75
ssin
in
ight for
ght for 1257.66
902.38
1648.23
1111.56
750.54
1001.74
742.81
707.50
1080.94
1290.85
1115.66
1005.36
1243.57
1454.84
1491.96
991.85
1345.71
1098.38
584.24
1209.50
1416.73
530.54
1171.91
1354.49
989.32
788.77
1264.69
1594.35
1274.46
1023.20
1377.79
1090.11
963.47
623.22
591.33
1060.24
669.80
1260.54
1019.52
819.22
602.14
714.58
996.73
698.22
1116.06
851.37
1223.55
963.66
1114.35
1473.56
755.30
833.30
670.82
859.38
1109.96
1614.91
1035.87
927.74
681.50
953.19
1296.71
379.17
773.67
1235.87
1442.20
1332.61
1314.41
1102.07
894.25
949.84
899.89
842.80
737.26
853.25
1699.23
1084.52
753.02
1004.51
550.14
995.72
1284.55
1217.77
1527.33
937.32
523.64
672.17
1131.39
1283.45
822.97
1364.57
512.38
774.36
1105.61
946.32
730.95
759.13
1119.85
1139.42
1090.73
1446.34
866.76
800.82
1290.49
1477.84
977.47
1101.76
1101.66
1071.95
846.98
1222.82
1277.73
1129.76
1320.94
762.96
1145.85
985.63
664.06
808.46
808.69
1433.58
933.24
1059.90
1172.61
1334.85
752.82
1025.82
798.93
590.03
1362.43
581.92
921.59
1166.95
690.62
1472.74
931.17
1525.45
323.69
1388.36
668.07
1377.30
1374.89
968.95
637.91
592.42
1202.37
1188.52
1031.24
1004.71
1451.57
972.33
1172.22
828.66
914.55
543.38
489.87
988.93
1331.98
1211.72
999.51
963.75
1188.93
517.26
1234.76
953.21
1384.28
1059.93
1041.80
964.87
488.53
1398.93
1046.12
913.83
485.68
1335.03
1373.34
1208.25
1100.58
1051.50
1092.98
1166.45
941.87
1053.52
1095.11
1847.97
546.79
843.64
1306.94
1120.74
1289.04
1192.82
1132.86
1597.10
1078.35
1528.90
972.01
1206.63
1202.84
704.03
962.18
1252.00
1196.82
1279.00
757.50
846.49
855.45
561.13
1300.36
901.77
1015.09
1096.84
644.72
1372.65
579.08
647.23
478.23
1151.76
961.65
1241.79
1076.72
774.44
1149.76
846.46
927.77
1337.16
790.40
807.10
1201.21
1330.02
1100.30
1317.75
1080.59
1400.72
865.18
1383.26
997.08
380.33
6 4
4 7
1 10
10 1
6 4
3 8
2 9
8 3
9 2
5 6
1847.97 323.69
1699.23 379.17
1648.23 380.33
1635.72 478.23
1614.91 485.68
1597.1 488.53
1594.35 489.87
1528.9 512.38
1527.33 517.26
1525.45 523.64
Excel has
Excel hasaa wide
wide assortment
assortment of of financial
financial functions
functions that
that are
are used
used by
by thousands
thousands of of financial
financial
analysts every day. I will illustrate only a few of the most common of these.
analysts every day. I will illustrate only a few of the most common of these. If you are If you are going
going
tobe
to be aafinancial
financial analyst,
analyst, you youwill
will undoubtedly
undoubtedlywantwant toto become
become familiar
familiar with
with the
the others.
others. The
The
best way
best way toto learn
learn isis to
to click
click on
onthe
the ffxx button
buttonand
and scan
scan through
through the
theFinancial
Financial category.
category.
nancial
nancial
are going
re going
hers. The
hers. The
y.y.
The PMT
The PMT function
function isis usually
usuallyused
usedto to find
find the
themonthly
monthlypayment
paymentfor
for aacar
car loan
loanor
or aa home
home
mortgage loan. The inputs are typically an annual interest rate, a term (number
mortgage loan. The inputs are typically an annual interest rate, a term (number of months of months
financed), and
financed), andthe
the amount
amountborrowed
borrowed (the (the principal).
principal). The
The PMT
PMT function
function finds
findsthe
the amount
amount
you have
you have totopay
payeach
each month
month of of the
the term.
term. Part
Part of
of this
this payment
paymentisis principal
principal and
and part
part isis
interest. At
interest. Atthe
the end
end ofof the
the term,
term, you
youwill
will have
have paid
paid just
justenough
enoughto to pay
pay off
off the
theentire
entireloan.
loan.
To use
To use the
the PMT
PMT function:
function:
Enter the
Enter the formula
formula =PMT(interestrate,term,principal).
=PMT(interestrate,term,principal).For For technical
technical reasons,
reasons, ifif you
youwant
want
PMT to return a positive value, you should enter the principal as a negative
PMT to return a positive value, you should enter the principal as a negative number number
(becauseititisisaa cash
(because cash outflow,
outflow, not
not aacash
cash inflow).
inflow). The
The interest
interest rate
rate argument
argument should
shouldbe be the
the
monthly rate
monthly rate (assuming
(assuming youyou are
arepaying
payingmonthly),
monthly), which
which isis the
theannual
annual rate
rate divided
divided by by 12.
12.
Try it!
Try it! Suppose
Suppose youyou take
take out
outaa $30,000
$30,000loanloan for
for aa new
new car
car when
when the
the annual
annual interest
interest rate
rate isis
6.75% and
6.75% andthe
the term
term ofof the
the loan
loanisis36
36 months.
months. Calculate
Calculateyour
your monthly
monthly payment
paymentin in cell
cell M6.
M6.
Then use
Then useaa data
datatable
table (the
(theperfect
perfect place
place for
for one!)
one!) totosee
see how
how your
your monthly
monthlypayment
paymentvaries
varies
for terms
for terms of
of 24,
24, 36,
36, 48,
48, oror 60
60 months.
months. (Scroll
(Scroll to
tothe
the right
right to
to see
see the
the answers.)
answers.)
ome
ome Principal $30,000 Data table for payment versus term
months
months Annual interest 6.75%
mount
mount Term 36
isis
eeloan.
loan. Payment
want
want
er
r
be the
be the
by 12.
by 12.
rate isis
rate
ell M6.
ell M6.
ntvaries
nt varies
Data table for payment versus term
Term Payment
$922.89
Payment $922.89 24
36
48
60
Much of
Much of the
thetheory
theoryof of finance
financeisis about
about the
the time
timevalue
valueof of money.
money. Basically,
Basically, aa dollar
dollar earned
earned in in
the future is less valuable than a dollar earned today because the dollar earned
the future is less valuable than a dollar earned today because the dollar earned today can earn today can earn
interest. To
interest. To account
accountforfor this,
this, we
we discount
discount future
futurecash
cash inflows
inflows oror outflows
outflowsto to get
gettheir
their present
present
values now.
values now. IfIf we
we have
have aafuture
future stream
stream of of cash
cashinflows
inflows and/or
and/or outflows,
outflows, then
thenthe
thesumsum of of all
all of
of
their present
their present values
values isis called
calledthe the net
net present
present value,
value, usually
usually abbreviated
abbreviated NPV.
NPV. IfIf this
this stream
stream isis
incurredat
incurred at regular
regular time
time intervalsat
intervalsatthe the end
end of
of each
each year,
year, saythen
saythen we we can
can use
use Excels
Excels handy
handy
NPV function
NPV function to to calculate
calculate the theNPV
NPV of
of the
the stream.
stream.
To use
To use the
the NPV
NPV function:
function:
Enter the
Enter the formula
formula =NPV(rate,cashstream).
=NPV(rate,cashstream). Here, Here, rate
rate isis the
thediscount
discountrate,
rate, which
whichisis essentially
essentially
the rate
the rate the
the company
company believes
believesititcan
canearn
earn on
onitsits money,
money, and and cashstream
cashstream isis aa stream
streamof of cash
cash
inflows or
inflows or outflows
outflows that
that occur
occur at
at the
the ends
ends of
of successive
successive years,
years, starting
startingat
atthe
the endend of
of year
year 1.
1.
Note that
Note that ifif there
there isis aa cash
cash inflow
inflow or
or outflow
outflow right
right away,
away, at at the
the beginning
beginning of
of year
year 1,
1, itit should
shouldbe
be
entered outside
entered outside the the NPV NPV function.
function.The
The reason
reason isis that
that itit doesnt
doesntneed
needto
to be
be discounted.
discounted.
Try it!
Try it!Assume
Assumeaa company
companypayspays $100,000
$100,000at at the
the beginning
beginning ofof year
year 11 to
toget
get into
into an
an investment.
investment.
ItIt then
then receives
receives thethecash
cashinflows
inflows at
atthe
the ends
ends of of years
years 11 through
through55 shown
shown to to the
the right.
right. What
What isis
the NPV
the NPV of
of this
thisinvestment
investment (inflows
(inflows minus
minus outflows)
outflows) with
withaa 12%
12% discount
discount rate?
rate? Does
Does the
the NPV
NPV
increase or
increase or decrease
decrease asas the
the discount
discount rate
rate increases?
increases? (Scroll
(Scroll to
to the
the right
right to
tosee
see the
the answer.)
answer.)
IfIf aa company
company incurs
incurs cash
cash inflows
inflows or or outflows
outflows at at irregular
irregular times,
times, such such as
asJanuary
January 15,
15, then
then MayMay
30, then
30, then July
July 1,
1, and
and so
so on,
on, the
theNPVNPV function
functioncannot
cannot be beused.
used.You Youcould
could go
goback
back to
to your
your finance
finance
book to
book to see
see how
how toto discount
discount future
future payments
payments directly,
directly, but
but ititisis easier
easier to
to use
usethe
thelittle-known
little-known
XNPV function.
XNPV function.This
This function
functionisis actually
actually part
part of
of the
theAnalysis
Analysis ToolPak
ToolPak thatthatships
ships with
with Excel.
Excel.
However, you might not have it loaded. To check, click on the
However, you might not have it loaded. To check, click on the Office button, then Excel Office button, then Excel
Options, then
Options, then Add-Ins,
Add-Ins, and
and then
then Go.
Go. IfIf the
theAnalysis
AnalysisToolPak
ToolPak item
item isnt
isnt checked,
checked, check
check itit (see
(see to
to
the right,
the right, where
whereyour
your list
list of
of add-ins
add-ins isis probably
probably different
different from
frommine).mine).Then
Then you
you can
can use
usethe
the
XNPV function.
XNPV function.
To use
To usethe
the XNPV
XNPV function:
function:
Enter the
Enter theformula
formula =XNPV(discountrate,cashvalues,dates),
=XNPV(discountrate,cashvalues,dates), wherewhere discountrate
discountrate isis the
the same
same as
as
with NPV, cashvalues is a stream of cash values, and dates is a stream of the dates when
with NPV, cashvalues is a stream of cash values, and dates is a stream of the dates when they they
areincurred.
are incurred.
Typically, the
Typically, the first
first cash
cash value
value will
will be
be anan outflow
outflow and
and the
the rest
rest will
will be
be inflows.
inflows. In
Inthis
this case,
case, the
the
initial outflow (investment) should be included in the XNPV function, and
initial outflow (investment) should be included in the XNPV function, and the NPV will bethe NPV will be
discounted back
discounted backto to the
thedate
date of
of this
this initial
initial payment.
payment.This
This payment
payment should
should be
be entered
entered asasaa
negative number.
negative number.
Tryit!
Try it! First
First make
makesuresurethe
the Analysis
Analysis ToolPak
ToolPak isis loaded.
loaded. Then
Then find findthe
the net
netpresent
present value
valueofof the
the
stream of
stream of cash
cash inflows
inflows shown
shownto to the
theright,
right, where
where thethefirst
first isisreally
really aapayment
paymentatat the
the beginning
beginning
of 2009.
of 2009.(Scroll
(Scroll to
to the
theright
right to
to see
see the
theanswer.)
answer.)
earnedin
earned in Discount rate 12%
day can
day can earnearn Initial payment $100,000
ir present
r present
um of
um of all
all of
of
stream isis
stream Cash inflows at ends of years
Excels handy
xcels handy Year 1 2 3 4 5
Inflow $20,000 $35,000 $50,000 $45,000 $35,000
essentially NPV
essentially
mof
m of cash
cash
ff year
year 1.
1.
itit should
shouldbe
be
ted.
ted.
nvestment.
nvestment.
ht. Whatisis
t. What
es theNPV
s the NPV
answer.)
nswer.)
then May
then May Discount rate 12%
your finance
our finance
le-known
le-known
Excel.
Excel. Stream of cash flows
xcel
xcel Date 1-Jan-09 25-May-09 15-Sep-09 15-Jan-10 30-Jun-10
ck itit (see
ck (see to
to Cash ($85,000) $22,500 $31,000 $65,500 $55,000
usethe
use the
NPV
he same
he same as
as
when they
when they
case, the
case, the
will be
will be
dd as
asaa
ueof
ue of the
the
e beginning
beginning
NPV $29,806
NPV $69,805
Companies often
Companies often have
haveinvestment
investment opportunities
opportunities where
where they
theypay
payinitially
initiallyand
and then
then get
get
returns in the future. It is easy to show that the NPV of such an investment
returns in the future. It is easy to show that the NPV of such an investment decreases as decreases as the
the
discount rate
discount rate increases.
increases. InIn fact,
fact, for
for large
largeenough
enoughdiscount
discount rates,
rates, the
the NPV
NPV will
will typically
typically
become negative,
become negative, meaning
meaning that thatthethefuture
future returns
returnsare
are not
not enough
enough to tooffset
offset the
the initial
initial cost.
cost.
Thediscount
The discount rate
rate at
at which
which NPV NPV changes
changes from
from positive
positive to
tonegative
negative isis called
called the
theinternal
internalrate
rate
of return, or IRR. Specifically, the IRR is the discount rate at which NPV
of return, or IRR. Specifically, the IRR is the discount rate at which NPV equals 0. equals 0.
Companies are
Companies are interested
interested inin IRR
IRR forfor the
thefollowing
following reason.
reason.Typically,
Typically, they
they have
have aa"hurdle
"hurdle rate"
rate"
that they
that theyuse
use to
todiscount
discount potential
potential investments.
investments. IfIf the
theNPV NPV of of an
an investment
investment isis positive,
positive,
discountedat
discounted at the
the hurdle
hurdle rate,
rate, itit isis worth
worth pursuing.
pursuing. IfIf itit isis negative,
negative, itit isis not
notworth
worth pursuing.
pursuing.
Stated equivalently,
Stated equivalently, the
theinvestment
investmentisis worth worth pursuing
pursuingonly onlyifif its
its IRR
IRR isis greater
greater than
thanthe
the
companyshurdle
companys hurdlerate.
rate.
Fortunately, Excel
Fortunately, Excel has
has an
an IRRIRRfunction
function that
that calculates
calculates anan investments
investmentsIRR.
IRR. Otherwise,
Otherwise, this
this
wouldbe
would be aadifficult
difficultcalculation.
calculation. As Aswith
with the
the NPV
NPV function,
function, wewe assume
assume the
the investment
investment isis
structuredso
structured so that
that there
there isis an
aninitial
initial cash
cash payment
payment at at the
thebeginning
beginningof
of year
year 11 and
andthen
then
regular cash
regular cashreturns
returns atatthe
theendsends ofof years
years 1,
1, 2,
2, and
andsoso on.
on.
To use
To use the
theIRR
IRR function:
function:
Enter the
Enter theformula
formula =IRR(cashstream,rateguess),
=IRR(cashstream,rateguess), where
where cashstream
cashstream isis aastream
stream of of cash
cashflows,
flows,
where the first (the initial payment) should be negative, and rateguess is an initial guess
where the first (the initial payment) should be negative, and rateguess is an initial guess for for
theIRR.
the IRR.
This seems
This seems strange.
strange. WhyWhyshould
should you
you have
have to
to guess
guessat
at the
the answer?
answer? ItIt isis because
becauseExcel
Excel
calculates the IRR iteratively, starting with your guess. Your actual guess shouldnt
calculates the IRR iteratively, starting with your guess. Your actual guess shouldnt make makeany
any
difference in
difference in the
the final
final answer
answer except
except in
in unusual
unusual cases.
cases.
Tryit!
Try it! Find
Findthe
the IRR
IRR for
for the
thefollowing
following investment,
investment, using
usingan
aninitial
initial guess
guess of
of 15%.
15%. What
What does
does this
this
IRR say about the attractiveness of the investment? (Scroll to the right to see the
IRR say about the attractiveness of the investment? (Scroll to the right to see the answer.) answer.)
Bythe
By the way,
way, IImentioned
mentionedthat
thatthere
there isis an
anXNPV
XNPV function
function (in
(in the
theAnalysis
AnalysisToolpak)
Toolpak) for
for cash
cash
flows that
flows thatdon't
don't occur
occur on
on regularly
regularly spaced
spaced dates.
dates. There
There isis also
also an
anXIRR
XIRR function.
function. Look
Look itit up!
up!
get
get Cash flows (initial value is a payment)
ses
es asas the
the ($100,000) $35,000 $45,000 $40,000 $25,000 $10,000
lly
lly
tial cost.
tial cost.
rnalrate
rnal rate IRR
urdle rate"
rdle rate"
itive,
tive,
ursuing.
ursuing.
the
the
se, this
e, this
nt isis
nt
hen
en
ashflows,
ash flows,
guess for
guess for
el
el
make any
make any
tt does
does this
this
nswer.)
nswer.)
r cash
cash
ok itit up!
ok up!
IRR 19.81%
Thecompany
The company will will find
findthis
this investment
investmentattractive
attractive
only ifif its
only itshurdle
hurdle rate
rateisis below
below 19.81%.
19.81%.
II have
haveheard
heard an anExcel
Excel expert
expert makemakethe the claim
claim that
that the
theVLOOKUP
VLOOKUP function,
function, discussed
discussed earlier,
earlier, isis
the most useful Excel function of all. Whether or not you believe this
the most useful Excel function of all. Whether or not you believe this claim, the VLOOKUP claim, the VLOOKUP
and HLOOKUP
and HLOOKUP functions
functionsare are just
just two
twoof of some
some very
veryuseful
useful lookup
lookup and
and reference
reference functions
functions in in
Excels arsenal.
Excels arsenal. IfIf you
you click
clickononthe
the ffxxbutton
buttonforfor online
onlinehelp
help onon Excel
Excel functions,
functions, you
you will
will see
see aa
Lookupand
Lookup andReference
Reference category
category of of functions
functions that
that includes
includes VLOOKUP,
VLOOKUP, HLOOKUP,
HLOOKUP, andand several
several
others.II will
others. will illustrate
illustrate aa few
few of
of these
these others
others here,
here, specifically
specifically INDEX,
INDEX, MATCH,
MATCH, and
and OFFSET.
OFFSET.
Although they
Although they areare arguably
arguably notnot asasuseful
useful asas VLOOKUP,
VLOOKUP, theythey can
can definitely
definitely come
come inin handy
handy in in
certain situations.
certain situations.
earlier, isis
earlier,
OOKUP
OOKUP
ctions in
ctions in
will see
will see aa
dd several
several
OFFSET.
FFSET.
handy in
handy in
The INDEX
The INDEX function
function isis useful
useful for
for finding
finding the
the value
valueininaa particular
particular cell
cell of
of aa rectangular
rectangular range.
range.
You access this value by the indexes of the cell you want. Specifically, you
You access this value by the indexes of the cell you want. Specifically, you specify a row specify a row
indexand
index and aacolumn
column index.
index.For
For example,
example, ifif the
the range
range has
has 10
10rows
rows and
and20 20columns,
columns, the
theindex
index
4,8 indicates
4,8 indicates the
the4th
4th row
row and
and 8th
8thcolumn
column ofof the
therange.
range.
To use
To use the
the INDEX
INDEX function:
function:
Enter the
Enter the formula
formula =INDEX(range,r_index,c_index),
=INDEX(range,r_index,c_index), where
where r_index
r_index isisan
an integer
integer (for
(for row)
row) and
and
c_index isis an
c_index an integer
integer (for
(for column).
column).
For example,
For example, the
the formula
formula =INDEX(D11:F20,4,2)
=INDEX(D11:F20,4,2) refers
refers to
to the
thevalue
value in
incell
cell E14,
E14, the
the cell
cellin
inthe
the
4throw
4th row and
and 2nd
2nd column
column of
of the
the range.
range.
IfIf range
range isis aa single-column
single-columnrange,
range, then
thenthethe c_index
c_index argument
argumentcan canbebe omitted.
omitted.In In that
that case,
case,
=INDEX(range,r_index) returns
=INDEX(range,r_index) returns the
the value
value in
in row
row r_index
r_index of
of the
therange.
range. For
For example,
example, the the
formula =INDEX(A11:A20,3)
formula =INDEX(A11:A20,3) refers
refers to
to the
the value
value in
in cell
cell A13,
A13, the
the3rd
3rdcell
cell in
in the
the range.
range.
Similarly, ifif range
Similarly, range isis aasingle-row
single-row range,
range, only
only c_index
c_index needs
needs toto be
beincluded.
included. For For example,
example, the
the
formula =INDEX(B10:E10,3)
formula =INDEX(B10:E10,3) refers refers to
to the
the value
valuein
in cell
cell D10,
D10, the
the3rd
3rdcell
cell in
in the
therange.
range.
Try it!
Try it! Find
Findthe
theunit
unit shipping
shippingcostcostfrom
from Plant2
Plant2 to
toCity3
City3 with
with aa formula
formula inin cell
cell M8.
M8. Then
Thenenter
enter
a formula in cell M12 that finds the unit shipping cost from the plant to the city
a formula in cell M12 that finds the unit shipping cost from the plant to the city specified in specified in
cells M10
cells M10 and
and M11.
M11.This
This formula
formula should
shouldrespond
respond appropriately
appropriatelyto to whatever
whatever plant
plantand
andcity
city
indexes are
indexes areentered
enteredinincells
cells M10
M10and
and M11.
M11. (Scroll
(Scroll to
tothe
the right
rightfor
for the
theanswers.)
answers.)
ar range.
r range. Unit shipping costs City1 City2 City3
row
row Plant1 1.25 1.35 1.55
heindex
he index
Plant2 1.15 1.45 1.25
Plant3 1.35 1.45 1.15
row) and
row) and Unit shipping from Plant2 to City3
ellin
inthe
the Plant 1
ell
City 2
Unit shipping cost
at case,
at case,
the
the
.
mple, the
mple, the
.
enenter
en enter
ecified in
cified in
and city
nd city
1.25
1.35
The MATCH
The MATCH function
function isis handy
handy for
for finding
finding aacell
cell in
in aarange
range that
that matches
matches aagiven
givenvalue.
value.ItIt isis
often used in the following situation. Suppose you have decision variable
often used in the following situation. Suppose you have decision variable such as such as order
order
quantity that
quantity that needs
needsto to be
bechosen
chosento to maximize
maximize profit.
profit. You
You enter
enter some
someformulas
formulas that
that link
link
order quantity
order quantity to
to profit.
profit. Then
Then you
you create
createaa data
datatable
table that
that finds
finds the
the profit
profitforfor aanumber
number of of
possible order
possible order quantities.
quantities. The
The MATCH
MATCH function
function lets
lets you
you locate
locate the
the cell
cell in
in the
the data
data table
table withwith
thelargest
the largest profit.
profit.
To use
To use the
the MATCH
MATCH function:
function:
Enter the
Enter the formula
formula =MATCH(value,range,0).
=MATCH(value,range,0). ThisThis returns
returns the
the index
indexof of the
thecell
cell in
in range
range that
that
matches value.
matches value. For
For example,
example, ifif the
thematch
matchoccurs
occursininthe
the 3rd
3rd cell
cell of
of the
the range,
range, this
this returns
returns 3.
3.
The last
The lastargument,
argument, 0,0, indicates
indicates that
that we
wewant
want an
an exact
exact match.
match.IfIf there
there isis no
no exact
exactmatch,
match, the
the
formula returns an error. The MATCH function can also look for an inexact match by using aa
formula returns an error. The MATCH function can also look for an inexact match by using
+1or
+1 or -1
-1 for
for the
the3rd
3rdargument.
argument. YouYou can
can look
look up
up the
the details
details in
in online
online help.
help.
The example
The example to tothe
the right
rightindicates
indicates how
how MATCH
MATCH can can be
beused
used in inconjunction
conjunctionwithwith INDEX.
INDEX.
Imagine that a profit model has led to the table shown, where each order
Imagine that a profit model has led to the table shown, where each order quantity listed quantity listed
leads to
leads to the
thecorresponding
corresponding profit.
profit. For
For this
this small
small example,
example, itit isis obvious
obvious that
that the
the largest
largestprofit
profit
isis $5,640,
$5,640, which
which corresponds
corresponds to to an
an order
order quantity
quantityofof 300.
300. However,
However, ififinputs
inputs (not
(not shown)
shown)
that drive
that drivethe
the profit
profit model
model change,
change, thethebest
bestorder
order quantity
quantityandand thethe corresponding
corresponding profit
profit
could change. We want formulas in cells M11 and M12 to show the
could change. We want formulas in cells M11 and M12 to show the best profit and best best profit and best
order quantity
order quantity regardless
regardlessof of where
wheretheythey appear
appear in
inthe
the table.
table.
The formula
The formula in
in cell
cell M12
M12 isis =INDEX(L5:L9,MATCH(M11,M5:M9,0)).
=INDEX(L5:L9,MATCH(M11,M5:M9,0)). The The whole
wholepurpose
purpose of of the
the
MATCH function here is to provide the row index for the INDEX function.
MATCH function here is to provide the row index for the INDEX function. That is, we knowThat is, we know
thebest
the best order
order quantity
quantityisis one
one ofof the
thevalues
values inin the
therange
range L5:L9,
L5:L9, and
and we
weneed
need toto know
know which
which
one. So
one. Sowe
we find
findaa match
match forfor the
the maximum
maximum profit
profit to
tothe
the profits
profits in
in M5:M9.
M5:M9. InIn this
this case,
case, the
the
maximumisis the
maximum the 3rd
3rd profit,
profit, so
so the
the formula
formula isis equivalent
equivalentto to =INDEX(L5:L9,3).
=INDEX(L5:L9,3).
Try it!
Try it! The
The table
tableto
to the
theright
rightshows
shows thetheprofit
profitfor
for each
eachorder
order quantity
quantity (along
(alongthe
the side)
side) and
and
each unit stockout cost (along the top). Enter formulas in the range M39:P39
each unit stockout cost (along the top). Enter formulas in the range M39:P39 to find the to find the
best order
best order quantity
quantity for
for each
each unit
unit stockout
stockoutcost.
cost. (Scroll
(Scroll to
to the
theright
right to
to see
see the
theanswer.)
answer.)
e.ItIt isis
e. Table of profit versus order quantity
rder
rder Order quantity Profit
link
link
mber of of 200 $5,325
mber
able with
able with 250 $5,430
300 $5,640
350 $5,565
400 $5,235
ge that
ge that
turns 3.
turns 3.
Best profit $5,640
atch, the
atch, the Best order quantity 300
y using aa
y using
DEX.
DEX.
listed
listed
estprofit
est profit
hown)
hown)
profit
profit
best
best
ose of
ose of the
the
e know
e know
ww which
which
se, the
e, the
e) and
e) and Profit for various order quantities (column L) and unit stockout costs (row 32)
d the
d the $2 $3 $4 $5
er.)
r.) 200 $5,235 $5,175 $5,025 $4,935
250 $5,465 $5,285 $5,190 $5,085
300 $5,355 $5,325 $5,265 $5,100
350 $5,215 $5,195 $5,130 $5,125
400 $5,145 $5,085 $5,015 $5,005
Best order quantities

250 300 300 350
The OFFSET
The OFFSET function
function allows
allows us
us to
to reference
reference aarange
range (or
(or single
singlecell)
cell) relative
relative to
to another
another cell.
cell. ItIt
is hard to appreciate unless you see some examples, so I will present some
is hard to appreciate unless you see some examples, so I will present some below. below.
To use
To use the
the OFFSET
OFFSET function:
function:
Enter the
Enter the formula
formula =OFFSET(cell,r_offset,c_offset,height,width).
=OFFSET(cell,r_offset,c_offset,height,width). Here, Here, r_offset
r_offset and
and c_offset
c_offset
are integers
are integers that
that can
can be
bepositive,
positive, negative,
negative, oror zero,
zero, and
and height
height and and width
width are areoptional
optional
positiveintegers.
positive integers.IfIf either
either height
height and
and width
width are
are missing,
missing, they
theydefault
default toto 1.
1. This
Thisformula
formula
returnsaa reference
returns reference to to aa range
range that
thathas
has as
as many
manyrowsrows as as height
height and andasas many
many columns
columns asas
width. To find its upper left cell, start at cell, move r_offset rows down (if
width. To find its upper left cell, start at cell, move r_offset rows down (if positive) or up (if positive) or up (if
negative), and
negative), and move
move c_offset
c_offset columns
columns to to the
the right
right(if
(if positive)
positive) or or the
the left
left (if
(if negative).
negative).
For example
For example thetheformula
formula=OFFSET(A1,2,3,4,1)
=OFFSET(A1,2,3,4,1) returns
returns aa reference
reference to to the
the range
rangeD3:D6.
D3:D6.ItIt isis aa
range with
range with 44 rows
rows and
and 11column,
column, and
and its
its upper
upper left
left cell,
cell, D3,
D3, isis offset
offset from
from cellcell A1
A1by
bygoing
going 22
rows down and 3 columns to
rows down and 3 columns to the right. the right.
Asanother
As another example,
example, the
the formula
formula=OFFSET(F4,0,-3)
=OFFSET(F4,0,-3) refers refersto
to aasingle
single cell
cell (because
(becausethe
the last
last
two arguments
two arguments are
aremissing),
missing), and
and this
this single
singlecell
cell isis 33columns
columns to to the
the left
leftof
of F4,
F4, namely,
namely, C4.
C4.
AA good
good example
example of of the
the OFFSET
OFFSET function
functionappears
appears in in the
the example
example to to the
the right.
right. AA company
company sells
sells
to a retailer, and the retailer pays a certain number of months later, as indicated
to a retailer, and the retailer pays a certain number of months later, as indicated by the by the
payment delay
payment delay (in
(inmonths)
months) in in cell
cell M20.
M20.The
Thesales
sales occur
occur asasindicated
indicated in in row
row 23,
23, but
butthe
the
receipts from
receipts from the
the retailer
retailer occur
occur 22 months
months later,
later, as
as indicated
indicated inin row
row 24.
24.
Without the
Without theOFFSET
OFFSET function,
function, we we could
couldsimply
simply put
put links
linksininthe
theReceipts
Receipts row
rowthatthat point
point to
to
sales22 months
sales months earlier.
earlier. For
For example,
example, thethe formula
formulafor for receipts
receipts inin January
Januarywould
would be be=N23.
=N23.But
But
what ifif the
what the retailer
retailer decides
decides to to delay
delaypayments
paymentsby by33 months
months instead
instead of of 2?
2? Then
Thenwe wewould
would
need to
need tofix fixthe
thelinks
linksin
inthe
the Receipts
Receipts row.
row. However,
However, aa clever
clever use
use ofof OFFSET
OFFSET avoids
avoidsthis
this
updating of links. We use the formula =OFFSET(P6,0,-$M$20) in
updating of links. We use the formula =OFFSET(P6,0,-$M$20) in cell P24 for January and cell P24 for January and
then copy
then copyitit across
across row
row 2424 for
for the
theother
other months.
months. This This formula
formulasays
says to
to start
start in
inthe
the January
January
salescell
sales cell andand go
go aacertain
certain number
number of of cells
cells to
to the
the left
left (because
(becauseof of the
the minus
minus sign),
sign), where
wherethis
this
number isis specified
number specifiedin incell
cell M20.
M20. To To see
see how
how itit works,
works, try try changing
changing thethevalue
value inin cell
cell M20
M20 to
to 33
or 1.
or 1.
Try it!
Try it!Suppose
Supposethat that aa manufacturing
manufacturing company
companybuys buys raw
raw materials
materials from
from aa supplier.
supplier. IfIf the
the
costin
cost inany
any month
month isis $x,
$x, the
the company
company payspays 40%
40% ofof this
this cost
cost 11month
month from
from now
now and
andthe theother
other
60% 22 months
60% months fromfrom now.
now. Use
Use the
the OFFSET
OFFSET function
function to to calculate
calculate the
the payments
payments made
made in in
January through
January throughAugust,
August, based
based onon the
the costs
costs through
through July.
July. These
These calculated
calculatedpayments
paymentsshould should
change automatically if you change the inputs in cells M33, M34,
change automatically if you change the inputs in cells M33, M34, O33, and O34. ForO33, and O34. For
example, make
example, makesuresure your
your formulas
formulas react
reactcorrectly
correctlyifif you
you enter
enter 22and
and 33in
in cells
cells O33
O33 and
and O34.O34.
(Scroll to
(Scroll to the
the right
rightto
to see
seethe
the answer.)
answer.)
Another great
Another greatuse
use of
of the
the OFFSET
OFFSET function
function isis to
to create
create aa dynamic
dynamic range
range name,
name, one
onethat
that
expands or
expands or contracts
contracts depending
depending on on the
the number
number of of data
data values
values in
in aa range.
range.Consider
Consider the
the
exampleto
example to the
theright,
right, where
wheremonthly
monthly sales
sales values
values are
areentered
enteredin in column
column M, M, and
and the
the total
total of
of
all sales
all sales values
valuesisis calculated
calculated in in cell
cellP41.
P41. Every
Every month,
month, an an extra
extra sales
sales value
value and
and its
its month
month
label are
label are appended
appendedto to the
the list
listin
in columns
columns LL andand M.M.WeWe can
canmake
make the
theformula
formulainin cell
cell P41
P41
automatically adjust
automatically adjust totothe
the appended
appended values
values byby using
using aa dynamic
dynamic range
range name.
name.
To do
To do this,
this, II selected
selected the
the Define
Define Name
Namedropdown
dropdown in in the
theFormulas
Formulas ribbon.
ribbon. In
In the
theName
Nameboxbox
at the top of the resulting dialog box, I entered Sales as the range name. In
at the top of the resulting dialog box, I entered Sales as the range name. In the Refers To boxthe Refers To box
at the
at the bottom,
bottom, IIentered
enteredthe
the formula
formula =OFFSET($M$42,0,0,COUNTA($M:$M)-
=OFFSET($M$42,0,0,COUNTA($M:$M)-
COUNTA($M$1:$M$41),1). Then
COUNTA($M$1:$M$41),1). ThenII clicked
clicked onon OK.
OK.Finally,
Finally, II entered
entered the
theformula
formula=SUM(Sales)
=SUM(Sales)
in cell
in cell P41.
P41. Note
Note that
that COUNTA($M:$M)
COUNTA($M:$M) refers refers to
to the
the count
countof of all
all nonblank
nonblank cells
cellsin
incolumn
columnM, M,
expands or
expands or contracts
contracts depending
depending on on the
the number
number of of data
data values
values in
in aa range.
range.Consider
Consider the
the
exampleto
example to the
theright,
right, where
wheremonthly
monthly sales
sales values
values are
areentered
enteredinin column
column M, M, and
and the
the total
total of
of
all sales
all sales values
valuesisis calculated
calculated in in cell
cellP41.
P41. Every
Every month,
month, anan extra
extra sales
sales value
value and
and its
its month
month
label are
label are appended
appendedto to the
the list
listin
in columns
columns LL andand M.
M.WeWe can
canmake
make the
theformula
formulainin cell
cell P41
P41
automatically adjust to the appended values by using a dynamic
automatically adjust to the appended values by using a dynamic range name. range name.
To do
To do this,
this, II selected
selected the the Define
Define Name
Namedropdown
dropdown in in the
theFormulas
Formulas ribbon.
ribbon. InIn the
theName
Namebox box
at the
at the top
top of of the
the resulting
resultingdialog
dialog box,
box, II entered
enteredSales
Sales as as the
the range
range name.
name. InIn the
theRefers
Refers To
To box
box
at the bottom, I entered the formula =OFFSET($M$42,0,0,COUNTA($M:$M)-
at the bottom, I entered the formula =OFFSET($M$42,0,0,COUNTA($M:$M)-
COUNTA($M$1:$M$41),1). Then
COUNTA($M$1:$M$41),1). ThenII clicked
clicked on on OK.
OK.Finally,
Finally, II entered
entered the theformula
formula=SUM(Sales)
=SUM(Sales)
in cell
in cell P41.
P41. NoteNote that
that COUNTA($M:$M)
COUNTA($M:$M) refers refers to
to the
the count
countof of all
all nonblank
nonblank cellscellsinincolumn
columnM, M,
and COUNTA($M$1:$M$41)
and COUNTA($M$1:$M$41) refers refers to
to all
all the
the nonblank
nonblank in in column
column M M above
above thethe first
firstsales
sales
figure. So
figure. So the
the difference
difference isis the
thenumber
number of of sales
sales values
values in in column
column M. M. Therefore,
Therefore, thisthis OFFSET
OFFSET
function refers
function refers toto aa range
range that
thatstarts
starts inincell
cell M42
M42 and
and hashas asasmany
many rowsrows asas there
there areare sales
sales
values in
values in column
column M. M. ToTo see
see how
how ititadjusts,
adjusts, enter
enter aasales
sales value
value for
for June
June in
in cell
cell M47
M47 and
and watch
watch
how the
how the total
total changes
changes automatically.
automatically.
Again, that
Again, that COUNTA($M:$M)
COUNTA($M:$M) counts counts all
all of
of the
thenonblank
nonblankvaluesvalues in
in column
column M, M, soso ifif there
there
weresome
were some other
other numbers
numbers downdownbelow
below sales,
sales, they
theywould
would mess
mess upupthe
the logic
logic in
inthe
theOFFSET
OFFSET
function. For
function. For example,
example, suppose
suppose there
therewere
were aa numeric
numeric value valuein
incell
cell M200.
M200. Then
Thenthe the fourth
fourth
argument in the OFFSET function would return 6, not 5, so at that point,
argument in the OFFSET function would return 6, not 5, so at that point, the Sales range the Sales range
name would
name would refer
refer to
to the
the range
range M42:M47,
M42:M47, thatthat is,
is, 66 cells
cellsstarting
starting with
with M42.
M42. The
The moral
moral isis that
that
ifif you
youwant
want to
to use
use dynamic
dynamic range
range names,
names, you
you have
have to to be
be careful
careful about
about junk
junk inin the
the affected
affected
columns or
columns or rows.
rows.
Try it!
Try it! The
The data
datawayway out
outto
to the
the right
right has
has sales
sales by
bymonth
monthandand byby salesperson.
salesperson. WeWe want
want to
to
sumsales
sum sales over
over all
all months
months and
and salespeople
salespeoplein in cell
cell AL65.
AL65. Create
Create aadynamic
dynamic range
rangename
namethat
that
updates when
updates when new new months
months are
are added
added and
and when
whensalesperson
salesperson columns
columns are
areadded
added or
or deleted.
deleted.
Then use
Then usethis
this range
range name
name to
to sum
sum sales
sales in
incell
cell AL65.
AL65. (Scroll
(Scroll across
acrosstoto see
seeanswer.
answer. Note
Note that
that II
placed this example way out to the right so that no "junk" from the previous
placed this example way out to the right so that no "junk" from the previous examples on examples on
this worksheet
this worksheet wouldwould be
beabove
above it.)
it.)
her cell. ItIt

er cell.
c_offset
c_offset
nal
nal
mula
mula
ns as
ns as
or up
or up (if (if
e).
e).
D6.ItIt isis aa
D6.
ygoing
going 22
he last
he last
ely, C4.
ly, C4.
pany sells
pany sells Payment delay 2
y the
the
the
the Month Oct Nov Dec Jan Feb Mar Apr May
Sales 3200 4600 5500 2500 3300 4200 2900 4500
oint to
int to Receipts 4600 5500 2500 3300 4200
N23.But
N23. But
would
would
is
s
ry and
y and
anuary
nuary
where this
here this
M20 to
M20 to 33
If the
f the Percent paid 40% when: 1 month from now
theother
the other 60% 2 months from now
einin
nts should
ts should
or
r Month Oct Nov Dec Jan Feb Mar Apr May
andO34.
and O34. Cost $1,950 $2,900 $4,150 $2,500 $3,350 $2,850 $3,550 $1,850
Payment
that
hat Month Sales Total $17,030
r the
the Jan-09 $2,450
eetotal
totalof
of
Feb-09 $3,140
month
onth
l P41
P41 Mar-09 $3,250
Apr-09 $4,510
mebox
me box
ers To box
ers To box
UM(Sales)
M(Sales)
olumnM,
olumn M,
r the
the
eetotal
totalof
of
month
onth
l P41
P41
mebox
me box May-09 $3,680
ersTo
ers Tobox
box
UM(Sales)
M(Sales)
olumnM,
olumn M,
sales
sales
OFFSET
OFFSET
esales
sales
and watch
nd watch
here
here
OFFSET
OFFSET
fourth
fourth
range
ange
oral
ral isisthat
that
ee affected
affected
ant to
nt to
methat
me that
r deleted.
deleted.
ote that II
te that
ples
ples onon
Jun Jul Aug
2750
2900 4500 2750
Jun Jul Aug Jan Feb Mar

$4,200 $2,300
$3,400 $3,490 $2,840
Apr May Jun Jul Aug
$3,150 $3,130 $2,870 $2,790 $3,440

Total sales
Smith
Jan-05 $6,700
Feb-05 $5,800
Mar-05 $5,000
Apr-05 $6,700
May-05 $9,400
Jun-05 $6,200
Jul-05 $8,700
Jones Wilson Donalds
$7,400 $5,800 $9,000 Answer: Open
Answer: Open the
thename
name manager
manager and
and look
look at
at
thedefinition
the definition of
of the
the Sales1
Sales1range
rangename.
name.
$8,900 $5,500 $7,900
$7,900 $5,900 $8,300
$5,800 $6,000 $9,700
$7,800 $6,700 $8,400
$5,800 $9,400 $8,500
$5,300 $6,900 $7,500
anager and
anager and look
look at
at
1range
rangename.
name.
IfIf you
you want
want even
even more
more power
power inin Excel,
Excel, youyou can
canautomate
automatejust
just about
about any
any task
task with
with aa macro.
macro.
Macros are written in the programming language for Excel and the rest
Macros are written in the programming language for Excel and the rest of Office, Visualof Office, Visual
Basic for
Basic for Applications
Applications (VBA).
(VBA).VBA
VBA isis aa relatively
relatively easy
easyprogramming
programming language
languageto to learn,
learn, but
but itit
does take
does takesome
some study
study and
and aalot
lot of
ofpractice.
practice. (If(Ifyou
youare
areinterested,
interested, check
check out
outmymy VBA
VBA for
for
Modelers book
Modelers book at
at http://www.kelley.iu.edu/albrightbooks.)
http://www.kelley.iu.edu/albrightbooks.)
Even ifif you

Even you know
know nothing
nothing about
about programming,
programming, you you can
canstill
still record
record macros
macrosto to perform
perform some
some
simpletasks.
simple tasks.You
You can
can then
then create
create buttons
buttons to
to run
run these
thesemacros
macros andand place
place them
them onon the
the QAT
QAT
so that
so thatthey
they are
are always
alwaysavailable
available to
to you.
you.There
There are
are several
several things
things you
you should
should know
know before
before
you start
you start working
workingwith
with macros:
macros:
1.There
1. There isis aaDeveloper
Developer tab
taband
and ribbon
ribbonyou
youshould
should make
make visible
visible(see
(see to
to the
the right).
right). This
This has
has
various buttons
various buttons forfor working
working with
with macros.
macros.ToTo make
makeititvisible,
visible, click
click on
onthe
the Office
Officebutton
button and
and
then Excel
then Excel Options.
Options. Under
Under the
thePopular
Popular group,
group, check
checkthe
the third
third option:
option: Show
Show Developer
Developer tabtab in
in
theRibbon.
the Ribbon.OnceOnce you
you check
checkthis
this option,
option, the
the Developer
Developer tab
tab will
will always
always bebevisible.
visible.
2.Files
2. Files in
in Excel
Excel 2007
2007 that
that contain
contain macros
macros must
must have
havethe
the.xlsm
.xlsm extension
extension ("m"
("m" for
for macro).
macro). IfIf
you try to save such a file as a regular .xlsx file, you won't be allowed to do
you try to save such a file as a regular .xlsx file, you won't be allowed to do so. so.
3.There
3. There isis aaspecial
special file,
file, Personal.xlsb,
Personal.xlsb, that
that you
youwill
will probably
probably want
wantto to record
record your
your macros
macros to. to.
This file
This file opens
opens automatically
automatically as asaa hidden
hidden file
filewhenever
wheneveryouyou open
openExcel.
Excel.Therefore,
Therefore,all
all of
of its
its
macros are
macros arealways
always available,
available, regardless
regardless of
of what
what other
other Excel
Excel files
files are
are open.
open.
4.IfIf you
4. youwant
want to towrite
write your
your own
ownmacros,
macros, oror ifif you
you want
wanttoto look
look at
atrecorded
recordedmacros,
macros, you
you
shouldgo
should go to
to the
the VB
VB Editor.
Editor. You
You can
can do
do this
this from
from thetheVisual
Visual Basic
Basic button
buttonononthe
theDeveloper
Developer
tab, or
tab, or more
more easily,
easily, with
with the
theAlt-F11
Alt-F11 keyboard
keyboard shortcut.
shortcut.Try
Try ititnow.
now.Press
Press Alt-F11.
Alt-F11. This
This opens
opens
aanew
new window.
window.WhenWhen you youare
arefinished
finished looking
looking around,
around, you
you can
can close
closethis
this window.
window. Excel
Excel will
will
still be
still be open.
open.
Now let's
Now let's record
record aamacro
macro andand then
then try
try itit out.
out. This
This will
will be
beaa very
very simple
simplemacro
macro that
that formats
formats
theselected
the selectedcell(s)
cell(s) as
as integers,
integers, that
thatis,
is, as
as Number
Number with
withzero
zero decimals.
decimals.
1.Make
1. Make the
the Developer
Developer ribbon
ribbonvisible
visible(see
(see above),
above), ifif necessary.
necessary. Highlight
Highlightany
any range
range such
suchasas
thenumbers
the numbers toto the
theright
right in
in column
column L,L, and
and click
click on
on the
the Record
RecordMacro
Macro button
button on
on the
the
Developer ribbon.
Developer ribbon. This
This turns
turns the
the recorder
recorder on.
on.ItIt will
will record
recordeverything
everythingyou
youdo
do until
until you
you turn
turn
the recorder off.
the recorder off.
2.When
2. When you
youclick
click on
onthe
the Record
Record Macro
Macro button,
button, youyou will
will see
see the
the dialog
dialog box
box to
to the
the right.
right. Fill
Fill itit
outas
out as shown
shown andand click
click on
on OK.
OK.You
Youcan
cangive
giveititaa meaningful
meaningful name
name(no (no spaces),
spaces), and
and you
you can
can
specify where
specify where ititshould
should bebestored.
stored. II have
havespecified
specifiedthethe Personal
Personal Macro
MacroWorkbook,
Workbook, whichwhich isis
thesame
the sameasas the
the Personal.xlsb
Personal.xlsb file
file mentioned
mentioned above.
above. This
This will
will make
make the
the macro
macro available
available atat all
all
times.
times.
3.Now
3. Now perform
performthethe task
task you
you want
want to
to record.
record. In
Inthis
this case,
case, format
format the
theselected
selected range
range as
as
Number with
Number with zero
zero decimals.
decimals.
4.From
4. From the
the Developer
Developer ribbon,
ribbon, click
click on
on the
the Stop
Stop Recording
Recording button.
button.
5.Although
5. Although this
this isis not
notnecessary,
necessary, ifif you
youwant
want to to see
see thetherecorded
recordedmcaro,
mcaro, press
press Alt-F11
Alt-F11 and
and
look at
look at the
the module(s)
module(s) underunder Personal
Personal onon the
theleft
left side
sideof of the
the VB
VB Editor.
Editor. (Modules
(Modules are
are where
where
macros are
macros arestored.)
stored.) EvenEvenifif you
you know
know nothing
nothing aboutabout programming
programmingor or VBA,
VBA, the
the recorded
recorded
code probably makes sense. With some experience, you can
code probably makes sense. With some experience, you can modify this code to suit modify this code to suityour
your
exact needs.
exact needs.ForFor now,
now, though,
though, youyoucancan leave
leave ititas
as is;
is; ititworks
works fine.
fine.
6.Now
6. Now you
youhave
have aa nice
nice macro,
macro, but
but you
you need
need aa button
buttonto
to run
run it.
it. To
To create
create such
such aa button,
button, click
click
on the dropdown arrow next to the QAT, and then on More Commands to
on the dropdown arrow next to the QAT, and then on More Commands to bring up the bring up the
4.From
4. From the
the Developer
Developer ribbon,
ribbon, click
click on
on the
the Stop
Stop Recording
Recording button.
button.
5.Although
5. Although this
this isis not
notnecessary,
necessary, ifif you
youwant
want toto see
see the
therecorded
recordedmcaro,
mcaro, press
press Alt-F11
Alt-F11 and
and
look at
look at the
the module(s)
module(s) underunder Personal
Personal onon the
theleft
left side
sideof of the
the VB
VB Editor.
Editor. (Modules
(Modules areare where
where
macros are
macros arestored.)
stored.) EvenEvenifif you
you know
know nothing
nothing about
about programming
programmingor or VBA,
VBA, the
the recorded
recorded
code probably
code probablymakes
makes sense.
sense. With
Withsome
some experience,
experience, you you can
can modify
modify this
this code
code toto suit
suityour
your
exact needs. For now, though, you can leave it as is; it
exact needs. For now, though, you can leave it as is; it works fine. works fine.
6.Now
6. Now you
youhave
have aa nice
nice macro,
macro, butbut you
you need
need aa button
buttonto to run
run it.
it. To
To create
create such
such aa button,
button, clickclick
onthe
on the dropdown
dropdownarrowarrow next
next to
to the
theQAT,
QAT, and
and then
then onon More
MoreCommands
Commands to tobring
bring up
up the
the
Customizedialog
Customize dialogbox.
box. Under
Under the
the"Choose
"Choosecommands
commands from"from" dropdown,
dropdown, choose
choose Macros.
Macros.
Selectyour
Select your IntegerFormat
IntegerFormat macro,
macro, andand click
click on
on the
the Add>>
Add>> button
button to to create
create aa button
button for
for itit on
on
theQAT.
the QAT.The
Thebutton
buttonwill
will have
haveaa generic
generic icon,
icon, but
butifif you
you click
clickon
on thetheModify
Modifybutton,
button, you
you can can
choose aamore
choose moremeaningful
meaningful icon.
icon.
7.Now
7. Now that
thatyou
youhave
have aa nice
nice button
button on
onyour
your QAT,
QAT, try
tryititout.
out. Select
Select the
theabove
above two
two numeric
numeric
cells in
cells incolumn
columnNN and
and click
click on
onyour
your button.
button. They
They should
shouldbe be reformatted.
reformatted.
Notethat
Note that II asked
asked you
you to
to select
selectaa range
range before
before recording
recording the the macro.
macro.The Thereason
reasonisis that
thatthe
the
macro will
macro will then
then apply
apply to
to whatever
whatever range
range isis selected.
selected. IfIf you
you began
beganrecording
recording and
and then
then
selected aa range
selected range such
suchasas L30:L32,
L30:L32, your
your macro
macro would
wouldapply
applyonlyonly to
to this
thisspecific
specificrange.
range.
a macro.
macro.
isual
sual
n, but
n, but itit
AA for
for
rm some
m some
he QAT
he QAT
before
before
his has
his has
on and
on and
per tab
per tab in
in
macro).
acro). IfIf
macros to.
macros to.
all of
all of its
its
, you
you
eloper
eloper
his opens
his opens
Excel will
Excel will
formats
ormats 2.0001 50.0001
30.9999 0.9999
e such
suchas
as -3.0002
you turn
you turn
ght. Fill
ght. Fill itit
you can
ou can
which isis
which
able at
able at all
all
ee as
as
F11 and
11 and
ee where
where
rded
rded
uit your
it your
tton, click
tton, click
the
the
F11 and
11 and
ee where
where
rded
rded
uit your
it your
tton, click
tton, click
the
the
cros.
cros.
for itit on
for on
you can
you can
umeric
meric
hatthe
hat the
en
en
e.
e.

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Introduction Basic Excel functions

Basic Excel functions Working with dates

Also, ifif you

Down in the midst of the worksheet

ItIt isis often

Month Price Units sold Revenue

To hide or unhide a worksheet:

Try itit again!

Try itit again!

Month Jan Feb Mar Apr

Total Revenue $180,000

Note that the PMT function is in the financial category.

Note that the PMT function is in the financial category.

Actually, itit isis possible

Feb Mar Apr May

Student Score Grade

Day Price change Sell (yes or no)?

Order # Units sold Total cost

1023 0.7 1 0 -40

Note that the PMT function is in the financial category.

Here isis another

Month Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09

Hints: IfIf you

8,000 9,000 10,000

ItIt isis also

Monthly payment $459.74

43 10/15/1988 Female Wisconsin 0 $52,900

Sometimes itit isis more

16-Apr Sun Afternoon NorthEast Cash Female Low

Sum of scores for males

Here isisaa tougher

r.. IfIf nn isis

Full name Length Comma Space1

Period Space2 Last name Used name Initial Middle initial

Dates of last two physical exams

Mean - Stdev 711.50 # less 36

Best order quantities

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Jun Jul Aug Jan Feb Mar

$3,150 $3,130 $2,870 $2,790 $3,440

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