Excel 2007 Part 2 Handout - jwalkonline.org 2007/Excel 2007 Part 2 … · Web viewAll data entered into an Excel ... A Formula is a set of instructions on how to perform a calculation

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ACHIEVEMENT & LEARNING CENTER

UNIVERSITY OF BALTIMORE

M I C R OS O F T E XC EL 2 0 0 7

P A RT 2

BY: MIC H AEL J . WA LK, M.S .

www.jwalkonline.org/main@MichaelJWalk

[email protected]

Excel 2007 Part 2 (v1.0) 1 of 28 ©2012 Michael J. Walk

mailto:[email protected]

http://www.jwalkonline.org/main

5/12/2012

TABLE OF CONTENTS

Cell Ranges..................................................................................................................................................................................... 4

Cell Data Formats and types..................................................................................................................................................4

Sorting Data...................................................................................................................................................................................5

Auto sort by single column................................................................................................................................................5

Complex Sort on Multiple columns................................................................................................................................7

Filling Series.................................................................................................................................................................................. 8

Using the fill handle.............................................................................................................................................................. 8

Using Fill Series Dialog Box...............................................................................................................................................8

Auto Calculate Toolbar..........................................................................................................................................................10

Entering Formulas: A Primer..............................................................................................................................................10

Order of Operations...........................................................................................................................................................10

Dependent Formulas.........................................................................................................................................................11

Absolute vs. Relative references...................................................................................................................................11

Functions................................................................................................................................................................................ 12

Autosum.................................................................................................................................................................................. 13

Charts, Pivot Tables, and Pivot charts.............................................................................................................................13

Standard Charts................................................................................................................................................................... 13

Chart types........................................................................................................................................................................ 16

Pivot Tables & Pivot Charts............................................................................................................................................17

Source data........................................................................................................................................................................17

Steps to create a pivot table.......................................................................................................................................17

Creating a Pivot Chart..................................................................................................................................................21

Exporting Charts, Graphs, and Data.................................................................................................................................22

Inserting Hyperlinks...............................................................................................................................................................22

Editing Hyperlinks after creation................................................................................................................................23

Exercises...................................................................................................................................................................................... 24

Exercise 1: Data Formats.................................................................................................................................................24


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Exercise 2: Sorting.............................................................................................................................................................. 24

Exercise 3: Using Fill..........................................................................................................................................................24

Exercise 4: formulas...........................................................................................................................................................25

Exercise 5: Functions and Absolute References....................................................................................................25

Exercise 6: cREATING cHARTS.....................................................................................................................................26

Exercise 7: Creating a Pivot Chart................................................................................................................................27


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CELL RANGES

(class file: 1_selecting cells practice.xlsx)

A cell range is group of adjacent cells in a worksheet. For example, while A1 is a single cell, cells A1

and A2 make up a range (A1:A2). Ranges can be one-dimensional (i.e., an array or vector) or two-

dimensional (i.e., a table or 2-dimensional array).

Select an Adjacent Range (3 options)

o Click and drag method: Left-click and hold, then drag to cell border of range.

o Shift-click method: Select starting cell. Press and hold the Shift key on the keyboard.

Select cell at border of range.

o Shift and arrow method: Using the arrows on the keyboard, move the active cell

selector to your starting cell. Press the Shift key down and, using the arrows, move

to the border of range.

Select multiple non-adjacent cells

o Select the first cell or range you want

o Hold down CTRL on the keyboard

o Select the 2nd cell or range you want

o Repeat until you have selected all desired cells.

CELL DATA FORMATS AND TYPES

All data entered into an Excel worksheet cell (except for plain text) is saved as a numeric value. This

includes dates, times, dollars, percentages, etc. You can change the data type (data format) to make

the data appear how you want it.

A cell’s data format is indicated and changed in the ribbon on the Home tab, Number section (as

depicted below).


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There are many different data formats. You can use the drop-down box in the Number section to

change your cell’s (or cells’) data type, or you can see more options by clicking the expand arrow in

the lower right corner of the Number section.

Changing a cell’s data format

o Simply select the cell or cell range that you wish to change, then either:

o Select your desired data format (i.e., data type) in the drop-down in the Number

section of the Home tab. OR

o Expand the Number section to see more data formats. OR

o Right click on the cell, choose Format cells as the action.

Data types are categories within formatting. Besides Right-Clicking, you can access these formats

directly from the Format icon, under the Cells section, within the Home tab.

Go to Exercise 1.

SORTING DATA

To sort your data, you must have at least 2 values in the same column.

AUTO SORT BY SINGLE COLUMN

We often have tables of data. Excel automatically tries to sort any and all cells that are adjacent to

the selected cell. For example, if I had a data table similar to:


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And I wanted to sort column C (Qtr 1), Excel would assume that I wanted to sort the ENTIRE DATA

TABLE by the values in column C.

Clicking Data , would sort the entire table in descending order by Column C (since the

selected cell was in column C). I would get a result similar to this:

A problem with AutoSort is that it will automatically sort the entire data table (i.e., all cells

adjacent to the selected cell that contain data). To only sort a selection of cells (or columns), you

have to manually select the cell range that you want to sort before using the sort features of Excel.


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COMPLEX SORT ON MULTIPLE COLUMNS

To perform a sort based on values in several different columns, you will have to click Data Sort.

(For example, you may want to sort a list of employees first by their hire year and then by their

birth year.)

Clicking on Data Sort this will automatically select a cell range to sort based on what cells

appear to form a single table in your worksheet where your active cell was. (You can also manually

select the data to sort by select the range of cells containing that data).

A box will pop up with sorting options. If the first row of your table contains column headings, make

sure the appropriate box is checked (My data has headers).

Use the drop-downs to select

1. Which column to sort by

2. What characteristic of the cells do you wish to sort (values, colors, etc.)

3. what order (ascending vs. descending)

4. To add another sorting level, click the Add Level button.


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Go to Exercise 2.

FILLING SERIES

A series is a set of cells with consistently changing (increasing or decreasing) values. For example, 12 cells numbered from 1 to 12, or with the 12 months of a year in order, or a list of items (item 1 to item 12).

USING THE FILL HANDLE

(Start with a new blank workbook.)

Create your series in 2 cells to start, for example:

Then, select the range of cells, and use the fill handle to drag the series in the desired direction until you have created enough cells with that series of values to meet your needs.

NOTE: when using the fill handle when filling dates, a small option box appears at the end of your

filled cells. You can click that box and choose to fill different date intervals (e.g., days, weekdays,

months, and years).

USING FILL SERIES DIALOG BOX

Another way to create a set of cells with a series of values is to use the fill series dialog box, accessed through Home Editing Fill Series…


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1. Place your cursor in the cell that starts your series2. Open the Fill Series dialog box3. Choose whether to fill across the row or down the column4. Choose the type of series (in this date, it is a date)5. Chose the unit of increment (could be add 1, add 10, 7 days, 1 month, 1 year, etc.)6. Enter the step value (the increment size: by 1, by 2, by 10, etc.)7. Enter the stop value, if one exists (for dates, enter the ending date)8. Click OK

To create a column of months from January 2012 to December 2012, we would prepare the dialog box like this:

We get this result:


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Go to Exercise 3.


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AUTO CALCULATE TOOLBAR

Excel offers a way to quickly summarize two or more cells of numeric data. In the Excel window, at bottom right, in the Status Bar, Excel calculates the average and sum of any two selected cells.

Looking at the example above, you can see I have selected two cells ($780 and $60). In the lower right of the screen, you see the average is $420, the count of cells with values is 2, and the sum of the cells is $840.

You can add or remove auto-calculate features by right clicking on the existing features and selecting (or deselecting) them.

ENTERING FORMULAS: A PRIMER

(Start with a blank workbook.)

A Formula is a set of instructions on how to perform a calculation. You may enter formulas by

typing them or using one of Excel’s Functions. Functions allow you to enter data into preset formula

types; custom formulas must be entered manually. *Note: All formulas begin with the = sign (For

example, =b5+b6+b7)

ORDER OF OPERATIONS

Excel follows the order of operations when calculating the result of formulas.


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() Parentheses

^ Exponents

* Multiplication

/ Division

+ Addition

- Subtraction

Examples:Follow the example for a clearer picture:

=(20/4) * 100 + 15*2^2Steps to follow in the order of operation:Operation Step Resulting EquationParentheses 20/4 = 5 5*100 + 15 * 2^2Exponents 2^2 = 4 5*100 + 15 * 4Multiplication / Division 5*100 = 500 & 15*4 = 60 500 + 60Addition / Subtraction 500 + 60 = 560 560

Types of Formulas1. Independent: do not rely on the values of other cells to produce a calculation or value2. Dependent: rely on other cells to produce a value or calculation

DEPENDENT FORMULAS

Rely on other cells to produce a result. For example: =A1*3+B2. This multiplies 3 by whatever value is in cell A1 and then adds that result to whatever value is in cell B2.

To add source cells to your formula, you simply begin typing “=” in the destination cell, and then reference the source cell by either:

1. Typing the cell name (e.g., A2) OR2. Using the arrow keys to select the desired cell OR3. Using the mouse to select the desired cell.

ABSOLUTE VS. RELATIVE REFERENCES

(Open the class file: 5_absolute reference practice.xlsx)

A relative cell reference occurs when you create a dependent formula. To move either the source data or the formula itself, you have to understand how Excel uses cell references.

Relative: by default, all formulas are relative. If you copy the formula (via fill handle or copy and paste), the cell references will update to reflect the move or fill. For instance, if you fill the formula down 1 row, the cell references used in the formula will be increased by 1 (i.e., down 1 row).


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Absolute: to make a cell reference absolute,, you must place a $ in front of the part of the reference you want to “lock in.”

=$A$4: no matter where this formula is copied/pasted or filled, the cell reference will not change, because for the columns (A) and rows (4) are locked.

=$A4: because the columns are locked, dragging a formula to the right or left won’t change it.

=A$4: the row is locked.

Options for placing the $:

1. After selecting the source cell in your formula, press F4 as many times as you need to obtain the desired $ sign (once for cell locked, twice for row locked, thrice for column locked). OR

2. Manually type it into the formula.

FUNCTIONS

(Use the class file: 6_function practice.xlsx)

Functions are fixed algorithms or mathematical processes that are implemented by using the function name. For example, you can add up the total of a range of cells by using the =SUM() function.

Functions are made up of the function key word (e.g., SUM) and then a list of arguments inside parentheses to dictate what the function does and/or how it behaves. The SUM function, for instance, needs a range of cells to sum. =SUM(A1:B5)

If you don’t know the syntax for a given function you want to use, you can find it on the Formulas tab of your ribbon. Below if a listing of common functions.

Keyword Description Arguments

=SUM Calculates the sum of values in any given range of cells.

The range of cells to SUM.

=AVERAGE Calculates the average (arithmetic mean) of any given range of cells.

The range of cells to average.

=MAX Finds the maximum value present in an array of values

Range of cells in which to find the max

=MIN Finds the minimum values in an array of values Range of cells

=COUNT Finds the number of cells in a given range of cells that have values

Range of cells

Go to Exercise 5.

AUTOSUM


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You can quickly create a sum, average, count, min, max, etc. using the autosum feature. Select the cell into which the sum should be calculated. Use Home Editing AutoSum

CHARTS, PIVOT TABLES, AND PIVOT CHARTS

Excel allows us to create many different types of charts. There are two categories of charts: standard charts and pivot charts.

STANDARD CHARTS

Basic process for creating a chart:

1. Select the data that you want included on the chart2. Go to Insert Charts3. Select the chart you want4. Reformat the chart by right-clicking on chart elements or using the ribbon menu

Complete Example:

(Open class file: 8_chart practice.xlsx)

1. A standard chart must have the data prepared for display. For example, let’s say we have quarterly sales for 4 different products. The data must be formatted like a table:


Y-axis (data values)

X-axis (data values)

Series

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2. Because our data table is simple and completely labeled (all columns and rows have labels), we can select the entire data table to be used in chart creation. After selecting the data, we will click on Insert (Chart section) Line (select a line chart icon)

3. This will create a line chart based on the data we’ve selected.

4. You can see from the image above that Excel used our row labels as lines and our column labels as X-axis categories. The data in the middle of table (the sales amounts) are graphed on the Y-axis.


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5. Changing chart layout: to edit the layout of the chart, you must have clicked on the chart object so that the Chart Tools menu appears in the ribbon.

a. To add a Chart Title,i. choose Chart Tools Layout Chart Title (choose title type; either

overlay or above). This will add a text box with the words, “Chart Title,” inside it.

ii. Double-click inside the text box and edit the title text. (You can also change the font type, size, etc. using the standard formatting options in the ribbon.)

b. Add Axis Titlesi. Horizontal (X) Axis: Layout Axis Titles Primary Horizontal Axis

Title Title Below Axis. Double click on the title and edit the text.


0

2000

4000

6000

8000

10000

12000

Qtr 1 Qtr 2 Qtr 3 Qtr 4

Quarterly Product Sales

Alice Mutton

Aniseed Syrup

Boston Crab Meat

Camembert Pierrot

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ii. Vertical (Y) Axis: Layout Axis Titles Primary Vertical Axis Title Rotated Title. Double click on the title and edit the text.

c. Adjust the location of the Legendi. Layout Legend (pick and option: Show Legend at Top)

d. Other optionsi. Remove the horizontal lines: Layout Gridlines Primary Horizontal

Gridlines Noneii. Change numbers on the y-axis so they look like currency: Change the data

type of the source data to currency.iii. Display values at each data point: Layout Data Labels (if you don’t click

on one of the lines, then all lines will get data labels).

CHART TYPES

There are many types of charts in Excel, each with a particular purpose:

1. Column: great for displaying values for different groups or categories that are not necessarily in any order. For example, totals per department, division, employee, product, etc.

2. Line: great for displaying values for groups or categories over time. For example, monthly sales, daily totals, quarterly profits, etc.

3. Pie: great for showing the proportion of the total associated with different groups. For example, % of sales in each department.

4. There are many others.

Go to Exercise 6.


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PIVOT TABLES & PIVOT CHARTS

A pivot table is tool used to summarize data based on column values. Pivot tables (and accompanying pivot charts) are incredibly useful for data mining and on-the-fly analysis, because you can quickly change how you are viewing the data without having to re-design the source data for the table.

SOURCE DATA

The source data for a pivot table must be in tableized format with some columns representing groups or categories of information and at least one column representing data you wish to summarize. For example, in the table below, there are 3 columns representing different categories of information: products, customers, and quarters, and there is 1 column representing data to summarize: quarterly sales.

Product Customer Qtr SalesAlice Mutton ANTON 2 702.00$ Alice Mutton BERGS 1 312.00$ Alice Mutton BOLID 4 1,170.00$ Alice Mutton BOTTM 1 1,170.00$ Alice Mutton ERNSH 1 3,730.35$ Alice Mutton GODOS 2 280.80$ Alice Mutton HUNGC 1 62.40$ Alice Mutton PICCO 2 2,496.00$ Alice Mutton RATTC 2 592.80$ Alice Mutton REGGC 4 741.00$ Alice Mutton SAVEA 3 4,689.75$ Alice Mutton SEVES 2 877.50$ Alice Mutton WHITC 4 780.00$ Aniseed Syrup ALFKI 4 60.00$ Aniseed Syrup BOTTM 4 200.00$ Aniseed Syrup ERNSH 4 180.00$ Aniseed Syrup LINOD 1 544.00$ Aniseed Syrup QUICK 2 600.00$ Aniseed Syrup VAFFE 3 140.00$ Boston Crab Meat ANTON 2 165.60$ Boston Crab Meat BERGS 2 920.00$

If your data is set up in this way, then you can create a pivot table from it.

STEPS TO CREATE A PIVOT TABLE

(Open the class file: 9_practice pivotchart.xlsx)

1. Click in any cell in your source data table. This enables Excel to guess about the boundaries of your data table.

2. Insert Pivot Table3. A dialog box will pop up, allowing you to select the source data and destination for your

pivot table


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a. Usually, the default options are correct. If not, adjust the source data or placement of the pivot table.

4. Click OK, and you will be taken to a new worksheet in your workbook that looks similar to:


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5. Your pivot table is ready to be displayed. You now have to select which columns (a.k.a., “fields”) you want to be used in your pivot table.

6. At the far right of your screen, you will see the PivotTable Field List. 7. Values box: Drag the field that contains the data you want to summarize (Sales) and drop it

in the Values box at the bottom right. 8. Row labels: What field contains labels for each row in your table? Let’s use Customer. Drag

and drop it in the Row Labels box.


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9. You now have a pivot table with each row displaying the total sales per Customer.10. Column Labels: to add column labels to your table, drag Qtr to the Column Labels box.

11. Changing the summary function : Click on Sum of Sales in the Values box, and then select Value Field Settings. Select Count in the list of options, and click OK. This will count sales rather than total them.


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CREATING A PIVOT CHART

A pivot chart is simply a graphical representation of the data contained in a pivot table. The process to create a pivot chart is the same as a pivot table with a couple exceptions.

1. Place your cursor in the source data (should be set up in the same way as for a pivot table).

2. Click Insert Pivot Table Pivot Chart3. A dialog box will pop up. The default settings

should already be correct.4. Now you are ready to create your pivot

chart. Simply drag and drop your fields into the correct boxes. To make a bar chart of total quarterly sales, drop Sales into the Values box, drop Qtr into the Axis Fields box.

5. To only view sales from on particular customer, add Customer to the Report Filter box. Then, use the drop-down in the Filter Pane to select the customer.


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6. There are many other customizations possible. You can add different colored bars by dropping a field in the Legend Fields box. You can also change your Chart Type by right-clicking on the chart and selecting Change Chart Type.

Go to Exercise 7.

EXPORTING CHARTS, GRAPHS, AND DATA

You are able to copy and paste any component of an Excel file into other office programs (e.g., Word, PowerPoint, etc.).

There are many pasting options:

1. Link data and use destination theme: this creates a live link between the source data and the pasted object. If you update the data in the source file, this will automatically update the data in the pasted object. The pasted object takes on the theme (color scheme, font face) of the destination file.

2. Link data and use source formatting: same as above, except that the pasted object keeps its original colors, etc.

3. Embed and use destination theme: this creates an object that is self-contained (all the data actually exists in the object embedded in the external document), and the object takes on the theme of the destination file.

4. Embed and use source formatting: same as #3, except object keeps its original color scheme, etc.

INSERTING HYPERLINKS


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To add a hyperlink (a clickable link that takes a user to a website or allows them to send an email, follow these steps.

Either

1. Type a URL or email address directly into the cell (e.g., [email protected]) OR2. Select the cell into which you wish to place the hyperlink.3. Click Insert Hyperlink

4. There are different types of hyperlinksa. Existing file or webpage:

i. Enter the text to display in the Text to display box. ii. If linking to a file on your computer or the network, browse to that file and

click OK.iii. If linking to a URL on the internet, simply type or paste the URL into the

Address box. Click OK.b. Place in this document:

i. Enter the text to display in the Text to display box.ii. To jump to a particular cell, type the cell reference in the Cell reference box,

and select the appropriate sheet from the list of sheets.iii. To jump to a defined name, select the name in the list of names.iv. Click OK.

c. Create new documenti. Enter the text to display in the Text to display box.

ii. Browse to where you want the new document to be created and give it a name. Click OK.

d. Email address:i. Enter the text to display in the Text to display box.

ii. Enter the email address into the Email address box.iii. Enter the subject (if desired) into the Subject box.iv. Click OK.

EDITING HYPERLINKS AFTER CREATION

Once a cell contains a hyperlink, every time you single-click on it, it will enact the hyperlink. If you want to edit or remove the hyperlink, you can either:

1. Click in the cell and HOLD until you are allowed to edit the cells contents.2. Use your arrows to navigate to the cell and then edit the contents using the formula bar.3. Right-click on the cell and choose Edit hyperlink…


mailto:[email protected]

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EXERCISES

EXERCISE 1: DATA FORMATS

1. Use the class file: 2_data formats Ex1.xlsx2. Follow the instructions on the worksheet.

EXERCISE 2: SORTING

1. Use the class file: 3_sorting Ex.xlsx2. Using the skills you learned in class (be careful to not include the TOTALs row and be

careful to sort ALL the columns)a. Sort the entire data table by the New York sales in descending order. Write down

the 1st three months in the list: ____________ ____________ ____________b. Sort the data by Raleigh sales in ascending order. Record the 1st three months in the

list: ____________ ____________ ____________c. Sort the data in descending order by Miami and ascending order by Baltimore.

Record the 1st three months: ____________ ____________ ____________d. Sort the data by month again in ascending order. Record the first three values for

Baltimore. ____________ ____________ ____________

EXERCISE 3: USING FILL

Create a new workbook with only ONE sheet named Monthly Data. Save the workbook as Monthly Items.

1. Row 1 should have column names for each month between Jan. 2012 and Dec. 20142. Column A should have rows numbered by 5s from Item 5 to Item 40.3. Format the column names to be the month, followed by a dash, then a 2-digit year (e.g., Jan-12)4. Fill in the data for January 2012 by creating a series that counts backwards from 100 by 3s5. Fill in the data for Item 5 so that the value increases by 10 until the end of year 2012 and then

stops.6. Change all the data cells to an accounting format (don’t change the column or row names).7. Type a value of $76.23 for Item 15, Oct 2012 to make sure your accounting format works.8. Format the entire data set as a table.

Your completed workbook should look something like this.


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EXERCISE 4: FORMULAS

Open the class file: 4_formulas Ex4.xlsx

1) This workbook needs your help. You’ve helped your child buy jeans and some shirts and how need to split up the costs.

2) You have placed the quantity and unit cost for each item in the sheet.3) You need to:

a) Add 12 formulas to the worksheet (look for the light gray areas)b) Determine the % of the cost that should be covered by your child

4) Pay me the portion that you are responsible for. ;-)5) Play with different tax rates, quantities, or parent/child splits to see how all the values

automatically recalculate for any changes.

Your completed workbook should look something like this.

EXERCISE 5: FUNCTIONS AND ABSOLUTE REFERENCES

Open the class file: 7_functions and references Ex5.xlsx

1) Add a function to the cells in the hours table to calculate the total hours per employee and the average weekly hours for each employee.

2) Add a function to the cells in the hours table to calculate the total hours per week.3) Add a function to the cells in the wages table to calculate the pay per employee per week based

on the employee’s hourly wage stored in the Base Rate column at the top.


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4) Add a function to the cells in the wages table to calculate the total wages for each employee and the average weekly wage for each employee.

5) Add a function to the wages table to calculate the total payroll per week.6) Use functions to find the wages for the lowest-paid employee and the wages for the highest-

paid employee.

EXERCISE 6: CREATING CHARTS

Using the chart practice data set (should already be open), create the following charts.

1) Create a pie chart to display what percentage of total sales come from each product.a. Add a Total column that calculates the total sales for each productb. Create the pie chart.c. Make sure it has a titled. Add data labels to display the percentages and the series labels.

Alice Mutton35%

Aniseed Syrup4%

Boston Crab Meat20%

Camembert Pierrot

41%

Total Sale Distribution by Product

2) Create a stacked bar chart to display the sales per quarter for all 4 products. It should look like this:

$-$2,000.00 $4,000.00 $6,000.00 $8,000.00

$10,000.00 $12,000.00 $14,000.00 $16,000.00 $18,000.00 $20,000.00

Qtr 1 Qtr 2 Qtr 3 Qtr 4

Quarterly Sales by Product

Camembert Pierrot

Boston Crab Meat

Aniseed Syrup

Alice Mutton


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EXERCISE 7: CREATING A PIVOT CHART

Open the class file: 10_pivotchart.xlsx.

1) Create a pivot chart with the following characteristics2) Column chart3) X-axis is product category4) Column colors (legend entries) are regions5) Data displayed is profit.6) It should look like this:

0

50000

100000

150000

200000

250000

300000

Furniture Grocery Stationery

Central

East

West


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Excel 2007 Part 2 Handout - jwalkonline.org 2007/Excel 2007 Part 2 … · Web viewAll data entered into an Excel ... A Formula is a set of instructions on how to perform a calculation