DAY 5: MICROSOFT EXCEL – CHAPTER 2 Aliya Farheen [email protected] January 27,2015.

DAY 5:MICROSOFT EXCEL – CHAPTER 2

Aliya Farheen

[email protected]

January 27,2015

REMINDER

• Lesson A in MyITLab is due today by 11:59 P.M.• Homework #1 is due on Friday ,February 6,

2015 by 11:59 pm.

ANNOUNCEMENT

• MyITLab Lesson A grades are posted after the due date or periodically in between.

• Don’t expect to see your scores after completing the work.

• Need to sign the Policy Acknowledgment Form to release the hold on their grades.

TODAY

• Relative, absolute and mixed cell references

• Functions• Statistical Functions• Date Functions• Logical Functions• IF Function• Nested IF Function

CELL REFERENCES

• Used in formulas so that they can be copied and reused easily.

• In some cases, we want the references to cells to move down, or over as we copy the formula.

• In other cases, we do not want the reference to change even if we do move.

RELATIVE ADDRESSING

• Relative cell references indicate a cell’s relative location from the cell containing the formula

• The cell reference changes when the formula is copied.

ABSOLUTE REFERENCES

• Absolute cell references indicates a cell’s specific location; the cell reference does not change when you copy the formula

- Indicated by dollar ($) signs in front of the column letter and row number

- Most often used when the value need not change

MIXED REFERENCES

• Mixed cell references contains both an absolute and relative cell references in a formula

• Use the F4 key to toggle between relative and absolute cell referencing

CELL REFERENCES(CONTD)

Relative reference A1

Column absolute mixed reference $A1

Row absolute mixed reference A$1

Absolute reference $A$1

AVOIDING CIRCULAR REFERENCES

• A circular reference error occurs if a formula refers to itself

FUNCTION

• Function is a predefined formula that performs a calculation.

• Syntax is a set of rules that govern the structure and components for properly entering a function.

• An Argument is an input, such as cell reference or value, needed to complete a function.

• A function begins with the equal sign (=) followed by the function name and arguments in parenthesesExample: =SUM(A1:A3)

INSERTING A FUNCTION

• When a function is typed, Formula AutoComplete displays a list of functions matching the partial entry

• Use the Insert Function dialog box to search for a function or select one from a list.

FUNCTION CATEGORIES AND DESCRIPTION

Category Description

Compatibility Contains functions compatible with Excel 2007 and earlier.

Cube Returns values based on data in a cube.

Database Analyses records stored in a database format in Excel.

Date & Time Provides methods for manipulating date and time values.

Engineering Calculates values commonly used by engineers.

Financial Performs financial calculations.

Information Provides information about the contents of a cell.

Logical Performs logical tests and returns the value of tests.

Lookup & Reference

Looks up values, creates links to cells, provides references to cells.

Math & Trig Performs standard math and trigonometry functions.

Statistical Performs common statistical calculations.

Text Manipulates text strings.

SUM

• SUM is the most commonly used function– represented by a sigma ()– Adds values within a specified range

• Syntax refers to the grammatical structure of a formula– Must adhere to stated structure of formula

• Arguments are values ─ used as input and returned as output

• Example: = Sum (B1:B10)

Function Name

Arguments

AUTOSUM

• Automates the SUM function• Click the cell where you want the result• Click AutoSum button• Select the range of cells you want to sum• Press Enter to complete

BASIC STATISTICAL FUNCTIONS

• Perform a variety of calculations to aid in decision making process– AVERAGE calculates the average of a range

of numbers– MEDIAN finds the midpoint value in a range– MIN calculates the minimum value in a range– MAX calculates the maximum value in a

range– COUNT counts the number of values within a

range

COUNT

• Statistical Functions – COUNT, COUNTA• COUNT function counts the number of cells in a

range that contain numerical data.• COUNTA function counts the number of cells in a

range that are not blank.• COUNTBLANK counts the number of blanks in the

given range.• Ex: COUNT(C6:C24)

COUNTA(E2:E10)

COUNTBLANK(J9:J16)

MORE MATH AND STATISTICAL FUNCTIONS

Function Syntax Description

=ABS(number) Displays the absolute value of a number

=FREQUENCY(data_array,bins_array)

Counts how often values appear in given range

=INT(number) Rounds a value number down to nearest whole number

=MODE.SNGL(number1,[number2],…)

Displays the most frequently occuring value in list

=PI() Returns the value of pi accurate upto 15 digits

=PRODUCT(number1,[number2],…)

Multiplies all values within argument list.

=RANDBETWEEN(bottom , top) Generates random numbers between two numbers

=ROUND(number , num_digits) Rounds value to specific number of digits

=RANK.AVG(number , ref,[order]) Returns an average rank for identical values

DATE/TIME FUNCTIONSFunction Syntax Description

=TODAY() Displays today’s date: month, day, year

=NOW() Displays today’s date and current military time

=DATE(year,month,day) Returns serial number for a date

=EDATE(start_date,months) Displays serial number of a date a specified number of months in future or past

=DAY(serial_number) Displays the day within a month for a serial number

=MONTH(serial_number) Returns the month for a serial number

=YEAR(serial_number) Identifies the year for a serial number

LOGICAL FUNCTIONS

• IF function• Logical Operators

Operator Description

= Equal to

<> Not equal to

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

IF FUNCTION

• Used to determine whether a given condition has been satisfied or not

• When the condition is met, the formula performs one task; when it is not met, the formula performs another task

• Has three arguments:– a condition tested to determine if it is true or

false– the resulting value if the condition is true– the resulting value if the condition is false

IF CONT..

• Flowcharts for the functioning of the If function.

IF (CONTD.)• Syntax:

IF(condition, value_if_true, value_if_false)

Value when condition is false

Value when condition is true

Condition is true or false

• IF(H4=100, “Good”, “Bad”)

NESTED IF

• The IF function can be nested when you have the multiple conditions to meet.

• The false value is being replaced by another if function to make the further test.

• Usually used for having the multiple logical test on the single cell.

Questions ?