Excel 2007 Unit E

Microsoft Office 2007 - Illustrated Microsoft Office 2007 - Illustrated

Using FormulasUsing FormulasAnalyzing DataAnalyzing Data

2Microsoft Office 2007 - Illustrated

• Format data using text functionsFormat data using text functions

• Sum a data range of based on Sum a data range of based on conditionsconditions

• Consolidate data using a formulaConsolidate data using a formula

• Check formulas for errorsCheck formulas for errors

ObjectivesObjectives


• Construct formulas using named Construct formulas using named rangesranges

• Build a logical formula with the IF Build a logical formula with the IF functionfunction

• Build a logical formula with the AND Build a logical formula with the AND functionfunction

• Calculate payments with the PMT Calculate payments with the PMT functionfunction

ObjectivesObjectives


Formatting Data Using Text Formatting Data Using Text Functions Functions

• Conversion tools and text functions Conversion tools and text functions automatically format a cell rangeautomatically format a cell range• Convert Text to Columns breaks data Convert Text to Columns breaks data

fields in one column into separate fields in one column into separate columnscolumns

• Data elements should be separated by a Data elements should be separated by a delimiter delimiter or separator, such as a space, or separator, such as a space, comma, or semicolon. comma, or semicolon.

• PROPER capitalizes first letter in a PROPER capitalizes first letter in a string of textstring of text


Formatting Data Using Text Formatting Data Using Text Functions Functions (cont.) (cont.)

Preview of data with delimiters


Formatting Data Using Text Formatting Data Using Text Functions Functions (cont.)(cont.)

• CONCATENATE function joins two or CONCATENATE function joins two or more strings into one text string. more strings into one text string.

• You must use quotation marks around You must use quotation marks around text. text.


Sum a Data Range Based on Sum a Data Range Based on ConditionsConditions

• SUMIF functionSUMIF function• Conditionally totals cells in a sum range Conditionally totals cells in a sum range

that meet given criteria. that meet given criteria.

• COUNTIF functionCOUNTIF function• Counts cells in a range based on a Counts cells in a range based on a

specified condition.specified condition.

• AVERAGEIF functionAVERAGEIF function• averages cells in a range based on a averages cells in a range based on a

specified condition.specified condition.


Sum a Data Range Based on Sum a Data Range Based on Conditions (cont.)Conditions (cont.)

SUMIF(range, criteria, [sum_range])SUMIF(range, criteria, [sum_range])The range where the cells that meet the condition will be totaled

The condition that must be satisfied in the range

The range the function searches

Format of SUMIF Function


Consolidate Data Using a Consolidate Data Using a FormulaFormula

• Consolidate:Consolidate:• Summarizes similar data that exists in Summarizes similar data that exists in

different sheets or workbooks. different sheets or workbooks. • Use cell references to the various Use cell references to the various

sheets on a consolidation, or summary, sheets on a consolidation, or summary, sheet. sheet.

• These references effectively create These references effectively create another dimension in the workbook and another dimension in the workbook and are called are called 3-D references.3-D references.


Consolidate Data Using a Consolidate Data Using a Formula (cont.)Formula (cont.)

3-D Formula


Check Formulas for ErrorsCheck Formulas for Errors

• IFERROR functionIFERROR function• Simplifies the error-checking process Simplifies the error-checking process

for your worksheets. for your worksheets. • Displays a message or value that you Displays a message or value that you

specify, rather than the one specify, rather than the one automatically generated by Excel, if automatically generated by Excel, if there is an error in a formula.there is an error in a formula.


Checking Formulas for Errors Checking Formulas for Errors (cont.)(cont.)

• Correcting circular referencesCorrecting circular references• A cell with a circular reference contains A cell with a circular reference contains

a formula that refers to its own cell a formula that refers to its own cell locationlocation

• If you accidentally enter a formula with If you accidentally enter a formula with a circular reference, a warning box a circular reference, a warning box alerts you to the problemalerts you to the problem


Checking Formulas for Errors Checking Formulas for Errors (cont.)(cont.)

• Correcting circular referencesCorrecting circular references• A cell with a circular reference contains A cell with a circular reference contains

a formula that refers to its own cell a formula that refers to its own cell locationlocation

• If you accidentally enter a formula with If you accidentally enter a formula with a circular reference, a warning box a circular reference, a warning box alerts you to the problemalerts you to the problem


Constructing Formulas Using Constructing Formulas Using Named RangesNamed Ranges

• Assigning names to cells and ranges Assigning names to cells and ranges can reduce errors and make the can reduce errors and make the worksheet easier to understandworksheet easier to understand• Names used in formulas become Names used in formulas become

absolute cell references by defaultabsolute cell references by default• Names can use uppercase or Names can use uppercase or

lowercase letters as well as digitslowercase letters as well as digits• After a cell or range is named, you can After a cell or range is named, you can

use the name on any sheetuse the name on any sheet• The name moves with the cell or rangeThe name moves with the cell or range


Constructing Formulas Using Constructing Formulas Using Named Ranges (cont.)Named Ranges (cont.)

Formula with named ranges


Constructing Formulas Using Constructing Formulas Using Named Ranges (cont.)Named Ranges (cont.)

• Managing NamesManaging Names

Name Manager


Building a Logical Formula with Building a Logical Formula with the IF Functionthe IF Function

• Build a logical formula with the IF functionBuild a logical formula with the IF function• A A logical formulalogical formula is one that makes is one that makes

calculations based on stated conditionscalculations based on stated conditions• A condition that can be answered with a true A condition that can be answered with a true

or false response is called a or false response is called a logical testlogical test• The IF function has three parts: a condition or The IF function has three parts: a condition or

logical test, an action if the condition or logical logical test, an action if the condition or logical test is true, and an action if the condition or test is true, and an action if the condition or logical test is falselogical test is false

• Use comparison operators in IF statementsUse comparison operators in IF statements


Building a Logical Formula with Building a Logical Formula with the IF Function (cont.)the IF Function (cont.)

Logical test Action taken if true

Action taken if false


Building a Logical Formula with Building a Logical Formula with the IF Function (cont.)the IF Function (cont.)

Comparison operators


Building a logical formula with Building a logical formula with the AND functionthe AND function

• TRUE TRUE • if every logical test in the formula is if every logical test in the formula is

true. true.

• FALSE FALSE • if one or more of its logical tests is if one or more of its logical tests is

false. false.

• The AND function arguments can The AND function arguments can include text, numbers, or cell include text, numbers, or cell references. references.


Building a logical formula with Building a logical formula with the AND function (cont.)the AND function (cont.) AND function


Calculating Payments with Calculating Payments with the PMT Functionthe PMT Function• PMT is a financial function that PMT is a financial function that

calculates the periodic payment calculates the periodic payment amount for money borrowedamount for money borrowed• Parts of the PMT function are: Parts of the PMT function are:

PMT(rate,nper,pv,fv,type)PMT(rate,nper,pv,fv,type)

Interest rate

Number of paymentsLoan value

Monthly payment

PMT(0.085/12,60,15000) = $307.75


Calculating Payments with Calculating Payments with the PMT Function (cont.)the PMT Function (cont.)

Annual interest rate divided by 12 months

Loan term

Loan amount

Monthly payment


Calculating Payments with Calculating Payments with the PMT Function (cont.)the PMT Function (cont.)

• Calculating future value with the FV Calculating future value with the FV functionfunction• Use the FV (Future Value) function to Use the FV (Future Value) function to

determine the amount of money a given determine the amount of money a given monthly investment will amount to, at a monthly investment will amount to, at a given interest rate after a number of given interest rate after a number of payment periodspayment periods

• Syntax: FV(rate,nper,pmt,pv,type)Syntax: FV(rate,nper,pmt,pv,type)


SummarySummary

• Use text functions to format dataUse text functions to format data

• Check formulas for errorsCheck formulas for errors

• Use names in formulasUse names in formulas

• Use dates in calculationsUse dates in calculations

• Build logical formulas using IF and Build logical formulas using IF and AND functionsAND functions

Technology

Excel 2007 Unit E